Overview
General sales invoiceSales or the Products or Non-tuition items in the Accounting module refer to all tangible and intangible sales in your business or institution which are not considered as course/unit enrolments fees (e.g. textbook, ID Card, Enrolment Fee, etc.). The Sales Invoice Type may only contain general or miscellaneous fees not related to academic tuition fees
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and may only be raised individually
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WARNING
Be Sure to update invoicing time periods (see Edit Configuration Period) PRIOR to adding line items to invoices. This will ensure the correct data is added to the invoice.
Workflow
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. The instructions below will guide you on how to raise a general sales invoice using the Accounting module in Paradigm.
NOTE
It is assumed that the INVOICING Configuration Period has already been updated and correctly configured within the time period where you want your invoices to apply, see Edit Time Period>
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Workflow
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Outlining the step-by-step instructions on raising a general sales invoice:
1. As long as the student that you want to raise a general invoice to is active and is currently enrolled to a course/units to your business or institution, you can raise a general sales invoice by going to the Accounting > Summary screen. If the student record is not currently loaded in the system, you can go through the process of searching for that student record by choosing Accounting > Search menus on the side, the same instructions as Searching for a Student Record in Paradigm.
2. In the Accounting Summary screen under the STUDENT DETAILS section, click the ACTIONS button and select the Create New General Invoice option.
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2. Select a Provider in the From Party field (necessary if you have multiple campuses), set the Enrolment Period, and click the SAVE INVOICE button.
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3. Go to the ITEMS section and click the ADD INVOICE ITEM button. This will open all the non-tuition items/products you have in your system.
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4. Select all the items that you want to be invoiced under the FEES TO ADD section, and click the ADD SELECTED AS ITEMS AS CHARGE button.
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5. [OPTIONAL] As necessary and as required, you can change the unit price of the items that you added by clicking on the (1) EDIT button (pencil icon) against the item added. (2) Edit the unit price and then (3) click the SAVE ITEM button.
In the example below, the textbook unit price has been edited to 250.00.
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6. Scroll up to the INVOICE HEADER section and click the EDIT INVOICE button
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7. Set the Status to Sent or you can click the STATUS TO SENT button and then SAVE INVOICE. The Invoice is now ready to be printed, emailed, or paid off.
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Raising Invoices in Bulk