Student accounting

Use this page to view the summary and list of transactions for Unposted Transactions, Pending Checks, and Pending Deposits.

Access Method

Click Student accounting > Workspaces > Student accounting > Summary

Summary

The Summary page provides the information of following transactions in tile format:

• Posted Transactions

  Select the Posted Transactions tile to view and filter the posted transactions.

• Subsidiary Transactions

  Select the Subsidiary Transactions tile to view and filter the subsidiary transactions.

• Miscellaneous Transactions

  Select the Miscellaneous Transactions tile to view and filter the miscellaneous transactions.

• Students

  Use the Students form to view the demographic and transaction details about a student.

  The following table provides descriptions of controls on this page.

  Actions

  Action button	Description
  Edit	Enables editing the student record.
  Image	Opens the Person Image form to add or remove an image file for the student record.
  Hire new worker	Opens the Hire new worker form to create a worker record from the student record. For more information, see Create a Worker Record for a Student.
  Student awards	Opens the Student awards page to view awards information associated with the student. For more information, see Student Awards Page.
  Worker position assignments	Opens the Position assignments form to manage positions assigned to the student.
  Transactions	Opens the transactions page for the student. For more information, see Student Transactions Page
  Revenue ledger transactions	Opens the Revenue ledger page for the student. For more information, see Revenue Ledger Page.

  Customer actions

  Action button	Description
  Transactions	Opens the Customer transactions form to view all transactions with the customer account that is linked to the selected student. For details on the Customer transactions form, see Microsoft Documentation.
  Balance	Opens the Customer balance form to view the summary and detailed information about the balance of the customer that is linked to the selected student.
  Pending deposits	Opens the Pending deposits page to view payment transactions that have not been deposited and to print deposit slip for the selected transactions. For more information, see Pending Deposits Page
  Sending deposits to Student history	View information about the deposit slips associated with the selected student records and are sent to Anthology Student. For more information, see Sending Deposits to Student History Page.
  Pending checks	To view the student transactions of type stipend, refund, and subsidiary refund with the payment type as checks that are awaiting printing Create group checks Generate payments Post checks Cancel checks Void transactions.

  General

  Field	Description
  Student ID	The student identifier number that is unique to the selected student.
  Student Identifier	Student identifier from an external student information system.
  Name	Full name of the student. Note: This field is displayed only in the Students List page.
  School status	The student’s status in school.
  Student account status	The account status that applies to the student.

• Fund sources

  Use this page to create and maintain information about Financial Aid Fund Sources.

  Actions

  Action button	Description
  Fund source	Create a new Fund source. Note: A user can create an Fund source even if there is no Fund source financial dimension set up in the system.
  Edit	Modify the Fund source details.
  Transactions	Opens the Student transactions page and displays the transactions that are filtered by the selected fund source. For more information, see Student Transactions Page Note: This menu option is disabled for a Federal Work Study (FWS) type of fund source.
  Student Awards	View the Student awards for the selected  Fund source. This menu is enabled only for a FWS type of Fund source.

  General

  Field	Description
  Fund source	The Fund source code.
  Description	Description of the Fund source code. The description is often a short explanation for the code.
  Fund source type	The Fund source type.

Transactions

The transactions page displays:

• Unposted transactions

  Use the Unposted transaction page to:

  • Create and Post Ledger journals batch creating and posting

  • View the unposted transactions added from the workspace, where you can create and post these transactions.

  Access Method

  • Click Student accounting > Workspaces > Student accounting > Transactions > Unposted Transactions

  Navigating the Form

  The following table provides the description of the controls of this page.

  Fields

  Field	Description
  Student ID	Unique identifier of the student in Anthology Finance & HCM.
  Student	Full name of the student.
  Date	Date of the current transaction. Note: After the check is generated, this field reflects the check printed date.
  Amount	The transaction amount in the accounting currency.
  Description	Description of the current transaction. Note: When integrated with Anthology Student, it is the description of the transaction received from Anthology Student.

  Using the 'Ledger Journals Batch Creating and Posting' Batch Job

  All student transactions that are sent from Anthology Student excluding revenue transactions are posted automatically and corresponding journal entries are created and posted after the Ledger journals batch creating and posting batch job is run.

  When the Enable pending deposits flag is set to Yes in the Student accounting parameters page, the Ledger journals batch creating and posting batch job does not post the deposit transactions, instead the deposit transactions are added to the Pending deposits page for further processing.

  Note: The Ledger journals batch creating and posting batch job should be run manually once during the initial system setup.

  Steps to Run the 'Ledger journals batch creating and posting' Batch Job

  1. Click Student accounting > Periodic tasks > Ledger journals batch creating and posting.

  2. In the Ledger journals batch creating and posting form, expand the Run in the background FastTab.

  3. Set the Batch processing option to Yes.

  4. Click the Recurrence link to configure the batch job to recur on a specific schedule.

  5. Click OK to add the batch job to the running queue.

  If you need to update the recurrence schedule of the batch job that posts student transactions, perform the following steps:

  1. Click System administration > Inquiries > Batch jobs.

  2. Click Edit.

  3. Select the Ledger journals batch creating and posting batch job.

  4. In the Batch Job menu, click Recurrence to update the batch job running schedule.

• Pending checks

  Use the Pending checks form to:

  • View student transactions of type stipend, refund, and subsidiary refund with the payment type as checks that are awaiting printing
  • Generate payments: Users can generate payment and print the checks.

  Access Method

  • Click Student accounting > Workspaces > Student accounting > Transactions > Pending checks

  Navigating the Form

  The following table provides the description of the controls of this page.

  Fields

  Field	Description
  Student ID	Unique identifier of the student in Anthology Finance & HCM.
  Student	Full name of the student.
  Date	Date of the current transaction. Note: After the check is generated, this field reflects the check printed date.
  Check group	Identifier for the check group.
  Description	Description of the current transaction. Note: When integrated with Anthology Student, it is the description of the transaction received from Anthology Student.
  Amount	The transaction amount in the accounting currency.

• Pending deposits

  Use this form:

  • To view deposit transactions (student payment transactions that have not been deposited),

  • Generate deposit slips.

  Deposit transactions have:

  • Student payment type as Cash or Check, and

  • Transaction type as Payments, Disbursements, Miscellaneous Receipts, or Subsidiary Payments.

  Access Method

  • Click Student accounting > Workspaces > Student accounting > Transactions > Pending deposits

  Navigating the Form

  The following table provides the description of the controls of this page.

  Fields

  Field	Description
  Student	The name of the student who made the payment.
  Student ID	Unique identifier of the student in Anthology Finance & HCM.
  Description	Description of the current transaction.
  Bank account	The bank account where the funds are deposited.
  Date	The date of the current transaction.
  Amount in transaction currency	The deposit amount in the currency of the bank account.
  Transaction Id in Student	The Id of the linked transaction in Anthology Student.

  Actions

  Button	Description
  Deposit slip	Performs the following actions for the selected transaction(s): Posts the transaction(s) and updates the following fields for the posted deposit transaction(s) in the Student transactions form: The Offset account is updated with the main account from bank. The Posted flag is marked asYes. Prints deposit slip. Removes the transaction(s) from the Pending deposit form.

Access Method

Click Student accounting > Workspaces > Student accounting > Links

Use this page to navigate to Fund Source page to configure the ledger posting such as the default general ledger accounts for Disbursement, Stipend, and Refund transactions for a Financial Aid Fund source.