Objective

Upon completion of this KB the user will be able to create a payment and apply a payment to an invoice:

• Add / Create Payments
• Apply payments to a Tuition (Enrolment) Invoice
• Apply payments to a non-tuition (General) Invoice
• Create a refund
• Allocate Payments in Bulk

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.

Implications

How to Add / Create a Payment 

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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 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. 
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 to the bottom of the page
10. Click the Add New Payment Button
11. Scroll down to the Payment Section
12. Enter a reference number or select an option from the attached drop box
13. Check the effective date (change this is the payment is retrospectively being applied
14. Select the payment method
15. Enter the total amount being paid (do not enter a $ into this field)
16. Enter the send amount (do not enter a $ into this field)
17. Select the To Party Id
18. For Cheques Only: Enter the Drawer, BSB, and bank name
19. Enter any relevant comments re this payment in to the Comments Field
20. Click the Save Payment Button
21. To email a copy of the receipt click the Email Receipt button
22. To Print a Copy of the receipt click the Print Receipt button  

How to Apply a Payment to an Invoice for Tuition items

These instructions assume that the Invoice amount and the Payment Amount match.

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 reduce the returned options in this box Image Added 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. Click on the Invoices Option in the Side Menu
10. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
11. Click on the Edit Invoice option
12. Click on the Status to Set Button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
13. Click on the Invoices option in the side menu
14. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
15. Click on the Pay Invoice option in the Action menu
16. Scroll down to the Possible Payments to Apply Section
17. Click on the Apply Amount to Items Button
18. The Invoice has now been paid off.

How to Apply a Payment to a General Invoice for Non-Tuition Items

These instructions assume that the Invoice amount and the Payment Amount match.

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 reduce the returned options in this box Image Added 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. Click on the Invoices Option in the Side Menu
10. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
11. Click on the Edit Invoice option
12. Click on the Status to Set Button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
13. Click on the Invoices option in the side menu
14. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
15. Click on the Pay Invoice option in the Action menu
16. Scroll down to the Possible Payments to Apply Section
17. Click on the Apply Amount to Items Button
18. The Invoice has now been paid off.

How to Create refund

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 reduce the returned options in this box Image Added 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.

How to Allocate Payments in Bulk

How to edit an Amount Paid field for scholarships

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 reduce the returned options in this box Image Added 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 the Student Invoice List
10. Click on the Action Menu next to the Invoice to be updated, the Action menu will open
11. Click on the Edit Invoice option
12. Click the Drop box next to the Status option and select the In-Process option
13. Click the Save Invoice Button
14. Click on the Accounting option the Side Menu
15. Click on the Summary option in the Side Menu
16. Scroll down to the the Current unit Enrolment section
17. Click on the Edit icon Image Added next to the Unit to be allocated to Scholarship / Edited
18. The Unit record will now Load
19. Scroll to the bottom of the page and Click the Edit Fee Button
20. Update the Scholarship  / Subsidy amount 
21. Update the Scholarship type
22. Click on the Save Unit Button
23. The Unit can be added to the invoice.

Importing Payments from an External System via the Import Wizard

Further reading

Accounting Summary

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How to Create a single Invoice for Non-Tuition Items (General Invoice)How to Apply Payments to Invoices

How to Create Invoices in Bulk

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