After Installing the DigitalSchool software you find the following icon on Desktop.

Click on this Icon to get Login Screen

This is the Login Screen

Selec the user as Admin Enter password as admin Choose the Academic Year that you want to login. After login into software you can create new academic year Click on LogIn button to login into software

After sucessful login , DigitalSchool’s Main window appears as below
This is Login Date and time

Click here for help

Name of the user who logged In

User can change his password by clicking this option

Click here to change the Present Academic Year

Alredy you configured the settings like Academic Year,Classes,Sections and Medium.

Example: I want to enter the admission details of the academic year 2015-16, so I selected the Academic Year as 2015-16 in the Login Screen.

Goto ADMISSIONS->ENTRY

Click here to open Admission Form for Entry

• 1. Academic Year means present academic year i.e Academic year that you logged in .
• 2. Join Year means that Academic Year in which student joined in the school. If Academic Year and Join Year are same then student is considered as new or else old student.
• 3. Adm.Class means Admission Class i.e student for which class admission given in school.
• 4. Pres.Class means Present Class i.e student in which class is studying now. (for the logged in academic year)
• 5. First Name can be used for Sur Name of student
• 6. Category is used to know whether the student Dayscholar only or Residential also
• 7. Student Type is for if the student is on record as per Govt then Regular.
• 8. Religion / Caste / Caste Category are optional fields to be choosed from list.If it is not available in the listbox then add it and to do this click on the button … next to the listbox.
• 9. Class Start is the date usally starting date of the academic year.If the particular student has separate date to attend the classes then mentioned the same here.
• 10. If your school providing bus facility for students and this particular student utilizing the service then select the option Transport If Transport option selected then Route ,Point,Starting Month appears. These are all selective controls and different Transport routes and the points to be configured in SETTINGS.

Note that the mandatory fields are given below.

• a. Admission Number
• b. Join Year
• c. Adm.Class
• d. Pres.Class
• e. Medium
• f. Gender
• g. Category
• h. First Name

Click on SAVE button to save the record.
You will see the message “Admission Data Saved” at the bottom of the “Admission Register” screen.
If you want to continue with another admission, click CLEAR button otherwise click EXIT button.

After Saving the student’s data, click on other Tabs like PARENT,OTHER INFO,DOCUMENT SUBMITTED,FAMILY PHOTO,PREVIOUS STUDY

Goto ADMISSIONS -> VIEW

Click here to open Admission Register View Form

This Admission Register View screen is used to display all the student available for the logged in Academic Year
The selection fileds like Class,Section,Category,Gender are used to display the appropriate information.
Sort option is used for sorting the order of student information.
After completing the selection Click on SHOW button to display the student records.

This is the Admission Register Entry screen opened in EDIT mode.You can do necessary modifications and then click on EDIT button to save changes.

Click on DELETE option to delete the student record permnently. Alert message will be displayed then click on YES button to delete student record.

If the transactions done for this student like entering attendance or marks or collecting fees etc then you cannot delete this record. In such case to delete the record first you will have to delete all of transactions for this student need to delete.

Select the student and click on CHANGE CLASS then following popup form will open. This is screen is used to change the present class and it is helpful when you feed the data by mistake

Select the student and click on CHANGE ADMISSION CLASS then following popup form will open. CHANGE CLASS option is used to change the present studying class where this CHANGE ADMISSION CLASS option is used to change the Admission Class and Admission Year (Join Year).
DELETE WITH MARKS & FEE
if the student paid fees or entered marks then you cannot delete that Admission Record untill you delete his marks and fee paid details.
In some cases you will have to delete the student record from admission even he has transaction records ( fee & marks records) then this option is used.
Using this option you can delete the student along with the details of his fee and marks data.

DigitalSchool provides two ways to enter the attendance (absentees).
by default all students consider as present.To enter absent student information, you can use any one of the following menthods.

1. Enter the Attendnace Class wise
2. Enter the Attendance Student wise

Goto ATTENDANCE ->ENTRY->CLASS

Above screen is used to record the attendance for entire class at once.Now lets see how to enter the attendance for a student.

Goto ATTENDANCE ->ENTRY->STUDENT
you can use this screen for only Absent students.

After entering the attendance you can generate different types useful reports.
Goto ATTENDANCE ->REPORTS


STUDENT WISE ATTENDANCE
Using this report you can get the present and absent details of a student from the selected date range.

