Miscellaneous Receipts

You can use the Miscellaneous Receipts page to manage transactions that are not related to academic programs, for example, bookstore sales, vending machine sales, charges for events, and so on. You can enter multiple transaction codes, descriptions, and amounts. You can print a receipt for a transaction. After you've entered all the transactions for the day, you can print a report of all transactions for the day.

You can use cashiering to post payments while multi-factor authentication is enabled in the Azure configuration. When multi-factor authentication is enabled, instead of authenticating through the cashier login pop-up in Anthology Student, you will be presented with a Microsoft Entra (formerly called Azure Active Directory) Authentication pop-up to ensure that you have proper access and that you are a cashier.

If Anthology Student is integrated with Anthology Finance & HCM and Cashiering is enabled, in addition to the cash drawer, you can also select a bank account to associate with a miscellaneous receipt. All active bank accounts appear in the Bank Accounts drop-down list populated with the default bank account for the selected payment type.

Prerequisites

You must have:

• Common - Processes - View authorization

• Student Accounts - Processes - Miscellaneous Receipt authorization

If your institution has enabled the cashiering function for the campus, you must be defined as a cashier.

To edit a miscellaneous receipt with cashiering enabled, the miscellaneous receipt must be associated with your cash drawer.

You must ensure that the following Transaction Code configurations are enabled:

• Transaction Type is set to Miscellaneous or Both to enable the code for posting miscellaneous receipts

• To edit G/L account numbers when posting or editing a miscellaneous receipt, you must ensure that the option Allow Edit Misc Cash G/L Account for that transaction code is enabled.

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.)

Access Method

Select the Processes tile > expandStudent Accounts > select Miscellaneous Receipts.

Procedure to Add or Edit a Miscellaneous Receipt

1. If cashiering is enabled, specify the cashier's User Name and Password. Select OK.

2. Specify the following values.

   Campus The campus for which transactions are to be posted or reviewed.

   Transaction Date The minimum date for a transaction to be accepted. This date is normally updated after you run the Release to General Ledger procedure. Anthology Student will accept a ledger card transaction only if the transaction date is on or after the specified minimum transaction date.

3. Select the Apply Filters button. Anthology Student displays all transactions that have a Transaction Date on or after the specified Transaction Date.

   When Anthology Student is integrated with an accounting system, the general ledger accounts are verified as valid based on the specified campus and transaction date.

4. If you want to: 

   • Add a miscellaneous receipt, select the New button

     When you add a new transaction, the Transaction Date must be on or after the Minimum Transaction Date for the campus (refer to General Student Accounts Settings for Campuses). If the Transaction Date is before the Minimum Transaction Date for the campus, the following message appears: “Transaction Date must be on or after Minimum Transaction Date for the selected campus”.

   • Edit a miscellaneous receipt, select the Transaction Name link

5. Specify the following values. Cash Drawer is displayed only if cashiering is enabled.

   Amount The amount in dollars. Authorization The authorization number for the credit card. This option is displayed if you select Payment Method as Credit Card. Bank Account The bank account associated with the transaction. Cash Drawer The session information for the cash drawer. This field is displayed only if cashiering is enabled. Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method. Credit Card Type The credit card type. This field is available only if the Payment Method selected is Credit Card. 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.

   GL Credit Account The GL Credit account number if the transaction code is configured to allow G/L account numbers to be edited. GL Debit Account The GL Debit account number if the transaction code is configured to allow G/L account numbers to be edited. Payment Method Method used to make the payment, for example, cash, credit card, and so on. Receipt Number The receipt number for added transactions. Reference Number A reference value for the transaction. Transaction Code The code and name of the transaction type. These are transaction codes that are configured to allow miscellaneous posting. Transaction Name The name or description for the transactions.

6. Select Save to save the changes.  

7. If you want to:

   • Print the receipt for a single transaction, select the transaction, and select Print Receipt.

   • Print a report to show all transactions for the specified date, select Print Miscellaneous Report. You can the select Export to Excel to view the Miscellaneous Report data in Excel.

Procedure to Delete a Miscellaneous Receipt

You can delete a record of a miscellaneous receipt if it is not already released to GL, deposited, or reconciled.

1. Specify the following values.

   Campus The campus for which transactions are to be posted or reviewed.

   Transaction Date The minimum date for a transaction to be accepted. This date is normally updated after you run the Release to General Ledger procedure. Anthology Student will accept a ledger card transaction only if the transaction date is on or after the specified minimum transaction date.

2. Select the Apply Filters button. Anthology Student displays all transactions that have a Transaction Date on or after the specified Transaction Date.

   When Anthology Student is integrated with an accounting system, the general ledger accounts are verified as valid based on the specified campus and transaction date.

3. Select one or more records and select the Delete button.