onedu 2.0 documentation

This page is read only. You can view the source, but not change it. Ask your administrator if you think this is wrong.
====== Accounts ======

====== Manage Exam Fees ======



===== Exam Fee Structure =====

**Menu Navigation:** Accounts → Exam Fee Structure

The 'Exam Fee Structure' feature allows you to create a customized fee structure that can be assigned to students. This fee structure includes fee structure name, registration amount, and fees type. The late fee for the exam will be only applicable once the registration date has ended.

Furthermore, this feature provides you with the flexibility to define late fees for two scenarios:

1. Late Fees-Per day : You have the ability to define additional fees for a particular set of days beyond the initial deadline.

2. Late Fees-One time: You can set the standard fees that students need to pay within the specified deadline.In addition, this feature includes an 'add' and 'remove' functionality, allowing you to easily modify and adjust the fee structure as needed.

It's essential to highlight that if the total payable amount (exam registration fee + late fee) surpasses the maximum registration amount, it will not effect on the student's payable amount.

{{::screenshot_from_2023-06-23_10-12-50.png?800|}}
===== Condonation Fee Structure =====
**Menu Navigation:** Accounts → Condonation Fee Structure

This feature allows you to set up a system for handling attendance-related condonation fees. It includes important details such as the name of the fee structure, the person who created it, and the date it was created. Within this system, you can specify attendance percentages and choose the corresponding category for each percentage range. You also have the option to assign a fee amount for each category.

{{:screenshot_from_2023-06-23_12-50-32.png?800|}}
====== Fee Setup ======

**Definition**

Fee setup in onEdu can be configured in multiple ways depending on the kind of requirement is needed for a particular college or a University. You can set it up like a full program fee in one go or it allows you to edit and add the fees for each semester/years at a university and a college level.

===== Create Fee Category =====

**Menu Navigation**: Accounts → Create New

Using this you can define the 'Fee Category' based on your requirement like which fee types data to be populated in that particular fee category.

Create new will help you to select a particular college and add an associated fee category to it. This will allow you to filter the data in most of the account related reports.

{{:screenshot_2021-02-24_at_6.58.56_pm.png?800|}}
===== Create Fee Types =====
**Menu Navigation**: Accounts → Create New or (Create Fee Types)

**Create Fee Types**: Using this feature you can add multiple fee types that are in use at your college or a University. You can also flag each fee type as Admission Type, Scholarship Type, Refunded Type and Deposit Type. Each of these flags enables a functionality associated with such fee types as described below:

Admission Type: Fee types flagged as Admission become the mandatory fees to be paid by students before their admission can be confirmed. Admissions portal of onEdu, not part of this document, considers all fee types flagged as Admissions to collect such fees in the portal. 

Scholarship Type: A fees flagged as scholarship type is enabled in the scholarship module. Some or all of the fees associated with fee types flagged as scholarship, can be received by students as scholarships. 

onEdu has a scholarship module tailored to meet the specific processes of e-Pass followed in the states of Telangana and Andhra Pradesh. In addition, University and/or college can choose to offer scholarships to specific students either due to merit or need. 

If a fee type is not flagged as scholarship, then it has to be paid by the student. 

Refunded Type: Fee types flagged with refund only can be refunded to the students. Any fee that is not flagged as refund, cannot be refunded to the student at any time after it is collected. 

Deposit Type: You can use this to flag fee types as deposits to be returned back to students at end of their course. This is a liability to the Institution and when fees types are properly identified, you can run reports to determine the amount of such liability at any time. 

Fee types flagged as deposits can also be transferred to other courses in case a student pursues higher studies at the same Institution. 

Search Results are displayed in a table with the following columns. 
  - S.No
  - Fee type
  - Fee Category
  - Scholarship Type
  - Admission Type
  - Refundable Type
  - Deposit Type 

{{:screenshot_2021-02-24_at_6.59.54_pm.png?800|}}
===== Assign Installments =====
**Assign Installment**: Accounts → Assign Installment

You can define the maximum number of instalments that can be collected for each fee type. When this fee type is associated with a fee structure and student, the number of instalments offered can be lower than the number defined here, but never higher than this number. 

For example, you can restrict the number of instalments of Admission fee to 1, and then have Tuition fee paid once every semester for the duration of the course. 

{{:screenshot_2021-02-24_at_7.00.44_pm.png?800|}}


===== Create Fee Structure =====

This screens allow the accounts team to create fee structures that can then be assigned to students. A fee structure consists of a list of fee types, along with amount and due dates for each instalment of each fee type. This is essentially a calendar of what fees to be paid, how much to be paid and when it has to be paid. 

