The reason discounts and waivers need separate records: a discount reduces the bill at entry; a waiver removes liability from dues — two events, two approvals, two documents. Granting a discount verbally without recording produces three losses: the cost of concessions cannot be counted at year-end, the power to decide stays unclear, and next year’s “we gave it last year” comparison has no answer.
What to verify: approval basis and invoice/payment difference
The discount-record structure:
| Field | Example | Why |
|---|---|---|
| Student + item | DEMO-031, monthly fee | which bill it applies to |
| Type | discount / waiver / scholarship | separate in statistics |
| Basis | council decision / bereavement / two brothers | the source of approval |
| Amount | 100% or ৳200 | percentage or amount — one convention |
| Approver | muhtamim / council | authority limit |
| Term | this month / whole year | re-evaluation date |
Write the authority limit: up to how much the muhtamim alone, beyond which the council — unwritten, concessions become irregularity.
A usable sample: the waiver approval checklist
Four questions before approving any concession:
- What is the basis — policy-based (two brothers) or case-based (bereavement)?
- Is the approver within the authority limit?
- Is it applied on the bill — visible on the receipt?
- Is the term written — do not treat it as permanent.
Month-end: a concession summary — total, counted by basis — is the council’s report.
Waiver records: workflow steps and limitations
- Concession entry should be a separate action from fee collection — cutting waivers while issuing receipts is the source of errors.
- Keep a written institution policy (who qualifies, how much) — policy-less concessions damage relationships.
- Limitation: a discount reduces billing but not expenses — a large concession volume is a governance decision for the council.
Waiver: questions to ask before your demo
- Can a concession be entered both before and after bill generation?
- Is concession history visible on the student profile?
- Do expired concessions end automatically?
See the concession-record structure in fee management and the fee documentation; accountability terminology in the glossary.
Waiver FAQ
Discount and waiver — why separate if both mean “less money”?
Separate causes are needed in statistics — whether policy discounts are growing or case waivers are growing leads to different decisions.
No receipt needed for a concession?
There is — the receipt shows bill, concession, paid; removing receipts by cutting the bill is wrong.
Does the concession money drop out of income accounts?
It appears as a concession adjustment — received money did fall; the entry method depends on your accounting policy.