eBECAS version 7 OSHC Worldcare

    Index

    • Specify Suppliers
    • Secify insurance Fees
    • Generating a OSHC Worldcare SpreadSheet
    • Schedule payment

    The purpose of this documentation is to assist Colleges to generate spreadsheets that can load the insurance policy information into the OSHC Worldcare web site.

     

    Specify Insurance Suppliers

    Each Insurance provider needs to be entered - go to Main - Utilities - Suppliers. Search to see if OSHC has been added:

    If you offer EduCover, enter EduCover as another Supplier.

    Specify Insurance Fees

    Each Insurance fee must include the name, sales and purchase price, the supplier, single or family, and period of cover in months.

     

    Generating a OSHC Worldcare Spreadsheet

    Go to Main - Finance - Schedule Payments. This screen when you press search, displays previously posted Payment Schedules. To add a new insurance payment schedule, press New. Then select the location, payment schedule and started before date, then press search for those options. The following screen is displayed.

    What is displayed is the student number and student name, invoice number, nett invoiced (to the student), nett received (from the student), College amount (what the College bills the student), Provider amount (amount scheduled to be paid to the insurance provider).

    The first column labeled 'has insurance' indicates whether the insurance invoice has been linked with the insurance policy details. This only occurs if the Insurance was entered in offers without insurance fees with type (single or family) and / or period in months specified.

      The following are directions to use to update the insurance policies not linked with the invoices

      Please make sure the insurance policy is entered and is linked with the insurance invoice before making payment and posted. If insurance is entered via the offer process, the insurance policy will automatically be linked.

      To link a insurance invoice item with a student's insurance policy, go to the student enrolment (highlight the student in the schedule payments and press View - Enrolment).

      Note the student enrolment start date, 25/02/2008 and go to the Enrolment Fees screen, locate the invoice item 2007/8 Single 7 mths.

      Now close the Enrolment and press the View - Student tab from the scheduled payments screen. On the Student press the Insurance tab, if no Insurance policy is displayed, press New, the following screen appears:

      Fill in the insurance details, description and start date, the end date is calculated.

      When saved, the details will then appear like this for the Student Homestay tab:

      Going back to the Schedule payments, search again, amd all the scheduled payments should have a tick in the 'has insurance' column

     

    Schedule Payments

    You now have the scheduled payments due to be paid listed. You can now press 'select all' to mark all policies to pay, or individually tick the box in the pay column for each student. this will list the amount due to be paid to the student. If for some reason you wish to pay a different amount, you can over ride the amount by overtyping the amount in the 'pay amount' column for the student.

    Note in version 7510 we introduced the added feature of filtering the insurance provider suppliers. This enables you to filter by provider (if you are changing from and old insurance provider to a new insurance provider or if you have different types of policies that you want listed to pay separately such as OSHC Worldcare and Educover Worldcare listed as insurance providers).

    There is a Excel merge option from this screen, which is designed NOT for Worldcare. This export is only to be used to exort the select payments as a listing for internal use. When you press Save the payments are posted to each student's account as having been made. I will show you and example student account before and after the scheduled payment is made.

    Student account 21312 press Enrolment Fees to see what the student was invoiced and has been receipted

    To see what has been paid out via schedule payments on the fees screen, select the Scheduled Payments tab

    Going back to the Schedule payments press the Save button, you will be asked to specify the date you want listed as the schedule payment date.

    The ticked 'pay' payments will be posted to the student accounts, and a report presented.

    When you close the report, you go back to the main menu. By selecting Schedule payments again, and searching for Insurance, you will see the lastest payments have been posted in a schedule (no 1380).

    The Microsoft Excel spreadsheet that is used to load on the OSHC Worldcare website is obtained by pressing Excel Merge on the Scheduled Payments search screen 9.4 while highlighting the insurance schedule payment number.

    To show how the payments made have been posted back to the student account, if you go to the same student enrolment fees screen as was displayed earlier, you will see that the payment has been posted against the student account.

    end