Objective
Upon completion of this KB the user will be able to:
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Objective
This page covers the following topics:
Add / Create Payments
Apply payments to a Tuition (Enrolment) Invoice
Apply payments to a non-tuition (General) Invoice
Create a refund
Allocate Payments in Bulk
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.
The User has a basic understanding of Accounting principles. (Payments, Invoices, Offset of payments, Line items)
The User has an understanding of Fee-Help / HECS-HELP
The User has an understanding of the Australian Tertiary Education System / VET Sector.
The Student has already been accepted into a Course and has been enrolled into units
Key terms and concepts
The list below demonstrates the key fields that need to be filled for creating an operationally viable payment.
Please note there are optional fields on that screen and you do not have to fill them all.
Field Name | Brief Description | Sample Data (Basic Payment) |
|---|---|---|
Payment Id | System Generated payment number | R11063 |
Status | Status of the Payment
| Received |
Reference Number |
| Undergraduate |
Payment Type |
| Customer Payment |
Effective Date | Payment date | 18/03/2019 |
Payment Method | Payment Methods accepted by the Institution
| Credit Card |
Amount | Add the amount received from the student without a dollar sign. This amount can include any transaction fees. (In this case a $1.50 credit card surcharge) If there are not additional fees then Amount and Sent amount are identical. Please note: Financial fields cannot be left blank. | 1851.50 |
From Party Id | The Student or Agent making the Payment | James McMorran |
Sent Amount | Add the amount received from the student without a dollar sign. This amount does not include any transaction fees and is amount to be paid off against any tuition. Please note: Financial fields cannot be left blank. | 1850.00 |
To Party Id | If there are multiple Campus within the system payment can be coded here | Starfleet Academy |
Is Net Payment |
| No |
Assoc party Id | The Student or Agent making the Payment | James McMorran |
Drawer | If paying by Cheque - Name on the Cheque | |
BSB | Bank State Branch (often referred to as "BSB") is the name used in Australia for a bank code, which is a branch identifier. The BSB is normally used in association with the account number system used by each financial institution. | 015 347 |
Bank | Name of Financial Institution |
This is a Free text field for any comments.
Please note: Any Text written here will appear on the Receipt
New feature coming soon....
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Commonwealth Bank | ||
Bond Refund Amount | ||
Comments | This is a Free text field for any comments. Please note: Any Text written here will appear on the Receipt | |
Bank Reconciliation Amount | ||
Bank Reconciliation Seq Id | ||
Bank Reconciliation Date Time |
Implications
| Warning |
|---|
Please note: It is important that any users have a high level of understanding of the system before accessing and using the Account section of the system. In Particular:
|
Workflow
How to Add / Create a Payment
| Info |
|---|
Before you apply a payment to an invoice you need to create a payment |
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 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 to the bottom of the page
Click the Add New Payment
button
Note: System has pre-filled some fields, some fields are optional to fill out.
At the Payment Section, (Optional to) Enter a reference number or select an option from the attached drop box
Check the effective date (System might already pre-filled)
Select the Payment Method from the drop-down menu
Enter the Received amount (Do not enter a $ into this field)
Enter the Sent Amount (Do not enter a $ into this field), should be the same as Received Amount as above
Select the To Party Id from drop-down menu.
For Cheques Only: Enter the Drawer, BSB, and bank name
Enter any relevant comments re this payment in to the Comments Field
Click the Save
Payment
Payment button.
(Optional) To email a copy of the receipt click the Email Receipt
button
(Optional) To Print a Copy of the receipt click the Print
Receipt
Receipt button
How to Apply a Payment to an Invoice for Tuition items
These instructions assume that the Invoice amount and the Payment Amount match.
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
Student button
This will return a list of students that meet the searched criteria
To filter the returned options in this
box above 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.
Click on the Invoices option in the side menu
Click on the Actions
menu
menu next to the Invoice to be Paid off, the Action menu will open
Click on the Edit Invoice
option
Click on the Status to Sent
button (Or Select the Sent option in the Status drop box and Click the Save Invoice Button)
Click on the Invoices option in the side menu
Click on the Actions menu
next to the Invoice to be Paid off, the Action menu will open
Click on the Pay Invoice
option in the Action menu
Scroll down to the Possible Payments to Apply Section
Click on the Apply Amount to Items button
The Invoice has now been paid off.
