iese4 _academic - release 3: new student financials training- barcelona & madrid, april 2015

IESE4 _academic

- Release 3: New Student Financials Training-

Barcelona & Madrid, April 2015

Copyright © 2014 Accenture All Rights Reserved. 2

Student Financials (NEW)

StudentFinancials(NEW)

Updated in v2.4

Back to Agenda


Index

New Student Financials Training Guide

• Invoicing Process

• Credit Notes Process

• Collections Process



Updated in v2.4

Invoicing Process

Maintain Application Manage Charges to Invoice Billing Request General Review InvoiceOpportunity

Admission

Review Payer Billing

Information

Academics

Program Coordinator

Enable “Charges

Ready” to be invoiced

Academics

Program Coordinator

Payment Plan requested

YES

NO

Create a Payment Plan

Academics

Program Coordinator

CollectionsCredit Note Required

YES

NO

Credit Notes

Credit Notes

Invoice Generation

Academics

Administration

Additional Invoice

Comment

YES

NO

Add Additional Invoice

Comment

Academics

Program Coordinator

Print Invoice

Academics

Program Coordinator

Register Payers

Sales

Program Coordinator


Student Financials tab > Maintain Application link

Program Coordinator

Student Financials (NEW) Invoicing – Review Payer Billing Information

Where can I review payer fiscal data coming from Sales?

1. Go to ‘Student Financials (NEW)’ tab

2. Click on ‘Application Nbr’ link of ‘Pending Invoices’ dashboard

3. Click on ‘Related Content’

4. Select ‘Customer Account’ on the pick list

5. Access to the student financial details clicking on ‘Account Details’ link

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Student Financials (NEW) Invoicing – Review Payer Billing Information

Student Financials tab > Maintain Application link

Program Coordinator

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6. Access to ‘Item Details’ link corresponding to the line related to the tuition

7. Check the last lines, which correspond to the last price update done in Sales. Each line correspond to one payer and it is displayed next information:

• Payer ID• Payer Name• Payer fiscal ID• Purchase Order (if populated in Sales)• Charge amount• ‘Addresses Details’ link

8. Click on ‘Addresses Details’ link to see ‘Billing’ and ‘Bill Shipping’ address details sent from Sales

9. Check information related to ‘Billing’ and ‘Bill Shipping’ addresses

10.Click ‘Save’

NOTE: Fields ‘Purchase Order’ and ‘Addresses Details’ fields can be modified from Academics if no more changes are allowed in Sales due to some of the payers are already invoiced. This would block doing changes on payer details in the opportunity.


Student Financials tab > Manage Charges to Invoice or ‘Charge Status’ link

Program Coordinator

Student Financials (NEW) Invoicing – Create a Payment Plan (OPTIONAL)

If needed, how can I create a Payment Plan?


2. Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu

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3. Add search criteria of our Program (optionally you can filter also by a concrete student (‘ID’) and payer of the student selected (‘Payer’))

4. Click on the ‘Payment Plan’ link of charge of the payer that requested the payment plan


Each line added correspond to one payment plan installment.

5. Add ‘Billing Date’ of the installment (date from which the installment is enabled to be invoiced)

6. Add ‘Payment Due Date’ (expected date agreed with the client in order to pay the installment)

7. Add the installment amount (‘Item Amount’)

8. Click ‘Post’

NOTE: ‘Post’ button is only enabled when sum of all the installments amounts are equal to the total amount of the charge to split.

8. Click ‘OK’ when payment plan is posted

9. Original charge has been split in installments detailed in the Payment Plan link

NOTE: Each installment is enabled to be invoiced when the ‘Billing Date’ detailed arrives.


Program Coordinator

Student Financials (NEW) Invoicing – Create a Payment Plan (OPTIONAL)

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Student Financials (NEW) Invoicing – Add Additional Invoice Comment (OPTIONAL)


Program Coordinator

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If needed, how can I add an additional comment to an invoice?



3. Add an ‘Internal Invoice Comment’ in order to register other information related to the invoice (only informative)

4. Add an ‘Invoice Additional Comment’ that the client requested to include in the invoice

5. Click ‘Save’

NOTE: Once the row is invoiced, ‘Invoice Additional Comment cannot be changed.

