General Ledger Link

You can use the General Ledger Link page to set up basic accounting relationships between Anthology Student and your general ledger system.

You can select which general ledger accounts are to be affected when posting transactions to Student Ledger Cards. The accounts are set up by campus and can use the same account number for all programs and program versions or separate account numbers for each program or program version.

Prerequisites

You must have: 

  • To view, Student Accounts - Settings - General Ledger Link - View authorization

  • To add or edit, Student Accounts - Settings - General Ledger Link - Manage authorization

Great Plains must be configured for the selected campus and the system must be configured to connect the database to Great Plains.

All General Ledger debit accounts, credit accounts, and revenue accounts (for deferred transaction codes) must be configured for the programs or program versions to avoid the generation of exceptions while running the Release to General Ledger process.

Access Method

Select the Settings tile > expand Student Accounts > select General Ledger Link.

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

    CampusClosed Specify the campus for which you want to configure general ledger accounts.

    Default A/R AccountClosed Indicates the default A/R account configured for the selected campus. All debits and credits to Student Ledger Cards are associated with this Default A/R account. This field is automatically generated when Great Plains is configured for the selected campus and the system is connected to the configured database.

    Transaction CodeClosed Indicates the unique code associated with a transaction that affects the student ledger and the posting of related entries in the General Ledger.

  2. Select the Apply Filters button. Anthology Student displays the list of each program and program version offered by the selected campus and all associated debit and credit accounts.

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

    Credit AccountClosed Indicates the general ledger credit account number for the selected transaction codes.

    Debit AccountClosed Indicates the general ledger debit account number for the selected transaction codes.

    ProgramClosed The name of the program. Programs are configured by your institution.

    Program CodeClosed The code assigned to the program when it was configured.

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

    Program Version CodeClosed Code associated with the program version.

    Revenue AccountClosed Specify the revenue account. If the transaction code is flagged as a deferred revenue account, you need to specify the revenue account. Transaction codes such as Tuition are usually set up as deferred revenue transactions. This means that when they are posted to a student's ledger card, an A/R account is debited and a deferred revenue account is credited. When you perform the monthly Revenue Recognition procedures, the deferred revenue account is debited and the revenue account is credited.

    Transaction CodeClosed Indicates the unique code associated with a transaction that affects the student ledger and the posting of related entries in the General Ledger.

  4. Take the appropriate action.

    Action Steps to follow
    Expand Programs

    When the record selected in the grid does not have Program or Program Version specified (All is displayed for Program and Program Version in the grid), only the Expand Programs button is enabled, and Expand Program Versions remains disabled.

    1.  Select the Expand Programs button on the toolbar. Anthology Student expands the list to show each program offered by the selected campus

    2.  Specify the Debit Account, Credit Account, and Revenue Account numbers for each program.

    To consolidate the programs, select the Consolidate Programs button.
    Expand Program Versions

    When the record selected has Program populated but no Program Version (All is displayed for Program Version in the grid), the Expand Programs button is displayed as Consolidate Programs, and Expand Program Versions is enabled. However, when the Program Version is also specified, the Expand Program Version button is displayed as Consolidate Program Versions.

    1.  Select the Expand Program Versions button on the toolbar.

    2.  Select the program version that is associated with the selected program and campus. If the program version is associated with the selected program and campus, the expand icon Shows the icon for the right arrow. is displayed.

    3.  Specify the Debit Account, Credit Account, and Revenue Account numbers for each program.

    To consolidate the program versions, select the Consolidate Program Versions button.
    Search Great Plains

    1.  Select the program version associated with the selected program and campus.

    2.  Select the Debit Account or Credit Account field to search for debit account or credit account numbers in the Great Plains General Ledger.

    3.  Select the Search Great Plains button on the toolbar. Anthology Student displays the Great Plains GL Accounts dialog box.

    4.  Select the Account NameClosed Indicates the Stipend Account information configured for separate debit and credit account numbers for stipends..

    5.  Select the OK button. Anthology Student displays the revised bank header.

  5. Select the Save button. Anthology Student saves the changes.