E-School  Software

School is an organization where education is given to the students to make them capable for the battle of life and to make them learn on their own and teach one another.

Prime duty of the teachers and staff members to plan and act for the welfare of the students. For this purpose, they need ample amount of time. If they get free from other work like data management especially if they are doing manually, they can think and work for the progress of students and school

To fulfill this purpose, we have a software especially for school management which will save lot of time of teachers and other staff. In this software, we can plan our own fees structure, we can manage all the enquiries and admissions, generate fees reports and other necessary reports. We can manage library and all its functions in this software.

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Every kind of stock and its sale purchase is also managed systematically with no ambiguity. SMS facility is also an attractive feature of this software through which we can send all kind of information to students and parents.

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In this blog, you will get a brief introduction about how this software works. First of all, we will see how to create our School and enter all its details.

Salient Features

  • School Software Generates very valuable and forecasting reports like
  • Fees Due List
  • Demand Register
  • Defaulters List
  • Class Wise Fees
  • Collection Summary
  • Head Wise Summary
  • Fees Card
  • Fees Receipts Register and much more
  • Fully Secure Solution: Automatic Backup Facility
  • Self-Configurable User Permissions
  • Customizable Fee Slip Design, Use any Paper Size, Fonts
  • Logo, Colors, Preprinted Stationary to beautify your Fee
  • Slip Design
  • Implementation Time =30 Míns
  • Import Data From Excel
  • ID card Printing, Cheque Printing, Admission Form Print With Photo, Enquiry Management
  • All financial reports are ready at a single click
  • Windows based very attractive & user friendly interface Developed keeping in mind a layman user.
  • No need to learn even the ABC of Accounts or computers
  • SMS Sending: Birthday Wish, Fees Receipt, Fees Reminders
  • Accounting Solution
  • Library management
  • School shop/ Stock management

Benefits

  • Save your valuable time
  • Very Easy To Implement.
  • No Need to write indicators for each student again and again
  • Increase your profitability and efficiency
  • Saves teachers time and workload by 90%
  • Uniformity in maintaining records.
  • Teacher can change or modify any student’s particulars on the spot.
  • Maintain record of Admission, Fees Transactions and Route Wise Transport Charges
  • Very Easy To Implement.
  • Design Your own Fees Structure
  • Retain Privacy under high security user rights
  • No need to learn computers
  • Wish Birthday to Student as well as parents for better relationships
  • Increase your profitability and efficiency

In this blog, you will get a brief introduction about how this software works. First of all, we will see how to create our School and enter all its details.

Lets Click on Create a new organization

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Click on Create a New Organization button. Create a New Organization window will open up

Type in all the details of School. By default, username and password is '1'. You can change, if you want to change. Click on Create Organization button. Details will be saved and our School is created now.

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Login to software with the username and password you specified while creating organization

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After login, we will come across main window. On this window, there are various buttons to enter into different operations of school. Other options are also there on window like Masters menu, Entries menu, Display menu.

Let's see current scenario of School Software Features

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Need of Software in a School

A school's business culture is totally different from other trades. Unlike, in other trades the businessmen purchase some goods, display in his shop and sell to customer on some profit. Accounting means to them simply sale and purchase. But, in case of school, it is not true. Money circulation in school depends on fees collection. Fees is collected under different heads viz. Admission Fees, Tuition Fees, Annual Charges, Sports Fees, Computer Fees, Smart Class Fees, Library Fees, Newspaper Fees, Amalgamated Funds, Building Funds, Development Charges etc.

Fees to be collected under these heads becomes due towards student at different intervals. For eg. Admission Fees is to be collected only once at the time of admission. Annual Charges, Amalgamated Funds, Development Charges are collected once in a year. Computer Fees, Tuition Fees, Sports Fees, Library Fees are collected every month or bimonthly. At any point of time we may need to check how much fees is collected under a particular head e.g. "Tuition fees".

In a school, there are various classes from Pre-Nursery to 12th. Every class has number of students. Some students belong to General category or SC, BC or staff children. A school needs to create their fee structure on the basis of class and category. for example "Tuition Fee" from class 2nd is 500 From General Category,  300 From SC/BC category;  From 3rd Class "Tuition Fee" is 600 (General Category), 400(SC/BC) category  etc.

