Ellucian’s Colleague · Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are...

Ellucian’s ColleagueProcessing Account Holder Refunds

Release 18March 28, 2008

For corrections and clarifications to this manual, see AnswerNet page 5630.

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©2008 Ellucian. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited.

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Prepared by: Ellucian4375 Fair Lakes CourtFairfax, Virginia 22033United States of America

Publication History

The contents list on the next page identifies the publication date of each section of your copy of this manual. See “How to Verify That Your Manual Is Current” below for instructions on how to make sure that you have the current version of the manual.

How to Verify That Your Manual Is Current

Take the following steps to ensure that all sections of your manual are current:

■ To make sure you have the current version of this manual for your release level, compare the date shown on the title page to the publication date for the Adobe Acrobat version of this manual on the Datatel Web site (www.datatel.com/documentation).

■ To make sure that your copy of the manual has been updated with all previous revisions, check that the date at the bottom of each page matches the corresponding date for that section in the contents list on the next page.

If you determine that one or more sections is outdated, we recommend that you download the entire manual from the Datatel Web site (www.datatel.com/documentation).

Tracking the History of Revisions

The contents list shows only the date of the latest revision of each section; it does not show a history of previous revisions or the reasons for revisions. Each update to this manual includes a memo describing the reasons for the update. If you want to track the history of revisions and the reasons for revisions, keep the update memos with your copy of this manual.

Processing Account Holder Refunds, March 28, 2008 i© 2008 Datatel, Inc.

http://www.datatel.com/documentation

http://www.datatel.com/documentation

Publication History

1. Introduction1-1 About This Manual ..................................................................October 1, 20071-7 Overview of Refunds .............................................................. March 28, 2008

2. Refunding Receivable Accounts2-1 Refunding an Individual Receivable Account ......................... March 28, 20082-35 Refunding Groups of Receivable Accounts ............................October 1, 20072-57 Advancing Cash to an Account Holder ...................................October 1, 2007

3. Refunding Deposit Accounts3-1 Refunding an Individual Deposit Account ............................... March 28, 20083-27 Refunding Groups of Deposit Accounts ..................................October 1, 2007

4. Viewing Refunds4-1 Viewing a Refund Voucher .....................................................October 1, 2007

ii Processing Account Holder Refunds, March 28, 2008© 2008 Datatel, Inc.

Table of Contents

1. IntroductionAbout This ManualWho Should Read This Manual ..................................................................1-1What This Manual Covers ...........................................................................1-1How This Manual is Organized ...................................................................1-2Where to Find More Information .................................................................1-3Typographical Conventions .........................................................................1-4

Important Notices ..................................................................................1-5Alerts ..............................................................................................1-5Notes ..............................................................................................1-5Technical Tips ................................................................................1-5

Overview of RefundsIn This Chapter ............................................................................................1-7Overview of Account Holder Refunds .........................................................1-8

Factors Affecting Refund Processing ...................................................1-9Institutional Policy Factors ..............................................................1-9Account Payment Factors ............................................................1-12

Understanding Refund Vouchers ..............................................................1-14Determining Credit Card Vouchers Needed .......................................1-14

E-Commerce Credit Card Vouchers .............................................1-14Non-E-Commerce Credit Card Vouchers .....................................1-15

Determining Payments Combined on a Single Check Voucher .........1-16

2. Refunding Receivable AccountsRefunding an Individual Receivable AccountIn This Chapter ............................................................................................2-1Forms Used .................................................................................................2-2Understanding Individual AR Refunds ........................................................2-3

Accessing an AR Account on the RFND Form .....................................2-4AR Account Holder .........................................................................2-4AR Type .........................................................................................2-4Term ...............................................................................................2-6Voucher ..........................................................................................2-8Display Fields .................................................................................2-9

Creating an AR Refund .......................................................................2-11Noteworthy Fields on the RFND Form .........................................2-11

Modifying an AR Refund Voucher ......................................................2-22“Outstanding” Refund Voucher ....................................................2-22“Not Approved” Refund Voucher ..................................................2-23

Approving an AR Refund Voucher ......................................................2-24Approval Entry ..............................................................................2-25

Processing Account Holder Refunds, March 28, 2008 iii© 2008 Datatel, Inc.

Table of Contents

Procedures for Processing an Individual AR Refund ................................ 2-26Procedures for Creating an Individual AR Refund ............................. 2-26

Procedure for Creating a Refund Without Refund Override Security .............................................................................. 2-26

Procedure for Creating a Refund With Refund Override Security 2-29Procedures for Modifying an AR Refund Voucher ............................. 2-31

Procedure for Modifying an “Outstanding” Refund Voucher ........ 2-31Procedure for Modifying a “Not Approved” Refund Voucher ....... 2-32

Procedures for Approving an Individual AR Refund ........................... 2-33Procedure for Approving a Refund on the RFND Form ............... 2-33Procedure for Assigning a Next Approval to a Refund ................ 2-34

Refunding Groups of Receivable AccountsIn This Chapter ......................................................................................... 2-35Forms Used .............................................................................................. 2-36Understanding AR Batch Refunds ............................................................ 2-37

Generating the Refund Voucher Register .......................................... 2-37Noteworthy Fields on the RFVR Form ......................................... 2-38

Creating the Refund Vouchers ........................................................... 2-42Reviewing the Refund Voucher Registers ......................................... 2-43

Understanding the Refund Voucher Register .............................. 2-43Procedures for Processing Batch AR Refunds ......................................... 2-51

Procedures for Creating Batch AR Refunds ...................................... 2-51Procedure for Generating the Refund Voucher Register ............. 2-51Procedure for Creating the Refund Vouchers .............................. 2-52

Procedures for Creating Batch AR Refunds with Approvals .............. 2-53Procedure for Generating the Refund Voucher Register ............. 2-53Procedure for Creating the Refund Vouchers .............................. 2-55

Advancing Cash to an Account HolderIn This Chapter ......................................................................................... 2-57Forms Used .............................................................................................. 2-58Understanding Cash Advances ................................................................ 2-59

Accessing an Account Holder on the CADV Form ............................. 2-60AR Account Holder ...................................................................... 2-60AR Type ....................................................................................... 2-60Term ............................................................................................ 2-62Voucher ....................................................................................... 2-62Display Fields .............................................................................. 2-64

Creating a Cash Advance .................................................................. 2-66Noteworthy Fields on the CADV Form ......................................... 2-66

Modifying a Cash Advance Voucher .................................................. 2-69“Outstanding” Cash Advance Voucher ........................................ 2-69“Not Approved” Cash Advance Voucher ...................................... 2-70

Approving a Cash Advance Voucher ................................................. 2-71Approval Entry ............................................................................. 2-72

iv Processing Account Holder Refunds, March 28, 2008© 2008 Datatel, Inc.

Table of Contents

Procedures for Processing a Cash Advance ............................................2-73Procedure for Creating a Cash Advance ............................................2-73Procedures for Modifying a Cash Advance Voucher ..........................2-75

Procedure for Modifying an “Outstanding” Cash Advance Voucher ..............................................................................2-75

Procedure for Modifying a “Not Approved” Cash Advance Voucher ..............................................................................2-76

Procedures for Approving a Cash Advance Voucher .........................2-77Procedure for Approving a Cash Advance on the CADV Form ....2-77Procedure for Assigning a Next Approval to a Cash Advance .....2-78

3. Refunding Deposit AccountsRefunding an Individual Deposit AccountIn This Chapter ............................................................................................3-1Forms Used .................................................................................................3-2Understanding Individual Deposit Refunds .................................................3-3

Accessing a Deposit Account on the DPRF Form ................................3-4Person ............................................................................................3-4Deposit Type ..................................................................................3-5Term ...............................................................................................3-5Voucher ..........................................................................................3-6Display Fields .................................................................................3-8

Creating a Deposit Refund .................................................................3-10Noteworthy Fields on the DPRF Form .........................................3-10

Modifying a Deposit Refund Voucher .................................................3-17“Outstanding” Refund Voucher ....................................................3-17“Not Approved” Refund Voucher ..................................................3-18

Approving a Deposit Refund Voucher ................................................3-19Approval Entry ..............................................................................3-20

Procedures for Processing Individual Deposit Refunds ............................3-21Procedures for Creating an Individual Deposit Refund .......................3-21Procedures for Modifying a Deposit Refund Voucher .........................3-23

Procedure for Modifying an “Outstanding” Refund Voucher ........3-23Procedure for Modifying a “Not Approved” Refund Voucher ........3-24

Procedures for Approving an Individual Deposit Refund ....................3-25Procedure for Approving a Refund on the DPRF Form ................3-25Procedure for Assigning a Next Approval to a Refund .................3-26

Refunding Groups of Deposit AccountsIn This Chapter ..........................................................................................3-27Forms Used ...............................................................................................3-28Understanding Batch Deposit Refunds .....................................................3-29

Generating the Deposit Refund Register ............................................3-29Noteworthy Fields on the DRRG Form .........................................3-30

Creating the Refund Vouchers ...........................................................3-34Reviewing the Deposit Refund Registers ...........................................3-35

Understanding the Deposit Refund Register ................................3-35

Processing Account Holder Refunds, March 28, 2008 v© 2008 Datatel, Inc.

Table of Contents

Procedures for Processing Deposit Refunds in Batch .............................. 3-42Procedures for Creating Batch Deposit Refunds ............................... 3-42

Procedure for Generating the Deposit Refund Register .............. 3-42Procedure for Creating the Refund Vouchers .............................. 3-43

Procedures for Creating Batch Deposit Refunds with Approvals ....... 3-44Procedure for Generating the Deposit Refund Register .............. 3-44Procedure for Creating the Refund Vouchers .............................. 3-45

4. Viewing RefundsViewing a Refund VoucherIn This Chapter ........................................................................................... 4-1Forms Used ................................................................................................ 4-2Understanding Refund Voucher Inquiry ...................................................... 4-3

Refund Voucher Inquiry (RFVI) ............................................................ 4-4Check Vouchers ............................................................................ 4-4Credit Card Vouchers .................................................................... 4-6

Refund Deposit Voucher Inquiry (RFDI) .............................................. 4-9Check Vouchers ............................................................................ 4-9Credit Card Vouchers .................................................................. 4-11

Related Voucher Inquiry (RLVI) ......................................................... 4-14

vi Processing Account Holder Refunds, March 28, 2008© 2008 Datatel, Inc.

List of Figures

1. IntroductionAbout This Manual

Overview of RefundsFigure 1-1: Illustration of Credit Card Payments ...................................... 1-10

2. Refunding Receivable AccountsRefunding an Individual Receivable AccountFigure 2-1: AR Refund (RFND) Form ........................................................ 2-3Figure 2-2: AR Type LookUp with Unapproved Vouchers ......................... 2-5Figure 2-3: Display Fields on the RFND Form ........................................... 2-9Figure 2-4: Creating an AR Refund on the RFND Form .......................... 2-11Figure 2-5: Voucher Address (VADR) Form ............................................ 2-13Figure 2-6: Voucher Name/Address Modifications on the RFND Form ... 2-14Figure 2-7: Related Voucher Inquiry (RLVI) Form ................................... 2-17Figure 2-8: Payment Field on the RFND Form ........................................ 2-18Figure 2-9: Credit Field on the RFND Form ............................................. 2-19Figure 2-10: Approvals (APRV) Form ...................................................... 2-25

Refunding Groups of Receivable AccountsFigure 2-11: Refund Voucher Register (RFVR) Form .............................. 2-37Figure 2-12: Refund Voucher Creation (RFVC) Form.............................. 2-42Figure 2-13: Refund Voucher Register with Related Vouchers to be

Generated ....................................................................... 2-48Figure 2-14: Refund Register With Related Vouchers Generated

by the RFVC Process...................................................... 2-49Figure 2-15: Refund Register With Unapproved Vouchers Generated

by the RFVC Process...................................................... 2-50

Advancing Cash to an Account HolderFigure 2-16: Cash Advance (CADV) Form............................................... 2-59Figure 2-17: AR Type LookUp with Unapproved Vouchers ..................... 2-61Figure 2-18: Display Fields on the CADV Form ....................................... 2-64Figure 2-19: Creating a Cash Advance on the CADV Form .................... 2-66Figure 2-20: Approvals (APRV) Form ...................................................... 2-72

3. Refunding Deposit AccountsRefunding an Individual Deposit AccountFigure 3-1: Deposit Refund (DPRF) Form ................................................. 3-3Figure 3-2: Display Fields on the DPRF Form ........................................... 3-8Figure 3-3: Noteworthy Fields on the DPRF Form................................... 3-10Figure 3-4: Related Voucher Inquiry (RLVI) Form ................................... 3-14

Processing Account Holder Refunds, March 28, 2008 vii© 2008 Datatel, Inc.

List of Figures

Figure 3-5: Deposit Window on the DPRF Form ..................................... 3-15Figure 3-6: Deposit Detail (DEPD) Form ................................................. 3-16Figure 3-7: Approvals (APRV) Form........................................................ 3-20

Refunding Groups of Deposit AccountsFigure 3-8: Deposit Refund Register (DRRG) Form................................ 3-29Figure 3-9: Deposit Refund Voucher Create (DRVC) Form .................... 3-34Figure 3-10: Deposit Refund Register with Related Vouchers Listed...... 3-39Figure 3-11: Deposit Refund Register With Releated Vouchers

Generated by the DRVC Process................................... 3-40Figure 3-12: Deposit Refund Register With Unapproved Vouchers

Generated by the DRVC Process................................... 3-41

4. Viewing RefundsViewing a Refund VoucherFigure 4-1: RFVI Form for an Unpaid Check Voucher............................... 4-4Figure 4-2: RFVI Form for a Check Voucher Paid by Electronic Check .... 4-5Figure 4-3: RVFI Form for Unpaid E-Commerce Credit Card Voucher ..... 4-6Figure 4-4: RVFI Form for Paid E-Commerce Credit Card Voucher ......... 4-8Figure 4-5: RFDI Form for an Unpaid Check Voucher .............................. 4-9Figure 4-6: RFDI Form for a Paid Check Voucher................................... 4-10Figure 4-7: RFDI Form for an Unpaid E-Commerce Credit Card

Voucher .......................................................................... 4-11Figure 4-8: RFDI Form for a Paid E-Commerce Credit Card Voucher .... 4-13Figure 4-9: Related Voucher Inquiry (RLVI) Form ................................... 4-14

viii Processing Account Holder Refunds, March 28, 2008© 2008 Datatel, Inc.

List of Tables

1. IntroductionAbout This ManualTable 1-1: Parts in This Manual ...................................................................1-2Table 1-2: Additional Sources of Information for Processing Refunds ........1-3Table 1-3: Typographical Conventions Used in This Manual.......................1-4

Overview of RefundsTable 1-4: Topics in This Chapter ................................................................1-7Table 1-5: Locating Information for Processing Account Refunds...............1-7

2. Refunding Receivable AccountsRefunding an Individual Receivable AccountTable 2-1: Topics in This Chapter ................................................................2-1Table 2-2: Locating Information for Processing Account Refunds...............2-1Table 2-3: Forms Used to Refund an Individual Receivable Account..........2-2

Refunding Groups of Receivable AccountsTable 2-4: Topics in This Chapter ..............................................................2-35Table 2-5: Locating Information for Processing Account Refunds.............2-35Table 2-6: Forms Used to Refund a Group of Receivable Accounts .........2-36

Advancing Cash to an Account HolderTable 2-7: Topics in This Chapter ..............................................................2-57Table 2-8: Locating Information for Processing Account Refunds.............2-57Table 2-9: Forms Used to Issue a Cash Advance .....................................2-58

3. Refunding Deposit AccountsRefunding an Individual Deposit AccountTable 3-1: Topics in This Chapter ................................................................3-1Table 3-2: Locating Information About Processing Account Refunds..........3-1Table 3-3: Forms Used to Refund an Individual Receivable Account..........3-2

Refunding Groups of Deposit AccountsTable 3-4: Topics in This Chapter ..............................................................3-27Table 3-5: Locating Information for Processing Account Refunds.............3-27Table 3-6: Forms Used to Refund a Group of Deposit Accounts...............3-28

Processing Account Holder Refunds, March 28, 2008 ix© 2008 Datatel, Inc.

List of Tables

4. Viewing RefundsViewing a Refund VoucherTable 4-1: Topics in This Chapter................................................................ 4-1Table 4-2: Locating Information for Processing Account Refunds .............. 4-1Table 4-3: Forms Used to View a Refund or Cash Advance Voucher ........ 4-2Table 4-4: Relationship Between Voucher Status and E-Commerce

Transaction Number on the RFVI Form............................. 4-7Table 4-5: Relationship Between Voucher Status and E-Commerce

Transaction Number on the RFDI Form........................... 4-12

x Processing Account Holder Refunds, March 28, 2008© 2008 Datatel, Inc.

Processing Account Holder Refunds

1. Introduction

Introduction1

About This Manual October 1, 2007

Who Should Read This ManualAnyone at your institution who processes refunds for receivable or deposit accounts, or processes cash advances through Colleague Accounts Receivable should read this manual. Business Office personnel may use Colleague Accounts Receivable to refund student accounts or deposits.

What This Manual CoversThis manual describes how to process refund transactions in Colleague Accounts Receivable, and explains how Colleague creates refund vouchers that are payable in Colleague Finance Accounts Payable.

Note: This manual does not describe how to process refunds for sponsorships.

Processing Account Holder Refunds, October 1, 2007 1-1© 2008 Datatel, Inc.

