Overview
It is imperative that Bulk Invoice generation is only done by Staff that fully understand the Accounting practices and principles within your institution and within Paradigm. Incorrect data can have a severe knock on effect that can be almost impossible to fix or correct or remove. The implications from these types of issues may not be apparent immediately and due care must be taken.
Objective
Upon completion of this KB the user will be able to 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 |
|
| 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 |
Workflow
How to Create Invoices in Bulk
Creating Bulk invoices is a three part process:
- Establishing the Invoicing Period,
- Creating the List of Students
- Creating the invoices
The 3 parts must be done in this order to successful create the invoices
Part One - Establishing the Invoice Period
- Click on the System tab in the side menu.
- Click on the Edit Time Period option in the side menu.
- Click on the Show All Time Periods button.
- Click on the Type heading to sort the time periods to find the one to be updated.
- Alternatively select Configuration Periods from the Time Period Type drop-box menu, and click on the Search Time Periods button.
- Double check the Invoicing period covers the period you are targeting. Click on the Edit icon
next to the Invoicing configuration_period. - Scroll to the bottom of the page. The invoicing configuration period has now been loaded.
- Edit the From date using the date picker
- Edit the To date using the date picker
- Click on the Save Time Period button.
A new Invoicing time period doesn't need to be added to the system for each period, think of is a sliding window to capture the From and To dates that moves periodically. The Start date of the Scheduled unit must fall between the invoicing period dates to be captured in the invoice.
Part Two - Creating the Student list
- Click on the Reports tab in the side menu
- Click on the Report Builder Option in the side menu
- Check with your "nominated contact person" or other Paradigm expert, to get the customised Global reports for your institution.
- Select the suitable Global reports from the drop-down menu, and click on Load report button.
- Check the Filter Clauses section to suit your requirements. Click on Update Filters button after you made the changes.
- At Base Report Parameters, enter the Unit Start Date from and Unit Start Date to to meet your targeted period.
- Please Note: If the invoices are for one census date the from and to dates are the same date, if the invoices are for multiple census dates the from and to dates need to capture all of the census dates within the given period.
- At Format Report section, Select the Bulk Student Select option
- Click the Produce Report button.
- A list of students who meet the criteria will be produced.
- Tick the Check boxes
next to the required students (Alternatively tick the select all check box at the top right corner). - Scroll down to the bottom of the list. Click on the Add Selected to list button.
Part Three - Creating the Invoices
- 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.
- Optional 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
- Enter any messages required for the invoice (Please note: The message will go out on all of the invoices so ensure it is generic)
- 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 an invoice.