Earned-Prepaid AR Report

You can use the Earned Prepaid AR (Accounts Receivable) report to compare a student's account balance to the deferred tuition balance. Schools use this report to confirm that they have collected the amount of revenue they have earned from the students.

A school earns revenue from students over a period of time. If a student's account is up to date, in theory, a school will have collected the amount of money from the student that they have earned as revenue. Therefore, the amount that is left to earn for a student (deferred amount) could equal the student's account balance.

For example, if a school has earned $5000.00 on a student, and still has $5000.00 deferred (unearned), the student's account balance would be expected to be equal to or less than $5000.00. If the student's account balance was $8,000.00, the school could recognize revenue of $3000.00 earned, but not received. Likewise, if a student's account balance is zero, with $5000.00 deferred, the student has prepaid the amount of deferred revenue. This becomes critical when reporting unearned revenue on financial statements.

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.

Prerequisites

You must have:

Common - Reports - View authorization

Either Reports - Student Accounts - Earned Prepaid AR or Student Accounts - All Reports authorization (All Reports provides authorization to view all reports for Student Accounts.)

To configure the timeout duration for the Export to Excel button, your institution must have configured Export to Excel Timeout in Seconds Enter the Timeout Value in seconds (0-900) for all the SSRS Export to Excel. The timeout duration for PDF export has been extended from 15 minutes. The timeout duration for SSRS Report Timeout has been extended from 20 minutes. under Settings > System > General.

Access Method

Select the Reports tile > expand Student Accounts > select Earned-Prepaid AR.

Procedure to Generate the Report

Specify the data selection criteria.

As Of Date Specifies that you want the report to contain data up to this date.

Campuses The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

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

Programs The name of the program. Programs are configured by your institution.

Student ID to Print Indicates whether you want to include the Student ID, Social Security Number, Enrollment Number, or None. Note: The ID is printed for each student selected for the report. Most reports have all three student IDs available to print on the report. The SSN is required on some reports. You must be authorized to view social security numbers (SSNs) and to select SSNs in the list. Reports about leads (prospects) do not have an Enrollment ID. The ID selection is not used for reports that do not list individual students.

Student Statuses Specifies the status of the prospect or student at your institution (school status). Statuses are configured by your institution and vary by institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and tasks to close with the result of canceled. The student’s status (e.g., Active) is determined by their status history and activation units. A populated Version Start Date does not automatically flip a student to Active unless paired with appropriate status progression. You can use the status values to filter student records in lists/grid, processes, and reports. The status for an alumnus can be complete or graduated.

Take the appropriate action.

Task

Action to Take

View the report

Select the View Report button. Anthology Student displays the generated report.

Export the report

Select the Export to Excel button. Anthology Student displays the Export Report Data dialog.

Review, specify, or change the following value.

Export File Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Select the Export button.

Anthology Student exports the generated report as a CSV file, which may be viewed in Excel. In some cases, the exported file will contain additional data not displayed in the report on your screen.

If you entered special characters like *, -, !, (, or ) in the report fields, Anthology Student automatically prepends an apostrophe to those field values upon export to Excel or CSV. The apostrophe is added to reduce vulnerability, as these characters are perceived by Excel as an actionable formula. Once the report is exported to Excel, Anthology suggests using find and replace on the characters only if necessary to restore original values.

Save the selection criteria

Select the Save Criteria button. Anthology Student displays the Save Criteria dialog.
Specify the name to save the criteria.
Select the Save button. Anthology Student saves the selection criteria for the report.

Delete the selection criteria

Select the Delete Saved Criteria button. Anthology Student displays the Delete Criteria dialog.
Select the Delete button. Anthology Student deletes the selected saved criteria for the report.

You can also save to a student group. For more information, refer to Create or Update a Student Group Using a Report.

Details for the Report

In the report:

Students are displayed and sorted alphabetically by name
Report totals of Total End Deferral, Total Earned, AR Balance, Earned AR, and Prepaid AR for all students are displayed
The last page has a summary by Status Category and Status