Streamlining Bulk Invoicing: Adding Material Fees in Bulk as Invoice Items

If you need to add additional line items, such as Material Fees, to your bulk invoicing, please follow the instructions provided below:

NOTE:

You can use the new feature to Add Bulk Course Fees and then from there, you can proceed to bulk invoicing immediately. Follow the instructions below only if you need to customise the Course Fee Unit Name.

Step 1: Create the Fees as Units

  1. Create a Base Unit for the Fee Item or you can use the Unit Id called MATERIAL_FEE as your base record, see Add Base Units. Make sure that the following fields are set accordingly:

    • Unit Code and Name - institution-specific

    • Unit Provider - set it to a non-TCSI reporting Provider

    • Credit Point Statement - 0

    • Unit Status - Active

  2. After creating the Base Unit of the fee, with the record loaded in the system, create a Scheduled Unit by navigating to Units > Scheduled Unit Details > Add Scheduled menu, see Add Scheduled Units. Make sure that the following fields are set accordingly:

    • Time Period - set this to the Time Period when the bulk invoicing applies

    • Unit Status - Active

  3. Load the Scheduled Unit Fee and go to the ASSOCIATED FEES section. Add the new fee. If you are using Fee Rules, ensure that you have a Fee Rule in place that can be applied to all the necessary bulk enrolments that require invoicing, see Manage Fee Rules.

Step 2: Create the Bulk List and Enrol in the Unit Fee

  1. To create a bulk Course Enrolments list and apply the Unit Fee, you have several options. See below for some suggested workflows:

  2. After creating the bulk list, navigate to the Student > Bulk Course Edit menu. Go to the SCHEDULED UNIT SEARCH section, search for the Unit Fee and enrol accordingly.

The animated workflow below shows a bulk list of Course Enrolments uploaded via the Upload Bulk List screen and enrolled into the MATERIAL_FEE unit.

Workflow: Enrolling the Bulk Course Enrolment List in the Unit Fee

Step 3: Proceed to Bulk Invoicing

After adding the unit fee to the bulk list, you can now proceed to bulk invoicing. Refer to the Raising Enrolment Invoices in Bulk workflow for the details of the instructions.

  1. Following Step 2 above, navigate to the Student > Bulk Invoice menu.

  2. Edit the necessary fields under the TEMPLATE INVOICE DETAILS section.

  3. Click the GENERATE ENROLMENT INVOICES button.

Sample Workflow

Sample Workflow: Create the Scheduled Unit for the Line Item Fee > Bulk Enrolment > Bulk Invoicing

Related Workflows

Add Course Fees to Course Enrolments in BulkRaising Enrolment Invoices in BulkBulk Send Enrolment Invoices

PreviousCancel an Invoice and keep Student in a credit cash positionNextBulk Send Enrolment Invoices

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