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Overview
| Table of Contents |
|---|
Objective
Upon completion of this KB the user will be able toThis page covers the following workflows:
- Create a single invoice for Tuition items
- Create a single invoice for Non-tuition Items (General Invoice)
- Create invoices in Bulk
- Allocate Payments in Bulk
- Create a Credit note
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The User has the minimum required level to access the Accounting tab and an understanding that making changes within this section have wider implications.
(Please note: The Accounting Section of the system is only accessible by Flex Admin, Full Admin and Accounting Level Access)
The user has an understanding of the Australian Tertiary Education System.
The User has an understanding of Fee-Help / HECS-HELP
The User has a basic understanding of Accounting principles. (Payments, Invoices, Offset of payments, Line items)
Key terms and concepts
| 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 | Star Fleet Academy |
| Total Amount | The total amount of the invoice | $9800.00 |
| Invoice Type |
| Enrolment Invoice |
| Paid Amount | The amount that has been allocated or already paid off on the invoice | $0.00 |
| Status |
| 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 |
Suggested Non-Tuition Line items for General Invoices.
Please contact the Silverband Help desk to have these, or any others, added to your system.
| Non-Tuition invoice Items |
|---|
| Accommodation Fee |
Application Fee |
| Commission Adjustment / Correction |
| Late Payment / Deferred payment Fee |
| ECOE Fee |
| Enrolment Fee |
| Overseas Health Cover Fee |
| Other Administrative Fee |
| Other Fee |
| Replacement AHEGS |
| Replacement Parchment |
| Postage |
| Re-Assessment Fee |
| Student Id Care Replacement Fee |
| Textbook Purchase |
| Transcript |
New feature coming soon....
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- Click on the System tab in the side menu
- Click on the Edit Time Period in the side menu
- Click on the Show all time periods
button - Scroll down and locate the Configuration_period for Invoicing
- Ensure the dates encompass the start date(s) of the units being invoiced.
- Click on the Accounting tab in the side menu
- Click on the Search option in the side menu
- Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
- Click on the Search Student
button - This will return a list of students that meet the searched criteria
- 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. - Click on the blue hyper link on the left side of the required record.
- The student's record has now been loaded.
- Scroll down to the Course Enrolment section
- Click the New Invoice
button next to the Course for which the invoice is to be created - Select the Enrolment Period to associate the units to
- Update the due date (if required)
- All other fields should auto populate from the header.
Below are the steps to add an invoice line item:
- Scroll down and click the Add Invoice item
button - Scroll down to the Units Enrolled by Student section
- The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
- Ensure that the tick boxes
next to all of the required units are checked (un-check any units not required on the invoice) If the units expected for this period do not appear please check the Time period to ensure that the dates encompass the units required. - Click the Add Selected as Items
button - (If Required) Add any Adjustment items to the invoice by ticking the tick boxes next to the required item, scroll down and click the Add selected as items as Charge
button. Please note: These items are only added to the invoice and are not reflected in the unit enrolment record. - Scroll up to the Invoice header Section and Click the Edit Invoice
button - Click the Status to Sent
button - The Invoice has now been created.
...
How to Create Invoices in Bulk
There are two ways to create the list of Students required to creating Invoices in Bulk.
Method 1: By Course
- Click the Student tab in the side menu
- Click on the Search Course option in the side menu
- Click on the Course name drop box and select the required Course
- Click on the Enrolment Status drop box and select the required Course status
- Click on the Funding type drop box and select the required Funding type
- Click on the Search Course Enrolments
button - Click on the Tick boxes
of the required Students (Alternatively, click on the Select All option) - Scroll to the bottom of the list
- Click on the Add Enrolments to List
button. - Once the list has been generated any unwanted records can be removed by clicking Remove Record icon
- Click on the Bulk Invoice option in the side menu
- Select the Required From Party from the drop box
- Select the required enrolment period from the drop box
- Enter any required Information in the Invoice Message Field (Please Note: This message / information will go on all of the invoices generated)
- Click on the Generate Enrolment Invoices
button - Check the Invoice results list for any error messages for invoices that need attention
Method 2: By Report Builder Report
- Click on the Reports tab in the side menu
- Click on the Report builder option in the side menu
- Click on the Global Reports drop box and Select Bulk Select Report (Or other specifically built report)
- Click on the Load Report
button - Update any required data or dates to obtain the required student list
- Scroll down to the Format Report section
- Select the Bulk Student Select option
- Click on the Produce Report
button - Click on the Tick boxes
of the required Students (Alternatively, click on the Select All option) - Scroll to the bottom of the list and click on the Add Selected to List
button - Once the list has been generated any unwanted records can be removed by clicking Remove Record icon
- Click on the Student tab in the side menu
- Click on the Bulk Invoice option in the side menu
- Select the required From Party from the drop box
- Select the required enrolment period from the drop box
- Enter any required Information in the Invoice Message Field (Please Note: This message / information will go on all of the invoices generated)
- Click on the Generate Enrolment Invoices
button - Check the Invoice results list for any error messages for invoices that need attention
How to Raise a Credit Note
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