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Objective
This page covers the following workflows:
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Complexity:
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Assumptions
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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.
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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 |
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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 |
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Sales Invoice (General Invoice e.g. Non Tuition items)
| Enrolment Invoice | |
Paid Amount | The amount that has been allocated or already paid off on the invoice | $0.00 |
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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
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Be advisedIt is important that all user users are required to have a high level of understanding of the system before using the Account Accounting module of the system. In Particular:
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Info |
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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
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1. How to Create a single Invoice for Tuition items (e.g.Unit enrolments)
Below are the steps to add an invoice line item:
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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
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| There are two ways to generate the list of Students required to creating Invoices in Bulk
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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
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Note | 4. How to Raise a Credit Note
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5. How to Cancel an Invoice
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6. What to do when a Tuition amount is incorrect
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7. How to Write off an Invoice
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8. How to re-issue a cancelled invoice
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9. How to add a new invoice product item (e.g.textbook, transcript fee)
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. |
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10. How to update the prices of the invoice product item
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
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Discounts cannot be applied directly to invoices. Instead, subsidies can be mapped to each unit |
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enrolment along with the type of subsidy and amount. This will |
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affect any newly raised invoices.
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These options will not be available to some user access levels depending on your account and permission settings. |
Further Reading
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Related Pages
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