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.
If you wish to report a student as FEE HELP then you need to set up the student with the FEE HELP settings in TEAMS.
IMPORTANT: The student can over time be set as both VSL and HEd FEE HELP and should be enrolled in a program that has been set up for FEE HELP. However, an enrolment can only be one of the FEE HELP options, it cannot be both.
Also, FEE HELP uses the terminology of the Unit of Study that a student has a loan for. In TEAMS we also use the term for a group/cluster of Subjects that link to a Unit of Subject (UoS). However, if you do not use the TEAMS UoS but Subjects for a program then you need to remember when we discuss a Unit of Study for FEE HELP it is also relating to the Subjects for an application or enrolment.
Note: Before creating the application please make sure that the FEE HELP settings have been updated at the Program level and Subject/UoS level.
For Application and Enrolment
Follow the below steps to enter FEE HELP:
While creating the application in TEAMS for a FEE HELP applicant then you need to tick the FEE HELP tick box option in the New Applicant screen when you are doing a new application.
Once the application has been created then you need to open the Application Dashboard and click on the Fee Help Settings icon from the applicant profile tile. The system will take you to the Fee Help settings screen and you need to enter the data in the field.
Note: There is a tick box called “This is a Fee Help Enrolment” which should be ticked if you want to report this student enrolment as a FEE HELP after approving it.
When the application is approved, all the settings that you have updated on the “Fee Help Setting” while creating the application, the system will carry forward them to the enrolment level FEE HELP Settings.
On Enrolment Dashboard > FEE HELP Settings, all the UoS or Subject level settings will appear on the UoS FH setting tab under the grid. You can edit and update them by clicking on the edit button from the action column.
After, clicking on the edit icon, the system will open a floating window of Edit Fee Help settings from where you can edit and update the settings and then select the SAVE button in the bottom right-hand corner of the screen.
On Enrolment Dashboard > Fee help loan screen, all the UoS/subjects will be visible which are linked with the enrolment. You can edit the Fee help loan by clicking on the edit icon from the Action column.
After clicking on the edit icon, the system will open the floating window from where you can edit and update the settings and then select the SAVE button in the bottom right-hand corner of the screen.
Note: In the above screen, you can see the Unit of studies is visible on the Fee help loan screen/Fee Help setting screen. There is a system setting which is called Loan calculation based on. Under this system setting, you can choose a Subject or Unit of study to calculate the loan amount. On the selection of UoS, the system will show all the linked units of studies with the enrolment on the Fee Help loan screen and Fee Help setting screen. Same as if the subject set is chosen then the system will show the linked subjects with the enrolment on the Fee Help loan screen and fee Help setting screen.
For existing Applicant and Student:
Note: Depending on what stage your student is at in TEAMS i.e. Applicant & Application or Student & Enrolment, determines where you need to go and update FEE HELP information you do not need to do it at both levels if it is a student with an enrolment. Just go to the Student Dashboard and update from there.
If you wish to flag an existing applicant or student as a FEE HELP student then you need to tick the relevant FEE Help option as explained below:
For an Applicant you need to go to Applicant Dashboard > select the FEE HELP icon to open the Edit Applicant details screen. There you can tick the relevant FEE HELP for an applicant and then save the screen.
For a student you need to go to Student Dashboard > select the FEE HELP icon to open the Edit Student details screen. There you can tick the relevant FEE HELP for a student and then save the screen
Also, on the Student Dashboard from the student summary tile, the user needs to click on the edit VSL student to update the TFN #, CHESSN # and other information related to the student and select the Save button.
It is a user code dropdown field. One can create multiple agent types in the system and can use them while creating agents.
Comm. Paid
If the Pay Commission tick box is selected on the agent Entry screen then the report will show you Yes otherwise the report will show you No.
Commission Template
It will show the default commission template selected on the agent entry screen.
Contract Renewal Date
It will show you the Contract Expiry Date selected on the Agents entry screen > Details tab.
login
Agent login is present on the agent entry details tab. This is used as the username in the agent portal.
Agent Password
The agent admin password is present on the agent entry details tab. This is used as the password in the agent portal.
Vendor Code
Vendor Code of the Agent.
Purchase Order Amount
It will show you the Purchase Order Amount selected on the Agents entry screen > Details tab
Active
It will show you Y if the agent is active and N if the agent is inactive.
Campus
If the Agent is linked to more than one campus then this column will show you all linked campuses as comma separated. And if all campuses are linked to the agent then the system will show you “All” in the column.
Pre-deducted Commission
If the Pre-deducted Commission tick is selected for the Agent on the agent entry screen > details screen then it will show you Y otherwise It will show you N.
Charge GST
If the Charge GST tick box is selected on the Agent Entry screen then it will show you Y otherwise it will show you N.
Phone #
Agent’s Phone number.
Mobile #
Agent’s Mobile number.
Fax #
Agent’s Fax number.
Email Address
This column will show all the Email Addresses as comma separated i.e primary email, secondary, and additional email addresses.
