PeopleSoft Enterprise Student Financials 9.0 PeopleBook Collection System CS9 Cs9lssf B0310
User Manual: Collection System CS9
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PeopleSoft Enterprise Student Financials 9.0 PeopleBook March 2010 PeopleSoft Enterprise Student Financials 9.0 PeopleBook SKU cs9lssf-b0310 Copyright © 1988, 2010, Oracle and/or its affiliates. All rights reserved. Trademark Notice Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. License Restrictions Warranty/Consequential Damages Disclaimer This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. 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Contents Preface PeopleSoft Enterprise Student Financials Preface ................................................................................ xxix PeopleSoft Products .................................................................................................................................... xxix PeopleSoft Enterprise Campus Solutions Application Fundamentals ........................................................ xxix PeopleBook Structure ................................................................................................................................. xxix PeopleBooks and the Online PeopleSoft Library ...................................................................................... xxxii Chapter 1 Getting Started with PeopleSoft Enterprise Student Financials .............................................................. 1 PeopleSoft Enterprise Student Financials Overview ....................................................................................... PeopleSoft Student Financials Business Processes ......................................................................................... PeopleSoft Student Financials Integrations ..................................................................................................... PeopleSoft Enterprise Student Financials Implementation ............................................................................. 1 2 2 3 Chapter 2 Completing Student Financials General Setup .......................................................................................... 5 Understanding Student Financials General Setup ............................................................................................ 5 Setting Up Installation Parameters and Keywords ......................................................................................... 5 Understanding Installation Parameters ...................................................................................................... 6 Understanding Global Invoicing ............................................................................................................... 6 Pages Used to Set Up Installation Parameters and Keywords .................................................................. 7 Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options ......... 7 Defining Payment by Invoice .................................................................................................................. 11 Defining Keyword Edit Tables and a Null Due Date ............................................................................. 11 Defining Commit Levels ........................................................................................................................ 15 Defining Keywords ................................................................................................................................ 16 Reviewing Valid Records and Fields ............................................................................................................ 17 Pages Used to Review Valid Records and Fields ................................................................................... 17 Reviewing Valid Records ....................................................................................................................... 17 Reviewing Valid Fields .......................................................................................................................... 18 Setting Up Business Units ............................................................................................................................ 19 Understanding Business Units ............................................................................................................... 19 Pages Used to Set Up Business Units ..................................................................................................... 20 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. iii Contents Defining Basic Business Unit Parameters .............................................................................................. Defining Additional Business Unit Parameters ..................................................................................... Defining Posting Parameters .................................................................................................................. Defining Committal and Approval Options ........................................................................................... Defining Collection Rules ....................................................................................................................... Defining Basic Refunding Rules ............................................................................................................. Defining Refund Approval Parameters ................................................................................................... Defining Default Payroll Parameters ...................................................................................................... Defining Auto-Numbering Sequences ................................................................................................... (CAN)(AUS)(NZL) Defining Tax Parameters for Students from Canada, Australia, and New Zealand .............................................................................................................................................................. Setting Up Tax Authorities and Tax Codes .................................................................................................. Understanding Tax Authorities and Tax Codes ...................................................................................... Pages Used to Set Up Tax Authorities and Tax Codes ........................................................................... Defining Tax Authorities ....................................................................................................................... Specifying VAT Rebates for Tax Authorities ........................................................................................ Defining Tax Codes ............................................................................................................................... Setting Up Aging Sets ................................................................................................................................... Page Used to Set Up Aging Sets ............................................................................................................. Defining Aging Sets ............................................................................................................................... Setting Up Payment Application Rules ........................................................................................................ Understanding Payment Application Rules ............................................................................................ Pages Used to Set Up Payment Application Rules ................................................................................. Creating a Charge Priority List and Linking It to an Item Type Tree .................................................... Defining Charge Priority List Rules ....................................................................................................... Defining Payment Overall Priorities ...................................................................................................... Setting Up Account Types ............................................................................................................................ Pages Used to Set Up Account Types ..................................................................................................... Setting Up Account Types ..................................................................................................................... Setting Up Accounting Dates ........................................................................................................................ Page Used to Set Up Accounting Dates .................................................................................................. Page Used to Set Up Accounting Dates .................................................................................................. Setting Up Item Types and Item Type Groups ............................................................................................. Understanding Item Types and Item Type Groups ................................................................................ Pages Used to Set Up Item Types and Item Type Groups ...................................................................... Defining Basic Item Type Attributes ..................................................................................................... Defining Transaction Amount and Tax Form Parameters for Item Types ............................................. Defining Miscellaneous Parameters for Item Types .............................................................................. Defining External Awards ....................................................................................................................... Defining Item Type Posting Restrictions ............................................................................................... Linking Account Types to an Item Type ............................................................................................... Mapping Item Types to General Ledger Accounts ................................................................................ Defining Item Type Groups ................................................................................................................... Setting Up Service Indicator Sets ................................................................................................................. Understanding Service Indicator Sets ..................................................................................................... iv 21 22 24 28 30 30 30 30 31 32 34 34 35 35 36 36 37 37 37 39 39 40 40 41 47 51 51 52 54 54 55 55 56 57 58 62 64 67 68 69 70 76 77 77 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Pages Used to Set Up Service Indicator Sets .......................................................................................... Defining Service Indicator Set Details ................................................................................................... Defining Eligible Academic Careers for Service Indicator Sets ............................................................ Setting Up a Default Academic Term ........................................................................................................... Page Used to Set Up a Default Academic Term ..................................................................................... Defining Default Academic Terms ........................................................................................................ 78 78 80 81 81 81 Chapter 3 Setting Up ePayment Processing ............................................................................................................... 83 Understanding ePayment Processing ............................................................................................................. 83 Setting Up Credit Card Types ....................................................................................................................... 83 Page Used to Set Up Credit Card Types ................................................................................................. 84 Defining Accepted Credit Card Types ................................................................................................... 84 Re-encrypting Credit Card, Bank Account Numbers, Security Code Data, and Security Key ..................... 84 Understanding Encryption ....................................................................................................................... 85 Understanding Re-encryption ................................................................................................................. 85 Pages Used to Re-Encrypt and Convert Data .......................................................................................... 87 Regenerating the Encryption Key ........................................................................................................... 87 Converting Data to Use a Regenerated Encryption Key ........................................................................ 88 Setting Up Payment Merchants ..................................................................................................................... 90 Page Used to Set Up Payment Merchants ............................................................................................... 91 Defining Electronic Payment Merchants ................................................................................................ 91 Testing Payment and Hosted Payment Transactions ..................................................................................... 96 Page Used to Test Payment and Hosted Payment Transactions ............................................................. 96 Testing ePayment and Hosted Payment Transactions ............................................................................. 97 Setting Up SF Merchants ............................................................................................................................ 100 Understanding SF Merchants ................................................................................................................ 100 Page Used to Set Up SF Merchants ...................................................................................................... 101 Defining ePayment Processing Parameters .......................................................................................... 101 Setting Up Institution Sets ........................................................................................................................... 106 Setting Up Item Types for ePayment .......................................................................................................... 107 Setting Up Self-Service Options .................................................................................................................. 107 Chapter 4 Setting Up GL Interface Processing ........................................................................................................ 109 Understanding GL Interface Processing Setup ........................................................................................... GL Interface Processing Using PeopleSoft General Ledger or Oracle General Ledger ...................... GL Interface Processing Using a Third-Party or Legacy General Ledger System .............................. Loading Setup Data Using PeopleSoft Application Messaging ................................................................. Reviewing Setup Table Data for PeopleSoft Financials ............................................................................. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 109 110 112 112 117 v Contents Understanding Table Setup Data ........................................................................................................... Pages Used to Review Setup Table Data .............................................................................................. Linking Student Financials Business Units to PeopleSoft General Ledger Units ...................................... Setting Up HRMS for Oracle Financials ..................................................................................................... Setting Up the Ledger Fields Table ............................................................................................................ Understanding the Ledger Fields Table Setup ...................................................................................... Page Used to Set Up the Ledger Fields Table ....................................................................................... Defining Ledger Fields ......................................................................................................................... Synchronizing Oracle GL Segments ............................................................................................................ Mapping General Ledger Business Units to Oracle General Ledger ........................................................... Pages Used to Map General Ledger Business Units to Oracle General Ledger ................................... Mapping GL Business Units to Oracle GL ........................................................................................... Mapping Transaction Classification to Oracle GL Journal Categories ................................................. Synchronizing ChartField Values ................................................................................................................ Page Used to Synchronize ChartField Values ....................................................................................... Synchronizing ChartField Values ......................................................................................................... (Optional) Creating ChartField SpeedType Keys ....................................................................................... Understanding ChartField SpeedType Keys ......................................................................................... Page Used to Create ChartField SpeedType Keys ................................................................................ Defining ChartField SpeedTypes ......................................................................................................... (Optional) Activating ChartField Validation Options ................................................................................. Assigning Charts of Accounts .................................................................................................................... Validating ChartFields ................................................................................................................................ Understanding ChartFields Validation .................................................................................................. Page Used to Validate ChartFields ........................................................................................................ Identifying Invalid ChartFields ............................................................................................................ Setting Up Integration with PeopleSoft Financials and Oracle Financials ................................................. Pages Used to Set Up Integration with PeopleSoft Financials and Oracle Financials .......................... Defining Batch Publish Rules for GL Messaging ................................................................................ Defining Batch Programs for GL Messaging ....................................................................................... Setting Up Business Unit Synchronization for PeopleSoft Financials ................................................ Synchronizing Student Financials Business Unit Data with PeopleSoft Financials ............................ Copying ChartField Information for Item Types from One Term to Another ............................................ Page Used to Copy ChartField Information for Item Types from One Term to Another ..................... Running the GL Term Copy Process ................................................................................................... 117 117 118 118 119 119 119 119 120 120 121 121 123 125 125 125 127 127 127 127 130 130 130 131 131 131 132 132 133 134 134 135 137 137 137 Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers .......................................................... 139 Understanding Tuition Controls, Criteria, Equations, and Waivers ............................................................ Creating Billing and Due Date Calendars ................................................................................................... Page Used to Create Billing and Due Date Calendars .......................................................................... Defining Billing and Due Date Calendars ............................................................................................ vi 139 139 140 140 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Setting Up Adjustment Calendars ............................................................................................................... Understanding Adjustment Calendars ................................................................................................... Pages Used to Set Up Adjustment Calendars ........................................................................................ Defining Adjustment Calendars ........................................................................................................... Defining Administrative Fees for Adjustment Periods ........................................................................ Calculating the Term Fee by Term and Adjusting by Term Scenarios ................................................. Establishing Tuition Calculation Controls .................................................................................................. Pages Used to Establish Tuition Calculation Controls .......................................................................... Specifying Tuition Calculation Parameters .......................................................................................... Establishing Restrictions on Automatic Tuition Calculation ............................................................... Selecting Errors and Warnings ............................................................................................................. Defining Variables for Criteria and Equations ........................................................................................... Understanding Equation Variables ........................................................................................................ Pages Used to Define Variables for Criteria and Equations ................................................................. Defining Character Variables ............................................................................................................... Defining Numeric Variables ................................................................................................................ Defining Yes/No Flags ......................................................................................................................... Establishing Criteria for Tuition Groups and Fee Triggers ........................................................................ Understanding Tuition Group and Fee Trigger Criteria ........................................................................ Pages Used to Establish Criteria for Tuition Groups and Fee Triggers ................................................ Defining Criteria Codes and Criteria Types ......................................................................................... Defining Criteria Details ...................................................................................................................... Using Equation Engine to Define Tuition Calculation Equations ............................................................... Understanding Global Variables ........................................................................................................... Page Used to Define Tuition Calculation Equations ............................................................................. Viewing Delivered Equations .............................................................................................................. Viewing Equation Information .............................................................................................................. Using Equation Engine in Student Financials Tuition Calculation ....................................................... Using Student Financials Undergraduate Selection Equation ............................................................... Defining Waivers and Waiver Groups ........................................................................................................ Pages Used to Define Waivers and Waiver Groups .............................................................................. Defining Waivers ................................................................................................................................. Defining Waiver Groups ...................................................................................................................... Creating Course Lists .................................................................................................................................. Page Used to Create Course Lists ......................................................................................................... Defining Course Lists ........................................................................................................................... 142 142 143 143 145 147 150 151 151 153 154 155 155 155 156 156 157 158 158 159 159 160 161 162 163 163 164 168 169 171 171 171 173 174 174 174 Chapter 6 Setting Up Fees and Tuition Groups ....................................................................................................... 177 Setting Up Fee Classes ................................................................................................................................ 177 Page Used to Set Up Fee Classes .......................................................................................................... 178 Defining Minimum and Maximum Fees ..................................................................................................... 178 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. vii Contents Understanding Minimum and Maximum Fees ...................................................................................... Pages Used to Define Minimum and Maximum Fees ........................................................................... Defining Minimum and Maximum Fees for Billing Careers and Academic Years ............................. Defining Minimum and Maximum Fees for Terms and Sessions ....................................................... Defining Minimum and Maximum Fees for Admit Terms .................................................................. Setting Up Application Fees ....................................................................................................................... Understanding Application Fees ........................................................................................................... Pages Used to Set Up Application Fees ................................................................................................ Defining Application Fees ................................................................................................................... Defining Application Fee Item Types .................................................................................................. Defining Application Sub Fees ............................................................................................................ Setting Up Deposit Fees and Deposit Due Dates ........................................................................................ Pages Used to Set Up Deposit Fees and Deposit Due Dates ................................................................ Defining Deposit Fees .......................................................................................................................... Defining Deposit Fee Due Dates .......................................................................................................... Defining Status Changes Resulting from Deposits .............................................................................. Setting Up Term Fee Codes ........................................................................................................................ Understanding Term Fee Codes ............................................................................................................ Pages Used to Set Up Term Fee Codes ................................................................................................. Defining Term Fee Codes .................................................................................................................... Defining Term and Session Fees .......................................................................................................... Defining Term Sub Fee Codes ............................................................................................................. Defining Term Sub Fees ...................................................................................................................... Defining Tuition Residency Minimums and Maximums ..................................................................... Copying Term Fees to Subsequent Terms ........................................................................................... Setting Up Course Fees and Class Fees ...................................................................................................... Understanding Course Fees and Class Fees .......................................................................................... Pages Used to Set Up Course Fees and Class Fees ............................................................................... Setting Up Rate Tables for Course Fees .............................................................................................. Defining Course Fees ........................................................................................................................... Defining Course Sub Fees .................................................................................................................... Defining Modal Course Fees ................................................................................................................ Defining Modal Course Sub Fees ......................................................................................................... Defining Class Fees .............................................................................................................................. Defining Class Sub Fees ...................................................................................................................... Defining Modal Class Fees .................................................................................................................. Defining Modal Class Sub Fees ............................................................................................................ Rolling Over Course and Class Fees to Future Terms ......................................................................... Defining Optional Fees ............................................................................................................................... Pages Used to Define Optional Fees ..................................................................................................... Defining Optional Fee Codes ............................................................................................................... Defining Optional Fee Values .............................................................................................................. Linking Optional Fees to Terms ........................................................................................................... Defining Optional Fee Amounts .......................................................................................................... Setting Up Transaction Fees ....................................................................................................................... viii 178 178 179 180 181 181 181 182 182 183 185 186 186 187 188 189 190 190 191 191 193 195 198 202 203 204 205 206 207 209 210 212 213 213 214 216 217 217 218 218 219 219 220 221 222 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Page Used to Set Up Transaction Fees .................................................................................................. Defining Transaction Fees ................................................................................................................... Setting Up Course List Fees ....................................................................................................................... Page Used to Set Up Course List Fees .................................................................................................. Defining Course List Fees .................................................................................................................... Setting Up Tuition Groups .......................................................................................................................... Understanding Tuition Groups .............................................................................................................. Pages Used to Set Up Tuition Groups ................................................................................................... Defining Tuition Groups ...................................................................................................................... Linking Adjustment Codes to Tuition Groups ..................................................................................... Linking Criteria to Tuition Groups ...................................................................................................... Linking Term Fees to Tuition Groups .................................................................................................. Linking a Waiver Code to a Single Term Fee Within a Tuition Group ............................................... Linking Course Lists to Tuition Groups .............................................................................................. Linking Waiver Codes to Tuition Groups ............................................................................................ Reviewing Established Tuition Group Priorities ................................................................................. 223 223 224 224 225 227 228 228 229 230 231 232 233 234 234 235 Chapter 7 Setting Up Refunding ............................................................................................................................... 237 Prerequisites ................................................................................................................................................. Setting Up Your Business Unit to Refund Customers ................................................................................ Pages Used to Set Up Your Business Unit to Refund Customers ......................................................... Defining Basic Refunding Rules .......................................................................................................... Defining Refund Approval Parameters ................................................................................................ Defining Default Payroll Interface Parameters .................................................................................... Setting Default Withholding Amounts for Payroll Refunds ................................................................ Setting Up Accounts Payable Options ........................................................................................................ Pages Used to Set Up Accounts Payable Options ................................................................................. Setting Up an AP Business Unit .......................................................................................................... Defining AP Set Controls for Vendors ................................................................................................ Setting Up Payroll Refund Options ............................................................................................................ Creating Job Data for Payroll Refunds ....................................................................................................... Pages Used to Create Job Data .............................................................................................................. Creating Job Data for Payroll Refunds ................................................................................................ Creating Job Data in Batch ................................................................................................................... Creating T4A Tax Job Data .................................................................................................................. Setting Up Direct Deposit for Students ...................................................................................................... Designating Sponsors .................................................................................................................................. Pages Used to Designate Sponsors ........................................................................................................ Designating Sponsors for Individual Students ..................................................................................... Designating Sponsors for Organizations .............................................................................................. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 237 238 238 238 241 242 243 243 243 243 245 246 246 247 247 248 249 249 249 250 250 251 ix Contents Chapter 8 Setting Up Payment Plans ........................................................................................................................ 253 Common Elements Used in This Chapter ............................................................................................. Setting Up Deferral Contracts ..................................................................................................................... Pages Used to Set Up Deferral Contracts .............................................................................................. Defining Basic Deferral Contract Parameters ...................................................................................... Defining Deferral Contract Administrative Fees ................................................................................. Defining Deferral Contract Eligible Charges and Maximum Amounts ............................................... Setting Up Payment Plan Contracts ............................................................................................................ Pages Used to Set Up Payment Plan Contracts ..................................................................................... Defining Basic Payment Plan Contract Parameters ............................................................................. Defining Payment Plan Type, Eligible Charges, and Time Frame ...................................................... Defining Payment Plan Item Types ..................................................................................................... Defining Self Service Options ............................................................................................................... Defining Payment Plan Administrative Fees ....................................................................................... Setting Up Third-Party Contracts ............................................................................................................... Pages Used to Set Up Third-Party Contracts ........................................................................................ Defining Basic Third-Party Contract Parameters ................................................................................. Defining Third-Party Contract Item Types .......................................................................................... Defining Third-Party Charge Transfers ............................................................................................... Setting Up Collection Agreements ............................................................................................................. Pages Used to Set Up Collection Agreements ...................................................................................... Defining Basic Collection Agreement Parameters ............................................................................... Defining Collection Agreement Administrative Fees .......................................................................... 253 253 254 254 256 257 259 259 259 262 265 267 269 270 271 271 274 276 277 278 278 280 Chapter 9 Setting Up Billing ...................................................................................................................................... 283 Setting Up Billing Messages ....................................................................................................................... Understanding Billing Messages ........................................................................................................... Pages Used to Set Up Billing Messages ................................................................................................ Defining Billing Messages ................................................................................................................... Linking Billing Messages to Item Types ............................................................................................. Linking Billing Messages to Aging Sets .............................................................................................. Linking Billing Messages to Business Units ........................................................................................ Linking Billing Messages to Students .................................................................................................. Linking Billing Messages to Corporations ........................................................................................... Setting Up Invoice Layouts ........................................................................................................................ Understanding XML Publisher ............................................................................................................. Pages Used to Set Up Invoice Layouts ................................................................................................. x 283 283 284 284 285 285 286 286 286 286 287 287 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Defining and Maintaining Reports ........................................................................................................ View Sample XML For Report Definition ........................................................................................... Print Invoices From The Run Control Page .......................................................................................... Defining Invoice Layout Information .................................................................................................. Defining Invoice Layout Sorting and Summarization ......................................................................... Setting Up Invoice ID Number Generation ................................................................................................ Page Used to Set Up Invoice ID Number Generation ........................................................................... Defining Invoice Number Generation .................................................................................................. Setting Up Billing Scan Lines ..................................................................................................................... Page Used to Set Up Bill Scan Lines .................................................................................................... Defining Billing Scan Lines ................................................................................................................. Setting Up Billing Types ............................................................................................................................ Page Used to Define Billing Types ....................................................................................................... Setting Up Billing Standard Requests ......................................................................................................... Pages Used to Set Up Billing Standard Requests ................................................................................. Defining General Selections ................................................................................................................. Define Additional General Selections .................................................................................................. Defining Communication Information ................................................................................................. Defining Academic Selections ............................................................................................................. Defining Additional Academic Selections ........................................................................................... Selecting Billing Messages .................................................................................................................. Selecting Student Groups ..................................................................................................................... Select Enrollment Blocks ...................................................................................................................... Selecting Account Types ...................................................................................................................... Defining Corporation Information ....................................................................................................... 288 289 289 291 292 295 295 295 296 296 296 298 298 298 299 300 302 304 305 307 307 308 309 310 311 Chapter 10 Setting Up Cashiering ................................................................................................................................ 313 Defining a Cashiering Office ...................................................................................................................... Pages Used to Define a Cashiering Office ............................................................................................ Defining the Basic Cashiering Office Parameters ................................................................................ Defining the Transaction Setup of a Cashiering Office ....................................................................... Setting Up Valid Registers and Cashiers .................................................................................................... Pages Used to Set Up Valid Registers and Cashiers ............................................................................. Defining Valid Registers ...................................................................................................................... Defining Valid Cashiers ....................................................................................................................... Setting Up Target Keys ............................................................................................................................... Pages Used to Set Up Target Keys ........................................................................................................ Defining Target Keys ........................................................................................................................... Linking Tax Authorities to Target Keys .............................................................................................. Setting Up Tender Keys .............................................................................................................................. Pages Used to Set Up Tender Keys ....................................................................................................... Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 313 313 314 316 320 320 320 321 323 323 323 326 327 328 xi Contents Defining Tender Keys .......................................................................................................................... Specifying Cashiers for Tender Keys ................................................................................................... Setting Up for Processing Credit Cards ....................................................................................................... Setting Up Void Reasons ............................................................................................................................ Page Used to Set Up Void Reasons ...................................................................................................... Setting Up Receipt Messages ...................................................................................................................... Pages Used to Set Up Receipt Messages .............................................................................................. Creating Receipt Messages Linked to Cashiering Offices ................................................................... Creating Receipt Messages Linked to Target Keys ............................................................................. Creating Receipt Messages Linked to Tender Keys ............................................................................ Modifying Cashiering Receipt Forms ......................................................................................................... Pages Used to Modify Cashiering Receipt Forms ................................................................................ Preparing Image Files for Uploading ................................................................................................... Uploading Image Files ......................................................................................................................... Setting Up Form Image Text ................................................................................................................ Using Form Editor to Change a Receipt Title and Add an Image ....................................................... 328 331 331 332 332 332 332 333 333 334 335 335 336 337 337 338 Chapter 11 Setting Up Receivables Maintenance ...................................................................................................... 341 Defining Origins and Group Types ............................................................................................................. Understanding Origins and Group Types .............................................................................................. Pages Used to Define Origins and Group Types ................................................................................... Defining Origins ................................................................................................................................... Defining Group Types .......................................................................................................................... Setting Up Late Fees ................................................................................................................................... Pages Used to Set Up Late Fees ............................................................................................................ Setting Up Basic Late Fee Parameters ................................................................................................. Setting Up Aging Category Information for Late Fees ........................................................................ Defining Late Fee Maximums and Due Dates ..................................................................................... Specifying Academic Programs for Late Fees ..................................................................................... Setting Up Late Fees - Billing ..................................................................................................................... Understanding Late Fees Billing ........................................................................................................... Page Used to Set Up Late Fees - Billing ............................................................................................... Set up Late Fees - Billing Parameters ................................................................................................... Setting Up External File Layouts ................................................................................................................ Understanding External File Layouts .................................................................................................... Pages Used to Set Up External File Layouts ......................................................................................... Defining Basic File Layout Parameters ............................................................................................... Defining Field Positions and Lengths .................................................................................................. Defining Locations and Lengths of Control Data ................................................................................ Setting Up Item Reasons ............................................................................................................................. Page Used to Set Up Item Reasons ....................................................................................................... xii 341 341 342 342 343 344 345 345 348 349 351 353 353 353 353 355 355 356 356 357 358 359 359 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Setting Up Payroll Deduction ..................................................................................................................... Understanding Payroll Deduction ......................................................................................................... Pages Used to Set Up Payroll Deduction .............................................................................................. Defining Payroll Deduction Codes ...................................................................................................... Defining Payroll Deduction Relationships ........................................................................................... Assigning Payroll Deduction Codes to Payment Plans ........................................................................ 359 359 360 360 361 361 Chapter 12 Setting Up Receivables Collection ........................................................................................................... 363 Prerequisites ................................................................................................................................................. Setting Up Business Units for Collections .................................................................................................. Pages Used to Set Up Business Units for Collections .......................................................................... Defining Collection Rules for Business Units ..................................................................................... Setting Up Collectors .................................................................................................................................. Page Used to Set Up Collectors ............................................................................................................ Defining Collectors .............................................................................................................................. Setting Up Collection Criteria .................................................................................................................... Pages Used to Set Up Collection Criteria ............................................................................................. Setting Up Student Collection Criteria ................................................................................................. Setting Up Organization Collection Criteria ........................................................................................ Defining Reason In and Reason Out Codes ................................................................................................ Pages Used to Define Reason In and Reason Out Codes ...................................................................... Creating Follow-Up Actions ....................................................................................................................... Page Used to Create Follow-Up Actions .............................................................................................. Setting Up Collection Letter Templates ..................................................................................................... Page Used to Set Up Collection Letter Templates ................................................................................ Defining Collection Letter Templates .................................................................................................. 363 363 364 364 366 366 366 367 367 367 369 369 370 370 370 370 371 371 Chapter 13 Setting Up Tax Form Production ............................................................................................................ 375 Common Element Used in This Chapter ............................................................................................... Setting Up 1098-T Tax Form Production ................................................................................................... Understanding 1098-T Tax Form Production Setup ............................................................................. Pages Used to Set Up 1098-T Tax Form Production ............................................................................ Setting Up a TIN .................................................................................................................................. Setting Up Valid Citizenship Statuses .................................................................................................. Setting Up T2202A Tax Form Production .................................................................................................. Setting Up T4A Tax Form Production ........................................................................................................ Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 375 375 375 376 376 378 379 379 xiii Contents Chapter 14 Processing ePayment Transactions ......................................................................................................... 381 Understanding ePayment Transactions ....................................................................................................... Processing ePayment Service Requests ...................................................................................................... Pages Used to Process ePayment Service Requests .............................................................................. Processing Submitted Credit Card Transactions .................................................................................. Processing Submitted eCheck Transactions ......................................................................................... Purging Security Code Data .................................................................................................................. Reviewing and Canceling Self-Service ePayment Transactions ................................................................ Page Used to Review and Cancel Self-Service ePayment Transactions ............................................... Viewing and Canceling Self-Service Credit Card Transactions .......................................................... Processing Refunds for ePayments .............................................................................................................. Pages Used to Process Refunds for ePayments ..................................................................................... Creating Online Student Refunds .......................................................................................................... Running the ePayment Refunds Process ............................................................................................... Reviewing ePayment Transactions ............................................................................................................. Pages Used to Review ePayment Transactions ..................................................................................... Defining Selection Criteria for Reviewing ePayment Transactions .................................................... Reviewing ePayment Transaction Details ............................................................................................ Reviewing Self-Service Agreements ........................................................................................................... Page Used to Review Self-Service Agreements .................................................................................... Reviewing Self-Service Agreements .................................................................................................... 381 382 382 383 385 385 386 387 387 391 392 392 392 392 393 393 396 398 399 399 Chapter 15 Using GL Interface Processing ................................................................................................................. 403 Understanding GL Interface Processing ..................................................................................................... Running the Chartfield Audit Report ........................................................................................................... Understanding the Chartfield Audit Report .......................................................................................... Page Used to Run the Chartfield Audit Report ..................................................................................... Running the Chartfield Audit Report .................................................................................................... Creating Accounting Entries ....................................................................................................................... Understanding Accounting Entry Creation ........................................................................................... Pages Used to Create Accounting Entries ............................................................................................. Creating Accounting Entries Using the GL Interface Process ............................................................. Creating Accounting Entries Using the Cashiering GL Interface Process ............................................ Reviewing GL Interface Information .......................................................................................................... Pages Used to Review GL Interface Information ................................................................................. Reviewing GL Interface Run History .................................................................................................. Reviewing Accounting Line Information ............................................................................................ xiv 403 406 406 409 409 411 411 414 414 415 416 416 417 417 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Reviewing Batch Publish Control Records .......................................................................................... Using the Back Out GL Interface Process .................................................................................................. Page Used to Run the Back Out GL Interface Process ......................................................................... Running the Back Out GL Interface Process ....................................................................................... Sending Accounting Entries to the General Ledger .................................................................................... Page Used to Send Accounting Entries to the General Ledger ............................................................. Publishing Accounting Line Information ............................................................................................. 420 421 421 421 422 423 423 Chapter 16 Calculating Tuition and Fees .................................................................................................................... 425 Calculating Tuition for a Single Student .................................................................................................... Pages Used to Calculate Tuition for a Single Student .......................................................................... Calculating a Student's Tuition ............................................................................................................ Calculating Tuition for Multiple Students .................................................................................................. Pages Used to Calculate Tuition for Multiple Students ........................................................................ Calculating Tuition in Batch ................................................................................................................ Locking In a Minimum Tuition Amount .................................................................................................... Page Used to Lock In a Minimum Tuition Amount .............................................................................. Locking In Tuition ............................................................................................................................... Recalculating Tuition and Fees After Enrollment Cancellation ................................................................. Page Used to Recalculate Tuition and Fees After Enrollment Cancellation ......................................... Recalculating Tuition and Fees After Enrollment Cancellation .......................................................... Changing, Calculating, and Posting Optional Fees .................................................................................... Pages Used to Change, Calculate, and Post Optional Fees ................................................................... Calculating Optional Fees for an Individual Student ........................................................................... Overriding Optional Fees After the No Change Date .......................................................................... 425 425 426 427 427 428 430 430 430 431 431 431 432 432 433 434 Chapter 17 Refunding Customers ............................................................................................................................... 435 Understanding Refunds ............................................................................................................................... Refunding Methods .............................................................................................................................. Refunding Processes ............................................................................................................................ Refunding Recipients ........................................................................................................................... Refunding Formats ............................................................................................................................... Refunding Process Flow ........................................................................................................................ Creating Batch Refunds .............................................................................................................................. Pages Used to Create Batch Refunds .................................................................................................... Defining General Parameters ............................................................................................................... Selecting Academic Programs ............................................................................................................. Selecting Account Types and Terms .................................................................................................... Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 435 436 436 436 436 437 439 440 441 442 443 xv Contents Selecting Item Types ............................................................................................................................ Creating Online Refunds ............................................................................................................................. Pages Used to Create Online Refunds ................................................................................................... Creating Student Refunds ...................................................................................................................... Creating Organization Refunds ............................................................................................................ Creating Student Refunds with an Extra Amount ................................................................................ Specifying the Account and Term Associated with an Extra Refunded Amount ................................ Creating Online Refunds for a Sponsor ............................................................................................... Approving Refunds ..................................................................................................................................... Pages Used to Approve Refunds ........................................................................................................... Routing Batch Refunds to Worklists .................................................................................................... Approving Refunds .............................................................................................................................. Completing Batch Payroll Refunds ............................................................................................................ Pages Used to Complete Batch Payroll Refunds .................................................................................. Creating Job Data by Batch ................................................................................................................... Requesting a Payroll Interface ............................................................................................................. Creating and Loading Paysheets .......................................................................................................... Calculating Refunds ............................................................................................................................. Confirming Refunds ............................................................................................................................. Distributing Payroll Refunds Through Direct Deposit ............................................................................... Page Used to Distribute Payroll Refunds Through Direct Deposit ....................................................... Running the Create Direct Deposit File Process .................................................................................. Printing Checks and Direct Deposit Advice Slips ...................................................................................... Pages Used to Print Checks and Direct Deposit Advice Slips .............................................................. Running the Refund Check and Advice Slip Printing Processes ......................................................... Completing AP Refunds ............................................................................................................................. Understanding AP Refund Completion ................................................................................................ Page Used to Complete AP Refunds ..................................................................................................... Running the AP Refund Process .......................................................................................................... Distributing Refunds to ePayment Accounts .............................................................................................. Understanding ePayment Refunds ........................................................................................................ Pages Used to Distribute ePayment Refunds ........................................................................................ Distributing Refunds for ePayment Transactions ................................................................................ Distributing Refunds for Other Credit Card Transactions ................................................................... Canceling Refunds ...................................................................................................................................... Pages Used to Cancel Refunds .............................................................................................................. Canceling Student Refunds .................................................................................................................. Canceling Organization Refunds ......................................................................................................... Reversing Refunds ...................................................................................................................................... Understanding Refund Reversals ......................................................................................................... Pages Used to Reverse Refunds ............................................................................................................ Reversing Student Refunds by ID ........................................................................................................ Reversing Student Refunds by Date ..................................................................................................... Reversing Organization Refunds by ID ............................................................................................... Reversing Organization Refunds by Date ............................................................................................ xvi 444 444 445 445 448 449 451 451 453 453 453 454 455 455 456 456 456 457 457 457 458 458 458 458 459 459 459 460 460 461 461 462 462 462 463 463 463 464 464 464 465 465 466 467 467 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Reversing Refunds Within Payroll for North America ........................................................................ Renumbering Refund Checks for Reprinting .............................................................................................. Page Used to Renumber Refund Checks for Reprinting ....................................................................... Renumbering Checks ........................................................................................................................... Deleting Paysheets ...................................................................................................................................... Page Used to Delete Paysheets .............................................................................................................. Deleting Paysheets ............................................................................................................................... Viewing Refund Information in Student Financials ................................................................................... Pages Used to View Refund Information .............................................................................................. 467 467 468 468 468 469 469 469 469 Chapter 18 Administering Payment Plans .................................................................................................................. 471 Understanding Payment Plans .................................................................................................................... 471 Common Elements Used in This Chapter ............................................................................................. 471 Understanding Payment Plans ............................................................................................................... 471 Linking Students to Deferral Contracts ...................................................................................................... 473 Pages Used to Link Students to Deferral Contracts .............................................................................. 473 Defining Student-Specific Details for a Deferral Contract .................................................................. 473 Administering Payment Plan Contracts ...................................................................................................... 474 Pages Used to Administer Payment Plan Contracts .............................................................................. 475 Confirming and Modifying Payment Plan Contract Parameters for an Individual Student ................. 475 Confirming and Modifying Additional Payment Plan Contract Parameters for an Individual Student . 476 Recalculating Payment Plan Contracts ................................................................................................ 478 Administering Third-Party Contracts ......................................................................................................... 479 Page Used to Administer Third-Party Contracts ................................................................................... 479 Linking Students to Third-Party Contracts .......................................................................................... 479 Recalculating Third-Party Contracts .................................................................................................... 481 Enrolling Multiple Students in a Payment Plan or Third-Party Contract .................................................... 482 Pages Used to Enroll Multiple Students in a Payment Plan or Third-Party Contract ........................... 482 Defining Enrollment for Multiple Students .......................................................................................... 482 Reviewing Results by Contract ............................................................................................................. 484 Processing Mass Contract Assignments ................................................................................................ 485 Processing Mass Cancellations ............................................................................................................. 486 Using Inquire Contract Assignments .................................................................................................... 488 Chapter 19 Billing Customers ....................................................................................................................................... 489 Understanding Customer Billing ................................................................................................................ 489 Completing Billing Requests ...................................................................................................................... 489 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. xvii Contents Understanding Billing Requests ............................................................................................................ Pages Used to Complete Billing Requests ............................................................................................ Specifying Basic Student Billing Request Parameters ......................................................................... Specifying Bill Terms and Print Options for Student Billing Requests ............................................... Specifying Basic Corporate Billing Request Parameters ..................................................................... Specifying Bill Terms and Print Options for Student Billing Requests ............................................... Billing Specific Charges for Individual Students ....................................................................................... Pages Used to Bill Specific Charges for Individual Students ............................................................... Viewing Pending To Bill Items ............................................................................................................ Creating Individual Bills for Students .................................................................................................. Viewing the Student Invoice Summary Pages ..................................................................................... Processing Billing Requests ........................................................................................................................ Pages Used to Process Billing Requests ............................................................................................... Processing Student Billing Requests .................................................................................................... Processing Corporate Billing Requests ................................................................................................ Printing Invoices ......................................................................................................................................... Pages Used to Print Invoices ................................................................................................................. Printing Student Invoices Using Form Based Extract Bill ................................................................... Printing Corporate Invoices Using Form Based Extract Bill ............................................................... Printing Student Invoices Using an SQR or XML Publisher ............................................................... Printing Corporate Invoices Using an SQR or XML Publisher ........................................................... Printing Student Invoices Using Crystal .............................................................................................. Printing Corporate Invoices Using Crystal .......................................................................................... Canceling Bills ............................................................................................................................................ Pages Used to Cancel a Bill .................................................................................................................. Canceling Bills ..................................................................................................................................... Viewing Billing Information ....................................................................................................................... Pages Used to View Billing Information .............................................................................................. Reviewing Student Billing History ....................................................................................................... Viewing Details for Student Bill Items ................................................................................................. 490 492 492 494 497 498 498 499 499 500 502 504 505 505 506 506 506 507 509 510 511 511 512 513 513 514 515 515 516 517 Chapter 20 Cashiering ................................................................................................................................................... 519 Understanding Cashiering ........................................................................................................................... Common Elements Used in This Chapter ............................................................................................. Cashiering .............................................................................................................................................. Opening a Cashiering Office for a Business Day ....................................................................................... Pages Used to Open a Cashiering Office for a Business Day ............................................................... Opening a Cashiering Office ................................................................................................................ Opening Valid Registers ...................................................................................................................... Opening Valid Cashiers ....................................................................................................................... Processing Cashiering Transactions ............................................................................................................ xviii 519 519 520 520 520 520 522 523 524 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Understanding Cashiering Transactions ................................................................................................ Pages Used to Process Cashiering Transactions ................................................................................... Accepting Student Payments ................................................................................................................ Allocating Student Payments to Specific Charges ............................................................................... Accepting Corporate Payments ............................................................................................................ Allocating Corporate Payments to Sponsored Charges ....................................................................... Creating Third-Party Tracking Information for Corporate Payments .................................................. Creating Department Receipts ............................................................................................................. Cashing Checks .................................................................................................................................... Processing Interim Deposits ................................................................................................................. Replenishing Cash ................................................................................................................................ Selecting Exchange Rates for Cashiering Transactions Processed with Foreign Currency ................. Entering Check Information for Cashiering Transactions ................................................................... Entering Credit Card Information for Cashiering Transactions ........................................................... Posting Delayed Receipts ........................................................................................................................... Page Used to Post Delayed Receipts ..................................................................................................... Posting Delayed Payment Receipts ...................................................................................................... Processing the Cashiering GL Interface ...................................................................................................... Voiding Receipts ......................................................................................................................................... Understanding Receipt Voiding ............................................................................................................ Pages Used to Void Receipts ................................................................................................................ Voiding Receipts Using Security ......................................................................................................... Voiding Receipts Without Using Security ........................................................................................... Reviewing Details for Individual Receipts ................................................................................................. Page Used to Review Details for Individual Receipts .......................................................................... Reviewing and Printing Individual Receipts ........................................................................................ Reviewing Receipt and Tender Activity ..................................................................................................... Understanding Receipt and Tender Activity Review ............................................................................ Pages Used to Review Receipt and Tender Activity ............................................................................. Reviewing Receipts by Business Date ................................................................................................. Reviewing Payment Activity for an Organization ............................................................................... Reviewing Payment and Check Cashing Activity for a Student .......................................................... Reviewing Tender Activity by Cashier ................................................................................................ Reviewing Tender Activity by Register ............................................................................................... Reviewing Receipt Tender Flow .......................................................................................................... Reviewing Totals by Deposit ID ................................................................................................................. Page Used to Review Totals by Deposit ID .......................................................................................... Reviewing Cashiering Office Balance Totals by Deposit ID ............................................................... Closing a Cashiering Office for a Business Day ......................................................................................... Pages Used to Close a Cashiering Office for a Business Day ............................................................... Closing Registers .................................................................................................................................. Closing Cashiers ................................................................................................................................... Closing a Cashiering Office ................................................................................................................. Reopening a Cashiering Office for a Closed Business Day ........................................................................ Pages Used to Reopen a Cashiering Office for a Closed Business Day ............................................... Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 524 526 527 534 534 536 537 537 539 542 543 544 545 546 548 548 548 549 549 549 550 550 550 551 552 552 553 553 553 554 555 556 557 558 559 561 561 561 562 563 563 564 565 566 566 xix Contents Reopening the Office ........................................................................................................................... 566 Reopening Registers ............................................................................................................................. 567 Reopening Cashiers .............................................................................................................................. 568 Chapter 21 Maintaining Receivables ........................................................................................................................... 571 Common Elements Used in This Chapter ............................................................................................. Entering Groups of Transactions ................................................................................................................ Understanding Group Data Entry .......................................................................................................... Pages Used to Enter Groups of Transactions ........................................................................................ Defining Source Information and Control Totals for Group Transactions .......................................... Adding Transactions to a Group Entry ................................................................................................ Entering Transactions from an External Source .......................................................................................... Page Used to Enter Transactions from an External Source ................................................................... Loading External Files ......................................................................................................................... Processing Payroll Deductions ................................................................................................................... Prerequisites ......................................................................................................................................... Pages Used to Process Payroll Deductions ........................................................................................... Selecting Payroll Deduction Records ................................................................................................... Reviewing Results of Payroll Deduction Record Selection ................................................................. Creating Payroll Deduction Groups ..................................................................................................... Reviewing and Revising Group Data Entries Before Posting .................................................................... Pages Used to Review and Revise Group Data Entries Before Posting ............................................... Reviewing Suspended Transactions from a Data Group ...................................................................... Reviewing and Updating Details About a Specific Data Group Transaction ...................................... Posting Group Data Entries ........................................................................................................................ Pages Used to Post Group Data Entries ................................................................................................ Running the Group Post Process .......................................................................................................... Posting Transactions for Individual Students and Organizations ............................................................... Pages Used to Post Transactions for Individual Students and Organizations ....................................... Posting Transactions for Individual Students ....................................................................................... Posting Transactions for Individual Organizations .............................................................................. Consolidating and Reviewing Transactions for Individual Students and Organizations ............................ Pages Used to Consolidate and Review Transactions for Individual Students and Organizations ....... Viewing Account Information Within the Maintain Receivables Feature ................................................. Pages Used to View Account Information Within the Maintain Receivables Feature ......................... Viewing Payment by Invoice Information Within the Maintain Receivables Feature ................................ Pages Used to View Payment by Invoice Information Within the Maintain Receivables Feature ....... Viewing Items by Invoice ..................................................................................................................... Viewing Corp Items by Invoice ............................................................................................................ Updating Payment Invoice ID ............................................................................................................... Updating Corp Payment ID ................................................................................................................... xx 571 573 573 573 574 576 579 580 580 581 581 582 582 584 585 586 586 587 587 587 588 588 589 589 590 592 592 593 593 593 594 594 594 595 596 597 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Managing Disputed Charges ........................................................................................................................ Understanding Disputed Charges ......................................................................................................... Pages Used to Manage Disputed Charges ............................................................................................. Entering Dispute Information ............................................................................................................... Reversing Payments and Charges ............................................................................................................... Pages Used to Reverse Payments and Charges ..................................................................................... Reversing Payments ............................................................................................................................. Reversing Charges ................................................................................................................................ Reversing Groups of Transactions ....................................................................................................... Processing Payroll Deduction Reversals .............................................................................................. Applying Payments ..................................................................................................................................... Pages Used to Apply Payments ............................................................................................................. Running the Payment Applier Process ................................................................................................. Writing Off Charges and Account Balances ............................................................................................... Understanding Write-offs ..................................................................................................................... Pages Used to Write Off Charges and Account Balances ..................................................................... Creating Write-offs for Individual Students ......................................................................................... Creating Write-offs for Individual Organizations ................................................................................ Selecting Accounts to Write Off for Individual Students and Organizations ...................................... Selecting Items to Write Off for Individual Students and Organizations ............................................ Processing Batch Write-offs ................................................................................................................. Reversing Write-offs for Students ........................................................................................................ Reversing Write-offs for Organizations ............................................................................................... Processing Enrollment Deposits ................................................................................................................. Pages Used to Process Enrollment Deposits ......................................................................................... Defining Basic Parameters for Enrollment Deposit Processing ........................................................... Selecting Academic Programs and Waiver Forms (Student Permissions) for the Enrollment Deposit Process ............................................................................................................................................... Processing Late Fees ................................................................................................................................... Pages Used to Process Late Fees ........................................................................................................... Calculating and Posting Late Fees ....................................................................................................... Processing Late Fees Using the Billing Request Number ........................................................................... Pages Used to Process Late Fees Using the Billing Request Number .................................................. Processing Late Fees - Billing ............................................................................................................... Processing Enrollment Cancellation ........................................................................................................... Understanding Enrollment Cancellation ............................................................................................... Pages Used to Process Enrollment Cancellation ................................................................................... Defining Student Selection Criteria for Enrollment Cancellation ....................................................... Defining Charges, Offset Payments, Cancellation Options, and Service Indicators for Enrollment Cancellation ....................................................................................................................................... Validating Tables ......................................................................................................................................... Page Used to Validate Tables ................................................................................................................ Running the Table Validation Process ................................................................................................. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 597 597 598 598 600 600 601 601 602 603 603 603 603 604 605 605 606 607 607 608 608 610 611 611 611 612 613 614 615 615 617 617 618 619 620 620 620 625 626 626 627 xxi Contents Chapter 22 Maintaining Customers ............................................................................................................................ 633 Understanding the Maintain Customers Feature .......................................................................................... Understanding the Maintain Customers Feature ......................................................................................... Managing Student Permissions .................................................................................................................... Understanding Student Permissions ..................................................................................................... Pages Used to Manage Student Permissions ......................................................................................... Creating Student Permission Forms to Apply Restricted Credits ........................................................ Attaching Student Permission Forms to Student Records ................................................................... Attaching Student Permission Forms to Charge Priority Lists ............................................................ Processing and Reviewing Customer Credit History .................................................................................. Pages Used to Process and Review Customer Credit History .............................................................. Processing Customer Credit History .................................................................................................... 633 633 634 634 634 635 635 636 637 637 637 Chapter 23 Collecting Receivables ............................................................................................................................... 643 Understanding Receivables Collection ....................................................................................................... Prerequisites .......................................................................................................................................... Common Element Used in This Chapter ............................................................................................... Receivables Collection .......................................................................................................................... Assigning Collection Items to Collectors and Worklists ............................................................................ Pages Used to Assign Collection Items to Collectors and Worklists .................................................... Assigning Collection Items to Collectors ............................................................................................. Assigning Collection Items to Worklists ............................................................................................. Working Collection Items ........................................................................................................................... Understanding Collection Items ............................................................................................................ Pages Used to Work Collection Items ................................................................................................... Viewing Demographic Information and Collection Items ................................................................... Selecting Collection Letter Templates ................................................................................................. Recording Collection Steps and Follow-Up Actions for Collection Items .......................................... Updating Collection Letter Information ..................................................................................................... Pages Used to Update Collection Letter Information ........................................................................... Processing Collection Letters ..................................................................................................................... Page Used to Process Collection Letters ............................................................................................... Adding to a Collector's Queue Without Using Worklists ........................................................................... Pages Used to Add to a Collector's Queue Without Using Worklists ................................................... Manually Adding Students To Collections Without Using The Workflow Process ............................. Manually Adding Corporations To Collections Without Using The Workflow Process ..................... Viewing Customers or Corporations That Are in Collection ..................................................................... xxii 643 643 643 644 644 644 644 646 646 646 647 648 650 651 654 654 655 655 655 655 656 656 657 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Pages Used to View Customers or Corporations That Are in Collection ............................................. 657 Viewing Customers in Collection ......................................................................................................... 657 Viewing Corporations in Collection ..................................................................................................... 658 Chapter 24 Producing Tax Forms and Receipt Information .................................................................................... 659 Understanding Tax Form and Receipt Production ....................................................................................... Common Elements Used in This Chapter ............................................................................................. Tax Form Production ............................................................................................................................ Understanding Receipt Information Generation .......................................................................................... Producing and Filing 1098-T Tax Forms .................................................................................................... Prerequisites .......................................................................................................................................... Pages Used to Produce and File 1098-T Tax Forms ............................................................................. Generating 1098-T Data ....................................................................................................................... 659 659 659 660 661 662 662 663 Reviewing 1098–T Messages ............................................................................................................... Reviewing and Overriding 1098-T Data .............................................................................................. Validating and Auditing 1098-T Data .................................................................................................. Printing 1098-T Forms and Creating Transmission Files .................................................................... Producing T2202A Tax Forms ................................................................................................................... Prerequisite ............................................................................................................................................ Pages Used to Produce T2202A Tax Forms ......................................................................................... Generating T2202A Data ..................................................................................................................... Reviewing and Editing T2202A Data .................................................................................................. Printing T2202A Tax Information on Preprinted Forms ..................................................................... Printing T2202A Tax Information Using File Extract ......................................................................... Producing T4A Tax Forms ......................................................................................................................... Prerequisites .......................................................................................................................................... Pages Used to Produce T4A Tax Forms ............................................................................................... Creating POI Job Data for T4A ............................................................................................................. Generating T4A Data ............................................................................................................................ Reviewing T4A Tax Forms ................................................................................................................... Generating Income Tax and Donation Receipt Information ....................................................................... Pages Used to Generate Income Tax and Donation Receipt Information ............................................. Generating Income Tax Receipt Information ....................................................................................... Generating Donation Receipt Information ........................................................................................... 665 665 671 672 675 675 675 676 677 678 679 679 680 680 680 681 682 683 683 683 683 Chapter 25 Setting Up and Using International Health Coverage ............................................................................ 685 Understanding International Health Coverage ............................................................................................ 685 IHC Process Flow .................................................................................................................................. 685 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. xxiii Contents Purchasing ............................................................................................................................................. Reporting and Paying ............................................................................................................................ Refunding .............................................................................................................................................. Setting Up the IHC Feature ......................................................................................................................... Pages Used to Set Up IHC .................................................................................................................... Setting Up Provider Information ........................................................................................................... Setting Up Provider Coverage Plans and Rates .................................................................................... Setting Up IHC Item Types ................................................................................................................... Setting Up IHC Contact Information .................................................................................................... Maintaining Student Information and Creating Schedules ......................................................................... Pages Used Maintain Student Information ............................................................................................ Maintaining Student Health Coverage Information .............................................................................. Creating Schedules ................................................................................................................................ Generating IHC Letters ............................................................................................................................... Page Used to Generate Letters .............................................................................................................. Generating Letters to Students .............................................................................................................. 687 687 687 688 688 689 690 691 691 692 692 692 697 698 699 699 Chapter 26 (NLD) Using the Banking Interface ........................................................................................................ 703 Understanding the Banking Interface for the Netherlands ........................................................................... Setting Up the Banking Interface ................................................................................................................ Pages Used to Set Up the Banking Interface ......................................................................................... Setting Up Account Information for Business Units ........................................................................... Setting Up Bank Account Numbers for Students ................................................................................. Setting Up Default Values for VERWINFO or Clieop03 Files ........................................................... Billing Students Using OLA or VERWINFO ............................................................................................ Understanding Billing Students Using OLA or VERWINFO .............................................................. Pages Used to Bill Students Using OLA or VERWINFO .................................................................... Posting Student Transactions ............................................................................................................... Printing OLA Forms ............................................................................................................................. Loading VERWINFO Files .................................................................................................................. Processing Payments ............................................................................................................................ Using the Clieop03 Process ........................................................................................................................ Understanding the Clieop03 Process ..................................................................................................... Prerequisites .......................................................................................................................................... Page Used for the Clieop03 Process ..................................................................................................... Creating Clieop03 Files ........................................................................................................................ 703 703 704 704 706 708 710 710 711 711 711 712 713 713 714 714 714 714 Chapter 27 (AUS) Setting Up and Using Australian Loan Processing .................................................................... 