...
...
...
...
This page covers the following workflows:
Create a single invoice for Tuition items
Create a single invoice for Non-tuition Items (General Invoice)
Create invoices in Bulk
Allocate Payments in Bulk
Create a Credit note
Complexity:
| Status | ||||
|---|---|---|---|---|
|
| Status | ||||
|---|---|---|---|---|
|
Page Contents
| Table of Contents | ||||
|---|---|---|---|---|
|
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.
(Please note: The Accounting Section of the system is only accessible by Flex Admin, Full Admin and Accounting Level Access)
The user has an understanding of the Australian Tertiary Education System.
The User has an understanding of Fee-Help / HECS-HELP
The User has a basic understanding of Accounting principles. (Payments, Invoices, Offset of payments, Line items)
Key terms and concepts
...
Field Name
...
Brief Description
...
Sample Data
...
Invoice Number
...
System generated invoice number beginning with 'I'. This number will appear on the invoice and in the enrolled unit record for reference and reconciliation
...
I10008
...
Invoice Date
...
System generated - The date the Invoice is produced.
...
23/03/2019
...
Reference Number
...
A combination of The Invoice number, the student Id and the enrolment period to produce a unique number
...
EII10008-100001-2019-S1
...
Due Date
...
The date the invoice payment is required by. This can be coded as a certain number of days after the due date or can be altered as required
...
06/04/2019
...
Bill To Party
...
The Students name and role type
...
James McMorran (Student)
...
Paid Date
...
The date the payments are allocated to pay off the invoice
...
05/04/2019
...
From Party
...
Institution Name
...
-
...
Total Amount
...
The total amount of the invoice
...
$9800.00
...
Invoice Type
...
Enrolment Invoice (Tuition)
Interest
Purchase Return
Sales Invoice (General Invoice e.g. Non Tuition items)
Customer Return
...
Enrolment Invoice
...
Paid Amount
...
The amount that has been allocated or already paid off on the invoice
...
$0.00
...
Status
...
Approved
Cancelled
In-Process
paid
Ready for Posting
Received
Sent
Write Off
...
In-Process
...
Owing Amount
...
The amount still outstanding on the invoice
...
$9800.00
...
Description
...
Text field - Any information required for the invoice
...
100001 James McMorran in BBIS for Semester 1 2019
...
Invoice Message
...
Text field - Any information required for the invoice
Your Prompt Payment is appreciated!
...
Course Enrolment
...
The code of the Course the Student is enrolled in
...
BBIS
...
Enrolment Period
...
The Study Period the units of Study are associated with
...
S1 2019
Suggested Non-Tuition Line items for General Invoices.
Please contact the Silverband Help desk to have these, or any others, added to your system.
...
Non-Tuition invoice Items
...
Accommodation Fee
...
Application Fee
...
Commission Adjustment / Correction
...
Late Payment / Deferred payment Fee
...
ECOE Fee
...
Enrolment Fee
...
Overseas Health Cover Fee
...
Other Administrative Fee
...
Other Fee
...
Replacement AHEGS
...
Replacement Parchment
...
Postage
...
Re-Assessment Fee
...
Student Id Care Replacement Fee
...
Textbook Purchase
...
Transcript
New feature coming soon....
Currently these Items and charge amounts can only be added and updated by a request to the Help desk. However in the near future a screen will be deployed to allow for Full Admin Users to add and update these line items. Please contact the Help Desk for further information and updates.
Implications
| Note |
|---|
Be advisedIt is important that all user are required to have a high level of understanding of the system before using the Account module of the system. In Particular:
|
| Info |
|---|
NoteFrom 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. |
Workflow
Graphical representation of the process
| Note |
|---|
Each institution will have different processes and procedures for invoice and payment work flows. This is a simple representation of the workflow. Timing between the steps can vary depending on your institutions processes. Student can make payments prior to the Invoice being raised. |
Editing Invoices is not best practice for Accounting Standards, and can have downstream reporting issues on the General ledger. However from time to time it is necessary when an error in either the funding type or Amount has been made.
*Incorrect Funding type Units that have been added to an invoice can't not be added to another invoice. To correct the funding type or amount charge the units need to be removed from the previous invoice, updated then added to a new invoice. To do this the Invoice is set ti In-process, delete the units from the invoice, edit the required fields and then raise a new invoice with the original Units.
**Issuing Student Refunds If the student requires a refund due to Special Circumstance Withdrawal, Compassionate Withdrawal etc. and the unit has already been paid off either via payment or Fee-Help the best practice for Accounting methods is for the invoice to remain intact and a credit note to be raised.
For bad debts e.g. amount that will never be recovered is for the Invoice to be written off.
These practices provide the historical information on the events rather than deleting and no information is then held.
How to Create a single Invoice for Tuition items
| Note |
|---|
Be advisedOnce an invoice has been created alterations to the unit, such as change of Fees, change of Funding type, editing dates, or deletion of the unit are locked out. The invoice would need to be removed (links between the invoice and units broken) then the alterations made and the invoice reissued. |
Units are required to have a minimum charge of $1.00 before that can be added to an Invoice
Click on the System tab in the side menu
Click on the Edit Time Period in the side menu
Click on the Show all time periods button
Scroll down and locate the Configuration_period for Invoicing
Ensure the dates encompass the start date(s) of the units being invoiced.
