A business rule is a system-wide preference. Use business rules to customize standard procedures and requirements that affect all users.

Because business rules can make fundamental changes to how Student Billing works, the system administrator must define business rules only after careful consideration.

You define business rules on the Business Rules page in Configuration.

Note: Shared modules may have options which affect the other modules
 

  • General Business Rules
    • Use a single AR Summary Account and never post Applications

      We recommend using this business rule if:
      1. You use an AR summary account in a fund that does not require projects or transaction codes on balance sheet accounts
      2. If balancing by account segment is NOT enabled, and
      3. You can use Unrestricted Net Assets as the single net asset class value for all Student Billing transactions.

      Note: You must define an AR summary account when using this business rule or an error message appears when users attempt to add new transactions.

      If you mark Use a single AR Summary Account and never post Applications, the default AR account (the unapplied payment account) is never required and charges, credits, and payments are always posted to the same AR summary account. As a result, because projects and transaction codes are not used on AR summary transactions, application records are never posted.

      If you use this business rule and your AR summary account is in a fund that requires balancing by net asset class, we strongly recommend that you use a single net asset class value for all student billing transactions. We recommend using Unrestricted Net Assets as the default net asset class value. Using more than one net asset class value can result in some financial statements not balancing by net asset class.

      Note: We do not recommend changing your net asset class once activity has been entered. If you do decide to change the net asset class, you most post all transactions first.

      Using a single AR summary account and never posting applications streamlines your receivables system while also making several changes to the program.
      • On the Default Accounts page of Configuration you will not be able to designate multiple default accounts by fund and the reclassification account is hidden.
      • On all transactions, users should assign only the single net asset class value your organization has designated as the default.
      • On selected transactions, the AR distribution is hidden.

       
    • Allow non-bank transactions to use cash accounts

      We recommend that you never allow non-bank transactions to use cash accounts. However, we do offer the option to allow non-bank transactions with this business rule. You can select Never (Strongly Recommended), Ask each time, or Always.
       
    • Sales tax

      You can designate whether your organization collects sales tax. If you select Our organization does not collect sales tax, the related sales tax fields and columns on charges, invoice line items, recurring invoice line items, credits, and return line items are disabled to streamline data entry.
       
    • Hide transactions on statements

      If this business rule is enabled, Hide this transaction on printed statements checkbox appears on charges and credits. By marking the checkbox on charges and credits, you can hide erroneous transactions. This rule makes out-of-balance statements possible because each user is responsible for consistently hiding the same amount of charges and credits.
       


     
  • Automatic Application Rules
    • Automatically apply new payments

      With this business rule, you can select when to automatically apply new payments. You can select Always, Never, or As defined on each record.

      Note: If you select As defined on each record you will also need to mark the Automatically apply new payments checkbox on the Bio2 tab of the record. The checkbox is only available after selecting As defined on each record in Business Rules.
       
    • Automatically apply new credits

      With this business rule, you can select when to automatically apply new credits. You can select Always, Never, or As defined on each record.

      Note: If you select As defined on each record you will also need to mark the Automatically apply new credits checkbox on the Bio2 tab of the record. The checkbox is only available after selecting As defined on each record in Business Rules.
       
    • When entering new charges and unapplied credits or payments exist

      With this business rule, you can select what happens when new charges are entered and unapplied credits or payments exist. You can select always apply the credits and payments automatically, never apply the credits and payments automatically, or ask each time whether to apply the credits and payments automatically.
       
    • When applying automatically, apply to

      With this business rule, you determine whether automatic payment and credit applications are first applied to the oldest charges or the most recent charges. The default setting is Oldest charges.
       
    • Apply to owner's charges

      This business rule is for clients and organizations that may be responsible for multiple sets of charges. This rule defines how an owner's payments and credits are applied when the owner is responsible for multiple sets of charges. You can select with others' based on above rules, before applying to others' charges, or only after applying to other's charges.

      The default option is with others' based on above rules, which means that payments and credits should be applied to the most recent or oldest charges first as designated by the previous business rule.

      The next option, before applying to others' charges, means that payments made by an owner are applied to that owner's charges before being applied to subsequent charges for which the owner may be responsible.

      The last option, only after applying to other's charges, means that payments submitted by an owner are first applied to all charges the owner is responsible for other than his/her own.
       
    • When entering new charges and unapplied payments/credits exist...

