Accounting Method When you select one of these options, it impacts all users. If your organization recognizes the income for your services when billed rather than when the cash is received, select Accrual. If your organization recognizes the income for your services when the cash is actually received, rather than when they are billed, select Cash Based.
Balance Forward or Open Items When you select one of these options, it impacts all users. To transfer account balances from one term to the next term thereby keeping a running balance, select Balance Forward. To create and apply payments and other credits to specific charges rather than a running balance on the student's account, select Open Items.
Third Party Options To process each third party as a subsidiary account, select the Process Third Party as Subsidiary checkbox.   To automatically transfer charges to a designated third party subsidiary account, select the Auto Generate Third Party Charges checkbox. To manually transfer charges to a designated third party subsidiary account, do not select the Auto Generate Third Party Charges checkbox. Use the Apply to Third Party checkbox on the Charges Definition/Detail Entry window.   If the Process Third Party as Subsidiary checkbox is selected and the Auto Generate Third Party Charges checkbox is not selected, the Transfer Third Party Subsidiary window must be used to transfer student charges to the third party subsidiary account. This ensures the liability for paying the charges falls to the appropriate third party.   If a Third Party is not processed as a subsidiary, the liability of the charges remains on the student even though the third party is responsible for paying. Third Party ID's must be set up with a subsidiary code like students and the student's charges are transferred directly to the third party.
Receipt Options These options control how receipt payments are automatically distributed from the Receipt Entry Detail window; however, these can be changed at the individual receipt level. If your organization is using the cash-based method of accounting, see Methods of Distributing Receipts Among Open Items to indicate how you most often want to have receipts distributed to an account.
	·       Print Receipts Select from the following options to determine how receipts are typically printed from the Receipt Entry Detail window. Print options can be updated at the individual receipt level. Print Receipts (Y) Prints a receipt when the receipt is saved. Don't Print Receipts (N) Does not print the receipt when the receipt is saved. This can be updated on the Receipting window. Print Receipts, No change (Z) Ensures a receipt is always printed. This cannot be updated on the Receipting window. Don't Print Receipts, No change (O) Ensures that a receipt is never printed. This cannot be updated on the Receipting window. ·       Select Printer? To allow each user to select the printer they want to print receipts to from the Forms Control window, select the Select Printer? checkbox. To automatically print receipts to the default printer, do not select the Select Printer? checkbox. ·       Priority or Proportional Distribution* To distribute a transaction on the Receipt Entry Detail window according to priority (P), select the Priority Distribution option. To distribute a transaction on the Receipt Entry Detail window evenly (E), select the Proportional Distribution option.
Online Configuration Items
	·       Processor From the drop-down options, select the credit card processor to be used for online payments. ·       Online Payment Receipt Group From the drop-down options, select the printer to be used. This determines the next receipt group number to be used for the online payment(s). ·       Display Preliminary Financial Aid Online? To allow preliminary financial aid information to be displayed in CRM Student, select this checkbox. TIP: You must have a license for JICS in order to have access to and use this functionality. ·       Display Preliminary Charges Online? To allow preliminary charges to be displayed in CRM Student, select this checkbox.  TIP: You must have a license for CRM Student in order to have access to and use this functionality. ·       Display Unposted Items Online? To allow unposted and suspended transactions to be displayed to students in the My Financial Account portlet in JICS, select this checkbox. When checked, any suspended @C and @F transactions are not included.  You must have a license for CRM Student in order to have access to and use this functionality. ·       Legacy Course and Fee Statement These settings are used with legacy student financial statements for the JICS Campus Portal features My Account Info. & Course and Fee Statement. If students are using the new Financial Document Center these checkboxes are not required and should remain unchecked. Statements will be created in the Student Account Statements window.   If the Bill Remaining Balance checkbox is selected, the students entire balance is due for the payment plan on the statement. If the Bill Remaining Balance checkbox is not selected, the next amount due as part of the payment plan will be shown on the statement. If the Use Period End Month for Payment Plan Month checkbox is selected, the month from the period end date on the Subsidiary Control is used to determine what payment plan transactions and balances are displayed on the Course and Fee Statement generated in CRM Student. If the Use Period End Month for Payment Plan Month checkbox is not selected, a month must be entered in the Payment Plan Month column.
Course and Registration Refunds Based On This option determines if refunds are generated based on the Transaction Status or on the Billing Status. To base refunds on the transaction status, select the Transaction Status option. Students who drop a course after the census date do not receive a refund. To base refunds on the billing status, select the Billing Status option. Students who drop a course after the census date receive a refund.
Open Item Options*
	·       Reallocate Credits To retrieve and automatically apply credits to any debit Open Items created in the batch being processed, select the Reallocate Credits checkbox. Credits applied to debit Open Items are based on charge priority. This process is not run on Financial Aid batches (Source Code = FA or @F). ·       Allocate Financial Aid If this checkbox is selected, the Financial Aid Disbursements and Adjustments process also applies the financial aid to existing charges automatically. Financial Aid is distributed in the following order: ID Number, Debit Financial Aid, Credit Financial Aid, Fund Priority, Financial Aid Priority, POE ID. Each fund in Financial Aid associated with an Open Items subsidiary must include a charge fee priority list as Financial Aid priorities may differ from normal payments. It may exclude charges that would otherwise be distributed. ·       Allow A/R Credit Invoices to be created on Debit Balances? To generate invoices in Accounts Payable for students with a debit (positive) subsidiary balance, select the Allow A/R Credit Invoices to be created on Debit Balances? checkbox. Normally, Accounts Receivable processes require a credit (negative) balance to create invoices in Accounts Payable.
Enhanced Student Billing Option
	Create separate billing batches per billing period? This checkbox determines how multiple billing periods are processed simultaneously during the student billing process. To generate a batch for each billing period in a billing run, select this checkbox. If there is more than one billing period, multiple batches will be created. To combine all the transactions into a single batch in a billing run, deselect this checkbox. Include drop date when calculating %DAYS/*DAYS refunds? This checkbox determines whether the course drop date is included when the system calculates the %DAYS or *DAYS for refunds. Subtract Academic Days-Off when calculating %DAYS/*DAYS refund? When this checkbox is selected, the system subtracts the academic days-off items assigned to the billing period when determining the percent of time/number of days in the class.
Legacy Payment Plans   The new Student Self-Service Payment Plans feature will only be available if you have the Student Finances license. This setting allows you to decide which payment plans process you will use to assign plans to students. On When legacy payment plans are turned On, you will be able to continue use the legacy payment plans and the new Student Self-Service Payment Plans. Schools that have used legacy payments should leave this feature ON until all payment plan balances are zero and students have completed all legacy payment plans. Off By selecting Off, you are deciding to stop using the legacy payment plan features. All legacy payment plan processes, windows, options, reports, and references will be disabled. If you have any plans that still have a balance, do NOT turn the legacy payment plans off. Schools that have never used the legacy payment plans should turn this feature OFF to hide legacy options and windows. In order to use the new Student Self-Service Payment Plans, your school must use the JICS Campus Portal and have the Payment Plan feature available to students. By default this setting will be turned On.

