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Objective

This page covers the following workflows:

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Complexity:

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Page Contents

Table of Contents
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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.

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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

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)

    • - invoice with tuition type line item

    • Sales Invoice - invoice with non-tuition type line item

    • Purchase Return - refund to the student

    • Customer Return

    • Interest

    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

    Implications

    Note

    Be advised

    It 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:

    • Fee Rules

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

    Info

    Note

    From 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

    note
    Expand
    title1. How to Create a single Invoice for Tuition items
    (e.g.Unit enrolments)

    1. How to Create a single Invoice for Tuition items (e.g.Unit enrolments)
    Anchor
    createinvoicetuitionitems
    createinvoicetuitionitems

    Note

    Be advised

    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.

    Warning

    Warning

    Units must have an amount that the tuition is greater than 0.

    1. Click on the System tab in the side menu

    2. Click on the Edit Time Period in the side menu

    3. Click on the Show all time periods button

    4. Scroll down and locate the Configuration_period for Invoicing

    5. Ensure the unit start and end dates that to be invoiced must sit wholly within the date range defined by the time period called "INVOICING".

    6. Click on the Accounting tab in the side menu

    7. Click on the Search option in the side menu

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

    9. Click on the Search Student button

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

    11. To filter the returned options in this box  above box above the returned results start typing the students First / given name. This will reduce the number of results. 

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

    13. The student's record has now been loaded.

    14. Scroll down to the Course Enrolment section

    15. Click the New Invoice icon next to the Course for which the invoice is to be created

    16. Select the Enrolment Period to associate the units to

    17. Update the due date (if required)

    18. All other fields should auto populate from the header.

    Below are the steps to add an invoice line item:

    1. Scroll down and click the Add Invoice item button

    2. Scroll down to the Units Enrolled by Student section

    3. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here

    4. 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.

    5.  Click the Add Selected as Items  button

    6. (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 Charge button. Please note: These items are only added to the invoice and are not reflected in the unit enrolment record.

    7. Scroll up to the Invoice header Section and Click the Edit Invoice button

    8. Click the Status to Sent button

    9. The Invoice has now been created.

    Be advised

    Once an invoice has been created alterations to the unit, such
    Expand
    title2. How to Create a single Invoice for Non-Tuition items
    Note
    (general invoice e.g. text books, transcripts)

    2. How to Create a single Invoice for Non-Tuition items (general invoice e.g. textbooks, transcripts)
    Anchor
    createinvoicefornontuitionitems
    createinvoicefornontuitionitems

    Note

    Be advised

    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 

    1. Click on the System tab in the side menu

    2. Click on the Edit Time Period in the side menu

    3. Click on the Show all time periods button

    4. Scroll down and locate the Configuration_period for Invoicing

    5. Ensure the dates encompass the start date(s) of the units being invoiced.

    6. Click on the Accounting tab in the side menu

    7. Click on the Search option in the side menu

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

    9. Click on the Search Student button

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

    11. 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. 

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

    13. The student's record has now been loaded.

    14. Scroll to the Student Summary Section

    15. Click on the Action button, the Action menu will open

    16. Select the Create New General Invoice option

    17. Select the Invoice Type as Sales Invoice

    18. Select the Provider in the From Party option

    19. Select the Enrolment Period

    20. Click the Save Invoice button

    21. Scroll down to the Items section

    22. Click the Add Invoice Item button

    23. Scroll down to the Fees to Add Section

    24. Click on the tick box of the item(s) to be added 

    25. Click on the Add Selected as Items as Charge button

    26. [Optional] to change the Unit price if requires, click on the pencil icon against it. At the edit invoice item section, change the Unit price to the $XX.XX amount as required. Click on the Save item button.

    27. The Invoice is now ready to be Printed, Emailed or Paid

    There
    Expand
    title3. How to Create Invoices in Bulk
    (For Unit Enrolments)

    3. How to Create Invoices in Bulk (For Unit Enrolments)
    Anchor
    createinvoiceinbulk
    createinvoiceinbulk

    There are two ways to generate the list of Students required to creating Invoices in Bulk in the system.

