Disbursement Batch Tracking

You can use the Disbursement Batch Tracking report page to generate a detailed audit trail to the batches prepared and posted in Anthology Student. This report can be used to view the paid or non-paid status of each disbursement in a batch.

Note: If you want the report to include all disbursements (not just posted disbursements), select Yes in the Batch Open field and leave the default values in the Date Posted From and To fields.

If you frequently generate reports with the same selection criteria, you can save the selection criteria under a name. This makes it easier to generate reports in the future with the same selection criteria.

Prerequisites

You must have: 

  • Common - Reports - View authorization

  • Either Reports - Financial Aid - Disbursement Batch Tracking or Financial Aid - All Reports authorization (All Reports provides authorization to view all reports for Financial Aid.) 

If you want Anthology Student to display the SSN details, your institution must have selected Allow reporting access to Social Security NumberClosed Select the check box if you want the staff member to view, print, and export social security numbers (SSNs) for all reports from the Reports tile and when they export lists that contain columns with the social security number. The social security number will be a selectable option from the Student ID to Print drop-down list on the Report Selection Information page, will appear on the selected report, and will be available for export. This feature applies to custom reports which use Anthology Student stored procedures. If the SSN is a specified field on the report and the staff member or staff group does not have permission, the phrase "SSN Blocked" is printed on the report instead of the social security number. The SSN is also not displayed for export. check box on the Staff page (Select the Settings tile > expand System > select Staff > select the New button and specify the general information or select an existing staff member in the list > select the Specialized Permissions tile.).

To configure the timeout duration for the Export to Excel button, your institution must have configured Export to Excel Timeout in SecondsClosed Enter the Timeout Value in seconds (0-900) for all the SSRS Export to Excel. under Settings > System > General.

Access Method

Select the Reports tile > expand Financial Aid > select Disbursement Batch Tracking.

Procedure to Generate the Report

  1. Specify the data selection criteria.

    Award YearsClosed The financial aid award year.

    Batch OpenClosed The Batch Open options are Yes, No, and All (default). Select whether you want to generate the report for all batches, only batches that are in use/open, or batches that are not open.

    Campus GroupsClosed Specifies the campus group for which the report is generated.

    CampusesClosed 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.

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

    Date PostedClosed The date when the transaction was posted. From and To

    Disb BatchClosed Select the condition for the disbursement batch in the report. The values are Equal To, Not Equal To, Greater than, Less than, Between, Like, and Include All. For example, if you select the condition Between and enter the range (1;5) in the respective value field, the report displays the disbursement batch records between 1 and 5 only.

    Disb Batch ValueClosed Enter a numeric disbursement batch value for which you want to generate the report.

    FFEL IDClosed Select the condition you want for the FFEL ID in the report. The values are Equal To, Not Equal To, Greater than, Less than, Between, Like, and Include All. For example, if you select the condition Between and enter the range (1;5) in the respective value field, the report displays the FFEL IDs between 1 and 5 only.

    FFEL ID ValueClosed Enter a numeric FFEL value for which you want to generate the report.

    Fund SourceClosed The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

    Fund Source TypeClosed The type of fund source.

    LendersClosed The name of the lender. Lenders are configured by your institution.

    Load Saved CriteriaClosed Select the required saved criteria that you want to load in the selection criteria fields.

    Ok to PostClosed The Ok to Post options are Yes, No, and All (default). Select whether you want to generate the report for all batches, only batches that are ready to be posted, or batches that are not ready to be posted.

    Rpt. Entity IDClosed Select the condition for the report entity ID in the report. The values are Equal To, Not Equal To, Greater than, Less than, Between, Like, and Include All. For example, if you select the condition Between and enter the range (1;5) in the respective value field, the report displays the report entity IDs between 1 and 5 only.

    Rpt. Entity ID ValueClosed Enter a numeric value for report entity ID for which you want to generate the report.

    Student GroupsClosed 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.

  1. Take the appropriate action.

    Task Action to Take
    View the report

    1.  Select the View Report button. Anthology Student displays the generated report.
    Export the report

    1.  Select the Export to Excel button. Anthology Student displays the Export Report Data dialog box.

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

    Export File NameClosed The name of the exported file.

    3.  Select the Export button.

    Anthology Student exports the generated report as a CSV file which may be viewed in Excel. In some cases, the exported file will contain additional data not displayed in the report on your screen.

    Note: If you entered special characters like *, -, !, (, or ) in the report fields, Anthology Student automatically prepends an apostrophe to those field values upon export to Excel or CSV. The apostrophe is added to reduce vulnerability, as these characters are perceived by Excel as an actionable formula. Once the report is exported to Excel, Anthology suggests using find and replace on the characters only if necessary to restore original values.
    Save the selection criteria

    1.  Select the Save Criteria button. Anthology Student displays the Save Criteria dialog box.

    2.  Specify the name to save the criteria.

    3.  Select the Save button. Anthology Student saves the selection criteria for the report.
    Delete the selection criteria

    1.  Select the Delete Saved Criteria button. Anthology Student displays the Delete Criteria dialog box.

    2.  Select the Delete button. Anthology Student deletes the selected saved criteria for the report.

You can also save to a student group. For more information, see Create or Update a Student Group Using a Report.

Details for the Report

In the report:

  • Disbursement Batch Tracking records are sorted by Campus, Batch Number, Fund Source, Student Name

  • In the Campus, students are listed in alphabetical order