Table of Contents
1.2.2.Change/Set New Fee Group
1.3.2.Access/View Student Ledger
1.4.Perform Payment Transaction
1.5.Perform Adjustment Transaction
1.12.1.Group Billing by Fee Group
Finance module will basically gathers financial data from various functional departments such as finance, admission, hostel and library. It will also generate valuable financial reports such as student payment report (by program), student payment report (by date), collection report, transactional report, student outstanding report and many more. It is with this module that financial department staff within business can review and manage the financial position for each students.
Click on Finance link in order to access features under Finance. Clicking on the Finance link will display the features under the Finance module such as student search, document search, fee group, invoice reminder, reports and etc.
In this feature, few items must be setup before user starts to use the system. The settings involved are account code, configuration, reminder template, transaction approver, hostel fee group, payment method, subject charge, tax code and financial session.
Click on the Settings link to access Settings page.
Click on the Account Code link to access Account Code page. Refer following steps to add the account code.
- Enter code
- Enter name
- Enter description
- Enter order
- Click Add button
User can change the status of account code to inactive if it is no longer used.
Click on the Update link to make amendment on the account code details and Delete link to remove the record permanently.
However, it is advisable to not delete the account code unless it hasn't been used yet by the user.
7. Allow Student Print Receipt: This function enable or disable student to click and print the receipt issued directly from Student Portal > Account Status.
8. BNM Rounding Adjustment: This function enable or disable the amount of invoice and payment generated from the system to be rounded off following Bank Negara Malaysia Rounding Mechanism.
9. Adjustment Transaction Approval: This function allow/disallow approval after adjustment (CN, DN and RF) is made in student financial transaction. If the setting is activated, the user must get the approval from approver before the adjustment transaction can be reflected in Student Ledger and vice versa.
10. Hostel Rental Charge: This function enable or disable automatic hostel rental charge upon check in process in Hostel module.
11. Signature on Receipt: This function enable or disable signature column in receipt issued.
12. Enable Repeat Subject Charge: This setting enable or disable repeat subject charge. Means that, if the setting is turned on, system will automatically generate Repeat Subject bill once fail subject is retake and register.
13. Repeat Subject Charge By: This setting is related to the setting no 12. Repeat subject can be charged by credit hour or subject. Given example as below.
Rate of Subject A: RM 200
Credit Hour of Subject A: 3 hours
If the repeat subject charge by is set to:
Subject: System will issue RM 200 to the student once student retake the subject.
Credit Hour: System will issue RM 600 (RM 200 x 3 credit hour) to the student once student retake the subject.
14. Send Email for Payment Made: This setting enable or disable automatic email notification to the student once payment is made/recorded.
15. Printing Document Header: This function enable or disable the header in every documents such as invoice, receipt, account statement and etc.
16. Printing Document Watermark: This function enable or disable document watermark in every documents such as invoice, receipt, account statement and etc.
17. Allow Backdated Receipt: This function enable or disable backdated receipt and invoice to be issued in the system.
18. Student Portal Show CN and DN: This feature enable or disable viewing of adjustment (CN and DN) in Student Portal. (Update 20/1/2018: This feature is covered in Show Full Adjustment Setting).
19. Subject Charge by Credit Hour: This feature enable or disable subject registered to be charged by credit hour.
20. Auto Fee Group Intake Creation: This feature enable or disable automatically creation of fee group based on intake.
21. Subledger: This function enable or disable student ledger to be separated by main and sub ledger.
22. Show JomPay Logo: This function enable or disable JomPay logo in the invoice document.
To make amendment on each setting, click on the value, make changes and click OK to save the record.
23. Account Statement Footer Note: This setting is provided to set the footer note statement in the Account Statement.
24. Hostel Registration Discount:
25. Invoice Due Duration: This setting is provided to configure the invoice generated due date.
26. Invoice Footer Note: This setting is provided to set the footer note statement in the Invoice document.
27. JomPay Biller Code. This feature is used to manage the institution JomPay biller code. The setting will only be displayed if Show JomPay logo setting is turned on. The biller code will be appeared in the student invoice.
