Using the AR Acceptance Flag Update Process

Transcription

1 Georgia Enhanced Banner Student and Financial Aid Systems User Documentation Version 7.17 and Instructional Technology December 2008

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3 Table of Contents Introduction to... 1 Purpose...1 Target Audience...1 Purpose and Scope of Document...1 Graphics...1 References...1 Support...2 Flow... 3 Description...3 Overview of...3 Implementing AR Acceptance Flag Update process... 4 I. Execute AR Acceptance Flag Update process... 4 Overview...4 Parameters for ZSRAFLU...5 II. Confirm Acceptance Flag Change... 8 Overview...8 Appendix A: Document History... A-1 Page iii December 2008

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5 Using the Introduction to Purpose Target Audience Purpose and Scope of Document Graphics When a registration occurs via the Student Course Registration form (SFAREGS) or Banner Self-Service, fees are assessed and the student s account (TSAAREV) is updated with tuition and fee charges. As part of the fee payment process, the Acceptance indicator is changed from N to Y by accepting charges/payments on the Student Payment form (TSASPAY). The AR Acceptance Flag Update process (ZSRAFLU) will allow functional users to change the AR Acceptance Indicator (SFBETRM_AR_IND) to C (confirmed), N (none), or Y (yes) using a batch process. The process will use an institutionally defined population selection to denote which student records will be updated. Bursar Office staff or other institutional staff who are responsible for fee assessment and accepting charges/payments. This document explains how to use the AR Acceptance Flag Update process. Graphic cues used in this document assist with labeling of steps and items that are particularly important. Steps for recovery or support. For additional information, see references. Exercise caution. Warning: an error here is critical. References For information about the baseline product, see Using SCT Banner User Manual for Accounts Receivable, Financial Aid, and Student. Page 1 December 2008

6 Support For additional OIIT resources and support, contact the OIIT Helpdesk: Web (self-service ticket submission) For urgent or production down situations, call the OIIT Helpdesk: Local Toll free within Georgia Page 2 December 2008

7 Flow Description Overview of AR Acceptance Flag Update Process When a registration occurs via the Student Course Registration form (SFAREGS) or Banner Self-Service, fees are assessed and the student s account (TSAAREV) is updated with tuition and fee charges. As part of the fee payment process, the Acceptance indicator is changed from C or N to Y by accepting charges/payments on the Student Payment form (TSASPAY). The ZSRAFLU process will perform this step in batch for students in an institutionally created population selection. All students in the population selection will be updated with the specified code (C, N, Y) if a registration record exists for the term specified in the process parameters. Complete the following steps to implement and execute the AR Acceptance Flag Update Process in Banner. I. Execute AR Acceptance Flag Update process 1. Create a Population Selection 2. Run AR Acceptance Flag Update process ZSRAFLU 3. Review the.lis file for messages II. Confirm Acceptance Flag Change 1. Confirm change on Student Course Registration Form SFAREGS 2. Confirm change on Student Payment form TSASPAY Page 3 December 2008

8 Implementing AR Acceptance Flag Update process Overview I. Execute AR Acceptance Flag Update process The AR Acceptance Flag Update process (ZSRAFLU) will allow functional users to change the AR Acceptance Indicator (SFBETRM_AR_IND) to C (confirmed), N (none), or Y (yes) using a batch process. The process will use an institutionally defined population selection to denote which student records will be updated. Careful collaboration among the Registrar, Bursar and Financial Aid offices should be undertaken to ensure that this process is used appropriately for the institution s business policies. 1. Create a Population Selection A review of institutional business policies may be required to determine the appropriate population selection criteria for use with ZSRAFLU. Be sure to consider the impact on accounts receivable functions when creating this population. The population should contain registered students for a specific term who need the AR acceptance flag flipped on SFAREGS. All students in the population should need the flag changed to the same indicator. For example, the population may contain students with the indicator currently set to C (confirmed) or N (none), but they must all need the indicator changed to Y (yes). Since the C, N, or Y can be entered as a parameter for ZSRAFLU, any combination of settings may be included in the population selection. For specific information regarding the baseline forms and processes used to build a population selection, refer to the most recent version of the Banner Student User Guide or the Population Selection handbook located at Page 4 December 2008

9 2. Run AR Acceptance Flag Update process (ZSRAFLU) ZSRAFLU will change the AR Acceptance Indicator (SFBETRM_AR_IND) to C (confirmed), N (none), or Y (yes). This process should only be run when it is necessary to update the acceptance indicator for a batch of students. All students in the population selection will be updated to the same code if a registration record exists for the specified term. Parameters for ZSRAFLU No Name Required? Description/Instructions 01 Term Code Yes Enter the term code to be processed Default Values 02 Acceptance Indicator 03 Selection Identifier 04 Application Code Yes Yes Yes Valid values: Y(es), N(one), or C(onfirmed) Selection ID of population selection Application Code of population selection 05 Creator ID Yes Creator of population selection 06 User ID Yes User of the population selection 07 Run Mode Yes (A)udit or (U)pdate Mode A Page 5 December 2008

10 3. Review the.lis file for messages The.lis file will contain a list of all students processed, the old AR acceptance flag, the new AR acceptance flag, and any messages. Sample.lis file in Audit mode: If a student is not registered for the term, the message No registration exists for term will be displayed in the.lis file and no change will be made to the student s record. If the student s AR acceptance flag is already set to the requested code, the message No change; Record already exists will be displayed in the.lis file. No change will be made to the student s record. When the ZSRAFLU is run in Update mode, the message Record updated will be displayed next to all records updated by the process. Sample.lis file in Update mode: Page 6 December 2008

11 Technical Note ZSRAFLU will update SFBETRM_DATA_ORIGIN field in the SFBETRM table with AR Acceptance Flag Update. Query SQL*Plus access or a similar query tool may be used to confirm that the appropriate message is contained in the field. Page 7 December 2008

12 II. Confirm Acceptance Flag Change Overview 1. Confirm change on Student Course Registration form (SFAREGS) The AR Acceptance flag is displayed in the Enrollment Information block of Student Course Registration form (SFAREGS). The flag is also used by the Student Payment form (TSASPAY). Confirm that ZSRAFLU correctly updated the Enrollment Information block on SFAREGS. Page 8 December 2008

13 2. Confirm change on Student Payment form (TSASPAY) Confirm that ZSRAFLU correctly updated TSASPAY. The process of accepting charges on this form should function as normal. If the AR acceptance flag is set to C or N, the Accept Charges popup box will appear. Accepting charges on TSASPAY will automatically change the AR acceptance flag to Y. Page 9 December 2008

14 Appendix A: Document History This section details the history of the document and updates made for each modification. Release and Date Form/Process Page Update Description Georgia Enhancements , March 14, 2008, December 19, 2008 NA NA Original ZSRAFLU Multiple Added Sort Parameter information Page A-1 December 2008