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changes.mady.by.user Jeannie Hagarty

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Overview

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Overview




Warning
It is imperative that Bulk Invoice generation is only done by Staff that fully understand the Accounting practices and principles within your institution and within Paradigm. Incorrect data can have a severe knock on effect that can be almost impossible to fix or correct or remove. The implications from these types of issues may not be apparent immediately and due care must be taken.

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  • The User has the minimum required level to access the Accounting tab and an understanding that making changes within this section have wider implications.

  • The User has an understanding of the Australian Tertiary Education System / VET Sector.

  • The User has an understanding of Fee-Help / HECS-HELP

  • The User has a basic understanding of Accounting principles. (Payments, Invoices, Offset of payments, Line items)

  • The Student's record has already been created, and is enrolled into a Course of Study and Unit(s)

Key terms and concepts


Field NameBrief Overview
Invoice NumberSystem generated invoice number
Paid dateThe date the invoice was paid
Invoice DateThe Date the Invoice was generated
Due DateThe date the invoice is due to be paid by
Invoice type
  • Enrolment Invoice
  • Interest
  • Purchase Return
  • Sales Invoice
Status
  • Approved
  • Cancelled
  • In-Process
  • paid
  • Ready for Posting
  • Received
  • Sent
  • Write Off
DescriptionThis field takes information already in the system - Student number, First Name, Last name, Course Enrolled and Invoicing Period Name to create a description of the invoice for each invoice
From partyProvider / Institution Name
Reference NumberThis Field Takes the invoice number, Student number and Invoicing Period name to create a unique reference number for each invoice

Invoice Message

This can be any message to the students.Please note the same message will appear on all invoices generated
Course EnrolmentThe Course the Student is enrolled into
Enrolment PeriodThe Time period / Semester /Trimester
Total AmountTotal Amount of the invoice
Paid AmountThe Amount paid on the invoice
Owing AmountAny amount outstanding on the invoice

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Workflow

How to Create Invoices in Bulk

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  1. Establishing the Invoicing Period,
  2. Creating the List of Students and
  3. Creating the invoices

The 3 parts must be done in this order to successful create the invoices

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  1. Click on the System tab in the side menu.
  2. Click on the Edit Time Period option in the side menu.
  3. Click on the Show All Time Periods Image Removed button.
  4. Click on the Type heading to sort the time periods to find the one to be updated. 
  5. Alternatively select configuration periods Configuration Periods from the time period type drop box Time Period Type drop-box menu, and click on the search Search Time Periods button.
  6. Double check the Invoicing period covers the period you are targeting. Click on the Edit icon Image RemovedImage Addednext to the Invoicing configuration_period.
  7. Scroll to the bottom of the page. The invoicing configuration period has now been loaded. 
  8. Edit the From date using the date picker 
  9. Edit the To date using the date picker 
  10. Click on the Save Time Period button Image Removed button.


Note
A new Invoicing time period doesn't need to be added to the system for each period, think of is a sliding window to capture the From and To dates that moves periodically. The Start date of the Scheduled unit must fall between the invoicing period dates to be captured in the invoice.

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  1. Click on the Reports tab in the side menu
  2. Click on the Financial Option Report Builder Option in the side menu
  3. Scroll down to the Invoice - Bulk Student Select report
  4. Click on the Get Report button next Image Removedbutton
  5. Enter the Unit Census date from and Unit Census date to Image Removed(Check with your "nominated contact person" or other Paradigm expert, to get the customised Global reports for your institution.
  6. Select the suitable Global reports from the drop-down menu, and click on Load report button.
  7. Check the Filter Clauses section to suit your requirements. Click on Update Filters button after you made the changes.
  8. At Base Report Parameters, enter the Unit Start Date from and Unit Start Date to to meet your targeted period.
  9. Please Note: If the invoices are for one census date the from and to dates are the same date, if the invoices are for multiple census dates the from and to dates need to capture all of the census dates within the given period.)
  10. Select the Course(s) required (to multi select courses hold the control button and use the mouse to click on all of the required Courses)
  12. At Format Report section, Select the Bulk Student Select option Image RemovedImage Added
  13. Click the Produce Report Image Removed button.
  14. A list of students who meet the criteria will be produced.
  15. Click Tick the Tick boxes Check boxes next to the required students (Alternatively click on tick the elect select all tick check box at the top right corner).
  16. Scroll down to the bottom of the list. Click on the Add Selected to listImage Removed button.


Part Three - Creating the Invoices

  1. Once the list is produced, click on the Student tab in the side menu (if the tab is not already open).
  2. Click on the Bulk Invoice option in the side menu.
  3. Optional If any students need to be removed from the list, click on the remove  option.
  4. Enter the Unit Start date
  5. Enter the Unit End date
  6. Enter the Invoice date
  7. Enter the Invoice due date
  8. Select the Enrolment Period from the drop down box
  9. Enter any messages required for the invoice (Please note: The message will go out on all of the invoices so ensure it is generic)
  10. Click on the Generate Enrolment Invoices Image Removed button
  11. The invoices have now been produced, scroll down and check that a success message appears for each record.
  12. An invoice id (number) will appear for each unit added to an invoice.

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Graphical representation of the process


Further reading

Setting Invoicing Configuration / Time periods in the System Tab

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