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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

Field NameBrief DescriptionSample 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 reconciliationI10008
Invoice DateSystem generated - The date the Invoice is produced.23/03/2019
Reference NumberA combination of The Invoice number, the student Id and the enrolment period to produce a unique numberEII10008-100001-2019-S1
Due DateThe 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 required06/04/2019
Bill To PartyThe Students name and role typeJames McMorran (Student)
Paid DateThe date the payments are allocated to pay off the invoice05/04/2019
From PartyInstitution NameStar Fleet Academy
Total AmountThe total amount of the invoice$9800.00
Invoice Type
  • Enrolment Invoice (Tuition)
  • Interest
  • Purchase Return
  • Sales Invoice (General Invoice e.g. Non Tuition items)
  • Customer Return
Enrolment Invoice
Paid AmountThe 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 AmountThe amount still outstanding on the invoice$9800.00
DescriptionText field - Any information required for the invoice100001 James McMorran in BBIS for Semester 1 2019
Invoice MessageText field - Any information required for the invoice

Your Prompt Payment is appreciated!


Course EnrolmentThe code of the Course the Student is enrolled inBBIS
Enrolment PeriodThe Study Period the units of Study are associated withS1 2019

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

Non-Tuition invoice Items
Accommodation Fee

Application Fee

Commission Adjustment / Correction
Late Payment / Deferred payment Fee
ECOE Fee
Enrolment Fee
Overseas Health Cover Fee
Other Administrative Fee
Other Fee
Replacement AHEGS
Replacement Parchment
Postage
Re-Assessment Fee
Student Id Care Replacement Fee
Textbook Purchase
Transcript

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

Please note: It is important that any users have a high level of understanding of the system before accessing and using the Account section of the system.

In Particular:

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

Please 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

How to Create a single Invoice for Tuition items

Please note: 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.

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 Create a Credit Note


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


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