717 xxiv Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Understanding Loan Processing for Australian Higher Education ............................................................. HECS-HELP ........................................................................................................................................ Tuition Calculation for HECS .............................................................................................................. FEE-HELP ........................................................................................................................................... OS-HELP ............................................................................................................................................. Preparing for Setting Up HELP ........................................................................................................... Setting Up Australian Loan Defaults .......................................................................................................... Pages Used to Set Up Australian Loan Defaults ................................................................................... Defining Liability Statuses ................................................................................................................... Defining HECS HELP Loan Defaults .................................................................................................. Defining FEE HELP Loan Defaults ..................................................................................................... Defining OS HELP Loan Defaults ....................................................................................................... Defining Status Change Rule Loan Defaults ....................................................................................... Setting Up HECS Fee Codes ................................................................................................................ Setting Up HECS Band Fees ................................................................................................................ Linking Band Fees to Tuition Groups .................................................................................................. Excluding HECS Classes ..................................................................................................................... Reviewing HECS Results and Running the HECS Reconciliation ............................................................. Pages Used to Review HECS Results and Run the HECS Reconciliation ........................................... Reviewing HECS Results ..................................................................................................................... Reconciling HECS on the Census Date ............................................................................................... Creating and Updating FEE-HELP Loans ................................................................................................... Understanding FEE-HELP Loans ........................................................................................................ Pages Used to Create and Update FEE-HELP Loans ........................................................................... Creating and Updating FEE-HELP Loans ........................................................................................... Updating Statuses for FEE HELP Determinations .............................................................................. Creating and Updating OS-HELP Loans ..................................................................................................... Page Used to Create and Update OS-HELP Loans ............................................................................... Maintaining OS-HELP Loans .............................................................................................................. Creating Commonwealth Assistance Notices .............................................................................................. Page Used to Create Commonwealth Assistance Notices .................................................................... Creating or Updating Commonwealth Assistance Notices .................................................................. 717 717 720 721 721 721 722 722 723 725 725 726 727 728 728 730 731 732 733 733 734 735 735 736 736 737 741 742 742 743 743 743 Chapter 28 (NZL) StudyLink Processing ................................................................................................................... 745 Understanding StudyLink ............................................................................................................................ Setting Up StudyLink Functionality ............................................................................................................ Pages Used to Set Up StudyLink Functionality .................................................................................... Defining StudyLink Institution Defaults .............................................................................................. Defining the Institution ID ................................................................................................................... Defining StudyLink Posting Parameters .............................................................................................. Processing VOS Requests and Responses .................................................................................................. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 745 745 746 746 748 750 751 xxv Contents Pages Used to Process VOS Requests and Responses .......................................................................... Requesting VOS Information ............................................................................................................... Initiating VOS Responses .................................................................................................................... Maintaining StudyLink Loan Information .................................................................................................. Understanding Maintaining StudyLink Loan Information .................................................................... Pages Used to Maintain StudyLink Loan Information .......................................................................... Creating Payment Schedules ................................................................................................................ Processing Batch Refunds .................................................................................................................... Creating Student Reports ..................................................................................................................... 751 751 752 753 753 754 754 755 756 Chapter 29 (NZL) New Zealand Qualification Authority Fees ................................................................................ 757 Understanding NZQA Fees .......................................................................................................................... Setting Up NZQA Fee Information ............................................................................................................ Page Used to Set Up NZQA Fees ......................................................................................................... Setting Up Valid Records ..................................................................................................................... Setting Up Valid Fields ........................................................................................................................ Setting Up Fee Triggers ....................................................................................................................... Setting Up Term Fee Codes ................................................................................................................. Setting Up Term Fees ........................................................................................................................... Viewing Term Sub Fee Codes ............................................................................................................. Setting Up Term Sub Fees ................................................................................................................... Setting Up Per Credit Charges ............................................................................................................. 757 757 758 759 759 760 762 763 765 766 768 Appendix A Delivered Workflows for Student Financials .......................................................................................... 771 Delivered Workflows for Student Financials ............................................................................................... Corporate Collection Worklist .............................................................................................................. Customer Collection Worklist ............................................................................................................... Department Receipt Approval ............................................................................................................... Group Posting Approval ........................................................................................................................ Refund Approval ................................................................................................................................... 771 771 772 773 773 774 Appendix B Student Financials Global Invoicing Reminder Letters ......................................................................... 775 Defining and Issuing Reminder Letters ....................................................................................................... 775 Pages Used to Define and Issue Reminder Letters ................................................................................ 775 Defining Communication Data Source ................................................................................................. 777 xxvi Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Contents Defining Invoice Reminder Letter Properties ....................................................................................... Defining Template Properties ............................................................................................................... Defining Output Properties ................................................................................................................... Defining Bursting Properties ................................................................................................................. Setting Up Standard Letter .................................................................................................................... Defining Comm Key ............................................................................................................................. Defining Event 3C Groups .................................................................................................................... Defining Event Definition ..................................................................................................................... Defining 3C Engine Parameters ............................................................................................................ Defining Manage Duplicate Assignment .............................................................................................. Reviewing the Generated Communication ........................................................................................... Running Communication Generation Process ...................................................................................... Setting Up Process Parameters .............................................................................................................. Reviewing Communication ................................................................................................................... 779 780 781 782 782 783 784 785 785 786 787 788 789 790 Appendix C PeopleSoft Student Financials Reports ................................................................................................... 793 PeopleSoft Student Financials Reports: A to Z .......................................................................................... 793 Crystal and SQR Reports ...................................................................................................................... 793 Setup Table Crystal Reports .................................................................................................................. 802 Index ............................................................................................................................................................ 807 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. xxvii PeopleSoft Enterprise Student Financials Preface This preface discusses: • PeopleSoft Products. • PeopleSoft Enterprise Campus Solutions Application Fundamentals. • PeopleBook structure. PeopleSoft Products This PeopleBook refers to the following PeopleSoft product: PeopleSoft Enterprise Student Financials. PeopleSoft Enterprise Campus Solutions Application Fundamentals Additional, essential information describing the setup and design of your system appears in two companion volumes of documentation called PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBookand PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook. Each PeopleSoft product line has its own version of this documentation. Note. One or more pages in Student Financials operate in deferred processing mode. Deferred processing is described in the preface in the PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "PeopleSoft Enterprise Campus Solutions Preface" PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "PeopleSoft Enterprise Campus Community Preface" PeopleBook Structure PeopleSoft PeopleBooks follow a common structure. By understanding this structure, you can use this PeopleBook more efficiently. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. xxix Preface The PeopleBooks structure conveys a task-based hierarchy of information. Each chapter describes a process that is required to set up or use the application. Chapter sections describe each task in the process. Subsections within a section describe a single step in the process task. Some PeopleBooks may also be divided into parts. PeopleBook parts can group together similar implementation or business process chapters within an application or group together two or more applications that integrate into one overall business solution. When a book is divided into parts, each part is divided into chapters. The following table provides the order and descriptions of chapters in a PeopleBook: Chapters Description Preface This is the chapter you're reading now. It explains: Getting Started With… Navigation • How to use the Application Fundamentals book. • How PeopleBooks are structured. • Common elements used in the PeopleBook, if necessary. This chapter discusses product implementation guidelines. It explains: • The business processes documented within the book. • Integrations between the product and other products. • A high-level overview of how our documentation maps to the overall implementation process; it doesn't offer step-by-step guidance on how to perform an actual implementation. (Optional) Some PeopleSoft applications provide custom navigation pages that contain groupings of folders that support a specific business process, task, or user role. When an application contains custom navigation pages, this chapter provides basic navigation information for these pages. Note. Not all applications have delivered custom navigation pages. Understanding… xxx (Optional) This is an introductory chapter that broadly explains the product and the functionality within the product. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Preface Chapters Description Setup and Implementation This can be one or more chapters. These chapters contain documentation to assist you in setting up and implementing the product. For example, if functionality X is part of a product, this chapter would be devoted to explaining how to set up functionality X, not necessarily how to use functionality X. You would look to the corresponding business process chapter to learn how to use the functionality. Note. Sometimes a small amount of business process information is included in a setup chapter if the amount of business process documentation is insufficient to create a separate section in the book. Business Process This can be one or more chapters. These chapters contain documentation that addresses specific business processes with each chapter generally devoted to a specific functional area. For example, if functionality X is part of a product, this chapter would be devoted to explain how the functionality works, not necessarily how to set up functionality X. You would look to the corresponding setup and implementation chapter to learn how to set up the functionality. Note. Sometimes a small amount of setup and implementation information is included in a business process chapter if the amount of setup and implementation documentation is insufficient to create a separate chapter in the book. Appendixes (Optional) If the book requires it, one or more appendixes might be included in the book. Appendixes contain information that is considered supplemental to the primary documentation. Delivered Workflow Appendix (Optional) The delivered workflow appendix describes all of the workflows that are delivered for the application. Note. Not all applications have delivered workflows. Reports Appendix Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. (Optional) This appendix contains an abbreviated list of all of the product's reports. The detailed documentation on the use of these reports is usually included in the related business process chapter. xxxi Preface PeopleBooks and the Online PeopleSoft Library A companion PeopleBook called PeopleBooks and the Online PeopleSoft Library contains general information, including: • Understanding the PeopleSoft online library and related documentation. • How to send PeopleSoft documentation comments and suggestions to Oracle. • How to access hosted PeopleBooks, downloadable HTML PeopleBooks, and downloadable PDF PeopleBooks as well as documentation updates. • Understanding PeopleBook structure. • Typographical conventions and visual cues used in PeopleBooks. • ISO country codes and currency codes. • PeopleBooks that are common across multiple applications. • Common elements used in PeopleBooks. • Navigating the PeopleBooks interface and searching the PeopleSoft online library. • Displaying and printing screen shots and graphics in PeopleBooks. • How to manage the PeopleSoft online library including full-text searching and configuring a reverse proxy server. • Understanding documentation integration and how to integrate customized documentation into the library. • Glossary of useful PeopleSoft terms that are used in PeopleBooks. You can find this companion PeopleBook in your PeopleSoft online library. xxxii Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 1 Getting Started with PeopleSoft Enterprise Student Financials This chapter provides an overview of PeopleSoft Enterprise Student Financials and discusses: • PeopleSoft Enterprise Student Financials business processes. • PeopleSoft Enterprise Student Financials integrations. • PeopleSoft Enterprise Student Financials implementation. PeopleSoft Enterprise Student Financials Overview Student Financials is a tool for higher education institutions to manage student receivables, billing, collections, and cashiering. Using Student Financials, both staff and students can quickly find and use the financial information they need to make critical decisions. Student Financials receives information from virtually all areas of PeopleSoft Enterprise Campus Solutions. With this application, you can: • Calculate fees and tuition. • Maintain customer account information. • Create bills. • Establish payment plans. • Refund tuition and fees. • Perform cashiering. • Process collections. • Interact with your general ledger system. • Set up and print tax forms. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 1 Getting Started with PeopleSoft Enterprise Student Financials Chapter 1 PeopleSoft Student Financials Business Processes Student Financials enables you to manage and calculate student financial information for your institution. With it you can calculate tuition and fees, bill customers, and issue refunds. It provides functionality enabling you to set up payment plans for students and implement an automated collections process. It integrates with your general ledger to properly track and allocate your institution's debits and credits. Student Financials provides built-in tax reporting functionality for both the U.S. (1098-T) and Canada (T2202A, T4A, Donation Receipts, and Tax Receipts). It supports and automates third-party processing by providing a seamless link to the payment posting process, enabling you to process both split payments, directed payments, or both online. PeopleSoft Student Financials Integrations Student Financials integrates with these applications: PeopleSoft Student Financials integrations We discuss integration considerations in the implementation chapter in this PeopleBook. Supplemental information about third-party application integrations is located on the My Oracle Support website. 2 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 1 Getting Started with PeopleSoft Enterprise Student Financials PeopleSoft Enterprise Student Financials Implementation PeopleSoft Setup Manager enables you to generate a list of setup tasks for your organization based on the features that you are implementing. The setup tasks include the components that you must set up, listed in the order in which you must enter data into the component tables, and links to the corresponding PeopleBook documentation. Student Financials also provides component interfaces to help you load data from your existing system into Student Financials tables. Use the Excel to Component Interface utility with the component interfaces to populate the tables. This table lists all of the components that have setup component interfaces: Component Component Interface References CLASS_FEE_PANEL SSF_CLASS_FEE_PANEL_GBL See Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Course Fees and Class Fees, page 204. CLST_FEE_PANEL SSF_CLST_FEE_PANEL_GBL See Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Course Fees and Class Fees, page 204. ITEM_TYPE_PANEL SSF_ITEM_TYPE_PANEL_GBL See Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55. This section lists tasks that you should complete as part of setting up your PeopleSoft Student Financials system. • Complete the general setup of your Student Financials system. This setup is required before you can set up any of the features that are delivered with Student Financials. During this step you define the most basic elements of the Student Financials system including tableset IDs, SF installation parameters, item types, the 1098-T TIN table, and account types. • Define how your Student Financials system interacts with your general ledger. The required steps of this implementation task depend on whether your institution interacts with PeopleSoft General Ledger, Oracle General Ledger, or a third party general ledger application. • Set up application fee and enrollment deposit processing. • Define payment processing parameters including payment item types and charge priority. • If your institution has satellite departments or auxiliary services, such as Housing, Library, and Parking, that will need to interact with Student Financials, you will likely need to set up the External File Load feature. • Decide how your institution calculates tuition and set up the appropriate components. • Set up the parameters for the Billing feature. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 3 Getting Started with PeopleSoft Enterprise Student Financials Chapter 1 • If your institution chooses to use the Cashiering feature that is delivered with Student Financials, you must define cashiering offices, valid registers and cashiers, tender keys, and target keys. • Determine whether your institution issues refunds through accounts payable or payroll, and set up your system accordingly. • Define payment plans for your institution. Student Financials delivers functionality for several different types of payment plans. • In conjunction with the 3Cs setup, define your collections process. • Coordinate with the financial aid staff to set up item types for financial aid disbursement. Other Sources of Information In the planning phase of your implementation, take advantage of all PeopleSoft sources of information, including the installation guides, data models, business process maps, and troubleshooting guidelines. See Also PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "PeopleSoft Enterprise Campus Community Preface" PeopleTools PeopleBook: PeopleSoft Component Interfaces Enterprise PeopleTools PeopleBook: PeopleSoft Setup Manager 4 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup This chapter provides an overview of PeopleSoft Student Financials general setup and discusses how to: • Set up installation parameters and keywords. • Review valid records and fields. • Set up business units. • Set up tax authorities and tax codes. • Set up aging sets. • Set up payment application rules. • Set up account types. • Set up accounting dates. • Set up item types and item type groups. • Set up service indicator sets. • Set up a default academic term. Understanding Student Financials General Setup A substantial amount of setup is required before you can use. The setup described in this chapter establishes the framework for everything that follows. Take enough time and resources now to build a strong foundation, which you can add to later. You do much of this setup once, and modify it rarely, if ever. You use other parts repeatedly as the system expands and changes. Be aware that PeopleSoft Campus Solutions is an integrated system and coordination between departments and applications is essential to the success of your implementation. Setting Up Installation Parameters and Keywords To set up installation parameters and keywords, use the Student Fin Installation component (INSTALLATION_SF) and the Keywords component (KEYWORDS). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 5 Completing Student Financials General Setup Chapter 2 This section provides overviews of installation parameters and key words and global invoicing and discusses how to: • Define number sequence start points, maximum row settings, and ChartField edit options. • Define payment by invoice. • Define keyword edit tables and a null due date. • Define commit levels. • Define keywords. Understanding Installation Parameters Installation parameters define how Student Financials looks and performs. You specify how the system: • Numbers certain elements. • Displays results for various functions. • Determines the frequency for committing work to the database. You can change most of these settings at any time without any negative impact. In fact, you should experiment with your settings to strike the proper performance balance. PeopleSoft software provides default settings for many of these parameters, but review them to make sure that they work well for your institution. Keywords Key words enable you to quickly locate item types within a long list of possibilities. For example, you might have dozens of payment item types, but only a handful that are related to scholarships. By defining Scholarship as one of your key words and associating it with the select few item types, it will be much easier to locating just the item type you need will be much easier. You can define up to three keywords per item type. Key words are associated with edit tables, and you must select the appropriate edit table to use for each key word. Note. Because Student Financials, Financial Aid, and Contributor Relations all use keywords, we recommend Student Financials, Financial Aid, and Contributor Relations staff work together to define a keyword standard for your institution. Understanding Global Invoicing Many institutions, especially those outside the United States, are required to bill and collect payments from students using an invoice model rather than the standard statements typically used in the United States. Campus Solutions enables such global institutions to invoice for student receivables. Global invoicing enables institutions to: • 6 Link charges to a specific invoice with a unique invoice number. Subsequent invoices include only new activity and do not include any prior balance. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup • Send a reminder letter rather than include unpaid charges in another invoice if a student does not pay an invoice. • Allow students to make a payment against a specific invoice rather than against the overall account. Any charge or payment priorities are applied only within the context of the specific invoice. • Create a specific credit invoice that references the original invoice if charges are reversed after being invoiced. • Refund excess payments or a credit balance from an invoice to the student unless the student authorizes the institution to apply that credit to a different invoice. • Pass charges to the General Ledger only after they have been invoiced. Campus Solutions offers institutions the flexibility to use its global invoicing functionality or to use billing statements. An option in the Student Financials installation setup enables the global invoicing functionality. Institutions can also define banking information for inclusion on the invoice as necessary. Pages Used to Set Up Installation Parameters and Keywords Page Name Definition Name Navigation Usage SF Installation INSTALLATION_SF Set Up SACR, Install, Student Fin Installation, SF Installation Define number sequence start points, maximum row settings, ChartField edit options, and financial system setup. Populate Items by Invoice SSF_RUNCTL_EURO_BI Set Up SACR, Product Define payment by invoice. Related, Student Financials, Charges and Payments, Populate Items by Invoice SF Installation 2 INSTALLATION_SF2 Set Up SACR, Install, Student Fin Installation, SF Installation 2 Define keyword edit tables, invoice/payment processing, and a null due date. SF Installation 3 INSTALLATION_SF3 Set Up SACR, Install, Student Fin Installation, SF Installation 3 Define commit levels. Keywords KEYWORD_TBL Set Up SACR, Product Define keywords. Related, Student Financials, Item Types, Keywords Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options Access the SF Installation page (Set Up SACR, Install, Student Fin Installation, SF Installation). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 7 Completing Student Financials General Setup Chapter 2 SF Installation page Process Group Enter a value for the process group. The system uses the process group in conjunction with GL Combination processes. Last Batch ID Each batch transaction is assigned an ID number. This field displays the last ID number assigned to a batch. To start your numbering sequence at a particular point, enter a number here. Otherwise, the system continues to increment subsequent batch transactions from the number shown. Last Origin ID Use origin IDs to track the source of batch transactions (for example, receipts from the housing or parking offices). This field displays the last ID number that was assigned to an origin definition. To start your numbering sequence at a particular point, enter a number here. Otherwise, the system continues to increment subsequent origin definitions from the number shown. Maximum Row Settings Group Box For each field in this group box, enter the maximum rows of results that you want to display on a page at one time. Financial System Use this group box to select the financial system that you want to use: Enterprise Financials, Oracle Financials, or Others. 8 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup The selection and functioning of the options in this group box depends on the General Ledger check box selection on the HRMS Installation Table (Setup HRMS, Install, Installation Table). If the General Ledger check box is selected in HRMS: • The Enterprise Financials option is selected by default and is read-only. • The Oracle Financials and Others options are not available for selection. If the General Ledger check box is cleared in HRMS: • The Enterprise Financials option is selected by default and is available for selection. • The Oracle Financials option is available for selection. • The Others option is available for selection. ChartField Display Options Abbreviated Display Delimiter This field is used to distinguish individual ChartFields to be added, updated or viewed as a string on setup pages. Select a delimiter that is not a letter, number or special character used to define any of the ChartField values. For example, if the character '-' is used within the ChartField value 23-1103, do not use the '-' character as the delimiter. If 'A' is used within the ChartField value such as TRAINING, do not use 'A' as the delimiter. Display External Chartfield This field is available only if the General Ledger check box is cleared in HRMS and the Others option is selected in the Financial System group box. ChartField Edit Options ChartFields represent organizational or reporting structures and are used to facilitate the journaling of accounting entries. You can use dynamic ChartFields to customize certain display characteristics (such as order, visibility, labels) of the standard set of ChartFields. Selecting one of the first four options ensures that the Student Financials Departmental Receipt is created with a required ChartField. Combinations Table Edit Evaluates the ChartField combination to determine whether it exists in the PS_VALID_COMBO_TBL. If you select the Combinations Table Edit check box, you cannot select the RealTime Validation Edit check box. If you select Oracle Financials in the Financial System group box, this check box is cleared by default. Note. The Combinations Table Edit option is not supported for Oracle Financials. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 9 Completing Student Financials General Setup Real-Time Validation Edit Chapter 2 Evaluates the ChartField combination using the Synchronous Message COMBO_CF_EDIT_REQUEST with Student Financials. If you select the Real-Time Validation Edit check box, you cannot select the Combinations Table Edit check box. If you select Oracle Financials in the Financial System group box, this check box is selected by default. Note. The Real-Time Validation Edit option is supported for Oracle Financials and you should select this option if you select Oracle Financials as the financial system. When you set up chartfield combinations, a web service performs real time validation of the chartfield combinations against the Oracle GL combinations. Ledger Table Edit The LED_FLDS_SF_TBL is used to store required ChartFields for a specified ledger. Required ChartFields are examined for values, and edit errors occur when required values do not exist in the specified ChartFields. If you select Oracle Financials in the Financial System group box, this check box is cleared by default. Note. The Ledger Table Edit option is not supported for Oracle Financials. Required Fields Edit Checks for values in all fields defined in the Required Fields secondary page. Journal Set Edit Evaluates individual sets of ChartFields (journal sets) to make sure that percent totals equal 100 and that ledger values remain the same for ChartFields of the same journal set. Selecting this check box also ensures that debit and credit journal set entries are properly balanced. Use External ChartFields This check box appears only if you clear the General Ledger check box in HRMS, select Others as the Financial System on the SF Installation page, and restart the application server. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. See Also Chapter 11, "Setting Up Receivables Maintenance," Defining Origins and Group Types, page 341 Chapter 4, "Setting Up GL Interface Processing," Understanding GL Interface Processing Setup, page 109 Chapter 17, "Refunding Customers," Understanding Refunds, page 435 PeopleSoft Enterprise HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up and Working with ChartFields and ChartField Combinations" Populating HRMS with Valid ChartField Combinations 10 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Defining Payment by Invoice Access the Populate Items by Invoice page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Populate Items by Invoice). Populate Items by Invoice page You can define your business requirements based on country requirements and business model needs. This enables you to associate charges to individual invoices, create credit invoices, and produce reminder letters. On the payment side, you can run online posting, Cashiering, and batch processes to apply payments to specific invoices. Run the Populate Item Invoice process to initialize the apply payments by invoice functionality. This process creates rows in SSF_ITEM_INV that are required to apply payments by invoice. Before running this process, run billing for any transaction that has not yet been billed. After the process is run, the installation Apply Payments by Invoice check box is selected on the SF Installation 2 page. If you decide at a later time to not apply payments by invoice, the user can clear the check box. *Pre-conversion Invoice The pre-conversion invoice ID can be any value and does not need to be defined in the Billing Invoice setup, for example, invconv2006. ID Run Click to initiate the process. Defining Keyword Edit Tables and a Null Due Date Access the SF Installation 2 page (Set Up SACR, Install, Student Fin Installation, SF Installation 2). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 11 Completing Student Financials General Setup Chapter 2 SF Installation 2 page Applying Payment by Invoice Global institutions may have the requirement to assign payments to a specific invoice and not to individual charges. Campus Solutions allows institutions to select whether to associate payments with a specific invoice or with individual charges. Global Invoicing will associate charges with individual invoices. When payments are received, they are paid against an invoice number and the payment is applied to the charges associated with that invoice. If an overpayment of an invoice number exists, a refund can be generated. A student can make a prepayment prior to any charges invoiced in order to hold his or her place in class. Such a prepayment is not part of the invoice. When tuition calculation is run and charges are incurred, and a bill is generated with the unique invoice number, the prepayment is applied to that invoice. Future bills show only the unpaid amount of the invoice, not an accumulation of charges and payments. If a waiver exists for a student's payment, the waiver appears on the invoice. Applying payments by invoice involves: 12 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup • • • Invoicing • Generate an invoice with unique invoice numbers for charges. • Associate invoice numbers with items on the invoice. • Create a credit invoice for overpayments. • Create a credit invoice for credit balances based on charge reversals while referencing the original invoice. • Create invoices in batch as well as on line. • View and reprint any individual invoice using original invoice data. • Store student bank information (similar to payment profile information but accessible administratively) for student or the legally responsible party. • Invoices with a payment voucher which include can line (OCR-B font) that can incorporate the institution's bank information as well as the student's bank information, invoice number, and amount due. Payment Processing • Payments applied against a specific invoice. If a credit balance remains from a specific invoice, it can manually be applied to another invoice or the student can request a refund. • Payments are accepted and applied using payment files from banks or clearinghouses. • Prepayments are applied when an invoice is generated Reminders and Collections • Reminders can be generated for open invoices after a due date has passed using the Campus Community Comm Gen process. Reminder letters include original invoice amount, any payments, remaining unpaid balance, and the number of days passed due. • Institutions define a minimum balance as selection criteria when sending reminder letters. • All reminders are tracked at the student level for each invoice. Edit Table Key Word Select an edit table to use for your first level Key Word values. Key Word 2 Select an edit table to use for your Key Word 2 values. Key Word 3 Select an edit table to use for your Key Word 3 values. Invoice Payment Processing You cannot set the Apply Payments by Invoice check box. You must instead run the Populate Item Invoice process. After the process is run, the installation check box, Apply Payments by Invoice, is selected. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 13 Completing Student Financials General Setup Chapter 2 If you decide at a later time to not apply payments by invoice, you can clear the check box. Encryption Set default profile IDs. PeopleTools Pluggable Cryptography framework provides the delivered profiles of TRIPLE DES ENC B64 and TRIPLE DES DEC B64. PeopleSoft Enterprise Campus Solutions has enhanced the PeopleTools profiles specifically for Campus Solutions re-encryption. Profiles specify multiple user-defined steps applying various algorithms and keys to the data in a specified order and supporting various encryption standards and third-party encryption libraries. The decrypt profile must be the same profile and have the same keys that are used to encrypt the data as it is. The encryption profile must contain the new keys and algorithm to which you are converting. Therefore, when using the delivered Campus Solutions profiles, you must change the key value on the Algorithm Keyset page for the encrypt profile and associated algorithm before running the conversion process. After running the conversion, you must modify the decrypt profile to include the new key. Decryption Profile ID The predefined, enhanced profile that is delivered for Campus Solution is CS_CREDIT_CARD_DECRYPT. Encryption Profile ID The predefined, enhanced profile that is delivered for Campus Solution is CS_CREDIT_CARD_ENCRYPT. This encryption profile is used in the storage of credit card, bank account numbers, Security Code data, and Security Key. The profile is used by both Student Financials and Contributor Relations. See PeopleSoft Enterprise Student Financials 9.0,Setting Up ePayment Processing, Re-encrypting Credit Card, Bank Account Numbers, Security Code Data, and Security Key See Chapter 14, "Processing ePayment Transactions," Purging Security Code Data, page 385. 14 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Self Service Payment Profile Self Service Payment Profile The check box is selected by default. When the check box is selected, existing self-service payment profiles are retained and students can create and save new profiles. Clear the check box to prevent students from creating and saving new payment profiles and from using existing profiles in Self Service. Note. Clearing the check box does not automatically delete existing payment profiles. The check box is therefore not cleared by default, because you might have existing profiles in your system. Note also that clearing the check box does not automatically prevent students from creating and maintaining profiles. Use the following instructions to delete existing profiles and ensure that students cannot create and maintain payment profiles. After you clear the check box, you must: 1. Run the SSF_PPROFDEL process to delete existing payment profiles: PeopleTools, Process Scheduler, System Process Requests. Click Run, select Purge SF Payment Profiles, and click OK. 2. Remove security for the Payment Profile (SS_SF_ACCT_PROFILE) component by removing the component from all permission lists. If you clear the check box and take these steps, the default behavior in Self Service will be to not create or save payment profiles. If you forget to remove security for the Payment Profile component and the Self Service Payment Profile check box is cleared, students will still be able to create new and maintain existing payment profiles. This information appears in a warning message when you clear the Self Service Payment Profile check box and click Save. Null Due Date Enter a date that you want the system to use when no other form of due date is specified. Charges with a null due date appear as future charges. You should select a date well into the future. This date appears on the Total Due Charges page of the self-service portion of Student Financials. Defining Commit Levels Access the SF Installation 3 page (Set Up SACR, Install, Student Fin Installation, SF Installation 3). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 15 Completing Student Financials General Setup Chapter 2 SF Installation 3 page Application Fee, Deposit Fee, Late Fee, and 1098–T Data Commit Level Group Boxes The selections that you make in the following fields control how often the system commits batched application, deposit, 1098–T, and late fee transactions to the database. Commit After Each Item Select to commit each transaction when it is processed. The advantage to this selection is that the commitment process does not affect access to your database. Commit At The End Select this option to commit all the transactions contained in the batch being processed at the conclusion of that batch's process. The advantage to this selection is that processing itself is more efficient. The disadvantage is that when transactions are being committed, other processing involving that database may be affected until commitment is complete. Use Commit Level Select to commit a specified number of transactions during processing. For example, if you enter 50 in the Use Commit Level field, when the transactions are saved the system commits blocks of fifty transactions until the batch is complete. At the end of a batch process, the system commits all remaining transactions even if the number of transactions is less than the number in the Commit Level field. Defining Keywords Access the Keywords page (Set Up SACR, Product Related, Student Financials, Item Types, Keywords). 16 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Keywords page Keyword Nbr (keyword number) Select the keyword number for this keyword. Each keyword is associated with an edit table that is set up in SF Installation. Reviewing Valid Records and Fields To set up records and fields, use the Valid Records component (VALID_RECORD_SF) and the Valid Fields component (VALID_FIELDS). Student Financials makes certain valid records (tables) and fields available for users to review. You can modify these records and fields, but it is not advised. This section discusses how to: • Review valid records. • Review valid fields. Pages Used to Review Valid Records and Fields Page Name Definition Name Navigation Usage Valid Records SEL_VALID_RECS Set Up SACR, Product Review valid records. Related, Student Financials, Valid Records Valid Fields SEL_VALID_VARS Set Up SACR, Product Review valid fields. Related, Student Financials, Valid Fields Reviewing Valid Records Access the Valid Records page (Set Up SACR, Product Related, Student Financials, Valid Records). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 17 Completing Student Financials General Setup Chapter 2 Valid Records page Record (Table) Name The record (table) name used in the tuition calculation setup appears when you open the page. Because this information is delivered with the system, be careful whenever you plan to make changes to it. Reviewing Valid Fields Access the Valid Fields page (Set Up SACR, Product Related, Student Financials, Valid Fields). Valid Fields page Record 18 This field displays the record name. The system provides the default selection for this field. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Description This field displays the record description. The system provides the default selection for this field. Field This field displays the field name. The system provides the default selection for this field. Edit Table This field displays the edit table associated with the record. The system provides the default selection for this field. Setting Up Business Units To set up business units, use the SF Business Unit component (BUSINESS_UNIT_SF). This section provides an overview of business units and discusses how to: • Define basic business unit parameters. • Define additional business unit parameters. • Define posting parameters. • Define committal and approval options. • Define collection rules. • Define basic refunding rules. • Define refund approval parameters. • Define default payroll interface parameters. • Define auto-numbering sequences. • Define tax parameters for students from Canada, Australia, and New Zealand (includes Tax Calculation Options). Understanding Business Units The SF business unit is the framework that controls all processing within the Student Financials application. Each business unit can have its own set of business rules. For example, you might have different campuses that operate independently from each other financially. By setting up different business units, you can define just what you need. You must set up at least one business unit. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 19 Completing Student Financials General Setup Chapter 2 Pages Used to Set Up Business Units 20 Page Name Definition Name Navigation Usage General 1 BUS_UNIT_TBL_SF Set Up SACR, Product Define basic business unit Related, Student Financials, parameters. SF Business Unit, General 1 General 2 BUS_UNIT_TBL_SF2 Set Up SACR, Product Define additional business Related, Student Financials, unit parameters. SF Business Unit, General 2 Posting Setup BUS_UNIT_TBL_SF14 Set Up SACR, Product Define posting parameters. Related, Student Financials, SF Business Unit, Posting Setup Commit Options BUS_UNIT_TBL_SF10 Set Up SACR, Product Define committal and Related, Student Financials, approval options. SF Business Unit, Commit Options Collections BUS_UNIT_TBL_SF7 Set Up SACR, Product Define collection rules. Related, Student Financials, SF Business Unit, Collections Refund Setup BUS_UNIT_TBL_SF3 Set Up SACR, Product Define basic refunding Related, Student Financials, rules. SF Business Unit, Refund Setup Refund Approval BUS_UNIT_TBL_SF20 Set Up SACR, Product Define refund approval Related, Student Financials, parameters. SF Business Unit, Refund Approval Payroll Defaults BUS_UNIT_TBL_SF4 Set Up SACR, Product Related, Student Financials, SF Business Unit, Payroll Defaults Counters BUS_UNIT_TBL_SF8 Set Up SACR, Product Define auto-numbering Related, Student Financials, sequences. SF Business Unit, Counters Canadian/ANZ Taxes BUS_UNIT_TBL_SF19 Set Up SACR, Product Related, Student Financials, SF Business Unit, Canadian/ANZ Taxes Define default payroll parameters. Use PeopleSoft Payroll for North America to process refunds. Define tax parameters for students from Canada, Australia, and New Zealand and tax calculation options. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Defining Basic Business Unit Parameters Access the General 1 page (Set Up SACR, Product Related, Student Financials, SF Business Unit, General 1). General 1 page Base Currency Confirm or select the base currency that you want this business unit to use. The default value is the base currency selected for the institution under Set Up HRMS, Install, Installation Table, HRMS Options. You can override the base currency for each business unit. Exchange Rate Type Select the exchange rate type that you use to convert other currency types to the base currency. The exchange rate type is necessary for the posting of charges. Note. You define exchange rate types on the Currency Rate Type page (same navigation as above). Academic Institution Identify the academic institution that contains the SF business unit. Campus Enter the appropriate campus for the SF business unit. Location Enter the appropriate location for the SF business unit. General Ledger Unit If your institution uses PeopleSoft Financials, select the general ledger unit that receives information from the SF business unit. Otherwise, leave this field blank. Accounting Method Select your institution's accounting method: Accrual,Cash, or Modified Cash accounting. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 21 Completing Student Financials General Setup AP Business Unit Chapter 2 Select the business unit with which your system interacts when processing refunds through the accounts payable department. Defining Additional Business Unit Parameters Access the General 2 page (Set Up SACR, Product Related, Student Financials, SF Business Unit, General 2). General 2 page Display Ethnicity Online Select this option if you want the student's ethnicity to appear on the Academic Information page. 22 Display Campus ID Online Select this option if you want the campus ID to appear on the Academic Information page. The campus ID identifies the campus, not the student. Display National ID Online Select this option if you want the student's national ID (for example, social security number) to appear on the Academic Information page. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Late Fee Option Select one of two Late Fee - Billing methods: Late Fees - Bill Request Nbr or Late Fees - Past Due/Aging. Late Fees run control pages use this option to verify that the correct process is used before processing. You can use two distinct processes to calculate late fees. One method is based on the account aging or the due date. The other method is based on a billing request number using the amount billed as a basis. Address Usage Billing Select a default address usage type to use when you generate customer bills. Name Usage Select a default name usage type. Term/Class Cancel Reason Select a term/class cancellation code that you want to use as the default reason when you run the Term/Class Cancellation process. Aging Set Select the aging set that the system uses by default for the Assign Collector process. Service Indicator Set Select the service indicator set to use. This service indicator set must include all service indicators that you want to use for credit history processing. Service Impact Select the service impact to use to stop a service indicator from being placed by the credit history process. This is a default value that will be used when credit history is called from the self-service pages. Tuition Calc Required Default (tuition calculation required default) Select Yes if you want the Tuition Calc Required flag set automatically when a student is activated in a term. Use this option if you want tuition to be calculated on Anticipated Units. Maintain GL Interface History Select this option if you want the system to maintain general ledger interface history. This selection is required for you to use the Back Out GL Interface functionality. Select No if you do not want the Tuition Calc Required flag set automatically when a student is activated in a term. Use this option if you want tuition fees calculated only after enrollment activity (Bill Units). Calc Tuition after Grade Select this option if you want the Tuition Calc Required flag to be set to Yes whenever student grades are posted or changed through the Grade Roster page. Post (calculate tuition after grade post) Note. This check box does not affect the Tuition Calc Required flag being set to Yes when grades are posted or changed through the Enrollment pages. Load Criteria Table Select this option if you want the criteria tables (for example, Career, Program, Fee Triggers, and so on) to be loaded into working storage at the beginning of the Tuition Calculation process. If you are using a large number of waiver criteria, fee triggers, and criteria for tuition groups, selecting this option can improve Tuition Calculation process performance. Note. If more than 1000 total criteria values exist, this option must not be selected. Working storage is currently limited to 1000 maximum values. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 23 Completing Student Financials General Setup Accept Self-Service Payments Chapter 2 Select this option if you want to allow students to make payments over the web using ePayments. This selection is limited to this SF business unit. This SF business unit must also be attached to an institution set that enables self-service payments. Unless self-service payments are enabled for both the SF business unit and the institution set, students will have access to only one of the self-service pages (Account Inquiry). See PeopleSoft Enterprise Campus Self Service 9.0 PeopleBook, "Setting Up Student Financials Self Service." Defining Posting Parameters Access the Posting Setup page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Posting Setup). Posting Setup page 24 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Default Term Control Select a value on which to base the term. The values are: • Latest Enrollment Term. Select if you want the default term to be based on the maximum term from STDNT_CAR_TERM where the eligible to enroll check box is on. If that does not return a term, then the default term will be based on the term value defined in the SF Term Default setup. • Most Current Enrollment Term Select if you want the default term based on the term from STDNT_CAR_TERM with a begin date of less than equal to the current date. If that does not return a term, then the default term will be based on the term from STDNT_CAR_TERM where the end date is greater than or equal to the current date. If this does not return a term, then the default term will be based on the term value defined in the SF Term Default setup. QUICK_POST_TBL Purge Control Student Post (Quick Post) and Corp Post transactions are recorded in the Quick Post table. These entries can be consolidated into posting groups using the Purge QUICK_POST_TBL process. The options in this group box create entries in the Group Control record that enable you to easily track Student Post transactions. Origin ID Select the origin ID that you want the system to use when consolidating transactions into posting groups. Group Type Select the group type that you want the system to use when consolidating transactions into posting groups. Credit Processing Set the conditions that you want the system to use when credits (payments) are posted on an account. Item Tree Name Select the name of the item type tree that contains all of the item types that you use for transactions. This tree also controls item type security. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 25 Completing Student Financials General Setup Default Term Control Chapter 2 Select how you want to determine the term that the system uses as the default if a charge or payment is entered without specifying a term. Note. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values require a substantial programming effort. Warning! Your selection of a default term control can affect how payments are processed. When either of the enrollment term selections are used, the actual term value may vary from student to student. The actual term value used becomes the value of the current term for payment processing. Values are: Last Enrollment Term: Select if you want the default term to be based on the student's most recent completed term of enrollment. Most Current Enrollment Term: Select if you want the default term to be based on the student's most recent term of enrollment, whether completed or not. Use SF Term Default: Select if you want the default term to be based on the term value that you defined in SF Term Default setup. Move Initial Payment Select to move all payments in excess of charges to the account specified for excess payments. If the option is not selected, excess payments show as a credit balance on the charge account. Excess Payment Account Select a default account that you want to use for payments that are received in excess of charges. Move Initial Waiver Select to move all waivers in excess of charges to the account specified for excess waivers. If this option is not selected, excess waivers show as a credit balance on the charge account. Excess Waiver Account Select a default account that you want to use for waivers that are posted to an account in advance of charges. This feature can also be used as an option for waivers that are posted in excess of charges. Warning! Waivers should rarely, if ever, be applied to a student's account other than through the tuition calculation process. Waivers posted using the Student Post or Group Post processes may not be able to be adjusted properly. 26 Move Initial Financial Aid Select to move all financial aid payments in excess of eligible charges to the account specified for excess financial aid. If this option is not selected, excess financial aid payments show as a credit balance on the charge account. Excess FA Account (excess financial aid account) Select a default account that you want to use for financial aid that is posted to an account in excess of eligible charges. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Disbursement Date Item Select if you want the system to display each disbursement of a financial aid award in a single term (same item type) as a separate line item on a student's account. Also, selecting this option enables the system to identify specific disbursements in the event that an adjustment is required. For example, if a direct loan requires more than one disbursement in one term, selecting this check box identifies each disbursement with a unique date causing the system to recognize each as a separate entry. Clear this option to have all disbursements in a term roll into one line item. Note. After you begin posting financial aid awards, you should not change this setting. Warning! Financial aid disbursement does not correctly reverse disbursements when multiple disbursements exist within a term and you do not select the Disbursement Date Item check box. This can occur, for example, if multiple disbursements are in a single term and one or more of them is reduced. If you use batch disbursement to post the new disbursement amount, the posting process reverses the entire disbursement total for the term and then reposts only one of the disbursements in the term. In PeopleSoft Financial Aid, the disbursements look like they have been disbursed properly, but in Student Financials only one of the disbursements is properly posted, so the two applications are out of sync. If you use online disbursement to update the newly reduced disbursement amount, the same problem occurs. The online disbursement process reverses the entire award amount for the term and posts only the new reduced single disbursement amount. Reference Number Posting Usage This group box provides additional options for the posting of debits and payments. Select to have the option of associating a reference number with charge items. Ref Debit Item Flag (reference debit item flag) For example, you could use a parking ticket number as a reference on a parking fine charge. Each charge item with a reference number is displayed separately on the Charge Detail page. Ref Item Payment Flag (reference item payment flag) Select to have the option of associating a payment with a particular charge by using the reference number. For example, if you use a parking ticket number as a reference number on a parking fine charge, you can use that same ticket number to tie the payment to the specific charge. Note. The Ref Debit Item Flag check box must be selected for you to use the Ref Item Payment Flag option. Ref Excess Payment Flag (reference excess payment flag) Select this option to have payments made in excess of a particular charge applied to other charges with the same reference ID. Note. The Move Initial Payment check box must be selected for you to use the Ref Excess Payment Flag. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 27 Completing Student Financials General Setup Chapter 2 See Also Chapter 11, "Setting Up Receivables Maintenance," page 341 Chapter 21, "Maintaining Receivables," Consolidating and Reviewing Transactions for Individual Students and Organizations, page 592 Chapter 2, "Completing Student Financials General Setup," Setting Up Payment Application Rules, page 39 Defining Committal and Approval Options Access the Commit Options page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Commit Options). Commit Options page Important! The selections that you make in this page have a specific effect on processing. Consult your IT staff and system administrators to determine the optimum selections for your processing needs. Group Posting Set the levels at which group post transactions are committed to the database. 28 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Commit Every Transaction Select to commit each transaction when it is processed. Commit At the End Select to commit all the transactions that are contained in the batch being processed at the conclusion of that batch process. Commit Level Select to commit a specified number of transactions during background processing. For example, if you enter 100 in the Commit Level field, when you run a batch process the system processes 100 transactions and then commits them to the database until the batch is complete. At the end of a batch process, the system commits all remaining transactions even if the number of transactions is less than the number in the Commit Level field. Group Approval Role Select the role of the person or persons who can approve the group. Unbalanced Group Approval Role Select the role of the person or persons who can approve an out-of-balance group. GL Posting Set the levels at which general ledger transactions are committed to the database. Commit Every Item Select to commit each transaction when it is processed. Commit at the End Select to commit all the transactions that are contained in the batch being processed at the conclusion of that batch process. Commit Level Select to commit a set number of transactions during background processing. Enter the maximum number of errors that you want the system to allow before GL Max Error Before Stopping (general ledger stopping transaction processing. maximum error before stopping) Billing Commit Option Set the levels at which billing transactions are committed to the database. Commit Every Transaction Select to commit each transaction when it is processed. Commit at the End Select to commit all the transactions that are contained in the batch being processed at the conclusion of that batch's process. Commit Level Select to commit a set number of transactions during background processing. Enter a commit level in the field to the right of this option. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 29 Completing Student Financials General Setup Chapter 2 Credit History Commit Option Set the levels at which Credit History process transactions are committed to the database. The functionality of Credit History commit options is similar to other commit options on this page. See Also Enterprise PeopleTools PeopleBook: Workflow Technology Defining Collection Rules Define the rules governing how your business unit handles receivables collection. See Also Chapter 12, "Setting Up Receivables Collection," page 363 Defining Basic Refunding Rules Specify the business unit rules governing how the system handles refunds. See Also Chapter 7, "Setting Up Refunding," Setting Up Your Business Unit to Refund Customers, page 238 Defining Refund Approval Parameters Set refund approval levels for student and organization refunds. See Also Chapter 7, "Setting Up Refunding," Setting Up Your Business Unit to Refund Customers, page 238 Defining Default Payroll Parameters Establish default parameters for refunds created using PeopleSoft Payroll for North America. See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Setting Up the Payroll Process" 30 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Defining Auto-Numbering Sequences Access the Counters page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Counters). Counters page With the exception of payment plans, the counter number fields on this page automatically display the last number used. You can specify a number with which you would like the sequence numbering to begin. For example, if you want cashiering receipt numbers to begin at 1,000, enter the number 999 in the Last Cashiering Receipt Number field. The system automatically assigns the number 1,000 to the first receipt produced and increments all receipts by 1 thereafter. Last Cashiering Receipt If you want to change the starting point of the numbering sequence for cashiering receipts, enter a number that is one less than the number that you want to begin Number with. If you want to change the starting point of the numbering sequence for billing Last Billing Print Request Nbr (last billing requests, enter a number that is one less than the number that you want to begin with. print request number) Group Posting Last Group ID If you want to change the starting point of the numbering sequence for posting group ID numbers, enter a number that is one less than the number that you want to begin with. Payment Plans Auto Number Select if you want the system to automatically generate sequential contract numbers for payment plan contracts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 31 Completing Student Financials General Setup Next Contract Number Chapter 2 If you want to change the starting point of the numbering sequence for payment plan contract numbers, enter the contract number that you want to begin with. Unlike the previous counters, the Next Contract Number field displays the next number in the sequence. (CAN)(AUS)(NZL) Defining Tax Parameters for Students from Canada, Australia, and New Zealand Access the Canadian/ANZ Taxes page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Canadian/ANZ Taxes). Canadian/ANZ Taxes page T4A Generation Setup Canadian students are required to report all scholarship income. The T4A report is generated for the student's use. The following fields define the setup that is needed to transfer information from the Student Financials application to the PeopleSoft Payroll for North America application for the processing and generation of T4A reports. Consult your payroll staff to determine the proper selections for the following options. 32 Company Enter the company that generates the report. This is used to aggregate student income balances in payroll. Balance ID Enter the balance ID. This selection controls the period of time covered by the report. Province Enter the province where scholarship income is received. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Wage Loss Plan Enter a wage loss plan. Wage loss plans are set up in Set Up HRMS, Product Related, Payroll for North America, Canadian Taxes, Wage Loss Plan Table. Date Type Selection In this group box, select the type of date that you want to use to govern selection of items to be included in the T4A report. The system uses the date type selection in conjunction with the balance ID to control which transactions it includes in the report. Posting Date Select to use the item posting date to govern transaction selection. Item Effective Date Select to use the item effective date to govern transaction selection. Run Date Select to use the item run date to govern transaction selection. Note. Use only when the T4A Generation process is run within the same calendar or tax year as the transactions. Cdn GST Registration Number Enter the GST Reg No (Goods and Services Tax registration number) that is assigned to this business unit. The system uses this value for any receipts and invoices that are specifically designed to include the GST registration number when GST is assessed. Australia/New Zealand Taxes Display − Combine Tax Select to display transactions with tax included (summed). The default setting (check box cleared) displays taxes as a separate line item. Tax Due Date Select a Tax Due Date option to control when taxes that are associated with charges are considered due. Options are: Charge Due Date: Select to make taxes due on the same date as the corresponding charge. Charge Effective Date: Select to make taxes due on the date that the corresponding charge becomes effective. This date may be different from the due date of the charge. Null: Select if you do not want the system to automatically assign a due date. This setting leaves open the option of assigning a due date at a later point (for example, through the Billing process). This is the default setting. Posting Date: Select to make tax charges due immediately on the date that the corresponding charge is posted. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 33 Completing Student Financials General Setup Tax Rounding Chapter 2 This option controls how taxes are adjusted at the half-cent point. Different taxing authorities have different rules for how adjustments must be made. Determine the requirements for your institution before selecting an option. Rounding affects only tax amounts that are calculated to the exact half-cent point. Options are: No Rounding: Select to truncate the calculated tax amount to the full-cent value. This option effectively eliminates any fraction of a cent. For example, 3.769 USD would be truncated to 3.76 USD. Fractions will never be rounded up. Round Down: Select if you want taxes that calculate to the half-cent point or less to be reduced to the nearest full-cent value. For example, 3.765 USD would be reduced to 3.76 USD. Round Up: Select if you want taxes that calculate to the half-cent point or more to be increased to the nearest full-cent value. For example, 3.765 USD would be increased to 3.77 USD. Note. Student Financials rounds based on the third decimal place of a number. Setting Up Tax Authorities and Tax Codes To set up tax authorities and tax codes, use the Tax Authorities component (TAX_AUTHORITY) and the Tax Codes component (TAX_CODE_VAT). This section provides an overview of tax authorities and tax codes and discusses how to: • Define tax authorities. • Specify VAT rebates for tax authorities. • Define tax codes. Understanding Tax Authorities and Tax Codes Your institution may be under the jurisdiction of one or more tax authorities that require you to charge taxes for certain transactions. To process tax charges, you must define one or more tax authority codes. Tax codes are used to link taxes to charge item types. Each tax code must include at least one tax authority, but can include more than one if your institution is subject to more than one taxing authority. For example, you may need to charge students both state and local sales taxes for books. By setting up a tax code that combines the two authorities, you can charge both taxes. 34 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Pages Used to Set Up Tax Authorities and Tax Codes Page Name Definition Name Navigation Usage Tax Authority TAX_AUTHORITY Set Up SACR, Product Define tax authorities. Related, Student Financials, Charges and Payments, Tax Authorities, Tax Authority Tax Authorities - Rebate TAX_AUTHORITY_PSB Set Up SACR, Product Specify VAT rebates for tax Related, Student Financials, authorities. Charges and Payments, Tax Authorities, Rebate Tax Authorities - Summary TAX_AUTHORITY_VAT Set Up SACR, Product Review tax authority Related, Student Financials, parameters. Charges and Payments, Tax Authorities, Summary Tax Codes TAX_CODE_VAT Set Up SACR, Product Define tax codes using one Related, Student Financials, or more tax authorities. Charges and Payments, Tax Codes Defining Tax Authorities Access the Tax Authority page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Tax Authorities, Tax Authority). Tax Authority page Tax Code Type Select a tax code type of S (sales tax) or V (value added tax). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 35 Completing Student Financials General Setup Chapter 2 Percent Set the default percentage of tax that the authority assesses. Same Account andAcct Type (account type) Select the Same Account check box if you want the tax assessed to appear in the same account as its associated charge. If you clear the check box, you can select a different account type in the Acct Type field. Item Type Select the item type that you have defined for transactions from this tax authority. Service Impact Select the service impact that exempts customers from this taxation. Specifying VAT Rebates for Tax Authorities Access the Tax Authorities - Rebate page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Tax Authorities, Rebate). Tax Authorities - Rebate page VAT PSB Type (value added tax public service body type) and Rebate Rate If applicable, select the value added tax public service body type and enter a rebate rate. Defining Tax Codes Access the Tax Codes page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Tax Codes). 36 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Tax Codes page Consolidate Same Item Type If you are creating a code that combines two or more different tax authorities, you can select this check box to consolidate the tax transactions that make up the code into the same item type during posting. Otherwise, the system creates each transaction on an account as individual entries. Authority Select the tax authority that you want to attach to the tax code. Percentage The default percentage appears to the right of each authority that you add. Setting Up Aging Sets To set up aging sets, use the Aging Set component (AGING_TABLE). An aging set is a complete set of aging categories that defines how your system ages your accounts. You can define multiple aging sets to be used for different types of customers. For example, you might want to age student accounts differently than you do organization accounts. Page Used to Set Up Aging Sets Page Name Definition Name Navigation Usage Aging Set AGING_TABLE Set Up SACR, Product Define aging sets. Related, Student Financials, Collections, Aging Set Defining Aging Sets Access the Aging Set page (Set Up SACR, Product Related, Student Financials, Collections, Aging Set). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 37 Completing Student Financials General Setup Chapter 2 Aging Set page Basis Date Select the basis date that you want to use when a charge is assigned to an aging category. Options are: Actual Billing Date, Billing Date, Current Due Date, and Original Due Date. For External Organization accounts, the two valid basis dates are Actual Billing Date and Original Due Date. Dispute Aging In the Dispute Aging and Category fields, define how you want to categorize any charges in dispute. Values are: Age Normal: Select to age disputed charges like any other charge. When you select this option, disputed charges can still show up as being past due and can trigger collection actions. Categorize: Select if you want disputed charges to be distinguished as a unique category. When you select this option, the Category field becomes active. Ignore: Select if you want the system to overlook disputed charges. When you select this option, the system does not distinguish disputed charges as a unique category and does not age them like other charges. In addition, disputed charges do not trigger collection actions. 38 Category Enter the category value that you want to use for disputed charges. Aging Category Enter an aging category value that you want to use to distinguish each time range. In the field to the right, enter a description of the particular category. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Start Days and End Days Enter the beginning and ending points of the aging category. For example, if charges that are up to thirty days old are considered current, enter 0 in the Start Days field and 30 in the End Days field. The beginning and ending points of the range are controlled by the basis date. Summ (summary) Select a code to identify the late charge category. Values are C (current due), D (dispute due), F (future due), O (other), or P (past due). Setting Up Payment Application Rules To set up payment application rules, use the Charge Priority List component (CHARGE_PRIORITY) and the Payment Overall Priority component (OVERALL_PRIORITY). This section provides an overview of payment application rules and discusses how to: • Create a charge priority list and link it to an item type tree. • Define charge priority list rules. • Define payment overall priorities. Understanding Payment Application Rules Your institution probably has rules about how payments are to be applied to charges on student accounts. You may want tuition to always be paid first, or you may want the oldest charges paid first. In addition, many rules apply to financial aid. Regardless of your institution's specific rules, you want Student Financials to automatically apply them, eliminating the need to make immediate decisions about each payment. Obviously, defining one set of rules that works for every situation is difficult. To meet all of your needs, you should carefully plan and define several sets of rules. You must understand how these rule sets work separately and with each other, and how they work with other parts of the system. To make setup as flexible, yet precise, as possible, the system uses a combination of charge priority list and payment overall priority rules that are attached to payment item types. These very specific payment processing definitions are also affected by the default term, business unit posting rules, and priority values defined for payment item types. Student Financials provides flexible payment processing capabilities, but setup requires considerable thought. While complex, the process is logical and accommodates most payment application schemes. Plan well and take the time to test your setup extensively. Before you start setting up your charge priority list and payment overall priority rules, be sure to check your item type tree setup. Because your charge priority definition depends on your item type tree, the tree must be set up correctly. For example, all item types that are related to tuition should be grouped together under a tree node named Tuition. The same applies to housing and parking item types. Your actual item type tree setup may use different terminology, but the structure must include nodes similar to these examples. Also, make sure that the same item type number has not been included in more than one tree node. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 39 Completing Student Financials General Setup Chapter 2 Charge Priority List Rules Defining charge priority rules is the first step in determining how the system applies a payment. You define exactly what charges are eligible for payment under a particular rule set. You also define whether payments can be applied to charges from various time periods and you can establish a priority order for allowed charges. Charge priority lists depend on item type trees to identify which charge items are qualified for the particular type of payment. Because charge priority list details are defined at the tree node level, you can make payment restrictions as broad or narrow as you want. Payment Overall Priority Rules Payment overall priority rules define the order of payment allocation when payments do not fully cover all eligible charges. You have two options when defining payment overall priority rules. Either your payment overall priority can act as a tiebreaker, or it can pay all eligible charges equally. See Also Enterprise PeopleTools PeopleBook: Tree Manager Pages Used to Set Up Payment Application Rules Page Name Definition Name Navigation Usage Charge Priority List ITEM_CHRG_TYP_PRTY Set Up SACR, Product Create a charge priority list Related, Student Financials, and link it to an item type Charges and Payments, tree. Charge Priority List Charge Priority List Details ITEM_CHRG_TYP_PRT2 Set Up SACR, Product Define charge priority list Related, Student Financials, rules. Charges and Payments, Charge Priority List, Details Payment Overall Priority PAY_PRIOR_ALL Set Up SACR, Product Define payment overall Related, Student Financials, priorities. Charges and Payments, Payment Overall Priority Creating a Charge Priority List and Linking It to an Item Type Tree Access the Charge Priority List page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Charge Priority List). 40 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Charge Priority List page Tree Name Select the name of the item type tree that includes all item types to be paid under this charge priority list. Defining Charge Priority List Rules Access the Charge Priority List - Details page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Charge Priority List, Details). Charge Priority List - Details page Self service student permissions can be used for a student to grant permission. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 41 Completing Student Financials General Setup Permission Form Chapter 2 Select a permission form if you want one to apply. A permission form is a type of advance permission that the system uses with item types that have payment application restrictions. When you select a permission form, the system applies the charge priority definition only if the permission form has been attached to the student. Permission forms are commonly used with financial aid payment. For example, if a particular type of financial aid award restricts payments to the current term charges unless permission is given by the student to pay prior term charges, then a permission form can grant that permission. The permission form must be attached to the charge priority list definition that is set to Permission for the prior term. Use Aid Year Select to use the financial aid year for the charge priority list. When the flag is off (cleared), current functionality applies and the academic year is used. Tree Node Select allowable charges by entering the appropriate tree nodes. The system applies payments only to charge item types that fall in the range of the tree node. Warning! If you want to use the pay proportionate % tax functionality that is available in Payment Overall Priority setup (see the following field description), the tax item type must not be included within the range of allowable charges. If it is included within the range, the system treats it as any other eligible charge and it does not distinguish it as unique. Priority 42 Assign a priority level for each tree node that is used to define allowable charges. The system uses this priority value only when you select Charge Tree Node as one of the Sort Payment Field values in your Payment Overall Priority setup. A priority of 1 is higher than a priority of 2. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Current Term Select a value to control whether payments can be applied to charges for the current term. Four values are available for this field: Yes: Select this value if you want the system to apply payments with no restrictions to charges in this time period. No: Select this value if you do not want the system to apply payments to any charges in this time period. Neg. Perm: (negative permission) Select this value if you want the system to apply payments as necessary to charges in this time period, unless the student expressly prevents it. Student permissions can be used in conjunction with negative permission. Permission: Select this value if you want the system to require specific permission before applying payments to charges in this time period. Student permissions can be used in conjunction with permission needed. Note. The definition of the Current Term value is determined by the value of the payment term. If no term is specified, the value of the payment term is determined by the Default Term Control value in the SF Business Unit component. Three options are available for default term control: Use SF Default Term, Use Last Enrollment Term, and Use Current Enrollment Term. When you use SF Default Term, the value of the payment term is the same as that of the SF default term. If you use either Last Enrollment Term or Current Enrollment Term as the default term control, the value of the payment term varies by the enrollment history of the student against whose account the payment is being applied. Prior Term Select a value to control whether and how payments can be applied to charges for the prior term. The four values for this field are the same as those defined for the Current Term field. The prior term is the academic term that immediately precedes the current term. The actual determination of the prior term is based on the value that is used for the current term. Values are: Use Aid Year OFF:All terms prior to the current term within the academic year only. Use Aid Year ON:All terms prior to the current term within the current aid year only. Prior Year Select a value to control whether and how payments are applied to charges for the prior year. The four values for this field are the same as those defined for the Current Term field. Use Aid Year OFF:All terms prior to the current academic year. Use Aid Year ON:All terms prior to the current term that are in the aid year immediately prior to the current aid year. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 43 Completing Student Financials General Setup Future Term Chapter 2 Select a value to control whether and how payments can be applied to charges for any future terms. The four values for this field are the same as those defined for the Current Term field. A future term is an academic term that comes after the current term. The actual determination of a future term is based on the value that is used for the current term. Use Aid Year flag OFF: A future term is an academic term that comes after the current term. The actual determination of a future term is based on the value that is used for current term. Use Aid Year flag ON: All terms after the current term within the current aid year. Amount Enter the maximum amount that can be applied to the corresponding period. If no limitation exists for this payment, leave the amount field blank on all platforms except for DB2. If the amount is left blank on a DB2 platform, it functions as if it is zero and does not allow any amounts to be paid by the payment. On DB2 platforms only, you must complete the amount field with all 9s (a value of 999,999,999.00) to allow for no limitation. The field is formatted for 12.2 number entries. Example of a Charge Priority List Selection Charge priority setup can be confusing, and small differences can sometimes yield surprising results. It is not possible to provide examples of all scenarios, but the following examples present two common outcomes. Remember that any charge that is qualified for payment by the charge priority selection is considered equal and can be paid according to the rules of the definition. This is why tax item types must be excluded from the range of allowable charges if you want to pay them proportionate to the payment against the charge. If they were included within the range of allowable charges, the tax could be paid in full, or not at all, regardless of the amount paid on the associated charge. Using our sample charges, and a charge priority list allowing charges from the Tuition, Housing, Miscellaneous, and Parking tree nodes, examine the following two scenarios and see how minor changes can affect payment application. In each case, the SF Business Unit Default Term Control is set to use the value Last Enrollment Term. For purposes of this example, assume that the student's last completed term of enrollment is Fall, 2000 and no term is specified with the payment (causing the system to use the SF Business Unit Default Term Control value—this point is important to understanding these examples). Sample Charges Transaction Type 44 Tree Node Term Charge Amount Due Date Tuition Charge Tuition Fall, 1999 500.00 USD October 15, 1999 Housing Charge Housing Fall, 1999 1,000.00 USD October 30, 1999 Phone Charge Other Fall, 1999 100.00 USD October 30, 1999 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Transaction Type Tree Node Term Charge Amount Due Date Tuition Charge Tuition Spring, 2000 2,000.00 USD February 15, 2000 Tuition Charge Tuition Fall, 2000 2,000.00 USD October 5, 2000 Housing Charge Housing Fall, 2000 700.00 USD October 5, 2000 Misc. Charge Miscellaneous Fall, 2000 75.00 USD October 1, 2000 Housing Charge Housing Fall, 2000 200.00 USD February 1, 2001 2 Tuition Charge Tuition Spring, 2001 1,800.00 USD January 15, 2001 Housing Charge Housing Spring, 2001 1,050.00 USD February 5, 2001 Misc. Charge Miscellaneous Spring, 2001 50.00 USD February 5, 2001 Selected Charges—Scenario One When the student makes a payment to the account, the charge priority list rules allow the following charges to be selected as eligible for payment: Transaction Type Tree Node Term Charge Amount Due Date Tuition Charge Tuition Fall, 1999 500.00 USD 10/15/99 Housing Charge Housing Fall, 1999 1,000.00 USD 10/30/99 Tuition Charge Tuition Spring, 2000 2,000.00 USD 2/15/00 Tuition Charge Tuition Fall, 2000 2,000.00 USD 10/5/00 Housing Charge Housing Fall, 2000 700.00 USD 10/5/00 Misc. Charge Miscellaneous Fall, 2000 75.00 USD 10/1/00 Housing Charge Housing Fall, 2000 200.00 USD 2/1/01 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 45 Completing Student Financials General Setup Transaction Type Tree Node Chapter 2 Term Charge Amount Due Date Tuition Charge Tuition Spring, 2001 1,800.00 USD 1/15/01 Housing Charge Housing Spring, 2001 1,050.00 USD 2/5/01 Misc. Charge Miscellaneous Spring, 2001 50.00 USD 2/5/01 Comparing the two tables, you can see that the only item not included in the set of eligible charges is the phone charge. The reason for this is that the charge priority list example given previously allows payments for charges from four tree nodes: Tuition, Housing, Miscellaneous, and Parking. The Phone charge is under the tree node of Other and, therefore, is not considered an eligible charge. Also, because payments can be applied to all time periods (current term, prior term, prior year, and future term), the system can include all active charges. Selected Charges—Scenario Two If you use a different charge priority setup that excludes payments for a future term on each of the allowable charge nodes, the results are considerably different: Transaction Type Tree Node Term Charge Amount Due Date Tuition Charge Tuition Fall, 1999 500.00 USD 10/15/99 Housing Charge Housing Fall, 1999 1,000.00 USD 10/30/99 Tuition Charge Tuition Spring, 2000 2,000.00 USD 2/15/00 Tuition Charge Tuition Fall, 2000 2,000.00 USD 10/5/00 Housing Charge Housing Fall, 2000 700.00 USD 10/5/00 Misc. Charge Miscellaneous Fall, 2000 75.00 USD 10/1/00 Housing Charge Housing Fall, 2000 200.00 USD 2/1/01 In this case, the system does not include charges for Spring, 2001 because they are associated with a future term. This is because you established the current term as the last enrollment term when you defined your default term control. In this case, the last enrollment term is Fall, 2000. If you change the Default Term Control value to Use SF Default Term, the system will once again include all charges because the current term will be Spring, 2001. 46 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup In summary, your charge priority definitions determine what charges are eligible for payment. This determination is made by limiting payments to charge item types that meet specific criteria that are related to tree nodes and time periods. See Also Chapter 22, "Maintaining Customers," Managing Student Permissions, page 634 Chapter 2, "Completing Student Financials General Setup," Defining Posting Parameters, page 24 Defining Payment Overall Priorities Access the Payment Overall Priority page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Payment Overall Priority). Payment Overall Priority page Allocation Method Select an allocation method: By Oldest First: Select if you want to use sort payment fields to sort the eligible charges. If you select this option, the last sort is to order the eligible charges by the oldest item number first. Equal Percentages: Select if you want to pay an equal portion of each eligible charge. If you elect to pay by equal percentages, the sort payment fields are not used. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 47 Completing Student Financials General Setup Pay Proportionate % Tax Chapter 2 Select if you want all taxes associated with a particular charge to be paid proportionate to the payment against the charge. Payment of taxes follows the same payment priority as the associated charge. Note. For pay proportionate % tax functionality to work, the tax item type cannot be included as an allowable charge in the charge priority setup. Make sure that the tax item type is not included within the range of any of the tree nodes that are selected as allowable charges. Charge Sort You can define up to four charge sort criteria. Remember that all sort rules defined for Payment Overall Priority apply only to charges already selected by the Charge Priority rules. For example, if your Charge Priority rules are set up to select charges for current and future terms only, and your Payment Overall Priority rules are set up to sort by Term, Oldest First, the term that is defined as current will be the oldest term available. Sort 1 Sort 2 Sort 3 and A number of possible values exist for each sort field: Sort 4 Academic Year: Select to sort active charges by academic year, beginning with active charges from the earliest year. Academic Year, Current First: Select to sort active charges by the academic year, using the current academic year first. After the system selects eligible charges for the current academic year, it sorts the remaining charges by academic year from the oldest to the most recent. Charge Tree Node: Select to sort active charges by the priority value of the charge tree nodes that are established in the charge priority list definition being used. Item Charge Due Date: Select to sort active charges by charge due date, beginning with the active charge with the earliest due date. Term, Current First: Select to sort active charges by term, using the current term first. You determine the definition of the current term using the Default Term Control field on the Posting Setup page of the SF Business Unit component. Therefore, it is not necessarily the chronological current term. After the system selects eligible charges for the current term, it sorts the remaining charges by term from the oldest to the most recent. Term, Oldest First: Select to sort active charges by terms, using the oldest term first. Term, Payment Term First: Select to sort active charges by terms, using the term for which the payment applies first. If no term is specified with the payment, the system uses the SF default term. After the system selects eligible charges for the payment term, it sorts the remaining charges by term from the oldest to the most recent. Oldest Invoice Date: Select if you want the posting to gather the charges by invoice. This value is available only if the Apply Payments by Invoice flag is selected on the SF Installation setup. 48 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Example of How Payment Overall Priority Sorts Eligible Charges Using our sample set of charges, look at how charge priority and payment overall priority rules work together to control payment application. Suppose that a student makes a payment of 8,000.00 USD against his or her account. Consider the following two setup scenarios to understand how differently payments are applied. Sample Charges Transaction Type Tree Node Term Charge Amount Due Date Tuition Charge Tuition Fall, 1999 500.00 USD 10/15/99 Housing Charge Housing Fall, 1999 1,000.00 USD 10/30/99 Phone Charge Other Fall, 1999 100.00 USD 10/30/99 Tuition Charge Tuition Spring, 2000 2,000.00 USD 2/15/00 Tuition Charge Tuition Fall, 2000 2,000.00 USD 10/5/00 Housing Charge Housing Fall, 2000 700.00 USD 10/5/00 Misc. Charge Miscellaneous Fall, 2000 75.00 USD 10/1/00 Housing Charge Housing Fall, 2000 200.00 USD 2/1/01 Tuition Charge Tuition Spring, 2001 1,800.00 USD 1/15/01 Housing Charge Housing Spring, 2001 1,050.00 USD 2/5/01 Misc. Charge Miscellaneous Spring, 2001 50.00 USD 2/5/01 In the previous section on setting up a charge priority list, the setup example shown selects charges using four Item Type Tree nodes (Tuition, Housing, Miscellaneous, and Parking) and allows payments to be applied in all time periods. Using this rule set, the system selects all of the charges on the student's account as eligible, with the exception of the phone charge. Selected and Sorted Charges—Scenario One Using the Payment Overall Priority setup shown previously (eligible charges sorted first by due date, then by charge tree node), the system sorts the eligible charges in this way: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 49 Completing Student Financials General Setup Transaction Type Tree Node Chapter 2 Term Charge Amount Due Date Tuition Charge Tuition Fall, 1999 500.00 USD 10/15/99 Housing Charge Housing Fall, 1999 1,000.00 USD 10/30/99 Tuition Charge Tuition Spring, 2000 2,000.00 USD 2/15/00 Misc. Charge Miscellaneous Fall, 2000 75.00 USD 10/1/00 Tuition Charge Tuition Fall, 2000 2,000.00 USD 10/5/00 Housing Charge Housing Fall, 2000 700.00 USD 10/5/00 Tuition Charge Tuition Spring, 2001 1,800.00 USD 1/15/01 Housing Charge Housing Fall, 2000 200.00 USD 2/1/01 Housing Charge Housing Spring, 2001 1,050.00 USD 2/5/01 Misc. Charge Miscellaneous Spring, 2001 50.00 USD 2/5/01 In this example, all charges with due dates through 10/5/00 will be paid in full and 1,725.00 USD will be applied to the Spring, 2001 Tuition charge due 1/15/01. Because not enough money is exists to pay all charges in full, the system applies the payment to the charges in order of the due date. Also, note that two charges are due 10/5/00 and also two are due on 2/5/01. The system sorted these charges in order of their charge tree node priority. Recall that in the charge priority setup, the Tuition node is given a priority of 1, Housing a priority of 2, and Miscellaneous and Parking a priority of 3. Selected and Sorted Charges—Scenario Two If you use a payment overall priority that reverses the order of the sort payment fields (charge tree node first and charge due date second), the results are very different. In this case, the system sorts the eligible charges in the following way: Transaction Type 50 Tree Node Term Charge Amount Due Date Tuition Charge Tuition Fall, 1999 500.00 USD 10/15/99 Tuition Charge Tuition Spring, 2000 2,000.00 USD 2/15/00 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Transaction Type Tree Node Term Charge Amount Due Date Tuition Charge Tuition Fall, 2000 2,000.00 USD 10/5/00 Tuition Charge Tuition Spring, 2001 1,800.00 USD 1/15/01 Housing Charge Housing Fall, 1999 1,000.00 USD 10/30/99 Housing Charge Housing Fall, 2000 700.00 USD 10/5/00 Housing Charge Housing Fall, 2000 200.00 USD 2/1/01 Housing Charge Housing Spring, 2001 1,050.00 USD 2/5/01 Misc. Charge Miscellaneous Fall, 2000 75.00 USD 10/1/00 Misc. Charge Miscellaneous Spring, 2001 50.00 USD 2/5/01 The system pays in full all Tuition charges and those Housing charges through the October 5, 2000 due date. This is because the system sorts charges first by charge tree node and second by the charge due date. In summary, your Payment Overall Priority definition determines how the system sorts eligible charges (selected by your corresponding charge priority definition) to allocate payment. Setting Up Account Types To set up account types, use the SF Account Types component (ACCT_TYPE_SF). Account types classify item types into usable account groupings. Differentiating charges into multiple accounts enables flexibility in billing and assessing late fees. For example, creating a separate account type for housing enables you to bill and assess late fees for housing charges differently than you do for tuition charges. Pages Used to Set Up Account Types Page Name Definition Name Navigation Account Types ACCT_TYPE_SF Set Up SACR, Product Set up account types. Related, Student Financials, Item Types, SF Account Types, Account Types Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Usage 51 Completing Student Financials General Setup Chapter 2 Setting Up Account Types Access the Account Types page (Set Up SACR, Product Related, Student Financials, Item Types, SF Account Types, Account Types). Account Types page Account Nbr Prefix (account number prefix) Enter an account number prefix that appears as part of the charge description on account display pages. For example, charges with the account number prefix TUITION would appear as TUITION001. Account Per Term Select to maintain a distinction between charges by term. If you do not select this option, all charges are placed in a single account. Late Fee Code This code is used with the late fee process based on aging, past due accounts, or both. Enter a late fee code to control the application of late fees to student charges in this account type. This selection does not apply late fees to external organization charges. This does not pertain to the Late Fees - Billing process. Ext Org Late Fee Code This code is used with the late fee process based on aging, past due accounts, or (external organization late both. Enter an external organization late fee code to control the application of late fees to external organization charges in this account type. This selection does not fee code) apply late fees to student charges. This does not pertain to the Late Fees - Billing process. Primary Account 52 Select to establish this account as primary. Only one account type can be designated as the primary account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup View Unappld Pymt Credit Hist (view unapplied payment credit history) Select if you want unapplied payments to offset eligible charges. For example, a student has a tuition charge of 5,000 USD that is 90 days past due and an unapplied payment of 1,000 USD that is in the student's account. If you clear the check box, Credit History shows 5,000 USD as 90 days past and –1,000 USD as current. If you select the check box, Credit History shows 4,000 USD as 90 days past due. Include Pre-Pay Reserved for future use. Move Excess FA(move excess financial aid) Select to have excess financial aid moved into the FA Excess account that is defined on the SF business unit. For example, a student owes 1,000 USD in tuition and receives 1,000 USD in financial aid but later drops a class and overall charges are reduced to 750 USD. If the check box is selected, the excess 250 USD is moved from the Tuition account to the FA Excess account that is specified on the SF business unit. If the check box is cleared, the excess remains in the Tuition account as a credit. Note. When you select this option, you must also select the Move Initial Financial Aid option on the SF Business Unit, Posting setup page. Exclude from Aging Total Select to prevent this account from aging and being included in the collection process. Balance Forward Reserved for future use. Move Exc Pmt (move excess payment) Select to move an excess payment into the Payment Excess account that is defined on the Posting setup page in the SF Business Unit component. For example, a student receives a parking ticket for 200 USD that is subsequently paid with a 200 USD check. The student then launches an appeal and the ticket is reduced to 150 USD. If the check box is selected, the excess 50 USD is moved from the Parking account to the Payment Excess account defined on the SF business unit. If the check box is cleared, the excess 50 USD remains in the Parking account as a credit. Note. When you select this option, you must also select the Move Initial Payment option on the SF Business Unit, Posting setup page. Late Fee Account This amount is used with the late fee process based on aging, past due accounts, or both. Select to designate the account as the recipient of all late fees. When you select this option, you must also enter a late fee code. This does not pertain to the Late Fees - Billing process. Include In Class Cancellation Select to include this account when determining whether a student's enrollment will be canceled due to nonpayment of fees. If the check box is cleared, this account will not be included in calculations. For example, you might want to include charges in the tuition account but exclude charges in a miscellaneous account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 53 Completing Student Financials General Setup Chapter 2 Move Exc Waiver (move Select to move an excess waiver payment into the Excess Waiver account type that is defined on the SF business unit. For example, a student owes 1,000 USD excess waiver) in tuition and receives a 1,000 USD tuition waiver but later drops a class that reduces the overall charge to 750 USD. If the check box is selected, the excess 250 USD moves from the Tuition account to the Excess Waiver account specified on the SF business unit. If the check box is cleared, the excess 250 USD remains in the Tuition account as a credit. Note. When you select this option, you must also select the Move Initial Waiver option on the SF Business Unit, Posting setup page. Include in Balance Select to include the account in the student's account balance. If this check box is cleared, the account is excluded from the student's balance. Payment Plan Account Select if the account is to be used as a payment plan account. Note. If you select this check box, do not select a late fee code. This does not pertain to the Late Fees - Billing process. Include Billing Reserved for future use. Include Transfers Reserved for future use. Ext Org Late Fee Account (external organization late fee account) This is account used with the late fee process based on aging, past due accounts, or both. Select to attach a late fee to the account. When you select this option, you must also enter an external organization and late fee code. This does not pertain to the Late Fees - Billing process. See Also Chapter 18, "Administering Payment Plans," page 471 Setting Up Accounting Dates This section discusses how to set up accounting dates. Page Used to Set Up Accounting Dates 54 Page Name Definition Name Navigation Usage Accounting Dates SSF_ACCTG_DT_DEFN Set up SACR, Product Set up accounting dates for Related, Student Financials, a term or a combination of Item Types, Accounting term and session. Dates, Accounting Dates Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Page Used to Set Up Accounting Dates Access the Accounting Dates page (Set up SACR, Product Related, Student Financials, Item Types, Accounting Dates, Accounting Dates). Accounting Dates page Use this page to maintain accounting date IDs and accounting dates for each term or combination of term and session. All IDs that you set up on this page and that have an active status are available in the Accounting Date ID field on the Initial Setup page. On that page you can assign an ID to an item type to designate the specific date to be used for transactions. See Chapter 2, "Completing Student Financials General Setup," Accounting Date Options, page 59. Accounting Date Enter a date to be used to stamp Accounting Date (ACCOUNTING_DT) in Accounting Line (SF_ACCTG_LN) transactions. You can set up an accounting date for a term or a combination of term and session. Setting Up Item Types and Item Type Groups To set up item types and item type groups, use the Item Types component (ITEM_TYPE_PANEL) and the Item Type Groups component (ITEM_GROUPINGS). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 55 Completing Student Financials General Setup Chapter 2 This section provides an overview of item types and item type groups and discusses how to: • Define basic item type attributes. • Define transaction amount and tax form parameters for item types. • Define miscellaneous parameters for item types. • Define external awards. • Define item type posting restrictions. • Link account types to an item type. • Map item types to general ledger accounts. • Define item type groups. Understanding Item Types and Item Type Groups Item types are the basic work unit of the Student Financials application. Each item type defines and describes a unique action. During the setup of your item types, you differentiate between charges and credits and define how and where each can be applied. You also group them by classification and determine how your system uses them to transfer student account information to your general ledger. Many functions in the Student Financials application also use item type trees. You need to understand how item type trees are organized and used. Note. Virtually everything you do within Student Financials involves item types (the exception being certain transactions in cashiering). Because of this, planning your item type setup is very important. Make sure that you create enough item types to represent every unique transaction. Also, establish a numbering scheme that enables you to group similar charges and credits. This helps you later when you define item type security and facilitates creating groups of item types for other setup procedures such as defining waivers, charge priority lists, and payment plans. Use the sample data that is provided with the system as an example. Item Type Groups Use item type groups to combine ranges of item types using multiple item type tree nodes. Item type groups limit the application of credits to desired charge items only. For example, if you have a waiver attached to a tuition group, you can use an item grouping to limit the application of the waiver to only tuition and housing, rather than to all fees. See Also Enterprise PeopleTools PeopleBook: Tree Manager 56 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Pages Used to Set Up Item Types and Item Type Groups Page Name Definition Name Navigation Initial Setup ITEM_TYPE_TBL Set Up SACR, Product Define basic item type Related, Student Financials, attributes. Item Types, Item Types, Initial Setup Amount Edits ITEM_TYPE_TBL4 Set Up SACR, Product Define transaction amount Related, Student Financials, and tax form parameters for Item Types, Item Types, item types. Amount Edits Miscellaneous ITEM_TYPE_TBL2 Set Up SACR, Product Define miscellaneous Related, Student Financials, parameters for item types. Item Types, Item Types, Miscellaneous External Awards SSF_EAITMTYPE_TBL Set Up SACR, Product Related, Student Financials, Item Types, Item Types, External Awards Posting Restrictions ITEM_TYPE_TBL3 Set Up SACR, Product Define item type posting Related, Student Financials, restrictions. Item Types, Item Types, Posting Restrictions Account Types ITEM_ACCT_TYPE Set Up SACR, Product Link account types to an Related, Student Financials, item type. Item Types, Item Types, Account Types GL Interface GL_INTERFACE Set Up SACR, Product Map item types to general Related, Student Financials, ledger accounts. Item Types, Item Types, GL Interface AP ChartFields SSF_CF_WRKGRID_SEC Click the Jrnl Set ChartFields link on the GL Interface page. Write-off ChartFields SSF_CF_WRKGRID_SEC Click the Write-off Define item type GL ChartFields link on the Item interface parameters for Interface page. write-offs. Journal Set ChartFields SSF_CF_WRKGRID_SEC Click the Jrnl Set ChartFields link on the GL Interface page. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Usage Define the financial aid external award type, source, and program code attributes for SF payments to be considered as external awards. Define item type GL interface parameters for AP distribution. Define item type GL interface parameters for a journal set. 57 Completing Student Financials General Setup Chapter 2 Page Name Definition Name Navigation Usage Deferred ChartFields SSF_CF_WRKGRID_SEC Click the Deferred ChartFields link on the GL Interface page. Define item type GL interface parameters for a deferred revenue account. Item Type Groups ITEM_GROUP_TBL Set Up SACR, Product Define item type groups. Related, Student Financials, Item Types, Item Type Groups Defining Basic Item Type Attributes Access the Initial Setup page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, Initial Setup). Initial Setup page 58 Keywords Select up to three keywords that you want to link to the item type. Tuition Deposit Select if the item type is for a tuition deposit. This check box is active only when the Deposit item type classification is selected. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup GL Interface Required If you select this check box, you must complete the GL Interface page of this component to save the item type. You must define both a debit and credit side for the item type, the GL Pct (general ledger percent) must add up to 100 percent for all accounts on each side, and all of the required fields on the GL Interface page must be populated. If you select this check box, the Course Class Specific check box and Accounting Date Options group box also become available. See Chapter 2, "Completing Student Financials General Setup," Mapping Item Types to General Ledger Accounts, page 70. Course Class Specific Select if you want to override the GL Interface defined for this item type and use one that is defined specifically for certain courses or classes. When you select this check box, the GL Interface defined for the item type is overridden if you define an interface at the course or class level only and select the Track Class Pricing check box on the related term fee setup. For example, if you want tuition revenue from certain math classes credited to a special account rather than the normal tuition account, set up a unique item type using the Course Class Specific option. Note. GL Interfaces specific to a course or class are defined on the Student Records GL Interface page in either the Course Catalog component or the Class Schedule component. Accounting Date Options The Accounting Date Options group box is available only when the GL Interface Required check box is selected. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 59 Completing Student Financials General Setup Accounting Date Control Chapter 2 Select the accounting date of the item type. Transactions in Accounting Line (SF_ACCTG_LN) are stamped with the accounting date. Values are: Accounting Date: Select this value to use the accounting date that is set up on the Accounting Dates page. When you select Accounting Date here, you must then select a value in the Accounting Date ID field, to associate it with the item type. The date that is used in Accounting Line transactions is the date that is set up for the term or a combination of term and session for that ID on the Accounting Dates page. Item Effective Date: Select to use the effective date of the transaction (item) as the accounting date. Maximum (Accounting Dt, Run Dt): Select this value to use the date that is the greater of these two dates—the accounting date (see the definition of the Accounting Date value) and the run date, which is the GL Interface process date. Maximum (Term Start Dt, Run Dt): Select to make the system use the more recent of term start date or run date as the accounting date. This option is useful to prevent complications resulting from accounting periods that have already been closed. Run Date: Select to use the GL Interface process date as the accounting date. This is the default value for this field. Term Start Date: Select to use the beginning of the term as the accounting date. For example, suppose students at your institution register for fall term courses in the spring, but you want the system to put the tuition income from those registrations into a fall accounting period. By selecting term start date as your accounting date control and specifying the fall term on your tuition transaction, the system posts the charges to the fall period. Warning! Selecting Term Start Date in the Accounting Date Control field could cause transactions to be backdated into an already closed accounting period. Select this option with caution. Accounting Date ID This field is available and required only when the value in the Accounting Date Control field is Accounting Date or Maximum (Accounting Dt, Run Dt). All IDs that are set up on the Accounting Dates page and have an active status are available values in this field. Use this field to assign an accounting date ID to an item type to designate the specific date to be used for Accounting Line transactions. See Chapter 2, "Completing Student Financials General Setup," Setting Up Accounting Dates, page 54. 