Manage Batches

Use the Manage Batches page to perform the following actions on 1098-T batches:

  • On the Selection Criteria tab:

    • View, add, and delete batches
    • Lock and unlock batches
    • Change the Box 3 status for batches

  • On the Student Review tab, view the list of students in a 1098-T batch and add students.

    The Student Review tab is enabled only when you select a batch on the Selection Criteria tab and select View All Students (Batch mode) or View Individuals (Individuals mode).

    Depending on the view mode and batch status (locked/unlocked), you can:

    • Add and remove student records
    • View and edit student record details
    • Print and make 1098-T forms available in the Student Portal
    • Export records for submission to a print service or the IRS
    • View reports

  • On the History tab, view the status of 1098-T export jobs.

Financial Aid Processes File Management

Use Processes > System Administration > Financial Aid Processes File Management to upload and download files in Azure File Storage. This functionality allows you to place files where financial aid processes, such as Application Data Import/Export, Clearinghouse, and NSLDS Reports, expect them. Refer to Financial Aid Processes File Management.

Prerequisites

Authorizations:

  • Common - Processes - View

  • Regulatory 1098T - Processes - Manage Batches - Manage Batch Data

Configure campus-level security for Manage Batches so users see only records for their assigned campus on the History tab:

  1. In Settings > System > Campuses > Campus Groups, create or select a Campus Group containing only the campus that the user can access.

  2. In Settings > System > Staff, select the staff member and assign that Campus Group on the General tile.

Access

Processes > IRS 1098-T > Manage Batches

Manage Batches

Start with the Selection Criteria tab. The Batches section on this tab is expanded by default.

Selection Criteria Tab

The Selection Criteria tab displays all 1098-T batches for the current year. To view batches from previous years, clear the Year filter and apply the desired filter.

  1. Review the record values.

    LockedClosed If you have permission to lock/unlock 1098-T batches, select or clear the check box in the Locked column. In a locked batch, you can review the transaction details, but cannot save any changes. In an unlocked batch, you can update the transactions that were previously selected using the Cleanup Tool.

    Box 3Closed Box 3 indicates a change in the reporting method. There are two 1098-T reporting methods: "Amounts Billed" and "Amounts Paid". Anthology Student may be configured to indicate that the reporting method has changed. If this is the case, the 1098-T Tool places a check mark in Box 3 of the processed 1098-T forms.

    Use Billing AddressClosed When you select this option, the student's billing address is used on the 1098-T output. If you do not select this option, or if there is no stored billing address, the address on the student master record is used on the 1098-T.

    Batch IDClosed The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    YearClosed The year used for the report.

    TCC NumberClosed The Transmitter Control Code (TCC) Number (five alphanumeric characters) assigned to your school by the Internal Revenue Service (IRS) for filing 1098-T forms electronically.

    Last Modified ByClosed The name or user ID of the person who changed the item.

    Last Modified DateClosed Indicates the date when the item was last modified.

    Last Created FileClosed Indicates the name of the generated file.

    By default, the rows are sorted in descending order by Year (primary sort) and TCC number (secondary sort).

  2. Sort and filter the list of batches as needed depending on the action you want to take.

    Task Action to Take Result

    Lock a batch

    Select the check box in the Locked column.

    You must lock a batch before you can use it to:

    • Generate an electronic file for the IRS

    • Display 1098-T records on the Student Portal

    • Configure acceptance tracking

    For 1098-T files submitted to the IRS, institutions must make a good-faith effort to obtain a student's TIN. When TIN Solicited is selected, the institution certifies that it has requested the student's TIN.

    For tax year 2022 and later, a warning is displayed when you lock a batch or generate an IRS export if the batch contains students who do not have an SSN and whose TIN Solicited check box is not selected.

    Invalid TIN Warning

    When the warning is displayed:

    • Select Continue Locking to lock the batch and update the TIN Solicited check box before generating the export file.

      — OR —

    • Select Cancel to prevent the batch from being created and proceed as follows:

      1. Select View All Students in the grid toolbar to return to the Student Review tab.

      2. Sort the records in the Student Review Batch grid based on the "Invalid TIN/No TIN Solicited" column or export the records to Excel and then sort the records.

        The "Invalid TIN/No TIN Solicited" column:

        • Is blank for all students that have an SSN on file AND have the "Solicited TIN" flag selected

        • Has a value of "Yes" for all students that do not have an SSN on file AND do not have the "Solicited TIN" flag selected

        For records with a "Yes" in the "Invalid TIN/No TIN Solicited" column, take the needed steps to solicit a TIN or navigate to a student's record and add an SSN.

