Billing Review & Post

You can use the Billing Review & Post page to create batches of charges for posting to the student's ledger cards. The charges and amounts are based on the billing method configured by your institution and assigned to the student's enrollment in conjunction with course registration.

You can use the Pending Charges tab to create and queue a batch that will recalculate or post charges to the student's ledger cards based on the billing method specified by your institution.

You can also recalculate the pending charges for:

All students registered for courses in a particular term
All students in the term who meet the selection criteria specified in Program Versions and/or Billing Methods
A selected student in the term

Pending charges billing is used with billing methods configured to calculate when a course is registered for frequencies of Term, Payment Period, and Course.

When students in non-term programs are billed for their courses, Anthology Student assigns the charges to the payment period where the course end date falls; however, if students are retaking a course for which they have previously earned credit, and they are not taking any other required courses, then the course will fall outside the payment period dates. In such cases, the billing functionality is such that the charges are assigned to the previous payment period.

Note: When a student moves from Future Start to Cancel (Never Attended) status, Anthology Student deletes pending charges from the student ledger card.

You can use the Registration Billing tab to create and queue a batch that will post charges to the student's ledger cards based on the billing method specified by your institution. Billing methods can also be configured to use a fee schedule for frequencies of Term, Academic Year, and Program.

The Academic Record fees are populated automatically when a student enrolls, if the fees are configured for the program version, or can be added or updated manually before sequence billing is run.

When using a fee schedule for billing, an unbilled TUIT code must exist, otherwise, the student will not be gathered in billing.

Registration billing also supports billing methods for course billing as well as methods using the rate schedule for calculating an amount to bill based on course registration.

You can use the History tab to review all the batches that have been processed.

Prerequisites

You must have:

Common - Processes - View authorization

Student Accounts - Processes - Billing Review and Post authorization

You must have already configured a fee schedule. (Select the Configuration tile > expand Student Accounts > select Program Versions.)

Your institution must have already configured a billing method using Configuration > Student Accounts > Billing Methods. You can configure billing methods based on Academic Years, Terms or Quarters, Programs or Enrollments, and Courses.

You should also be familiar with the Background for Billing Methods.

Access Method

Select the Processes tile > expand Student Accounts > select Billing Review & Post.

Procedure to Create the Batch and Review Results

Pending Charges Tab

Use the Pending Charges tab to filter the data and queue the batch job.

If needed, you can cancel batches that are being processed from the History tab. For example, you can cancel a batch that has not started or a batch that has started, but is hung and is not completing.

Note: For batches that process items or students in records, review the records carefully before submitting the batch. When you cancel a batch during processing, the changes already made by the batch are not rolled back. For example, if there are 20 students or items in the batch and Anthology Student has processed 2 of them, the actions for the 2 students or items are not reversed.

Specify the Selection Criteria to filter the records. The Type selection determines the fields that are displayed.

Billing Methods Indicates the method used to bill for the student. For example, monthly, term, course, and so on. Billing Methods are configured by your institution. This field allows multiple selections.

Payment Period Start Date The start date of the payment period. It must be before the end of the academic year and award year. From and To

Program Versions The program version associated with the student or item. This field allows multiple selection. This field is populated when the type is set to Term.

Student Select the name of the student for whom you want to recalculate the pending charges in a term. This field is enabled only when the pending charges type is set to Term.

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

Type Select the type of pending charges. The options are Term and Payment Period. If you seelect Term, the Term, Student, Program Versions, and Billing Methods fields are enabled. If you select Payment Period, the Billing Methods and Payment Period Start Date (From and To) fields are enabled.

Review, specify, or change the following values.

Academic Year The academic year configured by your institution.

A/Y|PP The Academic Year Sequence or Payment Period associated with the transaction.

Amount Indicates the amount in dollars. This field is editable.

Billing Method The method used to bill for the student. For example, monthly, term, course, and so on. They are configured by your institution.

Billing Period The date range for the billing method.

Credit/Hour Indicates the total credit registered for the student. This field helps to audit the billing for each student based on the credit information.

