How to Add Company Credit Invoice?

How to Add Company Credit Invoice?

Idea
Overview

This tutorial will introduce the function to create credit invoices for companies within the Student Management System (SMS), users can now effortlessly manage payments and enrolments. Once these credit invoices are paid, they can be used to pay for related enrolments, ensuring a hassle-free payment process. 

InfoNOTE: This exclusive feature is only available for Performance and Compliance Plus Package subscribers. Unlock the full potential of your SMS with the Performance and Compliance Plus Package. To upgrade your plan and access this feature, please contact our Support team.

This Tutorial Series has four major steps:
  1. Add Company Credit Invoice (You are here)
  2. Viewing and Emailing Credit Invoice to Company
  3. Company to Pay for Company Credit Invoice
  4. Using Company Credit to Pay for Student Enrolments (using Voucher codes)

Follow the steps below to add a credit invoice:

Notes
Step Tutorial
  1. Go to the Companies Page
  2. Select Company
  3. Click the Create Company Credit Invoice button
  4. Select your GST Setting
    1. If GST is not charged, the invoice's GST amount will be $0
    2. otherwise, if GST is charged, it uses the default GST value (10%)
  5. Enter Amount
    1. The text above the amount field dynamically changes depending on the GST option selected. If GST is not charged, it displays the text “excluding GST”; otherwise, if GST is charged, it displays the text “including GST”. 
  6. Click Save

Refer to the image below for steps 1 to 6.




Info
Notes
Once the Company Credit Invoice is saved, a new entry is added in the Invoice tab within Companies. It resembles the standard enrolment invoice but with a few distinct changes:
  1. Enrolment No. – Enrolment No. displays as N/A. 
  2. Student/Program – Company name appears under the "Student/Program" column header. 
  3. Program – Program displays as N/A. 
  4. Description – Description shows "Company Credit." 
  5. Due Date – Date is always set to when the Credit Invoice was created. 
  6. Amount – Amount reflects the user-entered amount. 
  7. GST – GST is set to 0 if not charged, or to the default value if charged. 
  8. Remaining Credit – A new column labeled "Remaining Credit" appears if there is a company invoice to display, showing the remaining credit after enrolment invoices used against it. 
  9. Colour Highlight – Company invoices are subtly coloured for easier distinction. 

Invoices Tab and Data Table




Vouchers in Companies Page: 

  • A new field labelled “Voucher” becomes visible in Companies > Details tab when a company credit invoice is created: 

    • Visible only if the related Company has one or more Company Credit Invoices. 

    • The voucher text must contain six (6) characters or more. 


 

 

  • If the voucher field is left empty when creating a company invoice, a voucher code is automatically generated: 

    • Six random characters form the voucher code. 

    • Other companies of this client can't use the same characters in their voucher field. 

    • The system verifies the Company voucher field rule after saving if the voucher has been changed from its previous state; if not, it will show the message "The Voucher code entered cannot be used." 

 



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 us via email at support@eskilled.com.au