Transactions - Post or Edit Payments

You can post payments for a student on the ledger card. You can post payments from students, third parties, and other fund sources, or apply payments to open items in the student ledger or subsidiary ledger. The Post Payments process can handle scheduled payments from various fund sources. Payments can be linked to enrollments, terms, and financial aid payment periods.

If the General Settings for Student Accounts are configured to allow posting to:

• Any Campus, you can post transactions for a student at any campus

• The Current Campus, you can only post to an enrollment at the student's current campus. If you try to post the transaction to another campus, a message indicates that you are not signed into the campus and posting is not allowed.

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.

You can also edit transaction information for a payment.

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

• Transactions cannot be adjusted after the transaction is released to Anthology Finance & HCM. This ensures that student ledger transactions in Anthology Student remain synchronized with the transactions in Anthology Finance & HCM.

• Transactions that were released but not posted to Anthology Finance & HCM are marked with an asterisk in the Check Num/Ref Num column. A message is displayed if the user tries to edit the transaction.

• Transactions that have negative amounts are handled as follows:

  • When Ledger charges or Subsidiary charges are created or edited in Anthology Student with a negative amount, the Debit and Credit Accounts are reversed for the transaction.

  • When payments (Ledger and Subsidiary), refunds (Ledger and Subsidiary), or miscellaneous receipts are created or edited in Anthology Student, negative amounts cannot be entered.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Accounts - Student Account Transaction - New authorization

• Student Accounts - Student Account Transaction - Edit authorization

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 slips. when it configured advanced features in the system settings for Anthology Student. (Select the Settings tile > expand System > select Advanced Features.)

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.)

Access Method

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

The ledger cards for a campus can be set up to display the transactions for all enrollments or only current enrollments. Go to Settings > System > Campuses > Student Accounts > General and check the setting for Default Enrollment on Student Ledger Specify the initial default view of a student's ledger card when the Ledger Card is loaded. The options are All Enrollments and Current Enrollment.. The default for this setting is for the ledger card to display All Enrollments upon opening a ledger card.

Procedure to Post Payments

The grid shows the items for the program version of the current enrollment (if any). Use the Program Version drop-down to change the program version. You cannot select All Program Versions.

1. On the Transactions tab, filter the records by Term or Payment Period.

2. Use the Show Pending Charges/Hide Pending Charges toggle button to view or hide transactions for pending charges in the grid.

3. If the Cashiering feature is enabled, specify the User Name and Password and select OK. Only users defined as cashiers can post payments.

4. Select a Term from the list. The list of associated transactions for the term will be displayed.

5. Select the Payment button.

6. Specify the following details.

   If Anthology Student is integrated with Anthology Finance & HCM, and cashiering is enabled, you can select a bank account to associate with the payment. All active bank accounts appear in the Bank Accounts drop-down list, and the default bank account is displayed for the selected payment type.

   Academic Year The Academic Year associated with the record. Amount Amount paid. Apply Payment Applies the payment to a specific charge or multiple charges on the student ledger card. Award Year The financial aid award year. Bank Account The institution’s bank account that will be associated with the transaction. Cash Drawer Indicates the session information for the cash drawer. This field is displayed only if cashiering is enabled. This field also indicates the deposit receipt number or DRN. Cash Payment Code The Code and Name of the available cash payment records. This field is enabled when the selected payment type is cash payment. Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method. Course Section Indicates the course section that can be associated with the payment. Select the course section from the drop-down. Each course section record contains the following columns: course code, course description, term code associated with the course, payment period associated with the course, and current course status. The Course Section drop-down is populated with courses from Student Courses that are not in Future status. Credit Card The Credit Card type used for the payment, for example, Visa, Master Card, and so on. The plus icon beside the column is clicked, it opens a new dialog box, in which you have the fill the details, like - Card Type, Last Four Digits of Credit Card, Expiration Month, Expiration Yea, First Name,Last Name, Street Address, City, State and ZIP Code/Postal Code. 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. Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. This field is enabled if the selected payment type is unscheduled payment. Paid By The person who made the payment. The list contains a list of the address types specified for the student in their Related Addresses list (Select Student tile > select the name in the Students list > expand Contact Manager > select Related Addresses). Pay With Indicates whether you want to pay with a new or existing credit card. This option is visible when the Payment Method is set to Credit Card. The options are: • Credit Card on File - You can make a credit card payment using a previously saved credit card. The credit card must have been previously added through a payment gateway provider (PayPal, ACI, or Touchnet) hosted page. • New Credit Card - You are redirected to the payment gateway provider’s hosted page where you can add a new credit card and the payment will be processed automatically once the card is saved.

