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Overview
This page covers the following topics:
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
Complexity:
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Page Contents
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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 |
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Payment Id | System Generated payment number |
Status | Status of the Payment
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Reference Number |
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Payment Type |
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Effective Date | Payment date |
Payment Method | Payment Methods accepted by the Institution
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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 |
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From Party Id | The Student or Agent making the Payment |
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. |
To Party Id | If there are multiple Campus within the system payment can be coded here |
Is Net Payment |
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Assoc party Id | The Student or Agent making the Payment |
Drawer (if Cheque) | If paying by Cheque - Name on the Cheque |
BSB (if Cheque) | 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. |
Bank (if Cheque) | Name of Financial Institution |
Comments | This is a Free text field for any comments. Please note: Any Text written here will appear on the Receipt |
New feature coming soon....
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.
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Implications
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Be advisedIt is important that any users have a high level of understanding of the system before accessing and using the Account Accounting section of the system. In Particular:
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Workflow
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These instructions assume that the Invoice amount and the Payment Amount match. |
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These instructions assume that the Invoice amount and the Payment Amount match.
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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
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Part Three - Creating a Credit Note
Scholarships
Scholarship payments needs to be added to the Unit Enrolment Screen prior to invoicing. These are considered a Funding Type in the same way an upfront payment or Funding amount (e.g.Fee-Help / HECS-Help).
How to Add a Scholarship Payment to a Unit
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How to edit an Amount Paid field for scholarships
If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.
- 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 the Student Invoice List
- Click on the Action Menu next to the Invoice to be updated, the Action menu will open
- Click on the Edit Invoice option
- Click the Drop box next to the Status option and select the In-Process option
- Click the Save Invoice Button
- Click on the Accounting option the Side Menu
- Click on the Summary option in the Side Menu
- Scroll down to the the Current unit Enrolment section
- Click on the Edit icon
next to the Unit to be allocated to Scholarship / Edited - The Unit record will now Load
- Scroll to the bottom of the page and Click the Edit Fee Button
- Update the Scholarship / Subsidy amount
- Update the Scholarship type
- Click on the Save Unit Button
- The Unit can be added to the invoice.
How to Apply Internal Discounts (other than Scholarships)
- Click on the Student 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 Action menu next to the Course of study the Unit(s) to receive a discount belongs to. The Action menu will open
- Click on the Academic Record option in the Action menu
- Click on the Edit icon next to the Unit to be given a discount
- Click on the Subsidy Type drop box and select the discount type
- Enter the amount in the Subsidy Amount field
- Click on the Save Unit Enrolment Button
Importing Payments from an External System via the Import Wizard
To import payments in bulk specific information is required as a minimum
- Id Number (Student Number is preferred
- Transaction / Payment date
- Transaction / Payment amount
- Unique reference for each Transaction / Payment
Additional information maybe helpful / appropriate.
Once this information is available the transactions / payments can be imported via the Import Wizard within the System.
For information or Setting is up please contact the Silverband Help desk.
How to Allocate Payments in Bulk
New feature coming soon....
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How to Create a Single Invoice for Tuition Items
How to Create a single Invoice for Non-Tuition Items (General Invoice)
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Further Reading
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