iNEISTM Billing and Collection System Overview
iNEISTM is an integrated system for managing billing, invoicing, and collection processes in educational institutions. The system allows users to efficiently handle tuition calculations, student transactions, ad-hoc charges, and report generation. With features like automatic calculation and manual adjustments, iNEISTM streamlines the billing process for school finance officers and deputy principals. Explore the system's functionalities and learn how to adjust fees, manage billing, and generate reports effectively.
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Integrated National Education Information System (iNEISTM) Billing (Invoice) and Collection 1610 Clinic Session
Agenda 1. During the session: Manage Billing (Invoice) Automatic Tuition Calculation Post Student Transaction (Charges) Manual Ad/Hoc Calculation Reverse Incorrect Charges Generate Report
Online Help 1. Automatic Tuition Calculation Individual Refer to: http://help.ineis.moe.gov.bn/bi/bi_3.1.php Batch Refer to: http://help.ineis.moe.gov.bn/bi/bi_3.2.php Manage Billing (Invoice) Manual Ad/Hoc Calculation Individual Refer to: Online Refer to: http://help.ineis.moe.gov.bn/bi/bi_4.2.php Excel Refer to: http://help.ineis.moe.gov.bn/bi/bi_4.3.php
Online Help Reverse Incorrect Charges Individual Refer to: http://help.ineis.moe.gov.bn/bi/bi_6.1.php Group Refer to: http://help.ineis.moe.gov.bn/bi/bi_5.1.php Generate Report List of Students with Outstanding Fees Refer to: http://help.ineis.moe.gov.bn/bi/bi_7.2.php Outstanding Revenue Statement Report Refer to: http://help.ineis.moe.gov.bn/bi/bi_7.1.php
Reminder School Finance Officer or Deputy Principal need to do the Billing (Charges) first before (Payments) process. doing the Collection
Charging Fees 2 ways to charge CCA Fund, Hotel Fee, Transport Fee, etc School Fund and School Fee Manual Ad/Hoc Calculation Automatic Tuition Calculation Requires Approval Individual Students Using Excel Upload All Students Online
How to Adjust Fees How was the fees adjusted? Reverse Fees Manually Automatic Tuition Calculation Individuals Requires Approval Re run Tuition Calculation Reverse Individual Charge Reverse Posted Group Post Fees Again
Manage Billing (Invoice) Automatic Tuition Calculation - Batch
Automatic Tuition Calculation - Batch 1. Navigate to Main Menu > Student Financials > Tuition and Fees > Batch Tuition Calculation. 2. Click the Add a New Value tab. 3. Enter any values in the Run Control ID field. Note: Enter the School Code, Academic Career, Term and the Process Number. Any value can be entered as the Run Control ID also. All data entered as part of a Run Control ID can be retrieved later.
Automatic Tuition Calculation - Batch 4. Click the Add button. 5. Enter the values in the Business Unit, School and Term fields.
Automatic Tuition Calculation - Batch 6. Fill in theClick the Run button after that. 7. Academic Career and Academic Program for student if applicable. Note: Academic Career and Academic Program can be left blank if fees is to be calculated for all careers and programs in the school.
Automatic Tuition Calculation - Batch 8. Tick the MOE_Batch_Tuition_Calculation process and click the OK button.
Automatic Tuition Calculation - Batch 9. Take note of the Process Instance Number. 10.Next click the Process Monitor link to check the status of the process.
Automatic Tuition Calculation - Batch 11.Find the Process Instance Number. Click the Refresh button until the Run Status is Success and the Distribution Status is Posted.
Automatic Tuition Calculation - Batch 12.Click the MOE_TCAL link in the Process Name column.
Automatic Tuition Calculation - Batch 13.After that, click the MOE_SF_TUITC_success link. Then on the View Log/Trace page, click the MoeBatchTuitionCalc.log link.
Automatic Tuition Calculation - Batch 14.Process has run to success and fees have been calculated successfully for all students.
Manage Billing (Invoice) Post Student Transaction (Charges)
Post Student Transactions 1. Navigate to Main Menu > Student Financials > Charges and Payment > Post Student Transactions 2. IN the Add a New Value Tab, Enter values in the Business Unit, ID, Account type and Item type field. 3. Click Add button to move to Post Transaction Page 2 3
Post Student Transactions 4. Fill in the Amount and term, Reference Number, Item Effective Date and Date Due for student if applicable. Click on Post once you finished filling in the correct fields. 5. (Note: Please verify student account by reading Verify the Calculated Fees ) 5 4
Manage Billing (Invoice) Verify the Calculated Fees
Verify the Calculated Fees 1. 2. 3. Navigate to Main Menu > Student Financials > View Customer Accounts. In the Find an Existing Value tab, enter the values in the Business Unit and StudentID field. Click on the Search button next to search for the student account. Note: The Customer Account will display all charges and payments posted in the student's account.
Verify the Calculated Fees 4. Click the Account Details link to view the detailed transactions posted in that term.
Verify the Calculated Fees 5. Click on the Item Details link to view the details of the transaction like Due Date and Item Type.
Verify the Calculated Fees 6. The fees that is charged to the student will be shown.
Manage Billing (Invoice) Manual Charge: Upload File to Group Post
Verify the Calculated Fees 1. Open a new Excel sheet. 2. Change the format of the fields to Text.
