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Table of Contents |
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Objective
This 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
tuition Items (General Invoice)
Create invoices in Bulk
Allocate Payments in Bulk
Create a Credit note
Complexity:
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Page Contents
Table of Contents | ||||
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Assumptions
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 |
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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 |
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 |
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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....
Currently these Items and charge amounts can only be added and updated by a request to the Help desk. However in the near future a screen will be deployed to allow for Full Admin Users to add and update these line items. Please contact the Help Desk for further information and updates.
Implications
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Note |
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Be advisedIt is important that |
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all user are required to have a high level of understanding of the system before |
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using the Account |
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module of the system. In Particular:
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Info |
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NoteFrom time to time something will inevitably go wrong with an invoice. If Invoices are tracked in an external Accounting Package such as MYOB or XERO, it is best practice to cancel the original invoice, make any changes, generate a new invoice and then report them to the Accounting department to ensure all records are up to date and accurate. |
Workflow
Graphical representation of the process
Note |
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Each institution will have different processes and procedures for invoice and payment work flows. This is a simple representation of the workflow. Timing between the steps can vary depending on your institutions processes. Student can make payments prior to the Invoice being raised. |
Editing Invoices is not best practice for Accounting Standards, and can have downstream reporting issues on the General ledger. However from time to time it is necessary when an error in either the funding type or Amount has been made.
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How to Create a single Invoice for Tuition items
Note |
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Please note: Be advisedOnce an invoice has been created alterations to the unit, such as change of Fees, change of Funding type, editing dates, or deletion of the unit are locked out. The invoice would need to be removed (links between the invoice and units broken) then the alterations made and the invoice reissued. |
Units are required to have a minimum charge of $1.00 before that can be added to an Invoice
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
periodsperiods 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 abovebox 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 nexticon 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
itemitem 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
InvoiceInvoice button
Click the Status to Sent
button
The Invoice has now been created.
How to Create a single Invoice for Non-Tuition items
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To have these additional items added to the
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
periodsperiods 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 abovebox 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 to the Student Summary Section
Click on the Action
button, the Action menu will open
Select the Create New General Invoice
option
Select the Invoice Type as Sales Invoice
Select the Provider in the From Party option
Select the Enrolment Period
Click the Save Invoice
button
Scroll down to the Items section
Click the Add Invoice Item
button
Scroll down to the Fees to Add Section
Click on the tick box
of the item(s) to be added
Click on the Add Selected as Items as Charge
button
The Invoice is now ready to be Printed, Emailed or Paid
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
ListList 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)
15. Click on the Generate Enrolment
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Invoices button
16. 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
buttonbutton
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
buttonbutton
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
Note |
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An original invoice must have been created and paid off in order to create a credit note. |
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 abovebox 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.
Click on the Invoices option in the side menu.
Scroll down to the Student invoice list section
Click on the
ActionAction menu option next to the invoice a credit note is to be created against. The Action menu will open
Click on the Create Credit
NoticeNotice option in the Action menu
How to Cancel an Invoice
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
StudentStudent button
This will return a list of students that meet the searched criteria
To filter the returned options in this
box abovebox 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 Student Invoice List section
Click on the Action menu
next to the Invoice to be Cancelled, the Action Menu will open
Click on the Edit
InvoiceInvoice option
Click the Drop box next to the Status option and select the In-Process option
Click on the Save Invoice
button
Scroll down to the Items section
Click on the Add Invoice Item
button
Delete all of the items associated with the invoice by clicking on the Delete
icon nexticon next to each one
Scroll up to the Invoice section and Click on the Edit
InvoiceInvoice button
Click the Drop box next to the Status option and select the Cancelled option.
Click on the Save Invoice
buttonbutton
The Invoice has now been Cancelled.
Notify the Accounting department / person that the invoice has been cancelled
What to do when a Funding type Changes
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
StudentStudent button
This will return a list of students that meet the searched criteria
To filter the returned options in this
box abovebox 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 Student Invoice List section
Click on the Action Menu
next to the Invoice to be Cancelled, the Action Menu will open
Click on the Edit Invoice
option
Click the Drop box next to the Status option and select the In-Process option
Click on the Save Invoice
button
Scroll down to the Items section
Click on the Add Invoice Item
button
Delete all of the items associated with the invoice by clicking on the Delete
icon nexticon next to each one
Scroll up to the Invoice section and Click on the Edit invoice
button
Click the Drop box next to the Status option and select the Cancelled option.
Click on the Save Invoice
buttonbutton
The Invoice has now been Cancelled.
Click on the Student tab in the side menu
Click on the Summary option in the side menu
Scroll down to the Course Enrolled by Student section
Click on the Action button
next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open
Click on the Academic Record option
Click on the tick box
next to the unit(s) to be altered
Click on the drop box below the unit list and select the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees
Click on the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees button
Return to the Accounting Section and re-issue the invoice
Notify the Accounting department / person that the invoice has been altered
What to do when a Tuition amount is incorrect
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
StudentStudent button
This will return a list of students that meet the searched criteria
To filter the returned options in this
box abovebox 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.
Click on the Action
Menu nextMenu next to the Invoice to be Cancelled, the Action Menu will open
Click on the Edit Invoice
option
Click the Drop box next to the Status option and select the In-Process option
Click on the Save Invoice
button
Scroll down to the Items section
Click on the Add Invoice Item
button
Delete all of the items associated with the invoice by clicking on the Delete
icon nexticon next to each one
Scroll up to the Invoice section and Click on the Edit invoice
button
Click the Drop box next to the Status option and select the Cancelled option.
Click on the Save Invoice
buttonbutton
The Invoice has now been Cancelled.
Click on the Student tab in the side menu
Click on the Summary option in the side menu
Scroll down to the Course Enrolled by Student section
Click on the Action
button nextbutton next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open
Click on the Academic Record option
Click on the Edit
iconicon next to the unit to be edited
Scroll to the bottom of the page and click on the Edit Fees
button
A warning message will appear - You are about to edit the fee information for a unit that has been invoiced. You will need to inform accounts of the changes. Click the OK
button
Update the Unit Fee field with the corrected amount
Click on the Save Unit Enrolment
buttonbutton
Return to the Accounting Section and re-issue the invoice
Notify the Accounting department / person that the invoice has been altered
How to Write
...
off an Invoice
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
StudentStudent button
This will return a list of students that meet the searched criteria
To filter the returned options in this
box abovebox 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 Student Invoice List section
Click on the Action button
next to the Invoice to be Written off, the Action Menu will open
Click on the Edit Invoice
option
Click on the Status option drop box and set it to Write off
Click on the Save Invoice
button
Notify the Accounting department / person that the invoice has been marked as Write off
Further reading
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