Overview

Objective

Upon completion of this KB the user will be able to:

• Create a single invoice for Tuition items
• Create a Single invoice for non-tuition Items (General Invoice)
• Create invoices in Bulk
• Allocate Payments in Bulk
• Create a Credit note

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. (Please note: The Accounting Section of the system is only accessible by Flex Admin, Full Admin and Accounting Level Access)

• The user has an understanding of the Australian Tertiary Education System.

• The User has an understanding of Fee-Help / HECS-HELP

• The User has a basic understanding of Accounting principles. (Payments, Invoices, Offset of payments, Line items)

Key terms and concepts

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Currently these Items and charge amounts  can only be added and updated by a request to the Help desk. However in the near future a screen will be deployed to allow for Full Admin Users to add and update these line items. Please contact the Help Desk for further information and updates.

Implications

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Workflow

How to Create a single Invoice for Tuition items

Units are required to have a minimum charge of $1.00 before that can be added to an Invoice

1. Click on the System Tab tab in the Side side menu
2. Click on the Edit Time Period in the side menu
3. Click on the Show all time periods Buttonperiods Image Added button
4. Scroll down and locate the Configuration_period for Invoicing
5. Ensure the dates encompass the start date(s) of the units being invoiced.
6. Click on the Accounting Tab tab in the Side Menuside 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 Image Addedbutton
10. This will return a list of students that meet the searched criteria
11. To reduce 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 Button  next  button next to the Course for which the invoice is to be created
16. Select the Enrolment Period to associate the units to
17. update Update the due date (if required)
18. All other fields should auto populate from the header.
19. Scroll down and click the Add Invoice item item Image Added button
20. Scroll down to the Units Enrolled by student Student section
21. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
22. Ensure that the tick boxes Image Addednext 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.
23.  Click the Add Selected as Items Image Added button
24. (If Required) Add any Adjustment items to the invoice (as required) by ticking the check box tick boxes Image Addednext to the required item, scroll down and click the Add selected as items as Charge ButtonCharge Image Added button. Please note: These items are only added to the invoice and are not reflected in the unit enrolment record.
25. Scroll up to the Invoice header Section and Click the Edit Invoice Invoice Image Added button
26. Click the Status to Sent ButtonSent Image Added button
27. The Invoice has now been created.

How to Create a single Invoice for Non-Tuition items

To have these additional items added to the 

1. Click on the the System Tab  tab in the Side side menu
2. Click on the the Edit Time Period in  in the side menu
3. Click on the the Show all time periods Buttonperiods Image Added button
4. Scroll down and locate the the Configuration_period for Invoicing
5. Ensure the dates encompass the start date(s) of the units being invoiced.
6. Click on the the Accounting Tab  tab in the Side Menuside menu
7. Click on the the Search option  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 the Search Student ButtonImage Addedbutton
10. This will return a list of students that meet the searched criteria
11. To reduce 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 to the Student Summary Section
15. Click on the Action Button in the Student Summary Section Image Addedbutton, the Action menu will openEnsure
16. Select the Create New General Invoice Image Addedoption
17. Select the Invoice Type is as Sales Invoice
18. Select the Provider in the From Party option
19. Select the Enrolment Period
20. Click the Save Invoice ButtonInvoice Image Added button
21. Scroll down to the Items section
22. Click the Add Invoice Item Button Image Addedbutton
23. Scroll Down down to the Fees to Add Section
24. Click on the Ticket Box tick box Image Addedof the item(s) to be added 
25. Click on the Add Selected as Items as Charge ButtonCharge Image Addedbutton
26. The Invoice is now ready to be Printed, Emailed or Paid

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 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 Button
7. Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)
   
8. Click on the Add Enrolments to List Button.
9. Once the list has been generated any unwanted records can be removed by clicking remove record icon) Image Modified
10. Click on the Bulk Invoice option in the Side Menu
11. Select the Required From Party from the drop box
12. Select the required enrolment period from the drop box
13. Enter any required Information in the Invoice Message Field (Please Note: This message / information will go on all of the invoices generated)
14. Click on the Generate Enrolment Invoices Button
15. 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 Button
5. Update any required data or dates to obtain the required student list
6. scroll to the Format report Section
7. Select the Bulk Student Select option
8. Click on the Produce Report Button
9. Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)
   
10. Scroll to the Bottom and click on the Add Selected to List Button
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 Button
18. Check the Invoice results list for any error messages for invoices that need attention
    

How to Create a Credit Note

How to Cancel an 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 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 down to the Student Invoice List
10. Click on the Action Menu next to the Invoice to be Cancelled, 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 on the Save Invoice Button
14. Scroll down to the Items section
15. Click on the Add Invoice Item Button
16. Delete all of the items associated with the invoice by clicking on the delete icon next to each one
17. Scroll up to the Invoice section and Click on the Edit invoice Button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. The Invoice has now been Cancelled.
20. Notify the Accounting department / person that the invoice has been cancelled

What to do when a Funding type Changes

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 down to the Student Invoice List
10. Click on the Action Menu next to the Invoice to be Cancelled, 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 on the Save Invoice Button
14. Scroll down to the Items section
15. Click on the Add Invoice Item Button
16. Delete all of the items associated with the invoice by clicking on the delete icon next to each one
17. Scroll up to the Invoice section and Click on the Edit invoice Button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. The Invoice has now been Cancelled.
20. Click on the Student Tab in the Side Menu
21. Click on the Summary option in the Side Menu
22. Click on the Action button next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open
23. Click on the Academic Record option
24. Click on the tick box next to the unit(s) to be altered
25. Click on the drop box below the unit list and select the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees
26. Click on the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees button
27. Return to the Accounting Section and re-issue the invoice
28. Notify the Accounting department / person that the invoice has been altered

What to do when a Tuition amount is incorrect

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 down to the Student Invoice List
10. Click on the Action Menu next to the Invoice to be Cancelled, 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 on the Save Invoice Button
14. Scroll down to the Items section
15. Click on the Add Invoice Item Button
16. Delete all of the items associated with the invoice by clicking on the delete icon next to each one
17. Scroll up to the Invoice section and Click on the Edit invoice Button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. The Invoice has now been Cancelled.
20. Click on the Student Tab in the Side Menu
21. Click on the Summary option in the Side Menu
22. Click on the Action button next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open
23. Click on the Academic Record option
24. Click on the Edit icon  next to the unit to be edited 
25. Scroll to the bottom of the page and click on the Edit Fees Button
26. A warning message will appear - You are about to edit the fee information for a unit that has been invoiced. You will need to inform accounts of the changes. Click the OK button
27. Update the Unit Fee field with the corrected amount
28. Click on the Save Unit Fee Button
29. Return to the Accounting Section and re-issue the invoice
30. Notify the Accounting department / person that the invoice has been altered
    
    

How to Write of an 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 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 down to the Student Invoice List
10. Click on the Action Menu next to the Invoice to be Written off, the Action Menu will open
11. Click on the Edit Invoice option
12. Click on the Status option drop box and set it to Write off
13. Notify the Accounting department / person that the invoice has been marked as Write off

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