Create Upload File in .CSV Format 3. Create the upload file according to the File Layout page. This columns should include first the Student ID, Item Type, Amount, Reference Nbr, Term, Item Effective Date and Due Date.
Create Upload File in .CSV Format Note: Enter the following columns as stated below: Column #1: Enter the Student ID of the student. Column #2: Enter the Item Type that is charged to the student. Use the codes only for what Item Types that you will charge to the student. E.g. of these item types are: 000000000008 CCA Fund (Primary) 000000000009 PE T-Shirt (Primary) 010000000008 CCA Fund (Secondary) For the other list of item types can be found on the link given http://help.ineis.moe.gov.bn/codes/item_type.php Column #3: Enter the Amount that you will charge to the student. E.g. BND 5.00 or 5 for CCA Fund that is charged to the student.
Create Upload File in .CSV Format Column #4: Enter the Reference Nbr which can be the Class of the student for as for reference. E.g. YEAR3A for Year 3 Class 3A. Also numberings from 000001 to 000100 can be used also. Column #5: Enter the Term of when the student is charged. E.g. of these School Terms are: Term Description Valid From Valid To 1610 Academic Year 2016 Term 1 04/01/2016 17/03/2016 1620 Academic Year 2016 Term 2 04/04/2016 08/09/2016 1630 Academic Year 2016 Term 3 19/09/2016 30/11/2016
Create Upload File in .CSV Format Column #6: The Start Date of the student that is charged. The format of the dates should be DD/MM/YY as 05/01/2015. Column #7: Enter the Due Date or the last payment of when the student need to pay. The format of the dates should be DD/MM/YY as 31/01/2015.
Create Upload File in .CSV Format 4. Save the file as .CSV format. Note: Any changes to the .CSV file after it has been saved should be done using the Notepad only.
Manage Billing (Invoice) Upload .CSV File
Upload .CSV File 1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > MOE External File Upload. 2. Click on the Add a New Upload tab. 3. Enter any value in the Run Control ID field. 4. Click on the Add button. 5. You will be directed to MOE External File Upload page. Note: Enter the School Code, Academic Career, Term and the Process Number. Any value can be entered as the Run Control ID also. All data entered as part of a Run Control ID can be retrieved later.
Upload .CSV File 6. Enter values in the Business Unit, Group Type and MOE Layout ID fields. 7. Click on the Upload File button to attach the .CSV file. 8. Click on the Run button to start the process.
Upload .CSV File 9. In the User Scheduler Request page, select the External File Uploader checkbox. 10. Click on the OK button.
Upload .CSV File 11. You will be directed back to the MOE External File Upload page. Take note of the Process Instance number. 12. Click on the Process Monitor link.
Upload .CSV File 13. Click on the Refresh button until the Run Status and Distribution Status are set to Success and Posted accordingly. 14. Click on the Details link and it will direct you to Process Details page.
Upload .CSV File 15. Click on the View Log/Trace link to go to the View Log/Trace page.
Upload .CSV File 16. Click on the log file link, in the File List section. Verify the information in the summary log. Any errors encountered during the process will be mentioned in the log file. The group will only contain rows that went through successfully. Correct the errors and create a new upload file for all rows that has errors.
Upload .CSV File 17. Take note of the new Group ID in the report generated. The group has automatically been sent for approval. Note: After the .CSV file is successfully uploaded, users will be given the Group ID and the Group Post created is sent to the School Principal for approval. School Finance Officer or School Admin should inform or notify their School Principal to approve the Group Post created through the .CSV file.
Manage Billing (Invoice) Approval by the School Principal
Approval by the School Principal 1. Navigate to Main Menu > Worklist. 2. Search and click on the Group ID with the Group Type which the School Finance Officer or School Admin ask to be approved.
Approval by the School Principal 3. Verify the information in the Group Entry and Group Line Entry tabs. 4. To approve the group, select Available for Posting from the Posting Action dropdown menu. 5. Click on the Save button after the information is verified and the Group Post will be approved.
Manage Billing (Invoice) Post Group to Student s Account
Post Group to Students Account 1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Post Transactions. 2. In the Add a New Value section, enter any value in the Run Control ID field and click the Add button after that. 3. You will be directed to the Post Transactions page. Note: Enter the School Code, Academic Career, Term and the Process Number. Any value can be entered as the Run Control ID also. All data entered as part of a Run Control ID can be retrieved later.
Post Group to Students Account 4. Enter the values in the Business Unit, Group Type, Starting Group ID and Ending Group ID fields. 5. Click on the Run button and user will be directed to the Process Scheduler Request page. Note: Ensure that the Group Type is C for Charges the same as the Group Type of the Group Post created before. Also enter the Group ID from the Group Post into the Starting Group ID and Ending Group ID.
Post Group to Students Account 6. Select the 'Group Posting Process' and click the OK button next.
Post Group to Students Account 7. Take note of the Process Instance number. 8. Click on the Process Monitor link and user will be directed to the Process Monitor page.
Post Group to Students Account 9. Use the Process Instance number to look for the process and click the Refresh button until the Run Status is Success and Distribution Status is Posted. 10. Once the process has completed, check for the status of the group in the Create Group Data Entries page.
