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For accountants

The accounts desk, without the evening recount.

Whether a fee comes in at the counter, through the bank or as an online payment from the student's login, ProEMS posts it against that student's fees and gives you the receipt. Late fines add themselves overnight, the bank statement goes in as a CSV, and the day's figures are a report you export, not a register you add up.

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In short

What does an accountant do in ProEMS?

An accountant runs the fee side of the institution on the web: setting up each class's fees, collecting at the counter, posting bank deposits from a CSV, checking online payments, settling unidentified deposits and pulling fee reports.

Every payment, whichever way it arrived, lands on the same student fee record. So the receipt, the balance, the Fee Dashboard and the defaulter list all agree without anyone reconciling them by hand.

Fees come with the Gold plan, and so do the day's collection and the abstract, from the Transactions screen. Defaulters with SMS, concessions and collection for any date range are Platinum advanced reports.

At a glance

Works on
The web; the apps never take payment
At the counter
Cash, cheque or bank deposit, with a PDF receipt
Online
Paid from the student login, through your own gateway
Plan
Fees on Gold, advanced reports on Platinum

On your screen

Which screens does an accountant see?

An accountant sees the Fee menu, and Advance Report on Platinum. What appears depends on the role's permissions: read access opens the fee lists, transactions and reports, and full edit access adds Add New Fee and Upload CSV.

Accountant

Web login

  • Fee Collection
  • Add New Fee
  • Fee List
  • Suspense Payment
  • Fee Transactions
  • Fee Reports
  • Fee Order Forecast
  • Fee Head Reports
  • Fee Dashboard
  • Upload CSV
  • Advance Report
Late fines are switched on under Finance in the admin's Settings menu, and the payment gateway is connected under Integrations. Families see fee structures, bank details and receipts in the apps, but nobody pays there.

A working day

What does a day at the accounts desk look like?

A day at the accounts desk on ProEMS starts with fines and online payments already posted, and the work left is the counter, the bank and the follow-ups.

  1. 01:00

    Late fines worked out

    If late fines are on, every fee with a balance past its due date gets a fine of days overdue times your daily rate, recalculated each night so it's right when the counter opens.

  2. 09:15

    Yesterday's bank statement

    Upload it as a CSV. Rows that match a student's fees post as Bank Deposit payments, rows that don't go to Suspense Payment with their admission number reference, and rows already uploaded are skipped.

  3. 10:00

    The counter opens

    Find the student in Fee Collection, take Term 2 by cash, cheque or bank deposit, and print the receipt as a PDF before the parent has put the pen down.

  4. 11:30

    A deposit with no name

    A father calls about ₹16,750 he paid into the bank last week. Find it in Suspense Payment, pick his daughter, and it's posted to her fees as a bank deposit.

  5. 12:30

    Online payments, already in

    Fees students paid from their web login are in Fee Transactions. Filter by Online and by gateway, check them against the settlement, and export the list to Excel.

  6. 15:00

    Chasing what's overdue

    On Platinum, open the Defaulter Student List for Class 10 and send an SMS reminder to everyone on it through your SMS provider.

  7. 17:30

    The day's collection

    In Fee Transactions, Daily Fee Collection gives the day's takings by payment method, and Daily Total prints the abstract as a PDF for the principal.

What you'll use

What does an accountant use ProEMS for?

All of it is fee work, so every card needs Gold at least, and the advanced reports need Platinum.

  • From Gold

    Counter collection and receipts

    Cash, cheque or bank deposit against the student's fees, with a PDF receipt to print while the parent waits.

  • From Gold

    Bank CSV upload

    Post a whole bank statement in one go. Matches post as payments, the rest wait in Suspense Payment, repeats are skipped.

  • From Gold

    Suspense payments

    Deposits nobody can identify yet, kept apart until you settle each one to the right student.

  • From Gold

    Online payments

    Paid from the student login through Razorpay, Stripe, Paytm, HDFC (via CCAvenue) or PNB, and listed in Fee Transactions by gateway.

  • From Gold

    Fee set-up, fines and concessions

    Fees per class with frequency, one-time charges, discounts, concessions and a daily late fine.

  • From Gold

    Fee Dashboard and forecast

    Paid, unpaid and suspense totals, with paid and unpaid by class and section, and what should have come in by any date you pick.

  • From Gold

    Daily collection, head report and payment history

    The day's collection and abstract from Fee Transactions, collection by fee head in Excel, and each student's payment history.

  • From Platinum

    Defaulters with SMS reminders

    The Defaulter Student List as PDF or Excel, with an SMS reminder to everyone on it.

  • From Platinum

    Date-range, concession and uncreated-order reports

    Collection By Date Range, Fee Concession Details, and active students with no fee order this session.

Does ProEMS replace the school's accounting software?

No. ProEMS handles what's owed and paid by each student: fee set-up, receipts, fines, concessions, bank and online payments, and the fee reports. Your ledgers, GST returns and supplier payments stay in your accounting package.

What changes is the hand-off. Instead of totalling receipt books, you export Fee Transactions to Excel, or on Platinum Collection By Date Range, and post from that. Our guide to collecting school fees online covers how schools usually set this up.

How do online fee payments reach the accounts desk?

They post themselves. A student signs in on the web, opens Pay Fee and pays through your institution's own gateway account (Razorpay, Stripe, Paytm, HDFC (via CCAvenue) or PNB). The payment is recorded against that student's fees with a receipt, and shows in Fee Transactions under Online.

The money settles into the school's account from the gateway, not through ProEMS. HDFC payments are checked every five minutes, so a payment that didn't confirm straight away still gets matched. Parents don't pay from the parent login or the apps.

Can you control what an accountant can change?

Yes. The accountant is a role the office creates, with read-only or full edit rights on fees. Read access opens the fee lists, transactions and reports; full edit access adds Add New Fee and Upload CSV, so a junior clerk can look things up without being able to change fee set-up.

See roles and permissions for how roles work across the rest of ProEMS.

FAQ

Questions we hear first.

Something else on your mind? Bring it to the demo and we'll answer it there.

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Can fees be collected in the ProEMS app?
No. The apps show families the fee structure, the school's bank details and their receipts, but they don't take payments. Fees are collected at the counter on the web or paid online from the student login on the web.
What happens to a bank deposit we can't match to a student?
It goes to Suspense Payment. When you find out whose it is, pick the student and settle it, and it's posted to that student's fees as a bank deposit. The Fee Dashboard shows suspense received, settled and still open.
How are late fines calculated?
Days past the due date times the daily fine you set. If late fines are switched on, ProEMS recalculates the fine on every unpaid fee at 1 am each night, so it's never out of date at the counter.
Which fee reports need the Platinum plan?
The advanced reports: Collection By Date Range, the Defaulter Student List with SMS, Fee Concession Details and the Uncreated Orders List. The day's collection and abstract, the Fee Dashboard, the forecast, the fee head report and each student's payment history come with Gold.
What does the Fee Order Forecast show?
How much should have been paid by a date you pick, for every student who still has a balance, by class and section. It defaults to the start of next month, which is handy for planning a reminder round.

Bring last month's bank statement to the demo.

Book a free demo and we'll collect a fee at the counter, upload a bank CSV with a row that lands in suspense, and show you the Fee Dashboard and defaulter list it feeds.

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