user manual

user manual

Procedures for completing invoice/credit note request spreadsheet

1

Contents:

1. How to complete the spreadsheet

2. How to look up a debtor/sponsor number

3. How to look up a student number

4. How to check that a student has a fee status

5. How to find an invoice number to use as a reference when requesting a credit note

6. How to find an receipt number to use as a pre-payment reference when requesting an invoice

7. How to email a receipt

8. How to email an invoice/credit note

9. How to check that an invoice has been paid

10. List of object types

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A

Debtor number

B

Student name

How to complete a spreadsheet request

There are two different spreadsheet templates dependent on the type of transaction you wish to request:

Credit notes: CREDIT Template Structure.xls

Invoices: INVOICE Template Structure.xls

The templates are available on request from the Cashiers Office:

C

Student number

D

Template

INVOICE or

CREDIT

E

Object type

F

Course/

Module

Code

G H

Amount Agresso project

I

PO number or

Ref

J K L

FAO Narrative Allocate to

A. Debtor Number – This is the code of the person/sponsor who will be responsible for paying the invoice. If it is the student it will be their student number if a sponsor is paying you can find the correct code on SAMIS screen SPO (if the sponsor doesn’t exist in SAMIS email the details to the

Cashier’s Office and they will set up a new debtor code)

B. Student Name – This field is not mandatory and can be left blank if not required, please do not use ‘,’

C. Student Number – If you don’t know the student number this can be found on the SAMIS STU screen using the student’s name (NB. it is very important that you check that the student has a fee status or income will not be posted correctly).

D. Template code – This will be either INVOICE or CREDIT depending on whether you want to raise an Invoice or a Credit Note

E. Object Type – Choose the object type from the list on the tab on the spreadsheet. Enter the code for the type of invoice/credit note that you want to raise e.g. MAT – Course Materials (the tab gives a list of the options available to invoice for, the correct code to use and the account code that the transaction will be posted to)

F. Course/Module Code – For course or module or CPD invoices only otherwise please else leave blank. Enter the course or module code that you want to raise the invoice/credit note for

G. Amount – The net amount you want to invoice or credit note. NO ‘£’ signs or ‘,’ needed and no decimal points for whole amounts

H. Agresso project – enter the Agresso project that you want the transaction to be posted to

I. PO or Ref number – enter purchase order or reference number if required otherwise please leave blank

M

Credit

Note

Reason code

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N

Credit note reason

J. FAO Enter the person the invoice or credit should be sent ‘for the attention of’ if applicable.

K. Narrative Enter the narrative that you want to show on the invoice/credit note. The student number and name will automatically be displayed if a student number is provided

For courses and modules the name will automatically be displayed

L. Allocate to - the invoice to clear/reduce if entering a credit note or prepayment to apply for an invoice. If neither apply please leave blank.

M. If you are entering a credit note please enter the appropriate credit note reason code, from the credit note reason tab

N. If you have selected OTH as the credit note reason code please enter a brief summary of the reason for the credit

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Looking up sponsor codes in SAMIS

1. Open SAMIS screen SPO

Debtor number found here

Enter gold star ‘*’ part of name followed by gold star ‘*’ in either field (not both)

Enter postcode here

2. In ‘Short name’ field enter gold star

*

(from the number key pad) part of the sponsor’s name followed by gold star

*

or alternatively enter the sponsor’s name in the ‘Sponsor name’ field, using the gold star

*

as above

3. Or, if you know the postcode enter the postcode in ‘postcode’ field

4. Retrieve (F5)

5. If more than one sponsor comes up use page up/down keys to find the sponsor that you want

6. Sponsor/debtor code is the first field on the top left-hand side

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How to look up a student number

1. Open SAMIS screen STU

Student number

Enter student forename or initial here

Enter student surname here

2. Enter student’s family name and forename (or initial with a ‘gold star’

*

from the number keypad if that is all you have)

3. Retrieve (F5)

4. If you get more than one record scroll through the records using the up and down arrows on the right hand-side of the STU screen

