Background for Refunds and Stipends

If your Anthology Student system is integrated with an accounting system, refer to the following section for information on processing refunds, stipends, and subsidiaries.

Release to Integrated Accounting System

For clients who have selected Anthology Finance & HCM as their accounting system, transactions such as miscellaneous receipts, student deposits, Student Ledger Card and Subsidiary Ledger entries and adjustments, Stipend and Refund Checks, Bank Deposits, and Revenue Recognition continue to be entered in Anthology Student but will be sent to the integrated accounting system through the Web services to create journal entries in the integrated accounting system.

The same Release to General Ledger wizard for other accounting systems is used; however, some forms and functionality are modified for Anthology Finance & HCM requirements.

If using Anthology Finance & HCM, transactions entered in Anthology Student and affecting the general ledgers create multiple journal entries based on release date, time, journal entry type, and campus in Anthology Student. The following is a list of the journal entry types that will be processed:

  • Miscellaneous Receipts
  • Financial Aid Disbursements
  • Stipends
  • Refunds
  • Stipend and Refund Check Printing
  • Student Ledger Transactions
  • Subsidiary Transactions

During release to the general ledger, Anthology Student sends the Payee Type, Payee ID, name, and address for refunds, stipends, and subsidiary refunds to Anthology Finance & HCM. Anthology Finance & HCM uses the Payee information to update the Vendor or creates the Vendor (if not mapped) with the following details:

  • First Name
  • Middle Name
  • Last Name
  • Address Line 1
  • City
  • State
  • Zip Code
  • Payee Type
  • Payee ID

Anthology Finance & HCM creates refund and stipend transactions using the Vendor sent by Anthology Student.

If a user changes the Payee details in the Student Master after the transaction that uses the Payee is released to the General Ledger, the changes are not reflected in Anthology Finance & HCM until another release to the general ledger involving the same Payee is done.

Any transactions that have not been previously released to the General Ledger in the integrated accounting system are gathered for release. Previously released transactions that were not successfully updated within the accounting system may also be gathered for release.

A functional area of a transaction (for example, Admissions, Financial Aid, Student Accounts) dictates how the transaction is grouped into journal entries within the integrated accounting system. For example, transactions from similar functional areas should be grouped into common journal entries, which will make it easier for the users of the accounting system to understand where journal entries originated.

To control the number of journal entries sent to Anthology Finance & HCM, the G/L Release Process/Service creates one journal entry at a time

  • per Journal Entry Group
  • per Anthology Student functional area
  • per fiscal period

Detailed records in the same area that occur during the same fiscal period are combined into one journal entry per Journal Entry Group.

For journal entries sent to Anthology Finance & HCM, the G/L Release Process/Service creates one journal entry at a time

  • per Campus
  • per Journal Entry Type
  • per release

Integration with Anthology Finance & HCM

When Anthology Finance & HCM is integrated with Anthology Student, the following applies:

  • The check printing functionality for refunds, stipends, and subsidiaries is disabled in Anthology Student. FFor more information, refer to "Stipend and Refund Check Printing" (Anthology Finance & HCM).

  • Negative amounts cannot be entered when payments or refunds are created or edited in Anthology Student.

  • For the EFT or Net return methods for refunds and stipends such as grants, loans, or student payments that are scheduled (refer to "To process scheduled stipends, refunds, or subsidiaries") or posted directly (refer to "Post Individual Refunds and Post Individual Stipends").

    • Anthology Student disregards that the return method of Net uses check number 0 for stipends and refunds. A check number must be specified for individual stipends and refunds.

    • Anthology Finance & HCM does not treat the return as a pending check.

    • The return is posted to the A/R balance in Anthology Finance & HCM as soon as it is processed.

    • When a refund or stipend transaction with the return type of Net is released from Anthology Student, Anthology Finance & HCM creates the related vouchers and shows the transaction on the student ledger and under the bank against which the transaction was processed.

    • The payment method cannot be changed by a user in Anthology Finance & HCM.

Anthology Finance & HCM provides payment methods mapping for payments and disbursements in Accounts Receivable (AR).

The mapped payment methods include:

  • Cash
  • Check
  • Credit Card
  • EFT
  • Non-Cash
  • ACH

For transactions that do not have a payment method mapping in Anthology Student, errors are displayed during Release to General Ledger (GL). Unmapped transactions are not created in Anthology Finance & HCM. The exceptions are logged in Anthology Student and Anthology Finance & HCM. Users cannot remove or change the payment method mapping in the Setup screen if there are transactions marked for posting that correspond to that payment method.

Anthology Finance & HCM supports the integration of ACH and Credit Card Transactions from Anthology Student to Anthology Finance & HCM. ACH and Credit Card transactions created in Anthology Student will appear in Anthology Finance & HCM.

Anthology Finance & HCM enables you to print checks with a breakup of the check stub details. If multiple checks are identified in the print job, each check and its breakup can be printed separately.

The check stub details are printed in a tabular format containing the following columns:

  • Check stub line number
  • Student ID
  • Student's full name
  • SSN
  • Fund source
  • Amount

The social security number (SSN) field is shared when Anthology Student is integrated with Anthology Finance & HCM. Permission is required to view the SSN in Anthology Finance & HCM. A user without view permission for the Personal Identification form cannot print a check stub with SSN. The SSN cannot be edited in Anthology Student.

A check box in the Report Parameter/Report Dialog window determines if the SSN is used for check stub printing. A user without permission to view an SSN cannot print a check stub with an SSN.

Anthology Finance & HCM supports mass printing of pending checks. You can select multiple transactions and print multiple checks all together in one batch. You can also group checks to generate a single check for multiple transactions to be paid to the same payee. Be careful to select and include only those transactions that belong to the same bank. 'Printer' as a destination is not supported with batch processing of checks.

When Anthology Student is configured to use the GL Accounting system Anthology Finance & HCM (Setup > Student Accounts > General (tab)), the Return method of 'Master Check' is no longer available for Refund transactions (View > Student Accounts > Ledger Cards > Post Refunds); however, users can create one check for multiple transactions for the same payee.

Since the Return method of 'Master Check' is not available when the systems are integrated, Master check transactions and voids of Master checks are not released to Anthology Finance & HCM. Users who have existing Master check transactions, need to void the Master checks in Anthology Student and create check transactions.