The Book Bag : Student Billing State-of-Mind

Student Billing State-of-Mind: Where's My Billing Item?

Jennifer Maroney — Mon, 27 Jul 2009 14:11:00 GMT

Here's the scenario: You have a list of charges or financial aid to enter. You're a pro at this process so you jump right in, but the Item/Description drop-down is blank or does not show the billing item. What do you do now? Well, there are many reasons why a billing item or fee may not be available including:

The billing item or fee is not valid for the transaction date. Only billing items set to be used during the transaction date are included in the drop-down list.
The billing item is marked as inactive.
The billing item type is different than the transaction type.

Ok, so now you know why the items can go missing, what do you? Follow these steps which take you through fixing the most common causes of missing items.

In Configuration, click Products and Billing Items.
Open the billing item that was not included in the drop-down list.
Verify the transaction date is within the Item can only be used from date range fields. If the date does not fall within the date range, create a new fee for the appropriate date range.
Verify the billing item's status is Active.
If adding a Fee Schedule and the fee was created as a manual fee, re-enter the fee in Configuration as an Automatic Item.

Talk to you soon!

Student Billing State-of-Mind: Is it Okay to Cancel Out of Posting?

Jennifer Maroney — Thu, 02 Jul 2009 17:20:00 GMT

Do you ever notice your workstation task manager shows The Financial Edge is not responding? Just because it shows not responding on your workstation doesn't mean that FE has stopped working. Many times the process is still running on the server. If you cancel the process at the wrong point it could result in data corruption and who wants that? Read more.

You can find other SB stuff on The Ledger blog by clicking the Student Billing tag. Talk to you soon!

Student Billing State-of-Mind: Movin' on Up

Jennifer Maroney — Wed, 17 Jun 2009 13:18:00 GMT

Your students have worked hard this year and deserve to move to the next grade or graduate. The process of promoting students varies based on whether or not Registrar’s Office is installed. If you use RO, students are promoted using the End of Year Processing Wizard in RO Administration. If you do not have RO installed, students are promoted though SB Administration. Here's how:

In Administration, select Promote students.
On the General tab, select a Billing status to use for returning students.
On the General tab, mark the Update graduating students box to update the records of students who will graduate. In the fields below, select a billing status, enrollment status, graduation date, date enrolled to date, and reason left for the graduating students. To update the Grade left field to the grade of the student before graduating, mark Update grade left.
Mark the checkboxes to Create an exception query, an output query, and a control report if desired.
On the Filters tab and select any appropriate filters to filter the records included in the processing.
Note: Bill codes selected must apply to the current date to be included.
Select the Attributes tab.

In the Action column, you can select to add, update, or delete attributes for students when you promote them.
In the Attribute Type column, select an attribute type.
In the Description column, enter or select a description for the attribute type. If you selected a table type attribute that uses short descriptions, you select the attribute description in the Short Description column.
In the Date column, enter the date you add the attribute or another date relevant to the attribute.
If the attribute is required, the checkbox is marked in the Required column.
In the Comments column, enter any additional information about the attribute.

On the Preview tab, verify that the students listed are correct and unmark the box for records that should not be included.
Click Preprocessing Report to review the changes in a report format before processing.
If the information is correct, click Process Now.
Note: If the Preprocessing Report is not correct, open the Promotion Schedule in Configuration and make sure it is set up correctly.
Click Close to close the Promote Students Complete form and the control report appears

Happy promoting. Talk to you soon!

Student Billing State-of-Mind: Top Questions for May '09

Jennifer Maroney — Tue, 09 Jun 2009 12:15:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the top questions you asked in May and April.

May

How to troubleshoot performance issues: BB8626
Why are there duplicates in the query results: BB61118
How to add new table entries: BB5313
How to void a posted payment: BB113811
How to reconcile to the General Ledger: BB3358
How to add and use an advance deposit: BB210506
How to copy Products and Billing Items: BB230265

April

Why are there duplicates in the query results: BB61118
How to troubleshoot performance issues: BB8626
How to reconcile to the General Ledger: BB3358
How to add and use an advance deposit: BB210506
How to unvoid or reverse a voided check: BB6275
How to void a posted payment: BB113811
How to add new table entries: BB5313

Talk to you soon!

Student Billing State-of-Mind: Top Questions for April '09

Jennifer Maroney — Wed, 06 May 2009 17:31:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the top questions you asked in April and March.

