Manual FeeCollection SQLServer

Deltasoft
USER MANUAL FEE COLLECTION ( HEAVY VERSION )

SCHOOL MANAGEMENT SYSTEMS
Deltasoft
Fee Collection System

User Manual
Aug 2017
For further assistance please contact us :www.DeltaSoftServices.com

1
Deltasoft
Introductions
Fee Collection System covers the following features:

 Generation / Printing of Fee Vouchers
 Cash Collection, Bank Collection
 Standard Vouchers, Bank Vouchers, Fill spaces in printed
vouchers
 Auto arrears calculation
 Customizable Fee Structures
 Student wise concession
 Defaulter Lists, Notices
 Many of Reports
Database Connectivity
Server Name
If SQL Server is installed on same PC then you can enter [
.\SQLExpress ]
If SQL Server is installed on a different PC then enter PC
Network name in place of Dot. For example if Server PC Name is
SERVER then[ Server\SQLServer ]
Databases
Enter Main and Pics database names.
If Biometric device is installed for attendance then enter its
database too.
User login
User base login system is implemented. On every record saving
or modification time user information is also stored with each
record. The default password for Administrator is 123. But after
login it could be changed by him.

2
Deltasoft
Main Interface
Main Menu
To open a sub menu press any section
on main menu
Click on submenu option to open a
form or perform an action.
To change user or current user

password
Double click on user name in status
bar
To create new reminder

Double click on new reminder icon
To open previous reminder

Double click on a row in reminder list

3
Deltasoft
General Tasks
How to Initialize Application Monthly Cycle To Revise Fee Structure

1. Create class wise Fee Structures 1. In the start of each fee period ( such 1. Change fee structure in SETTINGS 
SETTINGS  CLASS FEE STRUCTURE. CLASS FEE STRUCTURE.
as Mar_17) fee vouchers are created
using GENERATE VOUCHER. 2. Use BULK FEE STRUCTURE to
2. Set Student Fee Structure
implement default fee on all
2. Collection via Bank students then apply concession on
a) Set student fee using their
students if required.
admission form OR 3. Print fee vouchers using
VIEW/PRINT VOUCHER and distribute 3. If % of discount is saved for some
b) Use BULK FEE STRUCTURE to students then their new fee
in students.
implement default fee on all structure will be calculated
students then apply concession 4. Students submit their fee in Bank / according to that %.
on students if required. School office.
3. Generation of Fee Challan 5. School copies ( Sub Section of fee

voucher ) are collected from Bank.
a) Create first month fee period (
eg: Mar_17) and generate fee 6. Paid fee is entered in database with
challans for all students. help of UPDATE VOUCHER.
b) Some of students might have 7. After Due Date List of Defaulters are
arrears so add additional rows in checked.
details of first fee slip using
Update Voucher. 8. Warning notices to defaulters are
issued.
9. Summary reports are printed for

hard copies.

4
Deltasoft
Understanding Fee Structure

First of all fee structure of all Every new admission imports Whenever fee challans are When student fee structure is
classes is created. default fee structure form class generated of students, their fee revised then it will affect future
fee structure. However his is charged according to their fee challans.
structure could be changed ( in structure.
case of any discount )
Class Fee Student Fee Apr-2017

with 50% concession
Apr 1000 Apr 500 Admission 5000
May 1000 May 500 Annual 3000
Jun 1000 Jun 500 Apr 500
Jul 1000 Copied from Jul 500
Aug 1000 Class Fee Aug 500
Sep 1000 Structure Sep 500 May-2017
Oct 1000 Oct 500
May 500
Nov 1000 Nov 500
Dec 1000 Dec 500
Jan 1000 Jan 500
Jun-2017
Feb 1000 Feb 500
Mar 1000 Mar 500 Jun 5000
Annual 3000 Annual 3000 Jul 3000
Admission 5000 Admission 5000

5
Deltasoft
Create Class Fee structure

1. Click on a class to select it.
2. Select a Fee Title / Account ( eg:

Tuition Fee )
3. Enter amount
4. Check tags in fee charged for
5. For monthly fee check all

months
6. For Admission time fee (

Admission Fee, Security Fee
etc.) Check Admission
7. For Annually charge fee ( Exam

