How to Manually Create and Edit Student Invoices in the SMS

How to Manually Create and Edit Student Invoices in the SMS

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Overview

Your Student Management System (SMS) includes financial management features that enable you to create payment plans, issue invoices, and accept payments for student enrolments.

The SMS offers multiple methods to create invoices for student fees, depending on how you have set up your Program Instances. For example, adding a Payment Plan to a Program Instance can automatically generate invoices based on the defined payment rules. However, there may be instances where you need to manually create fees, issue invoices, or revise existing invoices to meet the diverse needs of your students.

In this tutorial, we will cover the following:

  1. Creating student fees at a student level
  2. Manually creating an invoice for a student enrolment
  3. Making changes to an existing invoice

Notes
Step Tutorial

Creating Student Fees (applied at a Student Level) 

An enrolment may already have student fees created in the Program Instance level and this is automatically applied for any student enrolment in that program instance. However, there may be instances where you would like to manually create fees that is applicable only to a specific student. Manually creating student fees in the SMS allows you the flexibility to adjust and accommodate this requirement. 

1. From the sidebar menu, go to Students > search and select a student > Financial tab > Fees tab > then click New.


2. Complete the details in the New Enrolment Fee pop-up window.

  1. Enrolment Id No. - Select from the drop-down list the enrolment ID for the related student enrolment you would like to create fees for. The Enrolment ID is used to identify the student enrolment to a specific program instance. 
  2. Description - Enter a description for the student fee.
  3. Fee Type - Select from the dropdown field the fee type. There are three options to choose from: Tuition, Resources, or Others.
  4. Amount - Enter the amount the student will pay for the selected fee type. 
  5. GST - This field identifies if the related fee has GST charged or not charged. The GST selection defaults to what is set in your Settings page. If you would like to override this, select a new GST option from the dropdown. 

Click Save once done. 

Repeat this step if you would like to create additional fees for this enrolment (e.g. Resource fees or Other fees).

Once all required fees are created, users may refer to the fees data table for additional information. The table will list all the information in the enrolment fees modal, along with three additional columns: Amount Invoiced and % Invoiced. 

  1. Amount Invoiced - this column will display how much of the related fees was already included or used in an invoice. This column automatically calculates and updates based on available invoices for the related enrolment. 
  2. % Invoiced - this column displays the % equivalent of the Amount invoiced from the total fees for that row. This column automatically calculates and updates based on available invoices for the related enrolment. 
  3. Discount - this column displays the discount applied to the fees.


Manually Creating an Invoice

1. To create an invoice for your different fees, go to Invoices subtab. Click Action then click New. 

2. Complete the fields in the New Student Invoice modal. 

  1. Enrolment ID No. - select from the dropdown list the related Enrolment ID number for this invoice. 
  2. Description - add a description for the invoice.
  3. Due Date - from the date picker field, select the due date for this invoice. 
  4. Paid - select from the dropdown field for the payment status. 
  5. Amount - the amount field auto calculates from the fees table. This is the total fees specified for this invoice. 
  6. Fees table - the fees table provides users with information to create invoices accurately. There are three columns in this table. 
    1. Fees - displays the name of the fees available for this enrolment. 
    2. Amount Available - displays the amount fees available for invoice. This field calculates and updates automatically based on the amounts already invoiced for the related fee. 
    3. Amount to invoice - specify the amount for this invoice. This field will only accept values less than or equal to the Amount Available. 
    4. Discount - displays the discount given for each fees, if available.

Click Save to save the invoice. 


The Invoice data table also provides users with additional information related to the invoice, while the expand button provides information on the breakdown of the fees in that invoice. 


Once the invoice is created, the Fees data table also calculates and updates based on what was already invoiced. Users can refer to this table and the New Student Invoice Fees table to assist with creating additional invoices to cover the full amount of student fees for this enrolment. 

Making Changes to an Invoice

The following actions are available for an invoice in the Action button. 
  1. Edit - Allows you to edit an existing Invoice. The Edit action will only be available when the following conditions are true: 
    1. The Invoice is not yet exported to either MYOB or XERO (applies for systems with integration to MYOB or XERO)
    2. The invoice is NOT YET PAID.
  2. Delete - Deletes the related invoice. When selected, a confirmation window will ask if users would like to continue with the deletion of the invoice. It is important to ensure that deletions are done only when necessary. 
  3. View - Opens a new browser tab that allows users to view the invoice. 
  4. Email - Use this action to  manually issue the invoice to the student. Opens the Send Student Email modal, allowing users to create an email from scratch or use an existing template. The related invoice will be included in the email as an attachment. 
  5. Payment Gateway - Process payment through a Make Payment modal either using a stored card for the student or entering new card information. This option will be unavailable once the invoice has been paid.
  6. Add Payment (Manual) - This option will only be available if the related invoice has not yet been paid. This allows users to add payment for the invoice manually. If the invoice has a PAID status, this action will be replaced with Add Refund.


When editing an Invoice, the following information will be available in the Edit Student Invoice Modal: 

  1. Enrolment ID No. - defaults to the Enrolment ID number of the selected invoice. This field is non-editable. 
  2. Description - you can make any changes from the previous description added.
  3. Due Date - displays the due date of the invoice. Users can edit if needed. 
  4. Amount - displays the amount for the invoice. 
  5. Fees table - displays the following information: 
    1. Amount Available - displays the total amount for invoicing. 
    2. Amount to Invoice - displays the amount initially set in the invoice; users can edit this field to update the invoice amount. 
    3. Discount - displays the discount given for each fees; users can edit this field

The invoice amount below the due date will automatically calculate and display with the total amount in the Amount to Invoice column. 


Click Save to save changes. 

Info
NOTE: The data tables in the Fees subtab and the Invoices modal provides information that updates and calculates based on available invoices created. This feature can assist users when creating or updating any invoices. 

Accurate invoice creation is essential in the management of student fees and accounts consolidation, as well as enhancing the overall student experience. Information provided in the data table such as amounts available and amounts to invoice, allows your finance administrator to easily create a manual invoice and reduce the risks of discrepancies. 

And that’s how to manually create and edit student invoices in the SMS!
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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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