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About Billing from the Ledger
A student's ledger shows all credits and debits associated with a student. From this screen, you may also enter a charge for a student.
Enter a Charge
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Navigate to the student
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Click the Financial tab
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About charging a single student
You may wish to add a single charge to a specific student. Perhaps the student has a unique billing situation or you need to add a one-time charge such as a charge for failure to return equipment.
Prerequisites
Create transaction codes related to the charge. For example, a transaction code associated with a charge for failure to return equipment.
Required permissions
Module | Number | Description |
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Student Financials | 48 | Apply a charge to a single student |
Bill a charge
Go to the student’s profile.
Click Person Selected > A/R-Ledger Card.
Click Add Bill Batch; a new screen appears.
In Transaction Code: The accounting code to associate with the charge
Billing Amount: The numerical value of the charge; do not select the code associated with the charge. For example, a code to indicate the charge is for failure to return equipment. This code determines how the charge shows on the student’s bill and appears on your general ledger.In Billing Amount enter the monetary charge. Don’t enter a dollar sign or comma.
In Billing Semester: The select the term to apply the charge.
In Billing Description: An optional optionally enter a note about the charge. For example, failure to return safety glasses and lab coat.Batch Member: The group that the charge will become part of in the bill batch. Automatically filled in by system; user may optionally change
PET: Project Expense Tracking Number. Optional
Rule Code: Not required for single charge
Billing Site: The billing site associated with the charge. Optional
Award Year: Not required for single charge
Award Code: Not required for single charge
Award Disb Number: Not required for single chargeClick SaveCampus Cafe automatically fills the Batch Member with your username. This charge will be placed in this batch for posting. To place the charge in an alternative batch, enter the batch name. This is uncommon but you may decide to do this if you post different types of charges by batch.
Optionally enter a PET or Project Expense Tracking Number. This helps if the charge is associated with a specific project.
Rule Code isn’t required for single charge.
Optionally select the Billing Site associated with the charge. For example, if you have multiple campuses and you want to note the failure to return equipment charge stems from your Providence Campus.
Award Year, Award Code and Award Disb Number aren’t required for single charge.
Click Save.
The charge will appear in bill batch for posting.