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Fee collection workflow

End-to-end money path at the counter: select dues → tender → wallet → underpay promise / overpay wallet → receipt → optional Approvals for discount / void / override.

Who collects: school_admin and accountant (Account Section). Principal / VP do not collect on the default web menus — they hand parents to the counter.

Who approves exceptions: school_admin only (Approvals inbox). Accountant uses My Approval Requests.

Wallet-first model

  1. Staff select dues (months / charges) and enter tender.
  2. Tender pays selected dues first.
  3. Shortfall → payment is allowed only with a promised due date.
  4. Excess tender is not stretched across partial future months at collect time.
  5. Excess → wallet credit.
  6. Wallet is auto-applied only to whole unpaid future months (full month rate).
  7. Remainder stays in wallet until another full month fits (or manual collect).

End-to-end diagram

Numbered counter procedure

  1. Open /portal/fees (Account Section) → student profile.
  2. Tick months / charges due now.
  3. Optional coupon (large discounts / fee overrides may need approval first — accountants always go through Approvals for overrides).
  4. Enter amount received (cash / UPI / mixed as UI allows).
  5. Partial? Set promised due date → confirm.
  6. Overpay? Confirm wallet credit + auto month cover on the success / profile UI.
  7. Print receipt from the success modal (A4 or thermal).
  8. If discount / void / override is still needed → accountant: My Approval Requests; school_admin clears Approvals.

Maker–checker (money exceptions)

| Action | Accountant | School Admin | | --- | --- | --- | | Normal collect / receipt | Yes | Yes | | Discount / void / fee override | Submit request | Approve or reject | | Suspend / clear fee login discipline | — | Leadership / admin |

Do not share School Admin login with the fee counter — that skips the checker.

Parent / APK view

Parents see dues, wallet, finance summary, and discipline alerts (warnings / suspend) on My Fees. Collecting clears or reduces arrears; admins manage suspend from the fee profile.

Finance summary fields (API / UI)

Useful labels you may see on profiles and class-wise lists:

| Field | Meaning | | --- | --- | | monthly_rate | Typical full month charge used for cover math | | wallet_months_coverable | How many full months wallet can pay | | wallet_covers_until | Last month wallet can fully cover | | wallet_cover_preview | Planned auto-apply months |