Category: Financials

ESOS Schedule of Fees by Course/Study Periods from Student Centre

ESOS Schedule of Fees by Course/Study Periods from Student Centre 

The new ESOS Schedule of Fees by Course/Study Periods report can be generated from Student Centre from now onwards. Earlier this report use to work only from the Prospect Marketing Centre for pending proposals but now this report can also be generated for enrolments because since we have released the ESOS Schedule of Fees by Course/Study Periods report for pending proposals, we have received many client requests about a similar report for approved proposals which do not have any invoice template linked to them, hence this report has been created. This report is present in-

TEAMS > Student > Student Centre > Reports > ESOS Schedule of Fees by Course/Study Periods report

Following parameters are present in the report parameter screen:-

Parameter 1

By using this parameter, a user can opt to group all invoices in one study period which means that for every invoice, 1 will be displayed OR the NO option can be selected by using which a different study period will be assigned to each invoice in sequential order i.e. Invoice 1 – Study Period 1, Invoice 2 – Study Period 2, Invoice 3 – Study Period 3 and so on.

Parameter 2

By using this parameter, a user can let the system know that how it should calculate the Study Period Weeks as this report will be generated for those students for which invoice template was not used earlier. If a user selects the radio button for Total Weeks between Invoice Dates option, then the following parameters will appear, that according to which dates should the system calculate the Study Period Weeks. User can either opt for Invoice Due Date OR Invoice Date.

If a user selects Invoice Due Date then it means that the system will calculate the number of weeks between First Invoice Due Date and Second Invoice Due Date and those weeks will get displayed in the Study Period Weeks column for first invoice and similarly, the system will calculate the number of weeks between Second Invoice Due Date to the Third Invoice Due Date and those weeks will get displayed in the Study Period Weeks column for the second invoice and so on. For calculating the no. of weeks for the last invoice, the difference between the Invoice Due Date for the last invoice and Enrolment End Date is displayed.

Similarly, if a user selects the Invoice Date radio button then it means that the system will calculate the number of weeks between First Invoice Date and Second Invoice Date and those weeks will get displayed in the Study Period Weeks column for first invoice and similarly, the system will calculate the number of weeks between Second Invoice Date and Third Invoice Date and those weeks will get displayed in the Study Period Weeks column for second invoice and so on. For calculating the no. of weeks for the last invoice, the difference between the Invoice Date for the last invoice and Enrolment End Date is displayed.

Parameter 3

If a user does not want the system to calculate the Study Period Weeks by using Invoice Dates or Invoice Due Dates then a text based number can also be added by selecting the second option and the report will print this number as the Study Period Weeks for every invoice. For Ex:- If a user enters 20, then the report will display the data.

Once a user has selected all the other parameters then report template can be selected and a specific enrolment or multiple enrolments can be selected for which this report has to be generated.

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!

Invoice Template and ESOS Schedule of Fees by Course/Study Periods Report

As per the new ESOS guidelines, a new ESOS Schedule of Fees by Course/Study Periods Report has been created in TEAMS. This report will only get generated for those pending proposals for which the fee structure has been created by using the new Invoice Template process in TEAMS. For this new process, a new screen for the creation of Invoice Templates has been created in TEAMS, screen path:

TEAMS > Setup > Financials > Invoice Template Screen

In this screen, an invoice template code and name should be entered along. With the help of Enrolment Start between fields, TEAMS will only display specific Invoice Templates for specific enrolments i.e. If an enrolment start date lies in between the dates entered here, then the invoice template being created will start appearing otherwise the invoice template won’t appear. Once this information is entered, a user must select the campus to which an invoice template is being applied and then the invoice template can be linked to a specific or multiple courses. The last bit of information which needs to be added is about the Number of Invoices i.e. count of invoices (numeric value) which should be created in the Invoice Template.

On the Fee Selection tab of the Invoice Template screen, a user needs to link those fees for which the invoices need to be raised. For Ex:- Cert 4 Hospitality Overseas Fee, Enrolment Fee, Material Fee.

Once all the required fees are linked, the screen will appear as follows and then NEXT button should be pressed to move on to the second step of Invoice Template Wizard:-

On the Invoice Template Wizard Step 2, the same number of invoices (i.e. 4 entered in the above Invoice Template Entry tab screen shot) will appear which have been entered on Step 1. Here, a user needs to create invoices with above selected fees. For each invoice, a user must enter the Study Period #, Study Period Weeks, Invoice Date and Invoice Due Date.

