Overview

Once you have read this article you will be able to record Student Scholarship data for all scholarship types. Scholarship payments needs to be added to the Unit Enrolment Screen prior to invoicing. These are considered a Funding Type in the same way an upfront payment or Funding amount (e.g. Fee-Help / HECS-Help).

The workflows below are Accounting related to Scholarships adjustment to invoices. For the basic how-to guides and details on a student scholarship record, refer to the Student > Course Enrolment > Scholarship knowledge article.

Adding a New Scholarship Form Fields with Brief Descriptions

The table on this expand section contains a list of all the fields [required/optional] to create a scholarship record.

Some of these fields and the information to be recorded in them will be institution specific and the descriptions are only suggestions to the type of data that can be recorded in them to track and record the required information for Scholarships within your institution.

Field Name	Brief Overview
Scholarship Id	This is a system allocated number once the record has been saved
Scholarship Type	An institution specific list of the types of Scholarships available with in your institution
Scholarship Code	An Institution Specific list of Codes that correspond to the Scholarship types within your institution
Financial Structure	The Financial structure, amount or percentage to be allocated to this particular scholarship / type
Scholarship Status	Active Student Deferred Student Withdrawn Student Completed Revoked
Highest Achievement
250 Word Profile
Notes	Any notes relating to the Scholarship or scholarship application
Image Upload
Image Upload 2
Date Application Received	Date the Student submitted the Scholarship application
Application Fee	The Amount charged to apply for the Scholarship
Application Fee Paid	Yes No
Student Application Type	New Continuing
Application Status	Successful Unsuccessful
Course of Study	The enrolled course of study the Student is in that the Scholarship is paying for
Date Student Commenced	Commencement date of the Course of Study
Date Scholarship Commenced	Commencement date of the Scholarship
Scholarship Score	A transparent rating score for the Student’s Scholarship application. This gives institutions the opportunity to rate Scholarship for allocation on a merit system

Workflow

How to Add a Scholarship Payment to a Unit

Click on the Student 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.
Click on the Action menu next to the Course the unit belongs to that will receive a Scholarship. The Action menu will open
Click on the Academic Record option in the Action menu
Click on the Edit icon next to the Unit to be given a Scholarship
Click on the Subsidy Type drop box and select the Scholarship type
Enter the amount in the Subsidy Amount field
Click on the Save Unit Enrolment button

How to Edit an Amount Paid Field for Scholarships

These instruction are for If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.

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 the Student Invoice List section
Click on the Action menu next to the Invoice to be updated, 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 the Save Invoice button
Click on the Accounting option the side menu
Click on the Summary option in the side menu
Scroll down to the the Current unit Enrolment section
Click on the Edit icon next to the Unit to be allocated to Scholarship / Edited
The Unit record will now Load
Scroll to the bottom of the page and Click the Edit Fee button
Update the Scholarship / Subsidy amount
Update the Scholarship type
Click on the Save Unit Enrolment button
The Unit can be added to the invoice.

How to Apply Internal Discounts (other than Scholarships)

Click on the Student 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.
Click on the Action menu next to the Course of study the Unit(s) belong to that will receive a discount. The Action menu will open
Click on the Academic Record option in the Action menu
Click on the Edit icon next to the Unit to be given a discount
Click on the Subsidy Type drop box and select the discount type
Enter the amount in the Subsidy Amount field
Click on the Save Unit Enrolment button

Importing Payments from an External System via the Import Wizard

To import payments in bulk specific information is required as a minimum

Id Number (Student Number is preferred
Transaction / Payment date
Transaction / Payment amount
Unique reference for each Transaction / Payment

Additional information maybe helpful / appropriate.

Once this information is available the transactions / payments can be imported via the Import Wizard within the System.

For more information or how to set up the import profile please contact the Silverband Help desk.