SJKPGM Fee Management

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From date To date

Active students

Today collection

Collection by major head

Recent receipts

Name	Start	End	Active

BA / B.Com: leave semester as All semesters and use groups. BCA / M.Sc. / M.Com: tag each paper with the semester — students in that semester get those papers automatically.

Excel mismatch

Header year = that session. Year I (Sem 1–2) dikhata hai us year ke Year I students — chahe baad mein promote / complete ho chuke hon. Sem 1 ya Sem 2 choose karo to bhi Year I aayega. Promoted student pe “Now” label current class hai. Amber row = Excel mismatch.

Admission

Name

Class that year

Father

Subjects

Year paid

Year due

Year advance

Promote students

Imported Year I already covers Sem 1–2. Class-year promote moves the whole batch to the next academic year: Year II (Sem 3–4), then Year III (Sem 5–6). UG Year III and PG Year II stop — degree is complete. Use semester mode only for a mid-year move.

	Admission	Name	Current	Subjects

No students found for this stream / class.

Fee Master — academic year

Choose the year in the header. College / Student fund heads in yearly due are only those marked “include in main fees”. Degree / TC / Practical / Exam can sit under any major — they stay on demand and are not added to yearly due.

College Fund

Student Fund

Caution (new student)

Optional subjects — yearly

Set the yearly amount. Collection splits it half and half by semester (Home Sci/Geo 1200 → 600+600, Computer Voc 5000 → 2500+2500).

Not in main fees — collect when needed

These amounts are never added to yearly due, even if the head is under Student Fund or College Fund. Use Collect → TC / Degree / Private Practical / Private Exam, or tick extra on a regular receipt.

Class tuition

For each class, set only Tuition Ist (odd) and Tuition IInd (even). The year total is calculated from shared heads + tuition. Optionals are extra.

Class

Tuition Ist

Tuition IInd

Odd due

Even due

Year total

+ Home Sci

+ Comp Voc

Student fee history

Select a stream first. Then search by admission number, name, father / mother name, or mobile. The header year is not used here — the student’s fees for all years are shown.

1. Stream 2. Search Status

No student found in this stream. Check the admission number, name, father / mother name, or mobile.

Complete history

Collect

Find a current student or add a new one, then collect semester fees.

1. Find student → 2. Add if new → 3. Collect fees

→

1. Find passed student →

Which student?

Search by admission number, name, or phone. If the student is not listed, add them.

Search the existing student by admission number, name, or phone.

This student was not found.

No completed student matched. If this is an old passout who is not in the software, enter them as an old student.

No completed or transfer-quit student matched. If this is an old passout who is not in the software, enter them as an old student.

Use this when the passout is not in the software. The receipt is saved in the current academic year report.

Academic year

Student Name * Father Name * Last Passed Class with Stream *

Passed Year *

*

Fetched from Fee Master for the current year. You can change it before saving.

Mode Date Remarks

Same A5 receipt as fees. The title will be . Collection is included in this year’s head report.

Receipt preview

These heads will be saved on the receipt when you submit.

These students are not on the regular roll. Enter details and print the same A5 receipt.

Academic year

Saved from the year selected at the top of the page.

Stream * Semester * Student name * Father name Mobile no

Amount * Mode Date Remarks

Same A5 receipt as fees. The title will be .

Receipt preview

These heads will be saved on the receipt when you submit.

New student

1. Details → 2. Class

Stream * Admission no * Student name * Father name (optional) Mother name (optional) Phone (optional) Date of birth (optional) Gender

Class

Semester papers

These papers are set on Streams for this semester. They are assigned automatically.

No papers tagged for this semester yet. Add them on Streams first.

Subjects

groups, 1 subject from each. Optional fees are based on this.

Choose a stream first — subjects will appear after that.

Subjects

Choose one group. Use Open Group for a custom combination.

Open Group

Custom combination

After save, this student’s fee due will open. The amount will be filled automatically.

Student saved. The amount is filled from the due — review it, click Check receipt, then save.

Payment

Degree complete — TC / Degree receipt can be issued.

Quit · Transfer — TC receipt can be issued.

The header year is different. Collection is using the student’s year.

Stream

Semester

Each semester is accounted separately.

Use to refund, shift to the next semester, or collect extra.

Subjects

A group change will update this semester’s due / advance. Settle it now or adjust it in the next semester.

Is semester due

Is semester advance

Previous semester advance

Previous semester due

These amounts are not mixed. Collect / refund now, or adjust in the next semester.

