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.

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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

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 Course Enrolment section

10. Click the New Invoice  button next to the Course for which the invoice is to be created

11. Select the Enrolment Period to associate the units to

12. Update the due date (if required)

13. All other fields should auto populate from the header.

14. Scroll down and click the Add Invoice Item button

15. Scroll down to the Units Enrolled by student section

16. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here

17. 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.

18.  Click the Add Selected as Items button

19. 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.

20. Scroll up to the Invoice header Section and Click the Edit Invoice button

21. Click the Status to Sent button

22. The Invoice has now been created.

Part Two - Paying off the Invoice

1. Click on the Invoices option in the side menu

2. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open

3. Click on the Edit Invoice option

4. Click on the Status to Set button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)

5. Click on the Invoices option in the side menu

6. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open

7. Click on the Pay Invoice option in the Action menu

8. Scroll down to the Possible Payments to Apply Section

9. Click on the Apply Amount to Items button

10. The Invoice has now been paid off.

Part Three - Creating a Credit Note

1. Click on the Invoices option in the side menu.

2. Scroll down to the Student invoice list section

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

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

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Further Reading

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