In L3AP, billings for course fees are automatically generated based on the course setups and the profile of the applicants. The automatic generation can be triggered in the following circumstances:
•Applicants accept the offers of PUO (pay-upon-offer) courses.
•Applicants apply for PUA (pay-upon-application) courses.
•Fee adjustment requests are approved.
•Requests that require service fees are raised.
•Additional fees are required by refunds and course claims.
To manage the billings, click Learner finance in the left navigation pane and click Finance process to navigate to the Billing page. On the Billing page, you can operate the following actions:
•Create, edit, and cancel billings
•Export billings
•Add billings to doubtful debt list
•Download invoice and e-invoice
Apart from the management operations above, more billing and invoice management can be performed on the billing details page.
To view the details of an existing billing item, click the reference No. of an existing billing item on the Billing page.
On the Billing details page, relevant information is displayed in the following tabs:
•Billing information – Displays the general information of the billing items, course application, and payer.
•Payment collection – Displays the payment collections of this billing. New payment collections can also be created here.
•Doubtful debt – If the payment has not been completed after the payment due date, when there is a doubtful debt rule applied, doubtful debt record will be automatically generated for the billing. Or when the billing is manually added to the doubtful debt list. The doubtful debt records can be viewed in this tab.
•Accounting entry – Accounting entries can be created for the billing in this tab.
•Instalment – If the billing has instalment enabled, relevant information can be checked in this tab.
Video tutorial
To confirm the payment status and details of the billing, go to the Payment collection tab where the confirm payment records are listed.
To view the details of a payment collection record, click the ID of a payment collection. In the Payment collection details panel, check the amount of payment, the payment mode leveraged by the payer, and other payment details. Admin can also click View receipt to view and download the PDF file of the receipt.
When the finance admin confirms that a payment has been made for the billing by offline payment methods and has the details of the payment, the admin needs to create a payment collection to record the payment information by following the steps below:
1. Click Create.
2. In the Create payment collection panel, fill in the required information of the payment collection.
When creating a payment collection for SFC payments, after entering the Claim ID, you can click Retrieve on the upper-right corner of the SFC information section to retrieve the SFC payment amount and status for this payment collection.
3. Click Save. The payment collection is created and the status of the payment collection complies with the configured status.
When the payment status of a billing is Paid, an invoice will be generated for the billing. Payment status filter above the table can be used to find the paid billings and check the invoices generated.
To view an invoice, click View invoice in the lower-right corner of the Billing details page.
To reverse an invoice, click Reverse invoice in the lower-right corner. You can only reverse the invoice when the payment status of a billing is Paid or Deemed paid. In the Reverse invoice window, select an official reason for the reversal and provide a supporting document. Then, specify the approver. If needed, you can also enter the internal reason which will not be displayed to the payer but only for internal reference.
In the occasion where the finance admin needs to resend the generated invoice, for example, the invoice previously sent out was accidentally deleted, click Resend invoice in the lower-right corner of the Billing details page and the invoice will be sent again.
To encrypt the invoice sent via the notification email, enable the encryption setting when configuring relevant notification template. For more details, refer to Notification template.
For company billings, after an invoice is issued, the e-invoice can be adjusted. After the adjustment, credit note will be generated for the billing and a new invoice will be issued based on the adjustment.
To adjust e-invoice for a billing, complete the following steps:
1. Click the billing reference No. to go to the Billing details page. The company billing with invoice issued can be found by the Billing status and Payer type filters.
2. On the Billing details page, click Adjust e-invoice in the lower-right corner.
3. On the Adjust e-invoice page, edit the information. You can also click Add line to configure lines in the e-invoice.
4. After completing the update, click Confirm.
When a billing has not been paid and requires further attention or go through additional process, the billing can be added to the doubtful debt list.
To add a billing to the doubtful debt list, complete the following steps:
1. On the Billing page, select an unpaid billing. The billing can be found by the Payment status filter.
2. Click Add to doubtful debt list above the table.
3. In the Add to doubtful debt list window, enter remarks when required.
4. After clicking Confirm, the billing will be added to the doubtful debt list. For more information on the doubtful debt list management, refer to Doubtful debt.
Issue invoice and company e-invoice can be downloaded by following the steps below:
1. Select a billing whose billing status is Reversed or Invoiced issued. You can find the billing with the Billing status filter.
Note the following:
•You can only download e-invoice of billings whose payer type is Company. You can find billings for companies with the Payer type filter.
•When the billing status is Reversed, e-invoice cannot be downloaded.
2. Click Download invoice or Download e-invoice, and the file will be downloaded to your local device.
