Select Statement Format:

• Format

  Select the appropriate report format from the drop-down list. This column is required and editable.

  • Standard Account Statement: this is the default report format that will organize the statements alphabetically by the student's last name, then by subsidiary code.

  • Account Statement with Schedule: this report will organize the statements alphabetically by the student's last name, then by subsidiary. The student's schedule for the selected billing period will display at the top.

  • Student Account Statement - Billing Period: this report will organize the statements alphabetically by the student's last name, then by billing period (descending order).

  • Student Account Statement - Year/Term: this report will organize the statements alphabetically by the student's last name, then by year/term (descending order) .

  • 2005_Statement: this report will open the 2005 Statement options and will organize the statements alphabetically by the student's last name, then by subsidiary code.

Statement Options:

• Period End Date

• Statement Date

• Order Statements By

  Choose to sort student statements by student name or ID number.

• Subsid Group

• Bill Remaining Balances

• Preliminary

• Payment Plan Month

• Address List

• Billing Period(s)

  This column appears only if you select Account Statement with Schedule, 2005 Statement, or any customized reports that are based on Account Statement with Schedule or the 2005 Statement from the Format drop-down list.

  To select billing periods, click the Select Billing Period icon. The Select Billing Period(s) window appears where you can choose one or more billing periods and view associated details including student course records.

  If multiple billing periods exist, click the link to view them in the Selected Billing Period(s) window.

  This column can also be populated by selecting the Include in AR Statements? checkbox for a specific billing period on the Billing Periods window.

2005 Statement Selection:

Filter Students:

• Query

  Select the appropriate query from the drop-down list. This column is required and editable.

• Available Students / Selected Students

  The Available Students section allows you to search for students using their ID number or name. When you search for a student and their student information appears, you can drag and drop the student from Available Students to Selected Students. When you Preview or Print statements, only statements for the students you've added to the Selected Student section will be produced.

  Only legal names are shown for the selected ID numbers. Users must have permission to view legal names in order to use this window.

   

Update Student Account Balances

·       Update Statement Balances

·       Update Period Balances

·       Update Only  

·       Publish to Students

1. Open the Student Account Statements window.

2. From the Format drop-down list, select the appropriate layout. If you want to customize the layout, click the Customize button.

3. Enter your selection criteria in the Statement Options section.

   	The defaults for the Statement Date and the Period End Date are set on the Subsidiary Control window.
   	The Billing Period(s) drop-down list appears only if you selected Account Statement with Schedule, 2005 Statement, or any customized reports that are based on Account Statement with Schedule or the 2005 Statement. To select billing periods, click the Select Billing Period icon. The Select Billing Period(s) window appears where you can choose one or more billing periods and view associated details including student course records.
   	When more than one billing period has been selected, to see the list of all selected billing periods, click the link in the Billing Period(s) column.

4. If you selected 2005 Statement, enter your selection criteria in the 2005 Statement Options section.

• To assign a priority by which the system searches for addresses, select it from the Address Priority drop-down list.

  To set up or modify an address priority, click the browse button next to the Address Priority drop-down list. The Maintain Address Priority window appears.

5. From the Filter Students section, use the Query drop-down list to select the InfoMaker query you want to use that will select the Subsidiary Master rows. If you want to customize the query, click the Customize button.

6. Click Preview to open the Print Preview window or Print to send the statements to the printer.

1.    Open the Student Account Statements window.

2.    From the Format drop-down list, select the appropriate layout. If you want to customize the layout, click the Customize button.

3.    Enter your selection criteria in the Statement Options section.

4.    From the Filter Students section, use the Query drop-down list to select the InfoMaker query you want to use that will select the Subsidiary Master rows. If you want to customize the query, click the Customize button.

a.    In the Available Students group box, enter the ID number or name of the student in the appropriate column.

b.    Press Enter. The student's information appears.

c.     Highlight the ID number.

d.    Drag and drop the selected ID number(s) to the Selected Students group box.

5.    Click Preview to open the Print Preview window or Print to send the statement(s) to the printer.

Following the same steps for printing or previewing all or individual statements, you can send a PDF to students by clicking the Publish to Students button. The Publish PDF Account Statements  popup window will appear and give you the option to type an alternative statement name displayed to students when accessing their statements. Publishing will post a PDF version of each selected student's account statement in their Financial Document Center where the student will be able to view, download and print. If you have setup the Account Statement Delivered notification event, selected students will be notified of their latest statement.

1.    Open the Student Account Statements window.

2.    From the Format drop-down list, select the appropriate layout. If you want to customize the layout, click the Customize button.

