Overview

General Sales or the Products or Non-tuition items in the Accounting module refer to all tangible and intangible sales in your business or institution which are not considered as course/unit enrolments fees (e.g. textbook, ID Card, Enrolment Fee, etc.). The Sales Invoice Type may only contain general or miscellaneous fees not related to academic tuition fees and may only be raised individually. The instructions below will guide you on how to raise a general sales invoice using the Accounting module in Paradigm.

Workflow

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Outlining the step-by-step instructions on raising a general sales invoice:

1. Make sure that the student’s status is active and is currently enrolled in a course and units to your business or institution, you can raise a general sales invoice by going to the Accounting > Summary screen or the Invoices 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.}

In the Accounting Summary screen under the STUDENT DETAILS section, click the ACTIONS button and select the Create New General Invoice option, or in the Invoices screen, click the CREATE NEW GENERAL INVOICE below the list.

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2. Select a Provider from the drop-down menu in the From Party field (necessary if you have multiple campuses), set the Enrolment Period, and click the SAVE INVOICE button.

3. Go to the ITEMS section and click the ADD INVOICE ITEM button. This will expand and open up all the non-tuition items/products you have in your system.

4. Select the items by ticking against each Fee Name that you want to be invoiced under the FEES TO ADD section, and click the ADD SELECTED AS ITEMS AS CHARGE button.

5. [OPTIONAL] As necessary and as required (for items/products which have no default price and are set to be dynamically edited if added to the invoice), 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. Scroll up to the INVOICE HEADER section and click the EDIT INVOICE button

7. Set the invoice Status to Sent or you can click the STATUS TO SENT button and then SAVE INVOICE. The Invoice is now ready to be printed, emailed, or paid off.

Alternatively, you can watch a video clip below on how to raise a general sales invoice: