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Receipt

19 January 2023 by Prince Sharma

Enrolment dashboard > Financial tile > Receipt Icon

A receipt is a written/printed acknowledgment that shows the total amount of the invoice that has been paid by the student. You can do the receipt in the system from the two screens that I have shown below:

Enrolment dashboard > Financial tile > Receipt Icon

Enrolment dashboard > Financial tile > Student Financial Details Screen > Action column > Receipt Icon.

Follow the below steps to enter the receipt:

Select the Invoice against which you wanted to create the receipt.

Select the Pay all check box if you want to pay all the invoiced amount and the system will automatically update the amount received field.

Select the Pre-deduct all check box if you want to pre-deduct all the agent commission amount and the system will automatically update the commission received field.

If you want to pay the partial amount then you can manually type the amount in the commission received and the amount received fields.

Tiles

This Tille will show you the basic details of the enrolment and all the icons in this tile are read-only.

This tile will show you the Receipt number along with a preview of the Gross receipted amount, Commission amount, and Net receipted amount. You can add the Receipt date, Reference, Payment method and other Bank related details in this tile.

This Tile shows you the invoice details against which the receipt can be created. It depends on the instalment plans of the invoices according to which the number of tiles will be visible on the receipt screen.

After deciding on the receipt amount you need to update the data in the fields that are explained below:

Field Name	Explanation
Receipt date	The receipt date will be the creation date of the receipt. Today’s date will be automatically selected by default.
Reference	If you have any reference number against this Receipt then you can update it in this field.
Via Payment method	The payment method needs to be selected when you create the receipt, you can select the multiple payment methods from the payment method dropdown.
Banked on	If you want to update the date for the bank then you can update the date in this field.
Bank account	If you want to add the bank name on the receipt then you can select the bank from the dropdown, only the bank which you have added to the system will be visible in the dropdown.
Receipt Notes	If you want to update any notes for the receipt then you can click on the notepad icon to add the notes. After updating the notes again click on the notepad icon to save the notes.
Bank charges	If the bank is changing any amount on the receipt, you can also update the charged amount in the field.

After entering the details you just need to select the Save button and the system will create the receipt and show you the final step of the screen.

From the final screen, you will be able to see the system is saying that the receipt for enrolment no (TE00885) was created successfully, also there are two buttons on the screen, which I have explained below:

Print Button:

By selecting the Print button you will be able to generate the receipt, Once you select the button, floating window will appear on the screen, you can choose the template from the dropdown and select the generate button to generate the receipt.

Send Button:

By selecting the Send button you will be able to send the created receipt via email to the student. Once you will select the send button the system will take you to the compose email screen. You can choose your email template and select the send button to send the email.

Note: Whatever template you will select the receipt merge field needs to be added to the template, only then the system will print the receipt in the email.

Training Plan and Results

19 December 202319 January 2023 by Melissa

Enrolment Dashboard > Result and Progress Tile > Training Plan and Results icon

This screen is all about the subjects linked to the enrolment, their start and end date, results and result date. This screen is visually distributed in 2 sections where you can edit the dates, and results, link the trainers, mark the assessments and many more.

The first section of the screen will show you three different areas where you can see Academic information, Current timetable, Student Progress and Qualification Information.

Academic Information

This section gives you the summary of the enrolment i.e. in which campus and course the student is enrolled. Also, it displays the enrolment start date and end date.

Apart from the summary of the enrolment, this section also gives information related to how the system is populating the subject dates. You can also change the subject’s dates by updating them using enrolment dates, academic templates, group training plans, and course definitions.

Current Timetable and Student Progress

This section will display the information related to the current timetable, and total classes. Also, the total subjects, successful, are yet to be completed and not counted due to CT, RPL, and RCG. Other than you can select Level Attained by selecting the icon next to the text.

Qualification Information

This section will display the information related to the parchment number and parchment date. Also, it will display whether the result is issued and the status of commencement and completion. You can also update the qualification information (such as Parchment number, Completed, etc) by selecting the icon.

In the second section of the screen, it will show you the Subjects, their dates and result dates. You can add new subjects from the + icon, and you can inactive or delete the subject.

Results Section

This section will display everything about the results. where you can edit the dates, and results, link the trainers, mark the assessments, and many more. You can also delete subjects, inactive subjects.

You will be presented with the Current tab, Inactive Tab and Deleted Tab.

Current tab – This tab will show you all the current subjects that are linked to the enrolment.

Inactive tab – This tab will show you all the inactive subjects that you have marked inactive from the current tab. Please note that you have the flexibility to mark the subjects as active from the active icon or you can delete the inactive subject from the delete icon.