CLASS WISE ATTENDANCE
This report is used to get absent students for the selected class in the given date.

SCHOOL ATTENDANCE
This report is used to get the entire school absentees in the given date.

TODAY ABSENTS
This report is used to send SMS or Email to the absentees.

ABSENTS BETWEEN DATES
This report is used to get the list of students in a class with absent dates and percentage of attendance in the given date range.

ATTENDANCE PERCENTAGES
This report is used to get the list of students those who are in below in required attendance percentage and same can be intimated by SMS and EMAIL.

ABSENTS SUMMARY
This is the consolidated report is useful to get the class wise number of presents and number of absentees in the given date.

MONTHLY ATTENDANCE
This report is used to get datewise attendance in the given month for the selected class

After giving the Admission there is another step called Section or Roll Number allotment.
Section means same class divided into number of sections to accomidate fixed number of students in a class room.
Roll Number allotment means sometimes student is called with a simple number instead of name such number is called Roll number. Roll number usally serial number in a section starts with one.
Please note that to allot Roll Number first you will have to allot the section for a student because roll number unique in the section and not in the class.

After alloting sections to a Class, allot Roll Numbers to that Section

Digital School provides integrated mobile messaging service (SMS) as value added service.

SMSes will be delivered to mobile handsets through SMS gateway.Internet Connection and SMS gateway Account is required to send these SMSes.

Configuring SMS gateway:

Goto SETTINGS->SMS->WEB SETTINGS

Here SMS template means pre configured mobile message i.e you can use the template message instead of typing the message at the time of sending sms.

Goto SETTINGS->SMS->TEMPLATES

Sofar you configured the SMS gateway and Template for the purpose of sending sms for today absent students.
Now lets see how to send SMS for Absentees
Goto ATTENDANCE -> REPORTS -> TODAY ABSENTS

Usally to inform about student absent, there is a report (Attendance->Reports->Today Absents) through you will have to send SMS.To inform fee dues, there is a report (FEE->Reports->Fee Intimation Letters) through which you will have send SMS similarly to inform exam performance ,there is a report through which you will have send SMS. For all purposes there is a specially designed report to send SMS.

Digital School software has an option to send the SMS for general purpose also and it may be regarding school holidays,festival wishes or any information.

Goto ADMISSIONS->GENERAL SMS

This is the report used to view the number of SMSes sent for the selected date,message and delivery status. This is also called sms log file and having the option to print the report.

Goto ADMISSIONS-> SMS SENT LIST

select the name of the Report/Screen through which SMS sent.

select the Class and Date THEN click on SHOW button to get sms logs.

This option is used when database exceeds the limit or system becomes slow due to size then all student photos need to compress.Using this option all student photos can be compressed. This option is used to save all students photos at a time instead of browsing each photograph. This option is used to download the student attendance logs from finger print or RF reader device.

Go to SETTINGS -> SCHOOL INFO

then SETTINGS Form appears,


Click on ACADEMIC YEAR tab
Academic year is session, for example School starts in the month of June 2015 and Ends in April 2016 then the academic year is 2015-16

Saved Academic Year appeared in the List.Now lets see how to Delete it


Documents :

To provide Admission, school may need to collect some documents or certificates from student like TC or Study certificates from previous school.

Those required documents list to be configured here

Goto SETTINGS -> DOCUMENTS


How to EDIT Document?
1. First select the Document which you want to Edit
2. Click on EDIT button.
3. PopUp screen appears with the Document Name and it lets you to change it.
4. Click on Modify Button

How to DELETE Document?
1. Select the Document which you want to delete
2. Click on DELETE button
3. Alert message appers Click on Yes button to delete.
Note: Document will not be deleted in case it is used in Admission Records then first delete it from Admission Records of students.

These all settings are necessary to collect the fee.

Goto SETTINGS -> FEE


FEE HEADS
Fee Heads are accounting heads under which you collect the fee. Admission Fee,Term Fees,Tuition Fee are few examples for Fee Heads.

Note:All these fee heads are appered in Accounts as sub heads under Fee Collection head. Fee heads are not depending on Academic Year and these are commonly appears for all academic years.

At the time of creating the fee head you will have to give additional information like whether the fee head is applicable for all the students (new and old) or newly joined students or only hosterls etc.

if you want to collect the Admission Fee only from Newly admitted students THEN select Fee For as New Admission
If the fees applicable for only Newly joined students in Hostel THEN select Fee for as Hostel New Admission.
if fee applicable for all students THEN select Fee For as All .Like this you will have to select Fee For options.
Note: Transport or Bus Fee Head do not configure here and there is a separate procedure for Bus fees

How to Modify or Delete Fee Head?