Fee ) check Annual
8. Press [ Add/Update ]
Note :
 Create structure of all classes
 To Add / Remove Fee Titles /

Accounts use Accounts Module
 Chart of Accounts

6
Deltasoft
Apply Fee Structure on

Students in Bulk
1. Select a Class
2. Check all rows in class fee (

right click for menu )
3. Check all target students
4. Press [ Apply Default ]
Note : If student concession % is

saved in student fee structure then
new fee will be calculated according
to that %.
To modify a student fee

1. Click on target row in student
fee
2. Change amount and press

[Save]
3. To apply % Disc enter

percentage and press [ Apply ]
icon
4. To Freeze the fee structure of

student press [ Freeze Stucture ]
and press [ Save ]
Note : This panel is also available on

student admission form.

7
Deltasoft
To Generate Fee Vouchers

1. Create a Fee Period
2. Enter a suitable name, starting
date and [ Save ]
3. Select period row from list
4. Check target Charged for tags
5. Enter Issue Date, Due Date,
Valid up to and Late Fine ( if any
)
6. Check target classes
To Create new Challans
 Press [ Pending Challans ]

 Check target students
 Press [ Generate Challans ]
To add more fee in already

generated challans
 Press [ Generated Challans ]

 Press [ Add in Challans ]
Common Issues
Student is not displaying in list Why Student Challans are not Generating Incorrect balance
a) Issue date is less than student’s date of a) Checked charged for tags are already Never overlap fee period dates. It means
Admission ( First date of class ) charged for the student in past in same every new fee period issue date must be
b) Issue date is greater than student date session. greater than last fee period Valid upto date (
of leaving ( last date of class ) b) Student fee structure is not created or it otherwise incorrect arrears will be
is incomplete displayed

8
Deltasoft
To View/Print Vouchers
1. Check target fee period.
2. Check target classes
3. Press [ Show Challans ]
4. To Print Challans
5. Press any print button
6. To Delete Challans : check target

rows and press [ Delete
Challans ]
7. To open a challan details Double

click on target row

9
Deltasoft
Update Voucher
Search challan Options :
1. Enter challan number and press
[ Enter ]
2. Enter GRNo and press [ Enter ]
3. Type initials of name and selcect
student from drop down
appeared list.
Enter Collected Payment

1. Press [ New ] in payments
2. Enter date of payment
3. Account ( Cash / Bank )
4. Collected amount
5. Press [ Save ]
To add a new row in detail

1. Press [ New ] in Fee Detail
2. Enter Charged For, Account and
amount and press [ Save ]
To Correct Balance
Press [ Readjust payments ]
Note To Send Payment SMS
Installment Option
Enter payments in fee voucher which 1. Select payment row
Check installment and press [ Save ] has matching dates. i.e. Date of 2. Press [ Readjust
on top. It will be appeared on payment must be between issued payments ]
printed challan too. date and valid upto.

10
Deltasoft
Dafaulters
To check Defaulters
1- Check target classes

2- Select criteria
3- Enter date
4- Press [ Defaulters ]
Reports
Check target students

Press :
 Class wise
 Family Notice
 Guardian wise
 Annual Rep
Defaulter SMS
 Check target students

 Press [ Send ]
 Note: SMS Module is required
Note :
Double click on a row to open related Update Voucher form of student.
Balance Correction
 Press [ Find Incorrect ]

 Press [ Readjust all ]

11
Deltasoft
Import Payments
Instead of one by one challan
posting all payments from and excel
sheet (.csv format) could be
imported and posted at once.
1- Open import payments
2- Press [Read File ]
3- Browse and select target .csv

file
4- Select all columns names one by

one and move them into their
respective text boxes.
5- Select Debit account Bank /

Cash
6- Press [ Post Payments ]
Note :
1- Challan number and GRNo must

be matched otherwise payment
will not be posted.
2- Date format must be dd-MMM-

yy ( i.e. 21-Dec-2000 )
3- Already posted rows will not be

posted again so duplication is
handled by software.

