Scheduled Invoices

Icare can assist in the issuing of invoices in your accounting system. You first outline the fees to be charged in a Statement of Fees event along with the scheduling of those invoices. You then peridically use the Scheduled Invoices process to create any invoices that are due. Finally the latest batch of invoices are exported into your accounting system.

Training Plan event

The story of fees may best start with a Training Plan event that highlights which units are scheduled for Credit Transfer instead of the default, scheduled for Tuition.

This is important in States where Credit Transfers cannot be entered, as an Assessment, until the first evidence of training delivery (Tasmania & Victoria).

The Training Plan event records the intent to grant CT and that intent is automatically applied to the Statement of Fees event by setting the Charge for CT field appropriately. Later when the first Training event is entered, Icare reminds you of units that have been scheduled for CT.

Statement of Fees event

The Statement of Fees event contains details of fees to fulfil AVETMISS exporting, and as a basis for issuing invoices. Additional fields used for issuing invoices are:

Invoice To

Who should be invoiced? Student / Employer or Other.

Invoice By

When should invoices be raised? At Commencement or Completion of a unit, or for clusters of units on Scheduled dates.

NOTE: If you have previously been meeting your AVETMISS reporting requirements by entering Student Contribution Fee or Invoice events, then you will need to switch to entering Statement of Fees events instead. You can make this transition on a student by student or cohort basis. An enrolment with an existing Student Contribution Fee event can have a Statement of Fees event later.

A Statement of Fees event always mentions all units in the enrolment. If something happens that changes what fees you will charge, then enter a new Statement of Fees event, which will copy the current fees, and make your changes.

The Charge for field is used to highlight which units will be CT and should not be charged. It also contains a special No charge option for situations such as a change in electives. You may have started and invoiced an elective that then gets replaced by another. Setting No charge will cause the unit ro be refunded in the next issuing of invoices.

Scheduled Invoices

The Scheduled Invoices page is used to ask what invoices are due to be issued, and make it easy to generate an Invoice event for each of those.

This page, looks out for Statement of Fees with the Invoice By field set to Commencene, Completion or Scheduled.

The page may show issues for you to resolve. One example of an issue is a unit charged for CT, but then commenced training. If the evidence for CT was not available, and so training was commenced, add a new Statement of Fees event changing the unit to charge for tuition.

Double-clicking an enrolment in the list shows more details of which units should be invoiced and how much. If the information is accurate, click the Add Invoice link to create the invoice. Then return to the Scheduled Invoices page to look at the next enrolment.

Invoice event

The Invoice events are recorded for two purposes. One, so that units are not charged multiple times, and secondly to be selected for export to your accouting system.

You will create a batch of invoices in Icare and then search for those by date of issue when exporting.

Use the Search Invoices page, enter the date range, then click the Export to Excel option.