How to Delete the Fee Head?
Click on Delete option in the context menu then alert prompt appears to confirm delete.Click on Yes to delete the Installment

We have configured the Fee Heads successfully. Now you can configure the fee structure.

DigitalSchool provides two methods to configure fee structure.
1. Student wise fee structure .This model is suitable If the fee amount is not same with in a class i.e Different students having different fee structure with in a class.
You can choose different Fee due date for different students in the class for a particular Fee Head

2. Class wise fee structure This model is suitable if the fee amount is same for all students with in a class.Most of the schools using this model. Even you configure the fees for a class, you can give the concession for student level.
Fee due date is common for all students in the class for a particular Fee Head
Now lets see how to configure fee for both the scenario one by one.

Goto Fee -> Student wise fee structure (Special Fee Structure)



How to Modify the Fee Insallment?

How to Delete the Fee Insallment?
Click on Delete option in the context menu then alert prompt appears to confirm delete.Click on Yes to delete the Installment.

Lets see another scenarioin of fee configuration

Goto Fee -> Class wise fee structure (School Fee Particulars)

Class vs Fee Heads form
Here we are going to configure the fee structure for the Class not for Individual student in the class.

Click on this button to configure X class New Admission Fees then below screen appears

This is the Class wise fee structure entry screen

It makes the configuration in simple.

saved fees appears on screen.

How to Modify the Classwise Fee Structure?

Click on this button to Modify its related fees (5000)
This screen appears with the fees already configured, now it lets you to Modify

If the fee amount is collcted on this Fee Head for this class from any student ,In such case you cannot Modify or you cannot Delete this FeeStructure.These buttons appears in disable mode. But You can always change the installment date (due date).

Sofar we have seen how to set up Studentwise fee structure or Class wise fee structure.Now we are going to know about DigitalSchool another feature called Optional Fees.

Optional Fees is optional and it means that may or may not applicable for all students in a class. For example school conducts a compitation there is a compitation fees and it is to be collected from the paricipants.So this fees to be applied for those students only.To collect these type of fees you will have to create optional fee heads.

Optional Fee Heads are fee heads used to collect optional fees only and configuring these fee heads exactly same as configuring Fee Heads.

Goto SETTINGS -> FEE -> OPTIONAL FEE HEADS

You can work with this screen same as you worked for Fee Head screen.


Now lets see how to apply the optional fees for students
Goto FEE->OPTIONAL FEES -> ENTRY

Optional fees configuration Screen and all these setup configuration required to collect fees.


Where do I see how many students applied optional Fees?
Goto FEE->OPTIONAL FEES -> VIEW

How to Edit or Cancel the Optional Fee Configuration?
Optional fees can be edited or cancelled student by student

Use this Delete ALL option to Delete.

Usally Buses run by the school to pick up and drop the students. This fees setup configuration is different and we are going to know how to setup bus fees.

DigitalSchool offer two way to collect the bus fees

• 1. Yealy Once
• 2. Monthly Once.
  Note: If your school collect the fee term wise ( once 3 or 4 months) then go for the procedure of Yearly Once.

Goto SETTINGS->FEE->BUS FEE


click on NEW to add Account settings for the latest Academic Year (logged In)


Click on SAVE to save the settings.Saved Item appeard in the List.

1. select the record

2. Click on Edit button then Bus Fee Account Settings screen appears with selected data.Do required modifications then click on Modify

How to Delete Bus Fee Account Settings?

Select the record and click on Delete button.
Record will not be delete if transactions made after Account Settings done.

BUS ROUTES
Buses sent for different routes to pickup the student and each Route has different stages to stop the bus i.e points.
Now lets know how to configure bus Routes and Points.

Goto SETTINGS->FEE->BUS FEE ->ROUTE MASTER

click on MODIFY after editing the Route Name

click on DELETE to delete Route name.

Note: Route will not be deleted if points are there under that Route.

Goto SETTINGS->FEE->BUS FEE ->POINT MASTER


Click on SEARCH button to get the screen below for Edit or Delete the point



We have done the required settings for the Bus Fee Collection.Now lets see how to apply the Bus fee for students.

DigitalSchool provides two ways to apply the fees for students.