      With this business rule, you can select what happens when new charges are entered and unapplied credits or payments exist. You can select always apply the credits and payments automatically, never apply the credits and payments automatically, or ask each time whether to apply the credits and payments automatically.
       
    • When applying automatically, apply to

      With this business rule, you determine whether automatic payment and credit applications are first applied to the oldest payments and credits or the most recent payments and credits. The default setting is Oldest payments or credits.
       
    • Include inactive students/individuals/organizations
      With this business rule, Student Billing includes inactive students, individuals, or organizations when automatically applying payments and credits.
       


     
  • Student Business Rules
    • Allow students to exceed credit limits

      With this business rule, you can choose to always or never allow students to exceed their credit limits or to have the system ask each time the situation arises. This applies to all student charges.
       
    • Include advance deposits in credit limit calculations for students

      With this business rule, you can set Student Billing to automatically include a student's advance deposits when calculating the student's credit limits on new charge records. If checked, when adding charges, credit limit calculations include advance deposit amounts.
       
    • Allow new charges when account is On Hold

      With this business rule, you can choose to always or never allow charges for an account on hold or to have the system ask each time the situation arises.
       
    • By default, send statements for all charges to the owner

      Mark this business rule if the owner should receive statements for all charges regardless of payer.
       
    • Automatically generate student IDs starting with [ ]

      Use this rule to automatically generate new student ID numbers when you add students to the database. You also designate the first number to use when creating student ID numbers. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
       
    • Student IDs are [ ] characters long

      With this business rule, you designate how many characters to use when automatically generating student ID numbers. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
       
    • Prefix student ID with [ ]

      With this business rule marked, you can enter a prefix of up to five characters to add to each new student ID. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
       
    • Prevent data entry to the student ID field

      With this business rule, you can lock student ID numbers so they cannot be edited. This feature prevents missing or duplicate student IDs. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
       
    • Display Marital Status and Maiden Name fields for students

      With this business rule marked, Student Billing automatically searches for duplicates when you save a new charge. In the corresponding field, you can require the program to disallow duplicate charges or warn the user if duplicate charges are found. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
       
    • When an applicant is enrolled or a new student is created in Education Edge, default billing status to [ ]

      With this business rule, you can designate the default billing status for new students or enrolled applicants. You create new billing status entries on the Tables page. This business rule applies only if you have Admissions Office, Registrar's Office, and Student Billing installed.
       
    • When a new student is created in Education Edge, default billing status to [ ]

      With this business rule, you can designate the default billing status for new students. You create new billing status entries on the Tables page. This business rule applies if you have both Registrar's Office and Student Billing installed, and do not have Admissions Office.
       
    • When an applicant is enrolled in Education Edge, default billing status to [ ]

      With this business rule, you can designate the default billing status for enrolled applicants. You create new billing status entries on the Tables page. This business rule applies if you have both Admissions Office and Student Billing installed, and do not have Registrar's Office.
       
    • Default enrollment status [ ]

      With this business rule, you designate a default enrollment status for new students. This field is a required entry. This rule does not apply if you have Registrar's Office installed.
       
    • Display class of using [ ]

      In this grid, you can select a two or four-digit format for the student's graduating class.
       
    • Base student age on [ ]

      In this grid, you can select to view a student's age as of the system date, the academic year, or a specify date.
       
    • Duplicate criteria for students

      In this grid, you select specific student record fields to use as criteria when searching for duplicate students. You can select from a variety of criteria fields, including student name and address. The duplicate search is useful for preventing users from entering duplicate student and organization records.
       
    • Automatically check for duplicate students

      With this business rule, Student Billing automatically searches for duplicates when you save a new student. In the corresponding field, you can require the program to disallow duplicate students or warn the user if duplicate students are found.
       

     
  • Individual Business Rules

    • Allow individual to exceed credit limits

      With this business rule, you determine whether individuals are able to exceed their credit limits. This applies to all individuals' charge.

       
    • Include advance deposits in credit limit calculations for individuals

      With this business rule, you can set Student Billing to automatically include an individual's advance deposits when calculating the individual's credit limits on new charge records.

       
    • Allow new charges when account is On Hold

      With this business rule, you can choose to never allow charges for an account on hold or to have the system ask each time the situation arises.

       
    • By default, send statements for all charges to the owner

      Mark this business rule if the owner should receive statements for all charges regardless of payer.

