General Questions

Administration Module

Introduction to Administration Module:

Administration Module consists of setting for user role, permission, SLA Settings, Organization Setup, School Setup, Report Format & Others.

1.1 Organization Setup

To set the organization details in software, we have to set following procedure

1.1.1 Company Setting

Insert company related information as per the company setting form correctly which data will be reflect in every report format.

  • Enter organization details as per form like organization name, address, phone, email, PAN no, etc.
  • Use Local Date Option “Yes” for local/B.S or “No” for A.D
  • Use logo less than 45kb.

b. Account Setting

Here, we can set the ledger name in which accounting effect is made as per the company rules.

· Go to Administration > Organization Setup > Company Setting > Account Setting.

c. Payroll Setting: Here, we can set the ledger name in which accounting effect is made as per the company rules.

· Go to Administration > Organization Setup > Company Setting > Payroll Setting

d. Attendance Setting: Here we can set week end day which is affecting in attendance record as per the company rules.

· Go to Administration > Organization Setup > Company Setting > Attendance Setting.

e. Billing Setting: Here, we can set the Fee name in which billing effect is made as per the company rules.

1.1.2 Main Department: Add main department name. E.g. e-Zone (shortcut name of company)

1.1.3 Department: Add available department name of company. E.g. Administration Department

1.1.4 Designation:

· Add available designation name of employee. E.g. (Teacher)

· Set 0 (zero) for basic salary and designation grade

1.1.5 Product Meta data:

· Set company name for Product Name and Product Title.

· Set image of less than…size for Logo image, Product image and Fav Icon.

 

1. 2 School Setup

Here we have to set School administration related data.

1.2.1 Academic Year: Add running Academic Year and tick on “is running” for running year.

1.2.2 University/Board: Add University name.

E.g. Nepal Board for School Level & University name for College Level

1.2.3 Level: Add Level name.

 E.g. School Level for School & related level for College Level

1.2.4 Faculty: Add Faculty name. 

E.g. General for School & related faculty for College Level

1.2.5 Class/Program:

· Add Program name as per form format. Do not repeat program code.

· Set 1(one) in number of year, semester, admission per year, seat for school level and real data for college level

· Tick on “is running program” for running program/classes

1.2.6 Academic Year Run: Select running Academic Year, Tick on running program offered & set 1(one) for all running program in admission term

1.2.7 Program Semester:

o Select Program Name, Running Year, Intake (1).

o Tick on “is active” & “Is Semester currently running”.

o Repeat same process for all Program/Classes for running year.

1.2.8 Class Change:

We have to use this heading to upgrade or downgrade any student in running year or previous year to running year or separate dropped out/passed out students.

· Tick on “is individual” for individually change class.

· Select “Program Semester From”, “Program Semester To”, Tick on “All” or selected student and click on update info.

1.3 Set Report Format

e-Zone has already developed different type of standard report formats (like Invoice, Receipt, Admit Card, Student ID card, each term wise mark sheets etc.) which are available in system. We can use them as per requirements.

  • Select “New” to add new format.

· Select “Report Group” & “Class/Program”.

  • Tick on the report format and save.

· Repeat same process for all report format setup when required.

 

1.4 User/Role/Permission

1.4.1 Reset Password:

This option is use to reset password of student, teacher, parents, admin/other staffs which is set by admin user. System will generate user and password for student and parents automatically.

· Default User and Password of student will be student’s registration number (E.g73130001).

· Default User and Password of parent will be student’s registration number (E.g.73130001-P).

· Default Password of other user will be admin/admin.

 

1.4.2 Set User Permission:

We can set user permission on each form related features like view, add, update, delete, select etc. for each user to access the software as per their responsibilities.

1.4.3 User: We can generate user for admin/other staffs as per their role and responsibility or can view bulk student user and password.

1.4.4 User Role: We can set individual role for each user group in terms of menu access in software.

 

1.5 Notice:

Here we can set any notices of school/college to be published publicly. Like holiday, exams, results, internal/external extra activities alerts etc.

These notices will be reflect and display in all students, Parents, Staffs & Mobile App also.

Caution: 1st of all create notice category, create notice and do not forget to Mapping to users.


1.5.1 Notice Category: First of all we must create Notice category (heading) & their brief details.

· Go to: Administration > Notice > Notice Category > Create Notice Category.

· Set Notice Category Name/Heading and their brief details & Save.

1.5.2 Notice Entry: We must Entry Notice (create) & their brief details.

· Go to: Administration > Notice > Notice Entry > New.

· Set Notice details as per the form and & Save. We can attach image files of the notice also.

1.6 Software Level Alert Settings (SLA):

Software Level Alert Setting is the setting of official alerts. We can set these types alert from here. We can set alert for Software, SMS, E-mail & Mobile App for now. We can set any notification as per the official need like only for software user or for SMS or for Email or for Mobile App of for all or for selected. Even of for class wise, student wise, staff wise, parents wise also.

These SLA will be displayed in the top right side of software, mobile app.

1.6.1 SLA Service: This is the Software Level Service Alert Heading. Currently users cannot create but can edit these headings. We have already created some heading which are frequently used in academic sector. Only developers can add this heading if needed additional. We hope these are sufficient.

· Go to: Administration > SLA Setting > SLA Services > If required can edit.

 

1.6.2 SLA Templates: This is the Software Level Service Alert Templates. We can create, edit and delete any templates under the SLA headings. We can create templates for select level only like Software, SMS, Email, etc. as per the need.

· Go to: Administration > SLA Setting > SLA Template > Add New

1.6.3 SLA’s For Users: When we create templates under the SLA headings, we must SLA for Users. We can set for users for all or select level only like Software, SMS, Email, etc. as per the need. SLA for user can be for staff, students and parents only.

· Go to: Administration > SLA Setting > SLA For Users > Add New

· Set the related data & Click in search to view selected date.

· Set SLA Details for Software, email, SMS, mobile app, etc. as per the need & Saved date.

 

1.7 Guests and Visitors:

We can also add details of guests and visitor of an organization.

1.7.1 Add Guests: We can enter guest name, visit date, address, phone and purpose of visit as we can see below.

1.7.2 Add Visitors: Details are same as adding guests. In addition, we need to select Person to meet too.

1.7.3 Guests Reports: Here, we can see report of guest which are entered previously in menu (add guests).

1.7.4 Visitor Reports: Here, we can see report of visitors which are entered previously in menu (add visitors).

1.8 Events:

1.8.1 Event Calendar: At first you need to select date in which event is going to happen. After that, enter the details as per the form.

*Note: Things we do in an administration can affect whole software modules. So, we must be careful & Follow the process in order to get better results.

Account Module

Introduction to Account Module

Accounting is the process of recording financial transactions pertaining to a business. The accounting process includes summarizing, analyzing, and reporting of these transactions. e-School accounting module helps your school/ colleges to manage these financial transactions. Accounting module in e-School software is integrated with Billing and Payroll module. Billing and Payroll related data will automatically reflect in financial reports.

Preliminary Settings

Some settings for Account Module are in different places on the system:

  • Company setting
  • Billing Module
  • Payroll Module
  • Account Module.
  1. Setting Through Company Setting:

Here, we can set the ledger name in which accounting effect made as per the company rules.

  • Go to Administration > Organization Setup > Company Setting > Account Setting.

 

  1. Setting through Payroll Setting:

Here, we can set the ledger name in which accounting effect made as per the company rules.

  • Go to Administration > Organization Setup > Company Setting > Payroll Setting

 

  1. Setting Through Billing Module:

Here, we can set the ledger and sub ledger in which accounting effect made as per the company rules. Go to Billing > Fee Setting > Fee Name > New

 

  1. Setting Through Account Module: 

This is the main module of the financial related data and reflection of all other associated modules like, billing, payroll related data which are integrated with accounting module.

*Note: We must set fiscal year, ledger & sub-ledger names, bank cheque book details, opening balance etc. before starting to entry vouchers. These data will be as per the company rules.

 

 

Here we can generate various account related reports like, trail balance, balance sheet, income expenditure report, cash flow etc. which will be required for annual audit report and other required reports.

Walk Through the Module

Here are the some steps to operate account module. 