        If you add an SSN, the batch must be regathered to remove the "Yes" in the "Invalid TIN/No TIN Solicited" column.

      3. Select Select All TIN Solicited in the grid toolbar and then generate the export file (refer to Print/Export 1098-Ts).

    Locking prevents updates to the records in the batch.

    The "Last Modified By" value is updated.

    Unlock a batch Clear the check box in the Locked column.

    The batch is unlocked, that is, you can add or remove students.

    The "Last Modified By" value is updated.

    Indicate that your institution's reporting method has changed

    Select the check box in the Box 3 column.

    Box 3 is disabled for:

    • Batches for calendar year 2019 and later

    • Prior year batches once an electronic file is created

    The Box 3 status change is saved.

    The "Last Modified By" value is updated.

    Use Billing Address

    Use Billing Address is available only for unlocked batches.

    Select it to use the student's billing address on the 1098-T form and export file.

    If not selected, or if no billing address exists, the student's master record address is used.

     

    The Use Billing Address status change is saved.

    The "Last Modified By" value is updated.

    "Generate 1098-Ts using billing address..." is selected on the Student Review Tab > Export subtab.

    View batch settings

    1. Select a link in the Batch ID column.

    2. Review the Batch Form below the grid.

    3. Select Cancel to close the batch form.

    		 The Batch form appears below the grid.
    Add a batch

    1. Select New in the grid toolbar.

    2. Complete the Batch Form below the grid.

    3. Select Save and Close on the batch form.

    		 The Batch form is saved, and the batch is added to the grid.
    Delete a batch

    You cannot delete a locked batch.

    You cannot delete a prior year batch once an electronic file is created.

    If the batch form is displayed, you must close it first.

    Select an unlocked batch and select Delete in the grid toolbar.

    		The batch is removed from the grid.
    Manage student records in Batch mode

    1. Select a row in the Batches grid.

    2. Select View All Students in the grid toolbar.

    3. Continue on the Student Review tab (Batch mode).

    		 The list of students in the batch is generated and displayed on the Student Review tab.
    Manage individual student records on demand (Individuals mode)

    1. Select a row in the Batches grid.

    2. Select View Individuals in the grid toolbar.

    3. Continue on the Student Review tab (Individuals mode).

    		 The Student Review tab displays an empty grid.

The batch form appears below the Batches grid when you select a link in the Batch ID column or select New in the grid toolbar. The fields are editable only when New is selected.

The following options are available only the first time the 1098-T batch is gathered:

  • Box 7 date range
  • Citizenship Codes
  • Include Exempt Students...

The specified values will apply to all students gathered in the initial batch, as well as any students added during subsequent processing attempts, unless the batch is locked.

  1. Specify the Calendar Year and select the TCC Number.

    The Calendar Year and TCC Number fields are filtered to show only values that do not already have a batch.

    If a campus's TCC number changes, you can view students in existing locked and unlocked batches, but do not modify prior-year batches. To make changes, create a new batch using the new TCC number.

  2. (Optional) Select the Setup Box 7 Logic Date Range check box and specify the Box 7 Start Date and End Date.

    • Box 7 will be checked if the term tied to the charge has a start date between January 1st and March 31st of the following tax year.

    • Box 7 will be checked if there is no term tied to the charge and the transaction date of the charge is within the date range specified (dates must be within the current tax year).

  3. Specify the Citizenship Codesfor the new batch. At least one option must be selected in the Include column.

    By default, US citizens are included ("Include" is selected). Non-citizens and eligible non-citizens are allowed to be added ("Allow A..." is selected).

  4. To include exempt students, select one or more of the Include IRS Exempt Student into the Batch options:

    For tax year 2021 and earlier:

    • Students with no reportable ledger card transactions for the tax year being reported.

    • Students with amounts billed equal to the scholarships or grants posted.

    • Students with amounts billed less than the scholarships or grants posted.

    For tax year 2022 and later:

    • Students with no reportable ledger card transactions for the tax year being reported.

    • Students whose qualified tuition and related expenses are paid entirely with scholarships.

    By default, exempt students, that is, students who have zeros in Boxes 1, 4, 5, and 6 of the 1098-T form are not gathered into the batch.

  5. Save your changes.

Student Review Tab

The Student Review tab is displayed when you select a batch on the Selection Criteria tab and select View All Students or View Individuals. If the Student Review grid is not populated, select Reload (Reload icon) on the toolbar.

