Review and Release or Export Open Batches

You can use the Open Batches tab on the Release to General Ledger (GL) page to work with open batches. You can:

• Display and print a report that shows the transactions to be released to the general ledger. It contains any transactions or payments made to subsidiaries as part of the overall journal entry that the release to the general ledger process creates.

• Use the report to locate exceptions so that you can resolve them. For example, an exception is displayed if there are transactions that do not have account numbers. Transactions with exceptions are not released.

• If you found and resolved exceptions, cancel the batch so that you can recreate it. You can also cancel an open batch for any reason.

Then you can either: 

• Release to the general ledger in Great Plains software. If your institution configured Student Accounts to integrate bank records with Great Plains bank reconciliation, you can also post transactions to checkbooks.

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

The page displays the batches for the campuses and campus groups you are authorized to use.

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

Prerequisites

You must have:

• Common - Processes - View authorization

• Student Accounts – Processes – Release to General Ledger authorization

To release or export, there must not be exceptions in the file.

To release or export an open batch, you must have created the batch.

Access Method

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

Procedure to Review and Release or Export the Batch

1. Select the Open Batches tab.

2. Review the values in the Batches grid. Note any exceptions in the Exception column.

   Batch Number The number assigned by Anthology Student to the batch. Campus The campus where the transaction was posted. Campus Group The group you specified for the campus. Your institution configures the groups for campuses. Date Created The date when the batch was created.

   Exception Indicates that there were errors during process. You can select the Print GL Detail button to review the exceptions in a report. For example, an exception is displayed if there are transactions that were gathered to be released that do not have accounts numbers. GL Company Number The number by which this campus is identified as a company in your accounting system. Multiple campuses can have the same company number. Period Date From and To Transactions date range for the batch. Submitted By The name of the staff member who submitted the batch for processing.

3. Select the batch you want to release or export.

4. The Job Results displays a summary of the batch which lists the total debit/credit amount being released to which GL account number.

   Review the following values.

   Account Number The general ledger account numbers that are associated with the transaction codes. Batch Number The number assigned by Anthology Student to the batch. Campus The campus where the transaction was posted. Campus Group The group you specified for the campus. Your institution configures the groups for campuses.

   Credit Amount The total amount credited to the general ledger account. Debit Amount The total amount debited to the general ledger account. GL Company Number The number by which this campus is identified as a company in your accounting system. Multiple campuses can have the same company number. Period Date From and To Transactions date range for the batch.

5. If your institution configured Student Accounts to integrate bank records with Great Plains bank reconciliation, you can: 

   • Review the refund check amount or amount deposited for the checkbooks

     Check Book If your institution releases to Great Plains, the name of the account for the check book. The check book was configured when accounts for banks were configured by your institution. Checks Amount of refund checks being released to the check book/account.

     Deposits The amounts of the deposits to the accounts.

   • Print the transactions in the checkbook by selecting the Print Checkbook Transactions button

6. To print a report that shows the transaction details being released to the general ledger, select the Print GL Detail button.

   The report displays the following fields:

   • Name of the report
   • Campus information
   • Batch number
   • Account number
   • Transaction date
   • Student name
   • Transaction type
   • Payment type
   • Check number
   • Debit amount
   • Credit amount
   • Net change
   • Sub-total for each student
   • Report total

7. If Anthology Student is integrated with Great Plains or GL systems other than Anthology Finance and Payroll, you can select the Print GL Summary button to print a report that shows the transaction summary being released to the general ledger.

   The report displays the following fields:

   • Name of the report
   • Campus information
   • Date range
   • Batch number
   • Account number
   • Debit account amount
   • Credit account amount
   • Total for all accounts

8. If there: 

   • Were exceptions, select the Cancel Batch button and recreate the batch so that the corrected transactions can also be included.

   • Are no exceptions or you canceled and recreated the batch to include resolved exceptions, take the appropriate action.

     Task You Want to Perform	Action to Take
     Export to other third-party general ledger systems	1.  Select the Export to File button. 2.  If your institution configured Student Accounts to allow you to edit at run time, specify a different file name and the values for fields, and select the Save button. Anthology Student:  •   If a file already exists, displays a message asking you if you want to overwrite the file •   Saves the file to the root file share for Anthology Student or to the Azure File Storage •   Removes it from the Open Batches tab and adds it to the Rebuild tab •   Displays the result on the History tab
     Release to General Ledger without GL system integration or Release to Great Plains	1.  Select the Queue Release button. 2.  Review or change the name on the Queue Batch dialog and select Submit. When integrated with Great Plains, Anthology Student queues the batch for processing. When processing is complete, it:  •   Sends the transactions to Great Plains •   Removes it from the Open Batches tab and adds it to the Rebuild tab •   Displays the results on the History tab