Add Housing Related Deposits

You can use the Housing Deposits page to add housing-related payments made by a student (such as housing deposits and application fees).

You can use cashiering to post payments while multi-factor authentication is enabled in Azure configuration. When multi-factor authentication is enabled, instead of authenticating through the cashier login popup in Anthology Student, you will be presented with a Microsoft Entra (formerly called Azure Active Directory) Authentication popup to ensure that you have proper access and that you are a cashier.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Services - Housing Deposits - New authorization

Your institution must have configured Posting Deposits to Campus Specify the campus to which you want to post admissions deposits. The options are To Any Campus or To Current (Signed-in) Campus. setting in the General page (Select the Settings tile > expand Student Accounts > select General). If the value is set to Any Campus, you can post deposits for a student to any campus. If the value is set to Current Campus, you can post deposits for a student to the current campus only.

The campus where you are posting the deposit must have configured:

• Allow accounting (Select the Settings tile > expand System > select Campuses> select the name of an existing campus on the list or select the New button, specify the required information and Save the campus > select the Student Accounts tile > selectthe General tab).

• To process real-time credit card transactions through a payment gateway provider (PayPal, ACI or TouchNet), your institution must have configured online payment and required verification of credit cards for the campus (Select the Configuration tile > expand Student Accounts > select Electronic Processors.).

To enable TouchNet as an available payment gateway provider, your institution must have selected Yes for Enable Additional Payment Gateway Provider for electronic processing? Select Yes to enable an additional payment gateway provider (other than PayPal or ACI) for credit card processing. When you select this option, it permanently disables the following configuration and processes related to credit card and ACH processing in the legacy interface: • Admissions & Housing Deposits • Process Online Applicants under Admissions • Credit Card Processor configuration for single credit card payments on the Electronic Processing tab under Campus Locations • Payment Information for students – Credit Card related areas • Payment Information for Agency • Post FA disbursements (where you can post batch an agency payment using the credit card payment method) • Post Payments – through Ledger Card and Daily menu • Process Electronic Drafts • Refunds – through Ledger Card and Daily menu when it configured advanced features in the system settings for Anthology Student. (Select the Settings tile > expand System > select Advanced Features.)

Access Method

Select the Students tile > select the name in the Students list > expand Student Services > select the Housing Deposits tile.

Procedure to Add a Housing Deposit

1. Verify that the program version is correct. If not, select All Program Versions or the specific program version in the Program Version list.

2. Select the New button on the toolbar.

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

   Academic Year Specifies the sequence in the academic year. Added By The name of the staff member that added the person or item. Amount The amount in dollars. Deposit Type The type of deposit. The options are: - Housing Deposit - Application Fee Payment Housing Application Select the housing application. Last Modified By The name of the staff member that last modified the item. Name The descriptive name of the deposit. Based on the selected deposit type, Anthology Student displays the name in this field. Paid By The person who made the payment. The list contains a list of the address types specified for the student in their Related Addresses list (Select Student tile > select the name in the Students list > expand Contact Manager > select Related Addresses).

   Payment Date The date when the payment was received. Payment Type Specifies the type of payment. The values are ACH, Cash, Check, and Credit Card. Posted By The last and then first name of the staff member in Student Accounts that posted the payment. Print receipt after save Select the check box to print the receipt for the payment when you select the Save & Close button. Program Version The program version associated with the student or item. Receipt Number The number on the receipt for the payment. Status The status of the housing deposit. Term Available terms with start and end dates for each term.

4. In the Payment Type drop-down, if you selected:

   • ACH, specify the Authorization Number The five or six character code sent by the issuing bank to indicate whether the payment was successful or declined. and Student Bank Account Indicates the student's bank account associated with the transaction. This field is available only if the student’s campus is configured to process ACH transactions through a payment gateway provider..

     If you process ACH payments through TouchNet, you must make ACH deposits using a student bank account which is added through TouchNet’s uPay page. Only active bank accounts are available for selection. If PayPath services is enabled for the campus, you are redirected to PayPath service page to add a new credit card information.

     If student bank accounts are added through ACI’s funding portal page, the bank accounts will be available in the Student Bank Account drop-down only if:

     • The bank account was added for one-time payment and no successful payment has been made against the bank account yet.

