How to edit/add an OSHC Provider For an enrolments in TEAMS?

Explanation

This document explains how to edit/add an OSHC provider to an enrolment as well as how it affects the providers invoice. In all of the scenarios below they are considering that there is NO OSHC Provider Invoice payment.

WARNING:If you are editing an OSHC provider then please be aware that the system allows you to do it whether the student has a receipt against their OSHC fee/s or not.

The FAQ document will show you the following versions:

  • Add on OSHC Provider to an enrolment that does not have a provider already added.

  • Editing an OSHC Provider that is linked to an enrolment where there is NO student receipt for OSHC fee/s.

  • Editing an OSHC Provider that is linked to an enrolment where there is a student receipt for OSHC fee/s.

  • Editing the OSHC Provider Invoice only.

  • Adding an OSHC Provider to an enrolment that does not have provider already added

Step 1: Open the enrolment in the Enrolment Centre

Step 2: Select the Action button and then select the option for Edit OSHC Provider

Step 3: The OSHC Editing screen opens

You need to now enter the following information:

  1. Payment date – You can just add today’s date to this field.

  2. Cover type – Select the appropriate cover type from the dropdown.

  3. Healthcare Start Date – The system always loads the enrolment start date here.

  4. Healthcare End Date – When you select a cover type the system calculates the end date based on the Healthcare Start Date + Duration (in months) that was setup against the cover type you have selected in the User Codes screen.

  5. Membership No. – If you know the number you can add it here, it is not mandatory.

  6. Healthcare Provider – Using the Lookup, highlighted above, select the OSHC Provider you wish to link to the enrolment.

Step 4: As soon as you select the Healthcare Provider from the lookup the screen refreshes and looks like this:

You will see (if you have setup your OSHC fees chargeable and fees payable correctly) that the system shows you the 2 different fees applicable to the cover type you have selected and it will raise 2 invoices as follows:

Student Invoice – Under the heading of Fee Chargeable the system will raise an invoice for the student for the total amount of $345.00 OSHC Provider Invoice.  Under the heading of Fee Payable the system will raise an invoice for the OSHC provider for the total amount of $288.23.

WARNING: Under this heading the tick box for the Fee Payable is NOT selected (as there maybe cases where you see more than one fee (this is due to the fact you have not setup the fees correctly) so you MUST select the tick box for the fee so the system raises the invoice for the OSHC provider. This is highlighted above.

Step 5: Select the SAVE entry icon in the top left hand corner of the screen to save the entry and the system will close this screen and refresh the enrolment centre and you will see the following entries:

  • Student Invoice entry

  • OSHC Provider Invoice entry

Editing an OSHC Provider that is linked to an enrolment where there is NO student receipt for OSHC fees.

These steps are assuming that you have already linked an OSHC provider and raised both the student and providers invoice but for some reason you wish to change the provider or remove the provider. The steps are also considering that there is no student receipt raised for the student’s OSHC fees.

Step 1: Open the enrolment in the enrolment centre and then select the Action > Edit OSHC Provider option

It shows the Current OSHC Provider, highlighted above, and it also shows the Total Invoice Amount for the OSHC Provider that has been raised.

Step 3: You need to know enter the Following information:

  1. Payment date – you can just add today’s date to this field.

  2. Cover type – select the appropriate cover type from the dropdown.

  3. Healthcare Start Date – The system always loads the enrolment start date here. If you have already entered this previously it will load that date.

  4. Healthcare End Date – when you select a cover type the system calculates the end date based on the Healthcare Start Date + Duration (in months) that was setup against the cover type you have selected in the User Codes screen.

  5. Membership No. – if you know the number you can add it here, it is not mandatory. If this has previously been entered it will show.

  6. Healthcare Provider – Using the Lookup, highlighted above, select the OSHC Provider you wish to link to the enrolment.

Step 4: once you have selected the OSHC provider, as mentioned above, the system will refresh the screen

You will see (if you have setup your OSHC fees chargeable and fees payable correctly) that the system shows you the 2 different fees applicable to the cover type you have selected and it will raise 2 invoices as follows:

Student Invoice – Under the heading of Fee Chargeable the system will raise an invoice for the student for the total amount of $354.00. WARNING: The system will update the student’s existing invoice for OSHC fee/s to show the new fee chargeable name and amount.

