Bank Reconciliation

Updating Bank Deposit Date

This menu allows you to update bank deposit date for the payment transaction entered in RTOManager system to ensure that all your transactions are reconciled with bank
Examples of these transactions can be cash payments received for miscellaneous fees like photocopy fees, printing fees or books or individual bank deposits made by student to pay fees etc.
To manage this function, follow the instructions below:

On your RTOManager, click Accounts > Bank Reconciliation

Select the dates when bank deposits has been made and click View.
If the bank deposit has not been recorded yet, click Add icon

A pop up screen will appear and will allows you to record the Bank deposit amount. Enter relevant information and click Add Bank Deposit (as shown below).

Note: once bank deposit amount has been recorded, the data will show up as shown below:

To reconcile the deposit with the invoices issued in the system, click this icon to bring up Payment list.

As per our example, we have a bank deposit recorded for the amount $750. We have to reconcile this with the invoice issued for the same amount and click Update Reconcile amount.

Note: The reconcile amount must be $0 to be able to reconcile and update the bank deposit date.

Click Update Bank Deposit Date to record the change ( as shown below)

Generate Invoice

Bulk for Student or Agent

This menu allows you to generate bulk Student and Agent invoices. To manage this function, follow the steps below:

Click Accounts > Generate Invoice

To start searching for payment schedules, enter the relevant information as shown below:

Due Date period – from Due Date and to Due Date
Payment type – e.g. Miscellaneous fee or Tuition fee
Invoice sent - Yes or No
Student Course- select from the drop-down menu
Select Student Status from the drop-down e.g. Current Student, Completed, Enrolled, New Application Request, etc.

Click View Schedule to generate the list as per the search criteria entered.
Tick all invoices that appeared on the list and click Student Invoice or Agent Invoice icons located on the top right hand side of the page (as shown below). The system will generate all invoices on PDF File for you to print and /or send to Students/Agents via email.

To send these invoices in bulk via email, click the send email icon located on the top right hand side of the page.
To Export all Invoices in an Excel format, click the export icon as shown below.

Note: All invoices information will be generated in an Excel format as per below:

Employer Invoice

This menu allows you to generate Employer Invoices. 'Employers' in RTOManager are those companies/ organisations who sends their employees to a registered training organisations to study a specific course either for upskilling or professional development. The fees will be paid by the company and RTO's can send the invoices to the employer directly.

Note: Student must be domestic student and then linked with the Student course record which will then appear in the Invoice section to select to generate invoice for Employer
To manage this function, follow the instructions below:

On your RTOManager, click Accounts > Employer Invoice
Search Payment Schedule by entering relevant information (as shown below)
Select Employer from the drop down menu
Enter between dates ( to and from date)
Select payment type e.g. Tuition fee or miscellaneous fee.
Select student status form the drop down menu

Click View schedule to generate payment invoices as per search criteria. List of invoices will appear at bottom of the page.
Tick all or selected invoices and click Employer Invoice icon to generate invoices in PDF format. You may print it or send via email. To export data to Excel format, click Export icon

Provider Payment

This menu allows you to search for payments made by the students for any services provided by a third party provider. Example will be Overseas Student Health Cover (OSHC) providers e.g. Bupa, Medibank Private; Airport Pick up provider, Visa processing fee, Homestays etc. Once the payment is received and Student formally start the course, then the relevant amount has to be paid to the Service Providers and record it in this section.

To manage this function, please follow the instructions below:

On your RTOManager, click Accounts > Provider Payment.
Enter the relevant information from the drop-down menus provided -. Service type e.g. OSHC, Airport pick up, Accommodation etc.; Service Category; service start date and transaction type e.g. paid and unpaid provide payment or all transaction and click View Service Details.

List of Payment details as per the information entered will show up on the list. Tick the box corresponding the transaction payment you need to modify and manually enter date paid, the provider amount due and any remarks or reference (as shown below).
Once all information has been entered, click Update icon to save changes.
To export this information in an excel format, click Export icon

Note: A pop up screen will appear to confirm Status update.

Bulk Sanction

This menu allows you to bulk apply Sanctions to Students. A Sanction is used to get Student attention – may it be of academic or payment in nature.
Example of an Academic Sanction can be academic misbehaviour e.g. plagiarism etc. An example of a Payment Sanction can be unpaid fees that are overdue, etc.

These cases require a Student to cooperate to address the matter. Once a Sanction is in place, the Student is not able to login to the Student Portal until the Sanction is removed.

A message will display when any Staff views the Student Profile Summary page for a Student who has a Sanction applied.

To apply Bulk Sanctions to Students navigate to Accounts > Bulk Sanction

Select required options in the Student Sanction search fields - Find Student By, Dates etc.
Click View Student
The search result Student list of will be shown on the page

4. Select the required Student for the Sanction by ticking the check-box

5. Enter the Sanction information

6. Click Apply Sanction

Sanction application functionality is more fully described in Student Management.

Bulk Update Commission

This menu allows you to bulk update Agent Commission rates by Semester.

To Bulk Update Agent Commission navigate to Accounts > Bulk Update Commission

Enter the required search Criteria - Agent Status, Agent Origin, Agency Name, Course Type, Year, Intake Date, Semester
Click View Commission
The search result Agent Commission list of will be shown on the bottom of the page.