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Statement Settings

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.

The Statement Settings section manages the options used for generating account statements, including which transactions are printed on the statement, when balances are due, and which balances are updated when statements are generated.

Note

These options should be reviewed and updated as needed before generating account statements from the Account Statements page.

Database Location

The table below indicates where selections are saved in the SUBSID_CTL table.

Field Name

Database Information

Statement Print Selection

Selections are saved in the STMT_SEL column with the following values.

  • 'A' - All balances

  • 'B' - Both debit and credit

  • 'C' - Credit balances only

  • 'D' - Debit balances only

  • 'E' - Activity only

Statement Update Selection

Selections are saved in the UPDATE_SEL column with the following values.

  • 'A' - All balances

  • 'B' - Both debit and credit

  • 'C' - Credit balances only

  • 'D' - Debit balances only

  • 'E' - Activity only

Statement Due Date

Saved to the STMT_DUE_DTE column.

Include Unapplied Aid

Saved to the INCL_UNREL_AID column with one of the following values.

  • 'C' - Calculate & Include

  • 'Y' - Yes

  • 'N' - No

Select All Activity

Saved to the STATMT_ACTIVITY_SE column with one of the following values.

  • 'Y' - Checkbox selected

  • 'N' - Checkbox unselected

Update Period Balance

Saved to the UPDATE_PERIOD_BAL column with one of the following values.

  • 'Y' - Checkbox selected

  • 'N' - Checkbox unselected

Update Statement Balance

Saved to the UPDATE_SEL_BAL column with one of the following options.

  • 'Y' - Checkbox selected

  • 'N' - Checkbox unselected

How to Update Statement Settings

  1. From the Receivables Administration hub options, select Subsidiary control. The Subsidiary Control Settings page opens.

  2. Click the Edit button and then click the Statement Settings link at the top of the page to navigate to the section.

  3. Make updates to the following fields as needed.

    • Statement Print Selection. This field determines which students' statements are printed based on their account balance or activity. The following options are available from the drop-down.

      • All balances

      • Both debit and credit

      • Credit balances only

      • Debit balances only

      • Activity only

    • Statement Update Selection. This field determines which transaction statuses and AR balances are updated when statements are generated. The following options are available from the drop-down.

      • All balances

      • Both debit and credit

      • Credit balances only

      • Debit balances only

      • Activity only

        Note

        The Update Statement Balance checkbox must have been selected in the previous statement run for the Activity only option to calculate properly.

    • Statement Due Date. This date is printed on statements and indicates when payment is due.

    • Include Unapplied Aid. This field determines whether unapplied financial aid transactions are printed on the account statements and register and history register reports. Options in the drop-down include:

      • Calculate & Include: when the student's balance is calculated, unapplied aid is subtracted from the balance total.

      • Yes: when the student's balance is calculated, unapplied aid is subtracted from the balance total.

      • No: when the student's balance is calculated, unapplied aid is not removed from the balance total.

    • Select All Activity. When this checkbox is selected, any transactions within the period for a subsidiary account in the specified group are printed on statements and register reports; the values selected in the Statement Print Selection and Register Selection fields are ignored.

    • Update Period Balance. This checkbox, along with the Update Statement Balances checkbox, determines how or if balances are updated when statements are generated. When selected, transactions with a Y (year) status are updated to H (history) and won't be displayed on future statements.

    • Update Statement Balance. This checkbox, along with the Update Period Balances checkbox, determines how or if balances are updated when statements are generated. When selected, transactions with a C (posted) status are updated to Y (year) and will appear on future statements. Transactions with Y status are not included in calculations for finance charges.

  4. Click Save changes.

FAQ

Which statuses are used for subsidiary transactions?

Subsidiary transactions can be in one of the following 5 statuses:

  • Suspended - S

  • Unposted - U

  • Current - C

  • Year - Y

  • History - H

Transactions with statuses of either C or Y appear on statements. For an in-depth explanation of how the account statement process uses and updates transaction statuses, see Subsidiary Transaction Status Codes.Subsidiary Transaction Status Codes

How do the update balance settings impact the subsidiary transaction status?

The transaction statuses change differently based on which checkboxes are selected.

Update Statement Balances Selected

Update Period Balances Selected

Result

Yes

Yes

Transactions with a C or Y status are updated to H and will not appear on subsequent statements.

No

No

No update occurs. Transactions remain as they are and will appear on subsequent statements.

Yes

No

Transactions with a C status are updated to Y. These transactions will continue to appear on subsequent statements, but they won't be included in the calculations for finance charges.

No

Yes

Transactions with a Y status are updated to H.