How to Setup Invoice on Unit Completion

How to Setup Invoice on Unit Completion

OVERVIEW

We've introduced an enhanced feature for managing student invoices within the SMS payment plans. With this update, a student invoice generated from a payment plan will now be initialized only after the completion of a unit. This ensures a more streamlined invoicing process, aligning payments with the student's progression.

Location in SMS: Finance page > Payment Plans tab

IMPORTANT

  • This new rule cannot be set as the first payment rule (Rule Order = 1).
  • If set as the first payment rule, this prompt will display.


STEP TUTORIAL

Follow the steps below to set a payment plan rule that will create an invoice upon unit completion:

Step 1. Set up in Payment Plans (related: How to Set Up a Payment Plan)

  1. Go to Finance.
  2. Go to Payment Plans tab.
  3. Add a new rule or edit an existing one.
  4. Fill up the Payment Plan Rule Details.
  5. Select the Type "Invoice After Completion of Unit(s)"
  6. Select a Rule Order. It should not be set to 1 as mentioned above. 
  7. Click Submit to save your changes.
Refer to the image below for steps 1 to 7:



Step 2. Set up in Program Instance

  1. Go to Programs
  2. Click the Program Instances Tab
  3. Select your program
  4. Go to the Financial subtab
  5. Scroll down to Payment Plan

    Refer to the image below for steps 1 to 5:



  6. Under Payment Plan, click "New"
  7. Select the payment plan with Invoice Upon Unit Completion rule.
  8. Click Save.

    Refer to the image below for steps 6 and 7:



  9. Click the expand button to see the rules for this payment plan.
  10. Click the dollar sign button.
    A. These buttons boxed in yellow will only show when you have the eSkilled LMS integrated to your SMS. See related tutorial here: How to Automatically Enroll Students in an LMS Course After Paying an Invoice

    Refer to the image below for steps 9 and 10:



  11. Select the unit/s that once completed, will create an invoice.
  12. Click Save.

    Refer to the image below for step 11:

NOTES

Once saved, selected Units will appear under a new column to show that these Units must first be completed before an Invoice will be created.


STUDENT ENROLMENT

  1. If enrolled via Internal Enrolment Wizard > Payment Stage
    The Student Payment Plan will compute as normal.




  2. If enrolled via External Enrolment Form > Payment stage
    There will be no set due date/s for the Invoice After Completion of Unit(s) Completion payment plan.




  3. After successful enrolment, users will be unable to view the Invoice(s) with the Invoice After Completion of Unit(s) Invoice(s) in the Student > Financial page. These related rows will be highlighted in yellow.



    1. Invoices with Invoice After Completion of Unit(s) will be unviewable in all system areas except in the Student Page -> Finance tab.
    2. Invoices with Invoice After Completion of Unit(s) can only be deleted. As they have not been initiated yet, therefore they cannot be paid, viewed etc.
    3. When the related Units for the Invoice After Completion of Unit(s) are Completed, the related Invoice will be initiated, and a Payment Reminder will automatically be sent to the student, with the due date of today. At this point, the Invoice is initiated and handled like any other Student Invoice.

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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