      • First set Fiscal Year
      • Setting of Chart of Account
        • Ledger Group Setting
        • Ledger Sub Group Setting
        • General Ledger Setting
        • Sub Ledger Setting
      • Opening Balance Entry
      • Check book entry
      • Voucher entry (Journal, Receipt, Payable)

*Note: Income related data will automatically reflect from billing module when we collect payment from different fee heading. In expenditure payroll related expenditure will automatically reflect when we generate payroll in related ledgers and sub ledgers.  No need to generate from account module.

 

1.Account Setting: 

To use account module, First of all, we have to set account related information like (currency, Fiscal Year, ledger names, bank account and cheque numbers, opening balance etc.

1.1. Fiscal Year:

We must set each Fiscal Year annually at the time of initial setup and starting of each fiscal year. Currently required fiscal year must be in running status. User can change any fiscal through this setting and view or update as per their requirement.

  • Go to: Account > Account Setting > Fiscal Year > New.
*Note: Running Fiscal Year must be selected ‘Yes’ in Option.

 

2.Chart of Account

Chart of Account allows user to make settings of Ledger and sub-ledgers without which generation of voucher is not allowed. User can add/edit ledger and sub-ledger at any time as per their later requirement. Under Chart of Account exists following features:

2.1.Ledger Master:

 We must set Ledger Master before generating vouchers. Ledger master includes the income, expenditure, assets and liabilities headings.

This is one time setting, no need to create annually.

  • Go to: Account > Chart of Account > Ledger Master > New.
  • Set ledger name same as fee title for income related headings. (if fee name is Monthly Fee, set Ledger also Monthly Fee)

 

*Note: Income related data will automatically reflect from billing module when we collect payment from different fee heading. In expenditure payroll related expenditure will automatically reflect when we generate payroll in related ledgers and sub ledgers.  No need to generate from account module.

 

 

 

 

 

2.2.Sub-Ledger Master:

Here we can created sub ledgers as per your organization’s chart of account. Sub-Ledger master include the Party names.

This is one time setting, no need to create annually.

  • Go to: Account > Chart of Account > Sub Ledger Master > New.
  • Set sub ledger name same as fee title for income related headings. (If fee name is tie, set sub ledger also tie etc.)

 

 

 

 

3.Account Activity

Under Account Activity, following features are present:

3.1. Cheque Book:

 Here we can set cheque book numbers of different banks where official account is running. Due to which we can find out the payment status by cheque when required.

  • Go to: Account > Account Activity > Cheque Book > New.

 

3.2. Opening Entry:

 Before starting accounting module, we must set opening balance as per their heading of previous FY or before the system starts. When we complete one Fiscal Year, system will automatically set the opening balance for next Fiscal Year.

  • Go to: Account > Account Activity > Opening Entry > New.
  • Select the related field and save data.
  • If any mistake in initial setup, we can edit by selecting the individual sub ledger.

 

 

4.Vouchers

Voucher allows user to enter the real financial data related to income and expenditures. Under Voucher, following features are included:

4.1.Journal Voucher:  

We can create journal voucher from this place. Generally journal is created for credit transactions (in terms of payable and receivable both). In accounting concept, expenses and assets are debited and income and liabilities are credited when creating journal voucher. Voucher No. is auto generated by system. Journal voucher can be added, edited, deleted, posted and viewed as per the requirement.

*Note: Generally journal is created for credit transactions (in terms of payable and receivable both). In accounting concept, expenses and assets are debited and income and liabilities are credited when creating journal voucher.If we post the voucher, we could not make any changes. So, do not post initially, better do not use this option. This can be used as per company rules.Total DR and CR amount (shown on bottom of the page) must be equal. If not, system can’t save the data.

 

  • Go to: Account > Vouchers > Journal Voucher > New
  • It automatically goes to next page where we enter our real data.
  • Set fiscal year, date, due date (if required),
  • Select ledger and sub ledger and put DR/CR amount, description (if needed) then click on ‘add’ button. Again repeat the same process until you finish your journal transaction.
  • Now we can view in bottom side DR & CR equal amount and difference is 0.
  • Set Narration as per need & save data.
  • If automatically shows the generated voucher, now u can print, export to pdf or export to excel.
  • If any mistake is occurred in generated voucher, we can edit from front page by selecting related voucher.

 

 

 

​​​​​​​4.2. Receipt Voucher:

This voucher is used to record only for income collection from different heading. Voucher No. is auto increment. Journal voucher can be added, edited, deleted, posted and viewed as per the requirement. If you use integrated billing-account module then you don’t need to create receipt voucher for fee related income. 

*Note:Generally receipt voucher is created for cash/bank transactions (in other words, when money comes in organization then we create receipt voucher).  Cash or bank accounts are debited and income heads or receivable (party name) are credited when creating receipt voucher.If we post the voucher, we couldn’t make any changes. So, do not post initially, better do not use this option. This can be used as per company rules.

 

 

  • Go to: Account > Vouchers > Receipt Voucher > New
  • It automatically go to next page where we enter our real data.
  • Set fiscal year, date, due date (if required),
  • Select ledger and sub ledger and put DR/CR amount, description (if needed) then click on ‘add’ button. Again repeat the same process until you finish your transaction.
  • Now we can view in buttom DR & CR equal amount and difference is 0.
  • Set Narration as per need & Save data.
  • If automatically shows the generated voucher, now u can print, export to pdf or export to xcel.
  • If any mistake is occurred in generated voucher, we can edit from front page by selecting related voucher.

 4.3.Payment Voucher:

This voucher is used to record for payment made by organization. Voucher No. is auto increment. Payment voucher can be added, edited, deleted, posted and viewed as per the requirement.

*Note:Generally Payment voucher is created for cash/bank transactions (in other words, when money goes out from organization then we create Payment voucher).  Cash or bank accounts are credited and expense heads or payable (party name) are debited when creating Payment voucher.If we post the voucher, we couldn’t make any changes. So, do not post initially, better do not use this option. This can be use as per company rules.

 

  • Go to: Account > Vouchers > payment Voucher > New
  • It automatically go to next page where we enter our real data.
  • Set fiscal year, date, due date (if required),
  • Select ledger and sub ledger and put DR/CR amount, description (if needed) then click on ‘add’ button. Again repeat the same process until you finish your transaction.
  • Now we can view in bottom side DR & CR equal amount and difference is 0.
  • Set Narration as per need & Save data.
  • If automatically shows the generated voucher, now u can print, export to pdf or export to xcel.
  • If any mistake is occurred in generated voucher, we can edit from front page by selecting related voucher.

4.4. Contra Voucher:

This voucher is used to record for cash/bank account adjustment made by organization. Voucher No. is auto increment. Contra voucher can be added, edited, deleted, posted and viewed as per the requirement.

*Note:Generally contra voucher is created for bank deposit and withdrawal (in other words, when we deposit money in bank or withdraw money from bank then we create contra voucher).  When we withdraw money from bank, cash account is debited and bank account is created in contra voucher. And reverse for the deposit transaction. If we post the voucher, we couldn’t make any changes. So, do not post initially, better do not use this option. This can be used as per company rules.

 

  • Go to: Account > Vouchers > contra  Voucher > New
  • It automatically go to next page where we enter our real data.
  • Set fiscal year, date, due date (if required),
  • Select ledger and sub ledger and put DR/CR amount, description (if needed) then click on ‘add’ button. Again repeat the same process until you finish your transaction.
  • Now we can view in bottom side DR & CR equal amount and difference is 0.
  • Set Narration as per need & Save data.
  • If automatically shows the generated voucher, now u can print, export to pdf or export to xcel.
  • If any mistake is occurred in generated voucher, we can edit from front page by selecting related voucher.

5.Financial Reports

Under Financial Reports, following reports can be generated:

​​​​​​​5.1.Trial Balance:

Trial Balance is a book keeping worksheet in which the balances of all ledgers and sub ledgers are compiled into debit and credit columns. A company prepares a trial balance periodically, usually at the end of every reporting period. The general purpose of producing a trial balance is to ensure the entries in a company's bookkeeping system are mathematically correct.

To generate Trial Balance

  • Go to: Account > Financial Reports > Trial Balance

​​​​​​​5.2. Balance Sheet:

Balance Sheet is a financial statement that summarizes a company's assets, liabilities and shareholders' equity at a specific point in time. 

To generate balance sheet

  • Go to: Account > Financial Reports > Balance Sheet

​​​​​​​​​​​​​​5.4. Income/ Expenditure Statement:

Income Statement is a financial statement that reports a company's financial performance over a specific accounting period.

