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Create Billing Transactions

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 a billing batch:

1. From the CAMS Enterprise Home page, click Billing >Batch, highlight the appropriate batch and click the Students tab.
2. Right-click in the data grid to open a blank transaction entry form.
3. Enter the following required information:

• Student ID - Click the search icon to open a student search form. Select the student for whom you are entering the transaction. A dialog box displays If the student has an academic alert or a business hold.
• TransDoc - Select the appropriate TransDoc from the grid. If the Transaction Type, AR Type, Description, Amount, and 1098 Deductible fields were populated in the TransDoc Reference table, then these fields will be automatically populated when you tab out of the TransDoc field. Non-zero amounts existing in a transaction will not be overwritten by the TransDoc default amount when selecting a TransDoc.
• Term - Enter the term to which this transaction applies. Note that if "Term Based" was not checked during the creation of the batch, term entry will not be an option. If transaction is be associated with a term, then a standard, term based batch should be used for such entries.
• 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 if the amount is a zero value. 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 default amount when selecting a TransDoc.

4. 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 upon is generated upon printing a receipt. If you choose not to print a receipt immediately, but wish to assign a reference number for this transaction, click the reference number icon next to the Reference # field. CAMS will automatically populate the field with the next sequential reference number. Once the transaction resides in the student's billing ledger, the reference number cannot be changed.
• Note:  If the Disable Manual Entry of Batch Receipt # check box has been checked in the Billing Configuration tab of the CAMS Manager module, the Reference number field will not accept manual entry nor will the reference number icon be visible on the window. The only way to generate a reference number is to click the Receipt button.
• 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 Ded - If not automatically populated after selecting the TransDoc, select Yes or No to indicate whether this transaction qualifies for the 1098 tax deduction.
• All Clear - This field 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.
• Credit Card Information – Use the Credit Card Type (Glossary: Credit Card Type) 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.
• Online Payment Response - When making a credit card or ACH payment, the response sent by the Online Payment Vendor is automatically recorded here.

5. Click the Receipt button to display a drop-down where you may select a report to print immediate receipts. This process will also place the next sequential number automatically in the Reference No. field (if that field is left blank during creation of transaction). Use the Summary button to print a student's term summary report.
6. The Payment button can be used to process credit card or ACH payments. This functionality works in conjunction with the Online Payment Provider that is set up in Portal Configuration. This button will be disabled if your institution does not use an Online Payment Provider or if the Online Payment Provider uses page redirection to process payments. The batch transaction must be a credit transaction in order to process payments. Click the Payment button to open the Payment Parameters detail window.
   • After clicking the Make Payment button, users will be presented with a pop-up message indicating the payment is approved or why the payment was not approved.
   • Clicking OK on the approved pop-up will present the user with the option to print a receipt.
7. Choose one of the following options:
   • Click Add to save the entry and return to the student batch transactions list
   • Click Save/Add to save this transaction and clear the fields so another transaction may be created for this student (if this option is selected, clicking Cancel once all entries are added for this student will not cancel your entries, but will return to the student batch transactions list with your entries saved)
   • Click Cancel to exit without saving

Note: Current Payment Providers that may be used in Billing Batch: PayPal Payflow Pro®, Higher One®, and Transaction Central®.

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