    Method 1: By Course

    1. Click the Student tab in the side menu

    2. Click on the Search Course option in the side menu

    3. Click on the Course name drop box dropbox and select the required Course

    4. Click on the Enrolment Status  drop box and select the required Course status

    5. Click on the Funding type drop box dropbox and select the required Funding type

    6. Click on the Search Course Enrolments button

    7. Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)

    8. Scroll to the bottom of the list

    9. Click on the Add Enrolments to List button.

    10. Once the list has been generated any unwanted records can be removed by clicking the Remove Record icon 

    11. Click on the Bulk Invoice option in the side menu

    12. Select the Required From Party from the drop boxdropbox

    13. Select the required enrolment period from the drop boxdropbox

    14. Enter any required Information in 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

    1. Click on the Reports tab in the side menu

    2. Click on the Report builder option in the side menu

    3. Click on the Global Reports drop box dropbox and Select Bulk Select Report (Or other specifically built reportreports)

    4. Click on the Load Report button

    5. Update any required data or dates to obtain the required student list

    6. Scroll down to the Format Report section

    7. Select the Bulk Student Select option

    8. Click on the Produce Report button

    9. Click on the Tick boxes of the required Students (Alternatively, click on the Select All option)

    10. Scroll to the bottom of the list and click on the Add Selected to List button

    11. Once the list has been generated any unwanted records can be removed by clicking the Remove Record icon 

    12. Click on the Student tab in the side menu

    13. Click on the Bulk Invoice option in the side menu

    14. Select the required From Party from the drop boxdropbox

    15. Select the required enrolment period from the drop boxdropbox

    16. Enter any required Information in information in the Invoice Message Field (Please Note: This message/information will go on all of the invoices generated)

    17. Click on the Generate Enrolment Invoices button

    18. Check the Invoice results list for any error messages for invoices that need attention

    Expand
    title4. How to Raise a Credit Note

    4. How to Raise a Credit Note
    Anchor
    raisecreditnote
    raisecreditnote

    Note

    Be advised

    An original invoice must have been created and paid off in order to create a credit note.

    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 into 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 student’s First / given name. This will reduce the number of results. 

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

    8. The student's record has now been loaded.

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

    10. Scroll down to the Student invoice list section

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

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

    Expand
    title5. How to Cancel an Invoice
    Expand
    title7. How to Write off an Invoice

    5. How to Cancel an Invoice
    Anchor
    cancelaninvoice
    cancelaninvoice

    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 into 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 student's First / given name. This will reduce the number of results. 

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

    8. The student's record has now been loaded.

    9. Scroll down to the Student Invoice List section

    10. Click on the Action menu next to the Invoice to be Cancelled, 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 on the Save Invoice button

    14. Scroll down to the Items section

    15. Click on the Add Invoice Item button

    16. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

    17. Scroll up to the Invoice section and Click on the Edit Invoice buttonIf the invoice has already had payments applied to it, or the invoice has been fully paid, you will need to delete the payments that have been made to the items in the invoice.

      1. In the Accounting → Summary screen, scroll down to the Items section, and click the Add Invoice Items button.

      2. Click the button called Set To In-Process and Delete Payments To Items.

      3. Skip to the Step 17 below.

    18. Click on the Action menu next to the Invoice to be Cancelled, the Action Menu will open

    19. Click on the Edit Invoice option

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

    21. Click on the the Save Invoice button

    22. The Invoice has now been Cancelled.

    23. Notify the Accounting department / person that the invoice has been cancelled

    Expand
    title6. What to do when a Tuition amount is incorrect

    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. Click on the Action Menu next to the Invoice to be Cancelled, the Action Menu will open

    10. Click on the Edit Invoice option

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

    12. Click on the Save Invoice  button

    13. Scroll down to the Items section

    14. Click on the Add Invoice Item button

    15. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

    16. Scroll up to the Invoice section and Click on the Edit invoice button

    17. Click the Drop box next to the Status option and select the Cancelled option.

    18. Click on the Save Invoice button

    19. The Invoice has now been Cancelled.

    20. Click on the Student tab in the side menu

    21. Click on the Summary option in the side menu

    22. Scroll down to the Course Enrolled by Student section

    23. 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

    24. Click on the Academic Record option

    25. Click on the Edit icon next to the unit to be edited 

    26. Scroll to the bottom of the page and click on the Edit Fees button

    27. 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

    28. Update the Unit Fee field with the corrected amount

    29. Click on the Save Unit Enrolment button

    30. Return to the Accounting Section and re-issue the invoice

    31. Notify the Accounting department / person that the invoice has been altered

    1. Click on the Accounting button

    2. Scroll down to the Items section

    3. Click on the Add Invoice Item button

    4. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

    5. Scroll up to the Invoice section and click on the Edit Invoice button

    6. Click the Drop box next to the Status option and select the Cancelled option.

    7. Click on the Save Invoice button

    8. The Invoice has now been Cancelled.

    9. Notify the Accounting department/person that the invoice has been cancelled

    Expand
    title6. What to do when a Tuition amount is incorrect

    6. What to do when a Tuition amount is incorrect
    Anchor
    writeofftuitionamountisincorrect
    writeofftuitionamountisincorrect

    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 into 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 student's First / given name. This will reduce the number of results. 

