Contract Reconciliation Report - Additional functionality
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We would like to use the Contract Reconciliation features to keep track of our Qld Dept Education Supplier Management payments. However, unit of competency payments are based on contract schedules, delivery postcodes and payment increases each financial year , not one set payment per unit, meaning that we need to record multiple values for each outcome code.
Would it be possible for multiple values to be stored for each outcome code, the user being able to choose the applicable value during reconciliation? Alternatively, could the user override the values stored against the contract?
Is it possible to use contract reconciliation without invoicing?
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Hi Dena,
Currently loadings/adjustments to the standard schedule rate can be applied manually to the invoice line items generated by the reconciliation tool, however we appreciate your feedback on ways to enhance and streamline this process. One possible solution might involve allowing multiple schedules to be created with the same code, allowing the user to choose the appropriate version/loading at the point of enrolment. We would love to receive further ideas and feedback from other clients who use this feature.As invoices are integral to the reconciliation process, this is a requirement for using the reconciliation tool.
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Bit late on adding a voice to this but I guess it still needs some improvement. We're trying to use the contract reconciliation tool but there are a few bits that appear to be missing in my opinion. These little bugs/omission seem to make the feature impossible to use accurately:
- You can set a separate contract schedule for an enrolment or for each individual subject of an enrolment or a mix of both. This is a good feature however, the finance details of the enrolment will only ever display one contract. For example, if half of the subjects are under schedule X, and the other half of subjects under schedule Y, the enrolment finance details will only show and report on a claim of 50% of the value of the enrolment. This also causes an issue when you're using class enrolment reports to determine the revenue value of a particular. The finance details of the enrolment need to be able to show multiple schedules.
- When you use the contract reconciliation tool to issue an invoice to the department and then mark it as paid, the paid amount isn't recorded against the finance details of the enrolment. This also makes the reports incorrect. I've previously logged this as a bug but i'm not sure if there's been any progress on it as yet.
- It's unclear what the Dates field in the contract reconciliation tool refer to. They seem to apply to neither the start date or the end date of the subject. To be useful for the contract reconciliation I believe they need to specifically relate to the end date of a subject.
- We receive a different funding amount based on a few variables such as contract period, course, delivery location and concession status. We use schedules to record these varying amounts. At present, we are nearing 100 different schedules for just one of our contracts due to all of these variances. To make the contract reconciliation easier we need two things. 1. The contract reconciliation needs to allow us to view records from multiple schedules under the one contract simultaneously and 2. We need the ability to create one invoice that contains line items from multiple schedules. The contract reconciliation tool at present only allows you to create one invoice per schedule. This means that we have to create approximately 100 invoices each month to reconcile payments from the department.
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Hi Calvin, thanks for the feedback! Regarding the paid amount not displaying correctly, this has recently been addressed and will be fixed in our very next release—thanks for flagging this. Regarding your final point (reconciling multiple schedules), we have recently enhanced the reconciliation tool to do exactly as you are suggesting. This enhancement is currently in a BETA testing phase, but can be enabled via the "Multiple Schedule Contract Reconciliation BETA" setting under additional options (for the STG account only—please let us know via the support centre if you would like this enabled in your live account).
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Hi Calvin, we've been able to make some modifications to the enrolment finance area to display data for multiple schedules against a single enrolment as per your suggestion, and this will be in our next release. I will also mention that the ability to reconcile multiple schedules simultaneously will be enabled for all clients as of our next release as well. Going back to your previous comment, the dates filter on the contract reconciliation page will filter out any training activity that does not fall within the specified date range based on both the start and end unit dates (similar to the date range for the AVETMISS report).
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