Fee Instalments and Receipts for Coaching Centres

Coaching fees are rarely paid in one go. This module holds the instalment plan agreed at admission, records each payment against it, and issues the receipt the parent takes home.

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The instalment plan

The plan is set when the admission is entered, and every later payment is read against it.

Heads and instalments

Tuition, study material and test series can be billed as separate heads. The total is split into the instalments the office quoted to the parent.

Due dates

Each instalment carries the date it falls on. Dates can follow the course calendar or the month the parent asked for.

Concession allowed

A sibling or merit concession is recorded on the plan with the person who approved it. The remaining instalments change accordingly.

Balance on the record

The student record shows paid, part paid and pending for every instalment, so the office never has to add up receipts by hand.

Taking a payment

Payments arrive in several ways at a coaching counter. Cash, UPI, card and cheque are each recorded with the mode, and a cheque carries its number and date so the office knows when it cleared. A part payment is allowed against an instalment, and the rest stays pending on the plan. The receipt prints or goes to the parent as a message. Nothing is retyped.

Following up what is due

Instalments due this week

A list by date with the parent number beside each name. The office calls down the list instead of searching a register.

Overdue instalments

Instalments past their date are listed with how long they have been pending. The owner reads this before the month closes.

Reminder messages

A reminder can go to the parent before the date and again after it. Wording and timing are settled with the owner.

Students who left with dues

A student marked as left keeps the pending amount visible until the owner decides to write it off.

What this module does not do

It does not decide concessions, refunds or write-offs, which stay with the owner
It does not post entries into accounting books by itself
It does not hold a bank balance or reconcile a bank statement
How fee receipts are treated for tax is a matter for the centre’s accountant

FAQ

Frequently asked questions

Can a parent pay half an instalment?

Yes. The part payment is recorded against that instalment and the balance stays pending on the plan.

Does the receipt reach the parent on WhatsApp?

Yes, where that connection is set up. A printed receipt at the counter remains an option for parents who want one.

How is a cheque that bounced handled?

The payment is reversed on the instalment with the date and the reason, and the amount goes back to pending.

Can the office see dues for all students at once?

Yes. Due and overdue instalments are listed across batches, with the parent number against each student.

Is a UPI payment matched on its own?

Only where a payment gateway is connected. Otherwise the counter records the mode and the reference by hand.

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