Enrolments - Documents

It is possible to generate a range of personalised documents relating to the Enrolment to then email to the Student, Agent or other interested party.

Creating Documents

• Open the Enrolment for the student that you wish to generate the documents for.

• Navigate down to the “Enrolment Documents” panel.

• Click on “Create Documents”. This will open the “Documents” screen.

Open

Selecting the Documents for creation

1. Click on “Create” next to each document that you would like to create.

   1. This will start a process in the background to create the document, and the status will change to “Creating”

2. When you have selected all the documents that you wish to create, press Exit to return to the Enrolment screen.

Open

Notes:

• The list of documents will vary for each school depending on requirements.

• Some documents only appear in specific scenarios - for example, it is not possible to generate an Invoice document if the enrolment has not yet been invoiced. When it has been fully invoiced, it is no longer possible to generate any Proforma documents.

• Some documents are locked to a specific language. Adjust the Correspondance Language filter to ALL if you cannot see the document you wish to create.

• If you still cannot see the document you would like, it may not be configured correctly. Please speak to your System Administrator.

Viewing and Editing Documents

1. When you return to the Enrolment screen, navigate down to the Enrolment Documents panel. Your documents will be waiting for you - when the generation process is complete, there will be a green tick displayed. Larger or more complex documents may take a few moments to complete.

2. Click on “View” to open the document in Google Docs. Any changes you make here will be saved instantly and included when sending to the recipient.

   1. Note: when the document is sent, it is converted to PDF format so it is not possible for the recipient to edit.

• IMPORTANT: Never edit any financial data on invoices, credit notes, memos or proformas. This will create a mismatch between the finance data in the system and the finance data received by the student or agent which could cause potentially very serious issues. Adjust the enrolment finance as required and regenerate the document.