General

You can use the General page to edit general configuration settings related to student account transactions. You can configure multiple settings related to the General Ledger (GL) such as GL account number format or GL release type, enable subsidiaries and check number field on adjustment for refunds, set up stipend limit amounts and configure options to integrate Great Plains. You can also specify settings for the Regulatory 1098-T Processing Utility.

Academy icon   Review the training (Anthology Academy registration and login required):

Student Accounts Settings  (8 min.)

Prerequisites

You must have: 

  • To view, Student Accounts - Settings - View authorization.

  • To add or edit, Student Accounts - Settings - Manage authorization.

If your campuses use Great Plains, you must enable the following settings to use the Great Plains General Ledger Account search feature.

On Student Accounts General (Select the Settings tile > expand Student Accounts > select General),

  • Set the GL Accounting System to Great Plains (GP).

  • Set Integrate with GP to Yes.

  • Set Integrate Great Plains Bank Rec to Yes if you want the Bank Reconciliation portion to be turned on; otherwise set it to No.

  • Set Map GP GL Account Search to any positive number from 1 to 50,000. This field specifies the number of records that the search results display in a page. The default number is 500.

On the General Ledger Settings tab from the Student Accounts tile (Select the Settings tile > expand System > select Campuses > select the name of an existing campus in the list, or click the New button, specify the required information, and Save the campus > select the Student Accounts tile.) In this snippet after Campuses space should come and after save the campus space.

  • Set General Ledger System to Great Plains.

  • Specify the connect string for the Great Plains Dynamic Database Connection.

  • Specify the connect string for the Great Plains Company Database Connection.

  • Specify the Batch ID. It is usually non-numeric, but it can be numeric.

Access Method

Select the Settings tile > expand Student Accounts > select General.

Procedure to Configure General Student Accounts Settings

  1. Review the values in the list.

    DescriptionClosed Text that describes the item.

    Date ModifiedClosed The date when the item was changed. On some pages, it also includes the timestamp for the time.

    Date AddedClosed The date when the item or person was added or the status change was entered.

    Modified ByClosed The name of the person who changed the item.

    SettingClosed Indicates the options related to student account transactions.

    ValueClosed Indicates the measure or worth of the setting.

  2. Review the values in the appropriate setting.

    1098T Cleanup Tool Maximum Records DisplayedClosed Select this option and specify the maximum number of records to be extracted from the database and displayed in the grid of the 1098-T Cleanup Tool. You can specify up to 6 digits. The default is 100000. The ability to gather a larger number of records is dependent on system resources.

    1098T Print Group Insert Chunk SizeClosed Select this option and specify the chunk size for a 1098-T print group. You can specify up to 6 digits. Recommended value range is up to 100,000. The ability to insert at one time a larger number of records is dependent on system resources.

    1098T Secondary Year Box 1Closed Select this option and specify the first year your institution used Box 1 reporting on the 1098-T forms.

    Apply Payment FlagClosed Specify whether you want the system to apply a payment to outstanding charges. Select No if you can elect to apply a payment at the time of the transaction. By default, the value is set to Yes.

    Display Merchant Processing CodeClosed Enter 1 to show or 0 to hide the Merchant Processing Code field when viewing Payment Transaction Detail through the student’s ledger card. Merchant Processing Code is a unique reference code assigned to a payment by a vendor which can only be updated through the database.

    Decimal Places in Accounting

    Display Deposits Option in Ledger

    Default Tax Inclusive Value

    Enable Check Number Field Closed Specify whether you want to enable the check number field on adjustments for refunds.

    Enable SubsidiariesClosed Specify whether you want to enable subsidiaries. Subsidiary ledgers are used to bill services not reflected in the student ledger card, for example, housing, meal plans, parking fees, and so on. By default, the value is set to Yes.

    First Month Percentage EarningClosed Specify whether you want to earn a percentage of the total tuition charges in the first month of earning. By default, the value for this field is set to No.