How to Apply a Payment to a General Invoice for Non-Tuition Items
These instructions assume that the Invoice amount and the Payment Amount match.
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 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.
Click on the Invoices option in the side menu
Click on the Action
menu next to the Invoice to be Paid off, the Action menu will open
Click on the Edit Invoice
option
Click on the Status to Sent
button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
Click on the Invoices option in the side menu
Click on the Action
menu next to the Invoice to be Paid off, the Action menu will open
Click on the Pay Invoice
option in the Action menu
Scroll down to the Possible Payments to Apply Section
Click on the Apply Amount to Items
button
The Invoice has now been paid off.
How to Create refund
There are three parts to creating a refund: 1. Creating an invoice,2. Paying off the invoice, 3. Creating a credit note.
(These instructions assume that a payment has been received prior to an invoice being created e.g. Prior to Census date)
Part One - Creating the 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
Student
Student button
This will return a list of students that meet the searched criteria
To filter the returned options in this
box above 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 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.
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
Click 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
Items button
Add any Adjustment items to the invoice (as required) by ticking the check box 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
Sent button
The Invoice has now been created.
Part Two - Paying off the Invoice
Click on the Invoices option in the side menu
Click on the Action
Menu next to the Invoice to be Paid off, the Action menu will open
Click on the Edit Invoice
option
Click on the Status to Set
button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
Click on the Invoices option in the side menu
Click on the Action
Menu next to the Invoice to be Paid off, the Action menu will open
Click on the Pay Invoice
option in the Action menu
Scroll down to the Possible Payments to Apply Section
Click on the Apply Amount to Items
button
The Invoice has now been paid off.
Part Three - Creating a Credit Note
Click on the Invoices option in the side menu.
Scroll down to the Student invoice list section
Click on the
Action
Action menu option next to the invoice a credit note is to be created against. The Action menu will open
Click on the Create Credit
Notice
Notice option in the Action menu
Scholarships
Scholarship payments needs to be added to the Unit Enrolment Screen prior to invoicing. These are considered a Funding Type in the same way an upfront payment or Funding amount (e.g.Fee-Help / HECS-Help).
How to Add a Scholarship Payment to a Unit
Click on the Student 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 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.
Click on the Action
menu next to the Course the unit belongs to that will receive a Scholarship. The Action menu will open
Click on the Academic
Record
Record option in the Action menu
Click on the Edit
icon
next icon next to the Unit to be given a Scholarship
Click on the Subsidy Type drop box and select the Scholarship type
Enter the amount in the Subsidy Amount field
Click on the Save Unit Enrolment
button
How to edit an Amount Paid field for scholarships
These instruction are for If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.
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 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 the Student Invoice List section
Click on the
Action Action menu next to the Invoice to be updated, 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 the Save Invoice
button
Click on the Accounting option the side menu
Click on the Summary option in the side menu
Scroll down to the the Current unit Enrolment section
Click on the Edit icon
next to the Unit to be allocated to Scholarship / Edited
The Unit record will now Load
Scroll to the bottom of the page and Click the Edit Fee
button
Update the Scholarship / Subsidy amount
Update the Scholarship type
Click on the Save Unit Enrolment
button
The Unit can be added to the invoice.
How to Apply Internal Discounts (other than Scholarships)
Click on the Student 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 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.
Click on the Action
menu next to the Course of study the Unit(s) belong to that will receive a discount. The Action menu will open
Click on the Academic
Record
Record
option in the Action menu
Click on the Edit icon
next to the Unit to be given a discount
Click on the Subsidy Type drop box and select the discount type
Enter the amount in the Subsidy Amount field
Click on the Save Unit Enrolment
button
Importing Payments from an External System via the Import Wizard
To import payments in bulk specific information is required as a minimum
Id Number (Student Number is preferred
Transaction / Payment date
Transaction / Payment amount
Unique reference for each Transaction / Payment
Additional information maybe helpful / appropriate.
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For information or Setting is up please contact the Silverband Help desk.
How to Allocate Payments in Bulk
New feature coming soon....
Further reading
How to Create a Single Invoice for Tuition Items
How to Create a single Invoice for Non-Tuition Items (General Invoice)
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