• 1. Apply Bus Fee from Admission Form – Single Student at a time
  This option is used If the Student’s Transport details available at the time of Entry
• 2. Apply Bus Fee– Multiple Students at a time
  This option is used if the Transport Details not given at the time of Admission Entry.

1. Apply Bus Fee from Admission Form

Goto ADMISSIONS ->ENTRY

click on SAVE button to save the Admission Record.

Use second method to apply Bus fee if student records already saved.
2. Apply Bus Fee– Multiple Students at a time

Do the same procedure till you apply Bus Fee for all the eligible students

Now lets see how to Edit the Bus Fees
Goto FEE -> BUS FEES-> EDIT

Click on DELETE ALL button to delete all Running (Unpaid) Fees

Goto FEE -> BUS FEES-> VIEW
This is the screen used to display Class ans Section wise Bus Facility utilizing students.

If the fee amount not paid even after the due date then parent will have to pay extra amountin addition to actual fee amount. DigitalSchool software provides automated system for this.

Goto FEE-> FINE DETAILS

You have done all necessary settings to collect the fees.Now lets see how to collect different Fees,give the concession and gerating different type of reports like collection statements,dues reports etc.

Pre Admission Process:

Application Form:

Admission procedure starts with Application Form and school sale the Application Form,Parent Fill that Application Form and Return to School then Application Form details entered in to the software.

Applications scrutiny and Interview may conduct to before allot the Admission.

First lets know how to sale the Application form

To collect the Application Fees , you will have to specify which fee head collected fees has to be transferred.

Goto SETTINGS->FEE ->APPLICATION FORM

Now lets see how to collect the application fees from the parent.

Goto FEE->APPLICATION->ISSUE

click on SAVE button. If Print Receipt selected then
Application fee receipt will get printed.

Application returned by the parent with filled details then those details will be entered in Admission Registration Form.

Goto ADMISSIONS->PRE-ADMISSION->ENTRY



Application Register Form will be filled with the student’s details.

You can add on further information including Photo and Click on EDIT button to save changes.

Note: If you do not have application sale information then you can enter all the information without selecting the application number button.Click on SAVE button.That is the application number is not mandatory above details.

To access the Application Register information
Goto ADMISSIONS ->PRE-ADMISSION->VIEW

Click on ADMISSION DETAILS to convert the Application as Admission.Makesure that the Application set Admission eligibility as Yes in OFFICE USE tab of Application Register

To convert application as admission or to update application status,

Goto ADMISSIONS -> PRE-ADMISSION -> OFFICE

Most of the income for a school comes from fee collection system.DigitalSchool provides FEE module to fullfill all the fee collection related rquirements.

Account module is required to enter all the expenses of the school like salaries,powerbills etc and it help us to get Income and Expenses statement.

Account module also used to enter the income (Receipts) like donations or income other than fees.

In Digital School terminology Sub Heads are Account and Heads are Group of Accounts
Example : Salaries/PowerBill are SubHeads or Accounts THEN Expenses is the Group of Account or Head

Note: All the Fee Heads created in Fee collection module will appear in Account module as SubHeads under Fee Collection Head

to see that goto Accounts-> Master -> Subheads



Now lets see how to create Sub Head
Goto Accounts-> Master -> Subheads

How do you EDIT or DELETE the SubHead?
Goto Accounts-> Master -> Subheads then Click on SEARCH Button

You can add/modify/delete the Heads same as SubHeads

Before Starting the Software there was some transactions (Debit or Credit) to the Account. Instead of entering all those previous transaction we enter one coslidated amount (Debit-Credit) as on particular date. That is called closing balance. These amounts can be entered at a time using this screen.


There are four standard Accounting Transactions
1. Payments : It is used to pay the amount for any purposes. Debit Transaction for to whom it is being paid AND Credit Transaction for Cash Account or Bank Account from where it is being given.
2. Receipts : It is used to receive the amount for any purpose other than fees. Credit Transaction for the payer account and Debit Transaction to Cash Account or Bank Account
3. JV : neither Cash Accounts or Bank Accounts.
4. Contra : either Cash Accounts or Bank Accounts

Goto


How to EDIT or DELETE the payment voucher?
Goto ACCOUNTS->TRANSACTIONS->PAYMENT THEN Click on SEARCH button



The working procedure (SAVE/MODIFY/DELETE) is same for all other Transaction option Receipt ,JV and Contra.
How to Enter JV?

