Search Transactions

You can use the Search Transactions page to perform the following tasks using a list of students that meet the search criteria you specify.

Task	Details
Search for transactions	You can search for ledger and subsidiary transactions. For example, you can search for specific transactions after a data conversion or quickly query transactions. For ledger transactions, you can search for charges, payments, credit adjustments, and debit adjustments. For subsidiary transactions, you can search for charges, payments, and refunds.
Adjust a transaction	Once the items have been listed, you can adjust a transaction. When you adjust a ledger card transaction, you are not entering an additional offsetting transaction. The transaction in its previous form no longer appears on the ledger card. The adjusted form of the transaction will appear on the ledger card. You can view it on the Adjustments tab of the student's ledger card. The Adjustment Details area shows the details of the transaction after the adjustment has been made. You cannot adjust transactions after they have been released to the general ledger. The transaction date cannot be changed to a date before the Minimum Transaction Date for your campus.
Return a check	You can mark checks as returned. For ledger card transactions, the payment type must be Check or ACH. For subsidiary transactions, the payment type must be Check. The transaction must not have been voided.
Void a transaction	You can void transactions. A voided transaction is canceled after it has been authorized, but before it has been settled. Voided transactions cannot be deleted. 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.
Delete a transaction	You can delete transactions.

Prerequisites

You must have: 

• Common - Processes - View authorization.

• Student Accounts - Processes - Search Transactions authorization

To adjust:

• Transactions, you must have Student Accounts - Student Account Transaction - Edit authorization

• Subsidiary transactions, you must have Student Accounts - Student Subsidiary Account Transaction - Edit authorization

If your institution has configured: 

• Permissions for fund sources and the payment is associated with a fund source, you must be in a staff group that has permission to view the type of payment (payment, refund, or stipend)

• Security for transaction codes, you must be in a staff group with permission to work with the transaction code associated with a transaction

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.)

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).

The table lists the prerequisites for making specific changes and adjustments for the types of transactions.

Type of Transaction	Prerequisite
All types	To change:  The amount and the date of the original transaction must be after the minimum transaction date configured for the campus by your institution The values released to the general ledger, or to move the transaction to another program version, the transaction must not have been released to the general ledger
Payments	To change any value, the payment must not have been:  Returned if the payment was a check or ACH Voided Paid by Master Check (Select the option to Void/Reschedule Master Check for this transaction.) To change the amount, the payment must not have been deposited. It also must not be a disbursement or refund for a Direct loan that has been sent to Common Origination and Disbursement (COD). If your institution has configured cashiering and bank accounts, the payment must be in an open cash drawer session. To change values other than the program version, term, or transaction name for a credit card, the credit card must not be expired.

Access Method

Select the Processes tile > expand Student Accounts > select Search Transactions.

Procedure to Search Transactions

1. Specify the values under Search Transactions to filter the records.

   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.

   Transaction Source Indicates the course of the transaction. The options are Ledger Card and Subsidiary.

   When the form loads, the Campus field displays the session campus.

   The All Campuses value in the Campus field allows you to search transactions in all campuses you have access to.

   If you select All Campuses, the filters and actions you can take will be affected as follows:

   • Transaction Date From and To — The date range will not be required; however, we recommend specifying a date range to minimize performance issues.

   • Bank Account will not be available as a filter option.

   • Fund source security will not be applied even if enabled. Staff security will be applied.

   • Actions you can take in the Results grid — If you have write permission, you can delete, void the transaction, or return a check.

   When you change the campus selection (either to a different campus or to All Campuses), the following fields will be reset to blank and you will have to reselect values:

   • Fund Sources
   • Transaction Codes
   • Terms
   • Programs
   • School Status

2. Specify the following values. The fields displayed will depend on the selected Transaction Source.

   Academic Year Specify an academic year sequence if you want to search for transactions associated with a specific academic year sequence only. Bank Accounts The bank account associated with the transaction. Cash Drawer Session Specify a cash drawer session ID if you want to search for transactions that are associated with certain bank accounts only. Charges One of the transaction types available when searching for transactions. Select this transaction type to search for standard charges. Check Cleared Date The date when the check was cleared for payment. Check Number The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method. Check Statuses Determines the status of the check, whether it is cleared, sent, unclaimed, or void. Credit Adjustments One of the transaction types available when searching for transactions. Select this transaction type to search for credit adjustments which are charges that are posted as negative adjustments. Debit Adjustments Adjustments made to the debits for the transaction type. 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. Display Transactions That Are Charged - lists all students who have received a charge. Not Charged - lists only students who have not received a charge. Charged/No payments - lists only the students who have not paid a charge. The field is displayed only if you select the Charge check box and a value in the Transaction Code list. Fund Source Specifies the fund source associated with the transaction. If populated, only transactions associated with the selected fund source will be listed in the Results grid.  Read Note. If you select the Fund Source filter, the result set will only display payment transactions associated with this fund source and no other transactions regardless of the Types of transactions you have selected (charges, debit memos, credit memos). The transaction Type of Payment must be selected when using the Fund Source filter.

