How to Use SkoolTech SMS Fees Collection Module | Step-by-Step Guide

Managing school fees is one of the most essential yet challenging tasks for any educational institution. To streamline this process, SkoolTech Student Management System (SMS) offers a Fees Collection Module that simplifies billing, tracking payments, and generating reports. This module allows school administrators to handle fees efficiently, ensuring transparency and ease for both the school and parents. In this guide, we’ll walk you through how to use the Fees Collection Module step by step.

Step 1: Log In to SkoolTech SMS

First, log in to your SkoolTech SMS account using your administrative credentials.

1. Access the Dashboard: Once logged in, you’ll be directed to your main dashboard. Here, you can manage various administrative tasks, including fees collection.
2. Navigate to Fees Module: On the dashboard menu, find and select the “Fees Collection” module under the “Finance” or “Administration” section.

Step 2: Set Up Fee Structures

Before collecting fees, you need to define the fee structures for different classes, terms, or categories (tuition, extracurricular, materials, etc.).

1. Click on “Create Fee Structure”: In the Fees Collection module, you’ll see an option to “Create Fee Structure” or “Add New Fee.”
2. Define Fee Types: Specify the types of fees, such as tuition, lab fees, transportation, library fees, and others. Assign them to the appropriate grade levels or groups of students.
3. Set Payment Schedules: Define payment schedules, such as monthly, quarterly, or yearly, and set the due dates for each installment.
4. Assign Amounts: Input the fee amounts for each type and category. You can also create customizable structures for scholarships, sibling discounts, or special conditions.

Step 3: Add or Import Student Records

Ensure that the student records in SkoolTech SMS are up to date. You can manually add students or import records in bulk.

1. Add Individual Students: If you need to add a new student, go to the “Student Management” section and enter their personal and enrollment details.
2. Import Student List: If you need to add or update multiple students at once, use the bulk import feature to upload a CSV file containing the student records. Make sure it includes all relevant details, like student ID, name, grade, and applicable fees.

Step 4: Assign Fees to Students

Once the fee structures are set and student records are updated, assign the relevant fees to each student.

1. Select a Batch or Student: Choose a specific class, batch, or individual student from your list.
2. Link Fee Structure: Assign the appropriate fee structure to the selected students based on their grade level or individual fee arrangements.
3. Review Total Fees: Ensure that the total fee amount for each student is accurate. SkoolTech SMS allows for flexibility in case certain students have specific fee exemptions or special conditions.

Step 5: Generate and Send Fee Invoices

After assigning fees, you can generate invoices for parents or guardians.

1. Click “Generate Invoice”: Select the students or batch for whom you want to create fee invoices.
2. Customize the Invoice: Add any specific details, such as due dates, payment options, and penalties for late payments. The system allows you to add custom notes or messages as well.
3. Send Invoices: Once the invoices are ready, you can either print them for manual distribution or send them electronically via email or SMS notifications through the system.

Step 6: Record Payments

As parents or guardians pay the fees, you need to log these payments in the system.

1. Go to the Payments Section: In the Fees Collection module, go to the “Record Payments” section.
2. Select Student or Batch: Choose the specific student or group for whom you are recording a payment.
3. Enter Payment Details: Input the amount paid, payment method (cash, bank transfer, credit card, etc.), and any receipt or transaction details.
4. Generate Payment Receipt: After entering the payment, the system will generate a receipt, which can be printed or sent electronically to the parents for confirmation.

Step 7: Track Outstanding Payments

The Fees Collection Module allows you to monitor outstanding payments or overdue accounts.

1. Access Fee Reports: Use the “Reports” section within the Fees Collection module to generate detailed reports on payments, pending fees, and overall financial summaries.
2. Filter by Date or Class: You can filter these reports by date range, class, or individual student to get specific insights.
3. Send Payment Reminders: For any outstanding payments, you can send automatic reminders to parents via email or SMS, including the details of pending fees and late payment penalties.

Step 8: Generate Financial Reports

SkoolTech SMS provides powerful tools to generate financial reports for auditing and analysis.

1. Select Report Type: Choose from a variety of reports, such as total fees collected, outstanding fees, payment history, or revenue projections.
2. Customize Reports: Customize these reports based on date ranges, fee categories, or class levels.
3. Export Reports: Export the reports to Excel, PDF, or CSV for sharing with school management or accountants.

Step 9: Manage Refunds or Adjustments

Occasionally, you might need to issue a refund or make adjustments to a student’s fee balance.

1. Locate the Student Record: Go to the student’s profile within the Fees Collection module.
2. Apply Adjustments: Use the “Adjust Fees” or “Issue Refund” option to modify the student’s fee balance. Be sure to record the reason for the adjustment, whether it’s for a withdrawn course, scholarship, or overpayment.
3. Generate Updated Invoice: If necessary, generate an updated invoice reflecting the changes made to the fees.

Final Thoughts

Using the SkoolTech SMS Fees Collection Module streamlines the entire process of fee management, from setting up fee structures to tracking payments and generating reports. With this tool, schools can enhance financial transparency, reduce manual errors, and make it easier for both staff and parents to handle school fees.

Key Takeaway: Whether you’re managing a small school or a large institution, SkoolTech SMS makes fee collection easy, efficient, and organized. Get started with this module to simplify your financial management process today!