Tag: Financials

How to create Email Templates in TEAMS

How to create Email Templates in TEAMS

To create email templates in TEAMS goto:

 TEAMS>> Marketing>> General>> Email Templates
 

 

The email template screen opens. Enter the Email Title, this is only visible to TEAMS user for eg, Test Email Template.

The next field is the Email Subject field, this is the subject line of the email which will be visible to the students/enrolments when they receive this email. You must add this field very carefully.

Template Type field lets you decide as to where you want to apply this template, i.e. for students, or enrolments. The student will not have the course information because he may have been enrolled in more than one course, so to create a very course specific enrolment template Enrolment must be selected.

Depending upon the Template Type parameter the Available Fields dropdown will display the values differently. If Student type is selected then the enrolments field won’t be visible here. Once all the parameters are selected, you can start typing the email along with the Merge fields or the Place Holders by adding them. For eg, you want system to pick First Name of every student at the start, after entering Dear search for the First Name place holder, put the pointer where you want to put the Place Holder for First Name and click Add.

You can add as many merged fields/place holders as you want like Student No, CRICOS Course Name etc and type your email content.

You can tick the tick box Display in Trainer Portal if you wish to use this template in Trainer Portal.

Click on the Save icon and email template will be created automatically.

You can use Email Merge screen to send emails.

Screen Change – Fee Help Loan Screen

This screen is only for clients using VSL in TEAMS. It is located in the Enrolment Centre under the Financials menu button.

Change Introduced

In this screen there is the field for Issue CAN Notice and Date CAN Issued fields as shown below:

When you select the tick box for Issue CAN Notice the system automatically populates today’s date in the Date CAN Issued field.

 We have introduced a new system setting that will allow a user to edit the date the system populates in the Date CAN Issued field.

 If you wish to use this system setting, please email support@rtosoftware.com.au and request that this be changed.

 Please note : -we will not change this setting without the request   being in writing and from a senior manager of your college.

Changes in Agent Payments Report

New Section in Agent Payments Report

Agent Payments Report is present in TEAMS > Agent > Reports menu option. A new tick box for ‘Include Bonus Invoice Payment’ has been added in the parameter screen.

If this tick box is ticked, a new section will be printed in the generated report which shows the information related to Bonus Invoice Payments.

New Columns in Bonus Invoice Payment section:-

Payment Date – This column displays the date on which the bonus invoice payment was made.

Enrolment # Bonus Invoice has an option to link enrolment numbers while creation. If the enrolment(s) is/are linked to a bonus invoice/receipt then the number will be displayed in this column otherwise, it will be blank.

Agent Commission Invoice # – The system generated agent commission invoice number will appear in this column.

Agent Commission Invoice Amount – The agent commission invoice amount will appear in this column.

Agent Commission Payment # – The system generated agent commission payment number will appear in this column.

Agent Commission Pay Amount – The agent commission payment amount will appear in this column.

Agent GST – GST amount linked to the bonus commission payment will appear here.

Agent Commission Invoice Balance – The balance/remaining agent commission amount will be displayed here

User – Name of the TEAMS user who created the commission payment entry in the system will appear in this column.

Changes to the current report format

In the existing report format, following new columns have been introduced:-

Student Invoice Amount – This column will display the student invoice amount corresponding the agent commission invoice amount for which an agent payment has been made.

Agent Commission Invoice Amount – Agent Commission Invoice amount for which an agent payment has been made will appear in this column.

Agent Commission Payment # – The agent commission payment # will appear in this column.

Agent Commission Invoice Balance – The agent commission invoice balance i.e. Total Commission – Agent Payment will appear in this column.

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!

Instalment Plans in TEAMS

This article describes how to create multiple installment plans, what are business rules for it and how to use it.

Before You Start

We have introduced a new feature in TEAMS called Instalment Plans.

Basically, it will replace Fee Schedules that you use to have where the system creates multiple installment plans for your student fees and calculate the invoice dates.

With Fee Schedules (which is found under TEAMS > Setup > Financials), it was included in TEAMS when we released it back in 2003 and creating multiple installments (invoices) for a proposal and/or enrolment was not popular. It had a very simple structure and logic to it and over the years, where installment plans have now become a standard thing and part of compliance and clients have broadened their rules for invoice dates, the system has not been able to accurately calculate invoice dates and invoice due dates for each installment. This has to lead to a lot of frustration and time consuming a manual entry in step 3 (Invoice preview) of the proposal and/or enrolment wizard.

With the new Instalment Plans, we have included a lot more flexibility in building the rules for each installment and how the system should calculate the invoice date and invoice due date and also if and where specific fees should be applied in certain installments.

Business Rules

The first step to being able to setup Instalment Plans is that you need to turn on a system setting. To do this, you need to contact our Support staff on 1300 85 05 85 or via support@rtosoftware.com.au and request that Instalment Plans be turned on.

  • WARNING: we will turn a system setting on, that allows you to still use Fee Schedules while you review and test Instalment Plans and if it is something you will use. It is important to note that the moment you link an Instalment Plan to a course/qualification the Fee Schedule lookup will NO LONGER be available.

  • It is highly recommended that you only setup and test Instalment Plans against one, maybe two courses that are not popular (so as not to slow down your staff processing Offer Letters and applications), understand how it all comes together.

  • If you then are going to introduce it to your staff, train them using the one or two courses only and then after they are trained, set up all the other ones you need and then they will no longer see the Fee Schedule Lookup.

