Transactions - 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.

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:
- 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.
- For any Refunds, Stipends, and Subsidiary refund transactions with a Payment method of Check, voids will occur in Anthology Finance & HCM.
- 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.
  - For checks that were voided without a reissue, an indicator is posted to Anthology Student
  - 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.
  - Voids initiated in Anthology Student are logged in the change history log in Anthology Finance & HCM and Anthology Student.
- Voided transactions initiated in Anthology Finance & HCM are displayed the same way as if the void was initiated in Anthology Student.
- 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.

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.
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:

Common - Student - View authorization

Student Accounts - Student Account Transaction - Edit authorization

To delete a transaction, you must have Student Accounts - Student Account Transaction - Delete authorization.

Depending on the setting on the Prohibit Void of Cleared Refund and Stipend Checks when To control whether users can void a refund or stipend check if the check status is "Cleared", select one of the following options: Check Cleared Date is not blank, Check Cleared Date is not blank AND Check Status is "Cleared", or Check Status is "Cleared". When a user highlights a refund or stipend from a student's ledger card and edits the transaction, Anthology Student checks if the check is cleared. The determination of whether the check is cleared is based on the definition assigned in the campus configuration (i.e., the three conditions noted above). If the user chooses to adjust a refund or stipend check that is cleared, the "Void" button, prohibiting the user from voiding the refund or stipend check. option in Settings > System > select Campuses > select the campus > Student Accounts, the Void option may be enabled on disabled on the Transactions tab of the student ledger.

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 Void Charges

On the Transactions tab, filter the records by Term or Payment Period.
Use the Show Pending Charges/Hide Pending Charges toggle button to view or hide transactions for pending charges in the grid.
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.
Select a transaction for a payment or a refund and select More > Void.

Specify the following details.

Previous Year Indicates the refund transactions made in the current tax reporting year that are associated with a single payment made in a previous year. This check box is editable except when: a. Fund Source configuration is a Scholarship or Grant and the 1098-T option in Fund Source configuration is not selected. b. Fund Source of Other is specified as Grant and the 1098-T option in Fund Source configuration is not selected.

Reschedule Select Reschedule to include the transaction the next time the Refunds/Stipends process is run. If you need to repost a voided transaction that was accidentally voided, the best practice is to select the Reschedule check box whenever you void a refund transaction. This ensures that the voided refund reschedules for another refund with the same amount. If the Reschedule option is not selected while voiding, you need to post a manual payment for the student or post another refund.

Note Note or comment specified for the transaction adjustment.

Select the Void button. The transaction is saved with the prefix "VOID".

Procedure to Delete a Transaction

On the Transactions tab, filter the records by Term or Payment Period.
Use the Show Pending Charges/Hide Pending Charges toggle button to view or hide transactions for pending charges in the grid.
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.
Select the record you want to delete and select > More > Delete.
Specify a Note and select the Delete button.
Confirm that the transaction has been deleted from the Transaction tab.
Select the Adjustments tab to review the audit trail for the deleted transaction.

Procedure to Return a Check

On the Transactions tab, filter the records by Term or Payment Period.
Select a payment in the grid and select More > Returned Check.

Specify the following details.

Previous Year Indicates the refund transactions made in the current tax reporting year that are associated with a single payment made in a previous year.

Note Note or comment specified for the transaction adjustment.

Select the Previous Year field when the returned check is posted to avoid having to use the 1098-T Cleanup Tool.

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.