Detail Transaction Register

You can use the Detail Transaction Register report to generate detailed information about student ledger card transactions.

If you frequently generate reports with the same selection criteria, you can save the selection criteria under a name. This makes it easier to create reports in the future with the same selection criteria.

We recommend:

  • Generating the report in Excel

  • Refining the selection criteria while generating the report

Generating the report involves two tabs on the Detail Transaction Registe page.

  • On the Process tab, specify the data selection criteria and queue the job. The job will run in the background.

  • On the History tab, review the result of the background job.

Prerequisites

You must have: 

  • Common - Reports - View authorization

  • Either Reports - Student Accounts - Detail Transaction Register or Student Accounts - All Reports authorization (All Reports provides authorization to view all reports for Student Accounts.) 

If you selected the SSN option in Student ID to PrintClosed Specifies the ID that is printed. The values are Student Number, SSN, Enrollment Number, and None. and want Anthology Student to display the SSN details, your institution must have selected Allow reporting access to Social Security NumberClosed Select the check box if you want the staff member to view, print, and export social security numbers (SSNs) for all reports from the Reports tile and when they export lists that contain columns with the social security number. The social security number will be a selectable option from the Student ID to Print drop-down list on the Report Selection Information page, will appear on the selected report, and will be available for export. This feature applies to custom reports that use Anthology Student stored procedures. If the SSN is a specified field on the report and the staff member or staff group does not have permission, the phrase "SSN Blocked" is printed on the report instead of the social security number. The SSN is also not displayed for export. on the Staff page. (Select the Settings tile > expand System > select Staff > select the New button and specify the general information or select an existing staff member > select the Specialized Permissions tile.).

To configure the timeout duration for the Export to Excel button, your institution must have configured Export to Excel Timeout in SecondsClosed Enter the Timeout Value in seconds (0-900) for SSRS Export to Excel. under Settings > System > General.

Access Method

Select the Reports tile > expand Student Accounts > select Detail Transaction Register.

Procedure to Generate the Report

Process Tab

Use the Process tab to specify the selection criteria and queue the Detail Transaction Register report.

  1. Specify the data selection criteria.

    Bank AccountsClosed The bank account associated with the transaction.

    Bill CodesClosed The bank account associated with the transaction.

    Campus GroupsClosed Select group(s) of campuses for which you would like to view student ledger transactions.

    CampusesClosed Select campuses for which you would like to view student ledger transactions.

    Check Cleared DateClosed The date when the check was cleared for payment. From and To

    Check StatusClosed Indicate the status of the check. The options are Include All, Cleared, Sent, Unclaimed, Void.

    Included Applied PaymentsClosed Indicate whether you want to include applied payments. If you set Yes, the system populates a sub report. The sub report lists the charges that have been applied to the payment. For example, a payment of DIR SUB $1000 has been applied where $200 has been applied against Tuition, $400 against BOOK, and the remaining $400 against Technology fees.

    Load Saved CriteriaClosed Select the saved criteria you want to load in the selection criteria fields.

    ProgramsClosed The name of the program. Programs are configured by your institution. Select program(s) from the list to access transactions for students who are associated with the selected programs only.

    Ref ValueClosed Specify the Ref values to include only revenue transactions that are associated with those Ref values. Multiple values must be separated by a semi-colon (;).

    ReferenceClosed Text matching operator for the reference value.

    Report TypeClosed Select the report type option: PDF (default) or Excel.

    Student ID to PrintClosed Specifies the ID that is printed. The values are Student Number, Enrollment Number, and None.

    Student StatusesClosed Select statuses to gather only transactions for students who are associated with the selected statuses.

    TermsClosed Select the terms to gather only transactions that are associated with those terms.

    Transaction TypesClosed Indicate the transaction type. The options are Include All, Credit Memo, Debit Memo, Invoice, and Payment.

    Transaction DateClosed The date when the transaction record was posted. From and To

    Tuition Discount PoliciesClosed The name and code of the tuition discount policy.

  2. Select the Queue Report button.

  3. On the Queue Batch dialog, review or change the name of the batch and select the Queue button.

    Anthology Student processes the selection criteria in the background. When the job is complete, Anthology Student notifies you that the report has been successfully queued.

  4. If prompted, specify the number of Transactions Per Report.

  5. Select the Queue button.

  6. Continue with the History tab.

History Tab

Use the History tab to generate and download the Detail Transaction Register report.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export (Export button) button on the toolbar.

  1. Review the status and values for the batches in the list.

    Bank AccountsClosed The bank account associated with the transaction.

    Bill CodesClosed The bank account associated with the transaction.

    Campus GroupsClosed Select group(s) of campuses for which you would like to view student ledger transactions.

    Check Cleared DateClosed The date when the check was cleared for payment. From and To

    Check StatusClosed Indicate the status of the check. The options are Include All, Cleared, Sent, Unclaimed, Void.

    DurationClosed The amount of time it took to process the job or batch.

    File NameClosed The name of the file. In some cases, it is the name you want to use, or previously specified, for the file. In some cases, it is the name specified by Anthology Student.

    Included Applied PaymentsClosed Indicate whether you want to include applied payments. If you set Yes, the system populates a sub report. The sub report lists the charges that have been applied to the payment. For example, a payment of DIR SUB $1000 has been applied where $200 has been applied against Tuition, $400 against BOOK, and the remaining $400 against Technology fees.

    Load Saved CriteriaClosed Select the saved criteria you want to load in the selection criteria fields.

    NameClosed The descriptive name of the item.

    ProgramsClosed The name of the program. Programs are configured by your institution. Select program(s) from the list to access transactions for students who are associated with the selected programs only.

    Ref ValueClosed Specify the Ref values to include only revenue transactions that are associated with those Ref values. Multiple values must be separated by a semi-colon (;).

    ReferenceClosed Text matching operator for the reference value.

    Report TypeClosed Select the report type option: PDF (default) or Excel.

    StartedClosed The start time of the background job.

    Start DateClosed The first day that the item is effective or can be used. From and To

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in Succeeded state, but at least one of the jobs is in Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    Student ID to PrintClosed Specifies the ID that is printed. The values are Student Number, Enrollment Number, and None.

    Student StatusesClosed Select statuses to gather only transactions for students who are associated with the selected statuses.

    Submitted ByClosed The name of the staff member who submitted the batch for processing.

    TermsClosed Select the terms to gather only transactions that are associated with those terms.

    Transaction TypesClosed Indicate the transaction type. The options are Include All, Credit Memo, Debit Memo, Invoice, and Payment.

    Transaction DateClosed The date when the transaction record was posted. From and To

    Tuition Discount PoliciesClosed The name and code of the tuition discount policy.

  2. Select the check box next to the batch. If the batch is successful, Anthology Student enables the Generate Report button on the toolbar.

  3. Select the Generate Detail Transaction Register Report button on the toolbar to generate and download the report.

  4. If the job status is Failed, select the Retry Batch button in the grid toolbar to resubmit the job.

  5. To remove a batch, select the Cancel Batch button in the grid toolbar.

Details for the Report

In the report:

  • Detail Transaction Registers are sorted by Campus and Student Name

  • The total of each selected campus is displayed on the last page of each campus

  • The total of all campuses is displayed on the last page