Apply the previous semester to this payment Previous advance will be deducted from this semester’s due and a receipt will be issued. This cash will settle the previous due first, then this semester.

New student: Caution money is included (Year I Sem 1 only).

Odd semester: College Fund + Student Fund apply.

Even semester: fund heads do not apply; tuition + half optional (if any).

On demand (tick to include in this payment)

Amount

Filled from the due. You can collect less or more.

Fee Master rate is filled when available. You can change the amount before printing.

If you enter more than the due, the extra becomes this semester’s advance / deposit.

Mode Date Remarks

Same A5 receipt as fees. The title will be .

Head

Paid

Balance

Previous semester advance

Tick to adjust in this semester, or select the earlier semester to refund

—

Previous semester due

Separate — tick to include in this payment

—

This semester

Receipt preview

These heads will be saved on the receipt when you submit.

For a duplicate copy, search by admission number or name, then Print A5. This list is for the header year. For older years, use Students → Print receipts.

From To

Receipt

Admission

Student

Semester

Amount

Date

College register — one sheet = one class year

The Excel register keeps one row per student on the BA-I sheet, covering Sem 1 and Sem 2. BA-II and BA-III are separate sheets. Upload one sheet at a time.

Choose the session from the Academic Year dropdown (for example 2023-2024), then Stream + Year I / II / III.
Upload the same Excel used in the register. All columns are saved to the student master / receipts.
Import the next class sheet the same way (BA-II, BA-III, then B.Com...).

Recommended

College Register Import (Excel)

One row covers both semesters of that class year. Year I → Sem 1+2, Year II → Sem 3+4, Year III → Sem 5+6. On the next sheet the same student is matched by STUDENT NAME + FATHER NAME + MOTHER NAME + CAST — the admission number stays the same, and the new year’s fees go to Sem 3/4. Students who were in the previous year but are missing from this sheet are marked Drop College. Existing receipts are left unchanged.

Academic Year * Stream * Class Year * Admission No Prefix

Generated automatically for a new student (e.g. 24BA1001). In Year II/III the same student is matched by name + father + mother + caste, so a new admission number is not created.

Also import receipts

Mark students missing from this sheet as Drop

Year sheet: Year I and Year II columns can differ — they are detected from the header. Year I: SUBMIT → Sem 1. Year II: DEPOSIT FEES 1 → Sem 3, 2nd/3rd installment → Sem 4. OPTIONAL SUBJECT / SUB columns are subjects. TOTAL FEES / remain is highlighted if it does not match.

Excel file (.xlsx) *

✓ New students: ↻ Updated: 🧾 Receipts: Excel check: Drop:

These students were in the previous year but not on this sheet — they are marked Drop College. See Students → Quit filter or the College Drops report. Existing receipts are unchanged:

Admission	Name	Father	Last class

Excel TOTAL / remain does not match the fee chart. Please check subjects or fees:

Row	Admission	Name	Excel total	Fee chart	Excel remain	Software due	Check

Errors ():

📋 Supported Excel column format (click to expand)

Column	Excel Header	Maps To
A	S.NO	register_sno + admission suffix
B	STUDENT NAME	name — Year II/III match key
C	FATHER NAME	father_name — Year II/III match key
D	MOTHER NAME	mother_name — Year II/III match key
E	CAST / CATEGORY	caste — Year II/III match key
F	DOB / D.O.B.	dob
G	ADDRESS	address
H	MOB. / WHATSAP NO	phone
I	FATHER MOB / CONTACT	father_phone
Year I	EMAIL / BOARD / MARKS / %	Not on the Year II sheet — existing values are kept
Year I: O,P,Q · Year II: J,K,L	SUB × 3 / OPTIONAL SUBJECT	3 subjects (GEO→GEOGRAPHY, HOMS→HOME_SCIENCE, COMP→COMPUTER_VOCATIONAL)
Year I: R · Year II: M	TOTAL FEES	register_year_fee (year total)
Year I: S · Year II: N	SUBMIT / DEPOSIT FEES 1	Odd sem receipt (Year I=Sem 1, Year II=Sem 3)
W / X / Y / Z	2 INSTALLMENT, REMAIN FEES, RECEIPT NO, DATE	Even sem receipt (Year I=Sem 2, Year II=Sem 4)
AA–AD	3 INSTALLMENT...	Extra Sem 2 receipt, if paid
AE+	Side notes (refund / extra)	register_notes + full row snapshot

Or import from CSV manually (advanced)

Step 1 — Students Import

Download the template first. Fill the data in Excel, save it as CSV, then upload it here.