Frequency You can choose the frequency by which you bill your students. The Academic Year frequency requires a rate schedule. The rate schedule allows schools to define transaction codes to be billed and an effective date and effective date type. The Course frequency gathers the charges from the fees set up in the Course Fees list. If you select Automated Registration Charges and Adjustments, the charges are posted to the ledger card as soon as the student registers for the course. The Payment Period frequency requires defining a rate schedule and selecting Automated Registration Charges and Adjustments. The Program frequency (without a rate schedule), posts charges for the entire program on the student's ledger card once the student enrolls. Term/Quarter frequency can use a rate schedule. The charges will appear at the time of enrollment. Each fee will be gathered to bill depending on the settings for the specific term, academic year, or by term sequence. The charges will be posted using the Registration Billing process. If a rate schedule is not used, the charges will be taken from the student's enrollment fee schedule.

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

Student Name The last and first name of the student.

Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

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

Term Group The group created to connect terms that are not shared.

Transaction The transaction name and code associated with the enrollment charges paid by the student.

Transaction Code The transaction code.

Best Practice: If the Results grid displays multiple charges for a student in the Term, be sure to select ALL the charges for the student to be posted. Do not separate the charges; posting some in one batch and some in another batch. The charge posting is what updates the Date Billed.

If you have set Type to Term, you can recalculate the pending charges for:

Task	Action to Take	Action by Anthology Student
All students registered for courses in a particular term	1. Select a Term in the Select Terms grid. 2. Select the Next button. Anthology Student displays all existing pending charges for the selected term in the Results grid. 3. Select all records in the Results grid. You can view and select 20, 50, 100, 500, or 1000 records. 4. Select Queue Recalculate. Anthology Student displays a message to inform you about the selected students queued for pending charges recalculation. 5. Select the Recalculate button to confirm recalculation. 6. Review or change the batch name and select Submit.	Recalculates the pending charges for all students who registered in the term including students who are not in the Results grid.
All students in the term who meet the selection criteria specified in Program Versions and/or Billing Methods	1. Select a Term in the Select Terms grid. 2. Specify any or all of the following values: Billing Methods Indicates the method used to bill for the student. For example, monthly, term, course, and so on. Billing Methods are configured by your institution. This field allows multiple selections. Program Versions The program version associated with the student or item. Anthology Student displays the Select Billing Methods or Select Program Versions grid respectively. 3. Select the Next button. Anthology Student displays pending charges for all students who are: ◦ Enrolled in the selected program versions ◦ Associated with the selected billing methods ◦ Registered for courses in the specified term 4. Select all records in the Results grid. You can view and select 20, 50, 100, 500 or 1000 records. 5. Select Queue Recalculate. Anthology Student displays a message to inform you about the selected students queued for pending charges recalculation. 6. Select the Recalculate button to confirm recalculation. 7. Review or change the batch name and select Submit.	Recalculates the pending charges for students who are registered in the term and meet the filter criteria including students who are not in the Results grid.
A specific student registered in the term who may or may not have pending charges for the term (not in the Results grid)	1. Select a Term in the Select Terms grid. 2. Specify the following value: Student Indicates the student in the term for whom you want to recalculate the pending charges. You can only select one student. This field is populated when the type is set to Term. Anthology Student displays the list of all the students who are registered for the specified term at the current signed-in campus. The Billing Methods field is disabled when the Student field is populated. 3. To recalculate the pending charges for a student for a specific program version, specify the following value: Program Versions The program version associated with the student or item. 4. Select the Next button. ◦ If the student is registered in the term but has no pending charges, the student will not appear in the Results grid. Instead, Anthology Student will display a message indicating the lack of pending charges for the student for the selected term. ◦ If the selected student has pending charges in the term, the student’s pending charges will appear in the Results grid. 5. Select pending charges for the student. 6. Select the Queue Recalculate. Anthology Student displays a message to inform you about the selected students queued for pending charges recalculation. 7. Select the Recalculate button to confirm recalculation. 8. Review or change the batch name and select Submit.	• Recalculates the pending charges for selected students who are registered in the term but may or may not have pending charges for the term (not in the Results grid) • Confirms recalculating the pending charges for the student, if pending charges are not found for the selected student in the specified term
One student or multiple students	1. Select a Term in the Select Terms grid. 2. Specify any or all of the following values: Billing Methods Indicates the method used to bill for the student. For example, monthly, term, course, and so on. Billing Methods are configured by your institution. This field allows multiple selections. Program Versions The program version associated with the student or item. 3. Select the Next button. Anthology Student displays all existing pending charges for the selected criteria in the Results grid. 4. Select a student or multiple students in the Results grid. Pending charges recalculation is for all charges for the student’s enrollment for the specified term and not just for the selected charges. Select any one of the student’s pending charges in the Results grid to recalculate all pending charges for the student for the specified term. 5. Select Queue Recalculate. Anthology Student displays a message to inform you about the selected students queued for pending charges recalculation. 6. Select the Recalculate button to confirm recalculation. 7. Review or change the batch name and select Submit.	Recalculates pending charges for selected student(s) for the specified term.

