Streamlining Student Fee Management with Empress

Guides & Tutorials
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Introduction

In this guide, we’ll walk you through how to manage student fees using Empress. You’ll learn how to create and maintain detailed Fee Records every time a student pays their fees, simplifying your accounting and record-keeping processes.

Introduction: The Significance of Fee Records in Empress

Fee Records in Empress are a comprehensive tool to manage all the details related to student fees. They include student information, the academic program they’re enrolled in, and crucial accounting details. By using Fee Records, you can streamline your fee management operations, ensure accurate tracking, and provide clear financial transparency for your students.

Accessing the Fee Records Feature

To get started with Fee Records, navigate to:

Home > Education > Fees > Fees

Creating a New Fee Record

Before you create a new Fee Record, ensure you have the following information ready:

  1. Student details
  2. Fee category
  3. Fee structure

To create a new Fee Record:

  1. Access the Fees list and click on ‘New’.
  2. The Institution should be automatically selected, but you can edit this if necessary.
  3. Select the Student for whom the Fee Record is being created. The student’s name will be automatically filled in.
  4. Set the Due Date for the fee payment.
  5. Click ‘Save’.

Additional Options in Fee Records

While creating a Fee Record, you also have the following options:

  • The Date and Posting Time are auto-filled based on when the record is created, but you can manually change these by checking the ‘Edit Posting Date and Time’ box.
  • You can notify the student about their fee payment due date by checking the ‘Send Payment Request’ box.

Understanding the Features of a Fee Record

Each Fee Record in Empress comes with several features that allow you to keep detailed records.

Student Details

Here, you can add all relevant details about the student, including their Program Enrollment, Program, Academic Term, and Academic Year. The Student Email ID is automatically pulled from the student’s profile.

Fee Structure

Choose a Fee Structure for this Fee Record. Once selected, all the Fee Components will be auto-filled based on the chosen Fee Structure.

Fee Components

You can add Fee Components by selecting the Fee Category, adding a Description, and specifying the Fee Amount.

Printing Settings

You can customize the print settings for the fee receipt by choosing the correct Letter Head and Print Heading.

Accounts

Empress simplifies your accounting processes by automatically updating your account entries when a fee payment is recorded. To enable this, add your Accounts details in the fee structure:

  • Receivable Account: Add the name of your institution’s Receivable Account.
  • Income Account: Choose your institution’s Income Account.
  • Company: Select the company that handles payments. This is useful if you manage multiple institutions or if a sister company manages the accounts.

Accounting Dimensions

  • Cost Center: Include the name of your institution’s Cost Center under Accounting Dimensions.

Making a Payment

You can record a payment directly from the Fee Record. Simply select the payment method in the payment entry and submit the payment.

Conclusion: Enhancing Your Business Processes with Empress

Empress’s Fee Records feature offers a comprehensive solution for managing student fees, making both accounting and record-keeping much simpler. With this feature, you can streamline your fee management operations, ensure accurate tracking, and offer financial transparency to your students. For additional support or resources, please visit our Help Center or Contact Us for personalized assistance.