Billing Statement Design

About the Billing Statement Design

Campus Cafe provides institutions the ability to change the header and footer of the web billing statement and the printable billing statement.

The billing statement is formatted for windowed envelopes and may be set to fit to print location.  The billing statement also has semester separating lines, enlarged text and bolding to make the statement easy to read.

Change the Header or Footer

1. Navigate to Admin > Adjustable Text Maintenance

2. The following control the areas of the bill. The values support HTML/CSS and references to images.
   BILL_HEAD_NOT_PRINT is the header on the non-printable version of the billing statement
   BILL_FOOT_NOT_PRINT is the footer on the non-printable version of the billing statement
   BILLING_HEADER is the header on the printable version of the billing statement
   BILLING_FOOTER is the footer on the printable version of the billing statement
   Edit the value with the desired text HTML/CSS

3. Click Save

4. Refresh the cache by navigating to Admin > Refresh Data Cache

Customize Statement Content and Totals

Additional items that can be optionally shown in the billing statement are unposted payments and unposted charges. Section labels can be customized. Pending and verified aid can be toggled on or off in the billing statement.

Include unposted payments and charges

To include unposted payments in the billing statement, set Custom Controls (Admin Menu -> Custom Controls) Program ID BILLSTMT Sequence 1, Parameter 1 to Y.

To include unposted charges in the billing statement, set Custom Controls (Admin Menu -> Custom Controls) Program ID BILLSTMT Sequence 1, Parameter 2 to Y.

After making changes to any of these parameters, refresh the data cache to see the adjustments (Admin Menu -> Refresh Data Cache).

Expand or Collapse sections of the billing statement upon load

The billing statement now has expandable/collapsible sections. These can be set to expanded or collapsed upon statement loading. All settings are in Custom Controls (Admin Menu -> Custom Controls). After making changes to any of these parameters, refresh the data cache to see the adjustments (Admin Menu -> Refresh Data Cache).

-BILLSTMT Sequence 1, Parameter 3 sets semester totals to expanded upon page load

-BILLSTMT Sequence 1, Parameter 4 sets payplan details to expanded upon page load

-BILLSTMT Sequence 1, Parameter  5 sets sponsored billing details to expanded upon page load

-BILLSTMT Sequence 1, Parameter  6 sets financial aid details to expanded upon page load

Customize aid included in total

The financial aid total can be adjusted to include or exclude pending and verified aid from the total financial aid balance. All settings are in Custom Controls (Admin Menu -> Custom Controls). After making changes to any of these parameters, refresh the data cache to see the adjustments (Admin Menu -> Refresh Data Cache).

-BILLSTMT Sequence 1, Parameter 7 controls including pending aid in financial aid total

-BILLSTMT Sequence 1, Parameter 8 controls including verified aid in financial aid total

-BILLSTMT Sequence 3, Parameter 2 controls including a pending aid total line item at the bottom of the statement

Customize Labels on the Billing Statement

The labels for each section on the billing statement can be customized to the institution's preferred text. All settings are in Custom Controls (Admin Menu -> Custom Controls). After making changes to any of these parameters, refresh the data cache to see the adjustments (Admin Menu -> Refresh Data Cache).

-BILLSTMT Sequence 1, Parameter 9 controls the text on the billing statement payment button. If set to NA, Payment Box will be hidden from the billing statement for all users, regardless of permissions.

-BILLSTMT Sequence 2, Parameter 1 controls the label for the Balance Forward section

-BILLSTMT Sequence 2, Parameter 2 controls the label for the Semester totals section(s)

-BILLSTMT Sequence 2, Parameter 3 controls the label for the Transactions total section

-BILLSTMT Sequence 2, Parameter 4 controls the label for the Cash Balance section

-BILLSTMT Sequence 2, Parameter 5 controls the label for the Cash Balance less Aid section

-BILLSTMT Sequence 2, Parameter 6 controls the label for the Total Amount Due section

-BILLSTMT Sequence 2, Parameter 7 controls the label for the Sponsored Billing section

-BILLSTMT Sequence 2, Parameter 8 controls the label for the Unposted Payments section

-BILLSTMT Sequence 2, Parameter 9 controls the label for the Unposted Charges section

-BILLSTMT Sequence 2, Parameter 10 controls the label for the Financial Aid total section

-BILLSTMT Sequence 3, Parameter 3 controls the label for the Pending Aid total line section

Select by Date/Term Default Settings

By default, the system will set the “Select By Date/Term” dropdown to term (whatever the default academic term is defined; e.g. Semester/Quarter/Trimester, etc.). To set this to Date by default, set Custom Control BILLSTMT Sequence 3, Parameter 1 to N and refresh the data cache (Admin Menu → Refresh Data Cache). The default can always be changed; this will set the value when arriving at the Billing Statement.

Default End Term Filter Settings

By default, the system will set the Ending Term filter to the Billing Semester set in AR Control (Financials Menu → AR Control). This can be adjusted to dynamically filter to the selected student’s highest term with an enrollment, which may be a future term. To do so, set Custom Control (Admin Menu → Custom Control) BILLSTMT 3,4 to ENROLLEDSEM, and refresh the data cache (Admin Menu → Refresh Data Cache).

The End Term filter will automatically set to the maximum term for each student based on their active enrollments, however, if the student has no financial charges or credits for that term, it will not show in the billing statement.

This does not affect the functionality of BILLSTMT 3,1 - the system can still be set to view by date.

Payment Button Settings

The existing Adjustable Text parameters PAYMENT_ABOVE_AMOUNT_FIELD and PAYMENT_CONFIRMATION_TEXT that control the payment page values will also control the same values on the Billing Statement. After making changes to any of these parameters, refresh the data cache to see the adjustments (Admin Menu -> Refresh Data Cache).

-PAYMENT_ABOVE_AMOUNT_FIELD controls additional text to display above the payment button.

-PAYMENT_ABOVE_AMOUNT_FIELD_STMT is a new field that allows a different message to be displayed in the payment box on the billing statement, reflecting that the payment box is smaller and has less space for a message than the payment box on the “Make a Payment” page. If this field is blank, the system will default to the value PAYMENT_ABOVE_AMOUNT_FIELD.

-PAYMENT_CONFIRMATION_TEXT controls optional confirmation text to show the user before making a payment