IESE4 _academic - Release 3: New Student Financials Training- Barcelona & Madrid, April 2015

Copyright © 2014 Accenture All Rights Reserved. 2 Student Financials (NEW) StudentFinancials(NEW) Updated in v2.4 Back to Agenda

Copyright © 2014 Accenture All Rights Reserved. 3 Index New Student Financials Training Guide Invoicing Process Credit Notes Process Collections Process

Copyright © 2014 Accenture All Rights Reserved. 4 Student Financials (NEW) Updated in v2.4 Invoicing Process

Copyright © 2014 Accenture All Rights Reserved. 5 Student Financials tab > Maintain Application link Program Coordinator Student Financials (NEW) Invoicing – Review Payer Billing Information Where can I review payer fiscal data coming from Sales? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Application Nbr’ link of ‘Pending Invoices’ dashboard 3.Click on ‘Related Content’ 4.Select ‘Customer Account’ on the pick list 5.Access to the student financial details clicking on ‘Account Details’ link Where can I review payer fiscal data coming from Sales? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Application Nbr’ link of ‘Pending Invoices’ dashboard 3.Click on ‘Related Content’ 4.Select ‘Customer Account’ on the pick list 5.Access to the student financial details clicking on ‘Account Details’ link

Copyright © 2014 Accenture All Rights Reserved. 6 Student Financials (NEW) Invoicing – Review Payer Billing Information Student Financials tab > Maintain Application link Program Coordinator Access to ‘Item Details’ link corresponding to the line related to the tuition 7.Check the last lines, which correspond to the last price update done in Sales. Each line correspond to one payer and it is displayed next information: Payer ID Payer Name Payer fiscal ID Purchase Order (if populated in Sales) Charge amount ‘Addresses Details’ link 6.Access to ‘Item Details’ link corresponding to the line related to the tuition 7.Check the last lines, which correspond to the last price update done in Sales. Each line correspond to one payer and it is displayed next information: Payer ID Payer Name Payer fiscal ID Purchase Order (if populated in Sales) Charge amount ‘Addresses Details’ link 8.Click on ‘Addresses Details’ link to see ‘Billing’ and ‘Bill Shipping’ address details sent from Sales 9.Check information related to ‘Billing’ and ‘Bill Shipping’ addresses 10.Click ‘Save’ 8.Click on ‘Addresses Details’ link to see ‘Billing’ and ‘Bill Shipping’ address details sent from Sales 9.Check information related to ‘Billing’ and ‘Bill Shipping’ addresses 10.Click ‘Save’ NOTE: Fields ‘Purchase Order’ and ‘Addresses Details’ fields can be modified from Academics if no more changes are allowed in Sales due to some of the payers are already invoiced. This would block doing changes on payer details in the opportunity.

Copyright © 2014 Accenture All Rights Reserved. 7 Student Financials tab > Manage Charges to Invoice or ‘Charge Status’ link Program Coordinator Student Financials (NEW) Invoicing – Create a Payment Plan (OPTIONAL) If needed, how can I create a Payment Plan? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu If needed, how can I create a Payment Plan? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu Add search criteria of our Program (optionally you can filter also by a concrete student (‘ID’) and payer of the student selected (‘Payer’)) 4.Click on the ‘Payment Plan’ link of charge of the payer that requested the payment plan 3.Add search criteria of our Program (optionally you can filter also by a concrete student (‘ID’) and payer of the student selected (‘Payer’)) 4.Click on the ‘Payment Plan’ link of charge of the payer that requested the payment plan