*These options are only available if you are using Open Items.

 

1.    Access the A/R Configuration window.

2.    From the Accounting Method options, select Accrual.

3.    From the Balance Forward or Open Items options, select Balance Forward.

4.    From the Third Party Options, configure how third parties are to be handled:

a.    To process third parties as subsidiaries, select the Process Third Party as Subsidiary checkbox.

b.    To automatically transfer charges to a designated third party subsidiary account, select the Auto Generate Third Party Charges checkbox. Use the Apply to Third Party checkbox on the Charges tab of the Charges/Refunds Definition window.

To manually transfer charges, use the Transfer Third Party Subsidiary window.

5.    From Receipt Options, configure how receipts are automatically handled:

a.    From the Print Receipts drop-down options, select how receipts are typically printed from the Receipt Entry Detail window.

Print options can be updated at the individual receipt level.

b.    To allow each user to select the printer they want to print receipts to from the Forms Control window, select the Select Printer? checkbox. If the checkbox is not selected, receipts are automatically printed from the default printer.

6.    From Online Configuration Items, configure what information CRM Student displays and how online payments are handled:

These settings only apply for users with CRM Student.

a.    From the Processor drop-down options, select the credit card processor to be used for online payments.

b.    From the Online Payment Receipt Group drop-down options, select the printer to be used. This determines the next receipt group number to be used for the online payment(s).

c.     To allow students to view preliminary financial aid information via CRM Student, select the Display Preliminary Financial Aid Online? checkbox.

d.    To allow students to view preliminary charges information via CRM Student, select the Display Preliminary Charges Online? checkbox.

e.    To allow students to view preliminary unposted items via CRM Student, select the Display Unposted Items Online? checkbox.

f.     To make a student's entire balance due for the payment plan on the statement, select the Bill Remaining Balance checkbox. If the Bill Remaining Balance checkbox is not selected, the next amount due as part of the payment plan will be shown on the statement.

g.    To use the month from the period end date on the Subsidiary Control to determine what payment plan transactions and balances are displayed on the Course and Fee Statement generated in CRM Student, select the Use Period End Month for Payment Plan Month checkbox. If the Use Period End Month for Payment Plan Month checkbox is not selected, a month must be entered in the Payment Plan Month.

