Category: Financials

Payments Due Listing Report

In this article

Before You Start
How to use the Screen
Things To Note

This article describes what this screen is for, how to use it and outlines any business rules or important things to note.

Before You Start

This screen is only accessible from the Dashboard in TEAMS Lite; it is not available in TEAMS itself. Also, if you are logged into TEAMS Lite as a ‘trainer/teacher’ you will not have access to the Dashboard and this tile.

To understand how this tile works and what business rules the system uses to show enrolments in this screen, you must first read the article for Payments Due Tile and the Business Rules in this article.

When you select the link for the number against a course code listed in the Payments Due Tile the system will load the screen and follows the business rules below:

  • In the top header section the system will display the date range for ‘This Month’ that the enrolments in the grid have receipts for.


  • The enrolments for the count will be displayed in the grid section of the screen.


If you select to navigate to this screen by selecting the link for the word ‘This Month’ on the Tile, in this scenario Payments Due, as there was no enrolments with invoices/payments due for the month, then the system will open the screen.

  • In the above scenario the grid will be empty and you will need to enter a different date range for the system to search on.

How to use the Screen

This screen is a simple screen that lists all the enrolments with invoices/payments due within the date range displayed on the screen. From here you can use specific functions to send Email or SMS messages to the students informing them of their payments due or create contact logs of notes for the enrolment.

This screen is broken into two separate sections that are:

Search Parameter section

Grid displaying Enrolment information

Each section has very simple fields of information or functionality available as follows:

Search Parameter section

Payments Due for: this is a date range that the system will load by default based on when you log into TEAMS Lite. It shows the current date as start date and end date of the current month. The system then uses today’s date as an ‘as at’ date to find any enrolment that has an invoice with an invoice date within the current month.

Remember, every time you log into TEAMS Lite, the system is recalculating Payments Due for the Tile and this screen, so counts and even amounts due will change from one day to the next based if a receipt has been entered against the invoice.

For Course: this will display in a read only fashion the Course Code that you selected the number count from the Tile. If you accessed this screen from the Tile by selecting the word ‘This Month’ in the tile, then you will be given the option to select courses to search on.

Total Payments Due: this will display in a read only fashion the total amount of invoices/payments due for the enrolments listed in the grid below.

Show All Payments Due: this is a tick box and where it is only displaying for one course code and you have accessed the screen from the link for a number count for a course code, you can then select this tick box and it would load all the enrolments for all the course codes listed in the tile. If you accessed this screen from the Tile by selecting the link for the word ‘This Month’, then this tick box will not be available for you to use.

Grid displaying Enrolment information

This grid will display information relevant to the enrolment. Most of the information is self explanatory, such as Student #, Student Name, DOB, Gender etc. The two columns that need some explanation are:

Invoice No: this does a count for the enrolment of how many invoices are due within the current month for a student enrolment. If you mouse over the number it will display a tool tip and list each invoice # that has been created.

Due Amount: the system will do a calculation of the total amount for the invoices/payments due listed in the Invoice No. tool tip.

Functionality available

  1. Above the screen in the TEAMS Lite menu bar you will see an Ellipses menu as shown below:

From this menu you can chose to send Emails or SMS messages or Create a Contact Log for one or many enrolments listed in the grid section of this screen. For more information on how to do this please see the following articles:

  • Send Emails from TEAMS Lite

  • Send SMS from TEAMS Lite

  • Create Contact Logs in TEAMS Lite

2. Select the student or enrolment number link and you can navigate to the Student/Enrolment profile screen.

Things To Note

 

The system does not consider if the enrolment is flagged as started and/or finished, it will show any enrolment where it meets the above business rules for the Payments Due Tile and this screen.

The system will not consider any cancelled enrolments if they have Invoices/Payments Due. If you wanted to consider them you would need to log into TEAMS and generate the Invoices Report found under TEAMS > Setup > Financial Reports I menu option for Invoice Due Date.

Where there are no invoices/payments due for the month for any courses, there would be nothing listed. To access the Payments Due Listing screen you can select the word ‘This Month’ and it will still take you to the listing screen.

  • If you cannot see this screen or the Payments Due Tile in the Dashboard it means you DO NOT have permission to them. You need to speak to your direct manager or your TEAMS Manager regarding this.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to 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!

How to create Invoice Template

In this article

Why would you use Invoice Templates?
How to setup Invoice templates?

This article describes how to create Invoice Template from Invoice Template Entry Screen and the business rules for creating it.

