# 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 <code class="expression">space.vars.PRODUCT\_NAME</code> 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](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/reporting).
* Exports & Statements (CSV): Generate order, order item, and assignment/enrollment exports for period close or audit support. See [Exports & Statements](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/getting-started/extensions-and-payments/exports-and-statements).
* Wholesale / Assignments: For spot checks by library, funding pool, or group. See [Organization Purchases & Purchasing Agents](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/wholesale).
* Returns & Refunds: To reconcile pool reductions. See [Returns and Refunds for Seats](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/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)

1. 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.

2. Build the rollup

* Calculate Purchased, Assigned, Available, In‑progress, Completed for the period end.
* Compute Period net assignments and Completions in period.

3. Identify low pools

* Flag libraries/pools where Available seats < threshold.
* Prepare top‑up quantities if on a replenishment model.

4. 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.

5. Archive artifacts

* Store CSV exports and the summary sheet per period for audit support.

## Status Flow (reference)

{% @mermaid/diagram content="flowchart LR
A\["Available Library Pool"]
B\["Awaiting Student Confirmation (emailed)"]
C\["Assigned / In‑progress"]
D\[Completed]
R\[Refunded]
A -- Assign --> C
A -- Notify Student --> B
B -- Student Redeems --> C
C -- Complete --> D
C -- Un‑assign --> A
A -- "Refund out of the pool" --> R" %}

## Related

* [Reporting & Analytics](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/reporting)
* [Exports & Statements](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/getting-started/extensions-and-payments/exports-and-statements)
* [Organization Purchases & Purchasing Agents](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/wholesale)
* [Returns and Refunds for Seats](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/returns-and-refunds-for-seats)
* [Assigning and Transferring NexPort Campus Seats](https://docs.nexportsolutions.com/nexport-user-documentation/nexport-market/admin-guide/running-your-store/assigning-and-transferring-seats)