Overview
This page covers the following topics:
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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) |
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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 | 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 |
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Note |
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Be advisedIt 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:
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Workflow
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These instructions assume that the Invoice amount and the Payment Amount match. |
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Click on the Accounting tab in the side menu
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Click on the Search option in the side menu
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Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
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Click on the Search Student button
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This will return a list of students that meet the searched criteria
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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.
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Click on the blue hyper link on the left side of the required record.
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Click on the Search Student button
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This will return a list of students that meet the searched criteria
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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.
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Click on the blue hyper link on the left side of the required record.
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The student's record has now been loaded.
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4. 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
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Click on the Invoices option in the side menu.
Scroll down to the Student invoice list section
Click on the 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 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 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 option in the Action menu
Click on the Edit 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 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 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 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 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.
Once this information is available the transactions / payments can be imported via the Import Wizard within the System.
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How to Allocate Payments in Bulk
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