The student record: admission and personal details, the class and section the student is in, the guardian's contact details, and the party the student's fees are billed to.
When to use it
On admission, and again whenever a student moves class or section, or leaves the school.
Before you start
- The Class / Grade and Section masters must exist.
- The student needs a party record for the fees to be billed against. Pick it in AR party. If the student has none yet, create the party first.
- You need the school masters right.
Where to find it
Masters > School > Student.
The fields on this screen
| Section | Field (on screen) | What to enter | Required |
|---|---|---|---|
| Student | Admission no | The school's own admission number for this student. It shows in the student list. | No |
| Student | First name | (not explained yet) | No |
| Student | Last name | (not explained yet) | No |
| Student | Name (Nepali) | The same name written in Nepali. Leave it blank if you do not need one. | No |
| Student | Roll no | Roll number in the student's current class. Each year's roll number is kept on the Enrollment screen. | No |
| Student | Class | Current class / grade (from the Class master) - drives class-scoped fee billing | No |
| Student | Section | Section within the selected class | No |
| Student | Class / Grade | Interim label; SMS class master lands later | No |
| Student | Date of birth | Date of birth on the AD (Gregorian) calendar. There is no Nepali date box here, so convert a BS date first. | No |
| Student | Gender | (not explained yet) | No |
| Student | Blood group | (not explained yet) | No |
| Student | Status | Only students set to Active are picked up when fees are billed. Alumni or Dropped students are left out. | No |
| Guardian & Contact | Guardian name | Name of the parent or guardian to contact. The linked guardian record is set on the Student Guardian screen. | No |
| Guardian & Contact | Guardian relation | How that person is related to the student. Here you type it in; the Guardian screen picks it from a list. | No |
| Guardian & Contact | Guardian contact | (not explained yet) | No |
| Guardian & Contact | Student contact | The student's own phone number. Use Guardian contact for the number to ring about a younger child. | No |
| Guardian & Contact | (not explained yet) | No | |
| Guardian & Contact | Address | (not explained yet) | No |
| Guardian & Contact | Admission date | The date the student joined the school, on the AD (Gregorian) calendar. There is no Nepali date box here. | No |
| Guardian & Contact | AR party (vendor) | The receivable party ledger (party_type Student) | No |
| Guardian & Contact | Photo | Upload a photo of the student. Leave it blank if you do not have one. | No |
How it works
Fee billing is driven by the class and the status on this record:
- Fee charges are set up per class. At the fee run for a period, each class charge is spread to the students of that class. One Sales Invoice is raised per student, with one line per fee head.
- Only students whose Status is active are billed. When a student leaves, set the status to something else and billing stops at the next run.
- A student with no AR party is left out of the fee run entirely, with no error. The bill has to be raised against a party ledger, so a student without one cannot be billed.
- A student is billed once for a period. Running the fee billing again for the same period does not bill anyone twice.
- A guardian who logs in sees only the students linked to them, and nobody else's.
If you edit the class, the student moves onto that class's fee charges from the next run onwards. Bills already raised do not change.
Tips and common mistakes
- Status is how you stop billing a leaver. Do not delete the record. You would lose the history, and the bills already raised still point at it.
- Check the AR party on admission. A missing one gives no warning: the student never appears on a fee bill.
- Class and section are separate. A student with a class but no section still bills correctly, but will not appear on section-based lists.