Why would you use Invoice Templates?

  • If you are a CRICOS Provider there was once a TPS mandatory requirement for your Offer Letters (LOO’s) to show the study period information, including start and end dates of each study period, for each invoice/installment that the student was required to pay for each course/qualification they were being offered.
  • TPS no longer has this requirement, however many CRICOS providers prefer to continue to show this information on their LOO’s. To do this, unless you are prepared to have your staff, as users in TEAMS, manually enter for each proposal and each invoice raised against it, the individual study period # and study period start and end dates, the only way to do this is to create templates of invoice installments with the study period information, including start and end dates already loaded for a course.
  • Invoice Templates only work if you have fixed intakes, whether that be quarterly, monthly, 6monthly etc.  This is because you have to put the invoice date, invoice due date and most importantly Study Period start and end dates. So for every course/qualification where you have installments/invoices that will have different dates you can create Invoice Templates, link them to the relevant course/qualification and your staff can then select the relevant one based on the proposal start date. If the proposal start date doesn’t match an Invoice Template start date range then you will not see anything for that proposal.
  • You also do need to consider how far in advance you need to create Invoice Templates for. Remember, a larger number of CRICOS providers are creating Loo’s that have more than one course/qualification in them and they have staggered start and end dates that reach over a period of 1 to 4 or 5 years. You need to have Invoice Templates created that far in advance for them to be of any use to your organisation.
  • If you are an ELICOS provider and only raise the one invoice per course/qualification then Invoice Templates will not be of any assistance to your staff.

How to setup Invoice Templates

Step 1 – Go to TEAMS > Setup > Financials > Invoice Template Entry Screen

invoice-template

Step 2 – On Invoice Template Entry tab enter the details as follow:

  • Enter the Invoice Template Code and Name. Invoice Template Code and Name could be anything as per your own preference but we always recommend that you enter course code along with Intake Date.
  • Enter the Enrolment Start between dates. This date range is very important because an invoice template can only be used if the proposal start date is in between this date range.
  • Select the Campus for which you wish to create the Invoice Template.
  • After selecting the campus, click on the Load Courses based on selected Campus(s) button and select the course(s) for which you are creating the invoice template.
  • Enter the number of invoices which you want to create in this Invoice Template. Each invoice should correspond to a study period so the number of invoices should be same as the number of study periods.
  • Tick the Active tick-box to make the invoice template active.

invoice-template-invoice-template-entry-tab

Step 3 – On Fee Selection tab, list all the student fees for which you want to raise the invoices. Then, click the NEXT > button.

invoice-template-fee-selection-tab

Step 4 – The screen will refresh and the Invoice Template Entry Step 2 screen will open.

invoice-template-invoice-template-entry-step-2

where you can specify the following details to create the invoices within the Invoice Template.

  • Study Period #
  • Study Period Start Date
  • Study Period End Date
  • Study Period Weeks
  • Invoice Date
  • Due Date

invoice-template-entry-step-2-details

Once all the above details are entered, you can select student fees from the drop down menu and add them in the grid for every invoice. While adding a student fee, you can EDIT the Amount if you wish to change it.

invoice-template-entry-step-2-fee-details

Step 5 – Once all the details are entered, click SAVE to save all the details and FINISH > to finish the Invoice Template creation wizard.

invoice-template-entry-step-2-save-back-finish

Please see the post How to allocate Invoice Templates to proposals for more information.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to 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!

Raise Bonus Marketing Invoice

A new functionality ‘Raise Bonus Marketing Invoice’ has been added in agent section of TEAMS. Now, user can raise bonus marketing invoices in TEAMS.

This new option has been added in the Agent Centre > Financials.

Once a user selects this option and a new screen i.e. Agent Bonus Invoice Creation screen will open.

In this screen, a user can enter the information which is required for Bonus Invoice Creation.

The following fields are present on this screen:-

Invoice Date – The invoice date for the Bonus Agent Invoice can be entered here.

Campus – You can select the appropriate campus if there are multiple campuses in your TEAMS site.

Link Bonus Invoice with Enrolments – If you wish to link this agent bonus invoice to one or more than one enrolments, then you can tick this tick box and an enrolment multi-select look up will start appearing on the screen from where you can select the enrolment numbers which are already linked to this agent.

Detail – If you wish to enter some notes regarding this transaction, then you can enter them in the Details box.

Ex. Amount – Bonus amount excluding GST can be added here.

GST – System will calculate GST on the ‘Ex. Amount’ and it will automatically appear here.

