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GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE Melissa Gooch, GeorgiaBEST Information Technology Services April 23, 2014
GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE Melissa Gooch, GeorgiaBEST
Information Technology Services
April 23, 2014
QUESTIONS/COMMENTS
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We will address all questions at the end of the presentation.
THE GEORGIABEST TEAM
PRESENTER INFORMATION
Melissa Gooch, GeorgiaBEST Information Technology Services ITS -3 Years Education experience -8 Years
TOPICS FOR DISCUSSION
Detail Code Maintenance Fee Assessment Student Health Insurance AR Acceptance Flag Update Direct Deposit Refund Status Receipt Writing Accounts Receivable Load
TOPICS FOR DISCUSSION
End of Day Process Auditing Toolkit TouchNet – eCommerce Product Partner
DETAIL CODE MAINTENANCE PURPOSE
The Detail Code Maintenance provides the ability to: Validate against PeopleSoft Financials (PSFIN) Chart of
Accounts Combo table to ensure accurate accounting codes for use in detail codes
DETAIL CODE MAINTENANCE PROCESS FLOW
ZSAMISC Miscellaneous transactions
ZSADETC Detail code control
ZSRMASS Mass update of detail
codes
ZSICHFD Chartfield validation
ZSRMSUM Work area summary
Category
Charge (C) and Payment (P) type
defined
Priority: Used by Application of
Payments
DETAIL CODE MAINTENANCE DETAIL CODE CONTROL FORM (ZSADETC)
Effective Date: Allows dating of
changes
Percent: Total equals 100%
Account A & B: Validates
PSFIN COA
DETAIL CODE MAINTENANCE DETAIL CODE CONTROL FORM (ZSADETC)
Current: Select population for
updates
Criteria for selection: Category Percent
TBD AYBD
Chartfield
DETAIL CODE MAINTENANCE DETAIL CODE ACCOUNTING MASS ENTRY (ZSRMASS)
Category Code Selection
Results Name Working
Area
Copy data to Working Area
DETAIL CODE MAINTENANCE DETAIL CODE ACCOUNTING MASS ENTRY (ZSRMASS)
DETAIL CODE MAINTENANCE DETAIL CODE ACCOUNTING MASS ENTRY (ZSRMASS)
Criteria for selection same as Current form
Working Area Name
Errors:
Account string invalid
% not equal 100
Term based, but code/s null
Not term based, but code/s populated
Individual Chartfield
Component
Indicates Chartfield
Effective Date
Indicates Chartfield
Status
DETAIL CODE MAINTENANCE CHARTFIELD VALIDATION & INQUIRY FORM (ZSICHFD)
Click on LOV
DETAIL CODE MAINTENANCE CHARTFIELD VALIDATION & INQUIRY FORM (ZSICHFD)
Pop up window appears with data from PSFIN
Chartfield and Description populates
Select Combo String
Use % to ‘Find’ Select
Combo String
DETAIL CODE MAINTENANCE CHARTFIELD VALIDATION & INQUIRY FORM (ZSICHFD)
Used to return value to ZSADETC,
ZSRMASS, ZSAMISC
OK- Populates form with selection
DETAIL CODE MAINTENANCE CHARTFIELD VALIDATION & INQUIRY FORM (ZSICHFD)
Work area specific
DETAIL CODE MAINTENANCE WORKING AREA SUMMARY REPORT (ZSRMSUM)
Print for: All records Error records Warning records
RESOURCES
The AR Detail Code Maintenance User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_21_ardetailcode_userdoc.pdf
The GeorgiaBEST Model Detail Codes Setup
document is located at: http://www.usg.edu/georgia_best/busproc_docs/gabestdetailcodesetup.pdf
FEE ASSESSMENT PURPOSE
The Fee Assessment process provides for the ability to: Assign an attribute code to a student record to use in
processing fees Delete or expire an attribute code to a student record
to use in processing fees
FEE ASSESSMENT PROCESS FLOW
FEE ASSESSMENT STUDENT ATTRIBUTE VALIDATION FORM (STVATTS)
Attribute Code and Term parameters define values used
Popsel parameters used to define
students
FEE ASSESSMENT STUDENT ATTRIBUTE PROCESS (ZGRATTR)
Output will include message noting that the student record
does not exists
List of students updated with code
FEE ASSESSMENT ADDITIONAL STUDENT INFORMATION (SGASADD)
Attribute Code created by ZGRATTR. Maintains
previously assigned attributes.
