Be advised

It is important that all users are required to have a high level of understanding of the system before using the Accounting module of the system.

In Particular:

• Fee Rules

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

Note

From time to time something will inevitably go wrong with an invoice.

If Invoices are tracked in an external Accounting Package such as MYOB or XERO, it is best practice to cancel the original invoice, make any changes, generate a new invoice and then report them to the Accounting department to ensure all records are up to date and accurate.

1. How to Create a single Invoice for Tuition items (e.g.Unit enrolments)

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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 unit start and end dates that to be invoiced must sit wholly within the date range defined by the time period called "INVOICING".

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 into 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 hyperlink 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 icon 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.

Below are the steps to add an invoice line item:

1. Scroll down and click the Add Invoice item button

2. Scroll down to the Units Enrolled by Student section

3. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here

4. 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.

5.  Click the Add Selected as Items  button

6. (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.

7. Scroll up to the Invoice header Section and Click the Edit Invoice button

8. Click the Status to Sent button

9. The Invoice has now been created.

2. How to Create a single Invoice for Non-Tuition items (general invoice e.g. textbooks, transcripts)

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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 into 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 hyperlink 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. [Optional] to change the Unit price if requires, click on the pencil icon against it. At the edit invoice item section, change the Unit price to $XX.XX amount as required. Click on the Save item button.

27. The Invoice is now ready to be Printed, Emailed or Paid

3. How to Create Invoices in Bulk (For Unit Enrolments)

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There are two ways to generate the list of Students required to creating Invoices in Bulk in the system.

Method 1: By Course

1. Click the Student tab in the side menu

2. Click on the Search Course option in the side menu

3. Click on the Course name dropbox 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 dropbox and select the required Funding type

6. Click on the Search Course Enrolments button

7. Click on the Tick boxes of 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 button.

10. Once the list has been generated any unwanted records can be removed by clicking the Remove Record icon 

11. Click on the Bulk Invoice option in the side menu

12. Select the Required From Party from the dropbox

13. Select the required enrolment period from the dropbox

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 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 in the side menu

2. Click on the Report builder option in the side menu

3. Click on the Global Reports dropbox and Select Bulk Select Report (Or other specifically built reports)

4. Click on the Load Report button

5. Update any required data or dates to obtain the required student list

6. Scroll down to the Format Report section

7. Select the Bulk Student Select option

8. Click on the Produce Report button

9. Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)
   

10. Scroll to the bottom of the list and click on the Add Selected to List button

11. Once the list has been generated any unwanted records can be removed by clicking the Remove Record icon 

12. Click on the Student tab in the side menu

13. Click on the Bulk Invoice option in the side menu

14. Select the required From Party from the dropbox

15. Select the required enrolment period from the dropbox

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 button

18. Check the Invoice results list for any error messages for invoices that need attention

4. How to Raise a Credit Note

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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 into 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 filter the returned options in this box above the returned results start typing the student’s First / given name. This will reduce the number of results. 

7. Click on the blue hyperlink 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. Scroll down to the Student invoice list section

11. Click on the Action menu option next to the invoice a credit note is to be created against. The Action menu will open

12. Click on the Create Credit Notice option in the Action menu

5. How to Cancel an Invoice

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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 into 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 filter the returned options in this box above the returned results start typing the student's First / given name. This will reduce the number of results. 

7. Click on the blue hyperlink 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. If the invoice has already had payments applied to it, or the invoice has been fully paid, you will need to delete the payments that have been made to the items in the invoice.

