Accounts Receivable User Guide

ACCOUNTS RECEIVABLE USER GUIDE July 1996 Release 11.0 Information Services Staff North Carolina Community College System 200 W. Jones St. Raleigh, NC 27603 Accounts Receivable User Guide Release 11.0 Written & compiled by the Information Services Staff, North Carolina Community College System, 200 W. Jones St., Raleigh, North Carolina 27603. Table of Contents Table of Contents About This Manual ....................................................... ix Chapter 1 Introduction .............................................1-1 About the Accounts Receivable Module ..................................... 1-2 System Flowchart ..................................................................... 1-2 Processing Flowchart ................................................................ 1-4 Accounts Receivable (CC.AR) Overview ................................... 1-4 Accessing the Accounts Receivable Master Menu........................ 1-4 Accounts Receivable Processes Not In CC.AR ........................... 1-6 Registration A/R Maintenance/Inquiry ....................................... 1-6 Course Maintenance/Inquiry..................................................... 1-6 Posting Status Maintenance ...................................................... 1-6 Chapter 2 Invoice Processing...................................2-1 Overview ............................................................................... 2-2 Accessing the Invoice Processing Option .................................... 2-2 A/R Account Maintenance/Inquiry .............................................. 2-4 Adding A Record .................................................................... 2-4 Modifying A Record ................................................................ 2-6 iii Table of Contents Accounts Receivable User Guide Receivables Maintenance/Inquiry ................................................ 2-8 Creating An Account ............................................................... 2-8 Viewing An Existing Account.................................................... 2-9 Changing Existing Charges/Adding New Charges....................... 2-9 Receivables Batch Maintenance ............................................... 2-12 Age Balances .......................................................................... 2-14 Aging Selected Accounts ....................................................... 2-15 Aging All Accounts................................................................ 2-15 A/R Statements & Invoices ...................................................... 2-17 Standard Statements ............................................................. 2-18 Special Third Party Statements ............................................... 2-20 Special Third Party Quarterly Invoices .................................... 2-22 A/R Batch Report ................................................................... 2-24 Update ARMASTER/ARDETAIL Records For Purged Employees .................................................................. 2-25 Chapter 3 Receipt Processing ..................................3-1 Overview ................................................................................. 3-2 Accessing the Receipt Processing Option .................................... 3-2 A/R Cash Receipt Entry............................................................. 3-4 Miscellaneous Cash Receipt Entry .............................................. 3-7 Cash Receipt Analysis ............................................................. 3-10 Cash Deposit Analysis ............................................................. 3-12 Cashier's Report ..................................................................... 3-14 iv Table of Contents F/A To Tuition Credit Transfer Report....................................... 3-16 Cash Receipts Analysis & Cashier's Report ............................... 3-18 Re-Print A Receipt .................................................................. 3-20 Telephone Reg Receipt Roll Time ............................................. 3-21 Chapter 4 Support Files .............................................4-1 Overview ................................................................................ 4-2 Accessing the Support Files Option ........................................... 4-2 A/R Code Maintenance/Inquiry .................................................. 4-4 Adjustment Code Maintenance/Inquiry ....................................... 4-5 A/R Type Code Maintenance/Inquiry .......................................... 4-6 Registration A/R Codes Maintenance.......................................... 4-8 Chapter 5 Reports .....................................................5-1 Overview ................................................................................. 5-2 Accessing the Reports Option .................................................... 5-2 Detail Trial Balance ................................................................... 5-5 Summary Trial Balance .............................................................. 5-6 Aged Trial Balance Report ......................................................... 5-7 A/R Code Analysis ................................................................... 5-9 List Selected Account Balance By ARCODE ............................ 5-10 Detail Analysis By Term ........................................................... 5-11 A/R Code Analysis By G/L Account ........................................ 5-12 A/R Code Balance Of Students Receiving F/A .......................... 5-13 v Table of Contents Accounts Receivable User Guide A/R Transactions (Specific G/L# And Time Frame-ARDETAIL) ........................................................ 5-19 A/R Receipts (Specific G/L# And Time Frame - ARCASH) ......................................................... 5-20 A/R And F/A Summary (Selected Codes And Time Frames) ...... 5-21 Over 65 Tuition Remission Candidates Report ........................... 5-23 Daily A/R Adjustments Report ................................................. 5-24 Chapter 6 System Processing .................................. 6-1 Overview ................................................................................ 6-2 Accessing the System Processing Option .................................... 6-2 Zero Balance Purge ................................................................... 6-5 Financial Aid Awards Transfer.................................................... 6-6 Posting All Awards For A Specified Term ................................. 6-6 Posting Select Students For A Specified Term ........................... 6-7 Posting Select Financial Aid Codes For A Specified Term .......... 6-7 Registration Form Print & A/R Update ....................................... 6-8 Printing Pre-Registration Forms ................................................ 6-8 Printing Registration Forms..................................................... 6-10 Registration Purge Charge Reversal .......................................... 6-12 New Student Zero Balance Purge............................................. 6-13 A/R Beginning Balance ............................................................ 6-14 Creating An Account ............................................................. 6-15 Viewing An Existing Account.................................................. 6-15 A/R Name Index Reset ........................................................... 6-16 vi Table of Contents Update ARMASTER .............................................................. 6-17 Updating All Accounts ........................................................... 6-17 Update Select Accounts ........................................................ 6-17 Batch Post To G/L .................................................................. 6-18 Cross-Check ARMASTER & ARDETAIL .............................. 6-19 Audit All Accounts ................................................................ 6-19 Audit Selected Accounts ........................................................ 6-19 Exiting Without Processing ..................................................... 6-19 AR - 1098 Menu .................................................................... 6-21 AR.1098 Contact Parameter Maintenance ................................ 6-23 Build AR.1098 for Curriculum Students .................................... 6-24 Build AR.1098 for Continuing Education Students ..................... 6-26 Print Errors From The Build Process ........................................ 6-28 Fix the AR.1098 Records for Invalid SSNs ............................... 6-29 AR.1098 Maintenance ............................................................ 6-30 Print Student Statement - BATCH ............................................ 6-31 Print Student Statement - INDIVIDUAL(S) .............................. 6-33 Print 1098 FORMS - BATCH FORMAT ................................. 6-34 Print 1098 FORMS - INDIVIDUAL(S) .................................. 6-36 Display a Student Statement ..................................................... 6-38 Create 1098T Diskettes .......................................................... 6-40 Clearing the AR.1098 Print Flags ............................................. 6-41 vii Table of Contents Accounts Receivable User Guide Chapter 7 Addendum Notes Print/Inquiry.............. 7-1 Overview ................................................................................ 7-2 Accessing the Addendum Notes Print/Inquiry Option ................... 7-2 Addendum Notes Print/Inquiry Menu......................................... 7-3 Addendum Note Inquiry ........................................................... 7-4 Addendum Note Print .............................................................. 7-8 viii About This Manual About This Manual Back to Contents The Accounts Receivable User Guide provides the specific instructions you'll need to use the Accounts Receivable System. This guide introduces the basic features of the Accounts Receivable System and describes each menu option in detail. This guide's purpose is to serve as a reference guide for the Accounts Receivable module (CC.AR) not a procedural guide on how to process Accounts Receivable information at your specific college. Organization The Accounts Receivables User Guide consists of nine chapters. Chapter one is an introductory chapter while chapters two through nine correspond to menu items from the Accounts Receivables Master Menu. The chapters are briefly described below. • Chapter 1 is an overview of the Accounts Receivables System. This chapter discusses the Accounts Receivables module--its purpose, organization and design. This chapter also itemizes the functions of each of the menu items on the Accounts Receivables Master Menu. • Chapter 2 examines the Invoice Processing option. This chapter provides details on modifying/creating accounts receivable accounts, charging fees, and aging accounts. • Chapter 3 explains the Receipt Processing option. This chapter provides details on receipt-related processes in CC.AR. • Chapter 4 explains the Support Files option. This chapter provides details on accounts receivable support code files. • Chapter 5 explains the Reports option. This chapter provides details on the various reports that generate from CC.AR. • Chapter 6 explains the System Processing option. This chapter provides details on purging, posting awards and reviewing balances in CC.AR. Also included are instructions for building and printing 1098 statements. • Chapter 7 explains the Addendum Notes Print/Inquiry option. ix About This Manual Accounts Receivables User Guide Typographical Conventions The following typographical conventions are used in this guide: Convention UPPERCASE Explanation Names in uppercase are file names. Words in bold type are fields or menu options. Words in italics are marked for emphasis. Words in brackets represent keys on the keyboard. Example APPLICANT Bold Batch Id. The.. Italics Note: It is possible to... [RETURN], [ESC] Brackets Single Quotes Letters or numbers enclosed in single quotes are field or command responses. Enter responses without the quotes. [RETURN] means the [RETURN] key, the carriage return, or the [ENTER] key. Enter an 'S' to (S)ave [RETURN] Use the arrow option and press the [RETURN] key. Comments Please send your comments and/or suggestions about this manual to Suzanne Baker, North Carolina Community College System, 200 W. Jones St., Raleigh, NC 27603-1337 (E-mail address: bakers@ncccs.cc.nc.us.) x Introduction 1 Chapter Introduction Back to Contents About the Accounts Receivable Module ............................................. 1-2 System Flowchart ............................................................................... 1-2 Processing Flowchart .......................................................................... 1-4 Accessing the Accounts Receivable Master Menu ............................... 1-4 Accounts Receivable Master Menu ..................................................... 1-5 Accounts Receivable Processes Not in CC.AR.................................... 1-6 1- 1 Introduction Accounts Receivable User Guide About the Accounts Receivable Module The Accounts Receivable System is a software application that tracks accounts receivable information. Through this process, you can: • build support files • process invoices • process receipts • print reports • perform maintenance processing, including purges, financial aid award transfers, and master file updates The system is a menu-driven application, which means you select processes to execute from a menu of choices displayed. You do not need to memorize commands to use the system. The module uses a combination of applications written in INFO/BASIC and TOADS. The INFO/BASIC applications are the standard IIPS processes that have been in existence for years. The TOADS applications are newer but work very similarly to the older INFO/BASIC applications. Overall, TOADS processes are more user friendly because they contain on-line help. Several types of on-line help are available on TOADS screens: • Process Overview. A narrative that gives an overview of an entire process. Enter 'O' at the TOADS command line on a process screen to access Process Overview. • Field-specific Help. Instructions or explanations that appear when a user enters a question mark at a field entry. Two types of field-specific help exist. Global help is general information about a field.. Global help appears in every process the field item is in. Process-specific help is detailed information about a field as it exists in the current application. Note: If you are new to TOADS and need introductory material, send e-mail to Suzanne Baker at the North Carolina Community College System office in Raleigh and request the publication, Getting Started With TOADS. (E-mail address is bakers@ncccs.cc.nc.us). System Flowchart The flowchart on page 1-3 graphically illustrates the structure of the Accounts Receivable System. 1-2 Accounts Receivable System Invoice Processing Receipt Processing Support Files Reports System Processing Addendum Notes Print/Inquiry A/R Code Maint./Inquiry Adjustment Code Maint./Inquiry Zero Balance Purge F/A Awards Transfer Registration Form Print & A/R Update Registration Purge Charge Reversal New Student Zero Balance Purge A/R Type Code Maint./Inquiry nance Registration A/R Codes Mainte- A/R Beginning Balance Entry A/R Name Index Reset Update ARMASTER Batch Post To G/L Cross-Check ARMASTER & ARDETAIL AR.1098 Menu Detail Trial Balance Summary Trial Balance Aged Trial Balance Report A/R Code Analysis List Selected Accounts Balance By ARCODE Detail Analysis By Term A/R Code Analysis By G/L Account A/R Code Balance of Students Receiving FA A/R Transactions A/R Receipts A/R & F/A Summary Over 65 Tuition Remission Canidates Report Daily A/R Adjustment Report A/R Cash Receipt Entry Miscellaneous Cash Receipt Entry Cash Receipts Analysis Cash Deposit Analysis Cashier's Report F/A To Tuition Credit Transfer Report Cash Receipts Analysis & Cashier's Report Re-print A Receipt Telephone Reg Receipt Roll Time A/R Account Maintenance/Inquiry Receivables Maintenance/Inquiry Receivables Batch Maintenance Age Balances A/R Statements & Invoices A/R Batch Report Update ARMASTER/ARDETAIL Records For Purged Employees 1-3 Accounts Receivable System Flowchart Accounts Receivable User Guide Processing Flowchart The Accounts Receivable module interfaces with other IIPS modules, including CC.COMMON and the Financial Aid module (CC.FA). CC.AR uses some files that are stored in CC.COMMON and interfaces with CC.FA so that financial aid awards can be transferred to student accounts. The flowchart below graphically gives an overview of CC.AR. Note the number beside each box. The number shows the sequence in which the option(s) are executed. 