60 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Classification Select the appropriate classification for this item type. Your choice determines the fields that are available to you on the Miscellaneous Edits page, and indicates to the system whether the item type is a charge or credit entry. Application Fee Select if you are defining an item type used for an application fee. Application Fee transactions result in a charge on the student's account. Billing Reserved for future use. Charge Select if you are defining a charge item type. Charge transactions result in a charge on the student's account and, depending on your GL setup, may create a receivable. Contributor Relations Select if you are defining a contributor relations item type. Typically, the Contributor Relations staff define contributor relations item types. Deposit Select if you are defining a deposit item type. If the deposit classification is selected, a Tuition Deposit check box is also activated. If this item type is used for a tuition deposit, both the Deposit classification and the Tuition Deposit check box must be selected. Deposit and Tuition Deposit transactions result in a credit on the student's account. Financial Aid Select if you are defining a financial aid item type. Financial Aid transactions result in a credit (payment) on the student's account. Note. Financial Aid item types also require definition in the Financial Aid application. GL Interface Only Reserved for future use. Interest Select if you are defining an item type for interest charges for payment plans. Interest transactions result in a charge on the student's account. Payment Select if you are defining a payment item type. Payment transactions result in a credit (payment) on the student's account. Pay Plan Credit Reserved for future use. Pre-Paid Tuition Reserved for future use. Transfers Reserved for future use. Refund Select if you are defining an item type used for an overpayment refund. Refund transactions result in a charge on the student's account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 61 Completing Student Financials General Setup Waiver Chapter 2 Select if you are defining an item type used for waivers. Waiver transactions result in a credit (payment) on the student's account. Withholding Select if you are defining an item type for tax withholding. Withholding transactions result in a charge on the student's account. Write-off Select if you are defining an item type used for bad debt write-off. Write-off transactions result in a credit on the student's account. See Also PeopleSoft Enterprise Contributor Relations 9.0 PeopleBook, "Setting Up Commitment Management," Completing Item Type Initial Setup PeopleSoft Enterprise Financial Aid 9.0 PeopleBook, "Setting Up Packaging Basics," Defining Financial Aid Item Types Defining Transaction Amount and Tax Form Parameters for Item Types Access the Amount Edits page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, Amount Edits). Amount Edits page 62 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Min Transaction Amount (minimum transaction amount) and Max Transaction Amount(maximum transaction amount) Select the optional minimum and maximum amounts for each transaction using this item type. The system uses these amounts as edits for group posting. Base Currency The base currency selected by your institution is supplied automatically to the Base Currency field. You can override this field. Default Amount You can enter a default amount for your item types to streamline data entry. This is particularly useful when you are entering a charge or payment for something with a fixed cost (for example, a parking permit). You can override this default amount whenever necessary. The default amount must be greater than or equal to the minimum transaction amount. T4 Setup This group box pertains to the form that is required by the Canadian government to report certain scholarships and other financial aid that must be counted as income. T4 processing in Student Financials is a payroll interface. You can use Student Financials or Financial Aid to process income scholarships and have the scholarship income reported to the federal government through the standard payroll T4 process. Note. If your institution does not use PeopleSoft Payroll for North America, you can run the SF Generate T4 Data process (SFGENT4) and use the output from the file generated by this process to create an interface with your payroll system. T4A Eligible Select the T4A Income check box and enter a corresponding wage loss plan on the CDN/ANZ Taxes page (in the SF business unit component) to indicate that this item type is considered income per the T4 definition (and, therefore, needs to be reported as income). A process in tax reporting generates the payroll interface that is necessary to generate a T4 transaction as an interface to the payroll system. Note. Wage loss plans are set up in Set Up HRMS, Product Related, Payroll for North America, Canadian Taxes, Wage Loss Plan Table. T2202A Setup This group box pertains to the form that is required by the Canadian government to report eligible educational expenses for Canadian students. T2202A Eligible Select if this item is an eligible educational expense. T22202A Offset Select if this item is to be used to offset eligible educational expenses. For example, waivers may reduce the total fees paid by the student and would, therefore, be considered an offset. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 63 Completing Student Financials General Setup Chapter 2 1098-T Setup This group box pertains to the form that is required by the U.S. government to report eligible educational expenses for U.S. students. 1098-T Eligible Select if this item is an eligible educational expense. Defining Miscellaneous Parameters for Item Types Access the Miscellaneous page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, Miscellaneous). Miscellaneous page Note. Not all fields shown in the example are available for all item type classifications. And other fields may be available that are not shown. The following list defines all fields that are used with all item type classifications. 64 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Charge Priority List Select the charge priority list that you want to use to control which charges are eligible for payment with this item type. If you are selecting a charge priority list for an ePayment item type, the value that you select here affects the charges that are eligible for self-service payment on the Payment Information, Charge Information, and Payment Allocation pages. This field is used with Deposit, Financial Aid, Payment, Pre-Paid Tuition, and Waiver item type classifications. Note. You can leave this field blank if you want charge priority lists to be ignored for this item type. If you do so, excess payments appear as unapplied payments, potentially available for refund to the student. For example, if this item type is a Financial Aid stipend that a student uses to pay for living expenses, but not available for tuition and mandatory fees, you could leave this field blank. Any stipend is then reflected as an excess payment and may be given to the student as a refund for living expenses. Warning! Do not change this setting after transactions have been posted. Create a new item type with a new charge priority list. Payment Overall Priority Select the payment overall priority definition that you want to use to control the order in which payments are applied to eligible charges using this item type. This field is used with Deposit, Financial Aid, Payment, Pre-Paid Tuition, and Waiver item type classifications. Warning! Do not change this setting after transactions have been posted. Create a new item type with a new payment overall priority. Adjustment Calendar Reserved for future use. Days to Encumber If you want to encumber payments for a period of time before making them available for a refund, enter the number of days in this field. The number that you enter in this field establishes how many business days must pass before a refund can be made. For example, if you entered the number 10 in this field, ten working days would have to pass before a customer could receive a payment refund (the student could receive a refund on the eleventh day). This field is used with Payment item type classifications. Payment Terms Reserved for future use. NRA Taxable Credit (nonresident alien taxable credit) and Earnings Code Select if this item type is considered taxable income for nonresident aliens. When you select this option, the Earnings Code field becomes active and you can identify the item type with its corresponding payroll earnings code. This field is used with Financial Aid, Payment, and Waiver item type classifications. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 65 Completing Student Financials General Setup NRA Offset Charge (nonresident alien offset charge) and Earnings Code Chapter 2 Select if this item type can offset (reduce) tax liability for nonresident aliens. When you select this option, the Earnings Code field becomes active and you can identify the item type with its corresponding payroll earnings code. This field is not shown on the sample page. This field is used with Application Fee, Billing, Charge, GL Interface Only, Interest, and Withholding item type classifications. Tax Code Select a tax code for charges that are taxable. For example, purchases that are made at a campus bookstore might be subject to state taxes, local sales taxes, or both. This field is not shown on the sample page. This field is used with Charge, GL Interface Only, Refund and Withholding item type classifications. Earnings Code Non Taxable Enter an earnings code to be used with nontaxable payments. Earnings Code If you process refunds through payroll, choose the appropriate earnings code. This field is used with Deposit, Financial Aid, Payment, Pre-Paid Tuition, Refund, and Waiver item type classifications. This field is used with all item type classifications except Write-off. Tender Specific Select if you want to specify the form of tender to use with this item type. For example, if you set up an item type to be used for credit card payments, you should select this check box and specify the desired tender form in the Tender Category field. The Tender Category field appears when you select this option. This field is used with Deposit and Payment item type classifications. Tender Category Select the tender category that you want to use with a tender specific charge. Refundable Indicator Select if you want payments against the charge to be eligible for refunding. This field is used with Deposit, Financial Aid, Payment, and Pre-Paid Tuition item type classifications. Taxable If you use PeopleSoft Payroll for North America, the system automatically selects and uses this option. Clear the check box if the item type is not taxable under any circumstance, or your institution does not use Payroll for North America. This field is used with Deposit, Financial Aid, Payment, and Pre-Paid Tuition item type classifications. Payment Priority Flag Select to assign a priority ranking to this payment. When you select this check box, the Priority field is activated. If you do not select this option, the system ignores values in the Priority field and the payment has the lowest priority ranking (999). This field is used with Deposit, Financial Aid, Payment, and Waiver item type classifications. Warning! Do not change this setting after transactions have been posted. Create a new item type with the Payment Priority Flag check box cleared. 66 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Priority Enter a priority value. Payment priority is used to cause payment swapping whereby payments with a higher priority can actually displace lower-priority payments. For example, you might want financial aid payments to be applied to tuition charges whenever possible, leaving the student with less out-of-pocket expenses. And rules that are associated with certain types of financial aid might require that institutional waivers be applied ahead of the aid. In this case, the institutional waivers should have a higher priority value (1 being the highest priority value and 999 being the lowest) than the financial aid, and the financial aid should have a higher priority value than a cash payment. With payment swapping, waivers and financial aid payments (in the previous example) can be applied after a cash payment has been made and the cash payment is swapped out, or displaced by the higher priority payments. Assuming that the total payments exceed the amount of the charge resulting in an overpayment, the cash payment would then be eligible for refund to the student. This field is used with Deposit, Financial Aid, Payment, and Waiver item type classifications. Pick Up Receivable from Select to credit receivables based on the specific charge being paid by the payment. This selection is used in GL processing. Charge This field is used with Deposit, Financial Aid, Payment, and Waiver item type classifications. Match Charge WriteOffs Select to match write-off entries to the original charges. You must also complete the Write-Off page for each charge item type and term for which you want to match charges to write-offs on the GL Interface. This field is not shown on the sample page. If this check box is cleared, write-offs will be routed to the generic receivables account that is set up in the write-off item type. This field is used only with the Write-off item type classification. Defining External Awards Access the External Awards page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, External Awards). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 67 Completing Student Financials General Setup Chapter 2 External Awards page Use this page to define the financial aid external award type, source, and program code. To define an external award, complete the financial aid setup that defines the general external award attributes, then set the way your institution mapping strategy will represent a student's financial payment will be represented on a Financial Aid Award package. Once this is completed, complete the External Award Cross Reference setup in Financial Aid which will maps the award attributes to a financial aid item type. Finally, complete the External Award page on the Student Financials item type setup to complete the mapping of payments to a Financial Aid award. The Student Financials External Awards process uses the cross-reference mapping and external award attributes mapped on the Student Financials item type setup to determine which Student Financials payments to process and report as external award transactions. See Also [lsfa] Setting Up External Awards [lsfa] Managing External Award Reporting Defining Item Type Posting Restrictions Access the Posting Restrictions page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, Posting Restrictions). 68 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Posting Restrictions page Item Effdt Edits (item effective date edits) Days in the Past and Days in the Future Enter the number of days in the past and the number of days in the future that an item can be effective-dated. Due Date Edits Days in the Past and Days in the Future Enter the number of days in the past and the number of days in the future that a due date can be set. Appropriate Term Enroll Req for Posting (appropriate term enroll required for posting) Select if you want the system to make sure the student is enrolled in the appropriate term before posting the charge. If the student is not enrolled, the charge is left with the status unposted. Use this feature to avoid posting charges that have a high probability of being canceled. Linking Account Types to an Item Type Access the Account Types page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, Account Types). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 69 Completing Student Financials General Setup Chapter 2 Account Types page SetID Enter the setID that includes both the account type and the item type. Warning! You can have item types and account types duplicated in more than one setID, but this is not recommended. Exercise caution that you do not specify a setID that is incorrect for the item type that you are defining. Account Type Enter an account type that you want to associate with the item type. Account types provide information for prompting when you are performing data entry. Mapping Item Types to General Ledger Accounts Access the GL Interface page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types, GL Interface). 70 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup GL Interface page Note. If you select the GL Interface Required check box on the Initial Setup page, you must complete this page to save the item type. Copy GL Interface Click to copy a GL Interface setup from a previous term. Note. Although the GL Interface definition is designated for a specific term, it is also effective-dated. Therefore, you need not perform the copy function if no changes are made to your setup. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 71 Completing Student Financials General Setup Chapter 2 Item Type GL Entry Setup - Term Term Select a term if you have a term-specific general ledger. If you do not enter a term, you must enter 0000 as a placeholder. Session Select a session if you want to limit the GL Interface definition to a specific academic session. Item Type GL Entry Setup - Effective Date Effective Date and Status Enter the effective date and the status for the interface. AP ChartFields Click to access the AP ChartFields page, where you can enter chart of accounts information to define a liability account—typically a holding account. The link is not available if this is a Contributor Relations item type. Use this link if you use the PeopleSoft Accounts Payable interface to create refund checks for students, external organizations, or both. Select a predefined SpeedType definition to populate the ChartFields. Click the Copy button to copy ChartField values into a temporary variable. Click the Paste button to paste the copied ChartField values from the temporary variable into another ChartField page. Note that if one of the check boxes in the ChartField Edit Options group box on the SF Installation page is selected, then a check mark button appears next to the Copy and Paste buttons. Click the check mark to validate the ChartField combination. This button does not start journal set edits. Writeoff ChartFields Click to access the Writeoff ChartFields page, where you can enter chart of accounts information to define an account for write-offs. You must define a unique account for each charge that you want the system to match. Select a predefined SpeedType definition to populate the ChartFields. Click the Copy button to copy ChartField values into a temporary variable. Click the Paste button to paste the copied ChartField values from the temporary variable into another ChartField page. Note that one of the check boxes in the ChartField Edit Options group box on the SF Installation page is selected, then a check mark button appears next to the Copy and Paste buttons. Click the check mark to validate the ChartField combination. This button does not start journal set edits. Item Type GL Entry Setup - Journal Sets Each GL Interface definition requires at least one debit and one credit entry. Each debit entry and each credit entry can be split into multiple entries for distribution to your general ledger, but you must make sure that each side (debit and credit) totals 100 percent. 72 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Jrnl Set (journal set) Enter the journal set that is used by your institution. You can use multiple journal sets. This enables you to generate a set of balanced entries into your journals. Using multiple journal sets also enables you to set journals for multiple ledgers, for example, budget or actuals. Use the copy icon to copy the setup for the row, which can then be pasted to the new or any proceeding row. Timing Select the appropriate timing for sending the charge to the general ledger. You can select either Assessment, which sends the charge when it is incurred, Satisfaction, which sends the charge when the offset is posted, or Billed, which sends the charge or waiver when it has been billed. DB/CR(debit/credit) Select either Debit or Credit for the DB/CR field. You must set up one debit and one credit for each item type. Note. For charge classifications, the debit side represents accounts receivable and the credit side represents revenue. Next to the Jrnl Set field, there are copy and paste icons. Use the copy icon to copy the setup for the row, which can then be pasted to the new, or any proceeding row. To input all areas for the ChartFields, abbreviated display fields have been added. The number of delimiters displayed is based on the number of ChartFields. The abbreviated display fields are used to view the ChartField set up as a string, add or update the ChartField string. All ChartField edits set up on the SF Installation page are adhered to within the display field. Splitting a Transaction Between Multiple GL Accounts The General Ledger Percent (GL Pct), Priority,Priority Amount, and Account Limit fields are used to split a debit or credit across multiple GL accounts. GL Pct (general ledger percent) Enter an optional percentage of the transaction that you want posted to the GL account. Priority Enter the posting priority for either the GL percent or priority amount. The lower the number, the higher the priority. Priority Amt (priority amount) Enter an optional priority amount that you want distributed to a GL account. If you specify a priority amount, the amount specified will be distributed to the GL account definition with the highest priority. The remaining balance will be distributed to the remaining GL accounts as defined. Account Limit Enter a maximum monetary amount that you want to distribute to the specified GL account. For example, if you set the GL Pct field to 25 percent and the Account Limit field to 100 USD, 25 percent of a debit or credit up to a maximum of 100 USD will be distributed to the specified GL account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 73 Completing Student Financials General Setup Defer Revenue - Until and Deferred Date Chapter 2 Select the Defer Revenue - Until check box on the revenue (credit) side of your ChartField setup and specify a date. Then click the Deferred ChartFields link to access the Deferred GL Interface page, where you can define GL Interface parameters for a deferred revenue account. If you indicate that a particular item type needs to defer revenue, the system prompts you for liability account information and the deferred date. The system uses the liability account until the date that you have indicated for that item type. The system does not automatically generate the entry for moving the deferred revenue from the liability account to the realized revenue. When this date passes, you must move the revenue into the general ledger. Select a predefined SpeedType definition to populate the ChartFields. Click the Copy button to copy ChartField values into a temporary variable. Click the Paste button to paste the copied ChartField values from the temporary variable into another ChartField page. Note that if one of the check boxes in the ChartField Edit Options group box on the SF Installation page is selected, then a check mark button appears next to the Copy and Paste buttons. Click the check mark to validate the ChartField combination. This button does not start journal set edits. Deferred ChartFields This link becomes available only if you check the Defer Revenue - Until check box above. Click this link to access the Deferred GL Interface page, where you can define GL Interface parameters for a deferred revenue account. Select a predefined SpeedType definition to populate the ChartFields. Click the Copy button to copy ChartField values into a temporary variable. Click the Paste button to paste the copied ChartField values from the temporary variable into another ChartField page. Note that if one of the check boxes in the ChartField Edit Options group box on the SF Installation page is selected, then a check mark button appears next to the Copy and Paste buttons. Click the check mark to validate the ChartField combination. This button does not start journal set edits. Journal Set ChartFields Click this link to access the Journal Set ChartFields page, where you can define the parameters for the journal set. Dynamic Organization If you select this optional check box, the system allocates the appropriate revenue based on the subject area of the classes in which a student is enrolled. In the PeopleSoft Student Records system, subject areas map to academic organizations, and academic organizations map to financial organizations. Consequently, the system enables you to map subject areas to financial organizations. By using these constructs with the dynamic organization capabilities, you can distribute revenue based on a student's course load using the organizational ChartField. Note. The dynamic organization feature uses billing units. When making adjustments, the system reallocates based on the number of billing units. It does not use the adjustment calendar to determine how much remains allocated to the organization. It reallocates 100 percent of the funds. 74 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Deferred Dynamic Org Select to have the system defer the appropriate revenue based on the subject area of the classes in which a student is enrolled. This capability enables you to defer revenue based on a student's course load using the organizational ChartField. Journal Set ChartFields Page Access the Journal Set ChartFields page (Click the Jrnl Set ChartFields link on the GL Interface page). Journal Set ChartFields page Note. You must run the Sync Chartfield Values process before you use this page. See Chapter 4, "Setting Up GL Interface Processing," Synchronizing ChartField Values, page 125. Use this page to define the parameters for the journal set. Select a predefined SpeedType definition to populate the ChartFields. Click the Copy button to copy ChartField values into a temporary variable. Click the Paste button to paste the copied ChartField values from the temporary variable into another ChartField page. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 75 Completing Student Financials General Setup Chapter 2 If one of the check boxes in the ChartField Edit Options group box on the SF Installation page is selected, a Validate check mark icon appears next to the Copy and Paste buttons. Click the Validate icon to validate the ChartField combination. This icon does not start journal set edits. If you do not click the Validate icon, validation is still performed when you save the Item Types component. For Oracle Financials, the Real-Time Validation Edit option should be selected on the SF Installation page. Click the Validate icon to perform real time validation of the entered combination with Oracle GL. If you do not click the Validate icon, real time validation is still performed when you save the Item Types component. Integration with Oracle Financials The Journal Set ChartFields page appears and functions differently if Oracle Financials is selected in the Financial System group box on the SF Installation page: • If you select a GL business unit that has not been mapped on the Chartfield Mapping page, you receive an error message. • The Ledger field does not appear. • The 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and these should be made inactive on the HRMS Standard Chartfield Configuration page. • The prompt table associated with the chartfields displays valid segment values based on the mapping on the ChartFields Mapping page. See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. See Chapter 4, "Setting Up GL Interface Processing," Mapping General Ledger Business Units to Oracle General Ledger, page 120. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Defining Item Type Groups Access the Item Type Groups page (Set Up SACR, Product Related, Student Financials, Item Types, Item Type Groups). 76 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Item Type Groups page TableSet Select the setID that includes the item type tree that you want to use. Tree Name Select the tree name of an item type tree that includes all of the tree nodes that you want to include in your item type group. Tree Node Select a tree node that you want to include in your item type group Setting Up Service Indicator Sets To set up service indicator sets, use the Service Indicator Sets component (SERVICE_IND_SETUP). This section provides an overview of service indicator sets and discusses how to: • Define service indicator set details. • Define eligible academic careers for service indicator sets. Understanding Service Indicator Sets Service indicator sets enable you to automatically attach service indicators to student accounts by running the Credit History process. When you define service indicator sets, you link a service indicator to an aging category and minimum amount combination. When you run the Credit History process, the system applies the linked service indicator to any student or external organization with an overdue balance that falls within the specified aging category and is over the minimum amount. In addition, if the linked service indicator is already applied to an account and the overdue balance is paid off, the next time you run the Credit History process, the system removes the service indicator. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 77 Completing Student Financials General Setup Chapter 2 See Also Chapter 22, "Maintaining Customers," Processing and Reviewing Customer Credit History, page 637 PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Setting Up Service Indicators," Setting Up Service Indicator Codes and Reasons Pages Used to Set Up Service Indicator Sets Page Name Definition Name Navigation Usage Service Indicator SRVC_IND_SF_TBL Set Up SACR, Product Create service indicator sets Related, Student Financials, and define descriptive Collections, Service information for them. Indicator Sets, Service Indicator Service Indicator - Details SRVC_IND_SF Set Up SACR, Product Define service indicator set Related, Student Financials, details. Collections, Service Indicator Sets, Service Indicator, Details Service Indicator - Career Setup SRVC_IND_SF_C Set Up SACR, Product Define eligible academic Related, Student Financials, careers for service indicator Collections, Service sets. Indicator Sets, Service Indicator, Career Setup Defining Service Indicator Set Details Access the Service Indicator - Details page (Set Up SACR, Product Related, Student Financials, Collections, Service Indicator Sets, Service Indicator, Details). 78 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Service Indicator - Details page Severity Enter the alphanumeric code established by your institution to indicate the severity of the service indicator. Aging Set Select the aging set containing the aging category to which you are linking a service indicator. Aging Category Select the aging category that triggers the application of the service indicator to student accounts. Min Amt (minimum amount) Define the minimum amount that triggers the application of the service indicator to student accounts. Service Indicator Cd (service indicator code) Select a service indicator code from your established list. This code is linked to a service impact that controls what actions the system takes related to the service indicator. Service Ind Reason Cd (service indicator reason code) Select a service indicator reason code from your established list. This code explains why this service indicator is being applied. Contact ID Select the ID number of a specific person with the department responsible for this service indicator set. Department Select the department that is responsible for this service indicator set. This is the department that the student must contact to clear the associated service indicator. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 79 Completing Student Financials General Setup Chapter 2 Academic Career Controls The check boxes in this group box control where the system searches to confirm that the student is active in an academic career before applying a service indicator. At least one check box must be selected, but you can select all three. You must select the No Career check box for external organizations. Use Records Select if you want the system to verify that the student's academic career matches the one that you establish on the Service Indicator Career Setup page. Use Admissions Select to have the system verify that the student's admissions career matches the one that you established on the Service Indicator Career Setup page. This verification takes place after the academic career verification. The system performs this verification only after it performs the verification in Student Records and cannot find a match. No Career Select if you want the system to process the student only if no admissions career or academic career is associated with the student, regardless of whether you selected the Use Records check box or the Use Admissions check box. Selecting this check box indicates to the system that you want a service indicator placed even if the student is not activated in Student Records or PeopleSoft Student Admissions. This must be selected for external organizations. Defining Eligible Academic Careers for Service Indicator Sets Access the Service Indicator - Career Setup page (Set Up SACR, Product Related, Student Financials, Collections, Service Indicator Sets, Service Indicator, Career Setup). Service Indicator - Career Setup page 80 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 2 Completing Student Financials General Setup Academic Career Select the academic career to which the associated service indicator can be applied. Note. If you did not select the No Career check box on the Service Indicator Details page, you must be sure to specify the career for all appropriate rows and severity levels. Setting Up a Default Academic Term To set up a default academic term, use the SF Term Default component (DFLT_TERM_TBL). A default term value simplifies data entry. Typically, changing the default term value at the beginning of each term is most beneficial. Using effective dating functionality, you can predefine default term values in advance and have them automatically change on the first day of the term. Page Used to Set Up a Default Academic Term Page Name Definition Name Navigation Usage Term Default DFLT_TERM_TBL Set Up SACR, Product Define default academic Related, Student Financials, terms. Charges and Payments, SF Term Default, Term Default Defining Default Academic Terms Access the Term Default page (Set Up SACR, Product Related, Student Financials, Charges and Payments, SF Term Default, Term Default). Term Default page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 81 Completing Student Financials General Setup 82 Chapter 2 Effective Date Enter the effective date for the SF term that you are identifying. Status Select the status for this term default. Term Enter the default academic term. Term Beginning Date andTerm Ending Date Enter the term beginning date and the term ending date. Academic Year Enter the academic year to which the term belongs. Antic Aid Term From (anticipated aid term from) Enter the value of the first (beginning) term that you want considered for anticipated financial aid (aid awarded but not disbursed). Antic Aid Term To (anticipated aid term to) Enter the value of the last (ending) term that you want considered for anticipated financial aid. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing This chapter includes an overview of ePayment processing and discusses how to: • Set up credit card types. • Re-encrypt credit card, bank account numbers, Security Code data, and Security Key. • Set up Payment merchants. • Test Payment and Hosted Payment Transactions. • Set up Student Financials merchants. • Set up institution sets. • Set up item types for an ePayment transaction. • Set up self-service options. Understanding ePayment Processing Student Financials enables your institution to receive payments for charges by eCheck or credit card through cashiering (credit card only) and over the web using self-service functionality (credit card and eCheck). The rules that your institution defines for authorizing and capturing ePayment transactions as well as for processing ePayment credits are established when you set up your payment merchant, SF merchant, and SF institution set parameters. Setting Up Credit Card Types To set up credit card types, use the Credit Card Type component (CREDIT_CARD_TYPE). Your institution must have contracts with credit card providers (such as VISA or Master Card) to be able to accept payments using their cards. To prevent users from attempting to record payments using unauthorized cards, you must define the credit card types accepted by your institution. This section discusses how to define accepted credit card types. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 83 Setting Up ePayment Processing Chapter 3 Page Used to Set Up Credit Card Types Page Name Definition Name Navigation Usage Credit Card Type CREDIT_CARD_TYPE Set Up SACR, Product Define accepted credit card Related, Student Financials, types. Credit Card Type Defining Accepted Credit Card Types Access the Credit Card Type page (Set Up SACR, Product Related, Student Financials, Credit Card Type). Credit Card Type page Date Format Select an expiration date format. MM/DD/YYYY Select to include the month, day, and year in the expiration date format. MM/YYYY Select to include only the month and year in the expiration date format. Re-encrypting Credit Card, Bank Account Numbers, Security Code Data, and Security Key To replace a known or suspected compromised encryption key, regenerate the encryption key and convert existing credit card, bank account numbers, and Security Code data using the new key. Periodic key changes can be essential to your institution's encryption key management. 84 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing This section provides overviews of encryption and re-encryption and discusses how to: • Regenerate the encryption key. • Convert data to use a regenerated encryption key. Understanding Encryption PeopleSoft Enterprise Campus Solutions encryption uses PeopleTools Pluggable Cryptography, which is an advanced security framework that provides a security model for applications to encrypt credit card data. Pluggable Cryptography enables you to secure critical PeopleSoft data and communicate securely with other businesses. It enables you to extend and improve cryptographic support for your data in PeopleTools, giving you strong cryptography with the flexibility to change and grow, by incrementally acquiring stronger and more diverse algorithms for encrypting data. In PeopleTools, pluggable cryptography capability is provided by PeopleSoft pluggable encryption technology (PET). By using the Tools Pluggable Cryptography for strong encryption/decryption, the system encrypts data using 3DES algorithms and 168-bit encryption keys. To replace a known or suspected compromised key, regenerate the encryption key and convert existing credit card, bank account numbers, and Security Code data using the new key. Periodic key changes can be essential to your institution's encryption key management. This section provides an overview of how to regenerate the encryption key and convert credit card, bank account numbers, and Security Code data using the new key. Understanding Re-encryption When you change the encryption key at any time after the initial conversion, you must also re-encrypt all of your credit card, bank account numbers, and Security Code data using that key. Predefined encrypt and decrypt profiles are delivered for Campus Solutions re-encryption. These profiles specify multiple userdefined steps applying various algorithms and keys to the data in a specified order and supporting various encryption standards and third-party encryption libraries. Use the following parameters for Campus Solutions re-encryption. Parameter Value Encrypt Profile ID CS_CREDIT_CARD_ENCRYPT Algorithm ID (encrypt) 3des_ks168_cbc_encrypt Keyset ID CSCreditCard Decrypt Profile ID CS_CREDIT_CARD_DECRYPT Algorithm ID (decrypt) 3des_ks168_cbc_decrypt Note. You can create your own profiles or modify the delivered ones. However, we do not recommend it. If you do, you must be very careful to use the appropriate values for whatever you create or modify. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 85 Setting Up ePayment Processing Chapter 3 To change the credit card encryption key and re-encrypt the data, do the following: 1. Navigate to the Generate Encryption Key page (Set Up SACR, Common Definitions, Encryption, Generate Encryption Key). 2. Click the Generate Random Key button to generate a new random hexadecimal encryption key. Clicking this button generates a new, random hexadecimal encryption key. You can modify this key. However, you must format it as a 24-byte string in hexadecimal notation. The first two characters must be 0x, and the remainder must be exactly 48 characters consisting of a combination of numeric digits and the lowercase letters a through f. 3. Copy the regenerated encryption key. 4. Navigate to the Algorithm page (PeopleTools, Security, Encryption, Algorithm Keyset) for the encrypt algorithm ID and keyset ID (3des_ks168_cbc_encrypt and CSCredi Card). 5. Paste the regenerated encryption key value in the Key Value field, replacing the previous value, and save the page. 6. Navigate to the Convert Encryption page (Set Up SACR, Common Definitions, Encryption, Convert Encryption). 7. Confirm that the encrypt and decrypt profile IDs are correct, then click the Run button to start the conversion process. The Credit Card Conversion process converts each field in the grid. If the process fails for any reason, the process can be restarted in the standard way and the process picks up where it left off. If the process cannot be restarted, the process can be run from the beginning and it automatically bypasses fields that have already been processed. Warning! You must complete steps 1-7 to encrypt and run the conversion process prior to completing the next steps, which set up decryption. 8. Navigate back to the Algorithm page (PeopleTools, Security, Encryption, Algorithm Keyset) for the decrypt algorithm ID and keyset ID (3des_ks168_cbc_decrypt and CSCreditCard). 9. Paste the regenerated encryption key value in the Key Value field, replacing the previous value, and save the page. See Also PeopleSoft Enterprise PeopleTools PeopleBook: Security Administration, "Securing Data with Pluggable Cryptography" Chapter 2, "Completing Student Financials General Setup," Defining Keyword Edit Tables and a Null Due Date, page 11 Chapter 14, "Processing ePayment Transactions," page 381 86 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Pages Used to Re-Encrypt and Convert Data Page Name Definition Name Navigation Usage Generate Encryption Key SSF_CC_ENCRYPT_KEY Set Up SACR, Common Definitions, Encryption, Generate Encryption Key Use this utility to change the key used to encrypt credit card, bank account numbers, Security Code data, and Security Key. Note. When you change the key, you must also run the conversion utility to reencrypt credit card numbers using the new encryption key. Never change the key without also running the conversion. Convert Encryption SSF_CC_RUN_CNVRT Set Up SACR, Common Definitions, Encryption, Convert Encryption Perform conversion of credit card numbers to use a regenerated credit card encryption key. Algorithm Keyset CRYPT_KEYSET PeopleTools, Security, Encryption, Algorithm Keyset Copy the regenerated key to the key value field on this page for the encrypt profile prior to running the conversion process. After running the conversion process, copy the regenerated key to the key value field on this page for the decrypt profile. Process Scheduler PRCSRQSTDLG Click the Run button on the Convert Encryption page. Run the SSF_CC_CNVRT conversion process to convert existing credit card data using the regenerated credit card encryption key. Regenerating the Encryption Key Access the Generate Encryption Key page (Set Up SACR, Common Definitions, Encryption, Generate Encryption Key). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 87 Setting Up ePayment Processing Chapter 3 Generate Encryption Key page Generate Random Key Click to have the system generate a random key in the format needed by the encryption algorithms used for credit card encryption and decryption profiles. Converting Data to Use a Regenerated Encryption Key Access the Convert Encryption page (Set Up SACR, Common Definitions, Encryption, Convert Encryption). 88 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Convert Encryption page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 89 Setting Up ePayment Processing Decryption Profile ID and Encryption Profile ID Chapter 3 Default profile IDs are set on the SF Installation 2 page (Set Up SACR, Install, Student Fin Installation, SF Installation 2). PeopleTools Pluggable Cryptography framework provides the delivered profiles of TRIPLE DES ENC B64 and TRIPLE DES DEC B64. PeopleSoft Enterprise Campus Solutions has enhanced the PeopleTools profiles specifically for Campus Solutions re-encryption. The predefined, enhanced profiles delivered for Campus Solution are CS_CREDIT_CARD_DECRYPT and CS_CREDIT_CARD_ENCRYPT. Profiles specify multiple user-defined steps applying various algorithms and keys to the data in a specified order and supporting various encryption standards and third-party encryption libraries. The decrypt profile must be the same profile and have the same keys used to encrypt the data as it is. The encryption profile must contain the new keys and algorithm to which you are converting. Therefore, when using the delivered CS profiles, you must change the key value on the Algorithm Keyset page for the encrypt profile and associated algorithm, before running the conversion process. After running the conversion, you must modify the decrypt profile to include the new key. Crypt Action Decrypt, then Encrypt is the action set to occur when you run the Credit Card Conversion process. The process first decrypts the credit card, account numbers, and Security Code data using the old algorithm and keys, and then encrypts it with the new set of algorithm and keys. Setting Up Payment Merchants A flexible interface supports the processing of credit card and eCheck transactions. The interface uses a flexible adapter-based model to support the transmission of electronic payment transactions. You can use either the Integration Broker-based interface or the Business Interlinks interface to send electronic payment transactions to third party payment processors. The Integration Broker interface provides Security Code support but the Business Interlinks interface does not. Warning! Before you read this section, refer to the Setting Up Adapters chapter in the Application Fundamentals PeopleBook for information about the Adapter Type Table and Adapter Table components. The components are used to define the adapters that are used in electronic payment and hosted payment processing. See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Setting Up Adapters." To set up Payment merchants, use the Payment Merchant (SCC_MERCHANT) component. This section discusses how to define Payment merchants. 90 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Page Used to Set Up Payment Merchants Page Name Definition Name Navigation Usage Payment Merchant SCC_MERCHANT Set Up SACR, Common Definitions, Electronic Payments, Payment Merchant, Payment Merchant Define electronic payment merchants. Defining Electronic Payment Merchants Access the Payment Merchant page (Set Up SACR, Common Definitions, Electronic Payments, Payment Merchant, Payment Merchant). Payment Merchant page (1 of 2) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 91 Setting Up ePayment Processing Chapter 3 Payment Merchant page (2 of 2) Service Provider Select a service provider: Cybersource,TouchNet, or Unsupported. This field is informational only. 3rd party Merchant ID Enter the merchant name. Hosted Payment Provider Select this check box to identify the payment merchant as a hosted payment provider. If you select this check box: • The Hosted Payment Setup group box becomes available. • The Security Code Supported check box in the Credit Card group box is not available, because that control is established (as well as collected) at the hosted payment (third party) site. See Chapter 14, "Processing ePayment Transactions," Understanding ePayment Transactions, page 381. 92 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Hosted Payment Setup This group box is available only if the Hosted Payment Provider check box is selected. Adapter Select the adapter to be used by the hosted payment merchant to process hosted payment transactions. Browser Requirements Message and Browser Requirements Detail Enter a browser-related message, or browser-related detail about browser requirements, that an application can display to a user before the user is transferred to the third party hosted site. Browser Requirements Message For schools that use hosted payment, the message that you enter here appears on the Make a Payment - Confirm Payment page if the Display Browser Message check box is selected on the Electronic Payments (Institution Set) setup page. Browser Requirements Detail For schools that use hosted payment, the detail that you provide here appears when students click the Browser Requirements link on the Make a Payment Confirm Payment page if the Display Browser Message check box is selected on the Electronic Payments (Institution Set) setup page. See PeopleSoft Enterprise Campus Self Service 9.0 PeopleBook, "Setting Up Student Financials Self Service," Defining Self-Service ePayments for Institution Sets. Electronic Payment Setup Service Operation Select the service operation to be used by the adapter when processing the electronic or hosted payment transaction request. This field is required only if you use the Integration Broker based adapter (SCC_INT_BROKER). Adapter Select the adapter to be used by this merchant to process electronic payment transactions using the electronic payment interface. Insert All Transactions Click this button to insert all transactions into the Supported Transactions group box. Security Key Required Use this check box to indicate that a special security token or password is needed to process transactions. If you select this check box, the Security Key Setup group box becomes available. Security Key Setup This group box is available only if you select the Security Key Required check box. Key This field contains the security token or password that might be required by a third party payment processor. This field is encrypted using the encryption profiles from the SF Installation table. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 93 Setting Up ePayment Processing Chapter 3 Supported Transactions The following services are available for the ePayment API. Check with your third party provider for a list of supported services. Value Select a value for the supported transactions. Credit Card transactions: • 1: Authorize Only • 2: Authorize and Bill • 3: Bill Only • 4: Credit Only eCheck transactions: • 5: Make Payment • 6: Apply Credit Hosted transactions: • 91: Get Token • 92: Authorize Only • 93: Credit Only Electronic Check Verification Level Select the level of verification that the system uses for eCheck payments. If a valid value is not entered on the transaction request, the value that you select here is used. Validation: Select to test the format and bank routing number of each eCheck payment and to compare the transaction information to the check-processing partner's internal negative file. Verification: Select to perform all validation steps and to compare each transaction's information with an external negative file to identify accounts that have a history of bad checks or that were closed for cause. Note. Validation and verification are optional. Neither process checks the status or the existence of an account nor do they guarantee that funds are available. 94 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Settlement Method Select the default method that the system uses to deliver settlements to and from your students' banks. If a valid value is not entered on the transaction request, the value that you select here is used. Automated Clearing House: Select to deposit U.S. and Canadian transactions using the Automated Clearing House (ACH) or the Canadian Payment Association. Facsimile draft: Select to deposit transactions as facsimile drafts. Use this method when the issuing bank is not an ACH member. Best possible: Select to deposit transactions through the ACH system unless the student's bank is not an ACH participant, in which case, the system creates a facsimile draft and deposits it. ACH Class Select the default value for ACH Class data element used by eCheck transactions. If a valid value is not entered on the transaction request, the value that you select here is used. The values are: 1. ARC (Accounts Receivable Entries): Checks received by a merchant through mail or drop box and presented as a HYPERLINK "http://www.nationalach.com" ACH entry. 2. POP (Point-of-Purchase): A check presented in-person to a merchant for purchase is presented as a HYPERLINK "http://www.nationalach.com" ACH entry instead of a physical check. 3. TEL (Telephone Initiated-Entry) Verbal authorization by telephone to issue a HYPERLINK "http://www.nationalach.com" ACH entry such as checks by phone. 4. WEB (Web Initiated-Entry): Electronic authorization through the Internet to create a HYPERLINK "http://www.nationalach.com" ACH . Credit Card Security Code Supported Select this check box to indicate that the merchant supports the sending of Security Code values. You must clear this check box for merchants using Business Interlink based integration technology. Because the Security Code is captured at the third party site for hosted payment transactions, this check box is not available for hosted payment providers—that is, where the Hosted Payment Provider check box is selected. See Chapter 14, "Processing ePayment Transactions," page 381. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 95 Setting Up ePayment Processing Address Verification Flag Chapter 3 This field controls whether the system verifies the credit card billing address during credit card processing. The options are Address Verification Off and Address Verification On. Note. If you select Address Verification On and the address given does not match, authorization is declined, but the credit card funds are set aside. If a valid value is not entered on the transaction request, the value that you select here is used for credit card transactions. This field also appears on the SF Merchants page. Additional Setup Options Process Server This field holds the location of the Process Server used by the Business Interlink based credit card and eCheck transactions. This field is only relevant if you are using the Business Interlinks and the Business Interlink adapter (SCC_BUS_INTERLINK). IP Override This field is used by the credit card and eCheck business interlinks and is passed through the ip_address input property. This field is also used as a default ip address for transactions processed by the Integration Broker based adapter for electronic payment transactions that require this field. See Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. See Also PeopleSoft Enterprise Student Financials 9.0 PeopleBook, Processing ePayment Transactions Testing Payment and Hosted Payment Transactions The Electronic Payment Test component allows testing of ePayment and hosted payment transactions. This page also serves as a run control page for the batch testing component (SCC_EPAY_TST – Epayment Batch Test). Page Used to Test Payment and Hosted Payment Transactions 96 Page Name Definition Name Navigation Usage Electronic Payment Test SCC_EPAYMENT_TEST Set Up SACR, Common Definitions, Electronic Payments, Electronic Payment Test Test ePayment and hosted payment transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Testing ePayment and Hosted Payment Transactions Access the Electronic Payment Test page (Set Up SACR, Common Definitions, Electronic Payments, Electronic Payment Test). Electronic Payment Test page (1 of 3) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 97 Setting Up ePayment Processing Chapter 3 Electronic Payment Test page (2 of 3) 98 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Electronic Payment Test page (3 of 3) Post to Hosted Payment Click this button to cause a redirect to the third party URL where a sample payment can be made. The third party site should redirect you back to this page URL after the payment is made. You can then authorize the payment by using the Trans. Type field to select the Authorize Only (92) transaction. Note. The Session ID field should be updated after you select either Authorize Only (92) or Credit Only (93) transaction. This button is available only for payment merchants who are hosted payment providers. Submit Click this button to submit the transaction using the Electronic Payment API. Run Click this button to run the batch electronic payment test program. This program tests credit card and eCheck transactions (Authorize and Credit) to make sure that these transactions function correctly in a batch environment (this is more relevant when using the Business Interlink adapter). Merchant Options Merchant Setup ID Select a Merchant Setup ID. Values are defined in the Payment Merchant setup component (Set Up SACR, Common Definitions, Electronic Payments, Payment Merchant, Payment Merchant). Note. The remaining fields in this section are informational only and appear based on the setup in the Payment Merchant setup component and the Adapter Type Table and Adapter Table setup components. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 99 Setting Up ePayment Processing Chapter 3 Testing Options Trans. Type(transaction type) Select the type of transaction to be processed. The valid values for this field are defined in the Supported Transactions section of the Payment Merchant setup page (Set Up SACR, Common Definitions, Electronic Payments, Payment Merchant, Payment Merchant). Merchant Ref ID Enter a value that uniquely identifies the transaction that is sent to the third party processor. If this field is left blank it is programmatically populated with a uniquely generated ID. Transaction Response This section of the page contains the results of the transaction request. The fields all appear based on properties of the Transaction Response class that is returned from the Electronic Payment Manager class. See Also Chapter 3, "Setting Up ePayment Processing," Setting Up Payment Merchants, page 90 Setting Up SF Merchants To set up SF merchants, use the SF Merchants (MERCHANT_TBL) component. This section provides an overview of SF merchants and discusses how to define ePayment processing parameters. Understanding SF Merchants An SF merchant (student financials merchant) is an entity within the Student Financials application that enables you to set up unique credit card and eCheck processing rules for different departments in your institution. You can use an SF merchant to set up credit card and eCheck processing for cashiering offices and student self-service functions. The SF merchant definition provides information needed by the ePayment service provider and defines what services it performs and what customer information the system displays on the payment page. To process credit cards and eChecks in Student Financials, you must establish at least two SF merchant definitions—one for credit card support and one for eCheck support. If you have different processing rules for credit card processing in the cashiering office than you do in student self service, then you will need to establish multiple credit card SF merchants to handle these different processing rules. 100 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Page Used to Set Up SF Merchants Page Name Definition Name Navigation Usage SF Merchants MERCHANT_TBL Set Up SACR, Common Definitions, Self Service, Student Financials, SF Merchants Define ePayment processing parameters. Used for cashiering offices and student self service. Defining ePayment Processing Parameters Access the SF Merchants page (Set Up SACR, Common Definitions, Self Service, Student Financials, SF Merchants). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 101 Setting Up ePayment Processing Chapter 3 SF Merchants page Process Option 102 Select the type of transaction that is governed by the SF Merchant rules that you are defining: Credit Card or Electronic Check. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Payment Merchant Enter the Payment Merchant that you wish to use for this SF Merchant. The ID can be shared by several SF Merchant definitions. Note. If you intend to process both credit card and eCheck self-service transactions, you must set up two SF merchants, one with a process option of Credit Card and one with a process option of Electronic Check. Hosted Payment Provider If the payment merchant that you select on this page is a hosted payment provider and you selected the Hosted Payment Provider check box on the Payment Merchant page, the check box on this page appears selected and unavailable for edit. If the payment merchant that you select on this page is not a hosted payment merchant, the Hosted Payment Provider check box appears on this page but is cleared and is not available for edit. Security Code Supported If you select the Security Code Supported check box on the Payment Merchant page to indicate that the merchant supports the sending of Security Code values, the check box on this page appears selected and unavailable for edit. This check box does not appear for hosted payment providers. Batch Transmission Error Enter the maximum number of batch transmission errors that you want the system to allow before canceling the batch transmission. Credit Card This group box appears if you select Credit Card in the Process Option field. Use it to enter credit card– specific processing parameters. Check with your third party provider for a list of supported services. Real-Time Authorization Select to authorize credit card transactions in real time, actually reserving or setting aside credit card funds. If you clear this check box, you must authorize credit card transactions in batch mode. When you select this check box, the RealTime Capture check box becomes available. For hosted payment providers, this check box is selected and is not available for edit. Real-Time Capture Select to capture credit card transactions in real time, actually transferring funds to your institution as the transaction takes place. If you clear this check box, you must capture credit card transactions in batch mode. For hosted payment providers, this check box is selected and is not available for edit. Real-Time Credit Select to credit in real time when you void credit card payments originating from cashiering offices. Note. Do not select this check box for self-service transactions because you can only process credits for self-service transactions in batch. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 103 Setting Up ePayment Processing Perform Check Risk Service Chapter 3 Select to perform a risk assessment at the time of authorization. The risk assessment is an estimation of the veracity of the transaction. Factors such as improper address, too many transactions, or transactions dispersed geographically increase the risk of fraud. This check box is not available for hosted payment providers. Check Digit Edit Select to verify the check digit of the credit card number being used prior to processing the transaction. If the check digit is incorrect, the customer receives an error message and is asked to correct the credit card number entered. This check box is not available for hosted payment providers. Check Risk Threshold Enter an amount above which the credit card processing merchant is alerted to the possibility of fraud. When a transaction is processed, the credit card processing vendor returns a risk assessment. The check risk threshold is the allowable risk that a school is willing to assume for a given transaction. This check box is not available for hosted payment providers. Security Code Required This check box is available only for credit card merchants. The check box does not appear if the merchant is a hosted payment provider. If you select this check box, the Security Code field is available as a required field on all pages that accept credit card transactions—Cashiering, Make a Payment, and Purchase Miscellaneous Items. The Security Code field does not appear on any inquiry pages. Note. The Security Code is supported only if you use the Integration Broker interface for credit card processing. Do not select the check box if you use Business Interlinks. Address Verification Flag This field controls whether the system verifies the credit card billing address during credit card processing. The options are Address Verification Off and Address Verification On. Note. If you select Address Verification On and the address given does not match, authorization will be declined, but the credit card funds will be set aside. This field appears on this page and the Payment Merchant page. Electronic Check This group box appears if you select Electronic Check in the Process Option field. Use it to enter eCheckspecific processing parameters. Check with your third party provider for a list of supported services. Real-Time Debit 104 Select to process eCheck transactions in real time. If you clear this check box, you must run the eCheck Processing process to debit eCheck payments in batch. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing Authentication Method or Shared Secret For Integration Broker and Business Interlinks, the field appears as Authentication Method. Define how the system authenticates eCheck payments. If you select Birthdate, PIN, or National ID Number, students must enter the required information to authenticate an eCheck payment. If you select No Authentication, students can submit eCheck payments without authentication. You define a student's birthdate, national ID number, or PIN in PeopleSoft Campus Community. The system always uses a student's primary national ID number for authentication purposes. For Hosted Payment, the field appears as Shared Secret. When the third party payment provider authenticates the student on their site, they use the Shared Secret provided by Campus Solutions to verify the student. Valid values are PIN and Birthdate. Note. Students should not use dashes when entering the national ID number. See PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Personal Identification Data," Entering PINs. See PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Adding a Person to Your Campus Solutions Database." See PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Biographical Information." Self Service Options Convenience Fee Option Select one of the following options if you want to charge students a fee for each ePayment transaction. Fixed Amount: Select to charge a fixed convenience fee for each ePayment transaction. Percentage: Select to make the convenience fee equal a percentage of the ePayment transaction. Note. In most cases, the ePayment convenience fee is posted wherever the payment is applied. For example, if a payment is allocated to charges across multiple business units, the convenience fee is based on the total payment, but is distributed proportionately across the business units. If the payment is not allocated across business units but is directed to charges in one business unit, the convenience fee will be posted in the same business unit. If a payment is not manually allocated, the convenience fee is directed to the business unit with the highest priority. Convenience Fee Amount If you want to charge a fixed convenience fee amount, specify the amount as currency. (For example, using U.S. Dollars as the base currency, an entry of 1.50 results in a surcharge of 1.50 USD per transaction). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 105 Setting Up ePayment Processing Chapter 3 Convenience Fee Percentage If you want to charge a percentage convenience fee, specify the percentage as a number greater than zero. In the previous example, the entry 5.5 results in a surcharge of 5.5 percent per transaction. Minimum Payment Amount Set the minimum amount that a student can pay during a single ePayment transaction. Maximum Payment Amount Set the maximum amount that a student can pay during a single ePayment transaction. Default Options Items in this group box relate to customer information that the system displays on the Make a Payment page for self-service transactions, and the Tender Details page for cashiering transactions. Contact Type Select the contact type representing the address for an External Org ID. Address Usage Select the address usage type that you want to use to display default customer addresses on the payment page. Default Email ePayment processing vendors require an email address to process transactions. Select this check box to use the default email address entered in the Email ID field rather than requiring students to enter one. When you select this check box, the Email Address field does not appear on the Make a Payment self-service page. Type of Name Select the default name type that the system uses to look up and display the customer name on the Make a Payment page. Phone Type ePayment processing vendors require a phone number to process transactions over the web. Select the default phone type that the system uses to look up and display the customer phone number on the Make a Payment page. Email ID Enter the default generic email address that the system uses for all credit card transactions when you select the Default Email check box. See Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. See Also Chapter 14, "Processing ePayment Transactions," page 381 Setting Up Institution Sets You use institution sets to define basic institution set parameters and to set up ePayment rules for institution sets. This setup is done in Campus Self Service. 106 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 3 Setting Up ePayment Processing See PeopleSoft Enterprise Campus Self Service 9.0 PeopleBook, "Setting Up Student Financials Self Service," Setting Up Institution Sets. Setting Up Item Types for ePayment To enable eCheck and credit card processing, you must define miscellaneous parameters for item types. The system uses the following attributes from the credit card or eCheck Item Type, Miscellaneous page: • Charge Priority List (during posting of the ePayment transaction). • Payment Overall Priority (during posting of the ePayment transaction). • Tender Specific and Tender Specify Category (eCheck or credit card; this value controls what will be displayed on SF Institution Set 2 page for an eCheck item type or a credit card item type. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Setting Up Self-Service Options You can use self-service options to define business unit labels for self-service payment pages. The values you enter here are used in the View By column headings on self-service pages. See PeopleSoft Enterprise Campus Self Service 9.0 PeopleBook, "Setting Up Student Financials Self Service," Setting Up Self-Service Options. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 107 Chapter 4 Setting Up GL Interface Processing This chapter provides an overview of General Ledger (GL) interface processing setup and discusses how to: • Load setup data using PeopleSoft Application Messaging. • Review setup table data for PeopleSoft Financials. • Link Student Financials business units to PeopleSoft General Ledger units. • Set up HRMS for Oracle Financials. • Set up the Ledger Fields table. • Synchronize Oracle GL Segments. • Map General Ledger business units to Oracle General Ledger. • Synchronize ChartField values. • (Optional) Create ChartField speed type keys. • (Optional) Activate ChartField validation options. • Assign charts of accounts. • Validate ChartFields. • Set up integration with PeopleSoft Financials and Oracle Financials. • Copy ChartField information for item types from one term to another. Understanding GL Interface Processing Setup This section discusses: • GL Interface processing using PeopleSoft General Ledger or Oracle General Ledger. • GL Interface processing using a third-party or legacy general ledger system. Note. When customers license PeopleSoft Campus Solutions, they receive a limited use license for Human Resources, Benefits Administration, and Payroll for North America. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 109 Setting Up GL Interface Processing Chapter 4 GL Interface Processing Using PeopleSoft General Ledger or Oracle General Ledger Most of the setup that is needed to transfer information between the Student Financials application and the PeopleSoft General Ledger or Oracle General Ledger applications is done within General Ledger and then transferred to Student Financials. Throughout the setup process, you should work closely with staff who coordinate the General Ledger application. They will help you define your setup tables and tell you what information is necessary for the GL Interface process. If the system interacts with PeopleSoft or Oracle Financials, it uses application messaging to share accounting line information with the PeopleSoft or Oracle General Ledger. GL Messaging During the GL Messaging process, Student Financials delivers these queues and messages to the PeopleSoft Financials database: Message Queue Message Description STUDENT_ADMI N_ACCOUNTING STUDENT_FIN_ACCTG_LINE Notifies the message broker that new SF_ACCTG_LN records are ready to be retrieved by PeopleSoft Financials and, after journal generation, retrieves the updated SF_ACCTG_LN records into Student Financials. HR_SETUP BUS_UNIT_SF_FULLSYNC Sends the BUS_UNIT, DESCR, and DESCRSHORT rows in the BUS_UNIT_TBL_SF to PeopleSoft Financials to seed its BUS_UNIT_TBL_SF. HR_SETUP BUS_UNIT_SF_SYNC Sends new Student Financials business units or updates when the DESCR field or DESCRSHORT field is changed. During the GL Messaging process, Student Financials delivers these queues and messages to the Oracle Financials database: 110 Message Queue Message Description STUDENT_ADMIN_ACCOUNTI NG STUDENT_FIN_ACCTG_LINE Notifies the message broker that new SF_ACCTG_LN records are ready to be retrieved by Oracle Financials. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Message Queue Message Description SSF_GL_INT SSF_GL_SEGMENT_FULLSYNC Fetches all available active ledgers, segments from Oracle GL and inserts the data into PS_SSF_EB_SEGMENTS record. SSF_GL_INT SSF_GL_SEGMENT_VAL_REQ Full/partial sync of segment values. This inserts/updates the chartfield prompt tables based on mappings from SSF_EB_GLBU_LED. SSF_GL_SEGMENT_VAL_RESP SSF_GL_INT SSF_CF_COMBO_RTVLD_REQ SSF_CF_COMBO_RTVLD_RESP Performs realtime validation of entered chartfield combination against the combinations table in Oracle GL. SSF_GL_INT SSF_ACCTG_LINE_TRFM_EBG L This is a transformation program used by the batch publish utility. This maps and inserts data from SF_ACCTG_LN and AV_ACCTG_LN into the GL_INTERFACE table in Oracle GL. SSF_GL_INT SSF_GL_ACCTG_LINE_SYNC This message receives the nonrowset based message, validates and parses the message, and updates the journal related fields in one of the SF_ACCTG_LN and AV_ACCTG_LN tables. The PeopleSoft system delivers a default node of PSFT_HR. If you change this default, you must reconfigure the message channel. However, regardless of whether you change the message node, you must configure it by inserting the proper URL. Note. An easy way to determine where messaging starts and ends is to name the publishing node with the name of the database to which it publishes or from which it publishes. In the PeopleSoft Financials database, message definition, queue, and message node naming must match the naming that is used in the Student Financials database. PeopleSoft Financials subscribes to the published messages in the Student Financials database, takes the accounting lines into the SF_ACCTG_LN table, and runs those lines through Journal Generator to create journal entries. PeopleSoft Financials then publishes the updated accounting lines, Student Financials subscribes to these lines, and then the data that is published by PeopleSoft Financials updates the Student Financials SF_ACCTG_LN table. In addition, you must select the Display External ChartField check box on the SF Installation Table. For information about messaging for Oracle Financials: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 111 Setting Up GL Interface Processing Chapter 4 See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. GL Interface Processing Using a Third-Party or Legacy General Ledger System Student Financials provides an extra field for you to use to enter chart of accounts data on your item types, course or class fees, and cashiering tenders or targets. You can use the existing PeopleSoft-delivered ChartFields (ACCOUNT, DEPTID, and so on) to enter your chart of accounts information. Alternatively, Student Financials provides a 50-character field called External GL Chart Field (field name EXT_GL_CHARTFLD) that you can use to enter chart of accounts data. To enable this field, you must signify to the system that you are not using PeopleSoft or Oracle General Ledger. To indicate that you are not using PeopleSoft or Oracle General Ledger, clear the General Ledger check box on the Installation Table page and select Others as the financial system on the SF Installation page. After you clear this check box and complete setup on the SF Installation page, pages that usually display the PeopleSoft-delivered ChartFields for data entry display instead—or, in some instances, also—the External GL ChartField field. Using the External GL Chart Field does have some limitations. The system does not perform any editing against this field. In addition, the ChartField validation process does not check the contents of the External GL Chart Field to ensure that you have supplied valid chart of accounts information for each item type, course/class fee, and cashiering tender/target. Even if you are not using PeopleSoft General Ledger, you must populate the GL setup tables (except the ChartField definition tables) before you can use the GL Interface or Cashiering GL Interface processes. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Reviewing Installation Setup and System Defaults" Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7 Loading Setup Data Using PeopleSoft Application Messaging If your system interacts with PeopleSoft or Oracle Financials, it shares accounting messaging directly through PeopleSoft Application Messaging. This table lists all PeopleSoft Financials published messages to which Student Financials subscribes in order to load ChartFields: 112 Message Name Channel Pub/Sub Node Records BUD_REF_CF_FULLSY NC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUD_REF_TBL Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Message Name Channel Pub/Sub Node Records BUD_REF_CF_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUD_REF_TBL CHARTFIELD1_FULLS YNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CHARTFIELD1_TBL CHARTFIELD1_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CHARTFIELD1_TBL CHARTFIELD2_FULLS YNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CHARTFIELD2_TBL CHARTFIELD2_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CHARTFIELD2_TBL CHARTFIELD3_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CHARTFIELD3_TBL CHARTFIELD3_FULLS YNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CHARTFIELD3_TBL CLASS_CF_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CLASS_CF_TBL CLASS_CF_FULLSYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) CLASS_CF_TBL DEPT_FULLSYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) DEPT_TBL DEPT_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) DEPT_TBL FUND_LOAD ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) FUND_TBL FUND_CF_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) FUND_TBL PROGRAM_CF_FULLS YNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) PROGRAM_TBL Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 113 Setting Up GL Interface Processing 114 Chapter 4 Message Name Channel Pub/Sub Node Records OPER_UNIT_CF_FULL SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) OPER_UNIT_TBL OPER_UNIT_CF_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) OPER_UNIT_TBL PRODUCT_CHARTFIE LD_FULLSYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) PRODUCT_TBL PRODUCT_CHARTFIE LD_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) PRODUCT_TBL PROGRAM_CF_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) PROGRAM_TBL HR_ACCT_CD_LOAD ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) ACCT_CD_TBL BUS_UNIT_FS_FULLS YNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUS_UNIT_TBL_FS BUS_UNIT_FS_SYNC ENTERPRISE_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUS_UNIT_TBL_FS ACCOUNT_CHARTFIE LD_FULLSYNC GL_SETUP PSFT_EP (FIN)/PSFT_HR (CS) GL_ACCOUNT_TBL ACCOUNT_CHARTFIE LD_SYNC GL_SETUP PSFT_EP (FIN)/PSFT_HR (CS) GL_ACCOUNT_TBL LEDGER_DEFN_FULL SYNC GL_SETUP PSFT_EP (FIN)/PSFT_HR (CS) LED_DEFN_TBL LEDGER_DEFN_SYNC GL_SETUP PSFT_EP (FIN)/PSFT_HR (CS) LED_DEFN_TBL BUS_UNIT_GL_FULLS YNC GL_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUS_UNIT_TBL_GL BUS_UNIT_GL_SYNC GL_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUS_UNIT_TBL_GL Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Message Name Channel Pub/Sub Node Records BUS_UNIT_SF_FULLS YNC HR_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUS_UNIT_TBL_SF BUS_UNIT_SF_SYNC HR_SETUP PSFT_EP (FIN)/PSFT_HR (CS) BUS_UNIT_TBL_SF JOURNAL_GEN_APPL _ID_FULLSYNC JOURNAL_GENERATO R PSFT_EP (FIN)/PSFT_HR (CS) JRNLGEN_APPL_ID JOURNAL_GENERATO R_APPL_ID_SYNC JOURNAL_GENERATO R PSFT_EP (FIN)/PSFT_HR (CS) JRNLGEN_APPL_ID PROJECT_FULLSYNC PROJECTS_SETUP PSFT_EP (FIN)/PSFT_HR (CS) PROJECT PROJECT_SYNC PROJECTS_SETUP PSFT_EP (FIN)/PSFT_HR (CS) PROJECT This table lists the messages that are required to integrate with Oracle Financials: Message Name Channel Pub/Sub Node Records/Comments SSF_GL_SEGMENT_FULLSY NC SSF_GL_INT ~~ANY~~/PSFT_HR (CS) SSF_EB_SEGMENTS SSF_GL_SEGMENT_VAL_RE Q SSF_GL_INT PSFT_HR (CS) /WSDL_NODE Request message for Chartfield values synchronization. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 115 Setting Up GL Interface Processing Chapter 4 Message Name Channel Pub/Sub Node Records/Comments SSF_GL_SEGMENT_VAL_RE SP SSF_GL_INT ~~ANY~~/PSFT_HR (CS) • GL_ACCOUNT_TBL • DEPT_TBL • PRODUCT_TBL • FUND_TBL • PROGRAM_TBL • CLASS_CF_TBL • OPER_UNIT_TBL • ALTACCT_TBL • BUD_REF_TBL • CHARTFIELD1_TBL • CHARTFIELD2_TBL • CHARTFIELD3_TBL SSF_CF_COMBO_RTVLD_RE Q SSF_GL_INT PSFT_HR (CS) /WSDL_NODE Transformation message for real time Chartfield combination validation request. SSF_CF_COMBO_RTVLD_RE SP SSF_GL_INT ~~ANY~~/PSFT_HR (CS) Transformation message for real time Chartfield combination validation response. SSF_ACCTG_LINE_TRFM_E BGL SSF_GL_INT PSFT_HR (CS) /WSDL_NODE Transformation message for Batch Publish. SSF_GL_ACCTG_LINE_SYN C SSF_GL_INT ~~ANY~~/PSFT_HR (CS) SF_ACCTG_LN, AV_ACCTG_LN See Also PeopleSoft Enterprise General Ledger PeopleBook, "Integrating and Transferring Information Among Applications," and "Integrating PeopleSoft General Ledger with PeopleSoft Applications" Enterprise PeopleTools 8.45 PeopleBook: PeopleSoft Integration Broker CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. 116 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Reviewing Setup Table Data for PeopleSoft Financials This section provides an overview of setup table data and lists the pages used to review setup table data. Note. This section applies to integration with PeopleSoft Financials only. Understanding Table Setup Data After you load all of the setup tables that support the GL Interface, you can use a variety of components to review the setup data for accuracy. The PeopleSoft Student Financials application recognizes three types of business units: the SF (student financials) business unit, the AP (accounts payable) business unit, and the GL (general ledger) business unit. You define GL business units in PeopleSoft General Ledger and load them through an integration point. The Business Unit GL component enables you to review the GL business unit definition. You define the journal generator templates in PeopleSoft General Ledger and load them through an integration point. The Journal Generator templates define the valid template IDs that the GL Interface process assigns to each accounting entry that it creates. Each accounting entry must have a valid journal generator template ID for it to be properly recorded in PeopleSoft General Ledger. Note. Most of the fields on the Journal Generator Template - Defaults and Journal Generator Template Summarization pages are used only by the PeopleSoft General Ledger system during journal generation processing. Pages Used to Review Setup Table Data Page Name Definition Name Navigation Usage Business Unit GL Definition BUS_UNIT_TBL_GL1 Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review GL Business Units, Definition View attributes assigned to your GL business unit. Currency Options BUS_UNIT_TBL_GL2 Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review GL Business Units, Currency Options View currency option settings from your GL business unit. Journal Generator Templates - Defaults JRNL_GEN_DEFAULTS Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review Journal Generator Tmpl, Defaults View the journal generator template ID that is used by the GL Interface process. Other fields on this page are used only in PeopleSoft General Ledger by the journal generator process. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 117 Setting Up GL Interface Processing Chapter 4 Page Name Definition Name Navigation Usage Journal Generator Templates - Summarization JRNL_GEN_SUM Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review Journal Generator Tmpl, Defaults View summarization parameters that the PeopleSoft General Ledger Journal Generator process uses. Detail Calendar DETAIL_CALENDAR1 Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review Detail Calendar View fiscal years and accounting periods from PeopleSoft General Ledger. Linking Student Financials Business Units to PeopleSoft General Ledger Units This section applies to integration with PeopleSoft Financials only. After reviewing your PeopleSoft general ledger setup data, you must associate each Student Financials business unit to a PeopleSoft General Ledger unit using the General Ledger Unit field on the General 1 page. See Also Chapter 2, "Completing Student Financials General Setup," Defining Basic Business Unit Parameters, page 21 Setting Up HRMS for Oracle Financials For integration with Oracle Financials, the General Ledger check box must be cleared on the HRMS Installation Table (Setup HRMS, Install, Installation Table). Use the Business Unit GL - Definition page (Set Up HRMS, Product Related, Payroll for North America, GL Interface, Review GL Business Units, Definition) to create and maintain GL business units. These business units are mapped to Oracle Ledger, Operating Unit, and Legal Entity using the Chartfields Mapping page— more information about this page is provided later in the chapter. For more information, refer to the User Task Flow diagram in the Using GL Interface Processing chapter. 118 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing See Also Chapter 15, "Using GL Interface Processing," Understanding GL Interface Processing, page 403 Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7 Chapter 4, "Setting Up GL Interface Processing," Mapping General Ledger Business Units to Oracle General Ledger, page 120 CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Setting Up the Ledger Fields Table To set up the ledger fields table, use the Ledger Fields Table component (SF_LED_FLDS_TBL). This section provides an overview of setting up the ledger fields table and discusses how to define ledger fields. Note. This page is not used for integration with Oracle Financials. If you select Oracle Financials as the financial system, you must manually remove the Ledger Fields Table page from the menu navigation by changing the Permission Lists. You should create a custom permission list to hide the menu navigation to this component. Understanding the Ledger Fields Table Setup When you define an item type GL Interface, you specify the ledger to which account information is transferred. The Ledger Fields Table defines the fields that are available. Not all available ChartFields are needed to convey the accounting information. To prevent entering data into an incorrect ChartField, define only the values that you need. The business unit, account, and ledger fields are always required for the GL Interface definition and do not need to be added to the Ledger Fields Table. Page Used to Set Up the Ledger Fields Table Page Name Definition Name Navigation Usage Ledger Fields Table SF_LED_FLDS_TBL Set Up SACR, Product Define ledger fields. Related, Student Financials, General Ledger Interface, Ledger Fields Table Defining Ledger Fields Access the Ledger Fields Table page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, Ledger Fields Table). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 119 Setting Up GL Interface Processing Chapter 4 Ledger Fields Table page This page is not available if Oracle Financials is selected in the Financial System group box on the SF Installation page. ChartField Select the database field name that represents a valid ChartField. Synchronizing Oracle GL Segments Integration Broker messaging brings all available Segment details—Segment Name, Segment Description, Segment ID and Ledger ID—from Oracle GL and stores them in the SSF_EB_SEGMENTS record in Student Financials. You use the data that is available as a result of this process to complete the chartfields to segments mapping on the Chartfields Mapping page. Warning! Synchronizing Oracle GL segments is essential for integration with Oracle Financials. No delivered process or Campus Solutions component is available for this synchronization. The Synchronize Oracle GL Segments web service is a Consulting solution only. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. The Integration Broker Message is successful only if Oracle Financials is selected in the Financial System group box on the SF Installation page. See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. Mapping General Ledger Business Units to Oracle General Ledger This section discusses how to: • 120 Map GL business units to Oracle GL. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing • Map transaction classifications to Oracle GL journal categories. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Pages Used to Map General Ledger Business Units to Oracle General Ledger Page Name Definition Name Navigation Usage ChartFields Mapping SSF_EB_CF_SEG_MAP Setup SACR, Product Related, Student Financials, General Ledger Interface, Map GL BU to Oracle GL, Chartfields Mapping Map GL business units to Oracle Financials ledger, legal entity, and operating unit. Map chartfields to segments. Journal Details Mapping SSF_EB_ITM_JRN_MAP Setup SACR, Product Map transaction Related, Student Financials, classification to Oracle GL General Ledger Interface, journal category. Map GL BU to Oracle GL, Journal Details Mapping Mapping GL Business Units to Oracle GL Access the Chartfields Mapping page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Map GL BU to Oracle GL, Chartfields Mapping) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 121 Setting Up GL Interface Processing Chapter 4 ChartFields Mapping page To use this page, ensure that you have selected the Oracle Financials check box in the Financial System group box on the SF Installation page. Note. The synchronization of Oracle GL Segments must be performed before you map chartfields to segments on this page. GL BU to Oracle Ledger Mapping You must enter a value in the Ledger,Legal Entity, and Operating Unit fields because in Oracle Financials, the chart of account consists of Ledger, Legal Entity, and Operating Unit. The values in the Ledger field are available after you run the Synchronize Oracle GL Segments web service. The Legal Entity and Operating Unit fields are not validated in Student Financials at this time, but must be valid values in Oracle Financials (available from the department that sets up Oracle GL). You must enter a value in the Created By field because when transactions from Accounting Line are pushed to the GL Interface, a Created By value is required. The value must be numeric. 122 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing ChartFields to Segments The chartfields that appear in this group box are the active chartfields on the HRMS Standard Chartfield Configuration page (Set up HRMS, Common Definitions, ChartField Configuration, Standard ChartField Configuration). This list of chartfields here is the same as the list on the Journal Set ChartFields page. The 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and will not be available—ensure that these values are inactive on the Standard Chartfield Configuration page. Note. You must map each chartfield to a segment name. If you do not, when you click Save, an error message appears and the page is not saved: All available segments must be mapped to chartfields. Also, you must map each chartfield to a distinct segment name. If you do not, when you click Save, an error message appears and the page is not saved: Segment is mapped to more than one chartfield. Mapping Transaction Classification to Oracle GL Journal Categories Access the Journal Details Mapping page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Map GL BU to Oracle GL, Journal Details Mapping). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 123 Setting Up GL Interface Processing Chapter 4 Journal Details Mapping page To use this page, ensure that you have selected the Oracle Financials check box in the Financial System group box on the SF Installation page. The Journal Source field is used to identify the source of financial transactions in Oracle GL. The value that you enter here is passed to the GL_INTERFACE in Oracle GL. This value must exist as a valid source in Oracle GL. The journaling process in Oracle GL validates this value during import and fails to import details if the source is invalid. Oracle GL provides a facility to correct such entries and re-import. Transaction Classification to Journal Category The list of Transaction Classification values on this page is the same as the list of values that are available in the Item Type Code field on the Item Types (Search) page (Set Up SACR, Product Related, Student Financials, Item Types, Item Types). 124 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing The Journal Category value is used to identify the category of financial transactions in Oracle GL. This value must exist as a valid category in Oracle GL. The journaling process in Oracle GL validates this value during import. Errors are logged and Oracle GL provides a facility to correct the entries and re-import. Map a journal category for Cashiering to ensure that cashiering entries are transferred to Oracle GL. You should map each transaction classification to a journal category—you must map at least one journal category to be able to save the page. If you leave a journal category blank, you receive a warning message when you save the page and a value of Others is entered in the Journal Category field. Synchronizing ChartField Values The Synchronize Chartfield Values component is used for integration with Oracle Financials only. Use the Synchronize Segment Values (SSF_SYNSEGVL) batch process to insert/update segment values into appropriate ChartField prompt tables based on the values that you mapped in the ChartFields to Segments group box on the ChartFields Mapping page. Note. Synchronization of Oracle GL segments must be performed and chartfields must be mapped to segments before you run the Synchronize Segment Values process. See Chapter 2, "Completing Student Financials General Setup," ChartField Display Options, page 9. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Page Used to Synchronize ChartField Values Page Name Definition Name Navigation Usage Synchronize Chartfield Values SSF_RUNCTL_CFSYNC Setup SACR, Product Related, Student Financials, General Ledger Interface, Synchronize Chartfield Values, Synchronize Chartfield Values Insert/update segment values into appropriate ChartField prompt tables based on the ChartFields to Segments mapping. Synchronizing ChartField Values Access the Synchronize Chartfield Values page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Synchronize Chartfield Values, Synchronize Chartfield Values). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 125 Setting Up GL Interface Processing Chapter 4 Synchronize Chartfield Values page Note. To use this batch process, ensure that you have selected the Oracle Financials check box in the Financial System group box on the SF Installation page. Refresh Options Partial This option is selected by default. Use this option to run an incremental update of the prompt tables. Student Financials data is updated only if there has been a change to Oracle GL data since the last time that the process was run. Full Select this option to run a complete refresh of the prompt tables. You would usually select this option for first time installation only. Note. If you select the Full option, all prompt tables except the Department Chartfield (DEPT_TBL) prompt table are truncated and existing data is purged before the full synchronization happens. The Department Chartfield prompt table is not truncated. Unlike other chartfield prompt tables that are truncated based on an inactive status of chartfields on the HRMS Standard Chartfield Configuration page, new values are added to the Department Chartfield table and the existing values remain intact. When you click Run: 1. Ledger details associated with the GL Business Unit are retrieved based on the setup on the ChartFields Mapping page. 2. SetID and Segment details for the specified GL Business Unit are retrieved from the Chartfields to Segments Mapping table— this information is required to insert data into the ChartField prompt tables. 126 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing 3. A Web Service call to Oracle GL is made with the Ledger and Segment details. The SSF_GL_SEGMENT_VAL_SYNC message is invoked for both Partial and Full options. For the Partial option, the business unit that is selected on this page is used and the related setID and segment details are retrieved from the mapping setup. For the Full option, all business units that are mapped to Oracle GL in the mapping setup are used. 4. Returned data is inserted into the appropriate prompt tables along with the derived SetID and Effective Date is updated with the LAST_UPDATE_DATE from Oracle Financials. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. (Optional) Creating ChartField SpeedType Keys To set up ChartField speed type keys, use the SpeedTypes component (SPEEDTYPE). This section provides an overview of Chartfield SpeedType Keys and discuss how to define ChartField SpeedTypes Keys. Understanding ChartField SpeedType Keys Often you will want to enter the same combination of ChartField values repeatedly. By creating shortcut keys called SpeedTypes for these frequently used combinations of ChartFields, you can reduce data entry time and increase data entry accuracy. Using a SpeedType key that you define, you can enter one alphanumeric code that automatically enters all of its defined ChartField values. Page Used to Create ChartField SpeedType Keys Page Name Definition Name Navigation Usage SpeedTypes SPEEDTYPE Set Up SACR, Product Define ChartField Related, Student Financials, SpeedTypes. General Ledger Interface, SpeedTypes Defining ChartField SpeedTypes Access the SpeedTypes page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, SpeedTypes). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 127 Setting Up GL Interface Processing Chapter 4 SpeedTypes page The type of SpeedType depends on what you select for the User ID and Primary Permission List fields. The type of SpeedType is then displayed at the top of the SpeedTypes page. 128 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Type of SpeedType Select the type of speed type to restrict the key to a particular operator or class. Values are: One Operator: Only the operator specified in the dialog box can use this key combination. When you select this option, the User field becomes available and the Prim Perm List (primary permission list) field becomes unavailable. One Operator Class: Only the operator class specified in the dialog box can use this key combination. When you select this option, the Prim Perm List field becomes available for use and the User field becomes unavailable. Universal (All Operators): All operators are authorized to use this combination. When this option is selected, both the User and Prim Perm List fields become unavailable. Statistics Code Optionally, enter a statistics code to record information used for statistical analysis. The PeopleSoft General Ledger staff defines statistics codes. Currency The system automatically populates this field with your institution's base currency value. You can override this value to change the currency code. Bypass Edits Select to bypass the edits when setting up SpeedTypes. Bypassing the edits enables you to set up an incomplete SpeedType. For example, you could leave the Fund field blank, and cashiers could enter the appropriate fund during department receipt creation. Note. The functionality of the Bypass Edits check box is relevant only if you select the Combinations Table Edit check box on the SF Installation page. When you select the Combinations Table Edit check box, the system processes department receipts only if cashiers select the correct ChartFields. See Chapter 2, "Completing Student Financials General Setup," Setting Up Installation Parameters and Keywords, page 5. Copy and Paste If you are entering multiple SpeedTypes, you can select your ChartFields, copy and paste them into the next SpeedType that you create, and then revise individual ChartFields. Integration with Oracle Financials The SpeedTypes page appears differently if Oracle Financials is selected in the Financial System group box on the SF Installation page: • The Ledger field is not available. • The Validate icon is available to validate the combination entered. Click the icon to trigger real time validation of the entered combination with Oracle GL. • The Bypass Edits check box is cleared by default. • ChartField prompt tables display valid values based on the Chartfields to Segments mapping on the ChartFields Mapping page and the values populated from Oracle GL for each segment into respective prompt tables. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 129 Setting Up GL Interface Processing • Chapter 4 The 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and should be made inactive on the HRMS Standard Chartfield Configuration page. See Chapter 2, "Completing Student Financials General Setup," ChartField Display Options, page 9. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Business Units, page 19 (Optional) Activating ChartField Validation Options ChartFields in Student Financials can be dynamically displayed, and they depend on the ChartField setup in PeopleSoft Enterprise Human Resources Management (HRMS). See PeopleSoft Enterprise Student Financials 9.0 PeopleBook, "Completing Student Financials General Setup" Defining Number Sequence Start Points, Maximum Row Settings and ChartField Edit Options, Defining Dynamic ChartFields See PeopleSoft Enterprise Student Financials 9.0 PeopleBook, Completing Student Financials General Setup, Setting Up Item Types and Item Type Groups See PeopleSoft Enterprise HRMS 9.0 Application Fundamentals PeopleBook, "Setting Up and Working with ChartFields and ChartField Combinations" Populating HRMS with Valid ChartField Combinations Assigning Charts of Accounts You can assign a chart of accounts (ChartFields) to item types, course and class fees (if you use course and class fees), and cashiering setup (if you use the Cashiering feature). See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Establishing Criteria for Tuition Groups and Fee Triggers, page 158 Chapter 10, "Setting Up Cashiering," page 313 Validating ChartFields This section provides an overview of chartfield validation and discusses how to identify invalid chartfields. This section applies to integration with PeopleSoft Financials only. 130 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing To identify invalid chartfield combinations, See Chapter 15, "Using GL Interface Processing," Running the Chartfield Audit Report, page 406. Understanding ChartFields Validation Student Financials provides several methods for ensuring that the chartfields that you enter on item types, course and class fees, and Cashiering tender keys and target keys are valid. When you create these elements, PeopleCode programs on the GL Interface pages validate the chartfields that you enter against the setup data that you loaded from PeopleSoft General Ledger. Because your General Ledger staff can change chartfields over time, inactivating them or even perhaps deleting them, Student Financials provides a process that validates chartfields on item types, course and class fees, and cashiering tenders and targets. The ChartField Validation process produces a report that identifies item types, course and class fees, and cashiering setup that contain invalid chartfields. Page Used to Validate ChartFields Page Name Definition Name Navigation Usage Chartfield Validation RUNCTL_SFGLVAL1 Set Up SACR, Product Identify invalid ChartFields Related, Student Financials, in Student Financials. General Ledger Interface, Chart Field Validation, Chartfield Validation Identifying Invalid ChartFields Access the Chartfield Validation page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, Chart Field Validation, Chartfield Validation). Chartfield Validation page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 131 Setting Up GL Interface Processing Chapter 4 Business Unit Select the Student Financials business unit for which you want to validate ChartField information. As of Date Because ChartField values can change as you synchronize with the PeopleSoft Financials application, you must specify a date on which you want to run the verification. Effective Status Option Status options are: Active Status Only: Select to validate ChartField definitions for item types with a status of Active. Active and Inactive Status: Select to validate ChartField definitions on all item types regardless of status. Term Select the term that you want to verify. Setting Up Integration with PeopleSoft Financials and Oracle Financials This section discusses how to: • Define batch publish rules for GL messaging. • Define batch programs for GL messaging. • Set up business unit synchronization for PeopleSoft Financials. • Synchronize Student Financials business unit data with PeopleSoft Financials. Pages Used to Set Up Integration with PeopleSoft Financials and Oracle Financials 132 Page Name Definition Name Navigation Usage Batch Publish Rules EO_MSGPUBBATCH Enterprise Components, Integration Definitions, Batch Publish Rules Define batch publish rules for GL messaging. Batch Programs EO_MSGBATPGM Enterprise Components, Integration Definitions, Batch Publish Rules, Batch Programs Define batch programs for GL messaging. Full Table Publish Rules EO_MSGPUBFULL Enterprise Components, Set up business unit Integration Definitions, Full synchronization for Data Publish Rules, Full PeopleSoft Financials. Table Publish Rules Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Page Name Definition Name Navigation Usage Full Data Publish EO_FULLDATAPUB Enterprise Components, Integration Definitions, Initiate Processes, Full Data Publish Synchronize Student Financials business unit data with PeopleSoft Financials. Defining Batch Publish Rules for GL Messaging Access the Batch Publish Rules page (Enterprise Components, Integration Definitions, Batch Publish Rules). Batch Publish Rules page To define batch publish rules: 1. Enter STUDENT_FIN_ACCTG_LINE in the Publish Rule ID field. 2. Select Active in the Status field. 3. For PeopleSoft Financials 8.4 integration, select the Create Message Header and Create Message Trailer check boxes. For integration with PeopleSoft Financials version 8.8 onwards, clear both check boxes. For Oracle Financials integration, clear both check boxes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 133 Setting Up GL Interface Processing Chapter 4 Defining Batch Programs for GL Messaging Access the Batch Programs page (Enterprise Components, Integration Definitions, Batch Publish Rules, Batch Programs). Batch Programs page 1. Select STUDENT_FIN_ACCTG_LINE as the message name. 2. Enter the process names SFDPTREC (Cashiering GL Interface process) and SFPGLINT (GL Interface process), which EOP_PUBLISHM picks up when publishing accounting lines to PeopleSoft Financials or Oracle Financials. If you do not select these process, the messages will not be created when EOP_PUBLISHM runs. Setting Up Business Unit Synchronization for PeopleSoft Financials This section applies to integration with PeopleSoft Financials only. Access the Full Table Publish Rules page (Enterprise Components, Integration Definitions, Full Data Publish Rules, Full Table Publish Rules). 134 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Full Table Publish Rules page To set up business unit synchronization: 1. Enter BUS_UNIT_SF_FULLSYNC in the Publish Rule ID field. This rule publishes three fields (Business Unit, Description, Short Description) for all rows on the table to PeopleSoft Financials. 2. Select Active in the Status field. 3. Select the Create Message Header and Create Message Trailer check boxes. Note. You must synchronize all Student Financials business units before you run any GL processes by running BUS_UNIT_SF_FULLSYNC full table publish once. Thereafter, the system manages additions or changes through messaging in the SF Business Unit component (BUSINESS_UNIT_SF). Synchronizing Student Financials Business Unit Data with PeopleSoft Financials This section applies to integration with PeopleSoft Financials only. Access the Full Data Publish page (Enterprise Components, Integration Definitions, Initiate Processes, Full Data Publish). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 135 Setting Up GL Interface Processing Chapter 4 Full Data Publish page To synchronize business units: 1. Enter a request ID and description. 2. Select the Once option in the Process Frequency group box. Note. You can rerun this process without harming your system if the PeopleSoft Financials database becomes unsynchronized or corrupt. 3. Select BUS_UNIT_SF_FULLSYNC in the Message Name field. 4. Click Run. After the process runs, the system keeps business units synchronized by triggering a message to the PeopleSoft Financials database whenever you change information in the Description field or the Short Description field on the General 1 page of the SF Business Unit component. In addition, the system triggers a message to PeopleSoft Financials whenever you add a new business unit. Note. The queue HR_SETUP enables one-way messaging and data publishing. To use this channel, you must configure the message node information by inserting the proper URL. PeopleSoft Financials must subscribe to these Student Financials published messages to keep its database up to date. See Also PeopleSoft Enterprise General Ledger PeopleBook, "Integrating PeopleSoft General Ledger with PeopleSoft Applications" 136 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 4 Setting Up GL Interface Processing Copying ChartField Information for Item Types from One Term to Another This section discusses how to run the GL Term Copy process. Page Used to Copy ChartField Information for Item Types from One Term to Another Page Name Definition Name Navigation Usage GL Term Copy RUNCTL_SFGL_FEE Set Up SACR, Product Run the GL Term Copy Related, Student Financials, process. General Ledger Interface, Copy Term, GL Term Copy Running the GL Term Copy Process Access the GL Term Copy page (Set Up SACR, Product Related, Student Financials, General Ledger Interface, Copy Term, GL Term Copy). GL Term Copy page Parameters From Term and To Term Select the term from which you are copying item type ChartField information and the term that you are copying it to. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 137 Setting Up GL Interface Processing Chapter 4 From Session and To Session Select the session from which you are copying item type ChartField information and the session that you are copying it to. To Date Select the effective date to be used for the copy. Check One or More Item Types for Copy In this group box, select the classification of item types for which you want to copy ChartField information. When you run the GL Term Copy process, it copies all of the ChartField information for all item types within the classification that you select. This process functions even if you previously copied ChartField information for an individual item type using the Copy GL Interface button on the GL Interface page of the Item Types component. 138 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers This chapter provides an overview of tuition controls, criteria, equations, and waivers and discusses how to: • Create billing and due date calendars. • Set up adjustment calendars. • Establish tuition calculation controls. • Define variables for criteria and equations. • Establish criteria for tuition groups and fee triggers. • Use Equation Engine to define tuition calculation equations. • Define waivers and waiver groups. • Create course lists. Understanding Tuition Controls, Criteria, Equations, and Waivers Controls, criteria, and waivers determine when the system calculates tuition and for whom. They define how much money the system returns if a student drops a class or withdraws. They also establish for whom tuition should be waived and for what reason. Equation Engine replaces the equation processor previously used in Campus Solutions applications. Equation Engine performs complicated calculations that can help you select students for inclusion in a group or determine a fee for a unique situation. Creating Billing and Due Date Calendars To set up billing and due date calendars, use the Billing and Due Calendars component (DUE_DATE_PANEL). Billing and due date calendars are associated with tuition calculation and are used to determine the percentage of specific fees due to be paid by a particular time. Because a due date calendar is required for the setup of fees, you must define at least one billing and due date calendar for your institution. You can also define additional billing and due date calendars as needed to meet the requirements of your business processes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 139 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 When creating your billing and due date calendar, you can specify that the payment of a fee is due in full at a particular date, or you can create a payment schedule. For example, you can define a billing and due date calendar that indicates that your application fee is due in full at the time that an application is filed and create another billing and due date calendar for installment payments for your tuition fees. You can also design the system so that a due date for a fee is designated at the time that you create a bill or post a charge. Page Used to Create Billing and Due Date Calendars Page Name Definition Name Navigation Usage Billing and Due Calendars DUE_DATE_TABLE Set Up SACR, Product Define billing and due date Related, Student Financials, calendars. Tuition and Fees, Billing and Due Calendars Defining Billing and Due Date Calendars Access the Billing and Due Calendars page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Billing and Due Calendars). Billing and Due Calendars page 140 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Pivot Date Select a pivot date for this calendar. Student Financials uses the pivot date as the starting place to calculate due dates or billing dates. The system counts the billing dates and due dates—either back in time or forward in time—from the pivot date that you select. Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values requires a substantial programming effort. Select from: Admit Term Start Date: Select to use as the pivot date the first day of the term that the student is admitted. This option pertains to application fee processing only. Application Date: Select to use as the pivot date the date that the application is filed. This option pertains to application fee processing only. Class Start Date: Select to use as the pivot date the first day of the class. Session Start Date: Select to use as the pivot date the first day of the session. Term Start Date: Select to use as the pivot date the first day of the term. Copy Billing and Due Calendar Click to copy this billing and due calendar to a new term or session. Term Enter the term for this billing and due calendar. Session If you are defining a billing and due calendar for a session within a term, or you want to use the session start date as the pivot date, specify the session. From Day and To Day Enter the first and last day that you assess fees. Express the number of days before the pivot date as a negative number, and the number of days after the pivot date as a positive number. Due % (due percent) Define the percentage of the fee that's due for the respective assessment period. Due Date Calc (due date Use this field to determine how the system calculates the due date for a given fee assessment period. Select from: calculation) Days from Pivot Date: Select to calculate the due date based on the pivot date. Days from Run Date: Select to calculate the due date based on the day that you assessed fees. No Date Calculated: Select to disable the calculation of a due date. Days Enter the number of days from the pivot date or run date that the fees are due. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If you select No Date Calculated in the Due Date Calc field, the Days field becomes unavailable. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 141 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Billing Date Calc (billing Use this field to determine how the system calculates the billing date for a given fee assessment period. Select from: date calculation) Days from Due Date: Select to calculate the billing date based on the calculated due date. Days from Pivot Date: Select to calculate the billing date based on the pivot date. Days from Run Date: Select to calculate the billing date based on the day that you assessed fees. No Date Calculated: Select to disable the calculation of a billing date. Days Enter the number of days from the due date, pivot date, or run date that the system produces a bill. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If you select No Date Calculated in the Billing Date Calc field, the Days field becomes unavailable. Setting Up Adjustment Calendars To set up adjustment calendars, use the Adjustment Calendars component (ADJ_TERM_PANEL). This section provides an overview of adjustment calendars and discusses how to: • Define adjustment calendars. • Define administrative fees for adjustment periods. • Calculate the Term Fee by Term and Adjust by Term Scenarios Understanding Adjustment Calendars Adjustment calendars determine the refund schedules that you apply to the members of a tuition group. These calendars govern how the system adjusts term and class level fees when a student withdraws or drops a class. The system uses the number of days that a term or class has been in session or the class attendance percentage to determine the percentage of refund due. The system calculates these figures using date and time stamps located in the STDNT_ENRL table. State government, an agency, the federal government, or your institution can mandate refund schedules. The pro rata refund is applied to first-time students who withdraw. Federal regulations require you to use the refund table that is best for the student. The logic for term fee calculations and adjustments for each student is: 142 • The student enrollment record contains all the add and drop transactions. When a student adds or drops a class, the Tuition Calculation process records various fields from the enrolment records in a temporary table. The temporary table references the add and drop dates as the transaction date. • When a student drops a class, the Tuition Calculation process calculates the drop costs by comparing the amount before the drop to the amount after the drop. Tuition Calculation then applies the appropriate adjustment calendar percentage. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers See Also PeopleSoft Enterprise Student Records 9.0 PeopleBook, "Processing Class Enrollment Transactions," Understanding Class Enrollment Processing Pages Used to Set Up Adjustment Calendars Page Name Definition Name Navigation Usage Adjustment Calendars ADJ_TERM_TABLE Set Up SACR, Product Define adjustment Related, Student Financials, calendars. Tuition and Fees, Adjustment Calendars Administrative Fee Setup ADMIN_FEE_SP Click the Administrative Define administrative fee Fee Setup link on the for adjustment periods. Adjustment Calendars page. Defining Adjustment Calendars Access the Adjustment Calendars page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Adjustment Calendars). Adjustment Calendars page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 143 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Note. Most types of financial aid have specific fee adjustment requirements. Consult your financial aid staff to determine adjustment calendar requirements. Description Enter a description to identify this adjustment calendar. Adjustment Option Select the adjustment option for this adjustment calendar. Values are: By Census Date:Select to adjust fees based on the census date. Use only for Higher Education Contribution Scheme (HECS) calculation. This adjustment option is not available for term fees. By Class Length % (by class length percentage): Select to adjust fees based on the number of days that have passed out of the total number of class days scheduled. For example, if a class is scheduled to run for 13 weeks, and a student drops the class at the end of the second week, the student would have attended slightly over 15 percent of the class length.By Class Meeting % (by class meeting percentage): Select to adjust fees based on the number of class meetings attended out of the total number of scheduled class meetings. By Class Meetings Select to adjust fees based on the number of class meetings attended regardless of the total number of meetings scheduled. By Class Start Date: Select to adjust fees based on the number of days that have passed from the class start date. By Session Start Date: Select to adjust fees based on the number of days that have passed from the first day of the session. By Term Start Date: Select to adjust fees based on the number of days that have passed from the first day of the term. Adjust Reason (adjustment reason) Select the adjustment reason code. You might adjust fees differently depending on the reason that the student drops or withdraws. For example, you might give a full refund to a student who has to drop for reasons beyond his control. The adjust reason is a short explanation of the difference. Note. If you want to select an adjustment reason for a term withdrawal, you must first select the Term Withdrawal check box. 144 Term Withdrawal Select if this adjustment code is to be used for term withdrawal. Do not select this check box if the adjust reason is for dropped classes. Copy Adjustment Calendar Click to copy an adjustment calendar from one term to another. Set Default Select to designate an adjust reason as the default reason for both term withdrawal and dropping a class. Both term withdrawal and class drop must have one adjustment calendar defined as the default. Term and Session Enter the appropriate term and session information for each adjust reason. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Day From and To If you select the adjustment options By Class Start Date,By Term Start Date, or By Session Start Date, enter the beginning (Day From) and ending point (Day To) of the time period. For both of these fields, express the number of days before the start date defined in the Adjustment Option field as a negative number. For example, if you want a student to receive a full refund from any time before the start of a term to the day before the start of a term, enter –9999 in the From Day field and –1 in the To Day field. Percent From and To If you select the adjustment options By Class Length % or By Class Meeting %, enter a beginning (Percent From) and ending point (Percent To) of the range. Percent values cannot be expressed as negative numbers. For example, if you want students to receive a full refund if they drop any time before attending at least 10 percent of the class, enter 0% in the Percent From field and 9.999% in the Percent To field. Meeting From and Meeting To If you select the adjustment option By Class Meetings, enter a beginning (Meeting From) and ending (Meeting To) class session. For example, if you want students to receive a full refund if they drop any time before attending the third class session, enter 0 in the Meeting From field and 2 in the Meeting To field. Refund Percent Enter the percent of fees charged that you want the student to receive as a refund. Administrative Fee Setup Click to define any administrative fees that are associated with the adjustment period. Note. Administrative fees for withdrawal can be defined for each refund range row. You can set up an administrative fee for cancellation only on the first row and only if the refund percent is 100 percent. Defining Administrative Fees for Adjustment Periods Access the Administrative Fee Setup page (click the Administrative Fee Setup link on the Adjustment Calendars page). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 145 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Administrative Fee Setup page Due Date Code Select the due date code (billing and due calendar) that you want to use for the administrative fee. Withdrawal Group Box 146 Flat Fee If you want to charge a student a specific amount for withdrawing from school or for canceling enrollment in classes, enter the amount in the Flat Fee fields. This option can be used alone or in conjunction with a percentage fee. Percentage If you want to charge students a percentage of their tuition and fees when they withdraw from school, enter that percentage in this field. This option can be used alone or in conjunction with a flat fee. This option applies to withdrawal only. Maximum Amount If you want to put a limit on the total administrative fees that can be charged to students who withdraw from school, enter a maximum amount in this field. This option applies to withdrawal only. Account Type Select an account type for the administrative fee. Item Type Select the item type that you have set up for administrative fee charges. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Cancellation Flat Fee If you want to charge a student a specific amount for withdrawing from school or for canceling enrollment in classes, enter the amount in the Flat Fee fields. This option can be used alone or in conjunction with a percentage fee. Account Type Select an account type for the administrative fee. Item Type Select the item type that you have set up for administrative fee charges. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Account Types, page 51 Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Calculating the Term Fee by Term and Adjusting by Term Scenarios The following scenarios describe how the system calculates the term fees after a student initially enrolls in four classes and then: • Drops one class. • Adds an additional class. • Drops two classes on the same day, with the same reason. • Drops two classes on the same day, with two different reasons. The term fee is assessed through an equation and is charged by term and adjusted by term. Refer to the section Using Equation Engine to Define Tuition Calculation Equations to see the sample equation, SFTDTFTRMTRM (Charge by Term, Adjust by Term). Scenario 1: On January 1, 2007 the student enrolled in four classes at 100 per unit. Each class is three billing units; therefore, the total billing units equals 12 and the total amount equals 1200.00 USD, as shown in the following examples: Class_nbr Stdnt_enrl_status Enrl_add_dt Trans_date Enrol_actn_rsn_last 1001 E 01/01/2007 N/A N/A 1022 E 01/01/2007 N/A N/A 1003 E 01/01/2007 N/A N/A 1004 E 0/01/2007 N/A N/A The following table lists the transaction in the Tuition Calculation temporary table after initial enrollment: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 147 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Transaction Date Amount Difference Drop Date Reason Refund % Drop Cost 01/01/2007 1200.00 N/A N/A N/A /AN N/A Student Balance is 1200.00 Scenario 2: On January 1, 2007 the student initially enrolled in four classes. Then on January 2, 2007 the student drops one class: Class_nbr Stdnt_enrl_status Enrl_add_dt Trans_date Enrol_actn_reason_l ast 1001 D 01/01/2007 01/02/2007 SDRP 1002 E 01/01/2007 N/A N/A 1003 E 01/01/2007 N/A N/A 1004 E 01/01/2007 N/A N/A The following table lists the transactions in the Tuition Calculation temporary table after initial enrollment and dropping one class: Transaction Date Amount Difference Drop Date Reason Refund % Drop Cost 01/0/2007 1200.00 N/A N/A N/A N/A N/A 01/02/2007 900.00 300.00 01/02/2007 SDRP 80% 300* (100% — 80%) = 60 Student balance: 900.00 + 60.00 = 960.00 Scenario 3: On January 3, 2007 the student initially enrolled in four classes. On January 2, 2007 the student dropped a class and then on January 3, 2007 the student adds an additional class: Class_nbr Stdnt_enrl_status Enrl_add_dt Trans_date Enrol_actn_ran_last 1011 D 01/01/2007 01/02/2007 SDRP 1002 E 01/01/2007 N/A N/A 1003 E 01/01/2007 N/A N/A 1004 E 01/01/2007 N/A N/A 1005 E 01/03/2007 N/A N/A The following table lists the transactions in the Tuition Calculation temporary table after initial enrollment and dropping one class and adding one class: 148 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Transaction Date Amount Difference Drop Date Reason Refund % Drop Cost 01/0/2007 1200.00 N/A N/A N/A N/A N/A 01/02/2007 900.00 300.00 01/02/2007 SDRP 80% 300* (100% — 80%) = 60 01/03/2007 1200.00 N/A N/A N/A N/A N/A Note. In this example, the drop cost of 1200.00 on January 3, 2007 is not calculated on an added class. Student balance: 1200.00 + 60.00 = 1260 Scenario 4; On January 1, 2007 the student initially enrolled in four classes. Then on January 2, 2007 the student drops two classes with the same reason, on the same day. Class_nbr Stdnt_enrl_status Enrl_add_dt Trans_date Enrol_actn_ran_last 1011 D 01/01/2007 01/02/2007 SDRP 1002 D 01/01/2007 01/02/2007 SDRP 1003 E 01/01/2007 N/A N/A 1004 E 01/01/2007 N/A N/A The following table lists the transactions in the Tuition Calculation temporary table after the initial enrollment and dropping of two classes with the same reason, on the same day. Transaction Date Amount Difference Drop Date Reason Refund % Drop Cost 01/0/2007 1200.00 N/A N/A N/A N/A N/A 01/02/2007 900.00 600.00 01/02/2007 SDRP 80% 600 (100% — 80%) = 120.00 Student balance: 600.00 + 120.00 = 720.00 Scenario 5: On January 1, 2007 the student initially enrolled in four classes. Then on January 2, 2007 the student drops two classes with two different reasons: Class_nbr Stdnt_enrl_status Enrl_add_dt Trans_date Enrol_actn_ran_last 1011 D 01/01/2007 01/02/2007 SDRP 1002 D 01/01/2007 01/02/2007 CANC 1003 E 01/01/2007 N/A N/A Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 149 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Class_nbr Stdnt_enrl_status Enrl_add_dt Trans_date Enrol_actn_ran_last 1004 E 01/01/2007 N/A N/A The following table lists the transactions in the Tuition Calculation temporary table after the initial enrollment and dropping of two classes with two different reasons, on the same day. Transaction Date Amount Difference Drop Date Reason Refund % Drop Cost 01/0/2007 1200.00 N/A N/A N/A N/A N/A 01/02/2007 900.00* 300.00 01/02/2007 CANC 90% 300* (100% — 90%) = 30.00 01/02/2007 600.00 300.00 01/02/2007 SDRP 80% $600 (100% — 80%) = 60.00 Student Balance: 600.00 + 30.00 + 60.00 = 690.00 When a student drops two classes with two different reasons on the same day, the temporary table is inserted alphabetically by reason and each class is calculated separately. The first amount is calculated by only noting that one class has been canceled. The second amount is calculated by using the second class that has been dropped by the student. If the adjustment calendar is by session start date, the session code is taken into account similarly to the reason. During withdrawal processing, the student's enrollment record, for enrolled classes, will have the drop date equal the last attendance date. Therefore, the transaction date will be the last attendance date. Establishing Tuition Calculation Controls To set up tuition calculation controls, use the Tuition Calculation Controls component (CALC_CNTROL_PANEL). Tuition calculation controls determine the academic careers that are eligible for tuition and fee calculation each term. This section discusses how to: 150 • Specify tuition calculation parameters. • Establish restrictions on automatic tuition calculation. • Select errors and warnings. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Pages Used to Establish Tuition Calculation Controls Page Name Definition Name Navigation Usage Tuition Calculation Controls CALC_CNTL_TABLE Set Up SACR, Product Specify tuition calculation Related, Student Financials, parameters for academic Tuition and Fees, Tuition careers by term. Calculation Controls Refund Calculation Controls CALC_ON_REFUND_CTL Set Up SACR, Product Establish restrictions on Related, Student Financials, automatic tuition Tuition and Fees, Tuition calculation. Calculation Controls, Refund Calculation Controls Display Error/Warning Controls DISP_ERR_CNTL Set Up SACR, Product Select errors and warnings Related, Student Financials, for tuition calculation. Tuition and Fees, Tuition Calculation Controls, Display Error/Warning Controls Specifying Tuition Calculation Parameters Access the Tuition Calculation Controls page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Calculation Controls). Tuition Calculation Controls page Note. You must establish tuition controls for each active academic career for each term. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 151 Setting Up Tuition Controls, Criteria, Equations, and Waivers Academic Career Chapter 5 Select the academic career for your tuition calculation controls. Tuition Calculation Controls for Terms Term Select the term to which these controls apply. Term Wash Period The term wash period indicates the number of days that a student can drop and add classes of equal value (wash) without penalty. This is not the same as a drop/add period in which students are allowed to make any changes. The term wash period typically extends beyond the normal drop/add period to accommodate students who must make changes to their enrollment. For example: a student enrolls in Chemistry 101 and determines, after two weeks in class, that he or she is too advanced for the introductory level class. If the term wash period is at least 14 days, the student can switch to Chemistry 201 without penalty. Note. The dropped and added classes do not need to match exactly as long as the total amount of tuition and related fees is equal. For example, a student can drop one four-credit course and replace it with two two-credit courses as long as the total tuition and fee charges do not change. 152 Transaction Wash Period Enter a number of days for a transaction wash period. The transaction wash period allows students a period of time in which to complete a wash transaction. That is, the student does not need to drop and add the wash classes at the same time. Rather, as long as the replacement class or classes are added within the transaction wash period, no penalty is incurred. If the drop and add take place outside both the term wash and transaction wash periods, the student is charged the prorated amount of the dropped class and the full amount of the added class. Auto Calculate Tuition (automatically calculate tuition) Select to automatically calculate tuition whenever you inquire on a student's account. This feature enables you to see the most up-to-date tuition information without having to run a separate tuition calculation. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Auto Calculate Self Service Select to automatically calculate tuition for a particular term in self service. If you select the check box, a student using self service can see the most up-to-date tuition information without you having to run a separate tuition calculation. In self service, the system calculates tuition when a student accesses the Account Inquiry or the Make a Payment component. The system does not automatically calculate tuition when a student accesses the Student Center. In addition, tuition calculation is never invoked from the Student Services Center or Student Services Center (Student). Note. This option impacts only self service, in contrast to the Auto Calculate Tuition option that impacts only the administrative module. You can choose to enable automatic tuition calculation for self service, administrative module, or both. The check box is cleared by default. Note. In addition to selecting this check box, you must also select automatic self service tuition calculation elsewhere in the system, for tuition calculation to be invoked in self service. You must select the check box here for automatic self service tuition calculation to have effect for a particular term. See PeopleSoft Enterprise Campus Self Service 9.0 PeopleBook, "Setting Up Student Financials Self Service," Defining Basic Institution Set Parameters. Auto Calculate Waivers Select to automatically calculate student waivers whenever tuition is calculated. (automatically calculate If you select this option, Student Financials calculates a student's tuition first, and then automatically applies all tuition waivers against the student's final tuition waivers) amount. If you do not select this option, the system does not calculate or post tuition waivers, so you must calculate and post waivers in background processing. Tuition Calculation Controls for Sessions Session Enter a session if you want your tuition calculation controls to apply to specific sessions within the term. If you leave this field blank, the controls apply to all sessions in the term. Session Wash Period If you choose to apply tuition calculation controls by the session, you must enter a session wash period value. The session wash period works the same as a term wash period. Establishing Restrictions on Automatic Tuition Calculation Access the Refund Calculation Controls page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Calculation Controls, Refund Calculation Controls). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 153 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Refund Calculation Controls page Term Enter the term for which the refund calculation control applies. No Calculation on Batch Select if you do not want the system to automatically calculate tuition when batch refund processing is run. Refund Selecting Errors and Warnings Access the Display Error/Warning Controls page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Calculation Controls, Display Error/Warning Controls). Display Error/Warning Controls page The default setting is ON to display warnings and messages. If you do not have a row for the term with these controls cleared, you will continue to receive errors and warnings. Insert a row for every term in which you want to clear warnings and messages. If an equation contains the equation keyword Message, or the equation produces an error, the message is written to the Tuition Calc log file. 154 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Note. The equation keyword Message may affect performance and should be used primarily in your test environment to verify the results of the equation. Term Select the term for the error and warning controls that you are defining. Include Status of Warning Select to have warning messages appear in CALC_ERROR. If you do not select this check box, warnings do not appear. Include Status of Message Select to have messages appear in CALC_ERROR. If you do not select this check box, messages do not appear. Display in Log File Select during your installation process when you want to review log file information. This feature is typically disabled after installation and testing has been completed. Defining Variables for Criteria and Equations To set up variables for criteria and equations, use the Equation Variables component (STDNT_EQUTN_VARS). This section provides an overview of equation variables and discusses how to: • Define character variables. • Define numeric variables. • Define yes/no flags. Understanding Equation Variables Equation variables are user-defined variables that you can use to classify students when no standard system values are available. For example, you might need to calculate a fee for students involved in summer internship programs. You could define one or more variables to use to identify the students and calculate the appropriate fees. Pages Used to Define Variables for Criteria and Equations Page Name Definition Name Navigation Usage Char Variables (character variables) STDNT_EQUTIN_CHAR Student Financials, Tuition and Fees, Equation Variables, Char Variables Define character variables. Num Variables (numeric variables) STDNT_EQUTN_NUM Student Financials, Tuition and Fees, Equation Variables, Num Variables Define numeric variables. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 155 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Page Name Definition Name Navigation Usage Y/N Flags (yes/no flags) STDNT_EQUTN_FLAG Student Financials, Tuition and Fees, Equation Variables, Y/N Flags Define yes/no variables. Defining Character Variables Access the Char Variables page (Student Financials, Tuition and Fees, Equation Variables, Char Variables). Char Variables page Term Select the term for which you want the variables to apply. Var Char1 (variable characters 1) through Var Char10 (variable characters 10) You can attach up to 10 character variables to the student, using the Var Char1 through Var Char10 fields. Save the page, and the system links the character variables that you specified to the student. The character variables no longer apply when the term that you selected ends. Defining Numeric Variables Access the Num Variables page (Student Financials, Tuition and Fees, Equation Variables, Num Variables). 156 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Num Variables page Term Select the term for which you want the variables to apply. Attach up to 10 numeric variables to the student, using these fields. Save the Var Num1 (variable page, and the system links the variables that you specified to the student. The number 1) through Var Num10 (variable number numeric variables no longer apply when the term that you selected ends. 10) Defining Yes/No Flags Access the Y/N Flags page (Student Financials, Tuition and Fees, Equation Variables, Y/N Flags). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 157 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Y/N Flags page Term Select the term for which you want the variables to apply. User Variable Y/N Flag You can select up to 10 Y/N flags per student, using the User Variable Y/N Flag #1 (user variable yes/no #1 through User Variable Y/N Flag #10 check boxes. Save the page, and the system links the variables that you specified to the student. flag number 1) through User Variable Y/N Flag #10 (user variable yes/no flag number 10) Establishing Criteria for Tuition Groups and Fee Triggers To set up criteria for tuition groups and fee triggers, use the Criteria component (SEL_CRITERIA_PANEL). This section provides an overview of tuition group and fee trigger criteria and discusses how to: • Define criteria codes and criteria types. • Define criteria details. Understanding Tuition Group and Fee Trigger Criteria Criteria are essentially questions that can be answered yes or no. In PeopleSoft Enterprise Student Financials, use criteria to compare one or more variable values to a student's academic situation to determine whether an action should be triggered (for example, applying a waiver to fees), or in which tuition group the student should be included. 158 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers The Criteria component is a flexible means of identifying and classifying students. Criteria can be as simple as a single variable (for example, is the student a sophomore) or extremely complex involving multiple variables. Whenever you create a criteria definition, test it thoroughly to make sure it produces the exact results that you expect. Trigger criteria and tuition group criteria cannot be used interchangeably. You can, however, create one of each using the same detail setup. Pages Used to Establish Criteria for Tuition Groups and Fee Triggers Page Name Definition Name Navigation Usage Criteria SEL_CRITERIA_TABLE Set Up SACR, Product Define criteria codes and Related, Student Financials, criteria types. Tuition and Fees, Criteria Criteria Details SEL_CRITER_TABLE Set Up SACR, Product Define criteria details. Related, Student Financials, Tuition and Fees, Criteria, Criteria Details Defining Criteria Codes and Criteria Types Access the Criteria page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Criteria). Criteria page Criteria Type Select one of two criteria types. The two types cannot be used interchangeably. Select from: Trigger Criteria: Select to define a criterion that triggers an event. Tuition Group Criteria: Select to define a criterion that links a student to a tuition group. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 159 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Defining Criteria Details Access the Criteria Details page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Criteria, Criteria Details). Criteria Details page Description Select a variable related to a student's characteristics for a particular term. Note. Student Financials provides system variables that cover most needs. In addition, 30 user-defined variables are available to use. Using these user-defined variables is more difficult because you must know the definition of each variable position. How Specified 160 Selected Detail Values Select to match the variable with a specific value. Selected Tree Nodes Select to match the variable using any value within a tree node. When you select this option, the fields in the Tree Information group box become available. TableSet,Tree Name, and Level Name Select the tableset, tree name, and a level name on the tree if the tree has strictly enforced levels. After specifying this information, enter a node or nodes to assist in specifying the student group. Operator Define the function that the system performs against the value. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Relational Operators < Less than <= Less than or equal to > Greater than >= Greater than or equal to <> Not equal to BLK (blank) The field value is blank BTW (between) The field value is between A and B NBL (not blank) The field value is not blank Value/Node If you select Selected Detail Values in the How Specified group box, enter an explicit variable value. The system edits it against a prompt table if one exists, or the system edits it for valid dates, numbers, and string lengths. If you chose Selected Tree Nodes in the How Specified group box, specify a tree node in the Node field. A tree node is a collection of values that is aggregated under a single node. It is a quick way to specify numerous values. A tree must have the same criteria as its detail value. See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Defining Variables for Criteria and Equations, page 155 Using Equation Engine to Define Tuition Calculation Equations The Equation Engine is a powerful tool that enables you to develop a variety of formulas. In Student Financials, equations are used to identify a student's enrollment status, calculate and assign fees, and calculate tuition. This section provides an overview of global variables and discusses how to: • View delivered equations. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 161 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 • View equation information. • Use Equation Engine in Student Financials tuition calculation. • Student Financials undergraduate selection equation. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" Understanding Global Variables The following SF global variables are now available to calculate: adjustments, course fees, course list fees, and class fees. The new global variables use fields from the Tuition Calculation temporary table, which originates from the STDNT_ENRL_ or CLASS_TBL. The SF global variables are: 162 • A_amount • A_select (yes/no flag) • Acad_career (academic career) • Billing_career • Business_unit • Class_nbr • Crse_id (course id) • Enrol_actn rsn_last (enrollment action reason last) • Emplid • Institution • Session_code • Stdnt_car_nbr (Student Career Number) • STRM (Term) • Trans_date • Trans_time Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Page Used to Define Tuition Calculation Equations Page Name Definition Name Navigation Usage Equation Editor EQUATION_EDITOR Set Up SACR, Common Definitions, Equation Engine, Equation Editor View delivered equations. Viewing Delivered Equations Access the Equation Editor page (Set Up SACR, Common Definitions, Equation Engine, Equation Editor). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 163 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Equation Editor page You can view any equation listed on this page. Viewing Equation Information Access the SFTDTFTRMTRM equation on the Equation Editor page. (Set Up SACR, Common Definitions, Equation Engine, Equation Editor). 164 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Equation Editor page (1 of 4) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 165 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Equation Editor page (2 of 4) 166 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Equation Editor page (3 of 4) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 167 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Equation Editor page (4 of 4) This sample equation calculates the term fee by term, adjust by term. To determine the enrolled classes on a specific date, tuition calculation looks at the temporary table and, for each row, the equation is called and it compares the global variables from the temporary table to the student's enrollment. Refer to Understanding the Adjustment Calendar section for logic for the term fee and adjustment calculation for each student. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" Using Equation Engine in Student Financials Tuition Calculation Access the SFTDUGRDAMT equation on the Equation Editor page. 168 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Equation Editor page (SFTDUGRDAMT) This equation uses the Stdnt Fin Tuit Amount Limited application prompt ID. The equation looks at a student's career number, determines whether the student is an undergraduate, and then assigns a monetary amount. Using Student Financials Undergraduate Selection Equation Access the SFTDUGRDSEL equation on the Equation Editor page (Set Up SACR, Common Definitions, Equation Engine, Equation Editor). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 169 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Equation Editor page (SFTDUGRDSEL) This equation selects students based on their undergraduate status. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" 170 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Defining Waivers and Waiver Groups To set up waivers and waiver groups, use the Waivers component (WAIVER_PANEL) and the Waiver Groups component (WAIVER_GROUP_PANEL). Waivers provide a convenient, consistent, and easily maintainable way of waiving or reducing tuition or fees for students who meet specific criteria. Waiver groups enable you to attach one or more waivers directly to class, course, and course list fees. This section discusses how to: • Define waivers. • Define waiver groups. Pages Used to Define Waivers and Waiver Groups Page Name Definition Name Navigation Usage Waivers WAIVER_TABLE Set Up SACR, Product Define waivers. Related, Student Financials, Tuition and Fees, Waivers Waiver Groups WAIVER_GROUP_TABLE Set Up SACR, Product Define waiver groups. Related, Student Financials, Course and Class Fees, Waiver Groups Defining Waivers Access the Waivers page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Waivers). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 171 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Waivers page Criteria Select the criteria to use to determine the student's eligibility for a waiver. Adjust Until Date Define the last day that a waiver can be granted to a student who meets the criteria. Use Excess Account Select to move any excess waiver amounts to the account defined for excesses. Waive Percentage If only a percentage of a fee is to be waived, enter that percentage in this field. Item Type Group Select an item type group if you want the option of attaching the waiver to a tuition group. When a waiver is attached to a tuition group, an item type group is necessary to limit which fees are affected. If the waiver is attached to a term fee, class, course, or course list fee, the program does not consider the item type group because the waiver is attached at a more specific level. Note. The Item Type Group field is available only if Waiver Percentage or Waiver Offset is selected as the method of calculating the waiver. 172 Amount/Unit If the waiver is based on the amount of units in a student's course load, enter the per unit amount. Flat Amount You can waive a flat amount for students who meet the criteria. If you select this option, do not complete the Waive Percentage and Waiver Offset fields. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Waiver Offset Enter an amount the students potentially pay themselves. For example, you might waive all tuition fees for employees, but want them to pay at least 100 USD. Enter 100 in this field, and the system reduces the calculated waiver by 100 USD. Note. Waiver Offset cannot be used in conjunction with the Waive Percentage, Amount/Unit, or Flat Amount option. You can use Waiver Offset with the Maximum Amount option to limit the total amount of the waiver. Also, if the waiver is attached to a tuition group, the Item Type Group field must be populated. Maximum Amount Enter the maximum amount that can be waived for a student. Waive Tax Select to control whether the waiver adjusts taxes that are associated with a charge. Selecting this option does not increase the amount of the waiver, but distributes it proportionately across the charge and tax. When you select this option, the Tax Waiver Account Type and Tax Waiver Item Type fields become available. Increase Waiver for Tax Select to add the amount of the tax to the waiver. When selected, this option can cause the total waiver to exceed the maximum amount limits. Tax Waiver Account Type Enter an account type for the waived tax. The default value is the same as for the waiver account type, but you can override it. Tax Waiver Item Type Enter an item type for the waived tax. The default value is the same as for the waiver item type, but you can override it. Defining Waiver Groups Access the Waiver Groups page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Waiver Groups). Waiver Groups page Waiver Code Add a waiver to the waiver group. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 173 Setting Up Tuition Controls, Criteria, Equations, and Waivers Chapter 5 Creating Course Lists To set up course lists, use the Course Lists component (CRSE_LIST_PANEL). Course lists represent a group of linked courses. You can assign a course fee to a course list rather than attaching the fee to specific courses. Course lists can also be used with third-party contracts to control what courses are covered by the sponsor contract. Page Used to Create Course Lists Page Name Definition Name Navigation Usage Course Lists CRSE_LIST_SF Set Up SACR, Product Define course lists. Related, Student Financials, Course and Class Fees, Course Lists Defining Course Lists Access the Course Lists page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Course Lists). 174 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 5 Setting Up Tuition Controls, Criteria, Equations, and Waivers Course Lists page Note. The effective date of the course list cannot precede the effective date of the course catalog from which you select courses. Sequence Number Enter a sequence number for the class. Sequence numbers are important for writing course information to the table and cannot be duplicated. The sequence number does not affect the payment order. WildCard Indicator Select if you are creating a list of courses with like characteristics. When you select this option, the Institution, Acad Group, and Subject fields replace the Course ID field. Institution Select the appropriate institution. This field is available only if the WildCard Indicator check box is selected. Academic Group Select the academic group in which the courses reside. This field is available only if the WildCard Indicator check box is selected. Subject Select the subject area for the courses. This field is available only if the WildCard Indicator check box is selected. Course ID To create a course list using one or more specific courses, enter a course ID. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 175 Chapter 6 Setting Up Fees and Tuition Groups You charge fees to students for everything from application to graduation. You define each of those fees and establish rules for how they will be applied and to whom. Tuition groups enable you to assess fees to large groups of students who share attributes. This chapter discusses how to: • Set up fee classes. • Define minimum and maximum fees. • Set up application fees. • Set up deposit fees and deposit due dates. • Set up term fee codes. • Set up course fees and class fees. • Define optional fees. • Set up transaction fees. • Set up course list fees. • Set up tuition groups. Setting Up Fee Classes To set up fee classes, use the Fee Classes component (FEE_CLASS). You use fee classes for reporting purposes and grouping fees. For example, you might have a variety of item types that you want to organize under the fee class of Mandatory Tuition and Fees. That way, you can produce a report that shows all mandatory fee item types. Fee class codes are required for term fee setup. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 177 Setting Up Fees and Tuition Groups Chapter 6 Page Used to Set Up Fee Classes Page Name Definition Name Navigation Usage Fee Classes FEE_CLASS_TBL Set Up SACR, Product Set up fee classes. Related, Student Financials, Tuition and Fees, Fee Classes Defining Minimum and Maximum Fees To set up minimum and maximum fees, use the Minimum / Maximum Fees component (MIN_MAX_FEE_PANEL). This section provides an overview of minimum and maximum fees and discusses how to: • Define minimum and maximum fees for billing careers and academic years. • Define minimum and maximum fees for terms and sessions. • Define minimum and maximum fees for admit terms. Understanding Minimum and Maximum Fees You can define a minimum and maximum range for all of your fees and charges. You can set fee ranges for sessions, terms, academic years, and billing careers so that they build off one another. Be sure to define enough minimum/maximum fee codes to meet all your needs. For example, a minimum/maximum fee code for application fees might require a career limit of 100 USD while a code for term fees might require a career limit of 60,000 USD. Pages Used to Define Minimum and Maximum Fees 178 Page Name Definition Name Navigation Usage Minimum/Maximum Fees 1 MIN_MAX_FEE Set Up SACR, Product Define minimum and Related, Student Financials, maximum fees for billing Tuition and Fees, Minimum careers and academic years. / Maximum Fees, Minimum/Maximum Fees 1 Minimum/Maximum Fees 2 MIN_MAX_FEE_2 Set Up SACR, Product Define minimum and Related, Student Financials, maximum fees for terms Tuition and Fees, Minimum and sessions. / Maximum Fees, Minimum / Maximum Fees 2 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Page Name Definition Name Navigation Usage Minimum/Maximum Fees 3 MAX_FEE_ADM_TERM Set Up SACR, Product Define minimum and Related, Student Financials, maximum fees for admit Tuition and Fees, Minimum terms. / Maximum Fees, Minimum / Maximum Fees 3 Defining Minimum and Maximum Fees for Billing Careers and Academic Years Access the Minimum/Maximum Fees 1 page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Minimum / Maximum Fees, Minimum/Maximum Fees 1). Minimum/Maximum Fees 1 page Billing Career Minimum/Maximum The system, by default, sets the student's billing career to the academic career in the student's career term record. The tuition calculation process uses the student's billing career to calculate the student's tuition. If the student is active in more than one academic career in the same term, you might want to consolidate tuition calculation and billing under a single academic career. If so, then point the billing career for all of the student's career term records to the same academic career. For example, a student might be enrolled in a term as both a graduate student and an undergraduate student. If you wanted to consolidate tuition calculation to just the undergraduate career, you would select undergraduate as the billing career for both the student's undergraduate term record and graduate term record. If you decide to use a single billing career for all of a student's academic careers within a term, note that to perform a term or session withdrawal, the student must be enrolled in at least one class within the academic career that you select as the student's billing career. Otherwise, the term withdrawal and session withdrawal processes halt processing and instruct you to change the student's billing career to an academic career in which the student has enrollments for the term. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 179 Setting Up Fees and Tuition Groups Chapter 6 Institution Enter the institution that includes the career that you are defining. Minimum Amountand Maximum Amount Enter the minimum and the maximum amount to charge for the billing career. Maximum Tuition Residency Enter the maximum tuition residency for this career. This number represents the level of tuition residency, not the monetary amount that is charged. Academic Year Minimum/Maximum Enter an academic year and specify its minimum and maximum fees. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Tuition Residency Minimums and Maximums, page 202 Defining Minimum and Maximum Fees for Terms and Sessions Access the Minimum/Maximum Fees 2 page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Minimum / Maximum Fees, Minimum/Maximum Fees 2). Minimum/Maximum Fees 2 page Term Minimum/Maximum Enter an academic term and its minimum and maximum fees. Session Minimum/Maximum Enter an academic session and its minimum and maximum fees. 180 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Defining Minimum and Maximum Fees for Admit Terms Access the Minimum/Maximum Fees 3 page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Minimum / Maximum Fees, Minimum/Maximum Fees 3). Minimum/Maximum Fees 3 page Enter an admit term and its maximum amount. Setting Up Application Fees To set up application fees, use the Application Fees component (APPLICATION_FEES). This section provides an overview of application fees and discusses how to: • Define application fees. • Define application fee item types. • Define application sub fees. Understanding Application Fees You must define the rules that your institution uses to assess application fees. Each application fee code that you define represents one or more individual fee charges (sub fees). A one-to-one relationship exists between an application fee and an application center. You can define only one application fee for an application center. However, an application fee can have multiple sub fees. For example, you could charge different sub fees based on a student's admit type. Then, each admit type (for example, new students, transfer students, or readmitted students) would have its own application sub fee. Each application fee code requires the definition of one or more sub fees that make up the charge. You can set up sub fees so that they are cumulative or mutually exclusive. You can also define a combination of cumulative and mutually exclusive fees. For example, you can define an application fee code with two sub fees: one sub fee charges students a fee of 50 USD to apply over the web and another sub fee charges students a fee of 75 USD to apply through the mail. While students can apply using both methods, it is unlikely that they would do so. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 181 Setting Up Fees and Tuition Groups Chapter 6 See Also PeopleSoft Enterprise Recruiting and Admissions 9.0 PeopleBook, "Building Your Recruiting Structure," Setting Up Application Processing Centers Pages Used to Set Up Application Fees Page Name Definition Name Navigation Usage Application Fees APP_FEE_TABLE Set Up SACR, Product Define application fees. Related, Student Financials, Admission Fees, Application Fees Application Fee Item Types APP_FEE_TBL_S1 Click the Application Fee Item Types link on the Application Fees page. Application Sub Fees APP_SUBFEE_TABLE Set Up SACR, Product Define application sub fees. Related, Student Financials, Admission Fees, Application Fees, Application Sub Fees Define application fee item types. Defining Application Fees Access the Application Fees page (Set Up SACR, Product Related, Student Financials, Admission Fees, Application Fees, Application Sub-Fees). Application Fees page 182 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Fee Class Select a fee class. Fee Class is a descriptive field that is used for reporting purposes only. Copy Application Fee Click to copy an application fee and its sub fees from one term to the next. Effective Term Select a term for the application fee. You must define an application fee for each term. Maximum Amount Enter the maximum fee amount, including all sub fees, for a single application. Minimum/Maximum Fee Code Select an optional minimum/maximum fee code. Post to SF from App (post to Student Financials from application) Select to post the application fee to Student Financials as it is created. Do not post the application fee to the student's account when the payment is recorded. Update App from SF (update application from Student Financials) Select this option to automatically update the student's application status from Student Financials. When you select this option, the Update Application Fee Status from and to fields appear. When you select this option, the Application Fee Item Types link appears. Click it to open the Application Fee Item Types page. The first time that you select the check box, the page opens automatically. Update Application Fee Select the status that you want the system to change from and to. The options for both fields are Pending, Received, and Waived. Status from and to Note. If the student's original status is different than the option you select, the system does not change it. Consult with your admissions staff to determine the correct settings. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Minimum and Maximum Fees, page 178 Defining Application Fee Item Types Access the Application Fee Item Types page (click the Application Fee Item Types link on the Application Fees page). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 183 Setting Up Fees and Tuition Groups Chapter 6 Application Fee Item Types page Account To Post Enter the account type that you created for application fees. Charge Item Type Enter the charge item type that you created for application fees. If you want to bill the student and post only the charge and not the payment, leave the Paid Item Type and Waive Item Type fields blank. Paid Item Type Enter the payment item type that you created for application fees. Waiver Item Type Enter the waiver item type that you created for waiving application fees. Due Date Code Select a code that determines when the application fee is due. Note. The billing and due calendar must be set up with a pivot date of application date for a due date code to be available. Track Payment Method Select to track the tender that is used to pay this fee for reconciliation purposes. This option is designed for real-time application processing where students walk in with their applications and have them processed at that time. When this option is selected, the Tender Category and Item Type fields become available. Tender Categoryand Item Type 184 Attach a tender category and item type. If you elect to track the payment method, you must attach the tender category and item type for each type of tender that you want to accept. If you do not include a specific tender category, it cannot be accepted in payment for application fees under this application fee code. Using multiple tender categories also enables students to pay their application fees with a combination of tenders. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Defining Application Sub Fees Access the Application Sub Fees page (Set Up SACR, Product Related, Student Financials, Admission Fees, Application Fees, Application Sub Fees). Application Sub Fees page Sub Fee Code Enter a code for the sub fee. Calculation Option Select a calculation option. Values are: All Matching Rows: Select to sum multiple sub fees that match the student's characteristics. For example, if you defined a sub fee of 60 USD for undergraduate students that submitted applications using the web and a sub fee of 40 USD for international undergraduate student applications, the system would charge 100 USD to students who meet both of these conditions. Most Descriptive Row: Select to charge students the sub fee that most closely matches the application that they submitted. For example, if you charge a sub fee of 55 USD for undergraduate applications that were submitted by a service, and a 60 USD sub fee for undergraduate applications that were submitted using the internet, an undergraduate student that submitted an application using the internet would be charged 60 USD. The most descriptive row option works best for sub fees, such as the one in this example, that are mutually exclusive, as in this example. The system charges the first application sub fee that it recognizes. No way is available to prioritize which fee is charged. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 185 Setting Up Fees and Tuition Groups Maximum Amount Chapter 6 Enter the maximum amount for this sub fee. Note. The maximum amount of the sub fee cannot exceed the maximum amount of the application fee. Sub Fees Use the check boxes on this page to select the criteria for the system to use when calculating the sub fee. When you select a check box, a corresponding field becomes available in the lower part of the page. Use this field to select a specific value for the calculation criterion. The fewer criteria that you select, the more broadly the system applies the fee. Setting Up Deposit Fees and Deposit Due Dates To set up deposit fees and deposit due dates, use the Deposit Fees component (DEPOSIT_FEES). Some institutions require a deposit fee from accepted applicants to reserve space in an academic program. This section discusses how to: • Define deposit fees. • Define deposit fee due dates. • Define status changes resulting from deposits. Pages Used to Set Up Deposit Fees and Deposit Due Dates 186 Page Name Definition Name Navigation Usage Deposit Fees DEP_FEE_TABLE Set Up SACR, Product Define deposit fees. Related, Student Financials, Admission Fees, Deposit Fees Deposit Due Dates DEP_DUE_DT_TABLE Set Up SACR, Product Define deposit fee due Related, Student Financials, dates. Admission Fees, Deposit Fees, Deposit Due Dates Status Update DEP_DUE_DT_SP Click the Status Update link on the Deposit Due Dates page. Define status changes resulting from deposits. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Defining Deposit Fees Access the Deposit Fees page (Set Up SACR, Product Related, Student Financials, Admission Fees, Deposit Fees, Deposit Due Dates). Deposit Fees page Delete Deposit Fee Click to delete the deposit fee code. Copy Deposit Fee Click to copy the deposit fee to a new term. Multiple Deposits Specify how to calculate deposits for students who are enrolled in more than one program. All Programs Deposit: Select to charge students a deposit fee for each program into which they are admitted. First Program In: Select to calculate a deposit fee for the First Program per application number. If one application exists, and the student is admitted to multiple programs on that application, one deposit is calculated (as long as the admit rows are processed sequentially) for the first program to which the student is admitted. If more than one application exists, and the student is admitted to multiple programs on those applications, then a deposit is calculated for the first program admitted on each application. Admit Term Enter the admit term to which the deposit fee applies. Specifying Deposit Fees by Institution, Career, and Program Select the institution, academic career, and academic program to which the deposit fee applies along with the deposit amount. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 187 Setting Up Fees and Tuition Groups No Deposit Required Chapter 6 Select to exclude the deposit fee all together. For example, if your institution recruits undergraduate Fine Arts students and admits them without requiring any deposit, define a row and select the option. If you specify a deposit amount of zero, a zero charge appears on the student's account. If you select this check box, no charge appears at all. Defining Deposit Fee Due Dates Access the Deposit Due Dates page (Set Up SACR, Product Related, Student Financials, Admission Fees, Deposit Fees, Deposit Due Dates). Deposit Due Dates page 188 Pivot Date Select either Admit Date or Application Date as the pivot date that determines the starting point for calculating the deposit fee due date. From DateandTo Date Enter the range of admission dates to which the deposit fee due date applies. Use Select either Due Days or Due Date for calculating the due date. The corresponding field becomes available. Due Days Enter the number of days after the pivot date that a deposit fee is due. Due Date Enter the specific deposit fee due date. Due %(due percentage) Enter the percentage of the deposit that is due. You must define enough rows to total 100 percent. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Update Application from SF (update application from Student Financials) Select to automatically update the student's academic program status when you post the deposit fee. Status Update If you select the Update Application from SF option, you must specify how students' program statuses are updated. Click this link to access the Status Update page. Defining Status Changes Resulting from Deposits Access the Status Update page (click the Status Update link on the Deposit Due Dates page). Status Update page Previous Status Enter the academic program status of the students prior to posting a deposit fee. New Status Enter the academic program status that the system assigns to students when it posts their deposit fees. Program Action Enter the program action that initiates the status change. Action Reason Enter the reason for the program action that you select. Create Student Select to automatically matriculate students into an academic program upon receipt of the deposit. Bill for Deposit Select to generate a bill for any remaining deposit balance. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 189 Setting Up Fees and Tuition Groups Chapter 6 Setting Up Term Fee Codes To set up term fee codes, use the Term Fees component (TERM_FEE_PANEL) and the Copy Term Fees component (RUN_SFCPTMFE). This section provides an overview of term fee codes and discusses how to: • Define term fee codes. • Define term and session fees. • Define term sub fee codes. • Define term sub fees. • Define tuition residency minimums and maximums. • Copy term fees to subsequent terms. Understanding Term Fee Codes Term fee codes are the most generalized method of establishing rates for tuition and fees. Each term fee code comprises one or more term fee definitions. Each term fee definition comprises one or more term sub fee codes. And each term sub fee code comprises one or more term sub fees. This multilevel structure provides flexibility and convenience. By using different fee triggers and calculation methods at the lower levels, one term fee code can control how tuition is calculated for a wide range of unique student situations. Another term fee code can do the same for room and board combinations. Take the time to learn how term fee codes work and how you can use them to solve your most complex tuition calculation needs. Term Sub Fee Codes You can define one or more sub fee codes for a given term fee. Sub fee codes provide flexibility in how you show charges on an account, how you calculate charges, and how you print charges on a bill. For example, if your institution prefers to show just the bottom line charge for tuition and fees rather than the detail of these fees, you can use sub fees to define all the fees that compose a tuition and fees charge, and one charge appears on an account. If your institution prefers to show the detail of each charge that composes tuition and fees, you can create individual term fees for each of these charges and break down tuition and fees into detail on an account. Term Fee Copying After you define your term fees for one term, you can copy those same fees forward to subsequent terms. This enables you to set term fees at the start of each term; you do not have to redefine your term fee schedule with each new term, which reduces data entry time. 190 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Pages Used to Set Up Term Fee Codes Page Name Definition Name Navigation Usage Term Fee Codes TERM_FEE_CD_TABLE Set Up SACR, Product Define term fee codes. Related, Student Financials, Tuition and Fees, Term Fees, Term Fee Codes Term Fees TERM_FEE_TABLE Set Up SACR, Product Define term and session Related, Student Financials, fees. Tuition and Fees, Term Fees Term Sub Fee Codes TERM_SF_CODE_TABLE Set Up SACR, Product Define term sub fee codes. Related, Student Financials, Tuition and Fees, Term Fees, Term Sub Fee Codes Term Sub Fees TERM_SUBFEE_TABLE Set Up SACR, Product Define term sub fees. Related, Student Financials, Tuition and Fees, Term Fees, Term Sub Fees Term Fee Residency TERM_FEE_RES_TABLE Set Up SACR, Product Define tuition residency Related, Student Financials, minimum and maximum Tuition and Fees, Term amounts. Fees, Term Fee Residency Copy Term Fees RUNCTL_SFCPTMFE Set Up SACR, Product Copy term fees to Related, Student Financials, subsequent terms. Tuition and Fees, Copy Term Fees Defining Term Fee Codes Access the Term Fee Codes page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term Fees, Term Fee Codes). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 191 Setting Up Fees and Tuition Groups Chapter 6 Term Fee Codes page Delete Term Fee Click to delete the term fee. Note. You cannot delete a term fee that is in use by an active tuition group. Charge By Specify how the fee code calculates fees. Values are: Class: Select to reflect charges for the particular term fee that is relative to each class in the student's account information. The system automatically makes available the information that is necessary to use course lists with third-party contracts. Session: Select to sum charges for all classes that are taken within a particular session in the student's account information. If you select this option and want to use course lists with third-party contracts, you must also enable Track Class Pricing (on the Term Fees page). Term: Select to sum charges for all classes that are taken with a particular term in the student's account information. If you select this option and want to use course lists with third-party contracts, you must also enable Track Class Pricing (on the Term Fees page). Use Select the basis for calculating the fee. Values are: Anti Units (anticipated units): Select to calculate fees based on the number of units in which students typically enroll within a certain academic program. For example, if Fine Arts freshmen are expected to enroll in 15 units, the system calculates the fee on that basis for all freshmen. Bill Units: Select to charge fees based on the actual number of units in which the student is enrolled versus anticipated units. Use Anticipated Units if Select to calculate fees based on anticipated units even if actual enrollment information is available. If you do not select this check box and you are enrollment exists calculating fees using anticipated units, the system uses actual enrollment information when it is available. 192 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Fee Class Select a fee class to use for reporting purposes. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Course List Fees, page 224 Chapter 18, "Administering Payment Plans," Administering Third-Party Contracts, page 479 Defining Term and Session Fees Access the Term Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term Fees). Term Fees page Copy Term Fee Click to copy the term fee to a new term. Term Select the term to which the term fee applies. Session If you defined the term fee code to charge by session on the Term Fee Codes page, select the session to which the term fee applies. Account Type and Item Type Select an account type and item type for the term fee. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 193 Setting Up Fees and Tuition Groups Anticipated Item Type Chapter 6 If the system calculates the term fee code using anticipated units, this field is required. Select a different item type from the one you selected in the Item Type field to distinguish between charges that are based on anticipated enrollment and charges that are based on actual enrollment. Note. If you set up multiple terms, ensure that you specify an anticipated item type for each term. Fee Trigger To select an optional fee trigger that limits the application of the term fee to specific students, click either the Use Criteria option or the Use Equation option, and then select the predefined criteria or equation from the lookup. See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine." Adjustment Code Enter the adjustment code (calendar) that governs this fee. This code determines the refund amount for students who drop classes. Note. This adjustment code is used only for class drops. The adjustment code for withdrawal is attached to the tuition group. 194 Due Date Code Select a due date code (calendar) to define when the fee is due and payable. Minimum/Maximum Fee Code Enter an optional minimum/maximum fee code to assign predefined limits to the term fee. Minimum Amount Enter a minimum charge amount that is unique to this term fee. Maximum Amount Enter a maximum charge amount that is unique to this term fee. Anticipated Stop Date This field becomes available when the system calculates fees using anticipated units. Enter a date after which the system no longer uses anticipated units. At this point, the system calculates the term fee using actual enrollment (billing) units. If the student has not enrolled in classes by the date specified, the system calculates fees using zero units. If so defined, minimum charges could still apply. Charge for Wait Listed Class Select to charge the term fee for students who are on a waiting list for a class. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Track Class Pricing Select to track revenue on a class-specific basis, thereby allocating revenue to specific departments. For example, a student pays a term fee of 2,000.00 USD and is enrolled in four classes of equal units: Physics 150, Calculus 31, Art 111, and Philosophy 101. Breaking down the fee by class yields revenue of 500.00 USD per class. Using revenue tracking by class, you can allocate the revenue from Physics 150 to the Physics Department, the revenue from Calculus 31 to the Math Department, the revenue from Art 111 to the Art Department, and the revenue from Philosophy 101 to the College of Liberal Arts. Note. To accurately track revenue by class, you must set up your item types and classes appropriately in addition to selecting this check box. See PeopleSoft Enterprise Student Records 9.0 PeopleBook, "Managing the Schedule of Classes." Select this option so that students are not charged twice for the same class if they Exclude Classes w/HECS Status(exclude are under multiple loan programs. classes with Higher Education Contribution Scheme status)(AUS) See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Establishing Criteria for Tuition Groups and Fee Triggers, page 158 Chapter 6, "Setting Up Fees and Tuition Groups," Defining Minimum and Maximum Fees, page 178 Defining Term Sub Fee Codes Access the Term Sub Fee Codes page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term Fees, Term Sub Fee Codes). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 195 Setting Up Fees and Tuition Groups Chapter 6 Term Sub Fee Codes page Track Sub Fees Select to break down charges by the individual sub fees within the sub fee code . When the check box is cleared, the system sums all sub fee charges. Sub Fee Code Enter the sub fee code that you are defining. Calculation Option 1 and Calculation Option 2 To charge students the maximum fees, set the Calculation Option 1 field to All Matching Rows and the Calculation Option 2 field to Against All Enrollment Units. To charge students the minimum fees, set the Calculation Option 1 field to Most Descriptive Row and the Calculation Option 2 field to Against Meet Criteria Units. Warning! Values for these fields are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Calculation Option 1 This option determines who is charged a term sub fee. Values are: All Matching Rows: The system assesses the term sub fee against all criteria that match the check box selections that you select at the bottom of the page: Career Specific,Group Specific,Subject Specific,Campus Specific, Location Specific, and Instruction Specific. This is the default value. Most Descriptive Row: The system charges the term sub fee for criteria that most closely match the check box options that you select at the bottom of this page. If you selected the Most Descriptive Row value for Calculation Option 1, select the appropriate specific option: Career Specific,Group Specific,Subject Specific, Campus Specific,Location Specific, or Instruction Mode Specific. 196 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Calculation Option 2 Determines how the system calculates the term sub fee. Values are: Against All Enrollment Units: The system charges the students (identified in the Calculation Option 1 field) the term sub fee against all the units in their class load. This is the default value. Against Meet Criteria Units: The system charges the students the term sub fee against only the courses they are taking that match the criteria that was selected in Calculation Option 1. Minimum Amount Set an optional minimum amount for the term sub fee. Maximum Amount Set an optional maximum amount for the term sub fee. Matching Criteria If you select Most Descriptive Row for Calc Option 1, or Against Meet Criteria Units in Calc Option 2, or both, you must define the specific criteria that the courses must match. The following check boxes enable you to control the application of term sub fees by specifying class characteristics. For example, you might have a class for which you charge 350.00 USD per unit if it is taught in a classroom by a professor, and 275.00 USD per unit if the class is an independent study using videotaped lectures. By selecting the Instruction Mode Specific check box, you can define two term sub fees under a single sub fee code. For students taking the class with a professor, the system charges 350.00 USD per unit. For students taking the class as an independent study, the system charges 275.00 USD. Career Specific Select to match classes by academic career. Group Specific Select to match classes by academic group. Subject Specific Select to match classes by academic subject area. Campus Specific Select to match classes by campus. Location Specific Select to match classes by class location specification. Instruction Mode Specific Select to match classes by instruction mode. Program Specific If Program Specific is selected, the Term Sub Fees page allows the user to select the academic program that this fee is intended for. (AUS) Cohort Year Specific Select to specify the cohort year on the Term Sub Fees page. Note. The Cohort Year field is available on this page only if the institution has selected the Australia functionality in their academic structure. The value in the Institution field is used to determine whether the Australia functionality was selected in the academic structure (not the setID). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 197 Setting Up Fees and Tuition Groups Chapter 6 Defining Term Sub Fees Access the Term Sub Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term Fees, Term Sub Fees). Term Sub Fees page Audit Rate Specified and Audit Calculated Separately Two options determine how the system assesses charges for audited classes: Audit Rate Specified and Audit Calculated Separately. Audit Rate Specified Select to use a special rate for audited classes. If you select this option, the tuition calculation process uses the audit rate that you have defined. If the check box is cleared, the system applies regular rates to audited classes. When you select this check box, the Amount/Unit (Audit) and Flat Amount (Audit) fields become available. Audit Calculated Separately 198 Select to calculate audited classes separately from graded classes. If you select this check box, the system charges students only the audit rate for the class. If you clear this check box, and you select the Audit Rate Specified check box, the system charges students the audit rate in addition to the regular term fee. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Term Sub Fee Calculation Specifications Use the following fields to more narrowly target the application of the fee. The fewer fields that you define, the more broadly the system applies the fee. These fields are available only if the corresponding options are selected on the Term Sub Fee Codes page. Institution Select the institution that uses the term sub fee. Career If you selected the Career Specific check box on the Term Sub Fee Codes page, select an academic career. Academic Group If you selected the Group Specific check box on the Term Sub Fee Codes page, select an academic group. Subject If you selected the Subject Specific check box on the Term Sub Fee Codes page, select an academic subject area. Campus If you selected the Campus Specific check box on the Term Sub Fee Codes page, select a campus. Location If you selected the Location Specific check box on the Term Sub Fee Codes page, select a location. Mode If you selected the Instruction Mode Specific check box on the Term Sub Fee Codes page, select a mode. Academic Program If you selected the Program Specific check box on the Term Sub Fee Codes page, select an academic program. This is the academic program on the student's enrollment and not the student's primary academic program. (AUS) Cohort Year If the Cohort Year Specific check box was selected on the Term Sub Fee Codes page, then you can specify the cohort year here. Note. This field is available on this page only if the institution has selected the Australia functionality in their academic structure. The value in the Institution field is used to determine whether the Australia functionality was selected in the academic structure (not the setID). Fee Specifications Using the following fields, you can control exactly how much to charge for the term sub fee. Fees can be based on academic units, a flat fee, a per-unit surcharge, a flat fee surcharge, or a combination of all four. The amounts that you enter are not independent of each other. Rather, they are summed. For example, if you establish an amount per unit of 250 USD and a flat amount of 300 USD, the system charges a student taking 15 units 4,050 USD (3,750 + 300 USD). If you specify an audit rate, the system also adds fees for audited to the total. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 199 Setting Up Fees and Tuition Groups Unit From and To Chapter 6 Use the Unit From and To fields to define the range of units that are eligible for the term sub fee. The system does not charge the term sub fee for the number of units less than the number in the Units From field and greater than the number in the To field. Make sure that you set the range to cover all possibilities. Note. If the unit from value is set to zero, the system can calculate fees for students who are active in a term but not enrolled for classes. To prevent an incorrect calculation, set the unit from amount no lower than 0.10. Fee Amt Equation (fee amount equation) Enter an optional equation that you have defined to calculate fees. Equations are an alternative method of calculating fees. If your fee structure is very complex, equations might be more efficient, because they can reduce term fee maintenance. Amount/Unit Enter the amount to charge per unit. Flat Amount Enter a flat amount to charge, regardless of the units taken. Amount/Unit(Audit) Enter the amount to charge per unit for audited classes. Flat Amount(Audit) Enter a flat amount to charge for audited classes, regardless of units taken. Surcharge Effective Unit To include a surcharge when students enroll for more than a specified number of academic units, enter the threshold number in this field. For example, to apply a surcharge to students who are enrolled in more than 15 units, enter 15. Enter a per unit surcharge for overload units. Amount/Unit (Surcharge) (amount per unit surcharge) Flat Amount (Surcharge) Enter a flat amount charge for overload units. Setting Up a Multitiered Tuition Term Sub Fee Setting up a multitiered tuition fee schedule is easy using additional term sub fee definitions. In the following example, three term sub fees are defined to charge tuition for three different ranges of academic units: 200 • Students who take up to 12 units are charged a flat amount of 1,200 USD, plus 250 USD per unit (12 units = 4,200 USD). • Students who take up to 15 units are charged a flat amount of 1,200 USD, plus 250 USD for the first 12 units, plus 225 USD per unit for the additional units (15 units = 4,875 USD). • Students who take over 15 units are charged a flat amount of 1,200 USD plus 250 USD per unit for the first 12 units, plus 225 USD per unit for the next 3 units, plus 200 USD for each unit over 15. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Term Sub Fees page (1 of 2) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 201 Setting Up Fees and Tuition Groups Chapter 6 Term Sub Fees page (2 of 2) Defining Tuition Residency Minimums and Maximums Access the Term Fee Residency page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term Fees, Term Fee Residency). Term Fee Residency page 202 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Minimum Amount and Maximum Amount Enter the minimum and maximum amounts that a student pays to reach each level of tuition residency. Tuition Residency If your institution has programs in which students do not have to pay for more than a specified number of terms at full-time equivalency rates, you can use tuition residency to automatically cap the fees. For example, you might offer a professional education program that can be completed with seven terms of full-time work. To attract students, you advertise a seven-term course of study for a specified amount of money. Enrolling students are placed in cohort groups, attend a structured series of classes, and pay a flat amount per term. Over the course of seven terms, some students inevitably will have scheduling conflicts with one or more classes and they will have to take them out of sequence. To accommodate these students, you allow them to take the classes the next time that they are offered at no additional charge. By using tuition residency functionality, you can automatically ensure that the students pay the full tuition and that the system does not accidentally charge them for the delayed classes. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Minimum and Maximum Fees, page 178 Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Tuition Groups, page 227 Copying Term Fees to Subsequent Terms Access the Copy Term Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Copy Term Fees). Copy Term Fees page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 203 Setting Up Fees and Tuition Groups Copy Options Chapter 6 Select the copy options that you want to use: Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Copy All Term Fees: Copies all the term fees in the source term to the target term. Copy One Term Fee: Enables you to copy a specific fee from one term to another or to rename a term fee definition within the same term. When you select this option, the From Fee Code and To Fee Code fields become available for use. SetID Select the setID to which the term fees are linked. From Fee Code Select the source fee code from the required From Fee Code field. To Fee Code Enter the name of the fee code in the To Fee Code field. To copy the fee code to a new term, you can use the same name. To rename the fee code definition, enter the new name. From Term andTo Term Select the source term in the From Term field. Select the target term in the To Term field. From Session andTo Session Use the From Session field to identify any session that is held in the source term whose fee schedule you are copying. Use the To Session field to identify any session target term for which you want to use the copied fee schedule. Warning! Values for these fields are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Setting Up Course Fees and Class Fees To set up course fees and class fees, use the Rate Tables for Course Fees component (CRSE_RATE_PANEL), the Course Fees component (CRSE_FEE_PANEL), the Course Fees Modal component (CRSE_FEE_MODAL), the Class Fees component (CLASS_FEE_PANEL), and the Class / Course Fees Rollover component (RUNCTL_FEE_RLVR). This section provides an overview of course and class fees, and discusses how to: 204 • Set up rate tables for course fees. • Define course fees. • Define course sub fees. • Define modal course fees. • Define modal course sub fees. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups • Define class fees. • Define class sub fees. • Define modal class fees. • Define modal class sub fees. • Roll over course and class fees to future terms. Understanding Course Fees and Class Fees After term fees, course fees and class fees are the most generalized method of establishing rates for fees. Rate Tables for Course Fees Use course rate IDs to add student characteristics to a course fee. Using a course rate ID with a course fee enables you to charge students with different characteristics at different rates. For example, you could charge an undergraduate chemistry student one fee for a lab, and an undergraduate humanities student a different fee for the same lab. Note. Course rate IDs are not a replacement for course fees. Rather, they work in conjunction with a course fee definition. Course Fees Course fees provide additional flexibility in assessing fees. For example, you can define extra fees for courses with labs or studio sections. You could also override the term fees calculation rules for a particular course and charge a different fee altogether. Note. If only one instance of the course exists, the course fee acts as the class fee. However, if a difference exists between a course fee and a class fee, the class fee overrides the course fee. Class Fees A class is a particular instance of a course. Courses are identified at the catalog level, and classes are identified through the class schedule. If the course fee is different from the fee charged for a class offered in that course, the class fee overrides the course fee. Modal Course Fees and Class Fees The Course Fees Modal component enables student records personnel to define course fees when accessing the Course Catalog component within PeopleSoft Student Records. The Class Fees Modal component enables student records personnel to define class fees when accessing the Schedule New Course or Schedule of Classes components within PeopleSoft Student Records. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 205 Setting Up Fees and Tuition Groups Chapter 6 See Also PeopleSoft Enterprise Student Records 9.0 PeopleBook, "Setting Up the Course Catalog," Creating Course Offerings PeopleSoft Enterprise Student Records 9.0 PeopleBook, "Managing the Schedule of Classes" Pages Used to Set Up Course Fees and Class Fees 206 Page Name Definition Name Navigation Usage Rate Tables for Course Fees CRSE_RATE_TABLE Set Up SACR, Product Set up rate tables for course Related, Student Financials, fees. Course and Class Fees, Rate Tables for Course Fees Course Fees CRSE_FEE_TABLE Set Up SACR, Product Define course fees. Related, Student Financials, Course and Class Fees, Course Fees Course Sub Fees CRSE_SUBFEE_TABLE Set Up SACR, Product Define course sub fees. Related, Student Financials, Course and Class Fees, Course Sub Fees Course Fees Modal CRSE_FEE_TBL_MDL Set Up SACR, Product Define modal course fees. Related, Student Financials, Course and Class Fees, Course Fees Modal Course Sub Fees Modal CRSE_SUBFEE_TBL_MD Set Up SACR, Product Define modal course sub Related, Student Financials, fees. Course and Class Fees, Course Sub Fees Modal Class Fees CLASS_FEE_TABLE Set Up SACR, Product Define class fees. Related, Student Financials, Course and Class Fees, Class Fees Class Sub Fees CLASS_SUBFEE_TABLE Set Up SACR, Product Define class sub fees. Related, Student Financials, Course and Class Fees, Class Sub Fees Class Fees Modal CLASS_FEE_TBL_MDL Set Up SACR, Product Define modal class fees. Related, Student Financials, Course and Class Fees, Class Fees Modal Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Page Name Definition Name Navigation Usage Class Sub Fees Modal CLASS_SUBFEE_MDL Set Up SACR, Product Define modal class sub fees. Related, Student Financials, Course and Class Fees, Class Sub Fees Modal Class / Course Fees Rollover RUNCTL_FEE_RLVR Set Up SACR, Product Roll over course and class Related, Student Financials, fees to future terms. Course and Class Fees, Class / Course Fees Rollover Setting Up Rate Tables for Course Fees Access the Rate Tables for Course Fees page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Rate Tables for Course Fees). Rate Tables for Course Fees page Career Specific Select to match classes by academic career. Group Specific Select this option to match classes by academic group. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 207 Setting Up Fees and Tuition Groups Chapter 6 Program Specific Select to match classes by academic program. Plan Specific Select to match classes by academic plan. (AUS) Cohort Year Specific Select to match classes by cohort year. Audit Rate Specified Select to define a unique rate for audited courses. If this check box is cleared, students auditing the course are charged the regular rate. Institution Enter the academic institution. Student Characteristics The following fields describe characteristics of the student, not the course. By inserting additional rows with different combinations of characteristics, you can charge a different rate for the same course. These fields are all optional. To have the fee apply to all students within an institution, leave all of the student characteristics fields blank. Institution Select the institution that uses the term sub fee. Career If you selected the Career Specific check box, select an academic career. Academic Group If you selected the Group Specific check box, select an academic group. Academic Program If you selected the Program Specific check box, select an academic program. This is the academic program on the student's enrollment and not the student's primary academic program. Cohort Year If the Cohort Year Specific check box was selected, then you can specify the cohort year here. Academic Plan Enter the academic plan to which you want the fee to apply. Fee Calculation Parameters Using the following fields, you can control how much the system charges for the course fee. Fees can be charged based on academic units, a flat fee, or a combination of the two. Amounts that you enter are not independent of each other. Rather, they are summed. 208 Fee Amt Equation Select an optional equation. Equations can be used for more complex selections than is possible using the student characteristics. Amount/Unit Enter the amount to charge per unit. Flat Amount Enter a flat amount to charge regardless of units taken. Amount/Unit (Audit) Enter the amount to charge per unit for audited classes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Flat Amount (Audit) Enter a flat amount to charge for audited classes regardless of units taken. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" Defining Course Fees Access the Course Fees page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Course Fees, Course Sub Fees). Course Fees page Component If more than one component of the course exists, select the component for which you want to define the fee. Otherwise, leave this field blank. Institution Enter the institution to which the course belongs. If the fee is assessed regardless of the institution, leave this field blank. Campus Enter the campus to which the course belongs. If the fee is assessed regardless of the campus, leave this field blank. Location Enter the location to which the course belongs. If the fee is assessed regardless of the location, you can leave this field blank. Copy Course Fee Select this option to copy a definition from one term to another. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 209 Setting Up Fees and Tuition Groups Chapter 6 Term/Session Term Select the term in which the fee is charged. Session If applicable, select the session in which the fee is charged. Charge Method Define the charge method. Values are: Always: If you select this value, the fee is charged in addition to term fees. For example, the lab fee would be charged in addition to the course's term fee (tuition). Not included in term tuition: If you select this value, the course fee is charged in addition to term fees. However, class units will be excluded from the term fee calculation. Charge for Wait Listed Class Select this option if the course fee is to be charged to a wait listed student. Include in Pro-rata Select this option if this course fee is included in pro rata refund calculations. Include in Other Withdrawal Select this option to include this fee in other withdrawal calculations. This selection is optional. Defining Course Sub Fees Access the Course Sub Fees page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Course Sub Fees). 210 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Course Sub Fees page Audit Rate Specified Select to define a unique rate for audited courses. If you clear this check box, students that audit the course are charged the regular rate. Account Type Select the account type to which you want to post the course fee. Item Type Select the item type to which you want the course fee posted. Fee Trigger To apply the course fee to certain students only, select either the Use Criteria option or the Use Equation option, and then select the predefined criteria or equation from the lookup. If you leave this field blank, all students who take the course are charged the fee. See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine." Course Rate ID Enter an optional course rate ID to control the application of the course fee using student characteristics. If you enter a course rate ID, the Equation,Amount/Unit, and Flat Amount fields become unavailable. Fee Calculation Parameters Using the following fields, you can control how much the system charges for the course fee. Fees can be charged based on academic units, a flat fee, or a combination of the two. Amounts that you enter are not independent of each other. Rather, they are summed. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 211 Setting Up Fees and Tuition Groups Chapter 6 Fee Amt Equation(fee amount equation) Select an optional equation. Use equations for more complex selections than are possible using the student characteristics. Amount/Unit Enter the amount to charge per unit. Flat Amount Enter a flat amount to charge regardless of units taken. Amount/Unit (Audit) Enter the amount to charge per unit for audited classes. Flat Amount (Audit) Enter a flat amount to charge for audited classes regardless of units taken. Minimum Amount Enter an optional minimum amount for the course sub fee. Maximum Amount Enter an optional maximum amount for the course sub fee. Adjustment Code Select the adjustment code (calendar) to associate with this course sub fee. Due Date Code Select the due date code (calendar) to associate with this course sub fee. Waiver Group Select an optional waiver group that can offset course sub fee charges. Exclude HECS Students Select this option so that students are not charged twice for the same class if they exclude Higher Education are under multiple loan programs. Contribution Scheme students)(AUS) See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Establishing Criteria for Tuition Groups and Fee Triggers, page 158 PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Setting Up Adjustment Calendars, page 142 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Creating Billing and Due Date Calendars, page 139 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Defining Waivers and Waiver Groups, page 171 Defining Modal Course Fees Access the Course Fee Modal page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Course Fees Modal). This page is identical to the Course Fees page. 212 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Course Fees, page 209 Defining Modal Course Sub Fees Access the Course Sub Fees Modal page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Course Sub Fees Modal). This page is identical to the Course Sub Fees page. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Course Sub Fees, page 210 Defining Class Fees Access the Class Fees page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Class Fees). Class Fees page Offer Number Enter the offer number of the class. Term Enter the term for which the class is offered. Session If the class is offered in more than one session in the term, enter the session number. Section If the class is offered in more than one section, enter a section number. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 213 Setting Up Fees and Tuition Groups Chapter 6 Component If more than one component is offered for the class, and the class charge should apply to a specific component, select the component. Charge Method Define the charge method. Values are: Always: The fee is charged in addition to term fees. For example, the lab fee would be charged in addition to the class term fee (tuition). Not included in term tuition: The class is excluded from the term fee calculation and the class fee becomes the total charge for the class. Charge for Wait Listed Class Select this option if the class fee is to be charged to a wait listed student. Charge for Course Fee Select this option if you want to charge course fees in addition to class fees. If you do not select this check box, class fee definitions override course fee definitions for the same class. Include in Pro-rata Select this option if this class fee is included in pro rata refund calculations. Include in other Withdrawal Select this option to include this fee in other withdrawal calculations. This selection is optional. Defining Class Sub Fees Access the Class Sub Fees page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Class Sub Fees). 214 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Class Sub Fees page Audit Rate Specified Select to define a unique rate for audited classes. If the check box is cleared, students auditing the class are charged the regular rate. Account Type Select the account type to which you want the class fee posted. Item Type Select the item type to which you want the class fee posted. Fee Trigger To apply the class fee to specific students, select either the Use Criteria option or the Use Equation option, and then select the predefined criteria or equation from the lookup. If you leave the field blank, the system charges the fee to all students who take the class. See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine." Course Rate ID Enter an optional course rate ID to control the application of the class fee using student characteristics. If you enter a course rate ID, the Equation,Amount/Unit, and Flat Amount fields become unavailable. Fee Calculation Parameters Using the following fields, you can control exactly how much the system charges for the class fee. Fees can be charged based on academic units, a flat fee, or a combination of the two. Amounts that you enter are not independent of each other. Rather, they are summed. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 215 Setting Up Fees and Tuition Groups Chapter 6 Fee Amt Equation Select an optional equation. You can use equations for more complex selections than are possible using the student characteristics. Amount/Unit Enter the amount that you want to charge per unit. Flat Amount Enter a flat amount that you want to charge, regardless of units taken. Amount/Unit (Audit) Enter the amount that you want to charge per unit for audited classes. Flat Amount (Audit) Enter a flat amount that you want to charge for audited classes regardless of units taken. Minimum Amount Enter an optional minimum amount for the class sub fee. Maximum Amount Enter an optional maximum amount for the class sub fee. Adjustment Code Select the adjustment code (calendar) to associate with this class sub fee. Due Date Code Select the due date code (calendar) to associate with this class sub fee. Waiver Group Select an optional waiver group that can offset class sub fee charges. Exclude HECS Students Select this option so that students are not charged twice for the same class if they are under multiple loan programs. (exclude Higher Education Contribution Scheme students)(AUS) See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Establishing Criteria for Tuition Groups and Fee Triggers, page 158 PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Setting Up Adjustment Calendars, page 142 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Creating Billing and Due Date Calendars, page 139 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Defining Waivers and Waiver Groups, page 171 Defining Modal Class Fees Access the Class Fees Modal page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Class Fees Modal). This page is identical to the Class Fees page. 216 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Class Fees, page 213 Defining Modal Class Sub Fees Access the Class Sub Fees Modal page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Class Sub Fees Modal). This page is identical to the Class Sub Fees page. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Defining Class Sub Fees, page 214 Rolling Over Course and Class Fees to Future Terms Access the Class / Course Fees Rollover page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Class / Course Fees Rollover). Class / Course Fees Rollover page From Termand To Term Enter the term from which you are copying fee information and the term to which you are copying it. Override Existing Setup If the term that you specify in the To Term field has existing fee information, the process does not overwrite it unless you select this check box. If you select this check box, the process replaces the existing fee information with the fee information from the term specified in the From Term field. Class Fees,Course Fees, Select the types of fee information that you want to roll over. and Course List Fees Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 217 Setting Up Fees and Tuition Groups Chapter 6 Note. Reversing this process is not possible after you run it. Defining Optional Fees To set up optional fees, use the Optional Fees component (OPT_FEE_TABLE). Your institution may have several fees that apply to many, but not all, students. For example, many students might need to purchase a parking sticker. By setting up a parking sticker fee as an optional fee, students can choose to purchase a parking sticker at the time of registration. Institutions can use Self Service Miscellaneous Purchases to allow students to select in self service. See Setting Up Self Service Student Financials, Setting Up Miscellaneous Fees for setup information. See PeopleSoft Enterprise Campus Self Service 9.0 PeopleBook, "Setting Up Student Financials Self Service," Setting Up Miscellaneous Fees. This section discusses how to: • Define optional fee codes. • Define optional fee values. • Link optional fees to terms. • Define optional fee amounts. Pages Used to Define Optional Fees 218 Page Name Definition Name Navigation Usage Optional Fees OPT_FEE_TABLE Set Up SACR, Product Define optional fee codes. Related, Student Financials, Optional Fees, Optional Fees Values OPT_FEE_VAL Set Up SACR, Product Define optional fee values. Related, Student Financials, Optional Fees, Optional Fees, Values Optional Fees - Term OPT_FEE_TERM Set Up SACR, Product Link optional fees to terms. Related, Student Financials, Optional Fees, Optional Fees - Terms Optional Fees per Term OPT_FEE_TERM_VAL Set Up SACR, Product Define optional fee Related, Student Financials, amounts. Optional Fees, Optional Fees per Term Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Defining Optional Fee Codes Access the Optional Fees page (Set Up SACR, Product Related, Student Financials, Optional Fees, Optional Fees). Optional Fees page Add all Careers Click to apply the optional fee to all active academic careers in the institution. If you add all careers, the Academic Career field becomes unavailable. Academic Career Enter the specific careers to which the system applies the optional fee. Defining Optional Fee Values Access the Values page (Set Up SACR, Product Related, Student Financials, Optional Fees, Optional Fees, Values). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 219 Setting Up Fees and Tuition Groups Chapter 6 Values page Valid Value Define the valid value for the optional fee. This is the value that is attached to an optional fee per term definition. Description Provide a description for the optional fee. Short Desc(short description) Provide a short description for the optional fee. Initial Value Select to make a valid value the default value. Select the Init Value (initial value) check box as the default fee to be charged. In this example, the default value NOPARK means that the system does not charge an optional parking sticker fee to a student unless PRKING is manually selected during tuition calculation. Linking Optional Fees to Terms Access the Optional Fees - Term page (Set Up SACR, Product Related, Student Financials, Optional Fees, Optional Fees - Terms). 220 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Optional Fees - Term page Term Select the term in which the fee is charged. Account Type Enter the account type for the fee. Item Type Select the item type to which the system posts the optional term fee. Due Date Code Select the due date code (billing and due calendar). Start Date Enter an optional start date to specify the first day that the optional fee can be selected. Stop Date Enter an optional stop date to specify the last day that the optional fee can be selected. The Optional Fees for a Student page functionality cannot be used to calculate or link students to an optional fee after this date. However, if changes are necessary, you can use the Optional Fees Override page. No Change Date Enter an optional no change date after which enrollment changes do not affect the amount of optional fees charged. One Fee for All Careers Select to charge students one fee regardless of the number of billing careers to which they are associated. If you clear this check box, the system charges students who are associated with more than one billing career once for each career. Defining Optional Fee Amounts Access the Optional Fees per Term page (Set Up SACR, Product Related, Student Financials, Optional Fees, Optional Fees per Term). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 221 Setting Up Fees and Tuition Groups Chapter 6 Optional Fees per Term page Academic Load Select an academic load as a criterion for the optional fee. Optional Fee Parameters Value Displays the fee code values and descriptions. Amount/Unit Enter the amount to charge per enrollment unit. Flat Amount Enter a flat amount to charge regardless of units taken. Maximum Amount Enter a maximum amount to charge any one student for this optional fee. Initial Value Select to define a valid value as the default value of the optional fee. The system automatically selects the check box next to the default value that you specified in the Values page, but you can override the selection for a particular term. Copy Optional Fee Click to copy an optional fee definition from one term to another. Note. If you have specified start, stop, and no change dates on the Optional Fee Term page, you might need to adjust the dates. Setting Up Transaction Fees To set up transaction fees, use the Transaction Fees component (TRANSACTION_FEES). 222 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Transaction fees are additional fees that are charged to students in the event of an enrollment transaction such as the addition or dropping of a class. You set up transaction fees by term with an effective date for each term. Page Used to Set Up Transaction Fees Page Name Definition Name Navigation Usage Transaction Fees TRANS_FEE_TABLE Set Up SACR, Product Define transaction fees. Related, Student Financials, Tuition and Fees, Transaction Fees Defining Transaction Fees Access the Transaction Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Transaction Fees). Transaction Fees page Copy Transaction Fee Click to copy a transaction fee definition from one term to another. You will likely need to change the effective date when you use this button so that the transaction fee definition becomes active on the appropriate day of the additional term for which you are copying the fee. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 223 Setting Up Fees and Tuition Groups Chapter 6 Term Enter the term for which you want the transaction fee to apply. Session To apply the transaction fee to more than one session within the term, specify the session. Transaction Fee Definitions Transaction Select the check box by the transaction fee that you want to define (Initial Enrollment,Add Fee,Drop Fee, Add Wait List, or Drop Wait List). Amount Enter the amount of the transaction fee. Account Type Select the account type to which you want the transaction fee to post. Item Type Select the item type that you have defined for the transaction fee. Graded Only Select to apply the transaction fee to graded classes only. If this check box is cleared, the transaction fee applies to audited and graded classes. This option is not available for initial enrollment transaction fees. Charge Withdraw Select to charge the transaction fee when a student withdraws from school. This option is available with drop fee transaction charges only. If the check box is cleared, drop fee transaction charges are not applied when a student withdraws. Minimum/Maximum Fee Code Select an optional minimum/maximum fee code to apply to these transaction fees. Due Date Code Select the due date code (billing and due calendar) that governs the transaction fee. Setting Up Course List Fees To set up course list fees, use the Course List Fees component (CLST_FEE_PANEL). Establish fees for all courses within a given course list. Page Used to Set Up Course List Fees 224 Page Name Definition Name Navigation Usage Course List Fees CLST_FEE_TABLE Set Up SACR, Product Define course list fees. Related, Student Financials, Course and Class Fees, Course List Fees Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Defining Course List Fees Access the Course List Fees page (Set Up SACR, Product Related, Student Financials, Course and Class Fees, Course List Fees). Course List Fees page Copy Course List Fee Click to copy a course list fee definition from one term to another. Term Enter the term in which the fee is charged. Session Select the session in which the fee is charged. Charge Method Select the charge method. Values are: Always: The fee is charged in addition to term fees. Not included in term tuition: The course is excluded from the term fee calculation and the course fee becomes the total cost of the class. Charge for Wait Listed Class Select to charge the course fee to a wait listed student. Audit Rate Specified Select to define a unique rate for audited courses. If you clear this check box, the system charges the regular rate to students auditing the course. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 225 Setting Up Fees and Tuition Groups Chapter 6 Include in Pro-rata Select to include the course fee in pro rata refund calculations. Include in Other Withdrawal Select to include this fee in other withdrawal calculations. This selection is optional. Course List Sub Fees Account Type Enter the account type to which you want the course list fee posted. Item Type Enter the item type to which you want the course list fee posted. Fee Trigger To apply the course list fee to specific students, select either the Use Criteria option or the Use Equation option, and then select the predefined criteria or equation from the lookup. If you leave this field blank, the system charges the fee to all students who take the courses. See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine." Course Rate ID Enter an optional course rate ID to control the application of the course list fee using student characteristics. This field is available only if the Equation field is blank and the Amount/Unit and Flat Amount fields have a value of 0.00. You define course rate IDs using the Rate Tables for Course Fees page. Fee Calculation Parameters Using the following fields, you can control exactly how much the system charges for the course fee. Fees can be charged based on academic units, a flat fee, or a combination of the two. Amounts that you enter are not independent of each other. Rather, they are summed. 226 Fee Amt Equation (fee amount equation) Enter an optional equation. Amount/Unit Enter the amount charge per unit. Flat Amount Enter a flat amount to charge regardless of units taken. Amount/Unit (Audit) Enter the amount to charge per unit for audited classes. Flat Amount (Audit) Enter a flat amount to charge for audited classes regardless of units taken. Minimum Amount Enter an optional minimum amount for the course list sub fee. Maximum Amount Enter an optional maximum amount for the course list sub fee. Adjustment Code Enter the adjustment code (calendar) to associate with this course list sub fee. Due Date Code Enter the due date code (calendar) to associate with this course list sub fee. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Waiver Group Enter an optional waiver group that can offset course list sub fee charges. Warning! If the wildcard feature was used when the course list was set up, the waiver group will apply to anyone who meets the waiver criteria and is enrolled in any of the subjects covered by the course list. Select so that students are not charged twice for the same class if they are under (AUS) Exclude HECS Students (exclude Higher multiple loan programs. Education Contribution Scheme students) See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Establishing Criteria for Tuition Groups and Fee Triggers, page 158 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Setting Up Adjustment Calendars, page 142 Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Course Fees and Class Fees, page 204 PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Working with Equation Engine" Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Defining Waivers and Waiver Groups, page 171 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Creating Billing and Due Date Calendars, page 139 Setting Up Tuition Groups To set up tuition groups, use the Tuition Groups component (SEL_GROUP_PANEL). This section provides an overview of tuition groups and discusses how to: • Define tuition groups. • Link adjustment codes to tuition groups. • Link criteria to tuition groups. • Link term fee codes to tuition groups. • Link a waiver code to a single term fee within a tuition group. • Link course lists to tuition groups. • Link waiver codes to tuition groups. • Review established tuition group priorities. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 227 Setting Up Fees and Tuition Groups Chapter 6 Understanding Tuition Groups Tuition groups enable you to combine large groups of students who are charged, generally, the same set of fees under the same rules. Within the tuition group definition, you use adjustment codes, term fee, course list, and waiver definitions to fine-tune charges and adjustments (refund rules) so that students receive the correct charges for their unique situations. Because so much flexibility is in the components that compose the tuition group, you can define relatively few tuition groups to control all tuition calculations. Students might be assigned to a tuition group as they are activated for a term or be automatically assigned to the correct group using criteria that you have defined when tuition is calculated. You can also override the system-assigned tuition group on an individual student basis. Pages Used to Set Up Tuition Groups 228 Page Name Definition Name Navigation Usage Tuition Groups - Definition SEL_GROUP_TABLE Set Up SACR, Product Define tuition groups. Related, Student Financials, Tuition and Fees, Tuition Groups, Definition Tuition Groups Adjustment Codes SEL_GROUP_ADJ_CODE Set Up SACR, Product Link adjustment codes to Related, Student Financials, tuition groups. Tuition and Fees, Tuition Groups, Adjustment Codes Tuition Groups - Criteria GROUP_CRITR_TABLE Set Up SACR, Product Link criteria to tuition Related, Student Financials, groups. Tuition and Fees, Tuition Groups, Criteria Tuition Groups - Term Fees GROUP_FEE_TABLE Set Up SACR, Product Link term fees to tuition Related, Student Financials, groups. Tuition and Fees, Tuition Groups, Term Fees Term Fee Waivers GRP_FEE_WAIVER Click the Waivers link on the Tuition Groups - Term Fees page. Tuition Groups - Course Lists GROUP_CLST_TABLE Set Up SACR, Product Link course lists to tuition Related, Student Financials, groups. Tuition and Fees, Tuition Groups, Course Lists Tuition Groups - Waivers GRP_WAIVER_TABLE Set Up SACR, Product Link waiver codes to tuition Related, Student Financials, groups. Tuition and Fees, Tuition Groups, Waivers Link a waiver code to a single term fee within a tuition group. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Page Name Definition Name Navigation Usage Tuition Group Priority SEL_GROUP_PRIORITY Set Up SACR, Product Review established tuition Related, Student Financials, group priorities. Tuition and Fees, Tuition Group Priority Defining Tuition Groups Access the Tuition Groups - Definition page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Groups, Definition). Tuition Groups - Definition page Priority If a group of students cannot be categorized into one tuition group, you must define the preferred tuition group with a higher priority. For example, if your institution offers a combined JD/MBA program, students could be assigned to one of three tuition groups (JD, MBA, or JD/MBA). By setting a higher priority (lower number) for the JD/MBA group, you ensure that students are charged appropriately. Transaction Fee Code Select an optional transaction fee code. Tuition Calculation Group Clear this check box if you do not want to use this tuition group for actual tuition calculation. Fin Aid Calculation Group (financial aid calculation group) Select to enable this definition to be used for calculating projected fees for financial aid budgets. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 229 Setting Up Fees and Tuition Groups Lock In Flag Chapter 6 Select to lock in a minimum amount of tuition for the group at a specified point in the term. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Transaction Fees, page 222 Linking Adjustment Codes to Tuition Groups Access the Tuition Groups - Adjustment Codes page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Groups, Adjustment Codes). Tuition Groups - Adjustment Codes page Select adjustment codes to determine the refund schedules for members of a tuition group. Some refund schedules are mandated by a state government or agency, or by the federal government. Your institution can also devise and apply its own refund schedule. Federal regulations require that refunds for students that receive federal financial aid be calculated using the refund table most advantageous to the student. 230 Pro-rata Enter the adjustment code that you have defined for pro rata refund calculations. The pro rata refund is applied to first-time students who withdraw. Accrediting Agency Enter the adjustment code that you have defined to meet the refund requirements of your accrediting agency for students who withdraw. State Enter the adjustment code that you have defined to meet your state refund requirements agency for students who withdraw. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Federal Refund Enter the adjustment code that you have defined to meet federal refund requirements for students who withdraw. Institution Enter the adjustment code that you have defined for your institution for students who withdraw. This is the adjustment code that the system uses if no other schedules supersede it. Non-SFA Institution (nonfederal student financial aid institution) Enter the adjustment code that you have defined for students who withdraw but do not receive any federal financial aid. Non-SFA 1st Time Institution Enter the adjustment code that you have defined for students who withdraw but do not receive any federal financial aid and are attending your institution for the first time (first term). Non-SFA 1st Time Career Enter the non-SFA 1st time career schedule that your institution applies by career for students who are first-time students, who do not receive any federal financial aid, and who withdraw. Service Ind (service indicator) Enter an optional service indicator code to apply to the student upon his or her withdrawal. Upon the student's withdrawal, if the reason in the term history/withdrawal component is the same as the reason that you set on the Tuition Group Adjustment code page, the service indicator is set for the student Reason Enter an optional service indicator reason. Default Service Ind/Reason (default service indicator and reason) Enter an optional service indicator and reason to use as default values. See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Setting Up Adjustment Calendars, page 142 Linking Criteria to Tuition Groups Access the Tuition Groups - Criteria page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Groups, Criteria). