Accounting menu: Invoices

Owned by Chris Newton (Deactivated)
Last updated: Mar 09, 2022 by Diane Momongan (Unlicensed)
2 min read

Overview

This section (Accounting > Invoices) will show a list of all invoices created for the student record currently loaded in the system. This will also let you view, edit, pay, etc. each invoice recorded in the system, see all the Workflow links below related to invoices.

WARNING

Be Sure to update INVOICING TIME PERIOD (see Edit Configuration Period) PRIOR to adding line items to invoices. This will ensure the correct data is added to the invoice.

NOTE

From time to time something will inevitably go wrong with an invoice.

If invoices are tracked in an external Accounting Package such as MYOB or XERO, it is best practice to cancel the original invoice, make any changes, generate a new invoice and then report them to the Accounting Department to ensure all records are up to date and accurate.

Create a New Invoice Form Fields with Brief Descriptions

The table inside the expanding section below are the form fields found when creating a new invoice in Paradigm, see the workflow links below for the instructions on how to create a new invoice.

Field Name

Brief Description

Field Name

Brief Description

Invoice Number

System generated invoice number beginning with 'I'. This number will appear on the invoice and in the enrolled unit record for reference and reconciliation

Invoice Date

System generated - The date the Invoice is produced.

Reference Number

A combination of The Invoice number, the student Id and the enrolment period to produce a unique number

Due Date

The date the invoice payment is required by. This can be coded as a certain number of days after the due date or can be altered as required

Bill To Party

The Students name and role type

Paid Date

The date the payments are allocated to pay off the invoice

From Party

Institution Name

Total Amount

The total amount of the invoice

Invoice Type

  • Enrolment Invoice - invoice with tuition type line item

  • Sales Invoice - invoice with non-tuition type line item

  • Purchase Return - refund to the student

  • Customer Return

  • Interest

Paid Amount

The amount that has been allocated or already paid off on the invoice

Status

  • Approved

  • Cancelled

  • In-Process

  • paid

  • Ready for Posting

  • Received

  • Sent

  • Write Off

Owing Amount

The amount still outstanding on the invoice

Description

Text field - Any information required for the invoice

Invoice Message

Text field - Any information required for the invoice

Course Enrolment

The code of the Course the Student is enrolled in

Enrolment Period

The Study Period the units of Study are associated with

Workflows

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