Author: Prikshit Sharma

New Data Entry Fields and New Merge Fields

New Data Entry Fields and New Merge Fields

You can either watch the below video or read the step by step guide.

We have added new data entry and merge fields where a student identifies someone other than just themselves who can receive any refunded money if any. This is a simple way to enter the name of the person who is entitled to receive the refund that you then wish to show in your Offer Letters, when you are using the ESOS Schedule of Fee by course-study period – PMC report.

Data Entry fields:

On the right hand side of the prospect entry screen, there are 2 buttons: One for New Package Proposal and another one for New Proposal.

Data entry fields for the refund have been added on the settings tab of the Package Proposal and Proposal wizard screens, as follows:

1. Who can receive the refund?

2. Name (to receive refund)

Who can receive the refund? 

Here the user can define who will be the receiver. There are 4 static/hard coded drop-down options are available to choose: 

  • 1) Agent
  • 2) Guardian
  • 3) Other
  • 4) Parent

Select the option as per applicant/student choice. 

If Agent is selected / nominated as a refund receiver, then the prospect level agent will appear if any linked to that prospect otherwise you can select one from the agent look up.

Name (to receive refund)

If the applicant / student has opted the option other than Agent like Guardian, Parent or Other, then this field will become mandatory and have to enter the name of the receiver in this field.

In this way, you can identify who is entitled to receive the refund. However if you don’t want to update anything into these fields then you can skip these fields.

Report Merge Fields:

We have also introduced merge fields for these data entry fields in two versions of ESOS Schedule of Fees by Course/Study Periods report. 

On the report templates screen, search for report name of ESOS Schedule of Fees by Course/Study Periods you will see three entries as below:

  • 1) ESOS Schedule of Fees by Course/Study Periods – PMC
  • 2) ESOS Schedule of Fees by Course/Study Periods – Proposal
  • 3) ESOS Schedule of Fees by Course/Study Periods – Student

The new merge fields have been added to the PMC & Proposal versions only. 

The new merge fields are:

          1) {IssueRefundType}

          2) {IssueRefundName}

You can use these merge fields into your customised report templates and have them printed in your offer letter.

Here is the screenshot of the generated version:

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

Conditions for Offer Letters

Conditions for Offer Letters

You can either watch the below video or read the step by step guide.

Our CRICOS clients have requirements to provide conditional offer letters to their clients, based upon each individual prospect student. The colleges/schools have a set of conditions and then based on the prospect student they have to add one or many of them into their final Letter of Offer.

In the past, our clients have tried to manage this by having multiple custom report templates for Offer letters but now there is further new compliance requirements that will make it even more difficult for them.

What’s New

We have introduced a new notes template section for Offer Letter Conditions. A user will set them up in TEAMS and then will apply one or many to a prospect student and have them printed in the Offer Letter as bullet points (ESOS Schedule of fees by Course/Study Period).
 

Few examples for offer letter conditions:

 
  • 1. This is a conditional offer letter. An IELTS score of 5.5 or equivalent is required for entry into this program. The document(s) must       be provided within 30 days from the date of the offer letter to make this offer valid.
  • 2. This is a conditional offer letter. A Release Letter from XYZ Institute is required for entry into this program and it must be provided       to make this offer valid.
  • 3. Please be advised that this offer is conditional and submit the Statement of Purpose form properly filled to make this offer valid.

Here is the detailed explanation for the new addition:

New Addition

Open the Prospect Entry screen which you can find from TEAMS > Marketing > General > Prospect Entry, you’ll find a new tab named as Prospect Conditions just after the Overseas information tab as follows:

Here you can add offer letter conditions for a prospect student. From the Condition dropdown, you can select the condition/s and add them to the grid as per the prospect student.

These conditions will be static and you can set them up through the Notes Paragraph screen which you can access from TEAMS > Setup > Academic > Notes Paragraph. To setup a static condition, select Proposal Conditions from Applies To dropdown.

Once you have selected Proposal Conditions, let the screen to refresh. After the screen is refreshed, give a title to your conditions which will appear in the Conditions dropdown. As we can see the Title field is a mandatory field so, we cannot leave it blank.

