Subsidiaries

You can use the Subsidiaries page to configure subsidiaries used to bill services not reflected in the student ledger card, for example, housing, meal plans, parking fees, etc. This functionality allows any number of subsidiary accounts to be created with transaction codes linked to them. These transactions will not affect the student ledger card balance but will affect the balance of the subsidiary.

You can add, edit, delete, and deactivate subsidiaries. You can also associate a transaction code with multiple subsidiaries.

Prerequisites

To view the page, you must have Student Accounts - Configuration - View authorization.

To edit the page, you must have Student Accounts – Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item but cannot edit it. When you add an item, you can only select campuses to which you have access.

The GP configuration for Student Accounts must be set to Great Plains for the GL Accounting system, and the GL Release Type must be Detail.

Access Method

Select the Configuration tile > expand Student Accounts > select Subsidiaries.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. Review the values of the records in the grid.

2. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list, and select the Duplicate button on the toolbar

   • Edit an existing list item, select the Name in the list

3. Review, specify, or change the following values.

   Active Specifies whether the associated record is active. Balance Transfer Transaction Code Specifies the Transaction Codes which will be used as the default if a subsidiary balance is transferred through the Subsidiary Refund/Balance Transfers process. 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. Code Enter the alphanumeric code for the subsidiary.

   Name The descriptive name of the item. Payment Names The name of the payment as included in the cash payment records. Return Method The Return Method to be associated with the Subsidiary as the default when a refund is processed through Schedule Refunds/Transfer Balances. Transaction Codes Indicates the transaction code for the charge. You can associate a transaction code with multiple subsidiaries.

4. If your campus is configured to access the Great Plains database and the maximum number for search has been configured for Student Accounts, you can use the Search Great Plains button on the toolbar after you select the Debit Account Number or Credit Account Number field to select the account by name or number.

   Under General Ledger Accounts, for Payments and Refunds, specify or change the following values.

   Campus The campus associated with the subsidiary. Credit Account Number Specifies the credit account number associated with the subsidiary to ensure payments or refunds for the subsidiary are applied to the correct G/L account.

   Debit Account Number Specifies the debit account number associated with the subsidiary to ensure payments or refunds for the subsidiary are applied to the correct G/L account.

5. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Anthology Student saves all records for all campuses that use Great Plains, that contain both a valid Debit and Credit Account or both the Debit and Credit accounts are blank.