   Payment Method Indicates the method used to make the payment. The options are: • Cash • EFT • Check • ACH • Non-Cash • Credit Card Payment Name The name and description for the payments. Payment Period The payment period associated with the transaction. Payment Type The type of payment, such as Cash Payment, Scheduled FA Disbursements/Student Cash Payments, and Unscheduled Payment: Cash Payment: This is typically a one-time cash payment from the student. It is not linked to any scheduled financial aid awards or payment plans. This is the same as posting a one-time payment in Anthology Student without checking the Scheduled FA/Disbursement check box or selecting any fund source. Scheduled FA Disbursements/Student Cash Payments: This requires that you select a scheduled financial aid disbursement scheduled payment from a payment plan to post payments. This is the same as posting a payment in Anthology Student where you select the Scheduled FA/Disbursement check box and select a scheduled disbursement or payment to post. Unscheduled Payment: Posting a payment using this option will post the payment to the ledger. In addition, a payment plan or award is created based on the amount received. The payment is linked to the award as a disbursement or payment. This is the same as posting a payment in Anthology Student where you do not select the Scheduled FA/Disbursement check box but have to select a fund source from the Fund Source list. Print Receipt Print the receipt for the transaction. This flag is selected only if the Print Receipt Flag value is set to Yes in the Student Accounts Settings. Program Version The program version associated with the student or item. Reference The transaction reference. Save New Card after Processing Indicate whether you want to save the new credit card information for later use. The new credit card information is saved only if the payment is successful. This option is visible when Pay With is set to New Credit Card. The Save New Card after Processing option is not available if your Payment Gateway Provider is ACI. Anthology Student automatically saves credit cards for one-time use or for future payments based on what the user selected for the “Save this information for use with future payments” option when adding the cards through ACI’s Funding Portal. Scheduled Disbursement Specifies scheduled disbursements imported for the servicer. This field is enabled if the selected payment type is Scheduled FA Disbursements/Student Cash Payments. Student Bank Account Indicates the student's bank account associated with the transaction. This field is visible only if the Payment Method selected is ACH. It only displays active student bank accounts that are added through a payment gateway provider’s hosted page (TouchNet or ACI). Term The term to be associated with the charge or payment. Transaction Date The date when the transaction record was posted. Transaction Name The name or description for the transactions.

7. 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

If you selected the Apply Payment check box and the Apply Credit pop-up is displayed, refer to Apply Credits for more information.

If the associated fund source for the payment has been configured to apply payments to interest before the principal, the payment is applied to the interest of the specified scheduled payment, followed by the principal. Additionally, any surplus amount is applied to the interest of subsequent payments, followed by the principal, until the surplus is exhausted.

For credit card payments, with ACI set as the payment gateway provider and ACI Transaction Fee enabled, a pop-up message disclosing the transaction amount, transaction fee, and total payment amount is displayed. Select Pay to confirm the payment.

Procedure to Edit Payment Information

1. On the Transactions tab, filter the records by Term or Payment Period.

2. Use the Show Pending Charges/Hide Pending Charges toggle button to view or hide transactions for pending charges in the grid.

3. Select the Transaction link for the payment.

   Academic Year The Academic Year associated with the record. Amount The amount for the charge or payment. Bank Account The student's bank account associated with the transaction. Check Number The check number used for the payment. This is displayed only if you select Check as the Payment Method. Course Section Indicates the course section that can be associated with the payment. Select the course section from the drop-down. Each course section record contains the following columns: course code, course description, term code associated with the course, payment period associated with the course, and current course status. The Course Section drop-down is populated with courses from Student Courses that are not in Future status. Note Note or comment specified for the transaction adjustment. Paid By The person who made the payment. The list contains a list of the address types specified for the student in their Related Addresses list (Select Student tile > select the name in the Students list > expand Contact Manager > select Related Addresses).

   Payment Method Method used to make the payment, for example, cash, credit card, and so on. Program Version The program version associated with the student or item. Reference A reference value. Term Select a term from the list of available terms. Transaction Date The date when the transaction record was posted. Transaction Name The name or description for the transactions. Transaction Type The type of transaction, such as Credit Memo, Debit Memo, Invoice, or Payment.

4. 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. Campus The campus where the transaction was posted. Cash Drawer Session The cash drawer session for the transaction. 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. 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.

   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. Receipt Number The number on the receipt for the payment. Return Method 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. Sent Back Indicates whether the refund was sent back. Source (Career Services) The transaction source. Status The status of the transaction: F - Paid in Full O - Open P - Partial Payment. Transaction Number The transaction number as it appears on the student's ledger card.

5. If your institution has configured extended properties, complete the fields under Extended Properties.

6. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button