To generate Income Expenditure Statement

  • Go to: Account > Financial Reports > Income Expenditure Statement


5.4. Ledger Report:

In Ledger Report, we can view the ledger name related reports like, income related heading, expenditure related heading etc. of a company's financial performance over a specific accounting period.

To generate Ledger

  • Go to: Account > Ledgers & Others > Ledger


5.5. Sub-Ledger Report:

In Sub-Ledger Report, we can view the sub-ledger name related reports like, individual party wise reports etc. of a company's financial performance over a specific accounting period.

To generate Sub- Ledger

  • Go to: Account > Ledgers & Others > Sub- Ledger


.

                

 

LMS MODULE

Introduction to LMS

In LMS, there are various modules to manage Teachers, Students, academic staffs etc. It provides an instructor with a way to create and deliver content, monitor student participation, and assess student and staff’s performance. LMS is used to the record the learning related process data of the school/college. This system manage the learning related data like Timetable,  homework details, Assignment Details, Routine & Class, Lecture Notes, Students/Parents Feedbacks, Syllables & Questions etc.

1. Routine and Classrooms

Under this tab, users are allowed to manage the class. To manage class, following steps are required to carry out:

1.1. Manage Class

We can create manage class for any class by assigning teachers of any subjects individually. Simply,

  • Go to: LMS > Routine and Classrooms > Manage Class > New
  • Set related data as per the form format
  • Add and edit & save manage class.

2. Assignments

Under assignment, the users are allowed to create assignment and evaluate assignment. Each of them can be done as:

2.1. Create Assignment

We can create assignment to any class by teachers of any subjects related to that class individually. We can also attach here the file from outside.

  • Go to: LMS > Assignment > Create Assignment > New

  • Set related data as per the form format

  • select related student & Save Assignment.

Here, Student gets notification from mobile apps whenever teacher assign the assignment from PC.

2.2 Evaluate Assignment

Users are allowed to evaluate the assignment according to the class and subject. Under evaluation, the users can insert the details of assignmenst submission status, submission date , submitted assignment, obtained marks and teacher's comments. For this, follow the following instruction:

  • Go to: LMS >Assignments>Evaluate Assignments

  • Select the class and assignment 

  • Save the details related to assignments 

  


3. Lecture Notes

‘Lecture Notes’ allows users to upload lecture notes and view lecture notes on the system.

3.1. Upload Lecture Notes

We can upload the lectures notes to any class by teachers of any subjects individually. We can also attach here the file from outside repository. So, it alerts Students, teachers can send to student to notify the class student association.

  • Go to: LMS >Lecture Notes> Upload Lecture Notes> New

  • Set related data as per the form format, select related student and saved it.

  • Set related data as per the form format, select related student & Click on Upload to save data.

Here, Student gets notification from mobile apps whenever teacher upload lectures from PC.

4. Homework

‘Homework’ consists features to add homework and view homework.

4.1. Add homework

Academic staffs can add, upload homework to any class of student. Staffs also have to permission upload homework in mobile apps.

  • Go to: LMS > Homework >Add Homework > Generate > Upload

  • First, staffs have to login his page in PC.

  • They have to select batch, class, section, subject and date in simultaneously and give homework to their student.

4.2. View homework

* Login as Staff

 

In mobile apps, Staffs must have select accurate date which is assigned by PC.

* Login as Student

 

Students first have to login his/her login page in our mobile apps. They have got the notification of homework which are given by their class teachers and view the homework through mobile apps.

5. Syllabus and Questions

Features to Upload Question, Upload Syllabus and View Question/Syllabus are included under ‘Syllabus and Questions’ menu.

5.1. Create Syllabus

This is where you can give students your big picture for the course, explain more details, and share your passion about your subject. A syllabus lists the specific course requirements a student must complete, once he/she actually registered for the class.

  • Go to: LMS >Syllabus & Questions> Upload Syllabus> Upload

  • Set related data as per your requirement

  • Click on Upload to save data

* Login as Student                      

 

5.2. Create Question

Staffs create his/her own custom questions to use in homework assignments, tests, and quizzes.

  • Go to: LMS >Syllabus & Questions> Upload Questions> Upload

  • Click ‘Choose file’ to select the question

  • Save data by clicking ‘Upload’

5.3. View Syllabus/Question

The syllabus and questions set earlier cab be viewed here. The syllabus and question on the basis of program, batch, exam name, subject and semester cab be searched and viewed. To view the syllabus and question:

  • Go to: LMS >Syllabus and Questions >View Syllabus/Questions

  • Select the required fields on basis of which syllabus and questions are to be viewed

 

 

* Login as Student

 

* Educational link

It is reference of assignments in educational link.

 

6. Time table

Under time table, the primary task to be done is to set the timetable period. Then, eventually period program association, teacher subject association and, teacher subject period association can be done.

6.1. Timetable Period Setting

Here we can set one week period details of the school timetable. This will be repeated for all weeks.  This setup is only for 1 year. We should set again if academic session is changed.

  • Go to: LMS > Routing & Classroom > Timetable> Period Info> New
  • Add period name, period code, start time, end time, break status and active status for each period
  • Click Save to save the data

 

 

*Note: The blank space before and after period is not allowed in our system and there must be unique period code. So, the start and end hours must be in 24 hours format. (eg; if we need to enter 5:00 pm, we enter 17:00 pm)

 

 

 

6.2. Program Period Association

Here we can associate the school period with each class.

  • Go to: LMS > Routing & Classroom > Timetable >Program Period Association.
  • Select the class and section for each period
  • Repeated same process for each class.

 

 

6.3. Teacher Subject Association

Here we can associate the school period with each class.

  •  
  • Go to: LMS > Routing & Classroom > Timetable >Teacher Subject Association
  • Associate teacher and subject by selecting the subject and teacher
  • Click Save to save the association
  •  
  • Repeated same process for each class.

If a single staff teaches in multiple classes, we must set multiple times by selecting related classes for a same teacher and save data.

 

6.4. Teachers Subject Period Association

Here we can associate the school period with each staff, class & subject.

  • Go to: LMS > Routing & Classroom > Teachers Subject Period Association

  • Select Staff Name, Class Name & Section, it automatically shows the table to associate period and subject of a week.

  • Set subject with periods & save data.

  • If a single staff teaches in multiple classes, we must set multiple times by selecting related classes for a same teacher and save data.

  • Repeated same process for each staff.

 

 

* Login in Mobile Apps📲 

 

 

In mobile application, students and teachers can see the ‘Timetable’.

 

 

 

 

 

 

 

 

 

 

 

Billing Module

Introduction to Billing 
In Billing, we do all the fee related activity of the student of the school. Here we do Fee Setting; Fee Assign, Discount & Fine Setting, Fee Payment, Invoice Print, Adjustment, Void Invoice & Receipts, Generate Required Report etc. Here are the some steps to operate billing module. 

Preliminary Requirements

Before getting familiar to the Billing Module, following points are to be considered: 

  • Fee setting: Set Bill Period, Fee Group, Fee Name,  Fee Rate
  •  Set Discount & Fine Setting
  • Before assign fee to student, all setting should be done.
  • Assign Fee: Generation Bill/Invoice to Student. User can set Fee Schedule and Generate Miscellaneous Fees, Record Miscellaneous Fees in Recording and, Pull them in monthly invoice at the time of Bill Generation also.
    •  
  • Define Invoice and Receipt format before print date. Some Standard Formats are already set in system, if you need specific format provide to e-Zone Support Team by mail to design.
    •  
  • Pay Fee: User can Collect Fee by Cash, Bank, Bank to Bank Transfer, e-Sewa ID, and Staff Child. Fee can be collect in Bulk or Fee Head wise or Misc./Quick Payment Process.

 

*Note:Generate & Print your Invoice at least 2 days before invoice distribution date of each month.  Hence you can re-check, re-print, if any mistakes occurred you will be fully stress-free for correction.

Set Invoice (Bill) and Receipt Report Format:

We must set report format for invoice and receipt before fee assign & pay fee process. Without setting report format before fee assign & pay fee process, we cannot view the invoice exactly. This setup is one time setup only and will be applicable for whole students.

  • Go to: Administration > Organization Setup > Report format & others > Set Report Format >New.
  • Select Report format group & Class & click on Save.
  • Choose the sample report format (their sample view image is also available) and save.
*Note:Without setting report format before fee assign & pay fee process, we cannot view the invoice exactly. This setup is one time setup only will be applicable for whole students. 

