LTPS User Guide

# Invoices

# Overview

Invoices are sent out to leviable providers to charge them their levy each year.

Invoices are generated in the LTPS system and sent to leviable providers as PFD attachments to various notices (Invoice, Payment Reminder and Invoice overdue notices).

When an invoice is generated in the LTPS system, the debt is posted to SAP and recorded against the provider customer account. A new customer account is created as part of this process if necessary. Payments received are recorded in SAP and sent back to the LTPS system.

The levy collection Invoices tab provides a place to search, view, export and update the invoices for all of the levy collection providers for a single levy collection.

# Who can use it?

All logged in users can view, search and save searches for levy collection invoices.

Users with the Send invoice notice permission can send invoice notices.

Users with the Reverse invoice permission can reverse invoices.

Users with the Reconcile invoice with SAP permission can manually reconcile invoices with SAP.

Users with the Export listing to Excel - Invoices permission can export invoice data.

Users with the Export listing to Excel - History permission can export invoice history data.

# How is it used?

The levy collection Invoices tab behaves in a similar way to the complete listings: invoices and provider invoices pages, except it is displays the invoices for all of the levy collection providers for a single levy collection.

All logged in users can view, search, and save searches for the invoices for a levy collection as well as select a particular invoice to view the details.

Users with the appropriate permissions can also export a list of all invoices raised for a levy collection

New invoices can't be raised from the provider Invoices tab: users must go to the Levy collection workflow or Levy collection provider page and run the Raise invoice task/action.

Once an invoice has been raised, it can be sent from the invoice details page, as well as on the levy collection Notices page or the levy collection provider notices or provider Notices tabs. Sent invoices can also be reversed and manually reconciled.

# SAP customer account for providers

The system will automatically check if a provider has an existing SAP customer account when the Raise Invoice task is run.

  • Check the LTPS database for a saved SAP CustomerID.
  • If not found
    • Find a contact for the provider (the most recently-created that has an address record & is tagged as a primary contact for either VSL or Higher Ed)
    • Search SAP for customer records, using the HITS ProviderCode as the search term within CompanyCode = 6500
    • If customer record not found in SAP:
      • Create a SAP customer record using ProviderCode & Name from HITS, and address details from the primary contact record
    • Save the SAP CustomerID in LTPS to use next time
  • Create an invoice in SAP against the CustomerID
  • Create an invoice record in LTPS including the SAP InvoiceID
    • Create a PDF of the invoice using the template
    • Change status to InvoiceRaised

# SAP invoice

Where a user chooses to generate an invoice for a provider, an invoice record will be created in SAP with the following parameters:

Field Type Field Name Value
Header DocumentDate Date and time of generation
Header Reference "LTPS"
Header CustomerID SAP Customer Account Number
Header GrossAmount Levy Amount
Header Header Text " "
InvoiceItem Description "[year] [CollectionType] levy - INVOICE for payment"
InvoiceItem GrossAmount Levy Amount
InvoiceItem BaselineDate Due Date
InvoiceItem SalesTaxCode "S0" (as configured in the levy collection settings)
InvoiceItem CostCentreID "A1396" (as configured in the levy collection settings)
InvoiceItem GeneralledbgerAccountID "553080" (as configured in the levy collection settings)

Upon successful raising of the SAP invoice:

  • A corresponding invoice record will be created in the LTPS system
  • A PDF invoice will be generated

# Invoice record in LTPS

Upon successful creation of the SAP invoice record, a corresponding invoice record will be created in LTPS to reflect the SAP invoice record.

# Details

Below are the SAP payment details used by the system.

Levy collection Cost Centre GL Account Comments
VSL – Placement/Incentive fees to providers A7161 540560 (Provider Services)
VSL – Recredit to loan account for students A7161 540650 (Special Account Expenses)
HELP – Placement/Incentive fees to providers A6172 540560 (Provider Services)
HELP – Recredit to loan account for students A6172 540650 (Special Account Expenses)
Upfront HE Fees – Placement/Incentive fees to providers A6172 540620 (Service Fees)
Upfront HE Fees – Refund of upfront fees for students A6172 540375 (Onshore Payments)

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