The title of the Student Review Batch grid indicates the year, TCC number, and lock status of the selected batch, e.g., "Student Review Batch - <year>, TCC <tcc number> (Not Locked)"

For 2018 and earlier batches, if Box 3 is selected, the title also displays the text: "Reporting Method Changed"

The records and actions available in the grid depend on whether you selected View All Students (Batch Mode) or View Individuals (Individuals Mode ) on the Selection Criteria tab, and whether the batch is locked or unlocked.

Exclude Box 4 is read-only for tax years 2021 and later because it was only applicable during an institution’s first year of Box 1 reporting.

For tax years after 2020:

  • Eligible CARES and HEERF II grant funds retained and applied to QTRE are included in Box 1, regardless of Fund Source settings or the student ledger's Include in 1098-T setting.

  • Any portion paid to the student as a stipend, refunded, or voided is excluded from Box 1.

    Example: For a $1,600 CARES/HEERF II award in 2021, if $1,000 is paid as a stipend, the remaining $600 may be included in Box 1 as cash received, held by the institution, and applied towards QTRE.

  • The Box 1 amount cannot exceed QTRE plus carryover charges when CARES or HEERF II grants are retained by the institution.

  • CARES and HEERF II grant payments are not reported in Box 5.

  • Adjustments to prior-year grants are excluded from 1098-T calculations.

In Batch mode, records are generated for all students in the batch and may take time to process.

  1. In Selection Type, select Campus or Student Group.

    • Campus: Select one or more campuses.

    • Student Group, Select one student group from the available active public groups and groups you own or can access.

  2. (Optional) Select Exclude Accepted Electronic Delivery to exclude records already accepted electronically and avoid printing duplicate 1098-T forms.

  3. Select Apply Selection.

    Matching records are marked with a check mark in the first column. All subsequent actions apply only to the selected records. The Print/Export Count and TIN Solicited Count show the number of filtered records.

  4. Review the record values.

    Selected RecordClosed A check mark indicates that the record matches the selection criteria (if specified). You can also select or clear selections using the Select All Across Pages/Clear All Across Pages toggle button.

    TIN SolicitedClosed A check mark in the TIN Solicited field indicates that the institution has requested the Taxpayer Identification Number (TIN) for the student.

    Invalid TIN/No TIN SolicitedClosed This column will be blank for all students who have an SSN on file AND have the Solicited TIN flag selected in the Student Review Batch form. A Yes in this column indicates that the student does not have an SSN on file AND does not have the Solicited TIN flag selected. If you select and lock a batch that has records with Yes in this column, a warning message is displayed (refer to TIN Warning) to remind you that the IRS requires a valid TIN for each student who is reported. To avoid including student records with Invalid TIN/No TIN Solicited in the batch and to avoid the IRS fine, use the Select All TIN Solicited option in the grid toolbar while managing batches.

    For 1098-T files submitted to the IRS, institutions must make a good-faith effort to obtain a student's TIN. When TIN Solicited is selected, the institution certifies that it has requested the student's TIN.

    For tax year 2022 and later, a warning is displayed when you lock a batch or generate an IRS export if the batch contains students who do not have an SSN and whose TIN Solicited check box is not selected.

    Invalid TIN Warning

    When the warning is displayed:

    • Select Continue Locking to lock the batch and update the TIN Solicited check box before generating the export file.

      — OR —

    • Select Cancel to prevent the batch from being created and proceed as follows:

      1. Select View All Students in the grid toolbar to return to the Student Review tab.

      2. Sort the records in the Student Review Batch grid based on the "Invalid TIN/No TIN Solicited" column or export the records to Excel and then sort the records.

        The "Invalid TIN/No TIN Solicited" column:

        • Is blank for all students that have an SSN on file AND have the "Solicited TIN" flag selected

        • Has a value of "Yes" for all students that do not have an SSN on file AND do not have the "Solicited TIN" flag selected

        For records with a "Yes" in the "Invalid TIN/No TIN Solicited" column, take the needed steps to solicit a TIN or navigate to a student's record and add an SSN.

        If you add an SSN, the batch must be regathered to remove the "Yes" in the "Invalid TIN/No TIN Solicited" column.

      3. Select Select All TIN Solicited in the grid toolbar and then generate the export file (refer to Print/Export 1098-Ts).

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Current Year PaymentsClosed All current year payments, except Scholarship or Grant payments, which are only included as a payment if the fund source is defined by the Fund Source 1098-T attribute — "Include Fund Source in 1098-T Calculations" being checked. Current Year Payments are reduced by Current Year Refunds.

