Overview

This page covers the following topics:

• Add / Create Payments

• Apply payments to a Tuition (Enrolment) Invoice

• Apply payments to a non-tuition (General) Invoice

• Create a refund

• Allocate Payments in Bulk

Complexity: HIGH

Page Contents

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 a basic understanding of Accounting principles. (Payments, Invoices, Offset of payments, Line items)

• The User has an understanding of Fee-Help / HECS-HELP

• The User has an understanding of the Australian Tertiary Education System / VET Sector.

• The Student has already been accepted into a Course and has been enrolled into units

Key terms and concepts

The list below demonstrates the key fields that need to be filled for creating an operationally viable payment.

Please note there are optional fields on that screen and you do not have to fill them all.

Implications

Workflow

1. How to Add / Create a Payment

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 to the bottom of the page

10. Click the Add New Payment button

11. Note: System has pre-filled some fields, some fields are optional to fill out.

12. At the Payment Section, (Optional to) Enter a reference number or select an option from the attached drop box

13. Check the effective date (System might already pre-filled)

14. Select the Payment Method from the drop-down menu

15. Enter the Received amount (Do not enter a $ into this field)

16. Enter the Sent Amount (Do not enter a $ into this field), should be the same as Received Amount as above

17. Select the To Party Id from drop-down menu.

18. For Cheques Only: Enter the Drawer, BSB, and bank name

19. Enter any relevant comments re this payment in to the Comments Field

20. Click the Save Payment button.

21.  (Optional) To email a copy of the receipt click the Email Receipt button

22. (Optional) To Print a Copy of the receipt click the Print Receipt button  

2. How to Apply a Payment to an Invoice for Tuition items

These instructions assume that the Invoice amount and the Payment Amount match.

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. Click on the Invoices option in the side menu

10. Click on the Actions menu next to the Invoice to be Paid off, the Action menu will open

11. Click on the Edit Invoice option

12. Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click the Save Invoice Button)

13. Click on the Invoices option in the side menu

14. Click on the Actions menu 

     next  to the Invoice to be Paid off, the Action menu will open

15. Click on the Pay Invoice option in the Action menu

16. Scroll down to the Possible Payments to Apply Section

17. Click on the Apply Amount to Items button

18. The Invoice has now been paid off.

3. How to Apply a Payment to a General Invoice for Non-Tuition Items

These instructions assume that the Invoice amount and the Payment Amount match.

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. Click on the Invoices option in the side menu

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

11. Click on the Edit Invoice option

12. Click on the Status to Sent button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)

13. Click on the Invoices option in the side menu

14. Click on the Action menu next to the Invoice to be Paid off, the Action menu will open

15. Click on the Pay Invoice option in the Action menu

16. Scroll down to the Possible Payments to Apply Section

17. Click on the Apply Amount to Items button

18. The Invoice has now been paid off.

4. How to Create refund

There are three parts to creating a refund:

1. Creating an invoice

2. Paying off the invoice

3. Creating a credit note

(These instructions assume that a payment has been received prior to an invoice being created e.g. Prior to Census date)

Part One - Creating the 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 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 Course Enrolment section

10. Click the New Invoice  button next to the Course for which the invoice is to be created

11. Select the Enrolment Period to associate the units to

12. Update the due date (if required)

13. All other fields should auto populate from the header.

14. Scroll down and click the Add Invoice Item button

15. Scroll down to the Units Enrolled by student section

16. The Units associated with the selected Course enrolment that fall into the Invoicing Configuration period will appear here

17. Click the tick boxes next to all of the required units are checked (un-check any units not required on the invoice) If the units expected for this period do not appear please check the Time period to ensure that the dates encompass the units required.

18.  Click the Add Selected as Items button

19. Add any Adjustment items to the invoice (as required) by ticking the check box next to the required item, scroll down and click the Add selected as items as Charge Button. Please note: These items are only added to the invoice and are not reflected in the unit enrolment record.

20. Scroll up to the Invoice header Section and Click the Edit Invoice button

21. Click the Status to Sent button

22. The Invoice has now been created.

Part Two - Paying off the Invoice

1. Click on the Invoices option in the side menu

2. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open

3. Click on the Edit Invoice option

4. Click on the Status to Set button (Or Select the Sent option in the Status drop box and Click he Save Invoice Button)

5. Click on the Invoices option in the side menu

6. Click on the Action Menu next to the Invoice to be Paid off, the Action menu will open

7. Click on the Pay Invoice option in the Action menu

8. Scroll down to the Possible Payments to Apply Section

9. Click on the Apply Amount to Items button

10. The Invoice has now been paid off.

Part Three - Creating a Credit Note

1. Click on the Invoices option in the side menu.

2. Scroll down to the Student invoice list section

3. Click on the Action menu option next to the invoice a credit note is to be created against. The Action menu will open

4. Click on the Create Credit Notice option in the Action menu
   

Scholarships

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). 

How to Add a Scholarship Payment to a Unit

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 the unit belongs to that will receive a Scholarship. 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 Scholarship

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

13. Enter the amount in the Subsidy Amount field

14. Click on the Save Unit Enrolment button
    

How to edit an Amount Paid field for scholarships

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.

How 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
    

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 information or Setting is up please contact the Silverband Help desk.

How to Allocate Payments in Bulk

Further Reading

• Page:
  Bulk Generate Invoice (Paradigm Knowledge Base)

  • invoices
  • bulk-generate
  • student
  • student-list
  • paradigm_bulk_action

Related Pages