3.    Enter your selection criteria in the Statement Options section.

4.    From the Filter Students section, use the Query drop-down list to select the InfoMaker query you want to use that will select the Subsidiary Master rows. If you want to customize the query, click the Customize button.

5.    To update statement balances, select the Update Statement Balances checkbox.

6.    To update period balances, select the Update Period Balances checkbox.

7.    Click the Update Only button. The selected balances are updated.

1.         Open the Student Account Statements window.

2.    From the Format drop-down list, select the appropriate layout. If you want to customize the layout, click the Customize button.

3.    Enter your selection criteria in the Statement Options section.

4.    From the Filter Students section, use the Query drop-down list to select the InfoMaker query you want to use that will select the Subsidiary Master rows. If you want to customize the query, click the Customize button.

5.    Click Preview to open the Print Preview window or Print to send the statements to the printer.

You will want to setup notifications for the Student Account Statements if you want students to know when they can view their statements as PDFs on the JICS Campus Portal. If you set up and turn on these notifications, students will receive your message after you click the Publish to Students button.

1. Click the Setup Student Account Notifications link. The Set Up Notifications window appears.

2. By default, Student Statements is selected for the Select Notification Process drop-down.

3. From the Select Event within Process drop-down, select the event you would like to trigger the notification being sent. For example, you can select Account Statement Delivered to send a notification to the student when an account statement has been delivered to them when the Publish to Students button is clicked (Student Accounts window).

4. To turn the notification on, select the On radio button. Example

   

5. To view who the notification will get sent to, click on the Who Gets Notified tab.

6. To edit the message details, click on the What Message is Sent tab. For more information on the different notification customizations, see Set Up Notifications.

7. Click Save.

When statements are printed or updated, you can control if the transactions appearing on the statements will have their statuses updated. Also, you can determine if transactions with a posted ?? status will be changed to Year (Y) or to History (H).  If both Update Statement Balances and Update Period Balances is checked, transactions will be updated to History (H) and will be rolled into the student's beginning balance and no longer appear on future statements.

·       Y indicates that the checkbox is selected.

·       N indicates that the checkbox is cleared.

This is specified in the A/R Subsidiary Type information. Use the function Update A/R Subsidiary Type Control to specify this.

Statements will be sorted using any sorting defined in the customized report.

Only legal names will be shown on the Student Account Statements.

When you print A/R statements, student transactions for the selected subsidiaries in the selected subsidiary group will display on the statement.  If you have not defined subsidiaries in a group, no transaction details will display on the statements. You can selectively print statements if you have some people that do not receive statements on a regular basis.

This is specified in the A/R Subsidiary Type information. Use the function Update A/R Subsidiary Type Control to do this.

Statements can be generated from the Student Registration window and the Student Account Statements window.

If you plan for your organizations Registration Office to print statements immediately after a student registers or pre-registers for classes, this may help you determine how to customize your statements.

When the Registration Office prints statements at the time of registration, charges are generated; however, those transactions have a Suspended (S) or Unposted (U) status. Therefore, the Registration Office is always printing a Memo Statement or Preliminary Statement. Regular statements only show transactions with a C or Y status.

Yes, if the Period Begin Balance is not updated. Also, you can use the function Print A/R History Register that includes transactions with an H status.

The regular register includes all C and Y transactions. Updating the Period Begin Balance will move transactions to H status and will no longer print on the register.

Use the General Ledger Inquiry to get the balance as of a certain date (use the print option, rather than display). Then add the beginning balance to the transaction total.

Transactions for charges are generated with a status of S. S and U transactions cannot be included in on-demand statements. Edit and post the charges, then they will appear on these statements.

No, these can only be run from the Student Account Statements function.

After the transactions are created, the statement program prints the information about the subsidiary accounts. Several items will impact the appearance and function of the statements.

·       Payment Plans: The payment plan feature allows you to track the amount due at different points in the payment plan. You can base some functions, such as finance charges, on a payment plan balance due rather than the total balance due.

·       Third Party Payments: The third party feature allows you to assign part or all of a charge to a third party and then bill them directly. Although the individual is still responsible for payment, you can create a statement to be sent directly to the third party.

·       Unapplied Financial Aid: Unapplied financial aid can appear on the statements. It allows you to subtract the expected aid from the balance due. The student is not considered to be delinquent when they are simply waiting for disbursal of their financial aid award.

To set up a student statement notification that gets sent out to student accounts, click the Setup Student Account Notifications link. The Set Up Notifications window opens with the Student Statements notification process selected by default. For more information, see the section on how to setup student account notifications.

Publishing will post a PDF version of each selected student's account statement in their Financial Document Center on the JICS Campus Portal where the student will be able to view, download and print.