Each subsidiary transaction, regardless of where it originated, goes through a series of status codes that identifies its stage. For example, some transactions show up on the statement while other transactions are not yet posted to the subsidiary accounts.
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Each subsidiary transaction actually has two status codes: the General Ledger status code and the subsidiary status code. These codes will be the same when the status is S, U, and C. After the transaction is posted (C), the status codes may diverge. The General Ledger status code is updated by General Ledger month end close. The subsidiary status code is updated by the statement program. |
Statements will only print transactions with status codes of C or Y. One exception to this rule is the statement that the Registrar can optionally print during registration. These statements include suspended and unposted transactions, which means the newly created registration charges (e.g., tuition and fees) will appear on the statement.
Available status codes are:
Suspended (S): A group of transactions can be suspended if it is incomplete or incorrect, for example, if the group has invalid account numbers, the group is out of balance, or necessary G/L security access is not available. Suspended transactions do not contribute to any of the balances on the Subsidiary Master row, but they do appear on the A/R Inquiry window.
Unposted (U): Unposted transactions are error-free transactions that have not yet been posted but have been accepted during data entry or created by other processes. Unposted transactions appear on inquiry windows but do not appear on statements.
Current (C): Current transactions are error-free transactions that have been posted. Transactions with a C status will appear on statements.
Year (Y): The year status is optional and is used in the special situation where an organization wants the statement to show transactions for the entire term. The Y status means the transaction has appeared on a previous statement, will appear on the next statement, and will not contribute to the calculation of the finance charge.
History (H): The history status means that the transaction has already appeared on the statement and will not appear on the statement again. You can see history transactions using the A/R Inquiry window.
At some point, every transaction has the status codes of U, C, and H. S and Y transactions are only used for special circumstances. You can change a transaction from a U status to a C status but you cannot change from a C to a U.
