Overview

Once you have read this article you will be able to record Student Scholarship data for all scholarship types. Scholarship payments needs 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).

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 > Scholarship knowledge article.

Adding a New Scholarship Form Fields with Brief Descriptions

The table on this expand section contains a list of all the fields [required/optional] to create a scholarship record.

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
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Scholarship Status	Active Student Deferred Student Withdrawn Student Completed Revoked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

Workflow

Adding a Scholarship Payment/Internal Discount to a Unit Enrolment

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

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.

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.

4. Go to the FINANCIAL INFORMATION section, select the subsidy type from the list, enter the amount in the Subsidy Amount field, 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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Adjusting an Invoice to Include the Scholarship / Subsidy Amount

How to 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.

STEP 1 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.

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

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 which are associated to the invoice.

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.

STEP 2 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.

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.

7. After clicking the EDIT FEES button, you can edit the financial information section: (1) Select the subsidy type from the list; (2) Enter the Subsidy Amount; (3) and then click the SAVE UNIT ENROLMENT button to save the changes.

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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Importing 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 reference for each Transaction / Payment

Additional information maybe helpful / appropriate.

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

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