Scholarship Usage & Invoicing (Accounting)
Note This page applies only to SHCOE-managed marketplaces. Content is a working baseline for accounting and may evolve as reporting matures.
This guide explains how SHCOE accounting can track scholarship (seat) usage across libraries: how many seats are assigned, how many are in‑progress, how many are completed, and when to invoice for more seats. It outlines where to pull the numbers in NexPort Marketplace and suggests generic rollups suitable for varying library arrangements.
What You Track
Seats purchased: Open‑ended seats bought by a library (per store, group, or funding pool).
Seats assigned: Seats currently assigned to students (includes in‑progress and completed).
In‑progress: Assigned seats where the student has an active enrollment but has not completed.
Completed: Assigned seats where the student has completed the training plan.
Available (pool): Seats not yet assigned (purchased minus assigned minus refunded/removed).
Refunds/removed: Seats disabled via refunds or adjustments (no longer in the library’s pool).
Where To Get The Numbers
Reports & Analytics: Use the reporting views for assignment/enrollment status and product usage. See Reporting & Analytics.
Exports & Statements (CSV): Generate order, order item, and assignment/enrollment exports for period close or audit support. See Exports & Statements.
Wholesale / Assignments: For spot checks by library, funding pool, or group. See Organization Purchases & Purchasing Agents.
Returns & Refunds: To reconcile pool reductions. See Returns and Refunds for Seats.
Tip For recurring use, save filters (by store/library, funding pool, date range) and export with a consistent filename convention (e.g.,
YYYY-MM usage – {Library}.csv).
Recommended Views (by slice)
By library (store): Total purchased, assigned, available; in‑progress and completed counts.
By funding pool/group: Same metrics to spot uneven consumption across allocations.
By training plan (Fixed product): Completed vs in‑progress to forecast completions.
Rollups & Formulas
Available seats = Purchased − (Assigned) − (Refunded/Removed).
Assigned = In‑progress + Completed.
Period net assignments = Assigned (end of period) − Assigned (start of period) ± adjustments.
Completions in period = Count of enrollments that reached Completed within the period.
Warning Do not manually mark orders Complete to force counts. Follow the standard assignment and completion flows to keep pool math accurate.
When To Invoice (examples)
Arrangements vary by library. Choose an approach that matches the agreement.
Replenishment model (pool threshold)
Trigger: Available seats falls below an agreed threshold (e.g., < 10 seats).
Invoice: A fixed top‑up quantity (e.g., 50 seats) or to restore to a target level.
Consumption model (usage during period)
Trigger: End of billing period (e.g., monthly).
Invoice: Net new assignments in the period (optionally net of refunds).
Hybrid model
Trigger: Period close and/or threshold breach.
Invoice: Net new assignments plus any threshold‑driven top‑ups.
Note For libraries with special terms, capture the rule (threshold, cadence, rates) in your accounting checklist so reporting extracts align to the contract.
Monthly Workflow (suggested)
Snapshot usage per library (and key funding pools)
Run Reports & Analytics for the period; export assignments and completions.
Export orders/order items for the period; reconcile refunds.
Build the rollup
Calculate Purchased, Assigned, Available, In‑progress, Completed for the period end.
Compute Period net assignments and Completions in period.
Identify low pools
Flag libraries/pools where Available seats < threshold.
Prepare top‑up quantities if on a replenishment model.
Prepare invoicing
Consumption model: invoice for Period net assignments (attach assignment export).
Replenishment model: invoice for top‑up seats (reference low‑pool listing).
Hybrid: combine the above and include supporting exports.
Archive artifacts
Store CSV exports and the summary sheet per period for audit support.
Status Flow (reference)
Related
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