1 Build Support Files A. A/R Codes B. A/R Adjustment Codes C. A/R Type Codes D. A/R Fees Age A/R Balances and Print Aged Trial Balance Report 6 Print Statements & Invoices 7 2 Enter Beginning Balances by Account by A/R or F/A Code 3 Post F/A Awards Accounts Receivable (CC.AR) Post Cash Transactions A. A/R Cash Receipts B. Misc. Cash Receipts 8 Prove Cash and Print Analysis 4 Print Registration Forms and Post Registration Charges 9 Batch Post A/R to G/L 10 5 Post Additional Charges by Student (Insurance, Bookstore, Parking, etc.) Print Reports 11 Accounts Receivable (CC.AR) Overview Accessing the Accounts Receivable Master Menu The Accounts Receivable Master Menu is the main menu for the Accounts Receivable System and serves as a gateway to all processes. To get to the Accounts Receivable Master Menu, you must have access rights to the Accounts Receivable module. Next, you either have to enter commands at the INFORMATION prompt (the colon prompt) or answer system-generated prompts on menus. For the most part, most of you probably access Accounts Receivable through prompts. If you have trouble accessing the Accounts Receivable module, your college's system administrator can help you. After you have successfully accessed CC.AR, the master menu displays: 1-4 Introduction AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> ENTER SELECTION OR TO EXIT= To select a menu item, enter option number at the "ENTER SELECTION OR TO EXIT" prompt. The menu items are described below. 1) Invoice Processing. To access the various invoice-related processes. Through this option, you can manually create or modify student accounts receivable records, charge fees to a student's accounts receivable account, modify existing accounts, charge fees in a batch mode to student accounts receivable accounts for a specified term, age accounts receivable accounts, print various accounts receivable statements or invoices, generate an A/R Batch Report, and change the ARMASTER and ARDETAIL record keys for the purged employees listed in the FPYEOYPG file. 2) Receipt Processing. To access receipt-related processes. Through this option, you can post receipts, generate a Cash Receipts Analysis Report, generate a Cash Deposit Analysis Report, generate a Cashier's Report, produce both a Cash Receipts and Cashier' Recap for a specified closeout period, reprint a specified accounts receivable receipt, and set the time when the transaction date will roll to the next day during receipting. 3) Support Files. To access support file maintenance processes. Through this option, you can add or modify accounts receivable codes that are located in the A/R-CODES file, add or modify accounts receivable adjustment codes that are located in the ARADJ file, enter new types of accounts receivable accounts or maintain existing codes in the ARTYPE file and add or modify registration fees. 4) Reports. To print reports that generate from accounts receivable processes. The reports include a Detail Trial Balance, Summary Trial Balance, Aged Trial Balance, A/R Code Analysis Report, Account Balances by ARCODE Report, Detail Analysis By Term Report, A/R Code Analysis By G/L Account Report, A/R Code Balance Report of Students Receiving Financial Aid, A/R Transactions Report, A/R Receipts Report, A/R & F/A Summary Report, Tuition Remission Report For Students Over 65, and Daily A/R Adjustments Report. 1- 5 Introduction Accounts Receivable User Guide 5) System Processing. To access system processing processes. Through this option, you can perform a zero balance purge, select financial aid award recipients and post awards to accounts receivable accounts, print preregistration or registration forms, reverse charges for students who were purged, purge students from the ARMASTER and ARDETAIL files, add or review beginning balances in accounts receivable accounts, regenerate the name indexing capability of the accounts receivable module, rebuild ARMASTER records, batch post accounts receivable transactions to general ledger, and cross check records in ARMASTER and ARDETAIL. 6) Addendum Notes Print/Inquiry. To display or print the addendum notes from IIPS releases. Accounts Receivable Processes Not In CC.AR Since the Accounts Receivable module (CC.AR) interfaces with other IIPS modules, including Registration (CC.RG), General Ledger (CC.GL), Accounts Payable (CC.AP) and Financial Aid (CC.FA), some accounts receivable processes are located in these modules. Below are three processes that are related to CC.AR but are located in CC.RG and CC.FA. Registration A/R Maintenance/Inquiry The Registration A/R Maintenance/Inquiry Screen is option 1-5-1 in CC.RG. The Registration Fee Maint/Inquiry Screen allows you to define the fees, rates and general ledger number to associate with accounts receivable codes. This screen is not used on a daily basis. Course Maintenance/Inquiry The Course Maintenance/Inquiry Process is option 1-4-2 in CC.RG. The Course Maintenance Screen allows you to maintain the course section record for a specified course A change made in the course section record affects the course section for a specified term. For details about this process, refer to release documentation for IIPS software Release 8.11, which was sent to colleges in August 1995. If you need additional copies, send e-mail to Suzanne Baker at the North Carolina Community College System office in Raleigh. E-mail address is bakers@ncccs.cc.nc.us. Posting Status Maintenance The Posting Status Maintenance Process is option 1-1 in CC.FA. The Posting Status Maintenance Screen allows you to display and change the current posting status. In order to post financial aid awards to accounts receivable, the posting status must be equal to 'B'. For more information about this process, refer to the Financial Aid Information System User Guide. 1-6 Invoice Processing 2 Chapter Invoice Processing Back to Contents Overview ............................................................................................ 2-2 Accessing the Invoice Processing Option ............................................ 2-2 A/R Account Maintenance/Inquiry ...................................................... 2-4 Receivables Maintenance/Inquiry ....................................................... 2-8 Receivables Batch Maintenance ........................................................ 2-12 Age Balances .................................................................................... 2-14 A/R Statements & Invoices ............................................................... 2-17 Standard Statements .......................................................................... 2-18 Special Third Party Statements ......................................................... 2-20 Special Third Party Quarterly Invoices .............................................. 2-22 A/R Batch Report ............................................................................. 2-24 Update ARMASTER/ARDETAIL Records For Purged Employees .. 2-25 2-1 Invoice Processing Accounts Receivable User Guide Overview The Invoice Processing Option is the first menu item on the Accounts Receivable Master Menu. Selecting this option will take you to a submenu, where you can choose to: • modify or create student accounts receivable records • charge fees to student accounts receivable accounts on an individual basis or in a batch mode • age accounts receivable accounts • print various accounts receivable statements, invoices and reports, including the A/R Batch Report • update accounts receivable master and detail records for purged employees Accessing the Invoice Processing Option AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> ENTER SELECTION OR TO EXIT= At the Accounts Receivable Master Menu (see above), select option one, Invoice Processing. The Invoice Processing Menu displays. See next page. 2-2 Invoice Processing AR INVOICE PROCESSING MAR1 1= A/R ACCOUNT MAINTENANCE/INQUIRY 2= RECEIVABLES MAINTENANCE/INQUIRY 3= RECEIVABLES BATCH MAINTENANCE 4= AGE BALANCES 5= A/R STATEMENTS & INVOICES 6= A/R BATCH REPORT 7= UPDATE ARMASTER/ARDETAIL RECORDS FOR PURGED EMPLOYEES ENTER SELECTION OR TO EXIT= The Invoice Processing Menu displays the various invoice-related processes in the Accounts Receivable module. To select a menu item, enter the appropriate number at the "ENTER SELECTION OR TO EXIT" prompt and then press the [RETURN] key. If you do not want to select an option, press the [RETURN] key to exit to the Accounts Receivable Master Menu. The menu items are described below. 1) A/R Account Maintenance/Inquiry. To manually create or modify student accounts receivable records. Use this screen to assign an account type for a third party or stand alone record. 2) Receivables Maintenance/Inquiry. To charge fees to a student's accounts receivable account. You can also use this screen to modify existing accounts. 3) Receivables Batch Maintenance. To charge fees in a batch mode to student accounts receivable accounts for a specified term. For example, if you want to apply parking fees for multiple students for a particular term, use this screen. 4) Age Balances. To age accounts receivable accounts. This option allows you to age select accounts or all accounts. Execute this option based on your college's procedures. It is recommended that you run it at least once a month. 5) A/R Statements & Invoices. To print various accounts receivable statements or invoices. Through this option, you can print standard account receivable statements on preprinted college statement forms (excluding accounts with zero or credit balances), third party statements on preprinted college statement forms, and third party quarterly invoices on white paper. 7) Update ARMASTER/ARDETAIL Records For Purged Employees. To change the ARMASTER and ARDETAIL record keys for the purged employees listed in the FPYEOYPG file from the EMPLOYEE ID to the SSN ID. 2-3 Invoice Processing 6) A/R Batch Report. To generate an A/R Batch Report, which lists batch number, batch date, transaction date, accounts receivable code, adjustment code, account I.D., account name, reference and amount for a specified time range. The data on this report is the data you entered through option 1-3, Batch Maintenance. The report can only be executed once for a range of dates. If you need another A/R Batch Report for that particular batch, you will have to get your college's system administrator to reset the print flag. Accounts Receivable User Guide A/R Account Maintenance/Inquiry If you entered '1' at the prompt on the Invoice Processing Menu, then the following screen displays: A/R ACCOUNT MAINTENANCE/INQUIRY ENTER RECORD KEY OR TO EXIT PROGRAM ? The A/R Account Maintenance/Inquiry Screen allows you to manually create or modify student accounts receivable records. Basically, use this screen to assign an account type for a third party or stand alone record. The other types of student accounts receivable records (curriculum, staff member and continuing education) are most often created automatically (see note below.) The information displayed on this screen includes account type, student name (first, middle, last), address, city, state, zip and third-party code (if applicable). Note: This process manually creates student accounts receivable records. The system can automatically create student accounts receivable records: • when a student registers for one or more curriculum courses and the charges are posted to the Accounts Receivable module (CC.AR) via menu item 5-3, Registration Print & A/R Update (see page 6-8). --or-• when a financial aid award is posted to the CC.AR module via 5-2, Financial Aid Awards Transfer (see page 6-6). When you access this screen, the "ENTER RECORD KEY OR TO EXIT PROGRAM?" prompt displays. You can enter a record key (see description below) if you want to create or modify a record, or you can press the [RETURN] key to exit the program. Adding A Record If you want to create a student accounts receivable record (usually a third party or stand alone record because the other types--curriculum, staff and continuing education--are most often created automatically), enter the student's social security number at the "ENTER RECORD KEY OR TO EXIT PROGRAM ?" prompt. The following screen displays (see next page): 2-4 Invoice Processing A/R ACCOUNT MAINTENANCE/INQUIRY ID: 295078990 1. ACCT TYPE : 2. FIRST 3. MIDDLE 4. LAST 5. ADDRESS 6. CITY 7. STATE 8. ZIP : : : : : : : 9. THIRD PARTY: ENTER ACCT TYPE (99)?.. After you enter the record key (social security number), the cursor prompts you to "ENTER ACCT TYPE (99)?.." See field descriptions below. 1. Acct Type. Enter the one-character numeric account type you want to associate with the student social security number. Currently, there are five A/R Type Codes, which are standard for all colleges: 1 2 3 4 5 Curriculum Student Third Party Staff Member "Stand Alone" Continuing Education The A/R Type Code controls where this process looks to retrieve the name, address, city, state and zip fields. If the A/R Type Code is: 1 2 3 4 5 then then then then then the the the the the process process process process process retrieves retrieves retrieves retrieves retrieves data data data data data from from from from from STUDMAST ARMASTER PERMST ARMASTER CESTUDMAST 2-5 Invoice Processing Accounts Receivable User Guide Sometimes, error messages display. If you: • attempt to create a curriculum student record (type 1) and the student ID is not in STUDMAST, then an error message displays. • attempt to create a staff member record (type 3) and the staff member ID is not in PERMST, then an error message displays. • attempt to create a continuing education record (type 5) and the student ID is not in CESTUDMAST, then an error message displays. 2. First. The first name of the student. 3. Middle. The middle name of the student. 4. Last. The last name of the student. 5. Address. The address of the student. 6. City. The city where the student resides. 7. State. The two character abbreviation for the state where the student resides. 8. Zip. The zip code of the city where the student resides. 9. Third Party. If a third party is responsible for paying a student's fees, enter the name of the third party. Remember to save the entries that you make because they are not saved automatically. To save, enter 'S' at the command line. If you do not want to save your entries, enter 'XX' to cancel or 'Q' to quit. To edit a field, enter the field number at the command line. Modifying A Record If you want to modify a student accounts receivable record (usually a third party or stand alone record because the other types--curriculum, staff and continuing education--are modified on other screens), enter the student social security number. For example, if you want to modify a third-party record for a student with the social security number of '555-55-5555', enter the number at the ""ENTER RECORD KEY OR TO EXIT PROGRAM ?" prompt. The following screen displays (see next page): 2-6 Invoice Processing A/R ACCOUNT MAINTENANCE/INQUIRY ID: 555555555 1. ACCT TYPE: 2 2. FIRST : MARILYN 3. MIDDLE : L 4. LAST : MONROE This indicates this record is a third party record and can be modified using this process. 5. ADDRESS : 999 GRAVEYARD LANE 6. CITY : HOLLYWOOD 7. STATE : CA CALIFORNIA 8. ZIP : 90044 9. THIRD PARTY: MGM CORPORATION ENTER SAVE(S), CANCEL(XX), DELETE(DE), OR FIELD # TO CHANGE ? This screen displays the account type, student name (first, middle, last), address, city, state, and zip code for the record key, 555-55-5555. To modify a field on the screen, enter the field number at the command line prompt. After you make your change, be sure to save the record. Note: If you access a curriculum, staff or continuing education student record and attempt to change the demographic fields (name, address, city, state, zip), the message, "CANNOT CHANGE INFORMATION STORED IN AN ACCOUNT OTHER THAN A/R... TO RETURN?", displays. You can only modify demographic data stored in ARMASTER. The only account receivable records that store demographic data in ARMASTER are stand-alone and third party records (types 4 and 2). 