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.
Enter a name for the report, which appears as a sub-heading on the report.
· Query
When generating a batch of student charges, choose a query from the 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. |
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This customization reduces the number of records selected and processed, which can significantly reduce the Student Billing processing time. |
Select this checkbox if you are running charges for an individual. The ID Number column becomes available.
If you selected the Individual checkbox, enter or search for the person's ID number. The person's name appears.
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 |
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 this checkbox. To use refund percentages specified on the Charges/Refunds Definition window's Refunds tab, do not select this checkbox.
To override the refund percentage(s) specified on the Charges/Refunds Definition window's Refunds tab for all student refunds, enter the decimal multiplier of the original charge in this column.
By selecting the Override Refunds checkbox and entering an Override Refund Percentage, all fees that are refunded will use this percentage. |
To update or review the billing periods selected for the student billing run, click the Select Billing Periods icon or the link.
· Run in preliminary mode only!
To perform a preliminary billing run, select this checkbox. Only preliminary transactions will be created based on the preliminary billing settings on the Billing Periods window.
· Billing Reports by
To generate a report by student with billing periods listed per student, select this checkbox.
To generate a report by billing period with students listed per billing period, select this checkbox.
To generate a report by account with billing periods listed per account, select this checkbox.
To generate a report by billing period with accounts listed per billing period, select this checkbox.
To generate and immediately print the report after you click OK, select this radio button.
o Preview
To generate the report and display it in the Print Preview window after you click OK, select this radio button. This option is the default selection.
Prepare to Run the Student Billing Process
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.
Generate Individual Student Billing Charges
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. |
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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. |
Generate Student Billing Charges as a Batch Process
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 |
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 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. |
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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. |
Transfer Charges from Student(s) to a Third Party
When the student billing process is run, the process automatically transfers the liability for paying the designated charges to the third party. If you have not created a subsidiary account for the third party/parties, this process automatically creates one. |
1. Open the A/R Configuration window:
a. Select the Process Third Party as Subsidiary and the Auto Generate Third Party Charges checkboxes.
b. Save and close the window.
2. Open the Charges/Refunds Definition window, and enter or search for the Fee Code for which you want the liability for paying the charge to be transferred to a third party.
3. On the Charges tab:
a. Select the Apply To Third Party? checkbox.
b. Save and close the window.
4. Open the Student Billing window.
5. If you want to run charges for an individual, select the Individual checkbox and enter the ID Number of the student. If you want to run a batch process that will create charges for all pending individuals, clear the Individual checkbox.
6. Select the billing period(s) for which you want to generate charges. The process will look for charges that were incurred in the billing period(s) selected, and create transactions for those charges.
7. Enter other information as appropriate.
8. 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. |