Finance
Introductory Training Program
Student Invoices
For further information please contact: Janeece Richards
Senior Project Officer SASS [email protected]
Contents
Session 1: Invoicing Students ... 3
A1 Student Selection... 3
A2 Invoice Entry... 4
A3 List Batch ... 5
A4 Post Batch ... 5
Session 2: Cancelling Individual Student Invoices... 7
Cancel Individual Student Invoices ... 7
Cancel Student Invoices in Bulk... 8
List batch... 8
Post Batch ... 8
Session 3: OASIS Report... 9
Session 1: Invoicing Students
Students can be invoiced for any charges which they are expected to pay. These could be course fees, excursions, textbooks etc. When a student is invoiced for an item, a debt is created for that item in the student's ledger. The debt remains until either a payment is made or the invoice is cancelled. The status of a student's account can be obtained at any time by printing a Debtor Ledger Report for that student.
From the OASIS Menu displaying:
• Press U2 to select Student Controls
• Press <Enter> to accept the 01 General Account
A1 Student Selection
From the Student Controls Menu displaying:
• Press A1 to select Student Selection FINANCIAL MANAGEMENT U1 Purchase/Payments U2 Student Controls U3 Cash Register U4 Reports/Setup U5 Finance Archive Util
STUDENT INVOICE A1 Student Selection A2 Invoice Entry A3 List Batch A4 Post Batch
Read option bar:
No Students Selected <A>dd <S>tudent Selection <Esc>
• Press A to <A>dd.
This option is used to add individual students to the batch.
The <S>tudent selection is used to add a group of students. Students can be selected by scholastic years, roll classes, courses and special activities. Selecting students using <S>tudent Selection is not covered in the Introduction to OASIS Finance Training Program.
• Input the first three letters of the student's surname. In this example enter BEN. Arrow ↓↑ down to Martin Bender.
• Press <Enter>
• Input in the same manner Gregory Brook & Gerald Bryant.
• All students to be invoiced have now been added to the batch.
• Press <Esc>.
The <D>elete option is used to remove a single student from the Student Invoice Batch. The <P>urge option is used to remove (delete) all students from the Student Invoice Batch. The option is used if the operator accidentally selects the wrong group of students.
• Press <Esc> to return to the Student Control Menu in order to invoice the selected students.
A2 Invoice Entry
Now that the list of students has been selected the next step is to identify the items which are to be invoiced.
• Press A2 to select Invoice Entry.
• Press <Enter> to accept the current date.
• Input the dissection code. In this example 044-003
• If the code is not known, type '0' (zero) and press <Enter>. The lookup window is displayed and the correct dissection can be selected.
• Press <Enter>
• Input the description which is to be displayed in the Cash Register. In this example ‘Yr9 Gerroa Excursion. Press <Enter>
• Input the amount to be invoiced. In this example the amount is $12.00. Press <Enter>. (No GST is applicable to this excursion.)
Read option bar:
Exempt Students to be Excluded <Y>es OR <N>o
• Press N to answer <N>o in this example. Read option bar:
Lower Billing Rate Students to be Reduced.
• In this example select <N>o
• Press <Esc> when the invoice descriptions are complete.
• Press <Esc> to return to the Student Controls Menu.
A3 List Batch
The 'List Batch' function provides a check that information has been entered correctly.
• Press A3 to select List Batch.
• Press P to <P>rint.
• Align the pointer with 'SCREEN' and select <Enter>.
• From the screen Confirm accuracy of the batch and providing the message
'BATCH CONTAINS 0 ERROR' is displayed at the bottom of the report, the batch can be posted.
• Press <Esc>
A4 Post Batch
Posting the batch records the invoices in the ledgers and produces a Management Report.
• Press A4 to select Post Batch.
Read option bar:(Which refers to prepaid student receipts which have not been invoiced)
• Press <Enter> to accept Yes.
• Press <P> for <P>rint.
• Align the pointer with appropriate printer and select <Enter>.
• Check the Management Report has printed successfully then press C for <C>ontinue.
Session 2: Cancelling Individual Student Invoices
This process allows student invoices to be cancelled in full, or in part if the student has not paid for the invoice in full. Student invoices can be cancelled by identifying
individual students or in bulk by identifying the invoice date and subdissection code.
From the OASIS Menu displaying:
• Press U2 to select Student Controls. From the Student Controls Menu displaying:
• Press D1 to select Batch Cancellations. Read option bar:
No Lines in Cancelled Invoice <A>dd <B>ulk <Esc>
Cancel Individual Student Invoices
• Press A to <A>dd a Student invoice..
FINANCIAL MANAGEMENT U1 Purchase/Payments U2 Student Controls U3 Cash Register U4 Reports/Setup U5 Finance Archive Util
CANCEL INVOICE D1 Batch Cancellations D2 List Batch
• Input first three letters of Student's Surname. In this example input BRY and press <Enter>.
• Align the pointer with Gerald Bryant and press <Enter>.
The lookup window appears displaying all outstanding invoices for this student.
• Align the pointer with the student invoice to be cancelled. In this example select Invoice 000061 for $25.00. Press <Enter>.
• There are no more student invoices to be added. Press <Esc>.
• Press <Esc> again to return to Student Controls Menu. Cancel Student Invoices in Bulk
• From the Student Controls Menu press D1 to select Batch Cancellations.
• Press B to select <B>ulk.
• Input Invoice Date. In this example input 07/01/92 and press <Enter>.
• Input Dissection Code. In this example 044-010 and press <Enter>. A screen appears displaying all students who have outstanding invoices for this dissection. The batch is ready to be posted.
• Press <Esc> to return to the Student Controls Menu.
List batch
• Press D2 to select List Batch.
• Press <P>rint, align pointer with 'SCREEN' and press <Enter>.
• If there are no errors the batch can be posted.
• Press <Esc> to return to Student Controls Menu.
Post Batch
• Press D3 to select Post Batch.
• Press <P>rint, align pointer with appropriate printer and select <Enter>.
• Check that the Management Report has been printed successfully.
• Press <C>ontinue.
Session 3: OASIS Report
FINANCE 5 Student Invoice-Unpaid by Subdissection
Produces a list of all outstanding invoices. Selection is by subdissection range.
From the OASIS menu:
• Select W2 Run Reports.
• Press <S>ource.
• Align the pointer with Sample Reports.
• Press <Enter> to select Sample Reports
• Press <F>ind.
• Input FINANCE and press <Enter>.
• Align pointer with Finance 5 and press <Enter>
• The pointer is aligned with Stud Inv-Unpaid by Subdissection, press <Enter> to accept report.
• Input Diss-Subdiss code 'range from' 044-000, press <Enter>.
• Input Diss-Subdiss code 'range to' 044-999, press <Enter>.
• Press C to <C>onfirm Run Report.
• Press <Enter> to accept 01 General Account.
• Press P to <P>rint report.