A new system setting has been implemented in the system, which is called Set Send email to all as yes by default. This setting applies to the campus level, and when it is enabled, the Send to All Email Address tick box will be selected by default on the New Applicant, Edit Student, and Add/Edit Agent screens.
This means that emails will be sent to all email addresses by default, without requiring you to manually select the tick box.
IMPORTANT – This is a system setting and if you wish to turn on this setting, please contact our support teamand they will assist you in making the necessary changes to your organisation site.
If your organisation’s Set Send emails to all as yes by default setting is enabled, you will receive a prompt message on the Applicant, Student and Agent levels. However, if the Send to All Email Address option is not enabled for applicants/students or agents, you will need to select the corresponding tick box for Send emails to all and save the changes.
A new feature has been implemented on the Application Finished screen that includes additional buttons called +Add OSHC Provider Details and +Add AVETMISS Settings.
Upon selecting the OSHC Provider Details button, a pop-up window will appear on the screen, which will allow you to enter and save the OSHC (Overseas Student Health Cover) details for the application. This new functionality will provide you with a more convenient way to add and manage OSHC information within the application process. Or you can also add their OSHC details for the application from the Applicant Profile by clicking on the Overseas icon.
Upon Selecting the AVETMISS Settings Button, this will take you to the Application Dashboard > Application AVETMISS Settings screen, where you can update both the application level AVETMISS settings and the subject level AVETMISS settings. This page allows you to customize the settings that determine how your application handles AVETMISS data, which is essential for managing and reporting on vocational education and training in Australia.
Business Rules: When a program is linked to a subject and the subject type is set to Unit of Competency, an option to add AVETMISS settings will appear on the Application Finished process. This allows you to configure the AVETMISS settings for that particular subject, which is important for accurate tracking and reporting of vocational education and training in Australia.
Recently, we have added a new option namely Patter on the New Application – Edit Invoice Screen. This option allows users to recalculate invoices based on their selection. With the Patter option, users can quickly and easily update their invoices without having to manually adjust each item
To calculate the total number of weeks for the enrolment period, the system takes into account the enrolment start and end dates. You can input the total number of weeks in the text box labelled Invoicing Frequency (weeks) by entering an integer value. In addition, need to enter the invoice date and invoice due date to recalculate the invoices based on the selected invoicing frequency. By entering these details, the system will automatically calculate the amount due for each invoice based on the enrolment period and invoicing frequency.
Note – When calculating the invoicing frequency for your enrolment, the system will take the total number of weeks in your enrolment period and divide it by the number of invoicing frequencies that you have entered. For example, if your enrolment period is 52 weeks and you have chosen to invoice every 4 weeks, the system will divide 51 by 4 to give you 13 invoicing periods. This means that you will receive 13 invoices over the course of your enrolment, each covering a 4-week period.
Also, If the quotient obtained by dividing the total weeks of enrolment by the number of invoicing frequencies results in a decimal value, the system will round off the value to the nearest whole number. For example, if the result is 4.3, the system will round it off to 4 and create 4 invoices. Similarly, if the result is 5.7, the system will round it off to 6 and generate 6 invoices.
In the past, the system used to automatically split discounts among each invoice while doing the application. However, now we have added the ability in the system that allows you to add and edit discounts for each invoice individually.
This feature is available on the New Application – Edit Invoices screen, providing more flexibility and control over the discounting process. By allowing you to apply discounts on a per-invoice basis, it can make it easier to manage and track discounts and ensure that they are accurately applied to each invoice.
This screen lets you enter the contact logs for the agent. You will be able to view the agent’s current contact logs on the grid and make edits or deletions as necessary.
You can add or modify the details of the agent’s contact logs using the screens provided below.
When you choose the “documents” option from the hamburger menu, a screen will appear where you can add documents for the agent by selecting the “+Add” button.
Once you select the “+Add” button, a pop-up window will appear on the screen where you can choose the document you want to upload for the agent.
The field’s name and explanations are given below:
Fields
Explanation
Upload Date
It will show you today’s date and will get auto-populated in the field
Notes
You can write any notes for your own reference.
Document Type
This is a user code in TEAMS and based on the User Code created in TEAMS, you can select the document type
Document Name
It will show the name of the document which you have selected.
Public Document
Tick this box if you want to make the document public.
On the Agent Pending Payment Step 2 screen, the grid will display all the commission invoices that were selected in step 1. The Pending Payment Details section will replace the filter section on this screen. In the Pending Payment Details section, you must enter the payment details for the selected invoices. This includes information such as the payment date, payment method, and payment reference number. Once this information is entered, you can review the pending payment invoice before finalizing it. The Pending Payment Details section on the Agent Pending Payment Step 2 screen is where you can enter the necessary payment details to create a pending payment invoice.
Note: You are required to enter the Agent Invoice number and Agent Invoice Date for the selected commission invoices in the Pending Payment Details section. Once these details are entered, the system will automatically populate the values in the Inv. No. and Inv. Date columns in the grid for each selected invoice. This automation ensures that the correct information is recorded for each commission invoice, making it easier for you to keep track of payment details. By entering the Agent Invoice number and Agent Invoice Date, users can ensure that the correct information is associated with each commission invoice in the grid.
IMPORTANT – If an agent has not sent any invoice yet, you can leave the Agent Invoice number and Agent Invoice Date fields empty when creating a pending payment invoice on the Agent Pending Payment Step 2 screen. These fields can be edited in the future once the agent provides the necessary information.
