Edit the Unit Enrolment Fee
BE ADVISED:
It's not recommended to edit the Unit Enrolment Fee field, as it should always adhere to your fee rules. Unit Enrolment fees are typically not intended for manual adjustments. This workflow is reserved for exceptional cases, such as changes in student circumstances. Exercise due diligence by thoroughly reviewing related fields and records before and after making any edits to unit fees.
Unit Enrolments under FEE-HELP should NOT be edited if the Loan Status is already final. It's advisable to reach out to TCSI initially to check the proper procedure for fixing incorrect fees associated with loans that have reached their final status.
Workflow
Load the Student's Unit Enrolment record where you want to edit the Unit Fee, see Edit a Unit Enrolment record.
With the Unit Enrolment record loaded, go to the FINANCIAL INFORMATION section. If the Unit Enrolment has already been invoiced, click the EDIT FEES button first.
NOTE:
For Unit Enrolments that have already been invoiced, it's crucial to coordinate with your finance team and adhere to internal procedures for cancelling the invoice associated with the enrolment item you intend to edit. Prior to modifying the unit fee, ensure the invoice is cancelled and any necessary payments are deleted.
Edit the Unit Fee amount and click SAVE UNIT ENROLMENT.
When the Unit Fee field is updated and saved, it triggers corresponding updates in related fields depending on the Funding Type:
For UPFRONT FEES: This action will automatically adjust the Upfront Payment and Amount Due fields.
For FEE-HELP: This will automatically update the Funding Amount, Amount Due, and HEIMS Loan Fee [E529] fields, along with synchronising the Loan details submitted to TCSI. Please note that this process assumes the loan has not yet reached its final status with the ATO.
After editing the Unit Fee, you can proceed to make adjustments to the invoice by either adding it where necessary or creating a new invoice entirely, in line with your internal accounts team process. Additionally, it's recommended to resend any relevant invoice notices, such as Enrolment Confirmations or CANs notices, along with any required reports to rectify the Unit Fee details for students. Ensure compliance with your internal policies and government regulations regarding notifying students of incorrect fees charged to their Unit Enrolment.
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