Create a Student Billing Ledger Transaction

Billing transactions can be created in a Billing Batch or directly in the Student Billing Ledger. Unit4 Education Solutions recommends creating transactions in the billing batch because it provides you with the opportunity to proof and edit or delete data before being distributed to the student ledger. Once transactions reside on the student ledger, they can only be voided, not deleted.

To add a new transaction through the Student Billing Ledger:

Select Billing > Maintenance. The Student Billing Ledger window is displayed, with the initial Billing tab selected.
Right-click in the data grid to open a blank transaction entry form, or click the Add button. The data entry form for the Student Billing Ledger window displays, and the Student System ID, Name, Academic Alert, Business Holds, and Student ID fields are pre-filled.
Enter the following required information:

TransDoc - Select the appropriate TransDoc from the grid. If the Transaction Type, AR Type, Description, and Amount, fields were populated in the TransDoc Reference table, then these fields will be automatically populated when you tab out of the TransDoc field.
Term - Enter the term to which this transaction applies.
Date - If different from the default of the current date, enter the transaction date.
Transaction Type - If not automatically populated after selecting the TransDoc, select whether the transaction is a debit or credit.
Amount - If not automatically populated after selecting the TransDoc, enter the appropriate dollar amount for the transaction. If a zero value (field left blank or $0.00 is entered), a message displays asking whether you wish to proceed with the transaction. Click Yes to proceed with the zero value, or No to continue with the transaction. Non-zero amounts existing in a transaction will not be overwritten by the TransDoc default amount when selecting a TransDoc.

Supply the following information as your institution requires:

Extended Doc - Select an Extended Document, used as a grouping value to categorize a set of batch or ledger entries, from the list.
AR Type - If not automatically populated after selecting the TransDoc, select the AR Type from the list, if applicable. If the Save/Add option is selected, this value will be retained for the next transaction.
Reference # - The next sequential reference number is generated upon printing a receipt.
Description - The default value for this field is populated in the TransDoc Reference table, and is automatically populated in the Transaction Entry screen when the TransDoc is selected. This description displays on a student bill as the line item charged. You may modify the description if desired. If "Always Overwrite Transdoc Description" is checked in CAMS Billing Configuration, then the original description defined in TransDoc Ref table will display in student's bill. If this option is unchecked, then the description entered in the transaction detail entry screen will display on the student bill.
1098 Deductible - If not automatically populated after selecting the TransDoc, select Yes or No to indicate whether this transaction qualifies for the 1098 tax deduction.
Credit Card Information - Use the Credit Card Type, Credit Card Number, and Credit Card Exp Dt fields to track a credit card to be billed. These fields are informational only, and are not connected to an automated or online payment system.
All Clear - This field is can be used to mark the student as having no billing issues. If it is changed in one transaction it will change in all transactions. It is not transaction specific but student specific.
Payment Plan - Select the appropriate Payment Plan to which the payment should be applied, if applicable.

Use the Receipt button to print receipts immediately. This process will also place the next sequential number automatically in the Reference # field (if that field is left blank during creation of transaction).
Click Add to save the entry or Cancel to exit without saving