ANSWER BY AMIT
Fee can’t be adjusted or updated in a fee structure for a specific grade level especially when previously collected receipts are present. However, there is a specific condition related to fees being adjusted or updated.
- If a student is moving from the old category to the new category then in that case new category has either a lower fee or a higher fee.
1) When the new category has a higher fee as compared to the old category.
- If the new category has a higher fee as compared to the old category then the system will show the adjustment and during the adjustment, the Next OS locates the current collected amount to the new fee head, for better understanding please follow the below steps.
Step 1- Click on settings.
Step 2- Go to Finance.
Step 3- From the list click on fee.
Step 4- Now find the student fee category and enter it.
Step 5- Go to the Allocate Student tab.
Step 6- Select a class and section from which you will get the list of those class students.
Step 7- Now select the student whose you want to change the category and the category needs to be selected in the student fee category column by clicking on the old category of that student.
Step 8- Select the new category from the list of categories in which you want to change it from its old category and click on continue.
Step 9- Now Next OS will show the adjustment and during the
adjustment, it will locate the current collected amount to the new fee head and adjusted fee column is editable so you can adjust the fees and as per your adjustment due amount will be allocated to the student account.
For eg – The total amount is Rs54,000 in a new category whereas Rs22,000 is already accounted for in the old category. Consequently, the outstanding balance will be Rs 32,000. If no modifications have been made in the adjusted fee column during the category change, the Rs32,000 due will be credited to the student account or the due will be allocated according to your adjustments.
Step 10- After adjusting the adjusted fee column click on confirm.
By doing this student fees will be adjusted or updated.
2) When the new category has a lower fee as compared to the Old category.
- If the new category has a lower fee than the old category, the Next OS will follow the same steps that were followed earlier when a new category had a higher fee than the old category. However, in the end, you can adjust the fee by entering it into Cancel Fee, which comes under the transaction side in Finance.
Note – School staff can refer to the Student Adjusting Fee Guidelines for Further Clarification.
ANSWER BY DEEPAK
If fees have already been collected for some students or receipts are present, specific rules and processes must be followed to make adjustments. Here’s how this can be handled:
Rules for Fee Adjustments
- Collected Fees Cannot Be Changed Directly:
- If fees have been collected for any student under the same fee type, changes to the fee structure are not allowed unless the corresponding receipt is canceled.
- Uncollected Fees Can Be Adjusted:
- If no fees under a specific fee type or installment have been collected, adjustments can be made freely.
- Changes will apply to all students mapped to the particular fee type or installment.
Process for Fee Adjustments
- Navigate to Fee Structure Settings:
Go to Settings → Finance → Fee → Fee Structure.
- Select Class and Category:
- Choose the specific class (grade level) and fee category where the adjustment is required.
- Edit the Fee Type:
- Locate the specific fee type for which the adjustment is needed.
- Click on the Edit option to modify the amount or details.
- Save the changes.
- Impact on Students:
- The adjustments will automatically reflect for all students mapped to that fee type or installment, provided no fees have been collected under it.
- If Fees Are Already Collected:
- To make adjustments, cancel the previously generated receipts for the specific fee type.
- Once receipts are canceled, modify the fee structure as needed.
Real-Time Example
Scenario 1: Fees Not Collected
- Grade Level: Grade 7
- Fee Type: Library Fee
- Current Fee Amount: $50
- Adjustment Needed: Increase Library Fee to $60.
Action:
Since no fees have been collected for the Library Fee, navigate to the Fee Structure, edit the Library Fee for Grade 7, and update it to $60. This change will apply to all students mapped to the Library Fee for Grade 7.
Scenario 2: Fees Already Collected
- Grade Level: Grade 7
- Fee Type: Library Fee
- Current Fee Amount: $50
- Adjustment Needed: Increase Library Fee to $60.
Action:
- Review collected receipts.
- If fees have been collected for any student under the Library Fee, cancel the receipts for those students.
- After canceling, adjust the Library Fee to $60.
- Notify parents/students about the updated fee structure and issue revised invoices.