Manually calculating fees head wise dues, keeping record of every student's payments, creating list of defaulter students, tracking every detail about an issue is very time consuming process and prone to mistakes. In today's busy schedule, everybody has shortage of time. When parents come for fee deposit in a school, operator ask them "In which class is your ward studying...?",   "You belong to which category..?.",  "Is there any Brother / sister...?",  "Are you also using school transportation..?"   etc.   means in manual working it takes appx 5-10 mins to calculate fees receipt of one student.  If there are 100 parents coming for fees payment in one day. It means

some of them have to wait for 3-4 hrs for their turn to come which in turn results in overhead expenses and anxiety among parents.

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Lesson No. 1:   Creating Fees Structure

Using E-School software, a school can maintain fees operations so easily and accurately. Just need to create fees heads and define fee plan of the school.  Here we are going to show you how to create fees heads.

1)  Click on Masters menu and click on Fees Head option.

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2) Click on New button.

3) Type Fees Head.  Like "Admission Fees",   "Tuition Fees",   "Building Fund"

4)  Select Group Name.

Group Name is a group under which we have included all our heads. Some schools want to create different groups. For eg. they want to show admission fees, development fees, annual charges under Management Group and other fees heads like tuition fees, library fees, computer fees, sports fees under General Group.  To add more groups, click on + sign next to this field. Fees Head Group windows will open up.

5) Select Ledger Account Name for this fees head. In Financial Accounting Reports, fees collected under this head  will be shown as per selected Ledger Account. For Example a school wants to check how much total Building Fund has been received in one month then they need to check ledger. So be careful about selecting Account Name. In case you need to create new account, click on + sign next to this field. It will prompt you to Create a new Account.

6) Select Frequency value. Frequency means interval at which fees becomes due towards a student.  Let's say, you want "Annual Charges" to be taken only once in a year, then select its frequency as "Annual". 
"Building Fund" You want every quarter then select its frequency as "Quarterly"
"Examination fees"  2 times in a year, then select frequency as "Half Yearly"
"Tuition Fees" Every Month, then select it as monthly

Notice when you select your frequency, E-School ticks some months automatically. e.g. as you select "Annual", then "Apr" month is ticked automatically and intelligently. It means we are telling E-school Software that this fees head is to be taken in April month. Here you have option to change your desired month. If you want to take fees in Oct, then you can select "Oct".  Generally whatever is practiced, that it assumes automatically.

9) Click Save button to save the details. This way, we can create different Fees Heads.

Create Fee Plan

1) On the main window, click on Fees Plan button or in Masters menu click on Fees plan option.

2) Click on New button. Select Fees Heading, type fees value, select class and category.

3) Click on Save to save fees plan. This way, we can create Fee Structure of our school.

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Transport

The main role of transportation system in every school is to pick and drop the students from and to their respective routes on time. For different routes, school has to charge different amount from students based on distance covered.

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CREATING ROUTES

1) Go to Masters Menu and click on Route. Create Route Master window will open up. 
2) Click on New button. 
3) Type Route Name. 
4) Select Frequency. Months will be automatically selected based on the frequency. 
5) Click on Save. This way, we can create more number of routes. 
6) There is a search option also below. We can search any route from number of routes.

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Create Route Plan

School charges different transport fees for different routes based on distance covered.

1) In Masters Menu, click on Route Plan or click on Transport button on main window. Create Route Plan window will open up.

2) Click on New button.

3) Select route and type fees value for that route.

4) Select class and category of student and click Save to save this plan. This way, we can create route plan for all the routes.

5) There is a search option also below. We can search any plan according to Route Name, Class, Category and Fees value.

6) If we want to delete any route plan, there is a delete button also below.

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Generate Enquiry

Parents come to school for enquiry and school record all the details of a child at the time of Enquiry and Admission.

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In Masters Menu, click on Enquiry Form.

Enquiry window will show a list of all the pending and successful enquiries previously recorded.

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Enquiry window will show a list of all the pending and successful enquiries previously recorded.

1) To take print out of already recorded enquiries, select those records by checking check box next to it and click Print button.

2) To export enquiry data to an excel sheet, click on Export button.

3)To send SMS to any student, select that student record and click SMS. Type your message and click �Send SMS� button.

4) There are search and sort options also. To search for any record, click Search button.

5) To arrange records alphabetically by name or any field in ascending or descending order, click Sort button.

6) If we want to see pending or successful enquiries, select the corresponding options below.

