Student Account Balance Report

You can use the Student Account Balance report to display the account balances for students enrolled in programs.

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 - Student Account Balance 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 SecondsClosed 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 Student Account Balance.

Procedure to Generate the Report

  1. Specify the data selection criteria.

    Area of Study Types Closed The type of area of study (such as major, minor, or concentration).

    Areas of StudyClosed The various areas, such as Major, Minor, or Concentration, that the students have taken to complete their degree. The areas of study are configured by your institution.

    As of DateClosed Specifies that you want the report to contain data up to this date.

    Calculate StatusClosed Select whether you want the report to display the student's school status (Active, Enrolled, Future Start, etc.) based on the date the student status was added (select "As of Date Added") or based on the date the status became effective (select "As of Effective Date").

    CampusesClosed 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.

    Days since last paymentClosed Specifies the minimum and maximum number of days since last payment. From and To

    Expected Student StartClosed The date the student is expected to start at your institution, which is found in the Student Profile. From and To

    Include Negative BalancesClosed Specifies whether to include the negative balances in the student account.

    Include Zero BalancesClosed Specifies whether to include the zero balances in the student account.

    Include Positive BalancesClosed Specifies whether to include the positive balances in the student account.

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

    Report Balance by TermsClosed Indicate whether you want to review the student account balance (across all enrollments) for each distinct selected term that is found on the student’s ledger card. When this field is set to No (default) and the Terms field is: • Set to Include All, the report calculates the student’s account balance as an overall balance (across all enrollments) for each student based on the provided report criteria. • Specified with terms, the report calculates the student’s account balance as an overall balance (across all enrollments) for each student based on transactions associated directly with the selected terms only. When this field is set to Yes, you can select one or multiple terms to calculate the student's account balance. The report calculates and displays the balance for each of the selected terms that are found on the student's ledger card from all enrollments.

    Student StatusesClosed The code and name of the school statuses. School statuses are also referred to as student statuses. These statuses are defined/configured by the institution.

    ShiftsClosed Select shifts associated with the students. Only students who are associated with the selected shifts will have statements generated.

    Student GroupsClosed The name of the student group. If you are selecting a group and your institution has configured Anthology Student to limit groups to campuses, you can only select groups for the campus to which you are assigned. If you are selecting a group, it can also be filtered to display groups where you are the owner, public groups, and private groups to which you have been given access.

    Student ID to PrintClosed 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.

    TermsClosed Indicate one or multiple terms to calculate the student's account balance. The default value for this field is set to Include All. This field is populated with all available terms for the selected campuses.

  2. Take the appropriate action.

    Task Action to Take
    View the report

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

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

    2. Review, specify, or change the following value.

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

    3. 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

    1. Select the Save Criteria button. Anthology Student displays the Save Criteria dialog.

    2. Specify the name to save the criteria.

    3. Select the Save button. Anthology Student saves the selection criteria for the report.
    Delete the selection criteria

    1. Select the Delete Saved Criteria button. Anthology Student displays the Delete Criteria dialog.

    2. 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:

  • Student account balances are sorted by campus and student name
  • Students are sorted alphabetically by name
  • The student name is linked to the student profile