How to carry forward unpaid dues from the previous session

1. Open the student fee profile

Open Inkwelly → Student Fee from the left sidebar and click Fee Profiles under OVERVIEW. Use the search box to find the student by name, admission number, or roll number, then click the row to open the profile. The profile detail page shows the student's photo, class, fee group, the fee breakdown on the right, and a row of overview tiles — Payments, Receipts, Refunds, Cheques, Discounts, Scholarships, Credits, Waivers, Fines, and Carry-fwd.

2. Click the Carry-fwd tile

Click the Carry-fwd tile in the profile overview row. Inkwelly opens the Carried Forward Dues page for this student, listing every existing carry-forward entry as a card with description, original amount, a status badge (Active, Partially Paid, Paid, Written Off, Adjusted, or Cancelled), and who added it. If the student has no rollover yet, you will see an empty state with a clock icon and a + Add Due button on the top right of the card.

3. Click + Add Due and fill the dialog

Click the + Add Due button on the top right of the card. The Add Carried Forward Due dialog opens with three fields. In Description, type something the parent and office can recognise on a receipt — for example Unpaid dues from 2024-25 — Q4 tuition and transport. In Original Amount, enter the exact rupee figure carried over such as 8500. The Remarks field is optional and stays internal to the office — use it to note where the figure came from, such as Source: 2024-25 Excel register, row 142.

4. Save the entry

Click Add Due to save. Inkwelly creates the carry-forward record with status Active, stamps the current date and the staff member's name, and refreshes the page. The new entry appears at the top of the Carried Forward Dues card with the original amount on the right, a red Due line showing the same amount as outstanding, and the Active status badge. The student's overall fee breakdown — visible in the right column on the profile — updates to include this amount under Outstanding.

5. Repeat for every student with a previous-session balance

Go back to Fee Profiles, search the next student, and repeat steps 1 to 4. For schools migrating from Excel for the first time, keep the old register open next to Inkwelly and tick each name as you go — a clerk can typically add 60 entries in about 30 minutes once the rhythm sets in. If a few parents have already paid since you exported the figures, simply skip those rows. Inkwelly does not auto-rollover across sessions today, so this manual pass is the single source of truth for last year's pending dues.

6. Write off a portion or the whole due when management approves

Open any Active or Partially Paid carry-forward entry's three-dot menu and click Write Off. The Write-Off dialog asks for a mandatory reason — for example Approved by trust on 12 April — financial hardship case — and a Partial toggle. Leave Partial off to write off the full outstanding amount, or turn it on to enter a smaller rupee figure. Click Confirm. Inkwelly drops the outstanding amount by the written-off value, flips the status to Written Off or keeps it Partially Paid, and records who approved the write-off with date and time on the card.

7. Cancel or delete an entry created by mistake

If you added a wrong amount or duplicate row and no payment has been collected against it yet, open the three-dot menu. Cancel sets the status to Cancelled and removes the amount from the student's profile totals while keeping the audit trail visible. Delete permanently removes the record and is allowed only when the entry is Active and has no payments. For any entry where a parent has already paid even a single rupee, use Write Off with a reason instead of Cancel or Delete — that preserves the receipt chain auditors expect.