Raising General Sales Invoice

This page contains instructions on how to raise a general sales invoice for non-tuition items

Overview

General Sales or the Products or Non-tuition items in the Accounting module refer to all tangible and intangible sales in your business or institution that are considered something other than course/unit enrolments fees (e.g. textbook, ID Card, Enrolment Fee, etc.). The Sales Invoice Type may only contain general or miscellaneous fees that are not related to academic tuition fees and may only be raised individually. The instructions below will show you how to raise a general sales invoice using the Accounting module in Paradigm.

NOTE

It is assumed that the INVOICING Configuration Period has already been updated and is correctly configured within the time period where you want your invoices to apply, see Edit Time Period > D. Edit Configuration Period for the instructions.

Workflow

raise a General Sales Invoice workflow

Outlining the step-by-step instructions on raising a general sales invoice:

NOTE:

If you have any questions on the field names or the information required to raise an invoice, refer to the table with field names and brief descriptions under our Understanding the User Interface > Invoices article.

1. Make sure that the student has the status of Active, is currently enrolled in a course, and is currently enrolled in units at your business or institution. You can raise a general sales invoice by choosing the Accounting > Summary screen or the Accounting > Invoices screen. If the student record is not currently loaded in the system, you can follow the process of searching for that student record by choosing the Accounting > Search menus on the side, as described in our instructions here Searching for a Student Record in Paradigm.

On the Accounting Summary screen under the STUDENT DETAILS section, click the ACTIONS button and select the Create New General Invoice option, or on the Invoices screen, click the CREATE NEW GENERAL INVOICE below the list.

ACTIONS button to create a new general invoice

1. Select a Provider from the drop-down list in the From Party field ( if you have multiple campuses), set the Enrolment Period [optionally, when the general invoice is not related to course enrolment, but may be helpful to record it as further identifying details], and click the SAVE INVOICE button.

selecting a Provider and the Enrolment Period

1. Go to the ITEMS section and click the ADD INVOICE ITEM button. This will expand and open up all the non-tuition items/products you have in your system.

the ADD INVOICE ITEM button to start aadding products

1. In the FEES TO ADD section, place a tick in the box against each Fee Name that you want to be included on your invoice and click the ADD SELECTED AS ITEMS AS CHARGE button.

select the product items to include in the invoice

1. [OPTIONAL] As necessary (some items/products have no default price and are intended to be set when they are added to the invoice), 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 changed from zero to $250.00.

option to edit the price of the item included in the list

entering and saving the price of the item

1. Scroll up to the INVOICE HEADER section and click the EDIT INVOICE button

editing the newly created invoice to set the status

1. Set the invoice Status to Sent or you can click the STATUS TO SENT button and then SAVE INVOICE. The Invoice is now ready to be printed, emailed, or paid off.

setting the status to SENT ready for payment

Alternatively, you can watch a video clip below on how to raise a general sales invoice:

demo clip on how to raise a general sales invoice