1.    Access the A/R Configuration window.

2.    From the Account 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.

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.

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.

Several 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 which the receipt group will include 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.

1.    Access the A/R Configuration window.

2.    From the Account 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.

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.

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.

Several 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 which the receipt group will include 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.

1.    Access the A/R Configuration window.

2.    From the Account 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.

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.

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.

Several 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 which the receipt group will include 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.

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 window:

a.    Highlight each row that you want the liability for paying the charge to be transferred to a third party.

b.    Click Open to open the Charges Definition/Charges Detail Entry window.

3.    On the Master tab:

a.    Select the Apply To Third Party checkbox.

b.    Click Save.

4.    Open the Student Charges 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 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.

7.    Enter other information as appropriate.

8.    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.