    1. In the Accounting → Summary screen, scroll down to the Items section, and click the Add Invoice Items button.

    2. Click the button called Set To In-Process and Delete Payments To Items.

    3. Skip to the Step 17 below.

11. Click on the Action menu next to the Invoice to be Cancelled, the Action Menu will open

12. Click on the Edit Invoice option

13. Click the Drop box next to the Status option and select the In-Process option

14. Click on the Save Invoice button

15. Scroll down to the Items section

16. Click on the Add Invoice Item button

17. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

18. Scroll up to the Invoice section and click on the Edit Invoice button

19. Click the Drop box next to the Status option and select the Cancelled option.

20. Click on the Save Invoice button

21. The Invoice has now been Cancelled.

22. Notify the Accounting department/person that the invoice has been cancelled

6. What to do when a Tuition amount is incorrect

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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 into 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 filter the returned options in this box above the returned results start typing the student's First / given name. This will reduce the number of results. 

7. Click on the blue hyperlink on the left side of the required record.

8. The student's record has now been loaded.

9. Click on the Action Menu next to the Invoice to be Cancelled, the Action Menu will open

10. Click on the Edit Invoice option

11. Click the Drop box next to the Status option and select the In-Process option

12. Click on the Save Invoice  button

13. Scroll down to the Items section

14. Click on the Add Invoice Item button

15. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

16. Scroll up to the Invoice section and Click on the Edit invoice button

17. Click the Drop box next to the Status option and select the Cancelled option.

18. Click on the Save Invoice button

19. The Invoice has now been Cancelled.

20. Click on the Student tab in the side menu

21. Click on the Summary option in the side menu

22. Scroll down to the Course Enrolled by Student section

23. Click on the Action button next to the Course enrolled by the student containing the unit(s) to be updated, the action menu will open

24. Click on the Academic Record 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

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 button

28. Update the Unit Fee field with the corrected amount

29. Click on the Save Unit Enrolment button

30. Return to the Accounting Section and re-issue the invoice

31. Notify the Accounting department/person that the invoice has been altered

7. How to Write off an Invoice

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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 into 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 filter the returned options in this box above the returned results start typing the student's First / given name. This will reduce the number of results. 

7. Click on the blue hyperlink 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 button next to the Invoice to be Written off, the Action Menu will open

11. Click on the Edit Invoice option

12. Click on the Status option drop box and set it to Write off

13. Click on the Save Invoice  button

14. Notify the Accounting department / person that the invoice has been marked as Write off

8. How to re-issue a cancelled invoice

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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 into 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 filter the returned options in this box above the returned results start typing the student's First / given name. This will reduce the number of results. 

7. Click on the blue hyperlink 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 the Action button next to the invoice to be edited

11. Click the Edit Invoice option

12. Scroll down and click the Add Invoice Item button

13. Click the Set to in-process and delete Payments to items button

14. A warning message will appear “Are you sure you want to delete the selected items?” - Click the OK option to continue or Cancel to abort.

15. The Invoice is now ready to be edited and re-issued

9. How to add a new invoice product item (e.g.textbook, transcript fee)

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1. Click on the Accounting tab in the side menu

2. Click on Edit Products in the side menu

3. Select the suitable option in the Select Product Type dropbox on the right-hand side

4. Click on the Search Product button

5. This will return a list of product items that meet the searched criteria

6. You did not find the product item from the returned list, then

7. You can either:

a) Click on the Copy icon 📄 against one of the Product Id, this triggers to copy down one of the existing product items, you can modify it. Click on Add New Product button to save as a new product item.

b) Click on Add New Product button, to create a new product item from the scratch.

10. How to update the prices of the invoice product item

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1. Click on the Accounting tab in the side menu

2. Click on Edit Products in the side menu

3. Select the suitable option in the Select Product Type dropbox on the right-hand side

4. Click on the Search Product button

5. This will return a list of product items that meet the searched criteria

6. Click the Edit icon against the product that you want to edit

7. This triggers both the Edit Product and Price Search section to expand, Edit Product section allows you to make changes to anything related to the product.

8. In the Price Search section, you can:

a) search for an existing price by click on the Search Prices button, a list of current Product item prices will return as the search results

b) after checking the new pricing is not existing, enter a new price $ to the Price field and click on the Add New Price button

9. In the Modify Product Prices section, fill out the Pricing Type, Currency, Price and Valid from date fields, click on the Save Product Price button