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Objective
Upon completion of this KB the user will be able to:
- 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
Key terms and concepts
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) |
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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 |
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Bulk Allocation of Payments Screen is currently being developed and will be deployed in the near future. this will allow for Payments that have been received to be paid against invoices in bulk. Please contact the Help Desk for further information and updates.
Implications
Warning |
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Please note: It is important that any users have a high level of understanding of the system before accessing and using the Account section of the system. In Particular:
|
Workflow
How to Add / Create a Payment Payment
Info |
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Before you apply a payment to an invoice you need to create a payment |
- Click on the Accounting Tab tab in the Side Menuside menu
- Click on the search 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 button
- This will return a list of students that meet the searched criteria
- 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.
- 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 button
- Scroll down to the Payment Section
- 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 ButtonPayment button
- To email a copy of the receipt click the Email Receipt button
- To Print a Copy of the receipt click the Print Receipt 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.
- Click on the the Accounting Tab tab in the Side Menuside menu
- Click on the search option 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 Buttonthe Search Student button
- This will return a list of students that meet the searched criteria
- 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.
- Click on the blue hyper link on the left side of the required record.
- The student's record has now been loaded.
- Click on the Invoices Option option in the Side Menuside menu
- Click on the Action Menu Actions menu next to the Invoice to be Paid off, the Action menu will open
- Click on the Edit Invoice option
- Click on the Status to Set Button Sent button (Or Select the Sent option in the Status drop box and Click he the Save Invoice Button)
- Click on the Invoices option in the side menu
- Click on the Action Menu next to the the Actions menu next to the Invoice to be Paid off, the Action menu will open
- Click on the Pay Invoice option in the Action menu
- Scroll down to the Possible Payments to Apply Section
- Click on the Apply Amount to Items Button button
- 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.
- 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.
- Click on the Invoices Option in the Side Menu
- Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
- Click on the Edit Invoice option
- Click on the Status to Set Button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
- Click on the Invoices option in the side menu
- Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
- Click on the Pay Invoice option in the Action menu
- Scroll down to the Possible Payments to Apply Section
- Click on the Apply Amount to Items Button
- The Invoice has now been paid off.
How to Create refund
There are three parts to creating a refund: 1. Creating an invoice,2. Paying off the invoice, 3. Creating a credit note.
(These instructions assume that a payment has been received prior to an invoice being created e.g. Prior to Census date)
Part One - Creating the Invoice
- 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 down to the Course Enrolment section
- Click the New Invoice Button next to the Course for which the invoice is to be created
- Select the Enrolment Period to associate the units to
- update the due date (if required)
- All other fields should auto populate from the header.
- Scroll down and click the Add Invoice item button
- Scroll down to the Units Enrolled by student section
- The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
- 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.
- Click the Add Selected as Items button
- Add any Adjustment items to the invoice (as required) by ticking the check box 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.
- Scroll up to the Invoice header Section and Click the Edit Invoice button
- Click the Status to Sent Button
- The Invoice has now been created.
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For information or Setting is up please contact the Silverband Help desk.
How to Allocate Payments in Bulk
New feature coming soon....
Further reading
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