28. Min Outstanding Amount: This feature is used to manage the minimum outstanding amount allowed for student. Student will be blocked from accessing student result, exam slip and perform semester registration if outstanding amount is larger than the minimum outstanding amount set.
29. Min Paid Amount: This setting is provided to manage the minimum amount that student must settle before it can be considered as paid. This is used to identify student who has paid or not for commission purposes by the marketing staff/agent.
30. Minimum Aging Days: This setting is provided to configure the minimum aging days for bad debt purposes.
31. Receipt Footer Note: This setting is provided to set the footer note statement in the Receipt document.
32. Repeat Subject Charge Amount: This feature is used to manage and configure the amount of repeat subject to be charged once student retake the subject.
33. Sponsorship Expiring Notification (Days): This feature is used to manage the sponsorship expiring notification in day. System will notify user on how many days student sponsorship will be expired.
34. Tuition Fee amount per credit (RM):
Transaction approver setting is used to provide the access to the specified user for approval process of any adjustment in Student Ledger such as cancellation of invoice, payment and refund.
Transaction approver will have an access to the Transaction Approval feature and able to receive notification of pending transaction approval once user make adjustment on student transaction. However, this is only applicable if the Adjustment Transaction Approval setting in Config is activated.
Click on the Transaction Approver link to access Transaction Approver page.
To add transaction approver, refer the steps below.
1. Click on Add New Approver link to access Add New Approver page
2. Select staff
3. Enter description
4. Select status
5. Click Add button
New transaction approver will be added into the list as shown below.
Hostel fee group feature is provided so that user is able to set the pre-defined item to be charged to the student upon Hostel Bill charges. The item set here will be automatically reflected in Hostel Bill feature.
Click on the Hostel Fee Group link to access Hostel Fee Group feature.
To add hostel fee group item, refer the following steps.
1. Select account code
2. Select status
3. Enter local amount
4. Enter international amount
5. Click Add More Item to add more account code
6. Click Update button
The new hostel fee group item will be added into the list.
Click on Remove link to remove the record permanently.
Payment method is used to manage and configure the payment method list in the make payment and open payment screen. Click on the Payment Method link to access Payment Method page.
To add new payment method, please refer the steps below.
1. Click on Add New Payment Method link to access Add New Payment Method page
2. Enter payment method name
3. Enter code
4. Enter description
5. Enter order
6. Select active status
7. Select show bank name selection.
If set Yes, the bank name option will be appeared in the Make Payment and Open Payment screen and vice versa.
8. Choose show document number field.
If set Yes, the document number field will be appeared in the Make Payment and Open Payment screen and vice versa.
9. Choose show date selection
If set Yes, the document date option will be appeared in the Make Payment and Open Payment screen and vice versa.
10. Choose show file attachment
If set Yes, the file attachment field will be appeared in the Make Payment and Open Payment screen and vice versa.
11. Select payment sponsor
12. Click Add button
New payment method will be added into the list.
Click on Update link to make amendment on the record and Delete link to remove the data.
Click on the Subject Charge link to access Subject Charge page.
2. Click Filter button. System will list down all subjects offered by the selected faculty.
3. Enter tuition fee by subject
4. Enter tuition fee by credit hour
System will automatically update the rate of each subject entered.
This feature is used to manage the tax category according to its percentage. System will automatically calculate the total amount of invoice and payment issued based on the tax percentage tied to the account code.
Click on the Tax Code link to access Tax Code page.
To add new tax code, please refer to the steps below.
1. Click on the Add New Tax Code link to access Create New Tax Code page
2. Enter name
3. Enter code
4. Enter description
5. Select date effective
6. Select tax rate
7. Click Create button
New tax code category will be added into the tax code list.
8. Once added, select invoice type. This is to tag the tax category should be tied to normal or tax invoice.
This feature is provided to distribute the fee group by months. Click on the Financial Session link to access Financial Session page.