Total Amount – The total Ex. Amount + GST will appear in this field.

Once all the details are entered, the screen can be saved and the agent bonus invoice will be raised.

This Bonus Agent Invoice will appear in the Agent Centre > Financials Tab highlighted RED in colour as below:-

If the user has opted to link enrolment(s) with the Bonus Agent Invoice then this bonus agent invoice will appear on the ‘Disbursements’ Tab of the Enrolment Centre as well for those enrolments as shown below:-

Now, if a user wants to pay this Bonus Agent Invoice, then it can be done from the ‘Commission Payment Entry’ Screen in TEAMS > Agent > Financials.

Bonus Agent Commission Invoice in Reports

1. Agent Statement of Account – Bonus Agent Commission Invoice appears in Agent Statement of Account report. This report can be generated from TEAMS > Agent > Agent Centre > Reports.

Once the report is generated, a new bookmark table will be printed in the report which displays all the bonus agent commission invoices for that agent.

2. Invoices Report – Bonus Agent Commission Invoice appears in Agent Invoices report. This report can be generated from TEAMS > Agent > Agent Centre > Reports.

Once the report is generated, a new bookmark table will be printed in the report which displays all the bonus agent commission invoices for that agent.

3. Agent Bonus Invoices and Payments – A new report ‘Agent Bonus Invoices and Payments’ report has been created which can be generated from TEAMS > Agent > Reports.

This report prints the Bonus Agent Invoices and their payments in xl version. Following are the report columns which get generated:-

Agent Code – This column displays the agent code for which the bonus transaction has been entered.

Agent Name – This column displays the agent name for which the bonus transaction has been entered.

Invoice # – This column displays the Invoice # for Bonus Agent Commission Invoice.

Invoice Date – This column displays the Invoice Date for Bonus Agent Commission Invoice.

Linked with Enrolments – If the bonus invoice has been linked to any enrolment while creation then YES will appear in this column otherwise NO will appear.

Enrolment #’s – The enrolment numbers for the enrolments which are linked to the bonus agent invoice will appear in this column.

Detail/Notes – Any details or notes entered while creating a bonus agent invoice will appear in this column.

Ex. GST Amount – Bonus invoice amount excluding GST will appear in this column.

GST Amount – GST on the ‘Ex. Amount’ will appear here.

Total Invoice Amount – The total Ex. Amount + GST will appear in this field.

Invoice Created By – The username of that person will appear in this column who has created the Bonus Agent Commission Invoice.

Total Owing on Invoice – Balance amount of Bonus Agent Commission Invoice will appear in this column if it has been partially paid.

Payment # – This column displays the Payment # for Bonus Agent Commission Receipt/Payment.

Payment Date – This column displays the Receipt Date for Bonus Agent Commission Receipt/Payment.

Ex. GST Amount – Bonus receipt amount excluding GST will appear in this column.

GST Amount – GST on the ‘Ex. Amount’ will appear here.

Total Payment Amount – The Total Payment Amount + GST will appear in this field.

Payment Created By – The username of that person will appear in this column who has created the Bonus Agent Commission Payment.

Financial Reports

Examination Batch Report

Student Invoice Report

Weekly Income Report

Student Receipts Report

Student Statement of Account

Student Invoice Grouped Report

Student Refunds Report

Student Transfers Report

Revenue Take Up Report – Summary

Revenue Take Up Report – Detailed

Revenue Recognition Report

Enrolments Sales Analysis

How to generate a list of Overdue Fees in TEAMS

For information on how to generate a list of Overdue Fees in TEAMS, please either watch the below video OR read the step by step instructions:-

Step 1 : For generating a list of Overdue Fees in TEAMS, you can generate the Fees Overdue Report from TEAMS > Setup > Financial Reports I.

how-to-generate-a-list-of-overdue-fees-in-teams-1

Step 2 : Once the parameter screen opens, you can enter the ‘As On’ date and the system will search for all the overdue invoices as per the As On date which you enter. You can also select other parameters to narrow down your search results such as Course Name, Timetable, Agent Name, etc.

how-to-generate-a-list-of-overdue-fees-in-teams-2

Step 3 : Once you select the parameters, you can select the Template from the template dropdown if multiple templates are present and then press the GENERATE button.

how-to-generate-a-list-of-overdue-fees-in-teams-3

Step 4 : The report will be generated in the report centre and you can download it.

how-to-generate-a-list-of-overdue-fees-in-teams-4

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to 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!