Ledger Card
The Ledger Card page displays all the accounting information for the student, including charges and payments, refunds, account status, and so on. Within this page, you can:
- View ledger card transactions
- Post charges and payments
- View, post, or schedule refunds
- Print receipts, registration bills, and ledger card transactions
- View pending charges
- View pending checks if Anthology Student is integrated with Anthology Finance & HCM
- Adjust, delete, or void ledger card transactions
- Assign or update the Student Accounts advisor, student’s account status, and billing address
Note: The ledger cards for a campus can be set up to display the transactions for all enrollments or only current enrollments. Go to Settings > System > Campuses > Student Accounts > General and check the setting for "Default Enrollment on Student Ledger". The default for this setting is for the ledger card to display All Enrollments upon opening a ledger card.
Ledger card transactions that are not associated with a Program Version are listed when the "All Program Versions" option is selected on the student profile.
Prerequisites
To view the page, you must have:
Your institution must have enabled accounting for the specified campus.
Your institution must have set Allow Transaction Due Dates to Yes. (Select the Settings tile > expand System > select Campuses > select the name of an existing campus, or select the New button, specify the required information, and Save the campus > select the Student Accounts tile.)
Access Method
Select the Students tile > select the name in the Students list > expand Student Accounts > select the Ledger Card tile.
Actions Available
Tabs
Transactions
Displays all the charges, payments, and adjustments that have been posted to the ledger card. On this tab, you can post charges, and payments to pay for the charges, view the balance column regardless of what column is being sorted by on the ledger card, and so on.
You can sort the transactions based on only one of the following list items except Check Num/Ref Num, Balance, and A/Y. You can view the balance only when you sort the transactions by transaction date. An arrow icon appears next to the column name in the column header to indicate that the transactions are sorted by that column. The default sort for the transactions is the Transaction Date.
Displays the list of terms and payment period if applicable to the program version.
To the Transactions tab on the ledger card for the student with the associated transaction code.
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A/Y The Academic Year Sequence or Payment Period associated with the transaction.
Added By The name of the staff member who added the transaction.
Balance Total balance due after the payment was made.
Campus The campus where the transaction was posted.
Charges The charges or adjustment amount.
Check Num/Ref Num The check number and reference number for the transaction.
Code The alphanumeric transaction code assigned to the transaction by your institution.
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Payments The payments, refund, or stipend amount.
Post Date Indicates the date on which the transaction is posted. This date is system generated so it cannot be modified. You can re-order subsidiary ledger entries by date sequence.
Term The term assigned to the transaction.
Tran Date The date on which the transaction occurred.
Trans Due Date Indicates the date when the payment is due. This field is only visible if the transaction is a debit transaction and the transaction due date option is enabled for the associated campus in Student Accounts > General system settings. You can manually specify the due date and the system will save the due date for the transaction. If you do not specify a due date, the system will calculate the due date on the basis of an active due date rule for the campus for the selected transaction code, if it exists.
Tran Num The number of the transaction.
Transaction The transaction name and code associated with the enrollment charges paid by the student.
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Apply Credits
Displays the list of all transactions, only credit transactions or only debit transactions.
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Academic Year The academic year configured by your institution.
Amount Applied The payment or credit amount applied to the charges.
Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.
Payment Period The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year.
Program Version The program version associated with the student or item.
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Tran Amount The transaction amount.
Tran Date The date on which the transaction occurred.
Tran Num The number of the transaction.
Tran Type The transaction type.
Transaction The transaction name and code associated with the enrollment charges paid by the student.
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Refunds
Displays the refund source and refund information and enables you to post or schedule refunds for the student.
Review the refund items and select Next.
Specify the following details, and select Post/Schedule.
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Academic Year The academic year configured by your institution.
Amount The amount in dollars.
Apply Refund Enabled only if you select Post Directly to Ledger Card. You can apply the specified refund amount to various charges associated with the student.
Bank Account The student's bank account associated with the transaction.
Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method.
Date Sent The date when the refund was sent.
Disbursement The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.
Note Area that displays, or that you can use, to specify comments or additional information.
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Program Version The program version associated with the student or item.
Reference A reference value.
Refund Name The name of the refund.
Refund Option Indicates whether to schedule the refund or post the refund directly to the ledger.
Return Method The return method for the refund. The return methods are Check, Master Check, EFT, Net, and ACH.
If the Schedule Refund option is selected, the return method will default to ACH if the campus is configured for an ACH processor for refunds, and the student has at least one checking or savings account configured for direct deposit. ACH is allowed only if the fund source is CASH.
If Post Directly to Ledger is selected, the Return Method will always display Check.
Term Select a term from the list of available terms.
Transaction Name The name or description for the transactions.
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Adjustments
Displays the complete audit trail of all adjustments made to the transactions.
| Adjustments Made to Ledger Card Transactions |
Date Modified The date when the transaction was changed.
Modified By The name of the staff member who adjusted the transaction.
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Note Note or comment specified for the transaction adjustment.
Tran Num The transaction number of the adjusted transaction.
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| Adjustment Details |
Changed From The field value before the adjustment was made.
Changed To The field value after the adjustment was made.
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Field Name of the field that was adjusted.
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Additional Information
Displays the student's billing and account information. You can also update the billing, advisor, and account information as needed.
| Billing Address |
City The name of the city.
Country The country of residence used for billing purposes.
First Name The first name of the student or person associated with the billing address.
Last Name The last name of the student or person associated with the billing address.
Phone Number The phone number. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).
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State If within the United States, the name of the state.
Street Address The street address used for billing.
Title The title for the person.
Use Student Address Indicates whether the Student Profile’s address or the student’s contact manager billing address will be used as the billing address.
ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city or state or both, the list contains the valid zip codes.
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| Advisor/Account Status |
Advisor Name of the student advisor.
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Account Status The account statuses that apply to the student.
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