Ledger Card

The Ledger Card page displays all the accounting information for the student, including charges and payments, refunds, account status, and so on. Within this page, you can:

• View ledger card transactions
• Post charges and payments
• View, post, or schedule refunds
• Print receipts, registration bills, and ledger card transactions
• View pending charges
• View pending checks if Anthology Student is integrated with Anthology Finance & HCM
• Adjust, delete, or void ledger card transactions
• Assign or update the Student Accounts advisor, student’s account status, and billing address

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.

Ledger card transactions that are not associated with a Program Version are listed when the "All Program Versions" option is selected on the student profile.

Prerequisites

To view the page, you must have:

• Common - Student - View authorization

• Student Accounts - Student Account Transaction - View authorization

Your institution must have enabled accounting for the specified campus.

Your institution must have set Allow Transaction Due Dates to Yes. (Select the Settings tile > expand System > select Campuses > select the name of an existing campus, or select the New button, specify the required information, and Save the campus > select the Student Accounts tile.)

Access Method

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

Tabs

Transactions

Displays all the charges, payments, and adjustments that have been posted to the ledger card by term if applicable to the program version. On this tab, you can post charges and payments to pay for the charges, view the balance column regardless of what column is being sorted by on the ledger card, and so on.

You can sort the transactions based on only one of the following list items except Check Num/Ref Num, Balance, and Academic Year Sequence (A/Y). You can view the balance only when you sort the transactions by transaction date. An arrow icon appears next to the column name in the column header to indicate that the transactions are sorted by that column. The default sort for the transactions is the Transaction Date.

You can also print receipts, registration bills, and ledger card transactions, and you can delete or void transactions and return checks from the More menu.

A/Y The Academic Year Sequence or Payment Period associated with the transaction. Added By The name or user ID of the person who added the person or item. Balance Total balance due after the payment was made. 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. Charges The charge or adjustment amount that has been posted. Check Num/Ref Num The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method. 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.

Payments The payments, refund, or stipend amount. Post Date Indicates the date on which the transaction is posted. This date is system-generated, so it cannot be modified. You can re-order subsidiary ledger entries by date sequence. 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 Date The date on which the transaction occurred. Trans 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. Tran Num The number of the transaction. Transaction The transaction name and code associated with the enrollment charges paid by the student.

Apply Credits

Displays the list of all transactions, only credit transactions, or only debit transactions.

Academic Year The academic year date range configured by your institution and associated with the record. Amount Applied The payment or credit amount applied to the charges. 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. Payment Period The payment period associated with the enrollment. Payment periods only apply to program versions configured with an academic year. Program Version The program version associated with the student or item.

Tran Amount The dollar amount associated with the record. Tran Date The date on which the transaction occurred. Tran Num The number of the transaction. Tran Type The transaction type. Transaction The transaction name and code associated with the enrollment charges paid by the student.

Refunds

Displays the refund source and refund information, and enables you to post or schedule refunds for the student.

Review the refund items and select Next.

Academic Year The academic year date range configured by your institution and associated with the record. Amount Received The dollar amount associated with the record. Amount Refunded The dollar amount associated with the record. Amount Scheduled The dollar amount associated with the record.

Award Year The financial aid award year associated with the record. Fund Source The source of the award. Fund sources are configured by your institution. Stipend Amount The Stipend amount is the net amount received for the stipend. It is the total amount received minus all refunds/stipends/voids. Validation exists to prevent the edited stipend amount from exceeding the net amount received. If the amount entered is greater than the net amount received, a warning message is displayed, and the stipend amount will revert to its original calculated value.

Specify the following details and select Post/Schedule.

Academic Year The academic year date range configured by your institution and associated with the record. Amount The dollar amount associated with the record. Apply Refund Enabled only if you select Post Directly to Ledger Card. You can apply the specified refund amount to various charges associated with the student. Bank Account The bank account associated with the transaction. 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. Date Sent The date when the requested item, information, or document is sent. Disbursement The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off. Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject.

Program Version The program version associated with the student or item. Reference A reference value associated with the record. Refund Name The name of the refund. Refund Option The refund options are Scheduled Refund or Post Directly to Ledger Card (No Check Required). 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. 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 Name The name or description for the transactions.

Adjustments

Displays the complete audit trail of all adjustments made to the transactions.

Adjustments Made to Ledger Card Transactions	Date Modified The date when the item was changed. On some pages, the date also includes the timestamp. Modified By The name or user ID of the person who changed the item.	Note Area that displays, or that you can use, to specify comments or additional information related to the record or subject. Tran Num The number of the transaction.
Adjustment Details	Changed From The value for the field in the Anthology Student database before it was changed. Changed To The value for the field in the Anthology Student database after it was changed.	Field Name of the field that was adjusted.

Additional Information

Displays the student's billing and account information. You can also update the billing, advisor, and account information as needed.

Billing Address	City The name of the city where the building, person, or organization is located. Country The country of residence. If you are specifying a country, the field defaults to the country for the campus. The country also determines the format of phone numbers. If you change the country, the phone numbers are automatically reformatted to the format for that country. First Name The first name of the student. staff member, or other person. Last Name The last name of the student, staff member, or other person. Phone Number Phone number associated with the record. The format depends on how your institution configured phone numbers (such as whether phone numbers use parentheses and hyphens).	State If within the United States, the name of the state. Street Address The street address. For student addresses, if an address exceeds 40 characters, the additional characters in the address line will not be extracted and sent to COD but will be truncated. For this property, the Advanced Search Operator list displays the Starts With option only. Title The title for the person associated with the record. Use Student Address Indicates whether the Student Profile’s address or the student’s Contact Manager billing address will be used as the billing address. ZIP Code/Postal Code The postal code for the address. If you are specifying an address, you must specify a value for City or State. If you specify a city, state, or both, the list contains the valid ZIP codes.
Advisor/Account Status	Advisor Name of the student advisor.	Account Status The account statuses that apply to the student.