In this Section:
Adding Fees to the Fees Tab
Fees added to a Programme or Component are propagated to the corresponding Intakes and Enrolments, sequentially.
However, you can add fees directly to the Intake and Enrolment, too.
- Note: The process to add fees to Objects (Programme, Component, Intake and Enrolment), is identical.
- The Search Panel features across all Object Indices (see Figure a.).
Figure a. Search Panel
Use the Basic Search and/or the Advanced Search features to navigate an Index quickly.
Programme
Figure 1i. Navigate to Curriculum > Curriculum Index
Select a Programme from the Programme Index.
Figure 1ii. Click the “+Add” Button on the Fees Tab
On the Fees tab, click the “+Add” button.
Figure 1iii. Provide Required Details and Save
Provide the necessary details, as indicated by red asterisks. Please also note that you can apply a tax rate against the specified fee amount. This is set as 15% by default, but you can edit the percentage number (Settings > Account). Fee type and category also have default options, but you can add other custom values (Settings > Lookup Data).
Figure 1iv. View Programme Fee Lines
Edit Fee details and delete Fee lines added to the Fees tab.
Component
Figure 2i. Navigate to Curriculum > Curriculum Index
Select a Component from the Component Index.
Figure 2ii. Click the “+Add” Button on the Fees Tab
On the Fees tab, click the “+Add” button.
Figure 2iii. Provide Required Details and Save
Provide the necessary details, as indicated by red asterisks. Please also note that you can apply a tax rate against the specified fee amount. This is set as 15% by default, but you can edit the percentage number (Settings > Account). Fee type and category also have default options, but you can add other custom values (Settings > Lookup Data).
Figure 2iv. View Component Fee Lines
Intake
Figure 3i. Navigate to Cohorts > Intake Index
Select an Intake from the Intake Index (red). Use the Basic Search or Advanced Search (orange) to quickly filter the index.
Figure 3ii. Click the “+Add” Button on the Fees Tab
Figure 3iii. Provide Required Details and Save
Provide the necessary details, as indicated by red asterisks. Please also note that you can apply a tax rate against the specified fee amount. This is set as 15% by default, but you can edit the percentage number (Settings > Account). Fee type and category also have default options, but you can add other custom values (Settings > Lookup Data).
Figure 3iv. View Intake Fee Lines
Enrolment
Figure 4i. Navigate to Curriculum > Curriculum Index
Figure 4ii. Click the “Add Fee” Button on the Fees Tab
Click the purple cog icon in the top right of the Fees tab. You will see an option to add a Fee line.
Figure 4iii. Provide Required Details and Save
Provide the necessary details, as indicated by red asterisks. Please also note that you can apply a tax rate against the specified fee amount. This is set as 15% by default, but you can edit the percentage number (Settings > Account). Fee type and category also have default options, but you can add other custom values (Settings > Lookup Data).
Figure 4iv. View Enrolment Fee Lines
Create Quotes and Send Invoices
You can create an Invoice to send to an Organisation, at an Intake level. This can be done once the Quote has been sent and accepted.
Read the following steps to create Quotes and send Invoices.
Figure 5i. Enable Configuration Settings
Figure 5ii. Create a Quote
Figure 5iii. Add Quote Details and Save
Provide the required details, as indicated by red asterisks.
Figure 5iv. View Quote Line in the Fees Tab
Once you have created a Quote, you will be taken back to the Intake – Fees tab, where it is saved. Click the blue highlighted text to go directly to the Quote.
Figure 5v. Send the Quote to the Organisation
You must send an email to the Payer via the mail button (orange), which will automatically change the Quote Status to “Sent”.
- NOTE: The PDF icon includes a default Quote template you can download and send via your own email, however, emailing from SELMA allows you to choose from a communication template you have customised, previously.
- Please see Settings – Communication Templates for more.
Figure 5vi. Status Change From “Draft” to “Sent”
Once you’ve sent the email, the Quote Status will automatically change to “Sent”. Once the Organisation accepts the Quote, you should come back and change the Quote status to “Accepted”, manually.
Figure 5vii. Create an Invoice
The “Create Invoice” button will be revealed once you have manually updated the Quote Status to “Accepted”.
Figure 5viii. Add Invoice Details and Save
Provide the required details, as indicated by red asterisks.
Figure 5ix. Send the Invoice to the Organisation
On saving the Invoice, it will be set as Status: “Draft”. Again, send an email from SELMA using the mail button (orange), or download an Invoice template to send one from your email account (PDF button).
- Note: There is a default invoice template, accessible through the PDF button, however, you can request SELMA support to create a custom one for you.
Figure 5x. Status Change From “Draft” to “Invoiced”
Add Payments to Invoices
Once a Payment has been made, you can record it in SELMA.
- NOTE: The Xero Integration is an additional paid feature, which allows you to post Invoices, including Fees and Payments, from SELMA to Xero.
- Please refer to Integrations – Xero Integration Setup for more.
- Please refer to Integrations – Xero Integration Setup for more.
Figure 6i. Add Payment Line
Figure 6ii. Provide Required Details and Save
Figure 6iii. View Payment Lines
A Payment line is added under the Fee line, and the “Amount Due” is deducted by the paid amount.
