Accounting - Payments (archived)

Owned by Dinara Kutti (Deactivated)
Last updated: Mar 15, 2022 by Chanel Zhang (Deactivated)
4 min read

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

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

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 Cheque)

If paying by Cheque - Name on the Cheque

BSB (if Cheque)

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 (if Cheque)

Name of Financial Institution

Comments

This is a Free text field for any comments.

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

 

Implications

Be advised

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

In Particular:

  • Fee Rules

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

 

Workflow

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. Ensure the status is set to Received

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

  14. Select Customer Payment as Payment type

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

  16. Select the Payment Method from the drop-down menu (e.g Cash, Credit card, Cheque, B-Pay, etc)

  17. Enter the Received amount, do not include the $ symbol in this field

  18. Confirm if this is the net amount or not (yes / no)

  19. Enter the amount received in the Sent Amount field. This is the gross amount. Do not include the $ symbol in this field

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

  21. For Cheques Only: Enter the Drawer, BSB, and bank name

  22. Enter any relevant comments re this payment in to the Comments Field

  23. Click the Save Payment button.

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

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

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.

  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.

 

Further Reading

Related Pages