Objective
Upon completion of this KB the user will be able to create a payment and apply a payment to an invoice
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
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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) |
|---|---|---|
| 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 |
Implications
How to Add / Create a Payment
| Info |
|---|
| Before you apply a payment to an invoice you need to create a payment |
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- 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 reduce 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 to the bottom of the page
- Click the Add New Payment Button
- Scroll down to the Payment Section
How to Create an Invoice
How to Apply a Payment to an Invoice for Tuition Items
- On the Side menu click on the 'Accounting' option then, click on invoices.
- Select the invoice and click on the Actions button -->edit invoice
- Click on the 'Status to Sent' button
- Click on the invoices on the side menu
- Select the invoice and click on the Actions button -->pay invoice
- Scroll down to the section 'possible payments to apply' and click on the 'apply amount to items' button
How to Apply a Payment to a General Invoice for Non-Tuition Items
How to Allocate Payments
How to Create a Credit Note
How to Create refund
What to do when a Funding type Changes
What to do when a Tuition amount is incorrect
How to Write of an Invoice
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- Enter a reference number or select an option from the attached drop box
- Check the effective date (change this is the payment is retrospectively being applied
- Select the payment method
- Enter the total amount being paid (do not enter a $ into this field)
- Enter the send amount (do not enter a $ into this field)
- Select the To Party Id
- 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 Button
- To email a copy of the receipt click the Email Receipt button
- To Print a Copy of the receipt click the Print Receipt button
Further reading
How to Create a Single Invoice for Tuition Items
How to Create a single Invoice for Non-Tuition Items (General Invoice)
How to Apply Payments to Invoices
How to Create Invoices in Bulk