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Objective

This page covers the following workflows:

  • 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

Complexity: HIGH to EXPERT

Page Contents

Assumptions

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.

  • 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

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 - 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

Be advised

It is important that all user are required to have a high level of understanding of the system before using the Account module of the system.

In Particular:

  • Fee Rules

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

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

 1. How to Create a single Invoice for Tuition items

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

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 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 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  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.

 2. How to Create a single Invoice for Non-Tuition items

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 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 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

 3. How to Create Invoices in Bulk

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 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

 4. How to Raise a Credit 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 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

 5. 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

 6. 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

 7. How to Write off 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

 8. How to re-issue a cancelled 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 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

Subsidies

 Discounts 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 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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