Invoicing

• Invoicing commits the finance transactions (also known as Finance Journals) to the system, creating an audit trail of any further finance transactions from that point on.

  • Only invoice when you are ready and sure the finance is correct and as required. If in any doubt, or the figures are not as you would expect, please seek support BEFORE invoicing.

  • Further changes to the Enrolment are possible, but will result in Credit Notes (if the amount is being reduced) or further invoices (if additional amounts are subsequently due).

  • Invoiced income is also know as “posted” income - compare to unposted income in this article.

• The point at which to which to invoice an Enrolment can vary depending on your school’s policies. Typically, invoicing happens at one of three different points:

  • When the reservation is received;

  • When the flight details or visa letter for example are received;

  • On the course start date when the student has arrived.

• Please check with your Finance Team when you should invoice for an Enrolment.

Invoicing Options

• 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.

  • Manual Invoicing: 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. For more information, please see these articles.

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, Commissions can be automatically generated on to the Agent Creditor ledger - a ledger account separate to the Agent Debtor account.

• 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.

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