To this title, next is Notes box which you will be using to type in the conditions in detail. Click on the Notes icon, a text box will appear for you to type the conditions there. After you have typed in, click on the Done button.

Now add an entry to the grid by clicking on the Add button.

You can add each and every condition on this screen which you have for your RTO’s offer letter to issue. The conditions updated here will be appearing under the Conditions dropdown of Prospect Condition tab as follows:

These are static conditions but sometimes there are conditions which are flexible like when you need a completion letter or release letter from a specific institute, then for such conditions, we have new fields on the Prospect Conditions tab. These flexible condition fields are as follows:

 

  • 1) Certificate of Completion
  • 2) Certificate of Completion College Name
  • 3) Release Letter College Name
  1.  
  2. 1. Certificate of Completion: This option is used for the course for which you want the completion certificate. 
  3. 2. Certificate of Completion College Name: This option is used for the college name from which you require the certificate of completion for a student..
  4. 3. Release Letter College Name: This option is used for the college name from which you require the release letter for a student.

For all of these three fields, you will see a dropdown and a blank field. First of all, you need to search in the dropdown for the available options and the one which you are looking for if it’s not in the list then type in the blank field next to the dropdown. The system will then automatically add that written text as a Usercode, which will then become drop down option for future use.

For example: For a prospect student, I updated the Certificate of Completion as General English and Certificate of Completion College Name as Delhi University.

Here we can see the newly added fields are appearing in the dropdowns:

We have made it easier for you so that you don’t have to go the usercode screen and add the dropdown options there. You simply need to type in the text box and then hit save, the system will add them in the background. 

But just in case you have to delete or edit a dropdown option, then you need to go to user code screen, search for the correct code type and then edit or delete as per your requirement from there.

On the Usercode screen, the code type for these options are:

1. Completion/Release Letter College Name: For the name of the college from where you want a completion certificate or release letter.

2. Completion Letter Course Name: For which course, you want the completion letter.

In this way, you can specify the conditions for each student for the offer letter. You can get this data printed in your offer letter if you are using ESOS Schedule of Fees by Course/Study Periods – Proposal. 

This report is used to generate an Offer Letter with one or many proposal/s data in it. Although it is accessible from the PMC (Prospect Marketing Centre) it can also be generated from the PC (Proposal Centre) as well.

When you are in the report template screen, search for the report name as ESOS Schedule of Fees by Course/Study Periods you will see three entries of:

  • ESOS Schedule of Fees by Course/Study Periods – PMC
  • ESOS Schedule of Fees by Course/Study Periods – Proposal
  • ESOS Schedule of Fees by Course/Study Periods – Student

The Proposal_Conditions bookmark table has been added to PMC & Proposal version ‘ESOS Schedule of Fees by Course/Study Periods’ reports only.

You can add newly introduced bookmark table into your custom offer letter template. The system will print the list of conditions and/or condition rules linked to the prospect student as numbered bullet points.

See below an example of the generated report:

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85.
We’re happy to help!

Edit Agent

You can either watch the below video or read the step by step guide.

We always try to make TEAMS smart and our client’s processes more efficient with time.

Agents are an integral part of RTO’s and Universities business. TEAMS keeps track of each and every agent commission payment entry you made for an enrolment but we came across a problem with one of the processes related to agents.

When the agent commission entry has already been made for an enrolment either prededucted or post deducted, the TEAMS was letting users to edit the agent through Edit Agent screen under the Action menu of enrolment centre, which is wrong because it was unlinking the commission entry already made against the invoice.

Now we have introduced a new logic in the system which won’t allow a user to edit an agent if there is commission payment.

For example: there is an enrolment with XYZ agent and we can see there is/are commission payment entries:


 Now for some reasons, a user has to change the agent, has to go to the Edit Agent screen to change the agent

The system will open a new screen with an alert message as follows:


If you’re having any difficulty or have questions that you can’t find answers here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

Fee Transaction Listing Report

Fee Transaction Listing Screen

You can either watch the below video or read the step by step guide.

This report will show you a list of financial transactions like invoices, receipts, refunds, transfers etc which are within a date range which you have entered.

You can find this report under TEAMS > Setup > Financial Report I > Fee Transaction Listing.

