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.

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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 .............................................................................

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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

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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 .....................................................................................................

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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 ........................................................................................................

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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 .............................................................................

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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 ...................................................................................................

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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 ............................................................................................

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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 ...........................................................................................................................

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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

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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 .......................................................................................................................

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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 .................................................................................

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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 ..............................................................................................

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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 ..........................................................................

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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 .................................................................................................

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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 .......................................................................................................

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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 .......................................................................................................

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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 .......................................................

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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 .......................................................................................................

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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 ........................................................................

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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 ..................................................................................................

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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 ........................................................................................................

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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 ....................................................................................................

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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 ............................................................................................

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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 .............................................................................................

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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 ..........................................................................

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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 ....................................................................................................

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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 ............................................................................................

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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 ..............................................................................................

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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 .
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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

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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 .................................................................................................

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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 ............................................................................................................

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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 ...............................................

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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 ...................................................................................................................

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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 .................................................................................................

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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 ....................................................................................................

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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 .....................................................................

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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 .......................................................................................................................

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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 ...........................................................................................

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Chapter 25
Setting Up and Using International Health Coverage ............................................................................ 685
Understanding International Health Coverage ............................................................................................ 685
IHC Process Flow .................................................................................................................................. 685

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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).

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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

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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.

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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

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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).

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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

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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).

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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.

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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

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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.

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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

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Chapter 2

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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.

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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.

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Chapter 2

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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.

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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.

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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).

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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).

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Chapter 2

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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).

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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.

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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.

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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).

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Chapter 2

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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.

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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.

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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.

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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

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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

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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

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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.

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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.

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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:

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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

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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.

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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).

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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

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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.

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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.

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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.

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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.

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Chapter 2

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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.

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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

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Chapter 2

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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.

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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.

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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.

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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.

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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).

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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).

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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).

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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).

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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.

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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.

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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.

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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.

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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.

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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).

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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.

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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).

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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.

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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

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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

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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.

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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.

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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.

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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

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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).

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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).

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Convert Encryption page

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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.

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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)

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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.

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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.

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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.

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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.

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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.

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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)

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Electronic Payment Test page (2 of 3)

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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.

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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.

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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).

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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.

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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.

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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.

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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).

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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.

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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.

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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.

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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.

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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:

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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

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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

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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

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Chapter 4

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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.

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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.

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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.

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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.

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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).

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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.

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•

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)

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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.

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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).

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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).

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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).

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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.

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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).

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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.

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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.

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•

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.

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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

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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

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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.

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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).

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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).

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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"

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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.

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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.

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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.

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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

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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.

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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

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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.

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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).

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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.

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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:

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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:

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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

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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.

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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.

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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.

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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).

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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.

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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.

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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).

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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).

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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.

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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.

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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.

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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.

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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

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Chapter 5

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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).

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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).

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Equation Editor page (1 of 4)

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Equation Editor page (2 of 4)

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Equation Editor page (3 of 4)

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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.

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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).

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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

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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).

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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.

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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

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Chapter 5

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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.

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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.

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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.

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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

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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.

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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

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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).

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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.

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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.

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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.

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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.

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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).

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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.

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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.

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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.

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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).

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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.

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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).

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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.

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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

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Term Sub Fees page (1 of 2)

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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

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Chapter 6

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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

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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.

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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

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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.

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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.

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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

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Chapter 6

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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.

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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.

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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.

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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).

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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.

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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.

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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

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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).

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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).

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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).

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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).

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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.

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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.

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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

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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.

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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.

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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.

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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.

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Chapter 6

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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).

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Setting Up Fees and Tuition Groups

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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)

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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

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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).

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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.

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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.

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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).

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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.

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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.

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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.

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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)

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Chapter 7

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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).

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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.

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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.

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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.

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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.

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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).

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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.

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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.

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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

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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.

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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).

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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.

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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).

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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).

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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.

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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).

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Setting Up Payment Plans

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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.

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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).

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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).

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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.

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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.

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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.

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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.

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Chapter 8

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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).

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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.

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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

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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.

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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).

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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.

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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.

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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.

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Chapter 8

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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.

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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.

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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.

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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).

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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.

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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).

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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.

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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.

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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).

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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).

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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).

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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.

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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.

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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).

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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.

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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

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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

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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.

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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.

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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

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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).

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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.

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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

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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.

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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.

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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.

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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.

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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.

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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).

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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.

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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).

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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).

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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).

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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).

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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).

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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

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Usage

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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).

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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.

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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).

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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.

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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.

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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).

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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).

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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.

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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).

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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.

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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.

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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).

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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.

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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).

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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.

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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.

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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.

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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

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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).

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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

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Enter the tender key to which you want to link the message.

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Chapter 10

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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.

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Usage

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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.

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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).

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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).

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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.

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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.

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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.

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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

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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).

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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.

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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).

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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.

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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.

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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.

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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).

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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)

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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).

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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.

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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).

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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.

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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.

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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).

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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

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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

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Select either header or trailer to indicate where control values can be found.

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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.

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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.

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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.

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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

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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.

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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.

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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

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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.

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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).

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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.

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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.

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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.

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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.

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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.

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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.

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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"

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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.

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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

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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.

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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).

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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.

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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

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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.

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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

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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.

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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

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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).

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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.

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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)

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Chapter 14

Maintain ePayment Transaction page (1 of 2)

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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.

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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.

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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.

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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.

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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).

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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).

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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.

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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:

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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

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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

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•

TENDER_KEY_TBL

•

TARGET_KEY_TBL

•

CSH_OFF_TBL

•

TERM_VAL_TBL

Here is the process flow for validating chartfield combinations:

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Process flow for validating chartfield combinations

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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).

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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.

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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.

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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

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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.

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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

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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).

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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.

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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).

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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.

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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.

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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.

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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).

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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

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Business Unit

Enter the business unit for which you are processing the tuition lock.

Term

Enter the term being locked.

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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).

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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.

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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.

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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

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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.

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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.

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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:

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Refunding Customers

Chapter 17

Payroll refund process flow

AP Refund Processing
The following diagram outlines AP refund processing:

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Chapter 17

Refunding Customers

AP refund process flow

Creating Batch Refunds
This section discusses how to:

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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.

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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.

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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

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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

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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:

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•

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.

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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).

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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.

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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.

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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).

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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).

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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.

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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).

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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

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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.

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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

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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.

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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.

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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.

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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

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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

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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.

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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

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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).

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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.

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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.

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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).

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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.

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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).

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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

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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.

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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.

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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.

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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.

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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:

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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.

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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).

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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.

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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).

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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).

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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

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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

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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).

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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.

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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.

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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).

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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.

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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.

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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).

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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).

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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.

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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.

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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:

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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

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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

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X

X

X

X

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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).

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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.

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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).

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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.

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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.

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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

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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.

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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).

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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).

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Chapter 19

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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.

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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

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This field will indicate Initiated or Cancelled.

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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

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Invoice Details page

Invoice Messages page

Processing Billing Requests
This section discusses how to:

504

•

Process student billing requests.

•

Process corporate billing requests.

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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.

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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

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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

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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.

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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).

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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).

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Chapter 19

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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).

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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).

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Chapter 19

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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.

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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)

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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.

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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).

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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

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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.

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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.

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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).

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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

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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.

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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.

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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.

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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.

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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).

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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.

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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.

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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

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Click to access the Academic Information page, where you can view a student's
personal and academic information.

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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.

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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.

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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.

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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).

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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)

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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.

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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.

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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.

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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).

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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.

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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.

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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

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Enter the type of tender that you are removing from the drawer.

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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

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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.

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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.

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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

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Enter the type of credit card used for the transaction. This field is required.

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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.

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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

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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.

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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).

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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.

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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.

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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.

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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).

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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).

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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).

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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)

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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).

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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).

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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.

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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).

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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.

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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

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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.

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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

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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).

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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).

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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).

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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.

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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.

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Chapter 21

Click to view the next group of transactions.
Click to view the last group of transactions.

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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.

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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

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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.

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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.

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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).

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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.

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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.

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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.

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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.

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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"

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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).

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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.

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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

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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.

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Chapter 21

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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.

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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 suspended
and Payments, Group
transactions from a data
Processing, Review
group.
Suspended Transactions,
Suspended Group Post

Group Post Details

GROUP_POST_INFO_SP

Click the Group Post
Details link on the
Suspended Group Post
page.

Review details about a
suspended posting group.

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Chapter 21

Maintaining Receivables

Page Name

Definition Name

Navigation

Usage

Group Line Details

GRPLINE_SUSP_SP

Click the Line Details link
on the Suspended Group
Post page.

Review and update details
about a specific data group
transaction.

Reviewing Suspended Transactions from a Data Group
Access the Suspended Group Post page (Student Financials, Charges and Payments, Group Processing,
Review Suspended Transactions, Suspended Group Post).
Group Post Details

Click to access the Group Post Details page.

Acad Info (academic
information)

Click to access the Academic Information page, where you can view the student's
enrollment information.

Line Details

Click to access the Group Line Details page.

Reviewing and Updating Details About a Specific Data Group Transaction
Access the Group Line Details page (click the Line Details link on the Suspended Group Post page).
Update

Click this button to access the Group Line Entry page and update the transaction
information. Alternatively, you can correct or update group lines from Student
Financials, Charges and Payments, Group Processing, Correct Transactions or
Student Financials, Charges and Payments, Group Processing, Correct Corporate
Transactions.

See Also
Chapter 21, "Maintaining Receivables," Adding Transactions to a Group Entry, page 576

Posting Group Data Entries
This section discusses how to run the Group Post process.
After you correct entries in the group, you must save the group and then post it to update the affected
accounts.

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Pages Used to Post Group Data Entries
Page Name

Definition Name

Navigation

Usage

Post Transactions

RUNCTL_SFPGRPST

Student Financials, Charges Run the Group Post process.
and Payments, Group
Processing, Post
Transactions

Review Transactions

GROUP_SUMM_VW

Student Financials, Charges Review group entry
and Payments, Group
information after it is
Processing, Review
posted.
Transactions

Running the Group Post Process
Access the Post Transactions page (Student Financials, Charges and Payments, Group Processing, Post
Transactions).

Post Transactions page

Parameters

588

Business Unit

Select the business unit to which the group is associated.

Group Type

Select the group type to which the group ID is associated.

Starting Group IDand
Ending Group ID

Select the starting group ID and the ending group ID. The system generates these
IDs when you complete the Group Data Entry pages.

Operator ID

Optionally, select the user ID of the person posting the group.

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Optionally, select and assign a user to the group.
Assign Group OperID
(assign group operator ID)
Reset Process Instance

Click to delete a process instance number from a posting group that failed.

Run

Click to access the Process Scheduler Request page. You can run two processes:
Group Posting Common ID Create (SFPGRPDR) and Group Posting Process
(SFPGRPST).
The Group Posting Common ID Create (SFPGRPDR) process is an optional
process that evaluates all pending groups to find new IDs that do not yet have a
row in the SF_COMMON_ID table. When the system encounters a new ID, it
inserts a row into SF_COMMON_ID, which eliminates the need for the posting
process to perform this function before posting pending transactions to an
account. This process is especially useful during certain times of the year, such as
the beginning of a term or the beginning of an academic year, when you have
large groups with new IDs that have not undergone the posting process. If you
run the Group Posting Common ID Create (SFPGRPDR) process before you run
the Group Posting (SFPGRPST) process, the posting process is faster because it
has fewer records to process.
The Group Posting Process (SFPGRPST) posts group transactions and inserts
rows into SF_COMMON_ID for new IDs if you do not run the Group Posting
Common ID Create (SFPGRPDR) process first.

Posting Transactions for Individual Students and Organizations
Student Financials enables you to process online transactions for students and organizations without entering
control information or running a batch process. This section discusses how to:
•

Post transactions for individual students.

•

Post transactions for individual organizations.

Pages Used to Post Transactions for Individual Students and Organizations
Page Name

Definition Name

Navigation

Student Post

GRP_QUICK_POST

Student Financials, Charges Post transactions for
and Payments, Post Student individual students.
Transaction, Student Post

Select Charges to Pay

QUICK_SPLITPAY_SEC

Click the Select Charges to Specify the charges to
Pay link on the Student Post which the system applies a
page.
student payment.

Payment Details

QUICK_POST_SECPAN

Click the Payment Details
link on the Student Post
page.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Usage

Add specific information to
the payment record.

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Page Name

Definition Name

Navigation

Usage

Corp Post

ORG_QUICK_POST

Student Financials, Charges Post transactions for
and Payments, Post
individual organizations.
Corporation Transaction,
Corp Post

Select Students to Pay

QUICK_EMPLIPAY_SEC

Click the Select Students to Specify the sponsored
Pay link on the Corp Post
student charges to which the
page.
system applies the corporate
payment.

Third Party Information

ORG_THIRD_PARTYINF

Click the Third Party
Information link on the
Corp Post page.

Specify third-party contract
information.

Posting Transactions for Individual Students
Access the Student Post page (Student Financials, Charges and Payments, Post Student Transaction, Student
Post)

Student Post page

New Transaction

590

Click to enter a new transaction.

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Chapter 21

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Post

Click to post the entered transaction.

Amount

Enter the item amount. Click the Currency Detail link to specify the exchange
rate.

Term

Enter the term for which you want to post this transaction.

Reference Number

Enter an optional reference number to track the transaction.

Posted Date

After the transaction posts, the date it was posted appears in this field.

Item Effective Date

Enter the date on which the transaction becomes active. The default is the current
date.

Due Date

Optionally, enter a due date if the transaction is a charge.

Charge Priority

For all credit item types, this field displays the charge priority list that is
associated with the item type. If necessary, you may override this value.

Pay Method

If the payment item type is set up as tender-specific, then the tender category
appears in this field. If the field is not populated, select a value from the list.
Click the Tender Details button to add specific information, such as check
number and bank information.

Payment ID

This field is used only when reversing a payment. Enter the payment ID number
of the transaction to be reversed. When you exit the field, the page is completed
with the original transaction information.

Use Exc Acct (use excess Select the Exc Acct check box to route payments in excess of a charge or account
balance to a designated excess account. When the check box is selected, enter the
account)
excess account type in the field to the right.
Restrict Payment to
Account

Select to restrict the entire amount of the payment to the specified account type.
Selecting this option prevents excess payments from being transferred to an
excess payment account.

Restrict to Invoice

Select to restrict payment to an invoice. This option is only available if an
institution elected to apply payments by invoice on the SF Installation page.

Select Charges to Pay

Click this link to access the Select Charges to Pay page.

Pay Amount

From the Select Charges to Pay page, specify the amount of the total payment
that you want to apply against this charge. The specified amounts must total 100
percent of the payment.

Student Accounts

Click this link to access the Student Accounts page.

Academic Information

Click this link to access the Academic Information page.

Payment Details

Click this link to access the Payment Details page.

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Posting Transactions for Individual Organizations
Access the Corp Post page (Student Financials, Charges and Payments, Post Corporation Transaction, Corp
Post).
With the exception of the following links, this page is the same as the Student Post page.
Select Students to Pay

Click this link to access the Select Students to Pay page.

Corp Accounts

Click this link to access the Corp Accounts page.

Third Party Information Click this link to access the Third Party Information page.
See Also
Chapter 21, "Maintaining Receivables," Posting Transactions for Individual Students, page 590

Consolidating and Reviewing Transactions for Individual Students
and Organizations
This section lists the pages used to consolidate and reviewing transactions for individual students and
organizations.
Note. Single transactions that are created using the Student Post and Corp Post components are stored in the
QUICK_POST_TBL (quick post table). This table can become very large. The Purge QUICK_POST_TBL
process consolidates these transactions into two posting groups, one for student transactions and one for
corporate transactions. It then empties the table. After these transactions are consolidated into posting groups,
they can be easily tracked and audited.
Note. Define the origin ID and group type that the system uses to consolidate transactions into posting groups
on the Posting Setup page.
See Also
Chapter 2, "Completing Student Financials General Setup," Defining Posting Parameters, page 24

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Pages Used to Consolidate and Review Transactions for Individual Students
and Organizations
Page Name

Definition Name

Navigation

Usage

Purge Posting Table

RUN_CNTL_SFBKPOST

Student Financials, Charges Run the Purge
and Payments, Group
QUICK_POST_TBL
Processing, Purge Posting
process.
Table

Posting Information

QUICK_POST_ACTIVIT

Student Financials, Charges
and Payments, Group
Processing, Review Posting
Information, Posting
Information

Review transactions that
were consolidated by the
Purge QUICK_POST_TBL
process.

Viewing Account Information Within the Maintain Receivables
Feature
This section lists the pages used to view account information within the Maintain Receivables feature.

Pages Used to View Account Information Within the Maintain Receivables
Feature
Page Name

Definition Name

Navigation

Usage

Item View

ITEM_SF

Student Financials, View
Item, Item View

Review item activity for
student accounts.

Corp Item View

ITEM_ORG_SF

Student Financials, View
Corporate Item, Corp Item
View

Review item activity for
organization accounts.

Item Line View

ITEM_LINE_SF

Student Financials, View
Item Line, Item Line View

Review information about
each line item in a student
account.

Item Line Corp View

ITEM_LINE_ORG_SF

Student Financials, View
Corporate Item Line, Item
Line Corp View

Review charges to a
corporate account by the
account type that is
affected.

Item Due View

ITEM_DUE_SF

Student Financials, View
Item Due, Item Due View

Review detailed
information about due line
items in a student account.

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Page Name

Definition Name

Navigation

Usage

Corp Item Due View

ITEM_DUE_ORG_SF

Student Financials, View
Corporate Item Due, Corp
Item Due View

Review detailed
information about due line
items in an organization
account.

Viewing Payment by Invoice Information Within the Maintain
Receivables Feature
The Maintain Receivables application provides a variety of ways to inquire on payment by invoice
information at various levels of detail.
Note. This section is only valid for institutions that apply payments by invoice.

Pages Used to View Payment by Invoice Information Within the Maintain
Receivables Feature
Page Name

Definition Name

Navigation

Usage

View Items by Invoice

SSF_VW_ITEM_INV

Student Financials, Charges View a summary of student
and Payments, Payments by items by invoice.
Invoice, View Items by
Invoice

View Corp Items by Invoice

SSF_VW_ITEMORG_INV

Student Financials, Charges View a summary of
and Payments, Payments by corporate items by invoice.
Invoice, View Corp Items
by Invoice

Update Payment Invoice ID

SSF_PMT_INVOICE

Student Financials, Charges Update the invoice ID for
and Payments, Payments by payments restricted to
Invoice, Update Payment
invoices.
Invoice ID

Update Corp Payment
Invoice ID

SSF_ORGPMT_INVOICE

Student Financials, Charges Update the invoice ID of
and Payments, Payments by corporate payments.
Invoice, Update Corp
Payment Invoice

Viewing Items by Invoice
Access the View Items by Invoice page (Student Financials, Charges and Payments, Payments by Invoice,
View Items by Invoice).

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View Items by Invoice page

If payments are not restricted to invoice, then payments may be applied to charges that are not invoiced. In
addition, the system displays both student and corporate payments that were received and posted towards an
invoice. Only invoices with an invoice balance of more than $0.00 appear.
View items by invoice number.

Viewing Corp Items by Invoice
Access the View Corp Items by Invoice page (Student Financials, Charges and Payments, Payments by
Invoice, View Corp Items by Invoice).

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View Corp Items by Invoice page

View a summary of corporate items by invoice number.

Updating Payment Invoice ID
Access the Update Payment Invoice ID page (Student Financials, Charges and Payments, Payments by
Invoice, Update Payment Invoice ID).

Update Payment Invoice ID page

Use this page to designate an unapplied payment towards an invoice:
1. Select the invoice ID to which the payment is to be applied.
2. Click Save.

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3. Run the Payment Applier process for the student.
The Payment Applier process applies the credit to the invoice. Payments restricted to a specific invoice
cannot be designated to pay another invoice; however, they can be refunded.

Updating Corp Payment ID
Access the Update Corp Payment Invoice page (Student Financials, Charges and Payments, Payments by
Invoice, Update Corp Payment Invoice).

Update Corp Payment Invoice page

Managing Disputed Charges
This section provides an overview of disputed charges and discusses how to enter dispute information.

Understanding Disputed Charges
When a student or organization disputes charges, the disputed charge is designated as a line entry on the
Review Credit History page (depending on how Dispute Aging is set up in the Aging Set). When you have
resolved the dispute, the customer can pay the charge, you can remove the disputed amount from the item, or
you can move the charge to a write-off account
You would follow these steps to dispute a charge:
1. Access the Change Item Line (for students) or Change Corp Item Line (for organizations) page to display
a list of accounts for a student or organization.
2. Click the Account Details link next to the account that contains the disputed charge to access the Change
Item Line - Account Summary (for students) or Change Corp Item Line - Account Summary (for
organizations) page.
These pages display all charges that are associated with the selected account.
3. Click the Item Details link next to the disputed charge to access the Change Item Line - Line Detail
Update (for students) or Change Corp Item Line - Line Detail Update (for organizations) page.

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4. Enter dispute information for the charge and click the Save button.

Pages Used to Manage Disputed Charges
Page Name

Definition Name

Navigation

Usage

Change Item Line

ACCOUNT_SF

Student Financials,
Collection, Adjustments,
Change Item Line

Select an account that
contains a disputed charge
for a student.

Change Item Line Account Summary

CHG_ITEM_LINE_SP

Click the Account Details
link on the Change Item
Line page.

Select a disputed charge for
a student.

Change Item Line - Line
Detail Update

ITEM_LINE_SF_SP_UP

Click the Item Details link
on the Account Summary
page.

Enter dispute information
for a student.

Change Corp Item Line

ACCOUNT_ORG_SF

Student Financials,
Collections, Adjustments,
Change Corporate Item
Line, Change Corp Item
Line

Select an account
containing a disputed
charge for an organization.

Change Item Line Account Summary

CHG_ORG_ITM_LN_SP

Click the Account Details
link on the Change Item
Line page.

Select a disputed charge for
an organization.

Change Item Line - Line
Detail Update

ITEM_LNE_ORGSF_UP

Click the Item Details link
on the Change Item Line Account Summary page.

Enter dispute information
for an organization.

Entering Dispute Information
Access the Change Item Line - Line Detail Update (click the Item Details link on the Account Summary
page).

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Line Detail Update page

Ref Nbr (reference
number)

Enter the reference number that you are using to track the disputed receivable.

Nbr Effective Dt
(number effective date)

This field is set by default to the current system date.

Due Dt (due date)

Enter the due date of the charge.

Dispute Dt (dispute date) Enter the date that the student or organization disputed the charge.
Dispute Amount

Enter the amount of the dispute.

Encum Dt (encumbrance Enter the encumbrance date from which you want the disputed amount of the
payment held.
date)
Amount Encumbered

Enter the dollar amount of the student's account that the dispute encumbers in
this field.

Item Term

This field displays the term to which the system posted the charge.

Line Action

Enter the line action.

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Line Reason

Enter a line reason code that specifies the reason for the dispute.

Description

The description is set by default to the description of the original transaction.

Reversing Payments and Charges
This section discusses how to:
•

Reverse payments.

•

Reverse charges.

•

Reverse groups of transactions.

•

Process payroll deduction reversals.

Pages Used to Reverse Payments and Charges

600

Page Name

Definition Name

Navigation

Usage

Payment Reversal

PMT_REVERSAL

Student Financials, Charges Reverse student payments.
and Payments, Reversals,
Reverse Payment, Payment
Reversal

Payment Reversal Payment Detail

PAYMENT_DTL_SP

Click the Payment Detail
link on the Payment
Reversal page.

Payment Corp Reversal

PMT_ORG_REVERSAL

Student Financials, Charges Reverse corporate
and Payments, Reversals,
payments.
Reverse Corporate
Payment, Payment Corp
Reversal

Payment Corp Reversal Payment Detail (payment
corporate reversal payment detail)

PAYMENT_DTL_ORG_SP

Click the link next to a
payment on the Payment
Corp Reversal page.

Charge Reversal

ACCOUNT_SF

Student Financials, Charges Select a student account
and Payments, Reversals,
containing a charge you
Reverse Charge, Charge
want to reverse.
Reversal

Charge Reversal - Charge
Detail

CHARGE_REV_SP

Click the Account Details
Reverse student charges.
link on the Charge Reversal
page.

Review details about a
student payment before
reversing it.

Review details about a
corporate payment before
reversing it.

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Page Name

Definition Name

Navigation

Usage

Reverse Corporate Charge Charge Reversal

ACCOUNT_ORG_SF

Student Financials, Charges Select a corporate account
and Payments, Reversals,
containing a charge you
Reverse Corporate Charge
want to reverse.

Reverse Corporate Charge Charge Detail

CHARGE_REV_ORG_SP

Click the Account Details
link on the Reverse
Corporate Charge - Charge
Reversal page.

Reversal Detail

LINE_REASON_SF_SP

Click the Reverse button on Enter optional reversal
the Payment Reversal,
information after reversing
Payment Corp Reversal,
a payment or charge.
Charge Reversal, or
Reverse Corporate Charge Charge Reversal page.

Group Reversal

RUNCTL_SFRVRGRP

Student Financials, Charges Reverse groups of
and Payments, Group
transactions.
Processing, Reverse
Groups, Group Reversal

Reverse corporate charges.

Reversing Payments
Access the Payment Reversal (for students) (Student Financials (Student Financials, Charges and Payments,
Reversals, Reverse Payment, Payment Reversal), Charges and Payments, Reversals, Reverse Payment) or
Payment Corp Reversal (for organizations) page.
1. Enter search criteria and click the Search button to display the desired payments.
2. Click the Reverse button next to a payment to access the Reversal Detail page.
3. Enter optional reversal information (such as Item Effective Date, Description, and Reason Code) on the
Reversal Detail page and click the OK button to complete the payment reversal.

Reversing Charges
Access the Charge Reversal (for students) (Student Financials (Student Financials, Charges and Payments,
Reversals, Reverse Charge, Charge Reversal), Charges and Payments, Reversals, Reverse Charge) or Charge
Corp Reversal - Charge Reversal (for organizations) page.
1. Click the Account Details link next to the account that contains the charge you want to reverse.
This link accesses the Charge Reversal - Charge Detail (for students) or Charge Corp Reversal - Charge
Detail (for organizations) page, which displays all charges that are associated with the selected account.
2. Click the Reverse button next to a charge to access the Reversal Detail page.
3. Enter optional reversal information (such as Item Effective Date, Description, and Reason Code) on the
Reversal Detail page and click the OK button to complete the charge reversal.

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Reversing Groups of Transactions
Access the Group Reversal page (Student Financials, Charges and Payments, Group Processing, Reverse
Group, Group Reversal).

Group Reversal page

Parameters
Include Detail

Select this option to generate a detailed report of the transactions reversed when
you run the process.

Group ID

Enter the unique ID of the group of transactions that you want to reverse.

Description

Enter an optional description for the group reversal. This description appears next
to the item type on the Group Line Entry page.

Bank Tracer Nbr (bank
tracer number)

Enter a number for tracking purposes. This field is optional.

Item Effective Date

Enter the effective date that the system assigns to the reversed transactions.

Due Date Option

Select an option to determine how the system calculates due dates for the
reversed transactions.
New Due Dt (new due date): Select this option to enter a new due date that the
system assigns to the reversed transactions.
Null: The system assigns a null value to the due date of the reversed transactions
and assigns new due dates during the billing process.
Old Due Dt (old due date): The system assigns the original due date of the
reversed transaction.

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Processing Payroll Deduction Reversals
When Payroll for North America reverses a previous payroll deduction, the resulting deduction is a negative
amount. Student Financials cannot link the negative deduction amount to the originally posted deduction. The
system selects these negative deductions through the Select Payroll Deduction (SFPAYDED) process.
However, when you run the Payroll Deduction Group Create (SF_PAY_DED) process on negative
deductions, the system enters them into the posting tables as a group with a Posting Action of Do Not Post
and a Posting Status of Errors. Because you cannot post these negative deductions using the normal method,
you must manually resolve the affected student accounts.
Note. If the Payroll Deduction Group Create (SF_PAY_DED) process encounters both negative and positive
deductions, it creates two separate posting groups, one for the negative deductions and one for the positive
deductions.

Applying Payments
You can run the Payment Applier process to allocate unapplied payments to eligible charges that are still
owing. The process applies payments to both student and corporate accounts. Payment swapping might occur
if a priority payment is applied.

Pages Used to Apply Payments
Page Name

Definition Name

Navigation

Usage

Payment Applier

RUNCTL_PMTWKUP

Student Financials, Charges Run the Payment Applier
and Payments, Apply
process.
Payment. Payment Applier

Payment Shuffle

ITEM_SF_XREF

Student Financials, Charges Identify remaining
and Payments, Payment
unapplied payments after
Shuffle
running the Payment
Applier process.

Running the Payment Applier Process
Access the Payment Applier page (Student Financials, Charges and Payments, Apply Payment. Payment
Applier).

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Payment Applier page

Business Unit

Enter the business unit for which you want to run the Payment Applier process.

Select All IDs

Select to run the Payment Applier process for all student and corporate IDs.

Reset IDs

When you select this option, all applied payments are unapplied. Then, all
payments are applied to their eligible charges as if for the first time, following
payment allocation rules. All payments are applied in priority order.
Note. The Payment Applier process does not reset payments if the account is a
payment plan or if the account has write-off or refund transactions.

ID or External Org ID

If you do not select the Select All IDs check box, enter ID numbers for the
students or organizations to which you want payments applied.
Note. When running the process for individual IDs, you cannot include both
students and organizations at the same time.

Writing Off Charges and Account Balances
This section provides an overview of write-offs and discusses how to:

604

•

Create write-offs for individual students.

•

Create write-offs for individual organizations.

•

Select accounts to write off for individual students and organizations.

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•

Select items to write off for individual students and organizations.

•

Process batch write-offs.

•

Reverse write-offs for students.

•

Reverse write-offs for organizations.

Understanding Write-offs
If a receivable becomes impossible to collect, you can write off the receivable by moving the charge within
your general ledger from your receivable or collections account to your write-off account. The system adds
the write-off service indicator to the customer's account and applies the restrictions that you defined for writeoff customers.
If you process a write-off by mistake, or if a customer agrees to pay a debt that you already wrote off, Student
Financials enables you to reverse the write-off.

Pages Used to Write Off Charges and Account Balances
Page Name

Definition Name

Navigation

Usage

Student Writeoff

WRITEOFF_QCK_POST

Student Financials,
Collections, Write Offs,
Post Student Write-off,
Student Writeoff

Create write-offs for
individual students.

Corp Writeoff

WRITEOFF_ORG_POST

Student Financials,
Collections, Write Offs,
Post Corporate Writeoff,
Corp Writeoff

Create write-offs for
individual organizations.

Accounts To Writeoff

WRITEOFF_ACCT_SP

Select the Writeoff
Select accounts to write off
Accounts option or click the for individual students and
Accounts to Writeoff link
organizations.
on the Student Writeoff
page.

Items To Writeoff

WRITEOFF_ITEMS_SP

Select the Writeoff Items
Select items to write off for
option and click the Items to individual students and
Writeoff link on the Student organizations.
Writeoff page.

Write Offs

RUNCTL_WRITE_OFF

Student Financials,
Collections, Write Offs,
Run Write-off Process,
Write Offs

Process batch write-offs.

Writeoff Reversal

WRITEOFF_REVERSAL

Student Financials,
Collections, Write Offs,
Reverse Student Writeoff,
Writeoff Reversal

Reverse write-offs for
students.

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Page Name

Definition Name

Navigation

Usage

Writeoff Corp Reversal

WRITEOFF_ORG_REVER

Student Financials,
Reverse write-offs for
Collections, Write Offs,
organizations.
Reverse Corporate Writeoff,
Writeoff Corp Reversal

Writeoff Detail

WRITEOFF_DTL_SP

Click the Writeoff Detail
link on the Writeoff
Reversal or Writeoff Corp
Reversal page.

Review information about a
write-off.

Creating Write-offs for Individual Students
Access the Student Writeoff page (Student Financials, Collections, Write Offs, Post Student Write-off,
Student Writeoff).

Student Writeoff page

ID

Select the ID of the student whose receivables you are writing off.

Balance

This field displays the total balance of the customer's account.

Anticipated Aid

This field displays the amount of financial aid that was awarded to the student
but not yet disbursed.

Writeoff
Select a write-off method.
Writeoff Balance

606

Select this option to write off the entire amount shown in the Balance field.

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Writeoff Account(s)

When you select this option, the Accounts to Writeoff link becomes available.

Writeoff Item(s)

When you select this option, the Items to Writeoff link becomes available.

Srv Ind Cd (service
indicator code)

Select the service indicator code that sets the desired limitations on transactions
for customers whose accounts you have written off.

Student Accounts and
Academic Information

Click the Student Accounts link to see the View Customer Accounts page. Click
the Academic Information link to view academic plan and enrollment
information.

Item Information
Item Type

Select the item type that you are using for your write-off account. The description
of the item type appears in the field to the right.

Item Amount

The amount of the transaction that you are writing off appears next to the term
you select.

Term

Enter a term for the write-off.

Reference Nbr (reference Enter the reference number that you use to track your write-offs.
number)
Item Effective Date

Enter the effective date of the item.

Payment Details

Click this link to review further details about the write-off.

Creating Write-offs for Individual Organizations
Access the Corp Writeoff page (Student Financials, Collections, Write Offs, Post Corporate Writeoff, Corp
Writeoff).
This page is identical to the Student Writeoff page.
See Also
Chapter 21, "Maintaining Receivables," Creating Write-offs for Individual Students, page 606

Selecting Accounts to Write Off for Individual Students and Organizations
Access the Accounts To Writeoff page (Select the Writeoff Accounts option or click the Accounts to Writeoff
link on the Student Writeoff page.

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Accounts To Writeoff page

Select the check box next to the accounts that you want to write off.

Selecting Items to Write Off for Individual Students and Organizations
Access the Items To Writeoff page (Select the Writeoff Items option and click the Items to Writeoff link on
the Student Writeoff page).

Items To Writeoff page

Select the check box next to the items you want to write off.

Processing Batch Write-offs
Access the Write Offs page (Student Financials, Collections, Write Offs, Run Write-off Process, Write Offs).

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Write Offs page

By ID

Select this option to execute this process for individuals.

By External Org ID (by Select this option to execute this process for organizations.
external organization ID)
Business Unit

Select the business unit for the write-offs that you are processing.

Aging Set andAging
Category

Enter the aging set and the appropriate aging category to select the overdue
amounts. For example, if you select the STD (standard) aging set and the code of
96 for the 120+ day aging category, transactions for individuals or organizations
that match the criteria for the STD aging set and are more than 120 days past due
are selected to be written off.

Past Due Amountand
Last Activity Date

Enter the past due amount criteria for the aging category and the last activity date
to further refine your selection.

Item Type Writeoff

Select the item type that your institution uses for write-offs.

Service Indicator Cd
(service indicator code)

Select the appropriate service indicator code to place a hold on an individual after
you write off charges.
Note. Service indicators cannot be applied to organizations that use the Student
Financials application.

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Report Only

Select this option to produce a report of individuals who are selected for write-off
before you continue with the process.

Group Type and Origin
ID

To perform the write-off, you must create a posting group that consists of all
amounts to be written off. Select the group type and origin ID to use when
creating your posting group. These fields are used for security purposes. You
should use a group type and origin type with limited access.

Running this process creates a posting group. Make note of the posting group ID because you should review
the posting group before you post it. After you are satisfied with the posting group, post it using the Group
Post process.
See Also
Chapter 21, "Maintaining Receivables," Posting Group Data Entries, page 587

Reversing Write-offs for Students
Access the Writeoff Reversal page (Student Financials, Collections, Write Offs, Reverse Student Writeoff,
Writeoff Reversal).

Writeoff Reversal page

610

ID

Enter the ID of the student for whom you want to reverse the write-off.

Term

Enter the term for which you want the write off reversal to apply.

