Student A/R Ledger
  • 07 Jan 2022
  • 4 Minutes to read
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Student A/R Ledger

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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 their posting status or the general ledger last posting date setting (Accounting > GL Control).

Access Student A/R Ledger

  1. Navigate to the student
  2. Click Financial
  3. Click Ledger Card

Actions

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. F = financial aid module; R = student refund. May not be changed.

Invoice: A system generated number distinct to the specific transaction. May not be changed. 

Transaction Code: A way to identify the type of 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 By: The organization 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. 
  • IN  (invoice) - typically represents a debit in the accounts receivable credit amount column and the general ledger account would always be the AR control account (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). 
  • PM (payment) - typically represents a credit in the accounts receivable credit amount column and the general ledger account would always be the AR control account (e.g. 11000). 
  • OA (other amount) - typically represents an optional debit or credit to another general ledger account 

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. 
  • 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. 

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.

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

  1. While on the student's A/R ledger screen click Add Bill Batch
  2. Choose a transaction code (this may be the same transaction code as the original payment or a different transaction code)
  3. Optionally enter a Billing Description (e.g. Payment reversed for insufficient funds)
  4. In the Billing Amount enter a negative amount (e.g. -100 for a $100 transaction)
  5. Click Save
  6. Post the Bill Batch




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