2-7 Invoice Processing Accounts Receivable User Guide Receivables Maintenance/Inquiry If you entered '2' at the prompt on the Invoice Processing Menu, the following screen displays: RECEIVABLES MAINTENANCE/INQUIRY ========================================================================= ID: CURRENT BALANCE: ========================================================================= CD DESC BAL CD DESC BAL ========================================================================== ENTER ACCOUNT OR 'X' TO EXIT? The Receivables Maintenance/Inquiry Screen allows you to charge fees to a student's accounts receivable account. You can also use this screen to modify existing accounts. When you access this process, the "ENTER ACCOUNT OR 'X' TO EXIT?" prompt displays. At this point, you can enter a student account if you want to create or modify a record, or you can enter 'X' to exit the program. If you enter an account number, the process attempts to match the account number to the record I.D. in STUDMAST, ARMASTER, PERMST, and CESTUDMAST. If a match is found in any of these files, the record is displayed on the screen. Creating An Account If no match is found when you enter an account number, the message, "ACCOUNT DOES NOT EXIST...CREATE (Y/N)?", displays. If you want to create a new account, enter 'Y'. The A/R Account Maintenance/Inquiry Screen displays (see page 2-5). Enter the appropriate information. 2-8 Invoice Processing Viewing An Existing Account If a match is found when you enter an account number, the process displays accounts receivables information for that account. A sample screen is shown below: RECEIVABLES MAINTENANCE/INQUIRY ========================================================================= ID:444444444 JENNIFER SELES CURRENT BALANCE: -7851.50 ========================================================================= CD DESC BAL CD DESC BAL 1. 0 BAD CHECKS ON FILE 0.00 2. 22 TECHNICAL TUITION 0.00 3. 100 ACTIVITY FEE 0.00 4. 150 PARKING FEE 0.00 5. 240 GE LATE CHARGE 0.00 6. PELL PELL GRANTS -7851.50 ========================================================================= ENTER CODE OR 'X' TO EXIT? This screen shows accounts receivable information for the student social security number, 444-44-4444. The screen lists I.D., student name, current balance, accounts receivable code, description, and balance. Let's look at this screen. • The ID field and name reside in either the STUDMAST, CESTUDMAST, ARMASTER, or PERMST file depending on what type of A/R code is associated with the student I.D. (see page 2-5). In this case, this record is a type 1 (curriculum student) so the social security number and name reside in STUDMAST. • The Current Balance field resides in ARMASTER regardless of the A/R type. In this case, it is -7,851.50. • The detail records (lines 1-6) reside in ARDETAIL. Each line is an individual record in ARDETAIL. In this case, there are six records in ARDETAIL associated with the record I.D. of '444-44-4444'. If you want to modify (change an existing code or add charges/fees), enter an accounts receivable code at the "ENTER CODE OR 'X' TO EXIT?" prompt. For example, on the above screen, if you want to work with PELL, enter 'PELL' at the prompt. The Receivables Maintenance/Inquiry Detail Screen displays (see next page): 2-9 Invoice Processing Changing Existing Charges/Adding New Charges Accounts Receivable User Guide RECEIVABLES MAINTENANCE/INQUIRY ========================================================================= ID:444444444 JENNIFER SELES CURRENT BALANCE: -7851.50 A/R CODE: PELL: PELL GRANTS CODE BALANCE: -7851.50 ========================================================================= (1) (2) (3) (4) (5) TERM TRANS CODE/REFERENCE DATE REFERENCE AMOUNT 1. 1998*02 PAY 07/27/1998 RMB 10000.00 2. 1998*02 ADJ 9999 - A/P CHECK TO STUDENT 07/30/1998 RFND 000204 1.00 3. 1998*03 CHG 10/14/1998 JCW.TEST 1999.00 4. 1999*01 PAY 01/15/1999 171 -48.50 5. 1999*01 PAY 01/16/1999 170 -100.00 ========================================================================= ENTER (C)HARGE, (A)DJUSTMENT, (R)EVIEW, (S)AVE, OR CANCEL(XX)? The Receivables Maintenance/Inquiry Detail Screen shows all the detail transaction records for the specified accounts receivable code. In this case, this screen shows the PELL account transactions for the student, Jennifer Seles. This screen is where you actually enter charges, make adjustments, or review an account. You enter charges and make adjustments based on a particular term. Notice the command line prompt: "ENTER (C)HARGE, (A)DJUSTMENT, (R)EVIEW, (S)AVE, OR CANCEL(XX)?" The options are described below. Entering A Charge If you want to enter a charge, enter 'C' at the command line prompt. The process prompts you to "ENTER TERM". Enter the term when the charge is to be posted. Next, at the "ENTER TRANSACTION DATE (MM/DD/YYYY) OR ?" prompt, enter the transaction date or press [RETURN] to accept the system date default. At the "ENTER TRANSACTION REFERENCE?" prompt, enter your initials. At the "ENTER TRANSACTION AMOUNT?" prompt, enter the dollar amount of the charge. After you enter the charge, the "ENTER FIELD# TO CHANGE, (S)AVE, OR (N)EXT ENTRY?" prompt displays. You can either enter a field number to change (if you made an error), enter 'S' to save the record, or enter 'N' to NOT save the record (delete the charge you are currently entering.) The "ENTER (C)HARGE, (A)DJUSTMENT, (R)EVIEW, (S)AVE, OR CANCEL(XX)?" prompt redisplays. You can enter another charge, enter an adjustment, review the record, save the record, or cancel the changes. Entering An Adjustment If you want to enter an adjustment, enter 'A' at the command line prompt. The process prompts you to "ENTER TERM". Enter the term when the adjustment is to be posted. Next, at the "ENTER ADJUSTMENT CODE (XXXX)?", enter the adjustment code. If you don't know which adjustment code to use, enter '?' to list the valid codes. At the "ENTER TRANSACTION DATE (MM/DD/YYYY) OR ?" prompt, enter the transaction date or press [RETURN] to accept the system date default. At the "ENTER TRANSACTION REFERENCE?" prompt, enter your initials. At the "ENTER TRANSACTION AMOUNT?" prompt, enter the dollar amount of the adjustment. 2-10 Invoice Processing After you enter the adjustment, the "ENTER FIELD# TO CHANGE, (S)AVE, OR (N)EXT ENTRY?" prompt displays. You can either enter a field number to change (if you made an error), enter 'S' to save the record, or enter 'N' to NOT save the record (delete the adjustment you are currently entering.) The "ENTER (C)HARGE, (A)DJUSTMENT, (R)EVIEW, (S)AVE, OR CANCEL(XX)?" prompt redisplays. You can enter a charge, enter another adjustment, review the record, save the record, or cancel the changes. Reviewing If you want to review an account, enter 'R' at the command line prompt. The detail records for the specified account display. Saving A Record After you make changes to an account (charges, adjustments), be sure to save the changes. Enter 'S' at the command line prompt. Cancelling Changes If you make changes to a record but do not want to save the changes, enter 'XX' to cancel. When you enter 'XX' you will be returned to the Receivables Maintenance/Inquiry Screen (see page 2-9). You can choose to view/modify other account codes on the screen or you can exit the process completely by entering 'X'. 2-11 Invoice Processing Accounts Receivable User Guide Receivables Batch Maintenance If you entered '3' at the prompt on the Invoice Processing Menu, the following screen displays: ACCOUNTS RECEIVABLE RECEIVABLES BATCH MAINTENANCE SAR13 1. TERM 2. A/R CODE 3. ADJUSTMENT CODE 4. TRANSACTION DATE 5. ID NUMBER: 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 : : : : RUNNING BALANCE REFERENCE: AMOUNT: ENTER TERM OR TO EXIT ?..... The Receivables Batch Maintenance Screen allows you to charge fees in a batch mode to student accounts receivable accounts for a specified term. For example, if you want to apply parking fees for multiple students for a particular term, use this screen. When you access this screen, the "ENTER TERM OF TO EXIT?..." prompt displays. You can choose to enter a term to process or press the [RETURN] key to exit the process. If you choose to enter a term, enter the four-digit term in the format YYYY*TT where YYYY is the four-digit year and TT is the two-digit term. The fields are described below. 1. Term. See description above. 2. A/R Code. Enter the accounts receivable code that you want the charges/fees to apply. If you don't know the A/R code, enter a '?' to list the valid A/R codes. For example, if you are applying parking fees, enter the accounts receivable code for parking fees. 3. Adjustment Code. If you are making adjustments, enter the adjustment code or enter a '?' to list the valid adjustment codes to choose from. If you are applying charges or fees, press the [RETURN] key to skip this field. 4. Transaction Date. Enter the date of the transaction in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year. If you want the system date to appear in this field, press the [RETURN] key. 2-12 Invoice Processing 5. ID Number. Enter the social security number of the person you want to apply fees. If you enter a valid social security number, the person's name displays beside the I.D. If you enter an invalid social security number, the message, "RESPONSE NOT IN CODE FILE", displays. Re-enter a valid social security number. Reference. Enter a reference to associate with the entry. The maximum length for a reference entry is 17 characters. The most common reference is the operators initials. Amount. Enter the amount of the fee. Running Balance. A display-only field that displays a running balance of the fees you enter on this screen. After you have keyed an entry in the Amount field, the process prompts you to enter another ID number. Enter another social security number, reference, and amount. The Running Balance field increments by the amount and displays the running total. Repeat this process to key more entries. To exit, enter '/'. The "ENTER SAVE(S), CANCEL(XX), OR FIELD # TO CHANGE" prompt displays. Enter 'S' to save your entries, enter 'XX' to cancel what you have keyed, or enter a field number to change. A sample screen with entries is shown below. ACCOUNTS RECEIVABLE RECEIVABLES BATCH MAINTENANCE SAR13 1. TERM 2. A/R CODE 3. ADJUSTMENT CODE 4. TRANSACTION DATE : 1998*03 : 150 PARKING FEE : : 02/01/1999 REFERENCE: DGC DGC RUNNING BALANCE 30.00 ENTER ID NUMBER< 3> ?.......... This sample screen shows that parking fees are being charged to two students for term 1998*03. It currently has a running total of $30.00. The screen is in data-entry mode as evident by the "ENTER ID NUMBER <3>?" prompt. 2-13 Invoice Processing 5. ID NUMBER: 5.1 555555555 MARILYN L MONROE 5.2 444444444 JENNIFER SELES 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 AMOUNT: 10.00 20.00 Accounts Receivable User Guide Age Balances If you entered '4' at the prompt on the Invoice Processing Menu, the following screen displays: RECEIVABLES AGING PROCESS DO YOU WISH TO AGE SELECTED ACCOUNTS? (Y)ES -OR- (N)O = The Receivables Aging Process Screen allows you to age accounts receivable accounts. This option allows you to age select accounts or all accounts. Execute this option based on your college's procedures. It is recommended that you run it at least once a month. Note: Most colleges run this report weekly and some of the larger ones run it daily. This process reads both the ARMASTER and ARDETAIL files then takes the detail records in ARDETAIL and distributes them into the appropriate age buckets (0-30, 31-60, 61-90, 91-over). The process sums all the detail records and compares that balance with the balance in the ARMASTER file. The results of this comparison print on the Aged Trial Balance Report, which generates from this process. If the sum of the detail records for an account matches the balance in ARMASTER, then the Aged Trial Balance Report reflects this by printing the record without an asterisk in the last column of the report. If the sum of the detail records for an account does not match the balance in ARMASTER, then the Aged Trial Balance Report reflects this by printing the record with an asterisk in the last column. An out-ofbalance condition should be researched and corrected. When you access this screen, the "DO YOU WISH TO AGE SELECTED ACCOUNTS ? (Y)ES -OR(N)O =" prompt displays. Enter 'Y' to age only selected accounts or 'N' to age all accounts. Note: Aging all accounts takes time. If you choose to age all accounts, it is a good idea to have everyone out of CC.AR. 2-14 Invoice Processing Aging Selected Accounts If you enter 'Y' at the "DO YOU WISH TO AGE SELECTED ACCOUNTS?" prompt, the following screen displays: ****** SELECTION IN PROGRESS ***** PLEASE ENTER ACCOUNT TO AGE = Enter the account number of the account you want to age and press the [RETURN] key. The "PLEASE ENTER ACCOUNT TO AGE =" prompt redisplays. Either enter another account to age, or if you do not want to enter another account, press the [RETURN] key to exit from the prompt. After you have finished entering account(s) to age, the process displays the following: A/R Aging Process Enter Effective Date (MM/DD/YYYY) Or ? Enter the effective date for the aging process. For example, if you want to begin the aging process the first day of March in 1999, enter '03/01/1999' at the prompt. If you do not want to execute the aging process, press the [RETURN] key to exit. Aging All Accounts If you enter 'N' at the "DO YOU WISH TO AGE SELECTED ACCOUNTS?" prompt, the following screen displays: ***** SORT NOW IN PROGRESS ***** 12 records selected. The following screen displays (see next page): 2-15 Invoice Processing Accounts Receivable User Guide A/R Aging Process Enter Effective Date (MM/DD/YYYY) Or ? Enter the effective date for the aging process. For example, if you want to begin the aging process the first day of March in 1999, enter '03/01/1999' at the prompt. If you do not want to execute the aging process, press the [RETURN] key to exit. Whether you age selected accounts or all accounts, an Aged Trial Balance Report generates. The Age Trial Balance lists account, name, current balance, balance for 30-60-90 days, summary balance and audit status. Totals are printed for all balance fields. Pay attention to any asterisks that appear in columns. Asterisks denote an out of balance condition between the ARDETAIL records and the ARMASTER balance for a particular account. 2-16 Invoice Processing A/R Statements & Invoices If you entered '5' at the prompt on the Invoice Processing Menu, the following menu displays: AR A/R STATEMENTS & INVOICES MAR151 1= STANDARD STATEMENTS 2= SPECIAL THIRD PARTY STATEMENTS 3= SPECIAL THIRD PARTY QUARTERLY INVOICES ENTER SELECTION OR TO EXIT= The A/R Statement & Invoices Menu displays the various statements and invoice programs available. Choose the option you want by entering the appropriate menu number at the "ENTER SELECTION OR TO EXIT=" prompt. The menu options are described below. 1) Standard Statements. To print standard account receivable statements on preprinted college statement forms. This option does not print statements for accounts with zero or credit balances. 2) Special Third Party Statements. To print third party statements on preprinted college statement forms. This option prints in summary form. 3) Special Third Party Quarterly Invoices. To print third party quarterly invoices on white paper. 