Introduction: About This Manual

How This Manual is OrganizedTable 1-1 lists the parts of this manual.

Part Description

“Introduction” Provides information about this manual and its organization, and an overview of Colleague refund processing.

“Refunding Receivable Accounts”

Provides information about processing refunds for receivable accounts set up in Colleague Student. It also includes information about processing cash advances.

“Refunding Deposit Accounts”

Provides information about processing refunds for deposit accounts.

“Viewing Refunds” Provides information about viewing refund vouchers in Colleague Student.

Table 1-1: Parts in This Manual

1-2 Processing Account Holder Refunds, October 1, 2007© 2008 Datatel, Inc.

Where to Find More Information

Where to Find More InformationThis manual provides procedures for creating refunds and cash advances in Colleague Student. The following sources of information can provide additional assistance.

Information Reference

Last-minute updates and additinal information about this manual.

AnswerNet page 5630

Detailed information about each Envision form and field used in processing account holder refunds.

Online help

In-person refunds instruction. Various service offerings provided by Datatel

Procedures for setting up Colleague Cash Receipts and Colleague Accounts Receivable for processing refunds.

Getting Started with Colleague Student

Procedures for paying accounts receivable refund vouchers in Colleague Finance.

Using Accounts Payable

Using E-Commercea

Performing basic functions (such as acessing forms, entering data, and accessing online help) using each of the Datatel interfaces.

Guide to User Interfaces

Table 1-2: Additional Sources of Information for Processing Refunds

a. At the time of this publication, the Using E-Commerce manual is in the process of being updated, and may not reflect all current e-commerce functionality.



Typographical Conventions The following presentation conventions are used in this book to help you identify important information quickly and easily.

Table 1-3 illustrates the typographical styles used in this book, and explains their significance.

Style Type of Information Examples

bold Items that you can select, such as menu items, buttons, or other options that appear on the screen.

On the File menu, point to New, and then click Folder.

Select 100% from the drop-down list box for the Zoom field.

Click Cancel to return to the previous form.

bold Courier

Text that you must type exactly as shown. Type the following at the operating system prompt:

cd /deptdir/mydir

Specific entries that you make in a field, typically by typing one or more of the letters in the entry.

In the Update Mode field, enter Yes.

(Note that to enter “Yes” in a field, you normally need to type just the letter Y.)

italic Text that can vary, depending on the specific item or record involved. Note that the text might also be italic courier if it is part of a message displayed on your screen, or italic bold courier if it is something that you must type, substituting your own value for the italicized word or words.

Type dictname_SQL, where dictname is the name of the dictionary.

If the system displays the message PersonID Not Found, proceed to Step 4 to create a new Person record.

Table 1-3: Typographical Conventions Used in This Manual


Typographical Conventions

Important Notices

Particularly important information is emphasized in the following types of notices.

Alerts

Alerts call attention to critical information for users. For example, Alerts are used to warn you of situations where data loss or corruption could occur if certain actions are performed incorrectly.

An example is shown below.

Notes

Notes provide special additional information that you might want to know, or that might help you perform a task.


Technical Tips

Technical tips provide details that might help system administrators or power users. Examples include explanations of behind-the-scenes processing, lists of file names, and names of validation code tables.


ALERT! Be extremely cautious not to delete the VOC; this will cause serious damage to your data.

Note: Colleague uses the Account Type information to determine the default path prompts.

Technical Tip: The stylesheet print server will create a temporary file in the printdata directory (within the stylesheet print server directory) to hold a print job.




Introduction1

Overview of Refunds March 28, 2008

In This ChapterThis chapter provides an overview of the factors affecting account holder refunds for both receivable accounts and deposit accounts. Table 1-4 lists the topics covered in this chapter.

Table 1-5 lists where to find specific information in this manual about processing different types of account holder refunds.

Topic Page

Overview of Account Holder Refunds 1-8

Understanding Refund Vouchers 1-14

Table 1-4: Topics in This Chapter

Note: This chapter does not provide information about processing refunds for sponsors or sponsorships.

Topic Page

Refunding an Individual Receivable Account 2-1

Refunding Groups of Receivable Accounts 2-35

Advancing Cash to an Account Holder 2-57

Refunding an Individual Deposit Account 3-1

Refunding Groups of Deposit Accounts 3-27

Viewing a Refund Voucher 4-1

Table 1-5: Locating Information for Processing Account Refunds

Processing Account Holder Refunds, March 28, 2008 1-7© 2008 Datatel, Inc.

Introduction: Overview of Refunds

Overview of Account Holder RefundsColleague provides the ability for the following types of refund transactions:

■ Refunding a receivable account (AR refund).

■ Refunding a deposit account (deposit refund).

■ Advancing cash to an account holder (cash advance).

When refunding an account (either AR or deposit), Colleague generates one or more vouchers that are payable in Colleague Finance. When advancing cash to an account holder, Colleague creates a single check voucher that is also payable in Colleague Finance. For each refund voucher generated, Colleague also creates a refund payment on the account.

To determine the type and number of vouchers required for a refund, Colleague uses refund parameters defined by your institution. Refer to Getting Started with Colleague Student for information about defining refund parameters.

Depending on the refund parameters your institution has defined, along with the payments that are determined to be eligible to refund for an account holder, Colleague may generate the following types of vouchers for a refund:

■ Single check voucher.

■ Single check voucher and single credit card voucher.

■ Single check voucher and multiple credit card vouchers.

■ Single credit card voucher.

■ Multiple credit card vouchers.

When Colleague generates more than one voucher for a single refund, each voucher is considered part of a related voucher group, linking the vouchers together. In Colleague Finance, however, you can pay or void the vouchers on an individual basis, as needed.

1-8 Processing Account Holder Refunds, March 28, 2008© 2008 Datatel, Inc.

Overview of Account Holder Refunds

Factors Affecting Refund Processing

Determining how Colleague generates vouchers when processing a refund depends on institutional policy factors and account payment factors, as described below.

Institutional Policy Factors

The institutional policy factors that affect refund processing include:

■ Whether or not your institution accepts credit card payments processed through e-commerce, on a side terminal, or through Telephone Registration (TREG).

■ Refund parameters defined for your institution.

■ Whether or not your institution requires online approvals to be entered on vouchers.

■ Whether or not your institution has implemented refund override security.

Credit Card Payments Accepted

The main factor that affects the types of vouchers generated by refunding an account is whether or not your institution accepts credit card payments.

There are two methods of processing credit card payments in Colleague:

■ Credit card payments processed through an e-commerce provider using Colleague e-Commerce (e-commerce credit card payments).

■ Credit card payments processed using a side terminal or through TREG (non-e-commerce credit card payments).



Figure 1-1: Illustration of Credit Card Payments

Both types of credit card payments produce credit card vouchers when refunded. However, a credit card payment that was originally processed through an e-commerce provider must also be refunded through the same e-commerce provider. A credit card payment that was originally processed on a side terminal or through TREG must still be refunded using a side terminal, and can never be processed through an e-commerce provider.

Institutional Refund Parameters

The refund parameters defined for your institution also affect how an account is refunded.

The refund hierarchy you define determines the order in which payments on an account are refunded. For example, your institution may choose to refund credit card payments or financial aid payments before other types of payments (such as cash, check, money order, etc.).

...but not all credit card payments are e-commerce credit card payments.

Credit Card Payments

E-commerce credit card payments

(processed directly between Colleague and an e-commerce

provider, with an e-commerce provider transaction number)

Non-e-commerce credit card payments

(processed outside of Colleague using a side

terminal or through TREG, with no e-commerce provider

transaction number)

All payments with credit card pay methods are considered credit card payments...



Your institution also defines the number of days in which a credit card payment is considered recent enough to refund back to the credit card. This parameter also determines the number of days in which a financial aid payment is considered to be eligible to refund before other types of payments on an account are refunded.

Refer to Getting Started with Colleague Student for additional information about defining refund parameters.

Online Voucher Approvals Required

Depending on the types of payments being refunded on an account, Colleague may generate one or more related vouchers. For example, if refunding an account that was paid by check, Visa, and MasterCard, Colleague may generate a related voucher group, with one voucher for each method of payment (see “Methods of Payment” on page 1-12).

If your institution does not require online approvals to be entered for vouchers, or if all required approvals are entered, Colleague generates any related vouchers, as needed, at the time the refund transaction is completed. Colleague assigns an “Outstanding” status to each voucher a refund transaction generates. After a refund voucher has an “Outstanding” status, it can be paid in Colleague Finance.

If online approvals are required but not fully entered, Colleague initially generates only a single “Not Approved” voucher for the entire refund amount. After all required approvals have been entered, Colleague then generates any related “Outstanding” vouchers as needed.

Voucher approval also affects the available credit balance that can be refunded on an AR account. If an account has refund vouchers awaiting approval, the amount of those unapproved vouchers is taken into account when Colleague calculates the refund amount due to the account holder.

Refer to Using Online Approvals in Colleague Finance for information about the approval process.



Refund Override Security Implemented

For deposit accounts, the account holder must always have an unallocated deposit balance to refund. However, for receivable accounts, Colleague normally prevents you from processing a refund transaction that will increase the account holder’s debit balance.

Your institution can choose to implement refund override security to allow refund processing when the account holder has a zero or debit balance, or when the refund amount processed exceeds the account holder’s credit balance.

Refer to Getting Started with Colleague Student for additional information about defining refund override security.

Account Payment Factors

The account payment factors that affect refund processing include:

■ Methods of payment received from an account holder (cash, check, Visa, MasterCard, etc.).

■ Credit card refund restrictions.

■ Convenience fees.

Methods of Payment

Determining what methods of payment will be used to refund an account (receivable or deposit) depends on the methods of payment received from the account holder.

If the account holder did not make any credit card payments, Colleague will always generate a check voucher for any type of refund.

However, if an account holder has paid with multiple pay methods (such as cash, check, one or more credit cards, etc.), Colleague needs to determine how much to refund back to each type of pay method. Colleague may generate one or more related vouchers for a single refund transaction, depending on the types of pay methods on an account (and whether or not they are eligible to be refunded).

For example, if the account holder paid by check, Visa, and MasterCard, and is due a total refund, Colleague may generate three related vouchers: one check voucher and two credit card vouchers (Visa and MasterCard).



Credit Card Refund Restrictions

When refunding credit card payments on an account, Colleague needs to comply with certain credit card guidelines in determining whether or not to refund a credit card payment, as follows:

■ An e-commerce credit card refund must credit a specific e-commerce credit card payment. You cannot simply refund a cardholder’s account—a refund transaction must credit a specific payment transaction number. Colleague stores the transaction number assigned by the e-commerce provider to each credit card payment processed through e-commerce (Colleague does not store transaction numbers for credit card payments processed on a side terminal or through TREG).

■ Credit transactions cannot exceed the amount of the original payment transaction. This limitation applies to both types of credit card payments —payments processed through an e-commerce provider as well as payments processed on a side terminal.

When Colleague generates an e-commerce credit card voucher, it references the transaction number of the original e-commerce credit card payment being refunded. When the e-commerce credit card voucher is ultimately paid through Colleague Finance, Colleague stores the number of the credit transaction (assigned by the e-commerce provider) on the paid voucher. Credit card vouchers paid through a side terminal do not have transaction numbers.

Convenience Fees

If your institution has implemented Colleague e-Commerce, you may charge convenience fees on e-commerce payments (credit cards, e-checks, etc.). When Colleague calculates the amount of a payment that is eligible to refund, it excludes any convenience fee amount that is related to the payment because convenience fees are posted directly to the general ledger—they are never posted to the receivable or deposit account.

For example, if you charge a $5 convenience fee for a $100 credit card payment, the $5 fee is posted directly to the general ledger while the $100 payment is posted to the receivable or deposit account. When Colleague determines the amount of the payment that can be refunded, it only considers the amount that has been posted to the receivable or deposit account.



Understanding Refund VouchersThis section explains how Colleague determines the number and types of vouchers generated for each refund.

Determining Credit Card Vouchers Needed

When Colleague determines any amounts to be refunded by credit card, it generates a separate credit card voucher for each unique credit card payment transaction on a cash receipt.

E-Commerce Credit Card Vouchers

For a credit card payment that was originally processed through e-commerce, Colleague needs to refund the specific credit card transaction, identified by a unique transaction number assigned to the payment by the e-commerce provider.

When determining how many unique e-commerce credit card vouchers to generate, Colleague considers the following factors:

■ Cash receipt number on which the credit card payment was processed.

■ Transaction number assigned to the credit card payment by the e-commerce provider.

For each unique cash receipt number/transaction number combination, Colleague generates a unique credit card voucher for the amount eligible to be refunded to the credit card.

For example, if refunding an AR payment on a $100 cash receipt that was paid with two separate credit card payments, one for $25 and one for $75, Colleague generates a separate voucher for each credit card payment. While both payments would have a common cash receipt number, each individual credit card payment would have a unique transaction number.


Understanding Refund Vouchers

Colleague uses the transaction number when refunding an e-commerce credit card payment for two reasons:

■ Credit card numbers are not stored in Colleague for e-commerce credit card payments, so the transaction number is the only method of identifying the specific credit card to be refunded.

■ Both Colleague and the e-commerce provider use the transaction number of an e-commerce credit card payment to keep track of how much of the payment has already been refunded because credit amounts cannot exceed the amount of the original payment transaction.

Non-E-Commerce Credit Card Vouchers

For a credit card payment that was not originally processed through e-commerce, (for example, processed on a side terminal or through TREG), Colleague attempts to refund the specific credit card payment.

However, because a credit card payment that was processed on a side terminal or through TREG does not have a transaction number, Colleague considers the following factors when refunding a credit card:

■ Cash receipt number on which the credit card payment was processed.

■ Control number (credit card number) entered for the credit card pay method.

For each unique cash receipt number/control number combination, Colleague generates a unique credit card voucher for the amount eligible to be refunded to the credit card.

Colleague uses the control number (last 4 digits of the credit card) when refunding a non-e-commerce credit card for two reasons:

■ The control number is the only method of identifying the specific credit card to be refunded for a non-e-commerce credit card payment.

■ Colleague uses the control number of a non-e-commerce credit card payment to keep track of any amounts that have already been refunded to the credit card because credit amounts cannot exceed the amount of the original credit card payment.

Note: For all credit card payments (both e-commerce and non-e-commerce), Colleague stores only the last 4 digits of the credit card number in the control number field. For example, if you enter credit card number 1234 5678 9101 2345, Colleague stores only 2345 as the control number.



For example, if refunding an AR payment on a $100 cash receipt that was paid with two separate credit cards, Visa for $25 and MasterCard for $75, Colleague generates a separate voucher for each credit card payment. While both credit card payments would have a common cash receipt number, each individual payment would have a unique control number because each payment was made with a different credit card.

However, if two credit card payments on a cash receipt are made with the same credit card, Colleague has no way of distinguishing them as separate payment transactions because they would both have the same control number.

If Colleague cannot determine separate credit card payments on a non-e-commerce cash receipt, it combines the payment refund amounts on the same credit card voucher.

Determining Payments Combined on a Single Check Voucher

Colleague generates a check voucher for any amounts that cannot be refunded by credit card, including cash, paper check (deposited locally), electronic check (processed through Colleague e-Commerce), money orders, financial aid payments, etc. Additionally, credit card payments that are not eligible to be refunded by credit card are also refunded by check.

When Colleague determines that one or more payments need to be refunded by check, it combines all those amounts on a single check voucher. Unlike credit card payments, which require unique credit card vouchers for each refunded payment, there is no reason to generate multiple check vouchers for a single refund because check vouchers do not need to reference any specific payment transaction numbers.

Note: Refunds for electronic check payments create check vouchers. Electronic check refunds—unlike credit card refunds—do not need to reference a specific transaction number.



2. Refunding Receivable Accounts

Refunding Receivable Accounts2

Refunding an Individual Receivable Account March 28, 2008

In This ChapterThis chapter describes how to process a refund for an individual receivable account, referred to as an AR refund. Table 2-1 lists the topics covered in this chapter.

Table 2-2 lists where to find specific information in this manual about processing other types of account refunds.

Topic Page

Accessing an AR Account on the RFND Form 2-4

Creating an AR Refund 2-11

Modifying an AR Refund Voucher 2-22

Approving an AR Refund Voucher 2-24

Procedures for Processing an Individual AR Refund 2-26



Topic Reference








Refunding Receivable Accounts: Refunding an Individual Receivable Account

Forms UsedTable 2-3 shows an alphabetical list of the forms used in this section, and a brief description of each.

Form Purpose

Approvals (APRV)

• Accessible as a detail form from the Approvals field on the RFND form.

Enter approvals or next approvals (for institutions requiring online voucher approvals).

AR Refund (RFND) Refund an individual receivable account.

Related Vouchers (RLVI)

• Accessible as a detail-only form from the Related Vouchers field on the RFND form.

View related vouchers created for a refund.

Voucher Address (VADR)

• Accessible as a detail-only form from the Name/Addr field on the RFND form.

Enter or update payee name and address information.

Table 2-3: Forms Used to Refund an Individual Receivable Account


Understanding Individual AR Refunds

Understanding Individual AR RefundsUse the AR Refund (RFND) form to process a refund for a single AR account holder.

Figure 2-1: AR Refund (RFND) Form

You can use the RFND form to do the following:

■ Create a refund for an individual receivable account.

■ Modify limited information for an unpaid refund voucher.

■ Enter online approvals for an unapproved refund voucher (if your institution requires online approvals on vouchers).

Each of these refund transactions, as well as accessing the RFND form itself, is discussed in detail in the sections within this chapter.

