Overview

Objective

Upon completion of this KB the user will be able to:

• 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

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

Suggested Non-Tuition Line items for General Invoices. Please contact the Silverband Help desk to have these, or any others, added to your system.

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

Workflow

Graphical representation of the process

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

Units are required to have a minimum charge of $1.00 before that can be added to an Invoice

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 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 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  button 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.
19. Scroll down and click the Add Invoice item  button
20. Scroll down to the Units Enrolled by Student section
21. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
22. 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.
23.  Click the Add Selected as Items  button
24. (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.
25. Scroll up to the Invoice header Section and Click the Edit Invoice  button
26. Click the Status to Sent  button
27. The Invoice has now been created.

How to Create a single Invoice for Non-Tuition items

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 the relevant search box: Student Number, Student's Family name / Surname
9. Click on the Search Studentbutton
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 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. 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

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 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 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 Remove Record icon 
11. Click on the Bulk Invoice option in the side menu
12. Select the Required From Party from the drop box
13. Select the required enrolment period from the drop box
14. 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

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 and Select Bulk Select Report (Or other specifically built report)
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 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 box
15. Select the required enrolment period from the drop box
16. Enter any required 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
    

How to Raise 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 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 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

How to Cancel an Invoice

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. 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  button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. Click on the Save Invoice button
20. The Invoice has now been Cancelled.
21. Notify the Accounting department / person that the invoice has been cancelled

What to do when a Funding type Changes

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. 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  button
18. Click the Drop box next to the Status option and select the Cancelled option.
19. Click on the Save Invoice button
20. The Invoice has now been Cancelled.
21. Click on the Student tab in the side menu
22. Click on the Summary option in the side menu
23. Scroll down to the Course Enrolled by Student section
24. 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
25. Click on the Academic Record option
26. Click on the tick box next to the unit(s) to be altered
27. Click on the drop box below the unit list and select the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees
28. Click on the Convert Selected Units to Fee-Help / Convert Selected Units to Upfront Fees button
29. Return to the Accounting Section and re-issue the invoice
30. Notify the Accounting department / person that the invoice has been altered

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 Itembutton
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

How to Write of an Invoice

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. Scroll down to the Student Invoice List section
10. Click on the Action button next to the Invoice to be Written off, the Action Menu will open
11. Click on the Edit Invoice option
12. Click on the Status option drop box and set it to Write off
13. Click on the Save Invoice  button
14. Notify the Accounting department / person that the invoice has been marked as Write off

Further reading

Accounting Summary