Description

This field displays the description of the write-off item type.

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Term

This field displays the term of the original charge.

Post Date

This field displays the date the write-off was posted.

Amount

This field displays the amount of the write-off.

Balance

This field displays the balance of each transaction.

Rev (reversed)

This field displays the write-off reversal status. When the reversal is complete,
the N changes to a Y to indicate that you successfully reversed the write-off.

Reverse

Click this button next to the write-off that you want to reverse.

Writeoff Detail

Click this link to access the Writeoff Detail page.

Reversing Write-offs for Organizations
Access the Writeoff Corp Reversal page (Student Financials, Collections, Write Offs, Reverse Corporate
Writeoff, Writeoff Corp Reversal).
This page is identical to the Writeoff Reversal page.
See Also
Chapter 21, "Maintaining Receivables," Reversing Write-offs for Students, page 610

Processing Enrollment Deposits
The Enrollment Deposit process enables you to restrict services by automatically placing a service indicator
on student records if the respective students do not pay the required enrollment deposits. This process also
automatically releases service indicators upon receipt of enrollment deposits.
This section discusses how to:
•

Define basic parameters for the Enrollment Deposit process.

•

Select academic programs and waiver forms for the Enrollment Deposit process.

Pages Used to Process Enrollment Deposits
Page Name

Definition Name

Navigation

Enroll Deposit

RUNCTL_ENRL_DPST

Student Financials, Charges Define basic parameters for
and Payments, Enrollment
the Enrollment Deposit
Deposits, Enroll Deposit
process.

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Usage

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Page Name

Definition Name

Navigation

Usage

Enroll Deposit2

RUNCTL_ENRL_DPST2

Student Financials, Charges Select academic programs
and Payments, Enrollment
and waiver forms for the
Deposits, Enroll Deposit2
Enrollment Deposit process.

Defining Basic Parameters for Enrollment Deposit Processing
Access the Enroll Deposit page (Student Financials, Charges and Payments, Enrollment Deposits, Enroll
Deposit).

Enroll Deposit page

Business Unit

Select the business unit for which you are processing enrollment deposits.

Term

Select the term for which you are processing enrollment deposits.

Item Type Group

Select the item type group that you are using for enrollment deposits.

Amount

Enter the amount of the enrollment deposit. The amount is the monetary amount
of a single deposit.

Service Indicators
Set Srvc Ind (set service Select this option to set service indicator codes.
indicator)
Rel Srvc Ind (release
service indicators)

612

Select this option to release the service indicator codes that have been applied to
student's accounts.

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Srv Ind Cd (service
indicator code)

Select the service indicator code that you want to apply.

Srvc Reason (service
reason),Contact, and
Srvc Impact (service
impact)

Select the service reason code that is attached to the service indicator code, the
contact, and the service impact code.

Letter Generation
Using the 3Cs functionality, you can automatically generate letters to students.
Gen Letter (generate
letter) and Letter Code

When you select the Gen Letter option, use the Letter Code field to identify the
letter that the system generates.

Function, Category,and
Context

Select the desired function, category, and context.

See Also
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Understanding the 3Cs —
Communications, Checklists, and Comments"

Selecting Academic Programs and Waiver Forms (Student Permissions) for
the Enrollment Deposit Process
Access the Enroll Deposit2 page (Student Financials, Charges and Payments, Enrollment Deposits, Enroll
Deposit2).

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Enroll Deposit2 page

All Programs

To evaluate enrollment deposits for all academic programs, select this option.
This selection makes the Academic Program fields unavailable.

Academic Program

Select the academic program whose deposits you want to process.

Permission Form

Select a permission form (Student Permissions) that allows financial aid monies
to pay the enrollment fee for students who have been granted permission.

Processing Late Fees
The Late Fee process enables you to calculate late fees for all students and organizations that are past due on
their accounts.
See Also
Chapter 11, "Setting Up Receivables Maintenance," Setting Up Late Fees, page 344

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Pages Used to Process Late Fees
Page Name

Definition Name

Navigation

Usage

Late Fees

RUNCTL_SFPLATFE

Student Financials, Charges Calculate and post late fees.
and Payments, Late Fees,
Late Fees Processing, Late
Fees

Late Fees

LATE_FEE_TBL

Student Financials, Charges Review late fees for
and Payments, Late Fees,
students.
Review Student Late Fees,
Late Fees

Late Fee Details

LATE_FEE_DTL_EMP

Click the Details link on
the Late Fees page: Late
Fees 2 tab.

Review details about a
student late fee.

Late Fee Messages

LATE_FEE_MESSAGES

Student Financials, Charges
and Payments, Late Fees,
Review Late Fee Messages,
Late Fee Messages

Review errors and warnings
generated during the
processing of student late
fees.

Corp Late Fees

LATE_FEE_ORG

Student Financials, Charges Review late fees for
and Payments, Late Fees,
organizations.
Review Corp Late Fees,
Corp Late Fees

Corp Late Fees - Late Fees
Details

LATE_FEE_ORG

Click the Details link on
the Corp Late Fees - Late
Fees 2 tab.

Review details about a
corporate late fee.

Corp Late Fee Messages

LATE_FEE_ORG_MSG

Student Financials, Charges
and Payments, Late Fees,
Review Corp Late Fee
Messages

Review errors or warnings
generated during the
processing of corporate late
fees.

Calculating and Posting Late Fees
Access the Late Fees page (Student Financials, Charges and Payments, Late Fees, Late Fees Processing, Late
Fees).

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Late Fees page

Batch ID

This field displays the batch ID that the system assigns when it runs the process.

Report Only

Select this option to produce a report without posting the late fee.

Run Options

Select from these values:
All External Organizations: Enables you to process late fees for external
corporate customers. If you select this run option, the ID and External Org ID
fields become unavailable and the From ID and To ID fields become available.
These fields enable you to specify a range of external organizations against
which to process late fees. These fields are not required. If you leave them blank,
the system processes late fees for all external organizations.
Single External Organization: Enables you to process late fees that are incurred
by a single corporate customer. If you select this run option, the External Org ID
field becomes available and the ID,From ID, and To ID fields become
unavailable.
Single Student: This is the default value. It enables you to process a late fee for
one individual. If you select this run option, the ID field becomes available and
the External Org ID,From ID, and To ID fields become unavailable.
All Students: Enables you to process late fees for all students. If you select this
run option, the ID and External Org ID fields become unavailable and the From
ID and To ID fields become available. These fields enable you to specify a range
of students against which to process late fees. These fields are not required. If
you leave them blank, the system processes late fees for all students.

616

Business Unit

Select the business unit for which you are processing late fees.

ID

If applicable, select the ID of the student for which you are processing late fees.
This field becomes available when you select the Single Student run option.

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Chapter 21

Maintaining Receivables

From ID

If applicable, select the beginning ID of your range. This field is only applicable
if you process a range of either students or corporations when using the
respective run options All Students or All External Organizations.

To ID

If applicable, select the ending ID of your range. This field is only applicable if
you process a range of either students or corporations when using the respective
run options All Students or All External Organizations.

If applicable, select the ID of the organization for which you are processing late
External Org ID
(external organization ID) fees.
Late Fee Code

Select the late fee code for the fee schedule that you are applying.

Display Late Fees

Click the Display Late Fees link to access the Display Late Fees page, where you
can review the accounts that were processed in this run.

Display
Errors/Warnings

Click the Display Errors/Warnings link to access the Late Fee Messages page,
where you can view errors or warnings that you encountered during this run.

Processing Late Fees Using the Billing Request Number
An alternative Late Fees process starts with the amount due from a specified billing request number and nets
any payments or credits received on the account since the billing date. If the payments or credits are less than
the amount due, the student is assessed a late fee.

Pages Used to Process Late Fees Using the Billing Request Number
Page Name

Definition Name

Navigation

Late Fees – Billing

RUNCTL_SFPBLTFE

Student Financials, Charges Process late fees using the
and Payments, Late Fees,
Billing Request number.
Late Fees Processing –
Billing, Late Fees–Billing

Late Fees – Billing

SSF_LTFEE_TBL

Student Financials, Charges Review student late fees –
and Payments, Late Fees,
billing for students.
Review Late Fees – Billing,
Late Fees – Billing

Late Fee Messages

LATE_FEE_MESSAGES

Student Financials, Charges Review any errors or
and Payments, Late Fees,
warnings generated during
Review Late Fee Messages the processing of student
late fees.

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Usage

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Chapter 21

Page Name

Definition Name

Navigation

Usage

Review Corp Late Fees Billing (corporation late
fees)

SSF_LTFEE_ORGG

Student Financials, Charges Review late fees for
and Payments, Late Fees,
organizations.
Review Corp Late Fees –
Bill (corporation late fees)

Corp Late Fee Messages
(corporation late fee
messages)

LATE_FEE_ORG_MSG

Student Financials, Charges
and Payments, Late Fees,
Review Corp Late Fee
Messages

Review any errors or
warnings generated during
the processing of corporate
late fees.

Processing Late Fees - Billing
Access the Late Fees - Billing page (Student Financials, Charges and Payments, Late Fees, Late Fees
Processing – Billing, Late Fees–Billing)

Late Fees - Billing page.

Parameters

618

Report Only

Select if the process is Report Only mode.

Business Unit

Select the business unit to be used for identifying the students, organizations, or
both to be processed.

Display Late Fees

Select to access the Display Late Fees page, where you can review the accounts
that were processed in this run.

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Chapter 21

Maintaining Receivables

Display Errors /
Warnings

Select to access the Late Fee Messages page, where you can view any errors or
warnings that you encountered during this run.

Billing Request Nbr
(billing request number)

Enter the number to be used for identifying the students, organizations, or both to
be processed.

Emplid/External Org Id Enter a single student or organization for processing.
(employee ID/external
organization ID)
Late Fee Code

Select a value.

Posting Term

Select the term in which the late fee will be posted.

Include Anticipated
Aid?

Select to include anticipated aid.

Maximum Aid Term

Enter a maximum aid term for the process.

Run

Click to run the Late Fees - Billing process.

Payment Date Range
From

Enter a start date for the payment date range.

To

Enter an end date for the payment date range.

Late Fee Maximum Date Range
From

This value is provided by default from the late fee code setup.

To

Enter an end date for the late fee maximum date range.

Processing Enrollment Cancellation
This section provides an overview of enrollment cancellation and discusses how to:
•

Define student selection criteria for enrollment cancellation.

•

Define charges, offset payments, cancellation options, and service indicators for enrollment cancellation.

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Maintaining Receivables

Chapter 21

Understanding Enrollment Cancellation
The Enrollment Cancellation process selects students for enrollment cancellation when they are past due on
their fee payments. You can set up the system to cancel individual classes within a term, individual classes
within a session, the entire term, or the entire session for students who meet the past due requirements that
you define. You can apply enrollment cancellation criteria to all students in your institution or only to
students in specific tuition groups or academic programs. You have the flexibility to define enrollment
cancellation rules that meet the specific needs of your institution.
The Enrollment Cancellation process in the Student Financials application selects only students for
cancellation. The actual cancellation process is completed in PeopleSoft Student Records using the Student
Records Term Withdrawal process (SRPCWDPR).
See Also
PeopleSoft Enterprise Student Records 9.0 PeopleBook

Pages Used to Process Enrollment Cancellation
Page Name

Definition Name

Navigation

Usage

Enrollment Cancellation 1

RUNCTL_SFPCLCAN

Student Financials, Tuition
and Fees, Cancellation,
Cancel Enrollment,
Enrollment Cancellation 1

Define student selection
criteria for enrollment
cancellation.

Enrollment Cancellation 2

RUNCTL_SFPCLCAN2

Student Financials, Tuition
and Fees, Cancellation,
Cancel Enrollment,
Enrollment Cancellation 2

Define charges, offset
payments, cancellation
options, and service
indicators for enrollment
cancellation.

Enrollment Cancellation

CANC_TERM_CLASS

Student Financials, Tuition
and Fees, Cancellation,
Review Enrollment
Cancellation, Enrollment
Cancellation

Review results of the
Enrollment Cancellation
process.

Enrollment Cancellation
Messages

CANC_MESSAGES

Student Financials, Tuition
and Fees, Cancellation,
Review Cancellation
Messages

Review messages generated
by the Enrollment
Cancellation process.

Defining Student Selection Criteria for Enrollment Cancellation
Access the Enrollment Cancellation 1 page (Student Financials, Tuition and Fees, Cancellation, Cancel
Enrollment, Enrollment Cancellation 1).

620

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Chapter 21

Maintaining Receivables

Enrollment Cancellation 1 page

Business Unit

Select the business unit for the students that you are reviewing.

Report Only

Select to view which students are eligible for cancellation without completing the
process. The results of the report are available when you click the Display
Cancellation link.

Display Cancellation

Click to view cancellation results. It does not matter whether the Report Only
check box is selected. The system displays results for the Class Cancellation
process you have run.

Display Cancellation
Messages

Click to view enrollment cancellation warning and error messages.

Cancellation Type
Define which enrollments are canceled by running the process. The cancellation type works in conjunction
with the Cancel Completed Classes and Cancel Classes With Grades check boxes on the Enrollment
Cancellation 2 page to determine what type of request the Enrollment Cancellation process generates for a
student.

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Maintaining Receivables

Term Cancellation

Chapter 21

Select to cancel all the classes that a student is taking for a term.
If you select this option and you also select the Cancel Completed Classes check
box, Cancel Classes With Grades check box, or both, then the Enrollment
Cancellation process generates a term cancellation request for each selected
student.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and a student has either completed a
class or has a graded class, then the Enrollment Cancellation process generates an
enrollment request with an action of drop, instead of a term cancellation request,
for the student's uncompleted and ungraded classes.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and the student has no completed or
graded classes, then the Enrollment Cancellation process generates a term
cancellation request.

Session Cancellation

Select to cancel all the classes that a student is taking for a session.
If you select this option and you select the Cancel Completed Classes check box,
the Cancel Classes With Grades check box, or both, then the Enrollment
Cancellation process generates a session cancellation request for each selected
student.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and a student has either completed a
class or has a graded class, then the Enrollment Cancellation process generates an
enrollment request with an action of drop, instead of a session cancellation
request, for the student's uncompleted and ungraded classes.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and the student has no completed or
graded classes, then the Enrollment Cancellation process generates a session
cancellation request.

622

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Chapter 21

Class by Class Within
Term

Maintaining Receivables

Select to cancel individual classes within a term.
If you select this option and you select the Cancel Completed Classes check box,
the Cancel Classes With Grades check box, or both, then the Enrollment
Cancellation process generates an enrollment request with an action of drop. The
system drops each class in the term, one by one, until the past due amount is less
than the Subsequent Amount that you specify. If the request results in all classes
being dropped for a student, then the process generates a term cancellation
request.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and a student has either completed a
class or has a graded class, then the Enrollment Cancellation process generates an
enrollment request with an action of drop for the student's uncompleted and
ungraded classes. The system drops each class, one by one, until the past due
amount is less than the Subsequent Amount.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and the student has no completed or
graded classes, then the Enrollment Cancellation process generates an enrollment
request with an action of drop. The system drops each class, one by one, until the
past due amount is less than the Subsequent Amount. If the request results in all
classes being dropped for a student, then the process generates a term
cancellation request.

Class by Class Within
Session

Select to cancel individual classes within a session.
If you select this option and you select the Cancel Completed Classes check box,
the Cancel Classes With Grades check box, or both, then the Enrollment
Cancellation process generates an enrollment request with an action of drop. The
system drops each class in the session, one by one, until the past due amount is
less than the Subsequent Amount that you specify. If the request results in all
classes being dropped for a student, then the process generates a session
cancellation request.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and a student has either completed a
class or has a graded class, then the Enrollment Cancellation process generates an
enrollment request with an action of drop for the student's uncompleted and
ungraded classes. The system drops each class, one by one, until the past due
amount is less than the Subsequent Amount.
If you select this option, you do not select the Cancel Completed Classes or the
Cancel Classes With Grades check boxes, and the student has no completed or
graded classes, then the Enrollment Cancellation process generates an enrollment
request with an action of drop. The system drops each class, one by one, until the
past due amount is less than the Subsequent Amount. If the request results in all
classes being dropped for a student, then the process generates a session
cancellation request.

Term

Enter the term for which you are canceling enrollments. This field is required.

Session

Enter the session for which you are canceling enrollments if you are using either
session option.

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Maintaining Receivables

Chapter 21

Selection Criteria
Select which students you want to review for enrollment cancellation processing.
All

Select to review all students in the business unit who meet the criteria that you
specify. If you select this option, the Tuition Group and Academic Program fields
are not available.

Tuition Group

Select n to review students within a specific tuition group.

Academic Program

Select to review students within a specific academic program.

Aging Criteria
By Date

Select and enter a date to indicate that any student with a past due amount on the
specified payment date should be selected for enrollment cancellation.

By Days

Select and enter the number of days to indicate that any student with a past due
amount for the number of days specified should be selected for enrollment
cancellation.

Past Due
Initial Amount

Enter the initial past due amount that places a student in the enrollment
cancellation process. Students with past due amounts that are lower than the
initial amount are not selected.

Subsequent Amount

This field is available only when the Class by Class Within Term or Class by
Class Within Session option is selected. The system uses this information to
automatically cancel classes one by one until the past due amount is less than the
subsequent amount.

Example of the Class by Class Cancellation Process with Subsequent Amount
A student enrolls in four classes at a cost of 300 USD per class, but pays only 300 USD. For enrollment
cancellation purposes, the initial amount is 600 USD and the subsequent amount is 350 USD. The system
selects the student as eligible for enrollment cancellation because the past due amount is 900 USD, which
exceeds the specified initial amount. The first class that is cancelled lowers the past due amount to 600 USD.
Because this figure is still higher than the subsequent amount (350 USD), the system cancels a second class,
which brings the past due amount to 300 USD. Because this figure is lower than the subsequent amount
specified, no more classes are cancelled.

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Chapter 21

Maintaining Receivables

Defining Charges, Offset Payments, Cancellation Options, and Service
Indicators for Enrollment Cancellation
Access the Enrollment Cancellation 2 page (Student Financials, Tuition and Fees, Cancellation, Cancel
Enrollment, Enrollment Cancellation 2).

Enrollment Cancellation 2 page

Display Cancellation

Click to access the Enrollment Cancellation page, where you can review details
about students with cancelled enrollment.

Display Cancellation
Messages

Click to access the Enrollment Canc Messages page, where you can review
cancellation messages.

Item Group Selection
Item Group

Select the appropriate item group to indicate the specific charges to be included
in the past due amount.

From/To Term

Enter the From/To Term range for picking up the charges.

Unapplied Payments,
Unapplied Financial
Aid, Anticipated Aid

To reduce charges by certain types of unapplied payments, unapplied financial
aid, or anticipated aid, select the option and then enter the appropriate item group
and the from/to term range for picking up these credits.

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Chapter 21

Options
Cancel Completed
Classes

Select this option to cancel classes that have been completed but not graded. The
system will not cancel any classes for which the student has received grades.

Cancel Classes With
Grades

If grades have been entered, and you want to include graded classes in the
cancellation process, select this option to cancel classes with grades.

Eligible to Enroll

If you select this check box, the Enrollment Cancellation process selects the
Eligible to Enroll check box on the Term Activation page for students selected by
the process. If you do not select this check box, the Enrollment Cancellation
process clears the Eligible to Enroll check box on the Term Activation page for
students that were selected by the process.

Service Impact
Service Impact

Enter a service impact to exclude students from the enrollment cancellation
process. Those students with the service indicator are not selected for the
enrollment cancellation process.
A service impact, once set, is not in effect for all terms after that time. It must be
reset every term or set for the generic term 0000. No effective term is associated
with a service impact. A service impact set at one institution will not be respected
by other institutions.

See Also
PeopleSoft Enterprise Student Records 9.0 PeopleBook, "Managing Student Programs, Plans, and Subplans"

Validating Tables
The Table Validation process is a powerful tool that enables you to report on and correct referential integrity
errors within Student Financials tables. These errors can occur as a result of setup errors, changes to setup
after data is partially processed, or your own modified programs that insert or update Student Financials
tables.

Page Used to Validate Tables

626

Page Name

Definition Name

Navigation

Usage

Table Validation

RUN_CNTL_SFTBLVAL

Student Financials, Charges Run the Table Validation
and Payments, Validate
process.
Tables, Table Validation

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Chapter 21

Maintaining Receivables

Running the Table Validation Process
Access the Table Validation page (Student Financials, Charges and Payments, Validate Tables, Table
Validation).

Table Validation page

Select Option
All IDs

Select to run the process against all accounts in the system. If Individual and
Organization is selected as the ID Option,All IDs is the required Select Option.

One ID

Select to run the process against a single individual or corporate account.

ID Range

Select to process a range of either individual or corporate accounts.

Run Option
Update

Select to correct data errors when they are detected. Clear this check box to
produce reports only. If you select this check box, the process still produces
reports.
Note. When you run the Table Validation process, you have the option of
selecting as many reports and updates as you want. In update mode, data
dependencies and processing must occur in the order that the options appear on
the page.

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Maintaining Receivables

Chapter 21

ID Option
ID Option

Individual and Organization: Select to process all accounts in the system. If you
select this option, the Select Option is limited to All IDs, and the Start and End
fields are hidden.
Individual Only: Select to process only individual accounts. If you select this
option, all Select Options are available.
Organization Only: Select to process only external organization accounts. If you
select this option, all Select Options are available.

From ID

This field is available when either One ID or ID Range is selected as the Select
Option and is labeled appropriate to the ID Option selection.

To ID

This field is available when ID Range is selected as the Select Option and the
label is associated with the appropriate ID Option selection.

Detail Options
In the Detail Options group box, select the reports or updates that you want to process. If the Update run
option is not selected, the process produces a report that identifies referential data integrity discrepancies, but
it does not change any data. If you select the Update run option, discrepancies are corrected as indicated in
each description.

628

Student Account
Balance

Select to compare the account balance from the ACCOUNT_SF table with the
sum of the item amounts from the ITEM_SF table. If the amounts are different,
the system uses the sum of the item amounts to update the account balance.

Corporation Account
Balance

Select to compare the account balance from the ACCOUNT_ORG_SF table with
the sum of the item amounts from the ITEM_SF table. If the amounts are
different, the system uses the sum of the item amounts to update the account
balance.

Item Amount

Select to compare the item amount from the ITEM_SF table with the sum of the
line amounts from the ITEM_LINE_SF table. If the amounts are different, the
system uses the sum of the line amounts to update the item amount.

Payment Amount

Select to compare the payment amounts from the PAYMENT_TBL table with
the sum of the item amounts for each payment from the ITEM_SF table. If the
amounts are different, the system uses the sum of the item amounts to update the
payment amount.

Refund Amount

Select to compare the refund amount from the REFUND_HDR table with the
item amount from the ITEM_SF table. If the amounts are different, the system
uses the item amount to update the refund amount.

Applied Amount

Select to compare the sum of the cross reference amounts from the ITEM_XREF
table with the applied amount from the ITEM_SF table. If the amounts are
different, the system uses the cross-reference amount to update the applied
amount.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 21

Maintaining Receivables

Balance Amount

Select to compare the sum of the cross-reference amount from the ITEM_XREF
table with the net value of the item amount, minus the item balance from the
ITEM_SF table. If the amounts are different, the system subtracts the sum of the
cross-reference amount from the item amount and uses the result to update the
item balance.

Cross Reference
CommonID Table

Select the Cross Reference CommonID Table check box and run the process.
The report performs the following cross checks:
•

For every student with an account that is defined in ACCOUNT_SF and for
every organization with an account that is defined in ACCOUNT_ORG_SF,
the report verifies that a row exists in the SF_COMMON_ID table. If a row
does not exist in the SF_COMMON_ID table and you run the report in
update mode, the system inserts a row for the student or organization ID into
SF_COMMON_ID.

•

For every person or organization, the report verifies for each COMMON_ID
that the maximum item number that is recorded in the ITEM_SF table
matches the field ITEM_NBR_LAST stored in the SF_COMMON_ID table.
When you run the report in update mode, if the ITEM_NBR_LAST in the
SF_COMMON_ID table does not match the highest ITEM_NBR for a given
student or organization in ITEM_SF, the program updates the field
ITEM_NBR_LAST to match the highest ITEM_NBR in ITEM_SF for that
student or organization.

•

For every person or organization, the report verifies for each COMMON_ID
that the maximum payment ID number recorded in the PAYMENT_TBL
matches the field PAYMENT_ID_LAST stored in the SF_COMMON_ID
table. When you run the report in update mode, if the PAYMENT_ID_LAST
in the SF_COMMON_ID table does not match the highest
PAYMENT_ID_NBR for a given student or organization in
PAYMENT_TBL, the program updates the field PAYMENT_ID_LAST to
match the highest PAYMENT_ID_NBR in PAYMENT_TBL for that student
or organization.

The report lists any discrepancies found.
Note. Due to its intensive table analysis of the core SF transaction tables and
possible updates to SF_COMMON_ID, you should run the Cross Reference
CommonID Table report in update mode only on a limited basis and only while it
has exclusive access to the system. Do not run other Student Financials processes
while this report is running.

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Maintaining Receivables

Cross Reference
CommonID Field

Chapter 21

Select the Cross Reference CommonID Field check box and run the process.
The report cross checks COMMON_ID and SA_ID_TYPE against the fields
EMPLID and EXT_ORG_ID in the following tables:
•

ITEM_SF

•

ITEM_LINE_SF

•

PAYMENT_TBL

•

ITEM_DUE_SF

For each table, the system reports errors when the following conditions occur:
1. Both EMPLID and EXT_ORG_ID are populated.
2. Neither EMPLID nor EXT_ORG_ID is populated.
3. The SF_COMMON_ID.SA_ID_TYPE = P (person) and the EMPLID has a
value that is not the same value in COMMON_ID.
4. The SF_COMMON_ID.SA_ID_TYPE = O (organization) and the
EXT_ORG_ID have values that are not the same value in COMMON_ID.
Note. Even if you run the report in update mode, the system does not update the
EMPLID, EXT_ORG_ID, COMMON_ID, and SA_ID_TYPE fields to prevent
an inadvertent change to these ID fields. You must identify the correct values and
make a manual correction in all relevant tables.

630

Cross Reference Item
Amount

Select to compare the sum of the cross-reference amounts from the ITEM_XREF
table with the item amount from the ITEM_SF table. If the item amount is less
than this sum, the values in the ITEM_XREF table are set to zero and the errors
are reported. To correct the errors, the payments must be backed out and then
reapplied. Each payment can be backed out manually or by running the Applied
Amount and Balance Amount reports after running this report. Exception: If the
item is linked to a contract, the system does not set the values in the
ITEM_XREF table to zero. To correct the errors, the contracts must be cancelled,
the update process must be run again to zero the ITEM_XREF values, and the
contracts must be reapplied.

Cross Reference
Effective Date

Select to find any missing effective dates in the ITEM_XREF table to the item
effective date in the ITEM_SF table. If dates are missing, the system uses the
item effective date from ITEM_SF to update the effective date.

Cross Reference
Payment ID

Select to find any missing payment ID numbers from the ITEM_XREF table with
the payment ID number from the ITEM_SF table. If the numbers are different,
the system uses the payment ID number from ITEM_SF to update the payment
ID number in ITEM_XREF.

Cross Reference
Contract Nbr (cross
reference contract
number)

Select to validate the contract number in the ITEM_XREF table. If the item
number contract is populated but the contract number is blank, the system uses
the contract number from the TP_STUDENT table to update the ITEM_XREF
table.

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Chapter 21

Maintaining Receivables

Item Due Info
Item Due Date

Select to find due date discrepancies in the ITEM_DUE_SF table. The program
compares this due date with the due date from the ITEM_LINE_SF table. If the
dates are different, the system uses the due date from ITEM_LINE_SF to
calculate the appropriate value and update the ITEM_DUE_SF due date.

Initial Run

Select in conjunction with the Item Due Date option to delete all due date values
from the ITEM_DUE_SF table before recalculating them. This option only has
an effect if the report is run in update mode.
Note. The Item Due Date and Initial Run fields must always be considered
together.

Commit Option
Commit At the End

Select to commit changes only at the end of processing.
This option applies only to the Item Due Date option.

Commit Level

Select to specify a commit level. When you select this option, you are required to
specify a value in the box that appears to the right. The program commits
changes to the table after each 100 IDs have been processed.
Note. This option applies only to the Item Due Date option.

You can use the Operator ID and Date Time Stamp columns to find out who last performed an update or
insert operation on the following tables and when the operation was last performed
•

ITEM_SF

•

ITEM_LINE_SF

•

PAYMENT_TBL

•

ITEM_DUE_SF

•

ACCOUNT_SF

•

ACCOUNT_ORG_SF

•

ITEM_XREF

•

BI_BILL_HEADER

•

BI_BILLING_LINE

•

SF_ACCTG_LN

You will need to use a query tool to find out the Operator ID and Date Time Stamp column values.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

631

Chapter 22

Maintaining Customers
This chapter provides an overview of the Maintain Customers feature and discusses how to:
•

Manage student permissions.

•

Process and review customer credit history.

Understanding the Maintain Customers Feature
The Maintain Customers feature provides components that enable you to maintain, view, and report some
student data within PeopleSoft Student Financials without having to access the PeopleSoft Campus
Community application. The Maintain Customers feature has these components:
•

Address Maintenance

•

Electronic Addresses

•

Relations with Institution

•

Residency Data

•

Service Indicator Data

•

Active Service Indicators

•

Address Search

•

Address Listing

Understanding the Maintain Customers Feature
For more information:
See Also
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook

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Chapter 22

Managing Student Permissions
This section provides an overview of student permissions and discusses how to:
1. Create student permission forms to apply restricted credits.
2. Attach student permission forms to student records.
3. Attach student permission forms to charge priority lists.

Understanding Student Permissions
Certain types of credits to a student's account are restricted as to what types of charges they can be applied to
as well as what term or terms, by Aid Year versus by Academic Year. For example, the Department of
Education requires authorization from a student before applying Title IV financial aid to a students account
for charges other than allowable charges, which are tuition, mandatory fees, and contracted housing and
board. Additionally, some scholarships pay charges for a specific term. Student permissions, which are
granted by the student, allow this money to pay charges incurred from other terms.
Institutions that use an automated system to manage student finances can create student permissions that are a
record of standing permissions from students to apply restricted credits.
Note. If you attach student permissions to a charge priority, you can define the terms for which permission is
required for application of payment.

Pages Used to Manage Student Permissions

634

Page Name

Definition Name

Navigation

Usage

Permission Form

WAIVER_FORM_TABLE

Set Up SACR, Product
Create permission form for
Related, Student Financials, applying restricted credits.
Charges and Payments,
Student Permission Forms,
Permission Form

Assign Student Permissions

STDNT_WAIVER_FORM

Student Financials, Charges Assign permission to apply
and Payments, Assign
restricted credits.
Student Permissions

Details

ITEM_CHRG_TYP_PRT2

Set Up SACR, Product
Attach permission forms to
Related, Student Financials, charge priority lists.
Charges and Payments,
Charge Priority List, Details

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Chapter 22

Maintaining Customers

Creating Student Permission Forms to Apply Restricted Credits
Access the Permission Form page (Set Up SACR, Product Related, Student Financials, Charges and
Payments, Student Permission Forms, Permission Form).

Permission Form page

Enable for Self Service

Select the check box to identify permission waivers as eligible for use in student
self-service.

Attaching Student Permission Forms to Student Records
Access the Assign Student Permissions page (Student Financials, Charges and Payments, Assign Student
Permissions).

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Chapter 22

Assign Student Permissions page

Permission Form

Enter the permission form that you want to attach to the student's record.

Originated from SelfService

This check box is selected by default when the permission form is initiated via
the self-service application.

For each Permission (Waiver) level 2 added in the Effective Date section, the Oprid and the Process
Date/Time fields are modified to indicate who performed the update.

Attaching Student Permission Forms to Charge Priority Lists
Access the Details page (Set Up SACR, Product Related, Student Financials, Charges and Payments, Charge
Priority List, Details).
Attach Student Permission forms to charge priority lists during the setup of your charge priority list rules.
See Also
Chapter 2, "Completing Student Financials General Setup," Defining Charge Priority List Rules, page 41

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Chapter 22

Maintaining Customers

Processing and Reviewing Customer Credit History
The Credit History process assigns outstanding charges for one or more students or organizations to aging
categories of a particular aging set. After the charges are assigned to aging sets, you can use the Collect
Receivables feature to begin the collection process.
See Also
Chapter 2, "Completing Student Financials General Setup," Setting Up Aging Sets, page 37

Pages Used to Process and Review Customer Credit History
Page Name

Definition Name

Navigation

Usage

Credit History

RUNCTL_CREHIST

Student Financials,
Collections, Credit History,
Process Credit History,
Credit History

Process customer credit
history.

Credit History

CREDIT_HIST_LIST

Student Financials,
Collections, Credit History,
Review Credit History

Review the aging history of
a student's account.

Corporation Credit History

CREDIT_HIST_LIST_O

Student Financials,
Collections, Credit History,
Review Corp Credit
History, Corporation Credit
History

Review the aging history of
an organization's account.

Processing Customer Credit History
Access the Credit History page (Student Financials, Collections, Credit History, Process Credit History,
Credit History).

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Chapter 22

Credit History page

Select Option

638

All IDs

Select to run the Credit History process for all students or organizations with
outstanding charges in the database.

One ID

Select to run the Credit History process for a single student or external
organization. When you select this option, the ID field or the External Org ID
field appears, depending on the value that you select in the ID Switch field.

ID Range

Select to run the Credit History process for a range of students or external
organizations. When you select this option, the Start EmplID and End EmplID
fields or the Start Ext Org ID (start external organization ID) and End Ext Org ID
(end external organization ID) fields appear, depending on the value that you
select in the ID Switch field.

Last Activity Date

Select to run Credit History process for only those students or external
organizations that have had activity on their accounts since a given date. When
you select this option, the Last Activity Date field appears.

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Chapter 22

Temp Table

Maintaining Customers

Select this option to have the system insert records into the temp table for credit
history processing. When you select this option, the Temp Table ID field and the
Last Activity Date Options, Process Only, and Population Selection group boxes
appear. You can use these group boxes to determine which records should be
inserted into the temp table for credit history processing.

Processing Options
Aging Set

Enter the aging set containing the aging categories to which you want to assign
outstanding charges.

ID Switch

Choose whether the Credit History process includes students or organizations.
Select the By Emplid (by employee ID) value to run the process for students or
the By Org ID (by organization ID) value to run the process for organizations.

ID

Select the identification number of the student for whom you are running the
Credit History process.

Select the identification number of the organization for which you are running
External Org ID
(external organization ID) the Credit History process.
Start ID and End ID

Use these fields to set a range of students for which you want to run the Credit
History process.

Start Ext Org ID and
End Ext Org ID

Use these fields to set a range of organizations for which you want to run the
Credit History process.

Last Activity Date

Enter the date on or after which activity must have occurred in a student or
corporate account to be included in the Credit History process.

Temp Table ID

Select the temp table into which the system inserts records for credit history
processing.

Last Activity Date Options
Use this group box to specify how the system should determine the Last Activity Date for the temp table
option. Use this group box in conjunction with the Process Only group box.
Use This Date

Enter the date the system uses as the Last Activity Date. For example, if you
enter January 10 2009, only activities that have occurred on or after January 10
2009 in a student or corporate account are included in the Credit History process.

Use Last Run Date

Select to have the system use the date when the Credit History process last ran as
the Last Activity Date. To find out the last run date, the system looks at records
with the same Operator ID and Run Control ID as the current run. If the last run
date record is not available, the system sets the Last Activity Date as one day
prior to the current run date. For example, if you run the Credit History process
on January 10 2009 and the system does not find any last run record, the system
uses January 09 2009 as the Last Activity Date.

