Schoolworks can invoice in one of two ways.
Enrolment invoicing is a semi automatic process which takes place in the Enrolment screen.
As each booking is created in Schoolworks, Schoolworks creates a set of Journals (or Price lines) on the appropriate Account record which can be invoiced at any point in the booking process.
Alternatively, a Manual Invoice (without the requirement of an Enrolment or Booking(s)) can be directly raised on any Student, Agent or Company Account - manual invoices should be generally avoided but they can be useful for one-off charges, or special credits for a free course or marketing contributions to agents.
Enrolment Invoicing
Enrolment Invoicing happens in the Enrolment screen; and invoices can be raised onto the Student, Agent or Company Debtor account.
In some cases, if configured,
For example, for a Student Direct Enrolment, the finance Account will be the Student. For an Agent Net Enrolment, the Account will be the Agent. For a Student Gross (Agent) Enrolment, the Account will be the Student (but with a Commission set aside on the Agent Account Creditor Ledger, and for a Company Enrolment the Account will be the Company (but the the option to set aside a Commission on the Agent Account Creditor Ledger).
As each Booking is added to the Enrolment, Schoolworks will create Finance Journals (or Price lines).
After each booking is added, the user has the option to Invoice the Finance Journals in the Enrolment.
Once the Enrolment has been invoiced, the invoice cannot be changed.
Changes to an Enrolment
Once the Bookings have been Invoiced, further changes to the Enrolment can with either generate a Change Invoice (for the difference) OR reverse the original Invoice (with a Credit OR CRE-XXXX) and then a new invoice (INV-YYYY) with all the Bookings (inside the Enrolment) - reversing all the transactions with a Credit document, and generating a new Invoice (for all the booking in the Enrolment) is called ‘Credit & ReInvoice’.
Whether you create a difference Invoice or a Credit and ReInvoice is controlled by the Credit and ReInvoice tickbox at the top of the Enrolment Details area.
This setting defaults to ticked (ON) if todays date is prior to the Enrolment Start Date (i.e. the student has not yet started their first course) and is unticked (OFF) if todays date is after the Enrolment Start Date (i.e. the student has started their first course).
The rationale for the default, is that prior to arrival, the student, agent or company usually prefers a ‘fresh invoice for everything’ regardless of the number of booking changes, but once the student has commenced their course, would usually want an invoice for any differences in the change in their Enrolment.
Example - A difference invoice (Credit and Reinvoice is unticked)
Example 2 - Credit & ReInvoice - a new invoice with all bookings
Auto Allocation
When Credit & ReInvoice is applied, if the original invoice is not already allocated to a Receipt, Schoolworks will automatically allocate the original Invoice to the new Credit.
To Credit & ReInvoice (or Not)…
In order to keep the finance as simple as possible - and so credit controllers know which invoice(s) to chase, it very important to ensure the correct use of Credit and ReInvoice.
For example, it may be that a late change is made to the students Enrolment after the student starts but it is desired by the Student, Agent or Company to have only one invoice to pay - in particular if they or the Agent or Company have not paid yet - so there may be cases where you should overide the default behaviour and to tick the Credit & ReInvoice tickbox.