Generating Charges: Schools Using Year-Term Billing
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
You can generate charges for one or more students from the Student Registration page.
Tip
The Student Registration page roughly mirrors the J1 Desktop Student Registration window, mostly on the Registration tab | Register subtab and Student Course Details subtab.
The Generate charges feature is available under these conditions:
Your school has the Accounts Receivable license.
You have the "Can Generate Charges" permission in J1 Web in either the Registrars role or the Registration Module Managers role.
The Registration checkbox is selected under Allow to Generate Charges for the term group on the Term Group Control window in J1 Desktop.
An Individual Student
On a student's row, you can click the Action button and select Generate charges.
The Generate Charges window pops up. You select the transaction date and the term group you want to generate charges for. If the term group you selected has a refund override assigned to it, the Override refunds checkbox is automatically selected, and the Override refund % shows the percentage assigned to that term group. You can edit these fields. If the Override refunds checkbox is deselected, then the refund percentage specified in the Refund Definitions table is used.
You can run the charges in preliminary mode so the business office can review them before actually applying them to student accounts.
Multiple Students
You can select multiple students, click the Options button, and select Generate charges for selected students.
The Generate Charges window pops up with the selected students listed. You can remove individual students. Select the Transaction Date, Term Group, Override refund %, and Charge Mode just as you do for an individual student.
After you make your selections and click Generate charges button, a message tells you whether the action was successful.
On the Student Registration page, use the filters to add students to the registration list.
On a student's row, click the Action button, and select Generate charges. The Generate Charges pop-up appears.
Select a Transaction Date. (Today's date is the default.)
Select the Term Group that you want to run charges for. If the selected term group has a refund override assigned to it, the Override refunds checkbox is automatically selected, and the Override refund % is automatically populated.
Edit the Override refunds checkbox and Override refund % field as needed. If the Override refunds checkbox is deselected, then the refund percentage specified in the Refund Definitions table is used.
Select a Charge Mode.
If you want the business office to see the charges before they're actually applied to student accounts, select the Preliminary radio button.
If you want to run the charges and apply them to student accounts, select the Actual radio button.
Click the Generate charges button. A message pops up to tell you whether the action was successful.
On the Student Registration page, use the filters to add students to the registration list.
Select the students you want to run charges for.
Click the Options button, and select Generate charges for selected students. The Generate Charges window pop-up appears with the selected students listed.
If you want to remove a student from the list, click the Remove icon next to their name.
Select a Transaction Date. (Today's date is the default.)
Select the Term Group that you want to run charges for. If the selected term group has a refund override assigned to it, the Override refunds checkbox is automatically selected, and the Override refund % is automatically populated.
Edit the Override refunds checkbox and Override refund % field as needed. If the Override refunds checkbox is deselected, then the refund percentage specified in the Refund Definitions table is used.
Select a Charge Mode.
If you want the business office to see the charges before they're actually applied to student accounts, select the Preliminary radio button.
If you want to run the charges and apply them to student accounts, select the Actual radio button.
Click the Generate charges button. A message pops up to tell you whether the action was successful.
If a financial recalculation is in progress when you try to generate charges, a message notifies you and asks you to try again later.