   Include Non-deposited Items Only Select this option to retrieve only items that have not been deposited yet. Otherwise, leave this field blank. The check box is displayed only if you also select the Payments check box. Payment Period The payment period associated with the enrollment. Specify the payment period sequence to search for transactions that are associated with that payment period sequence. This Payment Period field works in conjunction with the Academic Year field. Payment Period Start Date Specify the date range for the start date of the payment period to search for transactions that are associated with payment periods that start within the specified date range. Payments Select the Payments check box to include the transactions of the payments type in the search. Reference Number The number you can use to refer to the item (such as the reference number for a transaction, interest charge, master check, or batch). Refunds Select the Refunds option to include the Refunds transaction type in the search. This transaction type is available only if the Subsidiary transaction source is selected. 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 Amount Specify the range of transaction amounts. Only transactions with amounts within the specified amount range will be included in the search. From and To Transaction 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. Transaction Date The date when the transaction record was posted. Specify a date range to search for transactions with a transaction date that falls within the specified range. Transaction Name The name or description for the transactions. Populate this field to search for transactions that are associated with the specified description.

3. Specify the following values under Student Criteria.

   Enrollment Date Specifies the enrollment date range. Only students whose enrollment date is within the specified date range will be included. From and To Expected Start Date This field represents the student's expected first day of attendance. It is used for planning and reporting purposes. The value may differ from the actual start date if the student delays or defers. The field is often auto-populated based on the Version Start Date selected during application entry. It can also be manually adjusted during enrollment setup. From and To

   Programs Specify programs to search only for transactions that belong to students who enrolled in the specified programs. Student Statuses The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

4. Select the Apply Filters button. Anthology Student displays the Results grid.

5. In the Results grid, review the values for the transaction. The columns will depend on the selected Transaction Source and the other selection criteria.

   Account Number The dollar amount associated with the record. Amount The dollar amount associated with the record. AY|PP The academic year and payment period (such as A1|P1 and A1|P2) associated with the record. Bank Account Name The name given to the bank account by your institution. Cash Drawer Session Specify a cash drawer session ID if you want to search for transactions that are associated with certain bank accounts only. Check Number The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method. Is Deposited Specifies if the transaction is deposited. Is Voided Specifies if the transaction is voided. Reference A reference value associated with the record.

   Source The transaction’s source, such as Financial Aid, Student, or Refund. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it. 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. Tran Code The transaction code associated with the record. 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. Type The type of transaction. For example, it displays Invoice for charges, Debit Memo for debit adjustments, Credit Memo for credit adjustments, and Payment for payments.

To display: 

• Details for a transaction, select the highlighted link in the Transaction column (if available) 

  Anthology Student displays the details below the Results grid.

• All the transactions for a student, select the highlighted name in the Student column

  If you selected: 

  • Ledger Card for Transaction Source, Anthology Student displays the Ledger Card page for the student

  • Subsidiary for Transaction Source, Anthology Student displays the Subsidiary page for the student

Adjust a Transaction

1. In the Results grid, select the link in the Transaction column. Anthology Student displays the values for the transaction below the list.

2. Review and specify or change the values that are not read-only. The fields depend on the selected Transaction Source and the other selection criteria.

   Academic Year The academic year date range configured by your institution and associated with the record. Amount The dollar amount associated with the record. Bank Account The bank account associated with the transaction. Check Cleared Date The date when the check was cleared for payment. Check Number The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method. Check Status Determines the status of the check, whether it is cleared, sent, unclaimed, or void. Course Section Indicates the course section that can be associated with the payment. Select the course section from the drop-down. Each course section record contains the following columns: course code, course description, term code associated with the course, payment period associated with the course, and current course status. The Course Section drop-down is populated with courses from Student Courses that are not in Future status. Include in 1098-T This check box is displayed only when you edit the subsidiary charge and the charge is included in 1098-T. You can edit this check box. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Paid By The person who made the payment. The list contains a list of the address types specified for the student in their Related Addresses list (Select Student tile > select the name in the Students list > expand Contact Manager > select Related Addresses). Payment Method Method used to make the payment, for example, cash, credit card, and so on. Payment Period The payment period associated with the transaction. Payment periods only apply to program versions configured with a non-term academic calendar.

