Transactions - Post or Edit Charges

You can post charges for a student on the ledger card.

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 also edit transaction information for a charge if it is not yet invoiced.

Prerequisites

You must have:

• Common - Student - View authorization

• Student Accounts - Student Account Transaction - New authorization

• Student Accounts - Student Account Transaction - Edit authorization

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 for 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.)

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.)

Your institution must have set Allow Transaction Due Dates to Yes. (Select the Settings tile > expand System > select Campuses > select the name of an existing campus, or select the New button, specify the required information, and Save the campus > select the Student Accounts tile.)

If your institution wants to track transaction due dates, you must set Allow Transaction Due Dates Select whether to display the Transaction Due Date field while posting charges by campus level. By default, the option is disabled. This option is also used to determine whether a due date will be calculated and populated for debit transactions when posted. to Yes in the General Settings for Student Accounts (refer to General Student Accounts Settings for Campuses).

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 Charges

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 you want to:

   • Add a new charge, select the Charge button on the toolbar

   • Edit an existing transaction, select the transaction name in the list

4. Review, specify, or change the following values. If you change either Term, Payment Period, Transaction Code, Transaction Date, Transaction Due Date, Course Section Start Date, or Amount (credit to debit) when:

   • An active transaction due date rule exists, Anthology Student displays a message to confirm whether to recalculate the transaction due date

   • An active transaction due date rule does not exist, Anthology Student displays a message to confirm whether to remove the current transaction due date

   Academic Year The academic year date range configured by your institution and associated with the record. Amount The dollar amount associated with the record. Program Version The program version associated with the student or item. Reference A reference value associated with the record. Fees ID The fees that are associated with the selected enrollment, Academic Year, and Transaction Code. The Fees ID list is displayed only if Incremental Billing and Earning setting is enabled for the program version associated with the enrollment. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

   Transaction Code The transaction code. The following items are applicable when posting charges: - If transaction code permissions are used, only transactions that you can process are displayed - When posting to the main student ledger, only transaction codes that are not associated with a subsidiary are displayed Transaction Date The date when the transaction record was posted. Transaction Due Date Indicates the date when the payment is due. This field is only visible if the transaction is a debit transaction and the transaction due date option is enabled for the associated campus in Student Accounts > General system settings. You can specify the due date, and the system will save the due date for the transaction. If you do not specify a due date, the system will calculate the due date on the basis of an active due date rule for the campus for the selected transaction code, if it exists. Transaction Name The name or description for the transactions. Transaction Type (Post Chrg/Adj) Indicates whether you are posting a charge or an adjustment.

5. 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

Procedure to Edit Charges 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 charge.

   The Transaction link contains either the “Transaction Code Description” or “Transaction Code Description – Course Code” (e.g., Admin Fee - ENG101).

   The system adds the "Course Code" to the "Transaction Code Description" when Billing Methods are configured with the following attributes:

   • Frequency = Term
   • Posting = Aggregate or Detail
   • Allow Course Fee Schedule = Yes/No

   ... and the following events occur:

   • A charge is generated from the Course Fee Schedule or Rate Schedule with Detail Posting
   • An Unregister transaction is posted
   • A Drop transaction is a result of Course Refund Policies

   When you add or edit a charge on the ledger and associate it with a course section, the Transaction label is updated to “Transaction Code Description – Course Code”.

   • If you remove the course section selection while in “add” mode, the description reverts to the “Transaction Code Description”.
   • If you change the description field at the time of adding the transaction, the system saves that description.

   When editing any transactions on the ledger card, the Transaction label does not change unless you change the description and/or associate a course section.

4. Specify the following details.

   Academic Year The academic year date range configured by your institution and associated with the record. Amount The dollar amount associated with the record. Course Section The class or course section name. 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 a DRN associated. Fees ID The fees that are associated with the selected enrollment, Academic Year, and Transaction Code. The Fees ID list is displayed only if Incremental Billing and Earning setting is enabled for the program version associated with the enrollment. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Program Version The program version associated with the student or item. Reference A reference value associated with the record.

   Reference A reference value associated with the record. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year. Transaction Code The transaction code. The following items are applicable when posting charges: - If transaction code permissions are used, only transactions that you can process are displayed - When posting to the main student ledger, only transaction codes that are not associated with a subsidiary are displayed Transaction Date The date when the transaction record was posted. Transaction Due Date Indicates the date when the payment is due. This field is only visible if the transaction is a debit transaction and the transaction due date option is enabled for the associated campus in Student Accounts > General system settings. You can specify the due date, and the system will save the due date for the transaction. If you do not specify a due date, the system will calculate the due date on the basis of an active due date rule for the campus for the selected transaction code, if it exists. Transaction Name The name or description for the transactions. Transaction Type The type of transaction, such as Credit Memo, Debit Memo, Invoice, or Payment.

5. In Detail Information, review the following fields.

   Added By The name or user ID of the person who added the person or item. Applied The payment or credit amount applied to the charges. Bank Account The bank account associated with the transaction. Bank Account Number The bank account number associated with the transaction. Card Number The credit card number. The card number is required only if your institution has configured online payment and enabled verification of credit cards. Card Type The credit card type, for example, Visa or Master Card. This field is available only if the selected Payment/Return Method is Credit Card. Cash Drawer Session The session information for the cash drawer. This field is displayed only if cashiering is enabled. On the Ledger Card, this field also indicates the deposit receipt number (DRN). Campus 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. Course Refund Policy The name of the Course Refund Policy used to calculate the selected refund adjustment. Date Applied The date when the amount in the Applied field was applied to the selected transaction. Date Posted The date when the transaction or batch was posted. Date Receipt Printed The date when the receipt was printed. 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 a DRN associated. 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. Expiration Indicates the credit card’s expiration year and month in the following format MM/YY.

   Fee ID The fee identification number. 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. Name on Card The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Receipt Number The number on the receipt for the payment. Return Methods The return method for the refund or stipend. The return methods are Checks, Master Checks, EFT, Net, ACH, and Credit Card. 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. Source (Career Services) The transaction’s source, such as Financial Aid, Student, or Refund. Status The status of the transaction: F - Paid in Full O - Open P - Partial Payment. Student Bank Account Type Indicates the type of the Student Bank Account. For example, Savings or Checking Student Bank Account Number Indicates the student's bank account number. Only the last four digits of the number are visible. Student Bank Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Transaction Number The number of the transaction. Vendor Reference Number Indicates the identifying reference number for transactions processed by external vendors. This field allows up to 23 characters.

6. If you selected a charge, under the charges section, in All Charges, review the following details.

   Charge The charges posted to the student's ledger card. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Tran Date The date on which the transaction occurred.

   Tran Num The number of the transaction. Transaction The transaction name and code associated with the enrollment charges paid by the student.

7. In Breakdown by Course, review the following details.

   Amount The dollar amount associated with the record. Course The code and name of the course associated with the record. Some pages also indicate the course status (Active or Inactive). Credits/Hours The number of credits or hours required for the course. Date Added The date when the item or person was added or the status change was entered.

   End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment). Instructor The instructor or instructors assigned to the course, class section, or class section session. Section The code and name for the class section. Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

8. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button