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Overview

Once you have read this article you will be able to record Student Scholarship data for all scholarship types. Scholarship payments needs need to be added to the Unit Enrolment Screen prior to invoicing. These are considered a Funding Type in the same way an upfront payment or Funding amount (e.g. Fee-Help  / HECS-Help). 

Complexity:

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Page Contents

 

  • Objective

  • Assumptions

  • Key terms and concepts

  • Workflow

  • Further reading

  • Related Pages

Assumptions

  • Scholarships available within your institution

  • Financial implications your institutions Scholarships

  • The reporting requirements both internally and externally for your institutions scholarships

 

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The workflows below are Accounting related to Scholarships adjustment to invoices. For the basic how-to guides and details on a student scholarship record, refer to the Student > Course Enrolment > Scholarshipknowledge article.

Adding a New Scholarship Form Fields with Brief Descriptions

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titleHow to guide on adding a new scholarship with a brief description of each form field required to create the record.

How to Add a New Scholarship to a Student Record

1. Load the student record. If the student record is not currently loaded in the system, you can go through the process of searching for that student record by choosing Accounting > Search menus on the side, the same instructions as Searching for a Student Record in Paradigm.

2. Once the student record is loaded, choose Accounting > Scholarship menus on the side. Click the NEW SCHOLARSHIP button. Enter the required scholarship details. Refer to the table below for a brief description of each field.

Some of these fields and the information to be recorded in them will be institution-specific and the descriptions are only suggestions to the type of data that can be recorded in them to track and record the required information for Scholarships within your institution.

Field Name

Brief Overview

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Field Name

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Brief Overview

Scholarship Id

This is a system allocated number once the record has been saved

Scholarship Type

An institution specific list of the types of Scholarships available with in your institution

Scholarship Code

An Institution Specific list of Codes that correspond to the Scholarship types within your institution

Financial Structure

The Financial structure, amount or percentage to be allocated to this particular scholarship / type

Scholarship Status

  • Active

  • Student Deferred

  • Student Withdrawn

  • Student Completed

  • Revoked

Highest Achievement

 

250 Word Profile

 

Notes

Any notes relating to the Scholarship or scholarship application

Image Upload

 

Image Upload 2

 

Date Application Received

Date the Student submitted the Scholarship application

Application Fee

The Amount charged to apply for the Scholarship

Application Fee Paid

  • Yes

  • No

Student Application Type

  • New

  • Continuing

Application Status

  • Successful

  • Unsuccessful

Course of Study

The enrolled course of study the Student is in that the Scholarship is paying for

Date Student Commenced

Commencement date of the Course of Study

Date Scholarship Commenced

Commencement date of the Scholarship

Scholarship Score

A transparent rating score for the Student’s Scholarship application. This gives institutions the opportunity to rate Scholarship for allocation on a merit system

3. After filling out the form, click the SAVE SCHOLARSHIP button.

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Workflow

 

Expand
titleAdding a Scholarship Payment/Internal Discount to a Unit Enrolment

How to Add a Scholarship Payment/Internal Discount to a Unit Enrolment

  • Click on the Student tab in the side menu

  • Click on the Search option in the side menu

  • Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  • Click on the Search Student button

  • This will return a list of students that meet the searched criteria

  • To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  • Click on the blue hyper link on the left side of the required record.

  • The student's record has now been loaded.

  • Click on the Action menu next to the Course the unit belongs to that will receive a Scholarship. The Action menu will open

  • Click on the Academic Record option in the Action menu

  • Click on the Edit icon next to the Unit to be given a Scholarship

  • Click on the Subsidy Type drop box and select the Scholarship type

    • Enter

    1. Load the Student’s Summary Page: How to Load the Student Summary Page Workflow

    2. On the Student Summary Page, click the ACTIONS menu against the Course Enrolment record where the Unit Enrolment that will receive a scholarship belongs. Select the Academic Record from the options.

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    3. Click the EDIT button (pencil icon) next to the Unit Enrolment to be given the scholarship payment. This will open the unit enrolment details.

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    4. Go to the FINANCIAL INFORMATION section, select the subsidy type from the list, enter the amount in the Subsidy Amount field

  • Click on the Save Unit Enrolment button

    • ...

    , and click the SAVE UNIT ENROLMENT button to save the changes.