To manage the months session of fee group, refer the following steps.
1. Choose faculty
2. Choose program
3. Choose year
4. Click Filter button. System will list down all fee groups under the selected program and year.
5. Click on Manage link to access Manage Financial Session page
6. Select start session
7. Select end session
8. Click Submit button
System will update the start session and end session of the fee group accordingly.
Section 1.3.2. Access/View Student Ledger has mentioned that bill/invoice will be auto generated in student ledger upon student activation/semester registration. Before auto billing can be generated in student ledger, the billing setting/template must be pre-set. The billing setting can be created in fee group page. Different fee group will be tied to different programs. This means different programs will have different setting of billing depending on what is set in fee group. Click on fee group link in order to access fee group page as per shown in figure above.
Click on Add New Fee Group link to access Add New Fee Group page. Fee group can be set using two ways. One is manual another one is using template.
Verify above figure is to set fee group using template. Perform the following steps to set fee group by template:
1. Choose faculty
2. Choose program
3. Choose intake
4. Copy template by selecting from any template in the list
5. Select primary (Tick if it is primary; system will automatically create the intake fee group according this template if Auto Fee Group Intake Creation is turned on)
6. Enter description
7. Enter group discount (if applicable)
8. Click Submit button
Above figure is to set the fee group manually. Perform the following steps to manually set fee group:
1. Choose faculty
2. Choose program
3. Choose intake
4. Leave the copy template empty.
5. Select primary (Tick if it is primary; system will automatically create the intake fee group according this template if Auto Fee Group Intake Creation is turned on)
6. Enter description
7. Enter group discount (if applicable)
8. Choose account code
9. Choose semester
10. Enter fee for local student
11. Enter fee for international student
12. Enter fee for local discount (if applicable)
13. Enter fee for international discount (if applicable)
14. Click add more item button if needs to add more list of item.
15. Click Submit button.
New fee group will be added into the list.
1.2.2. Change/Set New Fee Group
To set/change new fee group to any student, access user profile (refer section 1.3 and 1.3.1) and click set fee group link. Verify set fee group form will appear as per shown in figure below.
To set to new fee group tp student, perform the followings steps:
1. Choose new fee group.
2. Click Submit button.
Verify new fee group will appear in student profile as per shown in figure below.
Click on Student Search link in order to view list of students
Enter search keyword in order to search for student listing. Search keyword can be either in IC/passport, name or student ID format. Click on Advanced search link to narrow down the search scope. Verify campus, faculty, course, intake and status dropdown option will appear. Select any field and press search button.
Verify specific search result will appear in the list. Click View Profile link to view student details. Student profile page will be displayed as per below figure.
Section 1 (basic info) – This section displays basic information for the particular student such as name, IC/passport number, student id, contact number, email address, program taken, faculty, intake, current semester and student status. New student id will be generated once the student activated. Details of student id are as per below:
DMT - Program/course
0813 - Intake (August 2013)
1 - Campus number (campus branch)
012 - Sequence no. /running no
Section 2 (summary box)– In this section user can check sponsor name (JPA, MARA, PTPTN, etc), outstanding balance, fee group, recruited by and floating balance for the particular student.
Section 3 (action) – This part is call action. It will show actions under specific department. For example for Finance department it will show make payment and other related links under finance. In academic, manage subject and update attendance will be shown in action.
Section 4 (tabs)– These are call tabs (see figure above). This section are divided into personal info, academic background, academic status, student ledger, status log, hostel information, document checklist, program list, subject list and notes. The details are as per below:
● Student Ledger – Will display account transaction information for particular student. Example of transaction such as bill/invoice, payment, refund, etc.
● Personal Info - Display personal information about particular students such as contact info, etc.
● Academic Status - Display academic status for each semester/academic session.
● Hostel Information - Display hostel information for example it will show hostel that are currently tie for specific student.
● Notes - User can add any notes for any students. It can be viewed throughout all department.