Fee structures help in assigning the same type of fee to multiple students at once. You can define your fee structure and then assign the fee structure to multiple students in a section. 

For example, if you have a set of students studying in a program that will pay the same fee during their course of study, you can define a single fee structure and assign it to all of them. 

By default, winnou team defines the fee structures and assigns it to students as a part on implementation process. However, you will need to define your fee structures for students that join your college after the implementation is completed. 

**Menu Navigation**: Accounts → Create Fee Structure

Create new helps you to create new fee structures at a program level.You need to select/add the below feature while create a fee structure and most of them are mandate fields.
  - Program*
  - Fee Structure Name*
  - Batch Year*
  - Quota*
  - Currency Mode*
  - Edit by*
  - Show for all batches
  - Installment amount and due date

{{:screenshot_2021-02-24_at_7.01.51_pm.png?800|}}

===== Assign Fee To Students =====
**Menu Navigation**: Accounts → Assign Fee to Students

This screens helps you to assign associated fee structures to students at a section level. You need to select the following data in order to assign the fee structures to students. 
  - Department
  - Program 
  - Section
  - Batch Year

Based on the above selected data you will get the students list. Fee structures that are already defined area available for you to select. Now you can assign the fee structure to selected students at one go or one at a time. This screen also gives you an option to view, delete or edit the assigned fee structure at a individual student level. 

Note: The edit of fees will be available to user based on the permission given by the accounts team at the time of creating the fee structure. Audit trail of edits done to the fee structures are available. 
 
{{:screenshot_2021-02-24_at_7.03.46_pm.png?800|}}

====== Fee Payments ======

**Definition**

onEdu makes it so easy when it comes to fee payments. Fee payments can be initiated by either the students/parents themselves or by the staff members authorised to collect fees. 

When students attempt to pay fees, based on configuration, they can be allowed to pay partial amounts or required to pay the full amount that is due as on date. 

In addition to the web interface, onEdu mobile app also is a great interface to pay fees. 
 
===== Fee Payment View =====

**Menu Navigation**: Accounts → Fee Payment View

This screen helps the user to see the entire fee payment details of the student and this screen is available for view purpose to these roles management, parent and the student. We can see the students payment pattern and due details with fee receipts as well.

{{:screenshot_2021-02-24_at_7.05.06_pm.png?800|}}

===== Delayed Fee Payments =====

**Menu Navigation**: Accounts → Delayed Fee Payment

This feature helps you to verify the student online payment transaction status, and also allows you to manually run the query for clearing all delayed transactions, if any.

Search Results are displayed in a table with the following columns. 
  - S.No
  - Roll Number
  - Name
  - Date
  - Amount
  - Transaction ID
  - Description

===== Fee Payment Upload =====

**Menu Navigation**: Accounts → Fee Payments Upload

This screen allows the accounts team to upload the previous semester fee receipts into the system. By default, winnou team will upload all the previous receipts into the system t the time of implementation process.

{{:screenshot_2021-02-24_at_7.07.00_pm.png?800|}}
===== Manage Scholarships/Faculty Waiver =====

**Menu Navigation**: Accounts → Manage Scholarships/Faculty Waiver

This feature allows you to award student scholarship and faculty waiver. 

{{:screenshot_2021-02-24_at_7.08.10_pm.png?800|}}

===== Edit Fee Collection Data =====

**Menu Navigation**: Accounts → Edit Fee Collection Data

This feature is specially used to edit/update the previous year accounts records in order to correct the receipts data. This also maintain the user log records in case have edited/updated any record.

**Search Criteria**: Student payments records can be search by using following filter
  - Batch Year
  - College
  - Department
  - Program
  - Section
  - Fee Category
  - Fee Type
  - From Date
  - To Date
  - Roll Number
  - Name
  - Receipt 

{{:screenshot_2021-02-24_at_7.10.01_pm.png?800|}}

=====  Transfer Deposits =====

**Menu Navigation**: Accounts → Transfer Deposit

This screen helps in transferring the student security deposit in case the student wish to change the school or education stream. Only the fee types which are added a 'Deposit' falg in 'Create Fee Types'screen will be considered here. This is only access by accounts team.

{{:screenshot_2021-02-24_at_7.11.58_pm.png?800|}}


====== Scholarship ======

===== Update Students =====

**Menu Navigation:** Accounts → Scholarship → Update students

This screen serves as a valuable tool for updating the records of scholarship students. It allows users to conveniently update information by selecting the relevant department, program, academic year, and section. Additionally, users have the option to upload the document of students details. 

