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How To Create a Custom Invoice / CAN Template

Before creating a custom uReport template it is important to understand how the templates work. The templates are designed to use Microsoft Word mailmerge fields to reference desired Wisenet data fields.

Warning: You should only proceed if you have an intermediate level of technical and problem solving skills.

Learn how Regions and Fields work before proceeding further.

Before you begin

Required Knowledge: Invoice / Commonwealth Assistance Notice (CAN) | uReport

Required LRM Access: Admin only

While these steps are not hard, they do, however, require very careful attention to detail.  Therefore, we strongly recommend that you have an intermediate level of technical and problem solving skills.

There are 3 documents you need to create for VSL
  1. VET Student Loan Statement of Covered Fees
  2. Invoice Notice
  3. Commonwealth Assistance Notice
Key Design Considerations: 
VSL Statement of Covered FeesInvoice/ Commonwealth Assistance Notice

VET Student Loan Statement of Covered Fees

  • Is not part of Overnight Automation
  • Can be sent before or at the same time as first Invoice Notice
  • In uReport it is a Contract
  • Add Course Offer fields:
    • Course Fees
    • Loan Cap

Invoice / Commonwealth Assistance Notice

To generate an Invoice / Commonwealth Assistance Notice, the following must be in place:

  1. Course enrolment MUST belong to a course that is marked as FH/VFH eligible in the course section
  2. Course enrolment MUST have “VFH Eligible” True
  3. Learner MUST be enrolled in at least one Unit Of Study where the UoS both of the following details:
    • UoS Completion Status must not be empty or is not set to 9 (ie. must be code 1, 2, 3, 4 or 5)
    • Must have at least one UoS with a census date matching the reporting period that you are generating the CAN for
  4. For overnight CANs, check whether there is filtering by ‘Accessed VFH’

If:

  1. No UoS with census data relevant to your report
    • You will need to check the Learner’s records to see whether they are supposed to be reported or not
    • If they are, edit the relevant UoS and enter the relevant UoS date
  2. Completion Status empty
    • Edit UoS and set the Completion Status to 1, 2, 3, 4 or 5
      • Note: CANs are not generated for Completion Status 9
  3. Completion Status is set to 9
    • If this status is correct: A CAN should not be issued
    • If this status is incorrect: Edit UoS and set the Completion Status to 1, 2, 3, 4 or 5

1

Create from a Generic Template OR Create from your own document

It is recommended to download and modify an existing template as it reduces the amount of work and chance of error

  1. Find and Download a generic template specific to your requirements
    1. Navigate to LRM > Reports
    2. On the Left Navigation Bar, Click on uReports Templates
      • The generic templates are listed grouped by Template Type
    3. Find the relevant generic template that you wish to download and click on the Template Name
    4. Save the file onto your computer
  2. Modify the Custom Template
    1. Understand the specific design considerations and adjust accordingly
    2. Update the Layout and Format
      • Includes fonts, spacing, logos etc
      • The are many Tips and Tricks for formatting
    3. Add/Remove any additional Fields or Regions
  3. Once finished Save your document to your computer
  4. Proceed to Upload a Template below

Now that you have finish designing your template you need to:

  1. Upload the Template
  2. Test the Template
    • It is vital that after uploading a new version of a template that you test to ensure it is working as expected
    • This needs to be done by Generating the uReport Template

 

Archived AU_VSL_Invoice_Notice_Template 2017 

Archived AU_CANAutomated_Template

Please Note!  We do not recommend the following as it can cause errors in your template if you miss a step.

Even thought you are modifying your own template to become a uReport Template, you should still download a generic template and copy over specific template elements.

  1. Find and Download a generic template specific to your requirements
    1. Navigate to LRM > Reports
    2. On the Left Navigation Bar, Click on uReports Templates
      • The generic templates are listed grouped by Template Type
    3. Find the relevant generic template that you wish to download and click on the Template Name
    4. Save the file onto your computer
  2. Modify your own Document
    1. Understand the specific design considerations and adjust accordingly
    2. Review downloaded generic template and copy over required elements
      • Required Main Region Start and End tags
      • Any additional tables for Units etc
      • Any additional fields
    3. Update the Layout and Format
      • Includes fonts, spacing, logos etc
      • The are many Tips and Tricks for formatting
    4. Add/Remove any additional Fields or Regions
  3. Once finished Save your document to your computer

Now that you have finish designing your template you need to:

  1. Upload the Template
  2. Test the Template
    • It is vital that after uploading a new version of a template that you test to ensure it is working as expected
    • This needs to be done by Generating the uReport Template

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