Training Contract Identifier

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9 comments

  • Official comment
    Rod Staines

    Hi Madelyn,

    Just an update to let you know we've made this change.

    From November 5th you will see WAAMS Number instead of TRS Number.

    Cheers,
    Rod.

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  • Mark Gilmore

    Hi Madelyn

    Thanks for your suggestion! I'll forward this on to the team to see if we can get this updated.

    Can I confirm whether the WAAMS replaces the TRS? What should happen with historical enrolments that already have a TRS number stored against them? 

    Should we create a new field for the WAAMS number, or will simply replacing the "TRS number" label suffice?

    Kind Regards
    Mark

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  • Madelyn Veenstra

    Hi Mark,

    Thanks for your prompt response!

    Yes, WAAMS replaces TRS. All contracts on TRS were transferred over to WAAMS when the new system rolled out so older enrolment records won't be affected at all by replacing the label.

    Thanks again

    Kind regards,

    Maddy

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  • Tomos Clark

    Hi Madelyn,

    We're a Queensland based RTO delivering training over in WA. By any chance, do you provide funded training over there, and if so, would I be able to pick your brain about handling the invoicing in aXc? I understand if you would prefer not to, but I would be greatly appreciative of it.

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  • Madelyn Veenstra

    Hi Tomos,

    We do provide funded training. We invoice using Xero but use aXcelerate to generate trainee invoice summaries which show a breakdown of fees per unit along with census dates. I may be able to help?

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  • Tomos Clark

    Hi Madelyn,

    Thank you for your response (sorry it took me a while to respond to you).

    Can I ask, does the trainee invoice summary have every unit on it when you commence? The reason I ask is that we have qualifications where we deliver 9 electives, which can chop and change. Additionally, our training schedule is negotiated with the employer over the course of the qualification, so it's hard to state start dates (and thus census dates) for all units at their qualification enrolment.

    Sorry, I hope I'm not asking too much, just hoping to get it right.

    Doing the invoices in Xero would make things easier, but we have made the decision to do all invoicing out of aXcelerate. 

    Thanks again for your help.

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  • Madelyn Veenstra

    Hi Tomos,

    Yes, our process is to invoice for the full qualification upfront (i.e. all units selected by the trainee, employer and RTO) and provide the invoice summary at the time of sending the invoice.

    If they change a unit after providing evidence of commencement, we would recalculate fees based on the existing census date and re-issue the invoice summary.

    At the end of the traineeship, we check the enrolment against what they have paid and will adjust fees (raise an invoice for any amount outstanding) or offer a refund if required.

    Please take this as general advice only. I'd recommend checking the Department's fees and charges policy (DTWD in WA - DESBT in QLD I think?) to make sure your processes align with that. You can always speak to your case manager to check that you're doing the right thing as well.

    Hope this helps and all the best!

    Maddy

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  • Madelyn Veenstra

    Hi Rod, thanks for the update.

    Assuming you meant the other way around, so instead of TRS Number we will see WAAMS Number?

    Thanks again

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  • Rod Staines

    Hi Madelyn,

    Sorry, yes that is what I meant. I will edit that post.

    Cheers,
    Rod.

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