Invoice Entry



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.