    GL Account Number FormatClosed Specify the format of your general ledger (G/L) account numbers. Use # to represent digits and insert hyphens as required to separate segments of the number. The maximum length for the G/L account number is 30 characters including digits and punctuation.

    GL Accounting System Closed Select an accounting system to integrate with Anthology Student. The options are Great Plains, Other, and Anthology Finance & HCM.

    GL Batch Number Closed Specify the number to be incremented for each new general ledger (G/L) batch.

    GL Release Type Closed Specify the type of transaction that is to be delivered to the accounting package. The options are Detail and Summary. Student Number is used as the unique identifier when the type is set to Detail. The student number is released as unique identifier only if the GL Account System integrated with Great Plains. The unique identifier can be seen in Great Plains through the Trial Balance report under Reports for Financial Trial Balance. The unique identifier (Student Number) can be seen in the Distribution Reference column of the report.

    Integrate with GP Closed Specify whether you want the system to share data with Great Plains (GP). The system validates GP account numbers, passes transactions to GP, and retrieves data from GP for the system reports. Select N/A if Great Plains is not installed.

    Integrate with Great Plains Bank Rec Closed Specify whether you want to integrate the system checks and deposits with the Great Plains (GP) process for bank reconciliation. Select Yes to include GP Checkbook and GP Check number columns in the Process Refunds/Stipends Checks. Select N/A if Great Plains is not installed.

    PayPal Credit Card Batch TimeoutClosed Indicate the number of seconds to wait for the credit card batch to process.

    Post FA Disbursements Timeout Closed Indicate the number of seconds to wait for the post FA disbursements to process.

    Post Payments to Enrollment Campus Closed Specify whether you want to associate payments with the student's enrollment campus irrespective of where payment has been made.

    Post Pending Charge Timeout Closed Indicate the number of seconds to wait for the post pending charges process.

    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.

    Posting Transactions to CampusClosed Specify the campus to which you want to post student ledger card transactions. The options are: To Any Campus To Current (Signed-in) Campus

    Print Receipt Flag Closed Specify whether you want the system to print a receipt for payments received. By default, the value is set to Yes. You can override the default at the time of the payment transaction.

    Refund Calculation DateClosed Specify the date you want to be used as the effective date when calculating refunds. The options are 'Drop Date' and 'Last Date Attended'.

    Require Term CodesClosed Specify whether you want to enter require terms when posting charges and adjustments. This option applies system-wide to all charges/adjustments. When posting certain transactions, a term code may not be relevant. The Required Term Code Override allows an override on each transaction code.

    Revenue - Prevent Post Attendance Closed Specify whether you want to restrict the posting/editing of attendance to prior to or equal to the Last Earned Date. This system-level configuration allows posting/editing to be turned on and off for "Earn by Attended Hours Program Versions".

    Revenue Reference NumberClosed Specify the number to be used as a reference with revenue recognition transactions. Once a month someone will run a revenue recognition calculation that creates general ledger transactions. This number will be incremented each month and assigned to the transactions.

    Revenue Report TypeClosed Specify the Revenue report type you want to have printed when the revenue calculation is performed. The options are Revenue Detail Report and Revenue Summary Report.

    Stipends - Limit AmountClosed Specify whether you want to prevent the stipend amount scheduled from exceeding the amount packaged for the specified fund source.

    Stipends - Prevent PostingClosed Specify whether you want to prevent the issuing of stipend disbursements when funding has not been received. You can allow stipends to be posted and issued to the student before the funding is received on the ledger card. By default, the value is set to Yes.

    Stipends - Prevent Scheduling Closed Specify whether you want to prevent scheduling of stipends when the institutional charges are greater than the amount packaged. You can allow stipends to be scheduled when the institutional charges exceed the amount packaged. By default, the value is set to Yes.

  3. Click the setting on the list to edit the value. Anthology Student displays the Edit dialog.

  4. Click the Save button. Anthology Student saves the changes.