FEE ASSESSMENT STUDENT ATTRIBUTE DELETE PROCESS (ZGRATTD)
Message noting that the student
attribute will expire once process run in
update
RESOURCES
The Using AR Fee Assessment User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_23_arfeeassessment_userdoc.pdf
STUDENT HEALTH INSURANCE PURPOSE
The Student Health Insurance processes provide for the ability to: Produce a file for providing student information to the
USG approved Health Insurance provider which prevents manual entry
Load student waiver/exemption records from a file received from the USG approved Health Insurance provider which prevents manual entry
STUDENT HEALTH INSURANCE BACKGROUND
Mandatory Plan Graduate students receiving a tuition waiver as a result of a
GRA, GTA, or GSA assistantship award Undergraduate, graduate and ESL international students holding
F or J visas Undergraduate and graduate students enrolled in programs that
require proof of health insurance Graduate students receiving fellowships that fully fund their
tuition Optional Plan
Any student not included in Mandatory
STUDENT HEALTH INSURANCE PROCESS FLOW
STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE EXTRACTION (ZSRSHIR)
STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE EXTRACTION (ZSRSHIR)
Error messages received to assist in
correcting student data
List of students
STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE EXTRACTION (ZSRSHIR)
Example of data in extract file to send to vendor
STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE LOAD (ZSRHIEL)
Location: $DATA_HOME/arsys
directory
STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE LOAD (ZSRHIEL)
Error messages received to assist in correcting student
data
RESOURCES
The Using AR Student Health Insurance User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_19_arstudenthealthinsure_userdoc.pdf
AR ACCEPTANCE FLAG UPDATE PURPOSE
The AR Acceptance Flag Update process provides for the ability to: Reset acceptance indicators for a defined set of
student to be excluded from Banner automated drop process Updates AR Acceptance Indicator Updates Housing Charge Accepted Indicator Updates Meal Plan Charge Accepted Indicator Updates Phone Charge Accepted Indicator
AR ACCEPTANCE FLAG UPDATE PROCESS FLOW
AR ACCEPTANCE FLAG UPDATE AR ACCEPTANCE FLAG UPDATE PROCESS (ZSRAFLU)
Term Code
Set indicator to: Y(es) N(one)
C (onfirmed)
To update Room, Meal
and/or Phone Acceptance indicators –
enter Y
Population Selection – all
must need indicator set to same value
Sort report by N(ame) or
I(D) number Run in A(udit) or U(pdate)
Old & New Acceptance Flag
Message info to indicate: No registration No change (already exists) Record updated
AR ACCEPTANCE FLAG UPDATE STUDENT PAYMENT (TSASPAY)
RESOURCES
The Using AR Acceptance Flag User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_4_ARAcceptanceFlag_ZSRAFLU_Userdoc_FINAL.pdf
DIRECT DEPOSIT SUBSCRIPTION PURPOSE
The Direct Deposit Subscription process provides for the ability to: Approve financial aid proceeds/refunds for
depositing into a bank account through Banner Self Service
