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Overview

The Accounting > Summary menu in Paradigm will give you all the student financial details from course enrolment(s) to all unit enrolments, a list of all invoices created, and all payments made. The screenshot below will give you an overview on how our Accounting Summary would look like – structured into different sections (see below for more details on what you can view / do on each section).

The following will give you the details of each section – what you can view and do, and all the possible options you can see under each ACTIONS menu found in some of the sections:

STUDENT DETAILS

This section will show some student details, structured similarly as the student summary screen but only showing the relevant details for accounting purposes and with menus under the ACTIONS button which focuses on the student financial record.

The following are some of the menus you can see when the ACTIONS button is selected:

COURSE ENROLMENTS

This section will give you all the student’s course enrolment(s) detailing the fees, scholarships, funding, amount paid and owed. This is also where you can create a new invoice.

  • All Course Enrolments  can be viewed

  • Create New invoice button, see Raising Enrolment Invoice Workflow

  • The Select Course option  

CURRENT UNIT ENROLMENTS

All unit enrolments of the student will appear here with the corresponding unit fee, scholarship, funding, upfront, paid amount, and the amount owing. You also have the option to directly edit each unit enrolment by clicking on the EDIT (pencil icon) button.

  • The 10 most recent Unit Enrolments

  • Including Funding Types, payment types and amounts outstanding

  • Invoice Id (for those unit enrolments which are already invoiced)

  • Edit  Unit enrolment (this leads to the full unit enrolment page)

BE ADVISED

On the Unit enrolment page, students have three ways to discharge each unit fee.

The sum of Funding Amount + Upfront Amount + Scholarship Amount = TUITION FEE

Invoice Types

Description

Tuition Item Invoice

Tuition Items are Units of Study or Full Courses.

General Invoice / Non-tuition Item Invoice

Some examples of General Invoices or non tuition items: Transcripts, Replacement AHEGS, Replacement Parchments, Text Books, Course materials, Student Id Card, Enrolment Fee, Application Fee, Administration Fee, Re-assessment Fee, Late Payment Fee, Accommodation, Overseas Health Cover, Airport transfer, see ADD EDIT PRODUCTS.

Only Non-Tuition items are to be added to these Invoices and should not be combined with Tuition invoices.

STUDENT INVOICE LIST

All invoiced items are shown here in different types with statuses (In-Process, Cancelled, Sent, Paid). Each invoice record has also an ACTIONS button with an option to view, edit, pay, print, and email the invoice.

  • The 10 most recent invoices for the student

  • ACTIONS button option [View Invoices, Edit invoices, Pay Invoices, Print Invoices, Email With Communication Event, Email Invoice]

STUDENT PAYMENTS LIST

Payments made by the customer (Student, Agent, etc.) are all listed here. You can edit, print, or email each recorded payment details. An option to ADD NEW PAYMENT is also possible on this section.

  • Add New Payments

  • ACTIONS menu [Edit, Print, Email Receipts with Communication Event, Email Receipts]

 

Workflow

 1. How to sort columns on the Accounting summary page

The information in the Course Enrolment, Current Unit Enrolments, and Student Invoice List sections can be sorted from this screen. By Clicking on the doubled ended arrow next to any of the Table / Section headings. The Heading that has the solid arrow either or is what the table is sorted by. The example below explains how to sort on the Student's Invoice Id, but are the same steps for sorting by any table / section heading.

  1. Click on the Accounting Tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  4. Click on the Search Student button

  5. This will return a list of students that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. The student's record has now been loaded.

  9. Scroll down to the Student Invoice list

  10. Click on the Double ended arrow next to the Invoice Id Table Header 

  11. This will now sort the results by invoice number. When the arrow is pointing up the smallest number will appear at the top of the list and when the arrow is pointing down the smallest number will appear at the bottom of the list.

 2. How to print an existing invoice

  1. Click on the Accounting tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  4. Click on the Search Student button

  5. This will return a list of students that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. The student's record has now been loaded.

  9. Scroll down to the Student Invoice List

  10. Click on the Action button next to the Invoice to be printed, the Action menu will open.

  11. Click on the Print Invoice option 

  12. The Invoice header and information have now been loaded.

  13. Click on the Print Invoice button.

 3. How to print an existing receipt

  1. Click on the Accounting tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  4. Click on the Search Student button

  5. This will return a list of students that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. The student's record has now been loaded.

  9. Scroll down to the Student Payments list

  10. Click on the Action button next to the Receipt to be printed, the Action menu will open

  11. Click on the Print option

 4. How to email an existing receipt with the Communication Module / Event

  1. Click on the Accounting tab in the side menu

  2. Click on the Search option in the side menu

  3. Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname

  4. Click on the Search Student button

  5. This will return a list of students that meet the searched criteria

  6. To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results. 

  7. Click on the blue hyper link on the left side of the required record.

  8. The student's record has now been loaded.

  9. Scroll down to the Student Payments list

  10. Click on the Action button next to the Receipt to be printed, the Action menu will open

  11. Click on the Email with Communication Event option

  12. Scroll down to the Communication Section

  13. Scroll down to the Communication Template message and select the required template

  14. Enter any required information into the body of the email

  15. Click on the Save Communication and Send With Attachments  button

  16. An email with the attachment has now been sent and a copy of both is saved into the Communication Event record

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