OVERVIEW

Table of Contents

Table of Contents
1 Name of Policy 2 SA Schedules

Content of policy. Use BOLD Headings 1, 2, 3 & 4 to break up content.

POLICY

Name of Policy

PROCEDURE

SA Schedules

Copy all claims items for the month and paste onto the Payments tab on the SA Funding Calculations/Schedules spreadsheet
Filter the ‘Claim Date’ column by the current month that you’re looking at
Filter ‘Claim Line Item Status’ column and filter so it doesn’t show ‘Reconciled’ units. Mark these unreconciled rows red
Then filter to only view ‘Reconciled’ units
Sort ‘National Course Code’ column to A-Z
Go to 'Payment Type' column, filter to view ‘qualification’ only. Mark these rows light blue
Then filter the 'Payment Type' column to view ‘competency’ only
Go to the first white cell/entry and look up that student in aXcelerate
Click on their relevant course – the status should be ‘in progress’ or ‘completed’
Scroll to Schedule information on course enrolment. If a schedule has been applied, scroll to the bottom and click ‘Show contract information’
If there’s a green tick on a row, the figure is already reconciled
Check the units and payment amounts on the list and compare them to the spreadsheet. If the amounts match, the correct schedule has been applied.
If the amounts do not match (a one cent difference is fine), follow the process to add the correct schedule:

Select the Course Link to open up the intake/course details
Go Bulk Actions - Bulk Set Contracts
Look at the claim Date and use this date to determine which schedule to apply, as well as the concession figures – if they are even numbers like $100, $75, etc we will need to choose the JT version of the schedule
Check the Amount Paid no against the schedule you think applies to the most claims as a check
Apply the schedule you think matches to ALL
Go back to the Course Matrix and open up a student
Scroll down and select Show Contract Information
Select Reconcile – this will open up anything that has been assigned to this schedule
Select hide not due
Re-sort spreadsheet by surname if you made changes and make your way down the list reconciling the amounts which match up
Tick on Axcelerate
Colour green on the spreadsheet

Click ‘Reconcile’ against the current contract/schedule
Tick ‘Hide not due’ (on the top left)
Tick the units that have matching amounts to the spreadsheet
Click to ‘Create invoice’
Under the invoice tick all possible options listed and click ‘save’
Invoice is created. Click ‘Payments’ on the left menu, then select ‘Record Payment’

Authority
Regulatory Documents