Store current and historical data in Banner Process data to PSFIN for refunding
DIRECT DEPOSIT SUBSCRIPTION PROCESS DEFINITION FORM (ZTVPROC)
Script populated DO NOT DELETE
DIRECT DEPOSIT SUBSCRIPTION E-MAIL STATUS DEFINITION FORM (ZTVSTAT)
Script populated DO NOT DELETE
DIRECT DEPOSIT SUBSCRIPTION E-MAIL RULES FORM (ZUREMRU)
Production generates email to student
Test generates email to address in form
DIRECT DEPOSIT SUBSCRIPTION E-MAIL TEXT RULES FORM (ZURMAIL) Process created on ZTVPROC Types and descriptions:
DDACT - activated DDCHG – changed DDDEL – deleted DDINACT - inactivated
Verbiage for email notification
DIRECT DEPOSIT SUBSCRIPTION E-MAIL HIERARCHY DEFINITION FORM (ZUREHIR)
DIRECT DEPOSIT SUBSCRIPTION E-MAIL PROCESS/LETTER/STATUS CONTROL (ZUREPLS)
Activate/Inactivate DD or Refund
Agreement text displayed to student
Follow NACHA standards
DD process uses Address Type Hierarchy to select address to load into PS
DIRECT DEPOSIT SUBSCRIPTION DIRECT DEPOSIT RULES FORM (ZSRDDRU)
DIRECT DEPOSIT SUBSCRIPTION BANK ROUTING NUMBER LOAD (ZGRDIRD)
Bank Routing Number Load (ZGRDIRD) File is obtained from the Federal Reserve Financial
Services web site: https://www.fededirectory.frb.org/download.cfm
Single parameter: FED ACH Data File Name File placed at $DATA_HOME/tapedata/arsys
DIRECT DEPOSIT SUBSCRIPTION SELF SERVICE BANNER (EDEPOSIT)
DIRECT DEPOSIT SUBSCRIPTION SELF SERVICE BANNER (EDEPOSIT SUBSCRIPTION)
Sample check displays for reference :
Routing Number Account Number
Student Bank Info Entry
Action Required
DIRECT DEPOSIT SUBSCRIPTION SELF SERVICE BANNER (EDEPOSIT SUBSCRIPTION)
Permission Text from ZSRDDRU that follows
NACHA standards
Example of bank info
DIRECT DEPOSIT SUBSCRIPTION SELF SERVICE BANNER (EDEPOSIT SUBSCRIPTION AGREEMENT)
Notification data received/processed
Banner tables updated Data feeds to PS staging table via trigger
DIRECT DEPOSIT SUBSCRIPTION SELF SERVICE BANNER (EDEPOSIT SUBSCRIPTION ACKNOWLEDGEMENT)
Subscription tab: Stores current subscription data
Allows INB user to update bank account data if
necessary
DIRECT DEPOSIT SUBSCRIPTION DIRECT DEPOSIT SUBSCRIPTION FORM (ZSADDSD)
DIRECT DEPOSIT SUBSCRIPTION DIRECT DEPOSIT SUBSCRIPTION FORM (ZSADDSD)
Audit tab: Stores historical subscription data
DIRECT DEPOSIT SUBSCRIPTION E-MAIL ADDITIONAL INFORMATION FORM (ZURAEML)
RESOURCES
The Using AR Direct Deposit Subscription User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_0_ardirectdepsub_userdoc_FINAL.pdf
REFUND STATUS PURPOSE
The Refund Status functionality provides for the ability to: View Banner refund information through Banner
Student Self Service
REFUND STATUS PROCESS FLOW
Access secure area of Banner Self Service
Select Student and Financial Aid menu option
Select Refund Status menu option
Review Refund Status
Checked will allow display of refund status via SSB
REFUND STATUS DIRECT DEPOSIT RULES FORM (ZSRDDRU)
REFUND STATUS SELF SERVICE BANNER
REFUND STATUS SELF SERVICE BANNER (REFUND TRANSACTION STATUS)
IMPORTANT: PAGE WILL SHOW ALL REFUNDS EVER PROCESSED FOR STUDENT.