Digital School provide different types of standarad Accounting Reports.

All the reports are self explanatory.

Concession is the process of discounting the fees.Either you configured for Studentwise Fee structure or Classwise Fee structure, Digital School enables to give the concessions. First lets see how to approve the concession
Goto FEE->CONCESSIONS

Click on SAVE button to save concession

How to Edit or Delete the Concession?
After selecting the student click on SEARCH button then all the concession list given for the selected student will appear as below.

Receipt.Number and Date are in blank and it means that this concession is not comitted (concession is comitted only when save the Fee receipt with concession).So you can Edit or Delete the concession using these relavent buttons.
Goto FEE->FEE ENTRY : After aprove the concession,open this screen and select the student

You have completed all necessary settings to collect the fees.Now lets see how to collect different Fees,give the concession and gerating different type of reports like collection statements,dues reports etc.

Goto FEE->FEE ENTRY

All Types of fees can be collected using this screen only and know more about this.

This is the screen after selecting the student to collect fee

If you want to collect part payment in one fees do following procedure


Other Information about Fee Receipt form

How do you generate duplicate Fee Receipt or Cancel the Fee Receipt ?

Please note that once the fee receipt saved Digital School not allow you to modify it but it lets you cancel the Receipt.

Goto FEE-STUDENT RECEIPTS

It shows all the receipts of the student for the selected Academic Year.

When you click on Cancel button ,system will ask you reason for cancellation.

Note: To do the above operation you should have permission (User Privileges)

We are familiar with the fee collection and configuration .Now we are going to know about various reports in Fee collection system.

Report is the format that appears after processing the data in required format and it is also get printed on paper.

If I want to know dues of the particular students and it has to be printed .

Goto FEE->STUDENT DUES


We have seen how to print dues of the student. How do you print fee paid details?

Goto FEE->FEE RECEIPT

In Fee Receipt screen find the PAID DETAILS button and click on the same.


Where do I see Cancelled Receipts and how to get print?

Goto FEE->CANCELLED RECEIPTS

Choose between dates and click on SHOW THEN list of cancelled receipts appear in the given date range

To get different types of Reports goto FEE-> REPORTS

Click on the Report name Fee Collection Details-Daily

It gives the details like how much fees collected student wise and head wise in the given date.This is the report used by the cashier to submit the cash end of the day.

Rquired Columns option provides you to generate the report with the selected columns (FEE HEADS) only.by default all columns (FEE HEADS) selected.

Note: to see the required columns list,you need to generate the report once.

Fee Collection Details- between dates is used to get the fee collection details for a week/month/quaterly/half yearly /yearly that is all depends on dates selected.

You can send the due reminder sms or letter to parent using the Report Fee Intimation Letters

All these self explanatory different types of reports fullfill all of your requirements

DigitalSchool is a well organized software and it functions based on the user rights to operate the software.If the user is Admin he has all the rights to operate the software and Admin can create the user and assign the rights to operate the software.
Lets see how to create a user and allot the rights and to do this login into the software as Admin.
Goto SETTINGS -> USER PRIVILEGES

Create the ROLE and assign the ROLE to USER.lets see how Click on ROLES then blow screen appears



Each Privilege has the option Add / Modify / Delete /View/Print
If the option is tick marked then selected role has the right to do that .

You can assign this Role to one or more users.

Goto SETTINGS -> USER PRIVILEGES ->USERS

when click on NEW button this screen will popup

The process of promotion from one class to another class comes under academic year end process.
Goto SETTINGS ->YEAR END PROCESS

Example: You want to promote students from the academic year 2014-15 to 2015-16 then login into the academic year 2014-15

If your school has the class the from LKG to X then the promotion process should start from X.
all the X students goto Course completed list THEN X will be vacant. Now promote IX students to X THEN IX will be vacant so promote VIII student students IX and all are section wise.

Course completed students available at SETTINGS ->YEAR END PROCESS -> Course Completed Students

Now lets see how to promote IX students to X


To Cancel the Promotion

Then This looks like this

WithDrawal student
This is the procedure to withdraw the student from the school in middle of academic year or endof the academic year. You will able to issue the TC for the student those who are either in course completed list of withdrawal list.

Goto SETTINGS ->YEAR END PROCESS -> WITHDRAWAL

Many of the schools offering sale of items like text books,notebooks,stationary items, uniforms etc which are needful to their students. DigitalSchool provides software module which automates purchase,sale and generate stock and ledger reports.