7.    From the Course Registration Refunds Based On options, configure how refunds are handled:

a.    To base refunds on the transaction status, select the Transaction Status option. Students who drop a course after the census date do not receive a refund.

b.    To base refunds on the billing status, select the Billing Status option. Students who drop a course after the census date receive a refund.

8.    To generate a batch for each billing period in a billing run, select the Create separate billing batches per billing period? checkbox. If there is more than one billing period in the Student Billing run, multiple batches will be created. To combine all the transactions into a single batch in a billing run, deselect this checkbox.

1.    Access the A/R Configuration window.

2.    From the Accounting Method options, select Accrual.

3.    From the Balance Forward or Open Items options, select Open Items.

4.    From the Third Party Options, configure how third parties are to be handled:

a.    To process third parties as subsidiaries, select the Process Third Party as Subsidiary checkbox.

b.    To automatically transfer charges to a designated third party subsidiary account, select the Auto Generate Third Party Charges checkbox. Use the Apply to Third Party checkbox on the Charges tab of the Charges/Refunds Definition window.

To manually transfer charges, use the Transfer Third Party Subsidiary window.

5.    From Receipt Options, configure how receipts are automatically handled:

a.    To distribute a transaction on the Receipt Entry Detail window according to priority (P), select the Priority Distribution option. To distribute a transaction on the Receipt Entry Detail window evenly (E), select the Proportional Distribution option.

b.    From the Print Receipts drop-down options, select how receipts are typically printed from the Receipt Entry Detail window.

Print options can be updated at the individual receipt level.

c.     To allow each user to select the printer they want to print receipts to from the Forms Control window, select the Select Printer? checkbox. If the checkbox is not selected, receipts are automatically printed from the default printer.

6.    From Online Configuration Items, configure what information CRM Student displays and how online payments are handled:

These settings only apply for users with CRM Student.

a.    From the Processor drop-down options, select the credit card processor to be used for online payments.

b.    From the Online Payment Receipt Group drop-down options, select the printer to be used. This determines the next receipt group number to be used for the online payment(s).

c.     To allow students to view preliminary financial aid information via CRM Student, select the Display Preliminary Financial Aid Online? checkbox.

d.    To allow students to view preliminary charges information via CRM Student, select the Display Preliminary Charges Online? checkbox.

e.    To allow students to view preliminary unposted items via CRM Student, select the Display Unposted Items Online? checkbox.

f.     To make a student's entire balance due for the payment plan on the statement, select the Bill Remaining Balance checkbox. If the Bill Remaining Balance checkbox is not selected, the next amount due as part of the payment plan will be shown on the statement.

g.    To use the month from the period end date on the Subsidiary Control to determine what payment plan transactions and balances are displayed on the Course and Fee Statement generated in CRM Student, select the Use Period End Month for Payment Plan Month checkbox. If the Use Period End Month for Payment Plan Month checkbox is not selected, a month must be entered in the Payment Plan Month.

7.    From the Course Registration Refunds Based On options, configure how refunds are handled:

a.    To base refunds on the transaction status, select the Transaction Status option. Students who drop a course after the census date do not receive a refund.

b.    To base refunds on the billing status, select the Billing Status option. Students who drop a course after the census date receive a refund.

8.    From the Open Item Options, configure how open items are handled:

a.    To retrieve and automatically apply credits to any debit Open Items created in the batch being processed, select the Reallocate Credits checkbox. Credits applied to debit Open Items are based on charge priority.

b.    To apply financial aid to existing charges automatically, select the Allocate Financial Aid checkbox. Financial Aid is distributed in the following order: ID Number, Debit Financial Aid, Credit Financial Aid, Fund Priority, Financial Aid Priority, POE ID. Each fund in Financial Aid associated with an Open Items subsidiary must include a charge fee priority list as Financial Aid priorities may differ from normal payments. It may exclude charges that would otherwise be distributed.

c.     To generate invoices in Accounts Payable for students with a debit (positive) subsidiary balance, select the Allow A/R Credit Invoices to be created on Debit Balances? checkbox. Typically, Accounts Receivable processes require a credit (negative) balance to create invoices in Accounts Payable.

9.    To generate a batch for each billing period in a billing run, select the Create separate billing batches per billing period? checkbox. If there is more than one billing period in the Student Billing run, multiple batches will be created. To combine all the transactions into a single batch in a billing run, deselect this checkbox.

1.    Access the A/R Configuration window.

2.    From the Accounting Method options, select Cash Based.

3.    From the Balance Forward or Open Items options, select Open Items.

4.    From the Third Party Options, configure how third parties are to be handled:

a.    To process third parties as subsidiaries, select the Process Third Party as Subsidiary checkbox.

b.    To automatically transfer charges to a designated third party subsidiary account, select the Auto Generate Third Party Charges checkbox. Use the Apply to Third Party checkbox on the Charges tab of the Charges/Refunds Definition window.

