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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
title4. How to Raise a Credit Note
Note

Be advised

An original invoice must have been created and paid off in order to create a credit note.

  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. Click on the Invoices option in the side menu.

  10. Scroll down to the Student invoice list section

  11. Click on the Action menu option next to the invoice a credit note is to be created against. The Action menu will open

  12. Click on the Create Credit Notice option in the Action menu

Expand
title5. How to Cancel an 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 on the Action menu next to the Invoice to be Cancelled, the Action Menu will open

  11. Click on the Edit Invoice option

  12. Click the Drop box next to the Status option and select the In-Process option

  13. Click on the Save Invoice button

  14. Scroll down to the Items section

  15. Click on the Add Invoice Item button

  16. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

  17. Scroll up to the Invoice section and Click on the Edit Invoice button

  18. Click the Drop box next to the Status option and select the Cancelled option.

  19. Click on the Save Invoice button

  20. The Invoice has now been Cancelled.

  21. Notify the Accounting department / person that the invoice has been cancelled

...

Expand
title8. How to Write off an 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 on the Action button next  button next to the Invoice to be Written off, the Action Menu will open

  11. Click on the Edit Invoice option

  12. Click on the Status option drop box and set it to Write off

  13. Click on the Save Invoice  button

  14. Notify the Accounting department / person that the invoice has been marked as Write off

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