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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 DescriptionSample Data (Basic Payment) | ||
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Payment Id | System Generated payment numberR11063 | ||
Status | Status of the Payment
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Reference Number |
| Undergraduate | |
Payment Type |
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Effective Date | Payment date | 18/03/2019 | |
Payment Method | Payment Methods accepted by the Institution
| 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 hereStarfleet Academy | ||
Is Net Payment |
| 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 Institution | Commonwealth Bank | Bond Refund Amount |
Comments | This is a Free text field for any comments. Please note: Any Text written here will appear on the ReceiptBank Reconciliation Amount | Bank Reconciliation Seq Id | Bank Reconciliation Date Time |
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 |
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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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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 Pay Invoice option in the Action menu
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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.
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
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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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The student's record has now been loaded.
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Scroll down to the Course Enrolment section
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Click the New Invoice button next to the Course for which the invoice is to be created
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Select the Enrolment Period to associate the units to
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Update the due date (if required)
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All other fields should auto populate from the header.
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Scroll down and click the Add Invoice Item button
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Scroll down to the Units Enrolled by student section
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The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
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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.
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Click the Add Selected as Items button
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Click the Status to Sent button
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The Invoice has now been created.
Part Two - Paying off the Invoice
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Click on the Edit Invoice option
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Click on the Status to Set button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
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Click on the Invoices option in the side menu
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Part Three - Creating a Credit Note
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Scroll down to the Student invoice list section
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Click on the Action menu option next to the invoice a credit note is to be created against. The Action menu will open
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Click on the Create Credit Notice option in the Action menu
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Further Reading
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Related Pages
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