Generating Transactions Automatically: What It Can Do For You

Jennifer Fox

Summertime for the Business Office at your school is a busy time! You’re often finishing up details from the previous school year while preparing for the next one simultaneously.


You could use a time saver and a way to automate tedious processes so you can get to the next item on the list.


Using the Generate Transactions Automatically (GTA) parameter can do that for you. GTA is most commonly used for three things:

1. 
   
2. Generate Credits from Advance Deposits
   
3. Create Billing Schedules from Bill Codes
   
4. Generate Charges from Billing Schedules
   

These are the most common uses but Generate Transactions Automatically will also generate Tuition Refund Charges, determination table transactions, and reversal schedule transactions.


Let’s take a look at what GTA can do for you.  My student is going to pay his tuition over ten payments, and he has an Advance Deposit for $5000. Here is a before and after so you can see exactly how the student’s Activity tab will be affected after running the GTA:


Activity tab – View: Scheduled Activity - BEFORE




Activity tab – View: Scheduled Activity - AFTER




Activity tab – View: Activity – BEFORE




Activity tab – View: Activity - AFTER




I now have ten charges for tuition and three credits from the Advance Deposit. I generated my charges and credits for the entire year, but you can generate monthly if you prefer. Some people prefer to keep the record balance on the Activity tab consistent with the Statement balance so they generate monthly for this reason.


For more details on the GTA and related items check out these links to these other blogs:

Decoding the Generate Transactions Automatically Parameter – Part I

Decoding the Generate Transactions Automatically Parameter – Part II

Bill Codes Vs. Billing Items… What You Need To Know, And How They Make Your Life Easier!


Don’t forget to use F1 while working with GTA. There’s a lot of great information there!


Using Generate Transactions Automatically can save you a lot of time and effort. Let the software do the heavy lifting for you by utilizing this great feature!