What’s New

We have added a new column which is Campus Code. It will print the code of the campus to which that student enrolment is enrolled in and the financial transaction is linked to.

This piece of information is really very helpful to those RTO’s who have more than one campus.


Finishers Confirmation List

You can either watch the below video or read the step by step guide.

You can find this screen under TEAMS > Student > Academic > Finishers Confirmation list. This screen is used to get a list for all the enrolments which are finishing within a date range which you have entered so that you can either mark enrolments as finished or see what was marked as finished in the past.

 

This screen also gives you a list of information relating to the finishing enrolments. One of those pieces of information includes results and a summary. In this summary we show 3 different numbers with a separator or /. These numbers meant Unsuccessful # / Successful # / Total #. This basically means total count of Unsuccessful Results / Successful Results / Total Units to complete for the enrolment.

 

Before this update the above count was excluding below result types:-

Recognition of Current Competency granted (RCC Granted)

Recognition of Prior Learning granted (RPL Granted) and

Credit Transfer (CT). 


We had made this change in line with changes in other screens but after our previous update in September, some clients discussed this further with us so we changed it back.

We have then added a new column as below.

 

What’s New

We have added a new column which is Results Ex. CT, RPLG, RCCG. It will give you the count excluding these results type and we have rolled back the column Results which will now show the results including the results types CT, RPLG, RCCG. So that our clients can see the results counts as per their requirement. So now you will see results in two columns as below:-

Column Name

Explanation for the results count

Results

This column will show you the count including each result type even CT, RPLG and RCCG. Tooltip will show you the count as “Unsuccessful #/Successful #/Total #

Results Ex.

 

CT, RPLG, RCCG

This column will show you the count excluding the results types CT, RPLG and RCCG and the tooltip will show you the count as “Successful #/ Not Counted #/ Total #”

 

Qualification Issued Register Screen

Qualification Issued Register Screen

You can either watch the below video or read the step by step guide.

You can find this screen from TEAMS > Student > Academic > Qualification Issued Register.

This screen shows you the enrolments as per Completed Qual Status of the enrolment i.e.

Qual Issued tab: If Comm. Qual status is Full.

SOA Issued tab: If Comm. Qual status is SOA.

N/A tab: If Comm. Qual status is N/A

How the screen looks before:

 What’s New

We have made some changes on the screen. Below are the generic changes for each tab.

  1. We have renamed the column of Date Issued to Date of Entry.
  2. Certificate # column has been removed.
  3. Currently, there is one column for Campus/course but that has been separated into two different columns.
  4. In addition to the above, we have also added another new column for Total Units after the Course column. This column will print Total Successful / Total Required unit count i.e. 25/25 or 4/25.


Important: These counts are inclusive of CT, RPLG & RCCG result types.

Important: Also, there is a hyperlink on the count ie: 25/25 which will then open the student result screen for the specific enrolment.

5) Employer Name column has been renamed as Employer and now it will show you the Employer Code and the system will show you the Employer Name as a tooltip on the mouse hover.

6) Another new column for USI has been introduced after the VSN # column as follows:

 

7) Timetable column will now show the timetable code and on the mouse hover, the system will display you timetable name.

All of the above changes generic in nature i.e we can see them on Qual Issued, SOA Issued and N/A tabs.

There are some SOA tab specific changes:

  1. Course column has been removed reason being when an SOA is issued then the RTO never show a course/qual code on it as the student does NOT get issued the statement for the course/qual, it is only the successful results for the competencies/modules that are being issued a statement and the auditor needs to see this not the course/qual information.
  2. Just to bring more transparency we have introduced Competencies column. This column will populate comma-separated competency codes who have successful results linked to the enrolment.

 

Important Change:

If a user generates a report more than once on the same day, that normally would write a record to the Qualifications Issued Register, right now it is happening and which is wrong.

We only need to have one entry on the same day because if there was a mistake in the generated report the first time and you had to fix it and regenerate the report, which will write another entry in the Qualification Issued Register and which is wrong.

So just to resolve these situations we have stopped writing multiple entries for the same date (that is the Date of Entry which was Date Issued) for the same enrolment.