Bill Upload From Spreadsheet
- Nate Parsell
- Chris Barrett
- Robert Lenk
About bill upload from spreadsheet
You can bill a group of students based on your billing rules through group billing or a group of students returned through the Student Finder. In cases where you want to assess a charge to a unique group of students, you may wish to upload a spreadsheet containing students and the charges. For example, perhaps you have a group of incoming freshmen participating in a leadership orientation before the start of the semester who pay an extra fee for the experience. Because participation isn’t tracked in Campus Cafe, you can use a spreadsheet.
Prerequisites
Create active transaction codes related to the charge(s). For example, a transaction code associated with a charge for participating in in a leadership orientation.
Student site(s) exist in STParm SBCONO .
Student billing site(s) exist in STParm HOCONO.
Required permissions
Module | Number | Description |
|---|---|---|
Student Financials | 995 | Upload charges using a spreadsheet |
Create spreadsheet
Use Microsoft Excel, Google Sheets or another spreadsheet software, create a a spreadsheet that must contain the following columns in order: ID or SSN, BILL_SEM, BILL_CODE, DESCRIPTION, AMOUNT, SPONSORED_ID, SITE, MEMBER. All rows must contain ID or SSN, BILL_CODE, and AMOUNT. Save the file in .xlsx or .xls format. A pre-filled template can be found here:
Column Heading | Details | Required? |
|---|---|---|
ID or SSN | Student’s Campus Cafe ID number or Social Security Number. However, if billing a sponsor, enter the sponsor's Campus Cafe ID number. | Required |
BILL_SEM | The semester code to apply the charge. If blank, Campus Cafe uses the semester set in AR Control. | Optional |
BILL_CODE | The transaction code associated with the charge. The transaction code must be active. | Required |
DESCRIPTION | Text to describe the charge. If left empty, Campus Cafe uses the transaction code description. | Optional |
AMOUNT | The monetary charge. For a payment or refund adjustment enter a negative number. | Required |
SPONSORED_ID | If the charge will be posted to the student's bill but noted that a sponsor will pay, enter sponsor’s Campus Cafe ID number. If the bill is to appear for the sponsor, enter the Campus Cafe student ID number here and the sponsor ID in the ID or SSN field. | Optional |
SITE | A site number that exists both as a student site and a student billing site. | Required |
MEMBER | The name of the bill batch the charges will transfer to for posting to student ledgers. You may use the same member for all transactions (rows) or different member names so you can process charges in multiple separate batches. | Required |
Upload spreadsheet
Once you’ve created your spreadsheet, upload it to Campus Cafe so the charges are transferred into bill batch.
Go to Financials > Bill Upload From Spreadsheet.
Click Browse and select your spreadsheet.
Click Submit.
The charges are transferred to bill batch for posting. You must post the batch for the charges to apply to student bills and your general ledger.
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