Enterprise Information Systems

Transcription

1 Enterprise Information Systems Financial Management + Human Resources + Student Administration Posting Charges in Groups Business Process Guide August, 2004

2 Updates Date Action Page(s) 8/01/2004 Created. 5/01/2007 Updated navigation for version /11/2007 Updated screenshots for version 8.9

3 Table of Contents Posting Charges in Groups Overview... 1 Before You Begin... 1 Prerequisites and Assumptions... 1 Other Materials Needed Group Data Entry Add a New Group Group Entry Page Group Line Entry Page... 9 i

4 Posting Charges in Groups Overview Posting charges to student and staff accounts is done to record charges for services, merchandise received or fines. This can be done through the Student Post page, Group Data Entry or External File loads. Most Tuition charges will be posted through the tuition calculation process and not posted manually. Other charges, such as Housing, University Store purchases, Library fines and Parking permits and fines are done mostly through external file loads or Group Data Entry. Each method has situations for which it is better suited but any charge can be posted using any method. Payments can also be posted through Student Post process although this should be limited to transactions for which the user has no cash to deposit in the bank, such as Charge/Credit transactions and electronic payments. Before You Begin Prerequisites and Assumptions Before you can successfully perform the Group Posting process, it is assumed that each of the following conditions has been met: Origin ID s and Group Types have been created and assigned for the transactions to be posted. The user has Security access to the Origin ID being used. Other Materials Needed To carry out the Posting in Groups process correctly, you may need to refer to the following documents: Group Post Process Document1 Page 1 of 14

5 1.0 Group Data Entry Provide a brief description of this task. If appropriate, include a workflow diagram of the procedures that make up this task. 1.1 Add a New Group Navigation: Home > Student Financials >Charges and Payments > Group Processing > Create Group Data Entries Steps for Completing [Group Data Entry] 1. No data is entered on this page when creating the Group Data Entry batch. Select the Add New Value hyperlink. Document1 Page 2 of 14

6 2. No data is entered on this page. Click on the button. The Group ID will be automatically assigned. NEVER type anything in this field. If you accidentally enter something in this field, cancel the transaction by navigating to another page (or go back to the use menu) and do not save the page if prompted to. If you type the word NEXT, it will create a batch with NEXT as the ID number and will create problems with the auto numbering process. Document1 Page 3 of 14

7 1.2 Group Entry Page The Group Data Entry page will be displayed. This is used to indicate the type and status of transactions being posted. Navigation: Home > Student Financials > Charges and Payments > Group Processing > Create Group Data Entries Steps for Completing [Group Entry] 1. Enter the appropriate Group Type or use the drop down arrow to select a valid value. See red circle above. Document1 Page 4 of 14

8 2. List of Group Type values listed above. Use only Group Types that have been assigned to your area. Users should NEVER use Group Type Q Quick Post. Only system processes should use this value 3. Enter the appropriate Origin ID or use the magnifying glass to select a valid value. Document1 Page 5 of 14

9 Use only Origin ID s assigned to your area. Users should NEVER use Origin Type Quick Post. Only system processes should use this value. Original Group ID is not required and is used only if the batch is being altered after the original group was processed. Enter the appropriate dates for the Accounting Date, Received Date, and Entry Date. Accounting Date: The date that the transaction will feed to the General Ledger. It is the day the revenue is considered earned and in most cases will be the current date but may be a future date such as Rent charges for future months. The default is the current date. Received Date: Date transaction is received, typically the current date. It defaults to current date. Entry Date: The date you are entering the transactions, default is current. Operator: Automatically displays the User Id of the person creating the batch and cannot be modified. Assign to: Reserved for future use. Document1 Page 6 of 14

10 Control totals are not required but can be used to help verify that all transactions were entered and the amounts are correct. If you choose to use control totals, select the balance group option to automatically review the transactions in the group. The number of transactions and amounts are compared to information in the control totals fields. Enter the monetary sum of the transactions in the group Control Total field, and enter the total number of transactions in the group in the unlabeled field to the right. For example, if you are entering a group of checks received from students, enter the total monetary value of the checks in the Control Total field and the number of checks (count) in the unlabeled field. If the external file load process is used, and the external file setup defines control totals, these fields are populated thorough the file load process. Transaction amount Transaction count The Entered Total, Difference and Posted Total are calculated values based on the detail of the transactions entered compared to the Control Totals entered. The Display Option section allows you to choose chunks or groups of date to view. The number of transactions rows chunked or viewable at one time is controlled in the SF setup. For CWU, this value is set to 50 records. Document1 Page 7 of 14