Go Store SETTINGS

Either purchase or sale the item that should be in some UNITS. Some times Purchase in Dozens Sale in Numbers.
All the unit types to be registered in UNITS
All the salable items in the store to be registred in ITEM MASTER. Items grouping to be done at ITEMS GROUP
Store has many items which are supplied by different suppliers those all supplier to be registered
Goto SETTINGS->STORES -> SUPPLIERS MASTER

Now lets see the Store Transactions like Purchase and Sale.

Purchase Return screen allows you to return purchased items of any quantity.
Goto STORES->PURCHASE RETURNS: choose the Purchased bill then that particular bill items will appear .Enter return quantity of the items.

SALES
Generally items only sale for students.


Sale Return screen allows you to return sold items and return quantity could be any.
Goto STORES->SALES RETURNS: choose the Receipt Number (bill) then that particular bill items will appear .Enter return quantity of the items.
Reports: These are the different reports of store module including stock report.

PAYROLL module deals with staff related information profile, attendance,loans and salary.
DigitalSchool allows you to maintain exclusive employee information.Employee Info screen divided into three TABS i.e General ,Experience and Office Use
Lets see one by one.

Goto PAYROLL -> EMPLOYEE INFO

Some schools offers residential facility for students those who are stdying in their school .DigitalSchool provides comprehensive software soltuions to full fill automation needs.

First of all lets configure settings for Hostel module
Goto SETTINGS ->HOSTEL

This screen is used to listout the assets that are provided to hostel rooms and value is the approximate cost of the item and is optional.

When you click on NEW button popup screen appears as below

These are saved assets list and Lets see How to Modify?


BLOCKS

Hostel system room allocation divided into number of BLOCKS and each Block having number of rooms.
Lets configure Hostel Blocks.

Goto SETTINGS ->HOSTEL -> BLOCKS


How to Modify the Block?
Selec the Block which you want to Modify THEN click on EDIT button. Selected Block appear details appears in the popup screen.Do necessary modifications and click on MODIFY button.

How to Delete the Block?
Select the Block which you want to Delete THEN click on DELETE button.Alert message appears then click on Yes to delete.

ROOMS
Rooms are configured under the Block. Each room having number of beds .

Goto SETTINGS ->HOSTEL -> ROOMS

How to Modify the Room?
Selec the Room which you want to Modify THEN click on EDIT button. Selected Room appear details appears in the popup screen.Do necessary modifications and click on MODIFY button.

How to Delete the Room?
Select the Room which you want to Delete THEN click on DELETE button.Alert message appears then click on Yes to delete.

How to Add Bed?
Click on ADD button which under the Bed Details grid.You can provide other information of the Bed by typing directly over the grid cells.

How to Delete Bed?
Click on Delete button of the respective Bed on the Grid.

ROOM ASSETS
Now lets see what are the assets given to the room. Asset is the items which has some value and it could be any item.

Goto SETTINGS ->HOSTEL -> ROOM ASSETS

click on NEW to get this screen.

HEALTH CHECKUP TYPES
What are the health checkup Types that you do in hostel to be listed and this list is used in transaction records.

Configuration of Hostel Fee Strcuture (this configuration especially needed when you have different hostel categories for example Delux hostel, Normal Hostel etc)

All Residential students may or may not have the same fee structure and it depends on the facilities they need or class they study or hostel they accomidated.
Digital School provides complete solution for all types of fee structures in three steps
1. Create Hostel Category
2. Assigning Fee Heads for Hostel Category.
3. Apply the Hostel Category for student.

Lets see how

1. Create Hostel Category
Goto SETTINGS->FEE->MULTI HOSTEL FEE STRUCTURE


2. Assigning Fee Heads for Hostel Category.

Goto SETTINGS->FEE->MULTI HOSTEL FEE STRUCTURE THEN click on FEE STRUCTURE

How to EDIT or DELETE Hostel Fee Structure?

3. Apply the Hostel Category for student.



How to know the Fee structure of the student?

Goto FEE -> REPORTS ->STUDENT FEE STRUCTURE
How to collect the Fee?
Goto FEE -> FEE ENTRY
How the system will come to know whether the student is Residential or DayScholar?
Goto ADMISSION -> ADMISSION ENTRY
In this screen you have an option to choose Category DayScholar / Residential
If you choose Residential then you will have to enter other details like Hostel ID ,Hostel Joining Year, Room allotment and Fee structure details.