    Prior Year Adjustment (Box 4)Closed Box 4 amounts reflect negative payments for the previous year, which will not be printed on the 1098-T form. The values are shown in the grid in case further verification or adjustments are needed by the end user.

    Current Year ScholarshipClosed Total amount of scholarships or grants processed by the institution during the calendar year for the payment of the student’s costs of attendance. The amount is reported in Box 5 of the 1098-T form.

    Prior Year Scholarship Adjustment (Box 6)Closed Adjustments made to scholarships or grants reported on a prior year 1098-T in Box 5. The amount reported in Box 6 represents a reduction in scholarships or grants reported for a prior calendar year.

    Box 7Closed If selected, Box 7 indicates that Box 1 includes amounts for an academic period beginning in the next calendar year. For example, if a student registered and paid for the upcoming Spring semester during November or December, Box 7 will be selected.

    Box 8Closed If selected, Box 8 indicates that the student was at least a half-time student during any academic period that began in the calendar year. If Box 8 is selected, the student meets one of the requirements for the Hope tax credit.

    Box 9Closed If selected, Box 9 indicates whether the student is considered to be enrolled in a program leading to a graduate degree, graduate-level certificate, or other recognized graduate-level educational credential. If enrolled in a graduate program, a student qualifies for the tuition and fee deduction or the lifetime learning credit.

    Manually AddedClosed If selected, indicates that the student record was manually added to (or undeleted from) the 1098-T batch on the Student Review tab of the Manage Batches page. If a student who was originally gathered in the batch process is removed and then re-added, the student will not be considered as "Manually Added".

    Manually Added DateClosed Date when the student record was added to the 1098-T batch.

    Last Modified ByClosed The name or user ID of the person who changed the item.

    Exempt Student IncludedClosed If selected, indicates that the student met the criteria in the "Include IRS Exempt Student into the Batch" options on the Selection Criteria for the 1098-T batch.

    Calculated Amounts EditedClosed If selected, indicates that the calculated amounts were edited and saved.

    Positive amounts in Prior Year Adjustments (Box 4) are displayed for informational purposes only and are not printed on the 1098-T form. These amounts may result from voided transactions marked as Previous Year and are shown in the grid to support verification or adjustment as needed.

    By default, the rows are sorted in ascending order by Student.

  5. The actions you can take depend on whether the batch is locked or unlocked.

    Locked Batch - Batch Mode
    Task Action to Take
    Select records Choose Select All Across Pages to select all records. To select specific records, select Clear All Across Pages and then select individual rows.
    Print/Export When you select Print/Export, the Print, Publish to Portal, Export, and Reports subtabs are displayed below the grid. Continue with Print/Export 1098-Ts.
    View Details Select a student record and select View Details in the grid toolbar. Continue with View/Modify 1098-T Details.
    Unlocked Batch - Batch Mode
    Task Action to Take
    Select records Choose Select All Across Pages to select records across all pages. To select specific records, select Clear All Across Pages and then select individual rows.
    Change TIN Solicited Choose Select All TIN Solicited to select all TIN solicited records. To select specific records, select Clear All TIN Solicited and then select individual rows.
    Add a student to the batch

    1. Select Add Student in the grid toolbar. The Select Student dialog displays a grid listing all students in the database.

    2. In the Select Student dialog, search for a student by name or select a student in the grid.

    Select Show Filter Row to sort or filter the grid by Name, SSN (if permitted), Student Number, Program, Campus, or Phone.

    Select Select to add the student to the batch.

    • If the student is already in the batch, a validation message is displayed and the student is not added.

    • If the student was previously deleted from the batch, the deletion flag is removed and the student is restored.

    • If the student is not in the batch, the system validates that:

      • The student's campus matches the batch's TCC campus.

      • The student's citizenship is included in the batch's "Include 1098" or "Allow Add" settings.

      If validation fails, the student is not added and a message is displayed.

      If validation succeeds, the student is added, "Manually Added" is set to true, and "Manually Added Date" is updated.
    Remove a student from the batch

    1. Select a student record in the grid.

    2. Select Remove Student in the grid toolbar.

    3. Select Remove to confirm.
    Print 1098-T forms / Create export files / Generate Reports When you select Print/Export, the Print, Publish to Portal, Export, and Reports subtabs are displayed below the grid. Continue with Print/Export 1098-Ts.
    Modify Details

    Select a student record and select Modify Details in the grid toolbar. Continue with View/Modify 1098-T Details.