       — OR —

     • The bank account was added for multiple payments

     Anthology Student will submit the ACH deposit payment to ACI for processing. Anthology Student will not post the ACH deposit payment to the ledger card after the payment has been successfully processed (Approved). You will have to post the payments to the ledger card under Processes > Student Accounts > Post Deposits.

     When the gateway provider is configured with transaction fee and the Transaction Fee Source is set to Student:

     • The final payment amount sent to the processor includes the transaction fee.

     • In addition to the payment being posted to the ledger card, two additional transactions are posted to represent the transaction fee: a charge with the fee amount using the Transaction Code associated with the fee and a corresponding payment which represents the fee being paid.

   • Check, Specify the Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method.

   • Credit Card, specify the Authorization Number The five or six character code sent by the issuing bank to indicate whether the payment was successful or declined. (if available)

     The remaining actions you take depend on whether the student has an existing credit card and whether your institution is verifying using a payment gateway provider.

     If your institution uses a payment gateway provider and has configured it so that the student absorbs the transaction fee, it is automatically added to the payment amount. 

     If your payment gateway provider is TouchNet, you have the option to enable TouchNet’s PayPath service which will allow you to charge students credit card transaction fees through TouchNet instead of configuring transaction fees in Anthology Student. For more details on how to enable TouchNet’s PayPath, refer to PayPath Service Fee Enabled (Select the Configuration tile > expand Student Accounts > select Electronic Processors.)

     Status of Student Credit Card	Institution is Verifying Using a Payment Gateway Provider	Action to Take
     An active card is on their Payment Information page ( Select the Students tile > select the name in the Students list > expand Student Accounts > select the Payment Information tile.)	Yes	1.  Select the Use Saved Card option. 2.  Select the credit card from the drop-down list. Authorized Specifies if the credit card used for payment is authorized. Expiration Date The date when the credit card is no longer valid. Last 4 digits The last four digits of a credit card number. The card number is required only if your institution has configured online payment and enabled verification of credit cards. Type The credit card type, for example, visa or master card. 3.   Select the Save & Close button on the toolbar.
     	No
     There is no active card on their Payment Information page	Yes	1.  Select the Use New Card option. 2.  Select the Save & Close button on the toolbar. Anthology Student displays the page for the payment gateway, so that you can specify the credit card details. Anthology Student displays the page for the payment gateway provider, so that you can specify the credit card details. 3.  Complete the page. 4.   Select the Save button. If the transaction is approved and you selected:  ◦   Yes for Save New Card, Anthology Student adds the details for the credit card to the Payment Information page for the student. ◦   No for Save New Card, Anthology Student adds the details for the credit card to the Payment Information page for the student but saves the card details and flags it as inactive in the database so that it cannot be used for future transactions. Note: The Save New Card drop-down is not available if your Payment Gateway Provider is ACI. Anthology Student automatically saves credit cards for one-time use or for future payments based on whether you have selected “Save this information for use with future payments” when adding the cards through ACI’s Funding Portal.
     	No	1.  Select the Use New Card option. Anthology Student automatically selects Yes for Save New Card. 2.  Select the Save & Close button on the toolbar. Anthology Student displays the credit card dialog for Anthology Student 3.  In the New Credit Card dialog box, specify the values. Card Type The credit card type, for example, visa or master card. City The name of the city. Expiration Month The month when the credit card is no longer valid. Expiration Year The year when the credit card is no longer valid. First Name The first name of the student or person. Last Four Digits of Credit Card The last four digits of a credit card number. The card number is required only if your institution has configured online payment and enabled verification of credit cards. Last Name The last name of the student or person. State If within the United States, the name of the state. Street Address The street address associated with the credit card. ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid zip codes. 4.  Select the Save button. Anthology Student adds the details for the credit card to the Payment Information page for the student.

   Anthology Student saves any authorization number that you specify or the payment gateway returns in the database.

5. Select the Save & Close button on the toolbar.

   For credit card payments with ACI set as the payment gateway provider and ACI Transaction Fee enabled, a pop-up message displays the transaction amount, transaction fee, and total payment amount. Select Pay to confirm the payment.