A/R Term Processes

Page last modified 12:55, 4 Dec 2014 by kgirrard

    Version as of 08:56, 12 Jul 2020

    to this version.

    Return to Version archive.

    View current version

    Managing A/R for each term involves a number of actions. Some are required, such as describing the fees that will be calculated during Fee Assessment activities, while others are optional or can be performed repeatedly during each term. The following sections describe these actions and how they fits into each term's processing.


    Create and manage past-due balance holds

    When: Prior to registration for an upcoming term, and frequently during registration period to remove holds that are no longer needed

    Uses: Balance due hold report

    BalanceDueHold.pngThis report should be run once, prior to any registration activity for a term, with the "Re-establish previously cleared holds" option selected. This will create holds for all accounts with a past-due balance, regardless of whether prior holds have been cleared.

    During the registration cycle, the report can be run frequently to remove holds from accounts that are no longer past-due. For this use, the "Re-establish previously cleared holds" option should not be selected; this allows students who have had a hold cleared to not have another created for the same term.

    Collect and record Registration Fee

    When: Before and during registration

    Uses: Account by Term formRegFee.png

    Students are required to pay a registration fee prior to per-registration period deadlines. When the fee is not paid, their registration is removed.

    This fee is eventually assessed with the remainder of each student's fees, but is paid before fee assessment is normally performed, so a manual entry of the REG transaction is recommended, along with the payment itself. RegFeeReceipt.pngWhen entered like the example above (on the Account by Term form), a reciept printed for the student will indicate the term and payment:


    Configure Term Fees

    When: Before any fee assessment occurs

    Uses: Term Fees form

    Fee assessment is based on a set of fees that is specified on the Term Fees form. It is organized by fee type (tuition, activity, registration, etc) and provides detail on how each fee is calculated (flat rate, per credit), the amount of the fee, related rate information (full- or part-time enrollment, staff rate, etc), and how or if each fee is refunded.

    The form allows fees from a prior term to be copied forward as a starting point, rather than manually re-creating the fee structure each term. After being copied, the rates should be checked and adjusted as needed.


    Assess Fees (for all students)

    When: After Regular Registration and Late Registration

    Uses: Batch Assess report


    Assess Fees (for individual students)

    When: Any time verification of current fee assessment is required

    Uses: Fee Assessment form


    Print Refund Checks

    When: After Late Registration, based on posting of Financial Aid to student accounts

    Uses: Check Batch form


    Check Non-payment status

    When: At deadline for fee payment

    Uses: Non-Payment report


    Check Registration Activity

    When: Periodically after Late Registration ends

    Uses: Regist. Activity report (Registration/Reports)

    Powered by MindTouch Core