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Overview

Table of Contents

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Field NameBrief DescriptionSample 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 reconciliationI10008
Invoice DateSystem generated - The date the Invoice is produced.23/03/2019
Reference NumberA combination of The Invoice number, the student Id and the enrolment period to produce a unique numberEII10008-100001-2019-S1
Due DateThe 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 required06/04/2019
Bill To PartyThe Students name and role typeJames McMorran (Student)
Paid DateThe date the payments are allocated to pay off the invoice05/04/2019
From PartyInstitution NameStar Fleet Academy
Total AmountThe 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 AmountThe 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 AmountThe amount still outstanding on the invoice$9800.00
DescriptionText field - Any information required for the invoice100001 James McMorran in BBIS for Semester 1 2019
Invoice MessageText field - Any information required for the invoice

Your Prompt Payment is appreciated!


Course EnrolmentThe code of the Course the Student is enrolled inBBIS
Enrolment PeriodThe Study Period the units of Study are associated withS1 2019

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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.

How to Create a single Invoice for Tuition items

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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

  1. Click the Student tab in the side menu
  2. Click on the Search Course option in the side menu
  3. Click on the Course name drop box and select the required Course
  4. Click on the Enrolment Status  drop box and select the required Course status
  5. Click on the Funding type drop box and select the required Funding type
  6. Click on the Search Course Enrolments Image Modifiedbutton
  7. Click on the Tick boxes Image Modifiedof the required Students (Alternatively, click on the Select All option)
  8. Scroll to the bottom of the list
  9. Click on the Add Enrolments to List Image Modified button.
  10. Once the list has been generated any unwanted records can be removed by clicking Remove Record icon Image Modified
  11. Click on the Bulk Invoice option in the side menu
  12. Select the Required From Party from the drop box
  13. Select the required enrolment period from the drop box
  14. 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 Invoices Image Modified button
  16. Check the Invoice results list for any error messages for invoices that need attention

Method 2: By Report Builder Report

  1. Click on the Reports tab in the side menu
  2. Click on the Report builder option in the side menu
  3. Click on the Global Reports drop box and Select Bulk Select Report (Or other specifically built report)
  4. Click on the Load Report Image Modifiedbutton
  5. Update any required data or dates to obtain the required student list
  6. Scroll down to the Format Report section
  7. Select the Bulk Student Select option
  8. Click on the Produce Report Image Modifiedbutton
  9. Click on the Tick boxes Image Modifiedof the required Students (Alternatively, click on the Select All option)
  10. Scroll to the bottom of the list and click on the Add Selected to List Image Modifiedbutton
  11. Once the list has been generated any unwanted records can be removed by clicking Remove Record icon Image Modified
  12. Click on the Student tab in the side menu
  13. Click on the Bulk Invoice option in the side menu
  14. Select the required From Party from the drop box
  15. Select the required enrolment period from the drop box
  16. Enter any required Information in the Invoice Message Field (Please Note: This message / information will go on all of the invoices generated)
  17. Click on the Generate Enrolment Invoices Image Modifiedbutton
  18. Check the Invoice results list for any error messages for invoices that need attention

How to Create a Credit Note

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