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A Fee Structure is the master template for charges. It defines every fee component and its amount for a specific programme and year. Once a Fee Structure is set up, it is used whenever a student in that programme is enrolled - the system pulls the fee amounts from the structure automatically.

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Who Does This

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The Fee Hierarchy

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Step 1 - Create Fee Categories

A Fee Category is the label for a type of charge. You create these once and reuse them across all your fee structures. Common fee categories:
  • Tuition Fee
  • Library Fee
  • Sports Fee
  • Lab Fee
  • Examination Fee
  • Hostel Fee
To create a Fee Category:
  1. Go to Education workspace → Fee Management card → Fee Category
  2. Click New
  3. Enter the Fee Category Name
  4. Click Save

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Step 2 - Create a Fee Structure

Once your fee categories exist, you build the fee structure:
  1. Go to Education workspace → Fee Management card → Fee Structure
  2. Click New
  3. Fill in the structure details (see Field Guide below)
  4. Add one row per fee component in the Components table
  5. Click Submit
Fee Structure form showing programme, academic year, and a components table with fee category name and amount columns, plus a Grand Total at the bottom

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Field Guide - Fee Structure

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Header Fields

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Components Table

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Creating Multiple Fee Structures

You typically create one Fee Structure per programme per academic year:
  • BCA Year 1 (2025–2026)
  • BCA Year 2 (2025–2026)
  • B.Com Year 1 (2025–2026)
  • etc.
If fee amounts are the same across all years of a programme, you can create a single structure for the whole programme and apply it to all year groups.

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Updating Fees for a New Year

At the start of each academic year:
  1. Create a new Fee Structure for the new year
  2. Copy the component list from the previous year’s structure as a starting point
  3. Update any amounts that have changed
  4. Submit the new structure
Do not edit the previous year’s fee structure - historical fee records link to it. Create a new one for the new year.

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Best Practices

Submit the Fee Structure before creating Programme Enrollments. The fee structure is attached to enrolments when they are created. If the structure is still in Draft when enrolments are submitted, fee invoices will not be generated correctly. Create one structure per programme per year. Even if amounts are the same across programmes, having separate structures keeps reporting clean and makes it easy to change amounts for one programme without affecting others. Name structures consistently. Use a convention like “Programme Name – Academic Year” (e.g. “BCA – 2025-2026”). Consistent naming makes them easy to find when setting up enrolments.

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Troubleshooting

Fee invoices are not being created for a student: Check the Programme Enrollment record - the Fees table must have the Fee Structure linked. If the Fees table is empty, no invoices are created. Wrong amounts on an invoice: Check the Fee Structure that was used. If the amounts were updated after the invoice was created, the invoice will reflect the old amounts. Correct the invoice directly if needed. Cannot find a Fee Structure in the dropdown: Make sure the structure has been Submitted (not just saved as Draft). Only submitted Fee Structures appear in the selection dropdown.
  • Fee Schedule - use a Fee Structure to run a bulk billing operation
  • Programme Enrollment - fee structures are attached to enrolments when students register
  • Fee Collection - monitor payments against the invoices created from this structure