       
    • Automatically generate individual IDs starting with

      With this business rule marked, Student Billing automatically generates new individual ID numbers when you add individuals to the database. You also designate the first number to use when creating individual ID numbers. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.

       
    • Individual IDs are [ ] characters long

      With this business rule, you designate how many characters to use when automatically generating individual ID numbers. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.

       
    • Prefix individual ID with [ ]

      With this business rule marked, you can enter a prefix of up to five characters to add to each new individual ID. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.

       
    • Prevent data entry to the individual ID field

      With this business rule, you can lock individual ID numbers so they cannot be edited. This feature prevents missing or duplicate individual IDs. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.

       
    • When a new individual is created in Education Edge, default billing status to [ ]

      With this business rule, you can designate the default billing status for new individuals. You create new billing status entries on the Tables page.

       
    • Duplicate criteria for individuals

      In this grid, you select specific individual record fields to use as criteria when searching for duplicate individuals. You can select from a variety of criteria fields, including name and address. The duplicate search is useful for preventing users from entering duplicate individual records.

       
    • Automatically check for duplicate individuals

      With this business rule, Student Billing automatically searches for duplicates when you save a new individual. In the corresponding field, you can require the program to disallow duplicate individuals or warn the user if duplicate individuals are found.

       
    • Organization Business Rules

      • Allow organization to exceed credit limits

        With this business rule, you determine whether organizations are able to exceed their credit limits. This applies to all organizations' charge activity.
         
      • Include advance deposits in credit limit calculations for organizations

        With this business rule, you can set Student Billing to automatically include an organization's advance deposits when calculating the organization's credit limits on new charge records.
         
      • Allow new charges when account is On Hold

        With this business rule, you can choose to never allow charges for an account on hold or to have the system ask each time the situation arises.
         
      • By default, send statements for all charges to the owner

        Mark this business rule if the owner should receive statements for all charges regardless of payer.
         
      • Automatically generate organization IDs starting with

        With this business rule marked, Student Billing automatically generates new organization ID numbers when you add organizations to the database. You also designate the first number to use when creating organization ID numbers. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
         
      • Organization IDs are [ ] characters long

        With this business rule, you designate how many characters to use when automatically generating organization ID numbers. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
         
      • Prefix organization ID with [ ]

        With this business rule marked, enter a prefix of up to five characters to add to each new organization ID. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
         
      • Prevent data entry to the organization ID field

      • With this business rule, you can lock organization ID numbers so they cannot be edited. This feature prevents missing or duplicate organization IDs. This business rule is shared with Admissions Office and Registrar's Office. If you change settings in one program, they default to the other programs automatically.
         
      • When a new organization is created in Education Edge, default billing status to [ ]

        With this business rule, you can designate the default billing status for new organizations. You create new billing status entries on the Tables page.
         
      • Duplicate criteria for organizations

        In this grid, you select specific organization record fields to use as criteria when searching for duplicate organizations. You can select from a variety of criteria fields, including name and address. The duplicate search is useful for preventing users from entering duplicate organization records.
         
      • Automatically check for duplicate organizations

        With this business rule, Student Billing automatically searches for duplicates when you save a new organization. In the corresponding field, you can require the program to disallow duplicate organizations or warn the user if duplicate organizations are found.

         
    • Charge Business Rules


      • Do not default due date

        By marking this business rule, you can choose not to use a default due date for charges in Student Billing.
         
      • [ ] days from the transaction date

        With this business rule, you can set a default due date based on a specific number of days after the transaction date. Enter the specific number of days in the corresponding field.
         
      • The [ ] day of the [ ] month

        With this business rule, you can set a default due date in terms of day and month order. If you mark this option, enter the combination of day and month terms to use for the due date.
         
      • The same transaction date of the next month

        With this business rule, you can set the default due date for payment a month from the transaction date.
         
      • Exclude 'Do Not Post' as a post status

        With this business rule marked, the charge post status defaults to Not yet posted and the Do Not Post option is not available.
         
      • Duplicate charge criteria

        In this grid, you select specific charge record fields to use as criteria when searching for duplicate charges. The criteria fields you can use to search for duplicates include billing item/product, due date, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate charges.
         
      • Automatically check for duplicate charges

        With this business rule marked, Student Billing automatically searches for duplicates when you save a new charge. In the corresponding field, you can require the program to disallow duplicate charges or warn the user if duplicate charges are found.