5. Once you find the correct student retrieve (F5) again and you will then have only the record that you want

6. The student number is in the first field on the top left-hand side of the screen

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How to check a student has a ‘fee status’

1. Open SAMIS screen STU

Enter student number here

Check fee status field is populated

2. Enter student number in correct field

3. Retrieve student record F5

4. Look at the ‘fee status’ field it should be populated with either

 ‘H’ – home student

 ‘E’ – EU student

 ‘I’ - Island student

 ‘O’ – overseas/international student

5. If the field is empty it is very important that this is corrected otherwise income is not posted to the correct account codes

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How to find an invoice number to use as a reference for a credit note

1. Open SAMIS screen LGTT

Enter student number here

Enter debtor number here

Invoice number is here

2. Enter either a debtor number or student number in the correct field and retrieve (F5)

3. Invoice amounts are shown in blue. The invoice number will be in the field headed ‘Reference

4. The amount of the invoice is in the ‘Net amount’ field

5. If the invoice has been paid (or partially paid) the amount unpaid will show in the ‘Balance’ field

Amount of invoice shown here

Amount unpaid is shown here

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6. The fields at the bottom of the screen will give you general bits of information about the invoice

 Name

 Narrative (what the invoice is for)

 Transaction date

 Due date

 Pending in-tray field will show if any payments have been made but not yet posted to the students account

Student’s name and what invoice was for here

Payments made but not yet posted to student account shown here

7. If more than one transaction is showing use the arrows on the right of the screen or ‘page up’ and ‘page down’ to scroll up and down until you find the invoice that you want.

8. When the invoice you want is highlighted hit retrieve (F5)

Date invoice was raised and due date here

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9. For more information on the particular invoice click on the arrow to the right of the screen on the highlighted invoice. This will open screen

LGT

Academic year shown here

Financial period shown here

Agresso project and account code shown here

10. The LGT screen will show you all the same bits of information that the

LGTT screen did such as:

 Student name

 Student number

 Amount

It will also show other key pieces of information such as:

 Which Agresso project and account code the invoice was raised against

 The academic year the invoice relates to

 The financial period the invoice was raised in

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How to find an receipt number to use as a reference for an invoice prepayment

1. Open SAMIS screen LGTT

Enter student number here

Enter debtor number here

Receipt number is here

2. Enter either a debtor number or student number in the correct field and retrieve (F5)

3. Receipt amounts are shown in red. The receipt number will be in the field headed ‘Reference’

4. The amount of the receipt is in the ‘Net amount’ field

5. If an invoice has been paid (or partially paid) the amount unallocated will show in the ‘Balance’ field

Amount of receipt shown here

Amount unallocated

to an invoice is shown here

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6. The fields at the bottom of the screen will give you general bits of information about the invoice

 Name

 Transaction date

 Due date

 Pending in-tray field will show if any payments have been made but not yet posted to the students account

Student’s name

Payments made but not yet posted to student account shown here

Date payment was received shown here

7. If more than one transaction is showing use the arrows on the right of the screen or ‘page up’ and ‘page down’ to scroll up and down until you find the invoice that you want.

8. When the receipt you want is highlighted hit retrieve (F5)

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9. For more information on the particular receipt click on the arrow to the right of the screen on the highlighted invoice. This will open screen

LGT

Academic year shown here

Financial period shown here

Payment method shown here

10. The LGT screen will show you all the same bits of information that the

LGTT screen did such as:

 Student name

 Student number

 Amount of receipt

 Receipt reference

It will also show other key pieces of information such as:

 The academic year the receipt relates to

 The financial period the receipt was received

 What payment method was used

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How to email a receipt

1. Open SAMIS screen LEH

Enter debtor number here

Enter student number here

Enter receipt number

2. Either enter student/debtor or receipt number, if you have it, in the relevant field and retrieve (F5)

3. If you use the debtor or student number you may retrieve more than one record. Use the arrow to the right of the screen or the ‘page up’

‘page down’ keys to find the receipt that you want and retrieve (F5)