2-17 Invoice Processing Accounts Receivable User Guide Standard Statements If you entered '1' at the prompt on the A/R Statements & Invoices Menu, the following screen displays: AR A/R STATEMENTS QAR1511 Have Accounts Been Aged? (Y,N) : The A/R Statements Screen allows you to generate standard account receivable statements on preprinted college statement forms. This option does not print statements for accounts with zero or credit balances. When you access this screen, the "Have Accounts Been Aged? (Y/N):" prompt displays. If accounts have not been aged (see option on page 2-15), enter 'N' to exit. If accounts have been aged, enter 'Y' to continue. If you entered 'Y', the "Do You Wish Statements For Selected Accounts (,N) :" prompt displays. If you want to generate statements for selected accounts press the [RETURN] key. If you do not want to generate statements for selected accounts (meaning you want to generate statements for all accounts), enter 'N'. Generating Statements For Selected Accounts If you chose to generate statements for selected accounts, the following screen displays: AR A/R STATEMENTS ----- Enter ACCOUNT(S) To Be Processed ----- QAR1511 Enter the account(s) to be processed. After you have entered all the accounts you want to select, press the [RETURN] key at the "Enter ACCOUNT(S) To Be Processed" prompt. The process then prompts you to "ENTER BEGINNING TERM (YYYY*TT) FOR STATEMENTS: ?" Enter the term for which the statements are to be generated. Statements for the accounts you entered for the term you specified will generate. 2-18 Invoice Processing Generating Statements For All Accounts If you chose to generate statements for all accounts, the following screen displays: Do You Want ALL Account Types? (,N) : If you want all account types (curriculum, third party, staff member, stand alone or continuing education) to print, press the [RETURN] key. The system will prompt you to verify your choice. If you continue, the system prompts you to enter the term. Enter the term for which you want statements to print. If you want to choose the account types to print, enter 'N' at the "Do You Want ALL Account Types? ():" prompt. The "Enter Account Type :" prompt displays. Enter the account type(s) you want to generate. The system will prompt you to verify your choice. If you continue, the system prompts you to enter the term. Enter the term for which you want statements to print. 2-19 Invoice Processing Accounts Receivable User Guide Special Third Party Statements If you entered '2' at the prompt on the A/R Statements & Invoices Menu, the following screen displays: AR A/R THIRD PARTY STATEMENTS QTPS Have Accounts Been Aged? (Y)es, (N)o : The A/R Third Party Statements Screen allows you to generate third party account receivable statements on preprinted statement forms. When you access this screen, the "Have Accounts Been Aged? (Y/N):" prompt displays. If accounts have not been aged (see option on page 2-15), enter 'N' to exit. If accounts have been aged, enter 'Y' to continue. If you entered 'Y', the "Do You Want To Select ALL Accounts? (Y)es, (N)o :" prompt displays. If you want to generate statements for selected accounts enter 'N'. If you do not want to generate statements for selected accounts (meaning you want to generate statements for all accounts), enter 'Y'. Generating Third Party Statements For Selected Accounts If you chose to generate third party statements for selected accounts, the following screen displays: AR A/R STATEMENTS ----- Enter ACCOUNT(S) To Be Processed ----- QAR1511 Enter the account(s) to be processed. After you have entered all the accounts you want to select, press the [RETURN] key at the "Enter ACCOUNT(S) To Be Processed" prompt. The process then prompts you to "ENTER BEGINNING TERM (YYYY*TT) FOR STATEMENTS: ?" Enter the term for which the statements are to be generated. Next, at the "WOULD YOU LIKE THE ACCOUNT CODE PRINTED ON THE STATEMENT? ('Y' OR 'N')", enter either a 'Y' to have the account code print on the statements or a 'N' to not have the account code print on the statements. Statements for the accounts you entered for the term you specified will generate. 2-20 Invoice Processing Generating Third Party Statements For All Accounts If you chose to generate statements for all accounts, the following screen displays: Accounts Requested : ALL ACCOUNTS Is This What You Want? (Y)es, (N)o :Y If you want to generate third party statements for all accounts, enter 'Y' at the verification prompt. The system prompts you to enter the term. Enter the term for which you want statements to print. Enter the term for which the statements are to be generated. Next, at the "WOULD YOU LIKE THE ACCOUNT CODE PRINTED ON THE STATEMENT? ('Y' OR 'N')", enter either a 'Y' to have the account code print on the statements or a 'N' to not have the account code print on the statements. Statements for the term you specified will generate. 2-21 Invoice Processing Accounts Receivable User Guide Special Third Party Quarterly Invoices If you entered '3' at the prompt on the A/R Statements & Invoices Menu, the following screen displays: AR A/R SPECIAL THIRD PARTY INVOICES QTPI Do You Want To Select ALL Accounts? (Y)es, (N)o : The Special Third Party Quarterly Invoices Screen allows you to generate third party quarterly invoices on stock paper. When you access this screen, the "Do You Want To Select ALL Accounts? (Y)es, (N)o :" prompt displays. If you want to generate invoices for selected third party accounts, enter 'N'. If you want to generate invoices for all third party accounts, enter 'Y'. Generating Special Third Party Quarterly Invoices For Selected Accounts If you chose to generate invoices for selected accounts, the following screen displays: AR A/R SPECIAL THIRD PARTY INVOICES ----- Enter ACCOUNT(S) To Be Processed ----- QTPI Enter the account(s) to be processed. After you have entered all the accounts you want to select, press the [RETURN] key at the "Enter ACCOUNT(S) To Be Processed" prompt. The process lists the number of accounts you entered and prompts you to verify. If correct, enter 'Y' to proceed. If incorrect, enter 'N' to quit the process. If you entered 'Y' at the verification prompt, the process prompts you to "ENTER BEGINNING TERM (YYYY*TT) FOR STATEMENTS: ?" Enter the term for which the statements are to be generated. Next, at the "ENTER BEGINNING DATE OR FOR ENTIRE QUARTER:" prompt, enter either the beginning date for the invoices or press [RETURN] for the entire quarter (based on the term you entered). 2-22 Invoice Processing Generating Special Third Party Quarterly Invoices For All Accounts If you chose to generate invoices for all accounts, the following screen displays: Accounts Requested : ALL ACCOUNTS Is This What You Want? (Y)es, (N)o :Y If you want to generate third party quarterly invoices for all accounts, enter 'Y' at the verification prompt. The system prompts you to enter the term. Enter the term for which the invoices are to be generated. Next, at the "ENTER BEGINNING DATE OR FOR ENTIRE QUARTER:" prompt, enter the beginning date for the invoices or press the [RETURN] key for the entire quarter (based on the term you entered). Invoices for the term you specified will generate. 2-23 Invoice Processing Accounts Receivable User Guide A/R Batch Report If you entered '6' at the prompt on the Invoice Processing Menu, the following screen displays: A/R Batch Report Enter Beginning Date (MM/DD/YYYY) : ? The A/R Batch Report Screen allows you to generate an A/R Batch Report, which lists batch number, batch date, transaction date, accounts receivable code, adjustment code, account I.D., account name, reference and amount for a specified time range. The data on this report is the data you entered through option 1-3, Receivables Batch Maintenance. The report can only be executed once for a range of dates after you have made entries via option 1-3. If you need another A/R Batch Report for that particular batch, you will have to get your college's system administrator to reset the print flag for the dates you entered. When you access this screen, the process prompts you to "Enter Beginning Date (MM/DD/YYYY)." Enter the beginning date for the report. Next, the process prompts you to enter the ending date for the report. Enter the ending date. The process prompts you to "Enter TERM (YYYY*TT), OR (CR) All Terms ?" Enter the term you want to print or press the [RETURN] key to include all terms on the report. A sample report is shown below. ACCOUNTS RECEIVABLE RAR15 ======================================================================================================= PAGE: 1 BATCH REPORT 09:38:28 21 MAY 1999 TERM: ALL TERMS 01/01/1999 THRU 05/20/1999 BATCH-NO BATCH-DATE TRANS-DATE A/R-CODE ADJ-CODE ACCOUNT-ID NAME REFERENCE --AMOUNT-======================================================================================================= 100 01/10/1999 01/10/1999 30 123456789 SMITH DGC 100.00 01/10/1999 01/10/1999 30 124578654 DOE DGC 100.00 --------200.00 101 03/20/1999 03/20/1999 03/20/1999 03/20/1999 03/20/1999 03/20/1999 41 30 31 555555555 666666666 444444444 MONROEDGC KELLY DGC BLAKE DGC 100.00 200.00 500.00 --------800.00 A/R Batch Report 2-24 Invoice Processing Update ARMASTER/ARDETAIL Records For Purged Employees If you entered '7' at the prompt on the Invoice Processing Menu, the following screen displays: ACCOUNTS RECEIVABLE 10.0 PAR17 7.9.3 ========================================================================== UPDATE ARMASTER AND ARDETAIL ACCOUNTS FOR PURGED EMPLOYEES ========================================================================== This process will change the ARMASTER and ARDETAIL record keys for the purged employees listed in the FPYEOYPG file from the EMPLOYEE ID to the SSN ID. The FPYEOYPG file was created when the end-of-year PURGE was run in CC.PY. Enter 'S' to Start or 'XX' to Exit. This process will change the ARMASTER and ARDETAIL record keys for the purged employees listed in the FPYEOYPG file from the EMPLOYEE ID to the SSN ID. The FPYEOYPG file was created when the end-of-year PURGE was run in CC.PY. To begin the process, enter 'S' to start. If you do not want to execute this process, enter 'XX' to exit. 2-25 Invoice Processing Receipt Processing 3 Chapter Receipt Processing Back to Contents Overview ............................................................................................ 3-2 Accessing the Receipt Processing Option ............................................ 3-2 A/R Cash Receipt Entry ...................................................................... 3-4 Miscellaneous Cash Receipt Entry ...................................................... 3-7 Cash Receipt Analysis ...................................................................... 3-10 Cash Deposit Analysis ...................................................................... 3-12 Cashier's Report ................................................................................ 3-14 F/A To Tuition Credit Transfer Report .............................................. 3-16 Cash Receipts Analysis & Cashier's Report....................................... 3-18 Re-Print A Receipt ............................................................................ 3-20 Telephone Reg Receipt Roll Time .................................................... 3-21 3-1 Receipt Processing Accounts Receivable User Guide Overview The Receipt Processing Option is the second menu item on the Accounts Receivable Master Menu. Selecting this option will take you to a submenu, where you can choose to: • post receipts for specific terms • produce receipt related reports, including Cash Receipts Analysis Report, Cash Deposits Analysis Report, Cashier's Report, Tuition Credit Transfer Report, Cash Receipts Analysis & Cashier's Report • reprint an accounts receivable receipt • set the roll over time for the transaction date Accessing the Receipt Processing Option AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> ENTER SELECTION OR TO EXIT= At the Accounts Receivable Master Menu (see above), select option two, Receipt Processing. The Receipt Processing Menu displays. See next page. 3-2 Receipt Processing AR RECEIPT PROCESSING MAR2 1= A/R CASH RECEIPT ENTRY 2= MISCELLANEOUS CASH RECEIPT ENTRY 3= CASH RECEIPT ANALYSIS 4= CASH DEPOSIT ANALYSIS 5= CASHIER'S REPORT 6= F/A TO TUITION CREDIT TRANSFER REPORT 7= CASH RECEIPTS ANALYSIS & CASHIER'S REPORT 8= RE-PRINT A RECEIPT 9= Telephone Reg Receipt Roll Time ENTER SELECTION OR TO EXIT= The Receipt Processing Menu displays the various receipt-related processes in the Accounts Receivable module. To select a menu item, enter the appropriate number at the "ENTER SELECTION OR TO EXIT" prompt and then press the [RETURN] key. If you do not want to select an option, press the [RETURN] key to exit to the Accounts Receivable Master Menu. The menu items are described below. 1) A/R Cash Receipt Entry. To post receipts for a specified term from an entity (people, companies) that do have an accounts receivable account. 2) Miscellaneous Cash Receipt Entry. To post receipts for a specified term from an entity that does not have an accounts receivable account. 3) Cash Receipt Analysis. To generate a Cash Receipts Analysis Report that lists receipts received for a specified time range. The report is really multiple reports, listing cash receipts by general ledger account number, by code, by type of exchange (cash, credit card, check, void), by type of credit card. 4) Cash Deposit Analysis. To generate a Cash Deposit Analysis Report that lists all cash transaction for a specified date range. The ARCASH file records are printed on the report by cashier identifier and receipt number, and the total amount is printed for each receipt along with a total by cashier. 5) Cashier's Report. To generate a Cashier's Report, which prints ARCASH file records by cashier, by exchange type for the time range you specify. You can also specify a beginning and ending receipt number as well as a cashier's I.D. if you want a more specific report. 7) Cash Receipts Analysis & Cashier's Report. To produce both a Cash Receipts and Cashier' Recap for a specified closeout period. This option is executed on a daily basis and produces from four to six reports. 8) Re-Print A Receipt. To reprint a specified accounts receivable receipt. 9) Telephone Reg Receipt Roll Time. To set the time when the transaction date will roll to the next day during receipting. 3-3 Receipt Processing 6) F/A To Tuition Credit Transfer Report. To generate a report that determines the amount for which checks should be written and receipted to the appropriate institutional fund accounts and deposited to the appropriate state fund account. Accounts Receivable User Guide A/R Cash Receipt Entry If you entered '1' at the prompt on the Receipt Processing Menu, then the following screen displays: PASSWORD? The A/R Cash Receipt Entry Screen is password protected. If you have access rights to this process, enter your password on the above screen. If you do not have access rights to this process, press [RETURN] to exit. After you enter a valid password, the following screen displays: ENTER CASHIER ID? Enter your cashier id at the prompt. The following screen displays: ENTER CASHIER ID?DGC ENTER PRINTER DESTINATION ( = DEFAULT) ? If you want receipts to print at a specific printer, enter the printer destination at the above prompt. If you want the receipts to print at the default printer, press the [RETURN] key. After you provide a response, the following screen displays: ENTER CASHIER ID?DGC ENTER PRINTER DESTINATION ( = DEFAULT) ? ENTER DEFAULT TERM (YYYY/MM) ? Enter the default term for the receipts you are going to enter. The term's format is YYYY/TTwhere YYYY is the four-digit year and TT is the two-digit term. After you enter a valid term, the A/R Cash Receipt Entry Screen displays (see next page): 3-4 Receipt Processing CASH RECEIPTS ENTRY ======================================================================== ID: CURRENT BALANCE: ======================================================================== CD DESC BAL CD DESC BAL ======================================================================== ENTER ACCOUNT OR 'X' TO EXIT? The Cash Receipt Entry Screen allows you to post receipts from an entity (student, companies) that has an accounts receivable account established at your college. General Rule: All monies that go into community colleges must funnel through this process or the Miscellaneous Cash Receipts Process (see page 3-7) except: • monthly state certification funds • any federal funds or letters of credit When you access this process, the cursor is positioned on the "ENTER ACCOUNT OR 'X' TO EXIT?" prompt. You can enter an account to which you want to post the receipt, or you can enter 'X' to exit. If you choose to post a receipt, enter the account number of the entity that the receipt is to be posted. For example, if you want to post a receipt to a student, enter the student's account number, which is typically the student identification number (social security number). After you enter a valid account number, the Cash Receipts Entry Screen displays the account number, current balance, and detail transactions. 