Note: Refer to “Refunding Groups of Receivable Accounts” on page 2-35 for information about processing refunds for multiple AR account holders.



Accessing an AR Account on the RFND Form

This section explains how to access an account holder on the AR Refund (RFND) form. After you access the account, you can create a new refund for an account holder, modify an unpaid refund voucher, or enter approvals for an unapproved refund voucher.

When you access the RFND form, Colleague prompts you for the information listed below.

AR Account Holder

An AR account must already exist in order to access the RFND form for an individual. You can enter the account holder ID if you know it, or you can use LookUp to help you find the account holder you want. You cannot add a new account holder at the AR Accountholder LookUp prompt for the RFND form.

AR Type

An account holder must have at least one type of receivable (AR Type) with your institution, and may have more than one AR type. For example, an individual who attends classes and works at the institution may have both a student receivable as well as an employee receivable.

You can enter the AR type if you know it, or you can use LookUp to help you find the AR type you want. When you use LookUp, Colleague displays a list of AR types used at your institution, as well as the current account balance (if any) for the account holder for each AR type.



Account Balance with Online Voucher Approvals

If your institution uses online voucher approvals, the account balance displayed on the LookUp resolution is adjusted to reflect any unapproved vouchers on the AR account. The LookUp resolution also displays the sum of any unapproved vouchers.

Figure 2-2: AR Type LookUp with Unapproved Vouchers

If an account has both unapproved AR refund vouchers as well as unapproved cash advance vouchers, the Unappr Amt displayed on the AR Type LookUp resolution form reflects both types of vouchers.

In Figure 2-2 above, the account holder has an unapproved AR refund voucher for $50, as well as an unapproved cash advance voucher for $100. The AR Type LookUp resolution displays $150 in the Unappr Amt column, and reduces the Balance column by the unapproved amount.



Term

If you are creating a new refund, you can enter a specific term for which you want to refund the AR account, or you can use LookUp to help you find the term you want. If you do not enter a term, Colleague creates a non-term refund.

If you are modifying or viewing an unpaid refund voucher, you can enter a term to limit the vouchers displayed on the Voucher LookUp to only those vouchers with the specified term. If you leave the term blank, the Voucher LookUp displays all vouchers for the account holder, both term and non-term. See “Voucher” on page 2-8 for more information.

Depending on whether or not your institution has implemented refund override security, Colleague may or may not allow you to access the account on the RFND form, as explained below.

ALERT! Datatel strongly recommends that you always enter a term on refunds. If term balances are important to your institution, creating a non-term refund may result in outstanding account balances. Refer to Getting Started with Colleague Student for detailed information about defining payment allocation parameters that affect term balances.



Refund Override Security

If your institution has not implemented refund override security, the following restrictions apply when accessing the RFND form:

■ If you do not specify a term, the account holder must have an overall credit balance.

■ If you specify a term, the account holder must have a credit balance for the specified term.

If you attempt to access an account that does not have a credit balance, Colleague issues the following error and does not allow you to access the RFND form:

If your institution has implemented refund override security, there are no restrictions to accessing the RFND form. However, depending on whether or not you (the operator) have been assigned refund override authority, Colleague may prevent you from completing the refund transaction. See “Refund Override Login/Password” on page 2-20 for more information about overriding refund security on the RFND form.

ALERT! Colleague allows you to refund a specific term credit balance even if the account does not have an overall credit balance. For example, if a student has a credit balance for the Spring term, but still has a outstanding balance from the previous Fall term, Colleague still allows you to refund the Spring term even though the student has an outstanding balance from a previous term.



Voucher

Adding a Voucher

If you are creating a new refund, enter A to add a voucher at the Voucher LookUp or (A)dd prompt. Colleague subsequently presents the RFND form to be completed.

Selecting a Voucher

If you are modifying or approving an unpaid voucher, you can enter the voucher ID if you know it, or you can use LookUp to help you find the voucher you want.

If you entered a term at the Term LookUp prompt, the Voucher LookUp displays only those vouchers that have the specified term. If you did not enter a term at the Term Lookup prompt, the Voucher LookUp displays the vouchers for all terms, as well as any non-term vouchers.

After you select the AR account holder, AR type, term (optional) and voucher, Colleague presents the AR Refund (RFND) form. Refer to the sections below for detailed information about the other fields on the RFND form.

Note: Although the Voucher LookUp resolution displays vouchers with all statuses for an account holder, you can only select a voucher that has a status of “Not Approved” or “Outstanding.” To view a voucher that has been paid or voided, use the Refund Voucher Inquiry (RFVI) form.



Display Fields

The fields listed in this section display information related to the AR account holder, in addition to information about the refund itself.

Figure 2-3: Display Fields on the RFND Form

AR Type

The AR Type field displays the type of receivable selected to refund at the AR Type LookUp prompt.

Voucher

The Voucher field displays the identification number assigned to the voucher by Colleague. If this is a new voucher, Colleague automatically assigns the voucher number. If accessing an unpaid voucher, this is the voucher number you selected at the Voucher LookUp prompt.

Term

The Term field displays the term defined for the refund (if any). If you did not enter a term at the Term LookUp prompt, this field is blank to indicate that the refund is not associated with any specific term (a non-term refund).

Display fields

on the RFND

form

Note: You cannot change the term on a refund voucher on the RFND form—the term can only be entered at the Term LookUp prompt. If the term information displayed is not correct for a new refund transaction, you can cancel from the RFND form and enter a new refund transaction with the correct term information. If you need to change the term information on an unpaid refund voucher, you must void the refund transaction in Colleague Finance, and create a new refund for the account holder in Colleague Student.



Status

The Status field is initially blank when you create a new refund on the RFND form, and is updated by Colleague as follows:

■ If you do not require online voucher approvals at your institution, the Status field displays “Outstanding” for a completed refund.

■ If you require online voucher approvals and have not fully entered all required approvals, the Status field displays “Not Approved.”

Unappr Amts

The Unappr Amts (unapproved amounts) field displays the total amount of any unapproved vouchers on the AR account, including any cash advance vouchers created on the Cash Advance (CADV) form.

If your institution does not require online voucher approvals, the Unnapr Amts field will always be blank.

Acct Balance

The Acct Balance (account balance) field displays the current balance for the AR account.

If your institution requires online voucher approvals, the account balance is adjusted by any amount displayed in the Unappr Amts field.

Note: These statuses also apply to refunds that were originally created using the Refund Voucher Register/Creation (RFVR/RFVC) processes. See “Refunding Groups of Receivable Accounts” on page 2-35 for information about using the batch refund process.

Note: The account balance displayed on the RFND form will not match the account balance displayed on AR inquiry forms if there are any vouchers requiring approval—AR inquiry forms do not display or reflect unapproved vouchers.



Creating an AR Refund

This section describes how to use the RFND form to create a new refund for an AR account. See “Modifying an AR Refund Voucher” on page 2-22 and “Approving an AR Refund Voucher” on page 2-24 for information about modifying or approving an unpaid refund voucher.

Figure 2-4: Creating an AR Refund on the RFND Form

Noteworthy Fields on the RFND Form

The fields described in this section are particularly important for creating an AR refund. See online help for information about the other fields on this form.

Refund Date

Colleague automatically populates the Refund Date field with the current date, but you can override this date and enter another.

This field is required.



AP Type

Enter the type of payable for the refund. The AP type must be defined as an accounts receivable AP type. The AP type contains the Colleague Finance General Ledger (GL) control account number, and also identifies the bank code from which you pay the refund vouchers.

Colleague validates the GL account numbers associated with the AP type against the current date, and issues an error if any GL account for the AP type entered is not valid.


Refund Amt (without Refund Override Security)

Colleague initially populates the Refund Amt field with the account credit balance. If your institution requires online voucher approvals, Colleague adjusts the credit balance by the amount displayed (if any) in the Unappr Amts field.

Refund Amt (with Refund Override Security)

Colleague initially populates the Refund Amt field with the account credit balance (if any). If your institution requires online voucher approvals, Colleague adjusts the refund amount by the amount displayed (if any) in the Unappr Amts field.

If the account does not have a credit balance, Colleague populates the Refund Amt field with zeros to indicate that the account holder is not due a refund. You can enter an amount that exceeds the refund amount displayed; however, depending on whether or not you (the operator) have refund override security, you may need an authorized operator to enter a refund override login and password. See “Refund Override Login/Password” on page 2-20 for information.

Name/Addr

The Name/Addr field provides access to the Voucher Address (VADR) form, which contains the following information about the voucher:

■ Payee Name

■ Payee Address

■ Payee City, State, Zip Code, & Country



Figure 2-5: Voucher Address (VADR) Form

When you initially access the RFND form for an account holder, the Name/Address field displays an “X” as shown in Figure 2-4 on page 2-11, indicating that the name and address information is on file for the account holder.

If you access the VADR form and make any changes to either the payee name or address, and then return to the RFND form, the word “(Manual)” is displayed next to the “X” to indicate that the payee information has been manually changed, as shown in Figure 2-6 on page 2-14.



Figure 2-6: Voucher Name/Address Modifications on the RFND Form

If you change the name or address on the VADR form, Colleague records the change for this refund, but does not change the individual’s name in the Colleague database.

“(Manual)”

indicates that

payee name

and/or address

has been

manually

changed

Note: After a voucher has an “Outstanding” status, you can no longer change the Payee Name field on the VADR form, however, you can change the address information. If your institution uses online voucher approvals, you can change both the payee name and/or the address of a refund that has a “Not Approved” status.



Approvals

When an account is refunded, Colleague may generate one or more related vouchers (see “Related Vouchers” on page 2-16 for information), depending on whether or not approvals have been fully entered, as outlined below.

■ If approvals are required but not entered, Colleague initially generates only a single “Not Approved” voucher for the entire refund amount—any related vouchers will not be generated until all required approvals are entered on the RFND form. Or, if you use RFND to assign a Next Approval to the “Not Approved” voucher, any related vouchers will not be generated until all required approvals have been entered.

■ After required approvals have been entered, and the status of the vouchers becomes “Outstanding,” you cannot modify the approvals (meaning you cannot add or delete Approvals or Next Approvals). If you want to unapprove the refund, you must void any “Outstanding” vouchers related to the refund in Colleague Finance.

■ After all approvals have been entered, and the voucher status becomes “Outstanding,” you cannot modify the Refund Amount or Payee Name. See “Modifying an AR Refund Voucher” on page 2-22 for information about modifying an unpaid refund voucher.

See “Approving an AR Refund Voucher” on page 2-24 for approval information. Refer to Using Online Approvals in Colleague Finance for information about approving vouchers in Colleague Finance.

Refund Reason

Enter the reason for the refund.


Note: If your institution does not require online voucher approvals, you can skip this section.

Technical Tip: You cannot use a refund reason that has been defined as a cash advance refund reason. Cash advance refund reasons can be used only on the Cash Advance (CADV) form. Refer to Getting Started with Colleague Core for information about defining refund reasons.



Related Vouchers

Refunding an AR account balance may generate one or more related vouchers, depending on the type of cash receipt pay methods that are eligible to refund on the account. For example, if an account has been paid by Visa, MasterCard, and check, refunding the account may generate a separate voucher for each pay method.

Depending on the types of payments being refunded, Colleague could refund multiple payments on a single check voucher. For example, cash, check, e-check, financial aid, payroll deductions, credit card payments not recent enough to refund by credit card, etc., are all methods of payment that are refunded by check.

If more than one payment for a refund transaction needs to be refunded by check, Colleague generates only a single check voucher. For example, a $100 refund for a $25 check payment and a $75 financial aid payment would generate a single check voucher for $100 instead of two check vouchers, one for $25 and another for $75. However, if you were to refund the check and financial aid payments in separate refund transactions on the RFND form, Colleague would generate one check voucher for each refunded payment.

Related vouchers (if any) are generated only when the refund status becomes “Outstanding.” If online approvals are required but not entered, Colleague generates only a single “Not Approved” voucher for the entire refund amount. After the required approvals are entered and the refund status becomes “Outstanding,” Colleague generates any related vouchers, as appropriate. For example, a $100 voucher that is “Not Approved” may be changed to two related vouchers when approvals are entered: $25 for a check, $75 for a Visa credit card.

If related vouchers are generated, the Related Voucher Inquiry (RLVI) form is displayed (as shown in Figure 2-7) when the refund is completed on the RFND form, including the entry of all required approvals (if any). Colleague automatically displays the RLVI form automatically when you initially create an “Outstanding” refund on the RFND form with related vouchers, but not when modifying an “Outstanding” voucher that is part of a related voucher group.



Figure 2-7: Related Voucher Inquiry (RLVI) Form

If related vouchers will be generated, and the refund is ultimately approved in Colleague Finance, the Related Voucher Inquiry (RLVI) form is not displayed in Colleague Finance. Refer to Using Online Approvals in Colleague Finance for information about approving refund vouchers in Colleague Finance.

If refunding an account on the RFND form generates only a single “Outstanding” voucher, the RLVI form is not displayed—the RLVI form is displayed only when more than one voucher is generated for a refund.

After a voucher becomes “Outstanding,” you can access the voucher on the RFND form. If related vouchers have been generated, the Related Vouchers field on the RFND form displays an “X” and allows you to access the RLVI form to view the related vouchers.

See “Understanding Refund Vouchers” on page 1-14 for additional voucher information.



Payment

The Payment field displays the individual payments you can select to refund, depending on the term (if any) defined for the refund. The payments are displayed in reverse chronological order, meaning that the most recent payment is displayed first. You can access the Payment Inquiry (PAYI) form from this field to view detailed information about a payment.

Figure 2-8: Payment Field on the RFND Form

If the refund has a term defined, Colleague displays only those payments with the specified term, as well as any non-term payment amounts allocated to charges with the specified term.1 If the refund does not have a term, Colleague displays all payments, both term and non-term, that are available to refund.

Enter Yes to select a payment to refund. Once a payment has been selected to refund on the RFND form, it will no longer be available to select on the RFND form for subsequent account refunds.

Payment field

1. Refer to Getting Started with Colleague Student for information about allocating non-term payments to term charges.

Note: If a payment was not specifically selected on the RFND form, it will still be displayed the next time the AR account is accessed on the RFND form. For example, if you enter an amount in the Refund Amt field on the RFND form, or if you refund the account with the Refund Voucher Register/Creation (RFVR/RFVC) processes, Colleague does not flag individual payments as having been specifically refunded. If you select to refund a payment related to a cash receipt on which credit card payments have been all or partially refunded, Colleague will generate a check voucher for the amounts that cannot be refunded to a credit card.



When you select one or more payments, Colleague populates the Refund Amt field on the RFND form with the sum of the payments you select. You can select payments (as well as credits) to refund, or enter an amount in the Refund Amt field, but you cannot do both.

Credit

The Credit window displays the individual credit invoices you can select to refund, depending on the term (if any) defined for the refund. The credits are displayed in reverse chronological order, meaning that the most recent credit invoice is displayed first. You can access the AR Invoice Balance Detail (ARBD) form from this field to view detailed information about a credit invoice.

Figure 2-9: Credit Field on the RFND Form

If the refund has a term defined, Colleague displays only those credit invoices with the specified term. If the refund does not have a term, Colleague displays all credit invoices, both term and non-term, that are available to refund.

Enter Yes to select a credit invoice to refund. Once a credit invoice has been selected to refund on the RFND form, it will no longer be available to select on the RFND form for subsequent account refunds.

Note: If your institution has not implemented refund override security, the sum of the selected payments (and any credits) cannot exceed the amount of the account credit balance initially displayed in the Refund Amt field.

Credit field

Note: If a credit invoice was not specifically selected on RFND, it will still display the next time the AR account is accessed on RFND. For example, if you enter an amount in the Refund Amt field on the RFND form, or if you refund the account with the batch refund processes (RFVR/RFVC), Colleague does not flag individual credit invoices as having been specifically refunded.



When you select one or more credit invoices, Colleague populates the Refund Amt field on the RFND form with the sum of the credit invoices you select. You can select credit invoices (as well as payments) to refund, or enter an amount in the Refund Amt field, but you cannot do both.

Refund Override Login/Password

Use the Refund Override Login/Password field as follows:

■ If your institution does not allow refund overrides, enter nothing in this

field.1

If you attempt to refund an amount that exceeds the credit balance displayed in the Refund Amt field, Colleague issues the following error:

Colleague then changes the Refund Amt field back to the credit balance amount. Colleague also displays this message if you attempt to access the RFND form for an account holder that does not have a credit balance.

■ If your institution has set up the necessary security to allow refund overrides, and you (the operator) have a security class that allows refund overrides, enter nothing in this field. Colleague will allow you to create a refund for any amount. No login ID and password are required if you have been assigned refund override security.

■ If your institution has set up the necessary security to allow refund overrides, but you (the operator) have a security class that does not allow refund overrides, an operator who has the proper security class to authorize refund overrides must enter a valid login ID and password. If a login ID or password that is not valid is entered, Colleague issues the following error:

Note: If your institution has not implemented refund override security, the sum of the selected credit invoices (and any payments) cannot exceed the amount of the account credit balance initially displayed in the Refund Amt field.

1. Refer to Getting Started with Colleague Student for information about implementing refund override security.



At that point, you have the following options:• Enter a valid login ID and password.• Decrease the refund amount to an amount less than or equal to the account

credit balance.• Cancel the refund transaction.



Modifying an AR Refund Voucher

This section describes how to use the RFND form to modify an unpaid refund voucher for an AR account. See “Creating an AR Refund” on page 2-11 and “Approving an AR Refund Voucher” on page 2-24 for information about creating and approving a refund voucher.