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 231 Setting Up Fees and Tuition Groups Chapter 6 Tuition Groups - Criteria page Criteria Select the criteria to select students for inclusion in the tuition group. You must attach at least one criteria code. Priority When you use more than one criteria code, connect them with an OR operator and provide a priority rating. Linking Term Fees to Tuition Groups Access the Tuition Groups - Term Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Groups, Term Fees). Tuition Groups - Term Fees page Fee Code Enter the term fee code that you want to link to this tuition group. You must link at least one term fee code, but you can add as many term fee codes as necessary to cover fees for all members of the tuition group. Description The term fee description appears in this field. Include in Pro-rata Calc Select to include the term fee in a pro rata refund calculation in the event that the student withdraws. (include in pro rata calculation) 232 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Include in Withdrawal Calc (include in withdrawal calculation) Select to include the term fee in a withdrawal calculation if that the student withdraws. Select this check box when tuition calculation adjustments for a withdrawal require different calendars and calculations for specific term fees. If you select this check box, the tuition calculation adjustment process for withdrawals uses the applicable adjustment calendar that is designated on the Tuition Groups - Adjustment Codes page. If you clear this check box, the tuition calculation adjustment process for withdrawals uses the adjustment calendar that is defined on the Term Fees Term Fees page for this specific term fee. Selecting this check box does not override an adjustment reason in PeopleSoft Student Records. Nor does it exempt a fee from the withdrawal adjustment calculation. To use the adjustment calendar that is associated with the term fee when you are adjusting tuition on a withdrawal, be sure to create a row for withdrawal in the setup of the adjustment calendar that you have specified on your term fee. See Chapter 6, "Setting Up Fees and Tuition Groups," Defining Term and Session Fees, page 193. Lock In Calc (lock in calculation) Select to lock in charges for this term fee at a specified point in the term. This option is available only if the Lock in Calc check box has been selected on the Definition page. Residency Calc (residency calculation) Select to include the term fee in tuition residency calculation. Waivers Click to define waivers that are specific to one term fee. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Term Fee Codes, page 190 Linking a Waiver Code to a Single Term Fee Within a Tuition Group Access the Term Fee Waivers page (click the Waivers link on the Tuition Groups - Term Fees page). Tuition Groups - Term Fee Waivers page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 233 Setting Up Fees and Tuition Groups Waiver Code Chapter 6 Select the waiver code to apply to the term fee to waive charges. Waivers that are attached at this level apply only to the specific term fee and not to the tuition group as a whole. Linking Course Lists to Tuition Groups Access the Tuition Groups - Course Lists page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Groups, Course Lists). Tuition Groups - Course Lists page Course List Enter the course list that you are linking to the tuition group. Include in Pro-rata Calc Select if you want the course list fees included in any pro-rata calculation. (include in pro rata calculation) Include In Withdrawal Calc(include in withdrawal calculation) Select if you want the course list fees included in any withdrawal calculations for this tuition group. See Also Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Course List Fees, page 224 Linking Waiver Codes to Tuition Groups Access the Tuition Groups - Waivers page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Groups, Waivers). 234 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 6 Setting Up Fees and Tuition Groups Tuition Groups - Waivers page Waiver Code Select the waiver code to link to the tuition group. Waiver codes that are linked at this level apply to all term fees that are attached to the tuition group. See Also Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Defining Waivers and Waiver Groups, page 171 Reviewing Established Tuition Group Priorities Access the Tuition Group Priority page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Tuition Group Priority). The Tuition Group Priority page lists all tuition groups that are defined for your institution, provides a description of the tuition groups, and displays their priority. Use this page to confirm that potentially competing tuition group definitions have the correct priority ratings. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 235 Chapter 7 Setting Up Refunding This chapter lists prerequisites and discusses how to: • Set up your business unit to refund customers. • Set up accounts payable (AP) options. • Set up payroll refund options. • Create job data for payroll refunds. • Set up direct deposits for students. • Designate sponsors. See Also Chapter 17, "Refunding Customers," Understanding Refunds, page 435 Prerequisites To process refunds, first create refund item types. An item type defines how the item is applied to a student or corporate account within Student Financials. Use the SF Item Type component to define refund item types. If you use the accounts payable method to create and distribute refunds, your accounts payable department must set up their system to recognize students and corporations as vendors to distribute refund checks to them. If you use the payroll method to create and distribute refunds, your payroll department must use PeopleSoft Enterprise Payroll for North America to create a refund company that employs your students. This enables your payroll department to issue refund checks to students as if they were paychecks. Most of the setup for payroll refunds occurs in Payroll for North America. In addition to company and job data, you need to set up pay groups, run IDs, and direct deposits for students. Finally, node definitions (for the HRMS node) need to be set up for any batch processing. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 237 Setting Up Refunding Chapter 7 See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Enterprise PeopleTools PeopleBook: Internet Technology, Configuring the Portal Environment PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Administering Interfaces with PeopleSoft HRMS and PeopleSoft Enterprise Expenses," Administering the Interface with Student Financials Setting Up Your Business Unit to Refund Customers This section discusses how to: • Define basic refunding rules. • Define refund approval parameters. • Define default payroll interface parameters. • Set default withholding amounts for payroll refunds. Pages Used to Set Up Your Business Unit to Refund Customers Page Name Definition Name Navigation Usage Refund Setup BUS_UNIT_TBL_SF3 Set Up SACR, Product Define the rules governing Related, Student Financials, how your business unit SF Business Unit, Refund handles refunds. Setup Refund Approval BUS_UNIT_TBL_SF20 Set Up SACR, Product Define refund approval Related, Student Financials, levels. SF Business Unit, Refund Approval Payroll Defaults BUS_UNIT_TBL_SF4 Set Up SACR, Product Create default parameters Related, Student Financials, for refunds that use the SF Business Unit, Payroll payroll interface. Defaults Defining Basic Refunding Rules Access the Refund Setup page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Refund Setup). 238 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding Refund Setup page Refund Method Values are: A/P: Create the refund in Student Financials and have your accounts payable department produce and distribute the checks. Other: Create the refund in Student Financials and produce a check using a thirdparty application. Payroll: Use PeopleSoft Payroll for North America to create refunds and produce checks. You can use this option for individual refunds only, not for refunds to an organization. Allow Changes in Refund Method Select to enable a user to switch between the AP, Other, and Payroll methods when processing online refunds. If you clear this check box, the user can use only the refund method specified for the SF Business Unit. Refund Service Impact Select the value to use to prevent or deny a refund. Refund Debit Balances Select to create refunds that exceed the available credit balance. For example, if a student has charges of 9,000 USD and an unapplied credit of 10,000 USD from a fellowship award, the system allows a refund of the excess unapplied credit even though the student's account technically has a debit balance. Ext Org Contact Type (external organization contact type) Select the external organization contact type for processing batch refunds for external organizations. Number of Days Between Refunds Define the minimum number of days between the times refunds can be processed for a particular customer. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 239 Setting Up Refunding Chapter 7 Note. These restrictions prevent refunds processed in batch mode, but produce only warning messages for online refunds. Batch Financial Aid Only Enter the minimum number of days between batch-produced refunds of excess financial-aid credits. This setting restricts refunds of financial aid item type credits only and does not affect batch-produced refunds of nonfinancial-aid credits. Note. Use this setting to specify a different interval between refunds for financial aid and nonfinancial-aid credits only. Batch both FA and Non Enter the minimum number of days between batch-produced refunds of all FA (batch both financial excess credits. Use this setting to process financial-aid and nonfinancial-aid aid and nonfinancial aid) credits the same way. Batch Non Financial Aid Enter the minimum number of days between batch-produced refunds of excess nonfinancial-aid credits. This setting restricts nonfinancial-aid credits only and Only does not affect batch-produced refunds of financial aid item type credits. Note. Use this setting to specify a different interval between refunds for nonfinancial-aid and financial aid credits only. Online Refunds Enter the minimum number of days between online-produced refunds of all excess credits. Note. Because online refunds are usually produced for extraordinary reasons, this setting results in a warning message when you attempt to process refunds more frequently than the specified number of days. It does not prevent you from processing the refund. Amount Controls Group Box Minimum Refund Enter an amount below which you do not want to produce refunds in batch mode. Refunds below this amount can be processed online. You receive a warning message, but you can override it. Maximum Refund Enter an amount above which you do not want to produce refunds. You cannot override this amount. Sponsored Recipient Controls Sponsored recipient controls refer to the threshold below which student refunds are paid directly to the sponsored student or organization rather than to the sponsor. For example, if the individual sponsor threshold amount is established at 25.00 USD and a sponsored student has a refundable credit balance of 20.00 USD, the refund is paid to the student rather than to a sponsor. Sponsors can be either individuals or organizations. 240 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding Individual Threshold Amount Individual Sponsor and Organization Sponsor Enter a monetary amount (threshold) below which student refunds are not paid to an individual or an organization sponsor. Corp Threshold Amount Individual Sponsor and Organization Sponsor Enter a monetary amount (threshold) below which refunds to an organization are not paid to an individual or an organization sponsor. Defining Refund Approval Parameters Access the Refund Approval page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Refund Approval). Refund Approval page Refund approval controls determine whether approval is required before a refund can be issued. If approval is required, refund requests are routed to the appropriate approver's worklist. Approval amounts define a range. For example, if the approval 1 amount is set at 500 USD, the approval 2 amount is set at 1,000 USD, and the approval 3 amount is set at 2,000 USD, all refunds under 500 USD do not require approval. All refunds between 500 USD and 999 USD require only level 1 approval, and so on. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 241 Setting Up Refunding Chapter 7 Individual Activate Online Approvals andActivate Batch Approvals Select to require approval of online or batch refunds. If you activate approvals, you must establish roles and approval amounts. Level 1 Role, Level 2 Role, andLevel 3 Role Select the appropriate role for each level of approval. Enter the refund amount for which the system requires each level of approval. Approval 1 Amt (approval 1 amount), Approval 2 Amt (approval 2 amount), and Approval 3 Amt (approval 3 amount) Organization Establish approval parameters for corporate refunds. The fields in this group box are identical to those in the Individual group box, except that batch approvals do not apply for organization refunds. Defining Default Payroll Interface Parameters Access the Payroll Defaults page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Payroll Defaults). Payroll Defaults page Note. Before entering data on this page, consult your institution's payroll staff to determine the correct settings. Use PeopleSoft Payroll for North America to set up and process payroll refunds. Business Unit for HRMS Select the business unit that PeopleSoft Payroll for North America uses to (business unit for human identify the refund company. resources management system) 242 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding Company Select the company code that has been designated for individual refunds. Setting Default Withholding Amounts for Payroll Refunds Default withholding amounts, as well as Federal, State, and company tax tables, are set up in PeopleSoft Payroll for North America. See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Maintaining Payroll Data" Setting Up Accounts Payable Options To set up accounts payable options, use the AP Business Unit component (BUS_UNIT_AP) and the AP Set Controls - Vendor component (SF_AP_VNDR_OPTIONS). This section discusses how to: • Set up an AP business unit. • Define AP set controls for vendors. Pages Used to Set Up Accounts Payable Options Page Name Definition Name Navigation Usage AP Business Unit Options BUS_UNIT_TBL_AP Set Up SACR, Product Establish AP interface and Related, Student Financials, voucher numbering Refunds, AP Business Unit parameters. AP Set Controls - Vendor SF_AP_VNDR_OPTIONS Set Up SACR, Product Define vendor information. Related, Student Financials, Refunds, AP Set Controls Vendor Setting Up an AP Business Unit Access the AP Business Unit Options page (Set Up SACR, Product Related, Student Financials, Refunds, AP Business Unit). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 243 Setting Up Refunding Chapter 7 AP Business Unit Options page AP business unit options control how Student Financials creates vendor and voucher file definitions. These definitions are used for transfer to PeopleSoft Enterprise Payables to create refund payments. Note. The AP business unit options that you define on this page should match PeopleSoft Payables definitions. AP User ID The Student Financials application refunding process populates each voucher it creates with the AP user ID that you specify here. This ID must exist in PeopleSoft Financials. Voucher Origin The Student Financials application refunding process populates each voucher it creates with the voucher origin that you specify here. This origin value must exist in PeopleSoft Payables. Voucher Numbering Voucher Sequencing By Select how voucher numbers are assigned. Values are: Automatic Sequencing: Assign voucher numbers starting with the number that you specify in the Last Voucher Number field. Use SF Refund# as Voucher#: Assign voucher numbers using the SF refund ID number. 244 Voucher Prefix Enter an optional two-character voucher prefix to enable accounts payable staff to easily identify vouchers that originate in Student Financials. Voucher IDs are eight characters long. If you enter a prefix, a six-digit number is attached to create the voucher ID. For example, if you use the prefix SF, the refunding process will create the voucher ID SF000001. Last Voucher Number Displays the last voucher number used. You can override this value to establish a new starting point for numbering. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding Voucher Group Numbering Control Group Numbering Select to assign a control group ID to each voucher that the Student Financials refunding process creates. If control group numbering is selected, the Group ID Last Used field is updated every time you run the refund process. (All of the vouchers created from one refund process run share a common group ID number.) Group ID Last Used Displays the last group ID when the Control Group Numbering check box is selected. Defining AP Set Controls for Vendors Access the AP Set Controls - Vendor page (Set Up SACR, Product Related, Student Financials, Refunds, AP Set Controls - Vendor). AP Set Controls Vendor page Note. AP set controls insert information into vouchers that are produced for refunds using PeopleSoft Payables. Consult your account payables staff to determine the proper settings. Vendor ID Prefix Enter an optional vendor ID prefix to be used with all vendor ID numbers. This prefix should describe the entity producing the voucher transactions. When you add a vendor ID prefix, the prefix replaces the first two characters of the vendor ID number. Last Vendor ID Displays the last vendor ID used by the system. Insert a new value to specify a starting point for new vouchers. Vendor Pay Group Enter an optional two-character vendor pay group code. This code can be used during payment processing to cause Pay Cycle Manager to pay only vouchers originating in Student Financials. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 245 Setting Up Refunding Vendor Classification Chapter 7 Select the value to use for the VENDOR_CLASS in the VENOR_SYNC message for the AP Interface process for refunding. Values are Attorney, Employee, HRMS,and Supplier.The default value is Supplier. See Also PeopleSoft Enterprise Payables 8. 9 PeopleBook, "Entering and Processing Vouchers Online," General Voucher Entry Information PeopleSoft Enterprise Payables 9.0 PeopleBook, "Establishing Pay Cycles" Setting Up Payroll Refund Options Use PeopleSoft Payroll for North America to create and distribute refunds using the payroll method. A number of setup steps are included on the Payroll side, including generating a calendar, which designates pay period end dates that the Payroll system uses when generating refund checks. Most of the time you will create a calendar for every possible day of a given year. That way, whenever you want to create a payroll refund, a pay period end date has already been designated. You can also create calendars for specific days on an asneeded basis. Be sure to select the Off Cycle check box when creating calendars for Student Financials. You will also use PeopleSoft Payroll for North America to create pay groups, pay run IDs, balance IDs and so on. For refunding students through Payroll, Student Financials recommends the following settings in HRMS: If the student is assigned to an existing Benefit Record Assign Primary Job, select Make New Job Primary. If the Primary Job terminates, select Re-Assign Primary Job Highest Active Job. See PeopleSoft Enterprise Human Resources 9.0 PeopleBook: Manage Base Benefits, "Setting Up Additional Base Benefits Features," Setting Up Multiple Jobs See PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook: "Administering Interfaces with PeopleSoft HRMS and PeopleSoft Enterprise Expenses," Administering the Interface with Student Financials Creating Job Data for Payroll Refunds To set up job data for payroll refunds, use the Create Student Job Data component (SSF_POIJOB_TEST) and the Request Student Job Data component (SSF_RUN_POIJOB). This section discusses how to: 246 • Create job data for payroll refunds. • Create job data in batch. • Create T4A tax job data. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding See Also Chapter 7, "Setting Up Refunding," Setting Up Your Business Unit to Refund Customers, page 238 Pages Used to Create Job Data Page Name Definition Name Navigation Usage Request Student Job Data SSF_POIJOB_TEST Student Financials, Create a student job record. Refunds, Create Student Job Data, Request Student Job Data Request Student Job Data SSF_RUN_POIJOB Student Financials, Refunds, Process Batch Refunds, Request Student Job Data Create student job data in batch. Creating Job Data for Payroll Refunds Access the Request Student Job Data page (Student Financials, Refunds, Create Student Job Data, Request Student Job Data). Request Student Job Data page (single student) Processing Options The fields that appear on this page depend on your processing population selection. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 247 Setting Up Refunding Processing Population Chapter 7 Values are: Refund Batch: Enables you to select a specific refund batch ID. Refund Students: Creates job data for all students with a pending refund. Student List: Click the Student List link to enter individual IDs. T4A Students: Creates job (tax) records for students receiving a T4A (Canadian tax form). Batch ID This field appears only if you select Student List for the processing population. Select the student IDs that you want to process. Student List This link appears only if you select Refund Batch for the processing population. Commit Frequency Enter a number for records committed to the database. Select this option to commit a specified number of transactions during background processing. For example, if you enter 100 in the Commit Frequency field, when you run a batch process the system processes 100 transactions and then commits them to the database until the batch is complete. At the end of a batch process, the system commits all remaining transactions even if the number of transactions is less than the number in the Commit Frequency field. See Chapter 2, "Completing Student Financials General Setup," Defining Commit Levels, page 15. Confirm Job Data Created Select to create a record in the message log of the process monitor for every job record created. Empl Rcd# (employee record number) After the process is complete, Empl Rcd# is populated with a value of 0 for the primary job record. A secondary job will have a value of 1. You might have a secondary job if you have a multi-institution environment and a student is enrolled in two institutions (and is receiving refunds from both of them). Student Job Data Click to access the Workforce Administration, Job Information, Job Data component. Service Return Messages Any messages, if problems occur, appear here. Create POI Job Click to create job data for the selected student. Creating Job Data in Batch Access the Request Student Job Data page (Student Financials, Refunds, Process Batch Refunds, Request Student Job Data). 248 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding Request Student Job Data page (batch) The processing options on this page are identical to those on the previous page. Creating T4A Tax Job Data You may need to create T4A tax records for students. See Chapter 24, "Producing Tax Forms and Receipt Information," Creating POI Job Data for T4A, page 680. Setting Up Direct Deposit for Students If you use the payroll refund method and you want to distribute refunds through direct deposit, you must first set up direct deposit for each applicable student (for U.S. or Canadian students). You set up direct deposits in PeopleSoft Payroll for North America. See PeopleSoft Enterprise Payroll for North America, Maintaining Payroll Data, "Setting Up Direct Deposits" Designating Sponsors Sometimes students and organizations with a negative account balance have sponsors that should be the refund recipient. You must designate a sponsor for those sponsored students and corporations. This section discusses how to: • Designate sponsors for individual students. • Designate sponsors for organizations. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 249 Setting Up Refunding Chapter 7 Pages Used to Designate Sponsors Page Name Definition Name Navigation Usage Individual Sponsor REFUND_CUSTOMER_ID Student Financials, Designate a sponsor for Refunds, Designate Sponsor each credit on the student's account. Corp Sponsor (corporate sponsor) REFUND_ORG_SPONSOR Student Financials, Refunds, Designate Corporate Sponsor Designate a sponsor for each credit on the organization's account. Designating Sponsors for Individual Students Access the Individual Sponsor page (Student Financials, Refunds, Designate Sponsor, Individual Sponsor). Individual Sponsor page ID Enter the ID of the student for whom you want to designate one or more sponsors. Individual Sponsor Sponsor ID If the sponsor that you are designating is an individual, select the ID of the individual. When you select a value in this field, the Sponsor Org ID and Org Contact fields become unavailable. Sponsor Org ID (sponsor If the sponsor that you are designating is an external organization, select the ID of the organization. When you select a value in this field, the Sponsor ID field organization ID) becomes unavailable. Org Contact (organization contact) 250 If you select an organization in the Sponsor Org ID field, select the contact for that organization. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 7 Setting Up Refunding Designating Sponsors for Organizations Access the Corp Sponsor page (Student Financials, Refunds, Designate Corporate Sponsor). With the exception of the External Org ID (external organization ID) field, the fields on this page are identical to those on the Individual Sponsor page. External Org ID Enter the ID of the external organization for which you want to designate one or more sponsors. See Also Chapter 7, "Setting Up Refunding," Designating Sponsors, page 249 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 251 Chapter 8 Setting Up Payment Plans This chapter lists common elements and discusses how to: • Set up deferral contracts. • Set up payment plan contracts. • Set up third-party contracts. • Set up collection agreements. Common Elements Used in This Chapter Status Enter the status of the contract. Values are: Active: Select to make the contract available for use. Cancelled: Select to cancel the contract. Hold: Select to prevent new students from being added to the contract, but not to discontinue its use completely. Inactive: Select to discontinue use of the contract. Billing Cycle Select the billing cycle for the payment plan. Values are: Bi-Monthly: Select to bill students every other month. Monthly: Select to bill students each month. One Time: Select to bill students only once. User Selected: Select to specify billing and due dates rather than having the system generate the schedules. Weekly: Select to bill students weekly. Setting Up Deferral Contracts To set up deferral contracts, use the Create Deferral Contract component (DEFERRAL_CONTRACT). This section discusses how to: • Define basic deferral contract parameters. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 253 Setting Up Payment Plans Chapter 8 • Define deferral contract administrative fees. • Define deferral contract eligible charges and maximum amounts. Pages Used to Set Up Deferral Contracts Page Name Definition Name Navigation Usage Deferral Contract DEFER_CONTRACT Student Financials, Payment Define basic deferral Plans, Create Deferral contract parameters. Contract, Deferral Contract Deferral Contract Fee DEFER_CONTRACT_FEE Student Financials, Payment Define deferral contract Plans, Create Deferral administrative fees. Contract, Deferral Contract Fee Deferral Contract Charges DEFER_CONTRACT Student Financials, Payment Define deferral contract Plans, Create Deferral eligible charges and Contract, Deferral Contract maximum amounts. Charges Defining Basic Deferral Contract Parameters Access the Deferral Contract page (Student Financials, Payment Plans, Create Deferral Contract, Deferral Contract). 254 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Deferral Contract page Term Select the term to which the contract applies. Tree Name Select the item type tree name that includes the charge item types that you cover under this plan. Student Max (student maximum) Enter the maximum amount that you want to allow any one student to defer under the contract. Be sure to set this amount high enough to meet your needs. The system does not defer eligible charges that cause the deferred amount to exceed the student maximum. For example, if the student maximum is 10,000 USD and the system already deferred 8,500 USD, it rejects a new eligible charge of 2,000 USD because the total exceeds the defined maximum. From Date andTo Date Set the date range for the deferral contract. The system defers only eligible charges that are posted to the student's account within this range. Due Date/Days andBill Date/Days Set the time unit to use to calculate the payment's due date and bill date. Options are: Due Date: If you select this option, the Defer Date field becomes available. Due Days: If you select this option, the Defer Days field becomes available. Defer Days If you select Due Days in the Due Date/Days and Bill Date/Days fields, enter the number of days from the transaction's effective date that the system defers the due date and bill date. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 255 Setting Up Payment Plans Defer Date Chapter 8 If you select Due Date in the Due Date/Days field, set the date that the payment is due and the date that you want it billed regardless of the charge effective date. Copy Contracts Click the Copy button to copy an existing deferral contract as the basis of a new deferral contract. You can copy all contract setup information except for term and date information. Access the Copy Contract page (click the Copy button on the Deferral Contract page). Copy Contract page New Contract Number Enter a new number for the copied contract. If auto numbering is enabled on the SF Business Unit Payment Plan Contract Set Up page, NEXT is automatically assigned as the new contract number. You can change the contract number. Description Enter a description for the copied contract. Copy All Values Select to copy all other related contract information from the previous contract. Enter the desired information and click Save. You are returned to the Deferral Contract page, where you can modify the new contract information as desired. Defining Deferral Contract Administrative Fees Access the Deferral Contract Fee page (Student Financials, Payment Plans, Create Deferral Contract, Deferral Contract Fee). 256 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Deferral Contract Fee page Assessment Fee Enter the amount of the administrative fee that you want to charge for this contract. Account Type Enter the account type designated for payment plans. Assess Item Type Enter the item type of the assessment fee. Due Date/Days and Bill Date/Days Define the parameters for calculating the due date for the assessment fee. Use Select how you want to calculate the due date and bill date for the assessment fee. Values are: Due Date: Select to specify a specific date for the assessment fee to be due and billed. When you select this option, the Due Date field becomes available. Due Days: Select to make the assessment fee due and billed a certain number of days after it is assessed. When you select this option, the Due after Days field becomes available. Due after Days In both the Due Date/Days and Bill Date/Days group boxes, enter the number of days after the system posts the assessment fee that it becomes due and is billed. Due Date In both the Due Date/Days and Bill Date/Days group boxes, enter the actual date that you want the assessment fee due and billed. Defining Deferral Contract Eligible Charges and Maximum Amounts Access the Deferral Contract Charges page (Student Financials, Payment Plans, Create Deferral Contract, Deferral Contract Charges). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 257 Setting Up Payment Plans Chapter 8 Deferral Contract Charges page Offset Charge Info Fields in this group box are not available for deferral contracts. Eligible Charge Parameters Line# (line number) This field is automatically populated as you add new charge nodes. Tree Node Select the item type tree node to designate charges that are covered under this contract. Max Amount (maximum Enter the maximum amount that can be deferred under the corresponding tree node. Be sure to set this amount high enough to meet your needs. Eligible amount) charges are selected for deferment on an individual basis and the sum of charges within the node must not exceed the maximum amount. For example, using the previous setup, suppose that a student has tuition charges of 1,500 USD and 3,800 USD, and a housing charge of 4,900 USD. Because the total of the tuition charges exceeds the maximum amount of 5,000 USD, the system defers only one of the tuition charges. The housing charge is within the maximum amount limit and the combined total of the single tuition charge and housing charge does not exceed the student maximum amount, allowing both to be deferred. 258 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Setting Up Payment Plan Contracts To set up payment plan contracts, use the Create Payment Plan component (TP_PAYMENT_PLAN). This section discusses how to: • Define basic payment plan contract parameters. • Define payment plan type, eligible charges, and time frame. • Define payment plan item types. • Define self-service options. • Define payment plan administrative fees. Pages Used to Set Up Payment Plan Contracts Page Name Definition Name Navigation Usage Payment Plan 1 TP_PAYMENT_PLAN Student Financials, Payment Define basic payment plan Plans, Create Payment Plan, contract parameters. Payment Plan 1 Payment Plan 2 TP_PAYMENT_PLAN3 Student Financials, Payment Define payment plan type, Plans, Create Payment Plan, eligible charges, and time Payment Plan 2 frame. Payment Plan Item Type TP_PAYMENT_PLN2 Student Financials, Payment Define payment plan item Plans, Create Payment Plan, types. Payment Plan Item Type Self Service Options SSF_TP_PMT_PLAN4 Student Financials, Payment Define self-service options. Plans, Create Payment Plan, Self Service Options Payment Plan Fee TP_CONTRACT_ASSESS Student Financials, Payment Define payment plan Plans, Create Payment Plan, administrative fees. Payment Plan Fee Defining Basic Payment Plan Contract Parameters Access the Payment Plan 1 page (Student Financials, Payment Plans, Create Payment Plan, Payment Plan 1). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 259 Setting Up Payment Plans Chapter 8 Payment Plan 1 page Description Enter a description. This will also appear in Self Service Enroll in a Payment Plan. Pay Plan Type Define how the system credits payments made to this plan. Values are: Credit the Original Account: Select to credit all eligible charges and create a new payment plan charge. Create Billing Entries: This option should not be used with any of the three payment plans. Status Specify whether the payment plan contract is active or inactive. You can change the status of a contract to Inactive regardless of the status of any students that are associated with it. Note. You should change the contract status to Inactive on any calculated payment plans for previous terms. This enhances performance because of the way the system automatically recalculates active contracts. An active contract is one for which both the contract and student status have a value of Active, and the last date of the contract is greater than the current system date. When the system recalculates contracts for a student, it evaluates all active contracts for that student. You do not need to set the student status to Inactive to receive this performance benefit as long as you have set the appropriate contract status to Inactive. 260 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Total Budget Amt (total This should be defined in conjunction with all eligible charges. Enter the maximum amount of installment payments that a student can make through the budget amount) payment plan account. Carefully consider all eligible charges when you establish this figure to make sure that it is high enough to cover all the intended costs. For lump sum plans, the total budget amount becomes the default lump sum amount. You can adjust this amount for each student who is linked to the plan. First Bill Date Set the date on which you generate the first bill for the payment plan. The system uses the first bill date and the billing cycle to set the billing dates for the duration of the payment plan. You can override this setting for each student who is linked to the plan. Note. The billing program does not acknowledge the payment plan until on or after the first bill date specified. For example, if your first bill date is set for November 16 and you run your billing process on the 15th, the system does not process Payment Plan billing until the next run. Payment Due Days Enter the number of days after the bill date that the payment is due. Number of Payments Enter the number of payments (installments) that students must make to pay off the plan. The system uses the information in this field as the default value. You can override the number of payments for each student who is linked to the plan. Term This field is required for calculated payment plans. Enter the term that the system posts on the payment plan credit and the installments. This field is optional for existing and lump-sum payment plans. Last Date Enter the last date that charges can be added or adjusted and still be picked up by the plan. Service Impact Enter the service impact that would prevent enrollment into the payment plan. This prevents enrollment into the payment plan through Batch Assignment, Assign Page, and Self Service. Plan Type Select the value of the HR plan type that applies to the payroll deduction code. Payroll Deduction Enter the code of the payroll deduction that applies to the payment plan account. Note. Assigning a payroll deduction code to a payment plan is necessary only if you plan to restrict payroll deductions to apply to payment plan accounts. Copy Contracts Click the Copy button to copy an existing payment plan contract as the basis of a new payment plan contract. You can copy all contract setup information except for term and date information. Access the Copy Contract page (click the Copy button on the Payment Plan 1 page). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 261 Setting Up Payment Plans Chapter 8 Copy Contract page New Contract Number Enter a new number for the copied contract. If auto numbering is enabled on the SF Business Unit payment plan contract set up page, NEXT is automatically assigned as the new contract number. You can change the contract number. Description Enter a description for the copied contract. Copy All Values Select to copy all other related contract information from the previous contract. Enter the desired information and click Save. You are returned to the Payment Plan 1 page, where you can modify the new contract information as desired. See Also Chapter 11, "Setting Up Receivables Maintenance," Setting Up Payroll Deduction, page 359 Defining Payment Plan Type, Eligible Charges, and Time Frame Access the Payment Plan 2 page (Student Financials, Payment Plans, Create Payment Plan, Payment Plan 2). 262 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Payment Plan 2 page Plan Type Select the plan type from the following values: Calculated: Select to determine which charges to include based on the rules that you define on this page. If you use this option, each time that you calculate or recalculate the payment plan, the system picks up all eligible charges and adds them to the plan balance. You can also use the Calculate Real Time option to have the contract recalculated each time an eligible change occurs in the student's account. This is available for Self Service Enroll in a Payment Plan. Existing: Select to manually choose which charges to include in each student's payment plan at the time you add the student to the plan. Note. When you choose Existing, the rest of the fields (with the exception of Calculate Real Time) become unavailable. Lump Sum: Select to create a payment plan for a fixed amount. This is the most basic type of plan and is useful for students who do not expect any changes to occur in their accounts and know how much they need to finance. This is available for Self Service Enroll in a Payment Plan. Note. When you select the Lump Sum option, the Lump Sum Amount field becomes available and all other fields on the page become unavailable. Maximum Amount The maximum amount is set by default from the total budget amount and can be overridden, if needed. This field is available with calculated payment plans only. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 263 Setting Up Payment Plans Chapter 8 Lump Sum Amount Enter the lump sum amount that you want the contract to cover. The default value for this field is the total budget amount that is established on the Payment Plan 1 page. You can override this value, but you cannot exceed the total budget amount limit. This field is available with lump sum payment plans only. Item Type Group Select the item type group that includes all of the charges to be included in the payment plan. This field is available with calculated payment plans only. Offset Item Type Group Select the offset item type group that includes payments, financial aid, or both that the system uses to offset charges and thereby reduce the amount of the payment plan. This field is available with calculated payment plans only. Term and Offset Term In these group boxes, enter the range of terms for which the system includes charges and offsetting credits in the payment plan. These fields are available with calculated payment plans only. Charge Date and Charge Offset Date In these group boxes, specify when charges and offsetting credits can be added to or adjusted in the payment plan. These fields are available with calculated payment plans only. Add Enter the earliest date to include charges, offsetting credits, or both in the payment plan. Adjust Enter the last date on which you can adjust the payment plan for new charges or a reduction in charges, offsetting credits or both. Anticipated Aid Term/Date Enter the range of terms for which the system considers anticipated aid. These fields are available for the calculated payment plan, but not required. From andTo Enter the earliest term and latest term for which the system considers anticipated aid. Anticipated Aid Date Enter the date that the system uses to determine whether anticipated aid is eligible. If this date is less than the current system date, the system disregards anticipated aid when it calculates the payment plan contract. Calculate Real Time Check Box Calculate Real Time 264 Select to automatically calculate payment plan charges whenever a change is made to eligible charges. This option affects all students who are associated with the plan, but you can override it at the student level. If you do not select this option, you must calculate payment plan agreements in batch mode. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Defining Payment Plan Item Types Access the Payment Plan Item Type page (Student Financials, Payment Plans, Create Payment Plan, Payment Plan Item Type). Payment Plan Item Type page Adjustment Option Enter how the system distributes changes to payment plan installments. See Increasing Payment Plan Contract Installments and Decreasing Payment Plan Contract Installments below for detailed information about this field and its values. Extra Payments Option Specify how the system applies payments that exceed the amount billed. Values are: All Bills: Select to reduce the amount due in equal portions across all remaining bills. First Bill: Select to reduce the amount of the next bill by the amount of the excess payment. If the excess is greater than the amount of the next bill, the system applies it to remaining bills in the order due. Last Bill: Select to apply the excess amounts to the final bill of the contract. Account Type Enter the account type that you have defined for the plan. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 265 Setting Up Payment Plans Charge Item Type Chapter 8 Enter the charge item type. This creates the installment charges on the payment plan account. Note. If this field is not available, change the payment plan type on the Payment Plan 1 page to Credit Original Account. Billing Item Type This field is not available for use with this type of payment plan. If the field is available, change the payment plan type on the Payment Plan 1 page to Credit Original Account. Payment Item Type Enter the payment item type to use to credit the tuition and fees covered by the payment plan. Note. If this field is not available, change the payment plan type on the Payment Plan 1 page to Credit Original Account. Note. How you set up the account types and item types that you use with your payment plans significantly affects the way the plan works. How you define your account types determines how charges and payments appear on the student's account. Item type setup controls how charges and payments are applied. Test your setup using different configurations to determine what works best for your situation. Increasing Payment Plan Contract Installments Anytime you add a new eligible charge to a payment plan contract or decrease a payment offset for a contract, the amount of the payment plan contract increases. When this happens, the system must distribute this increase to one or all of the payment plan contract installments. For calculated payment plan contracts, the Adjustment Option field value determines how the system distributes increases to installments. Values are: • Adjust Equally: Distributes increases equally among the unbilled installments. • Adjust Last: Adds increases to the last unbilled installment. • Adjust First: Adds increases to the first unbilled installment. • Do Not Adjust: Does not allow increases. Note. If all installments have been billed, you cannot increase the payment plan contract, regardless of the adjustment option. In addition, these adjustment options apply only if you have billed at least one installment. If no billing has occurred, the system adjusts equally by default. For existing payment plan contracts, when you click the Calculate button, the system distributes increases equally among all installments. This happens regardless of the selected adjustment option or whether you have billed any installments. You can use the Payment Distribution page to manually update the installment amounts before posting. 266 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Decreasing Payment Plan Contract Installments Anytime you reverse or reduce an eligible charge from a payment plan contract or increase a payment offset for a contract, the amount of the payment plan contract decreases. When this happens, the system must distribute this decrease to the payment plan contract installments. Student Financials does not allow payment plan credits to have an unapplied balance. This means that unlike payment plan contract increases, payment plan contract decreases cannot be prevented. Even if all of the payment plan contract installments have been billed, or the payment plan is inactive, or the last adjustment date has passed, the system must adjust the installments whenever a payment plan contract amount decreases. Similar to payment plan increases, the Adjustment Option field value determines how the system distributes decreases to installments. Because an individual installment can never be less than 0.00, however, the adjustment option rules don't always apply in exactly the same way that they do with payment plan contract increases. When the total amount of a payment plan contract decrease is greater than the amount of each individual installment, the adjustment option provides a starting point for the system to apply decreases. Values are: • Adjust First: Adjusts installments in ascending item number order. • Adjust Last: Adjusts installments in descending item number order. • Do Not Adjust: Adjusts installments in descending item number order. • Adjust Equally: Divides the adjustment amount equally across all installments. If no unbilled installments exist for a payment plan contract decrease, or the total of the unbilled installments is less than the total decrease, the system adjusts installments in the following order using the starting point that is designated by the adjustment option: 1. Unbilled and unpaid installments. 2. Unbilled and paid installments. 3. Billed and unpaid installments. 4. Billed and paid installments. For example, a payment plan contract with an adjustment option of Adjust Last has two unbilled installments of 200.00 USD each and undergoes a decrease of 500.00 USD. The system cannot apply the entire decrease to the last unbilled installment because that would bring the installment to an amount that is less than 0.00 USD, so it subtracts 200.00 USD from the last unbilled installment, and with the remaining 300.00 USD moves to the next to last unbilled installment. Again, it can apply only 200.00 USD to the installment, leaving an unapplied balance of 100.00 USD. The system subtracts this unapplied balance to one of the billed installments according to the order given previously. See Also Chapter 2, "Completing Student Financials General Setup," page 5 Defining Self Service Options Access the Self Service Options page (Student Financials, Payment Plans, Payment Plan, Create, Self Service Options). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 267 Setting Up Payment Plans Chapter 8 Self Service Options page This self-service component enables students to link their charges to a specified payment plan. Only the calculated and lump sum payment plans are available for the self-service enrollment in a Payment Plan functionality. If the student wants to revoke permission, this can be done only by the administrator, not by means of self service by the student. Allow Self Service Enrollment Select to enable self-service enrollment in the payment plan. Self Service Description Enter a useful summary of the payment plan that the system displays to the student. Self Service Start Date and Self Service End Date Enter a start and end date for self-service enrollment. The system performs an edit to check that the billing date is equal to or later than the self service end date. Conditions at Plan Enrollment Student Group Enter a value to limit self-service enrollment to a specific group of students. Limit Plan to Existing Charges Select to allow the student to link only the eligible charges to the payment plan at the time of payment plan enrollment. Any additional transactions do not affect the payment plan amount. If you do not select this option, the payment plan maximum amount defaults to the contract amount and the system can move any future eligible transactions to the payment plan. 268 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Allow Change in Amount Select to allow the student to change the contract amount to less than the payment plan maximum amount or less than the existing charges but greater than the minimum amount. If you do not select this option and you have selected the Limit Plan to Existing Charges option, the plan amount is either the maximum amount or the eligible charges. Allow Change in Installments Select to allow the student to change the number of installments. Minimum Amount Indicate a minimum amount for the payment plan. If you have selected the Limit Plan to Existing Charges option or the Allow Change In Amount option, you must enter an amount greater than zero. Defining Payment Plan Administrative Fees Access the Payment Plan Fee page (Student Financials, Payment Plans, Create Payment Plan, Payment Plan Fee). Payment Plan Fee page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 269 Setting Up Payment Plans Type of Assessment Chapter 8 Select the type of assessment. You can leave this field blank if you do not want to assess a fee. When you leave the field blank, all of the other fields on the page become unavailable. If the majority of the students who are associated with this payment plan should be assessed a fee, select one of the following options. When linking each student to the payment plan, you can waive the fee on an individual basis. Monthly Interest Rate: Select to charge interest that is calculated monthly against the outstanding balance in the plan. When you select this option, you must also set a monthly interest rate. Note. This option is not available with calculated payment plans. Payment Plan Fee: Select to assess a fixed amount fee. If you select this option, the Payment Plan Fee,Assessment Fee Split, and the Assessment Item Type fields become available. Percentage of Payment Plan: Select to assess a fee based on a percentage of the plan's initial balance. If you select this option, the Percentage of Payment Plan, Assessment Fee Split, and the Assessment Item Type fields become available. Payment Plan Fee Enter an optional flat-amount payment-plan fee if your institution assesses a flat fee for payment plans. This field is available only if you select Payment Plan Fee in the Type of Assessment field. Percentage of Payment Plan Enter the percent amount that you want the system to use when you select Percentage of Payment Plan in the Type of Assessment field. Monthly Interest Rate Enter a monthly interest rate that you want to charge when you select Monthly Interest Rate in the Type of Assessment field. Assessment Fee Split Select how you want to split the assessment fee. This field is available only if you select Payment Plan Fee or Percentage of Payment Plan in the Type of Assessment field. Add to first installment: Select to apply the entire assessment fee to the first payment of the contract. Add to last installment: Select to apply the entire assessment fee to the last payment of the contract. Split over all installments: Select to divide and apply the assessment fee equally over all payments. Assessment Item Type Enter the item type that you want to use for the assessment fee. Setting Up Third-Party Contracts To set up third-party contracts, use the Create Third Party Contract component (TP_CONTRACT). This section discusses how to: • 270 Define basic third-party contract parameters. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans • Define third-party contract item types. • Define third-party contract transfer parameters. Pages Used to Set Up Third-Party Contracts Page Name Definition Name Navigation Usage Third Party Contract TP_CONTRACT Student Financials, Payment Define basic third-party Plans, Create Third Party contract parameters. Contract, Third Party Contract Third Party Item Types TP_CONTRACT_ITEM Student Financials, Payment Define third-party contract Plans, Create Third Party item types. Contract, Third Party Item Types Third Party Charges TP_CONTRACT_CHRG Student Financials, Payment Define third-party contract Plans, Create Third Party transfer parameters. Contract, Third Party Charges Defining Basic Third-Party Contract Parameters Access the Third Party Contract page (Student Financials, Payment Plans, Create Third Party Contract, Third Party Contract). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 271 Setting Up Payment Plans Chapter 8 Third Party Contract page Description Enter a description for the third-party contract. This field is required. Enter the ID for the contract sponsor. External Org ID (external organization ID) 272 Contract Priority Enter a contract priority value if a student is linked to more than one third-party contract. This establishes an order for the contracts to apply. Contact Type Select the type for the contact person at the organization. You define the contact type at the same time you define the organization ID. Ext. Contract (external contract) Enter the sponsor's contract number in this field. This value can be used as a reference number. Contract Max (contract maximum) Enter a contract maximum amount. This is the maximum monetary amount that the sponsor provides for all sponsored students combined. This amount cannot be adjusted after students are linked to a contract. Student Max (student maximum) Enter a student maximum amount. This is the maximum amount that the sponsor provides for any one sponsored student. This amount cannot be adjusted after students are linked to a contract. Charge Tree Enter the charge tree (item type tree) that you want to use to define which charges the contract covers. Last Date Enter the last date that charges can be adjusted. This date cannot be adjusted after students are linked to a contract. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Delivery Code and Requisition Nbr (delivery code and requisition number) Enter a delivery code, a requisition number, or both if provided by the sponsor. These values can be used as reference numbers. Service Impact Enter the service impact that would prevent enrollment into the third-party contract, through individual assignment or batch assignment. Copy Contracts Click the Copy button to copy an existing third-party contract as the basis of a new third-party contract. You can copy all contract setup information except for term and date information. Access the Copy Contract page. Copy Contract page New Contract Number Enter a new number for the copied contract. If auto numbering is enabled on the SF Business Unit Payment Plan Contract Set Up page, NEXT is automatically assigned as the new contract number. You can change the contract number. Description Enter a description for the copied contract. Copy All Values Select to copy all other related contract information from the previous contract. Enter the desired information and click Save. You are returned to the Third Party Contract page, where you can modify the new contract information as desired. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 273 Setting Up Payment Plans Chapter 8 Defining Third-Party Contract Item Types Access the Third Party Item Types page (Student Financials, Payment Plans, Create Third Party Contract, Third Party Item Types). Third Party Item Types page Account Type Enter the account type for third-party contract charges. Charge Item Type Enter the item type for third-party contract charges that will appear on the corporate account and invoice. Discount Item Type If you want to allow discounts to third-party contract sponsors, enter the item type that you have set up to credit against eligible charges. For example, if you have a local corporation that provides tuition sponsorship for dozens of employees each year, you can offer them a discount. This item type number is the default value for all discounts that are associated with this contract, but you can override and specify a different item type for each eligible node. This is not recommended for use on a date range contract. 274 Credit Account Type Enter the account type that the system uses for credits to the customer's account. Credit Item Type Enter the item type that the system uses for credits to the customer. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Contract Type Select from the following values: Specific Course: Reserved for future use. Specific Course List: Select to apply the contract to a specific list of courses. When you select this option, the Term and Course List fields become available. Note. If you are using term fees and your third-party contract is set up with a course list, then the applicable term fee must have Track Class Pricing enabled. Specific Term: Select to apply the contract to charges that are assessed to the student within a specific term. When you select this option, the Term field becomes available. Note. You cannot enter an offset item group if you use this option. Specific Year or Period: Select to apply the contract to charges that are assessed to the student within a particular academic year or specified period of time. When you select this option, the Academic Year,Start Date, and End Date fields become available. This is not recommended for use on a date range contract. Date Type When you have entered Specific Year or Period in the Contract Type field, you must also set the time period to which the third-party contract applies. Values are: Academic Year: Select to apply the contract to apply to a full academic year. If you select this option, the Academic Year field becomes available. Course List: This option is not available. Date Range: If you select this option, the Start Date and End Date fields become available. Enter the start date and end date to specify the date range to which the contract applies. Term Year: This option is not available. Term Enter the academic term to which the contract applies. Academic Year Enter the academic year to which the contract applies. Start Date and End Date Enter a start date and end date for the period for which the contract applies. Course List Enter the course list to which the contract applies. This course list applies to all students who are attached to the contract, but you can override it at the student level if necessary. Note. When using a course list with a third-party contract, particular setup issues related to term fees exist. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 275 Setting Up Payment Plans Chapter 8 See Also Chapter 2, "Completing Student Financials General Setup," page 5 Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Tuition Groups, page 227 Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Term Fee Codes, page 190 Defining Third-Party Charge Transfers Access the Third Party Charges page (Student Financials, Payment Plans, Create Third Party Contract, Third Party Charges). Third Party Charges page Offset Charge Info Item Type Group Enter an item type group that the system uses to offset charges that are covered by the contract. For example, you can apply all financial aid to the student's account before transferring eligible charges to the sponsor. Note. If your school uses the Payment Priority check box in the setup of these item types, you may not want to define any offset charge item type groups. The preferred method is to use this option. Term From andTerm To Enter a term range for offsetting charges. You can limit the range to just one term by entering it in both fields. 276 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Eligible Charges Line# (line number) This field is automatically populated as you add new charge nodes. Tree Node Enter a tree node from the item type tree that includes all charge item types that you want to cover with the third-party contract. Max Amount (maximum Define a maximum amount that you can apply to pay off the charges belonging to the corresponding tree node. amount) Charge % (charge percentage) Enter the percentage of the eligible charge that the system transfers to the sponsor. This percentage amount is limited by the maximum amount. For example, if the student has eligible tuition charges of 8,000 USD and a sponsor has agreed to pay 50 percent of the charges up to a maximum amount of 3,000 USD, the system transfers only 3,000 USD to the sponsor. Charge Item Type Enter the charge item type that the system uses to apply charges to the sponsor's account. Discount % (discount percentage) If you want to give a discount to the third-party contract sponsor, enter a discount percentage in this field. Note. Discounts are intended to move a portion of a charge to a sponsor account and a portion of a charge to a discount account. At no time should 100 percent of the charges be moved to the discount account. Waive the fee to facilitate this type of transaction. Discount Item Type The value in this field is set by default from the discount item type selection that you made on the Third Party Item Types setup page. You can override this value for each eligible charge. Include Tax Select to transfer all tax charges that are associated with an eligible charge to the sponsor. When you select this check box, the Tax Item Type field becomes available. Tax Item Type Enter the item type that applies tax charges to the sponsor's account. Setting Up Collection Agreements To set up collection agreements, use the Collection Agreement component (COLL_AGREEMENT). This section discusses how to: • Define basic collection agreement parameters. • Define collection agreement administrative fees. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 277 Setting Up Payment Plans Chapter 8 Note. You can set up a collection agreement only for a customer whose account includes items in the collection process. See Also Chapter 23, "Collecting Receivables," page 643 Pages Used to Set Up Collection Agreements Page Name Definition Name Navigation Usage Collection Agreement COLL_AGREEMENT Student Financials, Collections, Collection Agreement Define basic collection agreement parameters. Collection Agreement Assess TP_CONTRACT_ASSESS Student Financials, Collections, Collection Agreement, Collection Agreement Assess Define collection agreement administrative fees. Payment Distribution TP_PPLN_QCK_POST Student Financials, Collections, Collection Agreement, Payment Distribution Confirm collection agreement payment schedules. Defining Basic Collection Agreement Parameters Access the Collection Agreement page (Student Financials, Collections, Collection Agreement). 278 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Collection Agreement page First Bill Date Select the date that you generate the first bill for the collection agreement. The system uses the first bill date and the billing cycle to set the billing dates for the duration of the collection agreement. Note. The billing program does not acknowledge the collection agreement until on or after the first bill date specified. For example, if your first bill date is set for November 16 and you run your billing process on the 15th, the system does not process the collection agreement billing until the next run. Payments Enter the number of payments that students must make to pay off the collection agreement. Pay Plan Type Use this field to define how the system credits payments that are made to this collection agreement. Values are: Credit the Original Account: Select to credit all eligible charges and create a new collection agreement charge. Create Billing Entries: Do not use this option with this type of plan. Amount Displays the amount of past due debt to be covered by the collection agreement after you select the check box next to a line item in the bottom scroll area of the page. Account Type Enter the account type that is defined for the agreement. Reference Number Enter an optional reference number for each student on a particular contract. The reference number entry is for information only. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 279 Setting Up Payment Plans Chapter 8 Due after Days Enter the number of days after the bill date that the payment is due. Adjustment Option Select an adjustment option. Values are: Adjust Equally: Select to apply adjustments that are made to the collection agreement equally across all remaining payments. Adjust First Bill: Select to apply adjustments that are made to the collection agreement to the plan's next bill. Adjust Last Bill: Select to apply adjustments that are made to the collection agreement to the plan's final bill. Do not Adjust: Select to prevent any adjustment from being made to the collection agreement. Item Type Enter the item type that creates the charge the student is paying off. Pay Item Type Enter the pay item type to use to pay off the past due charges that are covered by the collection agreement. Calculating and Posting the Collection Agreement Before calculating and posting the collection agreement, you should complete the Collection Agreement Contract Assessment page. After completing this page, return to the collection agreement page to calculate and post the collection agreement. Calculate Click to calculate the amount of the collections agreement charges. Post Click to post the collection agreement charges. After the agreement is posted, the word Paid appears to the left of all items that are included in the agreement. Rev (reverse) After you post the collection agreement, this check box becomes available. Select it and repost the collection agreement to reverse the agreement and return the student's account to the original state. Display Error/Warning Click to view error messages, warning messages, or both. Defining Collection Agreement Administrative Fees Access the Collection Agreement Assess page (Student Financials, Collections, Collection Agreement, Collection Agreement Assess). 280 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 8 Setting Up Payment Plans Collection Agreement Assess page Type of Assessment Select the type of assessment. You can leave this field blank if you do not want to assess a fee. When you leave the field blank, all of the other fields on the page become unavailable. If you want to assess a fee, select one of the following options: Monthly Interest Rate: Select to charge interest that is calculated monthly against the outstanding balance in the plan. When you select this option, you must also set a monthly interest rate. Payment Plan Fee: Select to assess a fixed amount fee. If you select this option, the Payment Plan Fee, Assessment Fee Split, and Assessment Item Type fields become available. Percentage of Payment Plan: Select to assess a fee based on a percentage of the plan's initial balance. If you select this option, the Percentage of Payment Plan, Assessment Fee Split, and Assessment Item Type fields become available. Payment Plan Fee Enter the payment plan fee dollar amount. You can enter this amount as a flat amount only, not as a percentage or interest rate. Assessment Fee Split Determine the assessment fee split. Values are: Add to first payment: Select to apply the entire assessment fee to the first payment of the contract. Add to last payment: Select to apply the entire assessment fee to the last payment of the contract. Split over all payments: Select to divide and apply the assessment fee equally over all payments. Percentage of Payment Plan Enter the percentage of payment plan amount that you want the system to use when you select Percentage of Payment Plan in the Type of Assessment field. Monthly Interest Rate Enter a monthly interest rate to charge when you select Monthly Interest Rate in the Type of Assessment field. Assessment Item Type Select the item type that you want to use for the assessment fee. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 281 Chapter 9 Setting Up Billing This chapter discusses how to: • Set up billing messages. • Set up invoice layouts. • Set up invoice ID number generation. • Set up billing scan lines. • Set up billing types. • Set up billing standard requests. Setting Up Billing Messages To set up billing messages, use the Message Categories component (BI_MSG_CAT_TBL), the Item Type Message component (BI_BILL_MSG_ITM), the Customer Message component (BI_BILL_MSG_CUS), the Business Unit Message component (BI_BILL_MSG_ALL), the Aging Set Messages component (BI_BILL_MSG_AGE), the Corporation Messages component (BI_BILL_MSG_ORG), and the Billing Messages component (BI_BILL_MSG_TBL). This section provides an overview of billing messages and discusses how to: • Define billing messages. • Link billing messages to item types. • Link billing messages to aging sets. • Link billing messages to business units. • Link billing messages to students. • Link billing messages to organizations. Understanding Billing Messages You can create and organize the messages that appear on your bills by defining message categories and billing messages. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 283 Setting Up Billing Chapter 9 Message categories enable you to track and organize billing messages that relate to one type of action or account. You must link all your billing messages to a message category. After you have defined message categories, you create the messages that appear on your bills. Your messages can alert students of past due payments, warn them of potential fines or penalties, or inform them how their bills are calculated. You link each message to an item type, an aging set, a business unit, a student, or a corporation. When you link the messages to these elements, the system determines which messages appear on each bill depending on to whom the bill is issued and to what the bill pertains. Pages Used to Set Up Billing Messages Page Name Definition Name Navigation Usage Message Categories BI_MSG_CAT_TBL Set Up SACR, Product Define message categories. Related, Student Financials, Billing, Message Categories Item Type Messages BI_BILL_MSG_ITM Set Up SACR, Product Link billing messages to Related, Student Financials, item types. Billing, Item Type Message Customer Messages BI_BILL_MSG_CUS Set Up SACR, Product Link billing messages to Related, Student Financials, students. Billing, Customer Message Business Unit Messages BI_BILL_MSG_ALL Set Up SACR, Product Link billing messages to Related, Student Financials, business units. Billing, Business Unit Message Aging Set Messages BI_BILL_MSG_AGE Set Up SACR, Product Link billing messages to Related, Student Financials, aging sets. Billing, Aging Set Messages Corporation Messages BI_BILL_MSG_ORG Set Up SACR, Product Link billing messages to Related, Student Financials, organizations. Billing, Corporation Messages Billing Messages BI_BILL_MSG_TBL Set Up SACR, Product Define billing messages. Related, Student Financials, Billing, Billing Messages Defining Billing Messages Access the Billing Messages page (Set Up SACR, Product Related, Student Financials, Billing, Billing Messages). 284 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Billing Messages page Message Category Select a category with which to associate this message. Keywords Enter keywords to use when searching for this message. Message Text Enter the message to print on the bill. Remember that you link billing messages to item types, aging sets, business units, students, and corporations. Make the text of the message specific to whichever one that you plan to link it to. Linking Billing Messages to Item Types Access the Item Type Messages page (Set Up SACR, Product Related, Student Financials, Billing, Item Type Message). Message Number Select the number of the billing message to link to the item type range. When you generate a bill with charges or payments associated with the specified item type, the message linked to that item type appears on the bill. For example, if you create a billing message explaining how you calculate tuition, you can attach this message to all the tuition item types. When the system generates a bill with a charge against a tuition item type, the message explaining how you calculate tuition appears on the bill. Linking Billing Messages to Aging Sets Access the Aging Set Messages page (Set Up SACR, Product Related, Student Financials, Billing, Aging Set Messages). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 285 Setting Up Billing Message Number Chapter 9 Select the number of the billing message to link to the aging set and aging category. When you generate a bill for a customer whose payment is late, the system selects the message to appear on the bill based on the number of days the payment is past due. Note. You can attach only one message per aging category. The message associated with the oldest charge on a customer's account is the one that appears on the customer's bill. Linking Billing Messages to Business Units Access the Business Unit Messages page (Set Up SACR, Product Related, Student Financials, Billing, Business Unit Message). Message Number Select the number of the billing message to link to the business unit. Messages linked to a business unit appear on all bills generated by that business unit. Linking Billing Messages to Students Access the Customer Messages page (Set Up SACR, Product Related, Student Financials, Billing, Customer Message). Message Number Select the number of the billing message to link to the student. When you generate bills for the student, the billing messages you linked appear on the bill. Linking Billing Messages to Corporations Access the Corporation Messages page (Set Up SACR, Product Related, Student Financials, Billing, Corporation Messages). Message Number Select the number of the billing message to link to the organization. When you generate bills for the organization, the billing messages that you linked appear on the bill. Setting Up Invoice Layouts To set up invoice layouts, use the Invoice Layout component (BI_INV_LAYOUT). 286 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing An invoice layout is a set of parameters that determine how the system formats the invoices that you print. Because you may require different formats for different types of invoices, you can create many different invoice layouts. This section discusses how to: • Define and maintain reports. • View sample XML for report definition. • Print invoices from the run control page. • Define invoice layout information. • Define invoice layout sorting and summarization. Understanding XML Publisher Institutions may use XML Publisher, 3C Engine, and Communication Generation to print a variety of communications or letters, for example, generated invoices. Schools which use global invoicing can use any of the three to print reminder letters. Additional setups are often required if an institution uses XML Publisher. Student Financials provides four templates to print invoices. They illustrate how an institution may present invoice data to students and external organizations. The templates can be customized to accommodate specific requirements. The following billing templates are provided: • Template SSF_INVOICE_O1 can be used for standard External Organization Invoicing • Template SSF_INVOICE_OE1 can be used for Global External Organization Invoicing and includes logic for Credit Invoicing. • Template SSF_INVOICE_S1 can be used for standard Student Invoicing. • Template SSF_INVOICE_SE1 can be used for Global Student Invoicing and includes logic for Credit Invoicing. Templates are designed to work with existing Invoice options as defined on the Invoice Layout setup page where you can associate XML Pub Reports and templates to specific Invoice Layouts. Pages Used to Set Up Invoice Layouts Page Name Definition Name Navigation Usage Report Definition SSF_PRNT_INV Reporting Tools, XML Publisher. Setup, Report Definition, Definition Define and maintain reports. Data Source PSXPDATASRC Reporting Tools, XML Publisher, Data Source View sample XML for report definition. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 287 Setting Up Billing Chapter 9 Page Name Definition Name Navigation Usage Student Invoice Other RUN_CNTL_PBILL Student Financials, Bill Customers, Student Bills, Print Invoice Print invoices from the run control page. Invoice Layout One BI_INV_LAYOUT Set Up SACR, Product Define invoice layout Related, Student Financials, information. Billing, Invoice Layout, Invoice Layout One Invoice Layout Two BI_INV_LAYOUT2 Set Up SACR, Product Define invoice layout Related, Student Financials, sorting and summarization. Billing, Invoice Layout, Invoice Layout Two Defining and Maintaining Reports Access the Report Definition page (Reporting Tools, XML Publisher. Setup, Report Definition, Definition). Report Definition page Use the XML Publisher Report Definition page to define and maintain reports. The Student Financials templates reside under the XML Publisher report definition SSF_PRNT_INV. 288 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing View Sample XML For Report Definition Access the Data Source page (Reporting Tools, XML Publisher, Data Source). Data Source page Use the Data Source page to view sample XML for your report definition. This enables you to review the data contained in the extract in detail. Use the data source ID from the Report Definition page. Print Invoices From The Run Control Page Access the Student Invoice Other page (Student Financials, Bill Customers, Student Bills, Print Invoice, Student Invoice Other). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 289 Setting Up Billing Chapter 9 Student Invoice Other page XML can also be generated when printing invoices from the run control page by setting Output XML Data to either Yes or Only Output XML Data. The second option does not produce an invoice but does produce the related XML data, which is helpful when making modifications to the provided templates. Note. The XML Output Directory should be populated with the target directory location. The process automatically generates a file name for the XML. Output XML Data Select No to create no XML output. Select Yes to generate invoices and XML output. Select Output Only XML Datato generate output XML data without invoices. Output Chunk Size Use this field to determine the size of the data chunks passed to XML Publisher. If it is set to zero, no chunking occurs. Chunking determines how many invoices are in one file. For example, if you set Output Chunk Size to 200, 200 invoices are placed in each file output. In this example if you process 1,000 invoices and set Output Chunk Size to 200, five PDF files are produced, each containing 200 invoices. You can output directly to the printer and not create any files. In this case, chunking only controls the size of the chunks of data that are passed to XML Publisher. Chunking should still be used even if you output directly to the printer. 290 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing XML Output Directory Enter the directory path for the XML output. This field is not available when you select not to output XML data. Defining Invoice Layout Information Access the Invoice Layout One page (Set Up SACR, Product Related, Student Financials, Billing, Invoice Layout, Invoice Layout One). Invoice Layout One page Location Code Enter the location where invoice recipients must mail their payments. Anticipated Aid Detail Select to print, on the invoice, a detailed summary and the total amount of the and Include Anticipated financial aid that you expect the student to receive. If you do not select either of these options, no anticipated financial aid information appears on the invoice. Aid Total Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 291 Setting Up Billing Term Summary Chapter 9 Select the terms for which information appears in the term summary section of the invoice: All Terms: Displays information for past, current, and future terms. Current and Future Only: Displays information regarding only current and future terms. Current Term Only: Displays information regarding the current term only. Future Only: Displays information regarding future terms only. XML Publisher Related Complete this section only if you are using XML Publisher Report Definition ID Enter the desired report definition ID. Template ID Enter the desired template ID. Extract Bank Information Select this check box if the student's banking information should be included in the XML Publisher extract. Defining Invoice Layout Sorting and Summarization Access the Invoice Layout Two page (Set Up SACR, Product Related, Student Financials, Billing, Invoice Layout, Invoice Layout Two). Invoice Layout Two page 292 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Bill Sort Fields Determine the sort order of the invoices in a given billing run. The sort order that you choose here determines the order in which the system prints the invoices. You do not have to enter a value in all four sort fields. In the preceding example, invoices are sorted first by postal code, then by student ID. Sort 1, Sort 2, Sort 3, and Sort 4 Select the sort order of your invoices: Academic Level: Sorts by the academic level of the student (such as freshman, sophomore, junior, or senior). Academic Load: Sorts by the academic course load of the student (such as parttime or full-time load). Academic Program: Sorts by the academic program of the student (such as liberal arts). Campus: Sorts by the campus of the institution that the student attends. Corporation ID: Sorts by the unique ID (organization ID) of the external corporation associated with each bill. Country: Sorts by the country of residence of the student associated with each bill. Invoice Number: Sorts by the system-generated invoice number assigned to each bill. Name: Sorts by the name of the student associated with each bill. Student Enrollment Block: Sorts by the Enrollment Block associated to the ID. ID: Sorts by the unique ID of the student associated with each bill. Total Amount Due: Sorts by the total dollar amount due for each bill. Tuition Residency: Sorts by the tuition residency of the student (for example, instate or out-of-state tuition) in effect at the time that the system generates the bill. Zip Code: Sorts by the postal code of the student associated with each bill. Note. You cannot sort by both invoice number and ID. The system will not give you an error message Transaction Sort Determine how transaction details are sorted on an individual invoice. You do not have to enter a value in all four sort fields. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 293 Setting Up Billing Sort 1, Sort 2, Sort 3, and Sort 4 Chapter 9 Select how to sort transaction details on your invoices: Academic Year: Sorts by the academic year associated with each transaction. Account Number: Sorts by the account number of each transaction. Amount: Sorts by the dollar amount of each transaction. Due Date: Sorts by the due date of each transaction. Item Description: Sorts by the description of the item type for each transaction. Item Number All: Sorts by the item number that the system assigns to each transaction during posting. Session: Sorts by the academic session associated with each transaction. Student ID (Third Party): Sorts a sponsoring organization's bills by the unique student ID associated with each third-party transaction. Student Name (Third Party): Sorts a sponsoring organization's bills by the student name associated with each third-party transaction. Term: Sorts by the academic term associated with each transaction. Transaction Date: Sorts by the date on which each transaction occurred. Subtotal Becomes available if you enter a value in the Sort 1 field. Select to print a subtotal of the transactions on the invoice. Summarization Fields You can summarize billing information on your printed invoices rather than printing all the billing details. Use this group box to select the fields by which you want to summarize. When you summarize, the printed invoice no longer shows transaction detail. Summ 1 (summary 1) and Select how to summarize billing information on your printed invoices: Summ 2 (summary 2) Account Number: Summarizes by the account number and account term. Item Description: Summarizes by the item type description. Item Nbr - Refund/Payment Only (item number - refund/payment only): Summarizes refunds and payments by item number only. Transaction details for other transactions still appear according to the sort order selected in the Transaction Sort Fields group box. Item Number All: Summarizes by the item number that the system assigns to each transaction during posting. Item Type Code: Summarizes by the item type code or classification. Item Type: Summarizes by item type. Student ID (Third Party): Summarizes a sponsoring organization's bills by the unique student ID associated with each third-party transaction. Student Name (Third Party): Summarizes a sponsoring organization's bills by the student name associated with each third-party transaction. 294 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Setting Up Invoice ID Number Generation To set up invoice ID number generation, use the Invoice ID Number component (INVOICE_NUMBER). Each bill that you create must have a unique invoice ID number associated with it. You define how the system generates each invoice ID number. The invoice number consists of three parts that combine text with system-generated number sequences. Each part can consist of no more than 10 characters and no fewer than 2 characters. The maximum length of the entire invoice ID is 22 characters. This section discusses how to define invoice number generation. Page Used to Set Up Invoice ID Number Generation Page Name Definition Name Navigation Usage Invoice ID Number BI_IVC_NUM Set Up SACR, Product Define invoice number Related, Student Financials, generation. Billing, Invoice ID Number Defining Invoice Number Generation Access the Invoice ID Number page (Set Up SACR, Product Related, Student Financials, Billing, Invoice ID Number) Invoice ID Number page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 295 Setting Up Billing Chapter 9 Example Invoice Displays how your invoice IDs appear using the parameters that you select. Text Select to enter specific text for the segment. The Part 1 Sequence Length, Part 2 Sequence Length, or Part 3 Sequence Length field of the segment becomes available, depending on which segment you are defining. Auto Sequenced Select to make the segment a number automatically sequenced by the system. The Part 1 Next Sequence Number, Part 2 Next Sequence Number, or Part 3 Next Sequence Number field becomes available, depending on which segment that you are defining. Part 1 Sequence Length, Part 2 Sequence Length, and Part 3 Sequence Length If you selected the Text option for a segment, enter characters to appear on the bill along with the length of the segment. If the length is greater than the number of characters that you enter, the system puts a number of spaces in the segment equal to the difference between the length and the number of characters entered. Part 1 Next Sequence Number, Part 2 Next Sequence Number, and Part 3 Next Sequence Number If you selected the Auto Sequenced option for a segment, use these fields to set the next number to appear on a bill. When you press TAB to move out of the field, the system fills the remainder of the field with zeros so that the total length is 10. This number appears in the segment of the first ID generated by the system using this invoice ID generation scheme. The auto-sequenced segment of each ID generated after the first is one higher than the previous. For example, if you enter 0000001 in the Part 1 Next Sequence Number field, the first segment of the first invoice ID is 0000001. The first segment of the second invoice ID is 0000002, and so on. Setting Up Billing Scan Lines To set up billings scan lines, use the Billing Scan Line component (BI_SCAN_LINE). Create a bill scan line if your bank requires it to track transactions. Communicate with your bank to obtain specifications on how to construct your bill scan line. This section discusses how to define bill scan lines. Page Used to Set Up Bill Scan Lines Page Name Definition Name Navigation Usage Billing Scan Line BI_SCAN_LINE Set Up SACR, Product Define bill scan lines. Related, Student Financials, Billing, Billing Scan Line Defining Billing Scan Lines Access the Billing Scan Line page (Set Up SACR, Product Related, Student Financials, Billing, Billing Scan Line). 296 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Billing Scan Line page The bill scan line is a single line of no more than 60 characters of both text and numbers. You add it to a bill using the General Selections 2 page of the Billing Standard Request component. Each segment consists of a field, a piece of text, or a sequence number. Field If you select the Field option, select the field that you want to use: A (amount due), B (business unit), D (invoice due date), E (employee ID), I (invoice date), N (invoice number), O (external org field), and P (postal code). Text If you select the Text option, use the adjacent field to enter text to include in the bill scan line. Sequence Number If you select the Sequence Number option, enter the number in the adjacent field. This number appears in the segment of the first bill scan line generated by the system using this bill scan line generation scheme. The automatically-sequenced segment of each bill scan line generated after the first is one higher than the previous. For example, if you enter 0000001, the Sequence Number segment of the first bill scan line is 0000001. The segment of the second bill scan line is 0000002, and so on. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 297 Setting Up Billing Length Chapter 9 If you select the Field option, the system automatically populates the Length field according to the option that you choose. This field is then unavailable for editing. If you select the Text option, the system automatically populates the Length field with the number of characters that you entered in the Text field. You can override this number with a greater number. If you select the Sequence Number option, the system automatically populates the Length field with the number 10. You can override this number. Setting Up Billing Types To set up billing types, use the Billing Type component (BI_TYPE_TBL). When you set up your billing standard request, the system requires that you select a billing type for the request. The system uses billing types to distinguish bills when determining prior invoice amount and the last billing date for students or corporations. This section lists the page used to define billing types. Page Used to Define Billing Types Page Name Definition Name Navigation Usage Billing Type BI_TYPE_TBL Set Up SACR, Product Define billing types. Related, Student Financials, Billing, Billing Type Setting Up Billing Standard Requests To set up billing standard requests, use the Billing Standard Request component (BI_STD_REQ_TBL). This section discusses how to: 298 • Define general selections. • Define additional general selections. • Define communication information. • Define academic selections. • Define additional academic selections. • Select billing messages. • Select student groups. • Select enrollment blocks. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing • Select account types. • Define corporate information. A billing standard request is a set of parameters that determine how the system identifies and bills groups of customers. After you set these parameters, you can use them repeatedly. Pages Used to Set Up Billing Standard Requests Page Name Definition Name Navigation General Selections BI_STD_REQ_TBL Set Up SACR, Product Define general selections. Related, Student Financials, Billing, Billing Standard Request, General Selections General Selection 2 BI_STD_REQ_ALL6 Set Up SACR, Product Define additional general Related, Student Financials, selections. Billing, Billing Standard Request, General Selection 2 Communication Info (communication information) BI_STD_REQ_ALL4 Set Up SACR, Product Define communication Related, Student Financials, information. Billing, Billing Standard Request, Communication Info Academic Selections BI_STD_REQ_ALL1 Set Up SACR, Product Define academic selections. Related, Student Financials, Billing, Billing Standard Request, Academic Selections Academic Selections 2 BI_CAN_REQ_ALL1A Set Up SACR, Product Define additional academic Related, Student Financials, selections. Billing, Billing Standard Request, Academic Selections 2 Billing Standard Request Messages BI_STD_REQ_ALL2 Set Up SACR, Product Select billing messages. Related, Student Financials, Billing, Billing Standard Request, Messages Student Groups BI_STD_REQ_ALL7 Set Up SACR, Product Select student groups. Related, Student Financials, Billing, Billing Standard Request, Student Groups Enrollment Blocks SSF_STD_REQ_ERLBLK Set Up SACR, Product Select enrollment blocks. Related, Student Financials, Billing, Billing Standard Request, Enrollment Blocks Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Usage 299 Setting Up Billing Chapter 9 Page Name Definition Name Navigation Usage Account Selections BI_STD_REQ_ALL3 Set Up SACR, Product Select the account types. Related, Student Financials, Billing, Billing Standard Request, Account Selections Corporation Info (corporation information) BI_STD_REQ_ALL5 Set Up SACR, Product Define corporate Related, Student Financials, information. Billing, Billing Standard Request, Corporation Info Defining General Selections Access the General Selections page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, General Selections). General Selections page Type of Request 300 Student Select to create billing requests for students and individual customers. All fields on the page become available. Organization Select to create billing requests for external organizations. The fields in the Last Name Selection group box become unavailable. You must use the Last Name Selection group box on the Corporation Info page instead. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Last Name Selection From and To Define a range of students for which the system generates bills based on the students' last names. For example, to generate a bill for all students with last names starting with the letter A through the letter C, enter A in the From field and C in the To field. Leave these fields blank to generate bills for all students who meet the criteria that you set in this component. Balance Selection The two fields in this group box work together to generate bills for customers based on credit and debit balances. Minimum Credit Balance Enter the credit balance above which you generate a bill. Enter the minimum credit balance as a negative number. Minimum Debit Balance Enter the debit balance above which you generate a bill. Enter the minimum debit balance as a positive number. To create a bill for all students regardless of account balances, leave the Minimum Credit Balance and Minimum Debit Balance fields set to 0.00. Transaction Selection Added After and Added Filter the charges and payments included in the bill based on the date they posted. Only charges and payments posted after the date entered in the Added Until After field are included in the bill. Only charges and payments posted before or on the date entered in the Added Until field are included in the bill. To include all charges and payments, leave these fields blank. Miscellaneous Selection To bill all customers, leave all fields and options in this group box empty. Select Billing by Invoice Select this to indicate Select Billing by Invoice. This is only displayed when the institution has indicated Apply Payments by Invoice on the SF Installation setup. Zero Bill Handling Specify how the system processes bills for zero amounts: Ignore Zero Bills: Ignores zero amounts. Be careful when using this value. The system looks for a net amount due and does not process bills when a credit balance in one account offsets a balance due in another account. Create Zero Bills: Generates bills for zero amounts. Update Zero Bills: Sets flags indicating that the account has been billed, but does not generate a bill. The next time that you run the billing process, the system ignores flagged zero amounts, thereby increasing performance. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 301 Setting Up Billing Not Billed Since Chapter 9 Enter a date here to bill only those customers who you have not billed since that date. For example, if the date in the Not Billed Since field is 10/1/2005, and you run the billing process on 10/15/2005, the system generates bills for students who it billed before 10/1/2005 or who it has not billed at all. The system does not bill students who it billed on 10/1/2005 or between 10/1/2005 and 10/15/2005. If you select a value in this field, it overrides any conflicting selection criteria that you define. Define Additional General Selections Access the General Selection 2 page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, General Selection 2). General Selection 2 page Invoice Option Create Invoices Select so that your invoices do not reference the amount of the previous invoice. For example, suppose that you bill a student for tuition charges of 500.00 USD and housing charges of 2,000.00 USD, for a total of 2,500.00 USD on 10/1/2005. On 10/15/2005, a 75.00 USD miscellaneous charge posts to the student's account before the original bill is paid. If you generate another bill on 10/15/2005, it lists only the new invoice amount of 75.00 USD and details only the miscellaneous charge. When selected, the system generates bills for accounts with new activity only. 302 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Create Account Statements Select to generate account statements rather than invoices. The details that appear on the account statement depend on the value that you select in the Prior Invoice Calc Option (prior invoice calculation option) field, which is available only if you select the Create Account Statements option. When selected, the system generates bills even for accounts with no new activity. However, the system does not allow you to generate a bill more than once per day for an account with no new activity. Note. Create Credit Invoices If your institution selected Apply Payments by Invoiceon the SF Installation 2 page of the SF Installation component, Create Credit Invoices will display in the Invoice Option group box in place of Create Account Statements. Select Create Credit Invoices to create a credit invoice based on charge reversals. Prior Invoice Calc Option (prior invoice calculation option) Determine the details to appear on account statements: Use Previous Invoice Amount: Account statements reference the amount of the previous invoice and indicate the previous invoice ID on new bills. For example, suppose that you bill a student for tuition charges of 500.00 USD and housing charges of 2,000.00 USD, for a total of 2,500.00 USD on 10/1/2005. On 10/15/2005, a 75.00 USD miscellaneous charge posts to the student's account before the original bill is paid. If you generate another bill on 10/15/2005, it lists a prior invoice amount of 2,500.00 USD and the corresponding invoice ID, along with the new invoice amount of 75.00 USD that details only the miscellaneous charge. Account Balance Method: Account statements reference the amount of the previous invoice but do not indicate the previous invoice ID on new bills. For example, suppose that you bill a student for tuition charges of 500.00 USD and housing charges of 2,000.00 USD, for a total of 2,500.00 USD on 10/1/2005. On 10/15/2005, a 75.00 USD miscellaneous charge posts to the student's account before the original bill is paid. If you generate another bill on 10/15/2005, it lists a prior invoice amount of 2,500.00 USD, along with the new invoice amount of 75.00 USD that details only the miscellaneous charge. Campus Select Institution Select an institution. The system generates bills for students who attend the selected institution only. Campus Select a campus. The system generates bills for those students on the selected campus only. You must select an institution before you select a campus. Remaining Fields Invoice ID Number Select the user-defined invoice ID number generation scheme that you want to use to assign unique invoice ID numbers to each bill. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 303 Setting Up Billing Chapter 9 Bill Scan Line Definition If your bank requires bill scan lines, select the bill scan line generation scheme that you want to use to attach a bill scan line to each bill. Service Impact (Optional) Attach a service impact to the billing standard request. You normally use this field to attach a service impact that excludes from billing those students or corporations with a service indicator associated with the selected service impact. Print Schedule of Classes Select to print the student's enrollment summary on your invoices. This field is not available if you select the Corporation option in the Type of Request group box on the General Selections page. Defining Communication Information Access the Communication Info page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Communication Info). Communication Info page Create Communication Records Select to create a communication record during the bill generation process. Academic Institution Enter the academic institution to which the communication record applies. Administrative Function Enter SFBI. Communication Category 304 Enter the type of communication record to create. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Communication Context Within the communication category that you select, choose the context of the communication record to create. Additional Bill Communication Bill Comm Flag (bill communication flag) Select to produce a duplicate bill for the parent or guardian of each student affected by the billing standard request when you run the billing process. The system uses the parent or guardian that you specify on the Relationships page within PeopleSoft Campus Community. The Letter Code field becomes available. Letter Code If applicable, enter one or more letter codes. The system matches these against any letter codes specified for the communication recipient on the Relationships page within Campus Community. See Also PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Setting Up Administrative Functions" PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Communications" PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Biographical Information," Managing Relationships Data Defining Academic Selections Access the Academic Selections page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Academic Selections). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 305 Setting Up Billing Chapter 9 Academic Selections page All Careers Select to generate a bill for all students regardless of academic career. The Academic Institution, Career, Academic Program, Academic Plan, Academic Program Status, and Admissions Program Status fields become unavailable. Use Records Select to filter billed students based on academic program status. The Academic Program Status field becomes available. Use Admissions Select to filter billed students based on admissions program status. The Admissions Program Status field becomes available. You can select this check box in addition to the Use Records check box. However, if you select both check boxes, the system checks academic program status first during the billing process to determine whether it should bill a student. It only uses admissions program status if a student has no academic program status. Academic Career Select the academic institution, career, academic program, and academic plan to bill. Academic Program Status Select the academic program status to bill. To generate bills based on academic program status, you must select at least one academic career and academic program on this page. Admissions Program Status Select the admissions program status to bill. 306 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Defining Additional Academic Selections Access the Academic Selections 2 page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Academic Selections 2). Academic Selections 2 page Select a value for any of eight academic categories to filter your billing process. Note. The billing process acknowledges the selection criteria on this page only if you select a Bill By option of Bill Range when creating your billing request. Selecting Billing Messages Access the Billing Standard Request - Messages page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Messages). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 307 Setting Up Billing Chapter 9 Billing Standard Request - Messages page Message Number Enter the message number associated with the text that you want to appear on your bills. Remember that any business unit messages that you create appear on the bill, in addition to the messages that you select here. Selecting Student Groups Access the Student Groups page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Student Groups). 308 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Student Groups page All Groups Select to generate bills for all student groups. The Institution and Student Group fields become unavailable. Current Table Entries Only Select to create bills and invoices only for students that are currently in the student groups that you specify in the Student Groups group box. The system excludes any students with a future-dated active status in a student group. Student Groups Select the institution and student group to bill. See Also PeopleSoft Enterprise Recruiting and Admissions 9.0 PeopleBook, "Setting Up Prospects" Select Enrollment Blocks Access the Enrollment Blocks page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Enrollment Blocks). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 309 Setting Up Billing Chapter 9 Enrollment Blocks page All Blocks Select to restrict processing to all enrollment blocks Student Enrollment Blocks Restrict processing to specific enrollment blocks Selecting Account Types Access the Account Selections page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Account Selections). 310 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 9 Setting Up Billing Account Selections page You can determine by account type what charges and credits are included on an invoice. An invoice is created for all unbilled activity on the account and through the account type or item type setup you can select what is included or excluded from the invoice. All Accounts Select to bill all account types. Account Type Enter the specific account types to include in an invoice, for example, tuition, housing, or payment plan. Account Types If you do not select the All Accounts check box, select a specific account type to bill. Defining Corporation Information Access the Corporation Info page (Set Up SACR, Product Related, Student Financials, Billing, Billing Standard Request, Corporation Info). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 311 Setting Up Billing Chapter 9 Corporation Info page 312 Corporation From and Corporation To Enter an alphabetical range of corporations to bill. Leave these fields blank to generate bills for all corporations that meet the criteria that you set in this component. Contact Type To address corporate bills to a specific position (such as chief financial officer), select the type of contact. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering This chapter discusses how to: • Define a cashiering office. • Set up valid registers and cashiers. • Set up target keys. • Set up tender keys. • Set up for processing credit cards. • Set up void reasons. • Set up receipt messages. • Modify cashiering receipt forms. Defining a Cashiering Office To set up a cashiering office, use the Cashiering Offices component (CASHIERING_OFFICES). Before you can run your cashiering process, you must first define the characteristics of your cashiering office. Your institution may have multiple cashiering offices, located on or off campus. Different cashiering offices often serve different roles in your institution. The Cashiering feature provides the flexibility to define different cashiering offices, each with its own set of cashiering rules and requirements. This section discusses how to: • Define the basic cashiering office parameters. • Define the transaction setup of a cashiering office. Pages Used to Define a Cashiering Office Page Name Definition Name Navigation Cashiering Offices CSH_OFF_TABLE Set Up SACR, Product Define the basic parameters Related, Student Financials, of the cashiering office. Cashiering, Cashiering Offices Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Usage 313 Setting Up Cashiering Chapter 10 Page Name Definition Name Navigation Usage Transaction Setup CSH_OFF_TABLE2 Set Up SACR, Product Related, Student Financials, Cashiering, Cashiering Offices, Transaction Setup Define the way in which your cashiering office handles and posts transactions. Over GL Entry CSH_OFF_TBL_OVER Set Up SACR, Product Related, Student Financials, Cashiering, Cashiering Offices, Over GL Entry Define the general ledger chart of accounts to which you record any cash overages for your cashiering office. The chart of accounts that you define on this page provides the credit side of the GL entry. Short GL Entry CSH_OFF_TBL_SHORT Set Up SACR, Product Related, Student Financials, Cashiering, Cashiering Offices, Short GL Entry Define the general ledger chart of accounts to which you record any cash shortages for your cashiering office. The chart of accounts that you define on this page provides the debit side of the GL entry. Defining the Basic Cashiering Office Parameters Access the Cashiering Offices page (Set Up SACR, Product Related, Student Financials, Cashiering, Cashiering Offices). 314 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Cashiering Offices page Campus Enter the campus on which the cashiering office is located. Location Enter the specific location of the cashiering office. Base Currency Enter the base currency that the cashiering office uses when processing transactions. All transactions in the office are set to this currency by default. The default value for this field is the default currency of your business unit. Balance By Select the method to use to balance the cashiering office. Select from the following values: Cashier: Select this value to balance receipts of each cashier against the cash drawer. With this method, a cashier can use any open register, but no one else can use his individual cash drawer. Therefore, balancing by cashier is the more secure option. It enables you to track errors and outages to specific cashiers. Register: Select this value to balance the receipts of each register against the cash drawer. With this method, any number of valid cashiers can use the cash drawer in a register during a given business day. Change Due Tender Enter the tender key that you want to designate for change due. This is the type of tender that the office uses to give change to customers. You define the tender keys available in this field using the Tender Keys component. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 315 Setting Up Cashiering Retrieval Limit Chapter 10 Enter the number of business days the system retrieves when you open, reopen, or close the cashiering office. This is an optional field. Use it to enhance system performance. Note. If you do not enter a value, the system displays all past business days when opening, closing, or reopening a cashiering office. This slows system performance significantly. Print Product Select to print receipts. If you want to print receipts automatically using the Create Receipt button on the six receipt generation pages, you must select a print product. You can print receipts using Crystal. Use Forms Engine for Receipts Select to use Forms Engine to print student payment, corporate payment, department, and check cashing receipts. Clear to use the specified Print Product to print your receipts. If you select this check box, it is necessary to specify printers for your valid registers before you can print receipts using Forms Engine. Over GL Entry (over general ledger entry) Click this link to access the Over GL Entry page or enter the ChartField values in the display field . Select the ChartField values that correspond to the general ledger account into which you record your cashiering overages. Short GL Entry (short general ledger entry) Click this link to access the Short GL Entry page or enter the ChartField values in the display field. Select the ChartField values that correspond to the general ledger account into which you record your cashiering shortages. GL Interface Required (general ledger interface required) If you select this check box, the system requires you to run the Cashiering GL Interface process before closing the cashiering office. Close Office Edits Use the Close Office Edits group box to specify the requirements that your office must meet before you can close it. Posted Close Required If you select this check box, the system requires you to post all receipts before closing the cashiering office. This requirement takes effect only if you select the Delay posting or Group Post options in the Posting field of the Transaction Setup page. Approved Close Required If you select this check box, the system requires you to approve all pending department receipts before closing the cashiering office. This requirement takes effect only if you select the Dept Receipt Approval Required check box on the Transaction Setup page. Defining the Transaction Setup of a Cashiering Office Access the Transaction Setup page (Set Up SACR, Product Related, Student Financials, Cashiering, Cashiering Offices, Transaction Setup). 