DAC Academy — Fee Operator SOP

Role: Fee Operator / Accountant Access: Fees module, receipts, manual receipts

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1. DAILY TASKS

• Record all payments received during the day
• Issue receipts for all collections
• Verify payments against bank/UPI statements
• Follow up on overdue installments
• Reconcile cash collected against receipts issued

2. RECORDING A PAYMENT

Standard Payment (Against Existing Installment)

1. Go to Fees in the sidebar
2. Find the student by searching or browsing
3. Click on the student's row
4. In the Payment History section:
   • Find the unpaid installment
   • Click Pay next to it
   • The amount is pre-filled from the installment
5. OR click Record Payment for a custom amount
6. Enter:
   • Amount (pre-filled or custom)
   • Payment Mode — Cash, UPI, Card, Bank Transfer
   • Transaction ID — For digital payments
   • Payment Screenshot — Optional
7. Click Submit
8. Print/Deliver the receipt to the parent

New Payment (No Prior Installment)

1. Go to the student
2. Click Record Payment
3. Enter the amount being paid
4. Select payment mode
5. Submit
6. A new installment is created and marked as paid

Ad-hoc Fee (Unexpected Charges)

1. Go to the student
2. Click Add Ad-hoc Fee
3. Enter:
   • Description — What the charge is for (e.g., late fee, exam fee, lab fee)
   • Amount — Amount to charge
4. Click Submit
5. The student's total fee increases by this amount

3. CASH RECONCILIATION

End of Day Reconciliation

1. Count all cash received during the day
2. Go to the Fees page
3. Cross-check each payment recorded as "Cash"
4. Ensure total cash in hand = total cash receipts issued
5. Deposit cash as per academy policy
6. Flag any discrepancy to Admin immediately

Digital Payment Reconciliation

1. Check bank account / UPI app for credits
2. Match each credit to a receipt with that transaction ID
3. Flag unmatched credits to Admin

4. HANDLING PAYMENT ISSUES

Payment Entered with Wrong Amount

1. If the payment is already recorded:
2. Go to Payment History
3. Find the transaction
4. Click Void
5. Enter reason: "Wrong amount — re-recording"
6. Record the correct payment fresh

Duplicate Payment

1. Find the duplicate transaction
2. Click Void
3. Enter reason: "Duplicate payment"
4. Inform Admin about refund process

Payment Failed / Bounced

1. If a recorded payment bounces:
2. Click Void on the installment
3. Enter reason: "Payment bounced"
4. Contact parent for re-payment

5. INSTALLMENT MANAGEMENT

Adding an Installment

1. Go to student's fee section
2. Click Add Installment
3. Enter:
   • Amount — Installment amount
   • Due Date — When it should be paid
4. Click Submit

Removing an Installment

1. Only for UNPAID installments
2. Click Remove next to the installment
3. Confirm deletion

Changing Due Dates

1. Go to the installment list
2. Click Edit Due Dates
3. Select the installment and enter new date
4. Click Save

6. RECEIPT MANAGEMENT

Generating manual Receipts

For receipts not tied to a student (e.g., application fee, prospectus fee):

1. Go to manual Receipts in the sidebar
2. Enter:
   • Amount
   • Paid By — Person's name
   • Purpose — What it's for
   • Payment Mode
3. Click Generate
4. Print and hand over

Re-printing a Receipt

1. Go to the student's fee section
2. Click Receipt History
3. Find the receipt to re-print
4. Click Download or View
5. Print

7. FEE REMINDERS

Monitoring Overdue Fees

1. Check the Fees page daily
2. Look for students with status "Overdue" (red badge)
3. Sort by overdue amount (highest first)
4. Contact parents of overdue students

What to Say When Calling About Dues

• "Hello [Parent Name], this is [Your Name] from DAC Academy accounts department."
• "I'm calling regarding the fee installment of ₹[amount] that was due on [date]."
• "Could you please arrange payment at your earliest convenience?"
• "You can pay via UPI/Cash/Card at the front desk or bank transfer."
• "Let me know if you have any questions about the amount."

8. VOID PROCEDURE

When to Void a Payment

• Payment recorded to wrong student
• Wrong amount entered
• Duplicate payment
• Payment bounced/reversed

Void Steps

1. Navigate to the payment in Payment History
2. Click Void
3. Enter a clear reason (required)
4. Confirm
5. The amount is reversed from the student's paid total
6. Note: The receipt remains in the system (receipts are immutable)

9. MONTHLY RECONCILIATION

Process

1. Export fee data if needed (contact IT)
2. Sum all receipts issued in the month
3. Verify total = bank deposits + cash in hand
4. Check for any outstanding receipts (recorded but not deposited)
5. Report monthly collections to management

10. COMMON MISTAKES TO AVOID

11. ESCALATION

Escalate to Admin when:

• Parent disputes a fee amount
• Refund is needed (no refund workflow exists)
• System shows incorrect balance
• Bank reconciliation doesn't match
• A receipt needs to be re-issued with corrections