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Overview

Table of Contents

Objective

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, cancel an invoice and edit an 'Amount Paid' field for scholarships when the unit has been invoiced and not yet paid

Completing this article will provide competency in the following tasks:

...

Assumptions

  • The Student has already been accepted into a Course and has been enrolled into units
  • The Student has invoices created against their record
  • The user has basic understanding of the Accounting concepts

Key terms and concepts

Info
Please note that the course enrolment data shows the sum of all the unit fees, scholarships, funding, upfront, paid and owing.

...

Info
You will be able to sort course enrolment, current unit enrolment, student invoice list and student payment list columns.
Note

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.

Info

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

Info

The 'Edit Fees' button is only visible to the full Admin

Info

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
Before you update the amount paid field you have to change the invoice to a draft status

Workflow

How to sort columns on the Accounting summary page

  1. Click on the 'Accounting' tab on the side menu
  2. Click on the 'Search' on the side menu
  3. In the edit box labelled Family Names' enter the name provided by the student and then click on the 'Search Student' button.
  4. This will return you a list of students matching your search criteria. 
  5. Load the student's Accounting summary
  6. 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. 

How to print an invoice for a student

  1. Click on the 'Accounting' tab
  2. Click on the 'Search' on the side menu
  3. 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. 
  4. Load the student to find the Invoice and Accounting details
  5. Scroll down the screen to the 'Student Invoice list'
  6. Select the invoice and click on the 'Actions' button -->Print invoice

...

How to cancel an invoice

  1. Click on the 'Accounting' tab
  2. Click on the 'Search' on the side menu
  3. 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. 
  4. Load the student's accounting summary
  5. Scroll down the screen to the 'Student Invoice list'
  6. Select the invoice and click on the 'Actions' button →'Edit invoice'
  7. Change the invoice to 'in process' status and click on the blue button labelled 'Save invoice'
  8. Scroll down to the Items and click on the blue button labelled  'Add Invoice Item'
  9. Delete the item associated with the invoice unit by clicking on the 'delete' icon
  10. Once you delete the line items change the status to 'cancelled'
  11. Load the unit enrolment and ensure that each of the following fields are set to the value "0.00"

...

Overview

Table of Contents


Objective

Upon completion of this KB the User will be able to

  • View detailed Financial information from the Students record
  • Print / Email Existing Invoices
  • Print / Email Existing Receipts
  • Sort Accounting Summary tables 

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. (Please note: The Accounting Section of the system is only accessible by Flex Admin, Full Admin and Accounting Level Access. The Edit Fees Button is only available at these levels)
  • The user has an understanding of the Australian Tertiary Education System.
  • 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)

Key terms and concepts

Invoice TypesDescription
Tuition item InvoiceTuition items are Units of Study or Full Courses.
General Invoice / Non_tuition Item Invoice

Some examples of General Invoices or non tuition items: Transcripts, Replacement AHEGS, Replacement Parchments, Text Books, Course materials, Student Id Card, Enrolment Fee, Application Fee, Administration Fee, Re-assessment Fee, Late Payment Fee, Accommodation, Overseas Health Cover, Airport transfer.

Only Non-Tuition items are to be added to these Invoices and should not be combined with Tuition invoices.


Info

When Please note: The units fees are the sum of Scholarship+Funding+Upfront.



Workflow

How to sort columns on the Accounting summary page

The information in the Course Enrolment, Current Unit Enrolments, and Student Invoice List sections can be sorted from this screen. By Clicking on the doubled ended arrow Image Addednext to any of the Table / Section headings. The Heading that has the solid arrow either Image Added or Image Added is what the table is sorted by. The example below explains how to sort on the Student's Invoice Id, but are the same steps for sorting by any table / section heading.

  1. Click on the Accounting Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The student's record has now been loaded.
  9. Scroll down to the Student Invoice list
  10. Click on the Double ended arrow next to the Invoice Id Table Header Image Added

  11. This will now sort the results by invoice number. When the arrow is pointing up Image Added the smallest number will appear at the top of the list and when the arrow is pointing down Image Added the smallest number will appear at the bottom of the list.

How to print an existing invoice

  1. Click on the Accounting Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The student's record has now been loaded.
  9. Scroll down to the Student Invoice List
  10. Click on the Action button next to the Invoice to be printed, the Action menu will open.
  11. Click on the Print Invoice option 
  12. The Invoice header and information have now been loaded.
  13. Click on the Print Invoice Button.

  14. The invoice is now ready to be printed

How to print an existing receipt

  1. Click on the Accounting Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The student's record has now been loaded.
  9. Scroll down to the Student Payments list
  10. Click on the Action button next to the Receipt to be printed, the Action menu will open
  11. Click on the Print option

  12. The Receipt is now ready to print.


How to email an existing receipt

  1. Click on the Accounting Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The student's record has now been loaded.
  9. Scroll down to the Student Payments list
  10. Click on the Action button next to the Receipt to be printed, the Action menu will open
  11. Click on the Email option
  12. A dialogue box will appear - Are you sure you want to email the file?
  13. Click on the OK Button
  14. The Receipt has now been sent.

How to email an existing receipt with the Communication Module / Event

  1. Click on the Accounting Tab in the Side Menu
  2. Click on the search option in the side menu
  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
  4. Click on the Search Student Button
  5. This will return a list of students that meet the searched criteria
  6. To reduce the returned options in this box Image Added above the returned results start typing the students First / given name. This will reduce the number of results. 
  7. Click on the blue hyper link on the left side of the required record.
  8. The student's record has now been loaded.
  9. Scroll down to the Student Payments list
  10. Click on the Action button next to the Receipt to be printed, the Action menu will open
  11. Click on the Email with Communication Event option
  12. Scroll down to the Communication Section
  13. Scroll down to the Communication Template message and select the required template
  14. Enter any required information into the body of the email
  15. Click on the Save Communication and Send With Attachments Button
  16. An email with the attachment has now been sent and a copy of both is saved into the Communication Event record


 Further reading

Accounting - Search