Mani Gill

Finance Reports

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Below is a list of all the reports available under this menu option in the system. You can see the name of the report with an icon that has the letters CSV in it. Generally, all reports in the system generate a CSV (Comma-separated values) file.

Each report listed below is a link to a post where you can understand the report, and its parameters and view an example of the report.

Aged Debtors

Fee Transactions

Fee Overdue

Invoices

Receipt

Commission Due

Agent payments

An Agent pre-deducts 100% of what student paid them, what do I do?

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Here’s the scenario that we’re going to answer for you. A student has an invoice worth $5,000 in tuition and the commission on that is $1200. The student gives the agent, the $1200 to pay towards their invoice. But the agent keeps that money that’s full $1200. To pay for their commission amount.

Remember – The student is paying the agent the $1500 to pay to the college. The system knows the gross amount that the student paid $1500 and it knows by the Net amount is $0.00 that the agent kept that money. So it is important for you to d the transaction in TEAMS as shown below.

This is how you would do that. The receipt for the student in teams.

Look for the Invoice and update the commission Received and the Amount Received and the system will tick the pre-deduct tick box for that commission. In the above tile for the receipt, the system will show the gross amount as $1500, the Commission amount as $1500 and the Net amount as $0.00 that college will receive as you can see below in the screenshot.

Why can’t I see any GST amount for an Agent Invoice?

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If the system has not calculated a GST amount for the agent invoice, it is most likely because the Charge GST option was not set for an Agent. There could also be the scenario where the agent did have a charge GST set and the system did calculate the GST in many of their commission invoices, however, a user has gone and edited the agent and unselected this setting. When you do this, any new commission invoices the system generates, will not have the GST calculated.

IMPORTANT – it is important to understand that at the time you do a transaction in TEAMS, the system uses the settings for that transaction as they are. If you then change the settings afterwards, the system will NOT retrospectively go backwards and update data. For example, you have an Agent that was not set with Apply GST and you raise the invoices for an agent. You then realise this mistake and go and update the Agent with Charge GST turned on. The system will not go backwards and update all the agent invoices with the fee in it where the GST wasn’t calculated, it will only use the new setting for the new invoices you raise.

If you have this scenario where you want to fix agent commission invoices to show the GST and currently isn’t then there are two sections to fix this problem.

Those sections are as follows:

Section 1 – Edit the Agent settings

  • Go to Main Dashboard > Marketing Menu > Agent Dashboard Icon
  • When you are on the Agent Dashboard screen, Select the edit icon from the agent profile tile.
  • The system will take you to the Agent Entry Screen.
  • Select the Charge GST tick box and save the screen.

Section 2 – Edit the Agent Commission Invoice/s

Note – If you haven’t made any payment to the Agent, you have the option to delete the Agent from the enrolment and then relink them. By relinking the Agent, you will establish a new connection that allows you to access and view the GST amount for the Agent’s invoices. This means that once you have successfully relinked the Agent, you will be able to see the specific amount of GST associated with their invoices.

  • In the Finacial Tile, go to the Agent tab and delete the agent from the delete icon. The system will show you a pop on top of the screen (Are you sure, you want to delete Agent), select Ok to continue and or cancel to leave it as it is.
  • Once you have deleted the agent, go back to the student tab in the financial tile and select the Agent Icon.
  • The system will show you a pop on the screen to relink the agent. Select the appropriate agent and update.
  • The system will refresh the screen for you and then you can see the GST amount for the Agent Invoices.

Agent performance Report Changes

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We have recently made some changes to the columns in the Agent Performance Report. These changes include the following:

  • Changed column heading of Weeks to Total Weeks
  • Added Study Weeks column to the right of the Total Weeks column and before the Start date Column
  • Added the average row for the Agent in the group-wise section which will show the average count of the total weeks and study weeks
  • Added the total of study weeks at the bottom of the report.

Copy Timetable

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Creating a timetable from scratch can be a time-consuming and a tedious task, especially if the same pattern of classes and schedule repeats after a certain period of time. However, there is a more efficient way to create a new timetable with the same pattern, and that is by using the copy timetable functionality.

This feature allows you to duplicate an existing timetable and make necessary changes as required. By doing so, you can save time and effort in creating a new timetable from scratch while ensuring that the schedule and class pattern remains consistent with the previous timetable.

How to create a copy of the Timetable?

From the Timetable Welcome screen, you can see a copy timetable icon under the Actions column for each timetable entry in the grid. Select this icon to create a copy of the existing timetable.

Please select the below steps to make changes to the copied timetable.

Copy Timetable Step 1 Information & Resource Selection

Copy Timetable Step 2 Select Classes

Final Step Classes Preview

Why do two users see different information for the same student?

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Each user will have different permissions, including what campuses they can see enrolments and other information for.

Based on this, when a user goes to the Student Dashboard or even the Applicant Dashboard, based on the campuses they are linked to and logged in as, will determine what enrolments and/or applications they can see.

For example – In order to view a student’s enrolments in different campuses, the user must have the necessary access permissions for both campuses in TEAMS. If the student is enrolled in two different campuses, such as Campus 1 and Campus 2, the user will only be able to see both enrolments if they have the appropriate permissions for both campuses. Without access to either one of the campuses, the user will not be able to view the corresponding enrolment.

Note – If you are not able to view all enrolments or applications for certain students/applicants then speak to your manager. If you or they need further assistance with this, then please contact our support staff.