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Overview

This page covers the following topics:

  • 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

Complexity: HIGH

Page Contents

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.

Field Name

Brief Description

Payment Id

System Generated payment number

Status

Status of the Payment

  • Cancelled

  • Confirmed

  • Not Paid

  • Received

  • Sent

Reference Number

  • Undergraduate

  • Postgraduate

  • HDR Masters

  • HDR Doctorate

Payment Type

  • Customer Payment

  • Customer Refund

  • Internal Payment

Effective Date

Payment date

Payment Method

Payment Methods accepted by the Institution

  • Cash

  • Credit Card

  • Debit Card

  • EFT (Electronic Funds Transfer)

  • BPay

  • Paypal

  • Payment Express

Amount

Add the amount received from the student without a dollar sign. This amount can include any transaction fees.

(In this case a $1.50 credit card surcharge)

If there are not additional fees then Amount and Sent amount are identical.

Please note: Financial fields cannot be left blank.

From Party Id

The Student or Agent making the Payment

Sent Amount

Add the amount received from the student without a dollar sign. 

This amount does not include any transaction fees and is amount to be paid off against any tuition.

Please note: Financial fields cannot be left blank.

To Party Id

If there are multiple Campus within the system payment can be coded here

Is Net Payment

  • Yes

  • No

Assoc party Id

The Student or Agent making the Payment

Drawer

If paying by Cheque - Name on the Cheque

BSB

Bank State Branch (often referred to as "BSB") is the name used in Australia for a bank code, which is a branch identifier. The BSB is normally used in association with the account number system used by each financial institution.

Bank

Name of Financial Institution

Bond Refund Amount


Comments

This is a Free text field for any comments.

Please note: Any Text written here will appear on the Receipt

Bank Reconciliation Amount


Bank Reconciliation Seq Id


Bank Reconciliation Date Time


Implications

Be advised

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)

Workflow

 1. How to Add / Create a Payment

Note

Before you apply a payment to an invoice you need to create a payment first.

  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 to the bottom of the page

  10. Click the Add New Payment button

  11. Note: System has pre-filled some fields, some fields are optional to fill out.

  12. At the Payment Section, (Optional to) Enter a reference number or select an option from the attached drop box

  13. Check the effective date (System might already pre-filled), this is the date you received the payment

  14. Select the Payment Method from the drop-down menu

  15. Enter the Received amount, confirm if this is the net amount or not

  16. Enter the Sent Amount, this is the gross amount.

  17. Select the To Party Id from drop-down menu.

  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.  (Optional) To email a copy of the receipt click the Email Receipt button

  22. (Optional) To Print a Copy of the receipt click the Print Receipt button  

 2. How to Apply a Payment to an Invoice for Tuition items

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

  1. Assume you already have the student's record loaded.

  2. Click on the Accounting tab in the side menu

  3. Click on the Invoices option in the side menu

  4. Click on the Actions menu next to the Invoice to be Paid off, the Action menu will open

  5. Click on the Edit Invoice option

  6. Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click the Save Invoice Button)

  7. Click on the Invoices option in the side menu

  8. Click on the Actions menu next  to the Invoice to be Paid off, the Action menu will open

  9. Click on the Pay Invoice option in the Action menu

  10. Scroll down to the Possible Payments to Apply Section

  11. Click on the Apply Amount to Items button

  12. The Invoice has now been paid off.

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

  1. Assume you already have the student's record loaded.

  2. Click on the Accounting tab in the side menu

  3. Click on the Invoices option in the side menu

  4. Click on the Action menu next to the Invoice to be Paid off, the Action menu will open

  5. Click on the Edit Invoice option

  6. Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)

  7. Click on the Invoices option in the side menu

  8. Click on the Action menu next to the Invoice to be Paid off, the Action menu will open

  9. Click on the Pay Invoice option in the Action menu

  10. Scroll down to the Possible Payments to Apply Section

  11. Click on the Apply Amount to Items button

  12. The Invoice has now been paid off.

4. 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 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 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. Click 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

  1. Click on the Invoices option in the side menu.

  2. Scroll down to the Student invoice list section

  3. Click on the Action menu option next to the invoice a credit note is to be created against. The Action menu will open

  4. Click on the Create Credit Notice option in the Action menu


How to Allocate Payments in Bulk

Further Reading

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