 

Now, let's see how to generate a new Enquiry.

1) Click on New button in Enquiry window. Admission Enquiry window will open up.

2) Enquiry No. will be generated automatically and displayed.

3) Select Class in which child is seeking admission.

4) Type all the details of the child including his/her and parents photograph.

5) Click on Save button to save enquiry data.

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Generate Admission  

School fills Admission Form whosoever come for Admission. If the parents did not come for enquiry before and came directly for admission, then there is no need to fill Enquiry Form. In Masters Menu, click on Admission Form. List of Students who are already admitted in the school will be displayed with few options in that window. There are few buttons at the top of the window for various functionalities which are as follows:

1) To see the Admission Form of the students, select the student record and click on Admission Form button. Admission form will open up. We can take the print out of the form also.

2) Click on ID-Card. See ID-Cards and take their print out also.

3) We can send any kind of information to students using SMS facility by clicking on SMS button.

4) Click on List button to see the list of admissions. We can take the print out of the list also.

5) There is a very good feature in the software. We can export and import admission data to and from excel sheet.

6) We can send wishes to students and their parents on their birthdays and anniversaries.

7) Click on the option "List of Discontinued Students" to see the list of students who left the school.

8) We have Search and Sort options also in this window.

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Create Admission

1) To create new admission entry, click on New button. Student Entry Form window will open up.

2) Type Admission No.

3)To enter student information, click on + sign next to 'Student Name' field. List of enquiries will be shown. Double-Click the student record and all the details will be filled in the corresponding fields.

4) Select value for rest of the fields like Section, Roll No. Route, Caste, Category, House.

5) Double-Click on the picture field to insert photographs of student and their parents.

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6) Click on Save button to save student entry.

Fee Collection

The main area of concern in every school is fees collection. Fees management should be done properly and all the accounts should be maintained accurately. Let's see how to make fees receipt entry in this software.

1) Click on Fee Receipt button on main window or click on Fees Receipt option in Entries menu. Fees Receipt window will open up.

2) Click on New button to make new fees receipt entry.

3) Select Date. Receipt No. will be generated automatically.

4) To enter all the details of student, click on Search button. Double-click on the student record in the yellow colored screen and all the details will be displayed in the corresponding fields.

5) Select months for which fees is being paid and click OK. Fees details will be shown head wise below.

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If the fees is being paid after due date, we can charge Late fees from the student. We can give fees concession also. If the fees is being paid by cheque, enter all the details of cheque like Bank name, Cheque No., Cheque Date. Fees amount will be calculated and shown.

6) Click on Save button to save fee receipt entry. When the entry is saved, it will ask to take print out of the Fees Receipt.

 

LIBRARY MANAGEMENT 

In a library, all the books need to be managed properly, their issue and return transactions should be accurately maintained. Using school software, all the time consuming manual register maintenance work has been changed to digital and automatic.

 

Let's see how to make all entries of library in school software. First of all, click on Library button on main window. 

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In this window, there are few buttons to make library entries like new book entry, book issue and receive entries etc.

 

New Book Entry

1) Click on New Book Entry button to make entry of a new book added in library.

Entering book details is very simple, just fill in the blanks.

2) Type all the details of a book and click on Save button to save book entry.

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We can see list of books as per Accession No., Author etc. We can take the print out of the list by clicking on Print button..

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If we want to print barcode sticker, click on Print Sticker.





We can import and export list of book details from and to excel sheet.

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Issue Books to Students

 

Now, let's see how to issue book.

1) Click on Issue book button.

2) Select Date, search Admission No. All the details of the student will be displayed..

3) Type Accession No. of book. Book details associated with that accession no. will be displayed.

4) Click on Issue button to issue that book to that particular student.

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RETURN BOOKS

Let's see how to make entry for book returned by student.

1) Click on Receive book button.

2) Select Date, search Admission No. Student details associated with that admission no. will be displayed.

3) Type Accession No. Book details associated with that accession No. will be displayed.

4) Click on Receive button. This way, we can make book return entry.

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If we want to see all the books which are issued to students, click on Book Issue Register button.

There is a book search option also.

We can see book issue record of a particular Accession No. or Roll No. etc.

We can send SMS to any student by clicking on Send SMS button.

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Similarly, we can see all the books which are returned by students. For this, click on Books Receive Register button. We can send SMS also.

