> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Fee Structure
> How to define what fees are charged - which components (tuition, library, sports) and how much - for each programme and academic year.
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.
***
## Who Does This
| Task | Who Does It |
| ------------------------------- | ---------------------------------------- |
| Creating Fee Categories | Finance Officer / Academic Administrator |
| Creating Fee Structures | Finance Officer |
| Updating amounts for a new year | Finance Officer |
***
## The Fee Hierarchy
```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
FC[Fee Category
e.g. Tuition Fee, Library Fee, Sports Fee, Lab Fee]
FC --> FS[Fee Structure
amounts for a specific programme/year
e.g. BCA Year 1: Tuition ₹50,000 · Library ₹5,000 · Sports ₹2,000]
FS --> PE[Programme Enrollment / Fee Schedule]
PE --> FI[Fee Invoices created from this structure]
```
***
## 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**
***
## 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**
***
## Field Guide - Fee Structure
### Header Fields
| Field | Required | Purpose |
| ---------------------- | -------------- | ----------------------------------------------------------------------------------- |
| **Fee Structure Name** | Auto-generated | System name for this structure |
| **Academic Year** | Yes | Which year this structure applies to |
| **Programme** | No | Which programme this structure is for (leave blank for institution-wide structures) |
| **Due Date** | No | When fees under this structure are due |
### Components Table
| Column | Required | Purpose |
| --------------------- | --------------- | ----------------------------------------------------- |
| **Fee Category** | Yes | Type of fee (Tuition, Library, Sports, etc.) |
| **Fee Category Name** | Auto-filled | Name from the Fee Category record |
| **Amount** | Yes | The rupee (or currency) amount for this fee component |
| **Grand Total** | Auto-calculated | Sum of all fee component amounts |
***
## 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.
***
## 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.
***
## 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.
***
## 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.
***
## Related Pages
* [Fee Schedule](/education/fees-finance/fee-schedule) - use a Fee Structure to run a bulk billing operation
* [Programme Enrollment](/education/academic-management/programme-enrollment) - fee structures are attached to enrolments when students register
* [Fee Collection](/education/fees-finance/fee-collection) - monitor payments against the invoices created from this structure