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 down to the Course Enrolment section
Click the New Invoice icon next to the Course for which the invoice is to be created
Select the Enrolment Period to associate the units to
Update the due date (if required)
All other fields should auto populate from the header.
Below are the steps to add an invoice line item:
Scroll down and click the Add Invoice item button
Scroll down to the Units Enrolled by Student section
The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
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.
Click the Add Selected as Items button
(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.
Scroll up to the Invoice header Section and Click the Edit Invoice button
Click the Status to Sent button
The Invoice has now been created.
How to Create a single Invoice for Non-Tuition items
| Note |
|---|
Please note: Once an invoice has been created alterations to the unit, such as change of Fees, change of Funding type, editing dates, or deletion of the unit are locked out. The invoice would need to be removed (links between the invoice and units broken) then the alterations made and the invoice reissued. |
To have these additional items added to the
Click on the System tab in the side menu
Click on the Edit Time Period in the side menu
Click on the Show all time periods button
Scroll down and locate the Configuration_period for Invoicing
Ensure the dates encompass the start date(s) of the units being invoiced.
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 Student Summary Section
Click on the Action button, the Action menu will open
Select the Create New General Invoice option
Select the Invoice Type as Sales Invoice
Select the Provider in the From Party option
Select the Enrolment Period
Click the Save Invoice button
Scroll down to the Items section
Click the Add Invoice Item button
Scroll down to the Fees to Add Section
Click on the tick box of the item(s) to be added
Click on the Add Selected as Items as Charge button
The Invoice is now ready to be Printed, Emailed or Paid
How to Create Invoices in Bulk
There are two ways to create the list of Students required to creating Invoices in Bulk.
Method 1: By Course
Click the Student tab in the side menu
Click on the Search Course option in the side menu
Click on the Course name drop box and select the required Course
Click on the Enrolment Status drop box and select the required Course status
Click on the Funding type drop box and select the required Funding type
Click on the Search Course Enrolments button
Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)
Scroll to the bottom of the list
Click on the Add Enrolments to List button.
Once the list has been generated any unwanted records can be removed by clicking Remove Record icon
Click on the Bulk Invoice option in the side menu
Select the Required From Party from the drop box
Select the required enrolment period from the drop box
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
Click on the Reports tab in the side menu
Click on the Report builder option in the side menu
Click on the Global Reports drop box and Select Bulk Select Report (Or other specifically built report)
Click on the Load Report button
Update any required data or dates to obtain the required student list
Scroll down to the Format Report section
Select the Bulk Student Select option
Click on the Produce Report button
Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)
Scroll to the bottom of the list and click on the Add Selected to List button
Once the list has been generated any unwanted records can be removed by clicking Remove Record icon
Click on the Student tab in the side menu
Click on the Bulk Invoice option in the side menu
Select the required From Party from the drop box
Select the required enrolment period from the drop box
Enter any required Information in the Invoice Message Field (Please Note: This message / information will go on all of the invoices generated)
Click on the Generate Enrolment Invoices button
Check the Invoice results list for any error messages for invoices that need attention
How to Raise a Credit Note
...
Objective
This page covers the following workflows:
Create a single invoice for Tuition items
Create a single invoice for Non-tuition Items (General Invoice)
Create invoices in Bulk
Allocate Payments in Bulk
Create a Credit note
Complexity:
| Status | ||||
|---|---|---|---|---|
|
| Status | ||||
|---|---|---|---|---|
|
Page Contents
| Table of Contents | ||||
|---|---|---|---|---|
|
Assumptions
| Warning |
|---|
Warning - Be Sure to update invoicing time periods PRIOR to adding line items to invoices. This will ensure the correct data is added to the invoice. |
The User has the minimum required level to access the Accounting tab and an understanding that making changes within this section have wider implications.
(Please note: The Accounting Section of the system is only accessible by Flex Admin, Full Admin and Accounting Level Access)
The user has an understanding of the Australian Tertiary Education System.
The User has an understanding of Fee-Help / HECS-HELP
The User has a basic understanding of Accounting principles (Payments, Invoices, Offset of payments, Line items).
