Tag: Payments

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!

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!

Payments Received Listing Screen

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 Received Tile and the Business Rules in this article.

When you select the link for the number against a course code listed in the Payments Received 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’ in the tile, in this scenario Payments Received, as there was no enrolments with receipts/payments received 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 receipts/payments received 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 received 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 Received for: this is a date range that the system will load by default based on when you log into TEAMS Lite. It shows the start 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 a receipt with a receipt date  within the current month.

Remember, every time you log into TEAMS Lite, the system is recalculating Payments Received for the Tile and this screen, so counts and even amounts receipted 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 link for the name of the tile, then you will be given the option to select courses to search on.

Total Payments Received: this will display in a read only fashion the total amount of receipts/payments received for the enrolments listed in the grid below.

Show All Payments Received: 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 word ‘This Month’ of the tile, 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:

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

Received Amount: the system will do a calculation of the total amount for the receipts/payments received listed in the Receipt 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 Received Tile and this screen.

  • The system will not consider any cancelled enrolments if they have Receipts/Payments Received. If you wanted to consider them you would need to log into TEAMS and generate the Receipts Report found under TEAMS > Setup > Financial Reports II menu option.

  • Where there are no receipts/payments received for the month for any courses, there would be nothing listed. To access the Payments Received 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 Received 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 Received Tile

This article describes how to use the Payments Received tile, what the business rules are for it and how to access the Overdue Fees 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 overdue fees, you must first read the Business Rules.

Business Rules

This tile works in a similar to generating the Receipts Report in TEAMS. 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 receipts/payments received 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 a receipt with a receipt 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 receipts/payments received 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 receipts/payments received. If you wanted to consider them you would need to log into TEAMS and generate the Receipts Report found under TEAMS > Setup > Financial Reports II 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 receipts. The number is a hyperlink that opens the Payments Received 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 receipts/payments received for the month for any courses, there would be nothing listed. To access the Payments Received 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!