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Maintaining Customers

Use Run Date Minus
(days)

Chapter 22

Enter the number of days that the system should subtract from the current run
date to calculate the Last Activity Date. For example, if you enter 2 in this field
and the process is run on January 10 2009, the system uses January 08 2009 as
the Last Activity Date.

Process Only
Use this group box in conjunction with the Last Activity Date Options group box for the Temp Table option.
Last Activity

Select to run the process for students or organizations that have activities
occurring on or after the Last Activity Date. For example, if you have selected
this option and entered January 10 2009 in the Use This Date field, only activities
that have occurred on or after January 10 2009 in a student or corporate account
are included in the Credit History process.

Last Activity and Age
History

Select to run the process for students or organizations that have activities
occurring on or after the Last Activity Date.
By selecting this option, the process includes the existing non-zero credit history
records in the temporary table for processing. These records are included to
ensure that the correct aging category is applied (an existing entry moves from a
past due aging category to another, for example, from past due 31-60 to past due
61 -90).
The Last Activity and Age History selection excludes the accounts in the
maximum aging category, if no activity has occurred since the last activity date
specified. These accounts cannot age beyond the maximum aging category. To
reduce the population selected for the credit history process and improve
performance, the accounts are therefore not selected. Removing a service
indicator does not constitute an activity.

To Release Service
Indicators

Select to run the process for students or organizations that have activities
occurring on or after the Last Activity Date. By selecting this option, the process
also determines whether the selected activities have service indicators which
need to be released. The process uses the options you have set up in the Service
Indicator Set group box to determine which service indicators need to be
considered.

Include Max Aged
History

If service indicators have been manually removed for any accounts in this
category, the accounts will not be included in the credit history process and a
service indicator will not be placed on the account again.
If you select the Include Max Aged History check box, the accounts in the
maximum aging category are included in the temp table and are processed in the
credit history process.

Population Selection
Use this group box if you want to use a Population Selection tool for the temp table option. You can select
only PS Query or External File as the selection tool. For information about Population Selection, see the
Campus Community Fundamentals PeopleBook.

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Chapter 22

Maintaining Customers

Service Indicator
Service Indicator
Update

Select to post a service indicator to the accounts. When you select this check box,
the Service Indicator Set,Placed Person ID, and Exclude Service Impact fields
appear in the group box.

Service Indicator Set

Enter the set of rules that you want to use for the service indicator.

Placed Person ID

Enter the identification number of the person who is assigning the service
indicator.

Exclude Service Impact Enter the value that restricts a service indicator from being applied through the
Credit History process.

Back Date
Back Date Flag

Select this check box if you want to recalculate credit history for a previous date.
If you select this option, the Back Date field appears in the group box.

Back Date

Enter the previous date for which you want to run the Credit History process.
Note. When running this option, the system will create two records: one record
for today's date (effective date) and one record for the back-dated effective date
record.

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Chapter 23

Collecting Receivables
This chapter provides an overview of receivables collection and discusses how to:
•

Assign collection items to collectors and worklists.

•

Work collection items.

•

Update collection letter information.

•

Process collection letters.

•

Add to a collector's queue without using worklists.

•

View customers and corporations that are in collection.

Understanding Receivables Collection
This section lists prerequisites and common elements and provides an overview of receivables collection.

Prerequisites
Before you can move items into or out of the collection system, you must run the Credit History
(RUNCTL_CREHIST) process to determine the aging categories in which past due items belong.
See Also
Chapter 22, "Maintaining Customers," Processing and Reviewing Customer Credit History, page 637

Common Element Used in This Chapter
Collection ID (collection A system-assigned ID for a given collection item.
identifier)

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Collecting Receivables

Chapter 23

Receivables Collection
The Collect Receivables feature provides early intervention for past-due accounts. The feature interacts with
PeopleSoft Workflow to assign collections items to the worklist of specific users. In addition, the feature
interacts with the 3Cs (communications, comments, and checklists) from Campus Community to generate
automated collection (dunning) letters. All the information that is needed to manage the collections cycle is
compiled in one location and can be reviewed and updated by collectors and supervisors.

Assigning Collection Items to Collectors and Worklists
This section discusses how to:
•

Assign collection items to collectors.

•

Assign collection items to worklists.

Pages Used to Assign Collection Items to Collectors and Worklists
Page Name

Definition Name

Navigation

Usage

Process Collections

RUNCTL_COLLECT_SF

Student Financials,
Collections, Process
Collections

Assign collection items to
collectors.

Assign Collections Worklist

RUNCTL_COLLECT

•

Student Financials,
Collections, Assign
Customers to Worklist,
Assign Collections
Worklist

Assign collection items to
worklist.

•

Student Financials,
Collections, Assign
Corporation to
Worklist, Assign
Collections Worklist

Assigning Collection Items to Collectors
Access the Process Collections page (Student Financials, Collections, Process Collections).

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Chapter 23

Collecting Receivables

Process Collections page

Option
ID Switch

Select whether to assign collection items for students or for organizations. The
two valid values for this field are By Emplid and By Org ID.

Report Only

The Assign Collector process normally generates a report of the collection items
that it assigns to collectors. If you want to generate the report of what
assignments the system will make without actually making them, select this
check box.

Parameters
Reason In

Enter the reason in code that the system attaches to each item that the Assign
Collector process moves into the collection system.

Reason Out

Enter the reason out code that the system attaches to each item that the Assign
Collector process moves out of the collection system.

The Assign Collector (SFCOLLEC) process assigns each receivable that is eligible for collection to a
collector based on the collection criteria that you established during your collections setup. It creates new
collection records for items moved into collections for the first time. In addition, it updates the collection
records for items that have been resolved or modified since the last time the process was run.
See Also
Chapter 2, "Completing Student Financials General Setup," Setting Up Business Units, page 19

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Collecting Receivables

Chapter 23

Assigning Collection Items to Worklists
Access the Assign Collections Worklist page (Student Financials, Collections, Assign Customers to Worklist,
Assign Collections Worklist).
The Collections (SSF_ASGNWORK) process (if you assign collection items by user ID) or the Collections
Role SSF_ASGNWORK process (if you assign collection items by role) routes collection items to the
worklist of the appropriate collector.
Note. If you access this page using the Assign Org Worklist component, you can choose to run the Process
Org Collections process (if you assign collection items by user ID) or the Process Org Role Collections
process (if you assign collection items by role) when you click Run. These processes route organization
collection items to worklists rather than student collection items.

Working Collection Items
This section provides an overview of collection items and discusses how to:
•

View demographic information and collection items.

•

Select collection letter templates for collection items.

•

Record collection steps and follow-up actions for collection items.

Understanding Collection Items
After you assign collection items to the appropriate worklists, your collectors can begin working each item.
Working Student Collection Items
Collectors and supervisors use the Demographic Information and Collection Information pages to work
student collection items. You can access these pages using three different components:
•

Customer Conversations
Collectors normally use the Customer Conversations component to manually create a collection record for
a past-due item without running the Assign Collector process.

•

Customer Conversations Wrklst (customer conversations worklist)
This is the most common component that collectors use to work student collection items. It is also the
most secure method for working collection items because collectors can access this component only
through their personal worklists.

•

Customer Conversations Update
This component is the least secure of the three. It is intended for users in a supervisory position who
check and update the work of the collectors at your institution. Using this component, a supervisor can
access any collection item that is associated with a given business unit.

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Chapter 23

Collecting Receivables

Working Corporate Collection Items
Collectors and supervisors use the Demographic Information and Cust Conv Coll (customer conversation
collection) pages to work corporate collection items. You can access these pages using three different
components:
•

Org Customer Conversations (organization customer conversations)
Collectors use this component to work corporate collection items in the same way that they use the
Customer Conversations component to work student collection items.

•

Org Customer Convers Wrklst (organization customer conversations worklist)
Collectors use this component to work corporate collection items in the same way that they use the
Customer Conversations Wrklst component to work student collection items.

•

Org Customer Convers Update (organization customer conversations update)
Collectors use this component to work corporate collection items in the same way that they use the
Customer Conversations Update component to work student collection items.

Pages Used to Work Collection Items
Page Name

Definition Name

Navigation

Usage

Demographic Information

CUST_CONV

Student Financials,
Collections, Collection
Effort, Begin Customer
Collection, Demographic
Information

View demographic
information and collection
items for a student.

Demographic Information

CUST_CONV_ORG

Student Financials,
Collections, Collection
Effort, Begin Corporate
Collection, Demographic
Information

View demographic
information and collection
items for an organization.

Collections Dunning Letter

COLL_DUNN_LTR_SP

Click the Dunning Letter
Info (dunning letter
information) link on the
Demographic Information
page.

Select collection letter
templates for item types.

Credit History

CRED_HIST_LST_SP

Click the Get Credit
History link on the
Demographic Information
page.

Review the credit history of
the student whose collection
records you are working.

Credit History

CRED_HIST_LST_SP_O

Click the Get Credit
History link on the Org
Customer Convers Wrklst Demographic Information
page

Review the credit history of
the organization for which
you are working collection
records.

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Collecting Receivables

Chapter 23

Page Name

Definition Name

Navigation

Usage

Collection Information

CUST_CONV_COLL

Student Financials,
Collections, Collection
Effort, Begin Customer
Collection, Collection
Information

Record collection steps and
follow-up actions for
collection items.

Communication

COMM_SF_SP

Click the Get
Communication link on the
Collection Information
page.

View information about
communication records that
you created for the
collection item.

Checklist

PERS_CHKLST_SF_SP

Click the Get Checklist link View information about
on the Collection
checklist records that you
Information page.
created for the collection
item.

Comments

CMNT_SF_SP

Click the Get Comment
link on the Collection
Information page.

View information about
comment records that you
created for the collection
item.

Viewing Demographic Information and Collection Items
Access the Demographic Information page (Student Financials, Collections, Collection Effort, Begin
Customer Collection, Demographic Information).

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Chapter 23

Collecting Receivables

Demographic Information page

ID

Displays the ID of the student whose collection items you are working. The name
of the student appears to the right of this field.
If you access this page from the Customer Conversations component or the
Customer Conversations Update component, use this field to select the student
whose collection items you want to work.

Dunning Letter Info
(dunning letter
information)

Click to access the Collections Dunning Letter secondary page.

Reason In

Displays the reason in code that is associated with the collection record.
If you are using this page to manually create a collection record, use this field to
select a reason in code for the collection record.

Get Credit History

Click to access the Credit History secondary page.

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Collecting Receivables

Chapter 23

Phone Info
This scroll area displays all of the phone numbers that are associated with the student. If you select the check
box next to one of the phone numbers, the selected phone number appears in the Phone field on the Collection
Information page.

Selecting Collection Letter Templates
Access the Collections Dunning Letter page (click the Dunning Letter Info link on the Demographic
Information page).

Collections Dunning Letter page

650

Template Code

Enter the code of the collection letter template that you want to attach to the
collection record.

Template Assign Date

Enter the date on which you assigned the template to this collection record.

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Chapter 23

Collecting Receivables

Template Status

Displays the status of the collection letter template.

Date Time

Displays the date and time that the Collections Dunning Letter process creates a
communication record for a letter.

Mail Status

Displays the status of the individual collection letter.

Note. If you attached a collection letter template to the collection criteria of the collector who is responsible
for the collection items, the system enters this information automatically when you run Process Collections.
See Also
Chapter 12, "Setting Up Receivables Collection," Setting Up Collection Letter Templates, page 370

Recording Collection Steps and Follow-Up Actions for Collection Items
Access the Collection Information page (Student Financials, Collections, Collection Effort, Begin Customer
Collection, Collection Information).

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Collecting Receivables

Chapter 23

Collection Information page

Note. The Cust Conv Coll (customer conversation collection) page is identical to this page.

652

Follow Up Action

Enter any follow-up actions that are required for the collection record.

User ID

Enter the user ID of the collector who worked this item.

Next Review Date

Enter the date on which this collection record must be worked again if it hasn't
yet been resolved.

Next Review User ID

Enter the user ID of the collector who is assigned to review the collection record
next.

Action Date/Time

Indicates the date and time that a collector last entered information for this
collection record on this page.

Communication Date
Time

Indicates the date and time that a collector last modified the information in the
Communication group box.

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Chapter 23

Collecting Receivables

Checklist Date Time

Indicates the date and time that a collector last modified the information in the
Checklist group box.

Comment Date Time

Indicates the date and time that a collector last modified the information in the
Comments group box.

Phone

If you select the check box next to one of the phone numbers displayed on the
Demographic Information page, that phone number appears here.

Communication
Use this group box to record communication activity that you perform for this collection record that lies
outside of the automated letter generation process.
Letter Code

Enter the letter code of the letter that you sent.

Get Communication

Click to access the Communication page, where you can view information about
any communications that are associated with the collection item that you are
working.

Checklist
Use this group box to record any checklist activity that you perform for this collection record.
Promise Date

Enter the date by which the student promised to make a payment toward a
collection item.

Cash Forecast

Enter the amount of money that the student promised to pay.

Get Checklist

Click to access the Checklist page, where you can view information about any
checklists that are associated with the collection item that you are working.

Comments
Use this group box to record any comment activity that you perform for this collection record.
Category

Enter a category for the comment.

Comment

Enter a comment.

Get Comment

Click to access the Comments page, where you can view information about any
comments that are associated with the collection item that you are working.

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Collecting Receivables

Chapter 23

See Also
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Communications"
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Comments"
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Checklists"

Updating Collection Letter Information
At some point during the collection process, you may need to review and update the status of a collection
letter template that is assigned to a student collection record. Two pages are available for this purpose, one for
student collection letters and one for corporate collection letters. Both pages have identical functionality.
Note. You cannot modify the Template Assign Date field or the Template Code field on either of these pages.
See Also
Chapter 23, "Collecting Receivables," Selecting Collection Letter Templates, page 650
Chapter 12, "Setting Up Receivables Collection," Setting Up Collection Letter Templates, page 370

Pages Used to Update Collection Letter Information

654

Page Name

Definition Name

Navigation

Usage

Collections Dunning Letter

COLL_DUNNING_LTR

Student Financials,
Collections, Letter
Generation, Dunning Letter
Content, Collections
Dunning Letter

Review and update the
collection letter information
for a given student
collection record.

Collections Dunning Letter

COLL_DUNNING_O_LTR

Student Financials,
Collections, Letter
Generation, Corporate
Dunning Letter, Collections
Dunning Letter

Review and update the
collection letter information
for a given corporate
collection record.

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Chapter 23

Collecting Receivables

Processing Collection Letters
The Collect Receivables feature enables you to generate automated collection letters to send to customers
with past-due items. Based on the collection letter templates that you assign to your collection records, the
Collections Dunning Letter process determines which letters to send and creates a communication record for
them in PeopleSoft Campus Community. Your Campus Community personnel use these communication
records to run a letter generation process to generate the letters. In addition, for every letter requiring
generation, the process updates its mail status in Student Financials to Sent. The process updates the template
status of any affected collection letter template to Complete.
See Also
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Managing Communications"

Page Used to Process Collection Letters
Page Name

Definition Name

Navigation

Usage

Collections Dunning Letter

RUNCTL_SFBU

Student Financials,
Collections, Letter
Generation, Generate
Dunning Letters, Collection
Dunning Letter

Run the process that
determines what collection
letters need to be generated
and sent to customers.

Adding to a Collector's Queue Without Using Worklists
This section discusses how to:
•

Manually add students to collections.

•

Manually add corporations to collections.

Pages Used to Add to a Collector's Queue Without Using Worklists
Page Name

Definition Name

Navigation

Usage

Collection Placement

SSF_ASGN_COLLECTN

Student Financials,
Collections, Put Customers
in Collection, Collection
Placement

Manually add students to
collections without using
the workflow process.

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Collecting Receivables

Chapter 23

Page Name

Definition Name

Navigation

Usage

Collection Placement

SSF_ASGN_COLL_ORG

Student Financials,
Collections, Put
Corporations in Collection,
Collection Placement

Manually add corporations
to collections without using
the workflow process.

Manually Adding Students To Collections Without Using The Workflow
Process
Access the Collection Placement page (Student Financials, Collections, Put Customers in Collection,
Collection Placement).

Collection Placement page

The Collection Placement page enables you to assign collectors to students or corporations. However, you
must run the Credit History process first, which uses aging categories against students or corporations to
determine who should be placed in collection
ID

Enter the student whom you want to add to collections.

Reason In

Enter the reason that the student is in collection.

Collector Assigned

Enter the collector.

Manually Adding Corporations To Collections Without Using The Workflow
Process
Access the Collection Placement page (Student Financials, Collections, Put Corporations in Collection). This
page is identical to the page for customers.

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Chapter 23

Collecting Receivables

Viewing Customers or Corporations That Are in Collection
This section discusses how to:
•

View customers in collection.

•

View corporations in collection.

Pages Used to View Customers or Corporations That Are in Collection
Page Name

Definition Name

Navigation

Usage

Collector Queue

SSF_COLLECTOR_INQ

•

Student Financials,
Collections, Collection
Effort, View Customer
Collector Queue,
Collector Queue

•

View collection activity for
a student or corporation by
collector queue, enabling
you to view what is
currently in a collector's
queue.

Student Financials,
Collections, Collection
Effort, View Corporate
Collector Queue,
Collector Queue

Viewing Customers in Collection
Access the Collector Queue page (Student Financials, Collections, Collection Effort, View Customer
Collector Queue, Collector Queue).

Collector Queue page

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Collecting Receivables

Chapter 23

Collection ID and Status Click to either link to view the Demographic Information page.

Viewing Corporations in Collection
Access the Collector Queue page (Student Financials, Collections, Collection Effort, View Corporate
Collector Queue, Collector Queue). This page is identical to the page for customers.

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Chapter 24

Producing Tax Forms and Receipt
Information
This chapter provides overviews of tax form and receipt production and receipt information generation and
discusses how to:
•

Produce and file 1098-T tax forms.

•

Produce T2202A tax forms.

•

Produce T4A tax forms.

•

Generate income tax and donation receipt information.

Understanding Tax Form and Receipt Production
This section lists common elements and discusses tax form production.

Common Elements Used in This Chapter
Calendar Year

For the purposes of tax reports, the calendar year represents the tax year for
which you are reporting.

TIN (taxpayer
identification number)

The number under which an institution files 1098-T tax information.

Tax Form Production
PeopleSoft Student Financials provides tools that you can use when managing your tax data and generating
tax reports. The Manage Tax Reporting feature enables you to process data and generate reports using one
Internal Revenue Service (IRS) tax form and two Canada Customs and Revenue Agency (CCRA) tax forms:
•

1098-T: An IRS form that reports tuition and related expenses for a student to use to claim an educational
tax credit.

•

T2202A: A CCRA form that reports tuition and related expenses for a student to use to claim an
educational tax credit.

•

T4A data: A CCRA form that reports all scholarship-related income for a student.

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Chapter 24

1098-T Tax Forms
The Taxpayer Relief Act of 1997 allows taxpayers to claim educational credits for some higher education
expenses. Institutions that receive qualified tuition and related expenses from or on behalf of a student are
required to furnish each eligible student with an IRS Form 1098-T, Tuition Statement. The information on the
form helps determine whether a student, or the person who can claim the student as a dependent, can claim an
income tax credit for the Hope Scholarship Credit or Lifetime Learning Credit. In addition, for every 1098-T
provided to an eligible student, your institution must also file a 1098-T with the IRS. PeopleSoft Student
Financials enables your institution to print your 1098-T forms for mailing to students and to transmit your
1098-T data electronically to the IRS.
Self-Service 1098-T Forms (United States)
Institutions based in the United States are required annually to issue IRS Form 1098-T to students so that they
can report tuition and fee amounts on their tax returns. PeopleSoft Campus Solutions enables students to
display and print their completed 1098-T forms in PDF format using self-service. This functionality supports
institutions and their efforts to reduce costs and streamline administrative processes. Use Oracle's XML
Publisher tool to create the PDF document.
Institutions can control the appearance of completed forms using the 1098-T TIN Detail setup page.
When 1098-T forms are generated and printed, the student can access a summary of the information from the
completed 1098-T form. The student can then print the completed form in PDF format.
The student is required to provide consent and an eSignature before accessing the completed form.
(CAN) T2202A Tax Forms
Canadian taxpayers can claim tuition and education amounts as tax credits that reduce the amount of federal
income tax they pay. For students to determine whether they are eligible for these tax credits, Canadian
institutions must provide each of them with a Form T2202A. This form details the eligible tuition fees and
education amounts that a student can claim for a given tax year.
(CAN) T4A Tax Forms
The CCRA requires that taxpayers report scholarship-related income. To comply with this requirement,
Canadian institutions must provide each eligible student with a T4A slip detailing any scholarship-related
income. Then, the student is responsible for reporting this income to the federal government.
Student Financials, in conjunction with PeopleSoft Payroll for North America, enables your institution to
produce and print T4A forms. Using Student Financials, you can identify which students have items on their
accounts that are T4A reportable and report these taxable items to your payroll department through an
interface with PeopleSoft Payroll for North America. Your payroll department then uses processes within
PeopleSoft Payroll for North America to produce T4A slips for the applicable students.

Understanding Receipt Information Generation
This section discusses generating income tax receipts and donation receipts.

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Chapter 24

Producing Tax Forms and Receipt Information

Income Tax Receipt Information Generation
Canada allows students who are enrolled in non-degree continuing education courses to claim income tax
credits for tuition fees. For these students to take advantage of this credit, they must receive an income tax
receipt from their respective university listing the following information:
•

GST (goods and services tax) registration number of the university.

•

Student ID.

•

Term in which the student was enrolled in the course.

•

Course title.

•

Course number.

•

Period (date and time) during which the course was covered.

•

Location (facility and room number).

•

Student name.

•

Student address.

•

Assessed fee.

•

Assessed GST, along with an indication of any tax exemptions.

•

Tax credit portion.

•

Date issued.

•

Payment method.

Donation Receipt Information Generation
Universities often receive donations from students and third-party organizations. When this occurs, the
university is responsible to provide a receipt listing the following information:
•

GST registration number of the university.

•

Date that the university received the donation.

•

Date that the university issued the receipt.

•

Name of the student or third-party organization.

•

Address of the student or third-party organization.

Producing and Filing 1098-T Tax Forms
This section lists prerequisites and discusses how to:
•

Generate 1098-T data.

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Chapter 24

•

Review 1098–T messages.

•

Review and override 1098-T data.

•

Validate and audit 1098-T data.

•

Print 1098-T forms and create electronic transmission files.

Prerequisites
Before you begin generating and transmitting 1098-T information, you must complete these setup tasks in
your PeopleSoft Student Financials system:
1. Set up a TIN under which your institution files 1098-T tax information to the IRS.
2. Determine which of your item types to designate as qualified tuition and related expenses.
See Also
Chapter 13, "Setting Up Tax Form Production," Setting Up a TIN, page 376
Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups,
page 55

Pages Used to Produce and File 1098-T Tax Forms
Page Name

Definition Name

Navigation

Usage

Generate 1098-T

RUNCTL_SF_SFP1098P

Student Financials, Taxes,
Generate 1098-T

Generate 1098-T data.

Review 1098–T Messages

SSF_1098T_INQ

Student Financials, Taxes,
Review 1098–T Messages,
Review 1098–T Messages

Review 1098–T messages.

1098-T Data

SF_1098_DTL

Student Financials, Taxes,
Edit 1098-T Data, 1098-T
Data

Edit or review 1098-T data
by student.

Student Financials, Taxes,
Review 1098–T Data,
1098–T Data
1098-T Student Address

662

SF_1098_STUADDR_PB

Click the Student Address
link on the 1098-T Data
page.

View the address of the
student whose 1098-T data
you are reviewing or
overriding.

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Chapter 24

Producing Tax Forms and Receipt Information

Page Name

Definition Name

Navigation

Usage

1098-T Audit Report

RUNCTL_SF_SF1098VP

Student Financials, Taxes,
Tax Reports, 1098-T Audit
Report

Validate and audit 1098-T
data.

1098-T Print

RUNCTL_SF_SF1098RP

Student Financials, Taxes,
Tax Reports, 1098-T Form
Print, 1098-T Print

Print 1098-T forms and
create electronic
transmission files.

1098-T File Info

SF_1098_FILE_PB

Click the File Parameters
link on the 1098-T Print
page.

Enter the file path and file
name of the electronic file
that you want to create and
send to the IRS.

Generating 1098-T Data
Access the Generate 1098-T page (Student Financials, Taxes, Generate 1098-T, Generate 1098-T).

Generate 1098–T page

Control Information
Student Override

Clear to generate data for all applicable students who fall under the federal TIN
and calendar year that you select.
Select to use the fields in the Student Override group box to specify the students
for which the process generates 1098-T data.

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Chapter 24

Bypass Validation Edits
Citizenship

Select to bypass the Citizenship edit, so that a 1098–T is produced for all
students with eligible charges regardless of citizenship status.

Academic Credit

Select to bypass the Earned Academic Credit edit, so that a 1098–T is produced
for all students with eligible charges, even if they are enrolled in classes that earn
no academic credit.

Financial Aid

Select to bypass the Financial Aid edit, so that a 1098–T is produced for students
who have eligible charges paid entirely by Financial Aid.

Financial Info (financial Select to produce a 1098–T for students who have no financial information in
information)
boxes one through six. If the students are currently enrolled, the 1098-T is
produced.

Note. Each edit bypass work independently—an institution can choose one, all, or none of the edit bypasses.

Student Override
ID

Select an ID to generate 1098-T data for the student.

National ID

Use this field to produce a 1098-T for a student who does not have a Social
Security Number (SSN).

Force 1098-T

The Generate 1098-T process generates 1098-T data for all students who meet
the following criteria:
•

The institution received payments of qualified tuition and related expenses
from the student.

•

The student is not a nonresident alien.

•

The student is enrolled in courses for which he or she receives academic
credit.

•

The student's qualified tuition and related expenses are not entirely waived or
paid entirely with scholarships.

•

The student's qualified tuition and related expenses are not covered by a
formal billing arrangement between an institution and the student's employer
or a governmental entity.

If you select the Force 1098-T check box, the system generates a 1098-T record
for the student specified in the ID field, even if the student does not meet the
previous criteria.

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Producing Tax Forms and Receipt Information

The 1098-T (SFP1098P) process retrieves the necessary data from Campus Community and Student Records
to populate and update the PS_SF_1098_DTL table in Student Financials. The system generates new 1098-T
data for students who have no existing 1098-T records. In addition, the process compares the new 1098-T
data it retrieves to any existing 1098-T data. When the process detects differences in an existing row of 1098T data that has never been printed or included in an electronic transmission file, it updates all the affected
fields in the record with the new information. However, if you have already printed a 1098-T record or
included it in an electronic transmission file, the process does not update the existing record. Instead, it inserts
a new row of updated 1098-T information for the student.

Reviewing 1098–T Messages
Access the Review 1098–T Messages page (Student Financials, Taxes, Review 1098–T Messages, Review
1098–T Messages).

Review 1098–T Messages page

Use this page to view the messages that are created when 1098–T data is not generated for a student during
the Generate 1098–T process.
Messages from only the most recent run of the Generate 1098–T process appear.
The Generate 1098–T process stores the message header values in the SSF_1098_MSGHDR table and stores
the message details in the SSF_1098_MSGDTL table. You can access these tables in SF Query Tree.
ID is an optional search criteria when you enter criteria to access this page.

Reviewing and Overriding 1098-T Data
Access the 1098-T Data page (Student Financials, Taxes, Edit 1098-T Data, 1098-T Data).

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Chapter 24

1098-T Data page

1098-T Status
Overridden

Indicates whether either you or the system has overridden a record. The system
designates any records created using the Force 1098-T check box on the Generate
1098-T page as Overridden. When you click the Override Data button, the
system automatically selects the Overridden check box for the resulting new row.
The Generate 1098-T process updates existing overridden records only if it
detects a change in the student's name or SSN. When editing a record, you can
clear this check box.

Printed

Indicates whether you have printed a 1098-T form for this record. When you run
the 1098-T Form Print report, the system selects this check box for all the records
it prints. The date and time that the system printed the record appears to the right
of the field.
To reprint a 1098-T form for a student, use the Override Data button to clear the
Printed check box. Then use the 1098-T Print process to reprint the form.

File Created

666

Indicates whether you have included a 1098-T record in an electronic
transmission file. When you run the 1098-T Form Print report, the system selects
this check box for all the records it includes in the transmission file. The date and
time that the system created the transmission file appears to the right of the field.

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Chapter 24

Correction

Producing Tax Forms and Receipt Information

If you create a transmission file to send to the IRS and then discover an error in
one of the records, you must submit a correction for that record. If you run the
Generate 1098-T process and it inserts a new row for a record already included in
a transmission file, the system selects this check box for the inserted row.
Note. If you manually edit a record that is already included in a transmission file,
select the Correction check box.

Validation Status

Indicates whether the data in the record is valid. The 1098-T Audit report
automatically sets the validation status to one of the following values. When you
run the 1098-T Form Print report, the system uses this field to determine whether
to pick up the record.
Do Not Report: The 1098-T Form Print report ignores records with this
validation status. You can only assign this validation status to a record manually.
Change the validation status to Do Not Report if you determine that you do not
want to print or electronically file a 1098-T tax form for this student.
Failed Validation: The 1098-T Form Print report does not pick up records with
this validation status. If you run the 1098-T Audit report to validate your data and
it determines a record to be invalid, the system assigns this validation status to
the record.
Passed Validation: The 1098-T Form Print report picks up records with this
validation status. If you run the 1098-T Audit report to validate your data and it
determines a record to be valid, the system assigns this validation status to the
record.
Pending Validation: The 1098-T Form Print report does not pick up records with
this validation status. The system assigns this validation status to all new records
created by the Generate 1098-T process. In addition, if you click the Override
Data button, the system assigns the new row this validation status.
Validation Overridden: The 1098-T Form Print report picks up records with this
validation status. You can only assign this validation status to a record manually.
Assign this value when a student's 1098-T data fails validation and you want the
printing and file creation process to ignore the errors, transmitting the data
exactly as it appears.

Disable 1098-T selfservice

Select to prevent the current record from appearing on the 1098–T Year Select
page.
By default, this check box is cleared.

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Override Data

Chapter 24

Click if you want to edit any of these fields: Overridden, Printed, File Created,
Validation Status, and Correction.
You can also override data such as financial information and the SSN in the
Student 1098-T Data group box.
When you click the Override Data button, the system inserts a new row for the
student and selects the Overridden check box by default.
If a Social Security Number is not entered in the National ID field on the Campus
Community Biographical Details page, the system enters a value of all nines (9s)
in that field. This value appears by default in the SSN field on the 1098–T pages.
The IRS does not accept invalid SSNs (for example, all nines, ones, zeroes). If no
valid SSN exists, the SSN can be recorded as blank, which the IRS accepts.
When you click the Override Data button, the SSN field becomes available for
edit. You can then enter a valid SSN or delete the invalid SSN and leave the field
blank.
Updating the SSN field on the 1098–T page does not update data in Campus
Community.

Student 1098-T Data
(1) Payments Received

Displays the value that prints in Box 1 on 1098-T forms. (Payments received that
applied to eligible tuition and fee charges.)

(2) Amount Billed

Displays the value that prints in Box 2 on 1098-T forms. (Billed eligible tuition
and fee charges.)

(3) Reporting Method
Change

Selects this check box if you have changed your reporting method on the TIN
Setup page.

(4) Prior Year Adj (prior Displays the value that prints in Box 4 on 1098-T forms.
year adjustment)
Indicates adjustments made for a prior year to payments received or amount
billed (adjustments to Box 1 or 2 for prior year).
(5) Financial Aid

Displays the value that prints in Box 5 on 1098-T forms.
Indicates receipt of scholarships or grants.

Displays the value that prints in Box 6 on 1098-T forms.
(6) Prior Year FA Adj
(prior year financial aid Indicates adjustments to scholarships or grants for a prior year.
adjustment)
(7) Includes Future
Period

668

Displays the value that prints in Box 7 on 1098-T forms.
The system selects this check box during the Generate 1098-T process if any of
the amounts reported in Boxes 1 or 2 (Payments Received or Amount Billed)
were related to an academic period that last from January through March. March
of the following year.

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Chapter 24

(8) Half Time

Producing Tax Forms and Receipt Information

Displays the value that prints in Box 8 on 1098-T forms.
The system selects this check box during the Generate 1098-T process if the
student's academic load was at least half-time during any term within the taxreporting year.

(9) Graduate

Displays the value that prints in Box 9 on 1098-T forms.
The system selects this check box during the Generate 1098-T process if the
student was enrolled as a graduate student during any term within the taxreporting year.

Student Address

Click to access the 1098-T Student Address page.

Note. The inquiry version of this page (Student Financials, Taxes, Review 1098–T Data, 1098–T Data)
displays the same information as the (Edit 1098-T Data) 1098-T Data page. However, the inquiry page has no
Override Data button, so you cannot edit any of the information that appears.

Viewing a 1098–T Form
Click the View 1098–T link on the (Review 1098–T Data) 1098–T Data page to access a 1098–T form (.pdf)
and print it for a student.
You can also access the View 1098–T link on this page by clicking the 1098–T link on the finances page in
the Student Service Ctr (Student).
Here is an example of the 1098–T Data page (Student Financials, Taxes, Review 1098–T Data, 1098–T Data)
showing the View 1098–T link:

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Chapter 24

1098–T Data example page

The View 1098–T link appears only if the Use Electronic Statements check box on the 1098–T TIN Detail
setup page is selected. The link appears whether or not the Display 1098–T Self Service check box on the
setup page is selected.
The link is enabled only when the value in the Validation Status field is Passed Validation or Validation
Overridden.
If the record fails validation because of an invalid SSN, you can use the Override Data button on the (Edit
1098–T Data) 1098–T Data page to update the value in the SSN field to blank (a blank SSN can be submitted
to the IRS) or to input a valid SSN. When the Audit/Validation process is run again, blanks are treated as a
valid SSN so the record will not fail validation.
See the documentation about the Override Data button earlier in this section.
Click the link to retrieve a 1098–T .pdf of the most recent 1098–T data.
The link is sensitive to the context in the 1098-T Status scroll area—that is, the .pdf is generated using the
data in context (the example 1098–T page has 4 rows of data).
Note. The View 1098–T link does not appear on the (Edit 1098-T Data) 1098–T Data page.
See Also
Chapter 24, "Producing Tax Forms and Receipt Information," Validating and Auditing 1098-T Data, page 671
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Using the Student Services
Center Component," Viewing a Student's Self-Service Finances Information

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Chapter 24

Producing Tax Forms and Receipt Information

Validating and Auditing 1098-T Data
Access the 1098-T Audit Report page (Student Financials, Taxes, Tax Reports, 1098-T Audit Report).

1098-T Audit Report page

Report Mode

Select the report mode. Values are:
Audit Only: The report prints all 1098-T records meeting the parameters that you
specify on this page, enabling you to check the data manually before printing or
creating a transmission file.
Validate Only: The 1098-T Audit report checks each applicable record to
determine the validity of its data.
If a record has an invalid SSN, name, or address, the system assigns it a
validation status of Failed Validation and prints it on the 1098-T Audit Report. If
a record has a valid SSN, name, and address, the system assigns it a validation
status of Passed Validation and does not print it. Blanks are a valid SSN for
reporting to the IRS.
In addition, if the system finds any records containing no data for the related
academic statistics period, it issues a warning.
Audit and Validate: The 1098-T Audit Report prints all applicable records and
assigns a validation status to them.

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Print Selection

Chapter 24

Determine which types of 1098-T records the system includes in the 1098-T
Audit Report. Values are.
All 1098-T's: Select to include all types of 1098-T records.
Not Filed Corrected 1098-T's: Select to include only those 1098-T records that
were included in a transmission file and have the Correction check box selected.
Not Filed Original 1098-T's: Select to include only those 1098-T records that
were not included in a transmission file and do not have the Correction check box
selected.
Not Printed Corrected 1098-T's: Select to include only those 1098-T records that
you have not printed and that have the Correction check box selected.
Not Printed Original 1098-T's: Select to include only those 1098-T records that
you have not printed and that do not have the Correction check box selected.

