Manual Credits should only be used in exceptional circumstance. In the ideal world they should only be created by the finance team. Not all staff will have access to creating a manual credit. If you need access please contact your systems administrator.
In general manual Credits should not be used for the creation of credits that are directly related to a single enrolment. These should be processed through the student account as a change to the enrolment. In exceptional circumstance a manual credit can be used to write off small debts on a student or agent account.
Notes
- Not all services are set up for manual invoicing. if the service code you need is not available from the drop down list, please contact your systems administrator.
- When posted the manual credit will create finance records and spread the income in the same way as the changing a student booking. so it is vital the information is entered correctly.
- You cannot part create a manual credit, there is no temporary save option, once it is completed and saved the income is posted.
- If a mistake is made and the credit note is posted, please see finance immediately, they will have to create an invoice to balance the credit off and then do the correct invoice again. Care should be taken with this process !
Before starting the credit you will need to gather the below information.
- Course, accommodation, transfer and sundry service codes.
- The total price for each of the above.
- Any agent, student or company name if required.
- Any commission or discount percent to apply to an agent.
- The due date of the invoice.
- The dates the bookings start and end if you are applying a credit to resolve an issue with a booking and cannot do it through the enrolment screen.
Step-by-step guide
To create the credit open the student, agent or company record you wish to assign the credit to.
Click on ‘View finance’
Click on ‘Manual Invoice Credit’.
Note: You may note the ‘post invoice’ button on the screen, this will change to ‘Post credit note’ if the sum of the transactions is below zero’.
There are two steps to this process.
Firstly we create the Credit ‘header’.
- If there is a related agent, student or company that will be impacted by this change, add their details
- Enter the posting date, generally the date of creating the credit. Tip – Clicking on ‘today’s’ date which is shown next to the enter date window will put today’s date into the box.
- Enter the ‘due date’.
- Enter in a meaningful description for the credit. For example ‘Credit for a booking for Phil’s company 2016 group made in error’
Secondly we create the credit note line items.
Each item that needs to be credited needs to be detailed here.
NOTE
It is VERY important to note that the start and end dates are critical in how the income is created in Schoolworks. When a booking is put on in the normal manner through the student account and enrolment process the start and end date entered for courses, or calculated for accommodation and transfers is used to spread the income for that course across the full range of dates. This process needs to be replicated here to ensure the invoiced amount is removed from the correct period.
- Click on ‘Add Service’.
- Select the service – I recommend doing these in the same order as you would a normal booking, for example, course followed by accommodation, arrival transfer, departure transfer and then sundry items.
- Enter the start and end dates. For transfers the start and end date will be the same as the transfer only happens on one day. Do both arrival and departure transfers individually.
- Enter a description – this will be the line that appears on the invoice. So make it meaningful. For instance, ‘Phil invoice error’.
- Enter the quantity. Note: The process is used for both invoicing and crediting. You MUST tell the system this is a credit note, this is done by making the quantity a negative.
- Enter the unit of sale.(Usually set to QTY (each) in the manual credit process.
- Enter the unit amount as a positive. This will calculate the total amount and display it in the total amount box – double check the calculated amount it is a negative !
- If you need to do an agent commission, enter the percentage here.
- The other boxes can remain as they are.
I have completed an example below.
When finished, click on ‘Save’. This will return you to the header page and display the line totals as they accumulate. Double check the amount is a negative.
You may also note the ‘post invoice’ button has now changed to ‘post credit note’
Repeat the above for the other services.
Once you have completed all the transaction lines, and have checked the amounts and dates are correct, click on ‘Post credit note’.
Done!