Overview

Objective

Overview

Objective

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

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Workflow

How to Create a single Invoice for Tuition items

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1. Click on the System tab in the side menu
2. Click on the Edit Time Period in the side menu
3. Click on the Show all time periods  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 in the side 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
10. This will return a list of students that meet the searched criteria
11. To 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 to the Course for which the invoice is to be created
16. Select the Enrolment Period to associate the units to
17. 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  button
20. Scroll down to the Units Enrolled by 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 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.
23.  Click the Add Selected as Items  button
24. (If Required) Add any Adjustment items to the invoice by ticking the tick boxes 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.
25. Scroll up to the Invoice header Section and Click the Edit Invoice  button
26. Click the Status to Sent  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 System tab in the side menu
2. Click on the Edit Time Period in the side menu
3. Click on the Show all time periods  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 in the side 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 Studentbutton
10. This will return a list of students that meet the searched criteria
11. To 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, the Action menu will open
16. Select the Create New General Invoice option
17. Select the Invoice Type as Sales Invoice
18. Select the Provider in the From Party option
19. Select the Enrolment Period
20. Click the Save Invoice  button
21. Scroll down to the Items section
22. Click the Add Invoice Item button
23. Scroll down to the Fees to Add Section
24. Click on the tick box of the item(s) to be added 
25. Click on the Add Selected as Items as Charge button
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 menu
2. Click on the Search Course option in the Side 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 Image Addedbutton
7. Click on the Tick boxes Image Addedof 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 ButtonList Image Added button.
10. Once the list has been generated any unwanted records can be removed by clicking remove record icon)  Remove Record icon Image Modified
11. Click on the Bulk Invoice option in the Side Menuside 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 ButtonInvoices Image Added 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 tab in the Side Menuside menu
2. Click on the Report builder Option option in the Side Menuside 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 Image Addedbutton
5. Update any required data or dates to obtain the required student list
6. scroll Scroll down to the Format report SectionReport section
7. Select the Bulk Student Select option
8. Click on the Produce Report Button Image Addedbutton
9. Click on the Tick boxes Image Addedof the required Students (Alternatively, click on the Select All option)
   
10. Scroll to the bottom of the Bottom list and click on the Add Selected to List Button Image Addedbutton
11. Once the list has been generated any unwanted records can be removed by clicking remove record icon)  Remove Record icon Image Modified
12. Click on the Student Tab tab in the Side Menuside menu
13. Click on the Bulk Invoice option in the Side Menuside menu
14. Select the Required 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 ButtonInvoices Image Addedbutton
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 tab in the Side Menuside 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 ButtonStudent Image Added button
5. This will return a list of students that meet the searched criteria
6. 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. 
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 section
10. Click on the Action Menu menu Image Addednext to the Invoice to be Cancelled, the Action Menu will open
11. Click on the Edit Invoice Invoice Image Added option
12. Click the Drop box next to the Status option and select the In-Process option
13. Click on the Save Invoice Button Image Addedbutton
14. Scroll down to the Items section
15. Click on the Add Invoice Item Button Image Addedbutton
16. Delete all of the items associated with the invoice by clicking on the delete Delete icon next to each one
17. Scroll up to the Invoice section and Click on the Edit invoice ButtonInvoice Image Added button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. Click on the Save Invoice Image Addedbutton
20. The Invoice has now been Cancelled.
21. 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  tab in the Side Menuside 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 ButtonStudent Image Added button
5. This will return a list of students that meet the searched criteria
6. 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. 
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 section
10. Click on the Action MenuImage Added next to the Invoice to be Cancelled, the Action Menu will open
11. Click on the Edit InvoiceImage Added option
12. Click the Drop box next to the Status option and select the In-Process option
13. Click on the Save Invoice ButtonInvoice Image Added button
14. Scroll down to the Items section
15. Click on the Add Invoice Item Button Image Addedbutton
16. Delete all of the items associated with the invoice by clicking on the delete Delete icon next to each one
17. Scroll up to the Invoice section and Click on the Edit invoice Button Image Added button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. Click on the Save Invoice Image Addedbutton
20. The Invoice has now been Cancelled.
21. Click on the Student Tab tab in the Side Menuside menu
22. Click on the Summary option in the Side Menuthe side menu
23. Scroll down to the Course Enrolled by Student section
24. Click on the Action buttonImage Added next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open
25. Click on the Academic Record option
26. Click on the tick box Image Addednext to the unit(s) to be altered
27. Click on the drop box below the unit list and select the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees
28. Click on the Convert the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees button
29. Return to the Accounting Section and re-issue the invoice
30. Notify the Accounting department / person that the invoice has been altered

What to do when a Tuition amount is incorrect

1. Click on the the Accounting Tab  tab in the Side Menuside menu
2. Click on the the Search option  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 Buttonthe Search Student Image Added button
5. This will return a list of students that meet the searched criteria
6. 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. 
7. Click on the blue hyper link on the left side of the required record.
8. The student's record has now been loaded.Scroll down to the Student Invoice List
9. Click on the Action Menu next the Action MenuImage Added next to the Invoice to be Cancelled, the Action Menu will open
10. Click on the the Edit Invoice optionImage Added option
11. Click the Drop box next to the Status option and select the In-Process option
12. Click on the Save Invoice Buttonthe Save Invoice Image Added button
13. Scroll down to the Items section
14. Click on the the Add Invoice Item ButtonImage Addedbutton
15. Delete all of the items associated with the invoice by clicking on the delete Delete icon next to each one
16. Scroll up to the Invoice section and Click on the the Edit invoice Button Image Added button
17. Click the Drop box next to the Status option and select the Cancelled option.
18. Click on the Save Invoice Image Addedbutton
19. The Invoice has now been Cancelled.
20. Click on the the Student Tab  tab in the Side Menuside menu
21. Click on the the Summary option  option in the Side Menuside menu
22. Scroll down to the Course Enrolled by Student section
23. Click on the Action button next the Action buttonImage Added next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open
24. Click on the the Academic Record option option
25. Click on the Edit icon  next to the unit to be edited 
26. Scroll to the bottom of the page and click on the Edit Fees Button Image Addedbutton
27. 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 Image Addedbutton
28. Update the Unit Fee field with the corrected amount
29. Click on the Save Unit Fee ButtonEnrolment Image Addedbutton
30. Return to the Accounting Section and re-issue the invoice
31. Notify the Accounting department / person that the invoice has been altered

How to Write of an Invoice

1. Click on the the Accounting Tab  tab in the Side Menuside menu
2. Click on the the Search option  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 Buttonthe Search Student Image Added button
5. This will return a list of students that meet the searched criteria
6. 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. 
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 section
10. Click on the Action Menu next the Action buttonImage Added next to the Invoice to be Written off, the Action Menu will open
11. Click on the the Edit Invoice optionImage Added option
12. Click on the Status option drop box and set it to Write off
13. Click on the Save Invoice Image Added button
14. Notify the Accounting department / person that the invoice has been marked as Write off

Further reading

Accounting Summary