4. Click on the button marked ‘print’ a new box will appear

Click on

‘print’ button here

Clear (F7) letter code box here

5. Clear (F7) the ‘letter code’ box that says ‘receipt’ and double click. A new box will appear.

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6. Click on the button marked ‘code’ and the text list will re-sort so that the ‘Email receipt’ option is at the top

Click on ‘code’ button here to re-sort options

‘Email receipt’ option should come to top here

7. Make sure that ‘email receipt’ option is highlighted and double click

letter code’ box will be populated with ‘Email receipt’ option

8. Click on the button that says ‘send email’

Letter code box should show

‘Email receipt’

Click the ‘send email’ button here

9. A new box will appear

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‘Amend’ tick box here

To/from and message boxes here

‘Send’ button here

10. Click on the ‘send’ button and the email receipt will be sent to the email address shown

11. If you want to change the ‘to or from’ email address or add to the message click the box marked ‘amend’. Make your changes and click

send

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How to email an invoice or credit note

1. Open SAMIS screen LGH

Enter debtor number here

Enter student number here

Click on

‘print’ button here

Enter invoice number here

2. Either enter student/debtor or invoice/credit note number, if you have it, in the relevant field and retrieve (F5)

3. If you use the debtor or student number you may retrieve more than one record. Use the arrow to the right of the screen or the ‘page up’

‘page down’ keys to find the receipt that you want and retrieve (F5)

4. Click on the button marked ‘print’ a new box will appear

Type INV_LGH_EML in ‘letter code’ box here

5. Type INV_LGH_EML the ‘letter code’ box

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6. Click on the button marked ‘Send email’

Click on the button marked

‘Send email’

7. A new box will appear

‘Amend’ tick box here

To/from and message boxes here

‘Send’ button here

8. Click on the ‘send’ button and the email invoice/credit note will be sent to the email address shown

9. If you want to change the ‘to or from’ email address or add to the message click the box marked ‘amend’. Make your changes and click

send

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List of ‘object types’

Choose from list and enter code on spreadsheet depending on what you want to raise an invoice or credit note for

Administration fees

ADM

1685

Application fees

APP

1691

[email protected] 1310

Bursary

Camp beds hire

Car park clamping income

Charges to students

Consumables

Course materials

Course tuition fees

CPD tuition fees

RBB

BUR

BED

CLM

CTS

CSM

MAT

CRS

CPD

DRC

Use Course code with this object type

Use Module code with this object type

4183

1356

1615

1690

1657

1657

1140/1141/1154

1142/1143

7701 Debtors returned cheques

Distance learning residential charges

Erasmus Grant

Repayment

Examination Fees

Hardship/ALF loans to students (repaymt)

Library fines

Library replacement books

Miscellaneous hire

Module tuition fees

DLR

ERG

EXM

RSL

LIB

LRB

HIR

MOD

NFE

NLU

OSR

Use Module code with this object type

1153

1625

1690

4710

1680

1680

1653

1140/1141/1154

1700

1704

1420

Nursery fees

Nursery lunches

Other services rendered

Other student related income

Parking

Print unit – binding

(general)

Print unit – binding

(thesis)

Printing

SRI

PRK

PRG

PRT

PRN

1660

1610

1482

1483

1486

1140/1141 Professional membership body fees

Residential fines

PMB

ROF

1358

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Short course tuition fees (non-credit bearing)

Sports coaching

Student lettings

SCR

SPC

Sports membership income

SMI

Sports physiology income

Sports physiotherapy

SPI

SIC

income

Sports secondary sales SSS

ACC

NSL

Student lettings – noncontracted income

Student maintenance awards

Summer vacation – non-contracted student lettings

Telephone charges

SMA

VSL

TEL

CTG

ALR

Catering use only

Access Loan

Repayment

Payroll repayment

Accommodation

Holding code -

VATable

Accommodation

Holding code - Outside of Scope

Reimbursement of bursaries

SAL

AHV

AHN

RBR

Only for use with HD

Projects

1150

1550

1540

1580

1570

1560

1320

1330

1170

1340

1425

1376

8105

8157

8350

8350

7595

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