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titleAdding a Scholarship Payment/Internal Discount to a Unit Enrolment

How to Add a Scholarship Payment/Internal Discount to a Unit Enrolment

1. Load the Student’s Summary Page: How to Load the Student Summary Page Workflow

2. On the Student Summary Page, click the ACTIONS menu against the Course Enrolment record where the Unit Enrolment that will receive a scholarship belongs. Select the Academic Record from the options.

3. Click the EDIT button (pencil icon) next to the Unit Enrolment to be given the scholarship payment. This will open the unit enrolment details.

4. Go to the FINANCIAL INFORMATION section, select the subsidy type from the list, enter the amount in the Subsidy Amount field, and click the SAVE UNIT ENROLMENT button to save the changes.

NOTE

To apply an internal discount, or any other subsidy amount given to the unit enrolment, you can enter the amount/discount via the Subsidy Amount field.

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titleAdjusting an Invoice to Include the Scholarship / Subsidy Amount

How to Adjust an Invoice to Include the Scholarship / Subsidy Amount

NOTE

The instructions below assume that an invoice with the unit enrolment to be applied a scholarship/subsidy amount has already been created and in a PAID status. The instructions below will make an adjustment to the invoice to include the scholarship/subsidy amount.

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Cancel the PAID invoice and set the Status to IN-PROCESS

1. Load the student record. 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. Once the student record is loaded, choose Accounting > Invoices menus on the side. Select the invoice that you want to adjust and add the scholarship/subsidy amount. Click the ACTIONS button against it and select the View Invoice option.

3. Go to the ITEMS sections and click the ADD INVOICE ITEMS button.

4. On the INVOICE HEADER section, click the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS/INVOICE button(s), depending on the invoice that you want to adjust. Just click OK on the pop-up notification to confirm your action. This will trigger an edit to the unit enrolments which are associated to the invoice.

In the INVOICE ITEMS section, delete the unit enrolment item that you want to add a scholarship/subsidy amount by clicking on the DELETE button (bin icon) against it.

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Add the Scholarship/Subsidy Amount to the Unit Enrolment

5. The invoice is now set to an IN-PROCESS status. Choose Accounting > Summary menus on the side. Edit the unit enrolment where the scholarship/subsidy is to be added.

6. Go to the FINANCIAL INFORMATION section, ignore the warning message, and click the EDIT FEES button. This will trigger an edit to the student financial details, click OK to confirm your action.

7. After clicking the EDIT FEES button, you can edit the financial information section: (

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) Select the subsidy type from the list; (
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) Enter the Subsidy Amount; (
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) and then click the SAVE UNIT ENROLMENT button to save the changes.

Tip

The scholarship/subsidy amount has now been added to the unit enrolment. You can go through the process of adding the unit enrolment again to your IN-PROCESS invoice.

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titleHow to Apply Internal Discounts (other than Scholarships)

  • Click on the Student tab in the side menu

  • Click on the Search option in the side menu

  • Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  • Click on the Search Student button

  • This will return a list of students that meet the searched criteria

  • To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  • Click on the blue hyper link on the left side of the required record.

  • The student's record has now been loaded.

  • Click on the Action menu next to the Course of study the Unit(s) belong to that will receive a discount. The Action menu will open

  • Click on the Academic Record option in the Action menu

  • Click on the Edit icon next to the Unit to be given a discount

  • Click on the Subsidy Type drop box and select the discount type

  • Enter the amount in the Subsidy Amount field

    • Click on the Save Unit Enrolment button

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    titleImporting Payments from an External System via the Import Wizard

    To import payments in bulk specific information is required as a minimum

    • Id Number (Student Number is preferred

    • Transaction / Payment date

    • Transaction / Payment amount

    • Unique reference for each Transaction / Payment

    Additional information maybe helpful / appropriate.

    Once this information is available the transactions  / payments can be imported via the Import Wizard within the System.

    For more information or how to set up the import profile please contact the Silverband Help desk.

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