About bill batch

When you bill students, the charges don’t immediately appear on the student’s ledgers or bills or your general ledger. Instead, they go to bill batch. From there you can review the individual charges, make adjustments if necessary, and choose which date to record the charges. Besides allowing you an opportunity to review the charges before you update your financials, this process allows separation of duties wherein one person collects initiates billing while another verifies the charges and posts them to your institution’s general ledger.

Charges can enter the bill batch through group billing, manual billing entries, financial aid or online class registration.

Prerequisites

• Configure transaction codes related to charges. For example, a transaction code associated with tuition charges.

• Create organizations if using sponsor billing.

Required permissions

Navigate bill batch

Find a batch by member (name)

Because charges are created through various processes, Campus Cafe creates batches to track them. Each batch is part of a member (name).

1. Go to Financials > Bill Batch.

2. In Filter on Member select a batch or select ALL to see all transactions for all batches.

3. Click Filter/Refresh Bill Batch Grid.

Find a batch by semester

Because charges are created through various processes, Campus Cafe creates batches to track them.

You can filter charges to just those associated with a specific semester regardless of how they were created, who created them or what batch they are in.

This could be helpful if a batch contains charges from multiple semesters and some charges need to be posted using one date and other charges a different date. For example, charges associated with your fall semester must be posted with a December 31 date for IRS reporting (e.g. 1098T), but the spring semester charges must be posted with a January date. By separating the charges you can then post them in two groups using the appropriate date for each.

1. Go to Financials > Bill Batch.

2. In or Semester select a batch or select ALL to see all transactions for all batches.

3. Click Filter/Refresh Bill Batch Grid.

Rename batch

You may wish to rename a batch to match your institution’s naming convention or record-keeping requirements. Don’t do this if you want to move the transactions in one batch to another existing batch. Instead, use Merge Member.

1. Go to Financials > Bill Batch.

2. In Rename Member enter the batch name you want to change.

3. In To Member enter the batch’s new name.

   Open

   

   In this example, we rename the batch KGILLIGAN to CBARRETT.

4. Click Rename Bill Batch.

Merge batches

You may wish to post transactions spread across multiple batches in one go. For example, you may have charges from group billing and manual charges you wish to consolidate and post as one batch.

The batch you’re merging into must exist as a batch. This process won’t create a new batch.

1. Go to Financials > Bill Batch.

2. In Merge Member enter the batch name you wish to consolidate into another batch.

3. In To Member enter the batch name that will receive the batch.

   Open

   

   In this example we merge the batch CBARRETT into the batch KTISIATAS.

4. Click Merge Bill Batch.

EFT batches

EFT (electronic funds transfer) batches are special batches created through the student refund process.

1. Go to Financials > Bill Batch.

2. Click EFT Batches to display a history of individual batches.

Sponsor billing

Sponsors are organizations or other entities billed for enrollments. The accounts receivables for sponsor billing is at the sponsor level and not the student, even though the billing transactions might be on behalf of an individual student. Sponsor billing should not be confused with third party billing. In the third-party billing scenario, the receivable is on the student and simply billed to a third party.

While Campus Cafe will automatically bill sponsors based on billing rules or course configurations, you can manually add charges on this screen.

1. Go to Financials > Bill Batch.

2. Click within the Sponsor to Add Lookup box to search for the sponsor.

3. Select the organization.

4. Click Add Sponsor Bill Batch.

5. In Transaction Code select the code associated with the charge. For example, a code to indicate the charge is for tuition.

6. In Billing Amount enter the monetary charge. Don’t enter a dollar sign or comma.

7. In Billing Semester select the term to apply the charge.

8. In Billing Description optionally enter a note about the charge.

9. Campus 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.

10. In ID# to Add enter the ID number of the student. Or click Lookup Person to search for the student and select them.

11. Click Save & Back.

View or edit a charge before posting

You may wish to review details of charges before posting them to your financials. Or perhaps you need to make an adjustment because the charge is wrong or missing information. You can edit both student charges and sponsor billing charges.

1. Go to Financials > Bill Batch.

2. In Filter on Member select a batch or choose ALL to see all transactions and click Filter/Refresh Bill Batch.

3. Click the pencil.

4. Details about the charge appear. Make adjustments and click Save & Back to return to the batch.

Print a bill batch before posting

You can export a PDF of a batch’s transactions prior to posting for your records.

1. Go to Financials > Bill Batch.

2. In Operation Member select the batch to export.

3. Click Print Bill Batch.

Post a bill batch

When you’re ready to apply the charges to student or organization ledgers and your general ledger, you must post the batch.

1. Go to Financials > Bill Batch.

2. In Operation Member select the batch to post.

3. Click Post Bill Batch. A new screen appears.

4. In User Assigned Batch Number optionally enter a number associated with this posting. If you don’t Campus Cafe assigns a number.

5. In Default Batch Semester select a semester to associate with charges not already associated with a billing semester. If a charge doesn’t have a semester associated with it and you don’t select a semester here, Campus Cafe uses the semester on AR Control. Put another way, Campus Cafe determines the semester by looking at the

   1. Individual charge record entry. If not found then…

   2. Semester selected during bill batch posting. If not found then…

   3. Billing semester on AR Control.

6. In Batch Posting Date select the date that the charges will be recorded on the student’s or organization’s ledger and in your general ledger. This date must be after your general ledger last post date. To see or set the date go to Accounting > GL Control.

7. Click Submit. Campus Cafe generates PDF with details of the transactions posted. You may wish to save this PDF for your records.

Delete a bill batch

Deleting a bill batch removes all the pending charges before they are posted to student ledgers or your general ledger. Deleting a bill batch isn’t the same as reversing a previously posted batch.

1. Go to Financials > Bill Batch.

2. In Operation Member select the batch to delete.

3. Click Delete Bill Batch.