Manage Fees

You can filter the fees to view all fees, those that have been paid, and those that are outstanding.

You can also filter the fees to view invoiced, and uninvoiced fees.

Click the Expand button in the top right of the Fees grid to show the Payment Filter options.

You can then select a payment filter option, which updates the records displayed and the indicator at the top of the Fees grid.

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You can create additional fees, other than the course default fees, for a learner. These fees can be person-type fees, or enrolment-type fees. Fee types are designated as person or enrolment types in Reference Data.

1. Click the Add Fee button on the Payments ribbon.

   

   A new record is added in the Fees grid.

2. Enter the required details in the Fee Details section.

   

The fields in the Fee Details section are described in the following table.

This field	Holds this information...
Fee Date	The date the fee is recorded. To change the date, click the Calendar button to display the calendar, where you can select the required date.
Instance Code	The instance code to which you want to add the fee for an enrolment-type fee. The instance code is the combination of UI code/UIO code. Select from the drop-down list (this contains the instance codes of existing enrolments for the learner). Note: Do not select an instance code for a person-type fee.
Occurrence	The calendar occurrence for the course (read-only). Note: This is populated from the instance code when the fee is saved.
Fee Type	The fee type for the course. Select from the drop-down list. Note: When you save a new fee against an enrolment, the Fee Type field will become read-only and cannot be edited again.
Description	The description for the fee. Note: This is populated from the instance code and fee type when selected.
Who to Pay	The person/company/institution responsible for the fees.
Sponsor	If you selected a sponsor value in the Who To Pay field, enter the required sponsor code. Alternatively, click the Search button to display the Sponsor Search window, where you can select the required code.
Standard Fee	The standard fee amount of the fee type selected.
Actual Fee	The actual fee amount of the fee type selected.
Funding Year	The funding year for the course. Select from the drop-down list.
VAT Code	Defaults to the VAT code of the fee type selected (read-only).
VAT Rate	Defaults to the VAT rate of the fee type selected (read-only).
VAT Amount	The calculated VAT amount for the fee type selected (read-only).
GST Code	Defaults to the code of the fee type selected (read-only).
GST Rate	Defaults to the GST rate of the fee type selected (read-only).
GST Amount	The calculated GST amount for the fee type selected (read-only).
Is StudyLink?	Whether the fee type is specified as being ‘Include in Return’ in reference data.
Invoice Number	The system-generated invoice number allocated to the fee, when the fee is invoiced.
Invoice Date	The date when the fee was invoiced.
Minimum Value	The minimum value specified for the fee type selected (read-only).
Round to Nearest	The rounding value specified for the fee type selected (read-only).
Account Code	The account code for the fee type.

3. Click Save.

   The fee is added and displayed in the Fees grid.

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To select fees, do one of the following:

• Click in the (select) column of each fee required, to turn the N to Y

  

• Click the Select All button on the Payments ribbon to select all fee records

  

Note: You can deselect all fee records by clicking the Unselect All button on the Payments ribbon.

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To delete a fee:

1. Select the required fee in the Fees grid, and then click the Delete Fee button on the Payments ribbon.

   Note: You can only delete one fee at a time.

   

   The following message is displayed.

   

2. Click OK to confirm deletion of the fee.

   The fee record is deleted.

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To pay fees:

1. Select the required fees in the Fees grid, and then click the Pay Selected button on the Payments ribbon.

   

   The Receipts tab is displayed.

   

   Note: The Receipt Amount and Who To Pay fields are automatically populated with the fee details. You can change these, if required.

2. Enter the required details in the Receipt Details section.

The fields in the Receipt Details section are described in the following table.

This field	Holds this information...
Receipt Date	The date the receipt was created. Defaults to the current system date. To change the date, click the Calendar button to display the calendar, where you can select the required date.
Receipt No.	The receipt number (read-only).
Receipt Amount	The amount required to pay. This is automatically populated from the details entered for the fee.
Unmatched Amount	The unmatched amount (read-only).
Receipt Type	The receipt type. Select from the drop-down list.
Payment Method	The payment method. Select from the drop-down list. Selecting to pay by ePayment will direct you to the payment page of your online payment provider.
Who to Pay	The person/company/institution responsible for paying the fee. This is automatically populated from the details entered for the fee.
Sponsor	If you selected a sponsor value in the Who To Pay field, enter the required sponsor code. Alternatively, click the Search button to display the Sponsor Search window, where you can select the required code.
Description	The description for the fee.

3. Click Save.

   The receipt record is created.

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To pay fees:

1. Select the required fees in the Fees grid, and then click the Pay Selected button on the Payments ribbon.

   

   The Enrolments Receipt window is displayed.

   

   Note: The Receipt Amount and Who To Pay fields are automatically populated with the fee details. You can change these, if required.

2. Enter the required details in the available fields.

The fields on the Enrolments Receipt window are described in the following table.

This field	Holds this information...
Receipt Amount	The amount required to pay. This is automatically populated from the details entered for the fee.
Receipt Type	The receipt type. Select from the drop-down list.
Payment Method	The payment method. Select from the drop-down list. Selecting to pay by ePayment will direct you to the payment page of your online payment provider.
Who to Pay	The person/company/institution responsible for paying the fee. This is automatically populated from the details entered for the fee.
Sponsor	If you selected a sponsor value in the Who To Pay field, enter the required sponsor code. Alternatively, click the Search button to display the Sponsor Search window, where you can select the required code.

3. Click Create Receipt.

   The receipt record is created.

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The Receipts tab of the Enrolments module is displayed when you select to create a receipt on the Enrolments Receipt window. When the receipt is created, the system will automatically cash match the receipt to the fees selected for payment, creating the ‘child’ receipt records as required.

You can change the amounts to be paid for each fee by clicking in the Matched field and entering an amount in the cash matching records at the bottom of the screen.

When you save the changes:

• The created receipt including receipt number is displayed in the Receipts grid
• The fees are matched to the receipt and displayed at the bottom of the Receipt Details section

If you have selected ePayment as the payment method, the following message is displayed on saving.

Click OK to display the ePayments window, from which you can pay fees by ePayment.

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