Copyright © 2014 Accenture All Rights Reserved. 8 Each line added correspond to one payment plan installment. 5.Add ‘Billing Date’ of the installment (date from which the installment is enabled to be invoiced) 6.Add ‘Payment Due Date’ (expected date agreed with the client in order to pay the installment) 7.Add the installment amount (‘Item Amount’) 8.Click ‘Post’ Each line added correspond to one payment plan installment. 5.Add ‘Billing Date’ of the installment (date from which the installment is enabled to be invoiced) 6.Add ‘Payment Due Date’ (expected date agreed with the client in order to pay the installment) 7.Add the installment amount (‘Item Amount’) 8.Click ‘Post’ NOTE: ‘Post’ button is only enabled when sum of all the installments amounts are equal to the total amount of the charge to split. 8.Click ‘OK’ when payment plan is posted 9.Original charge has been split in installments detailed in the Payment Plan link NOTE: Each installment is enabled to be invoiced when the ‘Billing Date’ detailed arrives. NOTE: ‘Post’ button is only enabled when sum of all the installments amounts are equal to the total amount of the charge to split. 8.Click ‘OK’ when payment plan is posted 9.Original charge has been split in installments detailed in the Payment Plan link NOTE: Each installment is enabled to be invoiced when the ‘Billing Date’ detailed arrives. Student Financials tab > Manage Charges to Invoice or ‘Charge Status’ link Program Coordinator Student Financials (NEW) Invoicing – Create a Payment Plan (OPTIONAL)

Copyright © 2014 Accenture All Rights Reserved. 9 Student Financials (NEW) Invoicing – Add Additional Invoice Comment (OPTIONAL) Student Financials tab > Manage Charges to Invoice or ‘Charge Status’ link Program Coordinator If needed, how can I add an additional comment to an invoice? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu If needed, how can I add an additional comment to an invoice? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu 3.Add an ‘Internal Invoice Comment’ in order to register other information related to the invoice (only informative) 4.Add an ‘Invoice Additional Comment’ that the client requested to include in the invoice 5.Click ‘Save’ NOTE: Once the row is invoiced, ‘Invoice Additional Comment cannot be changed. 3.Add an ‘Internal Invoice Comment’ in order to register other information related to the invoice (only informative) 4.Add an ‘Invoice Additional Comment’ that the client requested to include in the invoice 5.Click ‘Save’ NOTE: Once the row is invoiced, ‘Invoice Additional Comment cannot be changed

Copyright © 2014 Accenture All Rights Reserved Click ‘Save’ 6.Charges are set as ‘Charges Ready’ in ‘Pending Invoices’ dashboard. 7. (OPTIONAL) Click on ‘Payment Distribution’ link in order to add, if needed, additional payment information agreed with the client. 5.Click ‘Save’ 6.Charges are set as ‘Charges Ready’ in ‘Pending Invoices’ dashboard. 7. (OPTIONAL) Click on ‘Payment Distribution’ link in order to add, if needed, additional payment information agreed with the client. How can I select charges to be invoiced? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu 3.Add search criteria. 4.Select the charges that want to be invoiced by Administration. How can I select charges to be invoiced? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Charges Status’ link of ‘Pending Invoices’ dashboard or ‘Manage Charges to Invoice’ link on left menu 3.Add search criteria. 4.Select the charges that want to be invoiced by Administration. Student Financials (NEW) Invoicing – Enable “Charges Ready” to be invoiced Student Financials tab > Manage Charges to Invoice or ‘Charge Status’ link Program Coordinator

Copyright © 2014 Accenture All Rights Reserved. 11 NOTE: Data stored in ‘Payment Distribution’ component is only informative and used for Program Coordination purposes. Add, change or delete this information doesn’t impact on invoice issued. NOTE: Data stored in ‘Payment Distribution’ component is only informative and used for Program Coordination purposes. Add, change or delete this information doesn’t impact on invoice issued. 8. (OPTIONAL) Add ‘Payment Due Date’ for each installment (due dates agreed with the client to pay each installment). 9. (OPTIONAL) Add ‘Item Amount’ of each installment (amount agreed with the client to be paid in each installment). 10. (OPTIONAL) Click ‘Save’. 8. (OPTIONAL) Add ‘Payment Due Date’ for each installment (due dates agreed with the client to pay each installment). 9. (OPTIONAL) Add ‘Item Amount’ of each installment (amount agreed with the client to be paid in each installment). 10. (OPTIONAL) Click ‘Save’. Student Financials (NEW) Invoicing – Enable “Charges Ready” to be invoiced Student Financials tab > Manage Charges to Invoice or ‘Charge Status’ link Program Coordinator

