Third-Party/Agency Invoice Approvals

You can use the Third-Party/Agency Invoice Approvals page to approve invoice batches for third parties that have been set up as active agencies associated with your institution. Invoice batches for approval are created when students with payment plans are linked to agencies. These agencies are gathered in the Third-Party/Agency invoice process for printing an invoice. This allows the invoice batch to be displayed in Post FA Disbursements for posting to the student ledgers.

Prerequisites

You must have:

• Common - Processes - View authorization

• Student Accounts – Processes – Third-Party Agency Invoices Approve authorization

Your institution must have configured:

• Agency page (Select the Configuration tile > expand Contact Manager > select Agencies.) The agency branch must have the Create Disbursement Batch option selected.

• Third-Party/Agency Invoices page (Select the Processes tile > expand Student Accounts > select Third Party/Agency Invoices.)

  To use the Lock button, your institution must have selected the Enforce Batch Integrity check box on the Third-Party/Agency Invoices page.

Access Method

Select the Processes tile > expand Student Accounts > select Third-Party/Agency Invoice Approvals.

Procedure to Approve Third-Party or Agency Invoices

1. Specify the Selection Criteria to filter the records.

   Campuses Specify the campus or campuses to post or edit attendance for dates that are on or before the Last Earn Date. This field is displayed only if you select Campus as the Campus Type. Disbursement Batch Created Date The date when the disbursement batch was created. From and To

   Fund Sources The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Third-Party Invoice Number The invoice number for the third party.

2. Select the Apply Filters button. Anthology Student populates the grid with records matching the filters.

Amount Approved The amount that has been approved. Batch Id The number assigned by Anthology Student to the batch. Created Date The date when the item was created.

Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Is Ok to Post Indicates whether or not you have approved to post. Review Status Indicates whether or not you have reviewed the details of the batch.

3. Select the batch record from the grid. Anthology Student populates the details with the current review status of the batch.

4. Select the Review Status Indicates whether or not you have reviewed the details of the batch. from the drop-down list to change the status of the batch.

5. Review, specify, or change the following values in the grid with disbursement records of the selected batch.

   Amount The amount in dollars. Approval Status Indicates the approval status of the disbursement. Approved Indicates whether or not the student is approved. 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. Disbursement Date The date when the disbursement batch was created.

   Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Reason Indicates that the selected student has been enrolled for financial aid disbursement. 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. Student Status Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled. Term Available terms with start and end dates for each term.

6. Take the appropriate action in the grid.

   Task	Action to Take
   Remove Disbursements	Select the row in the grid and select the Remove Disbursements button. Anthology Student removes the selected disbursement records.
   Remove All Unapproved	Select the Remove All Unapproved button. Anthology Student removes all the unapproved disbursement records.
   Approve All	Select the Approve All button. Anthology Student sets all disbursement records to approved status. Check the approval record count and total approved amount at the bottom of the grid.
   Unapprove All	Select the Unapprove All button. Anthology Student sets all disbursement records to unapproved status. Check the approval record count and total approved amount at the bottom of the grid.

7. Take the appropriate action.

   Task	Action to Take
   Save a batch	Select the Save Batch button. Anthology Student saves the batch records.
   Approve to post	Select the Approve to Post button. Anthology Student displays a confirmation dialog. Select Approve. Anthology Student creates a new batch of all the approved disbursement records and retains all the unapproved records in the existing batch.
   Delete a batch	Select the Delete Batch button. Anthology Student displays a confirmation dialog with details of the batch. Select Delete. Anthology Student deletes the batch records.
   Lock a batch	Select the Lock button. Anthology Student locks the batch records and disables the following buttons: ◦   Remove Disbursements ◦   Remove All Unapproved ◦   Delete Batch
   Cancel a batch	Select the Cancel button. Anthology Student cancels the changes made to the batch.