How to View and Email Company Invoices? (Maximise)

How to View and Email Company Invoices? (Maximise)

Overview

This tutorial will introduce the function to view and send Company Credit Invoices via email within the Student Management System (SMS). Once these credit invoices are paid for by the company, they can be used to pay for student enrolments, ensuring a hassle-free payment process. By leveraging Company Credit Invoices, companies can ensure a seamless and efficient enrolment process, allowing them to focus on supporting their students’ educational journeys. 

Note: This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your SMS with the Maximise Package. To upgrade your plan and access this feature, please contact support@eskilled.com.au.

How to view and email Company Invoices?

Step Tutorial
  1. In the Companies Page, select a company
  2. Go to the Invoices Tab
  3. In the Invoices data table, click 'Action' then select either View or Email.

Refer to the image below for steps 1 to 3 to view the credit invoice.



Important
3.1 When "View" is selected, it resembles the Invoice Report with the following modifications: 
  1. Bill To – Bill To displays the Company Name of the related company invoice. 
  2. Table – The program is not shown above the table. 
  3. Description – Description appears as "Credit for Future Enrolments." 
  4. GST – GST is set to $0.00 if 'not charged' or to the default value if 'charged'. 
  5. Amount – Amount displays the invoice amount. 



3.2 When “Email” is selected for a company invoice, it functions like standard invoices, creating a PDF and emailing it to the billing email address (seen in Details Tab) of the related company.



Invoices in Finance Page

  • Company credit invoices also appear in the Invoices tab under the Finance Page, functioning similarly to those on the Invoices tab in the Companies Page. 

Follow the steps in the image below to see your Credit Invoices under the Finance page


Vouchers in Finance page

  • When adding or modifying a voucher on the Finance page, the system verifies that the code entered doesn't exist in any Company's voucher field for any associated Company of the client. 

  • The Company vouchers are shown under the Vouchers tab on the Finance page, with the following details: 

    • Actions – Action button is disabled. 

    • Name – “Company Credit” is displayed before the Voucher Name. 

    • Amount – “Amount” column is displayed as the Total Amount Remaining of all credited invoices. 

    • Company - "Company" column is displayed indicating the related company name. (NOTE: Company column will only show if there is at least one company voucher.)



 

Using Company Credit Invoice(s) for Enrolment Payments: 

The purpose of Company Credit Invoices is to allow Companies to enrol students and use the Credit Invoice to pay for enrolments. 

 

External Enrolment: 

  • If a voucher code is entered in the Payment tab of an external enrolment form, the system first verifies that the voucher code matches what is set for that Company for the associated client. If they match, it will do the following: 

    • The system calculates how much can be used for the voucher, relative to the Payment amount. It considers each Company Credit Invoice's total minus the sum of the Amount Used for the related Company Credit Invoice. 

    • Only Company Credit Invoices that are Paid can be used. 

    • The system calculates from the earliest created Company Credit Invoice forward to use up amounts to pay the enrolment. 

    • If the company voucher is successfully applied, a “Continue” button appears, the payment gateway is hidden, and any message related to excess voucher amount is also hidden. 




    • If the entered voucher does not match the related company, the system displays an error message. 

        



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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