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Objective

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

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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 IdSystem Generated payment numberR11063
Status

Status of the Payment

  • Cancelled
  • Confirmed
  • Not Paid
  • Received
  • Sent
Received
Reference Number
  • Undergraduate
  • Postgraduate
  • HDR Masters
  • HDR Doctorate
Undergraduate

Payment Type

  • Customer Payment
  • Customer Refund
  • Internal Payment
Customer Payment
Effective DatePayment date18/03/2019
Payment Method

Payment Methods accepted by the Institution

  • Cash,
  • Credit Card
  • Debit Card
  • EFT (Electronic Funds Transfer)
  • BPay
  • Paypal
  • Payment Express
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 IdThe Student or Agent making the PaymentJames 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 IdIf there are multiple Campus within the system payment can be coded hereStarfleet Academy
Is Net Payment
  • Yes
  • No
No
Assoc party IdThe Student or Agent making the PaymentJames McMorran
DrawerIf paying by Cheque - Name on the Cheque
BSBBank 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
BankName of Financial InstitutionCommonwealth 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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Warning

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:

  • Fee Rules
  • Timings of various key milestones in Higher Education reporting (Census dates and HEPCAT / TCSI reporting)

Workflow

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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  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  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  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

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

  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 Course Enrolment section
  10. Click the New Invoice Button  next to the Course for which the invoice is to be created
  11. Select the Enrolment Period to associate the units to
  12. update the due date (if required)
  13. All other fields should auto populate from the header.
  14. Scroll down and click the Add Invoice item button
  15. Scroll down to the Units Enrolled by student section
  16. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
  17. 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.
  18.  Click the Add Selected as Items button
  19. 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.
  20. Scroll up to the Invoice header Section and Click the Edit Invoice button
  21. Click the Status to Sent Button
  22. 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

Accounting Summary

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