How to Add a New Invoice for a Student via the Trainer Portal
Overview
In the SMS, the Trainer Portal provides trainers with the ability to manage student records efficiently, including financial transactions such as invoicing. Adding a new invoice for a student via the Trainer Portal ensures that payment records are accurately maintained and easily accessible. This feature enables trainers to generate invoices directly within the system. By integrating invoicing capabilities, the system streamlines financial tracking and reduces administrative workload for training providers.
The invoicing process within the Trainer Portal is designed to be user-friendly, allowing trainers to input essential details such as payment amounts, due dates, and descriptions. This functionality not only ensures compliance with financial reporting standards but also enhances transparency between trainers, students, and the institution. With automated record-keeping and easy access to financial data, the Trainer Portal simplifies managing student payments and helps maintain a well-organised billing system.
NOTE: This tutorial is only applicable for fees that have not yet been invoiced. If all the fees have been invoiced, you cannot add a new one.
Step Tutorial
1. From the Dashboard, head to Students, select a student from the dropdown, then select Financial, followed by Invoices.
2. Click on the Action button, then select New.
3. Fill in the following fields:
- Enrolment ID No. – Select the enrolment id number from the dropdown. A table will appear below based on the selection.
- Description – A brief summary of the invoice details, specifying the purpose of the charge. This may include course fees, training sessions, materials, or other billable services provided to the student.
- Due Date – The deadline by which the payment must be completed. This helps ensure timely payments and allows both students and administrators to track outstanding balances effectively.
- Paid – Indicates whether the invoice has been settled.
- Amount – The total monetary value of the invoice. This represents the cost of the services rendered and is used for financial reporting and reconciliation. This field is auto-populated based on the Enrolment ID No. you select.
Once done, click the Save button.
4. You should now see the recently added invoice in the list.
These are the steps on how to add a new invoice for a student via the trainer portal.
RELATED TUTORIAL: How to Add a New Enrolment Fee for a Student via the Trainer Portal
Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.
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