3-5 Receipt Processing Accounts Receivable User Guide For example purposes, the following screen shows the account for a student, Marilyn Monroe. CASH RECEIPTS ENTRY ======================================================================== ID: 555555555 - MARILYN L MONROE CURRENT BALANCE: -7843.50 ======================================================================== CD DESC BAL CD DESC BAL 1. 0 BAD CHECKS ON FILE 0.00 2. 22 TECHNICAL TUITION 0.00 3. 100 ACTIVITY FEE 0.00 4. 150 PARKING FEE 8.00 5. 240 GE LATE CHARGE 0.00 6. PELL PELL GRANTS -7851.50 =========================TOTAL PAID: 0.00============================= ENTER (F)ULL PAYMENT, (P)ARTIAL PAYMENT, OR 'X' TO EXIT? Looking at Marilyn's accounts receivable information, we can tell that she's been bad this term and has an $8.00 charge for parking fees. She's been parking in the president's parking space quite often, which is a grave offense. Let's say that Marilyn walks into the business office and wants to make amends and pay her parking fines. Of course, she has several payment options. She can make a full payment or a partial payment. Since her career has been a bit dead lately, she can only afford to make a $6.00 payment. To post the $6.00 partial pay, we would: • enter 'P' at the "ENTER (F)ULL PAYMENT, (P)ARTIAL PAYMENT, OR 'X'" prompt • enter '6.00' at the "ENTER PAYMENT AMOUNT OR TO ENTER CODE?" prompt • press the [RETURN] key at the "ENTER THIRD PARTY ACCOUNT OR TO CONTINUE?" prompt because Marilyn is paying the fee herself. No third party is responsible for payment • press the [RETURN] key at the "ENTER TRANSACTION DATE (MM/DD/YYYY) OR FOR TODAY?" prompt to accept the system date as the default • enter 'CA' at the "(CA)SH OR (CH)ECK OR (CC)CREDIT CARD?" prompt because Marilyn is paying with cash • press the [RETURN] key at the "ENTER COMMENT OR TO CONTINUE ?" prompt to skip the comments field. After we have completed the above, the record is saved, the partial payment is posted and a blank A/R Cash Receipts Entry Screen displays. 3-6 Receipt Processing Miscellaneous Cash Receipt Entry If you entered '2' at the prompt on the Receipt Processing Menu, the following screen displays: PASSWORD? The Miscellaneous Cash Receipt Entry Screen is password protected. If you have access rights to this process, enter your password on the above screen. If you do not have access rights to this process, press [RETURN] to exit. After you enter a valid password, the following screen displays: ENTER CASHIER ID? Enter your cashier id at the prompt. The following screen displays: ENTER CASHIER ID?DGC ENTER PRINTER DESTINATION ( = DEFAULT) ? If you want receipts to print at a specific printer, enter the printer destination at the above prompt. If you want the receipts to print at the default printer, press the [RETURN] key. After you provide a response, the following screen displays: ENTER PRINTER DESTINATION ( = DEFAULT) ? ENTER DEFAULT TERM (YYYY/MM) ? Enter the default term for the receipts you are going to enter. The term's format is YYYY/TT where YYYY is the four-digit year and TT is the two-digit term. After you enter a valid term, the Miscellaneous Cash Receipt Entry Screen displays (see next page): 3-7 Receipt Processing ENTER CASHIER ID?DGC Accounts Receivable User Guide ACCOUNTS RECEIVABLE PAR21.1 ========================================================================= MISCELLANEOUS CASH RECEIPT ENTRY CASHIER: DGC PRINTER DEST: DEFAULT RECEIPT NUMBER: TERM: 95/09 ========================================================================= (1) (2) (3) (4) (5) (6) CODE DESCRIPTION DATE REFERENCE AMOUNT EXC BANK-ID =============================TOTAL: 0.00============================ ENTER "N" FOR NEXT RECEIPT NUMBER OR TO EXIT PROGRAM: The Miscellaneous Cash Receipt Entry Screen allows you to post receipts from an entity that does not have an accounts receivable account at your college. For example, some colleges don't post parking fees against students accounts receivable accounts. Those colleges would use this process to collect fees. When you access this process, the cursor is positioned at the "ENTER 'N' FOR NEXT RECEIPT NUMBER OR TO EXIT PROGRAM:" prompt. You can choose to enter 'N' to have the system automatically assign the next available receipt number, or you can press the [RETURN] key to exit the program. If you enter 'N', the process assigns a receipt number. The process then prompts you to "ENTER A/R CODE .." Enter a valid A/R code from the ARCODES file. If you want to choose from a list of A/R codes, enter '?' at the prompt then select the appropriate code. For example, let say a visitor to our college campus parked in the faculty parking lot a received a $5.00 parking citation. The visitor doesn't have an accounts receivable account so we use the Miscellaneous Cash Receipt Entry Screen to process the receipt. We would: • enter the A/R code for parking fees at the "ENTER A/R CODE" prompt. At our college, the A/R code for parking fees is "100" • enter the transaction date or press the [RETURN] key to accept the default system date at "ENTER TRANSACTION DATE" prompt • enter a reference (operator's initials, etc.) at the "ENTER TRANSACTION REFERENCE" prompt • enter the transaction amount (in our case $5.00) at the "ENTER TRANSACTION AMOUNT (9999999.99)" prompt 3-8 Receipt Processing • enter the payment method at the "ENTER EXCHANGE (CA)SH, (CH)ECK, (CC)CREDIT CARD" prompt. In our case, the payment method was cash, so we entered 'CA'. If the payment method was 'CH' for check, then we would have been prompted to enter the bank-id. If the payment had been 'CC', then we would have been prompted to enter the credit card number. The proper format is type of credit card, credit card number, expiration date. (For example: VISA, 123456789, 11/2000). After we complete the record, the "ENTER SAVE(S), CANCEL(XX), OR FIELD # TO CHANGE:" prompt displays. At this point, if all our entries are correct, we would enter 'S' to save. If for any reason we didn't want to save the record, we would enter 'XX' to cancel. If we wanted to change a specific field, we would enter the field number. After the record is saved, the "ENTER A/R CODE" prompt redisplays. If you want to post another receipt, enter the appropriate accounts receivable code. If you do not want to enter another receipt, press the [RETURN] key to get to the "ENTER SAVE(S), OR CANCEL(XX):" prompt. You can either save the record or cancel without saving. 3-9 Receipt Processing Accounts Receivable User Guide Cash Receipt Analysis If you entered '3' at the prompt on the Receipt Processing Menu, the following screen displays: CASH RECEIPTS ANALYSIS ENTER STARTING DATE = The Cash Receipts Analysis Screen allows you to generate a Cash Receipts Analysis Report that lists receipts received for a specified time range. Enter the beginning date for the Cash Receipts Analysis Report. Enter in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year. The process displays the following: ENTER ENDING DATE = Enter the ending date for the report. Enter in the same format as above. The process uses the beginning and ending dates to generated the Cash Receipts Analysis Report. The report is really multiple reports, listing cash receipts by reference number, by code and by general ledger account number. After you enter a valid beginning and ending date, the process selects receipts that were received during the specified time range. The receipts are compiled and printed on the Cash Receipts Analysis Report. See sample reports below. PAGE: 1 CASH RECEIPTS ANALYSIS 01/01/1999 THRU 05/20/1999 ACCOUNT # 245123456 NAME SEM CODE DESC G/L# 11:34:34 05-20-1999 REFERENCE 530 PAY-DATE PAY AMOUNT 100.00 --------100.00 200.00 -------200.00 500.00 --------500.00 THORN, TOM 1998*03 32 OCCUPATIONAL 11-000-10330 01/13/1999 531 987654321 BROWN, LEROY 31 ACADEMIC 11-000-10310 01/14/1999 532 132456789 GREEN, JANE 32 OCCUPATIONAL 11-000-10330 01/13/1999 Cash Receipts Analysis 3-10 Receipt Processing CASH RECEIPTS ANALYSIS BY CODE 02/28/1999 THRU 02/29/1999 21 22 100 155 300 PELL COLLEGE TRANSFER TECHNICAL TUITION ACTIVITY FEE PARKING FINES LIBRARY FINES PELL GRANT 11-000-10210-0000-00 11-000-10220-0000-00 05-604-10921-0000-00 02-100-10922-0000-00 01-130-10930-0000-00 02-924-01575-0000-00 1200.00 5000.00 1000.00 1200.00 1100.00 -2000.00 ====== 7500.00 CASH RECEIPTS ANALYSIS BY G/L ACCOUNT 02/28/1999 THRU 02/29/1999 CODE 300 155 PELL 100 21 22 DESCRIPTION LIBRARY FINES PARKING FINES PELL GRANT ACTIVITY FEE COLLEGE XFER TECHNICAL G/L # 01-130-10930-0000-00 02-100-10922-0000-00 02-924-01575-0000-00 05-604-10921-0000-00 11-000-10210-0000-00 11-000-10220-0000-00 TOTAL 1100.00 1200.00 -2000.00 1000.00 1200.00 5000.00 ====== 7500.00 INSTITUTIONAL 1100.00 1200.00 - 2000.00 1000.00 STATE 0.00 0.00 0.00 0.00 1200.00 5000.00 ======= 6200.00 COUNTY 0.00 0.00 0.00 0.00 ======= 1300.00 ==== 0.00 Cash Receipts Analysis (continued) 3-11 Receipt Processing Accounts Receivable User Guide Cash Deposit Analysis If you entered '4' at the prompt on the Receipt Processing Menu, the following screen displays: PASSWORD? Enter your password on the above screen to continue. After you enter a valid password, the Cash Deposit Analysis Screen displays: CASH DEPOSIT ANALYSIS ENTER STARTING DATE = The Cash Deposit Analysis Screen allows you to generate a Cash Deposit Analysis Report that lists all cash transaction for a specified date range. The ARCASH file records are printed on the report by cashier identifier and receipt number, and the total amount is printed for each receipt along with a total by cashier. Enter the beginning date for the Cash Deposit Analysis Report. Enter in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year. The process displays the following: ENTER ENDING DATE = Enter the ending date for the report. Enter in the same format as above. The process uses the beginning and ending dates to generated the Cash Deposit Analysis Report. See sample report on the next page. 3-12 Receipt Processing CASH DEPOSIT FOR CASHIER 11 RCPT..... 568 570 05-20-1999 PAGE 1 AMT......... 334.50 300.00 --------634.50 NAME......................................... ROSE, SHELIA ROSE, SHELIA TRDATE...... 12/06/1999 12/06/1999 CASH DEPOSIT FOR CASHIER 12 RCPT..... 610 05-20-1999 PAGE 2 AMT......... 200.00 --------200.00 NAME......................................... BAT, U.B.A. TRDATE...... 12/06/1999 CASH DEPOSIT FOR CASHIER AH RCPT..... 536 561 562 613 NAME......................................... ROBERS, KENNY WOLVES, KEVIN HACKER, L.V. LOWTOVO, B. 05-20-1999 TRDATE...... 12/06/1999 12/06/1999 12/06/1999 12/06/1999 PAGE 3 AMT......... 25.00 25.00 25.00 10.00 ------85.00 Cash Deposits Analysis Report 3-13 Receipt Processing Accounts Receivable User Guide Cashier's Report If you entered '5' at the prompt on the Receipt Processing Menu, the following screen displays: PAR24 REL 8.0 PG-> 1 of 1 05/15/96 CASHIERS RECAP 1. BEGINNING RECEIPT NUMBER..: 2. ENDING RECEIPT NUMBER.....: 3. CASHIER ID OR FOR ALL: 4. STARTING DATE.............: 5. ENDING DATE...............: The Cashier's Report Screen allows you to generate a Cashier's Report, which prints ARCASH file records by cashier, by exchange type for the time range you specify. You can also specify a beginning and ending receipt number as well as a cashier's I.D. if you want a more specific report. The fields are described below. 1. Beginning Receipt Number. If you want to generate a Cashier's Report beginning with a specific receipt number, enter the receipt number. Otherwise, press [RETURN] to skip this field. 2. Ending Receipt Number. If you want to generate a Cashier's Report ending with a specific receipt number, enter the receipt number. If you entered a beginning receipt number and want to encompass all receipt numbers from that point to the end, press the [RETURN] key. If you didn't enter a beginning receipt number, press [RETURN] to skip this field. 3. Cashier ID or for All. If you want to generate a report for a specific cashier, enter the cashier's I.D. Otherwise, press [RETURN] for all cashiers. 4. Starting Date. Enter the beginning date for the report. Enter in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year. A required field. 5. Ending Date. Enter the ending date for the report. Enter in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day, and YYYY is the four-digit year. A required field. After you make entries in the fields, the command line displays. At the command line, you can enter 'S' to save, 'XX' to cancel, or a field number to edit. If you enter 'S', the report generates. See sample on the next page. 3-14 Receipt Processing PAGE: 1 RECEIPT REMITTER CASHIERS RECAP - CASHIER AGE EXCHANGE BANK ENTRY DATE TRANS DATE TERM 08:33:05 03-01-1999 AR-CODE AMOUNT 13 SMITH, BOB CASH 02/29/199 02/29/1999 1999*01 120 25.00 -------25.00 PAGE: 1 RECEIPT 10 REMITTER WESSON, BOB CASHIERS RECAP - CASHIER ADP EXCHANGE BANK ENTRY DATE TRANS DATE TERM CREDIT CREDIT CREDIT 450 450 450 02/29/1999 02/29/1999 08:33:05 03-01-96 AR-CODE AMOUNT 20.00 10.00 20.00 -------50.00 1999*01 61 70 75 Cashier's Recap (by Cashier I.D.) 3-15 Receipt Processing Accounts Receivable User Guide F/A To Tuition Credit Transfer Report If you entered '6' at the prompt on the Receipt Processing Menu, the following screen displays: ENTER RECEIPT NUMBER OF THE FIRST RECEIPT PRINTED IN THE CURRENT BATCH = The F/A To Tuition Credit Transfer Report Screen allows you to generate a report that determines the amount for which checks should be written and receipted to the appropriate institutional fund accounts and deposited to the appropriate state fund account. Enter the receipt number of the first receipt in the current batch. The following screen displays: ENTER RECEIPT NUMBER OF THE LAST RECEIPT PRINTED IN THE CURRENT BATCH = Enter the receipt number of the last receipt printed in the current batch. The following screen displays: ENTER F/A CODE FOR GRANT AWARD = Enter the financial aid code for the grant award that you want to print on the report. For example, if you want Pell grants to print, enter 'PELL'. The following screen displays: ENTER STATE A/R-CODE(S) i.e. "21 22 23 24" = Enter the state accounts receivable code affected by the grant award. For example, if you want, to list all PELL grants that were receipted into code 22, enter '22'. After you enter this parameter, the process uses your responses to generate an INFORM select list statement. If no records match your select list, the message, "Error: No active select list was found. Processing terminated", displays. If records do match your select list, a report generates to the default printer and the message, "NORMAL END OF PROCESS. PICK UP THE REPORT AT THE PRINTER", displays. See sample report on next page. 3-16 Receipt Processing LISTS OF STUDENTS PROBABLY MAKING PAYMENT FOR THEIR STATE TUITION WITH FINANCIAL AID 10:09 04-21-1999 PAGE 1 THIS LIST IS MADE TO ASSIST IN DETERMINING THE AMOUNT OF THE FINANCIAL AID FUND WHICH MUST BE MOVED TO THE STATE BANK ACCOUNT THE FINANCIAL AID FUND FOR THIS REPORT IS : PELL ARACCT 777777777 777777777 777777777 NAME HALL, SEAN T. HALL, SEAN T. HALL, SEAN T. RCPT NO 310 310 310 P.CDE 22 100 PELL DESCRIPTION TECHNICAL TUITION ACTIVITY FEE PELL GRANTS P.SEM 1998*01 1998*01 1998*01 P.AMT 100.00 50.00 -150.00 ---------0.00 1000.00 999.00 99.00 9.00 150.00 ---------2257.00 100.00 -100.00 ---------0.00 100.00 -100.00 ---------0.00 ======= 2257.00 777777777 777777777 777777777 777777777 777777777 HALL, HALL, HALL, HALL, HALL, SEAN SEAN SEAN SEAN SEAN T. T. T. T. T. 322 322 322 322 322 22 32 33 100 PELL TECHNICAL TUITION OCCUPATIONAL EXTN. OCCUPATIONAL EXTN. ACTIVITY FEE PELL GRANTS 1998*01 1998*01 1998*01 1998*01 1998*01 123456789 123456789 TARHEEL, TIM T. TARHEEL, TIM T. 302 302 22 PELL TECHNICAL TUITION PELL GRANTS 1998*01 1998*01 123456789 123456789 TARHEEL, TIM T. TARHEEL, TIM T. 313 313 22 PELL TECHNICAL TUITION PELL GRANTS 1998*01 1998*01 12 records listed. F/A To Tuiton Credit Transfer Report 3-17 Receipt Processing Accounts Receivable User Guide Cash Receipts Analysis & Cashier's Report If you entered '7' at the prompt