316 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Transaction Setup Note. If you select the Realtime Transaction Override check box, you must authorize and capture your cashiering credit card transactions using the batch process. The value in Merchant Setup ID field and the selection of the Hosted Payment Provider check box are based on the setup of those fields on the Payment Merchant page. See Chapter 3, "Setting Up ePayment Processing," Setting Up Payment Merchants, page 90. See Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. If the payment merchant is set up for hosted payment transactions, the Realtime Transaction Override and Post Unprocessed Authorization check boxes are cleared and not available for edit. The Realtime Transaction Override check box applies to Business Interlink and Integration Broker transactions. It allows the cashier office to override the Real-Time Authorization selection on the SF Merchant page in case the Cashier Office is experiencing multiple timeouts. The transactions are then not authorized online but in batch. For information about the Post Unprocessed Authorization check box, see the Post Receipts section of documentation. Void Receipts Use this group box to define how the system voids receipts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 317 Setting Up Cashiering Direct Reports Chapter 10 Enter the appropriate value for your institution to determine the rules the system uses to establish supervisory relationships for the process of voiding receipts. Student Financials Data: Select this value to establish supervisory relationships of cashiers on the Valid Cashiers page. Human Resources Data: Select this value to have Student Financials use the employment data for each cashier defined in PeopleSoft Human Resources to determine supervisory relationships. Transfer after void Select this check box if, upon voiding a receipt, you want the system to transfer you automatically to the page where the receipt was created. For example, after voiding a student payment, the system automatically takes you to the Student Payment page if you selected this option. Post Receipts Use this group box to define how the system posts student payments and corporate payments. Posting Use this field to select when the system posts student and corporate payment receipts. Valid values are: No posting delay: If you select this value, the system posts receipts immediately to student and corporate accounts from the Student Payment and Corporate Payment pages when you click the Create Receipt button. The advantage of this method is that the system updates account balances as you create payment receipts. Delay posting: If you select this value, the system does not post receipts to student or corporate accounts when you click the Create Receipt button on the Student Payment and Corporate Payment pages. Instead, you post delayed student and corporate payment receipts using the Post Receipts page. By delaying posting, you can enhance system performance during receipt creation, especially if you have a large number of cashiers using the system. Using the Post Receipts page, you can post receipts at any time during the day, when it puts less demand on the system. Group Post: If you select this value, the system does not post receipts when you click the Create Receipt button on the Student Payment and Corporate Payment pages. Instead, the system places each receipt that you create into a single posting group for the business day. To post receipts for a group, use the Posting Groups page in the Maintain Receivables feature. Like the Delay posting method, the Group Post method enables you to enhance system performance during peak demand. However, using the Group Post method, you post all receipts at the end of the day by running one batch process. Therefore, the system does not update your student or corporate accounts as often. Origin ID and Group Type 318 If you selected Group Post in the Posting field, enter the origin ID and group type of the posting group in which your cashiering office places student and corporate payment receipts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Post Unprocessed Authorizations Setting Up Cashiering Note. If the payment merchant is set up for hosted payment transactions, this check box is cleared and not available for edit. If you select this check box, the system posts credit card transactions even if it has not processed the authorizations of those transactions. If you clear this check box, the system posts only transactions for which you have processed authorizations. This option is useful when intermittent timeouts of the authorization process occur. This enables the system to save or post the transactions normally regardless of the timeout. However, if this situation occurs, you must remember to authorize your credit card transactions using the batch process in the Maintain Receivables feature. Note. You should define a group type and origin ID in Maintain Receivables specifically for cashiering receipts so that you can more readily identify and isolate these posting groups. Setting Check Cashing Rules Check Cashing Target Enter the target key associated with the check-cashing fee item type. Define the check cashing fee target key using the Target Keys component. Define the amount of the check-cashing fee in the Check Cashing Fee field. This is not a required field. Check Cashing Fee Enter the amount that you want to charge customers when they use this cashiering office to cash checks. Check Cashing Maximum Enter the maximum check amount that you want to allow customers to cash at your cashiering office. Setting Department Receipt Approval Dept Receipt Approval Select this check box to implement the workflow approval process for all department receipts generated by this cashiering office. When you select this Required (department receipt approval required) check box, the Cashier Approval Rolefield becomes available. Cashier Approval Role Enter the role of the person who approves department receipts generated by your cashiering office. A person with the cashier approval role must approve all department receipts before you post them to the general ledger. If you select the Approved Close Required check box on the Cashiering Offices page, the person with the cashier approval role must approve all department receipts before you close the cashiering office. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 319 Setting Up Cashiering Chapter 10 See Also Chapter 3, "Setting Up ePayment Processing," Setting Up SF Merchants, page 100 Chapter 14, "Processing ePayment Transactions," page 381 Chapter 21, "Maintaining Receivables," page 571 Setting Up Valid Registers and Cashiers To set up valid registers and cashiers, use the Valid Registers component (REGISTERS) and the Valid Cashiers component (CASHIERS). This section discusses how to: • Define valid registers. • Define valid cashiers. Pages Used to Set Up Valid Registers and Cashiers Page Name Definition Name Navigation Usage Valid Registers CSH_0FF_REGISTERS Set Up SACR, Product Define valid registers. Related, Student Financials, Cashiering, Valid Registers Valid Cashiers CSH_OFF_CASHIER Set Up SACR, Product Define valid cashiers. Related, Student Financials, Cashiering, Valid Cashiers Defining Valid Registers Access the Valid Registers page (Set Up SACR, Product Related, Student Financials, Cashiering, Valid Registers). 320 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Valid Registers page Register Enter the alphanumeric code that you use to identify the register. Setting Up Receipts to Print Automatically Select the check boxes under the Print Receipt Automatically heading to determine which types of receipts print automatically when each valid register creates them. The system recognizes the selections made in these check boxes only if you choose to balance by register in the setup of your cashiering office. You can choose to print receipts automatically for Student Payment,Corporate Payment,Department Receipt, and Cash Check receipts. For each valid register set to print automatically, use the Forms Engine Printer field to specify the printer to which Forms Engine generates the receipt. Defining Valid Cashiers Access the Valid Cashiers page (Set Up SACR, Product Related, Student Financials, Cashiering, Valid Cashiers). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 321 Setting Up Cashiering Chapter 10 Valid Cashiers page Delete Cashier Click to delete the cashier from the cashiering office. Supervisor Select to give the cashier the ability to void receipts. A cashier designated as a supervisor can void his or her own receipts and the receipts of any other cashier that directly reports to him or her. Approval Required Swtich Select to implement the workflow approval process for any department receipts processed by the cashier. Department Only Cashier Select to designate the cashier as one who can process only department receipts and does not have an open cash drawer. When you select this check box, the system automatically selects the Approval Required check box and makes it unavailable. Supervisor Operator ID This field is available only if you select Student Financials Data in the Direct Reports field of the Transaction Setup page. Enter an ID to indicate the supervisor to whom the cashier directly reports. The supervisor assigned to this cashier can view and void the cashier's receipts. Print Receipt Automatically Use the Print Receipt Automatically group box to determine which types of receipts print automatically when the valid cashier creates them. The system recognizes the selections made in these check boxes only if you choose balance by cashier in the setup of your cashiering office. You can choose to print receipts automatically for Student Payment,Corporate Payment,Department Receipt, and Cash Check receipts. Valid Cash Registers In the Valid Cash Registers scroll area, enter the codes of the valid registers that you want the cashier to be able to use. 322 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Setting Up Target Keys To set up target keys, use the Target Keys component (TARGET_KEYS). Target keys indicate which charges receive credit for a given transaction. A cashier must specify a target key for all transactions except department receipts, cash replenishments, and interim deposits. You can also enter ChartField information for target keys. This section discusses how to: • Define target keys. • Link tax authorities to target keys. Pages Used to Set Up Target Keys Page Name Definition Name Navigation Usage Target Keys - Definition TARGET_KEY_TABLE Set Up SACR, Product Define a target key. Related, Student Financials, Cashiering, Target Keys, Definition Target Key ChartFields SSF_CF_WRKGRID_SEC Click the Target GL Entry link on the Definition page. Define a chart of accounts for a target key. Define the general ledger chart of accounts to which you record any cashiering transactions associated with the target key that you are defining. Target Keys - Tax Authority TARGET_KEY_TAX Set Up SACR, Product Link tax authorities to target Related, Student Financials, keys. Cashiering, Target Keys, Attach tax authorities to Tax Authority your target key. This enables you to assess tax on certain cashiering transactions with this target key. Defining Target Keys Access the Target Keys - Definition page (Set Up SACR, Product Related, Student Financials, Cashiering, Target Keys, Definition). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 323 Setting Up Cashiering Chapter 10 Target Keys – Definition page 324 Default Amount Enter an optional default amount for the target. For example, if tuition charges are typically 5,000 USD, then for the tuition target key, you can enter 5,000 USD as a default amount to reduce the amount of data entry required at the time of payment. Minimum Amount Enter the minimum amount allowed for the target key per transaction. Maximum Amount Enter the maximum amount allowed for the target key per transaction. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering GL Interface Required, Select to include transactions for this target key when you run the cashiering GL interface process. Target GL Entry and Copy and Paste buttons Click the Target GL Entry link to specify ChartFields or enter ChateField values. Enter the ChartField values that correspond to the general ledger account into which you record transaction information associated with the target key. The chart of accounts that you define on this page provides the credit side of the GL entry. For a cashiering receipt to properly interface with your general ledger system, both the target key and the tender key associated with the receipt must have the GL Interface Required check box selected. You can also specify a SpeedType on this page. To specify the Speed Type, click the link and enter the SpeedType that you have already set up. For ease of use, after entering your ChartFields, click the Copy button to copy them to a clipboard. You can go to any other field and use the Paste button to paste. Be careful when selecting this check box because if the item type associated with the target key also has this check box selected, the regular GL interface process will pick up any transactions associated with the target key that you are defining. The cashiering GL interface process is intended to be used to send transactions to your general ledger that do not post to student or corporate accounts. Usually, you do not want these nonpostable transactions to be picked up by the regular GL interface process. Therefore, you normally do not want to select the GL Interface Required check box for the target key unless it is to be used for transactions that do not post to an account. Post Select to post student payments or corporate payments associated with this target key. The system selects this check box by default. If you select this check box, you cannot attach a tax authority to the target key. This is because when you attach a tax authority to a target key, the system assesses a tax to any cashiering transactions associated with that target key. Postable targets post against charges on a student or corporate account. The system already assesses any necessary taxes to a charge when it posts to an account. Therefore, if a tax authority were attached to a postable target key, when you used the target key for a cashiering transaction, the system would assess tax to the target even though the charge it would post against had already been taxed. This would cause the payer of the charge to be taxed twice for the same charge. Posting Parameters Determine how the system posts transactions associated with the target key. Account Type If you are defining target keys for student or corporate payments, enter the account type the target affects. The account type determines the account to which the payment posts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 325 Setting Up Cashiering Chapter 10 Restrict Payment to Account Select to post each payment in its entirety to the account that you set in the Account Type field. The system credits any excess payments to the account that you selected, thereby creating a credit balance that can be applied to new charges or refunded later. If you select this check box, the Use Excess Account check box and its accompanying field become unavailable. Use Excess Account If you do not select Restrict Payment to Account check box, you can select this check box. When you select this check box and do not specify a specific account in its accompanying field, the system credits excess payments to the default payment excess account that you defined during the setup of your Student Financials business unit. Use the edit box to the right of this check box to enter a specific excess account to which the system credits any excess payments to this target key. Apply Payments by Invoice Select this check box to restrict payments to an invoice. The check box displays only if your institution indicated on the SF Installation 2 page that it will apply payments by invoice. Item Type If you are defining a target key for payments that post to student or corporate accounts, enter the payment item type that appears on the account when you use this target key. Charge Priority The system automatically populates this field with the charge priority of the item type that you entered. However, you can use this field to override the payment allocation rules for payments to this target. The charge priority determines how the system applies payments to charges. Linking Tax Authorities to Target Keys Access the Target Keys - Tax Authority page (Set Up SACR, Product Related, Student Financials, Cashiering, Target Keys, Tax Authority). 326 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Target Keys - Tax Authority page Tax Authority Enter tax authorities to attach to the target key. When you enter a tax authority, the system automatically populates the Tax Percent field with the appropriate percentage. Target Key Enter the target key of the tax that the system adds to transactions conducted using the target key that you are defining. Whenever you process payments to the target key, the system adds the attached tax target key automatically, thereby charging the customer the appropriate tax. Tax Percent The system populates this field with the appropriate percentage when you entered a value in the Tax Authority field. Note. If you attach a tax authority to the target key and you select the Post check box on the Definition page, the system does not allow you to save the target key. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Tax Authorities and Tax Codes, page 34 Setting Up Tender Keys To set up tender keys, use the Tender Keys component (TENDER_KEYS). Tender keys represent the types of tender your office can accept. Examples of tender include cash, checks, and credit cards. You can also enter ChartField information for tender keys, overages, and shortages. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 327 Setting Up Cashiering Chapter 10 This section discusses how to: • Define tender keys. • Specify cashiers for tender keys. Pages Used to Set Up Tender Keys Page Name Definition Name Navigation Usage Tender Key TENDER_KEY_TABLE Set Up SACR, Product Define tender keys. Related, Student Financials, Cashiering, Tender Keys, Tender Key Tender Key GL SSF_CF_WRKGRID_SEC Click the GL Entry link on the Tender Key page. Define charts of accounts for tender keys. Tender Key Over GL SSF_CF_WRKGRID_SEC Click the Over GL Entry link on the Tender Key page. Define charts of accounts for overages. Tender Key Short GL SSF_CF_WRKGRID_SEC Click the Short GL Entry link on the Tender Key page. Define charts of accounts for shortages. Tender Key Valid Cashiers TENDER_CSHR_TABLE Set Up SACR, Product Specify cashiers for tender Related, Student Financials, keys. Cashiering, Tender Keys, Tender Key Valid Cashiers Defining Tender Keys Access the Tender Key page (Set Up SACR, Product Related, Student Financials, Cashiering, Tender Keys, Tender Key). 328 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Tender Key page Tender Category Select the appropriate category for the tender that you are defining. When a cashier enters a tender key during a cashiering transaction, this tender category tells the system which tender details must be entered before the cashier can successfully conduct the transaction. Change Allowed Select this check box if you want the cashier to be able to give change for a transaction using this tender key. Service Impact Enter a service impact code to affect how the system processes transactions using this tender. For example, if this field contains a negative service impact for checks, the system will not permit any students to tender checks as payment if the service indicators on their accounts are associated with the negative service impact. Transaction Amount Enter the minimum and maximum amounts of this tender that your cashiers can accept per transaction. Out Amount Enter the minimum and maximum amounts of this tender that your cashiers can dispense per transaction as change due. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 329 Setting Up Cashiering Drawer Warning Amount Chapter 10 Enter the minimum and maximum amounts of this tender that your drawers can contain before the system generates a warning message. When you create a receipt that causes the amount of this tender remaining in the cashier's drawer to be equal to or less than the minimum amount, the system generates a warning message signaling you to perform a cash replenishment. When you create a receipt that causes the amount of this tender in the cashier's drawer to exceed the maximum amount, the system generates a warning message signaling you to perform an interim deposit. Drawer Error Amount Enter the minimum and maximum amounts of this tender that your drawers can contain before the system generates an error message. When you attempt to create a receipt that causes the amount of this tender in the cashier's drawer to be equal to or less than the minimum amount, the system generates an error message signaling you to perform a cash replenishment and does not process the receipt. When you attempt to create a receipt that causes the amount of this tender in the cashier's drawer to equal or exceed the maximum amount, the system generates an error message signaling you to perform an interim deposit and does not process the receipt. Note. You determine the maximum amount that the cashiering office can dispense when cashing a check in the Cashiering Offices page. GL Interface Required (general ledger interface required) If you select the GL Interface Required check box, any transactions associated with this tender key must interface with the general ledger, and you must enter ChartField information on the GL Entry, Over GL Entry, and Short GL Entry pages of this component. For a cashiering receipt to properly interface with the general ledger system, both the target key and the tender key associated with the receipt must have the GL Interface Required check box selected. GL Entry (general ledger Click the GL Entry link to enter in the display field the ChartField values that correspond to the general ledger account into which you record any cashiering entry) transactions associated with the tender key that you are defining. The chart of accounts that you define on this page provides the debit side of the GL entry. You can also specify a SpeedType on this page. To specify the Speed Type, click this link or one of the proceeding links and enter the SpeedType that you have already set up. For ease of use, after entering your ChartFields values, click the Copy button to copy them to a clipboard. You can go to any other field and use the Paste button to paste. Over GL Entry (over general ledger entry) 330 Click the Over GL Entry link to enter in the display field the ChartField values that correspond to the general ledger account into which you record any overages when a cashier or register does not balance for the tender that you are defining. The chart of accounts that you define on this page provides the debit side of the GL entry. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Short GL Entry (short general ledger entry) Setting Up Cashiering Click the Short GL Entry link to enter in the display field the ChartField values that correspond to the general ledger account into which you record any short amounts when a cashier or register does not balance for the tender that you are defining. The chart of accounts that you define on this page provides the credit side of the GL entry. Specifying Cashiers for Tender Keys Access the Tender Key Valid Cashiers page (Set Up SACR, Product Related, Student Financials, Cashiering, Tender Keys, Tender Key Valid Cashiers). Tender Key Valid Cashiers page Cashier Enter cashiers that can process transactions using the tender key. In Allowed and Out Allowed Select to determine if a cashier can take the tender in or give the tender out. For example, if you select only the In Allowed check box for a cashier when you define the cash tender key, the cashier can only take in cash. The cashier cannot give cash to a customer in a check cashing transaction or as change. A cashier with neither check box selected can not perform any transactions with this tender. Setting Up for Processing Credit Cards You use the SF Merchant page to set up the parameters that the cashiering system uses when processing credit cards. See Chapter 3, "Setting Up ePayment Processing," Setting Up SF Merchants, page 100. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 331 Setting Up Cashiering Chapter 10 Setting Up Void Reasons To set up void reasons, use the Void Reasons component (VOID_REASONS). Void reasons provide brief explanations for voided cashiering receipts. They provide background information for auditors and staff. This section lists the page used to set up void reasons. Page Used to Set Up Void Reasons Page Name Definition Name Navigation Usage Void Reasons CO_VOID_REASON_TBL Set Up SACR, Product Create void reasons. Related, Student Financials, Cashiering, Void Reasons Setting Up Receipt Messages To set up receipt messages, use the Receipt Print Messages component (MESSAGES). This section discusses how to: • Create receipt messages linked to cashiering offices. • Create receipt messages linked to target keys. • Create receipt messages linked to tender keys. Pages Used to Set Up Receipt Messages 332 Page Name Definition Name Navigation Usage Cashier Office Messages CSH_MSG_BD Set Up SACR, Product Create receipt messages Related, Student Financials, linked to cashiering offices. Cashiering, Receipt Print Messages, Cashier Office Messages Target Messages CSH_MSG_TG Set Up SACR, Product Create receipt messages Related, Student Financials, linked to target keys. Cashiering, Receipt Print Messages, Target Messages Tender Messages CSH_MSG_TN Set Up SACR, Product Create receipt messages Related, Student Financials, linked to tender keys. Cashiering, Receipt Print Messages, Tender Messages Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Creating Receipt Messages Linked to Cashiering Offices Access the Cashier Office Messages page (Set Up SACR, Product Related, Student Financials, Cashiering, Receipt Print Messages, Cashier Office Messages). Cashier Office Messages page Message Enter the message that you want to appear on all receipts printed by this cashier office. Long Message Enter an optional, more detailed message. Creating Receipt Messages Linked to Target Keys Access the Target Messages page (Set Up SACR, Product Related, Student Financials, Cashiering, Receipt Print Messages, Target Messages). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 333 Setting Up Cashiering Chapter 10 Target Messages page Target Key Enter the target key to which you want to link the message. Message Enter a message to appear on all receipts associated with the target key. Long Message Enter an optional, more detailed message. Creating Receipt Messages Linked to Tender Keys Access the Tender Messages page (Set Up SACR, Product Related, Student Financials, Cashiering, Receipt Print Messages, Tender Messages). Tender Messages page Tender Key 334 Enter the tender key to which you want to link the message. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Message Enter a message to appear on all receipts associated with the tender key. Long Message Enter an optional, more detailed message. Modifying Cashiering Receipt Forms To set up cashiering receipt forms, use the Upload EPS Image File component (FE_UPIMG_RUNCTL), the Form Image Text component (FE_IMAGE_TEXT), and the Form Editor component (FORM_EDITOR). There are some simple modifications that you can make to the delivered Forms Engine cashiering receipts. For example, you can have your institution's logo appear on your receipts. This section discusses how to: • Prepare image files for uploading. • Upload image files. • Set up form image text. • Use Form Editor to change a receipt title and add an image. Pages Used to Modify Cashiering Receipt Forms Page Name Definition Name Navigation Upload EPS Image File FE_UPIMG_RUNCTL Set Up SACR, Common Upload image files. Definitions, Forms Engine, Process, Upload EPS Image File Form Image Text FE_IMAGE_TEXT Set Up SACR, Common Definitions, Forms Engine, Setup, Form Image Text Set up form image text. Form Editor FORM_EDITOR Set Up SACR, Common Definitions, Forms Engine, Setup, Form Editor Change a receipt title and add an image. Form Text Attributes FORM_TEXT Click the Edit Field Attributes link for a form row with a form field type of Text. Specify form text attributes. Form Image Attributes FORM_IMAGE Click the Edit Field Attributes link for a form row with a form field type of Image. Specify form image attributes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Usage 335 Setting Up Cashiering Chapter 10 Preparing Image Files for Uploading Before you upload an image file to your database, there are some steps you must take to prepare the file. The required steps differ depending on whether the image is cached or noncached. Preparing a Cached Image for Uploading If an image is cached, Forms Engine does not resend it for each page on which it is printed. Preparing a cached image for uploading requires some knowledge of PostScript. You must: 1. Create a plain text file with an .eps (Encapsulated PostScript) extension. See the sample file fe_flower1.eps in the data directory of your ps_home for an example. 2. Edit this PostScript file with a plain text editor to display the graphic image. Only edit the contents between the first "begin" and the last "end," noninclusive. 3. Test print the image. To do so: a. Copy the EPS file to a temp file. b. Delete everything before the first "begin" inclusive. c. Delete everything after the last "end" inclusive. d. Insert a line at the top that reads "40 40 translate" to move the image to within the page margins. e. Insert a line at the bottom that reads "showpage." f. Copy the temp file to a PostScript printer. Preparing a Noncached Image for Uploading If an image is noncached, Forms Engine resends it for each page on which it is printed. Preparing a noncached image for uploading does not require knowledge of PostScript. You must: 1. Open and display the image using a graphical display or editing program. 2. Create a graphic image that is the size of a page. This image will be a background image for the receipt, so place it within a white background. 3. Print the image to a PostScript printer, but when the print dialog box appears, select the Print to file check box. 4. When the Print to file dialog box appears, place the file into a temp directory. 336 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering 5. Make the following edits to the file: a. Remove the "showpage" command near the end of the file. b. Remove all lines with "@PJL" in them. c. Remove all lines with "%%Pages" in them. d. Remove all lines with "%%Page" in them. e. Remove the "%%EOF" line near the end of the file. Uploading Image Files Access the Upload EPS Image File page (Set Up SACR, Common Definitions, Forms Engine, Process, Upload EPS Image File). Upload EPS Image File page Enter the required information and run the process to upload the image to an FTP server. Setting Up Form Image Text Access the Form Image Text Viewer page (Set Up SACR, Common Definitions, Forms Engine, Setup, Form Image Text). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 337 Setting Up Cashiering Chapter 10 Form Image Text Viewer page Description Enter a description for the image. Cache Form On Printer Select if the image is cached. Clear if the image is noncached. Using Form Editor to Change a Receipt Title and Add an Image Access the Form Editor page (Set Up SACR, Common Definitions, Forms Engine, Setup, Form Editor). 338 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 10 Setting Up Cashiering Form Editor page Changing a Receipt Title To change a receipt title: 1. Scroll to the row with a Fldno (field number) of 12. 2. Click the Edit Field Attributes link to open the Form Text Attributes page. 3. Edit the title in the Form Text field. 4. Click OK and save your changes to the form. Adding a Cachable Image to a Receipt To add a cachable image to a receipt: 1. Insert a row in the field number grid. 2. Entered a form field type of Image. 3. Click the Edit Field Attributes link to open the Form Image Attributes page. 4. Locate and select the desired image. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 339 Setting Up Cashiering Chapter 10 5. Specify a start position. X is the horizontal distance from the left side of the page, in units of 1/72 of an inch. Y is the vertical distance from the bottom of the page, in units of 1/72 of an inch. For example, if X is 504 and Y is 684, the start position would be 1.5 inches from the upper right corner of an 8.5-inch by 11-inch page. 6. Specify a scaling factor. For example, if the unscaled image is roughly 3 inches square, use an X and Y scaling factor of 0.3 so that the image comes out as one square inch. 7. Click OK and save your changes to the form. Adding a Noncachable Image to a Receipt To add a noncachable image to a receipt: 1. Enter the name of the image in the Image field. 2. Save your changes to the form. 340 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance This chapter discusses how to: • Define origins and group types. • Set up late fees. • Set up late fees - billing. • Set up external file layouts. • Set up item reasons. • Set up payroll deduction. Defining Origins and Group Types To define origins and group types, use the Origin Table component (ORIGIN_TABLE) and the Group Type Table component (GROUP_TYPE). This section provides an overview of origins and group types and discusses how to: • Define origins. • Define group types. Understanding Origins and Group Types Before you can perform group data entry using the Maintain Receivables feature, you must define origins and group types. Origins Origins represent sources of charges or payments that are used during group posting. You can also apply security at the origin level. This security limits the number of users who can view and update the transactions with which an origin is associated. You can also use the description that you define for an origin as criteria for selecting groups during group data entry. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 341 Setting Up Receivables Maintenance Chapter 11 Group Types Group types represent sets of frequently posted receivables such as financial aid, housing charges, and lock box payments. You can use the description of a group type as criteria for selecting groups for viewing during group data entry. Pages Used to Define Origins and Group Types Page Name Definition Name Navigation Usage Origin Table ORIGIN_TABLE1 Set Up SACR, Product Define origins. Related, Student Financials, Charges and Payments, Origin Table Group Type Table GROUP_TYPE_TABLE Set Up SACR, Product Define group types. Related, Student Financials, Charges and Payments, Group Type Table Defining Origins Access the Origin Table page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Origin Table). Origin Table page 342 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Origin Method Setting Up Receivables Maintenance Indicate the origin method of the transactions (how the transactions were entered into the system). Values are: External: Select this option if the transactions were entered into the system using an external file load from a source such as a third-party housing or parking system. LockBox: Select this option if the transactions were entered into the system using an external file load from a lock box source. Online: Select this option if the transactions were entered into the system manually using the Group Entry component. Currency Select the type of currency that is used by this origin. The default value is the base currency that you specified in your SF Business Unit setup. Origin Type Select the origin type that describes the source of the transactions. Values are: Department: The origin is a department within your institution. Individual: The origin is an individual either from your institution or external to it. Org (organization): The origin is an organization from within your institution or external to it. An example of an organization from within your institution is a theater box office. System: The origin is another computer system organization from within your institution or external to it. Approval Prior to Posting Select to require approval before posting transactions from this origin. Approval on Update Select to require approval before updating any transactions in this origin. Defining Group Types Access the Group Type Table page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Group Type Table). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 343 Setting Up Receivables Maintenance Chapter 11 Group Type Table page Group Type Enter the one-character code that you want to use for the group type you are creating. Create New Charge Item Select to create a unique item for each charge transaction in the group. Clearing the check box allows the charge items to be consolidated by common_ID, item type, and term. This field appears (shaded) on the External Files run control page, the Create Group Data Entries page, and the Create Group Corp Data Entries page. Setting Up Late Fees To set up late fees, use the Late Fees component (LATE_FEE_TABLE). Student Financials enables you to create late fees that the system assesses when it identifies past due charges. This section discusses how to: 344 • Set up basic late fee parameters. • Set up aging category information for late fees. • Define late fee maximums and due dates. • Specify academic programs for late fees. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance Pages Used to Set Up Late Fees Page Name Definition Name Navigation Usage Late Fees Setup 1 LATE_FEE_TABLE1 Set Up SACR, Product Set up basic late fee Related, Student Financials, parameters. Charges and Payments, Late Fees, Late Fees Setup 1 Late Fees Setup 2 LATE_FEE_TABLE2 Set Up SACR, Product Set up aging category Related, Student Financials, information for late fees. Charges and Payments, Late Fees, Late Fees Setup 2 Late Fees Setup 3 LATE_FEE_TABLE3 Set Up SACR, Product Define late fee maximums Related, Student Financials, and due dates. Charges and Payments, Late Fees, Late Fees Setup 3 Late Fees Setup 4 LATE_FEE_TABLE4 Set Up SACR, Product Specify academic programs Related, Student Financials, for late fees. Charges and Payments, Late Fees, Late Fees Setup 4 Setting Up Basic Late Fee Parameters Access the Late Fees Setup 1 page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Late Fees, Late Fees Setup 1). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 345 Setting Up Receivables Maintenance Chapter 11 Late Fees Setup 1 page Use Aging Category Select this check box if you want to use the credit history process to assess late fees for all overdue charges for a Student Financials Account. Aging category definitions are entered in the Late Fees Setup 2 page. When this check box is selected, the following fields become unavailable: Item Type Group,Grace Period,Amount Past Due,Minimum Due,Init Aging % (initial aging percentage), Init Flat Amount (initial flat amount), Percent, and Flat Amount. Item Type Group Select an item type group if you want to assess late fees for specific charges only. Service Impact To exempt a student or external organization from a particular late fee, enter the service impact code that you defined for exemptions. Grace Period Enter the grace period that you want to allow the student before the system assesses a late fee. The value in this field becomes zero by default if you do not enter a grace period value. Charge By Select a charge-by value to represent the frequency that you charge late fees. Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Values are: Months: Select to assess late fees on a monthly basis regardless of the number of days in the month. Days: Select to specify an interval based on a set number of days. 346 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Months Between Charges and Days Between Charges Setting Up Receivables Maintenance The label of this field depends on the value that you select in the Charge By field. If you select Month, the Months Between Charges label appears. If you select Days, the Days Between Charges label appears. Enter the months or days between charges to specify how often late fees are charged. For example, if you charge late fees every month, enter 1 in this field. If you charge late fees every other month, enter 2. Late Fee Scheme Enter a description for a late fee scheme. Late fee schemes enable you to set up multiple rules for a single late fee. For example, you can enter different academic program load rules, academic load rules, or both. You must define at least one late fee scheme. ID Switch Select an ID switch for this late fee scheme. The ID switch is used to specify whether a particular late fee scheme is for a student ID or an external organization ID. Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Item Type Select an item type to attach to this late fee scheme. The system posts late fees to this item type. Assessing Late Fees When Not Using Aging Category If you do not assess late fees using an aging category, use the following fields to establish what fees the system assesses. You can assess late fees as a percentage of the late charge or as a flat amount. You can also use a combination of these methods. Amount Past Due Enter an amount past due for this late fee. This is the minimum amount that a charge must be past due before the system assesses a late fee. Minimum Due Enter a minimum due amount for this late fee. This is the minimum payment that must be made to prevent further late charges. Init Aging % (initial aging percentage) Enter a percentage value in this field that you want to charge as the initial late fee assessment. Note. If you do not enter a value in this field, then the system does not charge an initial percentage for the first late fee. The value in this field can be the same as the one that you enter in the Percent field. Init Flat Amount (initial Enter a flat amount charge in this field that you want to charge as the initial late fee assessment. flat amount) Note. If you do not enter a value in this field, then the system does not charge an initial flat amount for the first late fee. The value in this field can be the same as the one that you enter in the Flat Amount field. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 347 Setting Up Receivables Maintenance Chapter 11 Percent Enter a percentage value in this field that you want to charge for all late fee assessments after the initial assessment. Flat Amount Enter an amount in this field that you want to charge for all late fee assessments after the initial assessment. Setting Up Aging Category Information for Late Fees Access the Late Fees Setup 2 page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Late Fees, Late Fees Setup 2). Late Fees Setup 2 page Note. Enter information on this page only if you select the Use Aging Category check box on the Late Fees Setup 1 page. If the Use Aging Category check box is not selected, these fields will be unavailable. Aging Set Enter the aging set for this late fee. Flat Amt Calc (flat amount calculation) Select to calculate late fees using flat amounts. Values are: Use Oldest: Select to calculate late fees based on the flat amount of the oldest charge only. Sum Categories: Select to calculate late fees by applying the flat amount for each charge. 348 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Percent Calc (percent calculation) Setting Up Receivables Maintenance Select to calculate late fees based on the percentage of outstanding charges. Values are: Use Oldest: Select to calculate late fees based on the sum of the outstanding charges multiplied by the percentage that is associated with the oldest charge. Sum Categories: Select to calculate late fees by multiplying each outstanding charge by its associated percentage and summing the total. Note. You can use a combination of the Use Oldest and Sum Categories values or the same value in both the Flat Amt Calc and Percent Calc fields. The values that you select indicate the manner in which the system calculates the rules that you define for each of your aging categories. Defining Aging Category Rules for the Late Fee Scheme You can assess late fees as a percentage of the late charge, or as a flat amount. You can also use a combination of these methods. Past Due Enter the minimum amount past due that makes a student or external organization subject to late fees. Percent andFlat Amount Enter the percent, flat amount, or both of late fees that the system assesses. Min Due (minimum due) Enter the minimum due for the minimum late fee due. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Aging Sets, page 37 Defining Late Fee Maximums and Due Dates Access the Late Fees Setup 3 page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Late Fees, Late Fees Setup 3). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 349 Setting Up Receivables Maintenance Chapter 11 Late Fees Setup 3 page Note. If you selected the Use Aging Category option on the Late Fees Setup 1 page, all check boxes except Apply Anticipated Aid are unavailable. Exclude Disputed Items Select to exclude items that are being disputed from late fee charges. Exclude Credit Items Select to disregard items with a credit balance from calculation of late fee charges. Exclude Small Items and Select to exclude items below a certain threshold from late fee charges. In the Item Min field, enter the accompanying item minimum to establish the threshold. Item Min (item minimum) New Item Nbr (new item Select to identify each assessed late fee separately on a student's account. For example, if your institution charged late fees in May, June, and July, you will see number) three separate entries for late fees. If you clear this option, all late fees appear as one entry on the student's account (although you can drill down to see the assessment detail). CAP Fees (capitalize fees) Select to add late fees to the total balance due (capitalize). When late fees are capitalized, they become subject to late fees and interest. Apply Anticipated Aid Select if you want to reduce the amount of overdue charges by anticipated financial aid. Eff Term (effective term) Enter the effective term of the anticipated aid and the number of days from the and Nbr of Days (number award date that you continue to consider anticipated aid as a reduction to charge of days) 350 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance Maximum Late Fees Yearly, Term, and Monthly On a yearly, term, and monthly basis, enter the maximum monetary amount that you want to collect in late fees. In the Nbr field, enter the maximum number of months, terms, or years for which you want to collect late fees. Year Start andYear Stop If you enter a maximum amount in the Yearly field, enter the month and day for the year start and year stop that defines your institution's time span. Due Info (due information) Due Date Select a due date option to establish the payment due date for late charges. Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Values are: Days from Posted Date: Select this option if you want late fees to be due a specified number of days after they are posted to the account. Days from Effective Date: Select this option if you want the late fees to be due a specified number of days after the effective date of the late fees charge. Null Value: Select this option if you want to use the Null Due Date value that you established in SF Installation setup. Using this option enables you to set a due date during the billing process. Due Days Enter the number of days after the due date that you want late fee charges to be due. Note. This field is not available if you select Null Value in the Due Date field. Specifying Academic Programs for Late Fees Access the Late Fees Setup 4 page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Late Fees, Late Fees Setup 4). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 351 Setting Up Receivables Maintenance Chapter 11 Late Fees Setup 4 page All Programs Select to have students in all academic programs included in the calculation for a late fee scheme. If you select this option, the Institution,Acad Prog (academic program), All Acad Loads (all academic loads), and Acad Load (academic load) fields become unavailable. Blank Program Select if a late fee scheme applies to a nonstudent without an academic program, such as a faculty member who is not enrolled in your institution as a student. Note. A late fee scheme can apply to both students and nonstudents, so you may have a late fee scheme for which you select both All Programs and Blank Program. Late Fee Schemes for Individual Programs If you do not select the All Programs check box, you must indicate which academic programs are included in the late fee scheme. At least one academic program must be defined. 352 Institution Enter an institution for this late fee scheme. Acad Prog (academic program) Enter an academic program for this late fee scheme. All Acad Loads (all academic loads) Select to have all academic loads included in this late fee scheme. If you select this option, the Acad Load field becomes unavailable. Acad Load (academic load) Select an academic load for this late fee scheme. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance Setting Up Late Fees - Billing This section provides an overview of late fees – billing and discusses how to defining Late Fees - Billing Parameters. Understanding Late Fees Billing To supplement the Late Fees process, Campus Solutions offers an alternative Late Fees calculation process While Late Fees uses past-due amounts, aging categories, or both to calculate late fees, Late Fees - Billing compares the amount due from a specified billing record with the amount of payments or credits on the account. If the payments or credits are less than the amount due, the student is assessed a late fee. Late Fees - Billing enables you to: • Define which payments or credits are considered in the calculation, using Item Type Group. • Define a threshold amount for which, the account is not assessed the late fee if the unpaid balance is less than this threshold. Note. You must select either the Late Fees method or the Late Fee — Billing method, but not both, at the Business Unit level as the method for calculating and processing late fees. Page Used to Set Up Late Fees - Billing Page Name Definition Name Navigation Usage Late Fees - Billing SSF_LATE_FEE_CD Set Up SACR, Product Set up parameters for late Related, Student Financials, fees - billing. Charges and Payments, Late Fees, Late Fees — Billing Set up Late Fees - Billing Parameters Access the Late Fees - Billing page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Late Fees, Late Fees - Billing). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 353 Setting Up Receivables Maintenance Chapter 11 Late Fees - Billing page. Late Fee Run Minimum Enter a minimum balance for the run. 354 Maximum Enter a maximum balance for the run. Late Fee Period Maximum Enter a maximum late fee amount for the period. Period From Date Note. Indicate the from date to be used for determining previously assessed late fees (part of period maximum calculation). Service Impact Enter a positive service impact to prevent late fee assessment Account Type Indicate the account type to be used to post the late fee. Late Fee Item Type Indicate the item type to be used to post the late fee. Offset Group Enter the offset item group to be used to identify credits that should be applied for processing. Exclude Charge Reversals Select to indicate whether reversals should be included when the system is determining the charge adjustments. These are charge reversals from charges that have already been billed. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance Late Fee Rules From Amount Identify a minimum amount for the range. To Amount Identify a maximum amount for the range. Late Fee Flat Amount Optionally, indicate a flat amount for the late fee. You must have at least the flat amount or the percentage set up. Late Fee Percentage Optionally, indicate a percentage amount for the late fee. Setting Up External File Layouts To set up external file layouts, use the External File Layouts component (BANK_INPUT_FILE). This section provides an overview of external file layouts and discusses how to: • Define basic file layout parameters. • Define field positions and lengths. • Define locations and lengths of control data. Understanding External File Layouts Student Financials enables you to import charge and payment information from outside sources. For example, many institutions have housing and parking management applications from third-party vendors. Or you may use a lock box service to receive and record payments. This information is imported into the Student Financials application using a file transfer process. Field Positions and Lengths Each piece of information in an external file is defined by a starting character position and a field length. Certain types of data (for example date fields) do not require a length definition because they have a fixed length. Consult the data provider to determine the correct definition. Control Data You must also set the location and length of the control data. This information is loaded into the Group Control Information. It is used to compare what the data source indicates they have sent to what was actually received, loaded, and posted. Control data also includes the origin code and the currency code. Control data may be located in the file header or trailer. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 355 Setting Up Receivables Maintenance Chapter 11 Pages Used to Set Up External File Layouts Page Name Definition Name Navigation Usage Record Types BNK_RCN_INP_LAY1 Set Up SACR, Product Define basic file layout Related, Student Financials, parameters. External File Layouts, Record Types Field Details 1 BNK_RCN_INP_LAY4 Set Up SACR, Product Define the first set of field Related, Student Financials, positions and lengths. External File Layouts, Record Types, Field Details 1 Field Details 2 BNK_RCN_INP_LAY5 Set Up SACR, Product Define the second set of Related, Student Financials, field positions and lengths. External File Layouts, Record Types, Field Details 2 Field Details 3 BNK_RCN_INP_LAY6 Set Up SACR, Product Define the third set of field Related, Student Financials, positions and lengths. External File Layouts, Record Types, Field Details 3 Control Totals BNK_RCN_INP_LAY2 Set Up SACR, Product Defining locations and Related, Student Financials, lengths of control data. External File Layouts, Record Types, Control Totals Defining Basic File Layout Parameters Access the Record Types page (Set Up SACR, Product Related, Student Financials, External File Layouts, Record Types). 356 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance Record Types page Use Header Flag andUse Select to indicate to the system to look for information in the header position, trailer position, or both. Trailer Flag Trailer Enter any specific information that you want included in the file trailer. Defining Field Positions and Lengths Access the Field Details 1 page (Set Up SACR, Product Related, Student Financials, External File Layouts, Record Types, Field Details 1). Field Details 1 page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 357 Setting Up Receivables Maintenance Chapter 11 Note. Use the Field Details 2 page and the Field Details 3 page to define positions and lengths for additional fields. Use To activate a field, select the Use check box next to it. The Customer ID, Amount, and Item Type fields are required. Start and Length Enter the start position and length for any applicable fields. Format Enter the format for any applicable fields. Default Enter the default for any applicable fields. Prefix Enter a prefix value if one is required. Defining Locations and Lengths of Control Data Access the Control Totals page (Set Up SACR, Product Related, Student Financials, External File Layouts, Record Types, Control Totals). Control Totals page Use To activate a field, select the Use check box next to it. Start and Length Enter the start position and length for any applicable fields. Default Enter the default for any applicable fields. Control Field Location Header or Trailer 358 Select either header or trailer to indicate where control values can be found. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance Setting Up Item Reasons To set up item reasons, use the Item Reasons component (ITEM_REASONS). Item reasons provide brief explanations for payment and charge reversals. They provide background information to auditors and staff. Page Used to Set Up Item Reasons Page Name Definition Name Navigation Usage Item Reasons LINE_REASON_TBL Set Up SACR, Product Set up item reasons. Related, Student Financials, Charges and Payments, Item Reasons Setting Up Payroll Deduction To set up payroll deduction, use the Identify SA Deduction Codes component (SSF_SA_DED_TBL), the Create Deduction Relationship component (SF_PAYDED_RELATION), and the Create Payment Plans component (TP_PAYMENT_PLAN). This section provides an overview of payroll deduction and discusses how to: • Define payroll deduction codes. • Define payroll deduction relationships. • Assign payroll deduction codes to payment plans. Understanding Payroll Deduction Student Financials enables university employees to pay tuition, fees, and other educational expenses through payroll deductions. For applicable employees, PeopleSoft Payroll for North America calculates the payroll deductions to be used to pay student charges. Student Financials then takes those payroll deductions and applies them as payments to the appropriate student accounts. You also can restrict the payroll deduction payment to a payment plan account. In addition, this new feature enables you to apply payroll deductions from one employee to the account of a student with a different ID. This allows, for example, a university employee, who has a dependent who attends that same university, to have deductions from his paycheck apply to his dependent's student account. Note. Close coordination between your PeopleSoft Payroll for North America and Student Financials staff is crucial to properly process payroll deductions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 359 Setting Up Receivables Maintenance Chapter 11 Pages Used to Set Up Payroll Deduction Page Name Definition Name Navigation Usage SA Payroll Deduction Codes SSF_SA_DED_TBL Student Financials, Charges Define payroll deduction and Payments, Payroll codes. Deduction Processing, Identify SA Deduction Codes, SA Payroll Deduction Codes Payroll Deduction Relationship SF_PAYDED_REL Student Financials, Charges Define payroll deduction and Payments, Payroll relationships. Deduction Processing, Create Deduction Relationship, Payroll Deduction Relationship Payment Plan 1 TP_PAYMENT_PLAN Student Financials, Payment Assigning payroll deduction Plans, Create Payment Plan codes to payment plans Defining Payroll Deduction Codes Access the SA Payroll Deduction Codes page (Student Financials, Charges and Payments, Payroll Deduction Processing, Identify SA Deduction Codes, SA Payroll Deduction Codes). SA Payroll Deduction Codes page These are payroll deduction codes that PeopleSoft Payroll for North America uses to deduct funds to be applied to student charges in Student Financials. 360 Plan Type Enter the value of the plan type that applies to the payroll deduction code. Deduction Code Enter the appropriate deduction code. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 11 Setting Up Receivables Maintenance See Also PeopleSoft Payroll for North America PeopleBook, "Defining Deductions" Defining Payroll Deduction Relationships Access the Payroll Deduction Relationship page (Student Financials, Charges and Payments, Payroll Deduction Processing, Create Deduction Relationship, Payroll Deduction Relationship). Payroll Deduction Relationship page Defining payroll deduction relationships for an employee, specifying the recipients of the employee's payroll deductions is optional. The page displays the ID of the employee whose pay is being deducted. The name of the employee appears to the left. Deduction Code Enter the code of the payroll deduction that the system applies to the recipient. Related ID Enter the ID of the student whom you want to receive the deducted funds. Expiration Date Enter the date after which deducted funds no longer apply to the account of the student selected in the Related ID field. After this date, the system applies any payroll deductions to the account of the employee whose pay is being deducted. Note. You can define only one related ID per deduction code. Defining a payroll deduction relationship is necessary only to apply a deduction to someone other than the employee receiving the payroll deduction. If an employee's payroll deduction is to be applied to his or her own student account, do not complete this page for that employee. Assigning Payroll Deduction Codes to Payment Plans Access the Payment Plan 1 page (Student Financials, Payment Plans, Create Payment Plan). In the Payroll Deduction field, enter the code of the payroll deduction that applies to the payment plan account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 361 Setting Up Receivables Maintenance Chapter 11 Note. Assigning a payroll deduction code to a payment plan is necessary only if you plan to restrict payroll deductions to apply to payment plan accounts. In addition, you must be sure that you select the Use Payment Plan check box when you run the Payroll Deduction Group Create process to restrict payroll deductions to apply to payment plan accounts. See Also Chapter 8, "Setting Up Payment Plans," Defining Basic Payment Plan Contract Parameters, page 259 362 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 12 Setting Up Receivables Collection This chapter lists prerequisites and discusses how to: • Set up business units for collections. • Set up collectors. • Set up collection criteria. • Define reason in and reason out codes. • Create follow-up actions. • Set up collection letter templates. Prerequisites Before you set up and run your collection process, you must: 1. Make sure PeopleSoft Workflow is set up properly to handle your collection process. 2. Set up the 3Cs for collection purposes. Although the 3Cs are part of the PeopleSoft Campus Community application, all of the pages that are necessary to set up the 3Cs for collection purposes can be accessed through the Collect Receivables menu in Student Financials. See Also Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications, Using Workflow PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Understanding the 3Cs — Communications, Checklists, and Comments" Setting Up Business Units for Collections You establish the collection parameters of your business unit using the Collections page of the SF Business Unit component (BUSINESS_UNIT_SF). This page specifies the rules that the Assign Collector process uses to determine whether it should bring past due charges into or out of the collection process. In addition, you use this page to determine whether the system assigns collection responsibilities by role or by user ID. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 363 Setting Up Receivables Collection Chapter 12 Pages Used to Set Up Business Units for Collections Page Name Definition Name Navigation Usage Collections BUS_UNIT_TBL_SF7 Set Up SACR, Product Define collection rules for Related, Student Financials, business units. SF Business Unit, Collections Defining Collection Rules for Business Units Access the Collections page (Set Up SACR, Product Related, Student Financials, SF Business Unit, Collections). Collections page Collector Type Assign the collector type by role or by user ID. Values are: Collector Assigned by User ID: Select to assign collection responsibilities to specific individuals. Collector Assigned by Role: Select to assign collection responsibilities to everyone assigned a particular role. 364 Past Due Amount Enter a minimum past-due amount to assign to collections for student accounts. By setting this minimum, you can focus your collection efforts on those accounts that are most cost-effective to recover. Past Due Category Select a category to define the minimum amount of time that an amount must be past due before it is assigned for collection. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 12 Setting Up Receivables Collection Past Due Amount Org (past due amount organization) Enter a minimum past-due amount to assign to collections for organization accounts. Past Due Category Org (past due category organization) Select a category that establishes the minimum amount of time that an amount must be past due before it is assigned for collection. Exit Due Amount Enter the exit due amount with the corresponding exit due category for individuals (for example, students). If the past-due amount falls below the exit due amount within the exit due category (time period), the account is automatically removed from the collections process. Exit Due Category The exit due category, in conjunction with the exit due amount, controls the removal of an account from collections. For example, if the past-due balance of an account falls below the specified exit due amount, but the length of time the account has been past due is beyond the range of the exit due category, the account will remain in collection. This selection is limited to accounts of individuals. Exit Due Amount Org (exit due amount organization) Enter the exit due amount with the corresponding exit due category for organizations. If the past-due amount falls below the exit due amount within the exit due category (time period), the account is automatically removed from the collections process. Exit Due Category Org (exit due category organization) The exit due category, in conjunction with the exit due amount, controls the removal of an account from collections. For example, if the past-due balance of an account falls below the specified exit due amount, but the length of time that the account has been past due is beyond the range of the exit due category, the account will remain in collection. This selection is limited to organization accounts. Write Off Service Indicator Select a write-off service indicator to use if a collection balance is written off. This service indicator code is automatically applied to all customer accounts that you write off, and the service limitations that you define for this code are applied to the customer. NSF Line Reason (insufficient funds line reason) Select the NSF line reason code that you want to use when a check is returned for insufficient funds. When a check is returned, it is reversed using the Payment Reversal process and marked with the NSF Line Reason code. If you select the NSF check box on the Collection Criteria page, the system uses this code to assign returned checks to your collectors who are responsible for recovering checks that are returned for insufficient funds. See Also PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Understanding the 3Cs — Communications, Checklists, and Comments" Chapter 12, "Setting Up Receivables Collection," Setting Up Collectors, page 366 Enterprise PeopleTools PeopleBook: Workflow Technology, Defining Roles and Users Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 365 Setting Up Receivables Collection Chapter 12 Setting Up Collectors To set up collectors, use the Collector component (COLLECTOR_SF). Before you can start assigning past due items for collection, you must establish collectors within the system. Page Used to Set Up Collectors Page Name Definition Name Navigation Usage Collector COLLECTOR_SF Set Up SACR, Product Define collectors. Related, Student Financials, Collections, Collector Defining Collectors Access the Collector page (Set Up SACR, Product Related, Student Financials, Collections, Collector). Collector page 366 Role Name If your business unit assigns collection responsibilities by role rather than by user ID, select a collector role. Type of Name Select the type of name that the system uses when referring to this collector. Location Code Enter the code that is associated with the location where the collector is based. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 12 Setting Up Receivables Collection Setting Up Collection Criteria To set up collection criteria, use the Collection Criteria component (COLL_CRITER_SF) and the Corporate Collection Criteria component (COLL_CRITER_ORG). You must set up collection criteria for each collector user ID or role to which you assign collection items. The collection criteria that you establish act as filters that assign collection items to the appropriate collector when you run the Assign Collector process. This section discusses how to: • Set up student collection criteria. • Set up organization collection criteria. Pages Used to Set Up Collection Criteria Page Name Definition Name Navigation Usage Collection Criteria COLL_CRITER_SF Set Up SACR, Product Set up student collection Related, Student Financials, criteria. Collections, Collection Criteria Corporate Collection Criteria (corporation collection criteria) COLL_CRITER_ORG Set Up SACR, Product Set up organization Related, Student Financials, collection criteria. Collections, Corporate Collection Criteria Setting Up Student Collection Criteria Access the Collection Criteria page (Set Up SACR, Product Related, Student Financials, Collections, Collection Criteria). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 367 Setting Up Receivables Collection Chapter 12 Collection Criteria page User ID or Role Name Select a user ID or role name. The label of the field changes depending on your business unit setup. If you assign collection items by user ID, the User ID field appears. If you assign collection items by role, the Role Name field appears. Catch All Collector Select to assign to this collector any collection items that did not meet any other collector's criteria. Amount Past Due Select to assign collection items to this collector only if they meet the minimum past-due amount that you enter in the field that appears to the right of the check box when you select it. Past Due Catg (past-due Select to assign collection items to this collector only if they belong to the aging category that you enter in the field that appears to the right of the check box category) when you select it. 368 Last Name, From, and To Select to assign collection items to this collector only for students who fall within the range of last names that you specify in the From and To fields that appear to the right of the check box when you select it. NSF (non-sufficient funds) Select to assign to this collector only those collection items that are associated with students who have this item reason attached to their accounts. Template andCode Select the Template check box to attach a particular collections letter template to any collection items that are assigned to this when you run the Assign Collector process. In the Code field that appears to the right of the selected check box, select the code of the appropriate collection letter template. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 12 Academic Program Setting Up Receivables Collection Select to assign to this collector only those collection items within the academic programs that you specify in the Academic Programs scroll area. This scroll area appears only if you select the Academic Programs check box. Note. The system assigns collections to the first collector who meets the defined criteria. When assigning a collection item, the system reviews the criteria by sequence number starting with the lowest number. Therefore, you should create the criteria with the higher monetary amounts first. This will ensure that the high monetary collections are assigned to the collector who can best handle them. For example, suppose that you establish collection criteria with a sequence number of 1 with an amount past due of 100.00 and a past due category of 03 (30–60 days past due). The system would assign to the collector linked to these criteria all collection items of 100.00 USD and above that were 30−60 days past due. A collector linked to collection criteria with a minimum past due amount that is greater than 100.00 USD for the same past due dates, but with a higher sequence number, would not be assigned any collections. Setting Up Organization Collection Criteria Access the Corporate Collection Criteria page (Set Up SACR, Product Related, Student Financials, Collections, Corporate Collection Criteria). Except for the Description check box and the lack of the Academic Program check box, this page is identical to the Collection Criteria page. Description Select to assign collection items to this collector only for organizations that fall within the range of names that you specify in the From and To fields that appear to the right of the check box when you select it. See Also Chapter 12, "Setting Up Receivables Collection," Setting Up Collection Criteria, page 367 Defining Reason In and Reason Out Codes To set up reason in and reason out codes, use the Reason In component (REASON_IN_SF) and the Reason Out component (REASON_OUT_SF). The Assign Collector process brings past-due items into the collections system and moves reconciled items out of the collections system. When you move an item into or out of the system, you can track the movement using reason in and reason out codes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 369 Setting Up Receivables Collection Chapter 12 Pages Used to Define Reason In and Reason Out Codes Page Name Definition Name Navigation Usage Reason In REASON_IN_SF Set Up SACR, Product Set up reason in codes that Related, Student Financials, identify why the system Collections, Reason In moved an item into collections. Reason Out REASON_OUT_SF Set Up SACR, Product Set up reason out codes that Related, Student Financials, identify why the system Collections, Reason Out moved an item out of collections. Creating Follow-Up Actions To set up follow-up actions, use the Follow-Up Table component (FOLLOW_UP). Part of the collection process involves following up on past due items that remain in the collection system. The Collect Receivables feature enables you to create follow-up action codes that record the steps that you intend to take to resolve a collection item. Page Used to Create Follow-Up Actions Page Name Definition Name Navigation Usage Follow Up Table FOLLOWUP_TBL Set Up SACR, Product Define follow-up action Related, Student Financials, codes. Collections, Follow-Up Table Setting Up Collection Letter Templates To set up collection letter templates, use the Collection Letter Template component (COLL_LTRTMP_TABLE). The Collect Receivables feature enables you to create a template for the dunning letters that you automatically generate to send to students with past-due charges on their accounts. In addition, this template enables you to set a schedule for sending different dunning letters to students depending on how long their past-due charges have been in the collections system. 370 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 12 Setting Up Receivables Collection Page Used to Set Up Collection Letter Templates Page Name Definition Name Navigation Usage Collections Letter Template COLL_LTRTMP_TABLE Set Up SACR, Product Define collection letter Related, Student Financials, templates. Collections, Collection Letter Template, Collection Letter Template Defining Collection Letter Templates Access the Collections Letter Template page (Set Up SACR, Product Related, Student Financials, Collections, Collection Letter Template, Collection Letter Template). Collections Letter Template page Checklist Select the type of checklist with which you want to associate this collections letter template. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 371 Setting Up Receivables Collection Mailing Code Chapter 12 Select the method that the system uses to determine the schedule for sending out the different dunning letters that you attach to the template. If you select Day of Month, the corresponding field that appears in the Dunning Letter Details group box is Day of the Month. When you select this mailing code, the system sends dunning letters according to the day of the month in which you run the Collections Dunning Letter process. If you select Days in Collection, the corresponding field that appears in the Dunning Letter Details group box is Days in Collection. When you select this mailing code, the system sends dunning letters according to how long a collections item that is associated with this letter template has been in the collections system. Address Usage Enter the method that the system uses to determine the addresses to which it sends dunning letters. Type of Name Select the type of name that the system uses when addressing the dunning letters. Service Impact Enter the service impact that the system attaches to students when it sends dunning letters to them using this template. Dunning Letter Details Specify details for each dunning letter that is attached to the template. Nbr (number) Indicates the number of the dunning letter with respect to all the dunning letters that you attach to the template. Function Enter the administrative function that you want to associate with the dunning letter. Category Enter the communication category that you want to associate with this dunning letter. Context Enter the communication context that you want to associate with the dunning letter. Day of the Month The system compares the number that you enter in this field to the day of the month on which you run the Collections Dunning Letter process to determine whether a dunning letter should be sent for any collections item associated with the collections letter template. For example, suppose that you enter 15 in this field and run the Collections Dunning Letter process on 07/18/2005. Because the day that you ran the process is on or after the value in the Day of the Month field, the system would determine that a dunning letter should be sent for any collections items associated with this collections letter template. 372 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 12 Setting Up Receivables Collection Days in Collections When you run the Collections Dunning Letter process, the system generates a dunning letter for any collections items that are associated with this collections letter template that have been in the collections system for a number of days equal to or greater than the number that you enter in this field. Letter Code Enter the code of the standard letter that you want to associate with this dunning letter. Method Enter the method of communication for the dunning letter. Department Enter the department that is associated with the dunning letter. Insert rows to associate additional dunning letters with the collections letter template. In this way, you can create a schedule for sending out multiple dunning letters. For example, suppose that you attach three different dunning letters to the collections letter template with values of 1,15, and 30 in the Day of the Month field. If you run the Collections Dunning Letter process on 07/18/2005, the system knows to generate the first and second dunning letter for associated collections items based on the schedule that you set up here. See Also PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Checklists" Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 373 Chapter 13 Setting Up Tax Form Production This chapter lists common elements and discusses how to: • Set up 1098-T tax form production. • Set up T2202A tax form production. • Set up T4A tax form production. Common Element Used in This Chapter Calendar Year For the purposes of tax reports, the calendar year represents the tax year for which you are reporting. Setting Up 1098-T Tax Form Production To set up 1098-T tax form production, use the 1098-T TIN Table component (SF_1098_INST). This section provides an overview of 1098-T tax form production setup and discusses how to: • Set up a taxpayer identification number (TIN). • Set up valid citizenship statuses. Understanding 1098-T Tax Form Production Setup To set up Student Financials for 1098-T generation, you must: 1. Set up a TIN under which your institution files 1098-T tax information to the IRS. While many institutions may only designate one TIN per business unit, Student Financials enables you to set up one TIN to file 1098-T information for multiple business units. 2. Designate item types as qualified tuition and related expenses. For the Student Financials system to determine whether a student is to receive a 1098-T form, it looks for any item types on the student's account that you have designated as qualified tuition and related expenses. A check box on the Amount Edits setup page enables you to identify item types as qualified tuition and related expenses. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 375 Setting Up Tax Form Production Chapter 13 See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Pages Used to Set Up 1098-T Tax Form Production Page Name Definition Name Navigation Usage 1098-T TIN Detail SF_1098_INST Set Up SACR, Product Set up a TIN. Related, Student Financials, Taxes, 1098-T TIN Table 1098-T Citizenship SF_1098_INST_CIT Set Up SACR, Product Set up valid citizenship Related, Student Financials, statuses. Taxes, 1098-T TIN Table, 1098-T Citizenship 1098-T Institution Address SF_1098_INSTAD_SEC Click the 1098-T Institution Enter the address associated Address link on the 1098 with the TIN that you are TIN page. defining. Setting Up a TIN Access the 1098-T TIN Detail page (Set Up SACR, Product Related, Student Financials, Taxes, 1098-T TIN Table, 1098-T TIN Detail). 1098-T TIN Detail page 376 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 13 Setting Up Tax Form Production You set up TINs each year. Copy TIN Setup Click to copy the TIN setup data from a previous year into the TIN that you are creating. When you click this button, the system prompts you to enter the calendar year from which to copy setup data. 1098-T Institution Address Click this link to access the 1098-T Institution Address page, where you can enter the address information associated with this TIN. Address Usage Select the logic that the system uses to select the student address that prints on each 1098-T form. Name Usage Enter the logic that the system uses to select the student name that prints on each 1098-T form. Contact Name Enter the name of the primary contact associated with the TIN. Contact Phone Enter the telephone number of the primary contact associated with the TIN. Name Control Enter the first four characters of the description of the institution associated with the TIN. Disregard the word the when it is the first word of the description unless the name has only two words. Transmission Code To file 1098-T tax forms with the Internal Revenue Service (IRS) electronically, you must first file IRS Form 4419, Application for Filing Information Return Magnetically/Electronically. If the IRS accepts your application to file electronically, you are assigned a five-character alphanumeric Transmitter Control code. Enter this code in the Transmission Code field. Last Filing Year Select if this is the last year that you are using this TIN to file 1098-T forms with the IRS. Reporting Method Changed Select this check box if you have changed your method of reporting (payments received or amounts billed) from the previous year. Business Unit Detail Select the business units that you want to include under the TIN. Business Unit Enter the business unit for which you want to report 1098-T data under this TIN. When you exit this field, the system populates the Institution field with the institution that is associated with the business unit that you select. Institution Enter the institution that is associated with the business unit that you select. If you already selected a business unit, the system automatically populates this field with the correct institution. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 377 Setting Up Tax Form Production Chapter 13 FinAid Group (financial Enter the item type group to use to identify items that are related to financial aid. The system uses this group to calculate the value of Box 4 on the 1098-T form. aid group) Note. The financial aid item type group should contain only scholarships, grants, and fellowship item types. Third Party Group Enter the item type group to use to identify items that are related to third-party billing arrangements. The system uses this group to determine whether students are eligible to receive 1098-T forms. 1098-T Self Service Select the self-service options that you want to include under the TIN. Set up the report template each year when the new TIN record is created. Display 1098-T Self Service Select to enable students to see a given year on the Selection page. Selecting the check box causes the TIN for this calendar year to appear in self service. Clear this check box to restrict this tax year from appearing in self service. Use the Report Definition field to identify the associated XML Publisher template. Display Box Amount Select to enable students to access the details for each box amount that appears on the View 1098-T page in Student Financials self-service. Box amounts are the numbered and named boxes on the 1098-T form that contain amounts such as Payments Received. This check box is only available when the Display 1098-T Self Service check box is selected. Use Electronic Statements Use this setting in batch to decide whether a paper copy should be printed. This setting is also used online to decide whether to show the consent message/button in self service. Selecting this check box means that the student can consent to receive the 1098-T form electronically (online using self service) rather than receiving a printed copy. The student must consent to receive the 1098-T electronically; otherwise, the form continues to be printed by means of the batch process and mailed to the student. Use the Template Definition field to identify the associated XML Publisher template. Setting Up Valid Citizenship Statuses Access the 1098-T Citizenship page (Set Up SACR, Product Related, Student Financials, Taxes, 1098-T TIN Table, 1098-T Citizenship). 378 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 13 Setting Up Tax Form Production 1098-T Citizenship page Set up valid citizenship statuses so that a 1098-T is produced only for those statuses listed. Setting Up T2202A Tax Form Production To set up Student Financials for T2202A data generation, you must designate item types as T2202A eligible tuition and offsets. For Student Financials to calculate tuition amounts for each T2202A form, it totals the amounts of any item types on the student's account that you designated as T2202A eligible. In addition, you must identify any waivers that offset T2202A eligible tuition so that the system accurately calculates the tuition amount that appears on your T2202A forms. Check boxes on the Amount Edits setup page enable you to identify item types as T2202A eligible tuition or as T2202A offsets. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Setting Up T4A Tax Form Production This section discusses how to set up the T4A tax form production. To set up Student Financials for T4A data generation, you must: 1. Designate item types as T4A income. To determine whether to generate T4A data for a student, Student Financials looks for any item types on the student's account that are designated as T4A income. A check box and associated field on the Amount Edits setup page enable you to identify item types that count as T4A income. The Wage Loss Plan has been moved to the Canadian/ANZ Taxes page of the SF Business Unit component. In addition, on the Miscellaneous page, you must select an earnings code to classify the type of the T4A income. 2. Define your T4A generation processing parameters on the Canadian/ANZ Taxes page of the SF Business Unit component. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 379 Setting Up Tax Form Production Chapter 13 See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Chapter 2, "Completing Student Financials General Setup," Setting Up Business Units, page 19 380 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions This chapter provides an overview of ePayment transactions and discusses how to: • Process ePayment service requests. • Review and cancel self-service ePayment transactions. • Process refunds for ePayments. • Review ePayment transactions. • Review self-service agreements Understanding ePayment Transactions PeopleSoft Student Financials enables your institution to receive payments for charges by eCheck or credit card through cashiering and over the web using self-service functionality. The rules that your institution defines for accepting, verifying, and authorizing transactions are established when you set up your Student Financials (SF) merchant and SF institution set. After a credit card transaction takes place, the following steps occur during the completion of a transaction: 1. Through real time or batch authorization, your system transfers the credit card number and payment request to the payment provider. 2. The payment provider routes the transaction to the merchant bank and then to the credit card company. 3. The credit card provider routes the payment request to the bank that issued the card, if applicable. 4. The bank or credit card company authorizes or declines the transaction, transfers the result back to the credit card provider, then transfers the result back to you. 5. Your system generates a capture request in real time or in batch. It routes the capture request to the issuing bank and the bank approves the money to be routed to the merchant account. When the student submits an electronic check payment: 1. The transaction is transmitted to the school's payment provider. 2. The payment provider forwards the bank account number and routing number to the corresponding payment processor. 3. The payment processor validates the transaction and transmits the result back to the payment provider. 4. The payment provider forwards the results back to the PeopleSoft system. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 381 Processing ePayment Transactions Chapter 14 5. The results of the transaction are presented back to the student. The check is subsequently submitted by the payment provider for settlement to the ACS System. See Also Chapter 3, "Setting Up ePayment Processing," Setting Up SF Merchants, page 100 Chapter 20, "Cashiering," page 519 Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Processing ePayment Service Requests Student Financials provides a batch process that authorizes, captures, and credits submitted credit card transactions, or debits and credits eCheck transactions. This section discusses how to: • Process submitted credit card transactions. • Process submitted eCheck transactions. • Purge Security Code data. Pages Used to Process ePayment Service Requests 382 Page Name Definition Name Navigation Usage Credit Card Processing RUNCTL_SFPCRCARD Student Financials, Charges Process submitted credit and Payments, Electronic card transactions. Transactions, Electronic Payments, Process Credit Cards, Credit Card Processing eCheck Processing RUNCTL_SFPECHECK Student Financials, Charges Process submitted eCheck and Payments, Electronic transactions. Transactions, Electronic Payments, Process Electronic Check, eCheck Processing Security Code Purge Process SCC_RUN_CVPURGE Student Financials, Charges Purge Security Code data. and Payments, Electronic Transactions, Electronic Payments, Security Code Purge, Security Code Purge Process Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Processing Submitted Credit Card Transactions Access the Credit Card Processing page (Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Process Credit Cards, Credit Card Processing). Credit Card Processing page SF Merchant ID (Student Financials merchant ID) Select the ID of the SF merchant whose transactions you want to process. Service Request Hosted transactions cannot be authorized or captured in batch. The Real-Time Authorization and Real-Time Capture check boxes on the SF Merchants page are selected by default and are not available for edit for hosted payment providers. See: PeopleSoft Enterprise Student Financials 9.0 PeopleBooks, Processing ePayment Transactions, Processing ePayment Service Requests Authorize and Capture Select to authorize and capture any credit card transactions that have not yet been authorized for the SF merchant ID selected. If you set up your SF merchant ID to not authorize or capture in real time, you must run the batch process with this check box selected to authorize and capture your credit card transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 383 Processing ePayment Transactions Capture Chapter 14 Select to capture any credit card transactions that have been authorized, but not captured. If you set up your SF merchant ID to authorize in real time, but not to capture in real time, you must run the batch process with this check box selected to capture your credit card transactions. Note. Even if you authorize credit card transactions in real time, you might have connection errors with your credit card processing vendor. When this happens, your transactions fail and remain unauthorized. Therefore, you eventually need to run the batch process with the Authorize and Capture check box selected to process those failed transactions. Credit Select to credit the credit card accounts of students whose credit card transactions have been refunded, voided, or reversed. Note. If you intend to process credits originating from a refund using the batch process, be sure that you have already run the Process ePayment Refunds process (SFPCCBAT). It generates the student refund credits that you send to the web credit card processing vendor using the Credit Card Processing batch process. Credit Card Transaction Source All Select to process credit card transactions from all sources using the same SF merchant ID. Admissions Select to process credit card transactions in order to view historical Admissions data. You must also specify an academic institution and application center. Application Center In order to view historical Application Center data, select an application center for the processing of admissions deposits. Cashiering Select to process credit card transactions from cashiering offices. You must also specify a business unit and cashier's office. Self Service Select to process credit card transactions from self-service sources. Other Fields Re-Post Self Service Errors Select to post any transactions that previously failed to post due to setup or system errors. To create a file log or troubleshoot batch credit card transactions, use Application Designer: Open the Business Interlink (CREDITCARD_TRANSACTION), click on the Input tab, and change the default value of Trace to Y. See Also Chapter 17, "Refunding Customers," page 435 384 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Processing Submitted eCheck Transactions Access the eCheck Processing page (Student Financials, Charges and Payments, Electronic Payments, Process Electronic Check, eCheck Processing). eCheck Processing page Debit Select to debit any eCheck transactions that have not yet been debited for the SF merchant ID selected. This is not applicable for hosted payment transactions. Credit Select to credit the eCheck accounts of students whose eCheck transactions have been refunded, voided, or reversed. Institution Set Select the institution set for which you are processing eCheck transactions. Re-Post Self Service Errors Select to post any transactions that previously failed to post due to setup or system errors. To create a file log or troubleshoot batch eCheck transactions, use Application Designer: Open the Business Interlink (ECHECK_TRANSACTION), click on the Input tab, and change the default value of Trace to Y. Purging Security Code Data Access the Security Code Purge Process page (Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Security Code Purge, Security Code Purge Process). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 385 Processing ePayment Transactions Chapter 14 Security Code Purge Process page The Security Code that is located on credit cards is a security feature for card not present transactions such as Internet transactions. The Security Code is sent to the issuing bank at the time of authorization. The merchant can stop the transaction if the Security Code is invalid. The Security Code is supported only if you use the Integration Broker based interface for processing credit card transactions. Collecting the Security Code at the time of the ePayment transaction can lower your transaction costs. Payment Application Best Practices require software vendors to delete Security Code data stored in any tables after the transaction is completed. Security Code data is stored encrypted in the SSF_PAYMENT_CVV table. The row is retained only as long as authorization is pending. In real time transactions, the Security Code record is deleted immediately after submission and transmission of authorization and/or capture transaction. For batch authorizations, a lag time can exist between the submission of a self-service or administrative transaction and the authorization of the transaction. The Security Code Purge process is intended as a fail-safe measure to ensure that the Security code is either processed or purged from the system in a reasonable amount of time. See Chapter 3, "Setting Up ePayment Processing," page 83. See Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Reviewing and Canceling Self-Service ePayment Transactions Student Financials enables you to review and cancel submitted payments that are not yet authorized or posted to the student account. This section discusses how to view self-service credit card transactions. 386 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Page Used to Review and Cancel Self-Service ePayment Transactions Page Name Definition Name Navigation Usage Maintain ePayment Transaction SF_PAYMENT_MAINT1 Student Financials, Charges View and cancel selfand Payments, Electronic service credit card Transactions, Electronic transactions. Payments, Maintain ePayment Transaction Viewing and Canceling Self-Service Credit Card Transactions Access the Maintain ePayment Transaction page (Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Maintain ePayment Transaction) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 387 Processing ePayment Transactions Chapter 14 Maintain ePayment Transaction page (1 of 2) 388 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Maintain ePayment Transaction page (2 of 2) Reference Nbr (reference Displays the unique reference number that the system assigns to each credit card transaction. number) ID Displays the ID of the student who made the credit card transaction. Posting Status Indicates whether the Student Financials system successfully posted each transaction. Values are: Errors: The transaction encountered errors during posting. Pending: The system has not yet posted the transaction. Successful: The system successfully posted the transaction. Source Indicates where the transaction originated. Values are: Application Center: The transaction originated from an admissions office application center. Cashiering: The transaction originated from a cashiering office. Payment: The transaction originated from the self-service Make a Payment page. Refund: The transaction originated from the Student Financials Refund process. Reversal: The transaction originated from the Payment Reversals page. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 389 Processing ePayment Transactions Reversal Status Chapter 14 If you reversed the transaction, this field Indicates whether the system successfully processed the reversal. Values are: Errors: The system encountered errors during the reversal. Successful: The system successfully reversed the transaction. Cancel Click to cancel this transaction. Note. The Cancel button is available only for transactions that are not posted and authorized. Authorization Information Information appears in this group box when a self-service credit card transaction has been authorized. Displays the date and time that the credit card processing vendor authorized the Credit Card credit card transaction. Authorization DTTM (credit card authorization date and time) Credit Card Request ID Displays the unique ID that the credit card processing vendor assigns to each transaction. 390 Credit Card Authorization Code Displays the unique authorization code sent by the bank to the credit card processing vendor. Date Displays the original date of the credit card transaction. Authorization Reply Displays the authorization reply code that was received from the credit card processing vendor for each transaction. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Credit Card AVS Return Code (credit card address verification system code) Displays the address verification code that the credit card processing vendor sends to the Student Financials system. The code indicates whether the address that was sent with the transaction matches the credit card company's records. If you set the system not to perform address verification for a transaction, the AVS Code column is blank for that transaction. Values are: X (Exact): The address and the 9-digit zip code match. Y (Yes): The address and the 5-digit zip code match. A (Address): The address matches, but the 5-digit zip code does not. W (Whole zip): The address does not match, but the 9-digit zip code does. Z (Zip): The address does not match, but the 5-digit zip code does. N (No): Neither the address nor the zip code match. U (Unavailable): Information is unavailable or the card-issuing bank does not support AVS. S (Unsupported): The card-issuing bank does not support AVS. R (Retry): The system of the card-issuing bank is unavailable. E (Edit Error): The transaction is ineligible for AVS or an edit error occurred. Posting Message Information appears in this group box when a self-service credit card transaction has been posted. Business Unit Displays the description of the business unit within which the transactions were processed. Message Set Number and Message Number If any errors occurred or warnings were issued during the processing of this transaction, use the message set number and the message number to locate the message explaining what happened. Error or Warning Flag Indicates whether the system encountered any errors or generated any warning messages when it posted the transaction. Processing Refunds for ePayments This section discusses how to: • Create online student refunds. • Run the ePayment Refunds process. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 391 Processing ePayment Transactions Chapter 14 Pages Used to Process Refunds for ePayments Page Name Definition Name Navigation Usage Student Refund REFUND_SF Student Financials, Refunds, Student Refund Create an online refund for a student. ePayment Refunds RUNCTL_SFPCCBAT Student Financials, Refunds, Electronic Payment Refunds, Process ePayment Refunds Generate refund credits in preparation of transmission to your third-party ePayment processor. Review Refund Messages REFUND_CC_MSGS Student Financials, Refunds, Electronic Payment Refunds, Review Refund Messages Review ePayment refund messages. Batch ePayment Refund Details RUN_SF862 Student Financials, Refunds, Electronic Payment Refunds, Batch ePayment Refund Details Review batch ePayment refund messages. Creating Online Student Refunds Access the Student Refund page (Student Financials, Refunds, Student Refund). See Also Chapter 17, "Refunding Customers," Creating Student Refunds, page 445 Running the ePayment Refunds Process Access the Process ePayment Refunds page (Student Financials, Refunds, Electronic Payment Refunds, Process ePayment Refunds) See Also Chapter 17, "Refunding Customers," Distributing Refunds to ePayment Accounts, page 461 Reviewing ePayment Transactions This section discusses how to: • 392 Define selection criteria for reviewing ePayment transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 • Processing ePayment Transactions Review ePayment transaction details. Pages Used to Review ePayment Transactions Page Name Definition Name Navigation Selection Criteria SF_PAYMENT_TRANS1 • Define selection criteria for Student Financials, Charges and Payments, reviewing specific Electronic Transactions, ePayment transactions. Electronic Payments, Review Transaction Log, Selection Criteria • Student Financials, Charges and Payments, Electronic Payments, Review Pending Transactions, Selection Criteria • Review ePayment Student Financials, Charges and Payments, transaction details. Electronic Transactions, Electronic Payments, Review Transaction Log, Transaction Detail • Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Review Pending Transactions, Transaction Detail Transaction Detail SF_PAYMENT_TRANS3 Usage Pending Transaction Detail SF_PAYMENT_INQ1 Click a reference number link on the Transaction Detail page. View detailed information about a pending ePayment transaction. Totals SF_PAYMENT_TRANS2 Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Review Transaction Log, Totals Review counts and monetary totals of processed ePayment transactions. Defining Selection Criteria for Reviewing ePayment Transactions Access the Selection Criteria page (Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Review Transaction Log, Selection Criteria). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 393 Processing ePayment Transactions Chapter 14 Selection Criteria page Depending on the SF merchant ID that you select, the transaction detail displays values for credit cards or eChecks. Note. If you access this page through the Transaction Log component, a Totals group box appears at the top of this page displaying the total debit and total credit, and a Totals page appears. 394 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Filter Options Specific andReference Nbr (reference number) Select the Specific option to retrieve transaction information for one specific transaction by entering its reference number. ID Select to retrieve transaction information related to one person or organization ID Type Specify whether the ID for which you want to retrieve transaction information is a person or organization. Note. Org is valid only for corporate payments made through cashiering. ID Select the ID of the student or organization whose transactions you want to view. Range Select to retrieve all transaction information from the sources specified in the Transaction Source Information group box. Transaction Source Information All Select to retrieve transactions from all sources using the same SF merchant ID. Note. This selection displays all transactions for the SF merchant ID without regard for security display restrictions. Cashiering Select to retrieve transactions from all cashiering offices. Business Unit Select to narrow the selection of transactions to cashier's offices that are attached to a specific business unit. Cashier's Office Select to narrow the selection of transactions to a specific office. Receipt Number Select transaction information from one specific receipt. Admissions Select to retrieve transactions in order to view historical Admissions data. Academic Institution Select to narrow the selection of transactions to admissions offices that are part of a specific academic institution. Application Center In order to view historical Application Center data, select to narrow the selection of transactions to a particular application center. Self Service Select to retrieve transactions from self-service sources. Institution Set Select to narrow the selection only to self-service transactions from a specific institution set. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 395 Processing ePayment Transactions Chapter 14 Other Fields and Elements Credit Card Type Select the type of credit card used in the transactions that you want to view. Batch ID When you run the Process ePayment Refunds process, the system assigns a batch ID to all the credit card transactions that are affected by the process. Specify a batch ID to retrieve information about all the transactions with that particular batch ID. Transaction Requested Use this field to filter the retrieved transaction information by the type of transaction requested. Four types of transaction requests are available: Authorize: Request for authorization of a credit card payment. Auth/Capt: Request for authorization and capture of a credit card payment. Credit: Request for an amount to be credited (refunded) to a credit card account. Capture: Request for capture of a credit card payment. Search Click to select all credit card transactions that meet your selection criteria. The system displays this information on the Transaction Detail page. Reviewing ePayment Transaction Details Access the Transaction Detail page (Student Financials, Charges and Payments, Electronic Transactions, Electronic Payments, Review Transaction Log, Transaction Detail). Transaction Detail page Note. Multiple views of this page are available when you click the tabs in the scroll area. This section documents elements common to all views first. Common Page Information Reference Nbr (reference Lists the unique reference number that the system assigns to each credit card transaction. Click the Reference Nbr link to access the Pending Transaction number) Detail page, where you can review detailed information about the transaction. 396 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Seq (sequence) Processing ePayment Transactions Lists the sequence number that the system assigns to every activity for a given transaction reference number. Note. A sequence number of zero means that submitted transactions are pending (no processing has taken place by the credit card vendor). Date Lists the original date of each transaction. ID Lists the ID of the student or external organization who made each transaction. Amount Lists the monetary amount of each transaction. General Tab Type Lists the type of transaction requested. A blank value in this field indicates that the transaction is awaiting background processing. Auth Code (authorization Lists the unique authorization code that was sent by the bank to the credit card processing vendor. code) Card Nbr (card number) Lists the last four digits of the credit card number that was used for each transaction. Card Type Lists the type of credit card that was used for each transaction. Source Indicates where the transaction originated. Refund Tab Batch ID When you run the Process ePayment Refunds process, the system assigns a batch ID to all the credit card transactions affected by the process. This heading lists the batch ID that is assigned to each transaction. Unit Lists the business unit that processed each refund. Refund Nbr (refund number) Lists the unique number that the system assigns to each refund transaction. Line Lists the refund line number. Self-Service Tab Institution Set Lists the institution set within which the transactions were processed. Business Unit Lists the business unit within which the transactions were processed. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 397 Processing ePayment Transactions Chapter 14 Err/Warn (error/warning) Lists whether a warning was issued or an error occurred. Posted Lists the posting date for each transaction. Posting Status Lists whether the Student Financials system successfully posted each transaction. Values are: Errors: Errors occurred during posting. Pending: The system has not yet posted the transactions. Successful: The system successfully posted the transactions. Cashiering Tab Unit Lists the business unit associated with the cashiering office that performed the transactions. Cashier's Office Lists the cashier's office from which the transaction originated. Register Lists the register within the cashier's office from which the transaction originated. Receipt Nbr (receipt number) Lists the receipt number of the transaction. Line Lists the receipt line number. User Lists the user or process that initiated the transaction. In the case of refunds that necessitate a credit, it lists SFCCBAT, which is the Process ePayment Refunds process. ID Type Lists the ID type of the person or organization for whom the transaction applies. Admissions Tab Institution Lists the academic institution from which the transaction originated. Application Center Lists the application center from which the transaction originated. Appl Nbr (application number) Lists the application number for which the payment was made. Reviewing Self-Service Agreements This section discusses how to review self-service agreements. 398 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions An inquiry page is added for the administrative user to review the various self-service agreements that the student has signed. The self-service features require that requirements agreements include electronic (eCheck) Make a Payment Transactions, 1098–T, Payment Plan Enrollment, and Student Permissions. Page Used to Review Self-Service Agreements Page Name Definition Name Navigation Usage Review Self Service Agreements SSF_AGREE_INQ Student Financials, Charges View self-service and Payment, Electronic agreements text and Transactions, Review Self authentication. Service Agreements Reviewing Self-Service Agreements Access the Review Self Service Agreements page (Student Financials, Charges and Payment, Electronic Transactions, Review Self Service Agreements) Review Self Service Agreements page ID Enter the student or organization ID. ID Type Select Personor Organization. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 399 Processing ePayment Transactions Chapter 14 Agreement Number Enter the agreement number that is automatically assigned when the agreement is transacted during the self-service activity. Agreement Type Select an agreement type. Values are1098_T, Electronic Check, Payment Plan Enrollment, and Student Permission. To include all agreement types, leave this field blank. FromandTo Enter the date of the processed agreements. Search Click to display the search results in the Details, Text and Authentication pages. Details Agreement Status Displays the status of the agreement. Values are Accepted and Revoked. Text Select the Text tab. 400 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 14 Processing ePayment Transactions Review Self Service Agreements page: Text tab Agreement Text Displays the text that the student agreed to when performing the self-service activity. Note. The text in this field varies according to the agreement type used by the student. Authentication Select the Authentication tab. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 401 Processing ePayment Transactions Chapter 14 Review Self Service Agreements page: Authentication tab Authentication Method 402 Displays the method by which the student authenticated his or her identity. Values are NID (national id), Birthdate, PIN (personal identification number) and No Auth(no authentication). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing This chapter provides an overview of GL Interface processing and discusses how to: • Run the Chartfield Audit report. • Create accounting entries. • Review GL Interface information. • Use the Back Out GL Interface process. • Send accounting entries to the general ledger. Understanding GL Interface Processing The PeopleSoft Student Financials General Ledger Interface (GL Interface) records the effect of Student Financials transactions (for example, charges, payments, and cash receipts) against a general ledger chart of accounts. A chart of accounts represents how an organization gathers, stores, combines, and uses financial information in its operations. For example, an organization may want to track student receivables, third-party receivables, payments, financial aid disbursements, cash receipts, or refunds disbursed for the balance sheet and other financial statement reporting requirements. Student Financials integrates with PeopleSoft General Ledger and Oracle General Ledger. The Student Financials GL Interface: • Loads setup information from the PeopleSoft General Ledger or Oracle General Ledger application that is used in the creation of accounting information. • Validates the chart of accounts (ChartFields) on various Student Financials setup tables against data from PeopleSoft General Ledger or Oracle General Ledger to ensure that Student Financials reflects an institution's current chart of accounts. For Oracle General Ledger, validation is always real-time. • Creates and sends accounting information to an institution's general ledger, enabling the institution's accounting office to track revenue, expenses, receivables, and liabilities. Accounting office staff should perform the majority of the setup that is required to record information in the general ledger. This chapter focuses on how to process and review the information that is transferred to the general ledger. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 403 Using GL Interface Processing Chapter 15 For integration with PeopleSoft Financials, before you run the GL Interface, you can run the Chartfield Audit report to review the existing chartfield setup and ensure that the chartfield combinations are still valid as on a specific GL Run Date. You can run the GL Interface at any appropriate interval. When you define an item type, a course in a course catalog, a class, or tender keys and target keys in your cashiering office, you complete a GL Interface-related page. The GL Interface and Cashiering GL interface processes use the information that you enter on these GL Interface-related pages to create accounting entries. You transfer these accounting entries to the PeopleSoft General Ledger application using Application Messaging—a feature of PeopleTools Integration Technology. After you transfer the accounting entries to the PeopleSoft General Ledger database, your PeopleSoft General Ledger staff creates the journal entries and posts the information to the general ledger. Here is a user task flow for integration with Oracle Financials: 404 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing User task flow for integration with Oracle Financials See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. See Also PeopleSoft Enterprise General Ledger PeopleBook Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 405 Using GL Interface Processing Chapter 15 Running the Chartfield Audit Report This section provides an overview of the Chartfield Audit report and discusses how to run the report. Note. The Chartfield Audit Report page is not used in integration with Oracle Financials. If Oracle Financials is selected in the Financial System group box on the SF Installation page, you must manually remove the Chartfield Audit Report page from the menu navigation by changing the Permission Lists. You should create a custom permission list to hide the menu navigation to this component. See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. Understanding the Chartfield Audit Report The Chartfield Audit report reviews the existing chartfield setup and identifies invalid chartfield combinations. The report provides details of invalid chartfield combinations that are intended for reporting to GL, that is, those for which the GL Interface Required check box is selected on the related setup pages. Before you run the GL Interface process, run the Chartfield Audit report and manually correct invalid combinations. You therefore avoid invalid transactions being interfaced to the GL. The Chartfield Audit Report uses the setup that you specify on the SF Installation page. See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. Note. You can review the accounting line information after you run the Generate Accounting Lines batch process and you can verify the status of the transactions after you run the Batch Publish process. The chartfield combination cannot be edited or corrected in ACCOUNTING LINE (SF_ACCTG_LN). Parameters Chartfields can be set up on item types, course catalog, class schedule, cashiering target and tender keys, and the cashiering office. All these areas must therefore be included in the audit. The records that are used to find chartfield combinations are: 406 • ITEM_TYPE_TBL • GL_INT_DT_TBL • GL_INTERFACE • CRSE_OFFER • CRSE_OFFER_GL • CLASS_TBL • CLASS_TBL_GL Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing • TENDER_KEY_TBL • TARGET_KEY_TBL • CSH_OFF_TBL • TERM_VAL_TBL Here is the process flow for validating chartfield combinations: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 407 Using GL Interface Processing Chapter 15 Process flow for validating chartfield combinations 408 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing Page Used to Run the Chartfield Audit Report Page Name Definition Name Navigation Usage Chartfield Audit Report SSF_CF_AUDT_RUN Student Financials, GL Interface, Chartfield Audit Report, Chartfield Audit Report Identify invalid chartfield combinations. Running the Chartfield Audit Report Access the Chartfield Audit Report page (Student Financials, GL Interface, Chartfield Audit Report, Chartfield Audit Report). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 409 Using GL Interface Processing Chapter 15 Chartfield Audit Report page You must enter a value in the Business Unit,GL Run Date,Term From and Term To fields. 410 GL Run Date Enter the date on which you expect to run the GL Interface process. You can enter a future, but not a past, date. The current date appears by default. Term To Enter a value that is equal to or greater than the value in the Term From field. