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How to Generate a Statement of Fees and Invoice / CAN

Generating an Invoice or Commonwealth Assistance Notice is achieved using the uReport feature.  It uses Invoice or Commonwealth Assistance Notice template documents to format and input required Invoice or CAN.

If this is the first time your company is generating Invoices or CANs we recommend to first test the process using our generic templates. Then once confident with the process you can create you custom templates for live situations.

Before you begin:

Required Knowledge: Invoice / CAN | uReport

1

Prepare Course Enrolments

Note: If you already have your Course Enrolments set up, go to Step 2.

An Invoice / CAN will only generate when a Course Enrolment exists with:

  • Course Enrolment Accessed Vet Fee Help = True
  • Course Enrolment belongs to a Course with Fee Help Eligibility = “Vet Fee Help Eligible” or “Fee Help Eligibility”

It is important to have all appropriate fields set up against the Learner and Course Enrolment. Particularly Units of Study.

Note:  For the purpose of testing you could create a dummy Course Offer and Enrolments.

Learn how to Set Up a VSL Approved Course and how to Add Course Enrolments

2

Generate Statement of Covered Fees or Invoice / CAN

Overnight automation is the best way to generate your Invoices / Commonwealth Assistance Notices as it allows you to configure once and let Wisenet do the work.

  • Before you configure automation it is important that you have confidence with your templates. You should test this by generating an Invoice / Commonwealth Assistance Notice from a Course Enrolment Logbook.
  • The Template Type that should be used is Automated CAN which is designed specifically to meet the per census date reporting requirements.

VET Student Loan Statement of Covered Fees needs to be generated once and is not a part of overnight automation.

VET Student Loan Statement of Covered Fees is only sent once at the beginning of VSL enrolment. It can be sent at the same time of first Fee Notice. However, it is not part of overnight automation.

You can generate individually or in bulk.

Key Fields in Course Offer

These fields need to be entered:

  • Course Fees
  • Loan Cap
IndividuallyIn BulkAutomatically

  • Generate manually per individual Learner
    1. Navigate to the Clients’ Profile
    1. Click on the required Course Enrolment
    2. On the Left Navigation Bar, select Enrolment Logbook
    3. In the Action Menu select Generate uReport
    4. From the uReport Template Type Dropdown, select Contracts
    5. From the uReport Template Dropdown, select your desired template
    6. Complete additional options
    7. Click on Save
  • This will take you back to the Logbook page where the generated pdf document will be saved. Click on the document link and it will download a copy to your computer.

  1. Search for the relevant Course Offer
  2. From the Left navigation Bar, Click on Enrolments
  3. Tick the First Checkbox to select all learners listed, alternatively tick the checkbox next to each of the learner you want to generate the uReport for
  4. At the bottom of the page, Click on the Action Dropdown Menu and select Generate uReport
  5. Select uReport Template Type from the dropdown menu
  6. Select uReport Template from the dropdown menu
  7. Complete all relevant section accordingly
  8. Click Save

The generated document will now be stored against each Learner’s Course Enrolment Logbook. The quickest way to navigate here from the Course Offer > Enrolments list is:

  • Open in new tab each Learner by holding ctrl while clicking on the Learner’s name in the Course Offer > Enrolments list
  • Then from the Profile > Enrolments Panel find the Course Enrolment and choose View Logbook in Action Menu

  1. Search for the relevant Course Offer
  2. On the Left Navigation Bar, Click on Learncycle
  3. From on Action Menu, Select and Click on Add Learncycle Activity
  4. Select the trigger condition:
    • When…(select the option relevant to you)
      • Course enrolment is created
      • Enrolment status is changed to <you choose>
      • Enrolment status reason is changed to <you choose>
    • Then do this…
      • Select and Click on Generate uReport
      • Select uReport Template Type
      • Select uReport Template
      • Complete all relevant sections
      • (Optional) Click on Preview to check your template and update if required
      • Click Save

When the Course Enrolment meets your trigger condition, the uReport document will be generated automatically with your learner’s details substituted for the uReport template placeholders. And sent out as a message if you configured a message.  A File Note will be saved in the Client Course Enrolment Logbook.

Learn More? Learn about Learncycle

  1. It is best to only generate manually per individual Learner
    1. Navigate to the Clients’ Profile
    1. Click on the required Course Enrolment
    2. On the Left Navigation Bar, select Enrolment Logbook
    3. In the Action Menu select Generate uReport
    4. From the uReport Template Type Dropdown, select Automated CAN
    5. From the uReport Template Dropdown, select your desired template
    6. You will be prompted to enter a Census Date and this can be up to 99 days before or after today
      1. It must match a Census Date value that the selected Course Enrolment has for at least one of the linked Unit of Study Enrolments
    7. Complete additional options
    8. Click on Save

    This will take you back to the Logbook page where the generated pdf document will be saved. Click on the document link and it will download a copy to your computer. You can now print or send out your Assistance Notice or Invoice.

There are no steps for generating an Invoice / CAN using Overnight Automation. Instead you need to carefully set up Overnight Automation to generate Invoices / CANs

How to set up Overnight Automation to Generate Invoices / CANs

Note: If you have any issues during uReport generation then please use the following troubleshooting guide to see how to resolve them.

uReport Troubleshooting Guide

3

Review the generated Invoice / CAN

This step is more important during initial testing. Once you setup automation the Invoices / CANs will be automatically sent out.

Download the generated Invoice / CAN, review contents and make necessary changes:

  • If fields are incorrectly populated
    • Ensure that the data has been correctly entered into Wisenet for this Learner
    • Ensure the custom ureport template is referencing the correct regions or fields
  • If layout and formatting is not correct
    • The custom ureport template will need to be updated to resolve any issues

If this is a generic template then take a copy and create a custom template.

In any case if you require changes to a template follow the instructions on How to Create a Custom Invoice / CAN Template

Next Step

You may be finished at this point or you may wish to Create a Custom Invoice / CAN Template

Invoice / CAN

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