About the Student A/R Ledger
The student A/R ledger shows financial transactions associated with the student's account. Transactions may be read only depending on the source of the batch (Financial Aid) or the general ledger last posting date setting (Accounting > GL Control).
Access Student A/R Ledger
Navigate to the student
Click Financial
Click Ledger Card
Actions
Show A/R Only: This is the default status for this page. This will show all transactions related to the student that impact the students Accounts Receivable balance and appear on the Student Statement.
Show Non-A/R Only: Click here to show only transactions that do not hit the students accounts receivable. Example transactions would be an application fee or credit card usage fees. This Screen shows both sides of the transaction. If a payment is both an AR transaction and Non AR transaction in the case of a credit card payment on account with a convenience fee, the payment amount that appears on the NON-AR page will be the portion of the payment that is not applied to AR.
Go to Overall Billing Batch: Opens the global bill batch screen
Add Bill Batch: Add a new transaction for the student that will then appear in bill batch for posting
Go to Overall Cash Batch: Opens the global cash batch screen
Add to Cash Batch: Add a new payment transaction for the student that will then appear in cash batch for posting
Update Old Code: Use in conjunction with the Old Account Code and Date Acct Became Old box to indicate a delinquent account
Update Balance Forward Date: Use in conjunction with the Change Balance Forward Date to change the student's balance forward date
Go to Fin/Aid Page: Opens the student's financial aid transactions screen
Ledger Card
A list of transactions related to the student's account appears. Information shown includes the transaction date, A/R code, transaction source, description, amount and semester among other information. For accounting purposes, the system creates two entries in the database for each transaction, however, only one is visible to the user. If this transaction is edited, its partner transaction is automatically updated. Transactions in orange represent payments.
Transaction Date: The date associated with the transaction that appears on the student's billing statement
A/R Code: A code that identifies the accounts receivable transaction type. May not be changed. See below for detail.
Transaction Source: A code that indicates how the transaction was generated.
1 = Group Billing Charge
blank = manual billing transaction
F = financial aid module
R = Cash Receipt.
Invoice: A system generated number distinct to the specific transaction. May not be changed.
Transaction Code: This code is used to identify the type of transaction and also indicates the general ledger account associated with the transaction. See transaction code documentation.
Description: Text that details the transaction, by default the text that describes the transaction code
Amount: The amount of the specific transaction
Running Balance: The sum of all prior transactions and the current transaction
Semester: The academic period associated with the transaction
Sub-Sem: Not in use
Course: The specific course associated with the transaction (e.g. the course associated with the course fee)
Check Number/CC: A check number associated with the transaction. For institutions using the Campus Cafe accounting module to generate student refund (credit balance) checks the check number will automatically populate.
PET#: The project expense tracking number to associate the entry with a specific initiative
Sponsored: This field either contains the organization associated with the entry or in the case of a Sponsor, the student associated with the entry. For example, the organization that plans to pay the billing entry or the organization that made a payment. (On the A/R Detail page click Lookup Sponsor to locate a sponsor.)
Additional Description: Text that further details the transaction
Award Year: For financial aid transactions, the aid year
Award Code: For financial aid transactions, the code associated with the financial aid transaction. See create award codes.
Award Disb. Seq#: For financial aid transactions, a number to identify the specific disbursement
System Batch #: The number generated by the system when the transaction was posted through bill batch
A/R Codes
The A/R codes that appear on the student ledger and are automatically generated by the system and may not be edited.
Balance Forward
BF (balance forward) - the sum of all transactions prior to the Balance Forward Date specified at the top of the page
Billing codes
CH (charge) - typically represents a credit in the transaction amount column and the general ledger account would be a revenue account. These records do not appear on the ledger card.
IN (invoice) - typically represents a debit in the accounts receivable credit amount column and the general ledger account would always be the Accounts Receivable account specified in GL Funds (e.g. 11000).
Note entries could be the opposite if you were reversing a charge such as tuition. This is done by changing the sign on the transaction.
Payment codes
CR (credit) - typically represents a debit in the transaction amount column and the general ledger account would be the cash account (e.g. 10000). These are not visible on the Show A/R portion of the ledger card. The Show Non A/R will show this side of the transaction.
PM (payment) - typically represents a credit in the accounts receivable credit amount column and the general ledger account would always be the Accounts Receivable account specified in the GL Funds. (e.g. 11000).
OA (other amount) - typically represents an optional debit or credit to another general ledger account. These amounts will never appear on the A/R portion of the ledger card. They will appear under the Show Non-A/R section.
Miscellaneous cash codes
MI (miscellaneous) - typically represents a debit in the transaction amount column and the general ledger account would be a the cash account. This does not appear on the A/R portion of the ledger card.
OA (other amount) - typically represents a credit in the transaction amount column and the GL account would always be what is entered in the offset. This does not appear on the A/R portion of the ledger card.
Edit Transaction
Permission #1167 is required to access this function.
Date limitation
Transactions posted after July 1, 2021 may not have their dates changed to a date prior to July 1, 2021.
Transactions posted prior to July 1, 2021 may not have their dates changed to a date after July 1, 2021.
Next to the transaction to edit, click the pencil.
Once transactions are posted or the general ledger close date has passed, certain elements of transactions may not be edited or the transaction deleted. The close date is determined by the last posting date in GL Control.
Delete Transaction
Permission #1167 is required to access this function.
Deleting a transaction removes it entirely from the system. Be cautious when deleting transactions as they may have been previously reconciled or otherwise included on reports.
Next to the transaction to edit, click the X.
Once transactions are posted or the general ledger close date has passed, transactions may not be deleted.
Reverse Transaction
Rather than delete a transaction, there may be a need to reverse a previously posted transaction. This preserves the history of the transaction while offsetting the monetary amount. the For example, if a posted check is later returned for insufficient funds.
Reverse a Payment
While on the student's A/R ledger screen click Add Bill Batch
Choose a transaction code (this may be the same transaction code as the original payment or a different transaction code)
Optionally enter a Billing Description (e.g. Payment reversed for insufficient funds)
In the Billing Amount enter a negative amount (e.g. -100 for a $100 transaction)
Click Save
Post the Bill Batch