   Program Version The program version associated with the student or item. Reference A reference value associated with the record. Return Method 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. Scholarship/Grant Indicates a scholarship or a grant. This check box is editable when the "Include in 1098 T" check box is selected. Subsidiary The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). 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. Transaction Date The date when the transaction record was posted. Transaction Due Date This field displays the payment due date and is visible only for debit transactions when the transaction due date option is enabled for the applicable campus in Student Accounts > General system settings. Users may enter a specific due date, which will then be recorded for the transaction. If no due date is specified, the system automatically determines the due date using the active due date rule for the campus and selected transaction code, if available. Transaction Name The name or description for the transactions. Transaction Type (Post Chrg/Adj) Indicates whether you are posting a charge or an adjustment.

   If you change the following parameters when an active transaction due date rule exists:

   Transaction Source	Parameters	Action by Anthology Student
   Ledger Card	Term, Payment Period, Transaction Code, Transaction Date, Transaction Due Date, Course Section Start Date or Amount (credit to debit)	Displays a message to confirm whether to recalculate the transaction due date.
   Subsidiary	Term, Transaction Code, Transaction Date, Transaction Due Date or Amount (credit to debit)

   If you change the following parameters when an active transaction due date rule does not exist:

   Transaction Source	Parameters	Action by Anthology Student
   Ledger Card	Term, Payment Period, Transaction Code, Transaction Date, Transaction Due Date, Course Section Start Date or Amount (credit to debit)	Displays a message to confirm whether to remove the current transaction due date.
   Subsidiary	Term, Transaction Code, Transaction Date, Transaction Due Date or Amount (credit to debit)

3. If you need additional information, expand Detailed Information and the area that contains information about the transaction below. The title will depend on the type and name of the transaction.

4. If you want to save and: 

   • Continue making changes, select the Save button

   • Close, select the Save & Close button

Anthology Student: 

• Saves the changes to the transaction
• Also makes the changes to the Ledger Card or Subsidiary page for the student

If you change the amount of a charge, Anthology Student changes the type of transaction to a debit adjustment. If you did not select Debit Adjustment in the selection criteria, the adjusted transaction is no longer displayed in a list of charges.

If the amount field is edited and updated for a Direct loan, Anthology Student also updates the corresponding row in the Direct Loan Disbursements table with the change. Anthology Student finds the row in the table and calculates the new disbursement gross amount, net amount, and fees.

Anthology Student also updates the Direct loan disbursement file if the amount of a previously posted Direct loan disbursement for a student is adjusted.

Return a Check

1. Select the record for which you want to mark checks as returned.

2. Select the Returned Check button in the grid toolbar.

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

   Include in 1098-T This check box is not editable. It indicates whether you want to include subsidiary transactions in the student's 1098-T report. This check box is only visible when the 1098-T check box is selected at the time the payment is made. If the check box is not selected when the payment is made, this check box is not displayed. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

   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.

4. Select the Returned Check button.

Anthology Student:

• Marks the check as returned and voids the transaction

• Updates the Check Num/Ref Num column on the ledger card for the student to show the transaction as non-sufficient funds (NSF).

Void a Transaction

1. Select the record you want to void. The fund source for the award must be active.

2. Select the Void button in the grid toolbar.

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

   Include in 1098-T This check box is not editable. It indicates whether you want to include subsidiary transactions in the student's 1098-T report. This check box is only visible when the 1098-T check box is selected at the time the payment is made. If the check box is not selected when the payment is made, this check box is not displayed. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

   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.

4. Select the Void button.

Anthology Student voids the transaction and updates the Check Num/Ref Num column on the Ledger Card or Subsidiary pages for the student to show the transaction as void.

Delete a Transaction

1. Select the transaction record you want to delete.

2. Select the Delete button in the grid toolbar. A confirmation dialog is displayed.

3. Add a Note and select the Delete button.

Anthology Student deletes the transaction. If the transaction was a ledger card payment, Anthology Student also adds it to the Adjustments tab on the student ledger card.

Anthology Student also updates the Direct loan disbursement file if the deleted transaction on the ledger card is a previously posted Direct loan disbursement.