Quick Reference Guide

PROCESS AN ENROLMENT RELATED PAYMENT THROUGH CASH DESK

1. Introduction The purpose of this QRG is to explain how to process an enrolment related payment through Cash Desk.

For instructions to attach a people fee to a learner, refer to the Work Instruction: Attach a fee against a learner.

2. Process Payment Options

Payments can be processed through Cash Desk using the following payment methods:

• BPAY • Cash • Cheque • Deposit made to TAFE Bank Account • EFTPOS • EPayment Credit Card • Money Order • Post Bill Pay • Reallocated • Third Party Payment – invoice request to be sent to SAP

This user guide covers these options: Cash, Cheque, EFTPOS and Money Order payment method.

3. Payment Process a) To process a payment, open the learner record and navigate to the Enrolment tab.

In order to process a payment a Till needs to be open.

At the end of the day, it is critical that the Till is closed. If users do not finalise their tills, this impacts end of day banking, impacting on receipt and bank reconciliations.

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 1 of 8

Quick Reference Guide

b) Click the Payments tab to view outstanding balances.

The Fees grid displays each fee, the total of the original fee, adjustments (refunds), instalments, receipts (payments already made) and the outstanding balance for that particular fee.

An explanation of the Statistics grid is provided in the table below:

Field name Description Total Fees The total of all fees assigned to the learner, paid and unpaid. Unmatched Receipts

Those payments which are not matched to a receipt. This includes money held in the Receipts tab

Matched Receipts

Those payments which have been matched to a recipt. This amount will populate once transactions have been processed to cash Desk

Balance The amount outstanding e.g. $1,400 Unrestricted Balance

This amount works in accordance with the Current Year icon. If the Current Year icon is selected (highlighted in orange), the balance will display the balance for the current year

c) Select the Go To icon from the Payments ribbon and select Cash Desk from the drop-down

list.

1

2

Ensure that your Till is open. If necessary, your System Administrator or Institute Finance will need to create a Till in Reference Data.

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 2 of 8

Quick Reference Guide

The Fees tab in Cash Desk is split into two panels: • The Fees panel displays all unpaid and partially paid fee items not linked to an instalment

plan. • The Instalments panel displays all unpaid and partially paid fee items linked to an

instalment plan.

Processing of fees is performed from Learner Transactions. This icon is active i.e. "greyed" out when a user is already in that part of Cash Desk.

d) Click the (select) field to select the fees to be paid. It is possible to process fees in the Fees and

Instalments panel at the same time. The letter “N” will change to letter “Y” and the amount will display in the Pay Now field If the learner is not paying the selected fee in full, i.e. a partial payment, double click in the Pay Now field to enter the amount being tendered for that fee. Select the Payments tab from the Cash Desk tab

Before processing the payment in Client, process the payment via the selected method (cash, cheque, EFTPOS, money order). If processing through the EFTPOS terminal, staff must ensure that the payment has been approved. Once this has step has taken place, staff will perform the next steps in ebs4.

Reflects the running total for all the fees selected for payment

1

1

2

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 3 of 8

Quick Reference Guide

e) Click the Payment Method field to select it. And then click to select the Payment Method from the drop-down list.

3.1 Cash

a) In this example, select 'Cash' from the drop-down list. Click the T button and then click Save. b) The associated invoice will print from the default printer.

3.2 Cheque

a) In this example, select Cheque from the drop-down list.

b) Complete the compulsory fields in Payer Details: Field name Description Account Name The payees name associated with the bank account (not the name of the bank) Cheque Number The cheque number Payee Name The name of the Account Holder. Defaults to learner name. Update if required BSB Number Enter the number displayed on the cheque, and the branch will display under the

field (predictive text). Note the BSB’s are populated from a SAP mastered dropdown. The required format for entering the BSB is XXX-XXX

Account Number

The number associated with the bank account. This is restricted up to 9 digits. No spaces can be accepted in this field.

Refer to section 4 to view a completed payment.

1

2

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 4 of 8

Quick Reference Guide

c) Click the T-Button and then Save

d) The associated invoice will print from the default printer.

3.3 EFTPOS a) In this example, select 'EFTPOS' from the drop-down list. Click the T Button, then click Save.

b) The associated invoice will print from the default printer.

Before processing the payment in ebs4, please process the payment via EFTPOS terminal and ensure that the payment has been approved.

1

2

1

2

3

Refer to section 4 to view a completed payment.

Refer to section 4 to view a completed payment.

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 5 of 8

Quick Reference Guide

3.4 Money Order a) In this example, select 'Money Order' from the drop-down list.

b) Complete the compulsory fields in Payer Details: Field name Description MO Number The reference number on the money order Payer Name The name of the Account Holder. Defaults to learner name. Update if required BSB Number Enter the number displayed on the cheque, and the branch will display under the field

(predictive text). Note the BSB’s are populated from a SAP mastered dropdown. The required format for entering the BSB is XXX-XXX

Account Number

The number associated with the bank account. This is restricted up to 9 digits. No spaces can be accepted in this field.

Click the T-Button and then Save

1

2

Refer to section 4 to view a completed payment.

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 6 of 8

Quick Reference Guide

4. View a completed payment

After processing the payment in Cash Desk, the fees which have been paid, have disappeared from the Fees Panel and the Instalment Panel in the Fees tab:

It is possible to view learner payment transactions in 2 ways; from Learner History in Cash Desk, or from the Enrolments tab. View learner payments from Learner History:

Before payment is finalised

After payment is finalised:

The fees which have been paid have disappeared from the Fees panel and the Instalments panel

The Learner panel shows the total balance outstanding for the learner.

The Fees panel shows the Receipts per fee where payment has been made.

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 7 of 8

Quick Reference Guide

View learner payments from the Enrolments tab: From the Enrolments tab, select the Payments Tab and press [F5] to refresh the screen. The Fees tab displays the status of all fee items linked to learner. In this example; • For the Books fee, the Receipts column shows -$20.00, with an outstanding balance of $0,

i.e. paid in full. • For the SmartAppre fee Instalments column shows -$1,000.00, as does the Receipts

column. • As the learner still has an instalment due, the Balance in the Statistics grid still shows as

$1,000.

Click the Instalments tab from the Payments tab. The first instalment has been paid. The amount in the Outstanding column is displayed as $0.00.

You have successfully processed an enrolment related payment using the Cash Desk.

Reminder: Reconcile payments before closing the till at the end of each day.

1 2

3

1

2

Process an enrolment related payment through Cash Desk v1.1 12 April 2016 Page 8 of 8