Key terms and concepts
Field Name | Brief Description | Sample Data |
|---|---|---|
Invoice Number | System generated invoice number beginning with 'I'. This number will appear on the invoice and in the enrolled unit record for reference and reconciliation | I10008 |
Invoice Date | System generated - The date the Invoice is produced. | 23/03/2019 |
Reference Number | A combination of The Invoice number, the student Id and the enrolment period to produce a unique number | EII10008-100001-2019-S1 |
Due Date | The date the invoice payment is required by. This can be coded as a certain number of days after the due date or can be altered as required | 06/04/2019 |
Bill To Party | The Students name and role type | James McMorran (Student) |
Paid Date | The date the payments are allocated to pay off the invoice | 05/04/2019 |
From Party | Institution Name | - |
Total Amount | The total amount of the invoice | $9800.00 |
Invoice Type |
| Enrolment Invoice |
Paid Amount | The amount that has been allocated or already paid off on the invoice | $0.00 |
Status |
| In-Process |
Owing Amount | The amount still outstanding on the invoice | $9800.00 |
Description | Text field - Any information required for the invoice | 100001 James McMorran in BBIS for Semester 1 2019 |
Invoice Message | Text field - Any information required for the invoice | Your Prompt Payment is appreciated! |
Course Enrolment | The code of the Course the Student is enrolled in | BBIS |
Enrolment Period | The Study Period the units of Study are associated with | S1 2019 |
Implications
| Note |
|---|
Be advisedIt 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:
|
| Info |
|---|
NoteFrom 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. |
Workflow
| Expand | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| ||||||||||
1. How to Create a single Invoice for Tuition items (e.g.Unit enrolments)
Below are the steps to add an invoice line item:
|
| Expand | ||||||||
|---|---|---|---|---|---|---|---|---|
| ||||||||
2. How to Create a single Invoice for Non-Tuition items (general invoice e.g. textbooks, transcripts)
To have these additional items added to the
|
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
3. How to Create Invoices in Bulk (For Unit Enrolments)
There are two ways to generate the list of Students required to creating Invoices in Bulk in the system. Method 1: By Course
(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
|
| Expand | ||||||||
|---|---|---|---|---|---|---|---|---|
| ||||||||
4. How to Raise a Credit Note
|
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
5. How to Cancel an Invoice
|
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
6. What to do when a Tuition amount is incorrect
|
...
|
...
|
...
|
...
|
...
Scroll down to the Student invoice list section
...
|
...
How to Cancel an Invoice
...
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 down to the Student Invoice List section
...
Click on the Action menu next to the Invoice to be Cancelled, 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 on the Save Invoice button
...
Scroll down to the Items section
...
Click on the Add Invoice Item button
...
Delete all of the items associated with the invoice by clicking on the Delete icon next to each one
...
Scroll up to the Invoice section and Click on the Edit Invoice button
...
Click the Drop box next to the Status option and select the Cancelled option.
...
Click on the Save Invoice button
...
|
...
What to do when a Funding type Changes
...
|
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
7. How to Write off an Invoice
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
|
...
Click on the Save Invoice button
...
Scroll down to the Items section
...
Click on the Add Invoice Item button
...
Delete all of the items associated with the invoice by clicking on the Delete icon next to each one
...
Scroll up to the Invoice section and Click on the Edit invoice button
...
Click the Drop box next to the Status option and select the Cancelled option.
...
Click on the Save Invoice button
...
The Invoice has now been Cancelled.
...
Click on the Student tab in the side menu
...
Click on the Summary option in the side menu
...
Scroll down to the Course Enrolled by Student section
...
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
...
Click on the Academic Record option
...
Click on the tick box next to the unit(s) to be altered
...
Click on the drop box below the unit list and select the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees
...
Click on the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees button
...
Return to the Accounting Section and re-issue the invoice
...
Notify the Accounting department / person that the invoice has been altered
...
|
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
8. How to re-issue a cancelled invoice
|
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
9. How to add a new invoice product item (e.g.textbook, transcript fee)
|
...
|
...
Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
|
...
|
...
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.
...
Click on the Action Menu next to the Invoice to be Cancelled, 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 on the Save Invoice button
...
Scroll down to the Items section
...
Click on the Add Invoice Item button
...
Delete all of the items associated with the invoice by clicking on the Delete icon next to each one
...
Scroll up to the Invoice section and Click on the Edit invoice button
...
Click the Drop box next to the Status option and select the Cancelled option.
...
Click on the Save Invoice button
...
The Invoice has now been Cancelled.
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. |
| Expand | ||||||
|---|---|---|---|---|---|---|
| ||||||
10. How to update the prices of the invoice product item
|
...
How to Write off an Invoice
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 down to the Student Invoice List section
Click on the Action button
next to the Invoice to be Written off, the Action Menu will open
Click on the Edit Invoice option
Click on the Status option drop box and set it to Write off
Click on the Save Invoice button
Notify the Accounting department / person that the invoice has been marked as Write off
...
|
...
Scroll down to the Course Enrolled by Student section
...
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
...
Click on the Academic Record option
...
Click on the Edit icon next to the unit to be edited
...
Scroll to the bottom of the page and click on the Edit Fees button
...
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
...
Update the Unit Fee field with the corrected amount
...
Click on the Save Unit Enrolment button
...
Return to the Accounting Section and re-issue the invoice
...
Notify the Accounting department / person that the invoice has been altered
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 |
Subsidies
| Expand | ||
|---|---|---|
| ||
Discounts cannot be applied directly to invoices. Instead, subsidies can be mapped to each unit enrolment along with the type of subsidy and amount. This will affect any newly raised invoices.
These options will not be available to some user access levels depending on your account and permission settings. |
Further Reading
| Filter by label (Content by label) | ||||||||
|---|---|---|---|---|---|---|---|---|
|
Related Pages
| Related Labels |
|---|