11 The Status section displays information about the Status of the Group. Edit Status Deposit Balance Posting Action Posting Status Process Instance This field displays whether the batch has been edited. This field displays whether the batch is balanced. You must select the Balance Group check box and the batch must balance for this field to display Balanced. Available for Posting: If no approval is required, this field contains this value. CWU is not currently using approvals for Group Posting Do Not Post: If you are approving this posting group, select this option if you want to hold the group for further review. This value is also used if a batch is created in error and should never be posted Posted: Indicates the group has been posted. Waiting for Approval: If approval is required, this field contains this value. Not used by CWU at this time. This field displays the posting status. Statuses are, Balance, Complete, Error, Incomplete, Not Posted, and Reversed. This field displays the process instance number assigned by the process scheduler. This field is only populated if the posting job is not successful. To post a corrected group, you must remove the process instance number using the Reset Process Instance button on the group post run control page. Document1 Page 8 of 14

12 1.3 Group Line Entry Page Select the Group Line Entry tab. This page is used to enter the transactions. Line Nbr (line number) ID Balance Account Type Item Type This field displays the line number of the current entry. This field increments as each new entry line is added. Enter the ID for the student that you are adding to the group. Use the magnifying glass to search by Name, Campus ID # or National ID. This field displays the current balance of the student's account. Enter the account type for the entry you are making or use the magnify glass to search for valid values. The description of the account type appears to the right of the field. Enter the item type for the entry you are making or use the magnify glass to search for valid values. The description of the item type appears to the right of the field. Document1 Page 9 of 14

13 Charge Priority Amount Use Excess Account The charge priority list attached to the selected item type (payment or credit item types, only) displays in this field. The Charge Priority effects how things are paid by the system. Although this value may be overridden, it should be done only with permission from the Student Financials Services Manager. Enter the item (charge or payment) amount. A decimal is not required if enter even dollar amounts. For instance, $80.00 can be entered as 80 This box is only available when a payment item type is used. Select the Use Excess Account check box to direct payment amounts in excess of the charge to another account. Enter the target account in the field to the right. This should be done only with permission from the Student Financials Services Manager. Restrict Payment To Account Select this option to keep the entire amount of the payment in the account. Selecting this option prevents excess payment from being transferred to an excess payment account. This should be done only with permission from the Student Financials Services Manager. Term Ref Nbr (reference number) Service Indicator Enter the term for which you want to post this transaction. You may use the magnifying glass to search for valid values. Enter any optional reference number that you want to use to track the transaction. This is a 30 character free form field. If this transaction is a write off, the system populates the write off service indicator code. Payment Information Payment ID Payment Method Dates Item Effective Date Due Date Academic Information Application Information Enter a payment ID in this field to reverse a payment. When you exit the field, the system populates the remaining fields on the page with the original payment information. If the payment item type is set up to be tender specific, the tender value appears in this field. If the field is not populated, you may select a payment method (tender). Enter the item effective date that the transaction becomes active. The default value for the item effective date is the current date. Enter an optional due date for payment transactions. If this field is left blank, the billing program populates the field on the student's account. Click the Academic Information link to access the Academic Information page, where you can review the student's enrollment information. Click the Application Information link to access the Application Information page, where you can review the student's application status. Document1 Page 10 of 14

14 1. After entering the appropriate data, click the to insert a new row. Document1 Page 11 of 14

15 2. With the exception of the ID #, the information for the first line is copied to the new row. If the information is correct, enter the new ID #. Insert news rows to add data until all transactions are posted. 3. If any of the information should be changed, just enter the new data. When a row is inserted, it will now copy this new information. Document1 Page 12 of 14

16 Amount and term changed Dates change as well. The Group ID # is assigned when the file is saved. You can save the file at any time. One feature of the Group Data Entry process is that the batch can be saved and more data entered later. The data can also be modified anytime prior to the group being processed (See Group Post Process BPG). If a row is entered in error, use the displayed: to delete the row. The following message will be Click Cancel to keep the row in the group or OK to delete the row when the group is saved. If you click OK but do not save the group, the row is not deleted. Document1 Page 13 of 14

17 Totals can be verified by returning to the Group Entry tab. If Control Totals were not used, the Difference amount and count will be the reverse of the Entered Total amount and count. This does not effect processing. If the group is not ready for posting, change the Posting Action to Do Not Post so that it is not posted in error. Otherwise, leave it Available for Posting. After all data is entered, save the group. The Group Data Entry, Group Corp Data Entry, and External File Load processes all put saved transaction data into a suspended status until the group is actually posted. You can use the Group Data Entry and Group Corp Data Entry components to view and revise all entries within a group ID. The Group Data Suspense and Group Corp Data Suspense components enable you to view and revise transaction entries for individual transactions. The transactions are not posted to the student or organization s account until the group has been processed. Refer to the Group Posting Process BPG when the group is ready for posting. Document1 Page 14 of 14