1.3.2. Access/View Student Ledger
Bill/invoice will be charged to students or auto generated in student ledger immediately after student activation or semester registration is done in admission and record section (will be done by admission and record department). Example of student ledger is as displayed in above figure. To access student ledger, user must click on student ledger tab. Verify list of bill transaction is displayed in student ledger.
1.4. Perform Payment Transaction
Payment transactions can be performed in few different ways such as performing payment transaction to auto generated invoices, make payment by manually choosing desired account code and perform open payment transactions (details will be explained in section 1.4.1). Click on make payment link in order to access make payment page to perform payment transaction. Make payment link can be accessed throughout student profile.
This page will list down all the outstanding balance for specific student (balance must be paid by student). The above items will be auto generated during student activation or semester registration (same as student ledger). Perform the following steps to make payment:
1. Check/tick the pay full checkbox if student wants to make full payment.
2. Subtotal amount to be paid (auto populated).
3. Select account code. (e.g to perform advance payment in the same receipt)
4. Enter description.
5. Total amount to be paid (auto calculated).
6. Total amount paid by students (must be entered manually)
7. Select payment method.
8. Enter remarks.
9. Click pay button to confirm payment.
Step 1. To pay amount in full, tick/check the checkbox. Automatically subtotal amount for the particular fee will appear in the amount textfield. If the student wants to pay partial value, uncheck the pay full checkbox. In this case user must enter the amount in the amount textfield manually.
Steps 3 and 4. For some cases, additional payments need to be done besides the auto generated bills/invoices. This can be perform by selecting the account code and entering the description manually.
Step 6. Payment field must be entered manually by user. This is to ensure the amount entered is tally with the total amount that must be paid by the partiular student.
Step 7. For payment method other than cash, other additional information is required to be entered. For example if payment is done using cheque, extra information such as bank name, document number and document date are required to be entered.
Open payment function is normally use to make payment for transactions which do not have bill/invoice. Example of these type of transactions are library fine, summon, lost of matric card, etc. These type of transactions are not fix and will be executed only when needed. However in some situation, transaction with bills/invoices will be done in here as well. For example advance payment. Some students may want to make advance payment for tuition fee for future semester. User must choose yes (radio button option) in generate bill when there are no specific account code are in the list (will not be generated in the future during semester registration auto billing). Choose no for the fix transactions that has bill/account code and normally done in the future for example advance payment. In this case bill/invoice will not be generated and will be auto generated during future semester registration. Payment will be knock off according to what has been paid.
1.5. Perform Adjustment Transaction
A credit note is essentially a negative invoice, and will be used to rectify errors in an already issued bill/invoice. For example if the college has perform invoice transaction by over charging the particular student. User are allowed to cancel the whole invoice or perform partial credit note.
To perform credit note, refer the following steps.
1. Click on CN link to access Credit Note Form page
2. Click on the Cancel Bill checkbox to cancel the whole invoice. Untick if to perform partial credit note.
3. Enter description
4. Verify document no
5. Automatically reflect the full amount if cancel bill checkbox is ticked. If partial credit note, user must enter the amount to be cancelled.
6. Click Submit button
Credit note transaction will be reflected in Student Ledger.
If Adjustment Transaction Approval setting is activated, the credit note transaction will only be reflected in Student Ledger once approver approved the transaction.
In short, cancel payment is used to deduct funds from student's account or cancel receipt/payment. Cancel function will not refund any amount of money to students. In CMS, user is only allowed to cancel the whole payment issued. To cancel the payment, please perform steps below.
1. Click on Cancel link to access Cancel Payment Form page
2. Verify document no
3. Enter remarks
4. Click Submit button
Cancel payment transaction will be reflected in Student Ledger.
If Adjustment Transaction Approval setting is activated, the credit note transaction will only be reflected in Student Ledger once approver approved the transaction.
Manual bill function is used to generate bill manually. Normally bill/invoice will be auto generated during semester registration and during student activation (based on fee group set for specific programs). Example of when manual bill is used, click manual bill link in order to access manual bill form page.