This screen is useful for performing regular updates on scholarship records, ensuring accuracy and timeliness of information.






===== View Scholarship Students =====

Using screen we can view information of student who received scholarship in a table-like view. It also includes a search feature to search for specific students. Following are the filters for search criteria:

**Menu Navigation:** Accounts → View Scholarship Students

  - Category
  - Department
  - Program
  - Academic Year
  - Section/Sem

===== Application ID Entry =====

**Menu Navigation:** Accounts → Scholarship → Application ID Entry

This screen allows the admin to assign a application ID to scholarship students. Following are the filters for search criteria.

  - Category
  - Department
  - Program
  - Academic Year
  - Section/Semester
  - Roll Number 

The search results displays information about students, including their roll number, name, section, academic year, and scholarship category. To enter the application ID number, locate the corresponding input field next to the student's name under the "Application id" column. Additionally, on this screen, you can choose whether the student's scholarship should be classified as "Fresh" or "Renewal" type.

===== Scholarship Application Dashboard =====

**Menu Navigation:** Accounts → Scholarship → Scholarship Application Dashboard

This screen gives us the application id entry status report. Following are the filters for search criteria.

  - Category
  - Department
  - Program
  - Academic Year
  - Section/Semester
  - Status
  - Roll Number 

The search results provides an overview of students categorized as "Complete" and "Incomplete". The "Complete" status indicates that the students have been assigned an application ID.While the "Incomplete" status indicates that students have not yet been given an application ID. 

To enhance user understanding, the "Application ID" column employs distinct colors for visual clarity regarding application statuses. For applications marked as complete, the corresponding application ID is highlighted in green. Conversely, for applications marked as incomplete, the application ID appears in red alongside the text "Not Updated."




===== Assign Scholarship =====

**Menu Navigation:** Accounts → Scholarship → Assign Scholarship 

This screen gives the ability to assign scholarship to a set of students. Following the filters for search criteria.

  - Category
  - Academic Year

Scholarship can be assigned by clicking on **Create New** button on the top right of the screen. Please provide required information in all the fields. 

  - Category
  - Academic Year
  - Proceeding Number 
  - Proceeding Date
  - Amount 
  - Amount Credit Date
  - Number of Students 
  - Bank Account Number
===== Scholarship Distribution =====

**Menu Navigation:** Accounts → Scholarship → Scholarship Distribution

====== Reports ======

Definition

onEdu offers a verity of reports to the University Management and most of the reports can be easily shared for internal as well as external auditing purposes. All the reports can be enabled and disabled as per your need based on roll.

All the reports can be easily printed or download in an excel format for record purpose.
===== Fee Duplicate Receipt =====

**Menu Navigation**: Accounts → Fee Duplicate Receipt

This screen allows the accounts team to issue duplicate certificates to students and parent in case they want it. You can simple search with the student roll number or student name to fetch the details.

{{:screenshot_2021-02-24_at_7.14.22_pm.png?800|}}

===== Fee Due Report =====

**Menu Navigation**: Accounts → Fee Due Report

This is one of the most important report in onEdu today, which help the accounts and management team to see the fee defaulters in real time. It also allows you to filter the report with following options:

  - College
  - Department
  - Program 
  - Section
  - Fee Category
  - Installment
  - Fee Type
  - Date
  - Quota

You can also send SMS alerts to all fee defaulters with their actual fee due data. 

{{:screenshot_2021-02-24_at_7.16.19_pm.png?800|}}
===== Collection Report =====

**Menu Navigation**: Accounts → Collection Report

This report helps you to view all the collected fees in the system. It has various feature like you can view by account category wise collection, fee type wise collection, student category wise collection and users who have collected the fees. It has verity of search filter which give you the real data for your better analysis.

Following are the search filters:

  - Batch Year
  - College
  - Department
  - Program
  - Section
  - Fee Category
  - Fee Type
  - Roll Number
  - Name
  - From Date
  - To Date
  - Student Category
  - Collected by
  - Admission Number
  - Payment Type


{{:screenshot_2021-02-24_at_7.17.19_pm.png?800|}}

===== Fee Summary Report =====

**Menu Navigation**: Accounts → Fee Summary Report

This report was specially developed for reconciliation the records with the bank payment gateway reports. You can view this report in two different aspects one at a summary level and second at a detailed level. At summary level you can view the collection at a program level where in detailed level you can see individual student payment with all the necessary data.

