Invoice Changes to Student (post arrival) DRAFT

A common scenario is that the Enrolment has been originally invoiced pre-arrival as 'Agent Net', meaning we are expecting payment from the agent which we will receipt onto the agent account; however post-arrival, a further booking change is required, which requires an extension or an upgrade to the original booking but this is to be invoiced to the student, who will pay the difference in price.

Schoolworks has a special feature to cope with this, called Invoice Changes to Student. When this is enabled, any further changes to the enrolment will be invoiced to the student.  Any existing finance will remain on the agent account.

In summary:

• Pre arrival, Invoice = Agent Net
• Agent is invoiced and will be paying the invoice
• Student arrives
• Student is to be invoiced for a change that they are to pay for (i.e. a difference invoice)

Quick Steps

• Edit Enrolment
• Set 'Invoice Changes to Student' to either
  • After Enrolment Start (if today is after enrolment start)
  • From Now On
• Update
• Edit Bookings
• Check Finance
  • Student Account
    • Schoolworks will CREDIT the entire booking finance (for the booking line being changed) back to the Student Account
    • Schoolworks will DEBIT any further finance back to the Student Account
    • The result will be the difference invoice/payable by the Student
  • Agent Debtor Account
    • No Changes
  • Agent Creditor Account
    • Schoolworks will DEBIT the booking commissions back to the Agent Creditor Account 
    • Schoolworks will CREDIT further finance back to the Agent Creditor Account- to ensure the agent receives commission on the extension or upgrade
    • The result will be the difference in commission for the Agent (based on the changes paid for by the Student)

Example - Agent Net Enrolment

The following is the Enrolment - Invoice Agent Net, pre arrival for a 9 week GE course:

Post Arrival

The Student has arrived and wishes to shorten their GE Course to 6 weeks, add on a 3 week IELTS course, and the Student is Invoiced for the Difference of this Change:

Steps

• Edit Enrolment Details
  • Set Invoice Changes to After Enrolment Start or From Now On
    • Note: this may already be set depending on the agent account settings
  • Update
• Edit GE Booking
  • Change 9 weeks to 6 weeks
  • Update
• Add New Course Booking
  • Select IELTS Course
  • Start Date 26/8/19, 3 weeks
  • Update
• Observe Finance
  • Student credited back the total original Gross 9 weeks GE
  • Student debited Gross 6 weeks GE
  • Student debited Gross 3 weeks GE
  • Balance is difference due of £705.00
  • Agent Creditor debited original commission 9 weeks GE
  • Agent Creditor credited 6 weeks GE 
  • Agent Creditor credited 3 weeks GE
  • Balance is difference additional commission payable of -£141.00

Tips, Comments and when to use Invoice Changes to Student

• Invoice Changes to Student cannot be easily undone, so please be certain that you wish to use it and the finance looks correct BEFORE saving and invoicing
  • Please only use Invoice Changes to Student if you are sure the changes should be invoiced to student
• If the change you are making is the only time you are likely to use Invoice Changes to Student, go back to edit the enrolment and set Invoice Changes to Student back to NO
• Do not use Invoice Changes to Student if:
  • Adding a sundry that the student wishes to pay for - add a separate booking line and change the booking invoice method to Student Gross, for these situations
  • Adding a course or accommodation extension that the Student intends to pay for - we always recommend to add a new booking line for extensions; so add a separate booking line and change the invoice method to Student Gross, for these situations
  • Downgrading a course or reducing a course length - this would mean a credit is created and this would apply to the Agent, so should remain set at the original Agent Net invoice method.  This does not require the use of Invoice Changes to Student
• When Invoice Changes to Student is enabled, a warning pop up alert appears for any 'edit' of bookings.  Please take note of this and if not required please set Invoice Changes to Student to NO
• Invoice Changes to Student can be automated from the Agent record
  • Some agents prefer that changes post arrival are or are not to be invoiced to the student