Note: Queue Recalculate is reserved for changes to the billing method, not necessarily changes to the student schedule. The student schedule is evaluated every time the Review Pending Charges criteria is selected for the Term. There is no need to Recalculate Pending Charges unless a billing method change occurred (for example, a new transaction on the rate schedule, or a change in the amount of a rate schedule transaction.)

Use the options in the toolbar of the Results grid to take the appropriate action.

Action

Steps to follow

Course Detail

1. Select a single student record.

2. Select Course Detail. Anthology Student displays the Course Detail popup. Review the following values.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Credits/Hours The number of credits or hours required for the course.

End Date The last date the item is effective or can be used.

Instructor The instructor or instructors assigned to the course or class section.

Name The descriptive name of the item.

Section The code and name for the class section.

Start Date The first day that the item is effective or can be used.

Type Indicates the course status. Possible values are Added, Dropped, and Unregistered.

3. Select Close to close the dialog box.

Delete student records

1. Select one or more student records. To select multiple student records across the grid pages, select Select All Across Pages.

2. Select Delete to delete the record. The selected records are deleted; however, the deleted record will be recreated if the payment period is recalculated.

Post pending charges

1. Select one or more student records. Anthology Student enables Queue Post.

2. Select Queue Post to post pending charges. Anthology Student displays the Submit Batch popup.

3. Review or change the Batch Name, Transaction Date, and Reference and select Submit.

Clear All Across Pages

To deselect multiple student records at once, select Clear All Across Pages.

Anthology Student processes the batch to either recalculate pending charges or post charges.

When the batch completes, Anthology Student displays the results on the History tab.

Registration Billing Tab

Specify the Selection Criteria to filter the records. The fields displayed are based on the selected Type value.

Academic Year The academic year configured by your institution.

Academic Year Start Date The start date of the sequence. For the first sequence, Anthology Student defaults to the start date in the student's enrollment record. The start dates of the student's second and succeeding sequences are estimated using the number of weeks in the academic year or loan period and the number of weeks not enrolled. If needed, you can change the estimated date on the Academic Years tab. For loan periods, in most cases, the date should not be before the start date of the program version. For loan periods, the start date must be between the start and end dates for the Borrower-Based Academic Year (BBAY).: From and To

Billing Methods The method used to bill for the student. For example, monthly, term, course, and so on. They are configured by your institution.

Category The course categories required for the program version. Course categories are displayed in the order they were set up for the program version.

Charges for New Classes Indicates that charges for new classes will be included.

Clock Hour Programs Students Within Indicate the number of credits in the Credit Hour program that the student must achieve in the beginning of the academic year.

Course Extensions Indicates that you will include any course extensions when processing the charges.

Credit Hour Programs Students Within Indicate the number of hours in the Clock Hour program that the student must achieve in the beginning of the academic year.

Graduation Date The date when the student graduated or is scheduled to graduate from the program version.: From and To

Maximum Class Section Date The last class section date that can be included when processing charges.

Minimum Class Section Date The earliest class section date that can be included.

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

Retake Fees for Lesson/Exam Retakes Includes that any retake fees will be included when processing the charges.

Shift The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution.