“Outstanding” Refund Voucher

When a refund voucher has an “Outstanding” status, you can modify only limited information, as outlined below.

Maintenance Date

When you access an “Outstanding” refund voucher on the RFND form, Colleague automatically populates the Maintenance Date field with the current date, but allows you to enter another date.

Due Date

Colleague displays the date by which you must pay the voucher, but allows you to enter another date.

Note: Refund vouchers that have been paid or voided cannot be modified.

Note: For an “Outstanding” refund, you cannot modify the term, the refund amount, or the individual payments or credits that may have been selected to refund. If you need to change the term or amount of a refund voucher, you must void the voucher in Colleague Finance, and create a new refund for the account in Colleague Student.



Name/Addr

From the Name/Addr field, you can access the Voucher Address (VADR) form to change the payee’s address information.

See “Name/Addr” on page 2-12 for information about the VADR form.

Other Fields

You can enter or modify the following information for an “Outstanding” refund voucher:

■ Comments

■ Reference Number (Ref No)

■ Refund Reason

“Not Approved” Refund Voucher

When a refund voucher has a “Not Approved” status, you can change any information about the refund except for the AR type or term.

See “Noteworthy Fields on the RFND Form” on page 2-11 for detailed information about each field on the RFND form.

Note: Once a voucher has been created with an “Outstanding” status, you cannot modify the payee name. If you need to change the payee name on a refund voucher, you must void the voucher in Colleague Finance, and create a new refund for the account in Colleague Student.



Approving an AR Refund Voucher

This section describes how to use the RFND form to approve a refund voucher for an AR account. See “Creating an AR Refund” on page 2-11 and “Refunding Groups of Receivable Accounts” on page 2-35 for information about creating refunds. See “Modifying an AR Refund Voucher” on page 2-22 for information about modifying a refund voucher.

Online voucher approvals enable you to control the refund transactions that get posted to receivable accounts, as well as to Colleague Finance.

When you process a refund transaction that does not have the required approvals entered, Colleague creates a single refund voucher with a “Not Approved” status for the entire refund amount. Colleague does not post the unapproved voucher to an individual’s receivable account, and the unapproved amount is not reflected on AR inquiry forms.

After all required approvals have been entered for a refund, Colleague changes the status to “Outstanding,” and generates any related vouchers required to refund the account. For example, a $100 refund voucher that is “Not Approved” may be changed to two related vouchers when approvals are entered: $25 for a check, $75 for a Visa credit card. When a voucher becomes “Outstanding,” Colleague posts it to the individual’s receivable account and to Colleague Finance.

Depending on your institution’s policies and procedures, you can enter the required approvals when you create the refund transaction. If all required approvals are entered at that time, Colleague creates the refund vouchers with an “Outstanding” status and posts them to the individual’s account and to Colleague Finance.

You can also create the refund transaction and enter the required approvals later. Refund transactions for receivable accounts can be created with either of the following processes:

■ AR Refund (RFND)

■ Refund Voucher Register/Creation (RFVR/RFVC)


Technical Tip: Use the AP Parameters Definition (APDE) form in Colleague Finance to define whether or not approvals are needed on vouchers. Refer to Using Online Approvals in Colleague Finance for information about setting up approvals.



Approval Entry

You can enter approvals directly on the RFND form in the Approvals field, or you can access the Approvals (APRV) form from the Approvals field to enter approvals, or to assign a next approval to the refund voucher.

Figure 2-10: Approvals (APRV) Form

Refer to Using Online Approvals in Colleague Finance for information about using the APRV form.



Procedures for Processing an Individual AR Refund

Procedures for Creating an Individual AR Refund

The procedures in this section outline the steps to create an AR account refund.

Procedure for Creating a Refund Without Refund Override Security

Complete the steps listed below to process an AR refund if your institution has not implemented refund override security.

Step 1. Access the AR Refund (RFND) form.

Step 2. Enter the following items at the LookUp prompts:

■ Account Holder

■ AR Type

■ Term (optional)

Step 3. Enter A at the Voucher LookUp prompt to add a voucher.

Step 4. Enter the AP Type at the LookUp prompt.

Step 5. Do you want to refund a specific amount?

Yes. Enter an amount in the Refund Amt field that is less than or equal to the credit balance amount displayed in that field.

No. Skip to Step 6.

Note: The account holder must have a credit balance to access the RFND form. If you select a term to refund, the account must have a credit balance for the specified term.



Step 6. Do you want to change the name and/or address of the payee?

Yes. Access the Voucher Address (VADR) form from the Name/Addr field. Make any changes to the payee name and/or address on the VADR form, save your work, and return to the RFND form.

No. Skip to Step 7.

Step 7. Do you want to enter online voucher approvals?

Yes. Enter the required approvals in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving an AR Refund Voucher” on page 2-24 for information.

No. Skip to Step 8.

Step 8. Enter a refund reason.

Step 9. Do you want to select one or more specific payments to refund?

Yes. Enter Yes in the Payment window for each individual payment you want to refund. The sum of the payments selected (and any selected credits) cannot exceed the credit balance displayed in the Refund Amt field.

No. Skip to Step 10.

Step 10. Do you want to select one or more specific credit invoices to refund?

Yes. Enter Yes in the Credit window for each individual credit invoice you want to refund. The sum of the credit invoices selected (and any selected payments) cannot exceed the credit balance displayed in the Refund Amt field.


Technical Tip: You cannot use a refund reason that has been defined as a cash advance refund reason.



Step 11. Complete any additional information on the RFND form required by your institution. Refer to online help for information about the other fields on this form.

Step 12. Save your work and exit from the RFND form.

Note: If related vouchers are created from this refund, Colleague displays the Related Voucher Inquiry (RLVI) form for your review. Update from the RLVI form to complete the refund transaction.



Procedure for Creating a Refund With Refund Override Security

Complete the steps listed below to process an AR refund if your institution has implemented refund override security.



■ Account Holder

■ AR Type

■ Term (optional)


Step 4. Enter the AP Type.

Step 5. Do you want to refund a specific amount?

Yes. Enter the amount in the Refund Amt field.

No. Skip to Step 6.


Yes. Access the Voucher Address (VADR) form from the Name/Addr field. Make any changes to the payee name and/or address on the VADR form, save your work, and return to the RFND form.

No. Skip to Step 7.


Yes. Enter the required approvals in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving an AR Refund Voucher” on page 2-24 for information.

No. Skip to Step 8.




Step 9. Do you want to select one or more specific payments to refund?

Yes. Enter Yes in the Payment window for each individual payment you want to refund.


Step 10. Do you want to select one or more specific credit invoices to refund?

Yes. Enter Yes in the Credit window for each individual credit invoice you want to refund.


Step 11. Complete any additional information on the RFND form required by your institution. Refer to online help for information about the other fields on this form.

Step 12. Does the refund amount exceed the account credit balance, and do you (the operator) have refund override security?

Yes. Skip to Step 13.

No. Have an authorized operator enter a refund override login ID and password.



Note: If you cannot enter a refund override login and password, you can decrease the refund amount, or cancel the refund transaction.



Procedures for Modifying an AR Refund Voucher

The procedures in this section outline the steps to modify an unpaid refund voucher.

Procedure for Modifying an “Outstanding” Refund Voucher

Complete the steps listed below to modify an “Outstanding” refund voucher.



■ Account Holder

■ AR Type

■ Term (optional)

■ Voucher (Outstanding)

Step 3. Modify the fields listed below as necessary:

■ Maintenance Date

■ Due Date

■ Comments

■ Ref No

■ Refund Reason

Step 4. Do you need to modify the Payee Address?

Yes. Access the Voucher Address (VADR) form from the Name/Addr field on the RFND form). Make any necessary changes changes, and return to the RFND form. Note that If the voucher is part of a related voucher group, you may also need to modify the payee address on the other vouchers in the group.

No. Skip to Step 5.




Procedure for Modifying a “Not Approved” Refund Voucher

Complete the steps listed below to modify a “Not Approved” refund voucher.



■ Account Holder

■ AR Type

■ Term (optional)

■ Voucher (Not Approved)

Step 3. Modify any of the fields on the RFND form as necessary.

See “Noteworthy Fields on the RFND Form” on page 2-11 for information about each field on the RFND form.


Yes. If you have approval authority for this voucher, enter the required approval in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving an AR Refund Voucher” on page 2-24 for information.

No. Skip to Step 5.





Procedures for Approving an Individual AR Refund

The procedures in this section outline the steps to process approvals for a refund voucher.

Procedure for Approving a Refund on the RFND Form

Complete the steps listed below to enter approvals for an unapproved refund voucher on the RFND form.



■ Account Holder

■ AR Type

■ Term (optional)


Step 3. Do you want to enter approvals on the RFND form?

Yes. Enter the required approval IDs in the Approvals field.

No. Skip to Step 4.

Step 4. Do you want to enter approvals on the Approvals (APRV) form?

Yes. Access the Approvals (APRV) form from the Appprovals field and enter the required approval IDs in the Approvals field.

No. Assign a next approval, save your work, and/or exit from the APRV form.





Procedure for Assigning a Next Approval to a Refund

Complete the steps listed below to assign a next approval to an unapproved refund voucher.



■ Account Holder

■ AR Type

■ Term (optional)


Step 3. Access the Approvals (APRV) form from the Approvals field.

Step 4. Enter one or more Approvals IDs in the Next Approval field, save your work, and return to the RFND form.




Refunding Groups of Receivable Accounts October 1, 2007

In This ChapterThis chapter describes how to process a refund for one or more receivable accounts using a two-step batch process. Table 2-4 lists the topics covered in this chapter.

Table 2-5 lists where to find specific information in this manual about processing other types of account refunds.

Topic Page

Generating the Refund Voucher Register 2-37

Creating the Refund Vouchers 2-42

Procedures for Processing Batch AR Refunds 2-51



Topic Reference








Refunding Receivable Accounts: Refunding Groups of Receivable Accounts

Forms UsedTable 2-6 shows an alphabetical list of the forms used in this section, and a description of each.

Form Purpose

Approvals (APRV)

• Accessible as a detail form from the Approvals field on the RFVR form.


Refund Voucher Creation (RFVC) Create refund vouchers listed on the refund register.

Refund Voucher Register (RFVR) Generate a register of refund vouchers to be created.

Table 2-6: Forms Used to Refund a Group of Receivable Accounts


Understanding AR Batch Refunds

Understanding AR Batch RefundsCreating AR refunds in batch is a two step process. First, you run a process to define the voucher information and select the account holders to be refunded. This step produces a report of the refund vouchers to be generated. Next, you run a process to actually create the refund vouchers identified in the first step.

Each of these steps are explained in detail in this section.

Generating the Refund Voucher Register

Use the Refund Voucher Register (RFVR) process as the first step in refunding AR accounts in batch mode. The RFVR process generates a list of the AR refund vouchers that will be created with the second step of this process (see “Creating the Refund Vouchers” on page 2-42 for information).

Figure 2-11: Refund Voucher Register (RFVR) Form

When you refund AR accounts in batch, an account must have a credit balance to generate a refund. Additionally, you cannot select individual payments or credits to refund in batch. See “Refunding an Individual



Receivable Account” on page 2-1 for information about refunding accounts with zero or debit balances, as well as selecting individual payments and credits to refund.

Noteworthy Fields on the RFVR Form

The fields described in this section are particularly important for generating the refund voucher register. See online help for information about the other fields on this form.

AR Type

Enter the type of receivable (AR type) for these refunds. The AR type contains the Colleague Finance General Ledger (GL) control account number.

Colleague validates the GL account number associated with each AR type against the current date, and issues an error if the GL account for an AR type is not valid.

This field is required. Colleague defaults this field to the AR type used when you last ran the RFVR process, but allows you to enter a different AR type.

AP Type

Enter the type of payable (AP type) for these refunds. The AP type must be defined as an accounts receivable AP type. The AP type contains the GL control account number, and also identifies the bank code from which you pay the refund vouchers.


This field is required. Colleague defaults this field to the AP type used when you last ran the RFVR process, but allows you to enter a different AP type.

Due Date

Enter the date by which the vouchers must be paid.

This field is required. Colleague defaults this date to the current date, but allows you to enter another date.



Refund Percent

Enter the percent of an account holder’s credit balance to be refunded. For example, if you enter 75% in this field, and an account holder has a $400 credit balance, Colleague calculates only $300 to be refunded (400 x 75%).

If you enter a term in the Term field on the RFVR form, Colleague refunds this percent of the term credit balance.

If you do not enter a term, Colleague refunds this percent of the overall credit balance for the account holder, which can include multiple term credit balances as well as any non-term credit balance.

This field is required. Colleague defaults this field to 100 percent, but allows you to enter a different percent.

Refund Max Amount

You can optionally enter a maximum amount to refund for account holders. If the account credit balance is less than this maximum refund amount, then Colleague refunds the smaller amount. If the maximum amount is less than the account credit balance, then Colleague refunds the maximum amount instead of the entire account credit balance.

For example, you enter 75% in the Refund Percent field, and $200 in the Max Refund Amount field. If the account holder has a $400 account credit balance, even though the refund amount calculated is $300 (400 x 75%), only $200 (the smaller of the two amounts) is refunded. If the account holder has a $250 account credit balance, only $187.50 (250 x 75%) is refunded because it is less than the $200 maximum refund amount.

Refund Reason



Note: Colleague determines the amount of the refund by first calculating any refund percent, and then comparing the resulting refund amount to the maximum refund amount entered here.

Note: You cannot use a refund reason that has been defined as a cash advance refund reason. Cash advance refund reasons can be used only on the Cash Advance (CADV) form. Refer to Getting Started with Colleague Core for information about defining refund reasons.



Approvals

When an account is refunded, Colleague may generate one or more related vouchers, depending on whether or not approvals have been fully entered, as outlined below.

■ If all required approvals have been entered, Colleague lists one or more vouchers to be generated for a refund, as appropriate, on the reports produced by both the RFVR and RFVC processes.

■ If all required approvals are not entered on the RFVR form, and Colleague needs to generate related vouchers for a refund, the report produced by the RFVR process lists one or more vouchers that will be generated for a refund, as appropriate, when all approvals are entered. However, the report produced by the RFVC process lists only a single “Not Approved” voucher generated for each refund, as shown in Figure 2-15 on page 2-50.

Any “Not Approved” vouchers subsequently generated when you run the RFVC process must be either approved, or assigned a Next Approval on the AR Refund (RFND) form, or approved in Colleague Finance before they can be paid.

See “Approving an AR Refund Voucher” on page 2-24 for information. See “Reviewing the Refund Voucher Registers” on page 2-43 for information about the reports generated by the RFVR and RFVC processes.


Note: Although the RFVR process lists any related vouchers that will be generated when a refund is ultimately approved, Colleague does not actually generate the related vouchers until all required approvals are entered.

ALERT! If you do not enter approvals when you run the RFVR process, you will need to manually approve each individual voucher created by the RFVC process.



Amount (Begin/End)

You can optionally define a credit balance range for which account holders will be selected to refund by entering amounts in the Amount Begin field, Amount End field, or both fields, as explained below.

■ Amount Begin. Enter an amount used to select account holders with a credit balance that exceeds this amount. For example, you can indicate that you want to refund credit balances only if they are $25 dollars or more.

■ Amount End. Enter an amount used to select account holders with a credit balance that does not exceed this amount. For example, you can indicate that you want to refund accounts with credit balances no greater than $100 dollars.

If you enter both a Begin and End amount, Colleague selects only those account holders with a credit balance within the range you define. For example, if you enter a Begin amount of $25 and an End amount of $100, an account holder with a $10 credit balance would not be selected to refund, nor would an account holder with a $150 credit balance be selected.

Term

You can optionally limit refunds to a specific term. If you enter a term, Colleague uses only those invoices (debit and credit) and payments associated with the specified term to calculate the term credit balance. The term credit balance may include non-term payments that have been allocated to invoices with the specified term. When Colleague creates the refund payments for the refund vouchers, it assigns them the term you enter here.

If you do not enter a term, Colleague uses all (both term and non-term) invoices and payments for an account holder to calculate the credit balance, and creates non-term refund payments for the refund vouchers. Depending on how your institution has defined non-term payment allocation, the non-term refund payments may or may not get allocated to term invoices.




Creating the Refund Vouchers

Use the Refund Voucher Creation (RFVC) process as the second step in refunding AR accounts in batch mode. The RFVC process actually generates the refund vouchers identified when you ran the RFVR process (see “Generating the Refund Voucher Register” on page 2-37 for information).

Figure 2-12: Refund Voucher Creation (RFVC) Form

The RFVC form displays the refund criteria you entered when you ran the RFVR process to generate the refund voucher register. The information displayed on the RFVC form cannot be changed except for the Voucher Date and Comments.

Note: Before running the Refund Voucher Creation (RFVC) process, you must have already run the Refund Voucher Register (RFVR) process.



If you need to change the refund information displayed, you must change the refund criteria on the RFVR form, and run that process again.

Reviewing the Refund Voucher Registers

Both the Refund Voucher Register (RFVR) and the Refund Voucher Creation (RFVC) process generate a report listing refund vouchers for each account holder selected to refund.

Use the refund voucher register generated from the RFVR process to review the refund vouchers to be created before running the RFVC process to actually generate the vouchers.

If your institution does not use online voucher approvals, both reports will reflect the same refund voucher information. See Figure 2-13 on page 2-48 for an example of the refund voucher register generated by the RFVR process.

