Overview
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The article teaches how to sort columns on the Accounting summary page , print an invoice for a student,create an enrolment invoice, create a general invoice for a student and cancel an invoice
Completing this article will provide competency in the following tasks:
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Please note that the course enrolment data shows the sum of all the unit fees, scholarships, funding, upfront, paid and owing. |
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Please make sure to set the invoice to process status to assign the units when creating enrolment invoices |
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You will be able to sort course enrolment, current unit enrolment, student invoice list and student payment list columns. |
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If something goes wrong with an invoice you could cancel it and raise a new one. Please note that if you report your invoices to a downstream Accounting package - MYOB or XERO , you could track them there and then you will be able to cancel and raise a new invoice. But if you are doing an aggregate reporting back in to MYOB or XERO do not cancel the invoice. Instead change the invoice to a draft status and fix the issue. When you cancel an invoice it will still stay in Paradigm as a record, but it will break the connection back to the Unit Enrolment. Please note that it is a good idea to have less cancel invoices. |
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General Invoice could have any line items except the unit enrolments Ex : Text book fee Accommodation fee Please do not add unit enrolments to a General Invoice |
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The 'Edit Fees' button is only visible to the full Admin |
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Please note that you have to update the amount paid field for scholarships, if you are not tracking scholarship payments as payments and not recording as a line item |
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- Click on the 'Accounting' tab on the side menu
- Click on the 'Search' on the side menu
- In the edit box labelled Family Names' enter the name provided by the student and then click on the 'Search Student' button.
- This will return you a list of students matching your search criteria.
- Load the student's Accounting summary
- If you would like to sort a column by Date of Birth, click on the arrow next to the Date of Birth column heading and sort the column.
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- Click on the 'Accounting' tab
- Click on the 'Search' on the side menu
- In the edit box labelled Family Names' enter the name provided by the student and then press the 'Search Student' button. This will return you a list of students matching your search criteria.
- Load the student to find the Invoice and Accounting details
- Scroll down the screen to the 'Student Invoice list'
- Select the invoice and click on the 'Actions' button -->Print invoice
How to create an enrolment invoice in Paradigm
- Click on the 'Accounting' tab
- Click on the 'Search' on the side menu
- In the edit box labelled 'Family Names' enter the name provided by the student and then press the 'Search Student' button. This will return you a list of students matching your search criteria.
- Click on the 'new invoice' icon under course enrolments to create a new enrolment invoice .
- Fill out the required data and click on the 'Save Invoice' button to save your changes.
- Scroll down the screen and click on the 'Add invoice items ' button
- Select tick boxes for the required units/items that you want to appear on the invoice and click on the 'Add Selected as Items'
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- Click on the 'Accounting' tab
- Click on the 'Search' on the side menu
- In the edit box labelled 'Family Names' enter the name provided by the student and then press the 'Search Student' button. This will return you a list of students matching your search criteria.
- Load the student's accounting summary
- Scroll down the screen to the 'Student Invoice list'
- Select the invoice and click on the 'Actions' button →'Edit invoice'
- Change the invoice to 'in process' status and click on the blue button labelled 'Save invoice'
- Scroll down to the Items and click on the blue button labelled 'Add Invoice Item'
- Delete the item associated with the invoice unit by clicking on the 'delete' icon
- Once you delete the line items change the status to 'cancelled'
- Load the unit enrolment and ensure that each of the following fields are set to the value "0.00"
- Unit fee
- Amount received
- Upfront payment
- Funding amount
- Subsidy amount
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- Click on the 'Accounting' tab
- Click on the 'Search' on the side menu
- In the edit box labelled Family Names' enter the name provided by the student and then click on the 'Search Student' button. This will return you a list of students matching your search criteria.
- Load the student's accounting summary
- Scroll down the screen to the Student Invoice list
- Select the invoice and click on the Actions→Edit invoice button
- Change the status to 'In Process'
- Load the student's accounting summary
- Scroll down the screen to the 'Current unit Enrolment'
- Select the invoice and click on the 'Edit' button
- Click on the 'Edit Fees' button
- Update the amount paid field to match with the scholarship amount field
Further reading
Accounting-Search
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