Note: Verify the End-of-Year Procedures for Student Billing have been completed before using Automatic Transaction Generation to generate next year's fees.

  1. In Administration or in Student Billing Processing, click Generate Transactions Automatically.
    Note: Transactions can also be generated for an individual student from the Activity tab on a Student record. 
  2. In the Generate field, select how to generate transactions:
    • Automatic Billing Schedules and Scheduled Charges/Credits - Creates both billing schedules and generate charges and credits. This includes advance deposits and financial aid.  
    • Automatic Billing Schedules Only - Creates only billing schedules, select. This will not generate TRP schedules.
    • Scheduled Charges/Credits Only - Generates charges/credits for existing schedules only. This includes advance deposits, financial aid, and TRP. 
    • TRP Schedules and Charges - Creates TRP billing schedules and charges, select. This calculates TRP charges based on billing schedules that would be created using bill codes. To not include billing schedules that are not created yet, select None in the Bill Codes row on the Filters tab. 
  3. If generating charges and credits, in the For this range field, select the date range to use 
  4. If creating billing schedules:
    • In the Billing schedule transaction date field, enter the date to determine which bill codes are used to create schedules and the transaction date for created schedules. The transaction date entered needs to be within the schedule date range for the product or billing item. 
    • In the For automatic items without a bill code, generate billing schedules for field, select No Records or All Records 
  5. If TRP Schedules and Charges is selected in the Generate field, select the date range to use in the Base TRP charges on this range field. 
  6. If Determination Table and Reversal Schedule Transactions is selected in the Generate field, select the Academic year and Session
    Note: You must define a determination table and reversal schedule for the academic year before generating transactions.
  7. In the Add this comment to each transaction field, enter a comment to add to each generated transaction if so desired. 
  8. Mark the For grade-based billing, use student's next grade as of checkbox to generate grade-based fees based on the student's next grade using the promotion schedule
    Note: If you also have Registrar's Office, instead of this checkbox you have the For grade-based billing, use student's grade as of field, where you can enter a date as of which to generate the fees. The program refers to the student's progression entry as of that date to determine the student's grade.  
  9. To include payers whose records are on hold, mark Include payers on credit hold 
  10. Select the Filters tab and filter on the records to include in the processing. Choose All, Selected, or None for each filter.  
  11. Select the Transaction Defaults tab 
  12. In the Due date field, select how to determine the due date for the charges generated:
    • If you select Based on transaction date, you can select to use a specific number of days from the transaction date, a specific day of the current or next month, or the same transaction date of the next month. 
    • If you select Specific date, a field appears for you to enter the date. If you use a specific date, be aware that this date will be used for all transactions included in the process. 
  13. In the Post date field, select how to determine the post date to use
    • If you select Based on transaction date, you can select to use the transaction date, a specific number of days from the transaction date, a specific day of the current or next month, or the same transaction date of the next month. 
    • If you select Specific date, a field appears for you to enter the date. If you use a specific date, be aware that this date will be used for all transactions included in the process. 
    • If you select Last date of GL Fiscal Period, the last date of the current fiscal period is used. 
  14. In the Post Status field, select the post status to use on the transactions 
  15. Click Pre-Generation Report to review the transactions that will be generated before actually generating them 
  16. When ready to generate the transactions, click Generate Now 
  17. A confirmation message appears when the process is complete. Click OK to return to the Administration page.