The Scheduled Payment Date is the only mandatory field that must be filled in to save the pending payment batch. This field specifies the date on which the payment for the selected commission invoices is scheduled to be made. By leaving the Agent Invoice number and Agent Invoice Date fields empty for agents who have not yet provided this information, you can create pending payment invoices for those agents without delay. Once the agent provides the necessary information, these fields can be updated to ensure that the correct information is recorded for each commission invoice.
Once all the necessary information has been entered in the Pending Payment Details section of the Agent Pending Payment, you can select the Finish button located at the top of the screen and will finalise the pending payment invoice for the selected commission invoices. Before selecting the Finish button, you should review the information entered in the Pending Payment Details section to ensure that it is accurate and complete.
On the Agent Commission Payment screen, you can view commission invoices for agents in a grid format. Additionally, you can also create a new pending payment invoice for these commission invoices. To filter the invoices, you need to select mandatory fields like Campus and Invoices due as at. The Agent Commission Invoices Grid will then display all the commission invoices that match the selected parameters.
IMPORTANT – If the student is not appearing on the commission payment screen then please make sure that the student’s commission due date is falling under Invoice Due As At Date and have selected the correct Campus from the parameters.
To create an agent pending payments invoice, please follow the steps given below:
Select the necessary parameters for filtering the commission invoices. The mandatory fields are Campus and Invoices due as at.
Once you have selected the parameters, Select the Search button. The Agent Commission Invoices Grid will load all the commission invoices that match the selected filters.
Find the column named “TEAMS Agent Inv Date and Look for the tick box that is located right beside this column.
Select the box for the commission invoices that you want and then select the Next button on the right hand corner of the screen.
Note: On the Agent Commission Payment screen, the Stud Rec Amount column displays the amount that is received from the student for the outstanding commission invoice. If the student invoice for the outstanding commission invoice is not paid yet, the amount displayed in the Stud Rec Amount column will be in red font. This is a visual cue that the payment for the student invoice is still outstanding and needs to be collected. By checking the Stud Rec Amount column in the Agent Commission Invoices Grid, you can easily identify which commission invoices still require payment from students.
This screen is designed to enable the user to input and manage the primary contact for an agent. The user can add new contacts or edit and delete existing ones using the grid view provided. The grid view will display the current contacts associated with the agent and allow the user to modify them as necessary. This feature provides an efficient way for users to manage their contacts within the system and ensure that the information is up-to-date and accurate.
There are two screens within the system that allow users to add or edit the contact details of an agent. The first screen is accessed from the Agent Dashboard by selecting the Agent Profile Tile and then selecting the Edit Agent button. From there, the user can access the Burger Menu and select Contacts to view and manage the agent’s contact information.
The second screen is available from the Agent Welcome screen, which is accessed by adding a new agent to the system. Once on the Agent Welcome screen, the user can select the edit agent icon from the grid and then can access the Burger Menu and select Contacts to add or modify the agent’s contact information.
Both screens offer users a quick and easy way to manage an agent’s contact details. By providing multiple access points to this feature, the system ensures that users can efficiently add, edit, or delete contact information as needed.
1. If you are not seeing the pending payment welcome screen and instead are seeing the Commission payment screen, it could be because the system setting is not enabled for your site. The pending payment welcome screen is a feature that displays pending payment batches that have not been paid or approved yet.
2. To enable this feature, you will need to contact support to turn on the system setting for your site. Once the setting is turned on, you should be able to access the pending payment welcome screen and view all pending payment batches that require processing or approval.
3. The pending payment welcome screen is a system feature that displays all pending payment batches that have not yet been paid or approved. Once a payment batch has been marked as paid or approved, it will no longer appear on the pending payment welcome screen.
In TEAMS, when a commission invoice is generated, an agent commission invoice number is also generated, and the invoice date is set to match the student invoice date linked to the enrolment. However, it’s important to note that the actual agent invoice number and invoice date may differ from the ones generated by TEAMS. This is because some agents may choose to assign their own invoice numbers and dates to the commission they receive from TEAMS.
Additionally, not all agent commissions are pre-deducted by agents. In some cases, commissions may be post-deducted, which means that the commission amount is deducted from the payment made to the agent after the payment has been received by TEAMS. This may impact the timing of the commission payment and the amount of funds that are received by the agent.
This screen will show all the pending outstanding payments which are not paid to the agents.
To open the pending payments screen, kindly follow the below-given steps:
Enter the name of the agent you wish to view and select the appropriate agent from the list of options provided. Once you have selected the agent, the system will open the Agent Dashboard.
Select the commission payment icon
It will open the commission pending payment screen. This will open the commission pending payment screen. The screen displays all the pending outstanding payments that have not been paid to the agents.
You can edit a payment batch if necessary. However, if the payment batch is already paid or approved, you can only mark it as paid by selecting the icon under the actions column.
If you wish to delete a batch, you can click on the delete icon located under the action column.
Note: When deleting a payment batch in the system, it’s important to note that all payments included in that batch will be deleted. This includes both partial and full payments that were associated with the batch. Therefore, it’s essential to review the payment batch carefully before proceeding with the deletion process to avoid accidentally deleting any necessary payment information. Once the payment batch has been deleted, it cannot be retrieved or recovered, so it’s crucial to take the necessary precautions to ensure that the deletion is intentional and necessary.
icon
a payment batch if necessary. However, if the payment batch is already paid or approved, you can only mark it as paid by selecting the 
icon under the actions column.