on the Receipt Processing Menu, the following screen displays: "CASH RECEIPTS ANALYSIS" AND "CASHIER'S RECAP" ENTER THE FIRST RECEIPT NUMBER PRINTED FOR THE CURRENT CLOSEOUT PERIOD = The Cash Receipts Analysis and Cashier's Recap Report Screen allows you to produce both a Cash Receipts and Cashier' Recap for a specified closeout period. This option is executed on a daily basis and produces from four to six reports. When you access this screen, the above screen displays. Enter the beginning receipt number for the current closeout period. After you enter a valid receipt number, the following screen displays: ENTER THE LAST RECEIPT NUMBER PRINTED FOR THE CURRENT CLOSEOUT PERIOD = Enter the last receipt number printed for the current closeout period. After you enter a valid receipt number, the following screen displays: ENTER STARTING DATE = ENTER ENDING DATE= Enter the starting date for the receipts in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Next, enter the ending date. The process uses your criteria to generate reports. Sample reports are listed beginning below. CASH RECEIPTS ANALYSIS BY G/L ACCOUNT 02/28/1999 THRU 02/29/1999 CODE 300 155 PELL 100 21 22 DESCRIPTION LIBRARY FINES PARKING FINES PELL GRANT ACTIVITY FEE COLLEGE XFER TECHNICAL G/L # 01-130-10930-0000-00 02-100-10922-0000-00 02-924-01575-0000-00 05-604-10921-0000-00 11-000-10210-0000-00 11-000-10220-0000-00 TOTAL 1100.00 1200.00 -2000.00 1000.00 1200.00 5000.00 ====== 7500.00 INSTITUTIONAL 1100.00 1200.00 - 2000.00 1000.00 STATE 0.00 0.00 0.00 0.00 1200.00 5000.00 ======= 6200.00 COUNTY 0.00 0.00 0.00 0.00 ======= 1300.00 ==== 0.00 Cash Receipts Analysis & Cashier's Report 3-18 Receipt Processing CASH RECEIPTS ANALYSIS BY CODE 02/28/1999 THRU 02/29/1999 21 22 100 155 300 PELL COLLEGE TRANSFER TECHNICAL TUITION ACTIVITY FEE PARKING FINES LIBRARY FINES PELL GRANT 11-000-10210-0000-00 11-000-10220-0000-00 05-604-10921-0000-00 02-100-10922-0000-00 01-130-10930-0000-00 02-924-01575-0000-00 1200.00 5000.00 1000.00 1200.00 1100.00 -2000.00 ====== 7500.00 CASH RECEIPTS ANALYSIS BY TYPE OF EXCHANGE 02/28/1999 THRU 02/29/1999 TYPE OF EXCHANGE CASH CREDIT CARD CHECK VOID TOTAL 1000.00 1000.00 5500.00 0.00 ====== 7500.00 CASH RECEIPTS ANALYSIS FOR CREDIT CARD TRANSACTIONS BY TYPE OF CREDIT CARD 02/28/1999 THRU 02/29/1999 TYPE OF CREDIT CARD MC VI SA TOTAL 500.00 500.00 ===== 1000.00 PAGE: 1 RECEIPT 13 REMITTER SMITH, BOB CASHIERS RECAP - CASHIER AGE EXCHANGE BANK ENTRY DATE TRANS DATE TERM CASH 02/29/1999 02/29/1999 08:33:05 03-01-1999 AR-CODE AMOUNT 25.00 -------25.00 1999*01 120 PAGE: 1 RECEIPT 10 REMITTER WESSON, BOB CASHIERS RECAP - CASHIER ADP EXCHANGE BANK ENTRY DATE TRANS DATE TERM CREDIT CREDIT CREDIT 450 450 450 02/29/1999 02/29/1999 08:33:05 03-01-1999 AR-CODE AMOUNT 20.00 10.00 20.00 -------50.00 1999*01 61 70 75 Cash Receipts Analysis & Cashier's Report (continued) 3-19 Receipt Processing Accounts Receivable User Guide Re-Print A Receipt If you entered '8' at the prompt on the Receipt Processing Menu, the following screen displays: RECEIPT REPRINT PROCEDURE ENTER RECEIPT PRINT DESTINATION OR FOR RECEIPT DEFAULT PRINTER= The Receipt Reprint Procedure Screen allows you to reprint a receipt. When you access this process, the above screen displays. Enter the printer destination where you want the receipt to print or press [RETURN] to accept the default printer. The following screen displays: ENTER RECEIPT NUMBER YOU WISH TO REPRINT OR TO EXIT= Enter the receipt number of the receipt you want to reprint. If you do not want to reprint a receipt, press [RETURN] to exit. If you choose to reprint a receipt, the receipt prints to the printer you specified or to the default printer. 3-20 Receipt Processing Telephone Reg Receipt Roll Time If you entered '9' at the prompt on the Receipt Processing Menu, the following screen displays: Application System Level Security Check - Version 2.2 Enter Your Operator Code... The Telephone Reg Receipt Roll Time Screen is protected by TASS security. You must have access to the screen in order to use it. Enter your operator code at the above prompt to continue. Otherwise, press [RETURN] to exit. If you entered a valid operator code, the following screen displays: Hello, Don Chandler of MAIN.MENU Enter Your Password.... Enter your password for TASS security. If you enter an invalid password three times, you will be logged out. If you enter a valid password for TASS security but do not have sufficient access rights for the Roll Time Process, the message, "I'm Sorry. You do not have access to this process. Depress when ready:", displays. Press [RETURN] to exit. If you have a valid password and have sufficient access rights, the following screen displays: AR.U.ROLL.TIME REL 10.0 PG->1 of 1 05/20/1996 AR TRANSACTION DATE ROLL TIME 2. Roll Over Time: 04:00PM Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# This screen allows you to set the time when the transaction date will roll to the next day during receipting. For example, you enter 4:00PM in this screen then every receipt after that time will have a transaction date of the next day. This process is used in Telephone Registration Credit Card receipting but will be used to generate default dates in other AR receipting processes at a later date. Remember if you make changes, save on the TOADS command line. 3-21 Receipt Processing Support Files 4 Chapter Support Files Back to Contents Overview ...................................................................................................... 4-2 Accessing the Support Files Option ............................................................... 4-2 A/R Code Maintenance/Inquiry ..................................................................... 4-4 Adjustment Code Maintenance/Inquiry .......................................................... 4-5 A/R Type Code Maintenance/Inquiry ............................................................ 4-6 Registration A/R Codes Maintenance ............................................................ 4-8 4-1 Support Files Accounts Receivable User Guide Overview The Support Files Option is the third menu item on the Accounts Receivable Master Menu. Before the Accounts Receivable module (CC.AR) can be used, a number of support files must be established. The files can be built by following the menu selections under the Support Files Option. Selecting this option will take you to a submenu, where you can choose to: • modify accounts receivable codes • modify accounts receivable adjustment codes • modify accounts receivable type codes Accessing the Support Files Option AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> ENTER SELECTION OR TO EXIT= At the Accounts Receivable Master Menu (see above), select option three, Support Files. The Support Files Menu displays. See next page. 4-2 Support Files AR SUPPORT FILES MAR3 1= A/R CODE MAINTENANCE/INQUIRY 2= ADJUSTMENT CODE MAINTENANCE/INQUIRY 3= A/R TYPE CODE MAINTENANCE/INQUIRY 4= Registration A/R Codes Maintenance ENTER SELECTION OR TO EXIT= The Support Files Menu displays the various processes in the Accounts Receivable module that allow you to build or maintain support files. To select a menu item, enter the appropriate number at the "ENTER SELECTION OR TO EXIT" prompt and then press the [RETURN] key. If you do not want to select an option, press the [RETURN] key to exit to the Accounts Receivable Master Menu. The menu items are described below. 1) A/R Code Maintenance/Inquiry. To add or modify accounts receivable codes that are located in the A/R-CODES file. The file contains both accounts receivables codes as well as financial aid codes. 2) Adjustment Code Maintenance/Inquiry. To add or modify accounts receivable adjustment codes that are located in the ARADJ file. A/R Adjustment Codes are used to define the type of adjustment entry made to receivable accounts through the Receivables Maintenance/Inquiry process. 3) A/R Type Code Maintenance/Inquiry. To enter new types of accounts receivable accounts or maintain existing codes in the ARTYPE file. The A/R type determines in which file the name and address information for the accounts receivable account is stored. 4) Registration A/R Codes Maintenance. To add or modify registration accounts receivable codes located in the REG.AR.CODES. The registration codes define various charges associated with registration. 4-3 Support Files Accounts Receivable User Guide A/R Code Maintenance/Inquiry If you entered '1' at the prompt on the Support Files Menu, then the following screen displays: A/R RECEIVABLE CODE MAINTENANCE/INQUIRY CODE: 1. DESCRIPTION : 2. G/L ACCOUNT : ENTER RECORD KEY OR TO EXIT PROGRAM ? The A/R Code Maintenance/Inquiry Screen allows you to add and modify accounts receivable codes that are located in the A/R-CODES file. The file contains both accounts receivables codes as well as financial aid codes. Once you define an accounts receivable code using this screen, you do not often have to maintain it. A/R Codes are not uniform across colleges. The codes you define here are specific to your college. When you access this screen, the cursor is positioned at the "ENTER RECORD KEY OR TO EXIT PROGRAM?" prompt. At this prompt, you can either enter a record key (an A/R Code to create or modify), or you can press [RETURN] to exit without processing. Adding A New A/R Code To enter a new A/R Code, enter the alphanumeric abbreviation to represent the code (maximum four characters). Next, enter a text description of the code. The text description can not be greater than 20 characters. Then, define the general ledger account number to be associated with the code. The general ledger account number must be a valid 20-character account number from the G/L-CONTROL file. Note: When you enter a general ledger account number, be sure to include the dashes. After you enter a valid general ledger account number, the cursor moves to the command line prompt. At the prompt, you can enter 'S' to save your entries, 'XX' to cancel, 'DE' to delete, or field number to change. Modifying An Existing A/R Code To modify an existing A/R Code, enter the alphanumeric code at the ""ENTER RECORD KEY OR TO EXIT PROGRAM?" prompt. The process uses the code you entered and searches the A/RCODES file for a matching record. If a matching record is found, the record displays. You can enter the number of the field you want to change. If no matching record is found, the process goes into addition mode (see Adding A New A/R Code.) If you make changes to an existing record, be sure to save the changes. Enter 'S' at the command line prompt to save. 4-4 Support Files Adjustment CodeMaintenance/Inquiry If you entered '2' at the prompt on the Support Files Menu, then the following screen displays: A/R ADJUSTMENT CODE MAINTENANCE/INQUIRY CODE: 1. DESCRIPTION : ENTER RECORD KEY OR TO EXIT PROGRAM ? The A/R Adjustment Code Maintenance/Inquiry Screen allows you to add and modify accounts receivable adjustment codes that are located in the ARADJ file. A/R Adjustment Codes are used to define the type of adjustment entry made to receivable accounts through the Receivables Maintenance/Inquiry process. A/R Adjustment Codes are not uniform across colleges. The codes you define here are specific to your college. When you access this screen, the cursor is positioned at the "ENTER RECORD KEY OR TO EXIT PROGRAM?" prompt. At this prompt, you can either enter a record key (an A/R Adjustment Code to create or modify), or you can press [RETURN] to exit without processing. Adding A New A/R Adjustment Code To enter a new A/R Adjustment Code, enter the alphanumeric abbreviation to represent the code (maximum four characters). Next, enter a text description of the code. The text description can not be greater than 20 characters. After you enter a text description, the cursor moves to the command line prompt. At the prompt, you can enter 'S' to save your entries, 'XX' to cancel, 'DE' to delete, or field number to change. Modifying An Existing A/R Adjustment Code To modify an existing A/R Adjustment Code, enter the alphanumeric abbreviation at the ""ENTER RECORD KEY OR TO EXIT PROGRAM?" prompt. The process uses the code you entered and searches the ARADJ file for a matching record. If a matching record is found, the record displays. You can enter the number of the field you want to change. If no matching record is found, the process goes into addition mode (see Adding A New A/R Adjustment Code.) If you make changes to an existing record, be sure to save the changes. Enter 'S' at the command line prompt to save. 4-5 Support Files Accounts Receivable User Guide A/R Type Code Maintenance/Inquiry If you entered '3' at the prompt on the Support Files Menu, then the following screen displays: ARTYPE ENTRO.1 09:43:38 22 MAY 1996 ARTYPE= The A/R Type Code Maintenance/Inquiry Screen allows you to enter new types of accounts receivable accounts or maintain existing ones. The A/R type determines in which file the name and address information for the accounts receivable account is stored. Currently, there are five standard A/R types. These type codes are uniform across all colleges. The chart below shows the A/R type codes as well as the files in which information is stored. A/R Type 1 2 3 4 5 Description Curriculum Student Third Party Staff Member "Stand Alone" Continuing Education File STUDMAST ARMASTER PERMST ARMASTER CESTUDMAST When you access this process, the cursor is positioned at the "ARTYPE=" prompt (see above screen). To create or modify an A/R Type Code, enter the type code at the prompt. To exit without processing, press [RETURN]. Adding A New A/R Type Code To add a new A/R Type Code, enter the number to associate with the code at the "ARTYPE=" prompt. If the number you enter is indeed a new record, the message, "New record" displays. The process then prompts you for the following fields. DESC. Enter a description of the type of accounts receivable record. Maximum field length is 20 characters. FILE.REF. Enter the file name where the name and address information is stored. Maximum field length is 10 characters. LAST. Enter the attribute number for the last name. 4-6 Support Files FIRST. Enter the attribute number for the first name. MIDDLE. Enter the attribute number for the middle initial. CITY. Enter the attribute number for the city. ST. Enter the attribute number for the state. ZIP. Enter the attribute number for the zip code. THIRD PARTY. Enter the attribute number for the third party name. Screen two prompts you for the following field. ADDR. Enter the attribute number for the address. This is a multi-value field. More than one line of an address can be entered. A [RETURN] will take you back to screen one. Modifying An Existing A/R Type Code To modify an existing A/R Type Code, enter the type code at the "ARTYPE=" prompt. The process takes your entry and searches the ARTYPE file for a matching record number. If a matching record number is found, the process displays the record. If a matching record number is not found, the process goes into new record mode (see previous page). When you access an existing record, the "CHANGE=" prompt displays. Enter the number of the field(s) you want to change. After you have made all the changes to the record, press [RETURN] at the "CHANGE=" prompt to exit. 4-7 Support Files Accounts Receivable User Guide Registration A/R Type Codes Maintenance If you entered '4' at the prompt on the Support Files Menu, then the following screen displays: RG.U.AR.CODES REL 13.1 1. A/R Codes.: 4. Sequence..: 5. Type Rate.: In-State Rate Amount 1. Registration Fee Maint/Inquiry G/L Nbr.: PG->1 of 3 04/06/1998 7. Active?: Out-Of-State 10. Rate Amount 1. 8. Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# The Registration A/R Codes Maintenance/Inquiry Process allows you to add and modify registration accounts receivable codes in the REG.AR.CODES file. Registration A/R Codes are used to define types of charges incurred when a student registers for classes. When you access this screen, the cursor is positioned in the A/R Codes field. At this point, you can either enter a new code or modify an existing code or you can exit the process without adding/modifying a code. To exit the process without adding/modifying a code, enter a period in the A/R Codes field and press [RETURN]. The cursor moves to the TOADS command line. At the TOADS command line, enter 'Q' to quit and press [RETURN]. You will be prompted to press [RETURN] again to continue. You will return to the Support Files menu. To add or modify a code, see the field descriptions below. Note: Prior to entering a new Registration A/R Code, there must be a corresponding item ID in the ARCODES file. Item IDs are added to the ARCODES file using the A/R Code Maintenance/Inquiry process (item 1 on the Support Files menu - see instructions on page 4-4). 