Fee Account Management Guide


1. Add a New Fee Account

Step 1: Navigate to Fee Configuration

Step 2: On the Fee Account page, click the + Create button and select Fee Account


Step 3: Enter all required details

  • Finance Admins can create Fee Accounts

  • Duplicate names (including archived ones) are not allowed; the system will show an error if detected

  • Once created, the Fee Account will appear in the list with an Active status

  • All Fee Accounts are auto-assigned to all centres, regardless of status (pending, active, closed, deactivated)

  • The list is sorted by creation date and time

2. Upload Multiple Fee Accounts

Step 1: Navigate to Fee Configuration > Fee Account


Step 2: Click Download Excel Template

  • Fill it with new Fee Accounts


Step 4: Upload the filled-in file

  • Successfully uploaded accounts will appear with Active status

  • The list is sorted by the last update date and time

  • If errors are detected, a message and error file will be provided for correction and re-upload

Notes:

  • The number of entries under "Service(s)" and "Programme(s)" can differ

  • Each service entry will pair with all matching programme entries to assign a conditional group

  • If a service does not match a programme, the conditional group applies to all programmes under that service

  • If a programme does not match any provided service, an error will be triggered

3. Edit a Fee Account

Step 1: Select the Fee Account from the listing


Step 2: Update the necessary details (except for Account Group)

  • All required fields must be completed

  • Changes will not affect past fee documents such as invoices, receipts, credit notes, refunds, etc.

4. Archive a Fee Account

Step 1: Under the Active tab, select the item(s) you wish to archive

Step 2: Click Bulk Action > Archive

  • Fee Accounts can only be archived if they are not linked to any active Fee Items, Subsidies, or Discounts

  • Archived items will move to the Archived tab and be sorted from newest to oldest

  • Archiving will not impact existing documents, but the archived account will be removed from selection lists

5. Unarchive a Fee Account

Step 1: Under the Archived tab, select the item(s) to unarchive

Step 2: Click Bulk Action > Unarchive

  • Unarchived Fee Accounts will appear in the Active list and become selectable in fee account forms

6. View Fee Accounts (Centre Admin)

  • Centre Admins can only view the list of Active Fee Accounts

  • No editing rights are available at the centre level