Working with Student Billing

Use the Student Billing window to generate preliminary or actual charges and refunds for one or more billing periods. Student billing charges can be generated for an individual or for all students as a batch process. If you have the proper permissions, the Schedule button appears, allowing you to set up the process to run automatically.

Running charges and refunds in preliminary mode is helpful when setting up new billing periods; you can ensure billing periods are set up correctly without making updates to the Fees table. You can also use preliminary charges and refunds, which can be printed on preliminary statements, to provide you and the student with an idea of what their charges will be prior to creating formal charges.

Columns

· Report Title

· Query

· Individual

· ID Number

· Transaction Date

· Override Refunds

· Override Refund Percentage

· Billing Period

· Run in preliminary mode only!

· Billing Reports by

o Individual/Billing Period

o Billing Period/Individual

o Account/Billing Period

o Billing Period/Account

· Print

o Immediate

o Preview

How To

The following information is required in order to automatically calculate student charges, refunds, and discounts:

1. Use the Billing Periods window to define the preliminary and actual time periods under which charges should be generated.

2. Use the Hours Definition window to define the information to use as a basis for accumulating hours for the charges and the amounts or rates to charge.

3. Use the Charges/Refunds Definition window to set up the following:

· Descriptions of charges

· General ledger accounts to use for charges

· Refunds made if courses are dropped

· Available discounts, including exemptions and waivers

4. If applicable, use the Student Billing Exemptions window to assign exemptions/waivers to students.

5. Use the Student Billing window to automatically generate preliminary or actual charges and refunds for one student or a group of students.

1. Verify billing periods, charges, refunds, and discount definitions and details are defined.

2. Open the Student Billing window.

3. In the Report Title column, enter a name for the report, which appears as a sub-heading on the report.

4. Select the Individual checkbox. The ID Number column becomes available.

5. In the ID Number column, enter or search for the student's ID number. The student's name appears.

To quickly search for a student, right-click and select Advanced Search. The Name Search window appears where you can search for students by first, last, or preferred name as well as email address and state.

6. In the Transaction Date column, update the date that is used to select the active billing periods to process for the run, if necessary. This column automatically displays today's date.

This date appears as the Charge Date on the report

7. To indicate that the Override Refund Percentage you specify will be used to override the percentages specified on the Charges/Refunds Definition window's Refunds tab, select the Override Refunds checkbox. To use refund percentages specified on the Charges/Refunds Definition window's Refunds tab, do not select this checkbox.

8. To override the refund percentages specified on the Charges/Refunds Definition window's Refunds tab, enter the decimal multiplier of the original charge in the Override Refund Percentage column.

	If you want 100% refunded, enter 1.00. If you want the refund to be for 80%, enter 0.80.
	By selecting the Override Refunds checkbox and entering an Override Refund Percentage, all fees that are refunded will use this percentage.

9. To update or review the billing periods selected for the student billing run, click the link in the Billing Period column or the Select Billing Periods icon next to it. The process will look for charges that were incurred in the billing period(s) selected, and create transactions for those charges.

Active billing periods that have the Allow AR Billing? option selected on the Billing Periods window are available for selection.

10. To perform a preliminary billing run, select the Run in preliminary mode only! checkbox. Only preliminary transactions will be created based on the preliminary billing settings on the Billing Periods window.

11. From the Billing Reports by group box, select which report layout(s) to generate.

A separate report is generated for each option selected. At least one selection is required. The selection appears as a heading on the report.

· Individual/Billing Period: Generates a report by student with billing periods listed per student.

· Billing Period/Individual: Generates a report by billing period with students listed per billing period.

· Account/Billing Period: Generates a report by account with billing periods listed per account.

· Billing Period/Account: Generates a report by billing period with accounts listed per billing period.

12. From the Print group box, select Preview to generate and open the report in the Print Preview window or Immediate to generate and send the report to the printer.

You can also print the report from the Print Preview window, which displays with the Preview option.

1. Verify billing periods, charges, refunds, and discount definitions and details are defined.

2. Open the Student Billing window.

3. In the Report Title column, enter a name for the report, which appears as a sub-heading on the report.

4. Choose a query from the Query drop-down list. If you have permissions, you can click the Customize button to customize the query. Original queries provided by Jenzabar include:

· Student Master Original: Selects and processes all Student Master records during the Student Billing run

· Student Course History Original: Selects and processes all Student Course History records during the Student Billing run

· Student Division Master Original: Selects and processes all Student Division Master records during the Student Billing run

	Jenzabar recommends you customize the chosen query to select a smaller subset of students. For example, when using the Student Master query, you can customize the query to process only current students rather than any student who has ever attended.
	This customization reduces the number of records selected and processed, which can significantly reduce the Student Billing processing time.

5. Do not select the Individual checkbox.

6. In the Transaction Date column, update the date that is used to select the active billing periods to process for the run, if necessary. This column automatically displays today's date.

This date appears as the Charge Date on the report

8. To override the refund percentages specified on the Charges/Refunds Definition window's Refunds tab for all student refunds, enter the decimal multiplier of the original charge in the Override Refund Percentage column.

	If you want 100% refunded, enter 1.00. If you want the refund to be for 80%, enter 0.80.
	By selecting the Override Refunds checkbox and entering an Override Refund Percentage, all fees that are refunded will use this percentage.