Copyright © 2014 Accenture All Rights Reserved. 12 Student Financials (NEW) Invoicing – Invoice Generation Student Financials tab > Billing Request Administration How to generate invoices requested by Program Coordinators? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Billing Request’ link on left menu 3.Click ‘Add a New Value’ 4.Select the Business Unit to which belong charges to be invoiced: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 5.Click ‘Add’ 6.Select the Career of the Program to be invoiced 7.Select the Program of the charges to be invoiced 8.Select the billing template of the Program (Billing ID code is like ‘15O01’ for Invoices and like ‘15O01CM’ for Credit Memos) 9.Select the invoice layout of the invoice to be issued (Student Invoice (Stdnt Inv), Other Payer Invoice (Other Inv) or Company Invoice (Comp Inv)) 10.Select the language of the invoices to generate (English (ENG) and Spanish (ESP)) 11.Click ‘Generate Invoice’ 12.Click ‘OK’ (Invoice generated and PDF is printed) How to generate invoices requested by Program Coordinators? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Billing Request’ link on left menu 3.Click ‘Add a New Value’ 4.Select the Business Unit to which belong charges to be invoiced: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 5.Click ‘Add’ 6.Select the Career of the Program to be invoiced 7.Select the Program of the charges to be invoiced 8.Select the billing template of the Program (Billing ID code is like ‘15O01’ for Invoices and like ‘15O01CM’ for Credit Memos) 9.Select the invoice layout of the invoice to be issued (Student Invoice (Stdnt Inv), Other Payer Invoice (Other Inv) or Company Invoice (Comp Inv)) 10.Select the language of the invoices to generate (English (ENG) and Spanish (ESP)) 11.Click ‘Generate Invoice’ 12.Click ‘OK’ (Invoice generated and PDF is printed)

Copyright © 2014 Accenture All Rights Reserved. 13 Student Financials (NEW) Invoicing – Print Invoice Student Financials tab > General Review Invoice Program Coordinator How can I print my Invoices? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘General Review Invoice’ link on left menu 3.Select the Business Unit to which belong charges invoiced: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 4.Click ‘Search’ 5.Add search criteria to display invoices desired 6.Click ‘Review’ link to retrieve the invoice in PDF 7. (OPTIONAL) Click on ‘Review All Program Invoices’ to print PDFs of all invoices displayed according to the search criteria NOTE: Invoices are stored in an internal directory and can be retrieved whenever from ‘Review General Invoice’ component. How can I print my Invoices? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘General Review Invoice’ link on left menu 3.Select the Business Unit to which belong charges invoiced: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 4.Click ‘Search’ 5.Add search criteria to display invoices desired 6.Click ‘Review’ link to retrieve the invoice in PDF 7. (OPTIONAL) Click on ‘Review All Program Invoices’ to print PDFs of all invoices displayed according to the search criteria NOTE: Invoices are stored in an internal directory and can be retrieved whenever from ‘Review General Invoice’ component To Index

Copyright © 2014 Accenture All Rights Reserved. 14 Student Financials (NEW) Updated in v2.4 Credit Notes Process

Copyright © 2014 Accenture All Rights Reserved. 15 Student Financials (NEW) Credit Notes – Payment Reversal (OPTIONAL) Student Financials tab > Reverse Payment Administration How to reverse a payment of an invoice that needs to be credited? This step only applies if the student has a payment corresponding to the invoice to credit. 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard 3.Copy (CTRL+V) of the ‘Emplo ID’ 4.Click on ‘Reverse Payment’ link on left menu 5.Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 6.Click ‘Search’ 7.Paste (CTRL+V) copied in step 3 8.Click ‘Search’ 9.Click ‘Reverse’ button of the payment needed to be reversed 10.Click ‘OK’ How to reverse a payment of an invoice that needs to be credited? This step only applies if the student has a payment corresponding to the invoice to credit. 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard 3.Copy (CTRL+V) of the ‘Emplo ID’ 4.Click on ‘Reverse Payment’ link on left menu 5.Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 6.Click ‘Search’ 7.Paste (CTRL+V) copied in step 3 8.Click ‘Search’ 9.Click ‘Reverse’ button of the payment needed to be reversed 10.Click ‘OK’

