Student Accounting

The Student accounting workspace provides quick access to student-related information and processes, which include:

  • Overview of Student Transactions

  • Detailed Review of Student Transactions

  • Processing Pending Checks and Deposits

  • Initiating Processes

  • Federal Work-Study Management

To view student details and transactions, use the Summary tab. To view the fund sources, use the Links tab.

Roles and Privileges

  • CMC: Student accounting manager

  • CMC: Student accounting administrator

  • CMC: Federal work study manager

  • CMC: Federal work study administrator

  • System administrator

Access Method

Navigate to Student accounting > Workspaces > Student accounting and select the Summary or Links tab.

Summary Tab

The Summary tab presents two sections: Summary and Transactions.

Summary Section

In the Summary section, select the dashboard tiles to view and filter the following transaction types:

  • Posted transactions
  • Subsidiary transactions
  • Miscellaneous transactions

Each dashboard tile indicates the total amount of transactions per transaction type.

Select the ClosedStudents tile to view the demographic and transaction details about a student.

The following tables describe the page controls.

Actions

Action button Description
Edit Enables editing the student record.
Image Opens the Person Image form to add or remove an image file for the student record.
Hire new worker Opens the Hire new worker form to create a worker record from the student record. For more information, refer to Create a Worker Record for a Student.
Student awards Opens the Student awards page to view the award information associated with the student. For more information, refer to Student Awards.
Worker position assignments Opens the Position assignments form to manage positions assigned to the student.
Transactions Opens the transactions page for the student. For more information, refer to Student Transactions Page.
Revenue ledger transactions Opens the Revenue ledger page for the student. For more information, refer to Revenue Ledger Page.

Customer actions

Action button Description
Transactions Opens the Customer transactions form to view all transactions with the customer account that is linked to the selected student. For details on the Customer transactions form, see Microsoft Documentation.
Balance Opens the Customer balance form to view the summary and detailed information about the balance of the customer that is linked to the selected student.
Pending deposits Opens the Pending deposits page to view payment transactions that have not been deposited and to print deposit slips for the selected transactions. For more information, refer to Pending Deposits Page.
Sending deposits to Student history View information about the deposit slips associated with the selected student records and are sent to Anthology Student. For more information, refer to Sending Deposits to Student History Page.
Pending checks To view the student transactions of type stipend, refund, and subsidiary refund with the payment type of Check that are awaiting printing. For more information, refer to Generate Checks for Student Transactions, Post Student Transactions, Group and Ungroup Checks, and Pending Checks Page.

General

Field Description
Student ID The student identifier number that is unique to the selected student.
Student Identifier Student identifier from an external student information system.
Name Full name of the student. This field is displayed only on the Students List page.
School status The student’s status in school.
Student account status The account status that applies to the student.

Select the ClosedFund sources tile to create and maintain information about Fund Sources.

The following tables describe the page controls.

Actions

Action button Description
Fund source Create a new fund source. You can create a fund source even if there is no Fund source financial dimension set up in the system.
Edit Modify the fund source details.
Transactions Opens the Student transactions page and displays the transactions that are filtered by the selected fund source. For more information, refer to Student Transactions Page.

Note: This menu option is disabled for a Federal Work-Study (FWS) type of fund source.
Student Awards View the Student awards for the selected Fund source. This menu is enabled only for a Fund source of type FWS.

General

Field Description
Fund source The Fund source code.
Description Description of the Fund source code. The description is often a short explanation for the code.
Fund source type The Fund source type.

Transactions Section

Use the Transactions section on the Summary tab to work with:

Use the Unposted transactions page to:

The following table describes the page controls.

Fields

Field Description
Student ID Unique identifier of the student in Anthology Finance & HCM.
Student Full name of the student.
Date Date of the current transaction. After the check is generated, this field reflects the check's printed date.
Amount The transaction amount in the accounting currency.
Description Description of the current transaction.

Note: When integrated with Anthology Student, it is the description of the transaction received from Anthology Student.

All student transactions that are sent from Anthology Student, excluding revenue transactions, are posted automatically, and corresponding journal entries are created and posted after the Ledger journals batch creating and posting batch job is run.

When the Enable pending deposits flag is set to Yes on the Student accounting parameters page, the Ledger journals batch creating and posting batch job does not post the deposit transactions, instead, the deposit transactions are added to the Pending deposits page for further processing.

Note: The Ledger journals batch creating and posting batch job should be run manually once during the initial system setup.

To run the Ledger Journals Batch Creating and Posting batch job:

  1. Navigate to Student accounting > Periodic tasks > Ledger journals batch creating and posting.

  2. On the Ledger journals batch creating and posting form, expand the Run in the background FastTab.

  3. Set the Batch processing option to Yes.

  4. Select the Recurrence link to configure the batch job to recur on a specific schedule.

  5. Select OK to add the batch job to the running queue.

To update the recurrence schedule of the batch job that posts student transactions, perform the following steps:

  1. Navigate to System administration > Inquiries > Batch jobs.

  2. Select Edit.

  3. Select the Ledger journals batch creating and posting batch job.

  4. In the Batch Job menu, select Recurrence to update the batch job schedule.

Use the Pending checks form to:

  • View student transactions of type stipend, refund, and subsidiary refund with the payment type of check that are awaiting printing

  • Generate payments and print the checks

The following table describes the page controls.

Fields

Field Description
Student ID Unique identifier of the student in Anthology Finance & HCM.
Student Full name of the student.
Date Date of the current transaction. After the check is generated, this field reflects the check's printed date.
Check group Identifier for the check group.
Description Description of the current transaction.

Note: When integrated with Anthology Student, it is the description of the transaction received from Anthology Student.
Amount The transaction amount in the accounting currency.

Use this form:

  • To view deposit transactions (student payment transactions that have not been deposited)

  • Generate deposit slips

Deposit transactions have:

  • Student payment type of Cash or Check, and

  • Transaction type of Payments, Disbursements, Miscellaneous Receipts, or Subsidiary Payments.

The following tables describe the page controls.

Fields

Field Description
Student The name of the student who made the payment.
Student ID Unique identifier of the student in Anthology Finance & HCM.
Description Description of the current transaction.
Bank account The bank account where the funds are deposited.
Date The date of the current transaction.
Amount in transaction currency The deposit amount in the currency of the bank account.
Transaction ID in Student The ID of the linked transaction in Anthology Student.

Actions

Button Description
Deposit slip

Performs the following actions for the selected transactions:

  1. Posts the transactions and updates the following fields for the posted deposit transactions on the Student transactions form:

    • The Offset account is updated with the main account from the bank.

    • The Posted flag is marked as Yes.

  2. Prints deposit slips.

  3. Removes the transactions from the Pending deposits form.

Links Tab

Use the Links tab to navigate to the Fund Source page to configure the ledger posting, such as the default general ledger accounts for Disbursement, Stipend, and Refund transactions for a fund source.