  6. To manage a group based on the student records you selected in the grid, select Save Student Group. The Save to Student Group pop-up is displayed.

    Save to Student Group

    In the Save to Student Group dialog, you can:

    • Create a new student group by selecting New Student Group and entering a name. New groups are created as Manual and Private.

    • Add students to an existing group by selecting Existing Student Group and choosing a group. Only the group owner can add students.

    • Remove students from an existing group by selecting Delete From Student Group and choosing a group. Only the group owner can remove students.

    Select Save to proceed.

After a 1098-T batch is created for a tax year, you can generate forms for individual students by selecting View Individuals on the Selection Criteria tab. In Individuals mode, the Student Review tab displays an empty grid.

  1. The grid columns are the same as in Batch Mode.

  2. The only action available is to add a student to the grid. The validation depends on whether the batch is locked or unlocked.

    Locked Batch - Individuals Mode
    Task Action to Take
    Add a student to the grid

    1. Select Add Student in the grid toolbar. The following message is displayed:

      The student {0} does not exist in this Batch. This batch is currently locked. In order to add a student, the batch must be unlocked.

    2. If applicable, unlock the batch and proceed with the unlocked batch.

    You can add only students already included in the batch and remove only students added to the form. The Add and Remove buttons do not change the number of students stored in the batch.
    Unlocked Batch - Individuals Mode
    Task Action to Take
    Add a student to the grid

    1. Select Add Student in the grid toolbar. The Select Student dialog displays a grid listing all students in the database.

    2. In the Select Student dialog, search for a student by name or select a student in the grid.

    Select Show Filter Row to sort or filter the grid by Name, SSN (if permitted), Student Number, Program, Campus, or Phone.

    Select Select to add the student to the batch.

    • If the student is already in the batch, a validation message is displayed and the student is not added.

    • If the student was previously deleted from the batch, the deletion flag is removed and the student is restored.

    • If the student is not in the batch, the system validates that:

      • The student's campus matches the batch's TCC campus.

      • The student's citizenship is included in the batch's "Include 1098" or "Allow Add" settings.

      If validation fails, the student is not added and a message is displayed.

      If validation succeeds, the student is added, "Manually Added" is set to true, and "Manually Added Date" is updated.

  3. Once students have been added to the Student Review grid in Individuals mode, all grid toolbar buttons will be enabled. You can:

    • Select All Across Pages or Clear All Across Page (toggle)

    • Select All TIN Solicited or Clear All TIN Solicited (toggle)

    • Add Student

    • Remove Student

      In Individuals mode, the Remove Student option removes a student from the Student Review Batch grid. It does not remove the student from the batch.

    • Print/Export

      When you select Print/Export, the Print, Publish to Portal, Export, and Reports subtabs are displayed below the grid. Continue with Print/Export 1098-Ts.

    • Modify Details

      Select a student record in the grid. Select Modify Details in the grid toolbar. Continue with View/Modify 1098-T Details.

History Tab

By default, the History tab displays only batch jobs for the latest tax year. To view the filter setting, select the Show|Hide Filters icon (Filter icon) on the right side of the grid toolbar or select the filter icon in the Calendar Year column header.

Calendar Year Filter

You can filter the grid by other columns or clear the filter to view records from all tax years. If no batches are displayed, use the Clear filter option. Filter settings are retained per user for the Exports and Reports grids.

  • Select Exports to view export job results.

  • Select Reports to view print job results.

ClosedCampus Level Security

When Enable Campus Level Security On BatchesClosed Select "Yes" if you want Anthology Student to enable campus-level security for batches based on the logged-in user’s permissions for the session default campus. The user will only be able to access batches created for campuses that they can access. If a batch has been created for multiple campuses and the user cannot access at least one of the campuses, the batch will NOT be visible to the user. If you select "No," the logged-in user can view batches from multiple campuses, even if they do not have permission to access the batch details for some students. This setting is enabled by default. A script ensures that batches on the History tab that were created before the implementation of the campus-level security are also filtered based on the new campus-level security. is turned on in Settings > System > General, the records on the History tab will be filtered based on the logged-in user and the campus groups associated with the user. Record filtering is based on the SyCampusId. Records with a NULL value in the CampusID field will be visible to all users. CampusID = NULL is assigned to records that are not in Succeeded status (e.g., Completed, Enqueued).

A clean-up script ensures that batches are also filtered if they were created before the implementation of the campus-level security feature. The script runs at the batch level per process and assigns SyCampusId values to the records in the batch.

