Bank Deposits

You can use the Bank Deposits page to create and queue a batch that will post deposits to the student's ledger card. This page is only visible when Anthology Finance & HCM is not integrated with Anthology Student.

As you accept and post payments during your daily activities, Anthology Student stores the records and enables you to print a bank deposit report. At the end of the day, when the last payment transactions have been processed, you can run the Bank Deposit report to take to the bank with your receipts or prepare a deposit slip.

You can then use the page to review all the batches that have been processed.

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Student Accounts - Processes - Bank Deposit authorization

To use a Deposit Receipt Number, your institution must have selected Yes for Enable Additional DRN (Deposit Receipt Number)Closed Indicates whether you want to enable the Deposit Receipt Number (DRN). The feature applies to ledger, subsidiary, and posting miscellaneous receipts. When this feature is enabled in the Student Web App, the following are disabled in the legacy interface: Posting ledger payments, Posting subsidiary payments, Posting payments using Processes, Posting miscellaneous receipts, Processes > Cash Drawer Sessions, and Printing bank deposit slip. 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 Processes tile > expand Student Accounts > select Bank Deposits.

Procedure to Post Bank Deposits

Process Tab

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

  1. Specify the Selection Criteria to filter the records.

    Bank AccountsClosed The bank accounts associated with the transactions. Only transactions associated with the selected bank accounts will be gathered in the batch for bank deposit.

    CampusClosed The campus associated with the transactions. Only transactions associated with the selected campus will be gathered for bank deposit.

    Cash DrawersClosed The session information for the cash drawer. This field is displayed only if cashiering is enabled.

    Include Items not in Cash DrawersClosed Indicates that you want to deposit items that are not in cash drawers. This option is available only for campuses that are configured to use Cashiering to accept payments.

    Transaction DateClosed The date when the transaction was posted. From and To

  2. Select the Next button. Anthology Student gathers the records and displays the results.

  3. Review the values in the Results grid.

    Amount Closed The amount in dollars for the transaction.

    Check Num or Reference NumClosed The check number and reference number for the transaction.

    Deposit Receipt NumberClosed Indicates the deposit receipt number or DRN • when using cashiering, the DRN is stored as part of the transaction information for the payment taken when it is posted on the student’s account. All the transactions within that cash drawer session are assigned to a single deposit receipt number. • when not using cashiering to post payments, the DRN is assigned at the time payments are being posted. The DRN is editable in Edit Transaction. ACH, EFT, Non-Cash, and Credit Card payments do not have DRN associated.

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click 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 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 NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student.

    Transaction DateClosed The date when the transaction was posted.

  4. To print a deposit slip, select Print Deposit Slip in the grid toolbar. The system will prepare the deposit slip and display it in a report pop-up.

  5. If you are ready to post the deposit, select the Queue Deposits button.

  6. In the Queue Batch dialog, review or change the name of the batch.

  7. Select Yes/No in the Did the Deposit Slip print successfully? field.

    • If you select No, select Cancel to return to the Results grid and print the deposit slip again.

    • If you select Yes, proceed by selecting the Queue 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 post deposits, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

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.

  1. Review the values in the Batches grid.

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

    NameClosed The descriptive name of the batch.

    Number of RecordsClosed The number of transactions in the batch.

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

    StatusClosed 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 ByClosed The name of the staff member who submitted the batch for processing.

    Total AmountClosed The total amount for the batch.

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

  3. Review the values in the Results grid.

    Admission RepClosed The Admissions Representative for the student. If a staff member is removed from an Admissions Representative group after having been assigned to a student, Anthology Student retains the name of the former representative on the student record.

    AmountClosed The amount in dollars for the transaction.

    Cash DrawerClosed The session information for the cash drawer. This field is displayed only if cashiering is enabled.

    Check NumClosed The check number used for the payment. This is displayed only if you select Check as the Payment Method.

    Credit Card NumberClosed The Credit Card number if the deposit is made by a credit card.

    Credit Card TypeClosed The credit card type.

    DateClosed The date when the transaction or deposit is posted.

    Job CreatedClosed The date when the job was created.

    Job StatusClosed 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 completed with no errors. Deleted indicates the job completed with errors.

    Payment TypeClosed Specifies how the payment was made. The values are Cash and Check.

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

    Receipt NumberClosed The number on the receipt for the payment.

    Reference NameClosed The reference name for the deposit.

    ResultClosed Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click 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 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 NumberClosed 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 some other method for assigning the ID.

    Transaction DateClosed The date when the transaction was posted.

    TypeClosed The type of batch.