Bulk Send Enrolment Invoices

Prerequisites

Before proceeding with the workflow below, ensure the following prerequisites are met:

• The students you wish to include in the communication event have already been invoiced, either manually or in bulk.

• The students' email addresses are accurately recorded under either their residential or billing address type.

• The 'Reports > Letters: Report Student Tax Invoice' has been customised, configured, and is functioning accordingly.

• Your email system is configured and operational.

Workflow

Step 1: Generate the Bulk List in Report Builder

1. Create a bulk list of students with the Invoice IDs in Report Builder.

   To create a bulk list of students with their invoice IDs in Report Builder, follow these steps:

   1. Navigate to the Reports > Report Builder menu.

   2. Use the "Accounting Invoice Details" base report.

   3. In the REPORT COLUMNS section, ensure the following fields are added:

      • Student Party ID or Student Number

      • Invoice Edu Program Enrolment ID or Course Enrollment ID (depending on the base report)

      • Invoice ID

   4. Set the FILTER CLAUSE section accordingly, for example, Invoice Created Date greater than or equal to 2024-07-01.

   5. In the FORMAT REPORT section, select the "Bulk Student Select" option.

   6. Click the PRODUCE REPORT button.

   7. The report will generate a list of students with their Invoice IDs. Select the students you want to include in the communication event and click the ADD SELECTED TO LIST button.

Step 2: Save New Invoice Communications for Students in the List

1. After creating the bulk list in Report Builder, navigate to the Student > Communications menu.

   1. On the Communications screen, set the following:

      • Communication Name/Email Subject

      • Entry Date

      • Communication Status to Sent

      • OPTIONAL: Course Enrolment and Party To Address Role

      • Select a template if available, or manually enter the message.

   2. After filling out the communication event fields, click the SAVE NEW COMMUNICATIONS FOR LOADED STUDENTS button.

Step 3: Generate and Attach Enrolment Invoices for Bulk Sending

1. After saving the communications for the students in the bulk list, navigate to the Reports > Letters menu.

   1. In the Letters screen, locate the report named STUDENT TAX INVOICE and click the GET REPORT button. Please note that the report name may vary depending on how it has been customised and configured for your institution.

   2. The bulk communications will be transferred to this screen. In the report section, set the following parameters accordingly:

      • OPTIONAL: Course/Degree

      • Institution

      • HEIMS Census Date

      • Unit Enrolment Status

   3. After setting the parameters, click the CREATE REPORT FOR COMMUNICATION EVENTS button.

   This will generate the report and attach the individual report to each student included in the list.

1. Select the communication list again.

2. Click the EMAIL SELECTED RECIPIENTS WITH ATTACHMENTS button to send the emails to the selected students.

Demo Workflow

Refer to the GIF demo below for a complete walkthrough of the steps outlined above.