Introduction
The fee schedule and fine management features in NLP streamline fee collection, encourage timely payments, and impose penalties for late payments or bounced cheques. This document provides an in-depth explanation of fine configuration, management, and dependencies to ensure effective handling of fee-related processes.
Fine Overview
Fines can be calculated based on Fee Type or Fee Instalments:
- Fee Type-Based Fines:
- Applied to each fee type in the collection page, increasing the total fee amount for that fee type.
- Instalment-Based Fines:
- Applied only once per instalment and are displayed separately in the collection page.
- Not linked to individual fee types, ensuring simplicity in instalment payments.
Note:
Once a method (Fee Type or Instalment) is selected for fine calculation, it cannot be altered unless all existing fines are deleted.
Types of Fines
1. Late Fine
Automatically levied on overdue payments according to predefined mapping.
- Calculation Methods:
- Fixed Amount: A specific amount per instalment or fee type.
- Fixed Percentage: A percentage of the instalment or fee amount.
- Day-Wise Amount: Daily penalties added after the due date.
- Slab Amount/Percentage: Different penalties based on time intervals.
- Dependencies:
- Changes to fee instalment dates automatically recalculate unpaid fines.
- If student categories change, late fines based on the old structure are removed, and new fines are applied under the updated structure.
- Late fines cannot be paid independently of associated fee instalments.
- Partial Payments:
- If a fee type instalment is partially paid, late fines are levied for each subsequent collection until the instalment is fully paid.
- Mapping:
- A fine cannot be mapped to classes or instalments already linked to another fine.
- Unmapped classes or instalments will have unpaid fines removed, but no refunds or reversals are issued for collected fines.
2. Cheque Bounce Fine
Applied when a cheque payment is marked as “bounced” in the cheque handling status.
- Calculation Method:
- Only a fixed amount can be charged.
- Key Points:
- A single cheque bounce fine can be created per class and is applicable across all fee types/instalments.
- Cheque bounce fines cannot be deleted once levied, even if not collected.
- Dependencies:
- Pending fines must be paid even after a student category change.
- Collected cheque bounce fines are neither refunded nor reallocated.
- If the fine amount is updated after partial payment, the updated amount does not apply to already imposed fines.
Steps to Configure and Manage Fines
Initial Setup:
- Go to Settings → Finance → Fee.
- Select Fee Settings and choose the fine calculation method: Fee Type or Instalment.
Creating a Fine:
- Navigate to Fee → Fines.
- Click Add to create a new fine.
- Enter fine details:
- Fine type (Late or Cheque Bounce).
- Applicable classes, instalments, or fee types.
- Calculation method (Fixed Amount, Percentage, Day-wise, or Slab).
- Save the fine configuration.
Editing a Fine:
- Fines can be edited at any time. Updated fine amounts apply only to unpaid fines.
- Changes to instalments or fee types recalculate fines for overdue payments.
Deleting a Fine:
- Delete fines only if they have not been levied or collected.
- Once fines are collected, they cannot be reversed or refunded.
Best Practices for Fine Management
- Choose a fine calculation method carefully, as it cannot be altered later.
- Ensure mappings are consistent to avoid conflicts in fee structure.
- Regularly review and update fines to align with institutional policies.
- Maintain clear communication with parents about fine policies, especially for late payments or cheque bounces.
Benefits of Fine Management in NLP
- Streamlined Processes: Automates fine calculation and application.
- Accountability: Ensures accurate and consistent fee records.
- Flexibility: Supports multiple calculation methods to suit institutional needs.
Transparency: Clear guidelines for parents and students regarding fines.