Primary Sort and
Secondary Sort

Use these fields to determine the fields on which the system sorts when printing
the report. It will sort first by the primary sort and then by the secondary sort
value. Both fields have the following available values: Country, ID, Last Name,
Postal Code, SSN, and State.

TIN Control Information
Student Override

Clear to run the report for all applicable students who fall under the Federal TIN
and calendar year that you select.
Select to use the ID field to run the report on only the students that you specify.

See Also
Chapter 24, "Producing Tax Forms and Receipt Information," Reviewing and Overriding 1098-T Data, page
665

Printing 1098-T Forms and Creating Transmission Files
Access the 1098-T Print page (Student Financials, Taxes, Tax Reports, 1098-T Form Print, 1098-T Print).

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Chapter 24

Producing Tax Forms and Receipt Information

1098-T Print page

Transmitter Information
Calendar Year

Select the calendar year for which you are reporting.

Media

Select what you want the report to produce. Values are:
Extract File Only: Select to create a generic extract file containing the 1098-T
Form data.
Extract and Transmittal Files: Select to create the IRS transmission and extract
files simultaneously.
Print Only: Select to print your 1098-T tax forms using 1098-T print stock.
Print and Transmittal File: Select to create the IRS transmission file and
simultaneously print your 1098-T tax forms using 1098-T print stock.
Transmittal File Only: Select to create the IRS transmission file.

Alignment Run

Select to run a print job that helps you align your print stock in the printer. When
you select this check box, the report prints X instead of characters and 9 instead
of numbers in the data fields of your 1098-T print stock. This field is available
only if you select Print Only in the Media field.
Note. Because printer definitions vary, you may have to modify the SQR
(Structured Query Report) for printer alignment purposes.

Alignment Count

Enter the number of dummy 1098-T forms that you want to print in your
alignment run. This field is available only if you select the Alignment Run check
box.

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Producing Tax Forms and Receipt Information

Filing Status

Chapter 24

Select the type of records that you want to include in the report and specify the
type of file that you intend to transmit to the IRS.
Correction: The report includes only those records that have the Correction
check box selected. In addition, the system designates the file as containing only
corrected records.
Original: The report includes only those records that do not have the Correction
check box selected. In addition, the system designates the file as containing only
original records.
Replacement: Select if the IRS rejected the file that you originally sent. The
report includes only original records in the replacement file.
Note. The filing status that you select applies to the entire file. The IRS does not
allow a transmitting TIN to mix original information and correction information
within the same file.
Note. The 1098-T Form Print process always includes all 1098-T forms, even if
they were previously printed or included in a transmission file. Use caution when
running the 1098-T Form Print process after its initial run for a tax year. You
should use the Student Override option with subsequent runs so that only those
students whose information needs to be processed are included in the process.

Test File

Select to set a test file flag in the transmission file that is sent to the IRS. This
selection indicates to the IRS that the file is for testing purposes only.
Note. You should participate in the IRS test electronic filing program. This
program enables you to submit an electronic file containing 1098-T returns so
that the IRS can confirm that the file is in a valid, readable format.

Replacement Alpha
Character

If the IRS rejects your original file, it will request a replacement and assign you a
two-character replacement alpha character to include with your file. Enter it here.
This field is available only if you select Replacement in the Filing Status field.

Primary Sort and
Secondary Sort

Use these fields to determine the fields on which the system sorts when printing
the report. It will sort first by the primary sort and then by the secondary sort.
Both fields have the following available values: Country, EmplID, Last Name,
Postal Code, SSN, and State.

File Parameters

Click to access the 1098-T File Info page.

1098-T File Info Page
File Path

Enter the location where the system sends the transmission and extract files.

Transmission File Name Enter the name of the transmission file. If you do not specify a name for the file,
the default name is IRSTAX.001.

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Producing Tax Forms and Receipt Information

Extract File Name

If you are using another system to print your 1098-T forms, enter the name of the
extract file that the system will use to print the forms. If you do not specify a
name, the default name is SF1098RP.dat.

TIN Control Information
TIN

Select the TIN for which you want to report 1098-T information. You transmit
the information generated by the report using the Transmitter's TIN.

Student Override

Clear to run the report for all applicable students who fall under the federal TIN
and calendar year that you select.
Select to use the ID field to run the report for only the students that you specify.

Producing T2202A Tax Forms
This section lists a prerequisite and discusses how to:
1. Generate T2202A data.
2. Review and edit T2202A data.
3. Print T2202A tax information on preprinted forms.
4. Print T2202A tax information using File Extract.

Prerequisite
Determine which of your item types you want to designate as T2202A- eligible tuition and offsets.
See Also
Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type Groups,
page 55

Pages Used to Produce T2202A Tax Forms
Page Name

Definition Name

Navigation

Usage

Generate T2202A

RUNCTL_SF_SFGT2202

Student Financials, Taxes,
Generate T2202A

Generate T2202A data.

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Chapter 24

Page Name

Definition Name

Navigation

Usage

T2202A Data

SF_T2202A_DATA

Student Financials, Taxes,
Edit T2202A Data, T2202a
Data

Review and edit T2202A
data, or add T2202A data
manually.

Student Address

ADDREMP_SEC

Click the Student Address
link on the T2202A Data
page.

View and edit the address of
the student whose T2202A
data you are reviewing.

Print T2202A

RUNCTL_SFPR2202

Student Financials, Taxes,
Print T2202A

Print T2202A tax
information on preprinted
forms.

Create T2202A Extract File

RUNCTL_SF_SFJT2202

Student Financials, Taxes,
Print T2202A tax
Create T2202A Extract File information using the
Extract File process.

Generating T2202A Data
Access the Generate T2202A page (Student Financials, Taxes, Generate T2202A).

Generate T2202A page

Address Usage

676

Select the logic that the system uses to select the student address associated with
each T2202A form.

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Chapter 24

Report Only

Producing Tax Forms and Receipt Information

Select to create a report of the T2202A data retrieved without actually populating
your Student Financials tables with T2202A data.
Note. Because the process generates effective-dated rows of data, you cannot run
the Generate T2202A Data process more than once per day. However, if you
select the Report Only check box before running the process, the system does not
insert rows of data into your tables. Therefore, you can run the process in report
only mode as many times as you want during a given day.

Citizenship Status

Select the student citizenship status for which you want to generate T2202A data.
You can select from these values: Native, Naturalized, Alien Permanent, Alien
Temporary, Permanent Resident, Employment Visa, Canadian Citizen, Student
Visa, and Not Indicated.

The Generate T2202A process reviews the Student Enrollment table for the reporting calendar year. It
summarizes all enrollment units taken by month and tabulates them to determine the academic load (full-time
or part-time) for each month. The process then writes these results to the T2202A Data records, along with
the financial information regarding tuition amounts.

Reviewing and Editing T2202A Data
Access the T2202A Data page (Student Financials, Taxes, Edit T2202A Data, T2202A Data).

T2202A Data page

Student Address

Click to access the Student Address page, where you can view and edit the
address information for the student whose T2202A data you are reviewing.

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Printed

Chapter 24

Indicates whether you have printed a T2202A form for this row of data. When
you run the Print T2202A process, the system selects this check box for all the
rows of data that it prints. Subsequent runs of the Print T2202A process do not
print any rows with the Printed check box selected. The date and time that the
system printed the record appears to the right of the field.

Reviewing and Entering Enrollment and Tuition Information
If you are reviewing and editing T2202A data, the fields in the lower scroll area are already populated with
information. If you are adding a new row of data, you must enter values in these fields manually.
Acad Program (academic This field displays the academic program in which the student is enrolled. The
description of the selected program appears in the field to the right of this field.
program)
You can edit this description if necessary.
Term

This field displays the term during which a student was enrolled.

FROM and TO

The Month and Year fields under these headings display the starting and ending
month and year of the term.

Tuition Fees

Displays the amount of tuition that the student paid for the term.

Full-Time

This field displays the number of months within the term that the student was
enrolled with full-time status.

Part-Time

This field displays the number of months within the term that the student was
enrolled with part-time status.

Printing T2202A Tax Information on Preprinted Forms
Access the Print T2202A page (Student Financials, Taxes, Print T2202A).

Print T2202A page

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Producing Tax Forms and Receipt Information

Message Text

Enter any text that you want to appear in the comment section of the T2202A
form.

Alignment Only

If you select this check box, the system will print dummy forms that enable you
to align the preprinted forms properly in your printer.

Align Cnt (alignment
count)

If you select the Alignment Only check box, enter the number of dummy forms
that you want to print.

The process prints a T2202A tax form for all students for whom data is available except those with the
Printed check box selected. The system selects the Printed check box for all students whose T2202A
information it prints. If you want to reprint a T2202A tax form for a given student, you must first clear the
Printed check box using the T2202A Data page and then rerun the Print T2202A process.

Printing T2202A Tax Information Using File Extract
Access the Create T2202A Extract File page (Student Financials, Taxes, Create T2202A Extract File).

Create T2202A Extract File page

Output File Directory

Enter the location where you want the system to send the extract.

Extract File

Enter the name that you want to give the extract.

Note. Unlike the Print T2202A process, this process neither recognizes nor updates the Printed check box on
the T2202A Data page.

Producing T4A Tax Forms
This section lists prerequisites and discusses how to:
•

Create people of interest (POI) job data for T4A.

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•

Generate T4A data.

•

Review T4A tax forms.

Chapter 24

Prerequisites
Before you begin generating T4A data, you must:
1. Determine which of your item types are designated as T4A income.
2. Define your T4A generation processing parameters on the Canadian/ANZ Taxes page of the SF Business
Unit (BUSINESS_UNIT_SF) component.
3. Run the Create POI Job Data process.
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
Chapter 7, "Setting Up Refunding," Creating Job Data for Payroll Refunds, page 246

Pages Used to Produce T4A Tax Forms
Page Name

Definition Name

Navigation

Usage

Request Student Job Data

SSF_RUN_POIJOB

Student Financials, Taxes,
Create POI Job Data,
Request Student Job Data

Run this process to create
job and tax records for
students.

Generate T4A

RUNCTL_SF_GENT4

Student Financials, Taxes,
Generate T4A

Generate T4A data by
running the T4A process.

T4A Data

SF_ADJ_CAN_ERN_BAL

Student Financials, Taxes,
Review T4A Data

View and validate the T4A
student income balances
resulting from the T4A
process.

Creating POI Job Data for T4A
Access the Request Student Job Data page (Student Financials, Taxes, Create POI Job Data, Request Student
Job Data).

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Chapter 24

Producing Tax Forms and Receipt Information

Request Student Job Data page

Processing Population

Select T4A Students to create tax data for students.

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 will process 100 transactions and then commit them to the
database until the batch is complete. At the end of a batch process, the system
will commit 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.

Generating T4A Data
Access the Generate T4A page (Student Financials, Taxes, Generate T4A).

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Generate T4A page

Reviewing T4A Tax Forms
Access the T4A Data page (Student Financials, Taxes, Review T4A Data, T4A Data).

T4A Data page

The T4A Data page is a display-only page.

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Chapter 24

Producing Tax Forms and Receipt Information

Generating Income Tax and Donation Receipt Information
This section discusses how to:
•

Generate income tax receipt information.

•

Generate donation receipt information.

Pages Used to Generate Income Tax and Donation Receipt Information
Page Name

Definition Name

Navigation

Usage

Generate Tax Receipts

RUNCTL_SFRECEPT

Student Financials, Taxes,
Generate Tax Receipts

Generate income tax receipt
information.

Generate Donation Receipts

RUN_PARM_DONAT

Student Financials, Taxes,
Generate donation receipt
Generate Donation Receipts information.

Generating Income Tax Receipt Information
Access the Generate Tax Receipts page (Student Financials, Taxes, Generate Tax Receipts).

Generate Tax Receipts page

Select values in the Academic Career and Term fields for which you want to generate income tax receipt
information and run the process. The process retrieves the required data from Student Records and Student
Financials to populate the PS_CAN_TAX_RECEPT table. You can then use the data in this table to create
official income tax receipts for students.

Generating Donation Receipt Information
Access the Generate Donation Receipts page (Student Financials, Taxes, Generate Donation Receipts).

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Generate Donation Receipts page

Item Type

Select the item type of the donation for which you want to generate receipt
information. If you have more than one donation item type within your system,
insert rows to include all types of donations for which you want to generate
receipt information.

From Date and To Date

Enter the range of dates for which you want to generate donation receipt
information.

The process retrieves the required data from Student Financials to populate the PS_CAN_DONAT_RECEPT
table. You can then use the data in this table to create official donation receipts for students and third-party
organizations.
Note. The Donation Receipt process obtains information according to the item types that you select when you
establish the process parameters. Therefore, you must set up specific item types for each type of donation that
your institution receives.

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Chapter 25

Setting Up and Using International Health
Coverage
This chapter provides an overview of International Health Coverage (IHC) and discusses how to:
•

Set up the IHC feature.

•

Maintain student information and create schedules.

•

Generate IHC letters.

Understanding International Health Coverage
This section discusses:
•

IHC process flow

•

Purchasing

•

Reporting and paying

•

Refunding

IHC Process Flow
The IHC feature was designed using the Australian Overseas Student Health Cover business process as its
foundation. With the addition of this feature to the core Campus Solutions product, customers can use IHC to
manage the health care policies for their international students. Customers in Australian markets will continue
to enjoy the functionality they have used before, with some enhancements, including creating the premium
charge directly through the IHC component and creating the schedule in electronic or paper format.
Following is the general business model on which this feature is based. Institutions are not limited to this
business model, but can use this as an example of the feature design:

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IHC process flow

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Chapter 25

Setting Up and Using International Health Coverage

Purchasing
The IHC feature assumes that international student heath coverage policy rates are set by the insurance
providers and that these rates can and will change at any time. In most cases, institutions then have the
responsibility of processing the insurance on behalf of the student, including purchasing the policy from the
provider.
International students apply for the insurance at the time they apply for admission. They are advised of the
charges at the time they are offered admission and are required to pay the premium at the time of accepting
admission. Coverage options can be for the student only or for the student and their family.
A new international student at your institution may have a provider number as a result of either having
enrolled in a previous program at your institution or having previously accepted an offer and paid IHC to
another institution before attending your institution. Students with previous coverage should provide your
institution with their provider (policy) number and details of the expiration date of their current coverage.
Coverage is supplied by the number of months of coverage depending on the amount of time that is required
for them to complete their studies.

Reporting and Paying
Institutions have the option of generating a report (the schedule), which is a list of international students'
health coverage payment fees sorted by provider. This information can then be sent to the provider in either
paper or electronic format. The schedule shows the student name, student ID, existing provider number (if
applicable), date of birth, length of coverage, and amount, as well as the total of all policy charges on the
schedule. In one report run, separate schedules are created for students with existing provider numbers versus
for students without existing provider numbers.
The schedule can be forwarded to the Accounts Payable office where a check is prepared to send to the
provider. In some cases, institutions receive a commission for administering the insurance program. This
commission is also calculated on the schedule.
Providers can send a letter to the institution acknowledging receipt of each schedule and advising them of the
batch number assigned by the provider to the schedule and the provider member (policy) number for each
student. The provider validates the period of coverage from the date that the student arrived in the visiting
country, verified from the student's passport. Once notified of the batch number and provider number, the
institution has the ability to notify each international student of the member number issued by the provider
and the batch receipt number.

Refunding
Refunding a student's IHC premiums is done manually outside of the IHC component. If there is a policy
change, for example, a change in plan (student only versus student with family coverage), or a change in the
number of months of coverage, the IHC schedule will reflect the new charge amount or the difference in
coverage between the previous reported charge and the resulting new charge, depending on the report options
selected when the schedule is run.
This feature assumes the provider will refund IHC contributions only under the following circumstances:
•

If a student does not arrive in the institution's country. (Handled by the institution).

•

If the student's visa is not extended. (Handled directly by the student).

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Chapter 25

•

If the student is granted resident status in the institution's country. (Handled directly by the student).

•

If a student has to return to their home country due to death in the immediate family and will not return to
school. (Handled directly by the student).

Setting Up the IHC Feature
This section discusses how to:
•

Set up provider information.

•

Set up provider coverage plans and rates.

•

Set up IHC item types.

•

Set up IHC contact information.

Pages Used to Set Up IHC

688

Page Name

Definition Name

Navigation

Usage

International Health
Coverage Provider

SSF_IHC_PROVIDER

Set Up SACR, Product
Enter or edit provider
Related, Student Financials, information.
International Health
Coverage, Provider Table,
International Health
Coverage Provider

Provider Coverage and
Rates

SSF_IHC_PROV_COVER

Set Up SACR, Product
Enter or edit coverage and
Related, Student Financials, rate information.
International Health
Coverage, Coverage and
Rates, Provider Coverage
and Rates

International Health
Coverage Item Type Setup

SSF_IHC_DEFAULTS

Set Up SACR, Product
Enter an item and account
Related, Student Financials, type for the business unit.
International Health
Coverage, Item and
Account Types,
International Health
Coverage Item Type Setup

International Health
Coverage Institutional
Contact Information

SSF_IHC_CONTACT

Set Up SACR, Product
Enter contact information
Related, Student Financials, for the academic institution.
International Health
Coverage, Institutional
Contact, International
Health Coverage
Institutional Contact
Information

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Chapter 25

Setting Up and Using International Health Coverage

Setting Up Provider Information
Access the International Health Coverage Provider page (Set Up SACR, Product Related, Student Financials,
International Health Coverage, Provider Table, International Health Coverage Provider).

International Health Coverage Provider page

Commission Rate

Enter the percentage that is returned to the institution based on the total
contribution to the provider.

Last Report Number
Used

Displays the last schedule number generated for this provider. Each time a
schedule is generated, the last report number used is increased by one.

Primary Business Address
Provider Name

The name of the provider.

Country

The country of the provider's address.

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Address 1 and Address
2

The first and second line of the provider's address.

City

The city of the provider's address.

State

The state of the provider's address.

Postal Code

The post code of the provider's address.

Premium Payment Address
Same as Primary
Address

Enter the address where premiums for this provider should be sent. If the address
for premium payments is the same as the business address, select the Same as
Primary Address check box and the primary address information is automatically
added to the address fields, and then are not available for editing.

Payment Name

Use the Payment Name field if the payment should be made payable to someone
other than the provider.

Setting Up Provider Coverage Plans and Rates
Access the Provider Coverage Plans and Rates page (Set Up SACR, Product Related, Student Financials,
International Health Coverage, Coverage and Rates, Provider Coverage and Rates).

Provider Coverage Plans and Rates page

Months of Coverage

690

The intervals of coverage in months that IHC is offered by this provider. Enter
any amount in this field up to 99 months.

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Chapter 25

Setting Up and Using International Health Coverage

Amount

The premium rate amount of the specified interval.

USD

Displays the appropriate currency type. The currency type defaults from the base
currency specified on the Installation Table page.

Setting Up IHC Item Types
Access the International Health Coverage Item Type Setup page (Set Up SACR, Product Related, Student
Financials, International Health Coverage, Item and Account Types, International Health Coverage Item Type
Setup).

International Health Coverage Item Type Setup page

Account Type

Select the account type to which the IHC charge item type is associated.

Item Type

Select the appropriate IHC charge item type.

See Chapter 2, "Completing Student Financials General Setup," Setting Up Item Types and Item Type
Groups, page 55 and Chapter 2, "Completing Student Financials General Setup," Setting Up Account Types,
page 51.

Setting Up IHC Contact Information
Access the International Health Coverage Institutional Contact Information page (Set Up SACR, Product
Related, Student Financials, International Health Coverage, Institutional Contact, International Health
Coverage Institutional Contact Information).

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International Health Coverage Institutional Contact Information page

First Name

Enter the first name of the IHC contact at the institution. This information is used
on the payment schedule.

Last Name

Enter the last name of the IHC contact at the institution.

Telephone

Enter the telephone number of the IHC contact at the institution.

Maintaining Student Information and Creating Schedules
This section discusses how to:
•

Maintain student health coverage information.

•

Create schedules.

Pages Used Maintain Student Information
Page Name

Definition Name

Navigation

Usage

International Health
Coverage - Student
Maintenance

SSF_IHC_STDNT

Student Financials,
International Health
Coverage, Student
Maintenance, International
Health Coverage - Student
Maintenance

Maintain student health
coverage information.

Create Schedules

SSF_IHC_RUNCTL

Student Financials,
Create schedules to send to
International Health
the provider.
Coverage, Create Schedules

Maintaining Student Health Coverage Information
Access the International Health Coverage - Student Maintenance page (Student Financials, International
Health Coverage, Student Maintenance, International Health Coverage - Student Maintenance).

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Chapter 25

Setting Up and Using International Health Coverage

International Health Coverage - Student Maintenance page

At the top right of this page, there are 3C buttons you can use to add a new communication, add a new
checklist, or add a new comment for this student. If you click the Add a New Communication button, you are
redirected to the Communication Management 1 page.
See Chapter 25, "Setting Up and Using International Health Coverage," Generating IHC Letters, page 698.
See PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Managing Communications

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Chapter 25

Coverage Number

This is an internally generated number that keeps track of the various distinct
policies for a student. Students can have a policy for year 1 and another policy
for year 2. In this instance, students have two Coverage Number rows, row 1 for
year 1 and row 2 for year 2. Changes can be made to the distinct policies by
inserting a new effective-dated row.

Business Unit

The business unit that appears here is based on user defaults and is used for
posting IHC charges and charge reversals to a student's account. This is the
business unit that is tied to the IHC policy governed by the coverage number.
This supports the student having a different business unit per policy. When a new
row is added, the user will have the ability to define the business unit for that
policy. After the IHC charge is posted, the user will not be able to change the
business unit. After posting has occurred, if you need to delete/replace the
business unit or delete the policy, you must insert a new effective-dated row and
make that row inactive, thereby deleting the policy.

Sequence

Enter the sequence number associated with this effective date. A student can
have multiple sequences for a single effective date. Multiple changes could occur
in a single day.

Provider

Select the name of the provider. The provider was set up on the International
Health Coverage Provider page.

Coverage Plan

Select the coverage plan. This information was set up on the Provider Coverage
Plans and Rates page.

Months of Coverage

Select the number of months of coverage. The choices available were defined on
the Provider Coverage Plans and Rates page.

Premium Amount

The full amount of the premium displayed, based on information provided in the
Provider Coverage Plans and Rates page, as well as the student's intended
coverage plan and months of coverage.

Visa Expiration Date

If applicable, the student's visa expiration date is displayed.

Coverage Start Date and Enter the start and end dates of the policy. These dates are not related to the
months of coverage. They are for reporting purposes only, and appear on the
Coverage End Date
payment schedule.

694

Member Number

Enter the number assigned to the student by the provider. This number stays with
the student permanently. If the student changes providers, a new number is
assigned by the new provider. This field can be left blank, which indicates that
the student is new from the provider's perspective. The value of this field (blank
or not) is communicated to the provider on the payment schedule.

Batch Number

After the provider has processed a schedule, enter the number assigned to the
student by the provider. After posting, the Member Number and the Batch
Number are the only two fields that can be modified.

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Chapter 25

Provider Paid Directly

Setting Up and Using International Health Coverage

Select if the provider was paid by the student directly. If this check box is
selected, then the Post button becomes unavailable, the student is not included on
the schedule to the provider, and any policy changes will become informational
only because the student deals directly with the provider. If this check box is
cleared, then the student is charged the coverage amount, and is included on the
schedule to the provider. Any changes to the policy will be posted to the account
and reported to the provider.

Coverage Reason
Coverage Type

Select one of the following options to show changes in coverage types for a
student:
New: The student does not yet have a provider number. The student will be
included on the payment schedule for new students.
Increase: The student may have a provider number. Use this option to increase a
previously posted premium amount. The student will be included in the new or
continuing payment schedule, depending on whether the student has a provider
number or not. New students do not have a provider number, while continuing
students do have a provider number.
Decrease: The student has a provider number and will be included on the
payment schedule for new or continuing students. Use this option to decrease a
previously posted premium amount.
Renewal: The student has a provider number, has secured a new policy for a
subsequent year from the same provider, and will be included on the payment
schedule for continuing students.
Cancelled: This policy was cancelled either by the student, the institution, or the
Provider. If the cancellation reason is Did Not Arrive, then the student will be
included on the refund schedule to the provider.

Cancellation Reason

This field is available only if the coverage type is Cancelled. Select one of the
following options to show changes in coverage types for a student:
Death: Select this value and then click Post to initiate a charge reversal. This
student will not be included on the refund schedule to the provider.
Not Arrive: Select this value and then click Post to initiate a charge reversal. This
student will be included on the refund schedule to the provider.
Rejected: Select this value and then click Post to initiate a charge reversal. This
student will not be included on the refund schedule to the provider.
Reclassify: Select this value and then click Post to initiate a charge reversal. This
student will not be included on the refund schedule to the provider.
Error: If a user posts a non-zero transaction to the student's account in error for
this policy, use this option to invalidate the transaction. Select Error and then
click Post to initiate a charge reversal. This student will not be included on the
refund schedule to the provider.

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Posting Information
Term

(Optional) Select the term to which the charge is associated. If the Term field is
left blank, a default term is assigned, based on installation defaults.

Reference Nbr (reference (Optional) Enter the posting reference number.
number)
Item Effective Date

If the coverage type is New or Renewal this field is required.

Due Date

(Optional) Enter the charge due date.

Post

Click to post charges. You should not use Student Post or Group Post to post IHC
charges. Students appear on the IHC Schedule only if posted from the
International Health Coverage - Student Maintenance page. Also note that after
posting charges, the only fields you can change are the Member Number and the
Batch Number fields. Any changes to a previously posted charge require that you
insert a new effective date/effective sequence row.

Posted

Displays Yes or No depending on whether or not posting was successful.

Item Nbr(item number)

Displays the item number generated by posting. This field is used as a selection
criterion for including a student on the payment schedule.

Post Date

Displays the post date.

Posted Amount

Displays the amount that was posted.

Payment Schedule
The Payment Schedule fields are populated if the institution generates a payment schedule or a refund
schedule.
Run Date

Displays the date on which the payment or refund schedule was run.

Reported Amount

Displays the amount reported on the schedule. The reported amount is
determined by the run control option Report Amount Type on the Create
Schedules page.

Rpt Nbr (report number) Displays the report number generated by the payment or refund schedule process.
Reported Amount Type Displays whether the Full Amount or the Difference was the report amount type
used for reporting the information on the new and continuing payment schedules.
On the refund schedule, the reported amount is the value from the Premium
Amount field; the Report Amount Type option on Create Schedules run control
does not affect this field on the refund schedule.

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Chapter 25

Schedule Type

Setting Up and Using International Health Coverage

This field provides an audit trail of how the student was reported to the provider:
New: Assigned if, during the selection phase of the payment schedule, the
provider number is blank. This indicates that the student does not have a
relationship with the provider, either for this institution or any other previous
institution and should be selected for new student payment schedule
Continuing: Assigned if, during the selection phase of the payment schedule, the
provider number is not blank. This indicates that the student has a relationship
with the provider, either for this institution or any other previous institution and
should be selected for the continuing student payment schedule
Refund: During the selection phase of the refund schedule, the provider number
can be blank or not blank, the coverage type equals Canceled, the cancellation
reason equals Did Not Arrive, and the student has paid his or her IHC charge in
full. This indicates that the student (and the institution) is eligible for a refund
and should be selected for the refund schedule.

Creating Schedules
Access the Create Schedules page (Student Financials, International Health Coverage, Create Schedules).

Create Schedules page

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Provider

Select a provider.

Institution

Select an institution.

Refund Schedule

Select to create both a payment schedule and a refund schedule. Clear this check
box to create only a payment schedule. A payment schedule will always include
two schedules: one for continuing students and one for new students.

Report Amount Type
Report Full Amount

Select to report the full premium amount on the payment schedules.

Report Difference

Select to report differences between the current premium amount for a student
and any prior reported amounts for that same coverage number on the payment
schedules. If there are no reported amounts, the report shows the full premium
amount

Schedule Output Type
CSV File

Select to produce electronic file output.

Paper

Select to produce paper output.

Both Paper and CSV
File

Select to produce paper and electronic file output.

File Path

Enter the path for electronic file output.

Re-create Schedule
Note that it is possible that you could generate three schedules with one process run (for example, schedules
for new students, continuing students and for refunds). Use the Report Number and Run Date options to
specify which schedules you want to re-create. If you want to re-create all three reports, then you have to run
the re-create process three times.
Re-create Schedule

Select x to regenerate an existing single schedule.

Report Number

Select to choose a single schedule to re-create by report number.

Run Date

Select to re-create all of the schedules that were run on a specific date.

Generating IHC Letters
This section discusses how to generate letters to students.

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Chapter 25

Setting Up and Using International Health Coverage

Page Used to Generate Letters
Page Name

Definition Name

Navigation

Usage

Person Communication

COMM_MGMT1

Click the Add a New
Communication button on
the International Health
Coverage - Student
Maintenance page.

Generate letters to students.

Campus Community,
Communications, Person
Communications,
Communication
Management, Person
Communication

Generating Letters to Students
Access the Communication Management 1 page (Campus Community, Communications, Person
Communications, Communication Management, Person Communication).

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Chapter 25

Person Communication page

Click the Add a New Communication button on the International Health Coverage - Student Maintenance
page to create a letter notifying the student of their member number and the batch number that was sent to the
school by the provider.
The letter generation process creates a csv file named CCLTRIHC.CSV. This comma delimited file contains
the data that you can merge into the delivered Microsoft Word document named CCLTRIHC.DOC.

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Function

IHC appears as a default after you click the Add a New Communication button
from the International Health Coverage - Student Maintenance page.

Variable Data

Click to select the appropriate coverage number from the list.

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Chapter 25

Category,Context, and
Method

Setting Up and Using International Health Coverage

Select the appropriate IHC category and context codes. Letter codes, category
codes, and method are set up in PeopleSoft Campus Community.

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Chapter 26

(NLD) Using the Banking Interface
This chapter provides an overview of the banking interface for the Netherlands and discusses how to:
•

Set up the banking interface.

•

Bill students using OLA (Optical Readable Giro Slip) or VERWINFO (electronic file containing payment
information).

•

Use the Clieop03 process.

Understanding the Banking Interface for the Netherlands
Complete these steps to set up and run the banking interface so that Netherlands students can pay their tuition
and fees:
1. Set up bank accounts for business units.
2. Set up bank accounts for students.
3. Set up several different file layouts.
4. Post and bill students.
Students can pay using these options:
•

Print OLA forms and load VERWINFO payment files.

•

Create Clieop03 receivables.

Setting Up the Banking Interface
This section discusses how to:
•

Set up account information for business units.

•

Set up bank account numbers for students.

•

Set up default values for VERWINFO and Clieop03 files.

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Chapter 26

Pages Used to Set Up the Banking Interface
Page Name

Definition Name

Navigation

Business Unit Bank
Accounts

SSF_ACCOUNT_BU_NLD

•

Set Up SACR, Product Establish bank account
information for businesses.
Related, Student
Financials, Billing,
Bank Accounts Business Unit, Business
Unit Bank Accounts

•

Student Financials,
Student Financials
NLD, Business Unit
Bank Accounts

•

Set Up SACR, Product
Related, Student
Financials, Billing,
Bank Accounts Student, Student Bank
Accounts

•

Student Financials,
Student Financials
NLD, Student Bank
Accounts

Student Bank Accounts

Set Up default Values
VERWINFO/Clieop03

SSF_STDNT_BNK_NLD

SSF_BNK_LAY_NLD

Usage

Establish bank account
information for students.

Student Financials, Student Set up default values for
Financials NLD, Layout for VERWINFO or Clieop03.
Verwinfo and Clieop, Set
Up default Values
VERWINFO/Clieop03

Setting Up Account Information for Business Units
Access the Business Unit Bank Accounts page (Set Up SACR, Product Related, Student Financials, Billing,
Bank Accounts - Business Unit, Business Unit Bank Accounts).

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Chapter 26

(NLD) Using the Banking Interface

Business Unit Bank Accounts page

Account Type

Select one of these options to specify the type of bank account:
Current
Giro
Note. If the Account Type is Giro, then the Bank ID is always Postbank. If the
Account Type is Current, then the Bank ID can be any bank that you have set up.
You can set banks up in Set Up HRMS, Common Definitions, Banking, Banks.

Country Code

Select the appropriate country code.

Bank ID

Select the appropriate bank ID.

Account Number

Enter the account number.

Account Name

Enter the account name.

Currency Code

Select the currency code.

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Contract Code

Chapter 26

Select one of these options:
A-Contract: The collector is not permitted to add or cause to be added (OCR-B
font) data to the reader strip of the submittal section of the accept giro.
B-Contract: The collector is not permitted to add the form code and the
collector's account number to the reader strip, or to add the name, address, place
of residence, or business and account number to the body.
C-Contract: The collector is permitted to add the form code and the collector's
account number to the reader strip, or to add the name, address, place of
residence, or business and account number to the body.

OLA Code

Select one of these options:
12: Deposit fees for payer with annotations.
13: Deposit fees for payer without annotations.
14: Deposit fees for collector with annotations.
15: Deposit fees for collector without annotations.

Description

The name of the business unit account, if one is available.

Contact Person, Phone Enter the appropriate information about the contact person.
Number, Address Line
3, Number 1, Number 2,
Postal Code, and City

Setting Up Bank Account Numbers for Students
Access the Student Bank Accounts page (Set Up SACR, Product Related, Student Financials, Billing, Bank
Accounts - Student, Student Bank Accounts).

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Chapter 26

(NLD) Using the Banking Interface

Student Bank Accounts page

Account ID and Account Enter a unique ID for the bank account, and enter the status of the account. You
can link more than one account to a student, so you must uniquely identify each
Status
account and its status.
Tuition Check

Select to specify this account to be used for the payment of tuition fees. This
setting tells the system which account it should use for automatic debit or for the
creation of giro slips. When you link bank accounts to a student, you must select
this check box for one of the accounts.

Account Type

Select one of these options to specify the type of bank account:
Current
Giro
Note. If the Account Type is Giro, then the Bank ID is always Postbank. If the
Account Type is Current, then the Bank ID can be any bank that you have set up.
You can set banks up in Set Up HRMS, Common Definitions, Banking, Banks.

Country Code

Select the appropriate country code from the list.

Bank ID

Select the appropriate bank ID.

Bank Branch ID

Select the appropriate bank branch.

Account Number

Enter the account number. The system validates the account number using
Elfproef, the Dutch check for valid bank account numbers. Current bank account
numbers must be less than seven digits long. Giro account numbers are not
checked.

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Chapter 26

Account Name

Enter the account name.

Currency Code

Select the currency code.

Setting Up Default Values for VERWINFO or Clieop03 Files
Access the Set Up default Values VERWINFO/Clieop03 page (Student Financials, Student Financials NLD,
Layout for Verwinfo and Clieop, Set Up default Values VERWINFO/Clieop03).

Set Up default Values VERWINFO/Clieop03 page (1 of 2)

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Chapter 26

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Set Up default Values VERWINFO/Clieop03 page (2 of 2)

Payment Details
Processing Type

Select one of these options:
CLIEOP03
VERWINFO

Description and Short
Description

Enter a long and a short description.

Invoice Filler

Enter seven numeric characters.

Type of Group
Depending on the processing type, some or all of the following fields will appear.
Type of Group

Select one of these options:
Student Group
External Org Group

Account Type

Select the account type.

Recon Origin
(reconciliation origin)

Select the reconciliation origin.

Item Type

Select the item type.

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Chapter 26

Currency Code

Select the currency code.

Term

Select the term.

Charge Lst (charge list)

Select the charge priority list.

Date Format

Select a date format.

See Also
Chapter 2, "Completing Student Financials General Setup," page 5

Billing Students Using OLA or VERWINFO
This section provides an overview of billing students using OLA or VERWINFO and discusses how to:
•

Post student transactions.

