Objective

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

• Add / Create Payments
• Apply payments to a Tuition (Enrolment) Invoice
• Apply payments to a non-tuition (General) Invoice
• Create a refund
• Allocate Payments in Bulk

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

• The User has an understanding of the Australian Tertiary Education System / VET Sector.

• The Student has already been accepted into a Course and has been enrolled into units

Key terms and concepts

The list below demonstrates the key fields that need to be filled for creating an operationally viable payment.

Please note there are optional fields on that screen and you do not have to fill them all.

New feature coming soon....

Bulk Allocation of Payments Screen is currently being developed and will be deployed in the near future. this will allow for Payments that have been received to be paid against invoices in bulk. Please contact the Help Desk for further information and updates.

Implications

Workflow

How to Add / Create a Payment 

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 to the bottom of the page
10. Click the Add New Payment Button
11. Scroll down to the Payment Section
12. Enter a reference number or select an option from the attached drop box
13. Check the effective date (change this is the payment is retrospectively being applied
14. Select the payment method
15. Enter the total amount being paid (do not enter a $ into this field)
16. Enter the send amount (do not enter a $ into this field)
17. Select the To Party Id
18. For Cheques Only: Enter the Drawer, BSB, and bank name
19. Enter any relevant comments re this payment in to the Comments Field
20. Click the Save Payment Button
21. To email a copy of the receipt click the Email Receipt button
22. To Print a Copy of the receipt click the Print Receipt button  

How to Apply a Payment to an Invoice for Tuition items

These instructions assume that the Invoice amount and the Payment Amount match.

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. Click on the Invoices Option in the Side Menu
10. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
11. Click on the Edit Invoice option
12. Click on the Status to Set Button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
13. Click on the Invoices option in the side menu
14. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
15. Click on the Pay Invoice option in the Action menu
16. Scroll down to the Possible Payments to Apply Section
17. Click on the Apply Amount to Items Button
18. The Invoice has now been paid off.

How to Apply a Payment to a General Invoice for Non-Tuition Items

These instructions assume that the Invoice amount and the Payment Amount match.

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. Click on the Invoices Option in the Side Menu
10. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
11. Click on the Edit Invoice option
12. Click on the Status to Set Button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
13. Click on the Invoices option in the side menu
14. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
15. Click on the Pay Invoice option in the Action menu
16. Scroll down to the Possible Payments to Apply Section
17. Click on the Apply Amount to Items Button
18. The Invoice has now been paid off.

How to Create refund

There are three parts to creating a refund: 1. Creating an invoice,2. Paying off the invoice, 3. Creating a credit note.

(These instructions assume that a payment has been received prior to an invoice being created e.g. Prior to Census date)

Part One - Creating the 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 Course Enrolment section
10. Click the New Invoice Button  next to the Course for which the invoice is to be created
11. Select the Enrolment Period to associate the units to
12. update the due date (if required)
13. All other fields should auto populate from the header.
14. Scroll down and click the Add Invoice item button
15. Scroll down to the Units Enrolled by student section
16. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here
17. 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.
18.  Click the Add Selected as Items button
19. Add any Adjustment items to the invoice (as required) by ticking the check box 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.
20. Scroll up to the Invoice header Section and Click the Edit Invoice button
21. Click the Status to Sent Button
22. The Invoice has now been created.

Part Two - Paying off the Invoice

1. Click on the Invoices Option in the Side Menu
2. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
3. Click on the Edit Invoice option
4. Click on the Status to Set Button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)
5. Click on the Invoices option in the side menu
6. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open
7. Click on the Pay Invoice option in the Action menu
8. Scroll down to the Possible Payments to Apply Section
9. Click on the Apply Amount to Items Button
10. The Invoice has now been paid off.

Part Three - Creating a Credit Note

Scholarships

Scholarship payments needs to be added to the Unit Enrolment Screen prior to invoicing. These are considered a Funding Type in the same way an upfront payment or Funding amount (e.g.Fee-Help  / HECS-Help). 

How to Add a Scholarship Payment to a Unit

1. Click on the Student 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. Click on the Action menu next to the Course of study the Unit(s) to receive a Scholarship belongs to. The Action menu will open
10. Click on the Academic Record option in the Action menu
11. Click on the Edit icon next to the Unit to be given a Scholarship
12. Click on the Subsidy Type drop box and select the Scholarship type
13. Enter the amount in the Subsidy Amount field
14. Click on the Save Unit Enrolment Button
    
    

How to edit an Amount Paid field for scholarships

If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.

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 the Student Invoice List
10. Click on the Action Menu next to the Invoice to be updated, 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 the Save Invoice Button
14. Click on the Accounting option the Side Menu
15. Click on the Summary option in the Side Menu
16. Scroll down to the the Current unit Enrolment section
17. Click on the Edit icon  next to the Unit to be allocated to Scholarship / Edited
18. The Unit record will now Load
19. Scroll to the bottom of the page and Click the Edit Fee Button
20. Update the Scholarship  / Subsidy amount 
21. Update the Scholarship type
22. Click on the Save Unit Button
23. The Unit can be added to the invoice.

How to Apply Internal Discounts (other than Scholarships)

1. Click on the Student 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. Click on the Action menu next to the Course of study the Unit(s) to receive a discount belongs to. The Action menu will open
10. Click on the Academic Record option in the Action menu
11. Click on the Edit icon next to the Unit to be given a discount
12. Click on the Subsidy Type drop box and select the discount type
13. Enter the amount in the Subsidy Amount field
14. Click on the Save Unit Enrolment Button

Importing Payments from an External System via the Import Wizard

To import payments in bulk specific information is required as a minimum

• Id Number (Student Number is preferred
• Transaction / Payment date
• Transaction / Payment amount
• Unique reference for each Transaction / Payment

Additional information maybe helpful / appropriate.

Once this information is available the transactions  / payments can be imported via the Import Wizard within the System.

For information or Setting is up please contact the Silverband Help desk.

How to Allocate Payments in Bulk

New feature coming soon....

Further reading

Accounting Summary

How to Create a Single Invoice for Tuition Items

How to Create a single Invoice for Non-Tuition Items (General Invoice)

How to Create Invoices in Bulk