1. Fee Setting

1.1. Bill Period: 

Here we can set Bill Period. This is one time setting for one academic year. This should be set as per the Bill Generation type. If your Billing process is monthly set 12 months or if Billing period is for multiple months in one bill set multiple months (e.g. January – March).

  • Go to Billing > Fee Setting > Bill Period > New
  • Insert/Select Bill Period Name, Code, Hierarchy, Is active & Save.
  • Code & Hierarchy are Unique. You can set any code but for hierarchy set order of bill period as per billing process in numeric only.

 

1.2. Fee Group: 

Here we can set fee group. Each organization may have multiple fee headings, we have to define them in common groups. This is one time setting for one academic year. Fee group can be like; Annual Fee, Monthly Fee, Miscellaneous Fee, Yearly Fee etc. There may be specific Fee name except this; we will set them in Fee Name Page.

  • Go to Billing > Fee Setting > Fee Group > New
  • Insert/Select Fee Group Name, Code, Is active & Save.
  • Code is Unique. You can set any code.

 


1.3. Fee Name: 

Here we can add all Fee Name/Fee Heading of 1 academic year.  Fee Names will be like as Monthly Fee, Semester Fee, Bus Fee, Stationary Fee, Miscellaneous Fee etc.

  • Go to Billing > Fee Setting > Fee name > New
  • Select Fee Group
  • Set Fee Name/Fee Heading & Code (Code is unique).
  • Select Fee Type. Fee Type are fixed Compulsory/Regular, Extra/Miscellaneous, Optional) set in default in system, user cannot change or add the fee type.
  • Select Income/Liabilities Account: In this setting, data will be displays only after add the ledger & sub ledger names in Accounting Module.  If you will not use Accounting Module (Core Accounting) leave it blank. If you use Accounting Module also, you must set this also. If you will not set this setting properly, your Income report will not be proper in income/expenditure, trail balance, balance sheet reports.
  • Set Is Taxable, Discount can be applied and is active for each fee name & save data.

 

1.4. Fee Rate:

Here we can set fee rate for different classes and different headings.

  • Billing > Fee Setting > Fee Rate > New
  • Select Batch, Program Semester (Class Name), Student Type & Click on Assign.
  • Set Fee Rate of each fee heading which are applicable for this Program Semester (Class Name) for the running academic year. Which are not applicable leave it blank & save the data. Repeat the same process for each class.
  • Do not delete any Fee Heads; this may be in use for other Program Semester. If any fee head are

not in use since a long time just make them in active only from Fee Name Page.

*Note: Do not delete any Fee Heads; this may be in use for other Program Semester. If any fee head are not in use since a long time just make them inactive only from Fee Name Page.

1.5. Optional Fee Setting

Here we set the optional fee for each individual student. Here we set that type of fees which are in regular monthly fee but applicable for some students only. Like Transportation, lunch, snacks etc.

  •  Go to Billing > Fee setting > Optional Fee Setting
  • Select required field as per form, it shows automatically whole student of a class or section basis.
  • Select/Tick students to whom this fee will be applicable.
  • Click on Save to save data.
  • If you need to update, select the related data, it shows the previously set data, now u can change as per your need and save new setting.

 

1.6. Opening Balance

If any students pay their fee of certain time or a whole year at the time of admission or before the fee payment time, this type of payment is advance payment. For this type of advance payment setting, we have to use student opening balance. This feature is used at the time of initial setup of the billing module only. In FY basis system will automatically set opening balance.

*Note:If any students pay their fee in advance after billing module running do not use this feature. Use this setting only at the time of Billing Module Start-up.

Here we can set individual student record or in bulk class wise at once.

  •  Go to: Billing > Fee Setting> Opening Balance
  • Select the related field as per the form format & Click on search, system will show the list of all students of the related program semester.
  • Set Opening Date, Due Date, DR Amount (Advance Paid Amount), CR Amount (Due Amount) as per the requirements. If you charge fine of any amount to student you must set due date this due date should be as per fine setting rules. Just fill the amount whose due or adv. amount is applicable, leave blank for not related students & Save Data.
  • Repeat same process for other student individually or Program semesters.
  • You can change these values at any time if required, be sure before editing.

2. Discount & Fine Setting

Discount and fine setting contains following features:

2.1. Scholarship/Discount

Here we set the scholarship/discount on fee individually or in bulk (class wise) at once. This can be set in % basis or amount basis. Discount/Scholarship can be set for whole year or for specific bill period also.

  • Fee Name & Fee Rate must be set before this setting.
  • Select Discount type 1st: Is Discount applicable for whole Year or not. By default system will set discount applicable for whole year, if you want to set discount partially, tick on No and select bill period in which period you want to give discount.

2.1.1. For Bulk Setting:

Setting the discount on bulk requires following steps:

  • Go to Billing > Discount & Fine >Scholarship >Select Single Fee Multiple Student.

2.2.2. For Individual Setting:

  • Go to Billing > Discount & Fine >Scholarship >Tick on Single Student Multiple Fee.
  • Select related data as per the form format. System will show student list as per selection.
  • Set Discount in % or amount base & save data.
  • Repeat the same process for each fee head and for each program semester.

2.2. Fine setting

Here we can set the fine rate in percentage basis or amount basis as per requirements.

2.2.1. Amount Based Fine Setting:

To set the fine based on amount follow following steps:

  • Go to Billing> Discount & Fine> Fine Setting.
  • Select Fine Type > Amount Based
  • Set related setting & save data.

2.2.2. Percent (%) Based Fine Setting:

To set the fine based on percentage follow following steps:

  • Go to Billing> Discount & Fine> Fine Setting.
  • Select Fine Type > Percent Based
  • Set related setting & save data.

2.3. Fine Generate

Here we can generate fine for individual student or program semester in bulk only for Amount based Fine related setting.

2.3.1. For Amount Based:

If your fine is amount based, you have to generate fine for each bill period before the Fee assign of each bill period. System will automatically show this fine in Invoice.

*Note: If your fine is amount based, generate for fine each bill period before the Fee assign of each bill period. System will automatically show this fine in Invoice.
  • Go to Billing> Discount & Fine> Fine Generate>New.
  • Select related data as per format, system will shows the.
  • Set related setting & save data.

 

2.3.2. For Percent (%) Based:

If your fine is percent based, system will automatically generate fine as per the fine setting for each billing period at the time of fee assign & show this fine in Invoice. User donot have to work for this process just set fine setting only.

2.4. Fine Waive

Here we can waive fine for each individual student if you required. For this you can waive fine before Fee Payment.

  • Go to Billing> Payment> Fee Payment
  • Select related program or student to whom you want to waive fine.
  • Click on Pay Fee
  • Click on Fine Waive, System shows popup box, set waive date, amount & save data.
  • You can view the fine waived details on Discount & fine> Fine waive.

3. Assign Fee

Assigning fee contains following :

3.1. Fee Assign

This feature is used to generate bill (invoice). We can assign fees class wise or individual in monthly basis or as per bill periods. Before starting this feature all billing related setup should be completed as defined.

Here we can generate regular monthly claim bill (invoice).

  • Go to: Billing > Assign Fees > Fee Assign > New
  • Select the related fields as per form, it shows the Fee Name, Fee Rate, Qty, Amount.

3.1.1. For Bill Period Monthly :

Select the related fee name which is applicable for this bill period for this class, system will automatically applies the fees to whole student of selected class at once.

3.1.2. For Bill Period Multiple Months:

If your bill period is in multiple months, other all process are same as above but you have to set qty multiple as per bill period months, system will automatically applies the fees to whole student of selected class at once.

3.1.3. For individual:

Tick on “is individual” & select individual student name and follow same process

3.2. Fee Schedule

 

This feature is used to schedule bill (invoice) period. We can schedule the setting as per billing period and make our fee assign process easier. If we set this setting, system will automatically assign the invoice or reminder for fee invoice at the defined date of schedule.

  • Go to: Billing > Assign Fees > Fee Schedule > New
  • Select the related fields as per form, it shows the Fee Name, Fee Rate, Qty, Amount.

3.1.1.  For Bill Period Monthly:

Select the related fee name which is applicable for this bill period for this class, system will automatically applies the fees to whole student of selected class at once.