•

Print OLA forms.

•

Load VERWINFO files.

•

Process payments.

Understanding Billing Students Using OLA or VERWINFO
These steps must be completed to bill students using OLA or VERWINFO:
1. The institution calculates tuition and fees and bills students.
2. The institution prints and sends OLA forms to students.
3. The students sign and return OLA forms to the bank by mail or use electronic banking to notify the bank
of OLA details and payments to be deducted from the banking account assigned.
4. The bank processes the OLA forms, produces the VERWINFO, and sends the VERWINFO to the
institution.
5. The institution loads the VERWINFO and posts payments.

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Pages Used to Bill Students Using OLA or VERWINFO
Page Name

Definition Name

Navigation

Usage

Student Post

GRP_QUICK_POST

Student Financials, Charges Post transactions for
and Payments, Post Student individual students.
Transaction, Student Post

Print OLA Forms

SSF_RUNCTL_OLA_NLD

Student Financials, Student Print OLA forms.
Financials NLD, Print OLA
Forms

Load VERWINFO

SSF_RUNCTL_GP_NLD

Student Financials, Student
Financials NLD, Load
Verwinfo

Load the VERWINFO
payment file.

Posting Student Transactions
Access the Student Post page (Student Financials, Charges and Payments, Post Student Transaction, Student
Post).
Post transactions.
See Also
Chapter 21, "Maintaining Receivables," Posting Transactions for Individual Students and Organizations, page
589

Printing OLA Forms
Access the Print OLA Forms page (Student Financials, Student Financials NLD, Print OLA Forms).

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Chapter 26

Print OLA Forms page

Business Unit

Select the business unit.

Req Nbr (request
number)

Select the request number from your billing process. Before you print OLA
forms, you must run billing and get the request number.

Contract Code

Select one of the following:
A-Contract
B-Contract
C-Contract

Loading VERWINFO Files
Access the Load VERWINFO page (Student Financials, Student Financials NLD, Load Verwinfo).
Note. Using this page, you run the process that loads payments from the banking institution.

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Chapter 26

(NLD) Using the Banking Interface

Load VERWINFO page

File Name and File
Directory

This file name, which is provided by the banking institution, will be loaded into
the PeopleSoft system. The File Directory is the location where the file will be
sent.

Group Type

Select a group type for creation of the Posting Group.

Input File Layout ID

Select a layout ID from those already set up. The values in the layout will be
used as defaults.

Balance the Group

Select this check box to post the group during processing.

Generate Report

Select this check box to create a report of the file load.

Processing Payments
Use the standard process to process payments.
See Also
Chapter 21, "Maintaining Receivables," Applying Payments, page 603

Using the Clieop03 Process
This section provides an overview of the Clieop03 process and discusses how to create Clieop03 files.

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Chapter 26

Understanding the Clieop03 Process
These steps must be completed when billing students using Incasso and the Clieop03 process:
1. The institution prints Incasso form and sends them to students.
2. Students sign and return the Incasso form to the institution.
3. The institution processes the form by assigning students to payment plans.
4. The institution creates Clieop03 receivables to produce direct debits, and it sends the file to the bank.
5. The bank runs the Clieop03 file and transfers money to the institution.
6. The institution manually processes rejects using standard payment reversal functionality.
Note. Steps 1 and 2 are functional prerequisites that are not supported by the PeopleSoft application. The
Incasso is a contract between the student and the Institution stating that a student payee authorizes the
Institution to deduct a certain amount of funds at certain time intervals.
Before the Clieop03 file can be created, students must be linked to a payment plan. This payment plan must
be set up, and students must be linked to this payment plan. After students are linked to a payment plan, you
can create the Clieop03 files.

Prerequisites
The prerequisites are:
1. A valid bank account is set up for the student.
2. The student is assigned to a payment plan.
3. The Clieop03 file was created.

Page Used for the Clieop03 Process
Page Name

Definition Name

Navigation

Usage

Create Clieop03 File

SSF_RUNCTL_CLI_NLD

Student Financials, Student Create a Clieop03 file.
Financials NLD, Create
Clieop Receivables, Create
Clieop03 File

Creating Clieop03 Files
Access the Create Clieop03 File page (Student Financials, Student Financials NLD, Create Clieop
Receivables, Create Clieop03 File).

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Chapter 26

(NLD) Using the Banking Interface

Create Clieop03 File page

The institution runs the Clieop03 process (SSFCL1NL) to produce direct debits, and then it sends the file to
the bank.
Parameters
Account

Enter or select the account number of the business unit that is to be used.
Generally, this account number is used for the collection of tuition and fees.

Process Date

Select a process date for the direct debits. On this date, the direct debits will be
affected.

Testing Code

Select one of these options:
Production
Test

Input File Layout ID

Choose a layout ID that has been set up. The values in this layout will be used as
defaults.

Group Type

Select a group type to create the Post Group.

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Chapter 26

Balance the Group

Select this check box to balance the Post Group.

Generate Report

Select Yes to create a report.

Description

Enter a description, which will be printed on the student's bank statement.

File ID

Enter a value. Positions 1-2 are used for the creation date of the file. Positions 34 should be used for sequential numbering, increasing by 1 per day of the month.
For example. 0503 would be May 03.

Clieop03 File

Enter a name for the output file.

File Directory

Enter the location of where the file will be sent.

Letter

Enter a file name for the cover letter.

File Directory

Enter the location of where the file will be sent.

Payment Plan selection
Contract Number

Select a value.

Due Date

Select the date that payment plan charges are due. All charges with a due date
less than or equal to the due date and with a balance greater than zero must be
included in the Clieop03 file.

See Also
Chapter 8, "Setting Up Payment Plans," page 253
Chapter 18, "Administering Payment Plans," page 471

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Chapter 27

(AUS) Setting Up and Using Australian
Loan Processing
This chapter provides an overview of loan processing for Australian higher education and discusses how to:
•

Set up Australian loan defaults.

•

Review Higher Education Contribution Scheme (HECS) results and run the HECS reconciliation.

•

Create and update FEE-HELP loans.

•

Create and update OS-HELP loans.

•

Create Commonwealth Assistance Notices (CAN).

Understanding Loan Processing for Australian Higher Education
The Higher Education Loan Program (HELP) is a suite of income contingent loans: HECS-HELP, FEEHELP, and OS-HELP.
This section discusses:
•

HECS-HELP.

•

Tuition Calculation for HECS.

•

FEE-HELP.

•

OS-HELP.

•

How to prepare for setting up HELP.

HECS-HELP
The Higher Education Contribution Scheme (HECS) provides students with a loan to cover all or part of the
Student Contribution amount. Students may also receive a discount if they choose to pay their Student
Contribution up-front. HECS-HELP loans are available to eligible students enrolled in Commonwealthsupported places. If a student receives a HECS-HELP loan, the Australian government pays the loan amount
directly to the higher education provider on the student's behalf, and a HECS-HELP debt is recorded with the
Tax Office. No loan fees are charged on HECS-HELP loans.

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Chapter 27

HECS requires most students to contribute to the cost of their higher education. Student Contribution is
calculated for each class based on the academic student load—the EFTSL (Equivalent Full Time Student
Load) and annual course contributions—HECS Bands. Student Contribution is calculated based on a student's
load as of the census date for the term. A student's total Student Contribution for the term is based on the sum
of the Student Contribution amounts for each class in which the student is enrolled for that term.
Students can pay their Student Contribution in full, make a partial payment and defer the remainder, or defer
the entire amount. Students who defer the payment of their Student Contribution incur a debt with the
government that is repaid through the taxation system when the student's salary is above a predetermined
level.
Administering HECS requires you to complete tasks using the PeopleSoft system as well as tasks outside the
system. The tasks that use the system during HECS processing are listed here. They are organized into groups
based on the time frame for performing the tasks during the academic cycle.
At the time of enrollment:
•

Estimate each student's Student Contribution by term for the classes in which the student is enrolling.
The Student Contribution is a type of tuition fee and that you calculate using the Tuition Calculation
process.

•

Inform all students in writing of their Student Contribution by sending student bills.

By the census date of each term:
•

Collect and enter into the system full up-front payments from students who choose the up-front payment
option for HECS payments.

•

Collect and enter into the system partial up-front payments from students who choose the deferred
payment option for HECS payments.

After the census date of each term:
•

Calculate the actual Student Contribution of each student as of the census date.

•

Inform all students in writing of their Commonwealth Support.
A CAN must be issued within 28 days of the class census date.

•

Refund any excess contributions, confirm payment application for Student Contributions, or both.

Note. Every time tuition is calculated or a payment is processed for a student, the system updates the student's
HECS calculations.
•

Supply the Australian Tax Office (ATO) with a file of data containing details of the HECS liabilities of
students who elect to defer payment of their contributions together with relevant personal identification
details required by the ATO.
Do this through Department of Education and Science Training (DEST) reporting.

•

Supply DEST with a file of data on HECS liabilities for all students.
Do this through DEST reporting.

•

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Supply DEST with information regarding adjustments to up-front payments and refunds due to special
circumstances.

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Chapter 27

•

(AUS) Setting Up and Using Australian Loan Processing

Supply the ATO with information about changes to HECS liabilities that were made after the initial data
files were sent.
Do this through DEST reporting.

Students must complete a Commonwealth Assistance Form (CAF) for each program in which they are
enrolled before the census date of the first term in which they commenced their program of study. Students
who want to defer all or part of their Student Contribution must provide a valid Tax File Number (TFN) on
the Payment Options Declaration form. Students cannot be enrolled if they have not completed these
requirements.
Calculating Student Contribution and Deferment Amounts
The Higher Education Support Act 2003 (HESA) requires higher education providers to allocate individual
units of study (courses) to funding clusters. Units of study are allocated to funding clusters based on their
classification against the Australian Standard Classification of Education (ASCED). Each provider then
determines the Student Contribution amount applicable to each unit of study up to a maximum Student
Contribution amount allowed for the funding cluster in which the unit is classified. The funding clusters are
currently grouped into four contribution bands.
Commonwealth-supported students are classified into three groups for the purpose of determining the
maximum Student Contribution amount:
•

Post-Reform students (student commenced course of study on or after 1 January 2005).

•

Pre-2005 Differential HECS students.

•

Pre-1997 students or Fixed HECS.

If students make up-front payments, they may be eligible for a discount on their Student Contribution amount.
If a student withdraws from a program of study on or before the census date, no Student Learning Entitlement
is consumed and no contribution is payable. The institution must refund any payments made by the student
for that term.
Making Payments
Students can pay their Student Contribution in these ways:
•

Pay the Student Contribution in full up-front and receive a 20 percent discount on the total Student
Contribution for the term.

•

Make a partial up-front payment of 500.00 AUD or more and receive a 20 percent discount on that
payment; the remainder of the Student Contribution is deferred. (Note that if a student's assessed fees are
less than 500.00 AUD, then he or she can make a partial payment and still receive the 20 percent
discount.)

•

Make a payment of less than 500.00 AUD with no discount applied; the remainder of the Student
Contribution is deferred.

•

Defer payment and repay through the ATO when the student's income exceeds the minimum repayment
threshold.

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Chapter 27

Students who complete the CAF are required to indicate their intended payment option on the form. This
information is intended to provide institutions with an indication of students' intended payment options. A
student's actual payment option is determined after the census date based on the up-front payments that the
student made on or before the census date. This determines the student status that is applicable at the
enrolment level.
Note. After the census date, students can make only repayments of deferred Student Contribution to a branch
of the ATO.
Making Full Up-Front Payments
Students who want to make a full up-front payment must pay 80 percent of their Student Contribution for the
term by the census date or the date set by the institution, whichever is earlier. When students pay 80 percent
of their total Student Contribution, the remaining 20 percent of their Student Contribution is discounted. If a
student has not made a full up-front payment of the Student Contribution for the term by the census date and
has not provided a TFN, the institution must cancel the student's enrollment.
A payment of more than 80 percent of the total Student Contribution for a term cannot be used to reduce the
student's HECS debt from previous terms. Any overpayment amount should be left on the student's account as
an unapplied charge or can be refunded to the student.
Making Partial Up-Front Payments
Students can choose to make partial up-front payments toward their Student Contribution. If a student makes
an up-front payment of 500.00 AUD or more, the student can receive a discount on that payment. Partial upfront payments can be made to the institution only before the census date.
Institutions can accept partial payments that total less than 500.00 AUD; however, payments that total less
than 500.00 AUD are not discounted (unless the total Student Contribution amount applicable to the student,
program, and census date is less than 500.00 AUD).
Deferring All Charges
Eligible students can choose to make no up-front payments and defer the entire Student Contribution amount.
If they choose this option, they must provide a TFN to their institution on the CAF. No discount exists for
students who defer their entire Student Contribution amount.

Tuition Calculation for HECS
The Tuition Calculation process calculates tuition using HECS bands. When you set up Term Fee codes for
HECS charges, you indicate that the fee should be charged by band. When Tuition Calculation processes a
fee charged by band, the process knows that it must calculate the HECS load factor, which is the EFTSL
using billing units. The HECS load factor calculation uses the Level/Load rules from the student's academic
program. The process calculates the HECS load factor for each class. It then calculates the charges for each
class in which the student is enrolled by using the band assigned to the class and the band charge that is
indicated on the Fee Code table (SEV_FEE_TBL). Fee codes are assigned to tuition groups and students are
selected for tuition groups based on the selection criteria that is set up for the tuition group.
To calculate a HECS discount waiver or HECS deferral waiver, the Tuition Calculation process references the
student liability status code, which is indicated on the AUS Student Enrol page in the Enrolment component.
The appropriate discount or deferral waiver is created based on the enrolment level student status.

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(AUS) Setting Up and Using Australian Loan Processing

When a student makes a payment for HECS, the posting program updates the enrolment-level student liability
status, if necessary, based on the amount of the payment. For example, if a student indicates that he or she
will make a partial payment, but the student actually makes a full payment, the Payment Posting process
changes the enrolment level student status code accordingly.
Note. The student liability status referenced on the HECS Election page in the Term Activation component is
a default value for all enrolments in that program and term. Tuition calculation, payment processing, or
HECS reconciliation processing never updates the default value.

FEE-HELP
FEE-HELP is a loan program that provides eligible fee-paying students with help to pay part or all of their
tuition fees. The Commonwealth pays the amount of the loan directly to the student's provider. Students repay
their loan through the tax system after their income is above the minimum threshold for compulsory
repayment. A 20 percent loan fee is applied if a student in an undergraduate course of study accesses FEEHELP.

OS-HELP
Overseas HELP (OS-HELP) assists eligible undergraduate Commonwealth-supported students to undertake
some of their courses of study overseas. OS-HELP is not available to students undertaking all of their courses
outside Australia. The loans are allocated to higher education providers (HEPs). The HEPs select the students
who receive the loans. Eligible students can borrow up to 5,000.00 AUD per study period for one or two
study periods of overseas study.
See Chapter 27, "(AUS) Setting Up and Using Australian Loan Processing," Defining OS HELP Loan
Defaults, page 726.

Preparing for Setting Up HELP
These are some of the general setup steps that you must complete within Student Financials:
•

Set up Australian loan data.

•

Set up HECS-HELP account types.

•

Set up HECS and FEE-HELP item types.

•

Set up HECS and FEE-HELP charge priority lists.

•

Set up a HECS and a FEE-HELP tuition group.
You specify the HECS Fee code in a HECS tuition group.

•

Set up HECS and FEE-HELP criteria.

These are some of the general setup steps that you must complete outside of Student Financials:
•

Set up foundation table reporting codes.

•

Set up academic structure defaults.

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(AUS) Setting Up and Using Australian Loan Processing

•

Set up DEST reporting codes.

•

Set up items in the course catalog.

•

Activate and enroll students.

Chapter 27

See Also
PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "(AUS) Setting Up
Government Reporting"
PeopleSoft Enterprise Student Records 9.0 PeopleBook, "(AUS) Setting Up Government Reporting"
PeopleSoft Enterprise Student Records 9.0 PeopleBook, "(AUS) Generating Government Reports"

Setting Up Australian Loan Defaults
This section discusses how to:
•

Define liability statuses.

•

Define HECS HELP loan defaults.

•

Define FEE HELP loan defaults.

•

Define OS HELP loan defaults.

•

Define status change rule loan defaults.

•

Set up HECS fee codes.

•

Set up HECS band fees.

•

Link band fees to tuition groups.

•

Exclude HECS classes.

Pages Used to Set Up Australian Loan Defaults

722

Page Name

Definition Name

Navigation

Usage

Liability Status

SSF_HECS_EX_TBL

Set Up SACR, Product
Define liability statuses.
Related, Student Financials,
Australian Defaults,
Liability Status

HECS HELP

SSF_ANZ_LOAN_DEF

Set Up SACR, Product
Define HECS HELP loan
Related, Student Financials, defaults.
Australian Defaults, Loan
Default, HECS HELP

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Page Name

Definition Name

Navigation

Usage

FEE HELP

SSF_PELS_DEF_ANZ

Set Up SACR, Product
Define FEE HELP loan
Related, Student Financials, defaults.
Australian Defaults, Loan
Default, FEE HELP

OS HELP

SSF_OSHELP_DEF_ANZ

Set Up SACR, Product
Define the OS HELP loan
Related, Student Financials, defaults.
Australian Defaults, Loan
Default, OS HELP

Status Change Rule

SSF_STAT_CHNG_RULE

Set Up SACR, Product
Define status change rule
Related, Student Financials, loan defaults.
Australian Defaults, Loan
Default, Status Change Rule

HECS Fee Codes

SFF_HECS_CD_TABLE

Set Up SACR, Product
Set up HECS fee codes.
Related, Student Financials,
Australian Defaults, HECS
Band Fees, HECS Fee
Codes

HECS Band Fees

SSF_HECS_FEE_TABLE

Set Up SACR, Product
Related, Student Financials,
Australian Defaults, HECS
Band Fees

Tuition Groups - Definition

SEL_GROUP_TABLE

Set Up SACR, Product
Link HECS band fees to
Related, Student Financials, tuition groups.
Tuition and Fees, Tuition
Groups, Definition

Term Fees

TERM_FEE_TABLE

Set Up SACR, Product
Exclude HECS classes from
Related, Student Financials, a term fee.
Tuition and Fees, Term
Fees

Define the band fees for
HECS eligible students.
These band fees can be
cohort specific.

Defining Liability Statuses
Access the Liability Status page (Set Up SACR, Product Related, Student Financials, Australian Defaults,
Liability Status).

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Liability Status page

The discount and deferral payment processes use these codes. Each liability status can be assigned only one
code type. The code types are Deferral,Discount, and Normal.
Commonwealth Assisted Select to indicate whether the liability status is valid for reporting students in the
Commonwealth Assisted Students file and the Revised Commonwealth Assisted
Students file.
Ensure that the selection is correct for the file scope.
AUS Loan Type

Select the loan type. Values are:
FEE-HELP: Specify a FEE-HELP liability status.
HECS-HELP: Specify a HECS-HELP liability status.
OS-HELP: Specify an OS-HELP liability status.
Exempt: Specify an Exempt liability status. The charge for the class will not
appear on the CAN, and will have an (E) for Exempt next to 0.00 AUD charge in
the charge column.

Code Type

Defines the Exemption code.
Values are:
Deferral for the Exemption Status code that is used to defer liability.
Discount for the Exemption Status code that is used to discount liability.
Normal for all other Exemption Status codes.

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Chapter 27

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Defining HECS HELP Loan Defaults
Access the HECS HELP page (Set Up SACR, Product Related, Student Financials, Australian Defaults, Loan
Default, HECS-HELP).

HECS HELP page

Use this page to define the minimum payment amount and the discount percent for your HECS SetID,
account type, and item types.

Defining FEE HELP Loan Defaults
Access the FEE HELP page (Set Up SACR, Product Related, Student Financials, Australian Defaults, Loan
Default, FEE HELP).
Use this page to define, for each career, the FEE-HELP loan fee percent amount.

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FEE HELP page

Defining OS HELP Loan Defaults
Access the OS HELP page (Set Up SACR, Product Related, Student Financials, Australian Defaults, Loan
Default, OS HELP).

OS HELP page

Use this page to define the OS-HELP loan fee percent amount. OS-HELP does not show up in a student's
account; however, the loan fee percent and the loan amount appear in CAN or DEST reports.

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Chapter 27

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Use the Academic Career field to designate which careers are eligible to receive an OS-HELP loan.
See Also
Chapter 27, "(AUS) Setting Up and Using Australian Loan Processing," Creating Commonwealth Assistance
Notices, page 743
PeopleSoft Enterprise Student Records 9.0 PeopleBook, "(AUS) Setting Up Government Reporting"

Defining Status Change Rule Loan Defaults
Access the Status Change Rule page (Set Up SACR, Product Related, Student Financials, Australian
Defaults, Loan Default, Status Change Rule).

Status Change Rule page

Use this page to define the rules that you want to set for changing liability statuses. For example, a student is
assigned a liability status of 111 for 2005, and pays his or her fees with a discount of 20 percent. After the
tuition calculation and reconciliation is run, you discover that the fees did not meet the 500.00 AUD
requirement, so the student's status changes to 110 (deferred).
Liability statuses are delivered values.
See Chapter 27, "(AUS) Setting Up and Using Australian Loan Processing," Defining Liability Statuses, page
723.

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Chapter 27

Setting Up HECS Fee Codes
Access the HECS Fee Codes page (Set Up SACR, Product Related, Student Financials, Australian Defaults,
HECS Band Fees, HECS Fee Codes).

HECS Fee Codes page

HECS band fees determine the rate of the charge (Student Contribution amount) for a course taken by a
Commonwealth-Supported student. The government provides the maximum Student Contribution amount
allowable via funding clusters. Student Financials uses the band ID to calculate the Student Contribution
amount.
Note. Configuration of Student Contribution amounts via Band Fee Codes acknowledges the original
terminology for the Higher Education Contribution Scheme (HECS). Maximum Student Contribution
amounts are outlined in the current legislation and guidelines grouped by Funding Cluster. The combination
of Band ID assigned to the course and cohort assigned to the band fee code allow institutions the flexibility to
cater for as many student contribution amounts as desired for a single course (DEST Unit of Study).

Setting Up HECS Band Fees
Access the HECS Band Fees page (Set Up SACR, Product Related, Student Financials, Australian Defaults,
HECS Band Fees).

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Chapter 27

(AUS) Setting Up and Using Australian Loan Processing

HECS Band Fees page

These are the definitions of the different HECS bands:
•

Band 1: Humanities, Arts, Behavioral Science, Social Studies, Foreign Languages, Visual and Performing
Arts.

•

Band 2: Accounting, Commerce, Administration, Economics, Mathematics, Statistics, Computing, Built
Environment, Health, Engineering, Science, Surveying, Agriculture.

•

Band 3: Law, Dentistry, Medicine, Veterinary Science.

•

Band 4: National Priorities: Education and Nursing.

•

Fixed HECS: Enables you to set up an amount for students who started their courses before 1997.

Copy Band Fee

Click this button to copy a band fee from one term to another. If cohort values
are associated with the Band Fee on the source term, these will be copied to the
target term.

Term

Enter the term to which the band fee applies.

Account Type

Enter the account type that will reflect on the customer account for students
subject to the band fee.

Item Type

Enter an item type applicable to the Student Contribution amount charged.

Due Date Code

Enter a due date code (calendar) to define when the fee is due and payable.

Adjustment Code

Enter the adjustment code (calendar) that governs this fee. This code determines
the refund amount for students who drop classes.

Charge for Wait Listed
Class

Select to charge the band fee for students who are on a waiting list for a class.

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Chapter 27

Cohort

An attribute of the Student Program for Institutions using installation settings for
Australia and inherited as the default value on the student enrolment record. The
cohort value on the enrolment will determine the HECS Band Fee that is
applicable. The cohort value can be blank.

HECS Band ID

A unique identifier assigned on the Course Offering that will determine the
student contribution amounts applicable to an enrolment in the course.
Traditionally, Band ID values of 1 through 4 were maintained to acknowledge a
single contribution amount published by the government that was applicable to
the HECS band associated with the Discipline Group Code for the Unit for
Study.
The current legislative regime allows for a maximum student contribution
amount applicable to the funding cluster associated with the Unit of Study
subject to transitional arrangements in place at any given time for particular
cohorts of students. The Band ID associated with the course still controls the
student contribution amounts charged, but any number of values may be
configured to accommodate the policy and legislative requirements of the
institution

Band Charge

The charge (Commonwealth contribution amount) for each band ID and cohort
combination.

Element 392

Select the maximum student contribution code that is reportable as Element 392
in the DEEWR Load/Liability file.

See Also
PeopleSoft Enterprise Student Records 9.0 PeopleBook, "(AUS) Setting Up Government Reporting"

Linking Band Fees to Tuition Groups
Access the Tuition Groups - Definition page (Set Up SACR, Product Related, Student Financials, Tuition and
Fees, Tuition Groups, Definition).

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Chapter 27

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Tuition Group - Definition page

Use the Definition page to add the HECS fee code to the tuition group.
HECS Fee Code

Link the HECS Band Fee code that you set up here.

Excluding HECS Classes
Access the Term Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term
Fees).

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Chapter 27

Term Fees page

You can exclude HECS classes from a term fee.
Use to exclude classes that are covered by HECS-HELP from the tuition
Exclude Classes w/
calculation. Each class is assigned a liability status, so one class could be covered
HECS Statusexclude
classes with HECS status by HECS-HELP and another by FEE-HELP (if the student has run out of HECSHELP eligibility). Each student can be assigned only to one tuition group so that
the student is not double charged for the HECS-HELP covered course. It is
excluded from the calculation.

Reviewing HECS Results and Running the HECS Reconciliation
This section discusses how to:

732

•

Review HECS results.

•

Reconcile HECS on the census date.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 27

(AUS) Setting Up and Using Australian Loan Processing

Pages Used to Review HECS Results and Run the HECS Reconciliation
Page Name

Definition Name

Navigation

Usage

Review HECS Results

SF_STDNT_HECS

Student Financials, Tuition
and Fees, Australian Loan
Processing, Review HECS
Results

Review HECS results.

Review HECS Results
Class Prices

SSF_HECS_DETAIL_SP

Click the Display Details
link to access the Review
HECS Results Class Prices
page.

Review HECS results class
prices.

HECS Reconciliation

SSF_RUN_SFPBHECS

Student Financials, Tuition
and Fees, Australian Loan
Processing, Process HECS
Reconciliation, HECS
Reconciliation

Reconciling HECS on the
census date

Reviewing HECS Results
Access the Review HECS Results page (Student Financials, Tuition and Fees, Australian Loan Processing,
Process HECS Reconciliation, Review HECS Results).

Review HECS Results page

This page shows the charge and any discount, payment, or deferral amount that is associated with that charge.
Click the Display Details link to show the class number and description, the liability status, and the individual
charge amounts for that class.

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Chapter 27

Review HECS Results Class Prices page

This page displays the class number and description, the liability status, and the individual charge amounts for
that class.

Reconciling HECS on the Census Date
Access the HECS Reconciliation page (Student Financials, Tuition and Fees, Australian Loan Processing,
Process HECS Reconciliation, HECS Reconciliation).

HECS Reconciliation page

This page displays the results of HECS reconciliation: the fees charged, payments, deferrals, and discount
amounts.

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Chapter 27

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The Reconciliation process reconciles the HECS payments and deferrals as of the census date. If a student has
indicated he will pay his full Student Contribution, but as of the census date he has not, this process will
change the student's exemption status to deferred or partial payment and remove the full 20 percent discount.
The program will then apply any discounts applicable to the partial payment. This process also creates
discount and deferral waivers based on the amount of payment as of the census date. You should run this
process on the census date, after all of the students' payments are entered in Student Financials.
Parameters
Account Type

Displays the account type to be used when processing. The value that appears is
the value that you entered on the Loan Default page.

Discount Item Type

Displays the item type that you assigned for the HECS discount. The value that
appears is the value that you entered on the Loan Default page.

Deferral Item Type

Displays the item type that you assigned for the HECS deferral amount. The
value that appears is the value that you entered on the Loan Default page.

Discount Percentage

Displays the percentage of Student Contribution that a student must pay to
receive the HECS discount. The value that appears is the value that you entered
on the Loan Default page.

HECS Select Option

Select By Academic Career/Program to run the process for a career. The
Academic Career and Academic Program fields become available for entry to run
the process for one or more careers and one or more programs.
Select By Student ID to add student IDs to run the process for one or more
students.

Creating and Updating FEE-HELP Loans
This section provides an overview of FEE-HELP loans and discusses how to:
•

Create and update FEE-HELP loans.

•

Using FEE-HELP process rules.

•

Update statuses for FEE-HELP determinations.

Understanding FEE-HELP Loans
FEE-HELP loans help students who are paying full fees in public and eligible private HEPs. Before you
create or update FEE-HELP, the following business processes must be completed:
•

CHESSN allocation.

•

Student eligibility for FEE-HELP.

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(AUS) Setting Up and Using Australian Loan Processing

Chapter 27

See Also
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "(AUS) Managing CHESSN Data
Storage"

Pages Used to Create and Update FEE-HELP Loans
Page Name

Definition Name

Navigation

Usage

FEE-HELP Loan

SSF_STDNT_LN_AUS

Student Financials, Tuition
and Fees, Australian Loan
Processing, Maintain FEEHELP Loan, FEE-HELP
Loan

Create and update FEEHELP loans.

FEE-HELP Determination

SSF_RUN_SFPBFHLP

Student Financials, Tuition
Update statuses for FEE
and Fees, Australian Loan
HELP determinations
Processing, Process FEEHELP Determination, FEEHELP Determination

Creating and Updating FEE-HELP Loans
Access the FEE HELP Loan page (Student Financials, Tuition and Fees, Australian Loan Processing,
Maintain FEE-HELP Loan, FEE-HELP Loan).

FEE HELP Loan page

Use this page to add the loan and set or change the status (both the liability and the loan status).

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Status Information
Use the Status Information tab to add the loan and set the status.
Financial Information
Access the FEE HELP Loan page. Select the Financial Information tab.

FEE HELP Loan page - Financial Information tab

The Financial Information tab displays the eligible charges, any payments that have been made, the loan
amount, the loan fee amount, the posted flag, and the last update date and time.

Updating Statuses for FEE HELP Determinations
Access the FEE HELP Determination page (Student Financials, Tuition and Fees, Australian Loan
Processing, Process FEE-HELP Determination, FEE HELP Determination).

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(AUS) Setting Up and Using Australian Loan Processing

Chapter 27

FEE HELP Determination page

The FEE-HELP Determination process is run before the census date to process and post the FEE-HELP loan
to the student's account (and pay the eligible charges). The FEE-HELP Determination process must be run;
otherwise, the loan will not appear on the CAN.
From Census Date and
To Census Date

Select the census date range to restrict the selection of classes by census date.
Where there are multiple census dates within the term of processing, the census
date range allows you to apply FEE-HELP deferrals to classes with earlier census
dates, allowing student time to make a decision on payment for classes within
census dates later in the term.
Note. It is imperative that your increment the To Census Date on the run control
when including later census dates in the term. The From Census Date parameter
must include all dates within the term for which you have run deferral
processing. For example, if you have two census dates in the term – 1 July and
31 August and you have run the process for Census Date 1 July, you must
include 1 July in the date range when you are ready to include the second census
date in August. The Override Flag check box still allows you to defer only those
classes for which the census date is not past.

738

Posting Option

Select to post the loan to the student account. If you clear this check box, the loan
will not post to the student account.

Override Flag

Select to override the census date criteria (if you are running the process after the
census date has passed).

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Chapter 27

(AUS) Setting Up and Using Australian Loan Processing

ID Override

Select to enter a specific ID (or multiple IDs) to process.

Academic Career

Select the careers to process.

Academic Program

Select the programs to process for specific careers.

ID Override

This is used in conjunction with the ID Override check box. Enter the IDs to
process.

Understanding FEE-HELP Process Rules
To determine whether a FEE-HELP deferral will occur and for what amount, it is important to understand the
FEE-HELP Entitlement attributes for the student:
•

Entitlement check on the Student CHESSN record.

•

Balance Override check box on Student Loan Record.

•

Entitlement only check box on the process run control.

The combination of these attributes determines how the process assesses the student.
Note. If the student does not have a CHESSN record, no deferral occurs.
Student CHESSN
Record Entitlement
check box

Student FEE-HELP
Loan Record
Override Balance
check box

FEE-HELP Process
Run Control –
Entitlement Request
check box

FEE-HELP Deferral
(pending FEE-HELP
balance available)

FEE-HELP Balance
Used (reflected in
FEE-HELP balance
field on student loan
record for row
inserted)

On

On

Off

Yes

Override balance
entered on fee-help
loan record (max
row). If amount is
0.00, no deferral
occurs.

On

Off

Off

Yes

FEE-HELP balance
from CHESSN
Record. If amount is
0.00, no deferral
occurs.

Off

Off

On

No

No deferral because
there is no
entitlement record.

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Chapter 27

Student CHESSN
Record Entitlement
check box

Student FEE-HELP
Loan Record
Override Balance
check box

FEE-HELP Process
Run Control –
Entitlement Request
check box

FEE-HELP Deferral
(pending FEE-HELP
balance available)

FEE-HELP Balance
Used (reflected in
FEE-HELP balance
field on student loan
record for row
inserted)

Off

On

On

Yes

Override balance
entered on fee-help
loan record (max
row). If amount is
0.00, no deferral
occurs.

On

Off

On

Yes

FEE-HELP balance
from CHESSN
Record. If amount is
0.00, no deferral
occurs.

Off

On

Off

Yes

Override balance
entered on fee-help
loan record (max
row). If amount is
$0.00, no deferral
occurs.

On

On

On

Yes

FEE-HELP Limit
from CHESSN
Record. If this is 0.00
no deferral.

Off

Off

Off

Yes

FEE-HELP Limit
from CHESSN
Record. If this is 0.00
no deferral.

No record

On

On

No

No CHESSN Record.
Student skipped. Row
is inserted in fee-help
loan record and FEEHELP balance
override reverted to
$0.00.

No record

On

Off

No

No CHESSN Record.
Student skipped. Row
is inserted in fee-help
loan record and FEEHELP balance
override reverted to
$0.00.

No record

Off

On

No

No CHESSN record.
Student skipped.

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Chapter 27

(AUS) Setting Up and Using Australian Loan Processing

Student CHESSN
Record Entitlement
check box

Student FEE-HELP
Loan Record
Override Balance
check box

FEE-HELP Process
Run Control –
Entitlement Request
check box

FEE-HELP Deferral
(pending FEE-HELP
balance available)

FEE-HELP Balance
Used (reflected in
FEE-HELP balance
field on student loan
record for row
inserted)

No record

Off

Off

No

No CHESSN record.
Student skipped.

Processing Rules Where the Limit is Less Than the Eligible Charge
If a student has eligible charges in excess of the available FEE-HELP balance, application of the FEE-HELP
balance is applied first to classes with the earliest census date and then to the most expensive units of study.
This is in accordance with the HEIMS order of precedence for entitlement consumption.
Example 1
Assume the student has a FEE-HELP balance available of 1,000 AUD and enrolls in Class A with a census
date of 31 March 2007. Tuition fees for Class A are 2,000 AUD.
When the FEE-HELP process is run, it defers Class A in part for $1,000.00. This results in a balance of 1,000
AUD remaining for payment.
The student subsequently enrolls in Class B also with a census date 31 March 2007. Tuition fees for Class B
are 2,500 AUD.
When the FEE-HELP process runs, if the student has made not made any payments, the deferral of 1,000
AUD swaps to apply to Class B, the more expensive class.
Example 2
Assume the student has a FEE-HELP balance available of 1,000 AUD and enrolls in Class A with a census
date 31 March 2007. Tuition fees for Class A are 2,000 AUD.
When the FEE-HELP process runs, it defers class A in part for 1,000 AUD. This results in a balance of
1,000.00 AUD remaining for payment.
The student subsequently enrolls in Class B, which is scheduled in the same term as Class A, but has a census
date 15 March 2007. Tuition fees for Class B are also 2,000 AUD.
The student subsequently enrolls in Class B, which is scheduled in the same term as Class A, but has a census
date 15 March 2007. Tuition fees for Class B are also 2,000 AUD.

