Add Housing Related Deposits

You can use the Housing Deposits page to add housing-related payments made by a student (such as housing deposits and application fees).

Prerequisites

You must have:

  • Common - Student - View authorization

  • Student Services - Housing Deposits - New authorization

Your institution must have configured Posting Deposits to CampusClosed Specify the campus to which you want to post admissions deposits. The options are To Any Campus or To Current (Signed-in) Campus. setting in the General page (Select the Settings tile > expand Student Accounts > select General). If the value is set to Any Campus, you can post deposits for a student to any campus. If the value is set to Current Campus, you can post deposits for a student to the current campus only.

The campus where you are posting the deposit must have configured:

  • Allow accounting (Select the Settings tile > expand System > select Campuses> select the name of an existing campus on the list or click the New button, specify the required information and Save the campus > select the Student Accounts tile > click the General tab).

  • To process real-time credit card transactions through a payment gateway provider (PayPal, ACI or TouchNet), your institution must have configured online payment and required verification of credit cards for the campus (Select the Configuration tile > expand Student Accounts > select Electronic Processors.).

To enable TouchNet as an available payment gateway provider, your institution must have selected Yes for Enable Additional Payment Gateway Provider for electronic processing?Closed Select Yes if you want to enable additional payment gateway provider (other than PayPal or ACI) for credit card processing. When you enable this option, it permanently disables configuration and processes that are related to credit card and ACH processing in the legacy product. The list of features that are disabled in the legacy product: • Admissions & Housing Deposits • Process Online Applicants under Admissions • Credit Card Processor configuration for single credit card payments in Electronic Processing tab under Campus Locations • Payment Information for students – Credit Card related areas • Payment Information for Agency • Post FA disbursements (where you can post batch agency payment using credit card payment method) • Post Payments – through Ledger Card and through Daily menu • Process Electronic Drafts • Refunds – through Ledger Card and through Daily menu when it configured advanced features in the system settings for Anthology Student. (Select the Settings tile > expand System > select Advanced Features.)

Your institution must have licensed the Housing features available in Anthology Student. For more information, contact your Client Experience Manager.

Access Method

Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Deposits tile.

Procedure to Add a Housing Deposit

  1. Verify that the program version is correct. If not, select All Program Versions or the specific program version in the Program Version list.

  2. Click the New button on the toolbar.

  3. Review, specify, or change the following values.

    Academic YearClosed Specifies the sequence in the academic year.

    Added ByClosed The name of the staff member that added the person or item.

    AmountClosed The amount in dollars.

    Deposit TypeClosed The type of deposit. The options are: - Housing Deposit - Application Fee Payment

    Housing ApplicationClosed Select the housing application.

    Last Modified ByClosed The name of the staff member that last modified the item.

    NameClosed The descriptive name of the deposit. Based on the selected deposit type, Anthology Student displays the name in this field.

    Paid ByClosed The person who made the payment. The list contains a list of the address types specified for the student in their Related Addresses list (Select Student tile > select the name in the Students list > expand Contact Manager > select Related Addresses).

    Payment DateClosed The date when the payment was received.

    Payment TypeClosed Specifies the type of payment. The values are ACH, Cash, Check, and Credit Card.

    Posted ByClosed The last and then first name of the staff member in Student Accounts that posted the payment.

    Print receipt after saveClosed Select the check box to print the receipt for the payment when you click the Save & Close button.

    Program VersionClosed The program version associated with the student or item.

    Receipt NumberClosed The number on the receipt for the payment.

    StatusClosed The status of the housing deposit.

    TermClosed Available terms with start and end dates for each term.

  4. In the Payment Type drop-down, if you selected:

    • ACH, specify the Authorization NumberClosed The five or six character code sent by the issuing bank to indicate whether the payment was successful or declined. and Student Bank AccountClosed Indicates the student's bank account associated with the transaction. This field is available only if the student’s campus is configured to process ACH transactions through a payment gateway provider..

      If you process ACH payments through TouchNet, you must make ACH deposits using a student bank account which is added through TouchNet’s uPay page. Only active bank accounts are available for selection. If PayPath services is enabled for the campus, you are redirected to PayPath service page to add a new credit card information.

    • Check, Specify the Check NumberClosed The check number used for the payment. This is displayed only if you select Check as the Payment Method.

    • Credit Card, specify the Authorization NumberClosed The five or six character code sent by the issuing bank to indicate whether the payment was successful or declined. (if available)

      The remaining actions you take depend on whether the student has an existing credit card and whether your institution is verifying using a payment gateway provider.

      If your institution uses a payment gateway provider and has configured it so that the student absorbs the transaction fee, it is automatically added to the payment amount. 

      If your payment gateway provider is TouchNet, you have the option to enable TouchNet’s PayPath service which will allow you to charge students credit card transaction fees through TouchNet instead of configuring transaction fees in Anthology Student. For more details on how to enable TouchNet’s PayPath, refer to PayPath Service Fee Enabled (Select the Configuration tile > expand Student Accounts > select Electronic Processors.)

      Status of Student Credit Card Institution is Verifying Using a Payment Gateway Provider Action to Take
      An active card is on their Payment Information page ( Select the Students tile > select the name in the Students list > expand Student Accounts > select the Payment Information tile.) Yes

      1.  Select the Use Saved Card option.

      2.  Select the credit card from the drop-down list.

      AuthorizedClosed Specifies if the credit card used for payment is authorized.

      Expiration DateClosed The date when the credit card is no longer valid.

      Last 4 digitsClosed The last four digits of credit card number. The card number is required only if your institution has configured online payment and enabled verification of credit cards.

      TypeClosed The credit card type, for example, visa or master card.

      3.  Click the Save & Close button on the toolbar.
      No
      There is no active card on their Payment Information page

      Yes

      1.  Select the Use New Card option.

      2.   Select Yes or No in the Save New Card drop-down list.

      3.  Click the Save & Close button on the toolbar. Anthology Student displays the page for the payment gateway, so that you can specify the credit card details. Anthology Student displays the page for the payment gateway provider, so that you can specify the credit card details.

      4.  Complete the page.

      5.  Click the Save button. If the transaction is approved and you selected: 

      ◦   Yes for Save New Card, Anthology Student adds the details for the credit card to the Payment Information page for the student.

      ◦   No for Save New Card, Anthology Student adds the details for the credit card to the Payment Information page for the student but saves the card details and flags it as inactive in the database so that it cannot be used for future transactions.
      No

      1.  Select the Use New Card option. Anthology Student automatically selects Yes for Save New Card.

      2.  Click the Save & Close button on the toolbar. Anthology Student displays the credit card dialog for Anthology Student

      3.  In the New Credit Card dialog box, specify the values.

      Card TypeClosed The credit card type, for example, visa or master card.

      CityClosed The name of the city.

      Expiration MonthClosed The month when the credit card is no longer valid.

      Expiration YearClosed The year when the credit card is no longer valid.

      First NameClosed The first name of the student or person.

      Last Four Digits of Credit CardClosed The last four digits of credit card number. The card number is required only if your institution has configured online payment and enabled verification of credit cards.

      Last NameClosed The last name of the student or person.

      StateClosed If within the United States, the name of the state.

      Street AddressClosed The street address associated with the credit card.

      ZIP Code/Postal CodeClosed The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid zip codes.

      4.  Click the Save button. Anthology Student adds the details for the credit card to the Payment Information page for the student.

      • Anthology Student saves any authorization number that you specify or the payment gateway returns in the database.

  5. Click the Save & Close button on the toolbar.