3.1.2. For Bill Period Multiple Months:

If your bill period is in multiple months, other all process are same as above but you have to set qty multiple as per bill period months, system will automatically applies the fees to whole student of selected class at once.

  • Here is option to set Remind Me and Create Bill automatically. We have to set this compulsory. Than system will automatically generate or remind as per the defined date for the invoice generation.
  • Other all process is same as Fee Assign. But here we could not set Fee Schedule for single student.

3.3. Void/Delete Assign Fee:

If there will be any mistake in generated bills, we cannot edit or delete the bill from Fee Assign. At this point we have to void assign fee and regenerate the bill from Fee Assign All or Fee Assign (Misc). This can be done for individual or class wise (in bulk).

3.3.1. For Bulk:

For generating the void bill in bulk:

  • Go to: Billing > Assign Fees > Fee Assign > Bulk Void
  • Select the related parameters and void the invoice with cause & save.

3.3.2. For Individual:

For generating the void bill for  individual:

  • Go to: Billing > Assign Fees > Fee Assign
  • Search the related student data for void.
  • Click on (+) sign you can view the void button.
  • void the invoice with cause & save.

3.4. Miscellaneous Fee Assign

This feature is used to generate miscellaneous fee related bill (invoice) which are not compulsory to all student but sometimes may generate invoice for Dairy, School dress, stationary etc. We can generate misc. bill in bulk class wise or individually. Before this fee assign all billing setup related setup should be completed.

*Note: From this Fee Assign, separate Invoice will generate. It will not include in monthly or billing period wise invoices.
  • Go to Billing > Assign Fees > Assign Miscellaneous Fee
  • Tick on Bulk Entry, to assign miscellaneous fee for bulk student class wise at once.
  • Select related data as per the form format
  • Tick for all or selected students Set Amounts individually.
  • Click on Assign fees to save/assign data.

3.4.1. For individual:

Do not tick on “bulk entry” & select individual student name, System will show Fee names in multiple rows which are in miscellaneous Fee Type Only. Set the field and click on Assign.

3.5 Miscellaneous Fee Recording

This feature is used to record miscellaneous fee related data to generate bill (invoice) which are not compulsory to all student (like Dairy, School dress, stationary etc.) We can record misc. fee details class wise or individually fee head wise. Before starting this feature all billing related setup should be completed.

*Note: When we record this data as per the bill period wise and billing date, system will automatically adjust this data in the monthly or bill period wise invoice and show in invoice of that bill period.
  • Go to Billing > Miscellaneous Fee Recording > New
  • Tick on Bulk Entry, to assign fee for bulk student class wise at once.
  • Select related data as per the form format.
  • Tick for all or selected students Set Amounts individually for the related fee head wise.
  • Click on Assign fees to save/assign data.

3.5.1. For individual:

Do not tick on “bulk entry” & select individual student name, System will show Fee names in multiple rows which are in miscellaneous Fee Type Only. Set the field and click on Assign.

4. Fee Payment

Fee Payment provides following feature:

4.1. Payment

This feature is used to collect fee from students. Here we can pay fee (Payment collection) of the generated bill or as per credit invoice or Advance Payment of each student individually by cash or Bank or Bank to Bank Transfer or e-Sewa ID or for Staff Salary.

User can pay Fees in Total or Fee Head wise also. For one academic Year user must follow only one process in bulk or fee head wise.

*Note: User can pay Fees in Bulk or Fee Head wise also. For one academic Year user must follow only one process in bulk or fee head wise.

4.1.1.  For Fee Payment:

For making fee payment :

  • Go to: Billing > Payment > Fee Payment
  • Select related fields and click in Show button to view data & Click on Pay Fee. Than we can view the Student Fee Payment page.
  • Select the related parameters like, Date, Payment type, sponsor etc.
  • Here we can view the Fine & rebate which is applicable as per company rules.
  • We can set discount from here also.
  • Set the Paid amount through this receipt.
  • Set Narration of this receipt, which will be also display in printed receipt also.

4.1.2. For Fee Head wise Payment:

 Check the fee heading and amounts tick on required rows. Software automatically calculated the amounts as per the selected terms. Here we can pay full or partial or advance amount to the related students;

For Full Payment:

System will automatically tick in all total dues of any students, check on all fee heading, we can view Amount to be pay and Amount Paid in right side button, Click on Pay Fee.

For Partial Payment:

System will automatically tick in all total dues of any students, for partial payment we must tick on the selected fee heading, we can view Amount to be pay and Amount Paid in right side button, Click on Pay Fee.

For This Bill Full & Advance Payment:

System will automatically tick in all total dues of any student, check on all fee heading, we can view Amount to be pay and Amount Paid in right side button, Change the Paid Amount data. If payment is going to made more than billing amount system will automatically shows Amount in Amount Return & Is Advance option. Than only tick on Is Advanced option. Click on Pay Fee.

*Note: System will automatically tick in all total dues of any students, and shows the total due amount, we can pay full or partial or full & advance payments by selecting related fee heading serially from top. If any amount is due as per the assigned invoice we cannot pay advance amount.

4.2. Void/Delete Fee Payment/Receipt:

If there will be any mistake in Fee Payment/Collection, we cannot edit or delete the receipt from Fee payment. At this point we have to void receipt and regenerate the receipt/pay fee. This can be done for individual only.

  • Go to: Billing > Payment > Regenerate Receipt
  • Search the related student data for void.
  •  Click on (+) sign you can view the void button.
  • Void the receipt details with cause & save.

5. Quick/Misc. Payment

This feature is used to collect out incomes from existing students or any others. For this process there should not be assign fees. You can collect extra incomes like character certificates fee, of out students which are not in system. If this payment from out student we must tick on Is out student.

*Note: User can pay Fees in Total or Fee Head wise also. For one academic Year user must follow only one process in total or fee head wise.

5.1. For Out Student Payment:

Making payment of Out Student requires following steps:

  • Go to: Billing > Payment > Quick/Misc. Payment > New
  • Select payment date and tick on Is out student Yes, Enter the Student Name & Click on Add.
  • Select Fee head, amount, payment type, Ledger Name, Sub ledger Name & Narration and save data.

5.2. For Existing Student Payment:

Making payment of Existing student requires following steps:

  • Go to: Billing > Payment > Quick/Misc. Payment > New
  • Select payment date, program semester, section, Student Name & Click on Add.
  • Select Fee head, amount, payment type, Ledger Name, Sub ledger Name & Narration and save data.

6. Adjustment

Adjustment contains following features:

6.1. Bad Debt

If any student did not clear their due amount since a long time after school left, this type of amount is Bad Debt. In this condition, this is not continue the opening balance or due balance account for this student for long term. At that point company will adjust that amount in Bad Debt and close his due in financial reports.

Our system will accept Incurred & Recovered Bad Debt types only. If that amount will not receive in future and have to close his account completely we have to choose Incurred and If that amount may be received in future, we have to choose Recovered. This will be the as per your status.

  • Go to: Billing > Adjustment > Bad Debt
  • Set the related fields & save data.
  • System will auto calculate and reduced this amount from payable list.


6.2. Bill Adjustment

If any student left the school and have to adjust his deposit amount or fees, we can use this feature. In this condition, school can adjust deposit amount or any advance payment in his due or return cash or by bank as the situation. This type of transaction will automatically effect on account as per the condition..

  • Go to: Billing > Adjustment > Fee Adjustment
  • Set the related fields & click on Add.
  • Select the Fee head, amount, adjustment type (Adjust on fee, cash, bank), related ledgers and save data.


7. Print Invoice

Under Print Invoice, following sub headings are to be considered:

7.1. Fee Invoice

To print or view the already assigned fee of individual or class wise in invoice format, we use this option.

 

Staff Module

Introduction to Staff Module

In Staff Module, we do all the staff information related activity of the staff of the school. Here we set running staff details, staff profile, left staff info, staff ID, Staff time table, Comments to students etc.
Here are the some steps to operate staff module.

  • Enter staff individually form staff info.
  • Or, collect Staffs data (in XLS) as per software database format
  • Migrate Staffs Data in software
  • Update/Add additional Staff information individually from each staffs data (Staffs Details, Photo, others)

1.Activity

Activity includes the information regarding staff comment, staff group, staff info and staff left info. Details regarding each of them are mentioned below:

1.1. Staff Info

Here we manage the all staff records

1.1.1. For individual data insertion

System allows to insert the information of each individual staff separately. For this, following instruction are to be followed:

  • Go to: Staff > Activity > Staff Info > New

 

1.1.2. For multiple Staff information

To insert the information of multiple staffs at once, users can import data from excel directly.

