Cancel an Invoice and keep Student in a credit cash position

This page contains instructions on how to cancel an invoice and keep the student in a credit cash position

If the student requests to withdraw the unit enrolment after the census date and wants to apply the credit (tuition) for future study (subject to the provider’s approval)

NOTE:

It is important to know that Cancelling an Invoice is more complex than changing the invoice status to Cancelled and then Saving the record.

To cancel an invoice correctly, you need to remove any payments that have been applied to the items or adjustments, or to the invoice itself so that these payments will then become available to be applied to the items on other invoices.

Once the invoice no longer has any payments applied to it, you can then cancel the invoice.

Workflow

PART 1: Cancel the initial (Paid) invoice

  1. Choose Accounting > Invoices menus on the side. In the STUDENT INVOICE LIST section, select the invoice that you want to cancel

NOTE:

If an invoice already has payments applied to it, or it has been fully paid, then you must delete the payments that have been applied to the items in the invoice before you cancel the invoice. This article will guide you on how to cancel an enrolment invoice that has already been paid, and if need be, re-issue it in the future.

  1. Click the Invoice ID on the left or click the ACTIONS button and select the View Invoice option.

  1. Go to the ITEMS section and click the ADD INVOICE ITEMS button.

  1. Scroll up to the INVOICE HEADER section and click the SET TO IN-PROCESS AND DELETE PAYMENTS TO INVOICE button. Select the SET TO IN-PROCESS AND DELETE PAYMENTS TO ITEMS if you want to cancel only some of the items that have payments associated with them.

  1. A warning message will appear asking you to confirm your action, click OK to confirm.

  1. In the INVOICE ITEMS section, delete any or all of the items associated with the invoice that you want to cancel by clicking on the DELETE button (bin icon) next to the item.

  1. Go back to the INVOICE HEADER section and click the EDIT INVOICE button.

  1. Click the STATUS TO CANCELLED button. The invoice/part of the items associated with the invoice has now been cancelled. Notify your Accounting Department colleague that the invoice has been cancelled in Paradigm.

  1. To check, go to the STUDENT INVOICE LIST section via the Accounting > Summary or Invoices screen and verify that the invoice that you just cancelled now has a Status of Cancelled. If you cancelled only some of the unit enrolment(s), you can choose the appropriate workflow to further adjust the invoice according to your needs.

PART 2: Apply a payment (that has now been freed up after completing Part 1) to a new invoice

*Subject to a new invoice having already been raised

Follow the workflow documented here: Paying Off Invoice

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