    NOTE

    To apply an internal discount, or any other subsidy amount given to the unit enrolment, you can enter the amount/discount via the Subsidy Amount field.

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    edit an Amount Paid field for scholarships
    Expand
    titleAdjusting an Invoice to Include the Scholarship / Subsidy Amount

    How to

    These instruction are for If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.

    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 filter the returned options in this box 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 the Student Invoice List section

    10. Click on the Action menu next to the Invoice to be updated, the Action menu will open

    11. Click on the Edit Invoice option

    12. Click the Drop box next to the Status option and select the In-Process option

    13. Click the Save Invoice button

    14. Click on the Accounting option the side menu

    15. Click on the Summary option in the side menu

    16. Scroll down to the the Current unit Enrolment section

    17. Click on the Edit icon next to the Unit to be allocated to Scholarship / Edited

    18. The Unit record will now Load

    19. Scroll to the bottom of the page and Click the Edit Fee button

    20. Update the Scholarship  / Subsidy amount 

    21. Update the Scholarship type

    22. Click on the Save Unit Enrolment button

    23. The Unit can be added to the invoice.

     

    Expand
    titleHow to Apply Internal Discounts (other than Scholarships)

    1. Click on the Student 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 filter the returned options in this box 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. Click on the Action menu next to the Course of study the Unit(s) belong to that will receive a discount. The Action menu will open

    10. Click on the Academic Record option in the Action menu

    11. Click on the Edit icon next to the Unit to be given a discount

    12. Click on the Subsidy Type drop box and select the discount type

    13. Enter the amount in the Subsidy Amount field

    14. Click on the Save Unit Enrolment button

     

    Adjust an Invoice to Include the Scholarship / Subsidy Amount

    NOTE

    The instructions below assume that an invoice with the unit enrolment to be applied a scholarship/subsidy amount has already been created and in a PAID status. The instructions below will make an adjustment to the invoice to include the scholarship/subsidy amount.

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    Cancel the PAID invoice and set the Status to IN-PROCESS

    1. Load the student record. If the student record is not currently loaded in the system, you can go through the process of searching for that student record by choosing Accounting > Search menus on the side, the same instructions as Searching for a Student Record in Paradigm.

    2. Once the student record is loaded, choose Accounting > Invoices menus on the side. Select the invoice that you want to adjust and add the scholarship/subsidy amount. Click the ACTIONS button against it and select the View Invoice option.

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    3. Go to the ITEMS sections and click the ADD INVOICE ITEMS button.

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    4. On the INVOICE HEADER section, click the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS/INVOICE button(s), depending on the invoice that you want to adjust. Just click OK on the pop-up notification to confirm your action. This will trigger an edit to the unit enrolments that are associated with the invoice.

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    In the INVOICE ITEMS section, delete the unit enrolment item that you want to add a scholarship/subsidy amount by clicking on the DELETE button (bin icon) against it.

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    Add the Scholarship/Subsidy Amount to the Unit Enrolment

    5. The invoice is now set to an IN-PROCESS status. Choose Accounting > Summary menus on the side. Edit the unit enrolment where the scholarship/subsidy is to be added.

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    6. Go to the FINANCIAL INFORMATION section, ignore the warning message, and click the EDIT FEES button. This will trigger an edit to the student financial details, click OK to confirm your action.

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    7. After clicking the EDIT FEES button, you can edit the financial information section: (

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    ) Select the subsidy type from the list; (
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    ) Enter the Subsidy Amount; (
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    ) and then click the SAVE UNIT ENROLMENT button to save the changes.

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    Tip

    The scholarship/subsidy amount has now been added to the unit enrolment. You can go through the process of adding the unit enrolment again to your IN-PROCESS invoice.

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    Expand
    titleImporting Payments from an External System via the Import Wizard

    To import payments in bulk specific information is required as a minimum

    • Id Number (Student Number is preferred

    • Transaction / Payment date

    • Transaction / Payment amount

    • Unique A unique reference for each Transaction / Payment

    Additional information maybe is may be helpful/appropriate.

    Once this information is available the transactions  transactions/payments can be imported via the Import Wizard within the System.

    An overview of how our Import Wizard works can be found in this article: System > Import Wizard

    For more information or how to set up the import profile please contact the Silverband Help deskour Support Team.

     

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    Next Page

    Accounting Search Payments