If your institution uses online voucher approvals, and the required approvals have not been fully entered when you run the RFVR process, the report from the RFVC process will not reflect the same refund voucher information as the report from the RFVR process. See Figure 2-15 on page 2-50 for an example of the refund voucher register generated by the RFVC process when required online voucher approvals have not been fully entered. See “Approvals” on page 2-40 for information about entering approvals on the RFVR form.

Understanding the Refund Voucher Register

The refund voucher register for both the RFVR and RFVC processes is sorted by AR type (printed in the report header) and AR account holder ID. Totals are listed for each AP type.

For each account holder refund, Colleague lists the information outlined below.

ALERT! If your institution requires online voucher approvals, and approvals have not been fully entered on the RFVR form prior to running the RFVC process, Colleague creates a single “Not Approved” voucher for each refund. You must then manually enter approvals for each unapproved voucher. See “Approving an AR Refund Voucher” on page 2-24 for information.



ID

The ID column displays the Colleague ID of the account holder.

Name/Address

The Name/Address column displays the name and address for the account holder on file in the Colleague database. After a voucher has been created, you can change address information displayed for a refund voucher. See “Modifying an AR Refund Voucher” on page 2-22 for information.

Payee Name

The Payee Name column displays the name of the account holder. If your institution requires online voucher approvals, and a refund voucher has a “Not Approved” status, you can still change the payee name displayed for a refund voucher. However, after a voucher has been created with an “Outstanding” status, you can no longer change the payee name. See “Modifying an AR Refund Voucher” on page 2-22 for information.

Amount (RFVR Register)

Colleague lists the amount of each refund voucher that will be generated for the account holder. Refunding an account may generate one or more related vouchers.

See “Overview of Refunds” on page 1-7 to understand how Colleague determines the number and type of vouchers generated for an account refund. See Figure 2-13 on page 2-48 for an example of the refund voucher register generated by the RFVR process.

Amount (RFVC Register)

If your institution does not require online voucher approvals, or if all approvals were entered when you ran the RFVR process, Colleague lists the amount of each refund voucher created for the account holder by the RFVC process, as shown in Figure 2-14 on page 2-49.

If your institution requires online voucher approvals, and Colleague needs to generate related vouchers for a refund, the report produced by the RFVR process lists one or more vouchers that will be generated for a refund, as appropriate, when all approvals have been entered. However, if not all



approvals were entered when you ran the RFVR process, the register produced by the RFVC process lists only a single “Not Approved” voucher generated for each refund.

See “Approvals” on page 2-40 for information about entering approvals on the RFVR form. See Figure 2-15 on page 2-50 for an example of the refund voucher register generated by the RFVC process when all required approvals have not been entered.

Due Date

The Due Date column lists the date by which the voucher must be paid, entered on the RFVR form.

Voucher (RFVC Register Only)

The Voucher column lists the number assigned by Colleague to each voucher generated for a refund by the RFVC process.

Note: If your institution requires online voucher approvals, and all approvals were entered when you ran the RFVR process, the register produced by both processes will reflect the same refund vouchers. However, if an account holder listed on the RFVR refund register has any account activity affecting the amount of the credit balance (invoices and/or payments) between running the RFVR and the RFVC processes, the refund amounts and types of vouchers may differ.

Note: The Voucher column is not listed on the RFVR refund register because refund vouchers are not actually generated until you run the RFVC process.



Refund Method

The Refund Method column lists the method by which each voucher will be paid. For example, refunding an account may generate a check voucher and/or one or more credit card vouchers. You may see the following refund methods listed for a refund voucher:

■ ** CK ** is always listed for a check voucher.

■ VISA, MC, AMEX, etc. May be displayed for a credit card voucher, depending on the type of payments refunded, and the pay method codes defined by your institution for the credit cards you accept.

■ NOT APPR. Displayed if your institution requires online voucher approvals, and all required approvals were not entered when you ran the RFVR process.

Refunding an AR account balance may generate one or more related vouchers, depending on the type of cash receipt pay methods that are available to refund on the account. For example, if an account has been paid by Visa, MasterCard, and check, refunding the account may generate a separate voucher for each pay method.

Depending on the types of payment being refunded, Colleague could refund multiple payments on a single check voucher. For example, cash, paper check, electronic check, financial aid, payroll deductions, credit card payments not recent enough to refund by credit card, etc., are all methods of payment that are refunded by check.

If more than one payment for a refund transaction needs to be refunded by check, Colleague generates only a single check voucher. For example, a $100 refund for a $25 check payment and a $75 financial aid payment would generate a single check voucher for $100 instead of two check vouchers, one for $25 and another for $75. However, if you were to refund the check and financial aid payments in separate refund transactions on the AR Refund (RFND) form, Colleague would generate one check voucher for each refunded payment.

Related vouchers (if any) are generated only when the refund status becomes “Outstanding.” If approvals are required but not entered, Colleague generates only a single “Not Approved” voucher for the entire refund amount. After the required approvals are entered on the RFND form or in Colleague Finance, and the status can now become “Outstanding,” Colleague generates any

Note: “NOT APPR” is only displayed on the RFVC register—the RFVR register displays the refund method for each voucher that will be generated when all approvals have been entered.



related vouchers, as appropriate. For example, a $100 voucher that is “Not Approved” may be changed to two related vouchers when approvals are entered: $25 for a check, $75 for a Visa credit card.


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Figure 2-13: Refund Voucher Register with Related Vouchers to be Gen

The RFVR report lists all vouchers that will ultimately be generated for if:

■ No approvals are required on vouchers.

■ Approvals are required and have been fully entered.

Januar y 04 2007 AR VOUCHER CREATI ON REGI STER FOR AR TYPE: 01 St udent Recei vabl e

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Figure 2-14: Refund Register With Related Vouchers Generated by the RFV

The RFVC report lists all vouchers that were generated for an AR refund if the RFVR process was run.


15: 10

I D Name/ Addr ess Payee Name Amount D

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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==============



Note: If an account holder listed on the RFVR reporactivity affecting the amount of the credit balance (inpayments) between the time you run the RFVR and the refund amounts and vouchers may differ.

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Figure 2-15: Refund Register With Unapproved Vouchers Generated by

If all approvals were not entered when the RFVR process was run, the Rvouchers that were generated for an AR refund .


15: 26

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=============



Note: The vouchers actually generated for an ARFVC process may differ from the vouchers listeif approvals are required and not fully entered, asand Figure 2-15. If you do not fully enter requirerun the RFVR process, you will need to manuallyvoucher generated by the RFVC process. Apprvoucher may generate one or more related vou Additionally, if an account holder listed on the Raccount activity affecting the amount of the credand/or payments) between the time you run theprocesses, the refund amounts and vouchers m

Procedures for Processing Batch AR Refunds


Procedures for Creating Batch AR Refunds

The procedures in this section outline the steps to create AR account refunds in batch mode.

Procedure for Generating the Refund Voucher Register

Complete the steps listed below to generate the refund voucher register prior to creating refund vouchers for AR accounts.

Step 1. Access the Refund Voucher Register (RFVR) form.

Step 2. Define the following required information for the refunds:

■ AR Type

■ AP Type

■ Due Date

■ Refund Reason

Step 3. Define any optional information on the RFVR form as required by your institution.

Note: If your institution requires online voucher approvals, see “Procedures for Creating Batch AR Refunds with Approvals” on page 2-53 for the steps to creating batch refunds with approval entry.

ALERT! Datatel strongly recommends that you always enter a term on refunds. If term balances are important to your institution, creating non-term refunds may result in outstanding account balances. Refer to Getting Started with Colleague Student for detailed information about defining payment allocation parameters that affect term balances.



Step 4. Update from the RFVR form to generate the refund voucher register.

Step 5. Review the refund vouchers listed on the register.

Step 6. Do you need to make any changes to the refund information listed on the register?

Yes. Repeat Step 1 through Step 5 as needed to modify the refund information on the register.

No. Create the refund vouchers listed on the register.

Procedure for Creating the Refund Vouchers

Complete the steps listed below to generate the refund vouchers after you have generated the refund voucher register.

Step 1. Access the Refund Voucher Creation (RFVC) form.

Step 2. Accept or modify the information in the following fields:

■ Voucher Date

■ Comments

Step 3. Update from the RFVC form to create the refund vouchers.

Note: The RFVC process generates a register of the refund vouchers created.



Procedures for Creating Batch AR Refunds with Approvals

The procedures in this section outline the steps to create AR account refunds in batch mode if your institution requires online voucher approvals.

Procedure for Generating the Refund Voucher Register

Complete the steps listed below to generate the refund voucher register prior to creating refund vouchers for AR accounts.

Step 1. Access the Refund Voucher Register (RFVR) form.


■ AR Type

■ AP Type

■ Due Date

■ Refund Reason

Step 3. Define any optional information on the RFVR form as required by your institution.

Step 4. Do you want to enter approvals at this time?

Yes. Enter the required approvals in the Approvals field.

Note: If your institution does not require online voucher approvals, see “Procedures for Creating Batch AR Refunds” on page 2-51 for the steps to create batch refunds.

ALERT! Datatel strongly recommends that you always enter a term on refunds. If term balances are important to your institution, creating non-term refunds may result in outstanding account balances. Refer to Getting Started with Colleague Student for detailed information about defining payment allocation parameters that affect term balances.



No. Skip to Step 5.

Step 5. Update from the RFVR form to generate the refund voucher register.





ALERT! If you do not enter all required approvals prior to creating the refund vouchers with the Refund Voucher Creation (RFVC) process, all vouchers will be created with a “Not Approved” status. You will then need to manually approve each individual refund voucher on the AR Refund (RFND) form.

Note: You can initially run the RFVR process without entering online approvals. After you have reviewed the refund register and made any modifications as necessary, Datatel suggests that you run the RFVR process with all required approvals entered prior to running the RFVC process.




Complete the steps listed below to generate the refund vouchers after you have generated the refund voucher register.

Step 1. Access the Refund Voucher Creation (RFVC) form.


■ Voucher Date

■ Comments

Step 3. Update from the RFVC form to create the refund vouchers.

Note: The RFVC process generates a register of the refund vouchers created.





Advancing Cash to an Account Holder October 1, 2007

In This ChapterThis chapter describes how to process a cash advance for an individual. Table 2-7 lists the topics covered in this chapter.

Table 2-8 lists where to find specific information in this manual about processing different types of account holder refunds.

Topic Page

Accessing an Account Holder on the CADV Form 2-60

Creating a Cash Advance 2-66

Modifying a Cash Advance Voucher 2-69

Approving a Cash Advance Voucher 2-71

Procedures for Processing a Cash Advance 2-73


Topic Page








Refunding Receivable Accounts: Advancing Cash to an Account Holder


Form Purpose

Approvals (APRV)

• Accessible as a detail form from the Approvals field on the CADV form.


Cash Advance (CADV) Advance cash to an individual.

Table 2-9: Forms Used to Issue a Cash Advance


Understanding Cash Advances

Understanding Cash AdvancesUse the Cash Advance (CADV) form to advance cash to a single individual. You can advance cash to a student, an employee, or to any other individual at your institution. For example, you can use the CADV form to advance cash to a student for housing purposes, or to an employee to cover travel expenses in advance of a trip.

An individual does not need to have an AR account with your institution in order to receive a cash advance. Creating a cash advance for an individual automatically creates a receivable account if the individual does not already have one.

Figure 2-16: Cash Advance (CADV) Form

Processing a cash advance on the CADV form generates a single check voucher for the account holder, payable in Colleague Finance. Unlike the AR Refund (RFND) process, the CADV process will never generate a credit card voucher—only a single check voucher for the amount of the cash advance.

Note: Colleague does not provide a batch process for advancing cash to groups of individuals.



Accessing an Account Holder on the CADV Form

This section explains how to access an account holder on the Cash Advance (CADV) form. After you access the account, you can create a new cash advance for an account holder, modify an unpaid cash advance voucher, or enter approvals for an unapproved cash advance voucher.

When you access the CADV form, Colleague prompts you for the information listed below.

AR Account Holder

You can enter the person ID if you know it, or you can use LookUp to help you find the person you want. You cannot add a new person on the AR Accountholder LookUp for the CADV form.

AR Type

You can create a cash advance for a person who does not have an existing AR account or does not have a receivable for the specified AR type—creating a cash advance automatically creates a receivable account for the specified AR type if one does not already exist.

A person may already have an AR account (AR type) with your institution, and may even have more than one AR type. For example, an individual who attends classes and works at the institution may have both a student receivable and an employee receivable.

You can enter the AR type if you know it, or you can use LookUp to help you find the AR type you want. When you use LookUp, Colleague displays a list of AR types used at your institution, as well as the current account balance (if any) for the individual for each AR type.



Account Balance with Online Voucher Approvals

If your institution uses online voucher approvals, the account balance displayed on the LookUp resolution is adjusted to reflect any unapproved vouchers on the AR account. The LookUp resolution also displays the sum of any unapproved vouchers.

Figure 2-17: AR Type LookUp with Unapproved Vouchers

If an account has both unapproved AR refund vouchers as well as unapproved cash advance vouchers, the Unappr Amt displayed on the AR Type LookUp resolution form reflects both types of vouchers.

In Figure 2-17 above, the account holder has an unapproved AR refund voucher for $150, as well as an unapproved cash advance voucher for $100. The AR Type LookUp resolution displays $250 in the Unappr Amt column, and reduces the Balance column by the unapproved amount.



Term

If you are creating a new cash advance, you can enter a specific term for the cash advance, or you can use LookUp to help you find the term you want. If you do not enter a term, Colleague creates a non-term cash advance.

If you are modifying or viewing an unpaid cash advance voucher, you can enter a term to limit the vouchers displayed on the Voucher LookUp to only those vouchers with the specified term. If you leave the term blank, the Voucher LookUp displays all vouchers for the account holder, both term and non-term. See “Voucher” below for more information.

Voucher

Adding a Voucher

If you are creating a new cash advance, enter A to add a voucher at the Voucher LookUp or (A)dd prompt. Colleague then displays the CADV form to be completed.

ALERT! Datatel strongly recommends that you always enter a term on cash advances. If term balances are important to your institution, creating a non-term cash advance may result in outstanding account balances. Refer to Getting Started with Colleague Student for detailed information about defining payment allocation parameters that affect term balances.



Selecting a Voucher

If you are modifying or approving an unpaid voucher, you can enter the voucher ID if you know it, or you can use LookUp to help you find the voucher you want.

If you entered a term at the Term LookUp prompt, the Voucher LookUp displays only those vouchers that have the specified term. If you did not enter a term at the Term LookUp prompt, the Voucher LookUp displays the vouchers for all terms, as well as any non-term vouchers.

After you select the AR account holder, AR type, term (optional) and voucher, Colleague displays the Cash Advance (CADV) form. Refer to the sections below for detailed information about the other fields on the CADV form.

Note: Although the Voucher LookUp resolution displays all types of vouchers for an account holder, you can only select a voucher that has a status of “Not Approved” or “Outstanding.” To view a voucher that has been paid or voided, use the Refund Voucher Inquiry (RFVI) form.



Display Fields

The fields listed in this section display information related to the AR account holder, in addition to information about the cash advance itself.

Figure 2-18: Display Fields on the CADV Form

AR Type

The AR Type field displays the type of receivable selected for the cash advance at the AR Type LookUp prompt.

Acct Balance

The Acct Balance field displays the current balance for the AR account.

If your institution requires online voucher approvals, the account balance is adjusted by any amount displayed in the Unappr Amts field.

Display fields

on the CADV

form

Note: The account balance displayed on the CADV form will not match the account balance displayed on AR inquiry forms if there are any vouchers requiring approval—AR inquiry forms do not display or reflect unapproved vouchers.



Term

The Term field displays the term defined for the cash advance (if any). If you did not enter a term at the Term LookUp prompt, this field is blank to indicate that the cash advance is not associated with any specific term (a non-term cash advance).

Unappr Amts

The Unappr Amts (unapproved amounts) field displays the total amount of any unapproved vouchers on the AR account.

If your institution does not require online voucher approvals, the Unnapr Amts field will always be blank.

Voucher


Vou Status

The Vou Status (voucher status) field is initially blank when you create a new cash advance on the CADV form, and is updated by Colleague as follows:

■ If you do not require online voucher approvals at your institution, the Status field displays “Outstanding” for a completed cash advance.


Note: You cannot change the term on a cash advance voucher on the CADV form—the term can only be entered at the Term LookUp prompt. If the term information displayed is not correct for a new cash advance transaction, you can cancel from the CADV form and enter a new cash advance transaction with the correct term information. If you need to change the term information on an unpaid cash advance voucher, you must void the cash advance transaction in Colleague Finance, and create a new cash advance for the account holder in Colleague Student.



Creating a Cash Advance

This section describes how to use the CADV form to create a new cash advance for an AR account. See “Modifying a Cash Advance Voucher” on page 2-69 and “Approving a Cash Advance Voucher” on page 2-71 for information about modifying or approving an unpaid cash advance voucher.

Figure 2-19: Creating a Cash Advance on the CADV Form

Noteworthy Fields on the CADV Form

The fields described in this section are particularly important for creating a cash advance. See online help for information about the other fields on this form.

Cash Adv Date

Colleague automatically populates the Cash Adv Date (cash advance date) field with the current date, but you can override this date and enter a different date.




AP Type

Enter the type of payable (AP type) for the cash advance. The AP type must be defined as an accounts receivable AP type. The AP type contains the Colleague Finance General Ledger (GL) control account number, and also identifies the bank code from which you pay the cash advance vouchers.



