Overview
After the students are enrolled to a course(s) and units in Paradigm, you can now create an enrolment invoice to notify them of their amount owing. There are two types of invoice you can raise: Enrolment and the General Sales. The instructions below will guide you on how you can raise an enrolment invoice type which may contain a mix of general/miscellaneous and academic tuition fees. If you want to raise an invoice of this type in bulk, see Raising Invoices in Bulk workflow.
NOTE
It is assumed that the INVOICING (Configuration) Time Period has already been updated and correctly configured within the time period where you want your invoices to apply, see Edit Time Period > D. Edit Configuration Period for the instructions.
For a unit enrolment to appear in the list of items to be added to an invoice, the Unit Start Date MUST be WITHIN the dates of the INVOICING Time Period.
BE ADVISED
Once an invoice has been created alterations to the unit, such as change of Fees, change of Funding type, editing dates, or deletion of the unit are locked out. The invoice would need to be removed (links between the invoice and units broken) then the alterations made and the invoice reissued, see Cancelling an Invoice.
Workflow
Outlining the step-by-step instructions on raising an enrolment invoice per student:
INFO
If you have any questions on the field names or information required in raising an invoice (which you will encounter upon following the instructions below), refer to the table with field names and brief descriptions under the Understanding the User Interface > Invoices knowledge article.
1. After enrolling the student to a Course and Units, you can check the Amount Owing by going to the Accounting > Summary screen. 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 you’re on the Accounting Summary screen of the student record, go to the COURSE ENROLMENTS section, select the New Invoice button on the right of the amount owing column.
3. After selecting the New Invoice button, an invoice details screen will appear, go to the UNIT ENROLLED BY STUDENT section, by default, Paradigm will auto-select all units which have amount owing, to deselect the units enrolled that you want not to be included in the invoice, remove the checkmark on the box. Click the top right corner checkbox or the select buttons below to select and deselect all units.
4. With all the units to be invoiced are selected, click the ADD SELECTED AS ITEMS button. This will now add all the items/units selected in the INVOICE ITEMS section. To add more items/fees/products to your enrolment invoice, proceed to step 5, else skip to step 6.
5. [OPTIONAL WORKFLOW Adding Fees/Items/Products] As required, if you want to add more items/fees on the items that you just invoiced, as long as the status is still IN PROCESS, click the ADD INVOICE ITEM button.
The fees/items/products to add will appear, select the required items and click the ADD SELECTED AS ITEMS AS CHARGE button.
NOTE
The items which appeared after clicking the ADD INVOICE item button (sample shown in the sample screenshot below) are coming from your General Sales Product List, see Accounting > Edit Products knowledge article.
As necessary and as required, you can change the unit price of the items that you added by clicking on the (1) EDIT button (pencil icon) against the item added. (2) Edit the unit price and then (3) click the SAVE ITEM button.
In the example below, the textbook unit price has been edited.
6. After clicking the ADD SELECTED AS ITEMS button and or adding more items/fees/products (as required), scroll up and click the EDIT INVOICE button, set the Status to Sent or click the STATUS TO SENT button and then SAVE INVOICE.
7. If you go to the Accounting Summary or Accounting Invoices screen, you can now see the enrolment invoice you just created with a Sent status under the STUDENT INVOICE LIST section. The invoice is now ready to be printed, emailed, or paid off.
Alternatively, you can watch a video clip below on how to raise an enrolment invoice:
Raising General Sales Invoice