Study Period # and Study Period Weeks do get printed in the ESOS Schedule of Fees by Course/Study Periods Report.

Note:- The Study Period # and Study Period Weeks will get printed for only those pending proposals for which Invoice Template process has been used but for any other proposal, these two fields will appear as blank.

Similarly, this data needs to be entered for the same number of invoices which are being created. 

Once all the invoice data has been entered then the user should press the FINISH button in order to complete the Invoice Template creation process.

Now, every time a user tries to create a proposal from:-

a. Prospect Marketing Centre > Create Proposal
b. Student Centre > Action > Create Proposal
c. Proposal Entry Screen
d. Prospect Entry Screen > New Proposal

TEAMS will display a pop-up message prompting the user to select the Invoice template process or not. By default, Use Invoice Template setting is enabled, if the below highlighted system setting for Invoice Template is enabled on the

System Settings > Financials Tab.

Also, if a user wants to create a proposal without using the invoice templates, then Use Invoice Template tick box should be un-ticked and GO button should be pressed. This pop-up appears if a user tries to create a proposal from the

Prospect Marketing Centre > Create ProposalStudent Centre > Create Proposal or Prospect Entry Screen > New Proposal

Similarly,  if a user tries to create a proposal from the Proposal Entry Screen, then there is a tick box by using which a user can opt for either to use invoice template process or continue with normal proposal process.

Once a user selects the Use Invoice Template tick box, then the Proposal Wizard will open and Invoice Templates Invoice Fee Entries tabs will appear instead of Fee Templates and Fee Entries tab which appear in normal Proposal process. The Invoice Templates and Invoice Fee Entries tabs will only load the data if the Campus, Course and Enrolment dates have been entered on the Course tab. Once the enrolments dates are entered, then only those invoice templates will appear which are applicable to this proposal as per its start date and proposal dates which have been entered on the Invoice template entry screen.

When a user selects the invoice template which has to be applied to the proposal, then all the invoices which were raised in the invoice template automatically appear on the Invoice Fee Entries tab according to the invoice date, invoice due date and fee amounts added.

Now, once a proposal has been created by using the Invoice Template process then the ESOS Schedule of Fees by Course/Study Periods Report for that proposal can be generated from the Prospect Marketing Centre > Reports menu.

The  ESOS Schedule of Fees by Course/Study Periods Report prints the prospect level as well as proposal level data. 

If this report is generated for multiple proposals then the fee data for each proposal will appear in a different table along with the collective summary of all the proposals in one table as follows:-

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!

Webinar – Financials in TEAMS (Student’s Financials & Agent’s Financials)

Student’s Financials & Agent’s Financials

 

In this Webinar we will show you what will you learn in these two sections.

Section 1. Understanding Student Financials in TEAMS.

under this section you will learn about:-

a). Different versions of students invoicing and system settings that affects this version. This includes proposal level invoicing.
b). Receiving in TEAMS.
c). Difference between Refunds & Refunds and Cancel Fees.
d). Difference in Transfer & Transfer and Cancel Fees.

Section 2. Understanding Agent Financials and how TEAMS creates commission invoices.

under this section you will learn about:-

a). Business rules that system uses for calculating the Agent’s commission invoices.
b). Different versions of Agent invoices that system can generate and system settings used.
c). Agent payment versions.

Fee Schedules Entry

Explanation:

Schedules are used to create multiple invoices/payments for 1 fee within a student’s enrolment. For example, if you wish to generate monthly, weekly or even quarterly invoices for a student to pay then you would need to setup these different schedule periods to then be linked to fees in an enrolment. If you wish to raise multiple invoices/payments for a student’s enrolment then you will need to Setup the required schedules before doing an enrolment. You will then be able to select a schedule the list that has been setup and set the number of payments to be made.

Step 4: Select the radio button beside the Schedule Type (frequency) for the Schedule you are setting up.

Step 5: Based on the option you selected for the Schedule Type one of three tabs will become enabled: Daily, Weekly and Monthly. Select the relevant tab that has become active and you will need to do the following based on the tab that you have selected:

Daily tab: In the field for Every you must enter the number of days until the program generates the next invoice. For example, if you wanted the program to generate an invoice every 3 days you would enter the number 3 into the blue field.

