Troubleshooting - Invoiced Full Enrolment instead of Partial Invoice

• This article outlines the steps to take if a user has inadvertently invoiced the full Enrolment when they only needed to partial invoice a deposit or instalment.

Considerations

• Have any of the prices been manually amended?

• Has the student been placed in Classes and/or accommodation?

  • If placed in Classes, has attendance been logged for the Student?

Option 1 - Use Reprice button

• Regardless of whether the Enrolment is current or future, and therefore whether Credit/Reinvoice is ticked or not on the Enrolment, the Reprice button will credit all existing invoices on the Enrolment with one Credit Note, then present unposted finance for all Bookings.

• This option is preferred if the student has been placed and potentially attendance logged. The Bookings are not affected and therefore any placements and attendance data will remain in place.

• Example: Course Booking added with termly instalment option, but invoiced for total amount:

Open

• Press Reprice button and press OK on the dialogue box that is presented:

  • Please note, any manual pricing will be lost and will need to be re-entered.

Open

• The Enrolment will then be in a position where the initial invoice will be credited and the instalments will again be unposted:

• Press Save Changes.

  • Exit Discard Changes if the finance is not as expected and escalate to your Systems Administrator.

• Press the Partial Invoice button and select the Booking instalment that should be invoiced, and press the TOTAL invoice button:

• The original invoice for the full enrolment has now been credited off and a new invoice generated just for the first instalment:

• The remaining instalments can then be invoiced in future as required.

Option 2 - Cancel the Enrolment and create New

• If the student has not been placed and there is no attendance data, it may be simplest/quickest to cancel the Enrolment and create a new Enrolment.

  • This will credit off any invoices already generated.

• Please note, this will also cancel any placements, and any attendance data for those placements will be lost.