How to Invoice Student on Certain Enrolment Status

How to Invoice Student on Certain Enrolment Status

OVERVIEW

In this tutorial, we'll delve into the one of the latest features in our Student Management System (SMS). The focus is on the seamless integration between student invoices and program instances, ensuring greater control and efficiency in issuing invoices based on enrolment statuses. This feature ensures that a student invoice generated from a payment plan will only be initiated if the enrolment status aligns with the predefined status trigger set within the Program Instance. This ensures accuracy and eliminates discrepancies, streamlining administrative processes and enhancing overall system functionality. Join us as we explore the intricacies of this feature and learn how to leverage it effectively within your institution's SMS.

Where to find in the SMS? Please follow the numbered steps in the image below: 



IMPORTANT

  • If the Program Instance has a Contract set, the “Invoice Student On” will be set to “Application Received” and the dropdown field will be hidden, as this process does not apply to Contract-related enrolments.
  • If the Invoice Student On is set to “Application Approved” or “Enrolled”, the Pay Later toggle will be automatically toggled On and disabled.

NOTES

1. Pending Invoices

  1. If the program's enrolment status is either "Application Approved" or "Enrolled", and you're creating invoices for new enrolments from a payment plan (either manually or externally), the created invoices will be classified as Pending Invoices. 
  2. Pending Invoices indicate that the invoices are not yet initialised and waiting for an enrolment status change.
  3. If the invoices are pending, the following conditions will occur: 
    1. Invoices will NOT be shown in the following pages:
      1. Finance Page
      2. Student Login > Payment Plans
      3. Company Page > Invoices Tab
    2. The Payment Reminder emails will NOT be sent out.
    3. Basically, they will only be shown in the Student Page > Financial Tab

2. In Student Page > Financial Tab

In the Student Page > Financial Tab > Invoices Tab, pending invoices will be displayed differently, such as:
  1. The invoice will be highlighted in yellow
  2. The invoice can only be deleted. As they have not been initiated yet, therefore they cannot be paid, viewed, etc.
NOTE: The display of the invoice follows similar logic to "Create Invoice After Complete"


  1. If the 'Invoice Student On' dropdown is set to 'Application Approved' or 'Enrolled', a new column called 'Invoice On' will display the status trigger, like 'Application Approved' or 'Enrolled', for any invoice related to the student.



3. External Enrolment

In the External Enrolment form, if the new enrolment's related Program Instance has 'Invoice Student On' set to "Application Approved" or "Enrolled", it will show the Course Costs as usual, except:
  2. The voucher will be hidden.
  3. The payment gateway field will be hidden.
  4. Instead of a “Pay” button, it will display a “Confirm and Continue” button.
  5. Instead of “Program Fee (Pay Today)”, the text will be shown as “Payment due when Enrolment set to [status that needs to be set for invoices to be initialized (wait for status change)]”.



4. Initialising the Invoice:

When the enrolment status changes, if any invoice for the student matches the new enrolment status, a payment reminder will be automatically sent to the student if the invoice is due within the client's specified period for sending reminders.

5. User Interface Update

  •  2 new cards in the Program Instance -> Enrolment Form tab
    • The first card is labelled “Enrolment Form”. It contains all the main enrolment information
    • The second card is labelled “Financial”. It contains all fields related to Payments, Invoices, etc.



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


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