Column	Description	Example	Required?
admission_no	Student admission / roll number	2024001	Required
name	Student full name	Ram Kumar	Required
father_name	Father’s name	Shyam Kumar	Optional
gender	male / female / other	female	Optional
phone	Mobile number	9876543210	Optional
stream_code	BA, BCOM, BCA, MA, MCOM, MSC	BA	Required
class_year	Year number: 1, 2, 3 (UG) / 1, 2 (PG)	1	Required
semester	Semester: 1, 2, 3, 4, 5, 6	1	Required
optional_subjects	HOME_SCIENCE, GEOGRAPHY, COMPUTER_VOCATIONAL (comma-separated)	HOME_SCIENCE	Optional
academic_year	Year name exactly as in the system	2024-2025	Required

Select CSV file

✓ New: ↻ Updated:

Errors ():

Step 2 — Historical Receipts Import

Do this after students are imported. Record previously paid amounts. Each payment is a separate row.

Column	Description	Example	Required?
admission_no	Student admission number (exactly as in the system)	2024001	Required
academic_year	Year name exactly	2024-2025	Required
semester	1 or 2 (for BA Year I)	1	Required
amount	Total paid amount (in rupees)	14200	Required
payment_date	YYYY-MM-DD format	2024-07-15	Required
payment_mode	cash / upi / cheque / online / other	cash	Optional
remarks	Optional note	Old record imported	Optional

Important: Enter Sem 1 and Sem 2 payments for a student on separate rows. The system allocates them head-wise (tuition, college fund, student fund, etc.) from this year’s Fee Master.

Select CSV file

✓ Receipts created:

Errors ():

💡 Tips

When saving from Excel, choose "CSV UTF-8 (comma delimited)".
The admission number should match Excel. It is not case-sensitive.
If the student already exists, the record is updated (no duplicate is created).
Receipt import is not duplicated — import once, then check the Receipts page.
Partial payments are allowed — you can import two receipts for the same student on different dates.

Stream UG / PG Semester Reason To date

Summary

No summary for this filter.

No collection found for this year.

Details

Student

Subject groups

Papers for this semester are assigned automatically from Streams.

Maximum groups, 1 subject from each.

Open Group: all subjects of this stream are listed. Choose a custom combination.

Major only groups the receipt. Yearly due depends on “include in main fees”, not on Student Fund / College Fund.

Major head Code Name Default amount

Include in main semester fees

This amount is added to yearly due (Student Fund / College Fund / Caution), same as Magazine or Registration.

Not added to yearly due. Put Degree, TC, Practical, or Exam under any major — they are collected only when the clerk chooses that receipt type.

When it is charged

Tuition heads stay on class Tuition Ist / IInd. They are not mixed into fund totals.

Reprint

Loading receipts…

No receipts on file for this student. Collect fees first, then print.

Excel mismatch — manually check

Excel register row

Col	Header	Value

Academic changes

Admin

Adjust fees

If there is extra due, collect it this semester or leave it for the next. If there is advance, refund it, keep it here, or shift it to the next semester. Partial amounts are allowed — a receipt will be issued.

Collect / extra deposit

Collect this semester’s due, or deposit more to create an advance.

Refund advance

Return the extra amount to the student. A refund receipt will be issued. Full or partial.

Shift advance to another semester

For example, Sem 1 extra adjusts against Sem 2 due. Receipts are issued on both sides. You can also shift from a later semester to an earlier one.

If you do not want to act now, click Close — due / advance stays on that semester. You can handle it later from Adjust fees.

Semester Amount

From To Amount

Mode Date Remarks

Admin

Academic change

Change the stream or groups. Due / advance will show on this semester. Collect / refund now, or adjust in the next semester.

Current

Stream

Subjects

Fee impact

Current due

New due

Already paid

After confirm, Adjust fees will open — collect this semester or leave it for the next.

After confirm, Adjust fees will open — refund, or shift to the next semester.

This semester’s fees match.

New stream

New subject groups

Maximum groups, 1 subject from each.

Reason

Collection by major head

Recent receipts

Promote students

Fee Master — academic year

Optional subjects — yearly

Not in main fees — collect when needed

Class tuition

Student fee history

Which student?

Receipt preview

Receipt preview

Semester papers

Subjects

Subjects

Payment

Receipt preview

College Register Import (Excel)

Step 1 — Students Import

Step 2 — Historical Receipts Import

Summary

Details

Academic year

Stream

Delete all students

Student

Major head

Quit student

Excel register row

Academic changes

Adjust fees

Academic change

New subject groups

Edit receipt amount