Edit Charges Information

You can edit transaction information for a charge if it is not yet invoiced.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Accounts - Student Account Transaction - Edit authorization

To use an additional payment gateway provider, your institution must have selected Yes for Enable Additional Payment Gateway Provider for electronic processing Select Yes to enable an additional payment gateway provider (other than PayPal or ACI) for credit card processing. When you select this option, it permanently disables the following configuration and processes related to credit card and ACH processing in the legacy interface: • Admissions & Housing Deposits • Process Online Applicants under Admissions • Credit Card Processor configuration for single credit card payments on the Electronic Processing tab under Campus Locations • Payment Information for students – Credit Card related areas • Payment Information for Agency • Post FA disbursements (where you can post batch an agency payment using the credit card payment method) • Post Payments – through Ledger Card and Daily menu • Process Electronic Drafts • Refunds – through Ledger Card and Daily menu under Advanced Features. (Select the Settings tile > expand System > select Advanced Features.)

To use a Deposit Receipt Number, your institution must have selected Yes for Enable Additional DRN (Deposit Receipt Number) 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.)

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.

Procedure to Edit Charges Information

1. Select the Transactions tab.

2. Select the student's Program Version.

3. Filter the transactions by Term or Payment Period.

4. Select the Transaction link for the charge.

   Note: The Transaction link contains either the “Transaction Code Description” or “Transaction Code Description – Course Code” (e.g., Admin Fee - ENG101).

   The system adds the "Course Code" to the "Transaction Code Description" when Billing Methods are configured with the following attributes:

   • Frequency = Term
   • Posting = Aggregate or Detail
   • Allow Course Fee Schedule = Yes/No

   ... and the following events occur:

   • A charge is generated from the Course Fee Schedule or Rate Schedule with Detail Posting
   • An Unregister transaction is posted
   • A Drop transaction is a result of Course Refund Policies

   When you add or edit a charge on the ledger and associate it with a course section, the Transaction label is updated to “Transaction Code Description – Course Code”.

   • If you remove the course section selection while in “add” mode, the description reverts to the “Transaction Code Description”.
   • If you change the description field at the time of adding the transaction, the system saves that description.

   When editing any transactions on the ledger card, the Transaction label does not change unless you change the description and/or associate a course section.

5. Specify the following details.

   Academic Year The Academic Year associated with the record. Amount The amount for the charge or payment. Course Section The class or course section name. Deposit Receipt Number 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. Fees ID The fees that are associated with the selected enrollment, Academic Year, and Transaction Code. The Fees ID list is displayed only if Incremental Billing and Earning setting is enabled for the program version associated with the enrollment. Note Note or comment specified for the transaction adjustment. Program Version The program version associated with the student or item. Reference A reference value.

   Reference A reference value. Term The term to be associated with the charge or payment. Transaction Code The transaction code. The following items are applicable when posting charges: - If transaction code permissions are used, only transactions that you can process are displayed - When posting to the main student ledger, only transaction codes that are not associated with a subsidiary are displayed Transaction Date The date when the transaction record was posted. Transaction 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. Transaction Name The name or description for the transactions. Transaction Type The type of transaction, such as Credit Memo, Debit Memo, Invoice, or Payment.

6. In Detail Information, review the following fields.

   Added By The name of the staff member who added the transaction. Applied The payment or credit amount applied to the charges. Bank Account The student's bank account associated with the transaction. Bank Account Number The bank account number associated with the transaction. Card Number The credit card number. The card number is required only if your institution has configured online payment and enabled verification of credit cards. Card Type The credit card type, for example, visa or master card. Cash Drawer Session The cash drawer session for the transaction. Campus The campus where the transaction was posted. Course Refund Policy The name of the Course Refund Policy used to calculate the selected refund adjustment. Date Applied The date when the amount in the Applied field was applied to the selected transaction. Date Posted The date when the transaction was posted. Date Receipt Printed The date when the receipt was printed. Deposit Receipt Number 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. Disbursement Number 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. Expiration Indicates the credit card’s expiration year and month in the following format MM / YY.

   Fee ID The fee identification number. Included in 1098-T Yes is displayed if the corresponding field for the transaction in the 1098-T Processing Utility is set to I. No is displayed if the corresponding field for the transaction in the 1098-T Processing Utility is set to N or any value other than I. Merchant Processing Code Optional code assigned to the institution by the credit card companies. Name on Card The descriptive name of the item. Receipt Number The number on the receipt for the payment. Return Methods 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. Scheduled By Name of the person who scheduled the transaction, such as refund or stipend. Source (Career Services) The transaction source. Status The status of the transaction: F - Paid in Full O - Open P - Partial Payment. Student Bank Account Type Indicates the type of the Student Bank Account. For example, Savings or Checking Student Bank Account Number Indicates the student's bank account number. Only the last four digits of the number is visible. Student Bank Name Indicates the name of the bank where the student's account is present. Transaction Number The number of the transaction. Vendor Reference Number Indicates the identifying reference number for transactions processed by external vendors. This field allows up to 23 characters long.

7. If you selected a charge, under the charges section, in All Charges, review the following details.

   Charge The charges posted to the student's ledger card. Code The alphanumeric transaction code assigned to the transaction by your institution. Tran Date The date on which the transaction occurred.

   Tran Num The number of the transaction. Transaction The transaction name and code associated with the enrollment charges paid by the student.

8. In Breakdown by Course, review the following details.

   Amount The amount in dollars. Course The code and name identifying the course the student is enrolled in. Credits/Hours The number of credits or hours required for the course. Date Added The date when the item or person was added or the status change was entered.

   End Date The date when a transaction ends or the last day it can be used. Instructor The instructor or instructors assigned to the course or class section. Section The code and name for the class section. Start Date The first day that the item is effective or can be used.

9. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button