Information in the invoice report, both in the customer-facing interface in ACE360 and the exportable csv file, will have a number of columns that relate to apprentice records and the type of invoice generated.
- Invoice ID: Internal ACE360 invoice identifier
- Apprentice ACE360 ID: Internal ACE360 identifier for the apprentice record
- Apprentice ULN: Unique Learner Number of the apprentice
- EPAO Name: Name of the End Point Assessment Organisation (EPAO)
- TPO Name: Name of the training provider, college or university
- Invoice Number(s): Invoice number(s) will be listed that relate to the specified apprentice(s)
- PO Number(s): Purchase Order (PO) numbers will be listed that relate to the specified apprentice(s)
- Invoice Date: Date the invoice was generated
- Reason: Description of the invoice for the specified apprentice(s) - indicating the standard acronym, type of charge & ACE360 ID
- Resit: An apprentice has had to re-sit one or more of the components
- EPA10%: Once the apprentice record reaches Gateway Submitted, 10% of the EPA fee is invoiced
- EPA90%: Once the apprentice has completed the EPA (successfully or unsuccessfully) the remaining EPA price is invoiced (only when 10% has been invoiced previously)
- EPA100%: Full EPA fee - in the event the apprentice has reached Gateway Submitted and successfully or unsuccessfully completed the EPA within the same month, the EPA fee will be invoiced in its entirety
- Paid: Please ignore this field as currently Pearson finance systems are unable to update this at present.
Please note: The data represented below is dummy data but is a true reflection of what to expect to see within the csv file
On the invoice you receive from Pearson, the Item Description is equivalent to the Reason in ACE360 and the invoice number shown in ACE360 will be identical on the invoice.
The apprentice's ACE360 ID will now be shown on the invoice instead of the ULN (in the Item Description).
Please note: Where there are more than 30 learners per standard listed on the printed (paper-copy) invoice (this information is available inside ACE360), due to system limitations it will not show the ACE360 ID numbers; the remaining information will still be shown on the invoice.
Pearson will be supporting customers that fall into this category, however, if you have any questions or concerns - please contact the EPA Customer Services team for further guidance.
The document linked below defines the full title of the apprenticeship standards based on the acronyms used in the invoice report and paper-copy invoices:
Related EPA Articles:
EPA Delivery Index
ACE360/EPA Costs
New and Existing Customers
Adding Standards to ACE360
Creating/Registering Apprentices in ACE360
Adding Purchase Order (PO) Numbers to Registrations
ACE360 Refund Policy for Apprentice 'Withdrawals'
ACE360 Invoice Report
