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| Field Name | Brief Overview |
|---|---|
| Invoice Number | System generated invoice number |
| Paid date | The date the invoice was paid |
| Invoice Date | The Date the Invoice was generated |
| Due Date | The date the invoice is due to be paid by |
| Invoice type |
|
| Status |
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| Description | This field takes information already in the system - Student number, First Name, Last name, Course Enrolled and Invoicing Period Name to create a description of the invoice for each invoice |
| From party | Provider / Institution Name |
| Reference Number | This Field Takes the invoice number, Student number and Invoicing Period name to create a unique reference number for each invoice |
Invoice Message | This can be any message to the students.Please note the same message will appear on all invoices generated |
| Course Enrolment | The Course the Student is enrolled into |
| Enrolment Period | The Time period / Semester /Trimester |
| Total Amount | Total Amount of the invoice |
| Paid Amount | The Amount paid on the invoice |
| Owing Amount | Any amount outstanding on the invoice |
Implications
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| Warning |
|---|
| It is imperative that Bulk Invoice generation is only done by Staff that fully understand the Accounting practices and principles within your institution. Incorrect data can have a severe knock on effect that can be almost impossible to fix or correct, The implications from this may not be apparent immediately. |
Workflow
How to Create Invoices in Bulk
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Creating Bulk invoices is divided into three part process: 1.Establishing the Invoicing Period, 2. Creating the List of Students and 3. Creating the invoices
Part One - Establishing the Invoice Period
- Click on the System Side menu option
- Click on the Edit time period side menu option .
- Click on the Show All Time Periods Button.
- Click on the Type heading to sort the time periods to find the one to be updated. Alternatively select configuration periods from the time period type drop box and click on the search Time Periods button.
- Click on the pencil icon
next to the Invoicing configuration_period - Scroll to the bottom of the page. The invoicing configuration period has now been loaded.
- Edit the From date using the date picker
- Edit the To date using the date picker
- Click on the Save Time Period Button
A new Invoicing time period doesn't need to be added to the system for each period, think of is a sliding window to capture the From and To dates that moves periodically.
Part Two - Creating the Student list
- Click on the Reports tab in the Side menu
- Click on the Financial Option in the Side menu
- Scroll down to the Invoice - Bulk Student Select report
- Click on the Get Report Button next
- Enter the Unit Census date from
- Enter the Unit Census date to
- Select the Course(s) required
- Select the Bulk Student Select option
- Click the Produce report button
- A list of students who meet the criteria will be produced
- Click the Tick boxes next to the required students (Alternatively click on the elect all tick box)
- Scroll to the bottom of the list
- Click on the Add Selected to list button
Part Three - Creating the Invoices
- Once the list is produced click on the Student tab in the side menu (if the tab is not already open)
- Click on the Bulk Invoice option in the side menu
- If any students need to be removed from the list click on the remove
option - Enter Enter the Unit Start date
- Enter the Unit End date
- Enter the Invoice date
- Enter the Invoice due date
- Select the Enrolment Period from the drop down box
- Click on the Generate Enrolment Invoices Button
- The invoices have now been produced, scroll down and check that a success message appears for each record.
- An invoice id (number) will appear for each unit added to the invoice.
Further reading
Setting Invoice time Invoicing Configuration / Time periods in the system tabSystem Tab
Generating Single invoices