  • Go to Staff > Staff Info> Import Staff > Download Sample > Set Data as per format > Upload the file.

 

s

1.2. Staff Info Update

Staff information can be updated either individually or in bulk. Details regarding each of them are mentioned below:

1.2.1 Individual Update

To update staff info individually, following instructions are to be followed:

  • Go to Staff > Staff Info > Update Staff Info > Update the respective staff info individually.
  • Click on each employee’s name from data listed to get redirected to page where the information can be updated individually

 

1.2.2. Bulk Update

To update information in bulk, users can import staff details of multiple staffs at once. To import

  • Go to Staff > Staff Info > Update Bulk
  • Search employees whose information is to be updated
  • Update the details and Click ‘Update Info’

 

1.3. Staff Comment

Staff Comments can be used to comment on employee’s performance individually. If you are a manager, then chances are that you have to write performance reviews.
For individual data insertion

  • Go to Staff > Staff Information > Staff Activity > Staff Comment > New

 

1.4. Staff Left Info

Employees quit their job for many reasons. Here, we can add and view staff left info.

  • Go to Staff > Staff Information > Staff Activity > Staff Left Info

 

2. Reports

Under this users are allowed to generate various reports regarding staff summary, staff general report, staff aggregate report and staff time table.

2.1. Staff Summary

The summary of staff tasks and/or behaviors the person will perform and is accountable for can be viewed here. The results or outcomes the person with their personal details profile and their academic information is provided. The summary of each individual can be obtained here.

  • Go to Staff > Reports > Staff Summary > Get Employee Info
  • Select the employee and click ‘Get Employee Info’

2.2. Staff Aggregate Report

User can view individual staff aggregate report. To generate the report:

  • Go to Staff > Reports > Staff Aggregate Report

2.3. Staff General Report

User can view individual staff general report. To generate the report:

  • Go to Staff > Reports > Staff General Report

Student  Module

Introduction to Student Module

In Student Module, we do all the student information related activity of the student. Here we set student details, parent’s details, photos, running class/section, generate required report etc.
Here are the some steps to operate student module.

  • Directly take admission to students.
  • Or, collect Students data (in XLS) as per software database format and migrate Student Data in software
  • Update/Add additional student information individually from each student data (Parents Details, Photo, others)

1.Inquiry

Inquiry provides platform to make various inquiries regarding the school/ colleges. The data provided by the students while making an inquiry is saved in the system and cab be viewed by the school/college administration for further follow up regarding the inquiry.

1.1 Inquiry

There are two types of inquiry:

  • Student Inquiry
  • Student Quick Inquiry

1.1.1. For individual data insertion

Any individual who has inquiry regarding the school/college can input their data individually. For this, below mentioned instructions are to be followed:

  • Go to: Student > Inquiry > New

1.1.2. Student Quick Inquiry

Student Quick Inquiry includes general inquiry details of each individual student and excludes administrative role. For this, below mentioned instructions are to be followed:

  • Go to: Student > Inquiry > Student Quick Inquiry

1.2. Admission Form Inquiry

Here, the inquiry of students are more specific to admission process and requirements.

  • Go to: Student > Inquiry >Admission From Inquiry

2. Student Information

Student Information contains various information of students. It also enables users to update student information.

2.1. Student Admission

Details of students to be admitted can be input here. This can be done both individually and in bulk.

2.1.1. Individual Admission

Individual student can be admitted by inserting the details of each individual.

  • Go to: Student > Student Information > Student Admission > Admit Student

2.1.2. For multiple student information insertion

Multiple students can be inserted in bulk as:

  • Go to Student > Student Information > Student Admission > Import Student > Download Sample > Upload the file.

import2.png

 

2.2. Student Info Update

Keep your student/ parent records current by reviewing your personal information in where here to update your more additional information and fill the given format in excel.
To update more information about student,

  • Go to Student > Student Information > Update Student Info > Update the respective student info individually.
  • We can import student/guardian details from excel file also in bulk. To import go to Student > Student Information > Update Student Info > Import.
  • Download excel format, set data & update into the system.

 

student update.png

2.3. Student Bulk Photo Info

< The Bulk Photo Uploader allows you to upload photographs for multiple students simultaneously. It’s photo requires less than 240 KB in pixel size.

  • Go to Student > Student Information > Bulk Student Photo

 

 

 

3. Student Attendance

Under this, student reports regarding their attendance can be generated and viewed.

3.1. Student Daily Attendance School

‘Students' absence and late requests are automatically collected through our software. Employees and Students receive their notification in mobile apps.

  • Go to Student > Student Information> Student Attendance > Student Daily Attendance School

 

 

3.2. Attendance Report School

In Students daily report calculates ‘Whole Day and Half Day’ attendance based on the number of minutes defined in the grade level and the calendar. The result displays for each day, for each student along with a summary of daily attendance report show the present days, working days, absent days and attendance percentage.

  • Go to Student > Student Information> Reports > Attendance Report School

 

4. Reports

Under this, various reports of students can be obtained.

4.1. Student General Report

 Student general report is the performance sheet of a student when in class or a school activity. A report is only used for students or academic purposes.

  • Go to Student > Student Information> Reports > Student General Report

 

 

 

 

 

Attendance Module

Introduction to Attendance

In staff attendance, we must follow the process in order to get report i.e.;

  • Set employees office time. (i.e.; from _ _:_ _ to _ _:_ _ in 24 hrs. format)
  • Enter employee attendance into software i.e.;  a) Automatic (Biometric Device), or b) Manually through software
  • View Different kind of Reports. (Monthly/ Yearly reports and Absent/ Present reports)

 

1.Office Time: (24 hour’s format)

There are 3 ways to set employees office time and they are discussed below:

1.1. Office Time:

  •  Go to Attendance-> Office Time-> Office Time. (+New) 
  • Enter the office time 

It is used to set office time for whole organization. For example: If Organization opens at 10:00 am and closes at 18:00 pm every day for every employee then we can set office time as follows.

 

1.2. Employee wise Office Time:

  • Go to Attendance-> Office Time-> Employee wise Office Time (+New)

Here, we can set individual office time to individual staff. If A comes at 10:10 am and B comes at 10:20 we can set them individually. We can also set all staff office time at once from above menu: - office time, then set individual employee wise office time and replace the previous office time for individual. We can see it in figure below:

*Note: we can set office time and replace it with individual office time afterwards.

2. Attendance Activities:

There are two ways to enter daily attendance of staff which are discussed below:

2.1. Automatic (Biometric Device):  

It is a foolproof technology to ensure the accuracy of attendance and is useful to the ones who deal with large number of employees. After connecting biometric device to eZone software, setup will automatically fetch data into software.

2.2. Manual Entry:

  • Go to Attendance-> Activity-> List Employee Attendance (+New)

We can also enter daily staff attendance manually as follows:

*Note: We can enter daily attendance from entering daily here or select date and enter whenever we want.

 

3. Holiday Setup:

Here we can add multi day holidays too from one’s time period to another, (E.g.: Dashain).

We can set Holidays as per the schedule of school. We can provide holiday only for selected department too.

4. Leave Management:

In order to manage the leave of employees, we must follow the process which are listed and discussed below:

4.1. Leave year:

Normally fiscal year and academic year are leave year. We enter Start date and End date of leave year. I.e.; if we follow academic rule then Baisakh 1 will be start date and Chaitra 29 will be end date.

 

 

 

4.2. Leave Master: (Importance of leave setting)

Leave master defines organization leave policy so it differs from one organization to other. We add types of leave and its no. of times a person can take throughout his/her working period which is an optional case. We can also assign status of leave i.e.; paid or unpaid leave. As we can see it in the figure below:

 

We can skip weekend if leave is less than entered days above. Same applies for skip holidays too. We can tick in allow leave application if leave balance is negative in order to allow more leave days in a year than entered. If leave is pre-define then we can tick in enable pre allocation and vice-versa. For exam if home leave is for 12 days a year then we can tick in pre-allocation. We can enable accumulation if the leave i.e. no. of leave days remained can be carry forwarded in next leave year and vice-versa.