If a batch contains data from multiple campuses and the user doesn't have access to at least one of the campuses in the batch, the batch will not be visible to the user. For users who do not have access, the system displays the message, "You do not have access to this batch based on the Campus TCC number. Contact your system administrator."

The Manage Batches page will not allow users to select a TCC number and manage a batch if they do not have access to all the campuses for that TCC number. If the TCC is shared between campuses, the user will not see the TCC number to select, unless they have access to all campuses for that TCC.

If the feature is turned off, the History tab will load the records based on the default campus setting (Session Defaults).

The Exports tab lists all 1098-T export jobs. If a batch is exported multiple times, each export appears as a separate job identified by its date, time, and file name.

  1. Review the record values.

    Select All / Clear AllClosed To select all records on the page, place a check mark in the header row.

    1098-T Batch IDClosed The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    Regulatory Job IDClosed Identifier of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.)

    Job IdentifierClosed GUID of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.)

    Batch NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

    Report DateClosed The date of the record set.

    Exported ByClosed The name of the staff member who submitted the background job or batch for processing.

    Export File NameClosed Indicates the name of the generated file.

    StartedClosed The date and time when the first job within the batch started executing.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    DurationClosed The amount of time it took to process the job or batch.

    ResultsClosed If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

    YearClosed The year used for the report.

    TCCClosed The Transmitter Control Code (TCC) Number (five alphanumeric characters) assigned to your school by the Internal Revenue Service (IRS) for filing 1098-T forms electronically.

    Is Test FileClosed Indicates whether this is a test file for an unlocked batch. When a test file is created, the following message is displayed: "The following file was created: <filename>. Please note: this file has been designated as a test file. If it is uploaded to the IRS FIRE system, it will be treated as a test file and will not qualify as the final submission."

    Is Replacement FileClosed Indicates whether this is a replacement file for a previously submitted 1098-T batch.

    Record Count Closed The number of records in the batch.

    TINClosed Represents the 9-digit Taxpayer Identification Number (TIN) selected by the user at the time the 1098-T Export was queued.

    By default, jobs are sorted by Start Date in descending order. Use column sorting and filtering to customize the grid.

  2. If the job status is:

    • Succeeded, the file is created in the Export File Folder. Access the Export tab.

    • Completed , it has a Details link indicating failure. Select Retry Batch to resubmit the job (for example, after a network or SQL connectivity issue).

  3. To remove a failed export job, select Cancel Batch. Only failed export jobs can be canceled.

The Reports tab lists all 1098-T batch print jobs. If a batch is printed multiple times, each print job is listed separately and can be identified by its date, time, and file name.

  1. Review the record values.

    Batch IDClosed The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    Regulatory Job IDClosed Identifier of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.)

    Job IdentifierClosed GUID of the Regulatory batch job. This column is hidden by default. To view it, select it in the Column drop-down. (You may have to hide other columns if the grid has too many columns.)

    Batch NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

    Report NameClosed The name of the report.

    Report TypeClosed The type of report, that is, a summary or a detail report.

    Record Count Closed The number of records in the batch.

    Queued DateClosed The date of the record set.

    Queued ByClosed The name of the staff member who submitted the background job or batch for processing.

    StartedClosed The date and time when the first job within the batch started executing.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    DurationClosed The amount of time it took to process the job or batch.

    ResultsClosed If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

    YearClosed The year used for the report.

    TCCClosed The Transmitter Control Code (TCC) Number (five alphanumeric characters) assigned to your school by the Internal Revenue Service (IRS) for filing 1098-T forms electronically.

    Batch Lock StatusClosed Indicates whether the batch was locked at the time of queueing.

    Official School NameClosed Official School Name that Anthology Student can use on formal documents (such as transcripts). A merge field for the official school name is available for use with letter task templates.

    TINClosed Represents the 9-digit Taxpayer Identification Number (TIN) selected by the user at the time the 1098-T Export was queued.

    By default, the records are sorted in descending order by Started date. You can use column sort and filtering options to customize the grid.

  2. Select View Report to view or download the PDF file. You can also export the report data to Excel.

    If the job status is:

    • Succeeded, the Results column is empty, and the batch print file is created.

    • Completed with a Details link indicating failure reasons.

    The batch jobs remain available in the History grid for two weeks. If data in a report is revised, a new report needs to be created.

  3. To remove a batch, select Cancel Batch. You can remove only jobs that have a status of Completed.

 

This feature applies to U.S. compliance only.