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Overview


Objective

Upon completion of this KB the User will be able to

  • View detailed Financial information from the Students record
  • Print / Email Existing Invoices
  • Print / Email Existing Receipts
  • Sort Accounting Summary tables 

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 Edit Fees Button is only available at these levels)
  • 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

Within the Summary section of this page from the Action menu the user can:

  • Print Results Summary
  • Print CAN
  • Email CAN
  • Print Invoice
  • Email Statement of Fees
  • Print Statement of Account
  • Create New General Invoice

Within the Course Enrolment Section:

  • All Course Enrolments  can be viewed
  • Create New invoice button 
  • The select Course option  

Within the Current Unit Enrolments section:

  • The 10 most recent Unit enrolments
  • Including Funding Types, payment types and amounts outstanding
  • Invoice Id
  • Edit  Unit enrolment ( this leads to the full unit enrolment page)

Within the Student Invoice List Section

  • The 10 most recent invoices for the Student
  • Action button option
  • View Invoices
  • Edit invoices
  • Pay Invoices
  • Print Invoices
  • Email With Communication Event
  • Email Invoice

Within the Student payment List Section

  • Add New Payments
  • Edit Payments
  • Print Payment Receipts
  • Email (Receipts) with Communication Event
  • Email (Receipts)


Invoice TypesDescription
Tuition item InvoiceTuition items are Units of Study or Full Courses.
General Invoice / Non_tuition Item Invoice

Some examples of General Invoices or non tuition items: Transcripts, Replacement AHEGS, Replacement Parchments, Text Books, Course materials, Student Id Card, Enrolment Fee, Application Fee, Administration Fee, Re-assessment Fee, Late Payment Fee, Accommodation, Overseas Health Cover, Airport transfer.

Only Non-Tuition items are to be added to these Invoices and should not be combined with Tuition invoices.


Please note: The units fees are the sum of Scholarship+Funding+Upfront.



Workflow

How to sort columns on the Accounting summary page

The information in the Course Enrolment, Current Unit Enrolments, and Student Invoice List sections can be sorted from this screen. By Clicking on the doubled ended arrow next to any of the Table / Section headings. The Heading that has the solid arrow either  or  is what the table is sorted by. The example below explains how to sort on the Student's Invoice Id, but are the same steps for sorting by any table / section heading.

  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 reduce 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
  10. Click on the Double ended arrow next to the Invoice Id Table Header 

  11. This will now sort the results by invoice number. When the arrow is pointing up  the smallest number will appear at the top of the list and when the arrow is pointing down  the smallest number will appear at the bottom of the list.

How to print an existing 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 reduce 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
  10. Click on the Action button next to the Invoice to be printed, the Action menu will open.
  11. Click on the Print Invoice option 
  12. The Invoice header and information have now been loaded.
  13. Click on the Print Invoice Button.

  14. The invoice is now ready to be printed

How to print an existing receipt

  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 reduce 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 Payments list
  10. Click on the Action button next to the Receipt to be printed, the Action menu will open
  11. Click on the Print option

  12. The Receipt is now ready to print.

How to email an existing receipt

  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 reduce 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 Payments list
  10. Click on the Action button next to the Receipt to be printed, the Action menu will open
  11. Click on the Email option
  12. A dialogue box will appear - Are you sure you want to email the file?
  13. Click on the OK Button
  14. The Receipt has now been sent.

How to email an existing receipt with the Communication Module / Event

  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 reduce 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 Payments list
  10. Click on the Action button next to the Receipt to be printed, the Action menu will open
  11. Click on the Email with Communication Event option
  12. Scroll down to the Communication Section
  13. Scroll down to the Communication Template message and select the required template
  14. Enter any required information into the body of the email
  15. Click on the Save Communication and Send With Attachments Button
  16. An email with the attachment has now been sent and a copy of both is saved into the Communication Event record


 Further reading

Accounting - Search

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