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Objective

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Field Name

Brief Description

Sample Data

Invoice Number

System generated invoice number beginning with 'I'. This number will appear on the invoice and in the enrolled unit record for reference and reconciliation

I10008

Invoice Date

System generated - The date the Invoice is produced.

23/03/2019

Reference Number

A combination of The Invoice number, the student Id and the enrolment period to produce a unique number

EII10008-100001-2019-S1

Due Date

The date the invoice payment is required by. This can be coded as a certain number of days after the due date or can be altered as required

06/04/2019

Bill To Party

The Students name and role type

James McMorran (Student)

Paid Date

The date the payments are allocated to pay off the invoice

05/04/2019

From Party

Institution Name

-

Total Amount

The total amount of the invoice

$9800.00

Invoice Type

  • Enrolment Invoice (Tuition)

  • Interest

  • Purchase Return

  • Sales Invoice (General Invoice e.g. Non Tuition items)

  • Customer Return

Enrolment Invoice

Paid Amount

The amount that has been allocated or already paid off on the invoice

$0.00

Status

  • Approved

  • Cancelled

  • In-Process

  • paid

  • Ready for Posting

  • Received

  • Sent

  • Write Off

In-Process

Owing Amount

The amount still outstanding on the invoice

$9800.00

Description

Text field - Any information required for the invoice

100001 James McMorran in BBIS for Semester 1 2019

Invoice Message

Text field - Any information required for the invoice

Your Prompt Payment is appreciated!


Course Enrolment

The code of the Course the Student is enrolled in

BBIS

Enrolment Period

The Study Period the units of Study are associated with

S1 2019

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Expand
title9. How to re-issue a cancelled invoice

  1. Click on the Accounting tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  4. Click on the Search Student button

  5. This will return a list of students that meet the searched criteria

  6. To filter the returned options in this box  above the returned results start typing the students First / given name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. The student's record has now been loaded.

  9. Scroll down to the Student Invoice List section

  10. Click the Action button next to the invoice to be edited

  11. Click the Edit Invoice option

  12. Scroll down and click the Add Invoice Item button

  13. Click the Set to in-process and delete Payments to items button

  14. A warning message will appear “Are you sure you want to delete the selected items?” - Click the OK option to continue or Cancel to abort.

  15. The Invoice is now ready to be edited and re-issued

Expand
titleDiscounts and Subsidies

Discounts cannot be applied directly to invoices. Instead subsidies can be mapped to each unit enrollment along with the type of subsidy and amount. This will effect any newly raised invoices.

  1. Load up the student

  2. Scroll down to recent enrollments OR navigate to Student → Course Enrollment → Units and load the relevant unit

  3. When editing the unit enrollment adjust the values for Subsidy type and Subsidy Amount.

These options will not be available to some user access levels depending on your account and permission settings.

Further Reading

Filter by label (Content by label)
max5
sorttitle
excerptTypesimple
cqllabel in ( "Accounting" , "Invoice" , "create-invoice" )

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