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We can see the Ledger of books also. In the ledger, all the details like issue date, return date, days delayed, fine if any for a particular student will be shown.

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There might be many books which are issued but not returned. To see those books, click on Pending Books. We can send reminder SMS to a student for books which are not returned by clicking on Send SMS button.

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ATTENDANCE MANAGER 

There is a facility of Attendance Manager also in school software wherein attendance of students is recorded like how many students are present, absent or on leave. Manual attendance record has been converted to digital.

 

Manual attendance record has been converted to digital. Let’s see how to mark the daily attendance of students.

1) Click on Attendance in Entries menu. Attendance Manager window will be opened. We can see daily attendance of all the students classwise. We can take the printout and see the summary of the attendance also.

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2) To mark the attendance, click on New button. Select Date, Class, Section and click OK.

3) Mark the attendance of the students and click on Save button to save the entries.

4) We can send SMS to the parents if the student is present or absent.

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We can see the attendance Report of the particular student by clicking on Summary button on Attendance Manager window.

 There is a mobile App to take daily attendance in which teachers can make students daily attendance and the complete attendance will be saved in software using a button �Refresh Data from Mobile App� at the bottom of �Attendance Manager� window.

 

STOCK MANAGEMENT

School needs to manage all the stock items received from the supplier like stationery, book sets, Sports items, music items etc. Every sale purchase entry needs to be maintained accurately.

Item Creation

1) Go to Masters menu and click on Items.

2) Type Item Name, Company, Rate, Opening Stock and click on Save button.

All the items can be added this way.

We can search records itemwise or Companywise.

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Fees Concession Setting 

Sometimes, school give Fees Concession to students if the students belong to SC, BC or defense or handicapped category or if there are many children from the same family are studying in the school. Now, we'll see how to make Fee Concession Settings in this software.

Go to Masters and click on Fees Concession Settings. Configure Student Wise Fees Concession window will open up.

Type or search Admission No. All the details of the student associated with that Admission No. will be displayed.

Select Fees Head on which school wants to give concession. Fees value of selected Fees Head will be displayed automatically.

Type Concession%. Concession Amount and Actual Value will be calculated.

Click on Save to save the settings.

 

There are various search options in the above window using which we can search the record of a student to whom school has given concession. We can get the records in Excel sheet also by clicking on Excel button.

Organization Information 

We can modify the school details like its phone no., email ID, website etc

Go to Masters menu and click on Organization Info.

Organization details window will be opened.

You can make any changes you want in details and click on Save Changes.

 

Demand Bill Printing 

If a parent has paid part of the fees and some amount is balance or any fee is due for particular months, then school give a Fee slip to student to pay balance fees. Then, parents deposit balance and due fees in the bank.

 

For this purpose, we go to Entries Menu and click on Demand Bill Printing. Demand Bill Printing window will be opened.

Select Date, class and press Select Date, class and press Enter key. Months will be displayed below.

Select the months for which we want to see fees dues. The students of the selected class will be shown whose fees is balance and due for selected months.

To take print out of the students record, select the records by checking the check box in the beginning of each record and click on Print button. We will see the Fee slip as below.

 

QUICK RECEIPT

School can make entries for cash received from any source other than student Fees using this software. All the cash rceived by school like Prospectus Fees, Registration Fees are saved using Quick Receipt option in Entries menu.

Select Date, Payment mode. Receipt No. will be generated automatically.

Select Account Name for the income earned by school.

Type the Total Amount of income earned. Click Save button to save entry. The total cash amount will be shown below.

Click on Print button to take the print out of the list of receipts done

To delete any record, select the record and click on Delete button. Software will ask for confirmation if we want to delete record or not. Click Yes or No.

 

Reports 

Good part of E-school is that all the reports are automatically generated as entries are being made. Let's see different kinds of fees reports.

Fees Receipt Register 

We can maintain Fees Register the way School maintains manual Register. In Fees Register, we can see date-wise fees collected - late fees, concession, net fees, balance amount.

1) Go to Display Menu and click on Fees Receipt Register. Fees Receipt Register window will open up.

2) Select dates and click OK. 

Print Multiple Receipts in One Shot. Click on Receipts button to see Fees Receipt as below.

Send Fees information to parents via SMS

 We can take the print out of Fees Register. Click on Print button.

There is a search option also. We can search Fees Record based on Student Name or Admission No. or Month

FEES MONTHLY SUMMARY 

This report shows monthly summary of fees report for a particular head

1) Go to Display menu and click on Fees Monthly Summary.

