Available on Base Plan•Platform: web•5 min read

Fee Structures, Slabs & Sibling Concessions

Configurable fee heads, term installment schedules, transport tiers, and automated concession matrices.

What It Is

The Fee Structure module is the accounting heart of Cohort. It allows bursars and administrators to configure flexible fee components (Tuition, Development, Library, Transport, Boarding), assign them to grades or student categories, and enforce due date grace periods.

Web Admin Navigation

Administrative Service > Fees & Finance > Fee Structures

Why It Exists & Institutional Purpose

Operational Challenge: Fee miscalculations, manual sibling concession tracking, and rigid fee schedules lead to revenue leakage, parent disputes, and lengthy audit cycles.

Key Operational Outcomes

Eliminates billing errors by applying automated rules for sibling discounts and staff child waivers.
Supports customizable installment plans (Annual, Bi-annual, Quarterly, Monthly).
Enables dynamic transport fee calculation based on pickup distance zones.
Produces real-time fee realization reports comparing expected vs. collected revenue.

How to Use: Web Admin Portal

Step-by-step procedure for campus administrators, principals, and accountants on desktop viewports.

Create Fee Head

Navigate to 'Fees & Finance > Fee Heads' and create components such as 'Tuition Fee', 'Science Lab Fee', or 'Computer Facility'.

Build Grade Fee Structure

Click 'New Fee Structure', select the target Grade (e.g., Grade 9), assign fee heads, and set due dates for each term installment.

Configure Late Fine Rules

Specify a daily grace period (e.g., 10 days) and a fixed daily or flat penalty fee for overdue payments.

Publish to Invoices

Click 'Generate & Publish Invoices' to automatically post billing line items to all enrolled students' online fee ledgers.

Telemetry & Mathematical Derivations

Formula derivations and institutional significance of summary KPI metrics.

Fee Realization Rate %

Proportion of billed revenue successfully collected to date.

(total_collected_amount / total_invoiced_amount) * 100

Significance: Primary liquidity and cash-flow health metric for campus leadership.

Overdue Receivables

Outstanding fees past their stipulated grace period.

SUM(invoice_balance) WHERE due_date < CURRENT_DATE AND balance > 0

Significance: Determines automated SMS fee reminder schedules and parent notification batches.

Role-Based Access Control (RBAC)

Enforced at PostgreSQL Row-Level Security (RLS) layer and Next.js / Expo route guards.

View AccessSuper Admin, Campus Principal, Accountant, Bursar

Edit AccessSuper Admin, Senior Accountant

Approval AuthorityTrust Financial Director, Campus Principal

Safeguards & Operational Alerts

Invoice Immutability

Once an invoice is published and a partial receipt is logged against it, the fee structure cannot be deleted. Any adjustments must be processed via formal Credit Notes or Concessions.

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