How to Use Purchase Orders?
Navigate to Companies > Details Tab.
Set Type = Employer.
Under the payment settings, configure the following fields
Credit Type: Set to Credit (if preferred) and define the Credit Limit
- Payment Terms (days): Enter the number of days agreed for payment terms (e.g., 10, 14, or 30)
NOTE: The Payment Terms (days) field now always appears on the Details tab, even when the Company's Payment Term type is set to Cash (previously shown only when set to Credit). Apply Credit Terms to Due Date of Employer Invoices: Set this toggle to Yes if you want the company's payment term days automatically added on top of all default calculated invoice due dates when invoicing this employer.
Go to Companies > Purchase Orders Tab.
Only visible if:
Company Type = Employer
Credit Type = Credit
Subscribed to Compliance Plus
Click New in the Purchase Orders tab.
Complete the fields:
Company Purchase Order #
Estimated Amount
Upload Purchase Order File
Save to create the Purchase Order.
In Students > Enrolment Tab > Action > Edit ("Enrolment Wizard"), select the appropriate Employer and toggle Invoice to Employer.
Choose an available Purchase Order from the dropdown.
All generated invoices for the enrolment are linked to the PO.
These invoices will:
Have no individual due dates
Not send payment reminders
Not export to Xero or MYOB
Be highlighted in purple
Applying Employer Credit Terms to Calculated Invoice Due Dates
When an enrolment is configured with Invoice To: Employer and an Employer company is assigned, enabling the Apply Credit Terms to Due Date of Employer Invoices toggle instructs the system to add the employer's Payment Term days on top of all default calculated invoice due dates.
Calculated Invoice Due Date = Base Due Date + Payment Terms (days)
A. Enrolment Wizard – Payment Tab
- When enrolling a student through the Enrolment Wizard with Invoice To: Employer, all generated invoice due dates on the Payment tab automatically display with the employer's payment terms added.
- Example: If an invoice's standard base due date is 1 November and the employer has a 10-day payment term, the due date will calculate as 11 November.
- These adjusted due dates are saved directly to the student record and display under Students > Financial tab.
B. Smart Enrol Form – Payment Plan Details
- In the Smart Enrol Form, when Invoice to Employer is selected:
- Within Payment Plan Details, all scheduled invoice due dates automatically include the Base Due Date + Payment Terms (days).
- If the user selects a different Payment Plan, the due dates recalculate automatically based on the employer's payment terms.
Student invoices can be reassigned to another PO or changed to invoice directly to the student/employer if the PO is not yet invoiced.
Select your student
Go to the Financial Tab
Go to the Invoices Tab
Click Action then the Edit
Select the new Purchase Order
Click Save
- Invoice is already Paid
- Invoice set to Invoice to Student
In the Purchase Orders table, expand a PO to view:
Related student invoices and amounts
Calculated or Actual Credit Used
System enforces Credit Limit validations for both Cash and Credit companies.
Cash: PO cannot be applied without credit
Credit: PO cannot exceed remaining credit
In Purchase Orders Tab, click Actions > Invoice.
System sets Due Date based on company Payment Terms.
Linked student invoices inherit the PO invoice due date and payment status.
PO invoice is created in Finance > Invoices, highlighted in blue.
Navigate to Companies > Invoices Tab.
Select the Company PO invoice and click Actions > View.
Invoice report displays:
Related Invoice IDs
Purchase Order ID
Description, GST, and Amount
Include Purchase Order ID column in import template.
PO enrolments must meet:
Valid Employer ID
Invoice to Employer = Yes
PO exists, matches Employer ID, and is not invoiced
System validates credit limits before import.
Company contacts can view POs and related invoices only.
Cannot create or edit Purchase Orders. Please contact your RTO SMS Administrator to create/edit POs.
- Allow Purchase Orders in Smart Enrol
- Go to the Companies page > Details tab, if a Company is allowed to have Purchase Orders, Enable Allow Purchase Orders in Smart Enrol
The Purchase Order dropdown is displayed in the Smart Enrol Form only when all of the following conditions are met:
- Invoice to Employer is selected during enrolment.
- The selected Company has Allow Purchase Orders in Smart Enrol enabled.
-
The selected Company has one or more Purchase Orders configured on the Companies > Purchase Orders page.
- If the selected Company has Allow Purchase Orders in Smart Enrol disabled or no purchase orders have been configured on the Companies > Purchase Orders page, the Purchase Order No. text field will be displayed instead of the Purchase Order dropdown.
-
Enter the purchase order number manually in the Purchase Order No. field, if required.
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Note: The Purchase Order functionality in the Smart Enrol Form behaves the same way as it does when adding enrolment manually by admin.
Example of manually adding student enrolment by admin - If the selected Company has Allow Purchase Orders in Smart Enrol enabled and one or more purchase orders have been configured on the Companies > Purchase Orders page, select the required Purchase Order from the dropdown.
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Once selected, the Purchase Order No. field is automatically populated with the corresponding purchase order number.
- When Purchase Order dropdown is set in Smart Enrol, all payment for Invoices will be made via the Company Purchase Order. On Payment Stage of Smart Enrol, the Payment Gateway UI display will be replaced with:
- Cost of the Program with Total Invoice Amount
- The costs of this Program will be processed via Company Purchase Order [Purchase Order Value]
- Proceed button will replace Pay button and will work, similar to Pay Later button.