Billing Setup TransDocs

Particular lookup tables are instrumental in the successful flow of transactions through the Billing module and on to the General Ledger, as applicable. The TransDoc reference table is comprised of multiple values including some subordinate lookup tables. As part of the Billing setup process, you will want to work with the CAMS Manager in populating the appropriate Glossary and Reference tables necessary to complete the TransDoc reference table.

TransDocs serve as the pipelines that CAMS uses to automate the flow of monies through the application. These pipes provide various definitions that make accounting processes efficient (account numbers, posting options, etc.). TransDoc is a Reference table found in CAMS Manager >Lookup Table Options >Transaction Documents.

Note: A semaphore lock is created for the first user opening the TransDoc window; subsequent users opening this window will have read-only access. The first user must close the window before another user may open it with Read-Write access.

Select optional Filter Criteria then click Filter to display only those TransDocs that meet that criteria. Right-click in the grid to create a new TransDoc or double-click to modify an existing TransDoc.

• TransDoc - This field is used for the concise name of the transaction (ten characters maximum). This value displays in the TransDoc drop-down list of such windows as the Batch Entry form in the Billing Batch window and Add Ledger Transaction form in the Student Billing Ledger.
• Active - Only checked TransDocs display in the TransDoc selection fields.
• Report - A “Y” in this field will direct transactions to the Student Billing Ledger, while an “N” value will direct the transaction to the Non-Billing Ledger.
  • Student Billing Ledger - is the ledger to which you will direct all transactions that should appear on the student billing statement (i.e. Tuition, Financial Aid, etc.).
  • Student Non-Billing Ledger - is a special ledger that holds those transactions that are not to appear on a student’s billing statement. These are typically miscellaneous charges that while you may wish to keep off a ledger, it is still necessary to track the transaction. Such fees may include transcript fees, application fees, etc.
• Description - Use this field to define the transaction (maximum 40 characters). This description displays on the student’s billing statements. The description can be modified when creating a transaction.
• Account Number - Links the transaction to your GL program. This must be the same number your accounting program employs in processing this account.
• Opposing Account - Generates the opposing entry necessary for double-entry bookkeeping. As with the Account Number, it must correspond to your GL usage.

Note: In order to maintain proper auditing for General Ledger posting, the Account Number and Opposing Account fields CANNOT be modified for any TransDoc where transactions have been posted to the General Ledger for that TransDoc.

If using QuickBooks as your GL program, the CAMS Account Number and Opposing Account fields must be populated with the QuickBooks Account Name. QuickBooks account name and subaccount name must be separated by the delimiter specified for your version of QuickBooks (such as a colon).

If using SunPlus as your GL program, leaving either the Account Number or Opposing Account field blank will insert the StudentID in place of that blank field when posting. If both fields are left blank, transactions using that TransDoc will not post.

• Accounts Payable - Yes or No value. Yes indicates that the transaction is an Accounts Payable transaction and thus will post to Accounts Payable, whereas all transactions with a No flag will post to the General Ledger.
• Transaction Type - A value of Credit or Debit is placed in this field. This value serves as a default when a new transaction is created and can be changed at the time of creation.
• AR Type - Use this value to further group your transactions. Reports and queries can be generated using this value.

Note: If using QuickBooks as your GL program, the CAMS AR Type must be populated with the QuickBooks TRANSTYPE specified for your version of QuickBooks.

• Post In Detail - Yes/No value. If Yes, all transactions within a batch that possess the same TransDoc value will be posted to the GL in detail, meaning that all transactions will be listed. A value of No will send the transactions for each TransDoc in a batch to the GL in summary, meaning that the transactions in a batch are grouped by TransDoc and the total for the TransDoc is the amount that is posted to the GL. (Transaction detail is still retained in CAMS Enterprise and easily accessible even if the summary method is chosen).
• Default Amt - If the TransDoc always has a specific amount (for example, Parking Fees are always $10), this default can be entered here to ease data entry efforts in the transactions.
• Access Campus - Limits the available TransDoc by the user’s Access Campus in all TransDoc drop-down or combo box selections. It does not limit the data returned in any grid or report that uses TransDocs. To make the TransDoc available regardless of the user’s Access Campus, select the “All” drop-down option.
• 1098-T Tuition Deductible - Check this box to indicate whether the transaction is 1098-T deductible. Debit transactions on Billing Ledger will be added to the possible QTRE amount for the year on Box 1. Credit transactions on the ledger will be added to the amount of total payments received for the year on Box 1. Opposing transactions with the term set for the reporting year will reduce QTRE, if the term is marked for a previous year the transaction will report on Box 4.
• 1098-T Refund/Reimbursement - Check this box to indicate whether this transaction is a refund or reimbursement which will affect the total 1098-T deductible. The 1098-T Refund/Reimbursement checkbox will reduce TuitionCredits for Box 1 calculations if the term is set to the current year.
• 1098-T Scholarship/Grant - Check this box to indicate whether this transaction is a Scholarship or Grant. The 1098-T Grant/Scholarship checkbox will report ledger debits for previous terms in Box 6, otherwise any ledger credits in the current year will be added in Box 5. Credit transactions in the current year will be added to the amount of total payments received for Box 1.
• 1098-T Insurance Contract - This transaction will populate Box 10 on the 1098-T form and be subtract from Box 1.
• Include T2202A - Check this box to indicate whether this transaction is a tuition payment to be included in calculations for the Canadian tax form T2202A.
• Include T4A - Check this box to indicate whether this transaction is a scholarship to be included in calculations for the Canadian tax form T4A.

Note: The 1098 process checks ONLY these 1098-related fields to determine whether transactions will be included in 1098-T reporting. Only ONE box should be checked for any TransDoc.
          The Unit4 support team will not give tax advice on filling out the 1098-T form; please seek a professional tax expert to ensure accuracies in reporting.