Overview
Understanding what needs to be in place before creating an SES or Per Student Hour agency invoice in Oases for contract tutoring.
Article Sections
- Is My Program SES or ELT
- Activate the Billing Module
- Items to Complete Before SES Invoicing
- Check Sessions Approved
- Invoice Rate
- Invoice Header Information
- Invoice Line Item Name
- Video
Is My Program SES or ELT
An SES program bills the contract per student hour. A group session with 5 students for an hour will bill the contract 5 hours.
An ELT program bills the contract per session hour. A group session with 5 students for an hour will bill the contract 1 hour.
Activate the Billing Module
If you don't see Invoicing - Agency in the Financial section of the main menu switch it on in settings.
Go to: Setup > Company > Config Settings > Invoicing > Invoicing Modules.
Make selection and then log out and back in again.
Items to Complete Before SES Invoicing
- Sessions using an SES session type must be approved
- Have an invoice rate for the Program session types
- Edit invoice header information for recipient
- The program must be set on the Locations Program page to an SES style program, prior to running an SES style invoice
- Name your invoice line item description if not offering tutoring services
Check Sessions Approved
1. Sessions can be checked from the invoice area.
2. Access your invoicing list by selecting Invoicing Agency in Financial in the main menu.
3. If invoicing per location check Include Locations. From the drop down select the Program or Program and Location if you selected Include Locations.
4. Select the month to view from the date picker.
5. From the Option dropdown menu select unbilled.
6. The hours will be listed by student as shown below.
7. If some of the session details are not green or you think the hours look wrong, you can find the information for the session by clicking on the hours in the rows.
8. An information box will appear with the following information to help with your investigations:
- Session ID
- Tutor
- Time & Duration
- Session Type
- Status
- Edit Link
9. If you need to make any changes you can go directly to the session concerned by pressing Edit, or return to your Session list to perform bulk approvals.
Invoice Rate
10. If there is no invoice rate, even approved sessions will have no color and the pop up will advise there is no invoice rate.
11. Go to Locations > Select Program > Press Edit in Section 2 > Enter Invoice Rates > close edit panel.
Invoice Header Information for Recipient
12. Go to Locations > Select Program > Press Edit in Section 2 > Program Invoice To > Enter recipient info and any codes > close edit panel.
Invoice Line Item Name
13. The invoice will create with a description of Tutoring Services.
Go to Locations > Select Program > Press Edit in Section 1 > Lineitem Description > Enter description > close edit panel.
14. When this is done you are ready to create your invoice.
Setting up SES Invoicing Screen Cast Video
Please press here if you don't see the video below