Transaction Codes

You can use the Transaction Codes page to configure transaction codes to define transactions that affect the Student Ledger and the posting of related entries in the General Ledger.

The following system transaction codes are required by Anthology Student.

System Transaction Codes

Name	Code	Comment
Deposit	AMDEP	Default system transaction code for the Admission Deposits process. Additional transaction codes can be configured to accept deposits as needed.
Books	BOOK	System code used for Budget configuration.
Exam Retake Fee	EXAMR
Course Extension Fee	EXTCRSE
Lesson Extension Fee	EXTLSN
Interest	INT	Default system transaction code for the Generate Interest Charges process. Additional transaction codes can be configured as interest transaction codes as needed.
Lesson Retake Fee	LESSONR
Registration Fee	REG	System code used by billing if billing method is configured to Always Bill Registration Fee. The REG transaction code must be configured on the billing method’s rate schedule.
Tuition	TUIT	System code for several essential processes such as Tuition Discounts, Course Refund Policy, Auto Stipend, and R2T4.

You can also allow institutions to decide whether or not to include the transaction in the R2T4 calculation as an institutional charge.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The extended properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

Prerequisites

To view the page, you must have Student Accounts - Configuration - View authorization.

To edit the page, you must have Student Accounts - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view, but cannot edit it. (When you add an item, you can only select campuses to which you have access.)

Access Method

Select the Configuration tile > expand Student Accounts > select Transaction Codes.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. If you want to:

   • Add a list item, select the New button on the toolbar

   • Add a list item by copying and modifying the item, select the required row, and select the Duplicate button on the toolbar

   • Edit a list item, select the item name in the list

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

Active Specifies whether the associated record is active. Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Defer Earnings Specifies the procedures for deferring earnings apply to this type of transaction. This field is enabled when the transaction type is Student or Both.

Earn Negative Revenue This field is editable only if Defer Earnings is selected. You can calculate negative deferred revenue using the In Month Posted method, where Anthology Student earns the entire amount in the month during which the transaction is posted. You can also use the Amortize over Earning Period method in which Anthology Student amortizes the amount over the entire earning period (Program, Academic Year, Term, and so on). Include In Revenue Recognition Select Yes if charges for the transaction code should be recognized as revenue. These charges will show up in the Revenue Detail report as earned revenue. Name The descriptive name of the item. In this case it’s the description of the transaction code. Transaction Type The transaction type options are Student, Miscellaneous, and Both. Choose Miscellaneous if your institution records Miscellaneous Receipts and the transaction code is dedicated to Miscellaneous Receipts only. Choose Both if the transaction code is used for Student transactions as well as Miscellaneous Receipts.

3. Under Transaction Code Properties, select the appropriate values:

   Accept Deposits Select this option to indicate that your institution will allow this transaction code to be associated with admission deposits. Allow Edit Misc Cash G/L Account Select this option to enable the authorized user to specify a General Ledger account when posting miscellaneous cash receipts or override the G /L Account numbers for the transaction code. This option is disabled for Bill Type Student. Always Allow Title IV to Pay Charge Select this option for transaction codes such as tuition, fees, and room and board as Title IV disbursement may be used by the institution without obtaining a waiver from the student or parent. Clear this option for transaction codes, such as books/supplies since a waiver must be obtained before Title IV disbursements may be used to pay these types of charges. Debt Write-Off Select the check box to indicate that the transaction code is a debt write-off transaction code. When you select the check box, Gainful Employment Reporting will exclude these transactions from the calculation of Institutional Debt. Include as School Activities Revenue in 90/10 Select this option to include income from eligible school activities in the 90/10 calculation. This feature is available only if the Bill Type is Misc Receipts or Both. This option is disabled for Bill Type Student. Note: In calculating revenues generated by school activities, an institution may include only revenue generated by the institution from activities it conducts, that are necessary for its students' education or training. The activities must be conducted on campus or at a facility under the control of the institution; performed under the supervision of a member of the institution's faculty; and required to be performed by all students in a specific educational program at the institution. Examples include beauty/barbering schools providing haircuts; culinary institutes operating restaurants, and trade schools providing equipment repairs. For more information on eligible activities, refer to http://ifap.ed.gov. Include Bill Code on 1098-T Calculations Select this option if the code represents an activity that is an eligible 1098-T expense (e.g., tuition and books).

   Include In Title IV Institutional Charges Select this option if the charge is to be included in the Title IV refund institutional charges calculation. This option must be selected if this transaction code represents a charge to be evaluated. Include in R2T4 calculation Indicates whether you want to allow the institution to include the transaction in the R2T4 calculation as an institutional charge. This configuration option is applicable to Term-Based programs only. This configuration option does not change, affect, or apply to Non-Term Program transactions or charges that can are pulled into the R2T4 calculation via the COA/budget config. Interest Transaction Indicates whether the transaction code is designated as an interest transaction code. Interest transaction codes are used by processes that generate interests to post to the student’s ledger card. Override Required Term Code? Select this option to allow a transaction to be posted without a term code. This could include Registration fees and other transactions not tied to a term. Retake Fee You can select this option to mark a transaction code as a retake fee. Note that the Bill Type for Retake Fee can be set to Students only. Student Fee Dual (Connected) Enrollment Student Fee with Terms not shared. You can select this option to designate whether fees should be charged once, based on the student's overall level of enrollment for the time frame. This option is ONLY applicable for billing connected enrollments with Automated Registration Billing set up with a Term frequency.

4. If your institution has configured extended properties, complete the fields under Extended Properties.

5. If you want to save and: 

   • Continue making changes, select the Save button

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

   • Close, select the Save & Close button

Procedure to Delete Items

1. Highlight the item in the list.

2. Select 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.  Select 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.  Select the name of the item in the list. 2.  In the Active drop-down, select No. 3.  Select the Save and Close button.

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

Limitations

You cannot edit list items that have a Yes in the System column. These items are defined by Anthology Student.