  • Setting it all up is of no use if you haven’t trained your staff and they cannot complete proposals and Offer Letters because they can’t use Fee Schedules.

  • Once Instalment Plans is turned on in your TEAMS site, follow the instructions below to set one up and review it.

Creating an Instalment Plan

The screen for creating the Instalment Plans is present in TEAMS > Setup > Financials.

Following fields are present on Instalment Plan Wizard Step 1

Instalment Plan Code – Enter the instalment plan code in this field which you wish to create.

Instalment Plan Name – Enter the instalment plan name in this field which you wish to create.

Number of Invoices – Enter the total number of invoices which you wish to create within the Instalment Plan.

Split Tuition Equally in instalments – This is a tick box and the system will equally split the tuition fee amount in all the instalments if it is ticked.

Instalment Plan Selected By Default – This is a tick box and the system will apply this Instalment Plan to the course by default while proposal and enrolment creation. However, a user can change it from the drop down menu.

Invoice Due Date Calculated automatically – This is a tick box and the system will calculate the invoice due date automatically as per the invoice date if it is ticked i.e. the invoice due date will be same as the invoice date.

Campus – This is a multi-select option and multiple campuses can be selected to which you wish to apply the instalment plan.

Course – Once a campus has been selected, user needs to press the ‘Load Courses based on selected Campus(s)‘ button and the system will load the courses which are linked to the campus selected above.

Active – This is a tick box and it can be ticked if you wish to deactivate the instalment plan.

Once the above information has been entered, press the NEXT button. The Installment Plan Wizard Step 2 screen will open as follows:-

Following fields are present on Instalment Plan Wizard Step 2

Instalment # – This is a drop down field displaying the number of invoices entered on the previous step. A user can select the invoice number for which the settings are to be entered.

Number of Days/Weeks/Month – This is a numeric field where a number can be entered which will be used by the system as the number of days/weeks/months to create invoices based on the below settings.

Days/Weeks/Month – This is a drop down menu with options for Days, Weeks and Months and a user can select one of them.

Based on this setting, the system will pick the number from the above setting for ‘Number of Days/Weeks/Months‘ and it will pick the entity from this drop down menu i.e. either Days or Weeks or Months and create invoices accordingly.

In/Before/After – This is a drop down menu with options for In, After and Before. A user can select either one of the three options and the system will use this setting for invoice creation based on the below setting.

Enrolment Date that relate to this instalment – This is a drop-down menu with options for Enrolment Creation Date, Enrolment Start Date, Enrolment Finish Date and Previous Installment Invoice Date and a user can select one of them.

Based on this setting, the system will check the above setting for ‘In/Before/After’ and create invoices accordingly i.e. Invoice In/Before/After the Enrolment Creation Date or Enrolment Start Date or Enrolment Finish Date or Previous Installment Invoice Date.

Invoice Due Date # of Days after the Invoice Date – This is a numeric field where a number can be added and the system will create an invoice with invoice due date that many days after the invoice date.

Tuition Fee % – This is a numeric field where a number can be added and the system will allocate that much percent of tuition fee amount to an invoice.

Additional Fees – This is a multi-select look up icon. Other fees such as fees that are not flagged as tuition fee can be selected from here.

All the above settings should be entered for each invoice separately, added to grid one by one and the screen should be either SAVED or the process should be finished to complete the instalment plan creation.

Using Instalment Plans

Once an Instalment Plan is created, it will be visible in the Instalment Plan drop down menu present on the following screens:-

Enrolment Wizard > Invoice Preview Screen

Proposal Wizard > Invoice Preview Screen

Bulk Proposal/Package Proposal > Invoice Preview Screen

Proposal Centre > Action > Invoices

Enrolment Centre > Financials > Invoices

Please Note

If a user selects both the options i.e. Fee Schedules and Instalment Plans while creating invoices, then the system will display a warning message on the screen as ‘WARNING: you should NOT link both an Instalment Plan and Fee Schedule to fees in the Fee Entries tab. If you do this, the system will always use the Instalment Plan and ignore the Fee Schedule linked.’

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!

Payments Due Listing Report

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!

Payments Due Tile

This article describes how to use the Payments Due tile, what the business rules are for it and how to access the Payments Due Listing screen.

Before You Start

This tile 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 the business rules the system uses to show counts for payments due, you must first read the Business Rules.

Business Rules

This tile works in a similar to generating the Invoices Report in TEAMS with Invoice Due Date parameter . However, instead of generating the report it gives you the information automatically in the tile to save you time. Unlike the report, the system uses a reduced set of parameters to list invoices due and it follows the business rules below:

  • The system looks at the campus or campuses (where you left the campus section of the login screen at All) that you logged into TEAMS Lite as.

  • When you log into TEAMS Lite the system first looks at today’s date, let’s say it is 15th Sep 2018, and it chooses the month and year from the date, so that is September 2018, and it uses this to consider as ‘This Month’ which shows in the Tile header.

  • 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.

  • The system then takes all the enrolments that meet the above business rules and groups them based on course code and displays each course code in the Tile with the total count of enrolments linked to that course code that have invoices/payments due in the month and calendar year, such as September 2018, as shown below:

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 only.

  • The system will not consider any cancelled enrolments if they have invoice/payment 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.

  • Each Course Code listed has a number to the right hand side of it, which is the total enrolments for the month, with invoices/payment due. The number is a hyperlink that opens the Payments Due Listing screen, where you will be able to send bulk Emails or SMS to the students or enter contact logs against the enrolments.

  • 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.

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!