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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:

Status
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titleHIGH

Page Contents

Table of 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 DescriptionSample Data (Basic Payment)

Payment Id

System 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 Date

Payment 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 Id

The 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 Id

If there are multiple Campus within the system payment can be coded here

Starfleet Academy

Is Net Payment

  • Yes

  • No

No

Assoc party Id

The Student or Agent making the PaymentJames McMorran

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.

015 347

BankBank (if Cheque)

Name 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

Note

Be advised

It is important that any users have a high level of understanding of the system before accessing and using the

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Accounting section of the system.

In Particular:

  • Fee Rules

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

Workflow

Expand
title1. How to Add / Create a Payment
Info

Note

Before you apply a payment to an invoice you need to create a payment first.

  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 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. 

  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. Note: System has pre-filled some fields, some fields are optional to fill out.

  12. Ensure the status is set to Received

  13. At the Payment Section, (Optional to) Enter a reference number or select an option from the attached drop box

  14. Select Customer Payment as Payment type

  15. Check the effective date (System might already pre-filled), this is the date you received the payment

  16. Select the Payment Method from the drop-down menu (e.g Cash, Credit card, Cheque, B-Pay, etc)

  17. Enter the Received

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  1. amount, do not include the $ symbol in this field

  2. Confirm if this is the net amount or not (yes / no)

  3. Enter the amount received in the Sent Amount

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  1. field. This is the gross amount. Do not

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  1. include the $ symbol in this field

  2. Select the To Party Id from drop-down menu.

  3. For Cheques Only: Enter the Drawer, BSB, and bank name

  4. Enter any relevant comments re this payment in to the Comments Field

  5. Click the Save Payment button.

  6.  (Optional) To email a copy of the receipt click the Email Receipt button

  7. (Optional) To Print a Copy of the receipt click the Print Receipt button  

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Expand
title2. How to Apply a Payment to an Invoice for Tuition items

These instructions assume that the Invoice amount and the Payment Amount match.

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Click on the Accounting tab in the side menu

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Click on the Search option in the side menu

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Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

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Click on the Search Student button

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This will return a list of students that meet the searched criteria

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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. 

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Click on the blue hyper link on the left side of the required record.

  1. Assume you already have the student's record loaded.

  2. Click on the Accounting tab in the side menu

  3. Click on the Invoices option in the side menu

  4. Click on the Actions menu next to the Invoice to be Paid off, the Action menu will open

  5. Click on the Edit Invoice option

  6. Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click the Save Invoice Button)

  7. Click on the Invoices option in the side menu

  8. Click on the Actions

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  1.  menu next  to the Invoice to be Paid off, the Action menu will open

  2. Click on the Pay Invoice option in the Action menu

  3. Scroll down to the Possible Payments to Apply Section

  4. Click on the Apply Amount to Items button

  5. The Invoice has now been paid off.

Expand
title3. 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.

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Click on the Accounting tab in the side menu

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Click on the Search option in the side menu

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Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

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Click on the Search Student button

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This will return a list of students that meet the searched criteria

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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. 

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Click on the blue hyper link on the left side of the required record.

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  1. Assume you already have the student's record

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  1. loaded.

  2. Click on the

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  1. Accounting tab in the side

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  1. menu

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  2. Click on the

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Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)

4. 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 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. 

  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. Click 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.

Part Two - Paying off the Invoice

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Click on the Invoices option in the side menu

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Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open

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Click on the Edit Invoice option

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  1. Invoices option in the side menu

  2. Click on the Action menu next to the Invoice to be Paid off, the Action menu will open

  3. Click on the

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Scroll down to the Possible Payments to Apply Section

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Click on the Apply Amount to Items button

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The Invoice has now been paid off.

  1. Edit Invoice option

  2. Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)

  3. Click on the Invoices option in the side menu

  4. Click on the Action

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  1. menu next to the Invoice to be Paid off, the Action menu will open

  2. Click on the Pay Invoice option in the Action menu

  3. Scroll down to the Possible Payments to Apply Section

  4. Click on the Apply Amount to Items button

  5. The Invoice has now been paid off

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Part Three - Creating a Credit Note

  1. Click on the Invoices option in the side menu.

  2. Scroll down to the Student invoice list section

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

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

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

  1. Click on the Student 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 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. 

  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 Action menu next to the Course the unit belongs to that will receive a Scholarship. The Action menu will open

  10. Click on the Academic Record option in the Action menu

  11. Click on the Edit icon next to the Unit to be given a Scholarship

  12. Click on the Subsidy Type drop box and select the Scholarship type

  13. Enter the amount in the Subsidy Amount field

  14. Click on the Save Unit Enrolment button

How to edit an Amount Paid field for scholarships

These instruction are for If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.

  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 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. 

  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 the Student Invoice List section

  10. Click on the Action menu next to the Invoice to be updated, the Action menu will open

  11. Click on the Edit Invoice option

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

  13. Click the Save Invoice button

  14. Click on the Accounting option the side menu

  15. Click on the Summary option in the side menu

  16. Scroll down to the the Current unit Enrolment section

  17. Click on the Edit icon next to the Unit to be allocated to Scholarship / Edited

  18. The Unit record will now Load

  19. Scroll to the bottom of the page and Click the Edit Fee button

  20. Update the Scholarship  / Subsidy amount 

  21. Update the Scholarship type

  22. Click on the Save Unit Enrolment button

  23. The Unit can be added to the invoice.

How to Apply Internal Discounts (other than Scholarships)

  1. Click on the Student 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 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. 

  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 Action menu next to the Course of study the Unit(s) belong to that will receive a discount. The Action menu will open

  10. Click on the Academic Record option in the Action menu

  11. Click on the Edit icon next to the Unit to be given a discount

  12. Click on the Subsidy Type drop box and select the discount type

  13. Enter the amount in the Subsidy Amount field

  14. 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.

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Further Reading

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