Deleted tab – Whether you have deleted the subjects from the inactive tab or the current tab, those subjects will appear in the deleted tab. You can also restore the deleted subjects from the restore icon.

IMPORTANT – If you have removed the subject from the current tab and want to bring it back, restoring it will place it back in the current tab. However, if you have marked a subject as inactive, deleting it from the inactive tab won’t immediately return it to the current tab. Instead, it goes to the inactive tab, and you need to mark it as active again for it to appear in the current tab.

How to Upload Custom Report Template in TEAMS

1 June 202319 January 2023 by Siddharath Dugral

You need to follow the below steps to upload the customised template in TEAMS

Go to Main Dashboard > System Admin Menu and select the Report Template sub-menu.

It will open the Report Template Screen where you need to select the Report Name in the search field where you want to upload the customised template.

Once you enter the report name, the system will refresh the screen and shows you other customised reports in the grid.

You need to select the Add button on the top right corner of the screen which will show you a pop up of local storage files and you need to select the appropriate document and select upload button.

Note – On the upload pop window, you will see Campus dropdown (where you can select the specific campus or All as you required) and Default tick box (if you want to see the upload template as default for the selected campus).

Also, the Custom Template that you are going to upload should always be in the Word Document format, so the document extension should be in docx extension.

Once the customised template is uploaded, you can start generating reports.

How to Customise Report Template in TEAMS

1 June 202319 January 2023 by Siddharath Dugral

Overview

We have five Word reports that you can customise in TEAMS:

Offer Letters

Academic Docs: These are used to customise certificates, transcripts, records of results, completion letters, statements of attainments, etc. that you wish to print for the students.

Invoices: This report template is used to customize the student invoices.

Payments: This is used for the refunds and receipts templates.

Letters and warnings: You can use this report template to customise your fee warnings, attendance warnings, and also to create student ID cards etc.

How to download the Master Template of any Report in TEAMS

First, you need to go to the Main Dashboard > System Admin > Report Template Screen

Select the report in the search field to proceed. For example, if you are going to search for an offer letter then try typing 3 initial letters of it and the system will show you all report templates starting with those 3 initials. Simply select the required one.

Once you selected it, the screen will refresh and shows you the customised offers in the grid.

Now if you are going to customise any new offer letter, you need to select, the download icon beside the report name. This will download the Master version of the offer letter template which will help you to customise the offer letter for your RTO.

Below are the steps and explanations to customise the report template in TEAMS.

When you download any master template, it will show you some basic information about the template at the start and then shows you different sections that we have in every word report. You will find two categories of merge fields.

Individual Merge Fields

Table Merge Fields

Individual Merge Fields

Anything in the curly brackets in the template is merge field and so let’s say you want to populate a student number or student name in your customised version then you need to copy and paste this merge field into your custom template so that every time when you generate any report, it will populate student number automatically for you. That’s how the merge fields will work for you for the students, enrolments, agents, and employers.

In the custom template, you can see that this table has basic information about the student like name, DOB, gender, and so on if you want the system to print this data for you then you need to copy all the individual merge fields related to the fields and to do so, you can simply copy the merge field from the master template and paste it. You can also edit the text format(font and size) of the merge fields according to your preferences.

IMPORTANT – If you are copying any merge field from the master template then you must copy it including the curly brackets. if you simply copy the text then the system will not print any data in your customised template.

Tables

let’s say the student is enrolled into a program and you want to print the application number, Program descriptive code, Program descriptive name, and application dates then you need to find a table with all the required merge field columns and simply copy the whole table and paste it into the template that you are customising. In case, If you do not need any columns from the table you copied from the master template then you can delete those columns in your custom template.

How to use table merge fields in the report

If you don’t want the default first column of the table or you wanted to adjust the first column position, then you need to cut the «TableStart:ProgramSummaryTable» merge field and paste it before the merge field of the column that you wanted to be first in the table. Then you can delete or adjust that first column in your table.

The same rule applies to the last columns as well. For Example, In this table, the total duration is the last column and you don’t want the table to print the total duration columns in your custom template and you want the Holiday Weeks to be the last column in this table. Then in such case, you need to copy the merge field that is «TableEnd:ProgramSummaryTable» and paste it into the holiday weeks column after the holiday weeks table merge field.

IMPORTANT – Always remember whenever adding tables in your custom template, kindly check there are always table start and table end merge fields present in the first and last column of the table respectively.

Also, we have group tables in the master templates that will print the merge fields along with the data in the grid for the table. For example, course details table, here application no, course name and course dates are merge fields and under this, you will see the grid having columns instalment date, Study Period, Start Date, End Date etc.

