Billing Ledger

Methods by which transactions reach the student ledger are 1) Distribution from batch to ledger, 2) Direct transaction entry to the Ledger Transaction Entry form; and 3) directly from Official Registration if Registration Status is set to Online in the Tuition and Refunds form. From there, they are gathered according to specified criteria and posted to the general ledger.

The Student Billing Ledger window is located at Billing >Maintenance and contains these five tabs:

Billing - This tab opens the Student Billing Ledger form and is the location where transactions are added, modified, or voided. All transaction appearing in this ledger will be included in Student Billing Statements. Within this form, you can Add Transactions, Modify Transactions, and Void Transactions. Click the Receipt button to print a receipt for the transaction.

User Defined fields are also located on the Billing tab. These fields can be utilized to capture additional data associated with billing that are not recorded elsewhere. The labels to these fields are renamed according to the institution’s needs within the CAMS Manager module. There are three fields for each of the following field types; Dropdown, Text, Date, Numeric, Currency, Check box, and Memo. The institution decides which of the available fields will display and which ones are required fields. See the online help for more details.
Non-Billing - The non-billing tab, or Student Cash Ledger, is used to record transactions that your institution does not necessarily wish to have appear on billing statements. Such a transaction may be transcript fees paid. While you will naturally want to account for the receipt, you may not necessarily want it to appear on the student's statement. Click the Receipt button to print a receipt for the transaction.
Address - Displays the student’s billing address. Responsible Party, such as parent, employer, etc. is set here. This is the party responsible for the bill’s payment. This name also prints above the student’s name when Billing address is chosen on reports. Billing Category can define the billing status of the student. Current, Delinquent, Collection, Third Party are some typical options. Changing the Billing Category in an active, inactive, or newly created Billing Address Type will set the category in all existing Billing Addresses. When creating a new Billing Address Type, Billing Category will automatically populate with the selection already set in existing Billing Address Type(s).
Status - This is a view only form. Use the Student Status window if you need to make changes. This form is a quick reference to the student's status information by term. Use it to verify correct Cost Type, Refund Type, etc. when validating or troubleshooting tuition transactions.
More - Access the More tab to print a billing statement, billing ledger, or term summary report for the active student.