Admission and enrolment
Calls, applications, ranking, the online enrolment form and certificates.
Money and staff
Finance
Wise Ed issues the invoices itself, matches the payments to them and hands each period to the school’s accountant. Charges come from what happened — an enrolment, a paid exam attempt, a certificate, a request — and discounts, scholarships, refunds and aid paid out sit beside them under the same rules.
- Invoice numbers without gaps
- A payment QR code on every invoice
- Payments found in the bank statement by themselves
What it does
- Charges from what happened. The year’s tuition in instalments, from the enrolments and the year’s price list; a paid exam attempt, raised when the exams module asks; a certificate; a request’s fee; or a line typed by hand.
- A price list per year, where a student’s price is the line that fits them most exactly — programme first, then year, mode and kind of study — and instalment plans whose shares add up to 100 %.
- Charging a year at once, with a preview first, and the invoices for the instalments that have come due issued in one step: one invoice per payer.
- A company can pay for its students. An employer, a sponsor or a ministry is set up once and chosen on a student’s account. From the payer’s page the office issues one invoice for all its students’ open charges of a period — told first how many and how much, then issued.
- One student’s account on one page: charges, invoices, payments and the balance.
- Currency, VAT and ways of paying per school. The currency comes from the school’s country and stays on every issued invoice. The school says whether it is a VAT payer, which rates it offers and which exemption clause is printed, in its accountant’s words.
Invoices that stay as they were issued
An invoice may be read by an inspector years later, so it is issued once and never rewritten.
- Numbers without gaps. A draft has no number. The number is given when the invoice is issued, so two clerks pressing Issue in the same second get consecutive numbers, and a step that fails half way leaves no gap.
- An issued invoice is never deleted or changed. A mistake is corrected with a credit note, which has its own series and reduces or cancels the invoice it names.
- One invoice series, one issuer and one IBAN per school, however many campuses it has.
- A payment QR code on every invoice. In Slovenia, the UPN QR with its full printed form; for a school in the euro area, the EPC QR that any SEPA banking app reads; in Serbia, the IPS QR. The payer’s banking app reads it, so the reference cannot be mistyped.
- An e-invoice in the national format for companies and public bodies — in Slovenia, e-SLOG 2.0 — downloaded as XML and passed on by the office.
From the bank statement to the accountant
The statement comes in
Downloaded from e-banking as camt.053 (ISO 20022). A transaction already imported is recognised and not added twice.
Payments find their invoices
By the reference, then by an invoice number in the text, then by amount and name. A payment that fits several invoices, or none, waits in the work queue; an overpayment is kept as credit for the next invoice.
What is overdue is listed
Longest overdue first, with reminder letters drafted as one PDF for the ticked invoices, each letter with its own payment code. The office prints or sends them; nothing is sent from Wise Ed.
The period goes to the accountant
Invoices, invoice lines and payments of a period as CSV or Excel, and files for the school’s accounting program (ERP) with its accounts and cost centres. Taking lists out as files is a right of its own on the school’s roles, and every export is logged.
Financial aid
Discounts and scholarships come before the invoice, refunds and aid paid out after the payment. Neither touches an issued invoice.
- Discounts and scholarships are rules: a percentage or an amount off the items they name, for one student, the holders of a special status, a programme or everybody, while valid. When a charge is raised, the rule adds its reduction beside it — its own line on the same invoice. A scholarship may name the sponsor who funds it.
- Refunds and payouts with four eyes. Money paid out to a student — a refund of a credit, or aid — is asked for, approved by somebody else, put into a SEPA transfer file (pain.001) for the bank and marked paid. A refund takes the credit at approval, so it cannot be paid out twice.
- Kept apart for the accountant. The payouts’ accounting lines are a file of their own, never part of the general accounting export.
- Waivers are decisions about money already owed: “let her off the second instalment”, “charged by mistake”, “the dean waived the late fee” — in full or in part, with the reason. By default a second person approves, and the school can let small amounts through at once. An open charge is reduced or cancelled; on an issued invoice the waiver becomes a credit note, a draft until the accounts release it. A waiver is never more than is still to pay, so it never gives money back — that is a refund.
Who owes what, per student and per cohort
- Balances of the year, one row per enrolled student: owed on their invoices, of it overdue, charged but not invoiced yet, their credit and the balance — narrowed by programme, year, mode, cohort, intake and campus, with the totals of the whole filter and a table per programme and cohort.
- The year in figures: charged, discounts and scholarships, waived, invoiced, credited, received, still open and overdue — month by month.
- What a company or sponsor owes for a student is the company’s debt, counted apart, never in the student’s balance.
- Charges by intake and cohort. Charging a year at once can be narrowed to one intake or one cohort, and a price list can differ by intake.
Who sees what
- Students see their invoices on the student portal, with the payment QR code to pay from.
- A company that pays sees the invoices addressed to it, with the payment code and the reminders, through third-party access.
- Several campuses. At a school with two campuses or more, every finance list and the ERP screen can be narrowed to a campus, and the totals follow. A clerk whose role is limited to a campus sees and works only with that campus’s students — checked on the server, not only on the screen.
- Every change is on record: each invoice, payment and charge keeps its own history.
Not yet
- Card payment online is not built, and Wise Ed has no fiscal register. A payment taken in cash or by card can be recorded, and the screen says that a cash receipt needs a fiscally verified register.
- Croatia’s HUB-3 payment form is not built; a Croatian school, invoicing in euro, gets the EPC QR code.
- E-invoices outside Slovenia are built per country, when the first school there needs them. E-invoices are not signed electronically yet, and are not sent through a provider: the office downloads the XML.
Questions about finance
Does it issue invoices, or only track them?
It issues them: its own numbering without gaps, a PDF with a payment QR code, the payments matched from the bank statement, credit notes for mistakes, and a period’s invoices and payments exported for the accountant.
Can a company receive one invoice for all its students?
Yes. The company is set up once as a payer and chosen on its students’ accounts; their charges are then billed to it, and the office issues one invoice for a period, one line per charge with the student’s name on it.
What happens to a payment nobody can match?
It waits in the work queue. The office sees the invoices it might belong to — the same amount, or a buyer whose name shares a word with the payer’s — and matches it by hand.
Can students pay by card?
Not online yet. They pay by bank transfer, from the QR code on the invoice, which fills in the whole payment.
Works with
Each module works on its own. These are the ones it does more with.
Exams and grades
Exam records, online grade entry, rules that say why, sign-off and the transcript.
Third-party access
Parents, payers and sponsors, each seeing only what the student allows.
Requests and decisions
Students’ requests with attachments, answered with numbered decisions.
Campuses
Several sites in one school: students, programmes, documents and rights per campus.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.