Offers and Enrolments

Equator IT has designed eBECAS/EDMISS so that an offer is a “maybe” and is completely flexible. An offer has no attached debtor account. An accepted offer, which generates an enrolment, is a “definite” and has financial consequences. An enrolment has invoices with fees for service and the student will be placed in a waiting list for class placement. The enrolment invoices are included in the debtors (accounts receivable) listings.

An offer does not impact financials; it is a tool for marketing and sales. An offer is a document detailing prices and services offered to students and agents. Within the system, offers are totally flexible. Any detail within an offer can be changed, including fees, discounts, charges, courses, start date and length.

An offer does not impact financials (you do not create an invoice or have fees due). It is just a means of preparing and negotiating a potential contract, which does not become a contract for service until it is ‘accepted’. Until this point, an offer does not allow a student to be placed in a class, reserve a homestay placement or book an airport transfer.

An enrolment is a contract for service. When an offer is accepted and enrolment generated, invoices will be generated. Extra invoices can be added but once an invoice is generated, it cannot be deleted. The course date however, can be adjusted.

For every enrolment, this is legal contract between the college and the student. All invoices are recorded in eBECAS/EDMISS within the students account and in the receivables ledger. Other financial transactions (payments, receipts, refunds) are also recorded in the fees tab of the enrolment details window. A complete history of financials must be kept - including who, when, where and why. The original contract and transactions must be accessible for the student, agent and users of eBECAS/EDMISS. There can be no short cuts when it comes to changes of course, length, agent, discounts, credits and debits of fees. All alterations must have an audit trail.