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FinanceFinance Configuration

Finance Configuration

The Finance Configuration page allows you to manage payment gateway settings and automate fee reminder notifications for your institute.

Accessing Finance Configuration

  1. Navigate to Settings from the main sidebar
  2. Click on Configuration
  3. Select Finance from the configuration options

Alternatively, you can directly access the page at: /settings/config/finance

Permission Required: You need the institute.settings.financeConfig permission to access and modify these settings.

Online Payments

Configure how your institute accepts online fee payments from students and parents.

Enabling Online Payments

  1. Navigate to the Online Payments tab
  2. Toggle the Accept Online Payments switch to enable or disable online payment collection
  3. When enabled, select your preferred payment gateway from the dropdown

Supported Payment Gateways

  • Razorpay: Popular payment gateway with support for UPI, cards, net banking, and wallets
  • Cashfree: Comprehensive payment solution with multiple payment methods

Important: Before enabling online payments, ensure you have configured your payment gateway credentials in the Integrations section. Without proper integration setup, online payments will not function correctly.

Steps to Configure Online Payments

  1. Set up Integration First

    • Go to Settings → Integrations
    • Configure your chosen payment gateway (Razorpay or Cashfree)
    • Enter API keys, webhook URLs, and other required credentials

  2. Enable Online Payments

    • Return to Finance Configuration
    • Toggle “Accept Online Payments” to ON
    • Select your preferred gateway from the dropdown

  3. Save Changes

    • Click the Save Changes button at the bottom of the page
    • Confirm the success notification

Automated Reminders

Set up automated fee reminder notifications to keep students and parents informed about payment deadlines.

Enabling Auto Reminders

  1. Navigate to the Reminders tab
  2. Toggle Enable Auto Reminders to activate the automated reminder system
  3. Configure reminder rules for defaulters and upcoming fees

Reminder Types

1. Defaulter Reminders

Send automated reminders to students who have overdue fee payments.

How to Configure:

  1. Click Add Rule in the Defaulter Reminders section

  2. Fill in the following details:

    • Description: Brief description of the reminder (e.g., “First reminder for overdue fees”)
    • Days: Number of days after the due date to send the reminder (e.g., 7 for one week overdue)
    • SMS Template: Choose the tone of the reminder:
      • Gentle Reminder: Polite initial reminder
      • Firm Reminder: More assertive follow-up
      • Final Reminder: Urgent final notice
    • Reminder Channels: Select one or more channels:
      • ☑️ Notification: In-app notification
      • ☑️ SMS: Text message
      • ☑️ Email: Email notification
      • ☑️ WhatsApp: WhatsApp message

  3. Click Save Changes to activate the rule

Example Configuration:

  • First reminder: 7 days overdue, Gentle Reminder, SMS + Notification
  • Second reminder: 14 days overdue, Firm Reminder, SMS + Email
  • Final reminder: 21 days overdue, Final Reminder, All channels

2. Upcoming Fee Reminders

Proactively notify students about upcoming payment due dates.

How to Configure:

  1. Click Add Rule in the Upcoming Fee Reminders section

  2. Fill in the same details as defaulter reminders:

    • Description: Purpose of the reminder (e.g., “Reminder 3 days before due date”)
    • Days: Number of days before the due date (e.g., 3 for three days in advance)
    • SMS Template: Use “Upcoming Reminder” for advance notifications
    • Reminder Channels: Select notification channels

  3. Save your configuration

Example Configuration:

  • First reminder: 7 days before due date, Upcoming Reminder, Notification
  • Second reminder: 3 days before due date, Upcoming Reminder, SMS + Email
  • Final reminder: 1 day before due date, Upcoming Reminder, All channels

Managing Reminder Rules

  • Edit Rule: Modify any field in an existing rule and save changes
  • Remove Rule: Click the trash icon (🗑️) next to a rule to delete it
  • Add Multiple Rules: Create as many reminder rules as needed for comprehensive coverage

How Reminders Work

  • The system checks for due/overdue fees daily
  • Reminders are sent automatically based on your configured rules
  • Each rule is independent and will trigger based on its specific days configuration
  • Students receive reminders through all selected channels simultaneously

Best Practice: Set up multiple reminder stages with increasing urgency:

  • 7 days before: Friendly notification
  • 3 days before: Firm reminder
  • Due date: Final urgent reminder
  • After due date: Overdue notices at regular intervals

Saving and Managing Changes

Save Configuration

After making any changes to online payments or reminder settings:

  1. Review your changes carefully
  2. Click the Save Changes button at the bottom of the active tab
  3. Wait for the success notification
  4. Changes take effect immediately

Reset Changes

If you make changes but want to discard them:

  1. Click the Reset button
  2. All unsaved changes will be reverted to the last saved configuration
  3. A confirmation toast will appear

Warning: The Reset button will discard ALL unsaved changes on the current tab. This action cannot be undone.

Troubleshooting

Online Payments Not Working

Issue: Students cannot make online payments

Solutions:

  1. Verify payment gateway integration is properly configured
  2. Check that “Accept Online Payments” is enabled
  3. Ensure the selected gateway matches your integration setup
  4. Test the payment flow with a small transaction

Reminders Not Being Sent

Issue: Automated reminders are not reaching students

Solutions:

  1. Verify “Enable Auto Reminders” is toggled ON
  2. Check that at least one reminder rule is configured
  3. Ensure reminder channels are properly selected
  4. Verify SMS/Email/WhatsApp integrations are active
  5. Check that student contact information is up-to-date

Cannot Save Changes

Issue: Save button is disabled or changes aren’t persisting

Solutions:

  1. Ensure you have the required permissions
  2. Check that all required fields are filled
  3. Verify your internet connection
  4. Try refreshing the page and re-entering changes
  5. Contact your system administrator if the issue persists

Permissions

To access and modify finance configuration settings, users must have:

  • Module: institute
  • Feature: settings
  • Permission: financeConfig

Contact your system administrator to request these permissions if you cannot access this page.

Need Help?

If you encounter any issues or have questions about finance configuration:

  1. Check this documentation for common solutions
  2. Contact your system administrator
  3. Visit Settings → Support for technical assistance
  4. Reach out to Pasarai support team
OverviewFee Structure & Setup