OSHC Provider Invoice – Under the heading of Fee Payable the system will raise an invoice for the OSHC provider for the total amount of $324.90. WARNING: The system will update the OSHC Provider’s existing invoice for OSHC fee/s to show the new fee payable name and amount.

WARNING:Under this heading the tick box for the Fee Payable is NOT selected (as there maybe cases where you see more than one fee (this is due to the fact you have not setup the fees correctly) so you MUST select the tick box for the fee so the system raises the invoice for the OSHC provider. This is highlighted above.

Step 5: Select the SAVE entry icon in the top left hand corner of the screen to save the entry and the system will close this screen and refresh the enrolment centre and you will see the following entries:

  • Student Invoice Entry

  • OSHC Provider Invoice Entry

Editing an OSHC Provider that is linked to an enrolment where there is a student receipt for OSHC fee.

These steps are assuming that you have already linked an OSHC provider and raised both the student and providers invoice and you have receipted the student’s OSHC fee/s but for some reason you wish to change the provider or remove the provider.

Step 1: Open the enrolment in the enrolment centre and then select the Action > Edit OSHC Provider option

It shows the Current OSHC Provider, highlighted above, and it also shows the Total Invoice Amount for the OSHC Provider that has been raised.

Step 3: You need to now enter the following information:

  1. Payment date – You can just add today’s date to this field.

  2. Cover type – Select the appropriate cover type from the dropdown.

  3. Healthcare Start Date – The system always loads the enrolment start date here. If you have already entered this previously it will load that date.

  4. Healthcare End Date – When you select a cover type the system calculates the end date based on the Healthcare Start Date + Duration (in months) that was setup against the cover type you have selected in the User Codes screen.

  5. Membership No. – If you know the number you can add it here, it is not mandatory. If this has previously been entered it will show.

  6. Healthcare Provider – Using the Lookup, highlighted above, select the OSHC Provider you wish to link to the enrolment.

Step 4: Once you have selected the OSHC provider, as mentioned above, the system will refresh the screen

WARNING: As you are only wanting to change the OSHC Provider and its invoice you MUST remember to unselect the tick box under the heading of Fee Chargeable because if you don’t it will raise a new OSHC invoice for the student. The system will also warn you of this when you try to save the entry as below:

If you want the student’s OSHC invoice to reflect the correct provider you will have to raise the new invoice by selecting this tick box BUT you would then need to delete the existing receipt and then the original invoice or the fee line from the original invoice for that OSHC Provider fee.

WARNING: You then need to select the tick box under the heading of Fee Payables, highlighted above, so that the system can change the OSHC provider but also update the invoice as well.

Step 5: Select the SAVE entry icon in the top left hand corner of the screen to save the entry and the system will close this screen and refresh the enrolment centre and you will see the following entries:

OSHC Provider Invoice Entry

 

Editing the OSHC Provider Invoice only These steps are assuming that you have already linked an OSHC provider and raised both the student and providers invoice and you have/have not receipted the student’s OSHC fee/s but for some reason you wish to edit the OSHC Provider’s invoice.

Step 1: Open the enrolment in the enrolment centre and then select the Financial > Edit OSHC Invoice option

Step 2: The OSHC Invoice Editing screen will open

Step 3: Select the Edit icon, highlighted above, for the fee you wish to edit and the fee will be displayed in the top row above the grid

Step 4: You now have 2 options for editing the fee that are:

  1. Change the Amount of the fee by changing the amount in the Amount (Ex. GST). The system will then recalculate the Total Amount of the fee. Once you have done this select the ADD button, as below, to add the fee back into the grid.

  2. Change the fee altogether by selecting the lookup beside the Fee Name field, to search and select a new fee.

You MUST then select the ADD button, as highlighted above, to add the fee to the grid.

Step 5: Select the SAVE and Close button in the top right hand corner of the screen, as highlighted above, to save the changes and the system will close this screen and refresh the enrolment centre and you will see the following entry:

 

Important: Once you have made an OSHC Provider payment in the system you can no longer edit the provider or the provider invoice you can only delete the OSHC Provider payment if you have permissions to do so. This would then allow you to follow any of the above scenario steps.