Overdue Fees Listing Screen

Overdue Fees 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 Overdue Fees Tile and the Business Rules in this article.

When you select the link for the number against a course code listed in the Overdue Fees 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 overdue invoices 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 name of the Tile, in this scenario Overdue Fees, as there was no enrolments with overdue fees 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 overdue invoices within the date range displayed on the screen. From here you can use specific functions to send Email or SMS messages to the students reminding them of their overdue invoices 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

Overdue Fees for: this is a date range that the system will load by default based on when you log into TEAMS Lite. The system first looks at today’s date, let’s say it is 15th Sep 2018, and it choses the month and year from the date and then displays from the 1st Month to one day less than today’s date. So using the 15th Sep 2018 as the example, the date range you would see in this field would be 1st Sep 2018 to 14th Sep 2018.

The reason for it showing as the 14th Sep 2018 and NOT the 15th Sep 2018 is because today’s date is the 15th Sep 2018 and an invoice would not be overdue on this date, only from the 14th Sep 2018 backwards, where an invoice isn’t paid, would it be considered overdue.

Remember, every time you log into TEAMS Lite, the system is recalculating Overdue Fees for the Tile and this screen, so counts and even amounts overdue will change from one day to the next based on today’s date and also if a receipt has been entered against the invoice or even if the invoice amount or date has been edited.

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 Overdue Amount: this will display in a read only fashion the total amount of overdue invoices for the enrolments listed in the grid below.

Show All Overdue Fees: 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 name 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:

Invoice No: this does a count for the enrolment of how many invoices are linked to it that have overdue fees. If you mouse over the number it will display a tool tip and list each invoice # that is overdue.

Overdue Amount: the system will do a calculation of the total amount for the overdue invoice/s 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 Overdue Fees Tile and this screen.

  • The system will not consider any cancelled enrolments if they have overdue invoices. If you wanted to consider them you would need to log into TEAMS and generate the Fees Overdue Report found under TEAMS > Setup > Financial Reports I menu option.

  • Where there are no overdue fees for the month for any courses, there would be nothing listed. To access the Overdue Fees 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 Overdue Fees 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!