Post Charges to a Subsidiary

You can post charges to a subsidiary for a student. Charges increase the balance of the subsidiary. You can designate to which subsidiary a charge is posted.

When a charge is posted with a transaction code associated with a subsidiary, the charge is posted only to the appropriate subsidiary without being reflected on the student's ledger card. If the student has a credit balance in the subsidiary due to a deposit and that amount is not enough to cover the cost of the charge, there will be a positive balance on the subsidiary.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Accounts - Student Subsidiary Account Transaction - New authorization

If your institution wants to track transaction due dates, you must set Allow Transaction Due Dates Select whether to display the Transaction Due Date field while posting charges by campus level. By default the option is disabled. This option is also used to determine whether a due date will be calculated and populated for debit transactions when posted. to Yes in the General Settings for Student Accounts (see General Student Accounts Settings for Campuses).

Access Method

Select the Students tile > select the name in the Students list > expand Student Accounts > select the Subsidiary tile.

Procedure to Post Charges to a Subsidiary

Use the Program Version list to change the program version. The selection of All Program Versions is not supported.

1. Select the Transactions tab if it is not already selected.

2. Select a subsidiary in the Subsidiary list. The list of associated transactions for the subsidiary will be displayed.

3. If you want to:

   • Add a new charge, select the Charge button on the toolbar

   • Edit an existing transaction, select the transaction name in the list

4. Review, specify, or change the following values. If you change the Term, Transaction Code, Transaction Date, Transaction Due Date, or Amount (credit to debit) when:

   • An active transaction due date rule exists, Anthology Student displays a message to confirm whether to recalculate the transaction due date

   • An active transaction due date rule does not exist, Anthology Student displays a message to confirm whether to remove the current transaction due date

   Academic Year The Academic Year associated with the record. Amount The amount for the charge or payment. Include in 1098-T This check box is only displayed when you edit the subsidiary charge and the charge is included in 1098-T. You can edit this check box. Payment Type The type of the transaction. Reference A reference value for the charge. This field supports up to 75 characters. Subsidiary The name and code of the subsidiary that you will post the charge or payment to.

   Term The term to be associated with the charge or payment. Transaction Code The transaction code for the charge. You can associate a transaction code with only one subsidiary. A transaction code associated with a subsidiary will not be available for use in the Student Ledger, even though all transaction codes are in the same tab as those for Miscellaneous Receipts and Student Ledger transactions. 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 transaction.

5. If you want to save and: 

• Close, select the Save & Close button

• Continue to add another item to the list, select the Save & New button