A/R Inquiry window | determine selection criteria and click OK
Use this window to review details on the transactions you selected from the AR Inquiry window.
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If your organization uses Balance Forward (set on the A/R Configuration window), the format of the A/R Inquiry Detail window columns varies based on the selection you make in the Type of A/R Inquiry column on the Subsidiary Control window. If your organization uses Open Items (set on the A/R Configuration window), the same A/R Inquiry Detail window format is used regardless of the option you select in the Type of A/R Inquiry column on the Subsidiary Control window. |
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Selection criteria from the A/R Inquiry window appear at the top of this window. |
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This filter option is available only if you selected an individual ID # on the A/R Inquiry window. |
To display results for a specific subsidiary group, select an option from this drop-down list.
To display results for a specific subsidiary code, select an option from this drop-down list.
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If a Subsidiary Code was selected on the A/R Inquiry window, that value is the default filter in the A/R Inquiry Detail window for the selected ID number. |
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Feedback is available only if you selected an individual ID # on the A/R Inquiry window. |
To add or review feedback (comments and attachments) regarding the selected student or account, click the Feedback icon.
To display transactions for a specific 1098-T academic year, select an option from this drop-down list.
To display transactions for a specific 1098-T academic term, select an option from this drop-down list.
To display transactions for a specific billing period, select an option from this drop-down list.
· Balances
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Selecting filter options above affects the balances. |
Displays the net balance of all transactions that are no longer in the system (usually $0 for new students).
Displays the beginning balance on the next statement run.
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This balance is derived from the History Begin Balance plus the History transactions. (History Begin Balance + H) |
Displays the ending balance from the last statement run.
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This balance is derived from the History Begin Balance plus the History and Year transactions. (History Begin Balance + H + Y) |
Displays the amount that has posted to the General Leger.
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This balance is derived from the History Begin Balance plus the History, Year, and Current transactions. (History Begin Balance + H + Y + C) |
Displays the total amount for which the student or account (or all subsidiaries) is accountable.
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This balance is derived from the History Begin Balance plus the History, Year, Current, and Unposted transactions. (History Begin Balance + H + Y + C + U) |
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Suspended (S) transactions are not included in any official balance column, but are included in the Balance column below the detail transactions. |
To display only actual transactions, do not select the checkbox.
To display both actual transactions and allocations, select the checkbox.
*This checkbox displays if at least one of these apply:
You are licensed for Open Items and have selected Open Items on the A/R Configuration window, or
You are licensed for Financial Aid Manager and Financial Aid Configuration is set to Allocate Financial Aid Disbursements to Charges and/or Fees and at least one subsidiary code on the Subsidiary Definition for A/R window is set to Allocate Financial Aid to eligible charges.
To display grid results at the item level, select this checkbox. In addition, the following options become available:
To display both the originating transaction/item and the associated/detail transactions, select this checkbox. This option shows which payments/credits have been applied to the original transaction/item.
These radio buttons apply at both the item level and detail level.
Open displays only unpaid transactions (open items).
Closed displays only paid transactions (closed items).
Both displays both unpaid and paid transactions (closed and open items).
**This checkbox displays only if you are licensed for Open Items and have selected Open Items on the A/R Configuration window.
Displays the date the transaction occurred.
Displays the ID number of the student or group associated with the transaction.
Displays the subsidiary code associated with the transaction.
Displays the description associated with the transaction.
To add or review feedback (comments and attachments) regarding the transaction, click the Feedback icon.
Displays additional information describing the transaction.
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This optional column is often used to describe the method of payment or deduction. |
Displays the transaction's status: Suspended, Unposted, Current/Posted, Year, or History.
Displays the amount of the debit.
Displays the amount of the credit.
Displays the running balance/total amount by taking the amount (debit or credit) and adding it to the next row.
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Sort by Date to see the running balance in order of occurrence. |
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This column does not appear if you selected the Display by Item? checkbox. |
Displays a receipting code designated for payment-on-account transactions.
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Your organization might use POA, 100, or PO1 to identify payment-on-account transactions. |
Displays the account code associated with the subsidiary code.
Displays the ID number of the third party responsible for paying charges incurred by the student or group.
Displays the period during which the transaction occurred.
Displays the 1098-T academic year associated with the transaction.
Displays the 1098-T academic term associated with the transaction.
Displays the two-character Fee Code associated with the transaction.
Displays the 1098-T eligibility status of the transaction.