 

 

4.3. Assign yearly leave:

After setup of leave year and leave master, we now assign leave days to those leave types in a particular leave year. We assign leave as per employee category, then we select leave type which we made in leave master.

 

Allotment type can be monthly or yearly as per leave requirement. Entitlement per year is total leave days of that allotment. (E.g.; entitlement can be 18 days in a year, allotment can be monthly. In that case we can take 18/12 i.e.; 1 and a half days in a month). Then we select the leave year in which leave is assigned. Max leave fwd. balance decide how many max days of leave can be forwarded in next leave year.

 

4.4. Assign leave individual:

 

In case of different leave setting of individual, we assign leave to that person individually. We can select individual name, leave type, allotment type, entitlement per year, effective leave year and Max leave balance fwd. All of these are set as per individual leave requirement but the concept same as Assign yearly leave.

 

4.5. Initial leave balance:

 If we start leave setting in the middle of leave year then we need to set opening leave balance. We select individual name, leave type, leave balance as we discussed above.

4.6. Leave request:

Employees can request leave here, it is also available in mobile app. Here employees name and requested date is automatically selected from the id they login.

 

Employee select the date from and up to when the leave is effective, then they select leave type, and person to whom the leave is being requested (i.e.; supervisor or manager). Tick in half day involved if leave is requested only for half day.

 

*Note: leave approver can be set by editing staff from menu: - staff info. We can set up to 4 people who can approve leave in here.

 

4.7. Approve Leave:

One’s with authority is only be able to approve the request of leave. I.e. leave approver. Leave approver can search by leave year and the status of person i.e.

pending, approved, rejected, or all.

 

After searching, we need to go to action (i.e. eye looking icon), then we must select action of that request i.e. approved, rejected or forwarded. In case of approve and reject, select that action and enter remarks and then save. In case of forwarded, we must enter that person which the leave request is going to be forwarded.

5. Leave Reports:

Leave reports consists of Employee Leave detail.

5.1. Employee leave details:  

Search with name and leave year then click on generate report. In this report we can view leave type, opening, entitlement, leave taken and leave request of that person. Under that we can see details of leave taken. I.e.; leave type, effective from and to, effective leave days and leave approver.

6.Reports:

Reports consists of Monthly/Yearly Reports and Present/ Absent Reports.

6.1. Monthly/ Yearly Reports:

  • Attendance -> monthly/ yearly report ->…...

a) Monthly Attendance Sheet:

Here we can see monthly attendance details of all employees. I.e.: their entry and end time. As we can see it in figure below:

b)Monthly attendance summary:

Here we can see monthly attendance details of all employees in summary (i.e.; bird view). As we can see it in figure below:

*Note: Here is only a summary of a month but if you need daily details of attendance then go to monthly attendance sheet.

6.2. Present/ Absent Reports:  

  • Attendance -> present/ absent report ->…...

a)Absent days of employees:

Here we can get report of staff who are absent from one time period to another i.e.; selected while searching report.

Here are the list of staff who are absent in that particular date.

b) Employees Absent/ Present Reports:

In here we can see who is present and who is absent in a particular time period.

If the box color is green, then the person in and Out time is acceptable and if the color is red vice- versa.

 

 Payroll Module

Introduction to Payroll

Payroll Module is used to the record the salary details of total employee of the company. This system manage the payroll like, basic salary, Grade, Allowances, Provident Fund, Leave Deduction, Upadan, CIT, Social Security Tax, Income Tax etc.

This system is developed based on the Nepal Government Tax calculation framework. When we generate Payroll of the employee, it will generate a report to send salary in bank Account also. This is integrated with accounting module.

Here are some steps to be setup in payroll module;

      • Staff Information Entry
      • Staff Salary Information Setting
      • Allowance Head Setting
      • Employee Wise Allowance Setting
      • Tax Slab Setting
      • Month Setting

Preliminary Requirements

Before getting familiar to Payroll Module, following preliminary requirements are to be considered: 

  •  Payroll Setting:  To use payroll module, First of all, we have to set Payroll Setting like, Payroll Related Information (company PF %, Employee PF %, TDS %), Ledger Details (Salary Account, Advance Salary Account) etc. from Company Setting.
  • Government Rules: Payroll is 10% of Basic +Grade Salary will be deducted from employee salary & 10% will be added by organization. Total PF is 20% will be forwarded to Provident Fund. CIT can be set as per official rules.  TDS is 15%.We can set from Administration > Organization Setup > Company Setting > Payroll Setting.

 

 

 

  • Employee/Staff Info: Add or Import Staff Details on Staff > Staff Info as per Employee Info form. Select All Employee Salary Based on “Employee-Wise or Designation -wise”.

 

 

 

1. Setting 

Under Settiing, various settings cab be set to the system. The features under Settings are:

1.1. Bank

We can set Bank Account in Software for Payroll Send in Bank Account.

  • Set Bank from Payroll > Setting > Bank > New.

 

1.2. Tax Slab (TDS):

We can set TDS in Software for Payroll to deduct TDS of employee.

  • Set TDS from Payroll > Setting > TDS > New.

 

 

1.3 .Month:

We can set months in Software for Payroll generation of employee in monthly basis.

  • Set month from Payroll > Setting > month > New.

2.Allowance & Benefits

Under Allowancea and Benefits, following features are included: 

2.1.Allowance:

Here we can create individual allowance head of the company for employee.  

  • Set Allowances from Payroll > Allowance & Benefits > Allowance > New.

2.2.Allowance Category:

Here we can categorise the allowance head as per designantion of employee. This feature used to implement designation wise employee salary system. 

  • Set Allowance category from Payroll > Allowance & Benefits > Allowance Category > New.

 

2.3.Employee-wise Allowances:

This employee-wise allowance is used to calculate in monthly basis for invidual employee.

  • Set employee-wise allowances from payroll >Allowance & Benefits > Employee-wise Allowances.

 

2.4. Extra Benefits:

Extra Benefits is used to set occasional benefits like Dashain Allowance, Maternity Allowances, Tution Allowance etc. We can choose this allowance for the required months only at the time of payroll generation of that month.

 

3.Deduction:

Under Deduction, following features are included: 

3.1.Deduction:

This is used to set deduction head and related amount in salary.  If a company rule is not as per government rules in % basis like incase of Provident Fund (PF) and calculated in amount basis, we have to use this features to deduct PF. 

  • Set Deduction head from Payroll > Deduction > Deduction > New.

3.2.Deduction Category Master:

Deduction Category is used to categorise the deduction as per the designation of emloyee. To categorise the deduction follow following instruction:

  • Set Deduction head from Payroll > Deduction > Deduction > New.

 

 

 

3.3.Employee –wise Deduction:

Employee-wise Deduction assigns the deduction for individual employee. To implement this, follow following steps:  

  • Set Employ- wise Deduction from Payroll > Deduction > Employwise Deduction > Set.

 

 

 

4. Payroll Activity

 Under Advance and Other, following features are included: 

4.1. Advance: 

We can set advance taken salary of any employee. When we generate payroll, advance taken amount will be deducted automatically.

  • We can set Advance salary from Payroll > Payroll Activity > Advance >New.

 

 

4.2 Salary Setting:

For implementing the Salary Setting feature, follow the instructiuons below: 

  • Payroll > Payroll Activities > Salary Setting.
  • Set Salary Details of all employees as per the form format.
[*Note: Salary Based on should be Employee-wise.]

4.3. PF Loan Deduction Request:

If any employee is taking Provident Fund Loan in advance and paying partially in monthly basis from his salary, we can set here. This data will reflect in monthly payroll sheet.

  • Go to: Payroll > Payroll Activity > PF Loan Deduction Request > New.
  • Set Name, request data and deduction amount & Save

 

4.4. Payroll Generation:

After setting all master setting related data of payroll, now we can generate payroll of all staff in monthly basis. All above setting will reflect in Pay slip at the time of payroll generation.

  • Go to: Payroll > Payroll Activity > Payroll Generation
  • Select related month & Payslip generation date and click on search button.
  • Click on Generate.

 

4.5.  List PaySlip: 

Here we can view the payroll details of each selected month after payroll generation. If any mistake forwarded in the generated payroll, we can delete from here individually or in bulk by selecting related employees.

  • Go to: Payroll > Payroll Activity > Payslip.
  • Select month & click in search to view the related data.