Creating and Updating OS-HELP Loans
This section provides an overview of OS-HELP loans and discusses how to maintain OS-HELP loans.
OS-HELP loans help students who decide to take part of their study overseas. Before you create or update
OS-HELP, the following business processes must exist:
•

The student is not in his or her first or last year of study.

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(AUS) Setting Up and Using Australian Loan Processing

•

Chapter 27

The student is eligible and has an activated CHESSN.

See Also
PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "(AUS) Managing CHESSN Data
Storage"

Page Used to Create and Update OS-HELP Loans
Page Name

Definition Name

Navigation

Usage

Student Loan - OS HELP

SSF_STDNT_LN_OS

Student Financials, Tuition Maintain OS–HELP loans.
and Fees, Australian Loan
Processing, Maintain OS
HELP Loan, Student Loan OS HELP

Maintaining OS-HELP Loans
Access the Student Loan - OS-HELP page (Student Financials, Tuition and Fees, Australian Loan Processing,
Maintain OS HELP Loan, Student Loan - OS HELP).

Student Loan - OS-HELP page

Use this page to create OS loans. You can start the loan as Pending (until you receive further information),
and then change it to Approved (or Denied) according to information that you receive.

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Chapter 27

(AUS) Setting Up and Using Australian Loan Processing

Liability Status

Enter the appropriate liability status for this student.

Loan Status

Change the loan status based on the information that you receive about this
student.

Notice Status

Displays the status of the CAN. Possible statuses are:
Reported to DEST
Pending
Ready
Sent
Variation Required

Loan Amount and Fee
Amount

Enter the OS-HELP loan payment to be made to the student. The corresponding
fee amount is calculated and displayed based on the percentage loan fee
configured for the academic career on the OS-HELP setup page.

Incurral Date

Enter the date that the loan was processed.

Creating Commonwealth Assistance Notices
Create the CAN after the census date to notify students of their liabilities (the loans they have secured, the
amounts, and the courses). This notice must be provided to all students who are Commonwealth-supported or
Commonwealth-assisted.
This section discusses how to create or update commonwealth assistance notices.

Page Used to Create Commonwealth Assistance Notices
Page Name

Definition Name

Navigation

Usage

Commonwealth Assistance
Notice

SSF_RUNCTL_CAN

Student Financials, Tuition
and Fees, Commonwealth
Assistance Notice

Create or update
Commonwealth Assistance
Notices.

Creating or Updating Commonwealth Assistance Notices
Access the Commonwealth Assistance Notice page (Student Financials, Tuition and Fees, Commonwealth
Assistance Notice).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

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(AUS) Setting Up and Using Australian Loan Processing

Chapter 27

Commonwealth Assistance Notice page

Reprint

Use this check box to toggle printing.
Select Reprint to re-create all of the CAN data.
Clear Reprint to re-create data only for those students who have made changes
since the previous run.
For instance, if you ran the CAN process yesterday and then you run it today
with Reprint cleared, the CAN process will print only the students whose data
changed since the last run.

Group Boxes
You can enter information in any or all of the group boxes to define the group for which you want the CAN
printed. If you leave all of the group boxes blank, you will get all students who have HECS-HELP, FEEHELP, or OS-HELP.

744

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 28

(NZL) StudyLink Processing
This chapter provides an overview of StudyLink and discusses how to:
•

Set up StudyLink functionality.

•

Process VOS requests and responses.

•

Maintain StudyLink loan information.

Understanding StudyLink
StudyLink, formerly known as WINZ (Work and Income New Zealand) is a governmental agency that
administers the distribution of student loans for educational costs and allowances.
In the past, a third party was used to manage the transfer of fees between the student account and StudyLink.
The third-party functionality is no longer be used and payments will be posted directly to the students'
accounts.
The process is initiated when a student applies for a loan through StudyLink. StudyLink requests the student's
verification of study (VOS) from the institution where the student is enrolled. The institution matches the
student's name, date of birth, and ID, creates a loan record, and sends the student's enrollment data and tuition
charges to StudyLink in a VOS return file. StudyLink then sends the funds to the institution (if StudyLink is
covering tuition) or to the student (only if StudyLink is providing allowance), or it denies the student loan.
StudyLink sends the funds through a PAY file for confirmed students, and payments are posted to the
students' accounts. The Refund External Org ID is supplied to allow refunding to StudyLink as necessary.
StudyLink sends a declined file (DEC), and loans are recorded as declined on the student's loan record if the
loan is denied.
If a student's enrollment changes and fees are reduced, funds are returned to StudyLink. This is accomplished
through Student Financials refunding through accounts payable for external organization refunding. The
system generates an institution PAY file to list refunds to StudyLink.

Setting Up StudyLink Functionality
You must define various parameters to use the StudyLink process.
This section discusses how to:
•

Define StudyLink institution defaults.

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(NZL) StudyLink Processing

Chapter 28

•

Define the institution ID.

•

Define StudyLink posting parameters.

Pages Used to Set Up StudyLink Functionality
Page Name

Definition Name

Navigation

Usage

StudyLink Institution
Defaults

SSF_SL_INST_DFLT

Set Up SACR, Product
Define StudyLink
Related, Student Financials, institution defaults.
New Zealand Defaults,
StudyLink Institution
Defaults

Academic Institution 6

SSR_INST_FEATURES

Set Up SACR, Foundation
Tables, Academic
Institution Tables,
Academic Institution 6

Institution Table New
Zealand

SSR_INSTITUTN_NZL

Click the View NZL
Set up Ministry of
Institution Fields link on the Education institution ID.
Academic Institution 6
page.

StudyLink Posting
Parameters

SSF_SL_BUS_UNIT

Set Up SACR, Product
Define the posting
Related, Student Financials, parameters for the
New Zealand Defaults,
StudyLink process.
StudyLink Posting
Parameters

Access the Institution Table
New Zealand page.

Defining StudyLink Institution Defaults
Access the StudyLink Institution Defaults page (Set Up SACR, Product Related, Student Financials, New
Zealand Defaults, StudyLink Institution Defaults).

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Chapter 28

(NZL) StudyLink Processing

StudyLink Institution Defaults page

Refund External Org ID Enter an ID setup for StudyLink so that the system can process refunds should
there be a change in the student's program causing a reduction in fees charged.
(refund external
organization ID)
Refund Org Contact
(refund organization
contact)

Enter the contact information for the external org ID.

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(NZL) StudyLink Processing

Chapter 28

IVS Active (institutional
verification of study
active)

Indicates the number of days between VOS requests. For example, as shown
previously, an institution VOS will not pick up student information that has had a
VOS request sent within the past four days. Information will be forwarded if a
Pending, Not known, Unregistered, or Mismatch response has been received, or
if no response has been received by StudyLink following a previous VOS
request.

Study Period

Used to classify the enrollments into study periods that correlate to the loan
period. This designates the number of days prior to the study period start date.
The study start date is the date that StudyLink uses to request information. This is
typically one month prior to the reported study start date. If the adjusted class
start date, one day prior in the preceding example, is earlier or the same as the
period start date, then the class is covered by that period. If later, the class will be
added to the next period within the loan.

Vacation

Any break in study. This is used to enter the number of days constituting a break
in study, as in the number of days between the end of one study period or term
and the start of the next study period or term. So that the vacation period is
reported in the VOS, the vacation buffer days should be fewer or equal to the
number of days between terms.

IVS History (institutional Used to select records for the institutional VOS. The number of days, 360 in the
preceding example, is subtracted from the current date and compared with the
verification of study
study period start date and the transaction date on the history table. History
history)
records with a study period and transaction date greater than this date are picked
up for the full institutional VOS process.
Round Dates

If this is selected, the start date is set to the Monday of the week of the first class
and the end date is set to the Sunday of the week of the last class after the other
date buffer calculations are done. Otherwise, the date buffer values will apply
without regard to rounding.

Residency

Identifies eligible residency defaults, New Zealand, Australia, or both. This is a
required field.

Enrollment Status
Reason and Enrollment
Status Exclusion

The default is to exclude from equivalent full-time student (EFTS) calculation or
from enrollment depending on the enrollment status reason. If the enrollment
status reason default matches the enrollment status, then the particular class is
excluded as a covered class or the EFTS is disqualified. These are required fields.

Withdrawal/Cancel

Default for withdrawing or canceling from the program of study. Typically,
cancelations result in 100 percent refund of fees. This is a required field.

Defining the Institution ID
Access the Academic Institution 6 page (Set Up SACR, Foundation Tables, Academic Institution Tables,
Academic Institution 6).

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Chapter 28

(NZL) StudyLink Processing

Academic Institution 6 page

Access the Institution Table New Zealand page (click the View NZL Institution Fields link on the Academic
Institution 6 page).

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(NZL) StudyLink Processing

Chapter 28

Institution Table New Zealand page

This page allows for multi-institution usage.

Defining StudyLink Posting Parameters
Access the StudyLink Posting Parameters page (Set Up SACR, Product Related, Student Financials, New
Zealand Defaults, StudyLink Posting Parameters).

StudyLink Posting Parameters page

Priority

750

Refers to the business unit.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 28

(NZL) StudyLink Processing

Payment Item Type

The item type that is posted to the student's account.

Refund Item Type

Used to designate refunds to StudyLink.

Excess Account

Select for situations in which excess payments are posted before being refunded
to StudyLink.

Processing VOS Requests and Responses
When a student applies for a loan from StudyLink, StudyLink sends a VOS request to the institution
requesting enrollment details and the tuition amount. The institution creates a VOS Response file if changes
occurred in the student's enrollment such as dropping courses or withdrawing from the program.
This section discusses how to:
•

Request VOS information.

•

Initiate VOS responses.

Pages Used to Process VOS Requests and Responses
Page Name

Definition Name

Navigation

Usage

Process VOS Requests

SSF_SL_RC_VOS

Student Financials,
StudyLink, Process VOS
Requests

Request VOS information.

Initiate VOS Responses

SSF_SL_RC_IVS

Student Financials,
StudyLink, Initiate VOS
Responses

Initiate VOS responses
process.

Requesting VOS Information
Access the Process VOS Requests page(Student Financials, StudyLink, Process VOS Requests).

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(NZL) StudyLink Processing

Chapter 28

Process VOS Requests page

Report Type

Values are:
Detailed Report: The output includes the student IDs, total fees, and EFTS values
for each record for which the student has requested coverage of tuition and fees
and not just an allowance. This report shows the confirmed students by name,
biographic and demonstration data, fee coverage requested, and enrolled
program.
Summary Report: The output contains the number of confirmed students and the
total fee amount. This report also shows any data mismatches and unregistered
students.

Report Only

Running the VOS Request in Report Only mode creates the VOS record but will
not create the Loan record. If this check box is cleared, this process updates the
database and creates the Loan record.

Initiating VOS Responses
Access the Initiate VOS Responses page (Student Financials, StudyLink, Initiate VOS Responses).

752

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Chapter 28

(NZL) StudyLink Processing

Initiate VOS Responses page

VOS Selection
(verification of study
selection)

Values are:
Full: Selects all records that have not had a VOS request processed within the
number of days that are set up on the StudyLink Defaults page in the IVS Active
field.
Selected: Selects only those records that have the re-VOS check box selected on
the Maintain Student Loan page.

Maintaining StudyLink Loan Information
This section provides an overview of and discusses:
•

Create payment schedules.

•

Process batch refunds.

•

Create student reports.

Note. All of the following processes are intended for administrative users only.

Understanding Maintaining StudyLink Loan Information
Your institution must review student loan information, process payment schedules, track refunds, and create
student account reports. Administrative users will run these processes to process loans for students to pay
their tuition and living allowances or just the allowances. Loans for allowances only are sent to directly to the
student and are not applied to the student account.

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(NZL) StudyLink Processing

Chapter 28

After a student has applied for a loan with StudyLink and StudyLink sends the VOS request to the institution,
the institution creates the VOS return file that lists any mismatches of name, date of birth, or ID; the student's
enrollment details; and the loan request amount.
Your institution receives PAY files from StudyLink for confirmed and declined student loans. For confirmed
loans, a COBOL process is run that posts the payments to the students' accounts. Any excess funds will be
refunded to StudyLink through the accounts payable process and by processing the refund file.

Pages Used to Maintain StudyLink Loan Information
Page Name

Definition Name

Navigation

Usage

Process PAY File

SSF_SL_RC_PAY

Student Financials,
StudyLink, Process PAY
File

Create the payment file and
post payments to student
accounts.

Batch Refund

RUNCTL_SFPREFND

Student Financials,
Refunds, Process Batch
Refunds, Batch Refund

Run the batch refund
process.

Process Refund File

SSF_SL_RC_PYI

Student Financials,
StudyLink, Process Refund
File

Create the refund file.

Create Student Report

SSF_SL_RC_RPT

Student Financials,
StudyLink, Create Student
Report

Create reports on student
loan account information.

Creating Payment Schedules
Access the Process PAY File page (Student Financials, StudyLink, Process PAY File).

754

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Chapter 28

(NZL) StudyLink Processing

Process PAY File page

You must run the PAY file process to create the file and to post payments to student accounts. You can run
the SQR (Structured Query Report) report SFSPAYR multiple times. Run the COBOL process SFPSLPAY to
post the payments to the student account.

Processing Batch Refunds
Access the Batch Refund page (Student Financials, Refunds, Process Batch Refunds, Batch Refund).

Batch Refund page

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(NZL) StudyLink Processing

Chapter 28

To create refunds for StudyLink, complete the Batch Refund page as shown in the preceding sample page.
Access the Process Refund File page (Student Financials, StudyLink, Process Refund File).

Process Refund File page

Creating Student Reports
Access the Create Student Report page (Student Financials, StudyLink, Create Student Report).

Create Student Report page

756

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 29

(NZL) New Zealand Qualification Authority
Fees
This section provides an overview of New Zealand Qualification Authority (NZQA) fees and discusses how
to set up NZQA fee information.

Understanding NZQA Fees
NZQA is the New Zealand government body responsible for coordinating the National Qualifications
Framework (NQF). Educational institutions must equate their study offerings to NQF unit standards for the
purpose of cross accreditation.
Institutions are responsible for charging students a Hook-on Fee and a Per Credit Charge on behalf of the
NZQA to cover administration costs. The Hook-on Fee of 25.00 NZD is charged at the time of enrollment if
the student does not have an NZQA ID. If the student already has an NZQA ID, the fee is not charged. After
paying the fee, as the student achieves units, these units are listed in their Record of Learning.
When students enroll in classes, they are also enrolled in the associated unit standards. Each unit standard is
equivalent to a specific number of credits. As units are reported to the NQF, the NZQA charges a fee of 1.00
NZD per credit.

Setting Up NZQA Fee Information
This section discusses how to:
•

Set up valid records.

•

Set up valid fields.

•

Set up fee triggers.

•

Set up term fee codes.

•

Set up term fees.

•

View term sub fee codes.

•

Set up term sub fees.

•

Set up per credit charges.

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(NZL) New Zealand Qualification Authority Fees

Chapter 29

NQF Fees
The two types of NQF fees that must be charged are:
•

Hook-on fees
These fees are charged when a student enrolls in an NQF unit standard for the first time.

•

NQF per credit fees
These fees are charged as earned units are reported to the NQF.

Page Used to Set Up NZQA Fees

758

Page Name

Definition Name

Navigation

Usage

Valid Records

SEL_VALID_RECS

Set Up SACR, Product
Set up the records required
Related, Student Financials, for hook-on fees and per
Valid Records
credit charges.

Valid Fields

SEL_VALID_VARS

Set Up SACR, Product
Set up fields required for
Related, Student Financials, hook-on fees and per credit
Valid Fields
charges.

Criteria

SEL_CRITERIA_TABLE

Set Up SACR, Product
Set up criteria types.
Related, Student Financials,
Tuition and Fees, Criteria

Criteria Details

SEL_CRITER_TABLE

Set Up SACR, Product
View criteria details.
Related, Student Financials,
Tuition and Fees, Criteria
Details

Term Fee Codes

TERM_FEE_CD_TABLE

Set Up SACR, Product
Set up term fee codes.
Related, Student Financials,
Tuition and Fees, Term
Fees, Term Fee Codes

Term Fees

TERM_FEE_TABLE

Set Up SACR, Product
Related, Student Financials,
Tuition and Fees, Term
Fees, Term Fees

Term Sub Fee Codes

TERM_SF_CODE_TABLE

Set Up SACR, Product
View information about
Related, Student Financials, term sub fee codes.
Tuition and Fees, Term
Fees, Term Sub Fee Codes

Term Sub Fees

TERM_SUBFEE_TABLE

Set Up SACR, Product
Set up term sub fees.
Related, Student Financials,
Tuition and Fees, Term
Fees, Term Sub Fees

Set up term fees. The hookon fee is treated as a term
fee and follows the steps
defined for setting up a term
fee.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 29

(NZL) New Zealand Qualification Authority Fees

Page Name

Definition Name

Navigation

Usage

Per Credit Charge

SSF_PER_CREDIT_CHG

Set Up SACR, Product
Related, Student Financials,
New Zealand Defaults, Per
Credit Charge

Set up information to apply
charges based on each
credit for which a student
has enrolled.

Setting Up Valid Records
Access the Valid Records page (Set Up SACR, Product Related, Student Financials, Valid Records).

Valid Records page

Add a row for EXTERNAL_SYSTEM and STDNT_CAR_MLSTN.

Setting Up Valid Fields
Access the Valid Fields page (Set Up SACR, Product Related, Student Financials, Valid Fields).

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(NZL) New Zealand Qualification Authority Fees

Chapter 29

Valid Fields page (1 of 2)

For the External_System_ID, change the Description field to NZQA External ID. Add a new field value
named MILESTONE.

Valid Fields page (2 of 2)

You no longer need to modify SFPSTDNT to load EXTERNAL_SYSTEM_ID from the
EXTERNAL_SYSTEM table, where the EXTERNAL_SYSTEM record equals NQA, and MILESTONE from
the SSF_STD_CAR_MLSTN table.

Setting Up Fee Triggers
Access the Criteria page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Criteria).

760

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Chapter 29

(NZL) New Zealand Qualification Authority Fees

Criteria page

Set up criteria as a fee trigger.
Access the Criteria Details page (Set Up SACR, Product Related, Student Financials, Tuition and Fees,
Criteria Details).

Criteria Details page (1 of 2)

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(NZL) New Zealand Qualification Authority Fees

Chapter 29

Criteria Details page (2 of 2)

Set up the details of the fee trigger.

Setting Up Term Fee Codes
Access the Term Fee Codes page (Set Up SACR, Product Related, Student Financials, Tuition and Fees,
Term Fees, Term Fee Codes).

762

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Chapter 29

(NZL) New Zealand Qualification Authority Fees

Term Fee Codes page

Set up the term fee to charge hook-on fees using the previous criteria as the fee trigger.

Setting Up Term Fees
Access the Term Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term
Fees, Term Fees).

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(NZL) New Zealand Qualification Authority Fees

Chapter 29

Term Fees page (1 of 3)

Term Fees page (2 of 3)

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Chapter 29

(NZL) New Zealand Qualification Authority Fees

Term Fees page (3 of 3)

View information about the term fee.

Viewing 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).

Term Sub Fee Codes page (1 of 2)

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(NZL) New Zealand Qualification Authority Fees

Chapter 29

Term Sub Fee Codes page (2 of 2)

View default values for the term sub fee code.

Setting Up Term Sub Fees
Access the Term Sub Fees page (Set Up SACR, Product Related, Student Financials, Tuition and Fees, Term
Fees, Term Sub Fees).

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Chapter 29

(NZL) New Zealand Qualification Authority Fees

Term Sub Fees page (1 of 3)

Term Sub Fees page (2 of 3)

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(NZL) New Zealand Qualification Authority Fees

Chapter 29

Term Sub Fees page (3 of 3)

View information about the term sub fees.

Setting Up Per Credit Charges
Access the Per Credit Charge page (Set Up SACR, Product Related, Student Financials, New Zealand
Defaults, Per Credit Charge).

Per Credit Charge page

Set up information to apply charges based on each credit for which a student is enrolled.

768

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Chapter 29

(NZL) New Zealand Qualification Authority Fees

During the tuition calculation process, the system reads the number of NQF credits determined during the
Student Records process. It then multiplies that NQF credit number by the per credit charge. Student
Financials uses the NQF credit number for the calculation, but the number itself is provided by the Student
Records process.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

769

Appendix A

Delivered Workflows for Student
Financials
This appendix discusses delivered workflows for Student Financials.
See Also
Enterprise PeopleTools PeopleBook: Workflow Technology
Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications

Delivered Workflows for Student Financials
This section discusses Student Financials workflows. The workflows are listed alphabetically by workflow
name.

Corporate Collection Worklist
This section discusses the Corporate Collection workflow.
Description
Event Description

Assign Corporation to Worklist

Action Description

Create a worklist entry for Collector (using User ID or
Role).

Notification Description

Worklist

Workflow Objects
Event

SSF_COLLECTION_ORG_CI

Workflow Action

Automatic

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Delivered Workflows for Student Financials

Role

Appendix A

Query:
Roleuser by Oprid Qry (if by User ID)
[ROLE] Roleuse SSF Collector (if by Role)

Email Template (or notification vehicle)

Worklist record = COLLECT_WL and PSWORKLIST

Business Process

PROCESS_ORG_COLLECTIONS

Business Activity

Create Org Collections (if by User ID)
Create Org Role Collections (if by Role)

Business Event

Create Worklist

Customer Collection Worklist
This section discusses the Customer Collection workflow.
Description
Event Description

Assign Customers to Worklist.

Action Description

Create a worklist entry for a Collector (using User ID or
Role).

Notification Description

Worklist

Workflow Objects
Event

SSF_COLLECTION_CI

Workflow Action

Automatic

Role

Query:
Roleuser by Oprid Qry (if by User ID)
[ROLE] Roleuse SSF Collector (if by Role)

Email Template (or notification vehicle)

Worklist record = COLLECT_WL and PSWORKLIST

Business Process

Process Collections

Business Activity

Create Collections Worklist (if by User ID)
CREATE_COLLECTIONS_BY_ROLE (if by Role)

Business Event

772

Create Worklist

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix A

Delivered Workflows for Student Financials

Department Receipt Approval
This section discusses the Department Receipt Approval workflow.
Description
Event Description

Department Receipt Approval

Action Description

Create Worklist entry for Department Receipt Approval

Notification Description

Worklist

Workflow Objects
Event

No component interface for Receipt approval

Workflow Action

Automatic

Role

Query:
Roleusers by Rolename query

Email Template (or notification vehicle)

Worklist Record – CSH_DEPT_WL

Business Process

DEPT_RCPT_APPROVAL

Business Activity

Approve Department Receipts

Business Event

Send For Approval

Group Posting Approval
This section discusses the Group Posting Approval workflow.
Description
Event Description

Group Posting Approval

Action Description

Create Worklist entry for Group Approval

Notification Description

Worklist

Workflow Objects

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Delivered Workflows for Student Financials

Appendix A

Event

SSF_GRP_APPR_CI

Workflow Action

Automatic

Role

Query:
Roleusers by Rolename query

Email Template (or notification vehicle)

Worklist Record - GROUP_WL

Business Process

GROUP_APPROVAL

Business Activity

Approve Group

Business Event

Send For Approval

Refund Approval
This section discusses the Refund Approval workflow.
Description
Event Description

Generate Refund Approval

Action Description

Send Approval

Notification Description

Worklist

Workflow Objects
Event

SSF_RFNDAPPR_CI

Workflow Action

Automatic

Role

Query:
Roleuser RF by RoleName

774

Email Template (or notification vehicle)

Worklist Record - REFUND_WL

Business Process

REFUND_APPROVAL

Business Activity

Approve Refund

Business Event

Send For Approval

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix B

Student Financials Global Invoicing
Reminder Letters
This appendix provides an overview of customer billing and discusses how to define and issue Student
Financial global invoicing reminder letters:

Defining and Issuing Reminder Letters
This section provides institutions who use global invoicing an example of how to define and issue invoice
Reminder Letters.
Reminder Letters can be generated for open invoices after the due date has passed.
Reminder Letters can include fields such as: 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. A minimum balance can be utilized at the invoice. Like the invoice, the reminder
letter can include a payment voucher.
Reminders are tracked at the student level for each invoice through Campus Community Communications.
Student Financials uses Campus Community Communications Engine to generate reminder letters. The
Communications Engine process supports Population Selection and uses Queries and Equations to determine
who will receive a Reminder Letter and what data will be available to the template.
Note. The information below pertains to the Global Invoicing .
Additional, essential information describing the setup and generation design of communications appears in
PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook.

Pages Used to Define and Issue Reminder Letters
Page Name

Definition Name

Navigation

Usage

Communication Data
Source

SCC_CG_DTASRC

Campus Community,
Communications, Set up
Communications,
Communication Data
Source

Define communication data
source.

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Student Financials Global Invoicing Reminder Letters

776

Appendix B

Page Name

Definition Name

Navigation

Usage

Report Definition

PSXPRPTDEFN

Reporting Tools, XML
Publisher, Setup, Report
Definition

Define invoice Reminder
Letter properties.

Report Definition —
Template

PSXPRPTTMPL

Reporting Tools, XML
Publisher, Setup, Report
Definition, Template

Define template properties.

Report Definition — Output

PSXPRPTOUT

Reporting Tools, XML
Publisher, Setup, Report
Definition, Output

Define output properties.

Report Definition —
Bursting

PSXPRPTBURST

Reporting Tools, XML
Publisher, Setup, Report
Definition, Bursting

Define bursting properties.

Standard Letters

SCC_STN_LTR_TBL

Campus Community,
Communications, Set up
Communications, Standard
Letter Table CS

Set up standard letter.

Communication Speed
Keys

COMM_SPDKEY_TABLE

Set Up SACR, Common
Definitions,
Communications,
Communication Speed Key
Table

Define communication key.

Event 3C Groups

EVNT_GRP_3C_TABLE

Campus Community, 3C
Engine, Set Up 3C Engine,
Event 3C Group

Define 3C Event Group.

Event Definition

EVNT_3CS_SETUP

Campus Community, 3C
Engine, Set Up 3C Engine,
Event Definition

Set up event definition.

3C Engine Parameters

RUN_CNTL_3CENGINE

Campus Community, 3C
Engine, Run 3C Engine

Define 3C Engine
parameters.

Manage Duplicate
Assignment

MANAGE_DUP_ASSIGN

Campus Community, 3C
Engine, Run 3C Engine,
Manage Duplicate
Assignment

Define Manage Duplicate
Assignment.

Person Communication

COMM_MGMT1

Campus Community,
Communications, Person
Communications,
Communication
Management

Review generated
communication.

Selection Parameters

SCC_CG_RUNCTL1

Campus Community,
Running Communication
Communications,
Generation process.
Communication Generation

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix B

Student Financials Global Invoicing Reminder Letters

Page Name

Definition Name

Navigation

Usage

Process Parameters

SCC_CG_RUNCTL2

Campus Community,
Set up process parameters.
Communications,
Communication Generation,
Process Parameters

View Communication

SCC_CG_ATTREL

Campus Community,
View Reminder Letter.
Communications,
Communication Generation,
Process Parameters, View
Communication

Defining Communication Data Source
Access the Communication Data Source page (Campus Community, Communications, Set up
Communications, Communication Data Source).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

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Student Financials Global Invoicing Reminder Letters

Appendix B

Communication Data Source page (1 of 2)

778

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix B

Student Financials Global Invoicing Reminder Letters

Communication Data Source page (2 of 2)

Click Register Data Source if this is a new Data Source or if the Communications Data Source definition has
been modified.

Defining Invoice Reminder Letter Properties
Access the Report Definition page (Reporting Tools, XML Publisher, Setup, Report Definition).
Select the QA_CS_SF_RMD report (Invoice Reminder Letters).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

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Student Financials Global Invoicing Reminder Letters

Appendix B

Report Definition page

Defining Template Properties
Access the Report Definition — Template page (Reporting Tools, XML Publisher, Setup, Report Definition,
Template).

780

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Appendix B

Student Financials Global Invoicing Reminder Letters

Report Definition — Template page

Defining Output Properties
Access the Report Definition — Output page (Reporting Tools, XML Publisher, Setup, Report Definition,
Output).

Report Definition — Output page

For Format Type, select Enabled and Default for PDF.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

781

Student Financials Global Invoicing Reminder Letters

Appendix B

Defining Bursting Properties
Access the Report Definition — Bursting page (Reporting Tools, XML Publisher, Setup, Report Definition,
Bursting).

Report Definition — Bursting page

For Burst by, select fld_CG_SORT_ORDERto he reminder letter will be used by the Comm Gen process.

Setting Up Standard Letter
Access the Standard Letters page (Campus Community, Communications, Set up Communications, Standard
Letter Table CS).

782

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix B

Student Financials Global Invoicing Reminder Letters

Standard Letters page

Select the appropriate RM1 Letter Code and the Define Com Gen Parameters check box.
check box.
Template Selection
Select the QA_CS_SF_RMDreport name (Invoice Reminder Letters).

Defining Comm Key
Access the Communication Speed Keys page (Set Up SACR, Common Definitions, Communications,
Communication Speed Key Table).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

783

Student Financials Global Invoicing Reminder Letters

Appendix B

Communication Speed Keys page

Select the appropriate RM1 Comm Key.
*Comm Key:

Enter the name of the communication speed key to represent this set of
communication elements

Category

Enter the communication category to associate with this communication speed
key

Context

Enter the communication context to associate with this communication speed
key.

Duration

Enter Document as method of the communication that you are associating with
this communication speed key.

Direction

Enter Outgoing as the direction of the communication you are associating with
this communication speed key.

Letter Code

Enter RM1 as the code you are associating with this communication speed key

Defining Event 3C Groups
Access the Event 3C Groups page (Campus Community, 3C Engine, Set Up 3C Engine, Event 3C Group).

784

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Appendix B

Student Financials Global Invoicing Reminder Letters

Event 3C Groups page

Defining Event Definition
Access the Event Definition page (Campus Community, 3C Engine, Set Up 3C Engine, Event Definition).

Event Definition page

Select the appropriate SF RM1 Event ID.

Defining 3C Engine Parameters
Access the 3C Engine Parameters page (Campus Community, 3C Engine, Run 3C Engine).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

785

Student Financials Global Invoicing Reminder Letters

Appendix B

3C Engine Parameters page

Select the SSF_POP_3CENGINE_SFBI query
In the Population Selection group box, select Edit Prompts to access the Query Prompts page.

Query Prompts page.

Defining Manage Duplicate Assignment
Access the Manage Duplicate Assignment page (Campus Community, 3C Engine, Run 3C Engine, Manage
Duplicate Assignment).

786

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Appendix B

Student Financials Global Invoicing Reminder Letters

Manage Duplicate Assignment page

Check Duplicate Communication
Select the Check Duplicate Communication check box.
In the Variable Data field within the Additional Conditions to Prevent Duplicate Communication group box,
select Match.
Click Run to run the process.

Reviewing the Generated Communication
Access the Person Communication page (Campus Community, Communications, Person Communications,
Communication Management).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

787

Student Financials Global Invoicing Reminder Letters

Appendix B

Person Communication page (1 of 2)

Person Communication page (2 of 2)

Note the Communication Completed check box is not selected.

Running Communication Generation Process
Access the Selection Parameters page (Campus Community, Communications, Communication Generation).

788

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix B

Student Financials Global Invoicing Reminder Letters

Selection Parameters page

Setting Up Process Parameters
Access the Process Parameters page (Campus Community, Communications, Communication Generation,
Process Parameters).

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

789

Student Financials Global Invoicing Reminder Letters

Appendix B

Process Parameters page

Output Settings
In the Missing Critical Data group box, select the Produce Communication check box and the Complete
Communication check box.

Reviewing Communication
Access the Person Communication page (Campus Community, Communications, Person Communications,
Communication Management).

790

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix B

Student Financials Global Invoicing Reminder Letters

Person Communication page (1 of 2)

Person Communication page (2 of 2)

Note the Communication Completed check box is selected.
Click View Generated Communication to view the reminder letter.
Access the Reminder Letter for Global Invoicing.

