academics

Subject Invoicing

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Overview

Originally the system was generating only Program based invoices. However, we have introduced new functionality called Subject Invoicing. This will allow you to raise invoices at the subject level in the application process.

Note: To use Subject invoicing you need to set the Invoicing method to use for your site. To do this you must have System Administration permissions to access the settings or speak to your manager about this.

Program Invoices

For program based invoices, we select the fee at the Fee selection step of an application.


And all the generated invoices will be displayed on the Invoice preview screen

Subject Invoices

For subject based invoices, we select the fee at the new application – subject delivery dates screen for all subjects.

And all the generated invoices will be displayed on the Invoice Preview screen.

Important Posts

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Application Process > Subject Invoicing

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Dashboard > Marketing > New Application > Subject Delivery Dates

While creating the application when you are on the New Application – Subject Delivery Dates screen, you will see the default amount for each of the subjects under the Amount Column. The system has fetched the amount either from the Program Subject or Subject level where the user has already set up the fee. A user can also edit the amount if he wishes to enter a different amount other than fetched by the system.

Not sure how to set up the subject fee. Kindly, read the post How to set up Subject Fees > Program and Subject levels?

IMPORTANT – The system will always fetch the fee amount from the program level and if it can not find any fee set up at the program subject level then it will fetch it from the subject level.

On the Application – Invoice Preview screen, the system will generate the invoices for the Subjects as shown below:

Note: The invoice date will always be the Subject’s Start date and by default, the invoice due date is also the same. If you wish to change the invoice due date, kindly contact our support team.

After the application is created, the user can check the financials on the Applicant Dashboard.

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Important Links

How to edit Subject Invoices?

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Application Level

To edit the subject’s invoices, you need to go to the Application Dashboard > Financials Tile > Actions column > Edit icon as shown below in the screenshot:

  • Once you have selected the edit icon, the system will take you to the Application Dashboard – Edit Invoice screen, where you can edit the subject’s invoice by selecting the edit icon from the Invoice details tile as shown below:
  • By selecting the edit option, you can edit the fees in the Fee Selection tile and then select Add button and Save as highlighted below:

Enrolment Level

  • The user can also edit the subject’s invoice from the edit icon on the Enrolment Dashboard > Student Financial Details screen as shown below:
  • By selecting the edit icon, the system will take you to the Enrolment Dashboard > Edit Invoice screen and there you can edit the invoice and Save it as shown below:

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Important Links

Generate Offer Letter > Student Dashboard

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Initially, the system was generating the offer letter from the application level but now the users can generate the offer letter from the Student Dashboard too.

Note: A user can select more than one enrolment to generate the offer letter.

To generate an offer letter, you need to go to the student dashboard > select the enrolment’s tick box and then select the Burger menu and Print offer letter as shown below:

When the Print offer letter is selected, the floating window will open and you can select your customised offer letter template from the drop down and select the generate button as shown below.

Change – Displaying subjects in sequence order

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Enrolment Dashboard > Result and Progress > Training plan & Results icon

On Training Plan and Results screen, we have made a visual change. Now a user will be able to see the subjects in the grid as per the sequence numbers allocated to all the subjects.

All the subjects will be displayed in the ascending sequence numbers.

THINGS TO REMEMBER

> The system is showing the sequence numbers from the course definition. A user can edit the same at the training plan and result screen.

What’s New – Program and Campus > Linked Program – tick box No longer accepting applications

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We have introduced a new tick box ‘No longer accepting applications‘ at the Program and Campus > Program levels.

Note: If this tick box is selected at the Program level then it will not show the Program with any Campus while the Application Process and if you select this tick box at the campus level for a program then that particular program will not be visible for that specific campus.

Program Level

  • For a Program when you are on the Program > Details screen, you will see the No Longer Accepting Applications tick box as shown below:

Note: If this tick box is selected for a Program then that particular Program will not be visible for any Campus while the Application Process, So instead of making a Program inactive, we recommend you to use this tick-box, so that it will not appear when you are creating applications.

Campus Level

For a Campus, if the user does not want the Program to be visible in the Application Process for the specific campuses then they need to follow the below steps:

  • To select this tick box for a specific campus then you need to go to the Campus screen. So when you are on the Campus screen, you need to select the edit icon under the Actions column for the Campus as shown below:
  • When you have edited the Campus, go to Burger Menu > Linked Program Icon and you will be taken to the Campus Entry > Linked Program screen as shown below:
  • On the Linked Program screen, search for the Program and then edit the Program by selecting the edit icon under the Actions column as highlighted below:
  • When you will click on the edit icon, it will open the pop window on your screen where you can select the ‘No Longer Accepting Applications‘ tick box and save as you can see in the below screen shot.

This way the Program will not be visible for the campus for which you have selected the No Longer accepting applications tick box.

Change – Intake Entry Screen

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Dashboard > Academics > Intakes > Intake Entry

We have introduced a new tick box called ‘No Longer Accepting Applications‘ on the Academic Main Menu > Intakes > Intake Entry screen as shown in the screenshot below:

Note: If this new tick box is selected for any intake, then that particular intake will not be visible in the intake dropdown while the creation of applications. So instead of making an intake inactive, we recommend you to use this new tick-box.

Program’s Subjects – New tick Box – Work Placement

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In TEAMS, We have added a new tick box called Work Placement for the Subjects under the Program Entry screen.

  • If you want to tick the Work Placement tick box for the subjects for the specific Program, then you need to go to the Program Entry screen > Burger Menu > Subject Icon as highlighted below:
  • When you are on the Program Entry > Program Subjects screen, there you need to click on the edit icon under the Action’s column as shown below:
  • When you edit the subject, it will open the pop window on the screen and there you will see the Work Placement tick box which you can tick and save for the specific subject.
  • Once you have ticked the tick box, it will show you the column with Work Placement ticked on the Programs Subjects screen.

What’s New: Practical and Theory Classes

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To make it easy for our every client to track practical and theory classes, we now have introduced new radio buttons for you to set a class type as practical, theory or both.

The popup window that you use to create a class has now new fields as highlighted below:

You can select these radio button set your class type and accordingly, the data will be printed in the ASQA class roll report.

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

Program-settings screen-Study Sequence for this Program Changes

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Dashboard > Academics > Programs > Program Entry settings Screen

Earlier on the Programs > Settings screen, we used to show a tick box for Allow Flexible Study Sequence but now we have changed the tick box and label name from “Allow Flexible Study Sequence” to “Study Sequence for this Program” and introduced two radio buttons Fixed and Rolling next to the Study Sequence for this Program.

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au