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A fee item is one thing you charge for: Tuition, PTA dues, an ICT levy, a maintenance fee. Fee items are defined per term, so each term’s charges are set deliberately rather than inherited by accident. The item says what you charge for. The fee matrix says how much, per class.

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Money is in pesewas

Every amount in EduControl is a whole number of pesewas. GH₵ 250.00 is stored as 25000. This is deliberate — it means a fee, a discount and a payment can never disagree by a rounding fraction of a pesewa. The screens show you cedis. You only meet pesewas if you export the data.

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The two flags

Each fee item carries two switches, and together they decide how it behaves for every pupil billed.
An optional item is not billed to everyone automatically. Use it for things a family chooses: a school trip, an extra-curricular club, a uniform item.Items are compulsory by default — leave the flag off and every enrolled pupil in the class gets the charge.
A discountable item can be reduced by a pupil’s fee category — the staff child on 50%, the scholarship pupil on 100%.Items are discountable by default. Switch it off for charges a discount should never touch: an examination fee you remit to GES, or a levy collected on somebody else’s behalf. A scholarship pupil still owes those in full.
The discountable flag is where most fee-grid mistakes live. A 100% scholarship applied to an item you remit to a third party means the school absorbs that cost silently. Check the flag on every levy you do not keep.
See Discounts and fee categories for how the reduction is actually calculated.

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Archiving an item

A fee item you no longer charge is archived, not deleted. Archiving takes it out of next term’s grid while leaving every invoice that already carries it intact and readable.
Keep fee item names stable within an academic year. A payment directed at “Tuition Fee” is matched to invoice lines by name, so renaming an item mid-year splits a family’s payment history either side of the rename. If you must rename, do it between academic years.

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Feeding is separate

Meals are not a fee item. They have their own rates, plans and invoices so that tuition arrears and meal arrears never get confused with one another — see Feeding rates.

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Who can edit it

The edit_finances permission.