Create a Batch to Release Transactions to the GL

You can use the Release to General Ledger page to create and queue a batch that gathers any transactions that have not been previously released to the general ledger.

This tab only gathers the transactions into an open batch. You must then use the Open Batches tab to either: 

  • Release to the general ledger system (such as Great Plains Software) 

  • Export transactions by account number to other third-party general ledger systems using a flat file

The release to the general ledger includes transactions that are tied to a subsidiary and payments that are made to a subsidiary. This option exports batches of the standard transactions, including summarized ledger card and revenue transactions, and the transactions held in the subsidiary transaction table, to your general ledger system.

General ledger account numbers are associated with the transaction codes. Anthology Student uses the Campus ID from the revenue ledger when looking up the general ledger account numbers. An enrollment can have revenue entries for more than one campus. Anthology Student uses the Campus ID from the deferred revenue entry.

When you release transactions to the general ledger, the related records in Anthology Student are marked as posted and cannot be included in a new batch.

Financial Aid Fund Sources

The release to the general ledger gathers the general ledger accounts for monies received from and refunded to financial aid fund sources. If general ledger debit and credit accounts are specified for a fund source, these accounts are used to post for this fund source as opposed to the default accounts used for cash received and refunded transactions. General ledger accounts are configured for fund sources. (Select the Configuration tile > expand Financial Aid > select Fund Sources.)

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Student Accounts – Processes – Release to General Ledger authorization

Your institution must have configured the general ledger system in Student Accounts.

If your institution releases to Great Plains, your institution must have configured the connections for their database.

If your institution exports and sends the file to other third-party general ledger systems, your institution must have configured the export file definition in Student Accounts.

Your institution must also have configured the path to the root file share for Anthology Student. For more information, see the Administration and Configuration Help for the version of the product at help.anthology.com .

To select a campus group for export, the campuses must: 

  • Have the same company number configured

  • All use the same third-party general ledger system

  • All use the same export file definition

If you are not releasing to Great Plains and you want to select more than one campus, your user ID must also be configured to allow multi-select for campuses.

Note: Once you have processed a release to the general ledger, you can no longer edit a transaction.

Access Method

Select the Processes tile > expand Student Accounts > select Release to General Ledger.

Procedure to Create and Queue the Batch

If your institution is exporting to Great Plains, you must create a different batch for each campus. The default campus is your logged-in campus.

  1. Select the Process tab.

  2. Specify the Selection Criteria to filter the records.

    Campus GroupClosed The group you specified for the campus. Your institution configures the groups for campuses.

    Date From and ToClosed Specify the transaction date range. All transactions in the selected date range that have not been released to the General Ledger will be gathered in the batch to be released.

    Note: You can assign a specialized permission to a staff member to enable Multi-select of campuses for release to G/LClosed Select the check box if you want to give the staff member permission to use the Release to General Ledger process for campus groups that consist of more than one campus. (Select the Processes tile > expand Student Accounts > select Release to General Ledger.).
    For more details, see Add or Edit General and Module Permissions for Staff.

  3. Select the Queue Batch button.

Anthology Student processes the batch and displays the details on the Open Batches tab.