2) Type Fees Head and click OK. The report is shown as below.

Click on Print button to see the print out of the report.

FAMILY DUES LIST 

If we want to see the list of students of same family whose fees is due, we go to Family Dues List.

1) In Fees Due List menu, click on Family wise Dues List. Family Dues List window will be opened.

2) Select Family, Months.

3) Type Minimum and Maximum values and click OK. There is a search option also. We can search family by family name or class. If we want to see the report in Excel sheet, click on Open with Excel.

FEES DUES DETAILED 

We can see Fees Due in details means under different differnt fees heads how much fees is due towards students.

1) In Fees Due List menu, click on Fees Dues Detailed. Fees Dues Detailed window will be opened. 

2) Select Class, Section, Route, Family, Months and click OK.

Total Fees Dues - Classwise will be displayed. It shows the list of students with their total fees dues for all the months.

 If we want to see the report in Excel sheet, click on Open with Excel.

To send reminder or any information through SMS, click SMS.

Balance Fees Report 

We can see the list of students whose fees is balance

1) Go to Display menu and click on Balance Fees Report. Balance Fees Report window will be opened.

2) Press Enter key to see the list.

3) If we want to see a particular student, there is a search option below.

Type Admission No. or Name or Class etc and click OK. The list will be displayed.

4) To take the print out of the list, click on Print button. The report will be displayed as below. .

Demand Register 

Demand Register gives an estimated view of fees receivable in a particular month

Very useful for Management level MIS Reporting, helps make decisions based on facts and forcasting reports

For Example a school wants to see how much is estimated fees to be received in month of July. then they can check demand register

1) Click on Demand Register button on main window. Demand Register window will be shown.

2) Select the month for which we want to see fee report and click OK.

3) We can take the print out also by clicking on Print button.

CLASS REPORT 

Print List of students in a particular class, Search by Class, Section, Category, House, Address, City, Contact No. Student Name, Parent Name

1) Go to Display menu and click on Class Report.

2) Select option - Active or Discontinued.

3) Select Class and click Ok. 

4) There is a Sort option below. We can sort the list of records by Admission No.,

Roll No. or Name of student. No. of students are also displayed at the bottom right of screen.

5) We can take the print out of this report. Click on Print.  

 

Receipt Book 

We can maintain a Receipt Book for the total Fees collected during a particular period. This book shows the list of all students from whom fees is being collected along with their fees amounts. The total amount of fees collected is also shown.

1) Go to Display Menu and click on Receipt Book. Receipt Book window will be opened.

2) Select dates and click OK.

There is a search option also shown at the bottom of the above window. We can search Fees Receipt Record based on Student Name or Admission No. or Class.

3) Click on Print button to see Fees Book Report as below.

Fees Group Ledger 

This report shows Head wise fees collection of particular Fees Group, Account Posting or Account Group

1) Go to Display and click on Fees Group Ledger. Fees Group Ledger window will b opened.

2) Select any of the options among Fees Group, Account Posting and Account Group.

3) Select sub option and date range. Click OK. The list of students along with their total fees received will be displayed as below.

4) Click on Print button and the list will be opened in MS-Excel where we can print the list.

5) Click on Summary button to see this report.

There is a search option at the bottom of the window wherein we can search the data accoring to Class, Section, Adm. No., Name or Family.

There are two options to show Student Detail also and Show Late Fees Also.

FEES CATEGORY WISE DETAILS 

This report shows fee details of students belonging to particular category.

1) Go to Display menu and click on Fees Category Wise Details. The window will be opened.

2) Select Category and click OK.

We can take the print out of this report also by clicking on Print button

Concession Register

We can see Concession Register also in which all the students who are given total Concession by the school. will be

1) Go to Display menu and click on Concession Register. Concession Register window will be opened.

2) We can see Fees Concession list by Student Name or by Class. Fees Concession given to all students are shown.

Total amount of Concession is shown at the bottom.

We can take the print out of this report also by clicking on Print button.

Stock Purchase Register

This report shows list of items purchased by school from different suppliers.

1) Go to Display menu, Stock Reports and click on Stock Purchase Register.

2) Select Dates and click OK.

3) There is a search option also like Bill No., Party Name, Item Name according to which we can search item records.

We can take the print out of this report also by clicking on Print button.