       
    • Credit Business Rules


      • Exclude 'Do Not Post' as a post status

        With this business rule marked, the credit post status defaults to Not yet posted and the Do not post option is not available.
         
      • Duplicate credit criteria

        In this grid, you select specific credit record fields to use as criteria when searching for duplicate credits. The criteria fields you can use to search for duplicates includes billing item/product, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate credits.
         
      • Automatically check for duplicate credits

        With this business rule marked, Student Billing automatically searches for duplicates, using the criteria selected, when you save new credit records. In the corresponding field, you can require the program to disallow duplicate credits or warn the user if duplicate credits are found.



       
    • Advance Deposit Business Rules


      • Do not default due date

        By marking this business rule, you can choose not to use a default due date for advance deposits in Student Billing
         
      • [ ] days from the transaction date

        With this business rule, you can set a default due date based on a specific number of days after the transaction date. Enter the specific number of days in the corresponding field.
         
      • The [ ] day of the [ ] month

        With this business rule, you can set a default due date in terms of day and month order. If you mark this option, enter the combination of day and month terms to use for the due date.
         
      • The same transaction date of the next month

        With this business rule, you can set the default due date for payment a month from the transaction date.
         
      • Exclude 'Do Not Post' as a post status

        With this business rule marked, the charge post status defaults to Not yet posted and the Do Not Post option is not available.
         
      • Duplicate advance deposit criteria

        In this grid, you select specific advance deposit record fields to use as criteria when searching for duplicate advance deposits. The criteria fields you can use to search for duplicates include billing item/product, due date, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate advance deposits.
         
      • Automatically check for duplicate advance deposits

        With this business rule marked, Student Billing automatically searches for duplicates when you save a new advance deposit. In the corresponding field, you can require the program to disallow duplicate advance deposits or warn the user if duplicate advance deposits are found.


       
    • Financial Aid Business Rules


      • Duplicate financial aid criteria

        In this grid, you select specific financial aid record fields to use as criteria when searching for duplicate financial aids. The criteria fields you can use to search for duplicates include billing item/product, due date, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate financial aids.
         
      • Automatically check for duplicate financial aid records

        With this business rule marked, Student Billing automatically searches for duplicates when you save a new financial aid. In the corresponding field, you can require the program to disallow duplicate financial aids or warn the user if duplicate financial aids are found.



       
    • Billing Schedule Business Rules


      • Duplicate billing schedule criteria

        In this grid, you select specific billing schedule record fields to use as criteria when searching for duplicate billing schedules. The criteria fields you can use to search for duplicates include billing item/product, due date, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate billing schedules.
         
      • Automatically check for duplicate billing schedules

        With this business rule marked, Student Billing automatically searches for duplicates when you save a new billing schedule. In the corresponding field, you can require the program to disallow duplicate billing schedules or warn the user if duplicate billing schedules are found.


       
    • Deposit Business Rules


      • Warn if actual receipt totals do not match the projected total

        Mark this option as a safeguard to notify you if actual receipt totals are different from projected totals.
         
      • Exclude 'Do Not Post' as a post status

        With this business rule marked, the deposit post status defaults to Not yet posted and the Do not post option is not available.



       
    • Payment Business Rules


      • Default statement description

        With this business rule marked, you can enter a default description that appears on statements.
         
      • Warn if new payments are not fully applied

        With this business rule marked, a safeguard warning appears to notify users when payments are not fully applied.
         
      • Allow users to enter checks where the check date is after the payment date

        With this business rule, you can determine whether Student Billing should permit users to enter checks if the payment date has already passed. You can select Never, Ask, or Always.
         
      • When applying payments, show balance as of [ ]

        With this business rule marked, you can select whether to view the balance as of today or the last statement date. If you unmark this business rule, the Balance column will not appear on payment distributions.

        In the Show field, you can select whether to show the entire balance remaining, or just the balance for this payer.
         
      • Allow inactive students/individuals/organizations to make payments

        With this business rule marked, you can prevent inactive payers from making payments.
         
      • Automatically create a non-sufficient funds charge using billing item when voiding the payment and creating an adjustment

        With this business rule marked, you can require Student Billing to automatically create a non-sufficient funds charge when voiding a payment and creating an adjustment. If you mark this