Bulk Generate Invoice

Owned by Jeannie Hagarty (Deactivated)
Last updated: Sept 25, 2019 by Chanel Zhang (Deactivated)
4 min read

Objective

This article outlines the workflow to generate Invoices in bulk for students within paradigm.

Complexity: HIGH

 

Page Contents

 

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)

 

Key terms and concepts

Warning

It is imperative that Bulk Invoice generation is only done by Staff that fully understand the Accounting practices and principles within your institution and within Paradigm. Incorrect data can have a severe knock on effect that can be almost impossible to fix or correct or remove. The implications from these types of issues may not be apparent immediately and due care must be taken.

Field Name

Brief Overview

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

 

Workflow

How to Create Invoices in Bulk

Creating Bulk invoices is a three part processes. The 3 parts must be done in this order to successfully create the invoices:

  1. Establishing the Invoicing Period (double check it if already exists)

  2. Creating the List of Students

  3. Creating the invoices

Be advised

A new Invoicing time period doesn't need to be added to the system for each period, think of is a sliding window to capture the From and To dates that moves periodically. The Start date of the Scheduled unit must fall between the invoicing period dates to be captured in the invoice.

  1. Click on the System tab in the side menu.

  2. Click on the Edit Time Period option in the side menu.

  3. Click on the Show All Time Periods button.

  4. Click on the Type heading to sort the time periods to find the one to be updated. 

  5. Alternatively select Configuration Periods from the Time Period Type drop-box menu, and click on the Search Time Periods button.

  6. Double check the Invoicing period covers the period you are targeting. Click on the Edit icon next to the Invoicing configuration_period.

  7. Scroll to the bottom of the page. The invoicing configuration period has now been loaded. 

  8. Edit the From date using the date picker 

  9. Edit the To date using the date picker 

  10. Click on the Save Time Period button.

  11. A new Invoicing time period doesn't need to be added to the system for each period, think of is a sliding window to capture the From and To dates that moves periodically. The Start date of the Scheduled unit must fall between the invoicing period dates to be captured in the invoice.

 

  1. Click on the Reports tab in the side menu

  2. Click on the Report Builder Option in the side menu

  3. Check with your "nominated contact person" or other Paradigm expert, to get the customised Global reports for your institution.

  4. Select the suitable Global reports from the drop-down menu, and click on Load report button.

  5. Check the Filter Clauses section to suit your requirements. Click on Update Filters button after you made the changes.

  6. At Base Report Parameters, enter the Unit Start Date from and Unit Start Date to to meet your targeted period.

  7. Please Note: If the invoices are for one census date the from and to dates are the same date, if the invoices are for multiple census dates the from and to dates need to capture all of the census dates within the given period.

  8. At Format Report section, Select the Bulk Student Select option 

  9. Click the Produce Report button.

  10. A list of students who meet the criteria will be produced.

  11. Tick the Check boxes next to each required students (Alternatively tick the select all check box at the top right corner).

  12. Scroll down to the bottom of the list. Click on the Add Selected to list button.

 

  1. Once the list is produced, click on the Student tab in the side menu (if the tab is not already open).

  2. Click on the Bulk Invoice option in the side menu.

  3. Optional If any students need to be removed from the list, click on the remove option.

  4. Enter the Unit Start date

  5. Enter the Unit End date

  6. Enter the Invoice date

  7. Enter the Invoice due date

  8. Select the Enrolment Period from the drop down box

  9. Enter any messages required for the invoice (Please note: The message will go out on all the selected student so ensure the message is generic).

  10. Click on the Generate Enrolment Invoices  button

  11. The invoices have now been produced, scroll down and check that a success message appears for each record.

  12. An invoice id (number) will appear for each unit added to an invoice.

 

Further reading

 

Related Pages