To manually transfer charges, use the Transfer Third Party Subsidiary window.

5.    From Receipt Options, configure how receipts are automatically handled:

a.    To distribute a transaction on the Receipt Entry Detail window according to priority (P), select the Priority Distribution option. To distribute a transaction on the Receipt Entry Detail window evenly (E), select the Proportional Distribution option.

b.    From the Print Receipts drop-down options, select how receipts are typically printed from the Receipt Entry Detail window.

Print options can be updated at the individual receipt level.

c.     To allow each user to select the printer they want to print receipts to from the Forms Control window, select the Select Printer? checkbox. If the checkbox is not selected, receipts are automatically printed from the default printer.

6.    From Online Configuration Items, configure what information CRM Student displays and how online payments are handled:

These settings only apply for users with CRM Student.

a.    From the Processor drop-down options, select the credit card processor to be used for online payments.

b.    From the Online Payment Receipt Group drop-down options, select the printer to be used. This determines the next receipt group number to be used for the online payment(s).

c.     To allow students to view preliminary financial aid information via CRM Student, select the Display Preliminary Financial Aid Online? checkbox.

d.    To allow students to view preliminary charges information via CRM Student, select the Display Preliminary Charges Online? checkbox.

e.    To allow students to view preliminary unposted items via CRM Student, select the Display Unposted Items Online? checkbox.

f.     To make a student's entire balance due for the payment plan on the statement, select the Bill Remaining Balance checkbox. If the Bill Remaining Balance checkbox is not selected, the next amount due as part of the payment plan will be shown on the statement.

g.    To use the month from the period end date on the Subsidiary Control to determine what payment plan transactions and balances are displayed on the Course and Fee Statement generated in CRM Student, select the Use Period End Month for Payment Plan Month checkbox. If the Use Period End Month for Payment Plan Month checkbox is not selected, a month must be entered in the Payment Plan Month.

7.    From the Course Registration Refunds Based On options, configure how refunds are handled:

a.    To base refunds on the transaction status, select the Transaction Status option. Students who drop a course after the census date do not receive a refund.

b.    To base refunds on the billing status, select the Billing Status option. Students who drop a course after the census date receive a refund.

8.    From the Open Item Options, configure how open items are handled:

a.    To retrieve and automatically apply credits to any debit Open Items created in the batch being processed, select the Reallocate Credits checkbox. Credits applied to debit Open Items are based on charge priority.

b.    To apply financial aid to existing charges automatically, select the Allocate Financial Aid checkbox. Financial Aid is distributed in the following order: ID Number, Debit Financial Aid, Credit Financial Aid, Fund Priority, Financial Aid Priority, POE ID. Each fund in Financial Aid associated with an Open Items subsidiary must include a charge fee priority list as Financial Aid priorities may differ from normal payments. It may exclude charges that would otherwise be distributed.

c.     To generate invoices in Accounts Payable for students with a debit (positive) subsidiary balance, select the Allow A/R Credit Invoices to be created on Debit Balances? checkbox. Typically, Accounts Receivable processes require a credit (negative) balance to create invoices in Accounts Payable.

9.    To generate a batch for each billing period in a billing run, select the Create separate billing batches per billing period? checkbox. If there is more than one billing period in the Student Billing run, multiple batches will be created. To combine all the transactions into a single batch in a billing run, deselect this checkbox.

When the Student Charges process is run, this will cause the process to automatically transfer 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 will automatically create 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.    Click Save.

4.         The following only apply when Student Billing is not activated:

a.    Open the Student Charges window.

b.    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.

c.     Select a Year and a Term Group for which you want to generate charges. The process will look for charges that were incurred in the Year and Term Group selected, and create transactions for those charges.

d.    Enter other information as appropriate.

e.    Select the Print Immediate radio button to print a report after charge transactions have been created. Select the Print Preview radio button to open the Print Preview window after the charge transactions have been created.

5.    The following steps only apply when the Enhanced Student Billing is activated:

a.    Open the Student Billing window.

b.    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 creates charges for all pending individuals, clear the Individual checkbox.

c.     Enter the Transaction Date you want to be used for the generation of charges. The process looks for any active/selected billing period where this date is within, processes any active fees for students, and creates transactions for those charges.

d.    Select the Billing Period(s) for which you want to process billing. 

Only Billing Periods where the ???Allow AR Billing??? is selected on the Billing Periods window are available to be selected on the Select Billing Period(s) window.

e.    Enter other information as appropriate.

f.     Select the Print Immediate radio button to print a report after charge transactions have been created. Select the Print Preview radio button to open the Print Preview window after the charge transactions have been created.