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Objective

The purpose of this knowledge article is to demonstrate how to create a payment and apply a payment to an invoice

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 unitsThe Student has invoices created against their record
  • The user has basic understanding of the Accounting concepts

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)
Payment IdSystem Generated payment numberR11063
Status

Status of the Payment

Ex: Received,Cancelled, Confirmed, Not Paid, SentPayment MethodPossible values are Cash,Credit Card, Debit Card, BPay, Paypal, Payment ExpressEffective dateDate that the payment going to be effective fromAmount 

  • 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

. Please note

. 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

or empty.

.

1851.50
From Party IdThe Student or Agent making the PaymentJames McMorran
Sent Amount

Add

the sent amount, If

the

sent

amount

is same as the received amount you could add the same value entered in the received amount fieldFrom party ID This is the party we are receiving the payment from .Please note that from and to party ID will be filled automaticallyTo party IDThis is the party that payment goes to -Please note that from and to party ID will be filled automatically

If you are processing 'cheques' you could use the 'drawer' field, BSB and Bank fields.

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


Implications



How to Add / Create a Payment 

Info
Before you apply a payment to an invoice you need to create a payment
Info
Please note that you can apply a payment to an invoice, once it has been set to sent status.

...

  1. Load the student,for who a payment is being received from by going to the side menu Student option, search the student by ID or name.
  2. In the Side menu click Accounting option then, click on payments.
  3. Click on 'create new payment' button.
  4. Fill out the required fields.
  5. Click on the 'save payment' button.

Image Removed

...


  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 to the bottom of the page
  10. Click the Add New Payment Button
  11. Scroll down to the Payment Section



How to Create an Invoice




How to Apply a Payment to an Invoice for Tuition Items

  1.  Load the student,for who a payment is being received from by going to the side menu Student option, search the student by ID or name.
  2. On the Side menu click on the 'Accounting' option then, click on invoices.
  3. Select the invoice and click on the Actions button -->edit invoice
  4. Click on the 'Status to Sent' button
  5. Click on the invoices on the side menu
  6. Select the invoice and click on the Actions button -->pay invoice
  7. Scroll down to the section 'possible payments to apply' and click on the 'apply amount to items' button

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


How to Allocate Payments


How to Create a Credit Note


How to Create refund


What to do when a Funding type Changes

What to do when a Tuition amount is incorrect

How to Write of an Invoice

How to Cancel an Invalid Invoice