You need to select the whole group table from this merge field «BeginGroup:CourseDetails» from the master template till «EndGroup:CourseDetails» and paste it into your custom template. You can adjust or delete the other table columns along with their merge fields but the «BeginGroup:CourseDetails» and «EndGroup:CourseDetails» merge fields should never be deleted or adjusted in the custom template.

Once all the editing is done, save the document with the name of the offer letter in Word document format i.e docx extension into your system and upload the custom template in the Report Template screen.

New Invoice

19 December 202318 January 2023 by Prince Sharma

There are two different screens from which you can create invoices. The first option is to navigate to the Enrolment dashboard > Financial tile. From there, you can select the New Invoice icon, which will open the Enrolment Dashboard > Invoice screen.

The second option is to go to the Enrolment dashboard and access the Enrolment Financial details screen. Once there, select the Financial tile and choose the New Invoice icon to open the same Enrolment Dashboard > Invoice screen. These two pathways provide convenient ways to generate invoices within the system, allowing for efficient management of financial transactions.

Below are the steps that you can do to create a new invoice against the enrolment.

To fill in the necessary details in the Invoice summary tile, begin by selecting the Date of the Invoice. This is the date when the invoice is issued or generated. Choose the appropriate date from the available options.

Next, enter the Invoice Reference. The Invoice Reference is a unique identifier or number assigned to the invoice for tracking and reference purposes. Additionally, if an instalment plan applies to the invoice, you have the option to select it from a drop-down menu. The instalment plan allows for the payment of the invoice amount to be divided into multiple instalments over a specified period. This can be useful for situations where the recipient of the invoice prefers to pay in increments rather than the full amount upfront.

Moving on to the Fee Selection tile, you will find dropdown fields to select the Fee Type and Fee Name. These fields are used to identify the specific fee associated with the invoice. Choose the appropriate Fee Type and Fee Name from the available options in the respective dropdown menus.

If there is any discount applicable to the invoice, you have the option to include the discount-related information. To do so, locate the section designated for discount details, which may be found on the Invoice screen.

Tiles

This tile will show you the basic details of the enrolment and all the icons in this tile are read-only. Please note – This screen will not allow you to make any changes in the profile tile

You can enter the Invoice Date, Invoice Reference, and Instalment Plan for the fee that you have selected. This tile also gives you a preview of the total invoice amount, Discount amount, and Commission due amount.

Under the Fee Selection Tile, you can select the fee type, fee name, and fee amount along with discount with other discount-related details.

The Fee Items tile will show you the overview of the fee items that you have selected under the respective invoice. You can also Edit or Delete any fee item under this tile.

Fields under the Fee Selection tile are explained below:

Fee Selection fields	Explanation
Fee Type	Fee type is a dropdown and one can create a fee type in TEAMS from the User Code Screen, where you can select the type of fees (Tuition fee, Material fee, Application fee)
Fee Name	The fee name is also a dropdown and one can create a fee type in TEAMS from the User Code Screen that will show you the list of the fees and the list of the fees will depend on the fee type that you have selected.
Fee Amount	Once you will select the fees from the fee drop own the system will automatically populate the fee amount in the fee amount field, if you want then you can edit the amount also.
Discount	If you want to give a discount to the student you can enter the amount in the Discount field.
Discount Notes	You can update the Discount note by clicking on the clipboard icon and after entering the notes again you have to click on the clipboard icon to save the notes.
Discount Reason	The discount reason is also a dropdown value if you are entering the amount in the discount then the discount reason is mandatory to be updated.
Total	The total field will show the total amount of the invoice after subtracting the discount and after including the GST.
+ADD	After selecting the details you need to select the add button to add the fee to the fee item grid.

Fields under the Invoices Summary tile are explained below:

Invoice Summary Fields	Explanation
Invoice date	The invoice date will be the date of the invoice and it should be between the enrolment start and end date.
Installment plan	From the instalment plan dropdown, you can select the instalment plan, only those instalment plans will be visible under this dropdown that is linked to programs

ED – Financials tile – Agent

18 January 2023 by Prince Sharma

Enrolment Dashboard > Financials tile > Agent tab

In the Agent tab, the system will show you a summary of the agent commission invoices and any payments made with a balance. To see the in-depth information for the commission you can select the more… option.

Below are the steps that you can do by selecting the more option

By selecting the more option the system will open the Agent Financial Details screen for the enrolment. It will show you each commission invoice linked to the enrolment and any payments that have been made or deleted for the agent.

You can edit an Agent Commission invoice using the Edit icon at the top of the grid. This new screen will allow you to edit a particular invoice by selecting the + button before the invoice number.

After selecting the + button, you can change the commission and GST amount, also you can add your desired notes for the invoice by selecting the notes icon under the action column.

