GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE€¦ · GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE . Carol Tolbert -Tubbs, GeorgiaBEST . nIormf aonti Technology Services . September 17, 2013

GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE Carol Tolbert-Tubbs, GeorgiaBEST

Information Technology Services

September 17, 2013

SESSION ETIQUETTE

Please turn off or set all cell phones to vibrate.

If you must leave this session early, please sit at the back of the room and do so quietly.

Please avoid side conversations during this session.

THE GEORGIABEST TEAM

CAROL

UGA – BBA in MIS USG – 14 years GeorgiaBEST – 2 years

TOPICS FOR DISCUSSION

Detail Code Maintenance Fee Assessment Student Health Insurance 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

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



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


Pop up window appears with data from PSFIN

Chartfield and Description populates

Select Combo String

Use % to ‘Find’ Select

Combo String


Used to return value to ZSADETC,

ZSRMASS, ZSAMISC

OK- Populates form with selection


Work area specific

DETAIL CODE MAINTENANCE WORKING AREA SUMMARY REPORT (ZSRMSUM)

Print for: All records Error records Warning records

DETAIL CODE MAINTENANCE PROCESS FLOW

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

FEE ASSESSMENT PROCESS FLOW

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)

Error messages received to assist in

correcting student data

List of students

Example of data in extract file to send to vendor

STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE EXTRACTION (ZSRSHIR)

STUDENT HEALTH INSURANCE STUDENT HEALTH INSURANCE LOAD (ZSRHIEL)

Location: $DATA_HOME/arsys

directory

Error messages received to assist in correcting student

data

STUDENT HEALTH INSURANCE PROCESS FLOW

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(o) 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)

AR ACCEPTANCE FLAG UPDATE PROCESS FLOW

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

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

REFUND STATUS PROCESS FLOW

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

Debit and Credits should balance

Detail codes marked GL Enterable allows entry of

Account field

RECEIPT WRITING MISCELLANEOUS TRANSACTIONS FORM (ZSAMISC)

RECEIPT WRITING PROCESS FLOW

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 charges 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

ACCOUNTS RECEIVABLE INTERFACE LOAD PROCESS FLOW

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)

No 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)

END OF DAY PROCESSING PROCESS FLOW BASELINE

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

mailto:[email protected]

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.

http://www.usg.edu/customer_services



SUMMIT SESSIONS OF INTEREST WEDNESDAY

TIME SESSION ROOM

3:20 1098-T The Daunting Once-A-Year Task Estes B

3:20 Collaborating to Bring a Local Enhancement into the USG Model Lamar A/B

4:20 Accounts Receivable Birds of a Feather Lamar A/B

5:20 Tuition Classification & Out of State Tuition Waivers - #1 Estes B

5:20 Understanding the GeorgiaBEST Release Process Lamar A/B

SUMMIT SESSIONS OF INTEREST THURSDAY

TIME SESSION ROOM

9:40 Tuition Classification & Out of State Tuition Waivers - #2 Lamar A/B

9:40 Argos Case Studies & What is the Argos Deployment Service? Estes B



1:00 Banner XE: Where We Are Now Estes B

2:00 Georgia Tech/TouchNet Deposit Eligibility Enhancement Lamar A/B

3:10 Tuition Classification & Out of State Tuition Waivers - #5 Estes A

3:10 Banner SQL 101 Estes B

4:10 Banner SQL 102 Estes B

SUMMIT SESSIONS OF INTEREST FRIDAY

TIME SESSION ROOM

8:30 Georgia Tech Payment Plan Update/Demonstration Estes B

9:30 How Banner Impacts the Annual Financial Audit Estes B

9:30 SponsorPoint: One Year Later Lamar A/B

10:30 Tuition Classification & Out of State Tuition Waivers - #6 Estes B

10:30 Another Year of Trying to Communicate – How Has It Gone? Lamar A/B

10:30 Veterans Reporting in a Self-Service Environment Oglethorpe A/B

GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE€¦ · GEORGIA ENHANCEMENTS ACCOUNTS RECEIVABLE . Carol Tolbert -Tubbs, GeorgiaBEST . nIormf aonti Technology Services . September 17, 2013

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