Third Party or Agency Invoices

Process Tab

Use the Process tab to filter the data and queue the batch job.

1. Specify the Selection Criteria to filter the records.

   Agencies The agency or sponsor that the student is associated with. If you want to add additional agencies or specify specific branches of the agencies, use the Agency Affiliations tile (Select the Students tile > select the student name in the list > expand Contact Manager). Agency Branches The branch associated with the selected agency. When you select an agency that has branches, its branches are displayed in this field. If you choose an agency that has branches, you must choose specific branches. 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. Closing Date The end date for billing. Fund Sources The source of this fund. Invoice Options Indicates whether you want to create a new invoice or print an existing invoice. Invoice Type Indicates whether the invoice will one of the following types: Individual, Master, or both.

   Program Versions The program version associated with the student or item. Shifts The shift during which the student will attend classes (such as days or evenings). Shifts are configured by your institution. Start Date The first day that the item is effective or can be used.: From and To Student ID to Print Specifies the ID that is printed. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Student Selection Indicates that you want to generate invoices for a single student or for multiple students. The fields displayed will change based on whether you select Single or Batch. Student Statuses 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.

2. In Display on Invoice, specify the following values.

   Course Schedule Indicates that the course schedule should be included or omitted based on your selection. If you select Course Schedule, the Term check box is enabled to enable you to select the associated term. Enrollment Information Indicates that enrollment information should be included or omitted based on your selection. Grade Select this check box if you want to display the grade in the invoice. If this check box is cleared, the system will display the grade field as blank.

   Payment Coupon Indicates whether or not a Payment Coupon is available when printing a master invoice. If configured, the Remittance Address will be used on the return coupon when the Payment Coupon check box is selected. Student Address The street address. For student addresses, if an address has more than 40 characters, the additional characters in the address line will not be extracted to be sent to COD but will be truncated. Term The Term check box is enabled only if you select Course Schedule to enable you to select the associated term.

3. In Balance Options, specify the following values.

   Enforce Batch Integrity Select the check box if you want to create sub batches of disbursements. For example, select the check box if you want to post approved disbursements to Student Accounts as a separate batch, but need to keep track of the original parent disbursement batch. When batch integrity is enforced, Anthology Student maintains a record of the initial contents of disbursement batches created from importing a Global payment (C2PA) file. This functionality is also available for manually created disbursement batches. The record of the initial contents of disbursement batches is separate from the record of the posting batch number assigned to the disbursements posted to student ledger cards. If you select the check box, you should also lock the batch job. Include Negative Balance Indicates the balance option you want included, that is include negative balances. Include Positive Balance Indicates the balance option you want included, that is include positive balances.

   Include Zero Balance Indicates the balance option you want included, that is include zero balances. Note Area that displays, or that you can use, to specify comments or additional information.

4. Select the Next button. Anthology Student processes the selection criteria and expands the Results grid.

5. Review the values in the Results grid.

   Agency Branch/Fund Source The branch or fund source name. Amount The amount in dollars. Invoice Type Indicates whether the invoice will one of the following types: Individual, Master, or both.

   Start Date The first day that the item is effective or can be used. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. 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.

6. By default, all records in the Results grid are selected. You can clear or select the check boxes for all records and select only those records that you want to include in the batch.

7. Select the Queue Invoice button.

8. On the Submit Batch dialog, review or change the name of the batch and Select the Submit button.

Anthology Student processes the batch.

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

History Tab

For batches that you created to generate invoices for third parties or active agencies associated with your institution, you can use the History tab to review the batch results, manage the batches, and print invoices

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 () button on the toolbar.

1. Review the values in the Batches grid.

   Cancelled Refers to the canceled batch. Duration The amount of time it took to process the job or batch. Label File Path The file path. Invoice Option Indicates whether you want to create a new invoice or print an existing invoice. Job Status Displays the status for the student, item, or job. Enqueued indicates that processing has not started. Processing indicates it is still processing. Succeeded indicates processing completed successfully. Any other value indicates processing did not complete or completed with errors.

   Last Retry The date and time a retry was done to process the batch job. Name The descriptive name of the item. Number of Records The number of student records that were changed. You can compare the number to the number of students you selected in the Results grid on the Process tab. Started The date and time the batch started processing. Submitted By The name of the staff member who submitted the batch for processing.

2. Select the name of a batch in the grid to view the batch details or print an invoice. Anthology Student displays the details for the batch in the Job Results grid.

3. Review the values in the Results grid.

   Amount The amount in dollars. Label File Path The file path. Invoice Number The invoice number consists of the following components: If the agency branch’s Invoice Type = “Individual”, then Agency Invoice number is consist of: Agency branch’s Last Invoice Number + “-“ + 1 + SyStudentID (database value, not visible in the application). If the agency branch’s Invoice Type = “Masterl”, then Agency Invoice number is consist of: Agency branch’s Last Invoice Number + “-“ + 1 + AmAgencyBranchID (database value, not visible in the application). Job Created The date the batch was created.

   Job Started The date that the system started to process the batch. Job Status Displays the status for the student, item, or job. Enqueued indicates that processing has not started. Processing indicates it is still processing. Succeeded indicates processing completed successfully. Any other value indicates processing did not complete or completed with errors. 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.

4. To print an invoice, select the Print Invoice button on the toolbar of the Batches grid.