To generate manual bill, perform the following steps:
1. Select date issue (by default will be set system date)
2. Select account code
3. Enter description
4. Enter amount
5. Click add more item button if more item needs to be added.
6. Total amount will be auto calculated
7. Click submit button
Verify newly generated bill/invoice appears in student ledger as per shown in figure below.
Refund is similar to cancel payment function (refer section 1.5.2). The only difference between refund and cancel payment is refund will physically return the money to students using cheque whereas cancel payment will deduct the money from other fees instead. Refund link can be accessed from student profile under payment transaction.
Click Refund link in student ledger in order to access Refund Form page. Follow below.
Follow below steps to perform refund transaction:
1. Document number will be auto populated (not able to edit)
2. Enter description
3. Choose method of payment
4. Enter check number
5. Enter check date
6. Upload attachment
7. Item will be auto populated (not able to edit)
8. Enter amount to knock-off
9. Check on which item need to be knock-off
10. Click Submit button.
Refund transaction will be reflected in Student Ledger as shown below.
If Adjustment Transaction Approval setting is activated, the refund transaction will only be reflected in Student Ledger once approver approved the transaction and process the refund.
Some colleges require to combine hostel bill together with other main bills (account code), some may have it seperated. This function will only be used if hostel bill needed to be executed seperately from other bills. Click hostel bill link in order to access hostel bill page.
Perform the following steps in order to generate hostel bill :
1. Choose hostel
2. Select room type option
3. Auto populate deposit (breakage) as set in Hostel > Manage Hostel > Room Type
4. Auto populate deposit (rental) as set in Hostel > Manage Hostel > Room Type
5. Auto populate room rate as set in Hostel > Manage Hostel > Room Type. Enter the no of months to stay.
6. Auto populate hostel fee group set Hostel Fee Group setting
7. Click Generate button
System will generate the hostel bill as below.
Click on the Deposit Refund link to access Deposit Refund Form page.
To perform deposit refund, please refer the following steps.
2. Choose account code to charge the student
5. Click Add More Item to add more charge
6. Auto populate the refund amount
Deposit refund transaction will be shown as below in Student Ledger.
To access document search page, click on document search link.
Enter document number in order to search details for the particular document. Search keyword must be in document number format. Click on Advanced search link to narrow down the search scope. Verify search in, transaction type, account code and date range option will appear. Select any field and press Search button.
Invoice reminder is a function that allows user to send reminder to specific student that has reached certain amount of autstanding balance. This particular reminder will be appearing in student portal. Click on Invoice Reminder link in order to access invoice reminder page.
To filter students with specific range of outstanding balance, perform the following steps:
1. Select faculty
2. Select program
3. Select status
4. Select bigger than or lower then operator and enter value
5. Click Filter button
Verify list of matched data will appear inside the list (refer below figure).
6. Choose template
7. Click on student checkbox
8. Click Send Reminder button
Student will be notified in Student Portal > Dashboard > Reminder as shown below. Once sent, the reminders are permanent.
1.12. Group Billing
1. Choose billing type
2. Choose faculty
3. Choose program
4. Select intake
5. Select semester
6. Select sponsor
7. Choose student type
8. Choose show student list
9. Click Filter button. List of student will be displayed according to the selected options.
10. Choose student
11. Click Proceed button to access Group Billing Manual page
12. Select date issue
13. Select ledger
14. Select account code
15. Enter description
16. Enter amount
17. Click Add More item to add more bill
18. Click Generate button
System will issued the respected invoice to all 8 students accordingly as shown below.
This feature is provided in order to process the refund once the transaction is approved. Refund transaction will only be reflected in Student Ledger once the transaction is approved and refund is processed while credit note and debit note will automatically reflect in Student Ledger upon approval process.
To process the transaction, refer Section 1.14 Transaction Approval.
Click on the Process Refund to access Process Refund page.
To process the refund, please refer steps below.
1. Click on Process button to Refund Process page
2. Enter check no
3. Select check date
4. Enter remarks
5. Click Process button
Refund transaction will be reflected in Student Ledger as below.
