Instalments/Invoices Generator
Overview
eBECAS/EDMISS includes a simple Instalments/Invoices Generator to create structured payment plans. You can choose how the instalments are spaced—by a fixed number, set weekly intervals, or custom phase-based logic—to suit your needs.
These options allow you to generate evenly distributed payment plans that suit your operational requirements, whether you're working with Offers or rescheduling existing invoices.
Understanding Instalments
Before exploring the available options, it's helpful to understand the key concepts and terms used throughout this article:
Instalments/Invoices
Instalments and Invoices are scheduled payments that divide the total amount payable for a course or item into smaller, manageable portions. Each instalment and Invoice have their own due date and amount.
Instalment/Invoice Period
The instalment or Invoice period refers to the portion of the course or item that each instalment/invoice covers. It defines the start and end dates the instalment relates to, usually aligning with the course or item duration. This helps ensure that payments are tied to the delivery of services over time.
Instalments vs Invoices
The term instalments applies during the offer stage, while invoices are used once the offer is accepted and the student is enrolled. Upon conversion, instalments are automatically turned into invoices.
Considerations for Instalments
Offer Instalments Around Holidays
By default, offer instalments are created without considering holidays. This means a due date will be set regardless if that date falls within a scheduled holiday. However, there are instances where you prefer the due date not to fall during holidays.
For these cases, you can update your system settings to automatically adjust the due dates to the nearest Monday after the holidays.
Updating this setting will not modify existing instalment plans but will apply to future payment plans.
The options available are:
Move back Due Date by Study Weeks (skip Holiday weeks)
This option adjusts the due dates of the instalments generated through the Instalment Generator by skipping holiday weeks and only aligning them based on Study Weeks.Move around Holidays when due prior to Instalment Date
This option will automatically adjust the due dates to the nearest Monday around the holidays that previously coincided with the due date. You have the flexibility to choose the direction in which you'd like to move the due date.
For more details, please reference to this article: Generate Offer Instalments around Holiday Options
When Offers Instalments Cannot Be Created
They cannot be created in the following cases:
Offer Items that are not included in an Offer Group
Offer Courses that are Unit of Study-based or Subject-based courses.
Ensure all items and courses meet these requirements before generating instalments.
Instalments/Invoices Generator Options
You can select from several options to generate a payment plan with multiple instalments/invoices. Each option applies a different method for setting the number of instalments/invoices, the due dates and for splitting the total amount.
The maximum number of instalments that can be created is limited by the duration (in weeks) of the offer item. The minimum number is one, which represents a single instalment.
Option 1: Create Set Number of Instalments/Invoices
This option lets you create a payment plan by defining the total number of instalments and setting when each is due.
The system will divide the course or item period as evenly as possible across the instalments selected. For example, if you select 2 instalments for a 10-week course, each will cover 5 weeks. If you select 3 instalments, the weeks may not split evenly, but the system will adjust to ensure the entire course or item period is covered proportionally.
By default, the due date for each instalment is set to the start of its period. This can be adjusted using the optional timing setting.
You can customise this option using the following settings:
Number of Instalments/Invoices [Number]: Total number of instalments to be created.
First Instalment/Invoice Due On [Date]: The due date for the first instalment.
Subsequent Instalments/Invoices Due [Number] Week(s) Prior to the Instalment/Invoice Period OPTIONAL: Number of weeks before each instalment period begins that the payment is due.
Imagine you’re setting up a payment plan for a 12-week course with a total fee of $3,000. The course runs from 01 September 2025 to 21 November 2025, and you’d like to divide it evenly into 3 instalments, each covering 4 weeks.
You want the first instalment to be due 2 weeks before the course begins, with the remaining instalments due 2 weeks before the start of their respective periods.
The payment plan will look like this:
To create this instalment plan, choose the following settings:
Number of Instalments [3]
First Instalment Due On [18 Aug 2025]
Subsequent Instalments Due [2] Week(s) Prior to the Instalment Period
Option 2: Create Instalments/Invoices with a Set Period
This option lets you create a payment plan by setting a fixed number of weeks that each instalment should cover, with specifying the first instalment’s due date.
The system will generate instalments in fixed intervals based on the number of weeks you define. For example, if you enter 4 weeks, each instalment will cover a 4-week period. If the course or item duration does not divide evenly, the system will adjust the final instalment to ensure the entire period is covered.
By default, the due date for each instalment is set to the start of its period. This can be adjusted using the optional due setting.
You can customise this option using the following settings:
First Instalment/Invoice Due on [Date]: The due date of the first instalment.
Instalments/Invoices Every [Number] Week(s): Number of weeks each instalment covers.
Subsequent Instalments/Invoices Due [Number] Week(s) Prior to the Instalment/Invoice Period OPTIONAL: Number of weeks before each instalment period begins that the payment is due.
Imagine you’re setting up a payment plan for a 15-week course with a total fee of $3,000. The course runs from 01 September 2025 to 12 December 2025, and you’d like to create instalments at a set period of 5 weeks.
You want the first instalment to be due 1 week before the course starts, with each instalment covering a 5-week period. Additionally, you’d like to set each subsequent instalment to be due 2 weeks before the start of its period.
The payment plan will look like this:
To create this instalment plan, choose the following settings:
First Instalment Due on [25 Aug 2025]
Instalment Every [5] Week(s)
Subsequent Instalments Due [2] Week(s) Prior to the Instalment Period
Option 3: Create instalments/Invoices with a set period (with Custom First Instalment/Invoice Period)
This option lets you create a payment plan by setting the first instalment’s due date and the period it should cover, then a fixed number of weeks that each subsequent instalment should cover.
The system will generate the first instalment based on the due date and coverage period you specify. Subsequent instalments will be generated in fixed intervals, each covering the number of weeks you define. For example, you can set the first instalment to cover 2 weeks and each subsequent instalment to cover 4 weeks. If the remaining course or item duration does not divide evenly, the system will adjust the final instalment period to ensure full coverage.
By default, the due date for each instalment is set to the start of its period. This can be adjusted using the optional timing setting.
You can customise this option using the following settings:
First Instalment/Invoice Due on [Date] Covering [Number] Week(s): The due date of the first instalment and the number of weeks it should cover.
Subsequent Instalment/Invoice Every [Number] Week(s): Number of weeks each subsequent instalment covers.
Subsequent Instalments/Invoices Due [Number] Week(s) Prior to the Instalment/Invoice Period OPTIONAL: Number of weeks before each instalment period begins that the payment is due.
Imagine you’re setting up a payment plan for a 20-week course with a total fee of $4,000. The course runs from 02 June 2025 to 17 October 2025, and you’d like to structure the instalments so that the first instalment covers a custom period, and all remaining instalments follow a fixed interval.
You want the first instalment to be due 2 weeks before the course begins, and it should cover the first 2 weeks of the course. The second instalment should begin from week 3, and from that point on, all remaining instalments will each cover 6 weeks. Additionally, you’d like to set each instalment to be due 1 week prior to the start of its period.
The payment plan will look like this:
To create this instalment plan, choose the following settings:
First Instalment Due on [19 May 2025] Covering [2] Week(s)
Subsequent Instalment Every [6] Week(s)
Subsequent Instalments Due [1] Week(s) Prior to the Instalment Period