Revenue Ledger

Use the Revenue Ledger page to view the student's revenue history and manage revenue transactions associated with the student. Revenue records are added every time the revenue recognition process is run, for example, once a month.

The revenue recognition process transfers tuition and other revenue from deferred income accounts to earned income accounts regulary. This process is necessary to match the income earned with the services provided to the student by the institution.

You can include non-deferred transactions in the revenue ledger. Non-deferred transactions included are transactions that are associated with transaction codes that are not flagged as “Defer Earnings” but are flagged as “Include in Revenue Recognition”. When you select the Include Non-Deferred Transaction button on the toolbar, the Earnings Summary grid is updated to include the Non-Deferred type of revenue. The button toggles to Exclude Non-Deferred Transaction.

You can also recalculate revenue data for the student. Sometimes, deferred and earned amounts on the Earnings Summary records can be out of sync with the amounts on their corresponding detail records. You can use the Recalculate button to ensure that the amount values are in sync after you edit an amount and save the revenue detail record. This functionality can be used to clean up revenue data errors.

The revenue entries are displayed based on:

• The billing method for the student
• The number of transaction codes configured as "Defer Earnings" or “Include In Revenue Recognition”

On the Revenue Ledger page, you can:

• Add or edit an earning detail record for the student revenue. This functionality is used mainly to clean up data errors regarding revenue, for example, in new campuses, and to adjust the student's revenue ledger.

• View associated earning information for a revenue source and add or edit a revenue source for the student

• Clear revenue records that have a status of Open with a Revenue Recognition source

• Delete an earning detail adjustment from the revenue summary if it is in an Open status

• Print a report of the student's revenue ledger by selecting the Print button.

Prerequisites

You must have:

• Common - Student - View authorization

• To view, add, delete, or edit an earning detail, Student Accounts - Student Revenue Detail - View, New, Delete, or Edit authorization

• To view, add, or edit a revenue source, Student Accounts - Student Revenue Summary - View, New, or Edit authorization

If Anthology Student is integrated with Anthology Finance & HCM, the revenue records must not: 

• Not have been released to the general ledger

• Have a date that is after the minimum transaction date configured for the campus

Access Method

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

Columns

Earnings Summary

A/Y|PP The Academic Year Sequence or Payment Period associated with the transaction. Academic Year The academic year associated with the earnings summary record. This column is displayed only if an academic year sequence is associated with at least one earnings summary record in the list. Amount Deferred The dollar amount associated with the record. Child Term This view option is visible only if the student earns revenue on child terms. If Child Term view is selected, then the Earnings Summary grid will display earnings summary records for the child terms only. The Earnings Detail grid will display only earnings detail records for the child term earnings summary record. Earned Indicates the revenue amount earned to date for the earnings summary record. This column also displays the non-deferred transaction with the transaction amount. Error The error indicator. This field is populated only when there are discrepancies in amounts between the revenue earnings summary record and the associated earnings detail records. Exception The exception code and description for the revenue earning exception.

Last Earned Date The last earned date associated with the record (e.g., adjustment, earnings summary, revenue source). Parent Term (Registration) This view option is visible only if the student earns revenue on child terms. If the Parent Term view is selected, then the Earnings Summary grid will display earnings summary records for the parent terms only. The Earnings Detail grid will display earnings detail records for the selected parent term earnings summary record. It will also display all child term earnings detail records associated with the selected parent term earnings summary record. Revenue Source The description of the revenue source, for example, Tuition or Book. This column displays class section name if the student earns revenue over the length of the class section. Revenue Type The type of revenue, for example, Deferred. Term The term associated with the earnings summary record. This column is displayed only if the term is associated with at least one earnings summary record in the list. Tran Code The transaction code associated with the record. Unearned The unearned revenue to date for the earnings summary record.

Earnings Detail

Added By The name or user ID of the person who added the person or item. Amount The dollar amount associated with the record. Date The date of the revenue earning. When adding an earning detail, the default is the current date. Exception The exception code and description for the revenue earning exception. New Units The new units based on the revenue basis configured for the earning method for the revenue source.

Source The revenue source. Values are Revenue Recognition and Adjustment. Status The earning status. Available values are Open and Posted. Term The term associated with the earnings detail record. This column is displayed only if the student is earning revenue on child terms. Type The earnings detail record type. The values are Earned and Deferred. Only the Earned type will affect general ledger balances. Units Earned The units earned by the student for the earnings detail record.

  Procedure to Add or Edit an Earning Detail Record

1. If you want to: 

   • Add an earning detail record, select the New button on the toolbar. Transaction Code The transaction code 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. or Payment Period The Payment Period on the Earnings Summary record that is associated with the earning detail record. are read-only.

   • Edit an existing earning detail record, select the Date link. Transaction Code The transaction code 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.Payment Period The Payment Period on the Earnings Summary record that is associated with the earning detail record., Total Units The revenue units to be earned., Type The earnings detail record type. The values are Earned and Deferred. Only the Earned type will affect general ledger balances., and Units Earned The units earned by the student for the earnings detail record. are read-only.

2. Specify the values.

   Amount The revenue amount. It is acceptable to post with a zero amount to adjust the units. Date The date of the revenue earning. When adding an earning detail, the default is the current date. Source The revenue source. Values are Revenue Recognition and Adjustment. Status The earning status. Available values are Open and Posted.

   Total Units The revenue units to be earned. Type The earnings detail record type. The values are Earned and Deferred. Only the Earned type will affect general ledger balances. Units Earned The units earned by the student for the earnings detail record.

3. Select Save to save the changes.  

Procedure to Add or Edit a Revenue Source

1. If you want to: 

   • Add a revenue source, select the Revenue Source button on the toolbar

   • Edit a revenue source, select the Revenue Source link

2. Specify the values.

   Academic Year The academic year date range configured by your institution and associated with the record. Class Section The class or course section name. The Class Section drop-down list is enabled only if the following criteria are met: - Billing Method is set to 'Bill by Course' - Earning Method is set to 'Course Section' - Transactions are posted to the ledger under 'TUIT' code Deferred Balance The deferred revenue balance allocated for the revenue source (earnings summary record) for the term or child term. Last Earned Date The last earned date associated with the record (e.g., adjustment, earnings summary, revenue source).

   Payment Period The Payment Period on the Earnings Summary record that is associated with the earning detail 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 associated with the record.

3. Select Save to save the changes.  

4. If you edit an amount value, select Recalculate to recalculate the Earnings Summary values.

Procedure to Clear an Open Revenue Record

1. Highlight the record or batch that you want to clear.

2. Select the Clear Open Revenue Indicates removing open revenue records created by the Revenue Recognition process. This action is not available if the revenue record selected is a deferred revenue recognition record. button on the toolbar. The Revenue record will be removed from the Earnings Detail form. In addition, the amount values in the Earnings Summary grid will be recalculated.

Procedure to Delete an Earning Detail Record

1. Highlight the record you want to delete.

2. Select the Delete Adjustment Indicates deleting open revenue adjustments. This action is enabled only if the revenue record selected is an adjustment record and is in an open status. button on the toolbar.