A verity of search filter options are available to fetch the data in real time.

{{:screenshot_2021-02-24_at_7.18.31_pm.png?800|}}
===== Collection Report Day Wise =====

**Menu Navigation**: Accounts → Collection Report Day Wise

This reports helps you to view the collected data day wise. You will get to see the collection data in a  summary format against all the fee types. Like other report this also gives you a verity of search filter for better analysis.

  - Batch Year
  - College
  - Department
  - Program 
  - Section
  - Fee Category
  - Fee Type
  - From Date
  - To Date
  - Payment Type 

{{:screenshot_2021-02-24_at_7.19.22_pm.png?800|}}

===== Process Refund =====

**Menu Navigation**: Accounts → Process Refund

Process refund helps you to refund the fees collect from student at the time of admission. It helps you to search the student with college, section and roll number, you also have an option to see the status of student for whom the fees is not assigned and at the same time you get the list of student who have been given refund.

It is very simple to initiate a refund, you just have to search a student who have paid the fees and the click on refund this will take you to a transaction screen where you need to enter the refund amount, comments and select the payment mode, that's it. The refund details will be available in all the relevant areas and also at student and parent logins.
===== Fee Summary Installments =====

**Menu Navigation**: Accounts → Fee Summary Installments

This report is specially developed for ICFAI University, In addition to regular 'Fee Summary Report' it also allows you to view the program fee paid by student for all the semester.

{{:screenshot_2021-02-24_at_7.21.55_pm.png?800|}}
===== Component wise Fee Due Status =====

**Menu Navigation**: Master Data → Component Wise Fee Due Status

There are two different views of this report one is 'With receivable' and the other 'without receivable'. When selecting 'With Receivable' option it give you the paid transaction details against the assigned fees and when trying with 'Without receivable' option it gives you the paid transaction details for all the installments of program fees assigned to student. 

This report shows multiple installments of program fees paid by student based on date selection.

{{:screenshot_2021-02-24_at_7.23.08_pm.png?800|}}

===== Program-Batch wise Fee Due Status =====

**Menu Navigation**: Accounts → Program-Batch wise Fee Due Status

This reports gives you an option view the student dues at a summary level based on their course duration. 

Following are the filters for search criteria.

  - School 
  - Department
  - Program 
  - From Date
  - To Date

The "From Date" feature uses the due date as a reference point and presents information in the "Receivable" column within the search results. Simultaneously, the "Received" column records data pertaining to payments made by students over the course's duration.

This functionality assists colleges in gauging the dues at a program level, allowing for easy comparison with previous years.

{{:screenshot_2021-02-24_at_7.24.38_pm.png?800|}}

===== Fee Receipts Track =====

**Menu Navigation**: Accounts → Fee Receipts Track

This report helps you to track all the receipts generated in the system in a detailed format. It also allows you to search the data with the following filters:


  - College
  - Department
  - Program
  - Section
  - Roll Number
  - Name
  - From Date
  - To Date
  - Receipt Number 

{{:screenshot_2021-02-24_at_7.25.25_pm.png?800|}}
===== Collection Summary Report =====

**Menu Navigation**: Master Data → Collection Summary Report

This report helps you to view the fee collection data for current and previous academic year wise. Easier way to compare the collections happening in the current day with previous year.

===== Fee Due Report Estimate =====

**Menu Navigation:** Accounts → Scholarship → Fee Due Report Estimate 

This report shows the list of students who are expected to pay in the next 5 days. Following are the filters for search criteria.

  - College (mandatory field)
  - Department
  - Program
  - Section
  - Fee Category
  - Installment
  - Fee Type
  - Quota


===== Active Student Count =====

**Menu Navigation:** Accounts → Reports → Active Student Count 

This report displays the count of active students, along with their corresponding batch year, program, department and school. 

Following are the filters for search criteria.

  - College 
  - Department 

Both search criteria are optional. 

The search results will display the count of active students for the particular school, department, program, batch year, and year. 

This count will all students that are pursuing a course at the Institution. It will include detained students, and students that have not yet completed the course. 

Students from previous graduating years who are not transitioned to alumni status will also come under this count. The 'year' column shows us the year they graduated school or left and their batch duration will be calculated from the year of enrollment. 
 
Additionally, the column displaying the number of students is clickable. Selecting this number will show the list of students (student roll number, name and mobile number). This screen also provides the option to import a report in either PDF or Excel format.

{{:untitled_design.png?800|}}