Cash Adv Amt

Enter the amount of the cash advance. There are no restrictions on the amount you can enter in this field.


Payee Name/Address/CSZ

Enter or update the following information about the voucher, as needed:

■ Payee Name. Colleague populates the Payee Name field with the name of the account holder, but allows you to enter a different name.

■ Address. Colleague populates the Address field with the address of the account holder, but allows you to enter a different address.

■ City, State, Zip, & Country. Colleague populates the City, State, Zip, and Country fields with the name of the account holder, but allows you to enter a different city, state, postal code, and country.

Note: You cannot select individual payments or credits for a cash advance on the CADV form. If you need to advance a specific payment to an account holder, for example, a financial aid stipend, use the AR Refund (RFND) form for this purpose.

Note: After a voucher has an “Outstanding” status, you can no longer change the Payee Name field on the CADV form, however, you can change the address information. If your institution uses online voucher approvals, you can change both the payee name and/or the address of a cash advance that has a “Not Approved” status.



Approvals

When a cash advance is issued, Colleague generates a single check voucher, as outlined below.

■ If approvals are required but not entered, Colleague initially generates a single “Not Approved” voucher for the cash advance.

■ After required approvals have been entered, and the status of the voucher becomes “Outstanding,” you cannot modify the approvals (meaning you cannot add or delete Approvals or Next Approvals). If you want to unapprove the cash advance, you must void the voucher in Colleague Finance.

■ After all approvals have been entered, and the voucher status becomes “Outstanding,” you cannot modify the Cash Adv Amount or Payee Name. See “Modifying a Cash Advance Voucher” on page 2-69 for information about modifying an unpaid cash advance voucher.

See “Approving a Cash Advance Voucher” on page 2-71 for approval information. Refer to Using Online Approvals in Colleague Finance for information about approving vouchers in Colleague Finance.

Refund Reason

Enter the reason for the cash advance.



Technical Tip: You must use a refund reason that has been defined as a cash advance refund reason. Refer to Getting Started with Colleague Core for information about defining refund reasons.



Modifying a Cash Advance Voucher

This section describes how to use the CADV form to modify an unpaid cash advance voucher for an AR account. See “Creating a Cash Advance” on page 2-66 and “Approving a Cash Advance Voucher” on page 2-71 for information about creating and approving a cash advance voucher.

“Outstanding” Cash Advance Voucher

When a cash advance voucher has an “Outstanding” status, you can modify only limited information, as outlined below.

Maintenance Date

When you access an “Outstanding” cash advance voucher on the CADV form, Colleague automatically populates the Maintenance Date field with the current date, but allows you to enter a different date.

Due Date

Colleague displays the date by which you must pay the voucher, but allows you to enter a different date.

Note: Cash advance vouchers that have been paid or voided cannot be modified.

Note: You cannot modify the term or the amount of an “Outstanding” cash advance voucher. If you need to change the term or the amount of a cash advance, you must void the voucher in Colleague Finance, and create a new cash advance for the account in Colleague Student.



Payee Address/CSZ

You can enter or modify the following information about the voucher, as needed:

■ Address. You can enter or change the address of the payee.

■ City, State, Zip, & Country. You can enter or change the city, state, postal code, or country of the payee.

Other Fields

You can enter or modify the following information for an “Outstanding” cash advance voucher:

■ Comments


■ Refund Reason

“Not Approved” Cash Advance Voucher

When a cash advance voucher has a “Not Approved” status, you can change any information about the cash advance except for the AR type or term.

See “Noteworthy Fields on the CADV Form” on page 2-66 for detailed information about each field on the CADV form.

Note: Once a voucher has been created with an “Outstanding” status, you cannot modify the payee name. If you need to change the payee name on a cash advance, you must void the voucher in Colleague Finance, and create a new cash advance for the account in Colleague Student.



Approving a Cash Advance Voucher

This section describes how to use the CADV form to approve a cash advance voucher for an AR account. See “Creating a Cash Advance” on page 2-66 for information about creating cash advances. See “Modifying a Cash Advance Voucher” on page 2-69 for information about modifying a cash advance voucher.

Online voucher approvals enable you to control the cash advance transactions that get posted to receivable accounts, as well as to Colleague Finance.

When you process a cash advance transaction that does not have the required approvals entered, Colleague creates a single check voucher with a “Not Approved” status for the cash advance. Colleague does not post the unapproved voucher to an individual’s receivable account, and the unapproved amount is not reflected on AR inquiry forms.

After all required approvals have been entered for a cash advance, Colleague changes the status to “Outstanding,” and posts it to the individual’s receivable account and to Colleague Finance.

Depending on your institution’s policies and procedures, you can enter the required approvals when you create the cash advance transaction. If all required approvals are entered at that time, Colleague creates the cash advance voucher with an “Outstanding” status and posts it to the individual’s account and to Colleague Finance. You can also create the cash advance and enter the required approvals later.





Approval Entry

You can enter approvals directly on the CADV form in the Approvals field, or you can access the Approvals (APRV) form from the Approvals field to enter approvals, or to assign a next approval to the cash advance voucher.




Procedures for Processing a Cash Advance


Procedure for Creating a Cash Advance

Complete the steps listed below to process a cash advance.

Step 1. Access the Cash Advance (CADV) form.


■ Account Holder

■ AR Type

■ Term (optional)



Step 5. Enter the amount of the cash advance.


Yes. Update the payee information displayed on the CADV form.

No. Skip to Step 7.


Yes. Enter the required approvals in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving a Cash Advance Voucher” on page 2-71 for information.

No. Skip to Step 8.




Step 9. Complete any additional information on the CADV form required by your institution. Refer to online help for information about the other fields on this form.

Save your work and exit from the CADV form.

Technical Tip: You must use a refund reason that has been defined as a cash advance refund reason.



Procedures for Modifying a Cash Advance Voucher

The procedures in this section outline the steps to modify an unpaid cash advance voucher.

Procedure for Modifying an “Outstanding” Cash Advance Voucher

Complete the steps listed below to modify an “Outstanding” cash advance voucher.



■ Account Holder

■ AR Type

■ Term (optional)

■ Voucher



■ Due Date

■ Payee Address

■ Comments

■ Ref No

■ Refund Reason

Step 4. Save your work and exit from the CADV form.



Procedure for Modifying a “Not Approved” Cash Advance Voucher

Complete the steps listed below to modify a “Not Approved” cash advance voucher.



■ Account Holder

■ AR Type

■ Term (optional)

■ Voucher

Step 3. Modify any of the fields on the CADV form as necessary.

See “Noteworthy Fields on the CADV Form” on page 2-66 for information about each field on the CADV form.


Yes. Enter the required approvals in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving a Cash Advance Voucher” on page 2-71 for information.

No. Skip to Step 5.





Procedures for Approving a Cash Advance Voucher

The procedures in this section outline the steps to process approvals for a cash advance voucher.

Procedure for Approving a Cash Advance on the CADV Form

Complete the steps listed below to enter approvals for an unapproved cash advance voucher on the CADV form.



■ Account Holder

■ AR Type

■ Term (optional)


Step 3. Do you want to enter approvals on the CADV form?


No. Skip to Step 5.


Yes. Access the Approvals (APRV) form from the Approvals field and enter the required approval IDs in the Approvals field.






Procedure for Assigning a Next Approval to a Cash Advance

Complete the steps listed below to assign a next approval to an unapproved cash advance voucher.



■ Account Holder

■ AR Type

■ Term (optional)



Step 4. Enter one or more Approvals IDs in the Next Approval field, save your work, and return to the CADV form.




3. Refunding Deposit Accounts

Refunding Deposit Accounts3

Refunding an Individual Deposit Account March 28, 2008

In This ChapterThis chapter describes how to process a refund for an individual deposit account, referred to as a deposit refund. Table 3-1 lists the topics covered in this chapter.

Table 3-2 lists where to find specific information about processing other types of account refunds.

Topic Page

Accessing a Deposit Account on the DPRF Form 3-4

Creating a Deposit Refund 3-10

Modifying a Deposit Refund Voucher 3-17

Approving a Deposit Refund Voucher 3-19

Procedures for Processing Individual Deposit Refunds 3-21


Topic Reference






Table 3-2: Locating Information About Processing Account Refunds


Refunding Deposit Accounts: Refunding an Individual Deposit Account


Form Purpose

Approvals (APRV)

• Accessible as a detail form from the Approvals field on the DPRF form.


Deposit Detail (DEPD) View detailed information about a deposit.

Deposit Refund (DPRF) Refund an individual deposit account.


• Accessible from the Related Vouchers field on the DPRF form.


Table 3-3: Forms Used to Refund an Individual Receivable Account


Understanding Individual Deposit Refunds


Use the Deposit Refund (DPRF) form to process a refund for a single deposit account holder.

Figure 3-1: Deposit Refund (DPRF) Form

You can use the DPRF form to process the following types of refund transactions:

■ Create a refund for an individual deposit account.

■ Modify limited information for an unpaid refund voucher.

■ Enter online approvals for an unapproved refund voucher (if your institution requires online approvals on vouchers).

Each of these refund transactions, as well as accessing the DPRF form itself, is discussed in detail in the sections within this chapter.

Note: Refer to “Refunding Groups of Deposit Accounts” on page 3-27 for information about processing refunds for multiple deposit account holders.



Accessing a Deposit Account on the DPRF Form

This section explains how to access an account holder on the Deposit Refund (DPRF) form. After you access the account, you can create a new refund for an account holder, modify an unpaid refund voucher, or enter approvals for an unapproved refund voucher.

When you access the DPRF form, Colleague prompts you for the information listed below.

Person

A refundable deposit balance must already exist in order to access the DPRF form for an individual. Deposits can only be refunded if they are not currently allocated to charges on the individual’s account. If a deposit is partially allocated to an individual’s charges, you can refund the remaining unallocated deposit balance.

You can enter the person ID if you know it, or you can use LookUp to help you find the person you want. You cannot add a new person on the Person LookUp for the DPRF form.



Deposit Type

If the person selected has more than one type of deposit, Colleague automatically displays the Deposit Type resolution. Select the type of deposit you want to refund.

If the person selected has only a single type of deposit, Colleague displays the Term LookUp prompt instead.

Term

If you are creating a new refund, you can enter a specific term for which you want to refund the deposit account, or you can use LookUp to help you find the term you want.

Term

If you enter a term, Colleague displays only those refundable deposits with the specified term on the DPRF form. Colleague creates each deposit refund with the term you enter here.



Non-Term

If you do not enter a term, Colleague displays all deposits (both term and non-term) on the DPRF form. Colleague creates each deposit refund without a term (a non-term refund).

If you are modifying or viewing an unpaid refund voucher, you can enter a term to limit the vouchers displayed on the Voucher LookUp to only those vouchers with the specified term. If you leave the term blank, the Voucher LookUp displays all vouchers for the account holder, both term and non-term. See “Voucher” below for more information.

Voucher

Adding a Voucher

If you are creating a new refund, enter A to add a voucher at the Vouchers LookUp or (A)dd prompt. Colleague then displays the DPRF form to be completed.


Note: If your institution uses online voucher approval, and an unapproved voucher exists for a specific deposit, Colleague displays the ALERT shown on the next page, and does not allow you to create any additional refunds for that deposit until the voucher is approved.



Selecting a Voucher

If you are modifying or approving an unpaid voucher, enter the voucher ID if you know it, or you can use LookUp to help you find the voucher you want.

If you entered a term at the Term LookUp prompt, the Voucher LookUp displays only those vouchers that have the specified term. If you did not enter a term at the Term Lookup prompt, the Voucher LookUp displays the vouchers for all terms, as well as any non-term vouchers.

After you select the deposit account holder, deposit type, term (optional) and voucher, Colleague presents the Deposit Refund (DPRF) form. Refer to the sections below for detailed information about the other fields on the DPRF form.

Note: Although the Voucher LookUp resolution displays all types of vouchers for an account holder, you can only select a voucher that has a status of “Not Approved” or “Outstanding.” To view a voucher that has been paid or voided, use the Refund Deposit Voucher Inq (RFDI) form. See “Viewing a Refund Voucher” on page 4-1 for information.



Display Fields

The fields listed in this section display information related to the deposit refund.

Figure 3-2: Display Fields on the DPRF Form

Deposit Type

The Deposit Type field displays the type of deposit selected to refund on the Deposit Type resolution.

Term Desc (Term Description)

The Term Desc field displays the term defined for the refund (if any). If you did not enter a term at the Term LookUp prompt, this field is blank to indicate that the refund is not associated with any specific term (a non-term refund).

Voucher


Display fields

on the DPRF

form

Note: You cannot change the term on a refund voucher on the DPRF form—the term can only be entered at the Term LookUp prompt. If the term information displayed is not correct for a new refund transaction, you can cancel from the DPRF form and enter a new refund transaction with the correct term information. If you need to change the term information on an unpaid refund voucher, you must void the refund transaction in Colleague Finance, and create a new refund for the account holder in Colleague Student.



Status

The Status field is initially blank when you create a new refund on the DPRF form, and is updated by Colleague as follows:

■ If you do not require online voucher approvals at your institution, the Status field displays “Outstanding” for a completed refund.


These statuses also apply to refunds that were originally created using the Deposit Voucher Register/Voucher Create (DRRG/DRVC) processes. See “Refunding Groups of Deposit Accounts” on page 3-27 for information about using the batch refund process.



Creating a Deposit Refund

This section describes how to use the DPRF form to create a new refund for a deposit account. See “Modifying a Deposit Refund Voucher” on page 3-17 and “Approving a Deposit Refund Voucher” on page 3-19 for information about modifying or approving an unpaid refund voucher.

Noteworthy Fields on the DPRF Form

The fields described in this section are particularly important for creating a deposit refund. See online help for information about the other fields on this form.

Figure 3-3: Noteworthy Fields on the DPRF Form

Refund Date

Colleague automatically populates the Refund Date field with the current date, but you can override this date and enter a different date.




AP Type

Enter the type of payable (AP type) for the refund. The AP type must be defined as an accounts receivable AP type. The AP type contains the Colleague Finance General Ledger (GL) control account number, and also identifies the bank code from which you pay the refund vouchers.


Payee Name/Address/CSZ

Enter or update the following information about the voucher, as needed:

■ Payee Name. Colleague populates the Payee Name field with the name of the deposit account holder, but allows you to enter a different name. For example, if the parent paid for the student’s deposit, you may want to enter the parent’s name here.

■ Address. Colleague populates the Address field with the address of the deposit account holder, but allows you to enter a different address. For example, if the parent paid for the student’s deposit, you may want to enter the parent’s address here.

■ City, State, Zip, & Country. Colleague populates the City, State, Zip, and Country fields with the name of the deposit account holder, but allows you to enter a different city, state, postal code, and country. For example, if the parent paid for the student’s deposit, you may want to enter the parent’s city, state, postal, and country here.

Note: After a voucher has an “Outstanding” status, you can no longer change the Payee Name field on the DPRF form, however, you can change the address information. If your institution uses online voucher approvals, you can change both the payee name and/or the address of a refund that has a “Not Approved” status.



Approvals

When an account is refunded, Colleague may generate one or more related vouchers (see “Rel Vou (Related Vouchers)” on page 3-13 for information), depending on whether or not approvals have been fully entered, as outlined below.

■ If approvals are required but not entered, Colleague initially generates only a single “Not Approved” voucher for the entire refund amount—any related vouchers will not be generated until all required approvals are entered on the DPRF form. Or, if you use the DPRF form to assign a Next Approval to the “Not Approved” voucher, any related vouchers will not be generated until all required approvals have been entered.

■ After required approvals have been entered, and the status of the vouchers becomes “Outstanding,” you cannot modify the approvals (meaning you cannot add or delete Approvals or Next Approvals). If you want to unapprove the refund, you must void any “Outstanding” vouchers related to the refund in Colleague Finance.

■ After all approvals have been entered, and the voucher status becomes “Outstanding,” you cannot modify the Refund Amount or Payee Name. See “Modifying a Deposit Refund Voucher” on page 3-17 for information about modifying an unpaid refund voucher.

See “Approving a Deposit Refund Voucher” on page 3-19 for approval information. Refer to Using Online Approvals in Colleague Finance for information about approving vouchers in Colleague Finance.

Refund Reason




Technical Tip: You cannot use a refund reason that has been defined as a cash advance refund reason. Cash advance refund reasons can be used only on the Cash Advance (CADV) form. Refer to Getting Started with Colleague Core for information about defining refund reasons.



Rel Vou (Related Vouchers)

Refunding a deposit balance may generate one or more related vouchers, depending on the type of cash receipt pay methods that are eligible to refund on the account. For example, if a deposit has been paid by Visa, MasterCard, and check, refunding the deposit may generate a separate voucher for each pay method.

Depending on the types of payments being refunded, Colleague could refund multiple payments on a single check voucher. For example, cash, check, financial aid, payroll deductions, credit card payments not recent enough to refund by credit card, etc., are all methods of payment that are refunded by check.

If more than one payment for a refund transaction needs to be refunded by check, Colleague generates only a single check voucher. For example, a $100 refund for a $25 check payment and a $75 credit card payment not recent enough to refund back to the credit card would generate a single check voucher for $100 instead of two check vouchers, one for $25 and another for $75. However, if you were to refund the check and credit card payments in separate refund transactions on DPRF, Colleague would generate one check voucher for each refunded payment.

Related vouchers (if any) are generated only when the refund status becomes “Outstanding.” If online approvals are required but not entered, Colleague generates only a single “Not Approved” voucher for the entire refund amount. After the required approvals are entered and the refund status becomes “Outstanding,” Colleague generates any related vouchers, as appropriate. For example, a $100 voucher that is “Not Approved” may be changed to two related vouchers when approvals are entered: $25 for a check, $75 for a Visa credit card.

