Overview
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Objective
Upon completion of this KB the user will be able to jump to the any part of KB with a click.
Note that this you can create dot point as sub headings under each sections and they will show up in this table as sub links.
Objective
This is the a short description of the content of the KB, it gives user an idea of what they will be able to achieve with all the information from this KB.
Assumptions
This part of the KB states the basic requirements for user to be able to understand this KB or any access required to carry out the task explained in this KB.
Key terms and concepts
In this section, important key terms and concepts involved in the process of carrying out the tasks explained in this KB will be listed, and each of these concepts and terms will be explained.
It is recommended to use table for convenience when it is appropriate.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)
Key terms and concepts
| 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 |
|
| Status |
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| 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 |
Implications
This section of the KB will explain what potential issues or problems users can come across and why they happen.
Workflow
This section explains the exact workflow of how a task/process should be conducted.
It is recommended to divide the task into sub headings.
Further reading
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How to Create Invoices in Bulk
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Please Note: Invoice dates must be predefined in the System Tab > Time Periods prior to generating Invoices |
- Click on the Reports tab in the Side menu
- Click on the Financial Option in the Side menu
- Scroll down to the Invoice - Bulk Student Select report
- Click on the Get Report Button next
- Enter the Unit Census date from
- Enter the Unit Census date to
- Select the Course(s) required
- Select the Bulk Student Select option
- Click the Produce report button
- A list of students who meet the criteria will be produced
- Click the Tick boxes next to the required students (Alternatively click on the elect all tick box)
- Scroll to the bottom of the list
- Click on the Add Selected to list button
- 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
- 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 the invoice.
Further reading
Setting Invoice time periods in the system tab