    7. Click on the blue hyperlink 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 Invoice to be Cancelled, the Action Menu will open

    10. Click on the Edit Invoice option

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

    12. Click on the Save Invoice  button

    13. Scroll down to the Items section

    14. Click on the Add Invoice Item button

    15. Delete all of the items associated with the invoice by clicking on the Delete icon next to each one

    16. Scroll up to the Invoice section and Click on the Edit invoice button

    17. Click the Drop box next to the Status option and select the Cancelled option.

    18. Click on the Save Invoice button

    19. The Invoice has now been Cancelled.

    20. Click on the Student tab in the side menu

    21. Click on the SearchSummary option in the side menu

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

    23. Click on the Search Student button

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

    25. 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. 

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

    27. The student's record has now been loaded.

    28. Scroll down to the Student Invoice List section

    29. Click on the Action button next to the Invoice to be Written off, the Action Menu will open

    30. Click on the Edit Invoice option

    31. Click on the Status option drop box and set it to Write off

    32. Click on the Save Invoice  button

    33. Scroll down to the Course Enrolled by Student section

    34. 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

    35. Click on the Academic Record option

    36. Click on the Edit icon next to the unit to be edited 

    37. Scroll to the bottom of the page and click on the Edit Fees button

    38. 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

    39. Update the Unit Fee field with the corrected amount

    40. Click on the Save Unit Enrolment button

    41. Return to the Accounting Section and re-issue the invoice

    42. Notify the Accounting department/person that the invoice has been marked as Write offaltered

    Click on the Accounting tab
    Expand
    title87. How to re-issue a cancelled invoice
    Write off an Invoice

    7. How to Write off an Invoice
    Anchor
    writeoffaninvoice
    writeoffaninvoice

    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 into 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 box above the returned results start typing the students student's First / given name. This will reduce the number of results. 

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

    8. The student's record has now been loaded.

    9. Scroll down to the Student Invoice List section

    10. Click the on the Action button next  button next to the invoice Invoice to be editedWritten off, the Action Menu will open

    11. Click the on the Edit Invoice option

    12. Scroll down and click the Add Invoice Item button

    13. Click the Set to in-process and delete Payments to items button

    14. A warning message will appear “Are you sure you want to delete the selected items?” - Click the OK option to continue or Cancel to abort.

    15. The Invoice is now ready to be edited and re-issued option

    16. Click on the Status option drop box and set it to Write off

    17. Click on the Save Invoice  button

    18. Notify the Accounting department / person that the invoice has been marked as Write off

    Expand
    title8. How to re-issue a cancelled invoice

    8. How to re-issue a cancelled invoice
    Anchor
    reissuecancelledinvoice
    reissuecancelledinvoice

    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 into 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 student's First / given name. This will reduce the number of results. 

    7. Click on the blue hyperlink on the left side of the required record.

    8. The student's record has now been loaded.

    9. Scroll down to the Student Invoice List section

    10. Click the Action button next to the invoice to be edited

    11. Click the Edit Invoice option

    12. Scroll down and click the Add Invoice Item button

    13. Click the Set to in-process and delete Payments to items button

    14. A warning message will appear “Are you sure you want to delete the selected items?” - Click the OK option to continue or Cancel to abort.

    15. The Invoice is now ready to be edited and re-issued

    Expand
    title9. How to add a new invoice product item (e.g.textbook, transcript fee)

    9. How to add a new invoice product item (e.g.textbook, transcript fee)
    Anchor
    addnewinvoiceproductitem
    addnewinvoiceproductitem

    1. Click on the Accounting tab in the side menu

    2. Click on Edit Products in the side menu

    3. Select the suitable option in the Select Product Type dropbox on the right-hand side

    4. Click on the Search Product button

    5. This will return a list of product items that meet the searched criteria

    6. You did not find the product item from the returned list, then

    7. You can either:

    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
    title10. How to update the prices of the invoice product item

    10. How to update the prices of the invoice product item
    Anchor
    updateinvoiceproductitemprice
    updateinvoiceproductitemprice

    1. Click on the Accounting tab in the side menu

    2. Click on Edit Products in the side menu

    3. Select the suitable option in the Select Product Type dropbox on the right-hand side

    4. Click on the Search Product button

    5. This will return a list of product items that meet the searched criteria

    6. Click the Edit icon against the product that you want to edit

    7. This triggers both the Edit Product and Price Search section to expand, Edit Product section allows you to make changes to anything related to the product.

    8. In the Price Search section, you can:

    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
    titleDiscounts and Subsidies

    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 effect affect any newly raised invoices.

    1. Load up the student

    2. Scroll down to recent enrolments OR navigate to Student → Course Enrolment → Units and load the relevant unit

    3. When editing the unit enrolment adjust the values for Subsidy type and Subsidy Amount.

    These options will not be available to some user access levels depending on your account and permission settings.

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