Displays the total of all debits displayed in the grid.
Displays the total of all credits displayed in the grid.
Displays the balance for the selected student or account (or all subsidiaries).
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This balance is derived from the Total Debit Amount plus the Total Credit Amount plus the History Begin Balance. |
In the A/R Inquiry Detail window, select the appropriate option(s) from the Subsidiary Group Code, Subsidiary, 1098-T Academic Year, 1098-T Academic Term, and/or Billing Period drop down list(s) to filter results in the grid and the corresponding balances displayed on this window.
View Specific Transaction Details
In the A/R Inquiry Detail window, highlight the row and select Transaction Detail from the right-click or Options menu to open the Display G/L Transaction Details window.
View the Full List of Transactions in a Batch
In the A/R Inquiry Detail window, highlight the row and select Display Transactions Batch from the right-click or Options menu to open the View Transactions window.
In the A/R Inquiry Detail window, highlight the row and select Payment Plan from the right-click or Options menu to open the Payment Plan tab on the Subsidiaries window displays.
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The Show Allocations checkbox displays only if at least one of the following is true: · You are licensed for Open Items and have selected Open Items on the A/R Configuration window, or · You are licensed for Financial Aid Manager and Financial Aid Configuration is set to Allocate Financial Aid Disbursements to Charges and/or Fees and at least one subsidiary code on the Subsidiary Definition for A/R window is set to Allocate Financial Aid to eligible charges. |
In the A/R Inquiry Detail window,
· To display only actual transactions, do not select the checkbox.
· To display both actual transactions and allocations, select the checkbox.
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The Display by Item? checkbox displays only if are licensed for Open Items and you have selected Open Items on the A/R Configuration window. |
1. In the A/R
Inquiry Detail window, select the Display
by Item? checkbox.
The following options become available: Display
Detail? checkbox and three radio button options: Open,
Closed, or Both.
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The radio buttons apply at both the item level and detail level. |
2. To display both item-level and detail-level transactions, select the Display Detail? checkbox.
3. Select whether to display unpaid, paid, or both unpaid and paid transactions.
· To display unpaid items/transactions, select the Open radio button.
· To display paid items/transactions, select the Closed radio button.
· To display unpaid and paid items/transactions, select the Both radio button.
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The Module Manager or IT Department determines the types of files that can be attached and any file size limitations in General Ledger (General Configuration window). |
1. Click the Add Feedback 
icon or Review Feedback 
icon. The Review/Add
Comments and Attachments window appears.
2. To add a comment, enter it in the Comment box and click the Add button.
3. To edit a comment:
a. Hover
over the comment and click the Edit
icon. The Edit
Comment window appears.
b. Make your update and click the Update comment button. The Edit Comment window closes and the comment automatically appears on the Review/Add Comments and Attachments window.
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You can only edit comments you have added and before they have been read by other users. This helps maintain the overall conversa tion as comments are often made referring to a previous comment. |
4. To delete a comment,
hover over the comment and click the Delete
icon. The comment is deleted.
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You can only delete comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment. |
5. To e-mail the author of another comment:
a. Click
the E-mail 
icon. The Send Email window
appears.
b. In the From column, enter your e-mail address.
c. Use the remaining e-mail options to enter your message.
d. To
include an e-mail attachment, click the Attachment
button. The Select
File window appears. Locate the file, select it, and click
the Open button. The Select File window closes and the
file is attached.
e. To
remove an e-mail attachment, click the Remove
Attachment 
button.
The attachment is automatically removed.
f. Click the Send button. Your e-mail message is sent.
6. To add an attachment:
a. Click
the Select a file to attach
button. The Select
the File to Attach window appears.
b. Locate the file and select it.
c. Click the Open button. The Select the File to Attach window closes and the file is selected.
d. Click the Add button and the selected attachment appears on the Review/Add Comments and Attachments window.
7. To print the comments:
a. Click
the Print 
button. The Print Preview
window appears.
b. Select the appropriate printer and settings.
c. Click the Print button. The comments are printed.
d. To close the Print window, click the X icon.
8. To close the Review/Add Comments and Attachments
window, click the Close button
or X 
icon.
Export Data into an Excel File
Click the Export to Excel button.
· The Export to Microsoft Excel window appears showing a status bar as the Excel file is created.
· Once the export is complete, the exported file opens in Excel and the Export to Microsoft Excel window closes.
Display G/L Transaction Details window