Web Address
Website address of the Agent.
Local Address
The local Address of the Agent added on the Agent Entry screen > Local Address Tab.
Mailing Address
The Mailing Address of the Agent added on the Agent Entry screen > Local Address Tab.
Country
Country of the Agent.
Contact
This column will show you the contacts added in the burger menu on the agent entry screen.
Email Address
Email Address of the Agent
ABN
ABN details added on the Agent Entry screen.
Total Students
Total Students linked to the agent.
Total Enrolments
Total Enrolments linked to the agent.
Acct Manager
Account Manager linked to the agent on the agent entry screen.
Now we are also displaying the reference in the refund transaction details on the student financial screen.
Note – You will be able to see the reference value entered while creating the refund and also you can print the reference value in the refund report as well.
We have added new checkboxes in the Refund and Transfer screens for Refund and Cancel and Transfer and Cancel. Where you select the new tick box, the system will cancel the receipted amount against the relevant invoice. This means it could cancel the entire invoice OR the receipted amount for the fee linked in the invoice.
Refund and Cancel:
This check box has been added under the Refund screen and can be used while refunding the receipted amount. By selecting this tick box, the system will cancel that refunded amount from the total invoice amount. For example, if you have an invoice for $500 and the receipt amount is also $500. When you do a refund on the receipt amount for $500, if you select the tick box for Refund and Cancel, then the system will create the refund entry and also cancel the invoice as well. Whereas, the same invoice for $500 but there is a receipt for only $200 and you want to refund that receipted amount. The system will do the refund entry for $200 and cancel out $200 from the invoice so the invoice amount will then be only $300.
Transfer and Cancel:
This check box has been added under the Transfer screen and can be used while transferring the receipted amount. By selecting this tick box, the system will use the same logic as for Refund and Cancel, for the invoice that the receipted amount is being transferred from.
When you view agent payments from the Enrolment Dashboard > Agent Financial screen, for all new pre-deducted payments you do (student receipt) it will show you which student invoice it was linked to.
We have added two new columns on the agent commission payment screen that you use to record your post-deducted commissions. The new columns are:
Commission to be Paid
Balance Commission to be Paid
Explanation:
Comm. to be Paid: This column will show you the commission which is truly due on the paid amount.
Example: If a student’s invoice for tuition fee is $6,600 and total commission is $1,980. And the student just paid $5,000 out of $6,600. In such case, this newly added column will show you the commission due to be paid on $5,000. This way, it will be easy for everyone to see the commission according to how much tuition fee a student paid instead of doing the calculations manually.
Bal. Comm. to be Paid: This column will show you the proportionate balance commission to be paid. Now, if I will continue with the above example where total commission is $1,980 and student paid only $5,000. On $5,000, the commission is $1,500. And let’s say, you have paid $1,000 commission to the agent out of that $1,500. The Bal. Comm. to be Paid column will show the proportionate balance i.e $500. See the below screenshot:
Student Inv Amount – This column will show you the total Tuition Fee for the student’s invoice that the system calculates commission on.
Student Rec Amount – This column will show you the paid Tuition Fee for the specific student invoice.
Ag Inv Amount – This column will show you the total agent commission for the student’s invoice. It will calculate the commission based on the commission rate updated for the agent. Referring to the same example as highlighted in the screenshot where total Tuition Fee is $6,600 and commission rate for the agent is 30%. Hence why the commission is $1,980 ($6,600 * 30/100).
Comm. to be paid – This column will show you the total agent commission to be paid. Referring to the same example as highlighted in the screenshot where student has paid $5,000 out of $6,600 and the commission on this $5,000 would be $1,500. The system will look at the commission rate that was used to calculate the original agent commission, such as 30% in the above example and calculates what the proportionate amount of the commission is due to be paid.
Comm. Paid – This column will show the commission which has already been paid to the agent either by a pre-deducted (student’s receipt) or post-paid using the commission payment screen. If there is no commission paid, then you will see $0.00 in this column.
Bal. Comm. to be Paid – This column will show you the proportionate balance commission to be paid. So using the example above, it is column 4 – column 5. However, if there was no commission paid and the amount in this column will be equals to column 4 which means $1,500.
Balance – The column will show you the total pending commission for the agent’s commission invoice. So using the example above, it is column 3 – column 5.
In a similar fashion to how the changes were made in the receipt process for any overpayment by a student, you now will be able to enter a pre-deducted agent commission amount more than what is raised for a specific student invoice.
IMPORTANT: While creating the receipt for the student, the system will only allow you to add an overpaid amount for the agent commission if it is less than or equal to the student invoice amount.
For example, If there is $1925 pending for the agent commission and you are going to record a receipt for one agent where the student invoice is $1000 and you are paying $1200 for the agent commission. In such a scenario, the system will not allow you to save your overpayment. However, if the paid amount by the student is $1000 for the agent commission which is equal to the student’s pending invoice ($1000) then the system will save your overpayment and will balance out the commission accordingly for the other invoices.
