Raising Enrolment Invoice

This page contains instructions on how to raise an enrolment invoice

Overview

When a student has enrolled in a course and at least one unit in Paradigm, you will be able to create an enrolment invoice to notify them of the amount owing. There are two types of invoices you can raise: Enrolment and General Sales. The instructions below will guide you on how you can raise an enrolment invoice type that may contain a mix of general/miscellaneous and academic tuition fees. If you want to raise an invoice of this type in bulk, see Raising Enrolment Invoices in Bulk workflow.

NOTE:

  • It is assumed that the INVOICING Time Period (a Time Period record that has the type of 'Configuration') has already been updated and is correctly configured.

  • Only unit enrolments that have a Start Date that occurs between the Invoicing Time Period From Date and To Date, will be available to be included on the invoice.

  • Unit enrolments that have already been included as items on an invoice will not be available for inclusion on any other enrolment invoice, because an enrolment item may be added to an invoice only once.

  • See Edit Time Period > D. Edit Configuration Period for the instructions.

BE ADVISED:

Once an invoice has been created, alterations to the unit such as change of Fees, change of Funding type, editing dates, or deletion of the unit are locked and further changes are prevented. The invoice would need to be removed, such that the links between the invoice and unit enrolments must be removed, then the alterations can be made and the invoice can be reissued with the adjusted details and values. See Cancelling an Invoice.

Workflow

How to Raise an Invoice Workflow

Outlining the step-by-step instructions on raising an enrolment invoice per student:

NOTE:

If you have any questions about the field names or information required when raising an invoice, refer to the table of field names and brief descriptions under the Understanding the User Interface > Invoices knowledge article.

  1. After enrolling the student in a Course and Unit, you can check the Amount Owing via the Accounting > Summary screen. If the student record is not currently loaded in the system, you can search for that student record by choosing the Accounting > Search menu options on the side, or you can find further instructions at this link Searching for a Student Record in Paradigm.

  2. Once you’re on the Accounting Summary screen of the student record, go to the COURSE ENROLMENTS section and select the New Invoice button to the right of the amount owing column.

New Invoice button under the COURSE ENROLMENTS section

An alternate method of raising an enrolment invoice is to go to the Accounting > Invoices screen and click the CREATE NEW ENROLMENT INVOICE button. Expand the section below to list the steps:

Creating an Enrolment Invoice via the Accounting > Invoices menu

  1. Choose Accounting > Invoices menus on the side. In the STUDENT INVOICE LIST section, click the CREATE NEW ENROLMENT INVOICE button.

  2. Fill in the INVOICE HEADER section by adding values to the required fields, and then click the SAVE INVOICE button

  3. Click the ADD INVOICE ITEM button to start adding the unit enrolments by selecting each of the unit enrolments that you want to include on the invoice by proceeding to the Step 3 instruction below.

  1. After selecting the New Invoice button an invoice details screen will appear. Scroll to the UNITS ENROLLED BY STUDENT section. By default, Paradigm will auto-select all units that have an amount owing. Click the checkbox at the top right corner to select or deselect all units. To select or deselect any single unit that you want to exclude from the invoice, click the checkbox for that row to add or remove the checkmark in the box.

BE ADVISED:

Once an invoice has been created, alterations to the unit such as change of Fees, change of Funding type, editing dates, or deletion of the unit are locked and further changes are prevented. The invoice would need to be removed, such that the links between the invoice and unit enrolments must be removed, then the alterations can be made and the invoice can be reissued with the adjusted details and values. See Cancelling an Invoice.

Selecting Units to be invoiced from the UNITS ENROLLED BY STUDENT section

  1. Having selected all the units to be invoiced, click the ADD SELECTED AS ITEMS button. This will add all the items/units selected in the INVOICE ITEMS section. To add more items/fees/products to your enrolment invoice, proceed to step 5. If you have selected all the items you need, skip to step 6.

the Add Selected As Items button to be clicked after selecting the units

  1. [OPTIONAL WORKFLOW Adding Fees/Items/Products] If you need to add more items/fees on the items that you just invoiced, you must first set the status to IN PROCESS and Save the invoice. This will allow you to click the ADD INVOICE ITEM button.

the ADD INVOICE ITEM button to optionally add product items on top of the enrolment ones

The fees/items/products to add will appear in a list. Select the required items and click the ADD SELECTED AS ITEMS AS CHARGE button.

NOTE:

The items that appeared after clicking the ADD INVOICE item button (sample shown in the sample screenshot below) are coming from your General Sales Product List, see Accounting > Edit Products knowledge article.

adding the selected products to the invoice

If necessary, 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.

EDIT button to edit a product item's price
editing the product item's price

  1. After clicking the ADD SELECTED AS ITEMS button and/or adding more items/fees/products (as required), scroll up and click the EDIT INVOICE button, set the Status to Sent, or click the STATUS TO SENT button and then SAVE INVOICE.

setting the invoice status to Sent

  1. Either the Accounting Summary or Accounting Invoices screen will now show the enrolment invoice you just created with a Sent status under the STUDENT INVOICE LIST section. The invoice is now ready to be printed, emailed, or paid off.

invoice created shown in the Accounting > Summary | Accounting > STUDENT INVOICE LIST section

Alternatively, you can watch a demo clip below on how to raise an enrolment invoice:

Demo clip on how to raise an enrolment invoice with product items included

Video Tutorial

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