If related vouchers are generated, the Related Voucher Inquiry (RLVI) form is displayed (as shown in Figure 3-4) when the refund is completed on the DPRF form, including the entry of all required approvals (if any). The RLVI form is automatically displayed when initially creating an “Outstanding” refund on the DPRF form with related vouchers, but not when modifying an “Outstanding” voucher that is part of a related voucher group.




If related vouchers will be generated, and the refund is ultimately approved in Colleague Finance, the Related Voucher Inquiry (RLVI) form is not displayed in Colleague Finance. Refer to Using Online Approvals in Colleague Finance for information about approving refund vouchers in Colleague Finance.

If refunding a deposit on the DPRF form generates only a single “Outstanding” voucher, the RLVI form is not displayed—the RLVI form is displayed only when more than one voucher is generated for a refund.

After a voucher becomes “Outstanding,” you can access the voucher on the DPRF form. If related vouchers have been generated, the Rel Vou field on the DPRF form displays an “X” and allows you to access the RLVI form to view the related vouchers.

See “Understanding Refund Vouchers” on page 1-14 for additional voucher information.



Deposit Window

The Deposit window displays the individual deposits for the specified deposit type, depending on the term (if any) defined for the refund. The deposits are displayed in reverse chronological order, meaning that the most recent deposit is displayed first.

Figure 3-5: Deposit Window on the DPRF Form

For each deposit, Colleague displays the following information:

■ Current, unallocated balance available to refund (Deposit Bal).

■ Deposit date.

■ Term (if any).

■ Cash receipt number (Receipt No.).

Refund Amt

Enter the amount you want to refund for the selected deposit. If a deposit type has multiple deposits with refundable balances, you can enter an amount for each deposit you want to refund.

After you enter refund amounts for one or more deposits, Colleague displays the total amount to be refunded for the deposit type below the Refund Amt field. Colleague also displays the total amount available to refund for the deposit type below the Deposit Bal field.

From the Refund Amt field, you can access the Deposit Detail (DEPD) form to view the transactions related to a specific deposit.



Figure 3-6: Deposit Detail (DEPD) Form



Modifying a Deposit Refund Voucher

This section describes how to use the DPRF form to modify an unpaid refund voucher for a deposit account. See “Creating a Deposit Refund” on page 3-10 and “Approving a Deposit Refund Voucher” on page 3-19 for information about creating and approving a refund voucher.

“Outstanding” Refund Voucher

When a refund voucher has an “Outstanding” status, you can modify only limited information, as outlined below.

Maintenance Date

When you access an “Outstanding” refund voucher on the DPRF form, Colleague automatically populates the Maintenance Date field with the current date, but allows you to enter a different date.

Due Date

Colleague displays the date by which you must pay the voucher, but allows you to enter a different date.

Note: Refund vouchers that have been paid or voided cannot be modified.

Note: For an “Outstanding” refund, you cannot modify the term, the refund amount, or the individual deposits that have been selected to refund. If you need to change the term or the amount of a refund, you must void the voucher in Colleague Finance, and create a new refund for the account in Colleague Student.



Payee Address/CSZ

You can enter or modify the following information about the voucher, as needed:

■ Address. You can enter or change the address of the payee.

■ City, State, Zip, & Country. You can enter or change the city, state, postal code, or country of the payee.

Other Fields

You can enter or modify the following information for an “Outstanding” refund voucher:

■ Comments


■ Refund Reason

“Not Approved” Refund Voucher

When a refund voucher has a “Not Approved” status, you can change any information about the refund except for the deposit type or term.

See “Noteworthy Fields on the DPRF Form” on page 3-10 for detailed information about each field on the DPRF form.

Note: After a voucher has been created with an “Outstanding” status, you cannot modify the payee name. If you need to change the payee name on a refund, you must void the voucher in Colleague Finance, and create a new refund for the account in Colleague Student.



Approving a Deposit Refund Voucher

This section describes how to use the DPRF form to approve a refund voucher for a deposit account. See “Creating a Deposit Refund” on page 3-10 and “Refunding Groups of Deposit Accounts” on page 3-27 for information about creating refunds. See “Modifying a Deposit Refund Voucher” on page 3-17 for information about modifying a refund voucher.

Online voucher approvals enable you to control the refund transactions that get posted to deposit accounts, as well as to Colleague Finance.

When you process a refund transaction that does not have the required approvals entered, Colleague creates a single refund voucher with a “Not Approved” status for the entire refund amount. Colleague does not post the unapproved voucher to an individual’s deposit account, and the unapproved amount is not reflected on AR inquiry forms.

After all required approvals have been entered for a refund, Colleague changes the status to “Outstanding,” and generates any related vouchers required to refund the account. For example, a $100 refund voucher that is “Not Approved” may be changed to two related vouchers when approvals are entered: $25 for a check, $75 for a Visa credit card. When a voucher becomes “Outstanding,” Colleague posts it to the individual’s deposit account and to Colleague Finance.

Depending on your institution’s policies and procedures, you can enter the required approvals when you create the refund transaction. If all required approvals are entered at that time, Colleague creates the refund vouchers with an “Outstanding” status and posts them to the individual’s account and to Colleague Finance.

You can also create the refund transaction and enter the required approvals later. Refund transactions for deposit accounts can be created with either of the following processes:

■ Deposit Refund (DPRF)

■ Deposit Refund Register/Voucher Create (DRRG/DRVC)





Approval Entry

You can enter approvals directly on the DPRF form in the Approvals field, or you can access the Approvals (APRV) form from the Approvals field to enter approvals, or to assign a next approval to the refund voucher.




Procedures for Processing Individual Deposit Refunds


Procedures for Creating an Individual Deposit Refund

The procedures in this section outline the steps to create a deposit account refund.

Step 1. Access the Deposit Refund (DPRF) form.

Step 2. Enter the following items:

■ Person (deposit account holder)

■ Deposit Type (if the account holder has more than one type of deposit)

■ Term (optional)

Step 3. Enter A at the Vouchers LookUp prompt to add a voucher.



Yes. Update the payee information displayed on the DPRF form.

No. Skip to Step 6.


Yes. Enter the required approvals in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving a Deposit Refund Voucher” on page 3-19 for information.

No. Skip to Step 7.




Step 8. Enter the Refund Amt for each deposit you want to refund.

Step 9. Complete any additional information on the DPRF form required by your institution. Refer to online help for information about the other fields on this form.

Step 10. Save your work and exit from the DPRF form.


Note: If related vouchers are created from this refund, Colleague displays the Related Voucher Inquiry (RLVI) form for your review. Update from the RLVI form to complete the refund transaction.



Procedures for Modifying a Deposit Refund Voucher

The procedures in this section outline the steps to modify an unpaid refund voucher.

Procedure for Modifying an “Outstanding” Refund Voucher

Complete the steps listed below to modify an “Outstanding” refund voucher.



■ Person (account holder)


■ Term (optional)

■ Voucher (Outstanding)



■ Due Date

■ Comments

■ Ref No

■ Refund Reason

■ Payee Address/City/State/Zip


Note: If the voucher is part of a related voucher group, you may also need to modify the payee address on the other vouchers in the group.



Procedure for Modifying a “Not Approved” Refund Voucher

Complete the steps listed below to modify a “Not Approved” refund voucher.





■ Term (optional)


Step 3. Modify any of the fields on the DPRF form as necessary.

See “Noteworthy Fields on the DPRF Form” on page 3-10 for information about each field on the DPRF form.


Yes. Enter the required approvals in the Approvals field, or access the Approvals (APRV) form from that field to assign a next approval. See “Approving a Deposit Refund Voucher” on page 3-19 for information.

No. Skip to Step 5.





Procedures for Approving an Individual Deposit Refund

The procedures in this section outline the steps to process approvals for a refund voucher.

Procedure for Approving a Refund on the DPRF Form

Complete the steps listed below to enter approvals for an unapproved refund voucher on the DPRF form.





■ Term (optional)


Step 3. Do you want to enter approvals on the DPRF form?


No. Skip to Step 5.


Yes. Access the Approvals (APRV) form from the Approvals field and enter the required approval IDs in the Approvals field.






Procedure for Assigning a Next Approval to a Refund

Complete the steps listed below to assign a next approval to an unapproved refund voucher.





■ Term (optional)



Step 4. Enter one or more Approvals IDs in the Next Approval field, save your work, and return to the DPRF form.



Refunding Deposit Accounts3

Refunding Groups of Deposit Accounts October 1, 2007

In This ChapterThis chapter describes how to process a refund for one or more deposit accounts using a two-step batch process. Table 3-4 lists the topics covered in this chapter.


Topic Page

Generating the Deposit Refund Register 3-29

Creating the Refund Vouchers 3-34

Procedures for Processing Deposit Refunds in Batch 3-42


Topic Reference








Refunding Deposit Accounts: Refunding Groups of Deposit Accounts


Form Purpose

Approvals (APRV)

• Accessible as a detail form from the Approvals field on the DPRF form.


Deposit Refund Register (DRRG) Generate a register of refund vouchers to be created.

Deposit Refund Voucher Create (DRVC)

Create refund vouchers listed on the refund register.

Table 3-6: Forms Used to Refund a Group of Deposit Accounts


Understanding Batch Deposit Refunds

Understanding Batch Deposit RefundsCreating deposit refunds in batch is a two step process. First, you run a process to define the voucher information and select the deposit accounts to be refunded. This step produces a report of the refund vouchers to be generated. Next, you run a process to actually create the refund vouchers identified in the first step.

Each of these steps are explained in detail in this section.

Generating the Deposit Refund Register

Use the Deposit Refund Register (DRRG) process as the first step in refunding deposit accounts in batch mode. The DRRG process generates a list of the deposit refund vouchers that will be created with the second step of this process (see “Creating the Refund Vouchers” on page 3-34 for information).

Figure 3-8: Deposit Refund Register (DRRG) Form



When you refund deposit accounts in batch, an account must have an unalloacted deposit balance to generate a refund. Additionally, you cannot select individual deposits to refund in batch. See “Refunding an Individual Deposit Account” on page 3-1 for information about refunding individual deposits.

Noteworthy Fields on the DRRG Form

The fields described in this section are particularly important for generating the deposit refund register. See online help for information about the other fields on this form.

Deposit Type

Enter the type of deposit for these refunds. The deposit type contains the Colleague Finance General Ledger (GL) control account number.

Colleague validates the GL account number associated with the deposit type against the current date, and issues an error if the GL account for a deposit type is invalid.

This field is required. Colleague defaults this field to the deposit type used when you last ran the DRRG process, but allows you to enter another deposit type.

AP Type

Enter the type of payable (AP type) for these refunds. The AP type must be defined as an accounts receivable AP type. The AP type contains the Finance General Ledger (GL) control account number, and also identifies the bank code from which you pay the refund vouchers.

Colleague validates the GL account numbers associated with the AP type against the current date, and issues an error if any GL account for the AP type entered is invalid.

This field is required. Colleague defaults this field to the AP type used when you last ran the DRRG process, but allows you to enter another AP type.



Due Date

Enter the date by which the vouchers must be paid.

This field is required. Colleague defaults this date to the current date, but allows you to enter another date.

Refund Percent

Enter the percent of a deposit balance to be refunded. For example, if you enter 75% in this field, and an account holder has a $400 deposit balance, Colleague calculates only $300 to be refunded (400 x 75%).

If you enter a term in the Term field on the RFVR form, Colleague refunds this percent of the term deposit balance.

If you do not enter a term, Colleague refunds this percent of the overall deposit balance for the account holder, which can include multiple term deposit balances as well as any non-term deposit balance.

This field is required. Colleague defaults this field to 100 percent, but allows you to enter another percent.

Refund Max Amount

You can optionally enter a maximum amount to refund for account holders. If the deposit balance is less than this maximum refund amount, then Colleague refunds the smaller amount. If the maximum amount is less than the deposit balance, then Colleague refunds the maximum amount instead of the entire deposit balance.

For example, you enter 75% in the Refund Percent field, and $200 in the Max Refund Amount field. If the account holder has a $400 deposit balance, even though the refund amount calculated is $300 (400 x 75%), only $200 (the smaller of the two amounts) is refunded. If the account holder has a $250 deposit balance, only $187.50 (250 x 75%) is refunded, as it is less than the $200 maximum refund amount.

Note: Colleague determines the amount of the refund by first calculating any refund percent, and by then comparing the resulting refund amount to the maximum refund amount entered here.



Refund Reason



Approvals

When an account is refunded, Colleague may generate one or more related vouchers, depending on whether or not approvals have been fully entered, as outlined below.

■ If all required approvals have been entered, Colleague lists one or more vouchers to be generated for a refund, as appropriate, on the reports produced by both the DRRG and DRVC processes.

■ If all required approvals are not entered on the DRRG form, and Colleague needs to generate related vouchers for a refund, the report produced by the DRRG process lists one or more vouchers that will be generated for a refund, as appropriate, when all approvals are entered. However, the report produced by the DRVC process lists only a single “Not Approved” voucher generated for each refund.

Any “Not Approved” vouchers subsequently generated when you run the DRVC process must be either approved, or assigned a Next Approval on the Deposit Refund (DPRF) form, or approved in Colleague Finance before they can be paid.

Note: You cannot use a refund reason that has been defined as a cash advance refund reason. Cash advance refund reasons can be used only on the Cash Advance (CADV) form. Refer to Getting Started with Colleague Core for information about defining refund reasons.


Note: Although the DRRG process lists any related vouchers that will be generated when a refund is ultimately approved, Colleague does not actually generate the related vouchers until all required approvals are entered.

ALERT! If you do not enter approvals when you run the DRRG process, you will need to manually approve each individual voucher created by the DRVC process.



See “Approving a Deposit Refund Voucher” on page 3-19 for information. See “Reviewing the Deposit Refund Registers” on page 3-35 for information about the reports generated by the DRRG and DRVC processes.

Amount (Begin/End)

You can optionally define a deposit balance range for which account holders will be selected to refund by entering amounts in the Amount Begin field, Amount End field, or both fields, as explained below.

■ Amount Begin. Enter an amount used to select account holders with a deposit balance that exceeds this amount. For example, you can indicate that you want to refund deposit balances only if they are $25 dollars or more.

■ Amount End. Enter an amount used to select account holders with a deposit balance that does not exceed this amount. For example, you can indicate that you want to refund accounts with deposit balances no greater than $100 dollars.

If you enter both a Begin and End amount, Colleague selects only those account holders with a deposit balance within the range you define. For example, if you enter a Begin amount of $25 and an End amount of $100, an account holder with a $10 deposit balance would not be selected to refund, nor would an account holder with a $150 deposit balance be selected.

Term

You can optionally limit refunds to a specific term. If you enter a term, Colleague uses only those deposits associated with the specified term to calculate the term deposit balance. When Colleague creates the refund vouchers, it assigns them the term you enter here.

If you do not enter a term, Colleague uses all (both term and non-term) deposits for an account holder to calculate the deposit balance, and creates non-term refund vouchers.

ALERT! Datatel strongly recommends that you always enter a term on refunds. If term balances are important to your institution, creating a non-term refund may result in outstanding account balances.



Creating the Refund Vouchers

Use the Deposit Refund Voucher Create (DRVC) process as the second step in refunding deposit accounts in batch mode. The DRVC process actually generates the refund vouchers identified when you ran the DRRG process (see “Generating the Deposit Refund Register” on page 3-29 for information).

Figure 3-9: Deposit Refund Voucher Create (DRVC) Form

The DRVC form displays the refund criteria you entered when you ran the DRRG process to generate the deposit refund register. The information displayed on the DRVC form cannot be changed except for the Voucher Date and Comments.

Note: Before running the Deposit Refund Voucher Create (DRVC) process, you must have already run the Deposit Refund Register (DRRG) process.



If you need to change the refund information displayed, you must change the refund criteria on the DRRG form, and run that process again.

Reviewing the Deposit Refund Registers

Both the Deposit Refund Register (DRRG) and the Deposit Refund Voucher Create (DRVC) process generate a report listing refund vouchers for each account holder selected to refund.

Use the deposit refund register generated from the DRRG process to review the refund vouchers to be created before running the DRVC process to actually generate the vouchers.

If your institution does not use online voucher approvals, both reports will reflect the same refund voucher information. See Figure 3-10 on page 3-39 for an example of the deposit refund register generated by the DRRG process.

If your institution uses online voucher approvals, and the required approvals have not been fully entered when you run the DRRG process, the report from the DRVC process will not reflect the same refund voucher information as the report from the DRRG process. See Figure 3-12 on page 3-41 for an example of the deposit refund register generated by the DRVC process when required online voucher approvals have not been fully entered. See “Approvals” on page 3-32 for information about entering approvals on the DRRG form.

Understanding the Deposit Refund Register

The deposit refund register for both the DRRG and DRVC processes is sorted by deposit type (printed in the report header) and deposit account holder ID. Totals are listed for each AP type.

For each account holder refund, Colleague lists the information outlined below.

ALERT! If your institution requires online voucher approvals, and approvals have not been fully entered on the DRRG form prior to running the DRVC process, Colleague creates a single “Not Approved” voucher for each refund. You must then manually enter approvals for each unapproved voucher. See “Approving a Deposit Refund Voucher” on page 3-19 for information.



ID

The ID column displays the Colleague ID of the account holder.