Student Group The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus that you are assigned to. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

Student Start Date The date the student starts the class section. This value is filled in by default based on the Class Section Start Date.: From and To

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

Type Defines the frequency of the sequence billing process. Based on your selection, Sequence Billing is run for billing methods that are configured to use a fee schedule. For Type=Academic Year, Sequence Billing is run once per Academic Year. Example: You configured Academic Year 1 to have 900 hours and Academic Year 2 to have 600 hours. In addition, the billing method for the student is configured with a range of hours and to use the rate schedule at $5.00 per hour. When you select Academic Year as the Type and Academic Year 1 in Sequence Billing, the logic will gather the value in the ‘Hours in the Academic Year’ field (900) and multiply it times the rate ($5.00) to bill $4500.00 for that sequence. If you select Academic Year 2 to be billed, the logic will calculate $3000.00. For Type=Course, Sequence Billing is run once per course. For Type=Program/Enrollment, Sequence Billing is run one time only. Program billing can use the value populated in the ‘Hours Required’ or ‘Credits required’ field to calculate an amount to bill. For Type=Term, Sequence Billing is run once per term.

Select the Queue Batch button. Anthology Student creates a batch based on the values defined from the specified criteria.

Once the Results grid is populated, you can select new criteria only after you cancel or delete the batch. This is because by default Anthology Student creates a batch with the specified records in the database. Specifying a new set of criteria requires a new batch to be created.

Review the values. The amount is editable.

Academic Year The academic year configured by your institution.

Amount The amount in dollars.

Payment Period The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year.

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

Student Name The last and first name of the student.

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

Term Sequence The term sequence number associated with the student's SAP evaluation.

Transaction Code The transaction code.

Select the New Fee button and specify or select values for the following items to add a new fee record to the batch.

Amount The amount in dollars.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Name The descriptive name of the item.

Select the Add button to add the fee records.
If you want to:
- Delete a record in the batch, select Delete
- Delete the batch, select Delete Batch
Select the Save Batch button to save any edits to the batch. If you change the batch, for example, if you delete any record in the batch, you must save the batch to retain the changes.
Select the Queue Post button.
On the Queue Batch dialog;
- Review or change the name of the batch
- Review the following fields:
  - Transaction Date The date when the transaction record was posted.
  - Reference A reference value.
Select the Queue button.

History Tab

For batches that you created or posted, you can use the History tab to review the status and results.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export ( Export button ) button on the toolbar.

Select the appropriate option from the Batch Type Select the type of batch. The options are Post Charges, Calculate Registration Billing, Registration Billing Charges, and Recalculate Pending Charges. The drop-down field will not auto-populate with a batch type. drop-down list.
Select the Apply Filters button.

Review the status and values for the batches in the list.

Batch Type The module name associated with the batch.

Canceled Shows the date and time when the batch was canceled. Blank if the batch was not canceled.

Duration The amount of time it took to process the job or batch.

Last Retry Shows the date and time when the Deleted jobs within the batch were last resubmitted for processing. Blank if a retry has never been requested.

Name The descriptive name of the item.

Number of Students Indicates that the course requires a retake fee. Retake Fee is enabled only when Retake Course is enabled. The default is No.

Started The date and time when the first job within the batch started executing.

Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in the Succeeded state, but at least one of the jobs is in a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

Submitted By The name of the staff member who submitted the batch for processing.

Total Amount The total amount of charges.

Type Indicates the batch type, whether it is Post Charges, Recalculate Pending Charges, or Sequence Billing Charges.

Select the name of the batch in the list. Anthology Student displays the details for the job in the Results grid.

Review the values in the Results grid.

Charge/Adjustment The charge or adjustment amount that has been posted.

Job Created The date and time when the job was added to the background job queue.

Job Started The date and time when the job was pulled from the queue and started executing. The Started time for a job will be the same time or later than the started time for the batch.

Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors.

Student Name The last and first name of the student.

Transaction Code The transaction code. The following items are applicable when posting charges: - If transaction code permissions are used, only transactions that you can process are displayed - When posting to the main student ledger, only transaction codes that are not associated with a subsidiary are displayed