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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.


Field Name

Brief Description

Sample Data (Basic Payment)
Payment IdSystem Generated payment numberR11063
Status

Status of the Payment

  • Cancelled
  • Confirmed
  • Not Paid
  • Received
  • Sent
Received
Reference Number
  • Undergraduate
  • Postgraduate
  • HDR Masters
  • HDR Doctorate
Undergraduate

Payment Type

  • Customer Payment
  • Customer Refund
  • Internal Payment
Customer Payment
Effective DatePayment date18/03/2019
Payment Method

Payment Methods accepted by the Institution

  • Cash,
  • Credit Card
  • Debit Card
  • EFT (Electronic Funds Transfer)
  • BPay
  • Paypal
  • Payment Express
Credit Card
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.

1851.50
From Party IdThe Student or Agent making the PaymentJames McMorran
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.

1850.00
To Party IdIf there are multiple Campus within the system payment can be coded hereStarfleet Academy
Is Net Payment
  • Yes
  • No
No
Assoc party IdThe Student or Agent making the PaymentJames McMorran
DrawerIf paying by Cheque - Name on the Cheque
BSBBank 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.015 347
BankName of Financial InstitutionCommonwealth Bank
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

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)


How to Add / Create a Payment 

Before you apply a payment to an invoice you need to 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

  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.


How to Allocate Payments in Bulk


How to edit an Amount Paid field for scholarships

  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.

Importing Payments from an External System via the Import Wizard

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



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