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

791

Student Financials Global Invoicing Reminder Letters

Appendix B

Reminder Letter for Global Invoicing

792

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports
This appendix provides an overview of Student Financials reports, and enables you to view a summary tables
of all reports.
Note. For samples of some of these reports, see the Portable Document Format (PDF) files published on CDROM with your documentation.
See Also
Enterprise PeopleTools PeopleBook: Process Scheduler

PeopleSoft Student Financials Reports: A to Z
This table lists the Student Financials reports, sorted alphanumerically by report ID.
•

Crystal and SQR Reports

•

Setup Table Reports

Crystal and SQR Reports
Report ID and Report
Name

Description

Navigation

SF707

Group posting summary
report of student financial
system. (Crystal)

Student Financials, Charges RUNCTL_SF707
and Payments, Group
Processing, Group
Summary

This report lists all error
messages for a batch ID.
(Crystal)

Student Financials, Tuition
and Fees, Calculate Batch
Tuition, Tuition Calc Error
Report

RUNCTL_SF708

This report lists all tuition
and fees for a student.
(Crystal)

Student Financials, Tuition
and Fees, Calculate Batch
Tuition, Fees After
Calculation Report

RUNCTL_SF709

Group Summary Report

SF708
Fee Calculation Errors
Report
SF709
Fees After Calculation
Report

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Run Control Page

793

PeopleSoft Student Financials Reports

Report ID and Report
Name

Appendix C

Description

Navigation

Run Control Page

This report lists a student's
tuition and fees prior to
Fees Prior to Posting Report
posting. (Crystal)

Student Financials, Tuition
and Fees, Calculate Batch
Tuition, Fees Prior to
Posting Report

RUNCTL_SF710

SF711ABI

Student Financials, Bill
Customers, Student Bills,
Print Invoice Crystal

RUNCTL_SF711AB

SF710

Crystal Bill for Student
Financials
SF726
Daily Activity
SF727
Daily Posting Activity

SF728
Enrollment Cancellation
Report

SF732
Refund Customers Rpt
SF736
Run Organization Report
SF750
Receipts per Business Day

SF750R
Receipt by Number

SF753ABI
Crystal Org Bill for SF

SF754
Students in Collections

794

This report generates a
student bill for print using
Crystal. (Crystal)

Summary of daily posting
Student Financials, Charges RUNCTL_SF726
activity, by Item type Code. and Payments, Posting
(Crystal)
Reports, Daily Activity
Daily posting activity for
student post. (Crystal)

Student Financials, Charges RUNCTL_SF727
and Payments, Posting
Reports, Daily Posting
Activity

This report lists all students
who have been processed
for enrollment cancellation
for term or class
cancellations. (Crystal)

Student Financials, Tuition
and Fees, Cancellation,
Report Cancellation

RUNCTL_SF728

This report lists information Student Financials,
on individual refunds.
Refunds, Reports,
(Crystal)
Individual Refunds

RUNCTL_SF732

Refund External
Organization Report by
business unit. (Crystal)

Student Financials,
Refunds, Reports,
Corporation Refunds

RUNCTL_SF732

This report lists all
information about receipts
processed on a specific
business date in cashiering.
(Crystal)

Student Financials,
Cashiering, Balance by
Business Day, Receipts By
Business Date

RUNCTL_SF750

This report generates a
cashiering receipt for print
using Crystal. It lists all
receipt information.
(Crystal)

Student Financials,
Cashiering, Balance by
Business Day, Receipts By
Number Summary

RUNCTL_SF750R

This report generates an
external organization bill
for print using Crystal.
(Crystal)

Student Financials, Bill
RUNCTL_SF753AB_ORG
Customers, Corporate Bills,
Print Invoice Crystal

This report lists students
placed in collections.
(Crystal)

Student Financials,
Collections, Customers in
Collection

RUNCTL_COLLECT_SF

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

Navigation

SF755

This report lists all
organizations placed in
collections. (Crystal)

Student Financials,
RUNCTL_COLLECT_SF
Collections, Corporations in
Collection

Group posting detail report.
(Crystal)

Student Financials, Charges RUNCTL_SF707
and Payments, Group
Processing, Group Detail

This report lists all
information about receipts
processed using a specified
deposit ID within
cashiering. (Crystal)

Student Financials,
Cashiering, Balance By
Business Day, Receipts by
Deposit ID Summary

This report lists all
individuals who were
assessed late fees for a
given batch ID. (Crystal)

Student Financials, Charges RUNCTL_SF783
and Payments, Late Fees,
Late Fees Report

SF security listing of
business units secured by a
permission list. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
Permission List Reports,
Business Unit

SF security listing of
business units secured by a
single user ID. (Crystal)

Set Up SACR, Security,
PRCSRUNCNTL_SF
Secure Student Financials,
User Reports, Business Unit

This report lists any
permission lists with
security for specified
cashier offices. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
Permission List Reports,
Cashier Office

PRCSRUNCNTL_SF

This report lists all user IDs Set Up SACR, Security,
with security for specified
Secure Student Financials,
cashier offices. (Crystal)
User Reports, Cashier
Office

PRCSRUNCNTL_SF

Organizations in
Collections
SF756
Group Detail Report
SF757
Receipts by Deposit ID

SF783
Late Fees Report

SF800
Business Unit Permission
List
SF801
Business Unit User ID
SF802
Cashier Office Permission
List
SF803
Cashier Office User ID

SF804

Run Control Page

RUNCTL_SF757

PRCSRUNCNTL_SF

This report lists any
permission lists with credit
Credit Card Permission List
card security. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
Permission List Reports,
Credit Card

PRCSRUNCNTL_SF

SF805

This report lists any user
IDs with credit card
security. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
User Reports, Credit Card

PRCSRUNCNTL_SF

SF security listing of
companies secured by a
permission list. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
Permission List Reports,
Company

PRCSRUNCNTL_SF

Credit Card User ID
SF806
Company Permission List

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

795

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

Navigation

Run Control Page

SF807

SF security listing of
companies secured by a
single user ID. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
User Reports, Company

PRCSRUNCNTL_SF

SF security listing of item
types secured by a
permission list. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
Permission List Reports,
Item Type

PRCSRUNCNTL_SF

SF security listing of item
types secured by a single
user ID. (Crystal)

Set Up SACR, Security,
Secure Student Financials,
User Reports, Item Type

PRCSRUNCNTL_SF

SF security listing of setIDs Set Up SACR, Security,
secured by a permission list. Secure Student Financials,
(Crystal)
Permission List Reports,
SetID

PRCSRUNCNTL_SF

SF security listing of setIDs SetID Set Up SACR,
secured by an individual
Security, Secure Student
user ID. (Crystal)
Financials, User Reports,
SetID

PRCSRUNCNTL_SF

Company User ID
SF809
Item Type Permission List

SF810
Item Type User ID
SF811
SetID Permission List

SF812
SetID User ID

SF814
TP Contracts
SF815E
Trial Bal by Acct (Eff Dt)
SF815P
Trial Bal by Acct (Post
Date)
SF816E
Trial Bal by Stud Itm (Eff
Dt)
SF816P
Trial Bal by Stud Itm (Pst
Dt)
SF817E
Trial Bal by Student (Eff
Dt)

796

Appendix C

Third-party contract setup
values. (Crystal)

Student Financials, Payment RUNCTL_SF814
Plans, Third Party Contract,
Third Party Contract Report

This report lists the trial
balance by account by item
effective date. (Crystal)

Student Financials, GL
Interface, Trial Balance
Reports, By Account

RUNCTL_SF815

This report lists trial
balances by account by
posted date. (Crystal)

Student Financials, GL
Interface, Trial Balance
Reports, By Account

RUNCTL_SF815

Trial balance by student
item (item effective date).
(Crystal)

Student Financials, GL
Interface, Trial Balance
Reports, By Student Item

RUNCTL_SF815

Trial balance by student
item (post date). (Crystal)

Student Financials, GL
Interface, Trial Balance
Reports, By Student Item

RUNCTL_SF815

Trial balance by student
(item effective date).
(Crystal)

Student Financials, GL
Interface, Trial Balance
Reports, By Student

RUNCTL_SF815

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

Navigation

Run Control Page

SF817P

Trial balance by student
(post date). (Crystal)

Student Financials, GL
Interface, Trial Balance
Reports, By Student

RUNCTL_SF815

Trial balance corporation by Student Financials, GL
account (item effective
Interface, Trial Balance
date). (Crystal)
Reports, By Corporate
Account

RUNCTL_SF815

Trial balance organization
by account (post date).
(Crystal)

RUNCTL_SF815

Trial Bal by Student (Post
Dt)
SF818E
Trl Bal Corp by Acct (Eff
Dt)
SF818P
Trl Bal Corp by Acct (Pst
Dt)
SF819E
Trial Bal by Corp Itm (Eff
Dt)
SF819P
Trial Bal by Corp Itm (Pst
Dt)

Student Financials, GL
Interface, Trial Balance
Reports, By Corporate
Account

Trial balance by corporation Student Financials, GL
item (item effective date).
Interface, Trial Balance
(Crystal)
Reports, By Corporate Item

RUNCTL_SF815

Trial balance by corporation Student Financials, GL
item (post date). (Crystal)
Interface, Trial Balance
Reports, By Corporate Item

RUNCTL_SF815

SF820E

Trial balance by corporation Student Financials, GL
(item effective date).
Interface, Trial Balance
Trial Bal by Corp (Eff Date)
(Crystal)
Reports, By Corporation

RUNCTL_SF815

SF820P

Trial balance by corporation Student Financials, GL
(post date). (Crystal)
Interface, Trial Balance
Reports, By Corporation

RUNCTL_SF815

Credit history for all
students, for a specified
business unit and effective
date. (Crystal)

Student Financials,
Collections, Credit History,
All Customer Report

RUNCTL_SFBU_ASOFDT

Credit history for one
student, for a specified
business unit and effective
date. (Crystal)

Student Financials,
Collections, Credit History,
One Customer Report

RUNCTL_SF822

Credit history for all
Student Financials,
corporations, for a specified Collections, Credit History,
business unit and effective All Corporation Report
date. (Crystal)

RUNCTL_SF823

Credit history for one
corporation, for a specified
business unit and effective
date. (Crystal)

RUNCTL_SF824

Trial Bal by Corp (Post
Date)
SF821
Credit History for All
Students
SF822
Credit History for One
Student
SF823
Credit History for All
Corporations
SF824
Credit History for One
Corporation

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Student Financials,
Collections, Credit History,
One Corporation Report

797

PeopleSoft Student Financials Reports

Appendix C

Report ID and Report
Name

Description

Navigation

Run Control Page

SF825

Credit history for all
students, by account, for a
specified business unit and
effective date. (Crystal)

Student Financials,
Collections, Credit History,
Customer Report by
Account

RUNCTL_SF825

Credit history for all
corporations, by account
number, for a specified
business unit and effective
date. (Crystal)

Student Financials,
Collections, Credit History,
Corporate Account Report

RUNCTL_SF826

Open refunds, sorted by
student name. (Crystal)

Student Financials,
Refunds, Reports, Open
Refunds

RUNCTL_SF828

Credit History Student by
Acct
SF826
Credit History by Account
for Corporations

SF828
Open Refunds
SF829
Refunds by Date

This report lists all refunds Student Financials,
processed for a certain date. Refunds, Reports, Refunds
(Crystal)
by Date

SF830

This report lists all
completed refunds by date.
Completed Refunds by Date
It also lists information on
paycheck gross, taxes and
net amounts. (Crystal)

Student Financials,
RUNCTL_SF830
Refunds, Reports,
Completed Refunds by Date

SF847

Student Financials, Charges RUNCTL_SF847
and Payments, Group
Processing, Group Post —
Suspended

Group Post Suspended
Report
SF853
Batch Refund

SF854
Batch Refund Messages

SF856
Account Audit Statement

SF859
Tax Assessment Summary
Report

798

RUNCTL_SF829

Detailed list of transactions
that have not been posted
through the Group Post
process. (Crystal)

This report lists all refunds Student Financials,
processed within a specified Refunds, Process Batch
Batch ID. (Crystal)
Refunds, Report Batch
Refunds

RUNCTL_SF853

This report lists all error or
warning messages
encountered during a
specified Batch ID.
(Crystal)

RUNCTL_SF854

Student Financials,
Refunds, Process Batch
Refunds, Report Batch
Messages

Detail transaction listing for Student Financials, Charges RUNCTL_SF856
an individual or external
and Payments, Posting
organization. (Crystal)
Reports, Account Audit
Statement Report
The tax assessment
summary report for a given
period by business unit and
tax authority. (Crystal)

Student Financials, Taxes,
Tax Reports, GST Tax
Summary Report

RUNCTL_SF859

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

SF860

Individual tax detail report Student Financials, Taxes,
for a given reporting period. Tax Reports, Individual
(Crystal)
GST Tax Detail

RUNCTL_SF860

Organization tax detail
report for a given reporting
period. (Crystal)

Student Financials, Taxes,
Tax Reports, Organization
GST Tax Detail

RUNCTL_SF861

This report lists all the
relevant credit card details
per batch ID from the
Refund Credit Card − Web
process. (Crystal)

Student Financials,
Refunds, Electronic
Payment Refunds, Batch
ePayment Refund Details

RUN_CNTL_SF862

Individual tax detail
SF861
Organization Tax Detail
SF862
Batch Credit Card Detail
Rpt

SF1098RP
Print 1098-T Forms
SF1098VP
1098-T Validation and
Audit

SFBILLIV
Print Non-Extract File
Invoice

SFBKPOST
SF Backup Post

SFCALTUI
Tuition Residency
Calculation

Navigation

Run Control Page

This process prints 1098-T Student Financials, Taxes,
forms and creates electronic Tax Reports, 1098–T Form
transmission files. (SQR)
Print

RUNCTL_SF_SF1098RP

The 1098-T Validation
Student Financials, Taxes,
Report lists any records
Tax Reports, 1098–T Audit
with invalid data and
Report
assigns a validation status to
records on the 1098-T Audit
report. The Audit report
lists all records generated in
the 1098-T generation
process for review before
printing or transmitting the
file. (SQR)

RUNCTL_SF_SF1098VP

This report generates bills
for printing. (XML
Publisher) (SQR)

•

Student Financials, Bill
Customers, Student
Bills, Print Invoice

•

Student Financials, Bill
Customers, Corporate
Bills, Print Invoice

RUN_CNTL_PBILL
RUN_CNTL_PBILL_ORG

This process purges the
QUICK_POST_TBL and
consolidates the
transactions into a posting
group for review. A listing
of these transactions may be
generated. (SQR)

Student Financials, Charges RUN_CNTL_SFBKPOST
and Payments, Group
Processing, Purge Posting
Table

This report lists all students
for whom tuition residency
calculation has been
processed. (SQR)

Student Financials, Tuition
and Fees, Calculate Batch
Tuition, Calculate Terms in
Residency

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

RUNCTL_CALC_TUIT_R

799

PeopleSoft Student Financials Reports

Appendix C

Report ID and Report
Name

Description

Navigation

Run Control Page

SFCOLLEC

This report lists each
student or corporation that
has been assigned to
collections. This includes
the past due categories and
amounts. (SQR)

Student Financials,
Collections, Process
Collections

RUNCTL_COLLECT_SF

This is a process that creates
communication records in
PeopleSoft Campus
Community for each
collection letter requiring
generation. (SQR)

Student Financials,
Collections, Letter
Generation, Generate
Dunning Letters

RUNCTL_SFBU

This program copies term
fees from one term or one
session to another. The
report shows the details of
the added term fees. (SQR)

Set Up SACR, Product
RUNCTL_SFCPTMFE
Related, Student Financials,
Tuition and Fees, Copy
Term Fees

This program generates the
information for receipts for
Generate Donation Receipts
donations received by
Universities from third
parties. (SQR)

Student Financials, Taxes,
RUN_PARM_DONAT
Generate Donation Receipts

SFGENT4

Generates T4A data in
preparation for printing
T4A slips. (SQR)

Student Financials, Taxes,
Generate T4A

Lists invalid chartfields in
SF targets, tenders,
class/course fees and item
types by term. (SQR)

Set Up SACR, Product
RUNCTL_SFGLVAL1
Related, Student Financials,
General Ledger Interface,
ChartField Validation

Generates T2202A data in
preparation for printing
T2202A forms. (SQR)

Student Financials, Taxes,
Generate T2202A

Collections

SFCOLLTR
Collections Dunning Letter

SFCPTMFE
Copy Term Fees

SFDONAT

SF Generate T4A Data
SFGLVAL1
Invalid GL Interface
Chartfield Report
SFGT2202
SF Generate T2202 Data

RUNCTL_SF_GENT4

RUNCTL_SF_SFGT2202

SFJT2202

This process generates the
Student Financials, Taxes,
RUNCTL_SF_SFJT2202
T2202A information. It will Create T2202A Extract File
Process T2202A Report File
either update the tables in
preparation for printing, or
generate a report for review.
(SQR)
SFLOCKIN
Lock In Tuition and Fees

800

This report lists students
who have had their tuition
locked in. (SQR)

Student Financials, Tuition
and Fees, Process Tuition
Lock In

RUNCTL_LCK_IN_TUIT

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

SFPENRDP

Creates and releases service Student Financials, Charges RUNCTL_ENRL_DPST
indicators based on student and Payments, Enrollment
RUNCTL_ENRL_DPST2
payment of enrollment
Deposits
deposits. (SQR)

SF Enrollment Deposits

SFPR2202
Print T2202A Tax Forms
SFPRGPLD
SF External File Load

SFRCRCPT
Print Receipt

SFRSCVW
SF Load Security Views
SFRVRGRP
Group Reversal
SFTBLVAL
Table Validation Report

SFTRMCPY
Copy Term Session

SFWRTOFF
Batch Write off

Navigation

This process prints T2202A Student Financials, Taxes,
tax forms. (SQR)
Print T2202A

Run Control Page

RUNCTL_SFPR2202

The process to load external Student Financials, Charges RUNCTL_SFGPLOAD
files. A detail listing of the and Payments, Group
transactions loaded may be Processing, External Files
generated. (SQR)
This program prints student
payment / department
receipts. (SQR) It generates
income tax receipts for
students enrolled in non
degree courses (Canadian)

Student Financials, Taxes,
Generate Tax Receipts

RUNCTL_SFRECEPT

Listing of table views used
in SF security. (SQR)

Set Up SACR, Security,
Secure Student Financials,
Process, Set Security

RUNCTL_SFSCRTY

Used to reverse a group
after it has been posted.
(SQR)

Student Financials, Charges RUNCTL_SFRVRGRP
and Payments, Group
Processing, Reverse Groups

This process reports on,
and/or corrects any
referential integrity issues
within SF tables. (SQR)

Student Financials, Charges RUN_CNTL_SFTBLVAL
and Payments, Validate
Tables

This process copies
chartfield information by
Item Type Classification
from one Term to another.
(SQR)

Set Up SACR, Product
RUNCTL_SFGL_FEE
Related, Student Financials,
General Ledger Interface,
Copy Term

Detailed listing of accounts
flagged to be written off.
(SQR)

Student Financials,
Collections, Write Offs,
Run Write-off Process

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

RUNCTL_WRITE_OFF

801

PeopleSoft Student Financials Reports

Appendix C

Setup Table Crystal Reports
Report ID and Report
Name

Description

Navigation

Run Control Page

SF701

This report lists all
information from the Term
Fees Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFSETID

Term Fees Table
SF702
Term Sub Fees Report
SF703
Class Fees Report
SF704
Course Fees Report

SF705
Course Rates Table

SF712
Billing and Due Calendars

SF713
Keyword Table
SF714
Account Type Table
SF717
Fee Class Table
SF718
Item Reason Table
SF719
Charge Priority List

802

This report lists information Reporting Tools, Query,
from the Term Subfees
Query Manager
Table. (Crystal)

RUNCTL_SF703

This report lists all
information from the Class
Fees Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF704

This report lists all
information from the
Course Fees Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF705

This report lists all
information from the
Course Rates Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFSETID

This report lists all
Reporting Tools, Query,
information from the Billing Query Manager
and Due Calendars Table.
(Crystal)

RUNCTL_SF712

This report lists all
Reporting Tools, Query,
information in the Keyword Query Manager
Table. (Crystal)

RUNCTL_SFSETID

Detailed setup report of the
institution's SF account
types. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF714

This report lists all
Reporting Tools, Query,
information in the Fee Class Query Manager
Table. (Crystal)

RUNCTL_SF717

Listing of item reason
values created. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF718

Listing of values defined in
the Charge Priority List
setup. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF719

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

Navigation

Run Control Page

SF720

Business Unit Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF720

Listing of the Group Type
Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF721

Listing of values defined
the origin table setup.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF722

This report lists information Reporting Tools, Query,
in the Criteria Table.
Query Manager
(Crystal)

RUNCTL_SF730

This report lists information Reporting Tools, Query,
relative to cashiering
Query Manager
offices. (Crystal)

RUNCTL_SF733

Report for the Tender Key
Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF734

Report for the Target Key
Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF735

This report lists all
cashiering office messages.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF740

This report lists any Cashier Reporting Tools, Query,
Tender messages within a
Query Manager
cashiering office. (Crystal)

RUNCTL_SF741

This report lists any Cashier Reporting Tools, Query,
Target messages within a
Query Manager
cashiering office. (Crystal)

RUNCTL_SF742

Report of the valid cashiers
for each office. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF743

This report lists follow up
actions for collections
activity by setID and as of
date. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFASOFDT

Business Unit Table
SF721
Group Type Table
SF722
Origin Table
SF730
Selection Criteria
SF733
Cash Offered Table Report
SF734
Tender Key Table Report
SF735
Target Key Table Report
SF740
Cashier Message Business
Date
SF741
Cashier Message Tender
SF742
Cashier Message Target
SF743
Valid Cashiers Per Office
SF744
Follow Up Table

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

803

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

Navigation

Run Control Page

SF745

This report lists the criteria
used to assign student
collection items to the
appropriate collector.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFBU

This report lists the criteria
used to assign corporate
collection items to the
appropriate collector.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFBU

This report lists the
collectors by user ID.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFBU_ASOFDT

This report lists all
information in the Reason
In table for collection
activity. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFASOFDT

This report lists all
information in the Reason
Out table to remove a
student/corporation from
collections. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFASOFDT

This lists all information on
the Waiver Form Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFASOFDT

Collection Criteria

SF746
Corp Collection Criteria

SF747
Collector
SF748
Reason In Table

SF749
Reason Out Table

SF769
Waiver Form Table
SF773
Application Fee
SF774A
Course List
SF774B
Course List Fees

SF775
Deposit Fees
SF776
Minimum Maximum Fee

804

Appendix C

List of application fee codes Reporting Tools, Query,
with subfees for each term. Query Manager
(Crystal)

RUNCTL_SFSETID

This report contains the
Course List Details.
(Crystal)

RUNCTL_SFASOFDT

Reporting Tools, Query,
Query Manager

This report lists all
Reporting Tools, Query,
information from the
Query Manager
Course List Fee and Course
List Subfee Table. (Crystal)

RUNCTL_SFSETID

This report lists all
Reporting Tools, Query,
information from the
Query Manager
Deposit Fee Table. (Crystal)

RUNCTL_SFSETID

This lists all information on
the Minimum Maximum
Fee Table. (Crystal)

RUNCTL_SFSETID

Reporting Tools, Query,
Query Manager

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Appendix C

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

SF777

This report lists all values in Reporting Tools, Query,
the Optional Fee Table.
Query Manager
(Crystal)

RUNCTL_SFASOFDT

This report lists all valid
values in the Optional Fees
per Term Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFSETID

This report lists all
information on the
Transaction Fee Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF779

Transaction Fee Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFSETID

List of careers in use for
each term and the
parameters (auto calc
tuition/waivers, term and
transaction wash periods).
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SF771

This report lists all
information on the Waiver
Table. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFSETID

This report lists all billing
aging messages set up for a
business unit. (Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFBU_ASOFDT

Billing Message Table.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFASOFDT

Optional Fee Table
SF778
Optional Fee Term
SF779
Transaction Fees

SF779
Transaction Fee Table
SF780
Calc Control Table

SF781
Waiver Table
SF784
Billing Aging Messages
SF785
Billing Message Table
SF786
Billing Scan Line
SF787
Billing Type Table
SF788
Billing Messages for
Students
SF789
Billing Messages for Corp

Navigation

Run Control Page

This report lists all
Reporting Tools, Query,
information from the Billing Query Manager
Scan Line table. (Crystal)

PRCSRUNCNTL_SF

This report lists all
Reporting Tools, Query,
information from the Billing Query Manager
Type Table. (Crystal)

RUNCTL_SFASOFDT

This report lists information Reporting Tools, Query,
from the Billing Messages
Query Manager
page. (Crystal)

RUNCTL_SFBU_ASOFDT

This report lists information Reporting Tools, Query,
from the Corporate
Query Manager
Messages page. (Crystal)

RUNCTL_SFBU_ASOFDT

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

805

PeopleSoft Student Financials Reports

Report ID and Report
Name

Description

SF790

This report lists information Reporting Tools, Query,
from the Customer
Query Manager
Messages page. (Crystal)

RUNCTL_SFBU_ASOFDT

This report lists all
information from the
Invoice Layout component.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFSETID

This report lists all
information from the
Invoice Number page.
(Crystal)

Reporting Tools, Query,
Query Manager

PRCSRUNCNTL_SF

Messages by item type.
(Crystal)

Reporting Tools, Query,
Query Manager

RUNCTL_SFBU_ASOFDT

This report lists information Reporting Tools, Query,
from the Billing Message
Query Manager
Category page. (Crystal)

RUNCTL_SFBU_ASOFDT

This report lists all
Reporting Tools, Query,
information from the Billing Query Manager
Standard Request table
based on setID. (Crystal)

RUNCTL_SFASOFDT

List of detail for all
Reporting Tools, Query,
adjustment codes in the
Query Manager
database. Includes
adjustment options, adjust
reasons, terms, and line data
for each category. (Crystal)

RUNCTL_SF855

This report lists all
information for tuition
groups. (Crystal)

RUNCTL_SF858

Billing Messages for
Customers
SF791
Invoice Layout

SF792
Invoice Number

SF793
Messages by Item Type
SF794
Billing Message Category
SF795
Billing Standard Request

SF855
Adjustment Calendars

SF858
Tuition Group Report

806

Appendix C

Navigation

Reporting Tools, Query,
Query Manager

Run Control Page

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index
Numerics/Symbols
1098-T Audit Report page 663, 671
1098-T Citizenship page 376
1098-T Data page 662, 665
1098-T File Info page 663
1098-T forms
aligning print stock 673
defining item type parameters 62, 64
generating data 663
printing and creating transmission files 672
producing and filing 661
reviewing and overriding data 665
setting up production 375
setting up taxpayer identification numbers
376
submitting corrections 667
testing transmission files 674
understanding 660
validating and auditing data 671
1098-T Institution Address page 376
1098-T Print page 663, 672
1098-T self service set up 378
1098-T Student Address page 662
1098-T TIN page 376
1098-T TIN Table component (SF_1098_INST)
375
1098–T forms
reviewing messages 665

A
Academic Information page 445, 516
Academic Institution 6 (NZL) page 746, 748
Academic Programs page 440, 442
Academic Selections 2 page 299, 307
Academic Selections page 299, 305
Accounting Dates
setup 54
Accounting Dates page 54
accounting entries
creating 411, 414, 415
sending to General Ledger 422
Accounting Line page 417
accounting lines
publishing 423
reviewing 417
accounting method 21
accounts
viewing 593
writing off 604
Accounts/Terms page 440, 443
Account Selections page 300, 310
accounts payable
business units 243
refund method 237, 436
refund options 243
Accounts to Writeoff page 605, 607
account types

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

defining billing standard requests 310
linking item types 69
SetID warning 70
setting up 51, 52
Account Types page 51, 52
ACCT_TYPE_SF component 51
address verification 96, 104
ADJ_TERM_PANEL component 142
adjustment calendars
defining administrative fees 145
setting up 142, 143
Adjustment Calendars component
(ADJ_TERM_PANEL) 142
Adjustment Calendars page 143
adjustment codes 230
Administrative Fee Setup 143
Administrative Fee Setup page 145
admit terms 181
AGING_TABLE component 37
Aging Set component (AGING_TABLE) 37
Aging Set Messages component
(BI_BILL_MSG_AGE) 283
Aging Set Messages page 284, 285
Aging Set page 37
aging sets
linking billing messages 285
processing write-offs 609
setting up 37
Algorithm Keyset page 87
alternative Late Fees calculation process 353
Amount Edits page 57, 62
AP Business Unit component (BUS_UNIT_AP)
243
AP Business Unit Options page 243
AP ChartFields page 57
APPLICATION_FEES component 181
Application Fee Item Types page 182, 183
application fees
item type selection 183
setup 181, 182
sub fees 185
Application Fees component
(APPLICATION_FEES) 181
Application Fees page 182
application messaging 109
Application Sub Fees page 182, 185
apply payments by invoice 12
define target keys 326
approvals
business unit options 28
department receipts 316, 319, 322
refunds 241, 453, 454
AP refunds
business unit options 243
completion 459
messaging 459
process flow diagram 438
vendor set controls 245
AP Set Controls - Vendor component
(SF_AP_VNDR_OPTIONS) 243
AP Set Controls - Vendor page 243, 245
Assign Collections Worklist page 644, 646
Assign Student Permissions page 634, 635

807

Index

Australia
creating and updating FEE HELP loans 736
creating or updating Commonwealth
Assistance Notices 743
defining FEE HELP loan defaults 725
defining HECS HELP loan defaults 725
defining OS HELP loan defaults 726
defining status change rule loan defaults 727
defining tax parameters 32
excluding HECS classes 731
linking band fees to tuition groups 730
maintaining OS HELP loans 742
preparing for setting up HELP 721
reconciling HECS 734
reviewing HECS results 733
reviewing liability statuses 723
setting up HECS band fees 728
setting up HECS fee codes 728
setting up loan defaults 722
understanding FEE-HELP 721
understanding HECS-HELP 717
understanding OS-HELP 721
understanding the Higher Education Loan
Program (HELP) 717
understanding the tuition calculation for HECS
720
updating statuses for FEE HELP
determinations 737
Australian Loan Processing
setting up and using 717
authorization, credit card
103, 318, 381, 390, 531, 547
auto-numbering sequences 31

B
Back Out GL Interface page 421
BANK_INPUT_FILE component 355
bank account numbers re-encryption 84
banking interface
Netherlands functionality 703
base currency 21, 63, 129, 315, 343
Batch Programs page 132, 134
batch publishing
control records 420
process 423
rules 133
Batch Publish page 423
Batch Publish Rules page 132, 133
Batch Refund (NZL) page 754
Batch Refund Approval page 453
Batch Refund Lines page 440
Batch Refund page 440, 441
batch refunds
calculating 457
completing through payroll 455
confirming 457
creating 439
defining basic parameters 441
generating paysheets 456
routing to worklists 453
selecting academic programs 442
selecting account types and terms 443
selecting item types 444
BI_BILL_MSG_AGE component 283
BI_BILL_MSG_ALL component 283

808

BI_BILL_MSG_CUS component 283
BI_BILL_MSG_ITM component 283
BI_BILL_MSG_ORG component 283
BI_BILL_MSG_TBL component 283
BI_INV_LAYOUT component 286
BI_MSG_CAT_TBL component 283
BI_SCAN_LINE component 296
BI_STD_REQ_TBL component 298
BI_TYPE_TBL component 298
bill by options 490, 491
Bill Cancellation page 513, 514
Bill Career page 515
Bill Detail page 516
billing
billing requests 489
calendar creation 139
cancellation 513, 514
commit options 29
date calculation 142
information review 515
invoice layouts 286
messages 283
overview 489
Pending To Bill Items page 499
scan lines 296
setup 283
specific student charges 498, 500
standard requests 298
Student Invoice Summary page 502
types 298
Billing Address Info page 515
Billing and Due Calendars component
(DUE_DATE_PANEL) 139
Billing and Due Calendars page 140
billing and due date calendars
creation 139
pivot date warning 141
billing careers 179
Billing Detail page 499
billing messages
linking
item types 285
aging sets 285
business units 286
students 286
organizations 286
selecting 307
setting up 283, 284
Billing Messages component
(BI_BILL_MSG_TBL) 283
Billing Messages page 284
Billing Request 1 page 492
Billing Request 2 page 492, 494
billing requests
completing 489
defining basic parameters 492, 497
processing 504, 505, 506
selecting bill by options 490, 491
specifying bill terms and print options
494, 498
Billing Scan Line component (BI_SCAN_LINE)
296
Billing Scan Line page 296
Billing Standard Request - Messages page 299
Billing Standard Request component
(BI_STD_REQ_TBL) 298
billing standard requests
academic selections 305, 307

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

account types 310
billing messages 307
communication information 304
general selections 300, 302
organization information 311
setup 298
student groups 308
Billing Type component (BI_TYPE_TBL) 298
Billing Type page 298
billing types 298
Bill Messages page 516
BUS_UNIT_AP component 243
BUSINESS_UNIT_SF component 19
business processes 2
Business Unit Bank Accounts (NLD) page 704
Business Unit GL - Definition page 117
Business Unit Message component
(BI_BILL_MSG_ALL) 283
Business Unit Messages page 284, 286
business units
auto-numbering sequences 31
basic parameters 21, 22
billing messages 286
Canadian, Australian, and New Zealander
taxes 32
collections setup 363, 364
commit options 28
overview 19
PeopleSoft General Ledger units 118
posting setup 24
recognized types 117
refunding setup 238
setup 19
synchronization 134, 135

C
CALC_CNTROL_PANEL component 150
Calculation Messages page 425
calendars
adjustment calendar setup 142
billing and due dates 139
refunding 246
Canada
defining tax parameters 32
Canadian/ANZ Taxes page 20, 32
cancellations See Also enrollment cancellation
default reason 23
tuition recalculation 431
capture, credit card 103
Cash Check Detail page 552
Cash Checks page 526, 539
cashiering
creating receipt messages 332
creating void reasons 332
defining cashiering offices 313
entering check information 545
entering credit card information 546
modifying receipt forms 335
posting delayed receipts 548
printing receipts 321, 322, 552
processing the GL interface 316, 413, 549
processing transactions 524
receipt and tender activity 553
reviewing totals 561
selecting exchange rates 544

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

setting up target keys 323
setting up tender keys 327
setting up valid registers and cashiers 320
understanding 519
viewing receipt details 551
voiding receipts 549, 550
CASHIERING_OFFICES component 313
Cashiering GL Interface Messages page 414
Cashiering GL Interface page 414, 415
Cashiering GL Interface processing
accounting entries 411
cashiering GL interface process integration 413
Cashiering Office Messages page 333
cashiering offices
closing 562, 565
creating receipt messages 333
defining basic parameters 314
defining transaction setup 316
opening 520
reopening 566
setting up 313
Cashiering Offices component
(CASHIERING_OFFICES) 313
Cashiering Offices page 313, 314
Cashier Office Messages page 332
cashiers, valid See valid cashiers
CASHIERS component 320
Cash Replenishment Detail page 552
Cash Replenishment page 526, 543
cash replenishments See Also cashiering
processing 543
understanding 525
Change Corp Item Line - Line Detail Update page
598
Change Corp Item Line page 598
Change Item Line - Account Summary page 598
Change Item Line - Line Detail Update page 598
Change Item Line page 598
character variables 156
CHARGE_PRIORITY component 39
Charge Corp Reversal - Charge Reversal page 601
charge priority
creating lists 40
defining rules 41
example of list selection 44
item type warning 65
overriding 326, 577, 591
setting item types 65
understanding 40
Charge Priority List - Details page 40
Charge Priority List component
(CHARGE_PRIORITY) 39
Charge Priority List page 40
Charge Reversal - Charge Detail page 600
Charge Reversal page 600, 601
charges
reversing 600, 601
writing off 604
Chartfield Audit report 406
Chartfield Audit Report page 409
ChartField edit options
dynamic ChartFields 7
ChartFields
copying item type information 137
defining dynamic ChartFields 7
defining for target keys 323
defining for tender keys 328
mapping item types 70

809

Index

setting up 119
validating 130, 131
Chartfield Validation page 131
chart of accounts See ChartFields
Char Variables page 155, 156
check cashing See Also cashiering
processing 539
setting rules 319
understanding 525
Check Information page 527, 545
Checklist page 648
Class / Course Fees Rollover component
(RUNCTL_FEE_RLVR) 204
Class / Course Fees Rollover page 207, 217
class fees
modal 205, 216
rollover 217
setup 204, 213
sub fees 214
Class Fees Modal page 206
Class Fees page 206, 213
classification, item type 61
Class Sub Fees Modal page 207
Class Sub Fees page 206, 214
Clieop03 703
Close Cashier page 563
Close Cashiers page 564
Close Offices page 563, 565
Close Registers page 563
CLST_FEE_PANEL component 224
COLL_AGREEMENT component 277
COLL_CRITER_ORG component 367
COLL_CRITER_SF component 367
COLL_LTRTMP_TABLE component 370
Collection Agreement Assess page 278
Collection Agreement component
(COLL_AGREEMENT) 277
Collection Agreement page 278
collection agreements
defining basic parameters 278
setting up 277
specifying administrative fees 280
understanding 473
collection criteria
organizations 369
setup 367
students 367
Collection Criteria component
(COLL_CRITER_SF) 367
Collection Criteria page 367
Collection Information page 648, 651
collection items
assigning to collectors 644
assigning to worklists 646
recording collection activity 651
viewing demographic information 648
working 646, 647
collection letters
processing 655
selecting templates 650
updating information 654
Collection Letter Template component
(COLL_LTRTMP_TABLE) 370
Collection Placement page 655
collections See Also collection items
adding to a queue without worklist 655
business unit setup 363, 364
collection item assignment 644

810

collection items, working 646
criteria 367
follow-up actions 370
letter templates 370
overview 643
reason in/out codes 369
setup 363
viewing corporations in collection 657
viewing customers in collection 657
Collections Dunning Letter page 647, 650, 654, 655
Collections Letter Template page 371
Collections page 20, 364
COLLECTOR_SF component 366
Collector component (COLLECTOR_SF) 366
Collector page 366
Collector Queue page 657
collectors 366
Comments page 648
commit levels 15
commit options 28
Commit Options page 20, 28
Commonwealth Assistance Notice (AUS) page 743
Communication Info page 299, 304
Communication page 648
control totals 575
Control Totals page 356, 358
convenience fees 105
Convert Encryption page 87
Copy Term Fees component (RUN_SFCPTMFE)
190
Copy Term Fees page 191, 203
Corp Accounts page 445
Corp Billing Request - Billing Request 1 page
492, 497
Corp Billing Request - Billing Request 2 page 492
Corp Collection Criteria page 369
Corp Item Due View page 594
Corp Item View page 593
Corp Late Fee Messages page 615, 618
Corp Late Fees - Late Fees Details page 615
Corp Late Fees page 615
Corporate Collection Criteria component
(COLL_CRITER_ORG) 367
Corporate Collection Criteria page 367
Corporate Payment Detail page 552
corporate payments See Also cashiering
accepting 534
allocating charges 536
tracking third-party information 537
understanding 525
Corporate Payments page 526, 534
Corporate Receipts page 554, 555
Corporate Refund page 445, 448
Corporate Refunds by Date page 465, 467
Corporate Refunds by ID page 465, 467
Corporation Credit History page 637
Corporation Info page 300, 311
Corporation Invoice Crystal page 507, 512
Corporation Invoice Extract page 506, 509
Corporation Invoice Other page 507, 511
Corporation Messages component
(BI_BILL_MSG_ORG) 283
Corporation Messages page 284, 286
Corp Post page 590, 592
Corp Refund Approvals page 453
Corp Refund Cancellation page 463, 464
Corp Refunds By Date page 470
Corp Refunds By ID page 470

