Overview

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)

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	Enrolment Invoice Interest Purchase Return Sales Invoice
Status	Approved Cancelled In-Process paid Ready for Posting Received Sent Write Off
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

This section of the KB will explain what potential issues or problems users can come across and why they happen.

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.