General Ledger Funds

You can use the General Ledger Funds page to configure the account information and authorization levels for the sources of financial aid funds. You can add or edit the authorization levels, account information, and transaction types for the funds. Anthology Student is installed with a default list of funds. You can customize the list by adding and deleting the funds for your institution.

The funds, accounts, and journal transaction types that you configure here can then be selected on the General Ledgers Transactions page (Select the Processes tile > expand Financial Aid > select General Ledger Transactions.).

Prerequisites

You must have Financial Aid - Configuration - Manage authorization.

Access Method

Select the Configuration tile > expand Financial Aid > select General Ledger Funds.

Procedure to Add or Edit General Ledger Funds

1. If you want to: 

   • Add a new list item, click the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, click the name in the list and the Duplicate button on the toolbar

   • Edit an existing list item, click the name in the list

2. Specify or change the following values. The fields you specify will depend on the value you select for Type.

   Active Specifies whether or not the associated record is active. Auth. Transfer Fund If you want Anthology Student to automatically transfer amounts from the Gap fund, select the name of the Gap fund in the list. If the balance amount in the fund you are configuring is less than the amount of the payment being posted, Anthology Student transfers the difference amount from the Gap fund to the fund. Only the amount required to complete the payment is transferred. If the Gap fund does not have the amount needed to complete the payment, the amount is transferred anyway, and the Gap fund will have a negative balance. To automatically transfer from a Gap fund, Anthology Student must be configured to use all Financial Aid General Ledger (FA G/L) functions. Auth. Type Specifies how funds can be distributed. The list is filtered by the options allowed for the type of fund you selected in the Type list. The possible options are C - By Campus, D - By Direct Loan ID, P - By Campus Pell ID, and S - By Serial Number. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

   Commitment Level The amount of the authorized amount that has been committed. The committed value is a percentage of the authorized amount that your institution configured for the fund. For Pell grants, Iraq and Afghanistan Service Grants (IASG), and Gap funds, it is set to 100% of the amount authorized. For all other fund types, you can specify the value. Description Text that describes the item. Type The type of fund. For details about the types and their codes, see Background for the General Ledger.

   Anthology Student automatically adds the default transaction types that are appropriate for the fund you select in the Type list or the Journal Transaction Types list.

3. Under Accounts, click the Add button.

   Note: You cannot change the account number or remove an account that has transactions posted.

4. Add the record for the account by specifying the following values.

   Account Name The name of the account.

   Account Number The number of the financial aid general ledger account. The format is nnnn-nnn.

5. If you need transaction types in addition to the default types added by Anthology Student, click the Add button under Journal Transaction Types.

   Note: You cannot change any of the values for the default Journal Transaction Types provided by Anthology Student.

6. Add the record for the account by specifying the following values.

   Active Specifies whether or not the associated record is active. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Credit Account Number The account being credited for the amount. The accounts are configured by your institution.

   Debit Account Number The account being debited the amount. Debit accounts are configured by your institution. Journal Name The name you will use to identify the type of transaction when you add and review journal entries.

If you want to save and: 

• Continue making changes, click the Save button

• Continue to add another item to the list, click the Save & New button

• Close, click the Save & Close button

Under Accounts and Journal Transaction Types, you can also use the Remove button to remove unused accounts and journal transaction types.

Delete or Deactivate General Ledger Funds

You can use the General Ledger Funds page to delete or deactivate financial aid general ledger funds.

• Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.

• Deactivating an item keeps a record of it in Anthology Student (preferred). It can no longer be assigned to a student or record but remains assigned if it was previously assigned. 

If an item: 

• Is not associated with a student or record, you can delete or deactivate it

• Is associated with a student or record, you can only deactivate it

You cannot delete a fund that is associated with any of the following.

• An account
• A fund source
• A transaction type
• Posted transactions

Procedure to Delete Items

1. Highlight the item in the list.

2. Click the Delete button on the toolbar.

The item is:

• Removed from the list on the page and the list is redisplayed

• No longer available to select on the forms that contain the list

Procedures for Deactivating Items

There is more than one method for deactivating an item.

Method	Procedure to Follow	Result
Using a toolbar button	1.  Highlight one item in the list. 2.  Click the Deactivate button on the toolbar.	The item:  •   Remains displayed in the list with No in the Active column •   Is also no longer available to select on the forms that contain the list
Editing the item	1.  Click the name of the item in the list. 2.  In the Active drop-down, select No. 3.  Click the Save and Close button.

Because the item is not removed, you can also make it active again by selecting the Activate button.