1. A/R Codes. Enter the A/R code you are adding or modifying. If modifying an existing code, field information for that code will display and the cursor will move to the command line. To make changes, just type the number of the field you want to change. 4-8 Support Files If adding a new code, the description and the G/L Nbr. (general ledger account number) will display once you enter the A/R code. If this information does not display, you need to exit the Registration A/R Code process and go in the A/R Code Maintenance/Inquiry process (item 1 on the Support Files menu) and add the Registration A/R code, a description of the code and the general ledger account number associated with the code. When you enter the A/R Code, the cursor will remain in the A/R Codes field. Press [RETURN]. A pop-up list of A/R codes and their corresponding sequence number will display, allowing you to identify available sequence numbers, which will be entered in the next field. Press [RETURN] or the space bar to exit the pop-up. 4. Sequence. The sequence number will determine the order in which the Registration A/R code prints on the registration form. If adding a new code, enter a sequence number for the code. Sequence codes must be in the range 1 - 40. If you enter a sequence number outside the valid range, you will receive the message "Invalid Entry! Range for item is 1 --> 40." If you attempt to duplicate a sequence number, you will receive a message similar to "A/R Code 22 Already Assigned Sequence 2", and the pop-up list of A/R codes and their corresponding sequence numbers will display, allowing you to identify available sequence numbers. Press [RETURN] or the space bar to exit the pop-up. 5. Type Rate. Enter the type rate of the code you are adding. The type rate determines the type of charge the code will be. Enter '?' to select from a list of valid type rates. Type rates are defined below: FEE- a charge associated with a specific course. Fee amounts are entered in the appropriate course maintenance option. CRSE - a charge associated with the number of courses for which a student is registered. You build a rate schedule in this process. CRDT - a charge associated with the number of credit hours for which a student is registered. You build a rate schedule in this process. CONT - a charge associated with the number of contact hours for which a student is registered. You build a rate schedule in this process. MAJOR - a charge associated with certain majors. You specify majors and the corresponding charge in this process. 7. Active?. Indicates if the code is active. Enter 'Y' if the code is active or 'N' if the code is not active. 8. In-State Rate/Amount. Build the in-state rate schedule for the registration A/R code you are adding. This field will be skipped if you are building a FEE type rate. Enter the number of hours, number of courses or the major in the Rate portion of the field and enter the charge for that rate in the Amount portion of the field. Once you have entered all applicable in-state rates and amounts for the code you are adding/modifying, press [RETURN] on a blank line to move to the next field. NOTE: When building a rate schedule using number of credit/contact hours or number of courses for the rate, be sure to include an entry for zero hours/courses and a corresponding zero charge. Also include a rate of 99.9 and enter the maximum amount that will ever be charged. 4-9 Support Files Accounts Receivable User Guide 10. Out-of-State Rate/Amount. Build the out-of-state rate schedule for the registration A/R code you are adding. This field will be skipped if you are building a FEE type rate. Enter the number of hours, number of courses or the major in the Rate portion of the field and enter the charge for that rate in the Amount portion of the field. Once you have entered all applicable out-of-state rates and amounts for the code you are adding/modifying, press [RETURN] on a blank line to move to the TOADS command line or to page 2. NOTE: When building a rate schedule using number of credit/contact hours or number of courses for the rate, be sure to include an entry for zero hours/courses and a corresponding zero charge. Also include a rate of 99.9 and enter the maximum amount that will ever be charged. When you have finished completing page one fields, page two of the Registration A/R Codes Maintenance/Inquiry Process displays or you can move to page two by entering 'P2' at the TOADS command line. RG.U.AR.CODES REL 13.1 A/R Codes 3. Special Term: Registration Fee Maint/Inquiry PG->2 of 3 04/06/1998 5. Rate 1. In-State Amount 7. 1. Out-Of-State Rate Amount Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# Page two of the Registration A/R Codes Maintenance/Inquiry Process allows you to enter a modified rate schedule for a specified term. This is usually used to enter an alternate rate schedule for summer term. If the rate schedule from page one will be used for all terms, leave fields on page two blank. When adding/modifying a FEE type rate, you will not be able to make entries on this page. The fields are defined below. 3. Special Term. Enter the term for which the alternate rate schedule applies. Valid terms are 01 (Spring), 02 (Summer), and 03 (Fall). 5. In-State Rate/Amount. Build the in-state rate schedule for the registration A/R code you are adding for the specified term. Enter the number of hours, number of courses or the major in the Rate portion of the field and enter the charge for that rate in the Amount portion of the field. Once you have entered all applicable in-state rates and amounts for the code you are adding/modifying, press [RETURN] on a blank line to move to the next field. 4-10 Support Files NOTE: When building a rate schedule using number of credit/contact hours or number of courses for the rate, be sure to include an entry for zero hours/courses and a corresponding zero charge. Also include a rate of 99.9 and enter the maximum amount that will ever be charged. 7. Out-of-State Rate/Amount. Build the out-of-state rate schedule for the registration A/R code you are adding for the specified term. Enter the number of hours, number of courses or the major in the Rate portion of the field and enter the charge for that rate in the Amount portion of the field. Once you have entered all applicable out-of-state rates and amounts for the code you are adding/modifying, press [RETURN] on a blank line to move to the TOADS command line or to page 3. NOTE: When building a rate schedule using number of credit/contact hours or number of courses for the rate, be sure to include an entry for zero hours/courses and a corresponding zero charge. Also include a rate of 99.9 and enter the maximum amount that will ever be charged. When you have finished completing page two fields, page three of the Registration A/R Codes Maintenance/Inquiry Process displays or you can move to page two by entering 'P3' at the TOADS command line. RG.U.AR.CODES Registration Fee Maintenance/Inquiry PG->3 of 3 04/06/1998 REL 13.1 ** Re-Sequencing ** A/R Code 1. 21 2. 22 3. 23 4. 24 5. 222 6. 230 7. 240 8. PELL 9. 101 10. 34 11. 1773 12. 61 13. 200 14. 32 15. 33 16. 25 17. 55 18. 100 Current Sequence 1 2 3 4 5 6 7 8 9 10 11 12 14 15 16 17 18 20 3. New Sequence 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# Page three of the Registration A/R Codes Maintenance/Inquiry Process allows you to re-sequence the order in which registration A/R codes print on the registration form. The columns and the one completion field on this screen are described on the following page. 4-11 Support Files Accounts Receivable User Guide The A/R Code column lists all registration A/R codes. The Current Sequence column shows the current sequence of each code. 3. New Sequence. Enter a new sequence number for each code you want to re-sequence. When all desired changes are made, enter a period and press [RETURN] to move to the command line. Enter 'S' to save the entry/change. If you made any sequence changes, you will receive the following warning message: * * * W A R N I N G * * * AR Code SEQUENCE NUMBERS have been changed in this process! Saving this record now will automatically change ALL affected REG.AR.CODES records with the new sequence. ENTER TO ACKNOWLEDGE . . . . . . . . If you want to save sequencing changes, press [RETURN] and then save the record by again entering 'S' on the TOADS command line and pressing [RETURN]. If your sequence change(s) resulted in duplicate codes have the same sequence number, you will receive a message similar to the following: "Duplicate Sequence Number 2 Found In New Sequence Array Position 2." In such a case, press [RETURN] to acknowledge the message and then change one of the duplicate sequence numbers. Save the record by again entering 'S' on the TOADS command line and pressing [RETURN]. You will not receive the warning message again. Continue to add/modify registration A/R codes or enter 'Q' to exit the process. 4-12 Reports 5 Chapter Reports Back to Contents Overview ...................................................................................................... 5-2 Accessing the Reports Option ....................................................................... 5-2 Detail Trial Balance ....................................................................................... 5-5 Summary Trial Balance ................................................................................. 5-6 Aged Trial Balance Report ............................................................................ 5-7 A/R Code Analysis ....................................................................................... 5-9 List Selected Account Balance By ARCODE ............................................. 5-10 Detail Analysis By Term ............................................................................. 5-11 A/R Code Analysis By G/L Account ........................................................... 5-12 A/R Code Balance Of Students Receiving F/A............................................ 5-13 A/R Transactions (Specific G/L# And Time Frame-ARDETAIL) ................ 5-20 A/R Receipts (Specific G/L# And Time Frame - ARCASH) ....................... 5-21 A/R And F/A Summary (Selected Codes And Time Frames) ...................... 5-22 Over 65 Tuition Remission Candidates Report ............................................. 5-24 Daily A/R Adjustments Report .................................................................... 5-25 5-1 Reports Accounts Receivable User Guide Overview The Reports Option is the fourth menu item on the Accounts Receivable Master Menu. Selecting this option will take you to a submenu, where you can choose to print various reports, including Detail Trial Balance, Summary Trial Balance, Aged Trial Balance, A/R Code Analysis, Selected Account Balances By ARCODE, Detail Analysis By Term, A/R Code Analysis By G/L Account, A/R Code Balance Of Students Receiving F/A, A/R Transactions Reports, A/R Receipts Report, A/R & F/A Summary Report, Tuition Remission Candidates Report, and Daily A/R Adjustments Report. Accessing the Reports Option AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> ENTER SELECTION OR TO EXIT= At the Accounts Receivable Master Menu (see above), select option four, Reports. The Reports Menu displays. See next page. 5-2 Reports AR A/R REPORTS MAR4 1= DETAIL TRIAL BALANCE 2= SUMMARY TRIAL BALANCE 3= AGED TRIAL BALANCE REPORT 4= A/R CODE ANALYSIS 5= LIST SELECTED ACCOUNT BALANCE BY ARCODE 6= DETAIL ANALYSIS BY TERM 7= A/R CODE ANALYSIS BY G/L ACCOUNT 8= A/R CODE BALANCE OF STUDENTS RECEIVING F/A 9= A/R TRANSACTIONS (SPECIFIC G/L# AND TIME FRAME - ARDETAIL) 10= A/R RECEIPTS (SPECIFIC G/L# AND TIME FRAME - ARCASH) 11= A/R AND F/A SUMMARY (SELECTED CODES AND TIME FRAMES) 12= OVER 65 TUITION REMISSION CANDIDATES REPORT 13= DAILY A/R ADJUSTMENTS REPORT ENTER SELECTION OR TO EXIT= The A/R Reports Menu displays the various reports available in the Accounts Receivable module. To select a menu item, enter the appropriate number at the "ENTER SELECTION OR TO EXIT" prompt and press the [RETURN] key. If you do not want to select an option, press the [RETURN] key to exit to the Accounts Receivable Master Menu. The menu items are described below. 1) Detail Trial Balance. To select accounts receivable accounts that do not have a zero balance for a specified time range to print on the Detail Trial Balance. The Detail Trial Balance lists account number, name, code, general ledger account number, term, date, reference, charges or adjustments, payments and balance. 2) Summary Trial Balance. To print records in the ARMASTER file by account name within each account type. Accounts receivable codes and their associated descriptions, general ledger account numbers and balances (positive or negative) print on the Summary Trial Balance. Totals are printed by accounts receivable account and account type. 3) Aged Trial Balance Report. To print records in the ARMASTER file by account type and account name. You can print all accounts or choose selected accounts. Totals are printed on the Aged Trial Balance Report for each aged balance by account type. 4) A/R Code Analysis. To print all accounts receivable codes in the ARCODE file along with the description, associated general ledger account number, and balance. 5) List Selected Account Balance By ARCODE. To print statements on stock greenbar paper for specified students or entities. This process is a quick and easy way to print accounts receivable balances (including zero balances). 6) Detail Analysis By Term. To print records in the ARDETAIL file by name (last, first, middle) and by accounts receivable code for the time range you specify. The report that generates lists account code balance for each code and account. Totals are printed by accounts receivable account for charges, payments and adjustments. 5-3 Reports Accounts Receivable User Guide 7) A/R Code Analysis By G/L Account. To print an A/R Code Analysis Report, which lists accounts receivable codes and their associated general ledger account balances. 8) A/R Code Balance Of Students Receiving F/A. To create a report that lists students receiving financial aid awards and displays the code balance for each active accounts receivable code and total balance for the students for the term you specify. An additional summary report generates that shows the total accounts receivable code balances for the selected students. 9) A/R Transactions (Specific G/L# And Time Frame - ARDETAIL). To print selected accounts receivable transactions from the ARDETAIL file by specific general ledger account number for a time frame you specify. Use the report to compare the activity between the ARDETAIL file and the ARCASH receipt file. 10) A/R Receipts (Specific G/L# And Time Frame - ARCASH). To print selected accounts receivable transactions from the ARCASH file by specific general ledger account number for a time frame you specify. Use the report to compare the activity between the ARDETAIL file and the ARCASH receipt file. 11) A/R And F/A Summary (Selected Codes And Time Frames). To produce a report that lists accounts receivable and financial aid code transactions by specified code and time frame. 12) Over 65 Tuition Remission Candidates Report. To identify students who are 65 years or older and may be subject to tuition remission credits. The report that generates lists student name, birth date, accounts receivable codes and balances and account balances. 13) Daily A/R Adjustments Report. To print a Daily A/R Adjustments Report for a time range you specify. The report lists adjustments to accounts for the specified day. The report lists account number, name, adjustment date, adjustment amount, adjustment reference and general ledger account number. 