Name/Address

The Name/Address column displays the name and address for the account holder on file in the Colleague database. After a voucher has been created, you can change address information displayed for a refund voucher. See “Modifying a Deposit Refund Voucher” on page 3-17 for information.

Payee Name

The Payee Name column displays the name of the account holder. If your institution requires online voucher approvals, and a refund voucher has a “Not Approved” status, you can still change the payee name displayed for a refund voucher. However, after a voucher has been created with an “Outstanding” status, you can no longer change the payee name. See “Modifying a Deposit Refund Voucher” on page 3-17 for information.

Amount (DRRG Register)

Colleague lists the amount of each refund voucher that will be generated for the account holder. Refunding an account may generate one or more related vouchers.

See “Overview of Refunds” on page 1-7 to understand how Colleague determines the number and type of vouchers generated for an account refund. See Figure 3-10 on page 3-39 for an example of the deposit refund register generated by the DRRG process.

Amount (DRVC Register)

If your institution does not require online voucher approvals, or if all approvals were entered when you ran the DRRG process, Colleague lists the amount of each refund voucher created for the account holder.

If your institution requires online voucher approvals, and Colleague needs to generate related vouchers for a refund, the report produced by the DRRG process lists one or more vouchers that will be generated for a refund, as appropriate, when all approvals have been entered. However, if not all



approvals were entered when you ran the DRRG process, the register produced by the DRVC process lists only a single “Not Approved” voucher generated for each refund.

See “Approvals” on page 3-32 for information about entering approvals on the DRRG form. See Figure 3-12 on page 3-41 for an example of the deposit refund register generated by the DRVC process when all required approvals have not been entered.

Due Date

The Due Date column lists the date by which the voucher must be paid, entered on the DRRG form.

Voucher (DRVC Register Only)

The Voucher column lists the number assigned by Colleague to each voucher generated for a refund by the DRVC process.

Note: If your institution requires online voucher approvals, and all approvals were entered when you ran the DRRG process, the register produced by both processes will reflect the same refund vouchers. However, if an account holder listed on the DRRG refund register has any account activity affecting the amount of the deposit balance (allocations and/or unallocations) between the time you run the DRRG and the DRVC processes, the refund amounts and types of vouchers may differ.

Note: The Voucher column is not listed on the DRRG refund register because refund vouchers are not actually generated until you run the DRVC process.



Refund Method

The Refund Method column lists the method by which each voucher will be paid. For example, refunding an account may generate a check voucher and/or one or more credit card vouchers. You may see the following refund methods listed for a refund voucher:

■ ** CK ** is always listed for a check voucher.

■ VISA, MC, AMEX, etc. May be displayed for a credit card voucher, depending on the type of payments refunded, and the pay method codes defined by your institution for the credit cards you accept.

■ NOT APPR. Displayed if your institution requires online voucher approvals, and all required approvals were not entered when you ran the DRRG process.

Refunding a deposit account balance may generate one or more related vouchers, depending on the type of cash receipt pay methods that are available to refund on the account. For example, if an account’s deposits have been paid by Visa, MasterCard, and check, refunding the account may generate a separate voucher for each pay method.

Depending on the types of payment being refunded, Colleague could refund multiple payments on a single check voucher. For example, cash, check, credit card payments not recent enough to refund by credits, etc., are all methods of payment that are refunded by check.

If more than one payment for a refund transaction needs to be refunded by check, Colleague generates only a single check voucher. For example, a $100 refund for a $25 check payment and a $75 credit card payment not recent enough to refund back to the credit card would generate a single check voucher for $100 instead of two check vouchers, one for $25 and another for $75. However, if you were to refund the check and credit card payments in separate refund transactions on the DPRF form, Colleague would generate one check voucher for each refunded payment.

Related vouchers (if any) are generated only when the refund status becomes “Outstanding.” If approvals are required but not entered, Colleague generates only a single “Not Approved” voucher for the entire refund amount. Once the required approvals are entered on the DPRF form or in Colleague Finance, and the status can now become “Outstanding,” Colleague generates any related vouchers, as appropriate. For example, a $100 voucher that is “Not Approved” may be changed to two related vouchers when approvals are entered: $25 for a check, $75 for a Visa credit card.

Note: “NOT APPR” is only displayed on the DRVC register—the DRRG register displays the refund method for each voucher that will be generated when all approvals have been entered.


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Figure 3-10: Deposit Refund Register with Related Vouchers Listed

The DRRG report lists all vouchers that will ultimately be generated for a deprocess if:

■ No approvals are required on vouchers.

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Note: The vouchers actually generated for a deposDRVC process may differ from the vouchers listed onif approvals are required and not fully entered, as shoand Figure 3-12. If you do not fully enter required aprun the DRRG process, you will need to manually appvoucher generated by the DRRG process. Approvinvoucher may generate one or more related voucher Additionally, if an account holder listed on the DRRGaccount activity affecting the amount of the deposit (allocations and/or unallocations) between the time yand DRVC processes, the refund amounts and vou


Procedures for Processing Deposit Refunds in Batch

Procedures for Creating Batch Deposit Refunds

The procedures in this section outline the steps to create deposit refunds in batch mode.

Procedure for Generating the Deposit Refund Register

Complete the steps listed below to generate the deposit refund register prior to creating refund vouchers for deposit accounts.

Step 1. Access the Deposit Refund Register (DRRG) form.


■ Deposit Type

■ AP Type

■ Due Date

■ Refund Reason

Step 3. Define any optional information on the DRRG form as required by your institution.

Note: If your institution requires online voucher approvals, see “Procedures for Creating Batch Deposit Refunds with Approvals” on page 3-44 for the steps to creating batch refunds with approval entry.




Step 4. Update from the DRRG form to generate the deposit refund register.






Complete the steps listed below to generate the refund vouchers after you have generated the deposit refund register.

Step 1. Access the Deposit Refund Voucher Create (DRVC) form.


■ Voucher Date

■ Comments

Step 3. Update from the DRVC form to create the refund vouchers.

Note: The DRVC process generates a register of the refund vouchers created.



Procedures for Creating Batch Deposit Refunds with Approvals

The procedures in this section outline the steps to create AR account refunds in batch mode if your institution requires online voucher approvals.

Procedure for Generating the Deposit Refund Register

Complete the steps listed below to generate the deposit refund register prior to creating refund vouchers for deposit accounts.

Step 1. Access the Deposit Refund Register (DRRG) form.


■ Deposit Type

■ AP Type

■ Due Date

■ Refund Reason

Step 3. Define any optional information on the DRRG form as required by your institution.

Step 4. Do you want to enter approvals at this time?

Yes. Enter the required approvals in the Approvals field.

Note: If your institution does not require online voucher approvals, see “Procedures for Creating Batch Deposit Refunds” on page 3-42 for the steps to create batch refunds.




No. Skip to Step 5.

Step 5. Update from the DRRG form to generate the deposit refund register.






Complete the steps listed below to generate the refund vouchers after you have generated the deposit refund register.

Step 1. Access the Deposit Refund Voucher Create (DRVC) form.

Step 2. Accept or change the date displayed in the Voucher Date field.

Step 3. Update from the DRVC form to create the refund vouchers.

ALERT! If you do not enter all required approvals prior to creating the refund vouchers with the Deposit Refund Voucher Create (DRVC) process, all vouchers will be created with a “Not Approved” status. You will then need to manually approve each individual refund voucher on the Deposit Refund (DPRF) form.

Note: You can initially run the DRRG process without entering online approvals. After you have reviewed the refund register and made any modifications as necessary, Datatel suggests that you run the DRRG process with all required approvals entered prior to running the DRVC process.

Note: The DRVC process generates a register of the refund vouchers created.





4. Viewing Refunds

Viewing Refunds4

Viewing a Refund Voucher October 1, 2007

In This ChapterThis chapter describes how to view a refund or cash advance voucher. Table 4-1 lists the topics covered in this chapter.


Topic Page

Viewing an AR refund/cash advance voucher 4-4

Viewing a deposit voucher 4-9

Viewing related vouchers 4-14


Topic Reference








Viewing Refunds: Viewing a Refund Voucher


Form Purpose

AR Refund (RFND) Refund an individual receivable account.

Deposit Refund (DPRF) Refund an individual deposit account.

Refund Deposit Voucher Inq (RFDI) View a voucher for a deposit refund transaction.

Refund Voucher Inquiry (RFVI) View a voucher for an AR refund or cash advance transaction.


• Accessible from the Related Vouchers field on the RFND form and the Rel Vou field on the DPRF form.


Table 4-3: Forms Used to View a Refund or Cash Advance Voucher


Understanding Refund Voucher Inquiry

Understanding Refund Voucher InquiryColleague Student provides three ways to view information about a refund voucher.

The Refund Voucher Inquiry (RFVI) and Refund Deposit Voucher Inq (RFDI) forms allow you to view detailed information about an individual refund or cash advance voucher. Any refund voucher can be viewed on the RFVI and RFDI forms, including vouchers with the following voucher status:

■ Not Approved

■ Outstanding

■ Paid

■ Void

The Related Voucher Inquiry (RLVI) form is a detail-only form, accessible from the AR Refund (RFND) and Deposit Refund (DPRF) forms. The RLVI form displays any “Outstanding” vouchers that Colleague creates for a refund transaction. See “Related Vouchers” on page 2-16 and “Rel Vou (Related Vouchers)” on page 3-13 for information about how Colleague determines the vouchers needed for a refund.

Refer to the sections below for information about each inquiry form.



Refund Voucher Inquiry (RFVI)

Use the Refund Voucher Inquiry (RFVI) form to view information about the following types of refund vouchers:

■ Vouchers generated by refunding an AR account.

■ Vouchers generated by issuing a cash advance.

Check Vouchers

For check vouchers, the RFVI form displays basic information about the voucher and, depending on the status of the voucher, displays information about the check generated to pay the voucher.

Figure 4-1: RFVI Form for an Unpaid Check Voucher

Check Number and Check Date

If the check voucher has a status of “Paid” or “Reconciled,” Colleague displays the check number in the Check No field and the date the voucher was paid in the Check Date field.

Blank Check Number

and Check Date for an Unpaid Check

Voucher



If the voucher has a status of “Not Approved” or “Outstanding” (meaning the voucher has not yet been paid), Colleague does not display any information in the Check No and Check Date fields.

Financial Exports ID

If the check voucher was paid by electronic check in Colleague Finance, Colleague displays in the Financial Exports ID field the ID of the flat file in which the electronic check was sent to the bank. The ID contains the bank code for which the file was created, as well as the date and time.

The Check No field displays the bank code and the electronic check number.

Figure 4-2: RFVI Form for a Check Voucher Paid by Electronic Check

Check Number

and Check Date for a Paid Check Voucher

Financial Export ID

for a Check Voucher

Paid by Electronic

Check



Credit Card Vouchers

For credit card vouchers, the RFVI form displays basic information about the voucher and, depending on the status of the voucher, displays additional information about the credit card being refunded.

Figure 4-3: RVFI Form for Unpaid E-Commerce Credit Card Voucher

Original Receipt Number, Pay Method, and Original Control Number

In the Orig Rcpt No field for all credit card vouchers (both e-commerce and non-e-commerce), the RFVI form displays the number of the original cash receipt on which the credit card payment being refunded was recorded. The RFVI form also displays the Pay Method associated with the credit card payment, along with the last four digits of the credit card being refunded displayed in the Orig Control No field.

If a voucher has a “Not Approved” status, these fields are all blank because Colleague has not yet determined how the refund will be paid.

Original Payment

Method and

Transaction Number

to be Refunded

Original Receipt

Number and

Control Number to

be refunded

Note: To comply with Visa CISP guidelines, Colleague displays only the last four digits of the credit card number in the Control No field.



Transaction Number

For e-commerce credit card vouchers only, the RFVI form shows the transaction number associated with the credit card transaction in the Trans No field. Depending on the status of the voucher, Colleague changes the number displayed in this field as well as the field label on the RFVI form, as outlined in Table 4-4.

Each successful e-commerce transaction (payment and credit) is assigned a unique transaction number by VeriSign. When Colleague generates a credit card voucher for a credit card payment processed through e-commerce, it uses the transaction number assigned to a specific payment to refund the cardholder’s account. This number displays as the original transaction number on the RFVI form before the voucher is paid (see Figure 4-3 on page 4-6).

When the e-commerce credit card voucher is paid through e-commerce in Colleague Finance, the transaction crediting the cardholder’s account is assigned a different transaction number. This number displays as the paid transaction number on the RFVI form after the voucher is paid.

Voucher StatusTransaction

Number DisplayedField Label

Not Approved None. Blank

Outstanding Transaction number assigned to the original credit card payment processed through e-commerce.

Orig Trans No

Paid Transaction number assigned to the voucher paid through e-commerce.

Paid Trans No

Reconciled Transaction number assigned to the voucher paid through e-commerce.

Paid Trans No

Table 4-4: Relationship Between Voucher Status and E-Commerce Transaction Number on the RFVI Form



Figure 4-4: RVFI Form for Paid E-Commerce Credit Card Voucher

For credit card vouchers that refund non-e-commerce credit card payments, this field is always blank because only e-commerce transactions have transaction numbers in Colleague.

If the credit card voucher has a “Not Approved” status, this field is blank because Colleague has not yet determined how the refund will be paid.

Transaction

Number of Paid E-Commerce

Credit Card

Voucher



Refund Deposit Voucher Inquiry (RFDI)

Use the Refund Deposit Voucher Inquiry (RFDI) form to view information about a deposit refund voucher.

Check Vouchers

For check vouchers, the RFDI form displays basic information about the voucher and, depending on the status of the voucher, displays information about the check generated to pay the voucher.

Figure 4-5: RFDI Form for an Unpaid Check Voucher

Check Number and Check Date

If the check voucher has a status of “Paid” or “Reconciled,” Colleague displays the check number in the Check No field, as well as the date the voucher was paid in the Check Date field.

If the voucher has a status of “Not Approved” or “Outstanding” (meaning the voucher has not yet been paid), Colleague does not display any information in the Check No and Check Date fields.

Blank Check Number

and Check Date for an

Unpaid Check

Voucher



Figure 4-6: RFDI Form for a Paid Check Voucher

Check Number

and Check Date for a Paid Check Voucher



Credit Card Vouchers

For credit card vouchers, the RFDI form displays basic information about the voucher and, depending on the status of the voucher, displays additional information about the credit card being refunded.

Figure 4-7: RFDI Form for an Unpaid E-Commerce Credit Card Voucher

Original Receipt Number, Pay Method, and Original Control Number

In the Orig Rcpt No field for all credit card vouchers (both e-commerce and non-e-commerce), the RFDI form displays the number of the original cash receipt on which the credit card payment being refunded was recorded. The RFDI form also displays the Pay Method associated with the credit card payment, along with the last four digits of the credit card being refunded displayed in the Orig Control No field.

Original Receipt

Number and

Control Number to

be refunded

Original Payment

Method and

Transaction Number

to be refunded

Note: To comply with Visa CISP guidelines, Colleague displays only the last four digits of the credit card number in the Control No field.



Transaction Number

For e-commerce credit card vouchers only, the RFDI form shows the transaction number associated with the credit card transaction in the Trans No field. Depending on the status of the voucher, Colleague changes the number displayed in this field as well as the field label on RFDI, as outlined in Table 4-5.

Each successful e-commerce transaction (payment and credit) is assigned a unique transaction number by VeriSign. When Colleague generates a credit card voucher for a credit card payment processed through e-commerce, it uses the transaction number assigned to a specific payment to refund the cardholder’s account. This number displays as the original transaction number on the RFDI form before the voucher is paid.

When the e-commerce credit card voucher is paid through e-commerce in Colleague Finance, the transaction crediting the cardholder’s account is assigned a different transaction number. This number displays as the paid transaction number on the RFDI form after the voucher is paid.

Voucher StatusTransaction

Number DisplayedField Label

Not Approved None. Blank

Outstanding Transaction number assigned to the original credit card payment processed through e-commerce.

Orig Trans No

Paid Transaction number assigned to the voucher paid through e-commerce.

Paid Trans No

Reconciled Transaction number assigned to the voucher paid through e-commerce.

Paid Trans No

Table 4-5: Relationship Between Voucher Status and E-Commerce Transaction Number on the RFDI Form



Figure 4-8: RFDI Form for a Paid E-Commerce Credit Card Voucher

For credit card vouchers that refund non-e-commerce credit card payments, this field is always blank because only e-commerce transactions have transaction numbers in Colleague.

If the credit card voucher has a “Not Approved” status, this field is blank because Colleague has not yet determined how the refund will be paid.

Transaction

Number of Paid e-Commerce

Credit Card

Voucher



Related Voucher Inquiry (RLVI)

The Related Voucher Inquiry (RLVI) form is a detail-only form that automatically displays when related vouchers are generated for a refund using the following forms:

■ AR Refund (RFND)

■ Deposit Refund (DPRF)


The RLVI form displays automatically only when a refund generates multiple related vouchers for a single refund transaction. For example, if refunding an account generates both a credit card voucher as well as a check voucher, the RLVI form automatically displays when you update from either the RFND or DPRF form.

However, if refunding an account generates only a single voucher — either a check voucher or a credit card voucher — the RLVI form does not display when you update from the RFND or DPRF form.

If accessing an “Outstanding” voucher on the RFND or DPRF form, an “X” displayed in the Related Vouchers/Rel Vou field indicates that voucher is part of a related voucher group. If an “X” is displayed on the RFND or DPRF form, you can access the RLVI form from the Related Vouchers/Rel Vou field to view all of the vouchers related to the refund.


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