April

Why are there duplicates in the query results: BB61118
How to troubleshoot performance issues: BB8626
How to reconcile to the General Ledger: BB3358
How to add and use an advance deposit: BB210506
How to unvoid or reverse a voided check: BB6275
How to void a posted payment: BB113811
How to add new table entries: BB5313

March

How to troubleshoot performance issues: BB8626
Why are there duplicates in the query results: BB61118
How to add and use an advance deposit: BB210506
Bank Reconciliation shows out of balance to GL Cash Account or vice versa: BB61184
How to reconcile to the General Ledger: BB3358
How to add new table entries: BB5313
How to create an advance deposit from a payment: BB230156

Talk to you soon!

Student Billing State-of-Mind: Be Prepared for the End

Jennifer Maroney — Wed, 15 Apr 2009 10:12:00 GMT

OK, I am not talking about the end of the world for you glass half empty people out there; I'm talking about the end of the school year. Before you know it, April will be over and following closely behind will be the end of your billing year. This means time for advance deposits, promoting students, enrolling students, and running statements. Makes me tired just thinking about it . This may not be the way you would choose to spend a Saturday night, but it's a process that needs to be done.

To help you out and make the process as painless as possible, we've created some great resources. Check out the special edition of Student Billing Statement: Student Billing 7 End-of-Year Process for an outline of common tasks including billing preparation, reporting, records management, and statements. You can also take a look at the Student Billing section of The Financial Edge End-of-Year User Guide and the Student Billing End-of-Year FAQs. Let me know if there is anything we can add to help make the process even easier and our documentation better.

Have some words of wisdom for your fellow SBers? Share it by leaving a comment. Talk to you later!

Student Billing State-of-Mind: Top Questions for March '09

Jennifer Maroney — Thu, 09 Apr 2009 14:52:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the Student Billing questions you asked in March and February.

March

How to troubleshoot performance issues: BB8626
Why are there duplicates in the query results: BB61118
How to add and use an advance deposit: BB210506
Bank Reconciliation shows out of balance to GL Cash Account or vice versa: BB61184
How to reconcile to the General Ledger: BB3358
How to add new table entries: BB5313
How to create an advance deposit from a payment: BB230156

February

Why are there duplicates in the query results: BB61118
How to add and use an advance deposit: BB210506
How to reconcile to the General Ledger: BB3358
How to copy Products and Billing Items: BB230265
How to create an advance deposit from a payment: BB230156
How to void a posted payment: BB113811
What is Dashboard and how to configure it?: BB36482

Talk to you soon!

Student Billing State-of-Mind: Need to Add Billing Items?

Jennifer Maroney — Fri, 13 Mar 2009 15:10:00 GMT

Here is a quickie but goodie for new users and a reminder for you seasoned users. Throughout the school year new fees or charges are continually popping up. Whether it is for a field trip, class party, or new textbooks the process to create the billing item is the same. Here's how:

In Configuration or Records, select Products and Billing Items.
Select File, New, and select the appropriate billing item from the menu bar.
On the New [item type] screen, enter the item ID and description.
Select a Date option from the drop-down list, if applicable. The Date options vary depending on the item type selected.
Enter the remaining appropriate information. The available fields change depending on the billing item you are creating.
Save and close the record.

Now you are ready to add the billing item to records. You can either add them manually or add the transactions to a group.

Remember these blogs are for you. Is there a question you would like answered or a topic you would like to know more about? Let me know by leaving a comment. Talk to you soon!

Student Billing State-of-Mind: Top Questions for February '09

Jennifer Maroney — Fri, 06 Mar 2009 16:35:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the Student Billing questions you asked in February and January.

February

Why are there duplicates in the query results: BB61118
How to add and use an advance deposit: BB210506
How to reconcile to the General Ledger: BB3358
How to copy Products and Billing Items: BB230265
How to create an advance deposit from a payment: BB230156
How to void a posted payment: BB113811
What is Dashboard and how to configure it?: BB36482

January

How to troubleshoot performance issues: BB8626
Why are there duplicates in the query results: BB61118
How to reconcile to the General Ledger: BB3358
How to add and use an advance deposit: BB210506
How to reset the Supervisor password: BB103119
How to void a posted payment: BB113811
How to run the Student Billing Correct Balances utility: BB545895

Talk to you soon!

Student Billing State-of-Mind: Top Questions for January '09

Jennifer Maroney — Fri, 06 Feb 2009 12:51:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the Student Billing questions you asked in January and December.

January

How to troubleshoot performance issues: BB8626
Why are there duplicates in the query results: BB61118
How to reconcile to the General Ledger: BB3358
How to add and use an advance deposit: BB210506
How to reset the Supervisor password: BB103119
How to void a posted payment: BB113811
How to run the Student Billing Correct Balances utility: BB545895

December

How to reconcile to the General Ledger: BB3358
Why are there duplicates in the query results: BB61118
How to troubleshoot performance issues: BB8626
How to void a posted payment: BB113811
How to run the Student Billing Correct Balances utility: BB545895
Report runs slowly: BB105261
How to export from the Export module: BB143385

Talk to you soon!