Copyright © 2014 Accenture All Rights Reserved. 16 Student Financials (NEW) Credit Notes – Invoice Reversal Student Financials tab > Invoice Reversal Program Coordinator How to reverse an invoice that needs to be credited? 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard and copy (CTRL+V) the ‘Invoice Number’ to be credited 3.Click on ‘Invoice Reversal’ link on left menu 4.Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 5.Click ‘Search’ 6.Paste (CTRL+V) copied in step 3 + ‘Enter’ 7.Add a ‘Reason’ to reverse the invoice 8.Click ‘Reverse’ button of the invoice to be credited How to reverse an invoice that needs to be credited? 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard and copy (CTRL+V) the ‘Invoice Number’ to be credited 3.Click on ‘Invoice Reversal’ link on left menu 4.Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 5.Click ‘Search’ 6.Paste (CTRL+V) copied in step 3 + ‘Enter’ 7.Add a ‘Reason’ to reverse the invoice 8.Click ‘Reverse’ button of the invoice to be credited 8 8

Copyright © 2014 Accenture All Rights Reserved. 17 Student Financials (NEW) Credit Notes – Generate Credit Memo Student Financials tab > Billing Request Administration How to generate Credit Memos requested by Program Coordinators? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Billing Request’ link on left menu 3.Click ‘Add a New Value’ 4.Select the Business Unit to which belong charges to be credited: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 5.Click ‘Add’ 6.Select the Career of the Program to be generated the Credit Memo 7.Select the Program of the charges to be credited 8.Select the billing template of the Program (Billing ID code is like ‘15O01’ for Invoices and like ‘15O01CM’ for Credit Memos) 9.Select the Credit Memo layout of the Credit Memo to be issued (Student Credit Memo (Stdnt CMem), Other Payer Credit Memo (Other PCMem) or Company Credit Memo (Comp CMem)) 10.Select the language of the Credit Memos to generate (English (ENG) and Spanish (ESP)) 11.Click ‘Generate Invoice’ 12.Click ‘OK’ (Credit Memo generated and PDF is printed) How to generate Credit Memos requested by Program Coordinators? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘Billing Request’ link on left menu 3.Click ‘Add a New Value’ 4.Select the Business Unit to which belong charges to be credited: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 5.Click ‘Add’ 6.Select the Career of the Program to be generated the Credit Memo 7.Select the Program of the charges to be credited 8.Select the billing template of the Program (Billing ID code is like ‘15O01’ for Invoices and like ‘15O01CM’ for Credit Memos) 9.Select the Credit Memo layout of the Credit Memo to be issued (Student Credit Memo (Stdnt CMem), Other Payer Credit Memo (Other PCMem) or Company Credit Memo (Comp CMem)) 10.Select the language of the Credit Memos to generate (English (ENG) and Spanish (ESP)) 11.Click ‘Generate Invoice’ 12.Click ‘OK’ (Credit Memo generated and PDF is printed)

Copyright © 2014 Accenture All Rights Reserved. 18 Student Financials (NEW) Credit Notes – Print and send Credit Memo Student Financials tab > General Review Invoice Program Coordinator How can I print my Invoices? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘General Review Invoice’ link on left menu 3.Select the Business Unit to which belong charges credited: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 4.Click ‘Search’ 5.Add search criteria to display Invoices and Credit Memos desired 6.Click ‘Review’ link to retrieve the Credit Memo in PDF 7. (OPTIONAL) Click on ‘Review All Program Invoices’ to print PDFs of all invoices and credit memos displayed according to the search criteria NOTE: Credit Memos are stored in an internal directory and can be retrieved whenever from ‘Review General Invoice’ component. How can I print my Invoices? 1.Go to ‘Student Financials (NEW)’ tab 2.Click on ‘General Review Invoice’ link on left menu 3.Select the Business Unit to which belong charges credited: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). 4.Click ‘Search’ 5.Add search criteria to display Invoices and Credit Memos desired 6.Click ‘Review’ link to retrieve the Credit Memo in PDF 7. (OPTIONAL) Click on ‘Review All Program Invoices’ to print PDFs of all invoices and credit memos displayed according to the search criteria NOTE: Credit Memos are stored in an internal directory and can be retrieved whenever from ‘Review General Invoice’ component