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

Corp Sponsor page 250, 251
Corp Sponsor Refunds by Date page 470
Corp Sponsor Refunds by ID page 470
Corp Writeoff page 605, 607
Counters page 20, 31
course fees
modal 205, 212
rate tables 207
rollover 217
setup 204, 209
sub fees 210
Course Fees component (CRSE_FEE_PANEL)
204
Course Fees Modal page 206
Course Fees page 206, 209
course list fees
setup 224, 225
sub fees 226
waiver group warning 227
Course List Fees component
(CLST_FEE_PANEL) 224
Course List Fees page 224, 225
course lists
creating 174
linking tuition groups 234
setting up fees 224
Course Lists component (CRSE_LIST_PANEL)
174
Course Lists page 174
Course Sub Fees Modal page 206
Course Sub Fees page 206, 210
Create Clieop03 File (NLD) page 714
Create Deduction Relationship component
(SF_PAYDED_RELATION) 359
Create Deferral Contract component
(DEFERRAL_CONTRACT) 253
Create Payment Plan component
(TP_PAYMENT_PLAN) 259
Create Payment Plans (TP_PAYMENT_PLAN)
359
Create Schedules page 692
Create Student Job Data component
(SSF_POIJOB_TEST) 246
Create Student Report (NZL) page 754
Create T2202A Extract File page 676, 679
Create Third Party Contract component
(TP_CONTRACT) 270
Create Vendors and Vouchers
completion 460
Create Vendors and Vouchers page 460
CREDIT_CARD_TYPE component 83
credit, credit card 103
Credit Card Information page 527, 546
credit card processing 382, 383
authorizing, settling, and crediting 103
defining credit card types 84
defining SF merchants 100
reviewing and canceling transactions 386
reviewing transactions 392
selecting transaction review criteria 393
understanding 381
viewing transactions 396
Credit Card Processing page 382, 383
credit card re-encryption 84
credit card refunds
other transactions 462
web transactions 462
Credit Card Refunds - Other page 462

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Credit Card Refunds - Web page 462
Credit Card Type component
(CREDIT_CARD_TYPE) 83
Credit Card Type page 84
credit history 637
Credit History page 637, 647
credit invoice indicator 517
credit invoices 489
criteria, tuition calculation
codes and types 159
details 160
setup 139
tuition groups, linking 231
tuition groups and fee triggers 158
variables 155
Criteria (NZL) page 758, 760
Criteria component (SEL_CRITERIA_PANEL)
158
Criteria Details (NZL) page 758, 761
Criteria Details page 159, 160
Criteria page 159
CRSE_FEE_PANEL component 204
CRSE_LIST_PANEL component 174
CRSE_RATE_PANEL component 204
Currencies by Tender page 554
currency, base 21, 63, 129, 315, 343
Currency Conversion page 526, 544
Currency Options page 117
current term 43
customer maintenance See maintain customers
Customer Message component
(BI_BILL_MSG_CUS) 283
Customer Message page 286
Customer Messages page 284

D
DDP Advice Print Canada page 459
DDP Advice Print page 458
defaults
academic terms 81
adjust reasons 144
business unit parameters 23
ePayment processing 106
payroll refunding 242
term control 26
default term 81, See Also term default
DEFERRAL_CONTRACT component 253
Deferral Contract Charges page 254, 257
Deferral Contract Fee page 254, 256
Deferral Contract page 254
deferral contracts
administrative fees 256
basic parameters 254
eligible charges and maximum amounts 257
linked students 473
setup 253
student-specific details 473
summary 472
Deferred Charges page 473
Deferred ChartFields page 58
Defer Student Charges page 473
Defer Student page 473
Defining Payment by Invoice 11
delayed receipts 548
Demographic Information page 647, 648

811

Index

Department Receipt Detail page 552
department receipts
creating 537
defining SpeedTypes 127
setting approval parameters 319, 322
understanding 525
Department Receipts page 526, 537
DEPOSIT_FEES component 186
deposit due dates
defining status changes 189
setting up 186, 188
Deposit Due Dates page 186, 188
Deposit Fees component (DEPOSIT_FEES) 186
Deposit Fees page 186, 187
Detail Calendar page 118
Detail Refund AP Information page 469
Detail Refund Check Information page 469
Detail Refund Information By Student page 470
Details page 634
DFLT_TERM_TBL component 81
direct deposit
payroll refunds 457, 458
setup 249
Direct Deposit Create File page 458
disable 1098-T self-service 667
disbursement 26
Display Error/Warning Controls page 151, 154
disputed charges
entering information 598
understanding 597
donation receipt information
generating 683
understanding 661
DUE_DATE_PANEL component 139
due dates
billing request 493
calendar 139
deposit 186
item type 69
late fee 349
null 11
dunning letters 372, 650

E
eCheck processing
debiting and crediting 382, 385
refunding 461
reviewing and canceling transactions 386
reviewing transactions 392
selecting transaction review criteria 393
understanding 381
viewing transactions 396
eCheck Processing page 385
Electronic Payment Test page 96
encryption See re-encryption
Enroll Deposit2 page 612, 613
Enroll Deposit page 611, 612
Enrollment Blocks page 299
enrollment cancellation
item groups and options 625
process 619
student selection criteria 620
tuition recalculation 431
Enrollment Cancellation 1 page 620
Enrollment Cancellation 2 page 620, 625

812

Enrollment Cancellation Messages page 620
Enrollment Cancellation page 620
enrollment deposits
defining basic parameters 612
processing 611
selecting academic programs and waiver forms
613
EOP_PUBLISHM process 423
ePayment
item types 107
ePayment processing
defining credit card types 83
defining SF merchants 101
processing service requests 382
reviewing and canceling transactions 386
reviewing transactions 392
selecting transaction review criteria 393
setting minimum/maximum payment amounts
106
setting up 83
specifying convenience fees 105
viewing transactions 396
ePayment refunds
distribution 461
ePayment Refunds page 392, 462
ePayment transactions 381
Equation Dtl page 169
Equation Editor page 163, 164
Equation Engine Search page 163
equations, tuition calculation
setup 139
variables 155
Equation Variables component
(STDNT_EQUTN_VARS) 155
Error Bill Message page 492
excess payments
defining group transactions parameters 578
moving 53
selecting default accounts 26
exchange rates 21, 544
external file layouts
basic parameters 356
control data 358
field positions and lengths 357
setup 355
External File Layouts component
(BANK_INPUT_FILE) 355
external files 580
External Files page 580
Extra Refund Amount page 445, 451

F
FE_IMAGE_TEXT component 335
FE_UPIMG_RUNCTL component 335
FEE_CLASS component 177
FEE-HELP Determination (AUS) page 736
FEE-HELP Loan (AUS) page 736
FEE-HELP Loans
understanding 735
Fee Calculation Messages (Batch) page 428
Fee Calculation Messages page 425
Fee Classes component (FEE_CLASS) 177
Fee Classes page 178
FEE HELP (AUS) page 723
fees

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

defining minimums and maximums 178
setting up 177
Fees After Calculation (Batch) page 428
Fees After Calculation page 425
fee triggers
class fees 215
course fees 211
course list fees 226
setup 158
Field Details 1 page 356, 357
Field Details 2 page 356
Field Details 3 page 356
fields, valid 18
financial aid
account type setup 53
disbursement reversal warning 27
item type setup 61
posting setup 26
follow-up actions 370
FOLLOW_UP component 370
Follow-Up Table component (FOLLOW_UP) 370
Follow Up Table page 370
FORM_EDITOR component 335
Form Editor component (FORM_EDITOR) 335
Form Editor page 335, 338
Form Image Attributes page 335
form image text 337
Form Image Text component
(FE_IMAGE_TEXT) 335
Form Image Text page 335, 337
Forms Engine 316, 321, 335, 336
Form Text Attributes page 335
Full Data Publish page 133, 135
Full Table Publish Rules page 132, 134
future term 44

G
General 1 page 20, 21
General 2 page 20, 22
General Selection 2 page 299, 302
General Selections page 299, 300
general setup 5
Generate 1098-T page 662, 663
Generate Accounting Entries page 414
Generate Donation Receipts page 683
Generate Encryption Key page 87
Generate Invoice page 505
Generate Invoice page (corporate) 505
Generate Invoice page (student) 505
Generate T2202A page 675, 676
Generate T4A page 680
Generate Tax Receipts page 683
getting started 1
GL interface processing 132
accounting entries 411
back out process 421
back out warning 422
business units and GL units, linking 118
cashiering 316, 413, 549
ChartFields 119
GL unit selection 21
information review 416
item type mapping 70
messaging 110
Oracle General Ledger 110

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

overview 403
PeopleSoft General Ledger 110
run history 417
setup 109
setup data, loading 112
target keys 323
tender keys 327, 328
third-party/legacy systems 112
GL interface process integration 412
GL messaging 110, 133, 134
global institutions
apply payments by invoice 12
global invoicing 6
GL setup data
PeopleSoft Application Messaging 112
GL setup data for PeopleSoft Financials
review 117
GL Term Copy page 137
Goods and Services Tax (GST) 33
GROUP_TYPE component 341
group approval roles 29
Group Entry page 573, 574
Group Line Details page 587
Group Line Entry page 573, 576
Group Post Details page 586
Group Reversal page 601, 602
group transactions
adding line entries 576
defining source information and control
totals 574
entering 573
posting 587, 588
reversing 602
reviewing suspended transactions 587
revising before posting 586
updating transaction details 587
group types 341, 343
Group Type Table component (GROUP_TYPE)
341
Group Type Table page 342, 343
GST 33

H
HECS Band Fees (AUS) page 723
HECS HELP (AUS) page 722
HECS Reconciliation (AUS) page 733

I
Identify SA Deduction Codes component
(SSF_SA_DED_TBL) 359
Identify Student Charges page 499, 500
image files
preparing 336
uploading 337
implementation 3
Individual Sponsor page 250
Ind Sponsor Refunds By Date page 470
Ind Sponsor Refunds By ID page 470
Initial Setup page 57, 58
Initiate VOS Responses (NZL) page 751
Initiating VOS Responses (NZL) page 752
Inquire Contract Assignments page 482

813

Index

INSTALLATION_SF component 5
installation parameters 5
Institution New Zealand (NZL) page 749
Institution Table New Zealand (NZL) page 746
Interim Deposit Detail page 552
interim deposits
processing 542
understanding 525
Interim Deposits page 526, 542
International Health Coverage
generating letters 698
overview 685
setting up 688
using 692
International Health Coverage - Student
Maintenance page 692
International Health Coverage Institutional Contact
Information page 688
International Health Coverage Item Type Setup
page 688
International Health Coverage Provider page 688
INVOICE_NUMBER component 295
invoice/payment processing 12
Invoice Career page 499
Invoice Detail page 499
invoice for student receivable 6
Invoice Header page 499
Invoice ID Number component
(INVOICE_NUMBER) 295
Invoice ID Number page 295
Invoice Info. Corp - Bill Detail page 516
Invoice Info. Corp - Bill Messages page 516
Invoice Info. Corp. page 516
Invoice Info Student page 515
Invoice Layout component (BI_INV_LAYOUT)
286
Invoice Layout One page 288, 291
invoice layouts
defining basic information 291
setting up 286
sorting and summarizing 292
Invoice Layout Two page 288, 292
Invoice Messages page 499
Invoice Printing page 516
invoices
defining ID number generation 295
printing 506, 507, 509, 511, 512
setting up layouts 286
ITEM_GROUPINGS component 55
ITEM_REASONS component 359
ITEM_TYPE_PANEL component 55
Item Due View page 593
Item Line Corp View page 593
Item Line View page 593
Item Reasons component (ITEM_REASONS) 359
Item Reasons page 359
Items to Writeoff page 605, 608
item type groups
setup 55, 76
third-party offset charges 276
Item Type Groups component
(ITEM_GROUPINGS) 55
Item Type Groups page 58, 76
Item Type Message component
(BI_BILL_MSG_ITM) 283
Item Type Messages page 284, 285
item types
accounting date control warning 60

814

account types, linking 69
amount edits 62
application fees 183
basic attributes 58
batch refunds 444
billing messages 285
charge priority list warning 65
ChartField information, copying 137
ChartField selection 70
classification 61
miscellaneous parameters 64
payment overall priority warning 65
payment plan contracts 265
payment priority flag warning 66
posting restrictions 68
SetID warning 70
setup 55
third-party contracts 274
Item Types - Account Types page 57, 69
Item Types - GL Interface page 57
Item Types component (ITEM_TYPE_PANEL) 55
Item Types page 440, 444
item type trees
business unit setup 25
charge priority 40
item type groups 56, 77
Item View page 593

J
job data
creating 246
Journal Generator Templates - Defaults page 117
Journal Generator Templates - Summarization page
118
Journal Set ChartFields page 57

K
keywords
creating 16
defining edit tables 11
linking to item types 58
setting up 5, 6
KEYWORDS component 5
Keywords component (KEYWORDS) 5
Keywords page 7, 16

L
LATE_FEE_TABLE component 344
Late Fee Details page 615
Late Fee Messages page 615, 617
late fee option 23
late fees
academic programs 351
account types 52
aging category information 348
basic parameters 345
calculation and posting 615
charge by warning 346
due date warning 351

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

ID switch warning 347
maximums and due dates 349
processing 614
setup 344
late fees - billing 353
Late Fees - Billing page 353
Late Fees — Billing
processing 617
Late Fees – Billing process page 617
Late Fees component (LATE_FEE_TABLE) 344
Late Fee Setup 3 page 349
Late Fees page 615, 617
Late Fees Setup 1 page 345
Late Fees Setup 2 page 345
Late Fees Setup 3 page 345
Late Fees Setup 4 page 345, 351
layouts, invoice See invoice layouts
ledger fields See ChartFields
Ledger Fields Table component
(SF_LED_FLDS_TBL) 119
Ledger Fields Table page 119
legacy general ledger systems 112
letter generation 613, 655
letter templates, collection 370, 371, 650
Liability Status (AUS) page 722
Line Detail Update page 598
Load Paysheet Transactions page 455
Load VERWINFO (NLD) page 711
Lock In Tuition Amount page 430

M
maintain customers 633
Maintain ePayment Transaction page 387
maintain receivables
account information 593
external file layouts 355
group transactions 573
item reasons 359
late fees 344
origins and group types 341
payroll deductions 359
setup 341
Mass Contract Select page 482
maximum row settings 7
MERCHANT_TBL component 100
Message Categories component
(BI_MSG_CAT_TBL) 283
Message Categories page 284
messages, billing See billing messages
messages, receipt See receipt messages
MESSAGES component 332
Messages page 307
messaging, GL See GL messaging
MIN_MAX_FEE_PANEL component 178
Minimum/Maximum Fees 1 page 178, 179
Minimum/Maximum Fees 2 page 178, 180
Minimum/Maximum Fees 3 page 179, 181
Minimum / Maximum Fees component
(MIN_MAX_FEE_PANEL) 178
minimum and maximum fees
admit terms 181
billing careers and academic years 179
setup 178
terms and sessions 180

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

tuition residency 202
Miscellaneous page 57, 64
modal course fees and class fees 205

N
name usage
1098-T forms 377
business units 23
Netherlands
billing students using OLA or VERWINFO
710
creating Clieop03 files 714
loading VERWINFO files 712
posting student transactions 711
printing OLA forms 711
processing payments 713
setting up account information 704
setting up bank account numbers for students
706
setting up default values for VERWINFO or
Clieop03 files 708
setting up the banking interface 703
using the banking interface 703
using the Clieop03 process 713
New Zealand
defining tax parameters 32
NZQA 757
NZQA fees 757
NZQA fee trigger 760
NZQA per credit charge 768
NZQA term fee codes 762
NZQA term fees 763
NZQA term sub fess 766
Qualification Authority Fees
See New Zealand, NZQA
StudyLink, create student reports 756
StudyLink batch refunds 755
StudyLink information, maintain 753
StudyLink institution defaults 746
StudyLink payment schedules 754
StudyLink processing 745
StudyLink VOS requests and responses 751
non-resident aliens (NRAs)
item type setup 65
null due dates 11
number sequence start points 7
numeric variables 156
Num Variables page 155, 156

O
OLA form 703
Online Refund Other page 445, 451
online refunds
accounts and terms for extra amounts 451
completion through payroll 455
creation 444
extra amounts 449
number of days between refunds note 240
organizations 448
sponsors 451
students 445
Open Cashier Offices page 520

815

Index

Open Cashiers page 520, 523
Open Registers page 520, 522
OPT_FEE_TABLE component 218
optional fees
amounts 221
calculation 433
codes 219
overrides 434
setup 218
terms 220
values 219
Optional Fees - Term page 218, 220
Optional Fees component (OPT_FEE_TABLE) 218
Optional Fees for a Student page 432, 433
Optional Fees Override page 433, 434
Optional Fees page 218, 219, 432
Optional Fees per Term page 218, 221
Oracle Financials
GL interface process integration 132
published messages 112
ORIGIN_TABLE component 341
origins 341, 342
Origin Table component (ORIGIN_TABLE) 341
Origin Table page 342
or XML Publisher invoices
printing 510
OS HELP (AUS) page 723
OVERALL_PRIORITY component 39
Over GL Entry page 314

P
Pay Calculation page 455
payment allocation 40
payment application 39, See Also charge priority
Payment Applier page 603
Payment Corp Reversal - Payment Detail page 600
Payment Corp Reversal page 600, 601
Payment Details page 589
Payment Distribution page 278, 475
Payment Merchant page 91
payment overall priority
example of eligible charge sorting 49
item type setup 65
item type warning 65
pay proportionate % tax warning 42
rules 40
setup 47
Payment Overall Priority component
(OVERALL_PRIORITY) 39
Payment Overall Priority page 40, 47
Payment Plan 1 page 259, 360, 361, 475
Payment Plan 2 page 259, 262, 475, 476
payment plan contracts
administration 474
administrative fees 269
basic parameters 259
eligible charges 264, 478
item types 265
parameters confirmation 475
plan types 263
recalculation 478
setup 259
summary 472
time frames 264
Payment Plan Fee page 259, 269

816

Payment Plan Item Type page 259, 265
payment plans
collection agreements 277
counters 31
deferral contracts 253
interest 61
overview 471
payroll deduction assignment 361
setup 253
third-party contracts 270
Payment Reversal - Payment Detail page 600
Payment Reversal page 600, 601
payments
application 603
excess accounts 26
reversal 600, 601
self-service 24
Payment Shuffle page 603
payroll
refund method 237, 436
Payroll Deduction Group Creation page 582, 585
Payroll Deduction Relationship page 360, 361
payroll deductions
assigning to payment plans 361
creating groups 585
creating relationships 361
defining codes 360
processing 581
reversing 603
reviewing record selection results 584
selecting records 582
setting up 359
Payroll Defaults page 20, 238, 242
payroll refunds
batch calculation 457
batch confirmation 457
checks and direct deposit advice slips 458, 459
completion 455
creating job data 246
defaults 242
direct deposit 249, 457, 458
paysheet creation 456
paysheet deletion 468
process flow diagram 437
refund calendar creation 246
reversal 467
withholding amounts 243
paysheets
creating 456
deleting 468
Pending to Bill Items page 499
Pending To Bill Items page 499
Pending Transaction Detail page 393
PeopleSoft Application Messaging 112
PeopleSoft Campus Community 633
PeopleSoft Financials
AP refund messaging process 459
AP refunds 459
business unit synchronization 135
GL interface process integration 132
published messages 112
PeopleSoft General Ledger units 118
Per Credit Charge (NZL) page 759, 768
Permission Form page 634, 635
permission forms
defining charge priority list rules 41
Person Communication page 699
pivot dates 141

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

Populate Items by Invoice page 7
posting
business unit setup 24
cashiering 318
delayed receipts 548
group transactions 587
individual transaction consolidation 592
individual transactions 589
item type restrictions 68
organization transactions 592
student transactions 590
target keys 325
Posting Information page 593
Posting Restrictions page 57, 68
Posting Setup page 20, 24
Post Receipts page 548
Post Transactions page 588
printing
1098-T forms 672
automatic receipts 321, 322
cashiering receipts 552
check cashing receipts 541
Crystal invoices 511, 512
department receipts 539
Form Based Extract Bill invoices 507, 509
invoices 506
output formats, invoice 495
refund checks and advice slips 458
SQR invoices 510
student payment receipts 531
T2202A forms 678, 679
Print OLA Forms (NLD) page 711
Print T2202A page 676, 678
Prior Billing page 499
prior term 43
Process Collections page 644
Process PAY File (NZL) page 754
Process PAY Schedule (NZL) page 754
Process Refund File (NZL) page 754
Process Scheduler page 87
Process VOS Request (NZL) page 751
Process VOS Requests (NZL) page 751
Provider Coverage and Rates page 688
PS_CAN_DONAT_RECEPT table 684
PS_CAN_TAX_RECEPT table 683
PS_PAY_DEDUCTION table 581, 584
PS_SF_1098_DTL table 665
Purge Posting Table page 593

Q
QUICK_POST_TBL table 25, 592

R
Rate Tables for Course Fees component
(CRSE_RATE_PANEL) 204
Rate Tables for Course Fees page 206, 207
re-encryption 84
REASON_IN_SF component 369
REASON_OUT_SF component 369
reason in/out codes 369
Reason In component (REASON_IN_SF) 369
Reason In page 370

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Reason Out component (REASON_OUT_SF) 369
Reason Out page 370
Recalc for Cancellation page 431
Recalc Payment Plan page 475, 478, 482
Recalc Third Party Contracts page 479, 481
receipt activity
by business date 554
organizations 555
review 553
students 556
receipt forms
modifying 335
setting up form image text 337
uploading image files 336, 337
using Form Editor 338
receipt messages
cashiering offices 333
setup 332
target keys 333
tender keys 334
Receipt Print Messages component (MESSAGES)
332
receipts, cashiering
creating messages 332
modifying forms 335
posting 318
posting, delayed 548
printing 552
printing automatically 316, 321, 322
viewing details 551
voiding 317, 549, 550
receipts, donation 661, 683
receipts, income tax 661, 683
Receipts By Business Date page 553, 554
Receipt Tender Flow page 554, 559
receivables collection See collections
receivables maintenance See maintain receivables
records, valid 17
Record Types page 356
reference item payment flag 27
Refund Address page 470
Refund Approval page 20, 238, 241, 453, 454
Refund Approvals page 453
Refund Calculation Controls page 151, 153
Refund Calculation page 457
Refund Check Print page 458, 459
Refund Check Reprint page 468
Refund Check Reversal page 465, 467
Refund Cheque Print page 458
Refund Confirmation page 456, 457
refunding See Also AP refunds
accounts payable options 243
approval parameters 241
approvals 453, 454
AP set controls 245
basic rules 238
batch creation 439
business units, accounts payable 243
business unit setup 238
calendars 246
cancellation 463
check renumbering 467, 468
check reprinting 467
credit card and eCheck distribution 461
defaults, payroll 242
direct deposit 249
formats 436
information review 469

817

Index

methods 436
online refund creation 444
overview 435
processes 436
recipients 436
reversals 464, 465, 466, 467
setup 237
sponsored recipient controls 240
sponsors 249
withholding amounts, payroll 243
refund method 239
Refund Paysheet Creation page 456
Refund Setup page 20, 238
Refund Unsheet page 469
Refund with Extra Amount page 445, 449
registers, valid See valid registers
REGISTERS component 320
Reopen Cashier page 566, 568
Reopen Office page 566
Reopen Register page 566, 567
reports, A to Z 793
reports, list of 793
Request Payroll Interface page 456
Request Student Job Data component
(SSF_RUN_POIJOB) 246
Request Student Job Data page 247, 248
for T4A data 680
Restrict payment by invoice
target detail 529
Reversal Detail page 601
reversals
group transactions 602
payments and charges 601
payroll deductions 603
refunds 464
write-offs 610
Reverse Corporate Charge- Charge Detail page 601
Reverse Corporate Charge - Charge Reversal page
601
Review 1098–T Messages page 662
Review Batch Messages page 440
Review Corp Late Fees — Billing (corporation late
fees) 618
Review GL History page 416, 417
Review GL Integration Data page 417, 420
Review GL Messages page 414
Review HECS Results (AUS) page 733
Review Results by Contract page 482
Review Selection Criteria page 399
Review Student by Date page 470
Review Student by ID page 469
Review Transactions page 588
RUN_SFCPTMFE component 190
RUNCTL_FEE_RLVR component 204

S
SA Payroll Deduction Codes 360
SA Payroll Deduction Codes page 360
SA Payroll Deduction Summary page 582, 584
scan lines, billing 296
Security Code Purge Process page 382
Security Code re-encryption 84
SEL_CRITERIA_PANEL component 158
SEL_GROUP_PANEL component 227

818

Select Charges to Pay page 526, 534, 589
Selection Criteria page 393
Select SA Payroll Deduction page 582
Select Student Charges to Pay page 536
Select Students to Pay page 526, 590
self-service
accepting payments 24
self service
reviewing and canceling transactions 386
Self Service Options page 259
sequences, auto-numbering 31
SERVICE_IND_SETUP component 77
Service Indicator - Career Setup page 78, 80
Service Indicator - Details page 78
Service Indicator page 78
service indicators
collections write-offs 365
credit history 641
enrollment cancellation 625
enrollment deposit processing 611, 612
set selection 23
service indicator sets See Also service indicators
details 78
eligible academic careers 80
setup 77
Service Indicator Sets component
(SERVICE_IND_SETUP) 77
sessions
minimum and maximum fees 180
tuition calculation controls 153
setup, general 5
Set Up Default Values for VERWINFO/ Clieop03
(NLD) page 704
set up linking charges to specified payment plan
268
SF_1098_INST component 375
SF_AP_VNDR_OPTIONS component 243
SF_COMMON_ID table 589, 629
SF_CRCRD process 462
SF_LED_FLDS_TBL component 119
SF_PAY_DED process 585, 586, 603
SF_PAYDED_RELATION component 359
SF Accounting Line Detail page 417
SF Account Types component (ACCT_TYPE_SF)
51
SF Business Unit component
(BUSINESS_UNIT_SF) 19
SFCCRFND process 462
SFCOLLEC process 645
SFDPTREC process 424
SF Installation 2 page 7, 11
SF Installation 3 page 7, 15
SF Installation page 7
SF merchants 100, 101
SF Merchants component (MERCHANT_TBL) 100
SF Merchants page 101
SFP1098P process 665
SFPAYDED process 584, 603
SFPCCBAT process 462
SFPGLINT process 424
SFPGRPDR process 589
SFPGRPST process 589
SF Term Default component (DFLT_TERM_TBL)
81
Short GL Entry page 314
sorting, invoice layout 292
SPEEDTYPE component 127
SpeedTypes

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

creating 127
SpeedTypes component (SPEEDTYPE) 127
SpeedTypes page 127
sponsors
batch refunds 442
designation 249
individual students 250
online refunds 451
organizations 251
recipient controls 240
SSF_ASGNWORK process 646
SSF_POIJOB_TEST component 246
SSF_RUN_POIJOB component 246
SSF_SA_DED_TBL component 359
standard requests, billing
See billing standard requests
start points, number sequence 7
Status Change Rule (AUS) page 723
status changes, deposit 189
Status Update page 186, 189
STDNT_EQUTN_VARS component 155
Student Accounts page 445
Student Address page 676
Student Bank Accounts (NLD) page 704
Student Fin Installation component
(INSTALLATION_SF) 5
student groups 308
Student Groups page 299, 308
Student Invoice Crystal page 507, 511
Student Invoice Extract page 506, 507
Student Invoice Other page 507, 510
Student Invoice Summary page 499, 502
Student Loan - OS-HELP (AUS) page 742
Student Payment Detail page 552
student payments
accepting 527
allocating charges 534
understanding 524
Student Payments page 526, 527
student permission form
attaching to student records 635
creating 635
student permission forms
attaching to charge priority lists 636
understanding 634
student permissions
managing 634
Student Post page 589, 590, 711
Student Receipts page 554, 556
Student Refund Cancellation page 463
Student Refund page 392, 445
Student Refunds by Date page 465, 466
Student Refunds by ID page 465
students
billing messages 286
Student Writeoff page 605, 606
StudyLink Institution Defaults (NZL) page 746
StudyLink Posting Parameters (NZL) page
746, 750
surcharges See convenience fees
Suspended Group Post page 587
Suspended Group Post page 586

T
T2202A Data page 676, 677

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

T2202A forms 679
defining item type parameters 62
generating data 676
printing on preprinted forms 678
producing 675
reviewing and editing data 677
setting up 379
understanding 660
T4A Data page 680
T4A reports
creating job data 679
defining item type parameters 62
producing 679
reviewing 679
setting up 32, 379
understanding 660
Table Validation page 626, 627
TARGET_KEYS component 323
Target Key ChartFields page 323
target keys
ChartFields 323
receipt messages 333
setup 323
tax authorities, linking 326
Target Keys - Definition page 323
Target Keys - Tax Authority page 323, 326
Target Keys component (TARGET_KEYS) 323
Target Messages page 332, 333
TAX_AUTHORITY component 34
TAX_CODE_VAT component 34
tax authorities
defining 35
linking to target keys 326
setting up 34
specifying VAT rebates 36
Tax Authorities - Rebate page 35, 36
Tax Authorities - Summary page 35
Tax Authorities component
(TAX_AUTHORITY) 34
Tax Authority page 35
tax codes 34, 36
Tax Codes component (TAX_CODE_VAT) 34
Tax Codes page 35, 36
tax forms See Also 1098-T forms, 379
1098-T forms 375
item type setup 62
production 659
setup 375
T2202A forms 379
T4A generation setup 32
T4A reports 379
taxpayer identification number (TIN) 376, 659
tax receipt information
generating 683
understanding 661
TENDER_KEYS component 327
tender activity
by cashier 557
by register 558
review 553
Tender By Cashier page 554, 557
Tender By Register page 554, 558
tender flow 553, 559
Tender Key ChartFields page 328
Tender Key Over ChartFields page 328
Tender Key page 328
tender keys
ChartFields 328

819

Index

receipt messages 334
setup 327, 328
valid cashiers 331
Tender Keys component (TENDER_KEYS) 327
Tender Key Short ChartFields page 328
Tender Key Valid Cashiers page 328, 331
Tender Messages page 332, 334
TERM_FEE_PANEL component 190
term default
business unit setup 26
default term control warning 26
setup 81
Term Default page 81
Term Fee Codes (NZL) page 758, 762
Term Fee Codes page 191
Term Fee Residency page 191, 202
term fees
calculation option warning 196
copying to subsequent terms 203
copy options warning 204
From Session and To Session warning 204
linking to tuition groups 232
linking waivers 233
setting up 190, 191, 193, 195, 198, 202
Term Fees (NZL) page 758, 763
Term Fees component (TERM_FEE_PANEL) 190
Term Fees page 191, 193, 723
Term Fee Waivers page 228, 233
terms
cancel reason 23
minimum and maximum fees 180
optional fees, linking 220
Term Sub Fee Codes (NZL) page 758, 765
Term Sub Fee Codes page 191, 195
Term Sub Fees (NZL) page 758, 766
Term Sub Fees page 191, 198
third-party contracts
administration 479
basic parameters 271
charge transfers 276
item types 274
recalculation 481
setup 270
students, linking 479
summary 472
third-party general ledger systems 112
Third Party Charges page 271, 276
Third Party Contract Assess page 280
Third Party Contract page 271, 479
Third Party Info page 526, 537
Third Party Information page 590
Third Party Item Types page 271, 274
TIN See taxpayer identification number (TIN)
totals, cashiering 561
Totals By Deposit ID page 561
Totals page 393
TP_CONTRACT component 270
TP_PAYMENT_PLAN component 259, 359
TRANSACTION_FEES component 222
Transaction Detail page 393, 396
Transaction Fees component
(TRANSACTION_FEES) 222
Transaction Fees page 223
transactions See Also group transactions
consolidating individual transactions 592
posting 589, 590, 592
reversing 600
Transaction Setup page 314, 316

820

tree node 42
trees, item type 25, 77
Tuition and Fees page 425
tuition calculation
basic parameters 151
batch process warnings 429
business unit setup 23
controls, setting up 139, 150
course lists 174
errors and warnings 154
fees and tuition groups 177
minimum amounts, locking in 430
multiple students 427, 428
optional fees 432
recalculation after enrollment cancellation 431
refund calculation control 153
single students 425, 426
variables 155
waivers 171
Tuition Calculation Controls component
(CALC_CNTROL_PANEL) 150
Tuition Calculation Controls page 151
Tuition Calculation page 425, 426
Tuition for Multiple Students page 427, 428
Tuition Group Priority page 229, 235
tuition groups
adjustment codes 230
course lists 234
criteria 231
established priorities 235
setup 158, 177, 227, 229
term fees 232
waivers 233, 234
Tuition Groups - Adjustment Codes page 228, 230
Tuition Groups - Course Lists page 228, 234
Tuition Groups - Criteria page 228, 231
Tuition Groups - Definition page 228, 229, 723
Tuition Groups - Term Fees page 228, 232
Tuition Groups - Waivers page 228, 234
Tuition Groups component
(SEL_GROUP_PANEL) 227
tuition residency 202, 203, 426

U
Update Corp Payment Invoice ID page 594
Update Payment Invoice ID page 594
Upload EPS Image File component
(FE_UPIMG_RUNCTL) 335
Upload EPS Image File page 335, 337

V
VALID_FIELDS component 17
VALID_RECORD_SF component 17
valid cashiers
closing 564
opening 523
reopening 568
setting up 320, 321
specifying for tender keys 331
Valid Cashiers component (CASHIERS) 320
Valid Cashiers page 320, 321
Valid Fields (NZL) page 758, 759

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

Index

Valid Fields component (VALID_FIELDS) 17
Valid Fields page 17, 18
valid records 17
Valid Records (NZL) page 758, 759
Valid Records component
(VALID_RECORD_SF) 17
Valid Records page 17
valid registers
closing 563
opening 522
reopening 567
setting up 320
Valid Registers component (REGISTERS) 320
Valid Registers page 320
Values page 218, 219
variables
character 156
numeric 156
tuition calculation 155
yes/no flags 157
VAT rebates 36
VERWINFO 703
View Corp Items by Invoice page 594
View Items by Invoice page 594
VOID_REASONS component 332
Void Reasons component (VOID_REASONS)
332
Void Reasons page 332
Void Receipts - All page 550
Void Receipts page 550
vouchers, AP 244

reversals 610, 611
students 606
Writeoff Corp Reversal page 606, 611
Writeoff Detail page 606
Writeoff Reversal page 605, 610
Write Offs page 605, 608

Y
Y/N Flags page 156, 157
yes/no flags 157

Z
zero bills 301, 496

W
WAIVER_GROUP_PANEL component 171
WAIVER_PANEL component 171
waiver forms
selecting for enrollment deposit process 613
waiver groups 171, 173
Waiver Groups component
(WAIVER_GROUP_PANEL) 171
Waiver Groups page 171, 173
waivers
automatic calculation 153
excess accounts 26
excess waiver account warning 26
setup 171
term fees, linking 233
tuition calculation 139
tuition groups, linking 234
Waivers component (WAIVER_PANEL) 171
Waivers page 171
Warning Bill Message page 492
wash periods 152
worklists
assigning collection items 646
routing batch refunds 453
Write-off ChartFields page 57
write-offs
account selection 607
batch processing 608
collections service indicators 365
general ledger accounts 72
item selection 608
organizations 607
overview 605

Copyright © 1988, 2010, Oracle and/or its affiliates. All Rights Reserved.

821



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