Overview

Table of Contents

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.

Objective

Upon completion of this KB the user will be able to generate Invoices in bulk for students within paradigm

Assumptions

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)

Field Name	Brief Overview
Invoice Number	System generated invoice number
Paid date	The date the invoice was paid
Invoice Date	The Date the Invoice was generated
Due Date	The 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
Description	This 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 party	Provider / Institution Name
Reference Number	This 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 Enrolment	The Course the Student is enrolled into
Enrolment Period	The Time period / Semester /Trimester
Total Amount	Total Amount of the invoice
Paid Amount	The Amount paid on the invoice
Owing Amount	Any amount outstanding on the invoice

Creating Bulk invoices is a three part process:

...

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