Weekly tab : In the field for Every you must enter the number of weeks until the next invoice will be charged and then select the day of the week that the invoice is to be charged on. You can only select one day of the week tick box. For example, if you wanted the invoice to be raised every 2nd week on Wednesday you would enter 2 into the Every field and tick the Wednesday tick box.

Monthly tab – in the field for Day you must enter the day of the month you want the invoice to be raised on. For example, if you wish invoices to be raised on the 15th of every month then you need to enter the number 15 in the Day field. In the field for Every you must enter the number of months before the next invoice is raised. For example, if you wish the program to raise invoices on a 6 monthly basis then you would enter the number 6 into the Every field.

Don’t forget to select the SAVE ENTRY icon in the top left hand corner of the screen to SAVE what you have just entered. If you close out of the screen before selecting the Save Entry icon your entry will NOT be saved.

Also, to create a new entry you MUST select the NEW ENTRY icon in the top left hand corner of the screen so the screen can be refreshed and ready for the next entry. If you leave your current information in the screen and type over it you are MODIFYING the entry.

Bank Account Entry

Explanation:

In TEAMS when you receipt money you have to specify which bank account the money you are receipting is going to This allows you to then do bank reconciliations in TEAMS and print out reports relation to bank accounts as well as enable you to use the drawdown feature.

It is mandatory in TEAMS that you enter at least 1 bank account to enable you to receipt information.

Step 1: Open the Bank Accounts Entry screen.

Step 2: Enter the information into the Details tab. The minimum information you must enter is the Mandatory fields. It is suggested that if you have the rest of the information you enter it into this screen so you have all the information in TEAMS. This information can be entered at a later stage also.

Step 3: If there is a representative at the Bank that you deal with you should enter the information into the Contact tab so everyone is always aware of the Contact at the bank that they should speak with.

Don’t forget to select the SAVE ENTRY icon in the top left hand corner of the screen to SAVE what you have just entered. If you close out of the screen before selecting the Save Entry icon your entry will NOT be saved.

Also, to create a new entry you MUST select the NEW ENTRY icon in the top left hand corner of the screen so the screen can be refreshed and ready for the next entry. If you leave your current information in the screen and type over it you are MODIFYING the entry.

Invoice Entry

Explanation

 

Step 1: Go to TEAMS > Students > Enrolment Center. There Enrolment Center screen will appear.

Step 2: The Date field will automatically have today’s date inserted. If you do not want to raise the invoices today you will need to change this date.

Step 3: From the Fee Template/s tab select the Fee Template which has the fees linked to it you want to charge the student.

Use the tick boxes next to the fee names to select which fees you would like to charge the student/s and select the Update Fee Entries button. Continue this until all the fees you would like to charge have been selected. If you try to charge a fee which is setup as a Rate and depends on a time period then an extra box will appear at the top next to the Date field. This will allow you to enter dates to charge between so the rate can be calculated accordingly. For example, if you have a fee that is for

General English and depends on the number of weeks the student studies for you would enter the Start Date of their course and the End date of the period they are studying and this would produce the amount they need to pay for this time period.

Step 4: Select the Fee Entries tab to see the fees that will be raised.

Step 5: If you would like to link a schedule to a fee select the Schedule lookup icon and select a schedule from the list. Once you select a schedule you will need to enter an end date at the top of the screen so the program knows how long to spread the payments over. If you don’t have any schedules appearing in this lookup please review the Fee Schedules User Guide to know how to setup the Fee Schedules.

Step 6: If you would like to add a discount enter the amount of the discount in the discount field for each fee item. Select the Notes icon to enter the reason for the discount.

Step 7: Once you have entered all the information into the Invoice select the Next button in the top right-hand corner.

Step 8: Once you selected the Next button you will come to the Invoice Preview where you can preview the invoices that will be raised. There is also a tab for Invoice Notes on the Invoice Preview which allows you to enter notes for the invoice. This will then print onto the Invoice Report for each student under the comments field. Select the Next button in the top right-hand corner.

Step 9: Once the next button is selected the invoice/s will be generated. You then have the option to do a number of things:

  • Add More Invoices (Same Enrolment) – This will take you back to the start so you can add more invoices.
  • Add More Invoices (New Enrolment): This will take you to Step 1 of the Student Invoices Screen. See the User Guide for Financial Wizard > Student Invoice for more information on how to use this screen. This is where you would create invoices for bulk students.
  • Close Window? This will close the Invoices screen.