Agent Bonus is an amount that you wish to raise as an invoice and pay to the agent that is not a part of an agent commission invoice that the system has automatically raised when a student’s invoice was raised for an enrolment.
When you select the Bonus Invoice icon from the Agent Profile section, a popup screen will show, where you can create a bonus invoice for the agent.
Note – Most of the fields in the popup are self-explanatory and you can add the relevant information where needed.
If you want to link the Bonus Invoice to one or many enrolments from this screen, then you need to select the tick box for Link Bonus Invoice with Enrolments.
When you select this tick box, it will show you a search field where you can enter a student’s name and it will show you a list of any enrolments that the agent is linked to where the student name matches. Select an entry and it will be added to the invoice. You will need to search for each individual student’s name and enrolment to add them to the bonus invoice.
Continuing on from our initial changes to the login screen back in August, we have made further improvements to this screen and the login process.
The main improvement we have done is where you enter the wrong password and how many attempts it will allow you to do this and what the system will do in each attempt scenario.
How many times can you enter your password incorrectly before you are locked out completely?
You are entitled to six (6) attempts before the system will lock you completely. However, based on a certain number of attempts the system will sequence lockouts as follows:
Attempt 1 – when you enter the wrong password for the first time, the system will show you an Invalid Password. You have 5 more attempts left before your account is locked as shown in the screenshot below.
Attempt 2 – when you enter the wrong password for the second time, the system will warn you with the following message Your IP is being tracked. You have one more attempt before your account is temporarily locked.
Attempt 3 – when you enter the wrong password for the third time, your account will be locked for 1 minute and the system will show you a countdown timer on the login screen as below. After the 1 minute is completed, the system will allow you to re-enter the password.
Note – the process of the attempt for three (3) attempts continues for attempts 4 and 5.
IMPORTANT – as you can see in the screenshots below, when you have entered the incorrect password for the sixth time, you will see the messages saying Due to repeated incorrect password attempts, your account is now locked and disabled. You will also see a popup on the screen saying Your site administrator/s has been notified.
When you select the OK button in the message above regarding your site administrator/s being notified, the system will then prompt you to reset your password as shown below.
Important – for you to be able to reset your password, your user account in the system must already have your email address and mobile phone number set against them. If it doesn’t then the system will not allow you to reset your password. You need to then speak to your manager to get this resolved and updated so you can come back and reset your password.
If your user has been set up in the system with your email address and mobile number, then you will be able to proceed with resetting your password. If none or one of the pieces of information is missing you will see one of the following messages below:
Where you have no mobile number: You do not have a valid mobile/email on file for your account.
Where you have no email or mobile number: Please contact your site Administrator/s.
Where you have no email address: Please ask them to update your email/phone number so that you can reset your password and access the system.
What happens when you have an email and mobile set for your account?
The system will show you a new button for Reset my password as below. When you select it you will see a popup message on top of the screen saying OTPs will be sent to your registered mobile number and email address as per your profile.
Important:For the below reset password process you have a timer of 120 seconds. When you receive the OPTs enter them into the relevant fields on the Reset password Instructions popup and select the Validate OTP button.
Once you validate the OTPs, You need to update your New Password and then Confirm the new Password in the fields. When you have updated, you will be taken back to the login page to access the system.
We have made some visual changes from the third step (New Application – Subject Delivery Dates) of the application process to the finishing application process.
We have made some changes in the transitioning enrolment process and now when you transit any enrolment, the system will show you the letter T at the end of the enrolment number which will indicate that the enrolment is a transitioned enrolment.
IMPORTANT – Generally, the enrolment number is the Parchment number unless you are using any other number as a parchment number. So the new Parchment number after the transition will have postfix T.
Rules – From the Compliance perspective, you cannot issue a certificate for two different competencies with the same parchment number. To ensure the same, the enrolment number and parchment number are changed after the transition.
We have added three new columns Discount, Discount Reason and Deposit Due for you in the edit invoices grid while editing the multiple invoices.
Note – The discount column will allow you to give a discount on the total amount for a particular invoice, and once you add the discount, the system will calculate the total amount of the invoice accordingly.
AVETMISS Export is the process of extracting AVETMISS data from TEAMS in a format that can be submitted to the relevant State Training Authority (STA) or the National Centre for Vocational Education Research (NCVER) in Australia.
AVETMISS Export involves selecting and extracting the required data fields and formatting them according to the AVETMISS data standard. This process ensures that the AVETMISS data is accurate, complete, and consistent with the data standards, which is essential for meeting the mandatory reporting requirements for your college.
When you are on the AVETMISS Export screen, you can choose between two export options which are State or National.
State – State level AVETMISS submission refers to the process of submitting AVETMISS data to the relevant State Training Authority (STA) in each Australian state.
National – National level AVETMISS submission, on the other hand, refers to the process of submitting AVETMISS data to the National Centre for Vocational Education Research (NCVER), which is the national agency responsible for collecting, managing, and analysing VET data in Australia.
Please choose your preferred option on the screen and then select the Next button. This will allow you to proceed to the next step in the process.
We have added a new feature in the system to record a receipt when there is any overpayment by the student. This will allow you to enter the receipt amount more than the invoice amount in the Enrolment Dashboard > Student Financial > Receipt Screen.
Note – Once the receipt is overpaid then the system will show a receipt icon in red.
IMPORTANT – While creating the receipt, the system will not let you enter the overpaid amount if it is not equal to or more than the total pending amount for all the invoices.
For example – if there is $3000 pending for a student’s enrolment with $1000 each invoice and you are going to record a receipt for one invoice and the student has paid you $2000. In such a scenario, the system will not save your overpayment. However, if the paid amount by the student was $3000 which is equal to the student’s total pending balance then the system will save your overpayment and will balance out everything.
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