Copyright © 2014 Accenture All Rights Reserved Click ‘Search’ 6.Paste (CTRL+V) copied in step 3 + ‘Enter’ 7.Click ‘Regenerate Charges’ 5.Click ‘Search’ 6.Paste (CTRL+V) copied in step 3 + ‘Enter’ 7.Click ‘Regenerate Charges’ Student Financials (NEW) Credit Notes – Regenerate Invoice Changes (OPTIONAL) Student Financials tab > Invoice Reversal Program Coordinator How to regenerate charges of an credited invoice that needs to be rebilled? Charges needs to be regenerated when it is needed to bill the same amount but with different fiscal data and opportunity is already blocked for sending new payers. 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard and copy (CTRL+V) the ‘Invoice Number’ to be regenerated 3.Click on ‘Invoice Reversal’ link on left menu 4.Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). How to regenerate charges of an credited invoice that needs to be rebilled? Charges needs to be regenerated when it is needed to bill the same amount but with different fiscal data and opportunity is already blocked for sending new payers. 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard and copy (CTRL+V) the ‘Invoice Number’ to be regenerated 3.Click on ‘Invoice Reversal’ link on left menu 4.Select the Business Unit to which belong payment to be reversed: ‘IESE’ for charges in Euros (€) and ‘IESED’ for charges in Dollars ($). NOTE: Charges of the invoce credited are regenerated and can be rebilled changing the fiscal data as indicated in “Review Payer Billing Information” chapter 8. (OPTIONAL) “Regenerate All Charges” allow to regenerate all charges displayed and reversed according to search criteria NOTE: Charges of the invoce credited are regenerated and can be rebilled changing the fiscal data as indicated in “Review Payer Billing Information” chapter 8. (OPTIONAL) “Regenerate All Charges” allow to regenerate all charges displayed and reversed according to search criteria 8 8 To Index

Copyright © 2014 Accenture All Rights Reserved. 20 Student Financials (NEW) Updated in v2.4 Collections Process

Copyright © 2014 Accenture All Rights Reserved. 21 How can I post an payment of a concrete invoice? 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard 3.Copy (CTRL+V) of the ‘Emplo ID’ 4.Click on ‘Post Student Transaction’ link on left menu How can I post an payment of a concrete invoice? 1.Go to ‘Student Financials (NEW)’ tab 2.Search the invoice requested to be credited in the ‘Detail Invoices’ dashboard 3.Copy (CTRL+V) of the ‘Emplo ID’ 4.Click on ‘Post Student Transaction’ link on left menu Student Financials (NEW) Collections – Post Invoice Payment Student Financials tab > Post Student Transaction Administration

Copyright © 2014 Accenture All Rights Reserved. 22 Student Financials (NEW) Collections – Post Invoice Payment 5.Copy value of step 3 (CTRL+C) and paste (CTRL+V) 6.Select the Account Type where payment has to be posted. Select always those not started with “3XX” or “0XX” (old method). 7.Select the payment Item Type of the corresponding to the Career of the Program in which the student is enrolled (e.g.: OPEN, SFP, DEGREE…) 8.Click “Add” 9.Write total payment amount to post 10.Select current academic year 11.Click “Restrict to Invoice” look up 12.Select the invoice to pay 13.Click “Post” button Now, student payment has been posted to the invoice number selected on step Copy value of step 3 (CTRL+C) and paste (CTRL+V) 6.Select the Account Type where payment has to be posted. Select always those not started with “3XX” or “0XX” (old method). 7.Select the payment Item Type of the corresponding to the Career of the Program in which the student is enrolled (e.g.: OPEN, SFP, DEGREE…) 8.Click “Add” 9.Write total payment amount to post 10.Select current academic year 11.Click “Restrict to Invoice” look up 12.Select the invoice to pay 13.Click “Post” button Now, student payment has been posted to the invoice number selected on step To Index Student Financials tab > Post Student Transaction Administration