Apply Credits to Charges

You can use the Ledger Card page to apply payments or credits to specific charges for a student.

You can:

• Select a student and select specific debits or have Anthology Student apply the credit to debits in the order they are listed for the student

• Have Anthology Student automatically apply the credits for the selected student using the payment apply order configured by your institution

• Unapply the credits for the selected student to clear the applied payments or credits

• Filter the list of transactions by transaction type (all, debit only, credit only).

• Filter the list of transactions by term. The balances on the Apply Credits tab are calculated based on the balances of the transactions being displayed.

Credits from a transaction code are applied to debits of the same transaction code first so that the net amount of that transaction code is left for application. The following built-in rules are applied in the order below:

1. Credit balance to debits of same bill code and same course section first (if course section is assigned to the credit)

2. Credit balance to debits of the same bill code and same payment period (Term/Payment Period)

3. Credit balance to debits based on configured Credits Apply Order configured for the transaction code

If Anthology Student is integrated with Anthology Finance & HCM, the following details are sent to Anthology Finance & HCM during the release to the general ledger event: 

• Payment Transaction ID

• Transaction IDs for the charges towards which the payment was applied

• Amount applied towards each charge

Reversal charges cannot be automatically applied because you cannot define an applied order.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Accounts - Student Account Transaction - New authorization

If you want Anthology Student to automatically apply the credits, your institution must have configured the: 

• Accounting for the campus to auto-apply using the hierarchy

• Payment apply order (Select the Configuration tile > expand Student Accounts > select Payment Apply Order.)

To configure the apply credits rules for credits from transaction codes as well as credits from fund sources, you must have configured:

• Allow Credit Source Order for the campus to Yes to configure credit source order and to copy the credit apply order to other campuses. (Select the Settings tile > expand System > select Campuses > select the name of an existing campus, or select the New button, specify the required information, and Save the campus > select the Student Accounts tile.

• Accounting for the campus to auto-apply using the hierarchy

Access Method

Select the Students tile > select the name in the Students list > expand Student Accounts > select the Ledger Card tile.

Procedure to Apply Payments or Credits to Charges

1. Select the student's Program Version.

2. Select the Apply Credits tab.

3. Select a term in the Term drop-down list to filter the transactions. The options are:

   • <All Terms> (default)
   • A specific term to filter the transactions by

4. Select an option in the Transaction drop-down list to filter the transactions. The options are:

   • All Transactions (default)
   • Only Debits
   • Only Credits

   Note: The Balance field is calculated based on the balances of the transactions being displayed.

5. Take the appropriate action.

   Task	Action to Take
   Select a payment or credit transaction or have Anthology Student apply the payments manually for the student	1.  Select the row in the list. 2.  Select the Apply Credit button. Anthology Student displays the list. 3.  Review the amount details. Amount Left to Apply Indicates the remaining payment from the transaction amount that is available to be applied. Transaction Amount Indicates the original payment. 4.  Review the records in the grid. Academic Year The academic year configured by your institution. Amount Applied The amount applied to be credited. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Payment Period The payment period associated with the transaction. Program Version The program version associated with the student or item. Tran Amount The transaction amount. Tran Date The date on which the transaction occurred. Tran Num The number of the transaction. Tran Type The transaction type. Transaction The transaction name and code associated with the enrollment charges paid by the student. 5.  If you want to:  Select individual or multiple charges based on the remaining amount, select one or multiple check boxes. If you did not configure accounting for the campus to auto-apply using the hierarchy, you can change the Amount Applied The amount applied to be credited. column. Then, select the Apply button. Apply the remaining amount to the charges in sequential order until the remaining amount is zero, select the Apply Amount to All button. If you need to clear all of the selections and start over, select the Clear All Amounts button. Anthology Student displays an expand icon () for the transactions applied. Select the icon to view the details of the credits or payments that have already been applied.
   Have Anthology Student automatically apply the credits for the student using the payment apply order configured by your institution	1.  Select a row in the list. 2.  Select the Auto Apply button. 3.  Select Apply.
   Unapply credits on selected transactions	1.  Select a row in the list. 2.  Select the Unapply Button on the toolbar. Anthology Student confirms whether you want to unapply credit to the selection transaction. 3.  Select Unapply.

   Additional Tasks for Applied Payments or Credits

   If you need to clear all the payments or credits that have been applied, select the Unapply button.