How to Create a Payment Schedule Rule Template (WA)

Overview

In order to create a funded contract in the Student Management System, a Payment Schedule Rule Template needs to be created.  This template will define the rules as to when a payment should be made to your RTO based on the contract terms of the State you are reporting to.  In this tutorial, we will create one for Western Australia (WA). 

Step Tutorial

1. Go to Finance in the side menu, then click on Contracts, then Payment Schedule Rule Template. Click New.

2. Complete the Payment Schedule Rule template details. For WA we will be using this file as reference for payments: 

SAMPLE REFERENCE: Always refer to the updated schedules and rules of your State.

3. Complete the Payment Schedule Rule Template Modal by:

1. Enter the name for this template.
2. Select the State from the drop-down. In this tutorial, we will select WA. 

4. Click Add payment button. This will add a payment installment section in the window. 

1. Payment Installment – add a name for the payment installment. 
2. Subsidy Percentage – add the subsidy percentage for the payment installment. For WA we will be using 100% for the subsidy percentage for the first payment installment. 
3. Program Type – select the programs that are included for this payment installment. 
4. Rule – choose the appropriate rule for this payment installment. Options are:
   
1. At least N UoC is reported with any of the following UoC outcome codes 
2. At least N% of the total UoCs is reported with any of the following UoC outcome codes 
3. Everytime N UoC is reported with any of the following UoC outcome codes 
4. Everytime N% of the total UoCs is reported with any of the following UoC outcome codes 
5. Indicate the corresponding Number for the rule. (Where N is a number) 
6. Select all the applicable outcome codes that will receive this payment installment. 
7. To add another payment installment, click Add Payment or Duplicate button.

NOTE: The duplicate button will duplicate all the information in the payment installment. While clicking on +Add Payment will add blank payment installment fields.

5. Since WA pays Outcomes in two stages, one for Interim and one for Final (completion) we will add another Payment Installment for Final. Use the trash icon to delete rule or payment installment that is not needed.

6. Click  Save button to save the template or Close to exit without saving. 

You can now use this template in your Funded Contracts. 

You can find all the templates available in your system in the Templates table.

1. Use the search bar to filter with keywords or state to easily search for a template. 
2. Click the Column Headers to show an up/down arrow to alphabetically sort the templates based on State name or Template Name. 
3. Use the Action button to Edit or Delete the template. 
   

NOTE: Use the page left or right arrows to navigate thru different pages of the table. By default, the table will show a maximum of 20 templates in one page

IMPORTANT: Be careful in deleting a template as this may already be in use in a contract. 

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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