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Billing Batches

The Billing Batch window contains several types of batches which hold transactions from various modules within CAMS. Transactions are entered into batches via automatic transfer, user initiated transfer, or direct user entry.

Transactions in a batch may be modified or deleted. All transactions can be proofed at once by printing the edit list. The advantage to filtering all transactions through batches is the ability to provide clean, concise bills to students.

Once transactions have been distributed to individual student ledgers, they can no longer be modified or deleted. In the ledger, adjustments must be made by voiding the original transaction, and then creating a new transaction if necessary.

The following batches are permanent system batches and are always present, even when all transactions have been distributed.

• Registration - Transactions are automatically generated upon saving an Official Registration or when authorizing charges from an Unofficial Registration.
• Pre-Registration- Transactions are automatically generated upon saving an Unofficial Registration.
• Cohort Registration -  Non-Traditional Registration (Registration >Non-Traditional >Registration).
• Application Fees  - Fees are automatically generated (if applicable) when a new student record is created through the Admissions module. Fees are defined in the Application Fees reference table.

User-created batches, such as the following, disappear when all transactions have been distributed.

• Batches created through processes such as late payment fees, refund generations, etc.
• Batches created when users transfer transactions from Housing, Parking, or Financial Aid.
• Batches created by users in the Billing Batch window.
• Batches created by users in the Cashier Entry window.

Transactions are moved to the student ledgers through a process called Distribution. An entire batch can be distributed, or only transactions for a particular student.

CAMS provides security for batches through User Administration. A user may be given rights to add, delete, modify, print, or distribute batches by applying the appropriate Menu Access in User Administration.

Note: For users that are a NOT Super Users, Distribute rights allows batch distribution for batches in Billing Batch created by anyone. Input and Delete rights will allow batches to be modified and deleted for those created by that user only.

Follow the links below to learn how to perform primary functions within the Billing Batch:

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