5.Part-Time Salary:

We can set part-time salary for part-time working employee as per their working status, company salary terms in Software for Payroll generation. 

  • Set part-time salary from Payroll > Part-Time Salary > Set Part Time Salary > New.

                                

 

 


 

 

 

Examination Module

Introduction to Examination

In exam module, we do all the exam related activity of the student of the school. Here we set exam name, exam weightage (%), entry full/pass marks, generate marks ledger, generate mark sheets class wise etc. Here are the some steps to operate exam module. 

1: Manage Subject:

1.1. Subject

Here we manage the all subject records in e-School Cloud software. For individual data insertion

  • Go to: Examination >Manage Subject> Subject > New

*Note: The blank space before and after period is not allowed in our system and there must be unique subject code. If subject type is core and elective, it means compulsory and optional subjects respectively.

1.2. Program Subject Association

For individual data insertion

  • Go to: Examination >Manage Subject> Program Subject Association > New

1.3. Elective Subject

Here we can set elective subject for each program semesters.

2.Manage Exam

2.1. Assessment Category

For individual data insertion

  • Go to: Examination >Manage Exam>Manage Exam>Assessment Category> New

 

2.2. Grade Period

For individual data insertion

  • Go to: New Examination >Manage Exam>Manage Exam>Grade Period> New

*Note: If there is 100 marks exam conduct you must have to enter 100 in grade period in exam weightage.


2.3. Assessment Information (info)

After evaluation parameters, you must have to access assessment information.

  • Go to: Examination > Manage Exam>Manage Exam>Assessment info> New

2.4. Exam Conduct

Examinations are conducted according to the Assessment Rule.

  • Go to: Examination > Manage Exam> Manage Exam>Exam Conduct> New

2.5. Exam Schedule

Exam Schedule, if you create exam date routine it’s show in mobile apps.

  • Go to: Examination > Manage Exam> Manage Exam>Exam Schedule> New

2.6.Publish Exam

When you publish the results, you must have set the current date period.

  • Go to: New Examination > Manage Exam> Manage Exam>Exam Publish> New

*Note: You must have to set current time before you generate marks ledger and markseet.

3. Exam Weightage

When you create the exam weightage, you must have set the format of UT and term exam ‘Score Type’

  • Go to: Examination >Weightage>Exam Weightage >Assessment Category Weightage> New

*Note: If there is only conducted term exam result without UT you’ve enter 100 in category name otherwise you must have set UT marks and Term Exam 20 and 80 respectively.
  •  Go to: New Examination > Weightage>Exam Weightage >Grading Period Weightage> New 

 

4. Evaluation Parameter

Before assessment information (info), you must have to set your grading and percentage setup for entering score type and grade type (SEE GPA) which is managed by e-Zone staffs.

For individual data insertion

  • Go to: Examination >Manage Evaluation Parameter>Evaluation Parameter>Grade Setup> New

  • Go to: Examination > Manage Evaluation Parameter>Evaluation Parameter>Percentage Setup > New

5. Marks Entry

Academic staffs play the role in marks entry.

  • Go to: Examination > Marks Entry> Marks Entry> New

6. Quality Measure

Before quality measure entry, you must have to set the quality measures (extra activities) in examination module.

  • Go to: Examination > Manage Quality Measure>Quality Measure> Quality Measure Group>New

 

 

  • Go to: Examination > Manage Quality Measure>Quality Measure Parameters >New

  • Go to: Examination > Manage Quality Measure>Quality Measure Grade>New

7. Marks Ledger

The check marks in the exam results indicate that a particular transaction has been illustrated below.

  • Go to: Examination >Exam Report>Marks Leger>Get Report

8. Mark sheet

In mark-sheet, what you obtain after your examinations and reflects your performance for the same.  The number of years your course spread over and an explanation of the grading system followed by your school/college. Before generate mark sheet you must have to set report format.

  • Go to: Examination > Exam Report> Mark sheet > Get Report

Library Module

Introduction to Library

Library management admin/member can easily search for books by book author, Title and Publication name. Keep in record of different categories like; Books, Journals, Newspapers, Magazines, etc. System provides an easy way to know the status of a book. Librarian can keep complete information of a book like; Book name, Author name, Publisher’s name, Date/ Year of publication & Cost of the book, etc.

1. Setting

Setting consists of Book Category, Book Genre, Book Group, Book SubGroup and Issue Rule.

1.1. Book Category

Books contain lending and reference books. Lending books are those books which are associated on course based book such as colleges/ schools textbook like physics, biology, English etc. Reference books are those books which are denoted as non- course books such novels, history, story books, dictionary etc.

  • Go to: Library >Setting >Book Category > New
  • Enter Book Category Name and Book Category Details
  • Click Save to save the data.

​​​​​​​1.2. Book Genre

This is a category for different genres of books, as distinct and separate from the category book by type.

  • Go to: Library >Setting >Book Genre> New
  • Enter Genre Name and Genre Details
  • Click Save to save data.

 

 

​​​​​​​​​​​​​​1.3. Book Group

Book Group are:

  • Go to: Library >Setting >Book Group> New
  • Enter Group Name and Group Details
  • Click Save to save the data

 

 

​​​​​​​1. 4. Book Sub- Group

To enter Book Sub-Group:

  • Go to: Library >Setting >Book Sub Group> New
  • Enter Group Name, Sub Group Name and, Sub Group Details
  • Click Save to save the data

 

1.5. ​​​​​​​​​​​​​​Issues Rules

All faculty, staff, scholars and students of the institute are entitled to become library members. Users are divided into the following categories - their entitlements, maximum number of books, number of days for renew, fine per extra day and number of days of issue is proposed in the given below:

  • Go to: Library>Setting >Issues Rules> New
  • Enter Member Type, Program, Semester, Book Category, Number of Book Allowed, Number of Renews, Number of Day for Renew and Fine Per Extra Day
  • Click Save

 

 

 

 

 

2. Compartment and Racks

Compartment and Racks contains details for compartment and their racks.

​​​​​​​2.1. Compartment

Compartment divide (something) into separate parts or sections.

  • Go to: Library >Compartments & Racks>Compartment> New
  • Enter Compartment Name and Compartment Details
  • Click Save

 

​​​​​​​​​​​​​​2.2. Racks

In racks, books are stored in vertically or horizontally way.

  • Go to: Library >Compartments & Racks >Racks> New
  • Enter Compartment Name
  • Enter Rack Name and Rack Details under the Compartment
  • Click Save

 

 

3. Book Entry

library within a colleges where students, staff, and often public or private school have access to a variety of resources. Staffs can entry the categorized of books based on course and non- course books.

4. Book Classification Number

A library assigns a classification number that unambiguously locates a particular volume in a position relative to other books in the library, on the basis of its subject. The number makes it possible to find any book and to return it to its proper place on the library shelves.

  • Go to: Library >Book Information > Book Entry>Book Classification Number >New
  • Enter the details related to book classification
  • Click Save

 

5. Book Accession Number

Accession number mentions total number of books in library by example last book allotted by 25354. Total number of books available in recording in database.

  • Go to: Library >Book Information > Book Entry >Book Accession Number>New
  • Enter the accession details
  • Click Save

 

                                                         

6. Register Member

In Schools/Colleges, there began to be membership cards, which it became necessary to register users who were permitted to borrow illustration of book card and description of use.

  • Go to: Library>Library Membership> Register Member>Student’s Register Library Info
  • Tick the student ID whose membership is to be registered
  • Click Save

7. Barcode Print

In barcode, we have accession number which are added in book entry. It generates the code of books and looks exactly the same as the given below, except that it does not have the first digit”0″ in the number below the bars which are identify with different unique digits.

  • Go to: Library >Barcode Generate>Print Accession Barcode> Print Accession
  • Click the accession number whose barcode is required
  • Click Print Accession

 

8. Book Transaction

Staffs can record the book transactions which are shown in below.

  • Go to: Library> Activity> Book Transaction> Issues Book
  • Enter Member ID, Accession number, Renew After and Next Renew Date
  • Click Issue Book

 

9. Book Aggregate Status

Aggregate status that we want to compute - in this case, the average of the total quality, total issued, total damaged and remaining quality on the Book model. A list of the aggregate functions that are available can be found in the set reference and lending books.

  • Go to: Library>Reports >Book Aggregate Status
  • Enter the details of the book to search the aggregate status
  • Click Search to get the detail of status