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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
title1. How to Create a single Invoice for Tuition items
Note

Be advised

Once 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.

Warning

Warning

Units must have an amount that the tuition is greater than 0.

  1. Click on the System tab in the side menu

  2. Click on the Edit Time Period in the side menu

  3. Click on the Show all time periods button

  4. Scroll down and locate the Configuration_period for Invoicing

  5. Ensure the dates encompass the start date(s) of the units being invoicedunit start and end dates that to be invoiced must sit wholly within the date range defined by the time period called "INVOICING".

  6. Click on the Accounting tab in the side menu

  7. Click on the Search option in the side menu

  8. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  9. Click on the Search Student button

  10. This will return a list of students that meet the searched criteria

  11. 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. 

  12. Click on the blue hyper link on the left side of the required record.

  13. The student's record has now been loaded.

  14. Scroll down to the Course Enrolment section

  15. Click the New Invoice icon next to the Course for which the invoice is to be created

  16. Select the Enrolment Period to associate the units to

  17. Update the due date (if required)

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

Below are the steps to add an invoice line item:

  1. Scroll down and click the Add Invoice item button

  2. Scroll down to the Units Enrolled by Student section

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

  4. 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.

  5.  Click the Add Selected as Items  button

  6. (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.

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

  8. Click the Status to Sent button

  9. The Invoice has now been created.

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