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
Important Note: All approved course provider must provide to a student enrolled in an approved course, regardless of whether the student wishes to access a VET Student Loan, a ‘VET Student Loan Fee Notice’ in relation to each fee period.
1
Prepare Course Enrolments
Note: If you already have your Course Enrolments set up, go to Step 2.
Important Note: All approved course provider must provide to a student enrolled in an approved course, regardless of whether the student wishes to access a VET Student Loan, a ‘VET Student Loan Fee Notice’ in relation to each fee period.
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”
- Include UnitOfStudyEnrolments where CompletionStatus
- 2, 3, 4, 5
- 1 or 6 and OutcomeDate > CensusDate
Where statuses are:
| Code | Description |
|---|---|
| 1 | Withdrew without penalty |
| 2 | Failed |
| 3 | Successfully completed all the requirements |
| 4 | Unit of study to be commenced later in the year or still in process of completing or completion status not yet determined |
| 9 | (no longer used) Withdrew prior to census date |
| 5 | Recognition of prior learning (VET only) |
| 9 | Withdrew under special circumstances |
| 9 | Unconfirmed |
| 6 | Withdrew due to medical reasons |
| 9 | Withdrew prior to commencement date |
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
- Generate manually per individual Learner
- Navigate to the Learner’s Profile
- Click on the required Course Enrolment
- On the Left Navigation Bar, select Enrolment Logbook
- In the Action Menu select Generate uReport
- From the uReport Template Type Dropdown, select Contracts
- From the uReport Template Dropdown, select your desired template
- Complete additional options
- 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.
- Search for the relevant Course Offer
- From the Left navigation Bar, Click on Enrolments
- 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
- At the bottom of the page, Click on the Action Dropdown Menu and select Generate uReport
- Select uReport Template Type from the dropdown menu
- Select uReport Template from the dropdown menu
- Complete all relevant section accordingly
- 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
- Search for the relevant Course Offer
- On the Left Navigation Bar, Click on Learncycle
- From on Action Menu, Select and Click on Add Learncycle Activity
- 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…(select the option relevant to you)
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
- It is best to only generate manually per individual Learner
- Navigate to the Clients’ Profile
- Click on the required Course Enrolment
- On the Left Navigation Bar, select Enrolment Logbook
- In the Action Menu select Generate uReport
- From the uReport Template Type Dropdown, select Automated CAN
- From the uReport Template Dropdown, select your desired template
- You will be prompted to enter a Census Date and this can be up to 99 days before or after today
- It must match a Census Date value that the selected Course Enrolment has for at least one of the linked Unit of Study Enrolments
- Complete additional options
- 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 Scheduled CANs/Invoices. Instead you need to carefully set up Scheduled CANs/Invoices 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.
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