Overview
Objective
Upon Completion of this KB the user will be able to Search for a student record within the Account tab
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 funding and timings
The User has an understanding of the Australian Tertiary Education System / VET Sector.
Key terms and concepts
| Field Name | Brief Overview | Sample data |
|---|---|---|
| Student No | A number that your institution allocates, to uniquely identify a student. A student no. can only belong to one student. | SF100001 |
| Given Name | The student's given name as it appears on the student's birth certificate or other identification | James |
| Preferred name | The name by which a student prefers to be addressed, instead of their given name | Jim |
| Family Name | The student's family name or surname as it appears on the student's birth certificate or other identification | McMorran |
| Previous Last Name | Any other last name or surname that the student has used or has been known to use. | |
| Home Institution | Starfleet Academy | |
| Order by |
| Student Number |
| Status | The current status of the student's record can be one of:
| Active |
Implications
The Search screen here in the Accounting sections is the same as in the Student Search section (Students personal information, contact information, Course Enrolments, and Current Unit Enrolments), however once loaded it will display Student Invoices list and Student Payments List.
Workflow
How to Search For a Student
- Click on the Accounting tab in the side menu
- Click on the Search option in the side menu
- Enter at least one of the following options in to the relevant search box:
- Student No,
- Preferred Name,
- Given Name,
- Family Name / Surname,
- Previous Last Name
- Click on the Search Student
button. - This will show a list of students that meet these criteria
- To filter the list of students, in the search box
above the list of students, start typing the student's first or given name. - When you see the record for the student you are looking for, click on the student number for that student, highlighted in blue in the left column of that row.
- The student's record has now been loaded into the Student's Account Summary page.
Further reading
How to apply a payment to an Invoice