Cyborg ERP - Cash Counter Management
Fast, Transparent & Centralised Fee Collection
Bring every payment to one secure window—academic, examination, back-exam, hostel, library, sports/activities, and miscellaneous—with instant receipts, live ledgers, and clean audit trails. Parents and students can also pay online and see all receipts in one place.
Who uses it (and how)
- 🔹 Cashiers / Counter Staff: collect fees, issue receipts, close shifts, hand over cash/cheques.
- 🔹 Finance Team: get auto-posted entries and reconciliation reports without re-entry.
- 🔹 Examination Cell: create special fee windows (regular exam, back exam, revaluation).
- 🔹 Students & Parents: view dues and pay from the mobile app/portal, download receipts anytime.
- 🔹 Administrators: configure heads, rules, waivers, due dates, and monitor collections live.
Fee Heads & Collections — Complete Financial Control
Fee heads supported (ready to use)
🔹 Academic / Tuition Fees
🔹 Examination Fees (regular, supplementary)
🔹 Back-Exam / Revaluation Fees
🔹 Hostel Fees (room, mess, deposits)
🔹 Library Fees (fines, membership)
🔹 Sports & Extracurricular Fees
🔹 Miscellaneous (ID card, certificates, documents, etc.)
Custom heads, amounts, schedules, and eligibility rules can be set once and reused every session.
Counter flow (step-by-step)
1. Identify student by Reg. No. / Name / Mobile → system fetches live dues across all fee heads.
2. Select heads to collect (Academic + Examination + Back-Exam in one receipt).
3. Apply rules: concessions, waivers, late fees, due dates, scholarship adjustments.
4. Accept payment: Cash, Card, UPI, Net Banking, Cheque, or approved wallets.
5. Generate instant PDF/Print receipt with QR & unique receipt no.
6. Notify via SMS/App/Email; receipt goes to the central archive automatically.
Receipts — always available
🔹 Tamper-proof receipts with logo, split heads, tax/round-off, mode, cashier name.
🔹 One searchable archive → filter by date, student, head, mode, campus.
🔹 Reprint any time; cancel/refund through approval workflow.
🔹 Students/parents download from app/portal 24×7.
“One clean repository for counters, finance, and audits.”
Examination & Back-Exam collections
🔹 Create fee windows: Regular, Back-Exam, Revaluation, Photocopy.
🔹 Auto-check eligibility (attendance, dues).
🔹 Tag payments to paper/semester for hall-ticket & results.
🔹 Head-wise reports for exam finance & COE.
Concessions, instalments & special cases
🔹 Concessions/Scholarships auto-apply as per approved rules.
🔹 Instalment schedules tracked with reminders.
🔹 Late fee/penalty applied automatically & can be waived with approval.
🔹 Cheques: record → realise/bounce → reversal history.
Cashier experience (built for speed)
🔹 Quick bundles for rush hours.
🔹 Counter register & shift closing with handover log.
🔹 Mode-wise totals + head-wise breakdown.
🔹 Duplicate-payment & wrong-head alerts.
Finance & reconciliation
🔹 Real-time posting to ledgers & finance heads.
🔹 Day-Book, Cashier Closing, Bank/PG reconciliation.
🔹 Refunds, waivers, write-offs with approval logs.
🔹 Export to Excel/PDF for monthly closing & audits.
Online + counter = one truth
🔹 Real-time dues in app/portal with online payments.
🔹 One combined archive & ledger for online + counter.
🔹 Smart reminders for deadlines, instalments, exam fees.
Security & compliance
🔹 Encrypted cloud + secure gateway.
🔹 RBAC for counters, finance, admins.
🔹 Full audit logs for every action.
🔹 Configurable workflows as per institutional policy.
Implementation Checklist
🔹 Map fee heads (Academic, Examination, Back-Exam, Hostel, Library, Sports, Misc.)
🔹 Define rules (concessions, late fee, instalments, scholarship adjustments)
🔹 Configure payment modes and receipt formats
🔹 Set roles & approvals (counter, supervisor, finance, admin)
🔹 Import current dues and open balances (if migrating)
🔹 Turn on notifications and mobile payments
Get Started with Cyborg Fee Management System
Digitize fee collection, eliminate manual errors, and bring all payments—online and offline— into one transparent, secure, real-time system. Talk to our team and see how Cyborg ERP can streamline your entire financial workflow.
