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Overview
This page covers the following topics:
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Complexity:
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 Cancelled Confirmed Not Paid Received Sent
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Reference Number | Undergraduate Postgraduate HDR Masters HDR Doctorate
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Payment Type | Customer Payment Customer Refund Internal Payment
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Effective Date | Payment date |
Payment Method | Payment Methods accepted by the Institution |
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. |
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 | |
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 |
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 Accounting section of the system. In Particular: |
Workflow
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| title | 1. How to Add / Create a Payment |
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NoteBefore you apply a payment to an invoice you need to create a payment first. |
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 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. Click on the blue hyper link on the left side of the required record. The student's record has now been loaded. Scroll to the bottom of the page Click the Add New Payment button Note: System has pre-filled some fields, some fields are optional to fill out. Ensure the status is set to Received At the Payment Section, (Optional to) Enter a reference number or select an option from the attached drop box Select Customer Payment as Payment type Check the effective date (System might already pre-filled), this is the date you received the payment Select the Payment Method from the drop-down menu (e.g Cash, Credit card, Cheque, B-Pay, etc) Enter the Received amount, do not include the $ symbol in this field Confirm if this is the net amount or not (yes / no) Enter the amount received in the Sent Amount field. This is the gross amount. Do not include the $ symbol in this field Select the To Party Id from drop-down menu. For Cheques Only: Enter the Drawer, BSB, and bank name Enter any relevant comments re this payment in to the Comments Field Click the Save Payment button. (Optional) To email a copy of the receipt click the Email Receipt button (Optional) To Print a Copy of the receipt click the Print Receipt button
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| title | 3. How to Apply a Payment to a General Invoice for Non-Tuition Items |
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Assume you already have the student's record loaded. Click on the Accounting tab in the side menu Click on the Invoices option in the side menu Click on the Action menu next to the Invoice to be Paid off, the Action menu will open Click on the Edit Invoice option Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button) Click on the Invoices option in the side menu Click on the Action menu next to the Invoice to be Paid off, the Action menu will open Click on the Pay Invoice option in the Action menu Scroll down to the Possible Payments to Apply Section Click on the Apply Amount to Items button The Invoice has now been paid off.
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Further Reading
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