After adding your desired notes for the invoice, select the Save button at the top right corner of the ED > Agent Financial Detail screen. After selecting the save button, you will see that the notes icon under the action column turn green which shows that this invoice contains notes.

Note: The system will not allow you to update the commission amount less than what you have paid to the agent for that invoice. However, you can edit the commission amount to more than what you have already paid to the agent for that invoice.

Student Financial Details

12 December 202318 January 2023 by Prince Sharma

Enrolment Dashboard > Financial Tile > More…

When you are on the Enrolment Dashboard > Financials Tile, you will see the word more… in the right bottom corner of the tile and when you select it, the system will open the Enrolment Dashboard > Student Financials Detail screen, where you will be able to see all the financial details (Invoices, Receipts, Refunds, Transfers, etc) for the enrolment.

Tiles

This tile will show you the basic details of the enrolment and all the icons in this tile are read-only.

This tile will show you the enrolment financials summary as the total invoiced amount, overdue amount/since, balance owing, next invoice due, total receipted amount, last receipt amount/on a date, and total refund.

In the agent commission summary tile, you will see the agent financials as the total invoiced amount, paid commission amount, and last paid commission amount/on a date.

Icons under the actions column have been explained below:

Icons	Explanation
	This icon will allow you to edit the invoice details in the invoice section and receipt details in the receipt section.
	Using the receipt icon, you will be able to create a new receipt against any invoice.
	Using this cancel icon you will be able to cancel any invoice and receipt.
	This is a negative invoice icon, using this icon you will be able to raise a negative invoice(credit note) against the invoices.
	By using this icon you will be able to print the invoice or receipt.
	By using this icon you will be able to send the invoice or receipt to the student via email.

Enrolment Dashboard – Link/Edit Agent

23 June 202318 January 2023 by Prince Sharma

The Enrolment Dashboard features a Financial tile that provides functionality related to linking and editing agents. By accessing the Financial tile, you can link an agent from the Students tab to the enrolment. Once the agent is successfully linked, you can proceed to edit the agent’s details from the Agent tab.

The link agent icon within the Financial tile enables you to search for a specific agent and update their information within the enrolment. This allows for the synchronization of the agent’s data with the enrolment. On the other hand, the edit agent icon offers the capability to replace the currently linked agent with a different agent.

Important – If you want to change/edit the agent then make sure there are no payments that have been made for the agent in this enrolment, if the payments have been made then you have to go to the Agent financial screen and delete the payment via selecting the delete button.

To link the Agent you need to do the following steps

You need to go to the Enrolment Dashboard > Financial Tile > Student Tab

Then, you need to select the Agent icon and that will show you a link agent floating window.

Search and select the appropriate agent and select the update button.

The system will refresh the screen and will show you the Agent tab.

To edit the agent you need to do the following steps:

You need to go to the Enrolment Dashboard > Financial Tile > Agent Tab
Then, you need to select the edit icon and that will show you a link agent floating window.
The linked agent will be visible there, you just need to select the cross icon that is just next to the agent name to remove the current agent.
After that, you need to start typing the new agent code/name in the agent field and the system will show you the list of similar agent that matches your search.
Once you will select the required agent you need to update the agent, the system will reload the enrolment dashboard and will show the new one again with the new invoices.

Delete Agent

16 January 2023 by Prince Sharma

Enrolment Dashboard > Financials Tile > Agent Tab Delete icon

If you want to remove the agent linked with the student enrolment then you can delete it by using the delete button on the agent tab from the Enrolment Dashboard > Financial tile.

IMPORTANT– The system will not allow you to delete the agent if there is any agent payment has been made. You need to delete the agent payment first to delete the agent.

Below are the steps to delete the agent and agent payments.

Go to the Enrolment Dashboard > Financial Tile > Agent Tab and then select the more option.
Select the delete icon to delete the agent payment.
Once you select the delete icon the system will show you the popup message on top of the screen. (Are you sure you want to delete the agent payment #). You can select OK to delete or cancel to leave it as it is.
Once the payment has been deleted, you will be able to remove the agent from the enrolment.
You need to go back to the enrolment dashboard > Financial Tile > Agent Tab
Select the delete icon to delete the agent.
The system will reload the screen and the agent will get removed from the enrolment.

Enrolment Financials Tile

20 April 202313 January 2023 by Prince Sharma

Enrolment Dashboard > Financial Tile

This tile will give you a summary of all the financial transactions of the student and Agent.

Tabs

Student

All the financials related to the student enrolment will be visible under the Student tab. You will be able to see the total invoiced amount, overdue amount, total receipted amount, total overpaid, and the balance owed.

Agent

Under the agent tab, you will be able to see the agent name that is linked to the enrolment, total commission, last paid, and the total balance owing.