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing Validate Options In the Validate Options group box, select a check box to indicate that you want to include a particular area in the audit. When you select a check box, a related group box with selection parameters becomes available. For example, the Item Type Setup group box is available only if you select the Item Type Setup check box. Item Type Setup In the Item Type Setup group box, if you enter a value in the Group field, the From and To fields are not available for entry. Cashiering Office Setup The value in the Business Unit field in the Cashiering office Setup group box is used to report invalid chartfield combinations from Cashiering Office as well as Target and Tender Key setup. Viewing the Report When you click Run, an Application Engine program is initiated. A PDF report is produced using XML Publisher. The report lists only the chartfields that have invalid combinations. If you select an area to be audited and no invalids are found for the combination, a No Invalids found message appears for that area on the report. If you select an area to be audited and no data is found for the combination, a No Data found message appears for that area on the report. Creating Accounting Entries This section provides an overview of accounting entry creation and discusses how to: • Create accounting entries using the GL Interface process. • Create accounting entries using the Cashiering GL Interface process. Understanding Accounting Entry Creation Financial transaction activity from the PeopleSoft Student Financials application must be transferred to the general ledger so that your accounting office can track revenue, expenses, receivables, and liabilities that are created in Student Financials. The GL Interface creates accounting lines to accomplish this. If your system integrates with PeopleSoft or Oracle Financials, it publishes accounting lines directly to the general ledger through PeopleSoft Application Messaging. A unique Cashiering GL Interface process exists for cash receipts for cashiering transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 411 Using GL Interface Processing Chapter 15 Note. In this section, the term accounting entry refers to a single debit or credit entry destined for the general ledger. Accounting entries contain four primary elements: an accounting date, ChartField (chart of accounts) information, a currency code, and either a positive or negative monetary amount. The GL Interface creates accounting entries and stores them in the PS_SF_ACCTG_LN table. The terms accounting entry and accounting line are synonymous and are used interchangeably in this document. GL Interface Process The GL Interface process creates accounting lines for all types of transaction activity in the Student Financials application. Note. The GL Interface process creates accounting lines for all Student Financials transactions except cash receipts that are accepted through the Cashiering feature. Run the Cashiering GL Interface process to create entries for cash receipts that are accepted through the Cashiering feature. This diagram illustrates how the PeopleSoft Financials GL Interface process creates accounting lines for Student Financials transactions: GL Interface process with PeopleSoft Financials integration 412 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing This diagram illustrates how the Oracle Financials GL Interface process creates accounting lines for Student Financials transactions: GL Interface process with Oracle Financials integration If you interact with PeopleSoft or Oracle Financials, the system uses application messaging to share accounting line information with PeopleSoft or Oracle General Ledger. Cashiering GL Interface Process The Cashiering GL Interface process creates accounting lines for cash receipts, cash drawer overages, and cash drawer shortages from cashiering. The Cashiering GL Interface process is the same as illustrated in the previous section, except that SF Transactions: PS_ITEM_SF is replaced with Cashiering: • Cash Drawer Shortages • Cash Drawer Overages • Cash Receipts Reviewing GL Interface Results After running the GL Interface or Cashiering GL Interface process, you can confirm the success of the run and check details of accounting line entries before you send them to the general ledger. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 413 Using GL Interface Processing Chapter 15 You cannot use the Back Out GL Interface process to reverse cashiering entries sent to the general ledger, so you must correct any mistakes before running the Batch Publish process for cashiering entries. Pages Used to Create Accounting Entries Page Name Definition Name Navigation Usage Generate Accounting Entries RUNCTL_SFGL01 Student Financials, GL Interface, Generate Accounting Entries Create accounting entries using the GL Interface process. Cashiering GL Interface RUNCTL_SF_DEPTRCPT Student Financials, GL Interface, Generate Cashiering Entries Create accounting entries using the cashiering GL Interface process. Review GL Messages SF_GL_INT_MSG Student Financials, GL Interface, Review GL Messages View messages resulting from the GL Interface process. Cashiering GL Interface CSH_OFF_GL_INT Student Financials, GL Interface, Review Cashiering Entries View the results of the Cashiering GL Interface process. Cashiering GL Interface Messages CSH_GL_DTL_SP Click the GL Run Error Detail link on the Cashiering GL Interface page. If multiple batches have been run, select the batch ID for the batch you want to review. Review messages resulting from the Cashiering GL Interface process. Creating Accounting Entries Using the GL Interface Process Access the Generate Accounting Entries page (Student Financials, GL Interface, Generate Accounting Entries). Generate Accounting Entries page 414 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing Business Unit Enter the business unit of the account activity that you are transferring to your institution's general ledger. Journal Template Enter the journal template that you want to use to create the transactions. This field is not available if Oracle Financials is selected in the Financial System group box on the SF Installation page. Term The system selects all GL records that are less than or equal to the term code you select here. Manual Batch Publish Click to access the Batch Publish page. This link appears if your system interacts with PeopleSoft Financials or Oracle Financials. Run Click to access the Process Scheduler Request page. If your system interacts with PeopleSoft Financials or Oracle Financials, select the check box next to the SF GL Interface - Acct Lines (SFPGLINT) process. Note. The GL Interface process does not populate the Budget Period ChartField on each accounting line. Instead, when accounting entries from Student Financials are loaded into General Ledger, the General Ledger assigns the proper budget period to them. Creating Accounting Entries Using the Cashiering GL Interface Process Access the Cashiering GL Interface page (Student Financials, GL Interface, Generate Cashiering Entries). Cashiering GL Interface page Note. If Oracle Financials is selected in the Financial System group box on the SF Installation page, ensure that Cashiering is mapped to a journal category on the Journal Details Mapping page (Setup SACR, Product Related, Student Financials, General Ledger Interface, Journal Details Mapping). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 415 Using GL Interface Processing Chapter 15 See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. See Chapter 4, "Setting Up GL Interface Processing," Mapping General Ledger Business Units to Oracle General Ledger, page 120. Business Unit Enter the business unit for the account activity that you are transferring to your institution's general ledger. Cashier's Office Enter the cashiering office for the account activity that you are transferring to your institution's general ledger. Business Date Enter the business date of the cashiering office transactions that you are transferring to your institution's general ledger. Journal Template Enter the journal template that you want to use to create the transactions. This field does not appear if Oracle Financials is selected in the Financial System group box on the SF Installation page. Manual Batch Publish Click to access the Batch Publish page. This link appears if your system interacts with PeopleSoft Financials or Oracle Financials. Run Click to access the Process Scheduler Request page. If your system interacts with PeopleSoft Financials or Oracle Financials, select the check box next to the SF Cashiering GL Interface (SFDPTREC ) process. Reviewing GL Interface Information This section discusses how to: • Review GL Interface run history. • Review accounting line information. • Review batch publish control records. Pages Used to Review GL Interface Information 416 Page Name Definition Name Navigation Usage Review GL History SF_GL_RUN_HISTORY Student Financials, GL Interface, Review GL History Review GL Interface run history resulting from the GL Interface, Cashiering GL Interface, and Back Out processes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing Page Name Definition Name Navigation Usage Accounting Line SF_GL_ACCTG_INQ2 Student Financials, GL Interface, Review Accounting Lines, Accounting Line Review accounting line information created by the GL Interface and Cashiering GL Interface processes. SF Accounting Line Detail SF_GL_ACCTG_DTL Click a Detail link on the Main tab of the Accounting Line page. Review detailed accounting line information. Review GL Integration Data SF_GL_INT_BATCHPRM Student Financials, GL Interface, Review GL Integration Data Review batch publish control records. Reviewing GL Interface Run History Access the Review GL History page (Student Financials, GL Interface, Review GL History). Review GL History page Manually Complete Back Out If the Back Out process fails before setting the status to Backout Successful, then this check box becomes available. Select the check box to manually complete the failed Back Out process. Reviewing Accounting Line Information Access the Accounting Line page (Student Financials, GL Interface, Review Accounting Lines, Accounting Line). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 417 Using GL Interface Processing Chapter 15 Accounting Line page (1 of 2) Accounting Line page (2 of 2) Search Criteria Use the options in this group box to select the fields that you want to use to search for an accounting line. Enter a particular field value as the search criteria. 418 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing Student ID Select to view the accounting lines for a single person. Select an ID in the field to the right. Receipt Number Select to view the accounting lines that are related to a single receipt. Select the receipt number in the field on the right. Ext Org (external organization) Select to view the accounting lines for a single external organization. Select the external organization in the field to the right. Run Date and Sequence Select to view the accounting lines for a specific GL Interface process instance. Select the date and enter the sequence number in the fields to the right. Number Search Criteria - ChartFields Select the ChartFields option to view the accounting lines that are related to specific ChartField values. If you select this option, you must select one or more ChartField values. Ext Chart (external GL ChartField) If you are using a third-party or legacy General Ledger application, enter the external chart of accounts information for which you want to search. If you use this option, the search returns only accounting lines containing the specific chart of accounts information that you supply. If Oracle Financials is selected in the Financial System group box on the SF Installation page: • The Ledger field is not available. • ChartField prompt tables display valid values based on the Chartfields to Segments mapping on the ChartFields Mapping page and the values populated from Oracle GL for each segment into respective prompt tables. • The 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and should be made inactive on the HRMS Standard Chartfield Configuration page. See Chapter 2, "Completing Student Financials General Setup," Defining Number Sequence Start Points, Maximum Row Settings, and ChartField Edit Options, page 7. See Chapter 4, "Setting Up GL Interface Processing," Mapping General Ledger Business Units to Oracle General Ledger, page 120. SF Accounting Line After selecting your search criteria, click the View Accounting Line Records button to display accounting line information in the four tabs located in this group box. SF Accounting Lines This scroll area displays the results of your search. The Main tab displays general accounting line information. Click the Detail link next to an accounting line to access the SF Accounting Line Detail page, where you can view all fields for the accounting line record. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 419 Using GL Interface Processing Chapter 15 The fields on the Journal Info tab display the information that is published to PeopleSoft or Oracle Financials. This page also contains the GL journal line number, journal ID, and line date, which are supplied from the data that is returned to Student Financials through the STUDENT_SF_ACCTG_LINE subscription message after the journals are generated in PeopleSoft Financials. For Oracle Financials, the return data from General Ledger is populated using the message SSF_GL_ACCTG_LINE_SYNC. If Oracle Financials is selected in the Financial System group box on the SF Installation page, the 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and should be made inactive on the HRMS Standard Chartfield Configuration page. See Chapter 2, "Completing Student Financials General Setup," ChartField Display Options, page 9. Reviewing Batch Publish Control Records Access the Review GL Integration Data page (Student Financials, GL Interface, Review GL Integration Data). Review GL Integration Data page Selection Criteria - Batch Pub Enter values for the batch publish records that you want to view in the Process Instance field or the Process Status field. Click the Search button to display these records in the Batch Publish Control Record (PeopleSoft Financials or Oracle Financials integration) scroll area. Batch Publish Control Record (PeopleSoft Financials or Oracle Financials Integration) This scroll area displays general information about the selected batch publish control records. Select the View check box next to a batch publish control record to view its related accounting lines in the SF Accounting Lines scroll area. 420 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing SF Accounting Line Click the View Accounting Line Records button to display accounting lines that are associated with the batch publish control record next to which you selected the View check box. If you want to display accounting lines for a specific process instance regardless of the batch publish control record, select the Use Process Instance check box and enter the desired process instance in the field to the right of the check box. SF Accounting Lines This scroll area is identical to the SF Accounting Line scroll area on the Accounting Line page. If Oracle Financials is selected in the Financial System group box on the SF Installation page, the 2 Affiliate Intra (Intra Unit), Project/Grant, and Affiliate chartfields are not supported and should be made inactive on the HRMS Standard Chartfield Configuration page. See Chapter 2, "Completing Student Financials General Setup," ChartField Display Options, page 9. Using the Back Out GL Interface Process The Back Out GL Interface process enables you to reverse the most recent run of the GL Interface process. When you run the Back Out GL Interface process, it effectively deletes the accounting lines created in the Accounting Line table PS_SF_ACCTG_LN for the most recent process instance and resets the corresponding rows in PS_ITEM_SF as not having been processed by the GL Interface. The back out process makes enables you to correct errors before information is sent to the general ledger. Page Used to Run the Back Out GL Interface Process Page Name Definition Name Navigation Usage Back Out GL Interface RUNCTL_SFPGLBCK Student Financials, GL Interface, Reverse GL Interface Run the Back Out GL Interface process. Running the Back Out GL Interface Process Access the Back Out GL Interface page (Student Financials, GL Interface, Reverse GL Interface). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 421 Using GL Interface Processing Chapter 15 Back Out GL Interface page Business Unit Enter the business for which you want to run the back out process. This process to deletes accounting lines created in error. If you need to reverse an earlier run of the GL Interface process, you can return to the Back Out GL Interface page and run the process again. Continue to run the process until you have backed out all of the entries that you need to correct. After the back out process finishes, you can enter any correcting transactions in Student Financials. Then rerun the GL Interface process to create new accounting lines for the transactions. Note. The Back Out GL Interface process does not back out accounting lines that are created by the Cashiering GL Interface process. Warning! Use caution when running the Back Out GL Interface process because backing out accounting entries from Student Financials that have already been posted in PeopleSoft or Oracle General Ledger would lead to out-of-balance conditions between Student Financials and PeopleSoft or Oracle General Ledger. Run the Back Out GL Interface process only if you are sure that the accounting lines have not already been transferred to PeopleSoft or Oracle General Ledger. If the accounting lines have been transferred to PeopleSoft or Oracle General Ledger and you proceed with the Back Out GL Interface process, you must manually reverse the corresponding entries in PeopleSoft or Oracle General Ledger. Sending Accounting Entries to the General Ledger This section discusses how to publish accounting line information. 422 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 15 Using GL Interface Processing Page Used to Send Accounting Entries to the General Ledger Page Name Definition Name Navigation Usage Batch Publish EO_BATCHPUB Enterprise Components, Integration Definitions, Initiate Processes, Batch Publish Publish accounting line information. Publishing Accounting Line Information Access the Batch Publish page (Enterprise Components, Integration Definitions, Initiate Processes, Batch Publish). Batch Publish page To run the Batch Publish process: 1. Enter a request ID and description for the process. 2. Select the Always option in the Process Frequency group box. 3. Enter SFPGLINT in the Process Name field. Enter SFDPTREC if you are using the Cashiering GL Interface process. 4. Click the Run button to initiate the Manual Batch Publish (EOP_PUBLISHM) process. The Manual Batch Publish process: 1. Selects accounting lines based on three criteria: process or job instance, process name, and process status. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 423 Using GL Interface Processing Chapter 15 2. Collects accounting line entries that are generated by the GL Interface process (SFPGLINT) and publishes them to the PeopleSoft or Oracle Financials database. Interface with Oracle Financials Two types of interfaces with Oracle Financials are required: Outbound and Inbound • Outbound: The same batch publish process that is used for PeopleSoft Financials is used to transfer accounting line transactions from Student Financials (SF_ACCTG_LN) to the Oracle General Ledger interface. Transformation program logic maps data from SF_ACCTG_LN to the GL_INTERFACE of Oracle GL. • Inbound: When the jounaling process in Oracle GL is complete, a message and transformation program is used to send journal related information back to Student Financials (SF) and to update SF_ACCTG_LN with the following details – Journal ID, Journal Date, Journal Line, Journal Line Status and Journal Line Date. See CS90 to EBS GL Integration Developer's Reference Guide. The guide is posted to My Oracle Support. 424 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 16 Calculating Tuition and Fees This chapter discusses how to: • Calculate tuition for a single student. • Calculate tuition for multiple students. • Lock in a minimum tuition amount. • Recalculate tuition and fees after enrollment cancellation. • Change, calculate, and post optional fees. Calculating Tuition for a Single Student Calculate tuition for a single student when you need to see immediate results. Pages Used to Calculate Tuition for a Single Student Page Name Definition Name Navigation Usage Tuition Calculation STDNT_TUITION_CALC Student Financials, Tuition and Fees, Tuition Calculation Calculate a student's tuition. Tuition and Fees TUITION_CALC_SP Click the Display Tuition Review calculated fees for a and Fees link on the Tuition single student. Calculation page. Fees After Calculation TUITION_CALC_TBL Student Financials, Tuition and Fees, Review Fees After Calculation Calculation Messages STDNT_TUITION_CALC Click the Display Review messages generated Errors/Warnings link on the during tuition calculation Tuition Calculation page. for a single student. Fee Calculation Messages TUIT_CALC_MESSAGES Student Financials, Tuition and Fees, Review Calculation Messages, Fee Calculation Messages Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Review calculated fees for a single student. Review messages generated during tuition calculation for a single student. 425 Calculating Tuition and Fees Chapter 16 Calculating a Student's Tuition Access the Tuition Calculation page (Student Financials, Tuition and Fees, Tuition Calculation). Tuition Calculation page Academic Information Click to access the Academic Information page. Display Student's Accounts Click to access the Student Accounts page. Note. If you review the student's account before calculating tuition, information might not be available. 426 Override Billing Units Select to calculate tuition based on anticipated units. Projected Billing Units If you set billing units as a part of tuition calculation, the system displays the number of the student's projected billing units. You can edit this field. Override Init Enrl Fee (override initial enrollment fee) Select to override an initial enrollment fee. Override Init Add Fee (override initial add fee) Select to override an initial add fee. Tuition Residency This field displays the tuition residency that is calculated for the student. You can override the value and calculate it again to post the changed amount. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 16 Calculating Tuition and Fees Override Tuition Group Enter a tuition group other than the one to which the student is already assigned. When you calculate the student's tuition using this page, the system uses the tuition group that you enter in this field instead of the previously assigned group. Tuition Group Until tuition and fees have been calculated at least once, this field is blank. After calculation, the field displays the tuition group into which the student was placed upon calculation. Tuition Calc Required (tuition calculation required) The system selects this check box when changes have been made to the student's enrollment or other attributes (such as placement in a student group) that require an initial or new calculation of tuition and fees. Tuition Calc Date Time The system displays the date and time that tuition was last calculated. (tuition calculation date time) Display Tuition and Fees Click to access the Tuition and Fees page, where you can review charges for tuition and fees that have been calculated and charged to the student's account. Display Errors/Warnings Click to access the Calculation Messages page, where you can review all messages associated with tuition and fees calculation for the student. This field is available only if the corresponding selections have been made on the Display Errors/Warning Controls page in the Tuition Calculation Controls component (CALC_CNTL_TABLE). See Also Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Transaction Fees, page 222 Chapter 5, "Setting Up Tuition Controls, Criteria, Equations, and Waivers," Establishing Tuition Calculation Controls, page 150 Calculating Tuition for Multiple Students You can calculate tuition for multiple students using a batch process. You can define this process so that it automatically calculates tuition at times when processing demands are low. Pages Used to Calculate Tuition for Multiple Students Page Name Definition Name Navigation Usage Tuition for Multiple Students RUNCTL_SFPBCALC Student Financials, Tuition and Fees, Calculate Batch Tuition, Calculate Tuition, Tuition for Multiple Students Calculate tuition in batch. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 427 Calculating Tuition and Fees Chapter 16 Page Name Definition Name Navigation Usage Fees After Calculation (Batch) TUIT_CALC_B_PANEL Student Financials, Tuition and Fees, Calculate Batch Tuition, Review Fees After Calculation, Fees After Calculation (Batch) Review fees after batch tuition calculation. Fee Calculation Messages (Batch) CALC_MSG_B_PANEL Student Financials, Tuition and Fees, Calculate Batch Tuition, View Fee Calculation Messages, Fee Calc Messages (Batch) Review messages resulting from batch tuition calculation. Calculating Tuition in Batch Access the Tuition for Multiple Students page (Student Financials, Tuition and Fees, Calculate Batch Tuition, Calculate Tuition, Tuition for Multiple Students). Tuition for Multiple Students page Business Unit 428 Enter the business unit for which you are calculating the tuition. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 16 Run Option Calculating Tuition and Fees Enter the appropriate run option: Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values require a substantial programming effort. Values are: Calc and Post Tuition, Waivers: (calculate and post tuition, waivers): Calculates and posts tuition and fee waivers for all students who meet the criteria that you select on this page. Calculate Tuition only: Calculates but does not post tuition for all students who meet the criteria that you select on this page. This option does not calculate or post waivers. Calculate Waivers only: Calculates but does not post waivers for all students who meet the criteria that you select on this page. This option does not calculate or post tuition. Calculate and Post Tuition: Calculates and posts tuition only for all students who meet the criteria that you select on this page. Calculate and Post Waivers: Calculates and posts fee waivers only for all students who meet the criteria that you select on this page. Post Tuition only: Posts tuition that you have already calculated. Post Waivers only: Posts waivers that you have already calculated. Select Option Select how students should be selected for tuition calculation. Warning! Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values require a substantial programming effort. Values are: All students: Calculates tuition for all students, regardless of when their tuition was last calculated. Required Only: Calculates tuition for students who meet the criteria in the page and for whom the tuition calculation required check box is set to yes. Display Details Click to review the Fees After Calculation (Batch) page. Display Messages Click to review the Fee Calculation Messages (Batch) page. Academic Career Enter an optional academic career for which you want to calculate tuition and fees. Leave this field blank to calculate tuition for all careers that are limited by your run option, and select option settings. Term Enter the term for which you want to calculate tuition and fees. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 429 Calculating Tuition and Fees Academic Program Chapter 16 Enter an optional academic program for which you want to calculate tuition and fees. Leave this field blank to calculate tuition and fees for all eligible students in all academic programs that are limited by your run option, and select option settings. Locking In a Minimum Tuition Amount The Lock In Tuition Amount process enables you to charge students a minimum lock in amount for a fee, regardless of when they drop a class, the number of classes that they drop, or whether fees increase. Page Used to Lock In a Minimum Tuition Amount Page Name Definition Name Navigation Usage Lock In Tuition Amount RUNCTL_LCK_IN_TUIT Student Financials, Tuition and Fees, Process Tuition Lock In, Lock In Tuition Amount Lock in a minimum tuition amount. Locking In Tuition Access the Lock in Tuition Amount page (Student Financials, Tuition and Fees, Process Tuition Lock In, Lock In Tuition Amount). Lock In Tuition Amount page 430 Business Unit Enter the business unit for which you are processing the tuition lock. Term Enter the term being locked. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 16 Calculating Tuition and Fees Report Only Select to see the effect of the lock without processing it. Tuition Group Enter the tuition group that you want to process. Recalculating Tuition and Fees After Enrollment Cancellation When the system selects students during the Enrollment Cancellation process for nonpayment of fees, you must recalculate tuition and fees for those students. See Also Chapter 21, "Maintaining Receivables," Processing Enrollment Cancellation, page 619 Page Used to Recalculate Tuition and Fees After Enrollment Cancellation Page Name Definition Name Navigation Usage Recalc for Cancellation (recalculate for cancellation) RUNCTL_SFPCCALC Student Financials, Tuition and Fees, Calculate Batch Tuition, Calculate After Cancellation, Recalc for Cancellation Recalculate tuition and fees after enrollment cancellation. Recalculating Tuition and Fees After Enrollment Cancellation Access the Recalc for Cancellation page Student Financials, Tuition and Fees, Calculate Batch Tuition, Calculate After Cancellation, Recalc for Cancellation). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 431 Calculating Tuition and Fees Chapter 16 Recalc for Cancellation page Request ID (request identifier) Enter a request ID for term or session cancellations, class cancellations, or both. Changing, Calculating, and Posting Optional Fees This section discusses how to: • Calculate optional fees for an individual student. • Override optional fees after the no change date. Pages Used to Change, Calculate, and Post Optional Fees 432 Page Name Definition Name Navigation Usage Optional Fees for a Student OPT_FEE_STDNT Student Financials, Tuition and Fees, Assign Optional Fees, Optional Fees for a Student Calculate optional fees for an individual student. Optional Fees OPT_FEE_STDNT_S Click the Display Optional Fees link on the Optional Fees for a Student page. Review a student's optional fees. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 16 Calculating Tuition and Fees Page Name Definition Name Navigation Usage Optional Fees Override OPT_FEE_OVERRIDE Student Financials, Tuition Override optional fees after and Fees, Override Optional the no change date. Fees, Optional Fees Override Calculating Optional Fees for an Individual Student Access the Optional Fees for a Student page (Student Financials, Tuition and Fees, Assign Optional Fees, Optional Fees for a Student). Optional Fees for a Student page Career Displays the student's academic career. Fee Code Displays the fee code of each optional fee that is attached to the student. Valid Value Enter a value for each fee code. The system displays the default value that you defined on the Optional Fees per Term page. You can override this value. After you select the value, the system displays the amount of the fee in the appropriate field (Amount/Unit or Flat Amount). Amount/Unit If the optional fee is based on the number of units in which the student is enrolled, the system displays the total monetary amount in this field. Flat Amount If the optional fee is a flat charge, the system displays the total dollar amount in this field. Maximum Amount Displays the maximum amount that you defined for the fee on the Optional Fees per Term page. Date Time Displays the date and time that the optional fee was calculated. User ID Indicates who entered the charge. Academic Information Click to display the student's enrollment status. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 433 Calculating Tuition and Fees Calculate Tuition and Fees Chapter 16 Click to calculate and post tuition and fees for the student, including optional fees. Note. After you have saved any changes that you make to a student's optional fees, any tuition calculation process takes the changes into account. That is, you do not need to calculate tuition from this page. Display Optional Fees Click to display all optional fees that were charged after calculation. Student Accounts Click to review a summary of the student's entire account and verify that the system correctly posted the optional fees. Overriding Optional Fees After the No Change Date Access the Optional Fees Override page (Student Financials, Tuition and Fees, Override Optional Fees, Optional Fees Override). This page is identical to the Optional Fees for a Student page. See Also Chapter 16, "Calculating Tuition and Fees," Calculating Optional Fees for an Individual Student, page 433 434 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers This chapter provides an overview of refunds and discusses how to: • Create batch refunds. • Create online refunds. • Approve refunds. • Complete batch payroll refunds. • Complete online payroll refunds. • Distribute payroll refunds through direct deposit. • Print checks and direct deposit advice slips. • Complete accounts payable (AP) refunds. • Distribute refunds to ePayment accounts. • Cancel refunds. • Reverse refunds. • Renumber refund checks for reprinting. • Delete paysheets. • View refunding information. Understanding Refunds This section discusses: • Refund methods. • Refund processes. • Refund recipients. • Refund format. • Refund process flow. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 435 Refunding Customers Chapter 17 Refunding Methods You can use three refunding methods to create and distribute refunds: • Payroll. The payroll method involves creating and distributing refunds using PeopleSoft Enterprise Payroll for North America that treats your students like employees. The payroll method can only create and distribute student refunds, not organization refunds. • Accounts payable. The accounts payable method involves creating and distributing refunds through an interface with PeopleSoft Enterprise Payables. • Other. The other method is a catchall method used by institutions that create and distribute refunds through an interface with an application other than Payroll for North America or Payables. Refunding Processes You can use two types of processes to create and distribute refunds: • Online. Processing a refund online involves creating and distributing a refund for one recipient in real time. • Batch. Processing refunds in batch involves creating and distributing refunds for one or more recipients on a scheduled basis using a batch process. Refunding Recipients Two types of recipients can receive refunds: students and organizations. In Student Financials, the recipient refers to the type of account being refunded and does not necessarily indicate the person or organization that actually receives the refund. For example, a student withdraws from a class and is due to receive a refund. However, a nonstudent sponsor originally paid the student's tuition fees and should therefore receive the refunded money. Although the sponsor receives the actual refund, it is still considered a student refund in terms of how you create and distribute it. Refunding Formats You can use several types of formats to distribute refunds: • Check. Using the check format, you refund customers by sending them a check for the refund amount. 436 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 • Refunding Customers Credit card. Using the credit card format, you directly refund a customer's credit card for the refund amount. • Electronic check. Using the electronic check format, you directly refund a customer's eCheck account for the refund amount. • Direct deposit. Using the direct deposit format, you automatically deposit the refund amount into a predetermined direct deposit account. The direct deposit format is an option only if you use the payroll method to create refunds. Refunding Process Flow The following diagrams display the decisions and processes involved with creating and distributing payroll and AP refunds. Payroll Refund Processing The following diagram outlines payroll refund processing: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 437 Refunding Customers Chapter 17 Payroll refund process flow AP Refund Processing The following diagram outlines AP refund processing: 438 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers AP refund process flow Creating Batch Refunds This section discusses how to: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 439 Refunding Customers Chapter 17 • Define general parameters. • Select academic programs. • Select account types and terms. • Select item types. Note. You cannot refund unsettled credit card payments using the Batch Refund (SFPREFND) process. The process ignores any unsettled credit card payments. See Also Chapter 14, "Processing ePayment Transactions," page 381 Pages Used to Create Batch Refunds 440 Page Name Definition Name Navigation Usage Batch Refund RUNCTL_SFPREFND Student Financials, Refunds, Process Batch Refunds, Create Refunds, Batch Refund Define general parameters of the Batch Refund process. Academic Programs RUNCTL_SFPREFND_2 Student Financials, Refunds, Process Batch Refunds, Academic Programs Specify academic programs to include in the batch refund process. Accounts/Terms RUNCTL_SFPREFND_3 Student Financials, Refunds, Process Batch Refunds, Accounts / Terms Select account types and academic terms to include in the batch refund process. Item Types RUNCTL_SFPREFND_4 Student Financials, Refunds, Process Batch Refunds, Item Types Select item types to include in the batch refund process. Batch Refund Lines REFUND_LINES Student Financials, Refunds, Process Batch Refunds, Review Batch Refunds View results of the Batch Refund process. Review Batch Messages REFUND_MESSAGES Student Financials, Refunds, Process Batch Refunds, Review Batch Messages View warnings or errors generated during the Batch Refund process. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Defining General Parameters Access the Batch Refund page (Student Financials, Refunds, Process Batch Refunds, Create Refunds, Batch Refund). Batch Refund page Batch ID Displays the unique ID assigned after you save your batch refund parameters. Check Batch Refunds After you run the process, click to access the Batch Refund Lines page and view created refunds. Batch Refund Messages After you run the process, click to access the Review Batch Messages page and view warnings or errors that the system encountered during the process. Refund Method Displays the refund method that you selected on the Refund Setup page of the SF Business Unit component (BUSINESS_UNIT_SF). Run Option 1 Select the type of recipients to create refunds for. Values are: Individual Only, Organization Only, or Individual and Organization. Run Option 2 Select the types of credits to create refunds for. You can create refunds for financial aid credits (credits with an item type classification of Financial Aid), nonfinancial aid credits (credits with an item type classification other than Financial Aid), or both. Report Only Select to generate a report listing what refunds the system would create. When selected, the process does not actually create the refunds listed in the report. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 441 Refunding Customers Chapter 17 Calc Tuition if Required Select to calculate tuition for students who have not already had their tuition calculated or who need tuition recalculated. (calculate tuition if required) Sponsor Refund Option Select whether you want to include sponsors in the process, and if so, what types of sponsors. Refund Item Type Select the item type to assign to the refunds that the Batch Refund process creates. Address Usage Enter how the system chooses the proper address for each refund. Displays the contact type that you specified on the Refund Setup page of the SF External Org Contact Business Unit component. The system uses this contact type to determine the Type (external organization contact type) recipient of any organization refunds generated by the batch process. Refund Service Impact Displays the refund service impact that you specified on the Refund Setup page of the SF Business Unit component. The system uses this service impact during the batch process to identify any students who should be prevented from receiving a refund. Selecting Academic Programs Access the Academic Programs page (Student Financials, Refunds, Process Batch Refunds, Academic Programs). Academic Programs page 442 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Required Parameters All Programs Select to include all academic programs in the batch process. Academic Programs This group box is available only if you clear the All Programs check box. Academic Program Select the academic program to include in the process. Program Status All Statuses Expand this scroll area to select academic program statuses to include in the batch refund process. The system creates refunds only for those students with the statuses you select. Alternatively, you can click the All Statuses button to populate all the statuses in the grid. This should be used with caution because statuses included are Deceased, Dismissed, and other statuses for which you may not want refunds processed. You can click the button and then delete the status rows that you do not want included for refund processing. Selecting Account Types and Terms Access the Accounts/Terms page (Student Financials, Refunds, Process Batch Refunds, Accounts / Terms). Accounts/Terms pag Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 443 Refunding Customers All Accounts and All Terms Chapter 17 Select to include all account types and academic terms in the batch refund process. If you clear either check box and click Refresh, a scroll area appears. Add the accounts and terms to process. Selecting Item Types Access the Item Types page (Student Financials, Refunds, Process Batch Refunds, Item Types). Item Types page All Item Types Select to include all item types in the batch refund process. If you clear the check box, use the Item Type From and Item Type To fields to define the range of item types to include in the batch refund process. Creating Online Refunds This section discusses how to: 444 • Create student refunds. • Create organization refunds. • Create student refunds with an extra amount. • Specify the account and term associated with an extra refunded amount. • Create online refunds for a sponsor. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Pages Used to Create Online Refunds Page Name Definition Name Navigation Usage Student Refund REFUND_SF Student Financials, Refunds, Student Refund Create an online refund for a student. Academic Information SF_STUDENT_SP Click the Academic Information link on the Student Refund page. View enrollment and personal information for a given student. Student Accounts ACCOUNT_SF_SP Click the Student Accounts link on the Student Refund page. View account activity information for a given student. Corporate Refund REFUND_ORG_SF Student Financials, Refunds, Corporate Refund Create an online refund for an organization. You can use this page in conjunction with the A/P refund method only. Corp Accounts ACCOUNT_ORG_SF_SP Click the Get Account link on the Corporate Refund page. View account activity for a given corporation. Refund with Extra Amount REFUND_SF Student Financials, Create a refund for an Refunds, Refund with Extra amount greater than the Amount refundable balance. Extra Refund Amount EXTRA_REFUND_AMT Click the Extra Amount Specify account and term Info link on the Refund with information associated with Extra Amount page the extra amount refunded. Online Refund Other REFUND_SF_OLD Student Financials, Refunds, Online Refund Other Create a refund for a designated sponsor. Creating Student Refunds Access the Student Refund page (Student Financials, Refunds, Student Refund). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 445 Refunding Customers Chapter 17 Student Refund page Depending on the type of refund method that you select, the fields described below will differ. ID Enter the ID of the student for whom you want to create a refund. Balance andAnticipated Displays the account balance and any anticipated aid of the selected student. Aid Academic Information Click to access the Academic Information page. Student Accounts Click to access the Student Accounts page. Refund Method Select the refund method that you want to use to create this refund. The possible values for this field are Payroll, A/P, and Other. If you do not select the Allow Changes in Refund Method check box on the Refund Setup page of the SF Business Unit component, the Refund Method field on the Student Refund page becomes unavailable and set by default to the value that you select in the Refund Method field on the Refund Setup page. Refund Selection Select the check box next to each credit line item to include in the refund. This group box displays the account type, academic term, item type description, original monetary amount, and balance of each line item. 446 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Note. If you pay multiple targets by the same transaction, each target appears as a separate line item on the Student Refund page. When you refund multiple targets from the same transaction, however, the system combines the targets into a single refund. For example, if you are refunding a student 750.00 USD for tuition and 125.00 USD for housing, and both targets were part of the same credit card payment, the system combines the target refunds into a single credit card refund of 875.00 USD. It does not issue two separate refunds to the same credit card. See Chapter 20, "Cashiering," Accepting Student Payments, page 527. Refund Amount The system automatically enters the total amount of the line item in this field. To include only a portion of the line item in the refund, decrease the amount. Format Select the format to distribute the refund. Values are: A (automatic check): Select if you have an interface to a specific check-writing application. C (credit card): Select to directly refund the student's credit card. This value is selected by default for all refunds originating from credit card payments. D (direct deposit): Select to distribute the refund to the student's checking or savings account through direct deposit. If you have set up the student for direct deposit using the Direct Deposit page and the line item does not have a credit card payment item type, the Format field is set by default to D for every refund line item. E (electronic check): Select to directly refund the student's eCheck account. This value is selected by default for all refunds originating from eCheck payments. P (paper check): Select to distribute the refund by using a check generated according to the refund method that you selected. Note. You can change a default format of C or E to A or P. If you do this, the system processes the refund so that you can generate a paper check instead of directly crediting the student's credit card or eCheck account. If you change the format to A or P for more than one ePayment transaction, the system combines the transactions into one lump refund so that you issue only one check to the student. You cannot change a default format of A or P to C or E. Address Type Select the type of address that you want printed on the check. Note. You can only refund one ePayment at a time using the Student Refund page. Even if there are multiple ePayments on a student's account, you can select only one at a time. In addition, the system does not allow you to post a refund for eCheck payments that have not been debited or credit card payments that have not been settled. If you click the Post Refund button after selecting a refund for an ePayment that has not been debited/settled, you receive an error message. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 447 Refunding Customers Chapter 17 Student Refund Buttons and Links Post Refund Click to post the refund to the student's account. If you selected Payroll in the Refund Method field, the Produce Check link becomes available when you click this button. If you set up your business unit to require refund approval, the system alerts you to the approval requirement when you click Post Refund. Produce Check If you are creating the refund using the payroll refund method, click to create the payroll interface for the refund. This link opens the Produce Student Refund Check page (SSF_REF_STU_CNTRL). Note. For refunds using the payroll method, the Create Student Job Data step must be completed before moving onto the Produce Student Refund Check. (You need to run the Create Student Job Data process if a student has never had a refund before and there is no "employee" data.) The Produce Check is the first process for interfacing to payroll. Once there, you enter the pay period end date and click Process Check. That step creates the paysheet data. A paysheet serves as a repository for the data required for Payroll for North America to calculate a refund. After creating the paysheet, (click Process Check) the system populates the paysheet data. The Print Check button appears, enabling you to print a check (or direct deposit advice) on your printer. Calculate Tuition Click to calculate tuition for the selected student. This button is available only if you selected the Auto Calculate Tuition check box on the Tuition Calculation Controls page, there is a term listed for any of the refunds listed, and tuition is required. View Refund Check Expand this group box to view a simulation of a refund check for the amount that you are refunding. See Also Chapter 14, "Processing ePayment Transactions," page 381 Creating Organization Refunds Access the Corporate Refund page (Student Financials, Refunds, Corporate Refund). 448 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Corporate Refund page External Org ID(external Enter the ID of the organization for which you want to create a refund. organization ID) Get Account Click to access the Corp Accounts secondary page. Location Nbr (location number) Enter the organization's location number to determine the address to print on the check. The address associated with the location number appears at the bottom of the page, to the right of any image that you have inserted. The remaining fields on this page are identical to their counterparts on the Student Refund page. See Also Chapter 17, "Refunding Customers," Creating Student Refunds, page 445 Creating Student Refunds with an Extra Amount Access the Refund with Extra Amount page (Student Financials, Refunds, Refund with Extra Amount). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 449 Refunding Customers Chapter 17 Refund with Extra Amount page Use this page to create a refund for more than the refundable balance or in the absence of a refundable balance. For example, you can disburse anticipated aid to a student before the actual receipt of funds. The refund becomes a charge on the student's account that is later credited when your institution actually receives the financial aid. Note. You cannot use the Refund with Extra Amount page to create a refund for an organization. With the exception of the following fields, this page is the same as the Student Refund page. Method Enter the format to distribute any extra amount added to the refund. Extra Amount Enter the extra amount that you are adding to the refund. Extra Refund Info Click to access the Extra Refund Amount page. Note. You can create a refund for more than the refundable balance only if you select the Refund Debit Balances check box on the Refund Setup page. If you do not select this check box, you can create a refund for an extra amount, but not for an extra amount and a credit at the same time. 450 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers See Also Chapter 7, "Setting Up Refunding," Setting Up Your Business Unit to Refund Customers, page 238 Chapter 17, "Refunding Customers," Creating Student Refunds, page 445 Specifying the Account and Term Associated with an Extra Refunded Amount Access the Extra Refund Amount page (click the Extra Amount Info link on the Refund with Extra Amount page). Extra Account Nbr (extra account number) Specify the account to charge the extra refund amount to. Extra Account Term If the account that you select in the Extra Account Nbr field is set up by term, select a term. Extra Item Term Enter the academic term to assign to the extra refunded amount. Creating Online Refunds for a Sponsor Access the Online Refund Other page (Student Financials, Refunds, Online Refund Other). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 451 Refunding Customers Chapter 17 Online Refund Other page If you have designated an individual as a sponsor for credits on a student's account, use the Online Refund Other page to create refunds for those credits, to be distributed to the sponsor. Note. You can create a refund for a sponsor only if you have associated the sponsor with a student using the Designate Individual Sponsor page. With the exception of the following fields, this page is the same as the Refund with Extra Amount page. ID Enter the ID of the sponsor for whom you are creating a refund. If the sponsor that you select sponsors only one student, the ID of that student appears in the For ID field. For ID If the sponsor that you select in the ID field sponsors more than one student, select the student whose refund you are creating. See Also Chapter 17, "Refunding Customers," Creating Student Refunds with an Extra Amount, page 449 452 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Approving Refunds Depending on your business unit setup, a refund might require approval by up to three separate approvers. When approval is required, you cannot create a paysheet for a refund (payroll method only), complete a refund, or print a refund until it has been approved. This section discusses how to: • Route batch refunds to worklists. • Approve refunds. Pages Used to Approve Refunds Page Name Definition Name Navigation Usage Batch Refund Approval RUNCTL_RFND_APPR Student Financials, Route batch refunds Refunds, Approve Refunds, requiring approval to Process Refund Approval, appropriate worklists. Process Refund Approval Refund Approval REFUND_SF_APPR From the worklist, click a refund requiring approval. Refund Approvals REFUND_SF_APPR_INQ Student Financials, View the progress of a Refunds, Approve Refunds, student refund requiring Verify Student Approvals approval. Corp Refund Approval REFUND_ORG_APP_INQ Student Financials, View the progress of an Refunds, Approve Refunds, organization refund Verify Corporate requiring approval. Approvals, Corp Refund Approval Approve refunds. Routing Batch Refunds to Worklists Access the Batch Refund Approval page (Student Financials, Refunds, Approve Refunds, Process Refund Approval, Process Refund Approval). Before batch refunds can be approved, they must be routed to worklists. Business Unit Select the business unit of the batch refunds to approve. Refund Batch ID Enter the batch ID of the group of refunds to approve. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 453 Refunding Customers Chapter 17 Approving Refunds Access the Corp Refund Approval page through the worklist (Student Financials, Refunds, Approve Refunds, Verify Corporate Approvals, Corp Refund Approval). Corp Refund Approval page 454 ID Displays the ID, name, and address of the entity (student or corporation) receiving the refund. Academic Information Click to access the Academic Information page. Refund Detail Click to access details about the refund. Student Accounts or Corp Accounts Click to access the Student Accounts or the Corp Accounts page. View Anticipated Aid Click to access the Anticipated Aid Details page. User ID Displays the user ID of the person who created the refund. Date/Time Displays the date and time that the refund was created. When you approve a refund, a date and time appear under the original date and time to indicate when the refund was approved for a given level. Level 1, Level 2, and Level 3 Change the approval status from Pending to either Denied or Approved. If a certain level of approval is not required, that field has a value of N/A. Approved By When you approve the refund and save the page, the user ID of the approver appears here. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers See Also Chapter 17, "Refunding Customers," Viewing Refund Information in Student Financials, page 469 Completing Batch Payroll Refunds This section discusses how to: • Create job data by batch. • Request a payroll interface. • Create and load paysheets. • Calculate refunds. • Confirm refunds. Pages Used to Complete Batch Payroll Refunds Page Name Definition Name Navigation Usage Request Student Job Data SSF_RUN_POIJOB Student Financials, Refunds, Process Batch Refunds, Request Student Job Data Create student job data in batch. Request Payroll Interface SSF_RUN_PAYINTFC Student Financials, Refunds, Process Batch Refunds, Request Payroll Interface The Request Payroll Interface page acts in the same way as the Produce Check link on the individual refund page. Instead of taking you to the Produce Student Refund Check page, it does essentially the same thing for a refund batch. Load Paysheet Transactions RUNCTL_PSHUP Payroll for North America, Create and load paysheets Payroll Processing USA, using Payroll for North Create and Load Paysheets, America. Load Paysheet Transactions Pay Calculation RUNCTL_PAY_CALC Payroll for North America, Payroll Processing USA, Produce Payroll, Calculate Pay Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Calculate using Payroll for North America. 455 Refunding Customers Chapter 17 Page Name Definition Name Navigation Usage Refund Confirmation RUNCTL_PAY_CONF Payroll for North America, Payroll Processing USA, Produce Payroll, Confirm Pay Confirm using Payroll for North America. Creating Job Data by Batch Access the Request Student Job Data page (Student Financials, Refunds, Process Batch Refunds, Request Student Job Data). See Also Chapter 7, "Setting Up Refunding," Creating Job Data for Payroll Refunds, page 246 Requesting a Payroll Interface Access the Request Payroll Interface page (Student Financials, Refunds, Process Batch Refunds, Request Payroll Interface). Request Payroll Interface page Batch ID Select the batch ID of the refunds you want to process. Pay Period End Date Select the pay period end date. Creating and Loading Paysheets Access the Refund Paysheet Creation page. You must create a paysheet for each batch refund created using the payroll refund method. Payroll for North America uses these paysheets to calculate refund checks. 456 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers See PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Working with Paysheets" Calculating Refunds Access the Refund Calculation page. See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Calculating Pay" Confirming Refunds Access the Refund Confirmation page .(Payroll for North America, Payroll Processing USA, Produce Payroll, Confirm Pay, Refund Confirmation). After you have completed your refund calculations, run the Refund Confirmation (PSPCNFRM) process to finalize refund earnings, create check records, and update period-to-date earnings balances within Payroll for North America. See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Confirming Pay" Distributing Payroll Refunds Through Direct Deposit If you created any batch or online refunds with a direct deposit format, you must create a transmittal file with all the information that your institution must provide to student banks, so that the refunds can be transferred directly into the students' bank accounts. This section discusses how to run the Create Direct Deposit File process. Note. The system includes a student's direct deposit refund in the transmittal file only if you set up the student's direct deposit parameters using the Direct Deposit or Direct Deposit Canada pages (through Payroll for North America). See Also Chapter 7, "Setting Up Refunding," Setting Up Direct Deposit for Students, page 249 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 457 Refunding Customers Chapter 17 Page Used to Distribute Payroll Refunds Through Direct Deposit Page Name Definition Name Navigation Usage Direct Deposit Create File RUNCTL_DDP001 Payroll for North America, Payroll Processing USA, Create Direct Deposits, Create Direct Deposit File, Direct Deposit Create File Create an electronic transmittal file to transfer refunds directly into a student's bank account. Running the Create Direct Deposit File Process Access the Direct Deposit Create File page (Payroll for North America, Payroll Processing USA, Create Direct Deposits, Create Direct Deposit File, Direct Deposit Create File). See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Working with Checks and Direct Deposit" Printing Checks and Direct Deposit Advice Slips Payroll for North America provides reports that enable you to print out refund checks or direct deposit advice slips for a given pay end date. This section discusses how to run the Refund Check and Advice Slip Printing processes. Pages Used to Print Checks and Direct Deposit Advice Slips 458 Page Name Definition Name Navigation Usage Refund Check Print RUNCTL_CHK_ADV1 Payroll for North America, Print confirmed payroll Payroll Processing USA, refund checks for U.S. Produce Checks, Print students. Checks, Refund Check Print Refund Cheque Print RUNCTL_CHK_ADV1 Payroll for North America, Payroll Processing CAN, Produce Cheques, Print Cheques Print confirmed payroll refund checks for Canadian students. DDP Advice Print RUNCTL_CHK_ADV1 Payroll for North America, Payroll Processing USA, Create Direct Deposits, Print Advice Forms Print direct deposit advice slips for U.S. students. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Page Name Definition Name Navigation Usage DDP Advice Print Canada RUNCTL_CHK_ADV1 Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Print Advice Forms Print direct deposit advice slips for Canadian students. Running the Refund Check and Advice Slip Printing Processes Access the Refund Check Print Payroll for North America, Payroll Processing USA, Produce Checks, Print Checks, Refund Check Print, DDP Advice Print Payroll for North America, Payroll Processing USA, Create Direct Deposits, Print Advice Forms, DDP Advice Print). or DDP Advice Print Canada (Payroll for North America, Payroll Processing CAN, Create Direct Deposits, Print Advice Forms)page. Note. The Refund Cheque Print, DDP Advice Print, and DDP Advice Print Canada pages are identical to the Refund Check Print page except for the page labels, checks, and advice slips that they generate. See PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Working with Checks and Direct Deposit" Completing AP Refunds This section provides an overview of AP refund completion and discusses how to run the AP Refund process. See Also PeopleSoft Enterprise Payables 9.0 PeopleBook Understanding AP Refund Completion When you create refunds using the accounts payable method, you must interface with PeopleSoft Payables to complete your refunds. If your system interfaces with PeopleSoft Financials the AP Refund process publishes messages to which PeopleSoft Payables subscribes through PeopleSoft Application Messaging. AP Refund Messaging The following diagram illustrates how AP refund messages travel between Student Financials and PeopleSoft Financials Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 459 Refunding Customers Chapter 17 Student Financials to PeopleSoft Financials AP refund messaging process During the AP refund messaging process, Student Financials delivers two queues and two messages to the PeopleSoft Financials database: Message Channel Message Description VENDOR VENDOR_SYNC Publishes all vendor information (address, location, and contact) in a message to the PeopleSoft Financials database, one vendor at a time. Also allows changes to vendor data to be published iteratively. VOUCHER VOUCHER_BUILD Sends voucher header, line, and distribution information in the message to be processed by PeopleSoft Payables. The system populates staging tables with the message data. The Voucher Build (AP_VCHRBLD) process then processes these staging tables. Page Used to Complete AP Refunds Page Name Definition Name Navigation Usage Create Vendors and Vouchers RUNCTL_AP_REFUND Student Financials, Refunds, AP Refunding, Create Vendors and Vouchers Run the AP Refund process to create vendor and voucher files or publish vendor and voucher information. Running the AP Refund Process Access the Create Vendors and Vouchers page (Student Financials, Refunds, AP Refunding, Create Vendors and Vouchers). 460 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Create Vendors and Vouchers page Run Option Select the type of recipient for whom you are running the process. Values are: Individual Only, Organization Only, or Individual and Organization. Generate Report Select to generate a report that lists details of the AP Refund process. Run Click to access the Process Scheduler page. If your system integrates with PeopleSoft Financials, select the check box next to the SF to Payables Interface (SF_AP_INTFC) process. This process looks at AP setup data and refund data to build and generate messages. It publishes a message for each vendor that it creates or changes, and it also publishes one single message containing all processed vouchers. In addition, if a student or corporate address changes in Student Financials, the system sends a message to PeopleSoft Payables indicating the change. PeopleSoft Payables subscribes to this message and updates the corresponding vendor address accordingly. Distributing Refunds to ePayment Accounts This section provides an overview of ePayment refunds and discusses how to: • Distribute refunds for ePayment transactions. • Distribute refunds for other credit card transactions. See Also Chapter 14, "Processing ePayment Transactions," Processing Refunds for ePayments, page 391 Understanding ePayment Refunds Student Financials handles refunds to credit cards and eChecks (ePayments) differently than check and direct deposit refunds. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 461 Refunding Customers Chapter 17 When you refund ePayments using the Batch Refund process, the system creates a separate refund for each credit card payment, even if there are multiple credit card payments on one student's account. The system rolls any cash or check credits on the student's account into one lump sum refund that is separate from any credit card refunds. In addition, unlike refunds created using the check or direct deposit format, you do not use your Payroll for North America or Payables interface to complete the refunds. The system ignores ePayment refunds when you run the Refund Sheet Creation, Refund Calculation, Refund Confirmation, and AP Refunds batch processes. Instead, you run ePayment-specific batch processes that enable you to interface with your thirdparty credit card vendor to directly refund student ePayments. Pages Used to Distribute ePayment Refunds Page Name Definition Name Navigation Usage ePayment Refunds RUNCTL_SFPCCBAT Student Financials, Refunds, Electronic Payment Refunds, Process ePayment Refunds, ePayment Refunds Generate refund credits in preparation of transmission to your third-party ePayment processor. Credit Card Refund - Other RUNCTL_CC_REFUND Student Financials, Refunds, Electronic Payment Refunds, Other Credit Card Refunds, Credit Card Refund - Other Generate a flat file logging refunds of credit card payments that did not occur over the web or through your cashiering office. Distributing Refunds for ePayment Transactions Access the ePayment Refunds page Student Financials, Refunds, Electronic Payment Refunds, Process ePayment Refunds, ePayment Refunds). The ePayment Refunds page (SFPCCBAT) process logs any refunded web credit card payments for a given business unit and generates the credits that you send to your third-party credit card processing vendor. Run this process prior to running the Credit Card Processing (SF_CRCRD) process. See Also Chapter 14, "Processing ePayment Transactions," page 381 Distributing Refunds for Other Credit Card Transactions Access the Credit Card Refunds - Other page (Student Financials, Refunds, Electronic Payment Refunds, Other Credit Card Refunds, Credit Card Refund - Other). The Credit Card Refund - Other (SFCCRFND) process enables you to generate a flat file that logs refunds of credit card payments that did not occur over the web or through your cashiering office (such as credit card payments made using the Student Post page). Send this flat file to your third-party credit card processing vendor for reconciliation. To reconcile your refunds in a timely manner, run this process nightly. 462 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Note. You might need to modify the flat file that this process generates to meet the needs of your credit card processing vendor. CC Interface File (credit Enter the location to store the flat file. card interface file) Report Only Select to generate a text file along with the flat file, so you can see the results of the process. Canceling Refunds If the system generates an error during the posting of a refund, you cannot continue processing the refund, and you cannot reverse it because the posting process did not finish. You must cancel the refund and post it again. This section discusses how to: • Cancel student refunds. • Cancel organization refunds. Note. You may never have to use the cancellation pages. They are designed solely as a safety measure for quick recovery. Pages Used to Cancel Refunds Page Name Definition Name Navigation Usage Student Refund Cancellation REFUND_HDR_CAN_SF Student Financials, Refunds, Reverse and Cancel Refunds, Cancel Student Refund, Student Refund Cancellation Cancel a student refund and begin again if you encounter a problem during the posting process. Corp Refund Cancellation REFUND_ORG_CAN_SF Student Financials, Refunds, Reverse and Cancel Refunds, Cancel Corporate Refund, Corp Refund Cancellation Cancel an organization refund and begin again if you encounter a problem during the posting process. Canceling Student Refunds Access the Student Refund Cancellation page (Student Financials, Refunds, Reverse and Cancel Refunds, Cancel Student Refund, Student Refund Cancellation). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 463 Refunding Customers Cancel Chapter 17 Select this check box next to the refund to cancel. When you save the page, the system cancels each selected refund and makes the Cancel check box unavailable. Canceling Organization Refunds Access the Corp Refund Cancellation page (Student Financials, Refunds, Reverse and Cancel Refunds, Cancel Corporate Refund, Corp Refund Cancellation). This page is identical to the Student Refund Cancellation page. See Also Chapter 17, "Refunding Customers," Canceling Refunds, page 463 Reversing Refunds This section provides an overview of refund reversals and discusses how to: • Reverse student refunds by ID. • Reverse student refunds by date. • Reverse organization refunds by ID. • Reverse organization refunds by date. • Reverse refunds within Payroll for North America. Understanding Refund Reversals First, you reverse the refund within Student Financials, effectively unposting the refund from the recipient's account. Next, if you originally created the reversed refund using the payroll method, you run a process that reverses the associated refund check within Payroll for North America. If you reverse a direct deposit refund for which you have already created a transmittal file, the system includes the reversal in the next transmittal file that you create. If you originally created the reversed refund using the accounts payable method, you must notify your accounts payable department so they can reverse the associated refund record within PeopleSoft Payables. Credit card refund reversals are possible only during certain stages of the refunding process. You can reverse a credit card refund after its original creation and after you run the ePayment Refunds process. When reversing a credit card refund, you need only reverse it within Student Financials. However, after you submit the credit to the third-party credit card processing vendor, you can no longer reverse the credit card refund. 464 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Working with Checks and Direct Deposit" Pages Used to Reverse Refunds Page Name Definition Name Navigation Usage Student Refunds by ID REFUND_REV_STU_SF Student Financials, Refunds, Reverse and Cancel Refunds, Student Refunds by ID Reverse refunds for a specific student. Student Refunds by Date REFUND_REVERSE_SF Student Financials, Refunds, Reverse and Cancel Refunds, Student Refunds by Date Reverse student refunds for a specific date. Corporate Refunds by ID REFUND_REV_ORG Student Financials, Refunds, Reverse and Cancel Refunds, Corporate Refunds by ID Reverse refunds for a specific organization. Corporate Refunds by Date REFUND_REV_ORG_SF Student Financials, Refunds, Reverse and Cancel Refunds, Corporate Refunds by Date Reverse organization refunds for a specific organization. Refund Check Reversal RUNCTL_PAY_REV • Payroll for North America, Payroll Processing USF, Reverse/Adjust Paychecks Reverse a check within Payroll for North America. • Payroll for North America, Payroll Processing CAN, Reverse/Adjust Paycheques • Payroll for North America, Payroll Processing USA, Reverse/Adjust Paychecks Reversing Student Refunds by ID Access the Student Refunds by ID page (Student Financials, Refunds, Reverse and Cancel Refunds, Student Refunds by ID). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 465 Refunding Customers Chapter 17 Student Refunds by ID page Academic Information Click to access the Academic Information page. Status The values that appear on this page are AP Interface Created, Credit Pending, Confirmed, Declined, Posted, and Interfaced to Payroll. Check/Voucher Info Click to view information regarding the check or voucher associated with this refund. If you completed this refund using the Payroll for North America interface, this link accesses the Detail Check Information page. If you completed this refund using the PeopleSoft Payables interface, this link accesses the Detail Refund AP Information page. Refund Detail Click to access the Detail Refund Information by Student page. Reverse Click this button next to the refund that you want to reverse. Reversing Student Refunds by Date Access the Student Refunds by Date page (Student Financials, Refunds, Reverse and Cancel Refunds, Student Refunds by Date). Aside from displaying refunds by date instead of student ID, this page is identical to the Student Refunds by ID page. See Also Chapter 17, "Refunding Customers," Reversing Student Refunds by ID, page 465 466 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Reversing Organization Refunds by ID Access the Corporate Refunds by ID page (Student Financials, Refunds, Reverse and Cancel Refunds, Corporate Refunds by ID). Aside from displaying organization refunds instead of student refunds, this page is identical to the Student Refunds By ID page. See Also Chapter 17, "Refunding Customers," Reversing Student Refunds by ID, page 465 Reversing Organization Refunds by Date Access the Corporate Refunds by Date page (Student Financials, Refunds, Reverse and Cancel Refunds, Corporate Refunds by Date). Aside from displaying organization refunds by date instead of by ID, this page is identical to the Student Refunds By ID page. See Also Chapter 17, "Refunding Customers," Reversing Student Refunds by ID, page 465 Reversing Refunds Within Payroll for North America Access the Paycheck Reversal/Adjustment page. Note. If a refund calendar is not set up as off-cycle, you may encounter processing problems. Renumbering Refund Checks for Reprinting During your refunding process, you may have to reprint a range of checks. For example, if a group of physical checks were damaged during printing, you would need to renumber the checks stored in the system to match the replacement checks that you actually issue. This section discusses how to renumber checks. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 467 Refunding Customers Chapter 17 Page Used to Renumber Refund Checks for Reprinting Page Name Definition Name Navigation Usage Refund Check Reprint RUNCTL_PAY_REPRINT • Payroll for North America, Payroll Processing USA, Produce Checks, Reprint Checks Renumber checks for reprinting. • Payroll for North America, Payroll Processing CAN, Produce Cheques, Reprint Cheques • Payroll for North America, Payroll Processing USF, Produce Checks, Reprint Checks. Renumbering Checks Access the Refund Check Reprint page (Payroll for North America, Payroll Processing USA, Produce Checks, Reprint Checks, Refund Check Reprint). See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Working with Checks and Direct Deposit" Deleting Paysheets While generating refund checks using Payroll for North America, you may encounter problems during the paysheet creation or refund calculation steps. This results in an uncalculated refund check or an incomplete paysheet, both of which cannot be completed. You must delete the paysheet and start the process over again. This section discusses how to delete paysheets. 468 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 17 Refunding Customers Page Used to Delete Paysheets Page Name Definition Name Navigation Usage Refund Unsheet RUNCTL_PAY_USHT_SF Payroll for North America, Payroll Processing USA, Update Paysheets, Pay Unsheet, Refund Unsheet Delete paysheets. Deleting Paysheets Access the Refund Unsheet page (Payroll for North America, Payroll Processing USA, Update Paysheets, Pay Unsheet, Refund Unsheet). The options in the Payroll Cycle group box are unavailable. See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Working with Paysheets" Viewing Refund Information in Student Financials Throughout your refunding process, you may want to view information about the refunds that you are creating and distributing. The following table lists information for Student Financials. Other reports are available in Payroll for North America. This section lists the pages used to view refund information. Pages Used to View Refund Information Page Name Definition Name Navigation Usage Review Student by ID REFUND_INQ_STU_SF Student Financials, Refunds, Review Student by ID View information regarding the selected student's refunds. Detail Refund Check Information PAY_CHECK_SECON_SF Click the Check/Voucher Review details about the Info (check/voucher check associated with a information) link on various payroll refund. pages within the Refunding feature. Detail Refund AP Information VOUCHER_SECON_SF Click the Check/Voucher Review details about the Info (check/voucher voucher associated with an information) link on various AP refund. pages within the Refunding feature. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 469 Refunding Customers 470 Chapter 17 Page Name Definition Name Navigation Usage Detail Refund Information By Student REFUND_INQ_DETAIL Click the Refund Detail link from various pages within the Refunding feature. Review information about a student refund. Review Student by Date REFUND_INQUIRY_SF Student Financials, Refunds, Review Student by Date View information regarding student refunds created on a specific date. Ind Sponsor Refunds By ID (individual sponsor refunds by ID) REF_IND_SP_INQ_ID Student Financials, Refunds, Review Sponsor Refunds by ID View information regarding an individual sponsor's refunds. Ind Sponsor Refunds By Date (individual sponsor refunds by date) REF_IND_SP_INQ_DT Student Financials, Refunds, Review Sponsor Refunds by Date View information regarding individual sponsor refunds created on a specific date. Corp Refunds By ID (corporation refunds by ID) REFUND_INQ_O_ID_SF Student Financials, View information regarding Refunds, Review Corporate a specific organization's Refunds by ID refunds. Corp Refunds By Date (corporation refunds by date) REFUND_INQ_O_DT_SF Student Financials, Refunds, View Corporate Refunds by Date Corp Sponsor Refunds by ID (corporation sponsor refunds by ID) REF_ORG_SP_INQ_ID Student Financials, View information regarding Refunds, Review Corporate the refunds of a specific Sponsor by ID organization sponsor. Corp Sponsor Refunds by Date (corporation sponsor refunds by date) REF_ORG_SP_INQ_DT Student Financials, Refunds, View Corporate Sponsor by Date View information regarding the organization sponsor refunds created on a specific date. Refund Address REFUND_ADDR Click the Get Address link on the Batch Refund Lines page. View address information for a refund recipient. View information regarding organization refunds created on a specific date. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans This chapter provides an overview of payment plans and discusses how to: • Link students to deferral contracts. • Administer payment plan contracts. • Administer third-party contracts. • Enroll multiple students in a payment plan or third-party contract. Understanding Payment Plans This section lists common elements and provides an overview of payment plans. Common Elements Used in This Chapter Reference Number Enter an optional reference number for each student on a particular contract. The reference number entry is for information purposes only and does not appear on the student's charges. Status This field displays the current status of the contract. Values are: Active: Select to make the contract available for use. This is the default value for this field until the student has been linked to the contract by posting. After the student has been linked to the contract, the other options become available. Cancelled: Select to remove the student from the contract. Hold: Select to prevent new transfers from the plan account but not to discontinue its use completely. Inactive: Select to discontinue use of the contract. Not Posted: Indicates that a new or changed contract has not been posted. Understanding Payment Plans Using Student Financials, you can create and maintain these types of payment agreements for students with diverse financial needs or responsibilities: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 471 Administering Payment Plans • Deferral contract • Payment plan • Third-party contract • Collection agreement Chapter 18 Deferral Contracts Deferral contracts are designed for students who, for whatever reason, need to defer payment of charges for a short period of time. Deferral contracts extend the charge due date for eligible charges. You can link multiple students to one deferral contract definition, or you can create individual contracts to accommodate each student's unique needs. Payment Plans Payment plans enable you to offer students the flexibility of paying their education expenses over a period of time rather than in one lump sum. Student Financials provides several choices for you to create and process student payment plans. The three types of payment plans are calculated, existing, and lump sum. These types differ from the deferral contract in that the deferral contract only adjusts the due and billing dates. The calculated and existing payment plans defined in this section actually credit the eligible charges. • The calculated payment plan enables you to use item type groups to define eligible charges. Also, the calculated payment plan can use the Offset Charges feature. Adjustments to student charges can affect this payment plan. This payment plan may be available through self-service. • The existing payment plan enables you to manually select individual charges that may be eligible for the payment plan. Adjustments to the student charges can affect this payment plan. • The lump sum payment plan uses the Charge Priority List feature to determine which charges can be paid by the initial lump sum payment. The initial lump sum payment will be posted to the payment plan account type. Adjustments to the student charges will not have an effect on this payment plan. This payment plan may be available through self-service. Third-Party Contracts Third-party contracts are credit agreements between your institution and a third-party sponsor—typically, corporations or government agencies. The third party agrees to sponsor one or more students and pays all or part of their tuition, fees, or expenses. The sponsor establishes all parameters regarding what portion of which expenses it pays. When a student is linked to a third-party contract, a credit is applied to the student's account, the receivable is moved from the student's account to the sponsor's account, and the student's sponsor is sent a bill. This contract type is especially beneficial for students in a retraining program or an employee education program who may not have the cash to pay the tuition and fees in advance and then seek reimbursement. If the sponsoring organization does not pay, the temporary credit is reversed and the student is liable for the payment. 472 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Collection Agreements Often, when a student or external organization agrees to repay a past due debt, they are unable to pay the full balance in one lump sum. Use a collection agreement to set up and maintain a payment schedule, produce billing entries, and track receipt of payments. See Also Chapter 8, "Setting Up Payment Plans," page 253 Linking Students to Deferral Contracts When you link a student to deferral contracts, you specify certain parameters that are specific to the student you are linking. This section discusses how to define student-specific details for a deferral contract. Pages Used to Link Students to Deferral Contracts Page Name Definition Name Navigation Usage Defer Student DEFER_STUDENT Student Financials, Payment Define student-specific Plans, Assign Deferral details for a deferral Contract, Defer Student contract. Deferred Charges ITEM_LINE_DEFER_SP Click the Deferred Charges View all active charges in link on the Student Defer the student's account and page. confirm that eligible charges have been deferred to the correct due date. Defer Student Charges DEFER_STDNT_LINE Student Financials, Payment Confirm the deferral Plans, Assign Deferral contract calculation results. Contract, Defer Student Charges Defining Student-Specific Details for a Deferral Contract Access the Defer Student page (Student Financials, Payment Plans, Assign Deferral Contract, Defer Student). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 473 Administering Payment Plans Chapter 18 Defer Student page Calculate Click to calculate charges to be deferred. After calculating the contract but before posting it, look at the Defer Student Charges page to confirm which charges the system selected for deferral. Post Click to defer charges. Deferred Charges After posting, click to confirm that the charges have been deferred to the correct dates. Display Errors/Warnings Click to see errors and warning messages. Assessment Fee The default amount in this field is the fee that you specified during the setup of the deferral contract. Use this field to override the default amount. Student Max (student maximum) The default value for this field is the maximum amount that you specified during the setup of the deferral contract. You can override this amount. Waive Fee Select to waive the student's assessment fee. Administering Payment Plan Contracts This section discusses how to: 474 • Confirm and modify payment plan contract parameters for an individual student. • Confirm and modify additional payment plan contract parameters for an individual student. • Recalculate payment plan contracts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Pages Used to Administer Payment Plan Contracts Page Name Definition Name Navigation Usage Payment Plan 1 PAY_PLAN_SF_1 Student Financials, Payment Confirm and modify Plans, Assign Payment payment plan contract Plan, Payment Plan 1 parameters for an individual student. Payment Plan 2 PAY_PLAN_SF Student Financials, Payment Confirm and modify Plans, Assign Payment additional payment plan Plan, Payment Plan 2 contract parameters for an individual student. Payment Distribution TP_PPLN_QCK_POST Student Financials, Payment Review the payment Plans, Assign Payment schedule, charge amounts, Plan, Payment Distribution billing dates, and due dates for the payment plan. You can adjust the billing dates and installment amounts on this page. Recalc Payment Plan RUNCTL_PMTPLNRECAL Student Financials, Payment Recalculate payment plan Plans, Recalculate Payment contracts. Plan, Recalc Payment Plan Confirming and Modifying Payment Plan Contract Parameters for an Individual Student Access the Payment Plan 1 page (Student Financials, Payment Plans, Assign Payment Plan, Payment Plan 1). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 475 Administering Payment Plans Chapter 18 Payment Plan 1 page All of the values that appear in the fields on this page are default values from the contract setup pages. You can override values in any fields that are available, but you cannot exceed the limits established when you set up the contract. Not all fields are available with all types of contracts. See Also Chapter 8, "Setting Up Payment Plans," Setting Up Payment Plan Contracts, page 259 Confirming and Modifying Additional Payment Plan Contract Parameters for an Individual Student Access the Payment Plan 2 page (Student Financials, Payment Plans, Assign Payment Plan, Payment Plan 2). 476 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Payment Plan 2 page First Bill Date, Payments, and Adjustment Option The values that appear in each of these fields are set by default from the payment plan contract setup. You can override these values. Status The value that appears in this field is set by default from the payment plan contract setup. You can override this value to make the student Active,Inactive, or Cancelled. After you set the student status to Cancelled, you can later reactivate the payment plan contract for the student by changing the student status back to Active. For calculated payment plan contracts, the system distributes the charges equally across all unbilled installments, regardless of the selected adjustment option, when you reactivate a calculated payment plan contract for a student. Subsequent adjustments to a reactivated plan follow the rules of the plan's adjustment option. For both calculated and existing payment plan contracts, the system charges any designated assessment fee upon reactivation. For existing payment plan contracts, the system allows additional charges for students with a status of Active if the associated contract has a status of Inactive. Plan Type, Billing Cycle, The values that appear in each of these fields are set by default from the payment Pay Plan Type, Account plan contract setup. The values are for information only and cannot be changed. Type, Due after Days, Item Type, and Pay Item Type Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 477 Administering Payment Plans Chapter 18 Amount For calculated and lump sum payment plans, the value that appears in this field is set by default from the Maximum Amount field or the Lump Sum Amount field, respectively, on the Payment Plan 1 page. For the existing type payment plans, the value of the selected charges after calculation appears in this field. Waive Fee If an administrative fee was initially defined in the payment plan setup, then you can waive the fee. Select this check box if you want to waive the fee for individual students. Eligible Charges When you add a student to an existing type payment plan, all eligible charges appear at the bottom of the page. Select one or more charges to include in the payment plan. Calculate Click to create the payment plan agreement. The payment plan agreement consists of all scheduled payments and plan fees. This button is unavailable if the student status is Inactive. After you click this button, you can review and adjust billing dates and installment amounts on the Payment Distribution page. Post Click to post each of the scheduled payments and plan fees to the student's account. Recalculating Payment Plan Contracts Access the Recalc Payment Plan page (Student Financials, Payment Plans, Recalculate Payment Plan, Recalc Payment Plan). Recalc Payment Plan page 478 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Contract Number From Enter contract numbers. You can recalculate one contract or a range of contracts. To calculate just one, enter the same number in both fields. To recalculate a and Contract Number range of contracts, enter the first and last contract numbers in the range. To You should recalculate payment plan contracts on a regular basis until the adjustment date has passed so that your payment plan balances are up-to-date and reflect adjustments to the student's charges. Note. The Payment Plan Recalculation (SFPPLNCL) process recalculates only payment plans of the calculated type. Administering Third-Party Contracts This section discusses how to: • Link students to third-party contracts. • Recalculate third-party contracts. Page Used to Administer Third-Party Contracts Page Name Definition Name Navigation Usage Third Party Contract TP_STUDENT Student Financials, Payment Link students to third-party Plans, Assign Third Party contracts. Contract Recalc Third Party Contracts (recalculate thirdparty contracts) RUNCTL_TPRECAL Student Financials, Payment Recalculate third-party Plans, ReCalc Third Party contracts. Contracts Linking Students to Third-Party Contracts Access the Third Party Contract page (Student Financials, Payment Plans, Assign Third Party Contract). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 479 Administering Payment Plans Chapter 18 Third Party Contract page ID Enter the ID of the student that you are linking to the third-party contract. Student Max (student maximum) The amount that you specified during the third-party contract setup appears by default in this field. You can decrease the amount. Priority If a student is linked to more than one third-party contract, you may want the contracts to apply in a preferred order. Enter a priority value to determine the order in which the contracts apply. The default priority value is 999999. The lower the number, the higher the priority. Course List Confirm the default course list that is attached to the third-party contract or override the selection with a different list. If you override the default selection, the list applies only to the individual student being linked to the contract. If the contract was not set up with the Specific Course List option, it cannot be added on this page. Note. To use a course list with a third-party contract, you must consider the setup issues that are related to term fees. 480 Post Click to link the student to the third-party contract. Find Click to access the Explorer User prompt. Use the Explorer User prompt to enter a student's ID to quickly locate his or her record in the third-party contract. Corp Accounts (corporation accounts) Click to access the Corp Accounts page, where you can review account details for the sponsor of this third-party contract. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans See Also Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Course List Fees, page 224 Chapter 6, "Setting Up Fees and Tuition Groups," Setting Up Term Fee Codes, page 190 Recalculating Third-Party Contracts Access the Recalc Third Party Contracts page (Student Financials, Payment Plans, ReCalc Third Party Contracts). Recalc Third Party Contracts page Contract Number From You can recalculate one contract or several contracts in a range. To recalculate andContract Number To only one contract, enter the contract number in the Contract Number From field. The same number appears in the Contract Number To field by default. To recalculate a range of contracts, enter the first contract number of the range in the Contract Number From field and the last in the range in the Contract Number To field. You should periodically use the Third Party Recalculation (SFPTPPRC) process to recalculate third-party contracts until the end of the adjustment period for third-party contracts (last date, as established on the Third Party Contract setup page) to make sure all adjustments to charges are recognized. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 481 Administering Payment Plans Chapter 18 Enrolling Multiple Students in a Payment Plan or Third-Party Contract This section discusses how to: • Define enrollment for multiple students in a payment plan or third-party contract. • Review results by contract. • Process mass contract assignments. • Process mass cancellations. • Use inquire contract assignments. Pages Used to Enroll Multiple Students in a Payment Plan or Third-Party Contract Page Name Definition Name Navigation Usage Mass Contract Select SSF_RUNCTL_PS_TPC Student Financials, Payment Define enrollment for Plans, Mass Contract Select multiple students. Review Results by Contract SSF_PS_PPL_REVIEW Student Financials, Payment View results by contract for Plans, Review Results by payment plans and for thirdContract party contracts. Recalc Payment Plan RUNCTL_PMTPLNRECAL Student Financials, Payment Link students to or cancel a Plans, Assign and Recalc, student's link to a contract. Recalc Payment Plan Inquire Contract Assignments SSF_TP_PPL_INQUIRY Student Financials, Payment View all students linked to a Plans, Inquire Contract payment plan. Assignments Defining Enrollment for Multiple Students Access the Mass Contract Select page (Student Financials, Payment Plans, Mass Contract Select). 482 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Mass Contract Select page Use this page to run a predefined query, run an equation engine, or load a flat file to identify the population for a specific contract. Also define initial default values that will be associated with each employee ID. Population selection is a method for selecting the IDs to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction. Selection tools are available based on the selection tools that your institution selected in the setup of the Population Selection process for the application process and on your user security. Fields in the group box appear based on the selection tool that you select. The fields act the same from within the group box no matter what run control page you are on or what transaction you are processing. If your institution uses a specific selection tool (PS Query, Equation Engine, or external file) to identify IDs for a specific transaction, you must use it. Click the Run button to run the query and populate a staging table with the selected employee IDs and the default values. A log file will contain all records that did not populate the staging table because of a service impact or because the student is already associated with the contract number. Population Selection Selection Tool Select PS Query,Equation Engine, or an external file. Query Name Enter the appropriate query. Default Values Contract Number Enter the appropriate contract number. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 483 Administering Payment Plans Chapter 18 Reference Nbr (reference Provide a reference number. This field is optional. number) Contract Status Select a status of Active or Cancel. Click the Review Results by Contract link to view the results of the query along with the default values. Reviewing Results by Contract The Review Results by Contract page will vary depending on the type of contract selected. Review Results by Contract for a Payment Plan Access the Review Results by Contract page (Student Financials, Payment Plans, Review Results by Contract). Review Results by Contract page You can use the Review Results by Contract page for data entry. When you initially access the page, one row is populated with default values, but the ID field is blank. Enter the ID. You can also update the Plan Amount,Reference Number, and Status fields. Click the Add (+) button to enter the number of rows desired for additional data entry. After clicking Apply, delete individual rows or use the Select All button to select all rows and then click Delete. This action removes the rows from the staging table. The Clear All link removes all the Select flags, if needed. After entering the necessary data in all rows, click Apply. 484 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Review Results by Contract for a Third-Party Contract Access the Review Results by Contract page (Student Financials, Payment Plans, Review Results by Contract). Review Results by Contract page The Third Party Contract data entry page is similar to that used for Payment Plan, except that a Student Max column replaces the Plan Amount column on the Payment Plan page. The Third Party Contract data entry page also includes an additional Course List column. Processing Mass Contract Assignments Use this batch process to link students to a contract. You can link students to a contract or cancel students from a contract. A contract from and to range is used to identify contracts for processing. The process scheduler contains two processes, Assign Contract and Recalc, which enable you to either select the Assign Contract process for the new mass batch or select the current functionality to recalculate the contract. After the Assign Contract process finishes successfully, the respective records in the staging table are deleted. Use the Assign Contract process to either activate or cancel your selected population from the contract. Access the Recalc Payment Plan page (Student Financials, Payment Plans, Assign and Recalc, Recalc Payment Plan). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 485 Administering Payment Plans Chapter 18 Recalc Payment Plan page Contract Number From Enter the first contract number to be included in the batch process. Contract Number To Enter the final contract number to be included in the batch process. Processing Mass Cancellations Access the Mass Contract Select page (Student Financials, Payment Plans, Mass Contract Select). 486 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 18 Administering Payment Plans Mass Contract Select page Use this batch process to cancel students to the contract. This page is used to remove all students from a contract. This function is especially useful to cancel all students from a third-party contract. Use one of the Population Selection process methods to identify all students within a contract, and then select Cancelled in the Status field located within the Default Values group box. Review the selected records using the Review Results by Contract page, and then use the Assign and Recalc process to proceed with the mass cancellation. The students are canceled from the contract, installments are reversed, and the original charges are reinstated. Population Selection Selection Tool Select PS Query,Equation Engine, or External File. Query Name Enter the appropriate query, equation engine, or file path and name. Default Values Contract Number Enter the appropriate contract number. Contract Status Select or cancel a status. Click the Review Results by Contract link to view the results of the query along with the default values. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 487 Administering Payment Plans Chapter 18 Using Inquire Contract Assignments Access the Inquire Contract Assignments page (Student Financials, Payment Plans, Inquire Contract Assignments). Inquire Contract Assignments page Use the Inquire Contract Assignments page to view all students linked to a payment plan. 488 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers This chapter provides an overview of customer billing and discusses how to: • Complete billing requests. • Bill specific charges for individual students. • Process billing requests. • Print invoices. • Cancel bills. • View billing information. Understanding Customer Billing You must submit a clear and accurate bill to every customer. The PeopleSoft Student Financials Billing feature offers you great flexibility when generating these bills. You can create a single bill for one customer, or you can create a batch of bills for several customers at once. You determine the messages that appear on your bills. To save time, you can establish a billing standard request that enables you to repeatedly create bills with the same parameters. You can print your bills using Form Based Extract Bill, Crystal, or a Student Financials Structured Query Report (SQR) and XML Publisher. Note. Although the terms bill and invoice are technically synonymous, a distinction exists between the two terms in the context of the Student Financials application. Throughout this chapter, the term bill refers to a set of billing data for a student or a corporation that resides in the database. When the system prints a bill, the resulting paper document is an invoice. Credit Invoices pertain to Oracle's global invoicing functionality and are invoices that document reductions in charges that have been previously invoiced. Credit Invoices are used to notify the student that a prior invoice has changed and a lesser amount is now requested from the student, a payment has a credit balance, or both. Remember these conventions to avoid any confusion while reading the Billing Customers chapter. See Chapter 9, "Setting Up Billing," page 283. Completing Billing Requests This section provides an overview of billing requests and discusses how to: Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 489 Billing Customers Chapter 19 • Specify basic student billing request parameters. • Specify bill terms and print options for student billing requests. • Specify basic corporate billing request parameters. • Specify bill terms and print options for student billing requests. Understanding Billing Requests Use the Billing Request component (BI_REQUEST) to set the parameters that the billing process uses to determine the type of bills generated. To complete a billing request, you must use the following two pages. Versions of both of these pages are included in the Student Billing Request (BI_REQUEST) and the Corp. Billing Request (BI_REQUEST_ORG) components. • Billing Request 1 • Billing Request 2 On the Billing Request 1 page, you create the set of parameters that the billing process uses to generate bills. On the Billing Request 2 page, you create printing parameters that populate the printing process pages. In addition, the Billing Request 2 page enables you to print invoices for single students with the click of a button, without using a separate process to generate the bill and print the invoice. Bill By Options for Student Billing Requests Oracle delivers three bill by options for your use when creating new billing requests. Selecting a bill by option is required for each billing request that you create. The options are Bill One ID, Bill Range, and Bill All Not Yet Billed. The bill by option that you select specifies whether the billing process bills one specific student, all students meeting the criteria of the billing standard request that you select, or only those students for whom you have not already generated bills. The option that you choose also determines which selection criteria from the billing standard request that the system uses when generating bills. This table lists the selection criteria that the system applies to the bill generation process according to the option that you select: Selection Criteria 490 Bill All Not Yet Billed Bill Range Bill One ID Last Name X X Does not apply Account Type X X X Account Term X X X Not Billed Since X X Does not apply Transaction Date X X X Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Selection Criteria Bill All Not Yet Billed Bill Range Bill One ID Service Impact X X Does not apply Career/Program/Plan Does not apply X Does not apply Campus Does not apply X Does not apply Student Groups Does not apply X Does not apply Bill By Options for Corporate Billing Requests Just as with student billing requests, when you create a new corporate billing request, you must select a bill by option. For corporate billing requests, four options are available: Bill One Ext Org ID (bill one external organization ID), Bill Range, Bill Per Contract(s), and Bill All Not Yet Billed. The bill by option that you select specifies whether the billing process bills one specific corporation, all corporations meeting the criteria of the billing standard request that you select, corporations associated with specific third-party contracts, or only those corporations for whom you have not already generated bills. The option that you choose also determines which selection criteria from the billing standard request that the system uses when generating bills. This table lists the selection criteria that the system applies to the bill generation process according to the option that you select: Selection Criteria Bill All Not Yet Billed Bill Range Bill One Ext Org ID Bill Per Contract(s) Name X X Account Type X X X X Account Term X X X X Not Billed Since X X Service Impact X X Transaction Date X X Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. X X X X 491 Billing Customers Chapter 19 Pages Used to Complete Billing Requests Page Name Definition Name Navigation Usage Billing Request 1 BI_REQUEST Student Financials, Bill Customers, Student Bills, Create Billing Request, Billing Request 1 Specify basic student billing request parameters. Billing Request 2 BI_REQUEST_ID Student Financials, Bill Customers, Student Bills, Create Billing Request, Billing Request 2 Specify bill terms and print options for student billing requests. Corp Billing Request Billing Request 1 BI_REQUEST_ORG Student Financials, Bill Specify basic corporate Customers, Corporate Bills, billing request parameters. Create Billing Request, Billing Request 1 Corp Billing Request Billing Request 2 BI_REQUEST_TWO Student Financials, Bill Specify bill terms and print Customers, Corporate Bills, options for student billing Create Billing Request, requests. Billing Request 2 Error Bill Message BI_BILL_ERR_SEC_PN Click the Error Info link from the preceding various pages. Warning Bill Message BI_BILL_WAR_SEC_PN Click the Warning Info link View information regarding from the preceding pages. any warnings that the system encountered while processing the bill. View information regarding any errors that the system encountered while processing the bill. Specifying Basic Student Billing Request Parameters Access the Billing Request 1 page (Student Financials, Bill Customers, Student Bills, Create Billing Request, Billing Request 1). 492 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Billing Request 1 page Billing ID Enter the ID of the billing standard request that you want to link to this billing request. Invoice Date Enter the date that you want to establish as the date of the invoice creation. The system can use this date to determine when generated bills are due. The system automatically populates the field with the current system date, but you can override this date. ID If you are creating a billing request for a single student, select the unique ID of the student in this field. This field is available only if you select the Bill One ID option when creating the request. Be sure that the student whom you select matches the criteria of the billing standard request that you select. Calculate Tuition If you are creating a billing request for one student ID, click this button to calculate tuition for that student. This button is available only if you select the Auto Calculate Tuition check box on the Tuition Calculation Controls page, and the student whose name that you select in the ID field requires tuition calculation. Due Date/Days Set a default due date for all the charges included in the bill that do not already have a due date. Due Date Enter the specific due date that you want to assign to charges without a due date when you create the bill. Due Days You can set the default due date as a function of the date that you generate the bill. Enter the number of days that the system adds to the invoice date to determine a due date. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 493 Billing Customers Chapter 19 Item Due Info Set a default due date for term-specific charges that do not already have a due date. You can use the fields in this group box in conjunction with the fields in the Due Date/Days group box. For example, using the Due Date field in the Due Date/Days group box, you set a due date of 10/31/2005 for all charges included in the bill. However, suppose that you want charges from a previous term to be due sooner. In this case, you can use the fields in the Item Due Info (item due information) group box to establish a separate due date for charges in that specific term. The system assigns the default due date of 10/31/2005 to any charges falling outside that term. Term Select the specific term with the charges to which you want to assign a due date. Due Date Enter the specific due date that you want to assign to charges without a due date when you create the bill. Due Days You can also set the default due date as a function of the date that you generate the bill. Enter the number of due days that the system adds to the invoice date to determine a due date. Note. The Due Date and Due Days fields are mutually exclusive. If you enter a value in both fields, the system will keep only the most recently added value after you refresh the page. Invoice Range Start and End If you run the billing process by clicking the Generate Invoice button on the Billing Request 2 page, the system displays the first invoice generated during the process in the Start field and the last invoice generated during the process in the End field. Specifying Bill Terms and Print Options for Student Billing Requests Access the Billing Request 2 page (Student Financials, Bill Customers, Student Bills, Create Billing Request, Billing Request 2). 494 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Billing Request 2 page Bill Term Bill Term Select the term or terms for which you want to generate bills. Valid values are: All Terms: Select to bill students for all terms. One Term: Select to bill students for one specific term. If you select this option, you must select a term in the From Term field. Term Range: Select to bill students for a specific range of terms. If you select this option, you must select terms in the From Term and To fields. From Term and To If you enter One Term in the Bill Term field, enter the term for which you want to bill in the From Term field. If you enter Term Range in the Bill Term field, enter the beginning term of the range in the From Term field and the ending term of the range in the To field. Print Options Invoice Layout Enter the invoice layout to print invoices. Output Format Select the method to print invoices using the Generate Invoice button. Four valid printing output methods are available: Crystal Bill, Other Bill (SQR),XML Publisher, and Form Based Extract Bill. Aid Term From and To Set the range of terms to print anticipated financial aid detail on the invoices. Enter the beginning term of the range in the Aid Term From field and the ending term of the range in the To field. These fields are required if you select either the Anticipated Aid Detail check box or the Include Anticipated Aid Total check box for the invoice layout that you select in the Invoice Layout field. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 495 Billing Customers Chapter 19 Generate Invoice Select to generate and store the bill, but not print an invoice when you click the Generate Invoice button. This is the default option if you select the Bill All Not Yet Billed value or the Bill Range value when you access the component. Generate & Print Bill Select to generate a bill and print an invoice when you click the Generate Invoice button. Remember that this field is available only if you select the Bill One ID option when you access the BI_REQUEST component. Print Schedule of Classes Select to print the student's enrollment summary when you print invoices. for Term If you select the Print Schedule of Classes check box, use this field to select the academic term that includes the enrollment summary that you want to print on your invoices. Address Usage Enter the logic that the system uses to select the address printed on the bills. Output File Directory Enter the directory path to which the process stores the bills that it generates. Specifying an output file directory is necessary only when you are printing invoices using the value Form Based Extract Bill. If this field is left blank, output will go to the Report Repository. Override Address Info (override address information) This check box affects only the printing of invoices that the system already generated. If you select this check box, the system ignores the address that is already associated with the bills and selects addresses to print according to the order selected in the Address Usage field. Address not required Select to print invoices even if the process finds no address. Use Email Address Reserved for future use. Print Zero Bill Select to print zero balance bills. The system creates only zero balance bills if you select Create Zero Bills in the Zero Bill Handling field on the General Selections page for the selected billing standard request. Generate Invoice Click to run the billing process manually and generate bills. If you select the Bill One ID value when creating the request and select the Generate & Print Bill option, the system prints an invoice for the specified student. Information Messages & Errors This group box displays messages indicating the success of the bill generation process after you click the Generate Invoice button. Invoice Generated 496 This message appears when the process generates bills successfully. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Error Info (error information) If an error occurs when you run the billing process, this link appears in the Information Messages & Errors group box. Click the link to open the Error Bill Message page, where you can view detailed information about the nature of the error. Warning Info (warning information) If a warning situation occurs when you try to run the billing process, this link appears in the Information Messages & Errors group box. Click the link to open the Warning Bill Message page, where you can view detailed information about the nature of the warning. Note. Although you can generate bills for a range of students using the Generate Invoice button in combination with the Generate Invoice option in the Print Choice group box, the Generate Invoice button is intended only for generating and printing an individual bill for a student. You should process bills for a range of students using the Bill Request process page. If you use the same run control ID to process your billing request and print your invoices, some of the values that you set in the Billing Request 2 page are supplied by default to their respective fields in the printing process page that you use. The values can be supplied from the following fields: Invoice Layout, Print Schedule of Classes for Term,Aid Term From, To, Address Usage, Output File Directory, Bill File, Override Address Info, Address not required, Use Email Address, Address, and Print Zero Bill. Specifying Basic Corporate Billing Request Parameters Access the Corp Billing Request - Billing Request 1 page Student Financials, Bill Customers, Corporate Bills, Create Billing Request, Billing Request 1. Corp Bill Request - Billing Request 1 page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 497 Billing Customers Chapter 19 Except for the External Org ID, Invoice per Student, and Contract Number fields, this page is identical to the Billing Request 1 page. If you want to create a bill for a single organization, select the unique ID of the External Org ID (external organization ID) organization. This field is available only if you select the Bill One Ext Org ID (bill one external organization ID) option when you create the request. Be sure that the corporation that you select matches the criteria of the billing standard request (Billing ID) that you select. Invoice per Student This check box appears only if you select the Bill Per Contract(s) value when you create the request. If you select the Invoice per Student check box, the billing process generates a separate corporate bill for each student associated with the contract that you select in the Contract Number field. For example, if the contract that you choose has ten students associated with it, then the system would generate ten separate bills for the corporation associated with the contract. If you do not select the Invoice per Student check box, the system generates one corporate bill per contract regardless of the number of students attached to the contract. Third Party Contract Contract Number Select the number of the contract that is associated with the corporation that you want to bill. You can select multiple contracts by inserting additional rows. See Also Chapter 19, "Billing Customers," Specifying Basic Student Billing Request Parameters, page 492 Specifying Bill Terms and Print Options for Student Billing Requests Access the Corp Billing Request - Billing Request 2 pageStudent Financials, Bill Customers, Corporate Bills, Create Billing Request, Billing Request 2. This page is identical to the Billing Request 2 page. See Also Chapter 19, "Billing Customers," Specifying Basic Corporate Billing Request Parameters, page 497 Billing Specific Charges for Individual Students Student Financials enables you to create an individual bill for a student for only some of the charges on the account. In addition, you can review pending billing items and an invoice summary when you are done. 498 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers This section discusses how to: • View pending to bill items. • Create individual bills for students. • View the Student Invoice Summary pages. Pages Used to Bill Specific Charges for Individual Students Page Name Definition Name Navigation Usage Pending To Bill Items SSF_BI_CUR_ACCOUNT Student Financials, Bill Customers, Student Bills, Pending to Bill Items Viewing pending to bill items. Identify Student Charges BI_BILL_SELECT Student Financials, Bill Customers, Student Bills, Identify Student Charges Create individual bills for students. Prior Billing BI_BILL_HEADER_SP Click the Get Prior Billing link on the Bill Select page. View information regarding past billing for the student. Billing Detail BI_BILL_DETAIL_SP Click the Get Billing Detail View detail of bills Lines link on the Prior appearing on the Prior Billing page. Billing page. Student Invoice Summary SSF_BI_INV_MAIN Student Financials, Bill Customers, Student Bills, Student Invoice Summary Lists all invoices for a student. Invoice Header SSF_BI_INV_HDR Click the link on the Student Invoice Summary page. View student invoice information. Invoice Career SSF_BILL_CAREER Click the Invoice Career link on the Invoice Header page Displays academic information for a student. Invoice Detail SSF_BILL_DETAIL Click the Invoice Detail link on the Invoice Header page Lists the individual charges and payments for this invoice. Invoice Messages SSF_BILL_MESSAGES Click the Invoice Messages Displays any messaging on link on the Invoice Header invoices. page Viewing Pending To Bill Items Access the Pending To Bill Items page (Student Financials, Bill Customers, Student Bills, Pending to Bill Items). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 499 Billing Customers Chapter 19 Pending To Bill Items page This page displays charges that have not been billed for a specific student. After you run the billing process, the pending items no longer appear on this page. Account Balance The total amount shown is not the total amount due for a student. Amounts that were billed prior to this summary might exist. Creating Individual Bills for Students Access the Identify Student Charges page (Student Financials, Bill Customers, Student Bills, Identify Student Charges). 500 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Identify Student Charges page ID Enter the unique ID of the student whom you want to bill. Address Type Enter the address that you want to use when creating the bill. Billing ID Enter the ID of the billing standard request that you want to use to generate the bill. Bill Scan Line Enter a bill scan line if your bank requires it. Due Date Enter the default due date that you want to assign to charges without a due date when you create the bill. Due Days You can also set the default due date as a function of the date on which you generate the bill. Enter the number of due days that the system adds to the day that you generate the bill to determine a due date. The page displays a list of line items in the two group boxes at the bottom of the page. Select the check box next to each line item that you want to include in the student's bill. After you save your configured individual bill, you can review the individual bill and print it using the specified print option. Get Prior Billing Click to access the Prior Billing page. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 501 Billing Customers Chapter 19 Viewing the Student Invoice Summary Pages Access the Student Invoice Summary page (Student Financials, Bill Customers, Student Bills, Student Invoice Summary). Student Invoice Summary page This page lists all invoices for a specific student with the most recent invoice listed first. Invoice Number Click to view the details of the invoice on the Invoice Header page. Invoice Header page The Invoice Header page displays more detail about this invoice. Billing Status 502 This field will indicate Initiated or Cancelled. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Billing Address Click the arrow button to display or hide the student's address information. Invoice Career, Invoice Detail, and Invoice Messages These links provide the same information as Invoice Info Student Information pages, and are displayed next. Invoice Career page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 503 Billing Customers Chapter 19 Invoice Details page Invoice Messages page Processing Billing Requests This section discusses how to: 504 • Process student billing requests. • Process corporate billing requests. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Pages Used to Process Billing Requests Page Name Definition Name Navigation Usage Generate Invoice RUNCTL_SFPBILLNG2 Student Financials, Bill Customers, Student Bills, Generate Invoice Process student billing requests. Generate Invoice RUNCTL_SFPBILLNG3 Student Financials, Bill Process corporate billing Customers, Corporate Bills, requests. Generate Invoice Processing Student Billing Requests Access the Generate Invoice page (Student Financials, Bill Customers, Student Bills, Generate Invoice). Generate Invoice page (student) Business Unit Enter the business unit for which you are generating bills. Billing Request Nbr (billing request number) Enter the number of the billing request that you want to use to generate your bills. The system populates the remaining fields on the page with the data from the billing request that you choose in the Business Request Nbr field. Note. If you want the system to populate the printing process pages with the printing parameters of the billing request that you are processing, you must use the same run control ID for printing that you use for processing the billing request. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 505 Billing Customers Chapter 19 See Also Chapter 19, "Billing Customers," Completing Billing Requests, page 489 Processing Corporate Billing Requests Access the Generate Invoice page (corporate) (Student Financials, Bill Customers, Corporate Bills, Generate Invoice). This page is identical to the Generate Invoice page (student). See Also Chapter 19, "Billing Customers," Processing Student Billing Requests, page 505 Printing Invoices This section discusses how to: • Print student invoices using Form Based Extract Bill. • Print corporate invoices using Form Based Extract Bill. • Print student invoices using an SQR. • Print corporate invoices using an SQR or XML Publisher. • Print student invoices using Crystal. • Print corporate invoices using Crystal. You can print your bills using Form Based Extract Bill, Crystal, or a Student Financials Structured Query Report and XML Publisher. Pages Used to Print Invoices 506 Page Name Definition Name Navigation Usage Student Invoice Extract RUN_CNTL_PBILL Student Financials, Bill Customers, Student Bills, Produce Extract File, Student Invoice Extract Print student invoices using Form Based Extract Bill. Corporation Invoice Extract RUN_CTNL_PBILL_ORG Student Financials, Bill Print corporate invoices Customers, Corporate Bills, using Form Based Extract Produce Extract File, Bill. Corporation Invoice Extract Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Page Name Definition Name Navigation Usage Student Invoice Other RUN_CNTL_PBILL Student Financials, Bill Customers, Student Bills, Print Invoice, Student Invoice Other Print student invoices using an SQR or XML Publisher. Corporation Invoice Other RUN_CNTL_PBILL_ORG Student Financials, Bill Print corporate invoices Customers, Corporate Bills, using an SQR or XML Print Invoice, Corporation Publisher. Invoice Other Student Invoice Crystal RUNCTL_SF711AB Student Financials, Bill Customers, Student Bills, Print Invoice Crystal, Student Invoice Crystal Corporation Invoice Crystal RUNCTL_SF753AB_ORG Student Financials, Bill Print corporate invoices Customers, Corporate Bills, using Crystal. Print Invoice Crystal, Corporation Invoice Crystal Print student invoices using Crystal. Printing Student Invoices Using Form Based Extract Bill Access the Student Invoice Extract page (Student Financials, Bill Customers, Student Bills, Produce Extract File, Student Invoice Extract). Student Invoice Extract page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 507 Billing Customers Print By Chapter 19 Select one of these values: Customer ID: Print an invoice for a single student. When you select this option, the ID and Invoice Number fields become available. Invoice Date: Print all student invoices with the same invoice date. When you select this option, the Invoice Date field becomes available. Request #: (request number) Print all student invoices with a specific billing request number. When you select this option, the Billing Request Nbr (billing request number) field becomes available. Invoice Range: Print a range of student invoices according to their invoice numbers. When you select this option, the Start and End fields become available. ID Enter the unique ID of the student for whom you want to print an invoice. Billing Request Nbr (billing request number) Enter the billing request number for which you want to print invoices. When you select a request number, the printing parameters from the associated billing request are supplied to the respective fields on this page. Invoice Date Enter the invoice date of the invoices that you want to print. Invoice Number Select the specific invoice number that you want to print. Select an ID first to limit the valid invoice ID values to those of the student for whom you want to print an invoice. Note that when you select the Invoice Range option in the Print By group box, the label for this field changes from Invoice Number to Start. Start Enter the invoice ID at the beginning of the invoice range. Note that when you select the Customer ID option in the Print By group box, the label for this field changes from Start to Invoice ID. End Enter the invoice ID at the end of the invoice range. The following fields are populated by default with the values set in the billing request if the run control ID that you use to print is the same as the one that you use to process the billing request. They also are populated by default with the values set in the billing request if you select Request # in the Print By group box and specify a billing request number. 508 Invoice Layout Enter the invoice layout to format the printed invoices. Override Bill Request Layout If you select the Print By option of Invoice Range or Invoice Date, and the invoices included use different invoice layouts, you receive a warning message when you run the process that reads Bills may be printed with different layouts. If you select the Override Bill Request Layout check box, you do not receive the warning message. Instead, the system uses the layout selected in the Invoice Layout field for all invoices for the specified invoice range or date. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Aid Term From and Aid Enter the beginning and ending terms for the term range. The term range determines for which terms the anticipated financial aid appears on the bills. Term To Note. If you do not select either the Anticipated Aid Detail check box or the Include Anticipated Aid Total check box for the invoice layout that you selected, the Aid Term From and Aid Term To fields are not available. Output File Directory Enter the path of the directory to which the system sends the extract file. Form Based Extract Bill uses this file to print the invoices. Bill File Enter the name of the file that the system generates. Address Usage Enter the logic that the system uses to select the address printed on the bills. Override Address Info (override address information) This check box affects only the printing of bills that the system already generated. If you select this check box, the process ignores the address that is already associated with the bills and selects addresses to print according to the order that is selected in the Address Usage field. Address Not Required Select this check box to print bills even if the process finds no address. Use Email Address Select if you send invoices by email. Print Zero Bill Select to print zero balance bills. Class Schedule Print Select to print the student enrollment summary when you print invoices. Term If you select the Print check box, enter the term of the enrollment summary that you want to print on your invoices. Printing Corporate Invoices Using Form Based Extract Bill Access the Corporation Invoice Extract page (Student Financials, Bill Customers, Corporate Bills, Produce Extract File, Corporation Invoice Extract). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 509 Billing Customers Chapter 19 Corporation Invoice Extract page Except for the Corp ID and External Org ID (external organization ID) fields, this page is identical to the Student Invoice Extract page. Corp ID (corporation ID) Select to print an invoice for a single corporation. When you select this option, the Corp ID and Invoice ID (invoice ID) fields become available. Enter the unique ID of the corporation for which you want to print an invoice. External Org ID (external organization ID) Printing Student Invoices Using an SQR or XML Publisher Access the Student Invoice Other page (Student Financials, Bill Customers, Student Bills, Print Invoice, Student Invoice Other). 510 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Student Invoice Other page Except for the absence of the Output File Directory and Bill File fields, and the addition of XML Publisher fields, this page is identical to the Student Invoice Extract page. Printing Corporate Invoices Using an SQR or XML Publisher Access the Corporation Invoice Other page (Student Financials, Bill Customers, Corporate Bills, Print Invoice, Corporation Invoice Other). Except for the absence of the Output File Directory and Bill File fields, and the addition of XML Publisher fields, this page is identical to the Corporate Invoice Form Based Extract Bill page. Printing Student Invoices Using Crystal Access the Student Invoice Crystal page ( Student Financials, Bill Customers, Student Bills, Print Invoice Crystal, Student Invoice Crystal). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 511 Billing Customers Chapter 19 Student Invoice Crystal page Parameters Business Unit Enter the business unit for which you are printing the invoice. ID Enter the ID of the student whose invoice you want to print. Invoice Number Enter the unique ID number of the invoice that you want to print. Anticipated Aid Aid Term From and Aid Enter the beginning and end terms for the term range. The term range determines for which terms the anticipated financial aid appears on the bills. Term To Note. When using Crystal to print invoices, you can print only one invoice at a time. Printing Corporate Invoices Using Crystal Access the Corporation Invoice Crystal page (Student Financials, Bill Customers, Corporate Bills, Print Invoice Crystal, Corporation Invoice Crystal). 512 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Corporation Invoice Crystal page Parameters Business Unit Enter the business unit for which you are printing the invoice. Enter the ID of the corporation with an invoice that you want to print. External Org ID (external organization ID) Invoice Number Enter the unique ID number of the invoice that you want to print. Note. When using Crystal to print invoices, you can print only one invoice at a time. Canceling Bills If you encounter problems during your billing process, Student Financials enables you to cancel bills so that you can rerun the billing process correctly. This section discusses how to run the Billing Cancellation process. Pages Used to Cancel a Bill Page Name Definition Name Navigation Usage Bill Cancellation SF_BICANC Student Financials, Bill Customers, Cancel Invoice, Bill Cancellation Run the Billing Cancellation process. Bill Cancellation BI_CANC_INQ Student Financials, Bill Customers, Review Invoice Cancellation, Bill Cancellation View the results of the Bill Cancellation process. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 513 Billing Customers Chapter 19 Canceling Bills Access the Bill Cancellation page (Student Financials, Bill Customers, Cancel Invoice, Bill Cancellation). Bill Cancellation page Run Option This field determines whether the process cancels an entire group of bills or an individual bill. Values are: Bill Request Nbr (bill request number): Select to cancel a bill associated with a specific bill request number. When you select this value, the Billing Request Nbr (billing request number) field becomes available and the Invoice Number, ID, and External Org ID fields become unavailable. Invoice ID: Select to cancel a bill associated with a specific invoice ID. When you select this value, the Billing Request Nbr field becomes unavailable and the Invoice Number, ID, and External Org ID fields become available. Note. The system allows you to cancel only the most recently generated bill. This means that to cancel an old bill, you must first cancel every bill that you generated after it. Billing Request Nbr (billing request number) When you enter the Bill Request Nbr option in the Run Option field, the system automatically populates this field with the billing request number of the last bill that you generated. ID Enter the unique ID of the student whose bill you want to cancel. Enter the unique ID of the organization for which you want to cancel a bill. External Org ID (external organization ID) 514 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Invoice Number Enter the invoice ID assigned to the individual bill that you want to cancel. When you select the Invoice Number value in the Run Option field and select an ID or external organization ID, the system automatically populates the Invoice Number field with the invoice number of the last bill that you generated for that ID. Billing Cancellation Log The option that you select in this field determines what type of information the system displays on the Bill Cancellation inquiry page. We recommend that you Option select Log All Activity so that you can see all of the results of the Bill Cancellation process in the inquiry page. Values are: Log All Activity: Select to display both failed and successful cancellation attempts for the chosen bill request number or invoice ID. Log Failed Cancels Only: Select to display only failed cancellation attempts for the chosen bill request number or invoice ID. Log Successful Cancels Only: Select to display only successful cancellation attempts for the chosen bill request number or invoice ID. None: Select to display only the bill cancellation number that is generated by the system. For each bill affected by the process, the system sets the status to Cancelled. In addition, if the system originally set due dates on any of the bills cancelled by the Bill Cancellation process, it resets those due dates to Null. Viewing Billing Information Several tools are available to use in Student Financials to view the billing activity for a customer's account. Pages Used to View Billing Information Page Name Definition Name Navigation Usage Invoice Info Student BI_BILL_HEADER Student Financials, Bill Customers, Student Bills, Review Invoice, Invoice Info Student Review student billing history. Billing Address Info (billing address information) BI_BILL_HDR_SEC_PN Click the Address Info link View the address on the Invoice Info Student information that is page. associated with a student bill. Bill Career BILL_CAREER Student Financials, Bill Review the academic Customers, Student Bills, information that is Review Invoice, Bill Career associated with a student bill. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 515 Billing Customers Chapter 19 Page Name Definition Name Navigation Usage Bill Detail BILL_DETAIL_1 Student Financials, Bill Customers, Student Bills, Review Invoice, Bill Detail View details regarding all the items that are included in a student bill. Bill Messages BILL_MESSAGES_SCPN Student Financials, Bill Customers, Student Bills, Review Invoice, Bill Messages View any messages that are associated with a student bill. Invoice Info Corp. (invoice information corporation) BI_BILL_HEADER_ORG Student Financials, Bill Review an overview of Customers, Corporate Bills, corporate billing history. Review Invoice, Invoice Info Corp Invoice Info. Corp - Bill Detail (invoice information corporation - bill detail) BILL_DETAIL Student Financials, Bill View details regarding all Customers, Corporate Bills, the items that are included Review Invoice, Bill Detail in a corporate bill. Academic Information BILL_DETAIL_SP Click the Bill Header Detail link on the Invoice Info. Corp. - Bill Detail page. Invoice Info. Corp - Bill Messages (invoice information corporation bill messages) BILL_MESSAGES_SCPN Student Financials, Bill View any messages that are Customers, Corporate Bills, associated with a corporate Review Invoice, Bill bill. Messages Invoice Printing BI_IVC_PRT_RQST Student Financials, Bill Customers, Review Printed Invoice View academic information regarding the student who is associated with the thirdparty contract. View information regarding specific printing processes. Reviewing Student Billing History Access the Invoice Info Student page (Student Financials, Bill Customers, Student Bills, Review Invoice, Invoice Info Student). 516 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 19 Billing Customers Invoice Info Student page The Credit Invoice indicator is visible if the invoice is a credit invoice. Viewing Details for Student Bill Items Access the Bill Detail page (Student Financials, Bill Customers, Student Bills, Review Invoice, Bill Detail). Bill Detail page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 517 Billing Customers Chapter 19 View details regarding all the items included in a student bill. Related Invoices Related Invoice ID appears only if the invoice is a credit invoice. The Related Invoice ID link opens the same page for the related invoice ID in a new window. 518 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering This chapter provides an overview of cashiering and discusses how to: • Open a cashiering office for a business day. • Process cashiering transactions. • Post delayed receipts. • Process the cashiering GL interface. • Void receipts. • Review details for individual receipts. • Review receipt and tender activity. • Review totals by deposit ID. • Close a cashiering office for a business day. • Reopen a cashiering office for a closed business day. Understanding Cashiering This section lists common elements and provides an overview of cashiering. Common Elements Used in This Chapter Click to view the first group of receipts. Click to view the previous group of receipts. Click to view the next group of receipts. Click to view the last group of receipts. Ref Nbr (reference number) Enter a reference number to help organize and track your transactions. This is not a required field. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 519 Cashiering Chapter 20 Cashiering On a daily basis, the cashiering office collects and tracks a large number of transactions when students and other customers pay tuition, library fines, and fees. With the Student Financials cashiering program, you can perform a variety of transactions quickly, securely, and accurately. The inquiry and report features of the system support your audit trails for maintaining integrity in the system. In addition, the system enables you to design how each transaction interacts with the general ledger. Opening a Cashiering Office for a Business Day This section discusses how to: • Open a cashiering office. • Open valid registers. • Open valid cashiers. Pages Used to Open a Cashiering Office for a Business Day Page Name Definition Name Navigation Usage Open Cashier Offices CSH_OPEN_OFFICE Student Financials, Open a cashiering office. Cashiering, Cash Management, Open Offices, Open Cashier Offices Open Registers CSH_OPEN_REGISTER Student Financials, Open valid registers. Cashiering, Cash Management, Open Offices, Open Registers Open Cashiers CSH_OPEN_CASHIER Student Financials, Open valid cashiers. Cashiering, Cash Management, Open Offices, Open Cashiers Opening a Cashiering Office Access the Open Cashier Offices page (Student Financials, Cashiering, Cash Management, Open Offices, Open Cashier Offices). 520 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Open Cashier Offices page Current Business Date Enter the business date for which you want to open the cashiering office. The default value for the field is the system date. Business Date This heading displays business dates on which you opened the cashiering office. The system displays all of the business dates on which you opened the cashiering office unless you select a retrieval limit on the Cashiering Offices page during the setup of your cashiering office. For example, if you specify a retrieval limit of 5 for your cashiering office, the Business Date heading displays only the last five dates on which you opened the cashiering office. Open Cashier Office Click to open the cashiering office. When you click this button, the Current Business Date field becomes unavailable. Copy Registers and Cashiers After you open the cashiering office, you can click this button to copy information regarding the cashiers and registers from one business date to another. If you routinely use the same registers and cashiers from day to day, this button saves you the time and effort involved in having to manually select and open the registers and cashiers on the Open Registers and Open Cashiers pages. Note. If you do not specify a retrieval limit for your cashiering office during setup, the Business Date heading displays all business dates on which you opened the cashiering office. Eventually, this list of dates will become so long that it can degrade system performance when you open the Open Cashier Offices page. See Also Chapter 10, "Setting Up Cashiering," Defining a Cashiering Office, page 313 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 521 Cashiering Chapter 20 Opening Valid Registers Access the Open Registers page (Student Financials, Cashiering, Cash Management, Open Offices, Open Registers). Open Registers page 522 Register Enter the register that you want to open for the business day. If you click the Copy Registers and Cashiers button on the Open Cashier Offices page, the system automatically selects and opens registers from the copied business day. Open Select to open the register for the business day. After you select this check box, it becomes unavailable. If you click the Copy Registers and Cashiers button on the Open Cashier Offices page, the system automatically selects this check box for each copied register. Tender Key Enter a tender key to indicate the type of tender that you want the register to be able to use in its transactions. If you click the Copy Registers and Cashiers button on the Open Cashier Offices page, the system automatically inserts the tender keys for each copied register. Deposit ID(deposit identifier) This is an optional field to help you track your deposits. Enter the actual bank deposit ID in this field for each tender key. If you are not balancing by register, this field is unavailable. Opening Balance Enter an opening balance for each tender key. If you are not balancing by register, this field is unavailable. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Opening Valid Cashiers Access the Open Cashiers page (Student Financials, Cashiering, Cash Management, Open Offices, Open Cashiers). Open Cashiers page Cashier Enter the ID for the cashier that you want to open. If you click the Copy Registers and Cashiers button on the Open Cashier Offices page, the system automatically selects cashiers from the copied business day. Register Enter the register that you want this cashier to use. Only registers that you open on the Open Registers page are available to select. If you click the Copy Registers and Cashiers button on the Open Cashier Offices page, the system automatically selects registers from the copied business day. Open Select to open this cashier for the business day. After you select this check box, it becomes unavailable. Even if you click the Copy Registers and Cashiers button on the Open Cashier Offices page, you must still select this check box manually to open the cashier. Tender Key Enter a tender key to indicate the type of tender that you want the cashier to be able to use in its transactions. Only the tender keys that you assigned to the selected open register are available to select. In addition, you must have assigned the cashier to the tender key that you are selecting when you set up the tender key. If you click the Copy Registers and Cashiers button on the Open Cashier Offices page, the system automatically inserts the tender keys for each copied cashier. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 523 Cashiering Chapter 20 Deposit ID(deposit identifier) This is an optional field to help you track your deposits. Enter the actual bank deposit ID in this field for each tender key. If you do not balance by cashier, this field is unavailable. Opening Balance If you are balancing by cashier, enter an opening balance for each tender key. If you do not balance by cashier, this field is unavailable. Processing Cashiering Transactions This section provides and overview of cashiering transactions, lists common elements, and discusses how to: • Accept student payments. • Allocate student payments to specific charges. • Accept corporate payments. • Allocate corporate payments to sponsored charges. • Create third-party tracking information for corporate payments. • Create department receipts. • Cash checks. • Process interim deposits. • Replenish cash. • Select exchange rates for cashiering transactions processed with foreign currency. • Enter check information for cashiering transactions. • Enter credit card information for cashiering transactions. Understanding Cashiering Transactions Using the Cashiering feature of Student Financials, you can process six types of cashiering transactions. Type of Transaction Student Payment 524 Description A payment tendered by a student. Typically, the system posts a student payment to the student's account. However, a student payment can also represent the purchase of an item (such as books or supplies). In this case, the system may not necessarily post the payment to the student's account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Type of Transaction Description Corporate Payment A payment tendered by an external organization. The system posts a corporate payment to the organization's account. Department Receipt A transfer of funds through the cashiering office to a department's general ledger account. Institutions often have offices or departments (such as the housing office, the bookstore, and the athletics office) that take in money on a daily basis or only at certain times of the year. These departments often deposit their funds through the cashiering office to record their accounting information in the institution's general ledger. Cash Check An exchange of cash for a check tendered by a customer. Interim Deposit A withdrawal of funds from the cashier's drawer to be deposited in the bank during the business day, while the cashier is still open. Most cashiering offices set limits on how much money they want their cashiers' drawers to have in them. The Cashiering feature enables you to set this limit on a tender-specific basis on the Tender Key page. When one of your cashiers' drawers reaches the set limit, you must take tender out of the drawer so that you can deposit it in the bank. Cash Replenishment An addition of funds to a cashier's drawer during the business day, while the cashier is still open, so that the drawer does not run out of money. Every time that you process one of these transactions, the Cashiering feature creates a receipt in the system. These receipts enable you to track and organize your cashiering transactions. Note. Both Student Payments and Corporate Payments support hosted payment transactions. See: Student Financials 9.0 PeopleBook, Setting Up ePayment Processing See: Student Financials 9.0 PeopleBook, Setting Up Cashiering, Defining the Transaction Setup of a Cashiering Office See Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 525 Cashiering Chapter 20 Pages Used to Process Cashiering Transactions 526 Page Name Definition Name Navigation Usage Student Payments CSH_OFF_PMNT Student Financials, Cashiering, Post Student Payments, Student Payments Accept student payments in hosted and non-hosted payment modes. Select Charges To Pay CSH_O_SPLITPAY_SEC Click the Select Charges to Allocate student payments Pay link on the Student to specific charges. Payments page or the Corporate Payments page. Corporate Payments CSH_OFF_ORG_PMNT Student Financials, Cashiering, Post Corporate Payments Select Students to Pay QUICK_CSH_EMP_SEC Click the Select Students to Allocate corporate Pay link on the Corporate payments to sponsored Payments page. charges. Third Party Info (third-party information) ORG_CSH_3PARTYINF Click the Third Party Info link on the Corporate Payments page. Create third-party tracking information for corporate payments. Department Receipts CSH_OFF_DEPT Student Financials, Cashiering, Collect Department Receipts Create department receipts. Cash Checks CSH_OFF_CASH_CHECK Student Financials, Cashiering, Cash Checks Cash checks. Interim Deposits CSH_OFF_DEPOSIT Student Financials, Process interim deposits. Cashiering, Cash Management, Make Interim Deposits, Interim Deposits Cash Replenishment CSH_OFF_REPLENISH Student Financials, Cashiering, Cash Management, Replenish Cash, Cash Replenishment Create a cash replenishment when adding funds to a cashiering drawer. Currency Conversion QUICK_POST_CURR_SP Click the Currency Detail link on the Student Payments page, the Corporate Payments page, the Department Receipts page, or the Cash Checks page. Select exchange rates for cashiering transactions processed with foreign currency. Accept corporate payments in hosted and non-hosted modes. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Page Name Definition Name Navigation Usage Check Information CSH_OFF_CHK_PMT_SP Click the Tender Details link on the Student Payments page, the Corporate Payments page, the Department Receipts page, or the Cash Checks page. This link accesses the Check Information page only if you select a check tender in the Tender field. Enter check information for cashiering transactions. Click the Tender Details link on the Student Payments page, the Corporate Payments page, or the Department Receipts page. This link accesses the Credit Card Information page only if you select a credit card tender in the Tender field of the respective page and only for non-hosted payments. Enter credit card information for cashiering transactions for non-hosted payments using Business Interlink or Integration Broker, but not for hosted payments. Credit Card Information CSH_OFF_CC_PMT_SEC Some of these details appear on the receipt for tracking and auditing purposes. Some of these details appear on the receipt for tracking and auditing purposes. For the Department Receipt, the credit card information is only stored. It is not processed by the third party vendor. The credit card authorization for the Department Receipt must be done outside of Campus Solutions. Accepting Student Payments Access the Student Payments page (Student Financials, Cashiering, Post Student Payments, Student Payments). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 527 Cashiering Chapter 20 Student Payments page You can process credit card payments on the Student Payments page using hosted payment or non-hosted payment mode, depending on your setup. See: Student Financials 9.0 PeopleBook, Setting Up ePayment Processing See: Student Financials 9.0 PeopleBook, Setting Up Cashiering, Defining the Transaction Setup of a Cashiering Office See Electronic Payment Integration Developer's Reference Guide. The guide is posted to My Oracle Support. The following documentation about the Student Payments page is based on non-hosted payment mode. For information about hosted payment mode, see the Hosted Payment subsection later within this section of documentation. Select Charges to Pay Click to access the Select Charges to Pay page, where you can specify to which charges to apply the payment to. You can pay only charges that are associated with the target key that you select in the Target Detail group box. If you select more than one target key in the Target Detail group box, the Select Charges to Pay page is not available. If you select Apply Payments by Invoice on the SF Installation 2 page, the Select Charges to Pay link cannot be used. Note. The Target,Tax, Tender, and Change fields display the correct totals only after you click the Refresh button. If you make a change to any of the fields in the Target Detail group box or the Tender Detail group box, you must click the Refresh button for those changes to register in the display fields. 528 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Target Detail Target Enter a target key for the student payment. You define target keys using the Target Keys component (TARGET_KEYS). If the target key that you select is associated with a tax authority, the system automatically inserts an additional target key for the tax. This is the secondary target key that you designated for the tax authority when you assigned the tax authority to the primary target key during target key setup. Note. Restrict payment by invoice If your institution specifies that it will apply payments by invoice, you can restrict payments to an invoice. When the target key is associated with an invoice cash or check payment, the cashier can restrict or select an invoice for which the payment is applied. The Restricted by Invoice label appears if Apply Payments by Invoice is selected on the SF Installation 2 page and the Cashier Target key is defined as Post. Amount Enter the target amount. The system populates this field automatically if you specify a default amount when you define the selected target key. If necessary, you can override the target amount to match the amount that the student tenders for payment. If the system automatically inserts a tax target key, it supplies the appropriate target amount. Term Enter the term to be associated with this payment. This defines the current term to be used in the payment allocation rules. If this field is left blank, the term will be derived from the option selected on the SF Business Unit>Posting Setup>Default Term Control field. Tender Detail You can create student payments with both cash and check tenders, but credit card tender payments must be processed separately from other tenders. For example, a student has charges for tuition, books, and housing in the amount of 1,465 USD. The student pays 1,000 USD by credit card, 400 USD by check, and 65 USD by cash. Using two tender types, you can combine the check and cash payments into a single student payment for 465 USD, but you must create a separate student payment for the 1,000 USD credit card payment. This is necessary because when the system applies a student payment made with a credit card, it associates the payment with a payment reference number that it uses for processing. This reference number is particularly important when you are issuing refunds for credit card payments. See Chapter 17, "Refunding Customers," Creating Student Refunds, page 445. See Chapter 17, "Refunding Customers," Distributing Refunds to ePayment Accounts, page 461. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 529 Cashiering Tender Chapter 20 This information applies if you use non-hosted payment mode. Select a value to identify the method of payment that the student is using. If you enter check or credit card, the Check Information page or Credit Card Information page appear automatically. You can also access these pages by clicking the Tender Details link. Note. For information about the hosted payment process, refer to the Hosted Payment section. Amount Enter the amount tendered. If you selected a target key with a default amount, the system automatically supplies that default tender amount. In addition, if you click the Refresh button or the Create Receipt button without entering a tender amount, the system automatically populates this field with the amount that you specified for the target. If the currency tendered is not the base currency that you selected during the setup of your cashiering office, select the correct currency in the field to the right of the Amount field. Currency Detail If the student tenders foreign currency for the payment, click this link to access the Currency Conversion page, where you select the method that the system uses to convert the currency. Deposit ID If you assigned a deposit ID to the selected tender key when you opened the cashiering office, it appears in this field. Tender Details This information applies if you use non-hosted mode. If you select a check tender as the tender key, click this link to access the Check Information page, where you enter specific information about the check tendered. If you select a credit card tender as the tender key, click this link to access the Credit Card Information page, where you enter specific information about the credit card used. For information about these pages refer to the Entering Credit Card Information for Cashiering Transactions and Entering Credit Card Information for Cashiering Transactions later in this chapter. Some of the tender details that you enter appear on your receipts for tracking and auditing purposes. Note. For information about the hosted payment process, refer to the Hosted Payment section. Message When you create a receipt for a credit card payment and you authorize the payment in real time, the Message field displays the status of the transaction. Using the Go to Links Academic Information 530 Click to access the Academic Information page, where you can view a student's personal and academic information. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Student Account Click to access the Customer Accounts page, where you can view a student's account information. View Anticipated Aid Click to access the Anticipated Aid Details page, where you can view details about the financial aid that the student is anticipated to receive. This link appears on the page only if the student has anticipated financial aid. Using the Student Payment Buttons Calculate Tuition Click to calculate tuition for the student making the payment. This button is available only if you select the Auto Calculate Tuition check box on the Tuition Calculation Controls page. Create Receipt, Print Note. For information about the hosted payment process, refer to the Hosted Receipt, and Create and Payment section. Print Receipt The label and functionality of this button changes according to the automatic receipt printing setup of your valid cashiers and valid registers. If you are not printing automatically, the label of this button is Create Receipt. Click it to create a receipt for the student payment. If you set up your cashiering office for no posting delay, the system posts the payment. Depending on the setup of the SF merchant ID assigned to your cashiering office, this button may also trigger the authorization and capture of any student payments that are made with a credit card. When you click the Create Receipt button, the label changes to Print Receipt. Click it to print the receipt using Forms Engine. Forms Engine generates the receipt and sends it to the appropriate printer as specified on the Valid Registers page. If you are printing automatically, the label of this button is Create and Print Receipt. Click it to simultaneously create the receipt and print it using Forms Engine. Note. If your institution specifies that it will apply payments by invoice, the Receipt Detail page will indicate an invoice number. Note. If you select Delay posting or Group Post in the Posting field during the setup of your cashiering office, the system does not post the student payment when you click the Create Receipt button. You must post your payments using the Post Receipts page if you selected Delay posting or the Group Posting page if you selected Group Post. Note. If you do not select the Use Forms Engine for Receipts check box on the Cashiering Offices page, click the Print Receipt button or the Create and Print Receipt button to create a printable receipt using the specified print product (Crystal or other print method). In this case, you must navigate to Report Manager to view and print the receipt. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 531 Cashiering Chapter 20 New Transaction After you create a receipt, click to return to the Student Payments dialog page to process another student payment. Declined Credit Card In non-hosted payment mode, if a credit card is declined, the Create Receipt button label becomes the Recreate Receipt button. You cannot make changes to the tender type—in the Tender Detail group box, the Tender field is not available for edit and the Add and Delete row buttons are not available. You have 2 options: • Click the New Transaction button to create a new receipt. • Change the credit card details by selecting the Tender Details link, and then clicking the Re-create Receipt button from the receipt page. For information about hosted payment mode, refer to the Hosted Payment section. Hosted Payment Tender For hosted payments, when you select credit card as the tender, the Credit Card Information page does not appear. Instead, you should ensure that the receipt is complete and then click on the Tender Details link to access the third party hosted site and enter credit card details. Clicking the Tender Details link causes the receipt details to be validated and invokes the ePayment API using the SF_PMT_REF_NBR as the merchant reference. The API retrieves the Cashier payment details using Cashiering application classes, and transfers control to the third party host. Alternatively, you can click the Create Receipt button to start the same processing. Input credit card details on the third party hosted site page. Fields that appear on the third party page might be configurable, depending on the level of customization that the third party allows. If you click Cancel, you are taken back to the Receipt page on which a message appears advising that the payment has been cancelled. The receipt cannot be used and you must start a new transaction. If you click Continue you return to the Student Payments page where you can authorize payment. Click the Authorize and Print button to change the SF_PAYMENT status to Submitted and invoke the ePayment API to authorize the payment. The authorization results, credit card type, and last 4 digits of the credit card are saved in the SF_PAYMENT record and the Receipt record. 532 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Student Payments page — Authorize Transactions If the authorization is successful, the Receipt page appears: Student Payments page — Receipt If the credit card is declined, the Student Payments page appears with a message: Transaction was declined. New Transaction If you click this button, you are taken to the Student Post search page, with the assumption that a new receipt will be created. A new SF_PAYMENT record is created with the receipt number and an Initiated status. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 533 Cashiering Chapter 20 Allocating Student Payments to Specific Charges Access the Select Charges To Pay page (click the Select Charges to Pay link on the Student Payments page or the Corporate Payments page). Select Charges To Pay page Pay Amount Enter the amount that you want to pay toward the item on the student's account. Remember that you can select only charges associated with the target key that you select in the Target Detail group box on the Student Payments page or the Corporate Payments page. This field is unavailable for all other items on a student's account. After you select your charges to pay and click the OK button, the fields in the Target Details group box on the Student Payment page become unavailable. Accepting Corporate Payments Access the Corporate Payments page (Student Financials, Cashiering, Post Corporate Payments). 534 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Corporate Payments page. You can process credit card payments on the Corporate Payments page using hosted payment or non-hosted payment mode, depending on your setup. See: Student Financials 9.0 PeopleBook, Setting Up ePayment Processing See: Student Financials 9.0 PeopleBook, Setting Up Cashiering, Defining the Transaction Setup of a Cashiering Office The following documentation about the Corporate Payments page is based on non-hosted payment mode. For information about hosted payment mode, see the Hosted Payment section in the Student Payments page documentation. With the exception of the following three links, this page is identical to the Student Payments page. Note. The following links cannot be used if the institution uses Apply Payments by Invoice. Select Students to Pay Click to access the Select Students to Pay page, where you can specify the sponsored charges to which the system applies the corporate payment. Third Party Info (thirdparty information) Click to access the Third Party Info page, where you can enter tracking information if your corporate payment is associated with a third-party contract. Corp Account (corporate Click to access the Corporate Accounts page, where you can view the account information of a corporation. account) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 535 Cashiering Chapter 20 Note. Restrict payment by invoice. If your institution specifies that it will apply payments by invoice, you can restrict payments to an invoice. When the target key is associated with an invoice cash or check payment, the cashier can restrict or select an invoice for which the payment is applied. The Restricted by Invoice label appears if Apply Payments by Invoice is selected on the SF Installation 2 page and the Cashier Target key is defined as Post. See Also Chapter 20, "Cashiering," Accepting Student Payments, page 527 Allocating Corporate Payments to Sponsored Charges Access the Select Students Pay page (click the Select Students to Pay link on the Corporate Payments page). Select Students to Pay page 536 ID Enter the ID of the student whose charges the organization wants to pay. Only students included in the organization's third-party contract are available in the pick list. All Terms Select to apply the corporate payment to every term in which the sponsored student has a charge. If you select this check box, you cannot select a specific pay term. Pay Term If you do not select the All Terms check box, use this field to apply the corporate payment to sponsored student charges that are associated with only one specific term. Total This field displays the total amount of the sponsored student's charges to which the system can apply the corporate payment. EmplID Org Detail (employee ID organization detail) Click to access the Item Information page, where you can view the specific sponsored charges of the selected student. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Creating Third-Party Tracking Information for Corporate Payments Access the Third Party Info page (click the Third Party Info link on the Corporate Payments page). Third Party Info page Contract Number Enter the number of the third-party contract that you want to associate with this corporate payment. Contract ID Enter the student ID of the third-party contract member that you want to associate with the corporate payment. Creating Department Receipts Access the Department Receipts page (Student Financials, Cashiering, Collect Department Receipts). Department Receipts page Note. If your institution does not use PeopleSoft General Ledger or Oracle General Ledger, the Ext GL Chartfield (external general ledger ChartField) field appears in the Target Detail group box instead of the standard ChartFields. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 537 Cashiering Chapter 20 Receipt Status The system displays the status of the department receipt in this field. Before you click the Create Receipt button, this field displays the Not Posted value. After you click the Create Receipt button, the value changes to Processed if approval of the department receipt is not required. If approval is required, the value changes to Pending when you click the Create Receipt button. ChartFields Click this link to select the chart of accounts to which your department receipt posts or enter the ChartField values in the display field. Target Detail Instead of specifying a target key as you do for student and corporate payments, you must select the chart of accounts to which your department receipt posts. In addition, if tax is associated with the department receipt, you must manually add a target row for the tax and specify its tax authority. For example, if you were processing a department receipt for 550 USD, of which 50 USD were tax, you would enter two target rows. The first nontax target row would be for 500 USD. The second tax target row would be for 50 USD. Tax Authority Enter the tax authority that is associated with the amount of tax that you are including in the department receipt. You select a tax authority for the tax target row only. Amount Enter the monetary amount for the target. ChartFields Click to select the chart of accounts to which your department receipt posts. Click the SpeedType field to enter a SpeedType, which is a predefined set of ChartFields for a department your cashiering office works with regularly. After you enter the SpeedType, the system automatically populates the appropriate general ledger fields. Tender Detail 538 Tender Enter the type of tender being used for the department receipt. Amount Enter the amount of tender for the department receipt. Currency Detail If the department receipt involves foreign currency, click this link to access the Currency Conversion page, where you select the method that the system uses to convert the currency. Deposit ID If you assigned a deposit ID to the selected tender key when you opened the cashiering office, it appears in this field. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Tender Details Cashiering If you enter a check tender as the tender key, click this link to access the Check Information page where you enter specific information about the check tendered. If you select a credit card tender as the tender key, click this link to access the Credit Card Information page, where you enter specific information about the credit card used. For the Department Receipt, the credit card information is only stored. It is not processed by the third party vendor. The credit card authorization for the Department Receipt must be done outside of Campus Solutions. Using the Department Receipt Buttons Create Receipt, Print Receipt and Create and Print Receipt The label and functionality of this button changes according to the automatic receipt printing setup of your valid cashiers and valid registers. If you are not printing automatically, the label of this button is Create Receipt. Click it to create a department receipt. When you click the Create Receipt button, the label changes to Print Receipt. Click it to print the receipt using Forms Engine. Forms Engine generates the receipt and sends it to the appropriate printer as specified on the Valid Registers page. If you are printing automatically, the label of this button is Create and Print Receipt. Click it to simultaneously create the receipt and print it using Forms Engine. Note. If you do not select the Use Forms Engine for Receipts check box on the Cashiering Offices page, click the Print Receipt button or the Create and Print Receipt button to create a printable receipt using the specified print product (Crystal or other print method). In this case, you must navigate to Report Manager to view and print the receipt. New Transaction After you create a receipt, click this button to return to the Department Receipts dialog page so that you can process another department receipt. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Tax Authorities and Tax Codes, page 34 Chapter 4, "Setting Up GL Interface Processing," (Optional) Creating ChartField SpeedType Keys, page 127 Cashing Checks Access the Cash Checks page (Student Financials, Cashiering, Cash Checks). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 539 Cashiering Chapter 20 Cash Checks page Note. The Target,Tax,Tender, and Pay Out Amt fields display the correct totals only after you click the Refresh button. If you make a change to any of the fields in the Target Detail group box or the Tender Detail group box, you must click the Refresh button for those changes to register in the display fields. Target Detail Target The system automatically selects the Check Cashing Fee target key. If you set up your check-cashing target key to tax the check-cashing fee, the system automatically inserts an additional target key for the tax. Amount The system populates this field automatically with the check-cashing fee that you specified for the cashiering office. The cashier can override the default checkcashing fee. If the system automatically inserts a tax target key, it supplies the appropriate target amount. 540 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Tender Detail Tender Enter a check tender. If you press Tab to move out of this field, the system accesses the Check Information page. Amount Enter the amount of the check being cashed. If the currency tendered is not the base currency that you selected during the setup of your cashiering office, select the correct currency in the field to the right of the Amt field. Currency Detail If the student tenders foreign currency for the payment, click this link to access the Currency Conversion page, where you select the method that the system uses to convert the currency. Deposit ID If you assigned a deposit ID to the check tender key when you opened the cashiering office, it appears in this field. Tender Details Click to access the Check Information page, where you enter specific information about the check tendered. Using the Go to Links Student Accounts Click to access the Student Accounts page, where you can view a student's account information. Academic Information Click to access the Student Personal Information page, where you can view a student's personal and academic information. View Anticipated Aid Click to access the Anticipated Aid Details page, where you can view details about the financial aid the student is anticipated to receive. This link appears on the page only if the student has anticipated financial aid. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 541 Cashiering Chapter 20 Using the Cash Check Buttons Create Receipt, Print Receipt and Create and Print Receipt The label and functionality of this button changes according to the automatic receipt printing setup of your valid cashiers and valid registers. If you are not printing automatically, the label of this button is Create Receipt. Click it to create a receipt for the cashed check. When you click the Create Receipt button, the label changes to Print Receipt. Click it to print the receipt using Forms Engine. Forms Engine generates the receipt to the appropriate printer as specified on the Valid Registers page. If you are printing automatically, the label of this button is Create and Print Receipt. Click it to simultaneously create the receipt and print it using Forms Engine. Note. If you do not select the Use Forms Engine for Receipts check box on the Cashiering Offices page, click the Print Receipt or Create and Print Receipt button to create a printable receipt using the specified print product (Crystal or other print method). In this case, you must navigate to Report Manager to view and print the receipt. New Transaction After you create a receipt, click to return to the Cash Checks dialog page to cash another check. Processing Interim Deposits Access the Interim Deposits page (Student Financials, Cashiering, Cash Management, Make Interim Deposits, Interim Deposits). Interim Deposits page Tender Detail Tender 542 Enter the type of tender that you are removing from the drawer. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Item Amount Enter the amount of tender that you are removing from the drawer. Remember that because you are removing tender from the drawer, you must enter a negative value in this field. Currency Detail If you are removing foreign currency from the drawer, click this link to access the Currency Conversion page, where you select the method that the system uses to convert the currency. Deposit ID If you assigned a deposit ID to the selected tender key when you opened the cashiering office, it appears in this field. Using the Interim Deposit Buttons Create Receipt Click to create a receipt for the interim deposit. When you click the Create Receipt button, it becomes unavailable and the Print Receipt button appears. Print Receipt Click to create a report of the receipt that you just created. This button appears only after you click the Create Receipt button. Note. You must use the Report Manager to view the report created when you click the Print Receipt button. New Transaction After you have created a receipt, click this button to return to the Interim Deposits dialog page so that you can process another interim deposit. Replenishing Cash Access the Cash Replenishment page (Student Financials, Cashiering, Cash Management, Replenish Cash, Cash Replenishment). Cash Replenishment page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 543 Cashiering Chapter 20 Tender Detail Tender Enter the tender key that you have set up for cash payments. Amount Enter the amount of cash that you are adding to the drawer. Using the Cash Replenishment Buttons Create Receipt Click to create a receipt for the cash replenishment. When you click the Create Receipt button, it becomes unavailable and the Print Receipt button appears. Print Receipt Click to create a report of the receipt that you just created. This button appears only after you click the Create Receipt button. Note. You must use the Report Manager to view the report created when you click the Print Receipt button. New Transaction After you create a receipt, click to return to the Cash Replenishment dialog page so that you can process another cash replenishment. Selecting Exchange Rates for Cashiering Transactions Processed with Foreign Currency Access the Currency Conversion page (click the Currency Detail link on the Student Payments page, the Corporate Payments page, the Department Receipts page, or the Cash Checks page). Currency Conversion page 544 Exchange Rate Type Enter the type of exchange rate that you want the system to use to convert the foreign currency. Item Amount This field displays the amount of foreign currency that is tendered to the cashier. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Converted Item Amount This field displays the amount after the system converts the foreign currency to your base currency. Entering Check Information for Cashiering Transactions Access the Check Information page (click the Tender Details link on the Student Payments page, the Corporate Payments page, the Department Receipts page, or the Cash Checks page). Check Information page Check Nbr (check number) Enter the check number as printed on the check. Account Number Enter the customer's bank account number. Bank Account Type Enter the type of account, C (checking) or S (savings). Bank Account Holder Name Enter the name of the person on the account. Federal Reserve Bank ID If you know the Federal Reserve Bank ID of the bank issuing the check, enter it here. Third Party Check Name This field is available only if the tender category of the tender that you select on the Student Payments page is Third Party Check. Use this field to enter the name of the third party making the payment on the student's behalf. Bank Tracer Nbr (bank tracer number) Enter any information in this optional field to track or characterize the transaction. Note. All of the fields on the Check Information page are optional and enable you to more easily track your check information. Some of the field values appear on your printed receipts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 545 Cashiering Chapter 20 Entering Credit Card Information for Cashiering Transactions This section applies only if you use non-hosted payment mode. Access the Credit Card Information page (click the Tender Details link on the Student Payments page, the Corporate Payments page, or the Department Receipts page). Access the Credit Card Information page. Credit Card Information page Card Type 546 Enter the type of credit card used for the transaction. This field is required. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Card Number Cashiering Enter the credit card number as it appears on the credit card. This field is required. Note. Credit card numbers do not appear on the printed receipts. Expiration Enter the expiration date of the credit card. This field is required. Security Code Enter the Security Code that is located on the credit card. The Security Code is a security feature for "card not present" transactions such as Internet transactions. The Security Code field is available if the Security Code Required check box is selected on the SF Merchants page. Note. Security Code is supported for hosted payment mode and Integration Broker. It is not supported through Business Interlink. See Chapter 3, "Setting Up ePayment Processing," Setting Up SF Merchants, page 100. First Name Enter the first name of the credit card holder as it appears on the credit card. If you accessed the Credit Card Information page from the Student Payment page, the default value for this field is the first name of the student making the payment. This field is required. Last Name Enter the last name of the credit card holder as it appears on the credit card. If you accessed the Credit Card Information page from the Student Payment page, the default value for this field is the first name of the student making the payment. This field is required. Bank Tracer Nbr (bank tracer number) Enter any information in this optional field to track or characterize the transaction. Billing Information Enter the billing information of the student or organization making the payment. Note. If you use the third-party vendor business interlink for credit card processing of student payments, you must enter an email address and telephone number. Also, if the SF merchant ID associated with your cashiering office requires address verification, the billing address that you enter here must match the billing address recorded for the credit card; otherwise, the transaction will be denied. Authorization Information This group box displays the authorization details received from the third-party credit card processing vendor. Prior to a user authorizing the payment, the only field appearing in this group box is the Credit Card Status (credit card authorization status) field. After you authorize the transaction, the system displays the Reference Nbr (reference number), Authorization Reply,Auth Code (authorization code), Auth DTTM (authorization datetime), and Request ID fields. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 547 Cashiering Chapter 20 See Also Chapter 3, "Setting Up ePayment Processing," Setting Up Credit Card Types, page 83 Posting Delayed Receipts If you select the Delay posting option during the setup of your cashiering office, you must use the Post Receipts page to select and post your payment receipts periodically throughout the day. See Also Chapter 10, "Setting Up Cashiering," Defining a Cashiering Office, page 313 Page Used to Post Delayed Receipts Page Name Definition Name Navigation Usage Post Receipts CSH_POST_RCPT Student Financials, Cashiering, Post Receipts Post delayed payment receipts. Posting Delayed Payment Receipts Access the Post Receipts page (Student Financials, Cashiering, Post Receipts). Post Receipts page 548 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Posting Receipts Post Click next to the unposted receipt that you want to post. When you click the button, the system posts the receipt and makes the button unavailable. Processing the Cashiering GL Interface You must process the cashiering GL (general ledger) interface to send to your GL any cashiering transactions that are not posted to a student or corporate account. You can send department receipts to the GL only through the cashiering GL interface process. However, if you process any transactions using nonpostable target keys but still need to send them to your GL, you must do so using the cashiering GL interface process. The system sends cashiering transactions using postable target keys to the GL using the regular GL interface process as long as you set up the item types that are associated with the applicable target keys to go to the general ledger. Use caution with target key and item type setup to ensure the following results: • The system sends all necessary transactions to the GL through either one of the two GL interface processes. • The system does not send transactions to the GL twice. Furthermore, you can only send cashiering overage and shortage GL entries using the cashiering GL interface process. And if you select the GL Interface Required check box during the setup of your cashiering office, you must run the cashiering GL interface before you can close your cashiering office. See Also Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups, page 55 Chapter 10, "Setting Up Cashiering," Setting Up Target Keys, page 323 Voiding Receipts This section provides an overview of receipt voiding and discusses how to: • Void receipts using security. • Void receipts without using security. Understanding Receipt Voiding A processed or even a posted receipt may become invalid. A cashier could make a mistake when creating a receipt, a student's check could bounce, or an organization could stop payment on a check. In these cases, the Cashiering feature enables you to void a receipt. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 549 Cashiering Chapter 20 Note. You can void receipts only for an open business day. If you want to void a receipt for a past business day, you must reopen the cashiering office for that business day. Pages Used to Void Receipts Page Name Definition Name Navigation Usage Void Receipts CSH_VOID_SECURE Student Financials, Cashiering, Cash Management, Void Receipts - Cashier Using either SF or HR security, void the receipts created by you or any cashier who directly reports to you. Void Receipts - All CSH_VOID_RCPT Student Financials, Cashiering, Cash Management, Void Receipts- All Bypassing SF or HR security, void any receipts that are created on a given business day. Voiding Receipts Using Security Access the Void Receipts page (Student Financials, Cashiering, Cash Management, Void Receipts - Cashier). This page is identical to the Void Receipts - All page. This page is intended for use by the majority of your institution's cashiering staff when voiding receipts. It is a secure page in that it permits you to void only receipts that you, the user, generated. If you are a supervisor, the page also enables you to void the receipts of any cashiers that directly report to you. Void Click next to the receipt that you want to void. When you click the button, the system requires you to select a void reason. After you select a void reason, the system voids the receipt, makes the Void button unavailable, and displays the Void Code representing the void reason that you selected. When you void a corporate or student payment receipt, the system reverses any payments that were posted to the respective corporate or student account. In addition, it may issue a credit to any credit card payments depending on the status of the credit card transaction. If the Cashier's office is set to Group Post, the credit is issued to the third party vendor but you must adjust the transaction on the student's account or corporation's account. If the SF Merchant is set up for real time credits, then dependent on the third party vendor, the credit is sent automatically to the vendor when the receipt is voided. If the SF Merchant is not set up for real time credits, the batch job must be run. Voiding Receipts Without Using Security Access the Void Receipts - All page (Student Financials, Cashiering, Cash Management, Void Receipts- All). 550 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering This page represents an alternate receipt-voiding method that bypasses your security. Very few people at your institution should have access to this page. It is intended only for individuals that oversee all of your institution's cashiering activities such as a Vice Chancellor or a Chief Financial Officer. The page enables you to void any receipt created for an open business day. Void Receipts - All page See Also Chapter 20, "Cashiering," Voiding Receipts Using Security, page 550 Reviewing Details for Individual Receipts This section discusses how to review and print individual receipts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 551 Cashiering Chapter 20 Page Used to Review Details for Individual Receipts Page Name Definition Name Navigation Usage Cash Check Detail CSH_RCPT_DETAIL • Student Financials, Cashiering, Review Check Cashing Review information regarding a specific receipt. • Student Financials, Cashiering, Review Corporate Payments • Student Financials, Cashiering, Cash Management, Review Replenishment • Student Financials, Cashiering, Review Department Receipts • Student Financials, Cashiering, Cash Management, Interim Deposit Detail • Student Financials, Cashiering, Review Student Payments Corporate Payment Detail Cash Replenishment Detail Department Receipt Detail Interim Deposit Detail Student Payment Detail Reviewing and Printing Individual Receipts Access the Cash Check Detail (Student Financials, Cashiering, Review Check Cashing), Corporate Payment Detail (Student Financials, Cashiering, Review Corporate Payments), Cash Replenishment Detail (Student Financials, Cashiering, Cash Management, Review Replenishment),Department Receipt Detail (Student Financials, Cashiering, Review Department Receipts), Interim Deposit Detail (Student Financials, Cashiering, Cash Management, Interim Deposit Detail), or Student Payment Detail page Student Financials, Cashiering, Review Student Payments) page. The page label, fields, and group boxes that appear on the inquiry page depend on the component that you use to access it. Print Receipt If you select the Use Forms Engine for Receipts check box on the Cashiering Offices page, click to print the receipt using Forms Engine. Forms Engine generates the receipt and sends it to the appropriate printer as specified on the Valid Registers page. If you do not select the Use Forms Engine for Receipts check box on the Cashiering Offices page, or you click the Print Receipt button from the Cash Replenishment Detail or Interim Deposit Detail page, the system initiates the process of creating a printable receipt using the specified print application. In this case, you must navigate to Report Manager to view and print the receipt. 552 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering See Also Chapter 20, "Cashiering," Processing Cashiering Transactions, page 524 Reviewing Receipt and Tender Activity This section provides an overview of receipt and tender activity review and discusses how to: • Review receipts by business date. • Review payment activity for an organization. • Review payment and check cashing activity for a student. • Review tender activity by cashier. • Review tender activity by register. • Review receipt tender flow. Understanding Receipt and Tender Activity Review While the receipt detail pages (such as Student Payment Detail and Corporate Payment Detail) display useful information regarding individual receipts, they provide information only for one receipt at a time. Student Financials provides several pages enabling you to view your cashiering office's receipt activity as a whole. In addition, Student Financials enables you to view cashiering activity by the type of tender used. For example, you might want to know how much cash your office brought in on a given day as opposed to how much revenue it received in checks. Tender Flow The Cashiering feature also enables you to review information regarding how tender flowed in and out of the cashiering office on a given business day. You can view the tender flow for a certain cashier, register, or tender type. Pages Used to Review Receipt and Tender Activity Page Name Definition Name Navigation Usage Receipts By Business Date CSH_RCPT_BY_DATE2 Student Financials, Cashiering, Balance by Business Day, Review Receipts By Date Review receipts by business date. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 553 Cashiering Chapter 20 Page Name Definition Name Navigation Usage Corporate Receipts CSH_RCPT_EXT_ORG Student Financials, Cashiering, Review Corporate Receipts Review payment activity for an organization. Student Receipts CSH_RCPT_EMPLID Student Financials, Review payment and check Cashiering, Review Student cashing activity for a Receipts student. Tender By Cashier CSH_TENDER_BY_CASH Student Financials, Cashiering, Balance by Business Day, Review Tender By Cashier Review tender activity by cashier. Tender By Register CSH_TENDER_BY_REG Student Financials, Cashiering, Balance by Business Day, Review Tender By Register Review tender activity by register. Currencies by Tender CURR_BY_TENDER_SP Click the Currency Detail link on the Tender By Cashier or Tender By Register page. View how much each type of currency contributed to the tender total and how the system converted the type of currency. Receipt Tender Flow CSH_OFF_TENDER_FLW Student Financials, Cashiering, Balance by Business Day, Review Receipt Tender Flow Review receipt tender flow. Reviewing Receipts by Business Date Access the Receipts By Business Date page (Student Financials, Cashiering, Balance by Business Day, Review Receipts By Date). 554 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Receipts By Business Date page Business Date Enter the business date for which you want to view receipt activity. Cashier Use this field to filter the receipts displayed for a specific cashier. Register Use this field to filter the receipts displayed for a specific register. Trans Type (transaction type) Use this field to filter the receipts displayed by transaction type. You can select all transaction types, or you can view only Cash Check (cashed checks), Cash Repl (cash replenishments), Corp Pymt (corporate payments), Dept Rcpt (department receipts), Interim Deposits (interim deposits), or Stdnt Pymt (student payments) transactions. Receipt Status Use this field to filter the receipts displayed by status. Values are Approved, Cancelled, Delayed, Denied, Group Post, Not Posted, Pending, Posted, Processed, Unprocessed, and Voided. Sort By Use this field to sort the displayed receipts. You can sort them by cashier, date, receipt status, register, total, transaction date and time, or transaction type. You can sort by all of these criteria in either ascending or descending order. Search Click to filter and sort the displayed receipts by the criteria that you select in the Cashier,Register,Trans Type, and Sort By fields. Reviewing Payment Activity for an Organization Access the Corporate Receipts page (Student Financials, Cashiering, Review Corporate Receipts). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 555 Cashiering Chapter 20 Corporate Receipts page External Org ID Enter the ID of the corporation whose receipts you want to view. Search Click the Search button to display the receipts for the selected corporation. Receipt Nbr (receipt number) This heading lists the system-assigned receipt number for each receipt. Click a receipt number to access the Corporate Payment Detail page, where you can view more detailed information about the corporate payment receipt. Reviewing Payment and Check Cashing Activity for a Student Access the Student Receipts page (Student Financials, Cashiering, Review Student Receipts). 556 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Student Receipts page ID Enter the ID of the student whose receipts you want to review. Search Click the Search button to display the receipts for the selected student. Receipt Nbr (receipt number) This heading lists the system-assigned receipt number for each receipt. Click a receipt number to access the Student Payment Detail page or the Cash Check Detail page, depending on the transaction type, where you can view more detailed information about the receipt. Reviewing Tender Activity by Cashier Access the Tender By Cashier page (Student Financials, Cashiering, Balance by Business Day, Review Tender By Cashier) Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 557 Cashiering Chapter 20 Tender By Cashier page Cashier Office Date Enter the business date of the tender activity that you want to view. Search Click to retrieve the tender activity information for the selected business date. Currency Detail Click to access the Currencies by Tender page, where you can view a breakdown of each currency type that the cashiering office received, its converted amount, and how it contributed to the total balance for the tender key. Reviewing Tender Activity by Register Access the Tender By Register page (Student Financials, Cashiering, Balance by Business Day, Review Tender By Register). 558 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Tender By Register page Cashier Office Date Enter the business date of the tender activity that you want to view. Search Click to retrieve the tender activity information for the selected business date. Currency Detail Click to access the Currencies by Tender page, where you can view a breakdown of each currency type that the cashiering office received, its converted amount, and how it contributed to the total balance for the tender key. Reviewing Receipt Tender Flow Access the Receipt Tender Flow page (Student Financials, Cashiering, Balance by Business Day, Review Receipt Tender Flow). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 559 Cashiering Chapter 20 Receipt Tender Flow page Business Date Enter the business date for which you want to view tender flow. Cashier To view tender flow for a specific cashier, select the cashier. Tender To view tender flow of a specific tender key, select the tender key. Register To view tender flow for a specific register, select the register. Include in Totals Select to add the opening balance of the cashiering office to the tender in and out activity to come up with a system-generated closing balance. Opening Balance After you click the Search button, this field displays the total of all of the opening balances that you specified for your cashiers or registers when you opened the cashiering office. Note. If you select a specific cashier or register in the Cashier field or the Register field, the Opening Balance field reflects the opening balance for only the selected cashier or register. Search 560 Click to display all of the receipts that meet the criteria that you select in the Business Date,Cashier, Tender, and Register fields. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Receipt Nbr (receipt number) This heading lists the system-assigned receipt number for each receipt. If you click the receipt number for a receipt, the system accesses the appropriate detail page to view complete information about the receipt. For example, if you click the receipt number for a student payment, the system accesses the Student Payment Detail page. Over/Short The system calculates any overage or shortage by comparing the actual closing balance entered on the Close Cashier page to the system-generated closing balance, which appears to the right of the Over/Short field. If an overage or shortage exists, you should inquire on specific tenders to narrow down the cause. Reviewing Totals by Deposit ID When you open your cashiers and registers using the Open Registers and Open Cashiers pages, you can designate a deposit ID for each type of tender that you select for a cashier or register. If you use the optional Deposit ID field to track your cashiering transactions, you can view your totals by deposit ID. In addition, when you use the Student Post, Corp Post, Group Data Entry, or Group Corp Data Entry components to post payments, you can assign a deposit ID to each posting. The Totals By Deposit page enables you to see totals for these payments in addition to the totals associated with cashiering transactions. This is useful if you reconcile all of your bank deposits through your cashiering office. See Also Chapter 20, "Cashiering," Opening Valid Registers, page 522 Chapter 20, "Cashiering," Opening Valid Cashiers, page 523 Chapter 21, "Maintaining Receivables," page 571 Page Used to Review Totals by Deposit ID Page Name Definition Name Navigation Usage Totals By Deposit ID CSH_RCPT_DEPOSITID Student Financials, Cashiering, Balance by Business Day, Review Totals by Deposit ID Review cashiering office balance totals by deposit ID. Reviewing Cashiering Office Balance Totals by Deposit ID Access the Totals By Deposit ID page (Student Financials, Cashiering, Balance by Business Day, Review Totals by Deposit ID). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 561 Cashiering Chapter 20 Totals By Deposit ID page Deposit ID Enter the deposit ID for which you want to view totals. Search Click to display all of the payments that are associated with the selected deposit ID. Closing a Cashiering Office for a Business Day This section discusses how to: 562 • Close registers. • Close cashiers. • Close a cashiering office. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Pages Used to Close a Cashiering Office for a Business Day Page Name Definition Name Navigation Usage Close Registers CSH_CLOSE_REGISTER Student Financials, Cashiering, Cash Management, Close Offices, Close Cashier Offices Close registers. Close Cashier CSH_CLOSE_CASHIER Student Financials, Cashiering, Cash Management, Close Offices, Close Cashier Offices Close cashiers. Close Offices CSH_CLOSE_OFFICE Student Financials, Cashiering, Cash Management, Close Offices, Close Cashier Offices Close a cashiering office. Closing Registers Access the Close Registers page (Student Financials, Cashiering, Cash Management, Close Offices, Close Cashier Offices). Close Registers page Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 563 Cashiering Chapter 20 Close Select to close the register. When you select this check box, the system makes it unavailable. If you have multiple open registers, be sure to close them all because you cannot close the cashiering office for a given business day until you close all of its open registers. Closing Balance If you are balancing by register, enter the closing balance for each type of tender used during the business day. Over/Short Amount When you enter a closing balance for a tender, the system calculates and displays the amount of any overage or shortage under this heading. If you processed any foreign-currency transactions during the business day, the tender for each currency appears so that you can record a closing balance. Closing Cashiers Access the Close Cashier page (Student Financials, Cashiering, Cash Management, Close Offices, Close Cashier Offices). Close Cashier page 564 Close Select to close the cashier. When you select this check box, the system makes it unavailable. If you have multiple open cashiers, be sure to close them all, because you cannot close the cashiering office for a given business day until you close all of its open cashiers. Closing Balance If you are balancing by cashier, enter the closing balance for each type of tender used during the business day. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Over/Short Amount Cashiering When you enter a closing balance for a tender, the system calculates and displays the amount of any overage or shortage under this heading. If you processed any foreign-currency transactions during the business day, the tender for each currency appears so that you can record a closing balance. Closing a Cashiering Office Access the Close Offices page (Student Financials, Cashiering, Cash Management, Close Offices, Close Cashier Offices). Close Offices page Close Click to close the cashiering office. When you click this button, the system populates the Closed By and Datetime fields, recording who closed the cashiering office and when it was closed. Note. During the setup of your cashiering office, you determine the closing requirements of your office. If you have not met these requirements when you click the Close button, you will receive an error message telling you what you must do before you can close your cashiering office. See Also Chapter 10, "Setting Up Cashiering," Defining the Basic Cashiering Office Parameters, page 314 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 565 Cashiering Chapter 20 Reopening a Cashiering Office for a Closed Business Day Situations may occur that require you to reopen a cashiering office for a business day that you have already closed. For example, to void a receipt from a closed business day, you must reopen your cashiering office for that business day. Note. After performing the transaction that required the reopening of the cashiering office, be sure to close it again. This section discusses how to: • Reopen a cashiering office. • Reopen registers. • Reopen cashiers. Pages Used to Reopen a Cashiering Office for a Closed Business Day Page Name Definition Name Navigation Usage Reopen Office CSH_REOPEN_OFFICE Student Financials, Cashiering, Cash Management, Reopen Offices, Reopen Office Reopen a cashiering office for a previously closed business date. Reopen Register CSH_OPEN_REGISTER Student Financials, Cashiering, Cash Management, Reopen Offices, Reopen Register Reopen registers for a previously closed business day. Reopen Cashier CSH_OPEN_CASHIER Student Financials, Cashiering, Cash Management, Reopen Offices, Reopen Cashier Reopen cashiers for a previously closed business day. Reopening the Office Access the Reopen Office page (Student Financials, Cashiering, Cash Management, Reopen Offices, Reopen Office). 566 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Reopen Office page Current Business Date Enter the business date for which you want to reopen the cashiering office. Business Date This heading displays business dates for which you opened the cashiering office. The system displays all of the business dates on which you opened the cashiering office unless you select a retrieval limit on the Cashiering Offices page during the setup of your cashiering office. For example, if you specify a retrieval limit of 5 for your cashiering office, the Business Date heading displays only the last five dates on which you opened the cashiering office. Note. If you do not specify a retrieval limit for your cashiering office during setup, the Business Date heading displays all business dates on which you opened the cashiering office. In time, this list of dates will become so long that it can degrade system performance when you open the Open Cashier Offices page. Reopen Cashier Office Click to reopen the cashiering office. When you click this button, the Current Business Date field becomes unavailable. Reopening Registers Access the Reopen Register page (Student Financials, Cashiering, Cash Management, Reopen Offices, Reopen Register). Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 567 Cashiering Chapter 20 Reopen Register page Register Enter the register that you want to reopen for the business day. The system automatically selects the registers from the business day for which you are reopening the cashiering office. Open Select to reopen this register for the business day. After you select the check box, it becomes unavailable. Tender Key Each tender key that you assigned to the register when you originally opened the office appears automatically. Deposit ID The deposit IDs that you assigned to each tender key appear automatically. Opening Balance If you balance by register, enter an opening balance for each tender key. Reopening Cashiers Access the Reopen Cashier page (Student Financials, Cashiering, Cash Management, Reopen Offices, Reopen Cashier). 568 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 20 Cashiering Reopen Cashier page Cashier The system automatically selects the cashiers from the business day for which you are reopening the cashiering office. Register The register that you originally assigned to this cashier when you first opened the office automatically appears. Open Select to reopen the cashier for the business day. Tender Key Each tender key that you assigned to the cashier when you originally opened the office appears automatically. Deposit ID The deposit IDs that you assigned to each tender key appear automatically. Opening Balance If you balance by cashier, enter an opening balance for each tender key. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 569 Chapter 21 Maintaining Receivables This chapter lists common elements and discusses how to: • Enter groups of transactions. • Enter transactions from an external source. • Process payroll deductions. • Review and revise group data entries before posting. • Post group data entries. • Post transactions for individual students and organizations. • Consolidate and review transactions for individual students and organizations. • View account information within the Maintain Receivables feature. • View payment by invoice information within the Maintain Receivables feature. • Manage disputed charges. • Reverse payments and charges. • Apply payments. • Write off charges and account balances. • Process enrollment deposits. • Process late fees. • Process late fees – billing. • Process enrollment cancellation. • Validate tables. Common Elements Used in This Chapter Click to view the first group of transactions. Click to view the previous group of transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 571 Maintaining Receivables Chapter 21 Click to view the next group of transactions. Click to view the last group of transactions. 572 Account Nbr (account number) This field displays the account number that is assigned by the Student Financials application to the line item. Acct Term (accounting term) This field displays the accounting term that is assigned by the Student Financials application to the line item. Anticipated Aid This field displays financial aid that was awarded to the student but not yet disbursed. Balance This field displays the positive or negative balance of any active account. Billing Date This field displays billing dates that are specified for charges. Business Unit This field displays the business unit of the transactions. Contract ID This field displays the student ID or IDs that are associated with a third-party contract sponsored by the corporation for which you are viewing account information. Contract Number This field displays the contract number of any third-party contracts that are sponsored by the corporation for which you are viewing account information. Descr (description) This field displays the description of the item type. Due Amount This field displays the amount that is due on a charge and is displayed in conjunction with the Due Date field. Due Date This field displays the date on which a charge is due. Effective Date This field displays the item effective date of the transaction. Item Amount This field displays the amount of the transaction item. Item Balance This field displays the remaining balance of the item. Item Type This field displays the item type number. Line Seq Nbr (line sequence number) This field displays the sequence number of transactions that involve multiple item lines. Name This field displays the name of the student that is associated with a third-party contract for which a sponsor is being charged. Net Award This field displays the student's anticipated financial aid. Posted Date & Time This field displays the date and time that a transaction was posted. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Maintaining Receivables Term This field displays the term of the transaction. Entering Groups of Transactions This section provides an overview of group data entry and discusses how to: • Define source information and control totals for group transactions. • Add transactions to a group entry. Understanding Group Data Entry PeopleSoft Student Financials enables you to post transactions for a group of students or organizations, which enables you to quickly and easily post many receivables without having to post and approve each one individually. Student Financial Cashiering Office application has the option to create Group Data entries. In addition, charges and payments from external sources can be loaded through the SF External File Load process, and these transactions populate the Group Data Entry tables. To enter groups of transactions for students and organizations, access the pages using the Group Data Entry and Group Corp Data Entry components, respectively. To approve groups of transactions, use the same two pages, but access them from the worklist. Pages Used to Enter Groups of Transactions Page Name Definition Name Navigation Usage Group Entry GROUP_ENT_ONE Student Financials, Charges Define source information and Payments, Group and control totals for group Processing, Create Group transactions. Data Entries, Group Entry Student Financials, Charges and Payments, Group Processing, Create Group Corp Data Entries, Group Corp Entry Group Line Entry GROUP_LINE_CNTRL Student Financials, Charges Add transactions to a group and Payments, Group entry. Processing, Create Transactions, Group Line Entry Student Financials, Charges and Payments, Group Processing, Create Corporate Transactions, Group Corp Line Entry Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 573 Maintaining Receivables Chapter 21 Defining Source Information and Control Totals for Group Transactions Access the Group Entry page (Student Financials, Charges and Payments, Group Processing, Create Group Data Entries, Group Entry). Group Entry page Note. The system uses all of the information on this page as group control information and does not post it to student or corporate accounts. 574 Group Type Enter the group type that describes the transactions. Accounting Date Enter the accounting date for the transactions. The default value is the current system date, but you can change it if necessary. Origin ID Enter an origin ID to indicate the source of the transactions. Depending on the origin ID, approval for the transactions might be required. SF Security can be placed on this field to allow individual sources (origins) to access only their groups of transactions. Received Enter the date on which your office received payment or charge transactions. Original Group ID This field is populated after the Reverse Groups process runs. The Reverse Group process creates a new group ID representing the transactions that were reversed, and this field will reference the original group ID. Entry Date Enter the date that you are entering the transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Maintaining Receivables Operator This field displays the ID of the user who is entering transactions. Assign To Reserved for future use. Note. For groups requiring approval, the Approval Information link appears following the Assign To field. This link gives you the Original Approver ID, Approved At Date/Time Stamp, Last Approver ID, and Approved At Date/Time Stamp data. This link does not replace the Assign To field, it just provides further information about the content of the field. Control Totals Balance Group Select this option to require that the group be in balance before the system posts it. To determine whether a group is balanced, the system compares the number of transactions and amounts to information in the control totals fields. Control Total Enter the monetary sum of the transactions in the group in the 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 that was 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 through the file load process. Entered Total These fields display the monetary amount of all transactions that are entered in the batch and the count of the entries. Difference These fields display the difference between the entered totals and the control totals. Posted Total These fields display the monetary total, posting date, and count of the entries after the batch is posted. Display Option The display option enables you to view multiple rows. The number of transaction rows that are chunked (viewable at one time) is controlled by the maximum row settings selection in the SF Installation setup. Range in DB This field displays the range of sequence numbers within the group ID. Display This field displays the range of sequence numbers that is currently displayed. The display range is the viewable "chunk." Total in DB This field displays the total number of transactions within the group ID. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 575 Maintaining Receivables Chapter 21 Effective Status Edit Status This field displays whether the batch has been edited. Deposit Balance 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. Posting Action Select one of these values: Available for Posting: If no approval is required, the field contains this value. Do Not Post: If you are approving this posting group, select this option to hold the group for further review. Posted: Indicates that the group has been posted. Waiting for Approval: If approval is required, the field contains this value. Posting Status This field displays the posting status. Possible values for this field are Balance, Complete, Error, Incomplete, Not Posted, and Reversed. Process Instance 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. Adding Transactions to a Group Entry Access the Group Line Entry page (Student Financials, Charges and Payments, Group Processing, Create Transactions, Group Line Entry). 576 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Maintaining Receivables Group Line Entry page Line Nbr (line number) This field displays the line number of the current entry. This field increments as each new entry line is added. ID Enter the ID for the student that you are adding to the group. Balance This field displays the current balance of the student's account. Account Type Select the account type of the new entry. The description of the account type appears to the right of the field. Note. Specifying an account type for a payment transaction is optional. Item Type Select the item type of the new entry. The description of the item type appears to the right of the field. Warning! We strongly advise that you do not enter refund item types through Group Post. If you enter a refund item type through Group Post, the Refund Table is not updated. If you try to reverse the refund item type through the Group Reversal process, the reversal process tries to reverse all items with the same refund number. Refund item types that are posted through Group Post have a refund number of zero because they are not true refunds. Posting reverses all items on the account with a refund number of zero, that is, all items on the account that are not refunds. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 577 Maintaining Receivables Chapter 21 Charge Priority The charge priority list that is attached to the selected item type (credit item types only) appears in this field. You may override this value. Amount Enter the item (charge or payment) amount of the transaction. Use Excess Account Select to direct payment amounts in excess of the charge to another account. Enter the target account in the field to the right. Restrict Payment to Account Select to keep the entire amount of the payment in the account. Selecting this option prevents an excess payment from being transferred to an excess payment account. Restrict to Invoice If your institution specifies that it will apply payments by invoice, you can restrict payments to an invoice. Term Enter the term for which you want to post this transaction. Ref Nbr (reference number) Enter an optional reference number to track the transaction. Service Indicator If this transaction is a write-off, the system populates the write-off service indicator code. Payment Information Payment ID 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. Pay Method 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). Dates 578 Item Effective Date Enter the date on which the transaction becomes active. The default value is the current date. Due Date Enter an optional due date for charge transactions. If you leave this field blank, the billing program populates the field in the student's account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Mark For Delete Maintaining Receivables Click to select a particular row on the group entry page of the non-posted group for deletion. Note. This button only appears for non-posted rows on the Create Transaction page and when the posting status value is Not Complete. When you click the button, the label changes to Unmark for Delete. You can post the group and this transaction will not be posted, but you will still have a record of it as part of the group for audit or reconciliation purposes. You can later correct the item, click Unmark for Delete, and repost the group. Currency Detail Click to access the Currency Conversion page, where you can change the exchange rate type on payment item types if you changed the default currency code. Payment Details Click to access the Payment Details page, where you can review details about the payment that was made. You can review the details about the payment for a payment item type, but typically, when you post a payment, you would use this page to enter data to which the payment should apply. For example, posting a payment toward payment plans, you could enter the specific contract number or post a payment for a specific career or class if you only want the payment to go towards one career or a particular class. Academic Information Click to access the Academic Information page, where you can review the student's enrollment information. Application Information Click to access the Application Information page, where you can review the student's application status. Tender Details Click to access the Check Information page, where you can enter details about a payment by check. When entering a specific item type that is attached to a particular tender type (check or credit card), this page appears so that you can enter specific tender details. Otherwise, click the link to view the tender details. Entering Transactions from an External Source Many institutions receive transaction information from external sources, such as third-party housing and parking applications, and lock box services. Loading external files enables you to maintain your receivables with transactions created by sources both outside and inside your institution. This section discusses how to load external files. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 579 Maintaining Receivables Chapter 21 Page Used to Enter Transactions from an External Source Page Name Definition Name Navigation Usage External Files RUNCTL_SFGPLOAD Student Financial, Charges and Payments, Group Processing, External Files Load external files. Loading External Files Access the External Files page (Student Financial, Charges and Payments, Group Processing, External Files). External Files page Parameters 580 Business Unit Enter the business unit that uses the file. File Name Enter the name of the data file. Do not include the file extension. The extension on data files must always be .dat. File Directory Enter the file directory where the file was stored. Group Type Enter the appropriate group type for the data source. Layout ID Enter the layout ID that you defined for the type of file that is being loaded. Balance the Group If you select this check box, the Balance Group check box is selected when you access the Group Entry page. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Report Only Maintaining Receivables Select this option to generate a report to review the contents of the file after the file is loaded into Group Data Entry. See Also Chapter 11, "Setting Up Receivables Maintenance," Setting Up External File Layouts, page 355 Processing Payroll Deductions This section lists prerequisites for payroll deduction processing and discusses how to: 1. Select payroll deduction records. 2. Review results of payroll deduction record selection. 3. Create payroll deduction groups. See Also Chapter 11, "Setting Up Receivables Maintenance," Understanding Payroll Deduction, page 359 Prerequisites Before Student Financials can retrieve deduction information from PeopleSoft Payroll for North America, your payroll department must calculate payroll deductions as part of its normal payroll process. The system stores payroll deduction records in the PS_PAY_DEDUCTION table. Note. Consult your Payroll for North America staff for more information about how they calculate payroll deductions for employees. See Also PeopleSoft Enterprise Payroll for North America 9.0 PeopleBook, "Defining Deductions" Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 581 Maintaining Receivables Chapter 21 Pages Used to Process Payroll Deductions Page Name Definition Name Navigation Usage Select SA Payroll Deduction RUNCTL_PAYINIT_SF1 Student Financials, Charges and Payments, Payroll Deduction Processing, Process SA Payroll Deduction, Select SA Payroll Deduction Select PeopleSoft Enterprise Student Administration payroll deduction records. SA Payroll Deduction Summary SF_PAYDED_SUMMARY Student Financials, Charges Review results of payroll and Payments, Payroll deduction record selection Deduction Processing, for an individual employee. Review Deduction Transactions, SA Payroll Deduction Summary Payroll Deduction Group Creation RUNCTL_SFPAYDED Student Financials, Charges Create payroll deduction and Payment, Payroll groups. Deduction Processing, Create Deduction Transactions, Payroll Deduction Group Creation Selecting Payroll Deduction Records Access the Select SA Payroll Deduction page (Student Financials, Charges and Payments, Payroll Deduction Processing, Process SA Payroll Deduction, Select SA Payroll Deduction). 582 Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Maintaining Receivables Select SA Payroll Deduction page On-Cycle Run To select payroll deduction records that result from normal, scheduled payroll processing, select a Pay Run ID. Each Pay Run ID represents a single batch payroll process. Off-Cycle Pay Calendar To select payroll deduction records that result from manually issued or on-demand checks, select a specific pay calendar record using the Company, Pay Group, Pay End Date, Page #, and Thru fields. Payroll Cycle Consult your Payroll for North America staff for more information about the best method for running the process. On-Cycle Select to have the process review only on-cycle payroll transactions. Off-Cycle Select to have the process review only off-cycle payroll transactions. Both Select to have the process review both on- and off-cycle payroll transactions. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 583 Maintaining Receivables Chapter 21 Running the Select Payroll Deduction Process When you run the Select Payroll Deduction (SFPAYDED) process, the system scans the PS_PAY_DEDUCTION table in Payroll for North America for any payroll deduction records with the deduction codes that you designated to use with Student Financials. If these records were not already selected in a previous process run, the system moves them to the PS_PAY_DED_PROC staging table. Note. To run this process properly, you must have a working knowledge of Payroll for North America functionality. Consult your payroll staff for more information about how to define the parameters of this process and when to run it. Reviewing Results of Payroll Deduction Record Selection Access the SA Payroll Deduction Summary page (Student Financials, Charges and Payments, Payroll Deduction Processing, Review Deduction Transactions, SA Payroll Deduction Summary). SA Payroll Deduction Summary page 584 Check Date The issue date of the paycheck from which the system made the deduction. Paycheck Number The unique number of the paycheck. Deduction Code The PeopleSoft Student Administration payroll deduction code that is associated with the deduction. Current Deduction The monetary amount of the deduction. Business Unit The business unit to which the system applied the deduction. Group ID The ID of the group transaction in which the system included the deduction. Target ID The student ID associated with the account that the system credited with the deduction. Group Detail Click to access the Group Line Entry page. From this page, you can review details about the group transaction that was used to post the deduction to a student account. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. Chapter 21 Maintaining Receivables Note. If you have not yet added a deduction record to a group transaction using the Payroll Deduction Group Create (SF_PAY_DED) process, the Business Unit,Group ID,Target ID, and Group Detail fields are blank for that record. To reconcile deduction records that have not been processed into the group post tables, create a query that checks the PS_PAY_DED_PROC table for blank values in BUSINESS_UNIT, GROUP_ID_SF, EMPLID_RELATED, and where PROCESS_FLAG = N. Creating Payroll Deduction Groups Access the Payroll Deduction Group Creation page (Student Financials, Charges and Payment, Payroll Deduction Processing, Create Deduction Transactions, Payroll Deduction Group Creation). Payroll Deduction Group Creation page Parameters Enter the Business Unit, Origin ID, Group Type, and Term values that the system assigns to the group transaction you are creating. If you are restricting payroll deductions to pay payment plan contract charges, select the Use Payment Plan check box. Deduction code selection Plan Type Select the benefit plan type to restrict the selection of available deduction codes. Deduction Code Select the deduction codes of the payroll deduction records that you are adding to a posting group. Item Type For each deduction code that you add to a posting group, select the payment item type that the system uses when posting the associated deductions to student accounts. Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved. 585 Maintaining Receivables Run Chapter 21 Click to run the Payroll Deduction Group Create (SF_PAY_DED) process. The process creates a group transaction for any payroll deductions in the PS_PAY_DED_PROC staging table that match the run control criteria and were not included in a previous posting group. If you do not select the Use Payment Plan check box, the system ignores the payment plan contract information that is associated with accounts receiving deduction funds. If you select the Use Payment Plan check box and you assigned deduction codes to the appropriate payment plan contracts, then for any students who are linked to those contracts, the system includes contract information in the group line entry. On the Group Entry page, the Payroll Deduction Group Create (SF_PAY_DED) process sets the posting action of the created group to Available for Posting. On the Group Line Entry page, the Payroll Deduction Group Create (SF_PAY_DED) process selects the Restrict Payment to Account check box for students who are linked to an eligible payment plan contract. On the Payment Details page, the Payroll Deduction Group Create process populates the Contract # field for group line entries that are restricted to payment plan accounts. Note. The system applies payroll deductions to payment plan accounts only if you assign deduction codes to the appropriate payment plan contracts and if you select the Use Payment Plan check box when running the Payroll Deduction Group Create (SF_PAY_DED) process. You can also use the charge priority list to restrict your payroll deduction payments to specific charges. Reviewing and Revising Group Data Entries Before Posting The Group Data Entry and External File Load processes put saved transaction data into a suspended status until the group is actually posted. The Suspended Group Post component enables you to view and revise transaction entries for individual transactions. This section discusses how to: • Review suspended transactions from a data group. • Review and update details about a specific data group transaction. Pages Used to Review and Revise Group Data Entries Before Posting 586 Page Name Definition Name Navigation Usage Suspended Group Post GROUP_POST_SUSPEND Student Financials, Charges Review suspende