Transactions Tab - Void Charges, Delete Records, or Return Checks
You can select the More button on the Transactions tab of the Ledger Card to void charges, delete transactions, or return checks to students.
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You can void payments, refunds, or stipends for a student in the student’s ledger card. Voided transactions cannot be edited, deleted, or reversed/un-voided.
When voiding a transaction, the transaction date on the VOID transaction cannot be earlier than the date of the original transaction. Therefore, the transaction date on the VOID transaction is the latest of the following dates:
- Transaction date of the original transaction
- The minimum transaction date of the campus
- Current (system) date
If Anthology Student is integrated with Anthology Finance & HCM:
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For Refunds entered in Anthology Student with a Refund option of "Post Directly to Ledger Card (No check required)," the Return method will be set to Check. If checks were created through Anthology Finance & HCM for those refund transactions, voids will occur in Anthology Finance & HCM.
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For any Refunds, Stipends, and Subsidiary refund transactions with a Payment method of Check, voids will occur in Anthology Finance & HCM.
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For Refunds, Stipends, and Subsidiary refund transactions entered in Anthology Student with a Payment method of Check where associated checks were successfully voided in Anthology Finance & HCM, Anthology Student is updated in real-time to reflect the voided status.
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For checks that were voided without a reissue, an indicator is posted to Anthology Student
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For checks that were reissued after a void, an indicator is posted to Anthology Student
Two new transactions are created in Anthology Student to indicate the void and pending check (Check Num is set to 0). The transaction will be unposted initially. The transaction with the pending check is then updated to include the new check number and is displayed as a posted transaction.
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Voids initiated in Anthology Student are logged in the change history log in Anthology Finance & HCM and Anthology Student.
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Voided transactions initiated in Anthology Finance & HCM are displayed the same way as if the void was initiated in Anthology Student.
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Options to void a refund or stipend with a Payment method of Check are disabled in Anthology Student to ensure that the finance department retains control of voiding checks.
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You can delete a transaction if it has not been voided or returned and has not been released to the General Ledger (GL).
When a student moves from Future Start to Cancel (Never Attended) status, Anthology Student deletes pending charges from the student's ledger card.
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You can return a check for a student. Returned checks are internally marked as voided.
The Returned Check option is disabled in Anthology Student when integrated with Anthology Finance & HCM. As a workaround, you can void the check. Any charge as part of a non-sufficient fund (NSF) transaction needs to be a manual charge.
Prerequisites
You must have:
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Common - Student - View authorization
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Student Accounts - Student Account Transaction - Edit authorization
To delete a transaction, you must have Student Accounts - Student Account Transaction - Delete authorization.
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. The default for this setting is for the ledger card to display All Enrollments upon opening a ledger card.
Procedure to Void Charges
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On the Transactions tab, filter the records by Term or Payment Period.
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Use the Show Pending Charges/Hide Pending Charges toggle button to view or hide transactions for pending charges in the grid.
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Use the Show Expected Funding/Hide Expected Funding toggle button to view or hide transactions for expected funding in the grid. The configuration for this option is done under Pending Financial Aid in General Student Accounts Settings for Campuses.
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Select a transaction for a payment or a refund and select More > Void.
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Specify the following details.
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Select the Void button. The transaction is saved with the prefix "VOID".
Procedure to Delete a Transaction
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On the Transactions tab, filter the records by Term or Payment Period.
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Use the Show Pending Charges/Hide Pending Charges toggle button to view or hide transactions for pending charges in the grid.
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Use the Show Expected Funding/Hide Expected Funding toggle button to view or hide transactions for expected funding in the grid. The configuration for this option is done under Pending Financial Aid in General Student Accounts Settings for Campuses.
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Select the record you want to delete and select > More > Delete.
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Specify a Note and select the Delete button.
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Confirm that the transaction has been deleted from the Transaction tab.
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Select the Adjustments tab to review the audit trail for the deleted transaction.
Procedure to Return a Check
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On the Transactions tab, filter the records by Term or Payment Period.
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Select a payment in the grid and select More > Returned Check.
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Specify the following details.
Select the Previous Year field when the returned check is posted to avoid having to use the 1098-T Cleanup Tool.
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If you want to save the record, select the Returned Check button. The Transaction is saved with the associated Check Num/Ref Num prefix to indicate it is marked as returned.