You are viewing an old version of this page. View the current version.
Compare with Current
View Page History
« Previous
Version 30
Next »
Overview
This page covers the following topics:
Complexity: HIGH
Page 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.
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 |
|---|
Payment Id | System Generated payment number |
Status | Status of the Payment Cancelled Confirmed Not Paid Received Sent
|
Reference Number | Undergraduate Postgraduate HDR Masters HDR Doctorate
|
Payment Type | Customer Payment Customer Refund Internal Payment
|
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
Workflow
1. How to Add / Create a Payment
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.
At the Payment Section, (Optional to) Enter a reference number or select an option from the attached drop box
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
Enter the Received amount, confirm if this is the net amount or not
Enter the Sent Amount, this is the gross amount.
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
2. How to Apply a Payment to an Invoice for Tuition items
These instructions assume that the Invoice amount and the Payment Amount match.
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 Actions 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 the Save Invoice Button)
Click on the Invoices option in the side menu
Click on the Actions 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.
3. How to Apply a Payment to a General Invoice for Non-Tuition Items
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.
Further Reading
Related Pages
There are no related labels.