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5. Click ‘Save’

6. Charges are set as ‘Charges Ready’ in ‘Pending Invoices’ dashboard.

7. (OPTIONAL) Click on ‘Payment Distribution’ link in order to add, if needed, additional payment information agreed with the client.

How can I select charges to be invoiced?



3. Add search criteria.

4. Select the charges that want to be invoiced by Administration.

Student Financials (NEW) Invoicing – Enable “Charges Ready” to be invoiced


Program Coordinator

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NOTE: Data stored in ‘Payment Distribution’ component is only informative and used for Program Coordination purposes.

Add, change or delete this information doesn’t impact on invoice issued.

8. (OPTIONAL) Add ‘Payment Due Date’ for each installment (due dates agreed with the client to pay each installment).

9. (OPTIONAL) Add ‘Item Amount’ of each installment (amount agreed with the client to be paid in each installment).

10. (OPTIONAL) Click ‘Save’.

Student Financials (NEW) Invoicing – Enable “Charges Ready” to be invoiced


Program Coordinator

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Student Financials (NEW) Invoicing – Invoice Generation

Student Financials tab > Billing Request

AdministrationHow to generate invoices requested by Program Coordinators?


2. Click on ‘Billing Request’ link on left menu

3. Click ‘Add a New Value’

4. Select the Business Unit to which belong charges to be invoiced: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($).

5. Click ‘Add’

6. Select the Career of the Program to be invoiced

7. Select the Program of the charges to be invoiced

8. Select the billing template of the Program (Billing ID code is like ‘15O01’ for Invoices and like ‘15O01CM’ for Credit Memos)

9. Select the invoice layout of the invoice to be issued (Student Invoice (Stdnt Inv), Other Payer Invoice (Other Inv) or Company Invoice (Comp Inv))

10.Select the language of the invoices to generate (English (ENG) and Spanish (ESP))

11. Click ‘Generate Invoice’

12.Click ‘OK’ (Invoice generated and PDF is printed)

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Student Financials (NEW) Invoicing – Print Invoice

Student Financials tab > General Review Invoice

Program Coordinator

How can I print my Invoices?


2. Click on ‘General Review Invoice’ link on left menu

3. Select the Business Unit to which belong charges invoiced: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($).

4. Click ‘Search’

5. Add search criteria to display invoices desired

6. Click ‘Review’ link to retrieve the invoice in PDF

7. (OPTIONAL) Click on ‘Review All Program Invoices’ to print PDFs of all invoices displayed according to the search criteria

NOTE: Invoices are stored in an internal directory and can be retrieved whenever from ‘Review General Invoice’ component.

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To Index



Updated in v2.4

Credit Notes Process

Reverse Payment Invoice Reversal Billing Request Invoice Reversal General Review Invoice

Generate Credit Memo

Academics

Administration

Invoice Reversal

Academics

Program Coordinator

Invoice paid NO

Payment Reversal

Academics

Administration

YES

Charges has to be regenerated

YES

Regenerate Invoice

Charges

Academics

Administration

Invoicing

NOPrint and send Credit Memo

Academics

Program Coordinator

NOEndRequest Credit

Memo

Email

Program Coordinator

Invoicing

Collections


Student Financials (NEW) Credit Notes – Payment Reversal (OPTIONAL)

Student Financials tab > Reverse Payment

Administration

How to reverse a payment of an invoice that needs to be credited?

This step only applies if the student has a payment corresponding to the invoice to credit.


2. Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard

3. Copy (CTRL+V) of the ‘Emplo ID’

4. Click on ‘Reverse Payment’ link on left menu

5. Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($).


7. Paste (CTRL+V) copied in step 3


9. Click ‘Reverse’ button of the payment needed to be reversed

10.Click ‘OK’

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Student Financials (NEW) Credit Notes – Invoice Reversal

Student Financials tab > Invoice Reversal

Program Coordinator

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How to reverse an invoice that needs to be credited?


2. Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard and copy (CTRL+V) the ‘Invoice Number’ to be credited

3. Click on ‘Invoice Reversal’ link on left menu



6. Paste (CTRL+V) copied in step 3 + ‘Enter’

7. Add a ‘Reason’ to reverse the invoice

8. Click ‘Reverse’ button of the invoice to be credited8


Student Financials (NEW) Credit Notes – Generate Credit Memo

Student Financials tab > Billing Request

AdministrationHow to generate Credit Memos requested by Program Coordinators?


2. Click on ‘Billing Request’ link on left menu

3. Click ‘Add a New Value’

4. Select the Business Unit to which belong charges to be credited: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($).

5. Click ‘Add’

6. Select the Career of the Program to be generated the Credit Memo

7. Select the Program of the charges to be credited

8. Select the billing template of the Program (Billing ID code is like ‘15O01’ for Invoices and like ‘15O01CM’ for Credit Memos)

9. Select the Credit Memo layout of the Credit Memo to be issued (Student Credit Memo (Stdnt CMem), Other Payer Credit Memo (Other PCMem) or Company Credit Memo (Comp CMem))

10.Select the language of the Credit Memos to generate (English (ENG) and Spanish (ESP))

11. Click ‘Generate Invoice’

12.Click ‘OK’ (Credit Memo generated and PDF is printed)

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Student Financials (NEW) Credit Notes – Print and send Credit Memo

Student Financials tab > General Review Invoice

Program Coordinator How can I print my Invoices?


2. Click on ‘General Review Invoice’ link on left menu

3. Select the Business Unit to which belong charges credited: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($).


5. Add search criteria to display Invoices and Credit Memos desired

6. Click ‘Review’ link to retrieve the Credit Memo in PDF

7. (OPTIONAL) Click on ‘Review All Program Invoices’ to print PDFs of all invoices and credit memos displayed according to the search criteria

NOTE: Credit Memos are stored in an internal directory and can be retrieved whenever from ‘Review General Invoice’ component.

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6. Paste (CTRL+V) copied in step 3 + ‘Enter’

7. Click ‘Regenerate Charges’

Student Financials (NEW) Credit Notes – Regenerate Invoice Changes (OPTIONAL)

Student Financials tab > Invoice Reversal

Program Coordinator

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How to regenerate charges of an credited invoice that needs to be rebilled?

Charges needs to be regenerated when it is needed to bill the same amount but with different fiscal data and opportunity is already blocked for sending new payers.


2. Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard and copy (CTRL+V) the ‘Invoice Number’ to be regenerated

3. Click on ‘Invoice Reversal’ link on left menu


NOTE: Charges of the invoce credited are regenerated and can be rebilled changing the fiscal data as indicated in “Review Payer Billing Information” chapter

8. (OPTIONAL) “Regenerate All Charges” allow to regenerate all charges displayed and reversed according to search criteria

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To Index



Updated in v2.4

Collections Process

Post Student Transaction

Invoicing Post Invoice Payment

Academics

Administration

EndCredit Note Required

YES

NO

Credit Notes

Is Payer known?

YES

NO

Non-Identified

Collections


How can I post an payment of a concrete invoice?


2. Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard

3. Copy (CTRL+V) of the ‘Emplo ID’

4. Click on ‘Post Student Transaction’ link on left menu

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Student Financials (NEW)Collections – Post Invoice Payment

Student Financials tab > Post Student Transaction

Administration

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Student Financials (NEW)Collections – Post Invoice Payment

5. Copy value of step 3 (CTRL+C) and paste (CTRL+V)

6. Select the Account Type where payment has to be posted. Select always those not started with “3XX” or “0XX” (old method).

7. Select the payment Item Type of the corresponding to the Career of the Program in which the student is enrolled (e.g.: OPEN, SFP, DEGREE…)

8. Click “Add”

9. Write total payment amount to post

10. Select current academic year

11. Click “Restrict to Invoice” look up

12. Select the invoice to pay

13. Click “Post” button

Now, student payment has been posted to the invoice number selected on step 12.

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To Index

Student Financials tab > Post Student Transaction

Administration

iese4 _academic - release 3: new student financials training- barcelona & madrid, april 2015

Documents

payer details

student financials new

student financial details

payer id payer

student financials new

account details

invoice link

item details