12
Deltasoft
Sync with Accounts

If Accounts module is active then
you can post all charged fee and
collected fee into accounts. No need
to re-enter in accounts i.e :
 Charged fee will create FCV

(Fee Charged Voucher) which
Debit Account Receivable of
student and Credit Income.
 Collect payment will create FPV

( Fee Payment Voucher ) which
Debit Cash / Bank and Credit
Account Receivable of student.
Steps
1- Enter starting and ending
dates
2- Select type
3- Press [ show All ]
4- Check All
5- Press [ Sync Vouchers ]
Note:
1- By clicking on a row you can
see details of related
voucher in accounts.
2- Already synced rows will
not sync again
For Single studnet

3- To open a single student fee
challans check GRNo and
enter GRNo of student.

13
Deltasoft
Session Reports
Session breakup of all months could
be prepared of :
 Charged Fee
 Collected Fee
 Balance Fee
Steps
1- Select a session
2- Enter starting and ending
dates
3- Enter status of students
4- Check one or more classes
5- Check charge for
6- Check accounts
7- Press any one :
a. Session Charged
b. Session Collection
c. Session Balance
Note :
1- Preparation of reports will take
some time so please wait until
processing is finished.
2- Generated report could be
exported into excel and printed.

14
Deltasoft
Other Reports
In other reports section there are
multiple useful reports
1- Select criteria / filters

a. Select classes
b. Select fee periods
c. Select accounts
d. Select session
e. Enter dates
f. Select other criteria
2- Select a report
3- Press [ Preview Report ]

15
Deltasoft
Things to Remember
In Crystal Reports
To Print Reports
Click on printer icon.
To Export Reports
Click on envelope and select any
format.
To check items in lists

Right click mouse to open popup
menu and select required option
Database connectivity
If your application is closed after
showing error of database
connectivity then :
1- Check is SERVER PC is on.
2- Check your networking
connection health. Consult
with network administrator.

16

Manual FeeCollection SQLServer

Uploaded by

Copyright:

Available Formats

Manual FeeCollection SQLServer

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Manual FeeCollection SQLServer

Uploaded by

Copyright:

Available Formats

Deltasoft

USER MANUAL FEE COLLECTION ( HEAVY VERSION )

Fee Collection System

For further assistance please contact us :www.DeltaSoftServices.com

Fee Collection System covers the following features:

For further assistance please contact us :www.DeltaSoftServices.com

To change user or current user

To create new reminder

To open previous reminder

For further assistance please contact us :www.DeltaSoftServices.com

How to Initialize Application Monthly Cycle To Revise Fee Structure

3. Generation of Fee Challan 5. School copies ( Sub Section of fee

9. Summary reports are printed for

For further assistance please contact us :www.DeltaSoftServices.com

Understanding Fee Structure

Class Fee Student Fee Apr-2017

For further assistance please contact us :www.DeltaSoftServices.com

Create Class Fee structure

2. Select a Fee Title / Account ( eg:

4. Check tags in fee charged for

5. For monthly fee check all

6. For Admission time fee (

7. For Annually charge fee ( Exam

 Create structure of all classes

 To Add / Remove Fee Titles /

For further assistance please contact us :www.DeltaSoftServices.com

Apply Fee Structure on

2. Check all rows in class fee (

3. Check all target students

4. Press [ Apply Default ]

Note : If student concession % is

To modify a student fee

2. Change amount and press

3. To apply % Disc enter

4. To Freeze the fee structure of

Note : This panel is also available on

For further assistance please contact us :www.DeltaSoftServices.com

To Generate Fee Vouchers

To Create new Challans

 Press [ Pending Challans ]

To add more fee in already

 Press [ Generated Challans ]

For further assistance please contact us :www.DeltaSoftServices.com

2. Check target classes

3. Press [ Show Challans ]

5. Press any print button

6. To Delete Challans : check target

7. To open a challan details Double

For further assistance please contact us :www.DeltaSoftServices.com

Enter Collected Payment

To add a new row in detail

For further assistance please contact us :www.DeltaSoftServices.com

1- Check target classes

Check target students

 Check target students

 Press [ Find Incorrect ]

For further assistance please contact us :www.DeltaSoftServices.com

1- Open import payments

2- Press [Read File ]

3- Browse and select target .csv