Fee Management System

A comprehensive desktop application for educational institutions to manage student fees, payments, and generate professional challans with automated monthly fee cycles.

🚀 Features

Core Functionality

• Student Management: Complete CRUD operations for student records
• Class Management: Define classes with monthly fee structures
• Fee Payment Processing: Record payments with multiple payment modes
• Automated Monthly Fees: Auto-generation of monthly fee records
• Professional Challans: HTML-based fee vouchers with school branding
• Concession Management: Percentage-based fee concessions for students
• Late Fine System: Automatic fine application after due dates
• Payment History: Complete transaction tracking and reporting

Advanced Features

• FIFO Payment Allocation: Oldest pending fees paid first
• Admin Calendar: Manipulate system date for testing monthly cycles
• Database Backup: Automatic backup system with restore functionality
• Multi-Component Fees: Tuition, Security, Annual, Miscellaneous, Installments
• Real-time Balance Calculation: Accurate remaining balance tracking
• Secure Authentication: Admin login with encrypted credentials

🖥️ System Requirements

• Operating System: Windows 7/8/10/11
• Python: 3.8+ (for source code)
• Memory: 2GB RAM minimum
• Storage: 100MB free space
• Display: 1024x768 minimum resolution

📦 Installation

Option 1: Ready-to-Use Executable

1. Download FeeManager_v3.exe from the dist/ folder
2. Place the executable in a folder with:
   • challan.html (challan template)
   • school_logo.png (your school logo)
3. Run FeeManager_v3.exe

Option 2: Run from Source Code

1. Install Python 3.8+
2. Install dependencies:

   pip install -r requirements.txt

3. Run the application:

   python main.py

🏗️ Project Structure

fee-management-system/
├── assets/              # Application assets
│   ├── icon.ico        # Application icon
│   └── school_logo.png # Default school logo
├── modules/            # Core application modules
│   ├── auth_manager.py     # Authentication system
│   ├── challan_generator.py # Challan generation
│   ├── class_manager.py    # Class management
│   ├── fee_payment.py      # Payment processing
│   ├── reports.py          # Reporting system
│   ├── settings.py         # Application settings
│   ├── settings_calendar.py # Calendar settings
│   └── student_manager.py  # Student management
├── utils/              # Utility functions
│   ├── admin_calendar.py   # Date manipulation
│   ├── date_helper.py      # Date utilities
│   ├── encryption.py       # Security functions
│   ├── fee_engine.py       # Fee calculation engine
│   └── fee_timeline.py     # Fee timeline management
├── config/             # Configuration files
├── data/               # Database storage
├── backups/            # Automatic backups
├── receipts/           # Generated challans
├── dist/               # Production build
├── main.py             # Application entry point
├── db_manager.py       # Database operations
├── ui_dashboard.py     # Main dashboard
├── ui_first_setup.py   # Initial setup wizard
├── ui_login.py         # Login interface
├── challan.html        # Challan template
└── requirements.txt    # Python dependencies

🎯 Getting Started

First Time Setup

1. Launch the application
2. Complete the initial setup wizard:
   • Set admin credentials
   • Configure institute details
   • Set fee parameters (due date, fine amount)
3. Add classes with monthly fee amounts
4. Add students and assign to classes
5. Start processing payments

Daily Operations

1. Add New Students: Student Management → Add Student
2. Record Payments: Fee Payment → Select Student → Enter Amount
3. Generate Challans: Automatic generation during payment processing
4. View Reports: Reports section for payment history and summaries
5. Manage Settings: Update institute details, fee parameters

💰 Fee Management Logic

Monthly Fee Cycle

• Fees auto-generate on the 1st of each month
• Based on student's class monthly fee amount
• Applies concession percentage if configured
• Creates pending balance for collection

Payment Allocation (FIFO)

• Payments allocated to oldest pending fees first
• Proper arrears calculation from previous months
• Real-time balance updates after payments
• Comprehensive payment history tracking

Late Fine System

• Applied after due date (configurable, default: 10th)
• Only for students with zero payments (not partial)
• Configurable fine amount
• Automatic application during fee generation

Concession System

• Percentage-based concessions (0-100%)
• Applied only to tuition fee component
• Other fee components remain at full amount
• Reflected in challan generation

🧾 Challan Features

Professional Design

• Two-column layout (Institute Copy / Voucher Copy)
• School logo integration
• Courier font for professional appearance
• Print-ready A4 landscape format

Dynamic Content

• Student and fee details auto-populated
• Real-time fee breakdown display
• Payment history integration
• Customizable institute information

Fee Components

• Arrears: Previous month unpaid amounts
• Tuition Fee: Monthly class fee (with concession)
• Security Fee: One-time or recurring security deposit
• Annual Charges: Yearly fees distributed monthly
• Miscellaneous: Additional charges
• Installments: Equipment or other installment payments
• Late Fine: Penalty for overdue payments

⚙️ Configuration Options

Institute Settings

• Institute name and address
• Contact information (phone, digital payment numbers)
• Account details for fee collection
• Custom payment instructions

Fee Parameters

• Monthly due date (default: 10th)
• Late fine amount (default: Rs. 100)
• Custom fee notes and instructions
• Payment method configurations

System Settings

• Admin calendar for date manipulation
• Database backup frequency
• Challan template customization
• Security and encryption settings

🔧 Admin Features

Calendar Management

• Override system date for testing
• Simulate monthly fee cycles
• Test late fine application
• Advance time for workflow testing

Database Management

• Automatic daily backups
• Manual backup creation
• Database restore functionality
• Data integrity checks

User Management

• Secure admin authentication
• Password change functionality
• Session management
• Access control

📊 Reporting System

Payment Reports

• Daily payment summaries
• Monthly collection reports
• Student-wise payment history
• Outstanding balance reports

Student Reports

• Class-wise student lists
• Fee status summaries
• Concession reports
• Admission date tracking

Financial Reports

• Revenue tracking
• Fee component analysis
• Late fine collections
• Payment mode statistics

🛠️ Technical Details

Database

• Engine: SQLite3
• Tables: Students, Classes, Transactions, Monthly Fee Records, Settings
• Backup: Automatic timestamped backups
• Integrity: Foreign key constraints and data validation

Security

• Authentication: Encrypted admin credentials
• Data Protection: Secure database storage
• Session Management: Automatic logout functionality
• Input Validation: SQL injection prevention

Performance

• Efficient Queries: Optimized database operations
• Memory Management: Proper resource cleanup
• Scalability: Handles thousands of student records
• Response Time: Fast payment processing and reporting

🐛 Troubleshooting

Common Issues

1. Challan not displaying logo: Ensure school_logo.png is in the same directory as the executable
2. Database errors: Check file permissions and disk space
3. Payment calculation issues: Verify fee engine configuration
4. Backup failures: Ensure write permissions in backup directory

Support

• Check application logs in the data directory
• Verify all required files are present
• Ensure proper file permissions
• Contact system administrator for database issues

📝 License

This project is proprietary software developed for educational institution fee management. All rights reserved.

🤝 Contributing

This is a closed-source project. For feature requests or bug reports, please contact the development team.

📞 Support

For technical support and customization requests, please contact the development team with:

• System specifications
• Error messages or screenshots
• Steps to reproduce issues
• Desired customizations

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Version: 3.0
Last Updated: October 2025
Compatibility: Windows 7/8/10/11
Language: Python 3.8+