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.

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

The table inside the expand 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.

Create New Invoice Form Fields with Brief Descriptions

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

Page:

Raising General Sales Invoice
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Raising Enrolment Invoices in Bulk
Page:

Raising Enrolment Invoice

How-To Guide(s)

Cancel an Invoice

How to Cancel an Invoice

1. There are two areas where you can cancel an invoice in the Accounting module: (1) Accounting > Summary (2) Accounting > Invoices. Whichever of the two areas you’ve chosen, go to the STUDENT INVOICE LIST section. Select the invoice that you want to cancel.

2. Follow the instructions below on how to cancel an invoice based on its current status:

A Status Sent

1 Click the ACTIONS button against the invoice, and select the Edit Invoice option.

2 Set the Status to In-Process and then click the SAVE INVOICE button.

B Status In-Process

1 Click the ACTIONS button against the invoice, and select the Edit Invoice option.

2 Click the STATUS TO CANCELLED button.

C Status Paid

1 Click the ACTIONS button against the invoice, and select the Cancel Invoice option.

2 Click YES to confirm your action.

3. In the Accounting > Summary or Invoices screen, you can now see the invoice that you just cancelled with a Cancelled status.

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