Student Billing State-of-Mind: Invoices or Charges Missing When Entering Payments?

Jennifer Maroney — Fri, 23 Jan 2009 14:09:00 GMT

Let me set the stage. You've entered 665 payments and your last payment will not automatically apply. You've been reading Student Billing Statement , so you know how to manually apply it; however, the Student Billing Detail tab is blank. Now what? First off, dismiss any superstitions about the payment, most likely the payment owner is just not responsible for the charge. It's an easy fix, just follow these steps:

Open the Payment and select the Student Billing Detail tab.
Click Add/Edit Applications.
Click Select Additional Charges or Invoices.
Search for charge and click Open.
Mark the Apply? checkbox.
Click Save Applications and then Save and Close.

If the invoice or charge still does not appear in Select Additional Charges or Invoices, try running the SB Correct Balances utility.

Talk to you soon!

Student Billing State-of-Mind: Top Questions for December '08

Jennifer Maroney — Fri, 09 Jan 2009 13:52:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the Student Billing questions you asked in December and November.

December

How to reconcile to the General Ledger: BB3358
Why are there duplicates in the query results: BB61118
How to troubleshoot performance issues: BB8626
How to void a posted payment: BB113811
How to run the Student Billing Correct Balances utility: BB545895
Report runs slowly: BB105261
How to export from the Export module: BB143385

November

Why are there duplicates in the query results: BB61118
How to reconcile to the General Ledger: BB3358
How to void a posted payment: BB113811
How to add or configure an addressee/salutation: BB26317
How to run the Student Billing Correct Balances utility: BB545895
How to add and use an advance deposit: BB210506
No invoices, charges, or payments show as available to apply to a payment: BB111867

Talk to you soon!

Student Billing State-of-Mind: Top Questions for November '08

Jennifer Maroney — Mon, 08 Dec 2008 15:14:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the Student Billing questions you asked in November and October.

November

Why are there duplicates in the query results: BB61118
How to reconcile to the General Ledger: BB3358
How to void a posted payment: BB113811
How to add or configure an addressee/salutation: BB26317
How to run the Student Billing Correct Balances utility: BB545895
How to add and use an advance deposit: BB210506
No invoices, charges, or payments show as available to apply to a payment: BB111867

October

Why are there duplicates in the query results and how to remove them: BB61118
How to reconcile to the General Ledger: BB3358
How to void a posted payment: BB113811
Report runs slowly: BB105261
How to generate transactions automatically: BB203516
How to make a field required (or not required), hidden (or not hidden), or a lookup (or not a lookup): BB1548
How to add transactions to a group: BB203392

Talk to you soon!

Student Billing State-of-Mind: Top Questions for October '08

Jennifer Maroney — Wed, 05 Nov 2008 20:51:00 GMT

Each month we keep track of the top Student Billing questions you ask. Here are the Student Billing questions you asked in October and September.

October

Why are there duplicates in the query results and how to remove them: BB61118
How to reconcile to the General Ledger: BB3358
How to void a posted payment: BB113811
Report runs slowly: BB105261
How to make a field required (or not required), hidden (or not hidden), or a lookup (or not a lookup): BB1548
How to identify and merge duplicate students: BB198656
How to create or resize electronic signature files or logos: BB520532

September

Why are there duplicates in the query results and how to remove them: BB61118
How to reconcile to the General Ledger: BB3358
How to void a posted payment: BB113811
Report runs slowly: BB105261
How to generate transactions automatically: BB203516
How to make a field required (or not required), hidden (or not hidden), or a lookup (or not a lookup): BB1548
How to add transactions to a group: BB203392

Talk to you soon!

Student Billing State-of-Mind: Miss Your Balance Forward System?

Jennifer Maroney — Thu, 23 Oct 2008 11:02:00 GMT

If you converted from Student Billing 6 or another system, you may have been used to a balance forward configuration. For those of you that are not familiar, a balance forward system automatically applies payments and credits to the oldest charges first. Even though version 7 is inherently an open item system, you can set auto-application business rules to mimic a balance forward system. These rules can be set up manually or you can let SB select them for you.

To get a truly mimicked balance forward system, I recommend letting SB pick the options for you. Here we go:

In Configuration, click Business Rules.
Highlight Automatic Application.
Mark the Allow The Financial Edge to manage applications to maintain most current account balances checkbox.
Note: If your database includes AO or RO, the checkbox will be labeled Allow The Education Edge to manage applications to maintain most current account balances.

When you mark the checkbox, you'll notice all other automatic application options become inactive except the option Apply to owner's charges. This option allows the user to select how to apply the owner's and other's charges on the record.

Enjoy your balance forward system. Talk to you soon!