Class Attendance is different from Hostel Attendance.Lets see how to enter hostel attendance.

Goto HOSTEL - >ATTENDANCE

STUDENT WISE HOSTEL ABSENTS ENTRY SCEEN

Gate Pass
Digital School provides the automation of visitors information.

Goto HOSTEL - > GATE PASS IN
?

Goto HOSTEL ->GATE PASS OUT

How to Transfer the Student from one room to another or one bed to another?
Goto HOSTEL -> ROOM TRANSFER

How to cancel the room allotment for a student?
Goto HOSTEL -> ROOM DE-ALLOCATION
Select the student then student details appear THEN click on SAVE button to save room –de allocation.
Student Expenses
School will have to maintain a record for student expenditures like medical , cafteria etc. DigitalSchool provides the automation of Hostel expenses using this screen.

Goto HOSTEL ->STUDENT EXPENSES

DigitalSchoo provides automation student Health Record
Goto HOSTEL -> HEALTH CHECKUPS

Where do you see the Student Expnses Details?
Goto HOSTEL -> REPORTS -> STUDENT EXPENSES


Credit column is for the amounts paid by the student.
Debit column is for the amount of the expenditure by the school.
Select the student THEN all the Additional Expenses details will appear on grid.
Report can be printed by Print button or export to Excel spreadsheet.

How doyou know list of students Hostel Block wise?
Goto HOSTEL -> REPORTS -> HOSTEL STUDENTS

Where do you see the Rooms - Beds available and vacant?
Goto HOSTEL -> REPORTS -> HOSTEL ROOMS

All the others reports are self explanatory.

DigitalSchool provides a simple library software which automates all the library needs.
You can categorize the books and book info stored with all details like ISBN,Coverpage etc.You can issue the books for staff or student and Return books. Monitor Books is an option where you can see book wise available copies,issued copies and balance copies in library.
Lets see how to categorize the books.
Goto LIBRARY -> CATEGORY



How to Modify or Delete the Categoty?

We have categorize the books sofar,now lets enter the books category wise
Goto LIBRARY -> BOOKS


To Modify or Delete the book : select the the book and then click on Modify then popscreen appears with the filled data.
click on Delete then system will prompt with alert message THEN click on Yes to delete the book.Make sure that no transaction (Issue/Return) made for this book other wise you cannot delete the book from the list.
Reload button is just refereh button mostly no need to refresh the records to appear properly.
Print button is used to get print the list of books.
Cancel buton is used to close the screen.
Search button is used to search the book in the list with reference to book no/book titile/ISBN etc.
when you click on Search button below screen will popup.

Now we are entering into core functionality of the Library that is Issue and Return the Books
Goto LIBRARY -> ISSUE

Digital School provides ATTENDANCE entry in two types . 1.Daily 2.Consolidated and the attendance to be entered always in any one of the given types which is suitable for you.

1. Daily Attendance
Goto PAYROLL -> ATTENDANCE -> DAILY


2. Consolidated Attendance (Attendance entry for whole month)

Note: While calculating salary Loss Of Pay days are considered as unpaid days.
In Attendance entry,leaves will be accepted untill leaves available.
Leaves to be setup in Employee Profile -> Office Use.

Employee Loan Management
DigitalSchool provides employee loan management system that is Issuing the loan and repayment with the number installaments,loan automatic deduction from the salary etc.
Lets see how to Issue the loan.

How do you manage (Modify or Delete) the Issued Loan?
Goto PAYROLL->LOANS->VIEW



Salary Adjustments (Additions / Deductions)
Monthly salary of the employee being calculated based on given standard inputs like Basic/HRA/DA etc or Consolidated salary. There are standard deductions like ESI/PF etc.
Apart from all these standards some time there is a need of Addition (Bonus/Special allowance) or Deduction (charity donations/other causes deduction etc) for the particular month.
Lets see how to do that.

Goto PAYROLL ->SALARY ADJUSTMENTS -> ENTRY


SALARY PROCESS
It is an automatic process executed by the system, as a result we get employee wise salary for the given month including all addition and deduction particulars of payslip.
Lets see how to process
Goto PAYROLL -> SALARY


When you click PROCESS button, if alert message appears as below it means that no attedance given for those dates of the given month.

Save the attendance for all these dates to process the salary.
Successfully processed salary takes you to view the same.If salary is already processed and if you want to view then click on VIEW button .