DATE IS ENTRY DATE NOT DATE CHECK IS
ACTUALLY CUT TO STUDENT
RESOURCES
The Using AR Refund Status User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_0_arrefund_userdoc_FINAL.pdf
RECEIPT WRITING PURPOSE
The Receipt Writing process provides for the ability to: Write receipts for which the accounting codes can be
validated against PSFIN COA Combo table
RECEIPT WRITING PROCESS FLOW
Institutional department submits deposit
Business office personnel process receipt
ZSAMISC
Provide Institutional department with receipt
Institutional department verifies receipt of money in
accounts
Debit and Credits should balance
Detail codes marked GL Enterable allows entry of
Account field
RECEIPT WRITING MISCELLANEOUS TRANSACTIONS FORM (ZSAMISC)
RECEIPT WRITING MISCELLANEOUS RECEIPT
RESOURCES
The AR Receipt Writing Process User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_19_areceiptwriting__userdoc.pdf
ACCOUNTS RECEIVABLE INTERFACE LOAD PURPOSE
The Accounts Receivable Interface Load process provides for the ability to: Import financial charges or payments into Banner in
batch from an external source
IMPORTANT: Process either payment OR charge in file, do not combine in one file
ACCOUNTS RECEIVABLE INTERFACE LOAD PROCESS FLOW
ACCOUNTS RECEIVABLE INTERFACE LOAD INTERFACE CODE VALIDATION FORM (ZTVINFC)
Create code for each file type with
description
Delimiter required for Delimited files
Delimiter blank for Fixed files
ACCOUNTS RECEIVABLE INTERFACE LOAD INTERFACE LOAD FIELD VALIDATION FORM (ZTVINFF)
Script populated DO NOT UPDATE
ACCOUNTS RECEIVABLE INTERFACE LOAD INTERFACE LOAD RULES FORM (ZSAINFR)
Type created on ZTVINFC indicates panel displayed
Delimited format: Sequence # Occurrence
Fixed format provides Start Position, End Position and Occurrence
ACCOUNTS RECEIVABLE INTERFACE LOAD INTERFACE LOAD RULES FORM – (ZSRINFR)
ACCOUNTS RECEIVABLE INTERFACE LOAD AR INTERFACE LOAD (ZSRINLD)
File Name: Stored in
$DATA_HOME/arsys OR Enter entire directory path
Length of 6 char excluding the file extension
Intfc Code + 6 char = Payment ID
Use Effective/Transaction date format in file Use DD-MON-YYYY if no date in file
ACCOUNTS RECEIVABLE INTERFACE LOAD AR INTERFACE LOAD (ZSRINLD)
Students processed Amount
Detail Code Term
Transaction Date # of records Total Amount
Cashier Session created by successful load
Data not loaded (TBRACCD table) if errors
on any record.
Error report includes: Student ID
Student Name Error message
RESOURCES
The Using AR Interface Load Process User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_0_ARInterfaceLoad_userdoc_FINAL_1.pdf
END OF DAY PROCESSING PURPOSE
The End of Day processing provides for the ability to: Create the accounting entries for the PeopleSoft
General Ledger and Accounts Payable
END OF DAY PROCESSING PROCESS FLOW BANNER
END OF DAY PROCESSING PROCESS FLOW – GEORGIA ENHANCEMENTS
Insert due date and initiate aging (ZSRCBIL) Aging analysis (ZGRAGES) Execute the non-banner finance interface
(ZGRPSLD) Delete records from the zurgftt table (ZOPGFTT) Reset problematic feed (ZORFRED) Run Scholarship Allowance report (ZORSCHA)
END OF DAY PROCESSING STUDENT BILLING PROCESS (ZSRCBIL)
Purpose: Create due date for specific
term AND prior Begins aging process for
accts w/balance due
END OF DAY PROCESSING AGING REPORT (ZGRAGES)
Each report will produce both a .rpt
and a .tab file
END OF DAY PROCESSING AGING REPORT – DETAIL BY ID - EFFECTIVE DATE
END OF DAY PROCESSING AGING REPORT – DETAIL BY FUND/ACCT - DUE DATE
END OF DAY PROCESSING AGING REPORT – SUMMARY – BILL DATE
