03 March 2025

Generate an Internal VoS Request

Internal VoS Requests can be added to the ebs database, and are processed when a VoS Response file is exported. An internal request may not be included in the VoS Response if the fees or EFTS have not changed since the last VoS Response. The Request Source field on the VoS Details page shows the reason why a request was generated.

Request Source field

Only the first internal VoS Request generated for a learner is displayed on the VoS Details page. You can view the details of all the unprocessed VoS Requests for a specific learner in the StudyLink Details window in the Enrolments module.

The following table describes the Request Source messages and the corresponding conditions that led to the generation of the internal VoS Request.

Request Source	Internal VoS Request Condition
Internal - M	Manual creation of a VoS Request.
Internal - Fee	Fee change. When a payment schedule is imported and there is a fee change, a new VoS Request is created automatically for the learner if: There is no existing unprocessed Request for the learner A VoS Request has been received for the learner after the start of the current StudyLink year The definition of a fee change is when fees flagged as ‘Include in StudyLink’ are added, updated or deleted for an Enrolment, such that the result is an increase in the fee amount for the programme (equal to or greater than the 'Minimum fee increase for new VOS request' institution setting). This will include the addition of a course enrolment that results in additional fees. An internal VoS request is generated only if the parent enrolment for which the fees are changed is flagged as 'Include in StudyLink'.
Internal - Underpayment	Underpayment of fees. When a payment schedule is imported and there is an underpayment, a new VoS Request is created automatically for the learner if: There is no existing unprocessed Request for the learner A VoS Request has been received for the learner after the start of the current StudyLink year The definition of an underpayment is when the total amount of fees flagged as ‘Include in StudyLink’ for the learner is greater than the payment amount received from StudyLink. The VoS Request is flagged to identify it as being in response to an underpayment from StudyLink, and will be for the full fee amount still outstanding for the learner on each Qualification. This may mean the outstanding amount for one or more Qualifications is zero. Qualifications with an outstanding amount of zero, will still be sent as Response records.
Internal - Child	Addition of a child enrolment to a parent qualification that was previously reported in a VoS Response
Internal - Enrolment Details Change	Source of Funding change for an enrolment Progression of an enrolment from a pending status to an active status, providing that the enrolment has previously been reported in a VoS Response Block progressing enrolments from a pending status to an active status, providing that the enrolments have previously been reported in a VoS Response
Internal - Special Details Change	Enrolment EFTS Factor change, providing that the change made alters the total EFTS for the enrolment that was reported in a previous VoS Response Enrolment Start or End date change, providing that the change made alters the enrolment dates that were reported in a previous VoS Response (applies to both Qualification and Course enrolments)
Internal - UIO Details Change	UIO EFTS Factor change, providing that the change made alters the total EFTS for any enrolments that were reported in a previous VoS for the corresponding learners UIO Start or End date change, providing that the change made alters the enrolment dates that were reported in a previous VoS for the corresponding learners When an internal VoS Request is generated due to a UIO Start or End date change, we are currently unable to create institute specific workflows, therefore we have created this workflow as disabled by default under the UioUpdated workflow hook. (It is the responsibility of Professional Services to enable it where required).