Overview
Should an invoice need to be cancelled, if it has already had payments applied to it, or it has been fully paid, then it is a must to delete the payments that have been made to the items in the invoice and all the items associated with the invoice before you can truly set its status to Cancelled. This knowledge article will guide you on how to cancel an enrolment invoice that has already been paid, and if need be – re-issue it in the future.
For all other invoice status/circumstance which needs to be cancelled, refer to the How-To Guide(s) section below.
Workflow
Outlining the step-by-step instructions on cancelling an already paid enrolment invoice:
1. Choose Accounting > Invoices menus on the side. In the STUDENT INVOICE LIST section, select the invoice that you want to cancel.
NOTE
If the invoice has already had payments applied to it, or the invoice has been fully paid, you will need to delete the payments that have been made to the items in the invoice, follow all the steps suggested in the workflow below. If the invoice that you want to cancel has no applied payments / associated items to it (still in SENT status), you can go straight to cancelling the invoice by clicking the ACTIONS button and selecting the Cancel Invoice option.
2. Click the Invoice ID on the left or click the ACTIONS button and select the View Invoice option.
3. Go to the ITEMS section and click the ADD INVOICE ITEMS button.
4. Scroll up to the INVOICE HEADER section and click the SET TO IN-PROCESS AND DELETE PAYMENTS TO INVOICE button. Select the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS if you want to cancel only part of the items with payments associated with the invoice.
Click OK to confirm your action.
5. In the INVOICE ITEMS section, delete all/part of the items associated with the invoice that you want to cancel by clicking on the DELETE button (bin icon) next to the item.
6. Go back to the INVOICE HEADER section and click the EDIT INVOICE button.
7. Click the STATUS TO CANCELLED button. The invoice/part of the items associated with the invoice has now been cancelled. Notify the Accounting department/person.
To check, go to the STUDENT INVOICE LIST section (Summary or Invoices screen) and you can now see the invoice that you just cancelled with a Status of Cancelled or if you cancelled only one/two units enrolment(s) – you can now act accordingly.
Alternatively, you can watch a video clip below on how to cancel an invoice.
Re-Issue the Cancelled Enrolment Invoice
If in the future, the invoice that you just cancelled needs to be re-issued, you can refer to the steps below on how to do it.
1. Select the cancelled invoice that you want to re-issue. (1) Accounting > Summary (2) Accounting > Invoices. Whichever of the two areas you’ve chosen, go to the STUDENT INVOICE LIST section.
Click the Invoice ID on the left or click the ACTIONS button and select the View Invoice option.
2. Go to the ITEMS section and click the ADD INVOICE ITEMS button.
3. Scroll up to the INVOICE HEADER section and click the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS
Click OK to confirm your action.
4. All the unit enrolments associated with that cancelled invoice before will be shown for you to add as items again, and set the status to sent – ready for the invoice to be paid off.
see Raising an Enrolment Invoice – Paying Off Invoice Workflows
Alternatively, you can watch a video clip below on how to re-issue the cancelled invoice.
How-To Guide(s)
How to Cancel an Invoice in a SENT Status
An invoice that is in a SENT Status and does not have applied payments can be cancelled by following the instructions below:
Choose Accounting > Invoices menus on the side. On the STUDENT INVOICE LIST section, select your Sent invoice to be cancelled, click the ACTIONS button, and select the Cancel Invoice option.
2. After selecting the Cancel Invoice option, a warning message will appear asking you to confirm your action, click YES to confirm.
3. To check, you can go back to the Accounting > Invoices section and see the invoice to be in a Cancelled status.
NOTE
If you don’t want to see the red amount owing in your cancelled invoice, you have to go through the process of cancelling the invoice in the same Workflow above (CANCEL A PAID ENROLMENT INVOICE) – disassociate or delete all items related to the invoice.
How to Cancel / Delete an Invoice in an IN-PROCESS Status
An invoice in an IN-PROCESS Status can be set to a Cancelled or Deleted Status.
Note that in Paradigm’s Accounting, you can’t delete permanently a record by setting the status to Deleted. All invoicing / processes that you do are being accounted for. To permanently delete/get rid of unnecessary actions to your invoices, (given that the actions/invoices to be deleted have been approved/discussed already in your business or institution) raise a support ticket to our Support Team.
Choose Accounting > Invoices menus on the side. On the STUDENT INVOICE LIST section, select your In-Process invoice to be cancelled/deleted, click the ACTIONS button, and select the Edit Invoice option.
2. You can either click the STATUS TO CANCELLED button or select Cancelled / Deleted from the Status field and click the SAVE INVOICE button.
3. To check, you can go back to Accounting > Invoices section and see the invoice to be in a Cancelled status.
NOTE
If you don’t want to see the red amount owing in your cancelled invoice, you have to go through the process of cancelling the invoice in the same Workflow above (CANCEL A PAID ENROLMENT INVOICE) – disassociate or delete all items related to the invoice.
How to Write Off an Invoice
Choose Accounting > Invoices menus on the side. On the STUDENT INVOICE LIST section, select the invoice that you want to write off, click the ACTIONS button, and select the Edit Invoice option.
2. On the INVOICE Header section, select the Write Off status and click the SAVE INVOICE button.
Notify the Accounting department/person that the invoice has been marked as Write off
How to Cancel an invoice and keep student in a credit cash position
Background info: If the student requests to withdraw the unit enrolment after the census date and wants to apply the credit (tuition) for future study (subject to the provider’s approval)
PART 1. Cancel the initial (Paid) invoice
Choose Accounting > Invoices menus on the side. In the STUDENT INVOICE LIST section, select the invoice that you want to cancel.
NOTE
If the invoice has already had payments applied to it, or the invoice has been fully paid, you will need to delete the payments that have been made to the items in the invoice, follow all the steps suggested in the workflow below. If the invoice that you want to cancel has no applied payments / associated items to it (still in SENT status), you can go straight cancelling the invoice by clicking the ACTIONS button and select the Cancel Invoice option.
2. Click the Invoice ID on the left or click the ACTIONS button and select the View Invoice option.
3. Go to the ITEMS section and click the ADD INVOICE ITEMS button.
4. Scroll up to the INVOICE HEADER section and click the SET TO IN-PROCESS AND DELETE PAYMENTS TO INVOICE button. Select the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS if you want to cancel only part of the items with payments associated with the invoice.
5. Click OK to confirm your action.
6. In the INVOICE ITEMS section, delete all/part of the items associated with the invoice that you want to cancel by clicking on the DELETE button (bin icon) next to the item.
7. Go back to the INVOICE HEADER section and click the EDIT INVOICE button.
8. Click the STATUS TO CANCELLED button. The invoice/part of the items associated with the invoice has now been cancelled. Notify the Accounting department/person.
9. To check, go to the STUDENT INVOICE LIST section (Summary or Invoices screen) and you can now see the invoice that you just cancelled with a Status of Cancelled or if you cancelled only one/two unit enrolment(s) – you can take actions accordingly.
PART 2. Apply the payment (that is now been freed up after completing Part 1) to a new invoice
*Subject to a new invoice has already been raised
Follow the same workflow documented here: https://silverband.atlassian.net/wiki/spaces/PKB/pages/1611137029/Paying+Off+Invoice#Workflow
Using the Accounting Module