END OF DAY PROCESSING NON-BANNER FINANCE INTERFACE (ZGRPSLD)
Single parameter: Accounting Date Sums data by chartfield string & doc code Inserts to JGEN_BNR_BOR in PSFIN Copies data from GURFEED to ZURGFTT Deletes data from GURFEED
Credit and Debit summary amount should balance
END OF DAY PROCESSING GURFEED TEMPORARY TABLE PURGE (ZOPGFTT)
# of records purged
END OF DAY PROCESSING GURFEED TEMPORARY TABLE PURGE (ZOPGFTT)
END OF DAY PROCESSING FEED RESET PROCESS (ZORFRED)
Used to reset the Feed Indicator when problematic data is posted to GURFEED
Executed through SQLPlus Resets all data for the feed date entered (including
multiple feeds)
END OF DAY PROCESSING SCHOLARSHIP ALLOWANCE PROCESS (ZORSCHA)
RESOURCES
The Using AR End of Day Process User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods8_21_arendofday_userdoc.pdf
AUDITING TOOL KIT PURPOSE
The Auditing Tool Kit provides for the ability to: Retrieve data to satisfy State Audit requirements
Reconcile between Banner AR/PSFIN Assist in preparing hard copies for audit
AUDITING TOOL KIT
PROCESSES Term codes and related data (ZAQTERM) Term based designator for detail codes and associated
information (ZAQTBDS) Additional registration fees for a specific term
(ZAQAFEE) Fee assessment rules for a specific term (ZAQRGFE)
AUDITING TOOL KIT
PROCESSES Refund rules used when refunding by total
(ZAQRFND) Accounts Receivable supervisors and cashiers assigned
to each (ZAQCASN) Supervisor and restricted users (ZAQTPRF) Financial aid transactions with a source of ‘T’
(ZAQCSHT)
AUDITING TOOL KIT
PROCESSES Course section fees assigned by term (ZAQCSFR) Exemptions and rate codes with student ID (ZAQEXRC) Residency status codes and students assigned (ZAQRESS) Third party contracts and student assigned (ZAQTPCR) Financial aid fund data by aid year specified (ZAQFAFR)
RESOURCES
The Using the BOR Auditing Tool Kit User Documentation is located at:
http://www.usg.edu/georgia_best/user_docs/gamods_8_21_audittkit_userdoc.pdf
E-COMMERCE PRODUCT PARTNER TOUCHNET TouchNet provides for the ability to: Accept credit card and ACH payments through Self-
Service Banner Awarded state wide contract for all USG institutions
TOPICS DISCUSSED
Detail Code Maintenance Fee Assessment Student Health Insurance Acceptance Flag Update Direct Deposit Refund Status Receipt Writing Accounts Receivable Load
TOPICS DISCUSSED
End of Day Process Auditing Toolkit TouchNet – eCommerce Product Partner GeorgiaBEST Resources
WHERE CAN I FIND HELP?
http://www.edu1world.org/Commons http://www.edu1world.org/USG
Community Sources
Authoritative Sources
http://www.usg.edu/georgia_best https://connect.ellucian.com
WHERE CAN I FIND HELP?
All USG GeorgiaBEST customers have access to Ellucian’s Digital Campus Academy. Access baseline training on your own schedule Contact the ITS helpdesk ([email protected]) for
access information Additional training is available on the
GeorgiaBEST website: http://www.usg.edu/georgia_best/training
ADDITIONAL ITS RESOURCES & SUPPORT
To create a new or update an existing production down, business interrupting (emergency) support request, call the ITS Helpdesk immediately 706-583-2001 1-888-875-3697 (toll free in Georgia)
For anything else, contact the ITS helpdesk at http://www.usg.edu/customer_services (self-service support request) or E-mail at [email protected]
NOTE: Self-Service requires login using a user ID and access code. Contact the ITS Helpdesk at [email protected] to obtain self-service login credentials.
