Student Billing State-of-Mind: Automatically Generate Transactions

We've been getting a lot of calls to support about generating transactions automatically so I thought this would be a good process to cover.  If your organization is preparing for the next school year, take a look at the end-of-year special edition of Student Billing Statement which outlines the process from billing preparation to record management to statements. 

 When generating transactions, you have five options:

• Automatic Billing Schedules and Scheduled Charges/Credits to create both billing schedules and generate charges and credits including advance deposits and financial aid.
• Automatic Billing Schedules Only to create only billing schedules. This will not generate TRP schedules.
• Scheduled Charges/Credits Only to generate charges/credits for existing schedules only including advance deposits, financial aid, and TRP.
• TRP Schedules and Charges to create TRP billing schedules and charges. This calculates TRP charges based on billing schedules that would be created using bill codes. To not include billing schedules that have not been created yet, select None in the Bill Codes row on the Filters tab.
• Determination Table and Reversal Schedule Transactions to create student invoices line items, credits, and adjustments based on settings from the determination table, data from student and course records, and entries in reversal schedules.

Ok, let's get started.

In Student Billing Processing, click Generate Transactions Automatically, and select the appropriate generate option. Depending on the generate option selected, you will have different fields to define on the General tab.  Select the records or groups of records to include on the Filters tab. The Transaction Defaults tab allows you to define the due date, post date, and post status of the transactions.

Now we're ready to preview the transactions by clicking Pre-Generation Report. I would strongly recommend you always create a backup of your database and preview the pre-generation report before generating transactions. This way you are prepared in case you find an error after creating the transactions. Once the transactions have been created, the only way to undo the generation process is to restore to a backup losing all data entered into FE and EE since the backup was created or manually delete all transactions created. Given these two choices, I would make a point to take a few extra minutes  to review the pre-generation report closely.

Once you've determined the information is correct, and you have a backup, click Generate Now. This process could take a few minutes depending on the number of transactions that need to be created. Once the process is complete, you will receive a confirmation message.

For step-by-step instructions, take a look at the Student Billing Administration section under Administration in the Administration Guide or Knowledgebase solution BB203516.

 Talk to you soon!