5-4 Reports Detail Trial Balance If you entered '1' at the prompt on the Reports Menu, then the following screen displays: DETAIL TRIAL BALANCE ENTER BEGINNING DATE (MM/DD/YYYY) : ? The Detail Trial Balance Screen allows you to select accounts receivable accounts that do not have a zero balance for a specified time range to print on the Detail Trial Balance. The Detail Trial Balance lists account number, name, code, general ledger account number, term, date, reference, charges or adjustments, payments and balance. When you access this process, you are prompted to enter a beginning date. Enter the beginning date for the select list in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Next, at the "ENTER ENDING DATE (MM/DD/YYYY):?" prompt, enter the ending date for the select list. The format is the same as the beginning date: MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Note: Once you access this process, you are obligated to enter a beginning and ending date. No exit without processing option exists. All transactions dated prior to the date range you entered are totalled into a balance forward total and printed on the report as the balance forward. The transactions dated after the date ranged you supplied are not included on the report. The report is printed to your default printer. A sample report is shown below. DETAIL TRIAL BALANCE 01/01/1999 - 01/31/1999 G/L CHARGES/ ACCOUNT NAME CODE ACCT TERM DATE REF ADJUSTMENTS PAY BAL. -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------2455044245 2222222222 ABBOTT, C COSBY, A BALANCE FORWARD 01/01/1999 BALANCE FORWARD 01/01/1999 150 02-100-10922-0000-00 1999*01 01/15/1999 DGC 1,300.00 90.00 95.00 ----------95.00 -1000.00 2000.00 2008.00 ----------2008.00 PAGE 1 5.00 1111111111 4444444444 COSMO, C DOLE, B BALANCE FORWARD 01/01/1999 BALANCE FORWARD 01/01/1999 150 02-100-10922-0000-00 8.00 Detail Trial Balance 5-5 Reports Accounts Receivable User Guide Summary Trial Balance If you entered '2' at the prompt on the Reports Menu, then the following screen displays: SUMMARY TRIAL BALANCE Press to continue...= The Summary Trial Balance Screen allows you to print records in the ARMASTER file by account name within each account type. Accounts receivable codes and their associated descriptions, general ledger account numbers and balances (positive or negative) are printed on the Summary Trial Balance. Totals are printed by accounts receivable account and by account type. When you access this process, no prompts are displayed. No user input is needed. After the process generates the report, the "Press to continue..=" prompt displays. Press [RETURN] to exit to the Reports Menu. A sample report is shown below. ===================================================================================================== PAGE: 1 SUMMARY TRIAL BALANCE 08:46:30 05-23-96 TYPE ACCT.ID NAME CODE DESCRIPTION G/L ACCOUNT BALANCE ===================================================================================================== 223233333 AXEL, PAULSEN 21 22 COLLEGE TRANSFER TUI TECHNICAL TUITION 11-000-10210-0000-00 11-000-10220-0000-00 0.00 100.00 ------------100.00 145.75 238067777 BING, CHANDLER 22 TECHNICAL TUITION 11-000-10220-0000-00 100 ACTIVITY FEE 420 LIABILITY INSURANCE 00-000-10230-0000-00 5.00 01-130-10930-0000-00 20.00 ------------170.75 34551234 COX, COURTNEY 61 22 TECHNICAL TUITION CLASS FEE 11-000-10220-0000-00 11-220-23112-3137-00 145.75 5.00 ------------150.75 Summary Trial Balance 5-6 Reports Aged Trial Balance Report If you entered '3' at the prompt on the Reports Menu, then the following screen displays: AGED TRIAL BALANCE REPORT DO YOU WISH TO PRINT SELECTED ACCOUNTS? (Y/N) = The Aged Trial Balance Screen allows you to print records in the ARMASTER file by account type and account name. You can print all accounts or choose selected accounts. Totals are printed on the Aged Trial Balance Report for each aged balance by account type. Note: You must age the account balances in ARMASTER before executing this process. Execute option 1-4, Age Balances, to age the balances. When you access this process, the "DO YOU WISH TO PRINT SELECTED ACCOUNTS? (Y/N)=" prompt displays. If you want to print selected accounts, enter 'Y'. If you want to print all accounts, enter 'N'. Printing Selected Accounts To print selected accounts, enter 'Y' at the above prompt. The following screen displays: PROCESSING AGED TRIAL BALANCE REPORT !!!! PLEASE ENTER ACCOUNT TO PRINT = Enter the account number of the account you want to print and press [RETURN]. The "PLEASE ENTER ACCOUNT TO PRINT" prompt redisplays. If you want to enter another account, enter it. If you are finished entering accounts, press [RETURN]. The process generates an Aged Trial Balance Report for the select account(s) you entered. See sample report on the next page. 5-7 Reports Accounts Receivable User Guide ====================================================================================================== PAGE: 1 AGED TRIAL BALANCE 09:48:06 05-23-96 ====================================================================================================== T Y PACCT. ID.... NAME.. AGE0 AGE30 AGE60 AGE90 AGE90+ BAL SUM.ARB AUDIT ====================================================================================================== 5 ** --111111111 COSMO, C -55.00 --------55.00 ===== -55.00 One record listed. 0.00 -----------0.00 0.00 0.00 -55.00 ----------------------55.00 ------------------- ------------- 0.00 0.00 0.00 0.00 -55.00 ======= ======= ======= ======= ===== 0.00 0.00 0.00 0.00 -55.00 55.00 ========= 55.00 Aged Trial Balance (Select Account) Printing All Accounts To print all accounts, enter 'N' at the "DO YOU WISH TO PRINT SELECTED ACCOUNTS? (Y/N)=" prompt. The following screen displays: Note: An asterisk indicates an out of balance condition. You must correct out of balance conditions. Execute option 5-8, Update ARMASTER, then age balances again using option 1-4, Age Balances. Then rerun this option. PROCESSING AGED TRIAL BALANCE REPORT !!!! .... records selected. Press To Continue.... Press [RETURN] to acknowledge the message. No other user input is needed for this process. A sample report is shown below. ====================================================================================================== PAGE: 1 AGED TRIAL BALANCE 09:48:06 05-23-96 ====================================================================================================== T Y PACCT. ID.... NAME.. AGE0 AGE30 AGE60 AGE90 AGE90+ BAL SUM.ARB AUDIT ====================================================================================================== 1 245044245 BELL, CHRIS -55.00 0.00 0.00 0.00 0.00 -55.00 50.00 * 1 238082044 BLUE, MYRA -500.00 0.00 0.00 0.00 0.00 -500.00 500.00 1 444665555 BUNNY, BUGS 120.00 0.00 0.00 0.00 0.00 120.00 120.00 ** -------------------------------------------------------------------------435.00 0.00 0.00 0.00 0.00 -435.00 675.00 2 2 ** --CPL 65 CP&L IT&T 0.00 0.00 -------0.00 0.00 -----------0.00 0.00 100.00 0.00 0.00 100.00 -----------------------100.00 100.00 -----------100.00 100.00 -------- ------------ 3 ** --- 9 JOKER, MR. 0.00 0.00 -------- 0.00 0.00 ------------ 0.00 0.00 200.00 8.00 0.00 0.00 ------------------------ 200.00 200.00 8.00 8.00 ------------------- ------------ 6 records listed. 5-8 Aged Trial Balance (All Accounts) Reports A/R Code Analysis If you entered '4' at the prompt on the Reports Menu, then the following screen displays: A/R CODE ANALYSIS 5 records selected. Press to continue...= The A/R Code Analysis Screen allows you to print all accounts receivable codes in the ARCODE file along with the description, associated general ledger account number, and balance. No user input is needed for this process to execute. Press [RETURN] to acknowledge the "Press to continue..=" prompt. A sample report is shown below. ==================================================================================================== PAGE 1 A/R CODE ANALYSIS 10:00 05-23-96 A/R CODE DESCRIPTION G/L ACCOUNT BALANCE ==================================================================================================== 00 21 22 23 24 BAD CHECKS ON FILE COLLEGE TRANSFER TUI TECHNICAL TUITION VOCATIONAL TUITION GENERAL EDUCTION TUI 00-000-00000-0000-00 11-000-10210-0000-00 11-000-10220-0000-00 11-000-10240-0000-00 11-000-10250-0000-00 20.00 16.25 3,000.00 4,000.00 5,000.00 ========= 11,036.25 5 records listed. A/R Code Analysis 5-9 Reports Accounts Receivable User Guide List Selected Account Balance By ARCODE If you entered '5' at the prompt on the Reports Menu, then the following screen displays: ACCOUNTS RECEIVABLE 7.7 A/R REPORT INDIVIDUAL STATEMENT QAR53 REL 7.6 ENTER ACCOUNT ID FOR A PRINTED INDIVIDUAL STATEMENT OR TO END = This process allows you to print statements on stock greenbar paper for specified students or entities. This process is a quick and easy way to print accounts receivable balances (including zero balances). When you access this process, the cursor is positioned on the "ENTER ACCOUNT ID FOR A PRINTED INDIVIDUAL STATEMENT OR TO END =" prompt. You can either enter an account number of a student or entity you want to print a statement for, or you can press [RETURN] key to exit without processing. If you enter a valid account identification number, the process takes the account identification number and selects records from the ARMASTER file. The record is printed to the default printer. The above screen redisplays. At this point, you can choose to enter another account number, or you can exit by pressing [RETURN]. A sample statement is shown below. ==================================================================================================== PAGE: 1 INDIVIDUAL STATEMENT 15:26:20 05-23-96 ACCT. ID NAME ARCODE/DESCRIPTION ARBAL ==================================================================================================== 238078942 RIBEAUX, CAJUN 31 33 ACADEMIC EXTENSION OCCUPATIONAL EXTN. -100.00 - 8.00 ====== -108.00 One record listed Individual Statement 5-10 Reports Detail Analysis By Term If you entered '6' at the prompt on the Reports Menu, then the following screen displays: ---------------------------------------------------------------------------------------------------------------------DETAIL ANALYSIS BY TERM ---------------------------------------------------------------------------------------------------------------------- Enter Term For Report (YYYY/TT) or "XX" To Exit ? The Detail Analysis By Term Screen allows you to print records in the ARDETAIL file by name (last, first, middle) and by accounts receivable code for the time range you specify. The report that generates lists account code balance for each code and account. Totals are printed by accounts receivable account for charges, payments and adjustments. When you access this process, the cursor is on the "Enter Term For Report (YYYY/TT) or 'XX' to Exit?" prompt. Enter the term for the report in the format YYYY/TT where YYYY is the four-digit year and TT is the two-digit term. If you do not want to execute this process, enter "XX" to exit. A sample report is shown below. =================================================================================================== PAGE: 1 DETAIL ANALYSIS REPORT FOR TERM 1998*03 08:19:05 01-15-99 A/R Chg. Chg. Chg. Pay Pay Pay Adj Adj. Adj. Adj. Term Acct. ID Last Name: 1 Code Ref Date Amount Ref Date Amt CD Ref Date Amt Code B =================================================================================================== 500505000 500505000 ** Davis B Davis B GR PELL ---------01/18/1999 01/18/1999 01/18/1999 766.00 100.00 200.00 --------766.00 -300.00 ---------- Detail Analysis Report 5-11 Reports Accounts Receivable User Guide A/R Code Analysis By G/L Account If you entered '7' at the prompt on the Reports Menu, then the following screen displays: A/R CODE ANALYSIS BY G/L ACCOUNT 244 records selected. Press to continue...= This screen allows you to print an A/R Code Analysis Report, which lists accounts receivable codes and their associated general ledger account balances. This process runs without any user input. After you select this option, the process runs automatically. After the process executes, the "Press to continue..." prompt displays. Press [RETURN] to return to the Reports Menu. A sample report is shown below. PAGE: 1 A/R CODE WACH 100 420 A/R CODE ANALYSIS BY G/L ACCOUNT DESCRIPTION WACHOVIA SCHOLARSHIP ACTIVITY FEE LIABILITY INSURANCE 00-000-00000-0000-00 01-130-10930-0000-00 G/L ACCOUNT 08:06:50 05-24-96 BALANCE -3190.00 -5.75 -5.75 -83.13 -83.13 -42050.67 -42050.67 125.00 125.00 -65611.65 -65611.65 -16.25 3677.55 ======= -107154.90 PELL PELL GRANTS 01-510-01575-0000-00 150 PARKING FEE 02-100-10922-0000-00 SEOG SUPPLEMENTAL EDUCATIONAL 02-924-01575-0000-00 21 22 COLLEGE TRANSFER TUI TECHNICAL TUITION 11-000-10210-0000-00 11-000-10220-0000-00 A/R Code Analysis By G/L Account 5-12 Reports A/R Code Balance Of Students Receiving F/A If you entered '8' at the prompt on the Reports Menu, then the following screen displays: A/R STUDENTS RECEIVING F/A PROCESSING MENU 1= A/R CODE BALANCE OF STUDENTS RECEIVING F/A (OLD VERSION) 2= A/R Automatic Refunds From A/P Process (NEW VERSION) 3= MANUALLY Post Student Refunds From A/P 4= Refund Posting Report (MANUALLY Posted Refunds) ENTER SELECTION OR EXIT= If you select option '1' from the A/R Students Receiving F/A Procesing Menu, the following screen displays: A/R TERM CODE BALANCE OF STUDENTS RECEIVING FINANCIAL AID FOR A GIVEN TERM ENTER TERM FOR REPORT (YYYY*TT) = This screen allows you to create a report that lists students receiving financial aid awards and displays the code balance for each active accounts receivable code and total balance for the students for the term you specify. An additional summary report generates that shows the total accounts receivable code balances for the selected students. When you access this process, the "ENTER TERM FOR REPORT (YYYY*TT)=" prompt displays. Enter the term you want to process. Enter in the format YYYY*TT where YYYY is the four-digit year and TT is the two-digit term. After you enter a term, the process displays the following: END OF CODE BALANCE BY TERM LISTING FOR STUDENTS WITH FINANCIAL AID PICK UP TWO REPORTS AT THE PRINTER Press to continue...= Press [RETURN] to acknowledge the message. The sample reports are shown on the following page. 5-13 Reports Accounts Receivable User Guide A/R TERM CODE BALANCE OF STDENTS RECEIVING FINANCIAL AID FOR THE TERM 1997*03 13:21:11 09-20-97 PAGE 1 ACCOUNT NO ============ 224455667 224455667 224455667 224455667 ** 224455667 241009999 ** 241009999 222222222 222222222 ** 222222222 000044945 ** 000044945 ARCODE ======= 25 100 230 PELL BALANCE ========== 0.00 0.00 0.00 1405.00 -----------1405.00 260.00 -----------260.00 1781.00 15.00 -----------1796.00 -5200.00 ------------5200.00 ============ -1739.00 8 records listed NAME BUNDY, BUNDY, BUNDY, BUNDY, RICK RICK RICK RICK DESCRIPTION In-state Tuition ACTIVITY FEE VOC.LATE CHARGE PELL GRANTS BUNNY, BUGGS In-state Tuition 25 CABLE, DWAYNE P CABLE, DWAYNE P Out-of-State Tuition GE LATE CHARGE 55 240 SMITH, JOE PELL GRANTS PELL A/R TERM CODE BALANCE OF STDENTS RECEIVING FINANCIAL AID FOR THE TERM YYYY*TT A/R TERM CODE BALANCE TOTALS FOR STUDENTS RECEIVING FINANCIAL AID FOR THE TERM 1997*03 13:21:11 09-20-97 PAGE 1 ARCODE ======== 25 55 100 230 240 PELL DESCRIPTION In-state Tuition Out-of-State Tuition ACTIVITY FEE VOC. LATE CHARGE GE LATE CHARGE PELL GRANTS BALANCE ========= 260.00 1781.00 0.00 0.00 15.00 -3795.00 ========== -1739.00 6 records listed. A/R TERM CODE BALANCE TOTALS FOR STUDENTS RECEIVING FINANCIAL AID FOR THE TERM YYYY*TT 5-14 Reports If you select option '2' from the A/R Students Receiving F/A Procesing Menu, the following screen displays: A/R STUDENTS WITH F/A REFUNDS TRANSFER TO A/P ********************** W A R N I N G ********************* * * * The AR.REFUNDS File Will Be CLEARED To Prepare * * A/R Refunds For Transfer To A/P. * * * ********************************************************* Are You Sure You Want To Proceed With This Process? (Y/N) = This screen allows you to create the A/R Students F/A Refunds Posted Report. This report lists students receiving financial aid awards by refund type and displays the code balance for each active accounts receivable code and total balance for each refund type. When you access this process, a warning and the "Are You Sure You Want To Proceed With This Process? (Y/N) =" prompt displays. Enter 'Y' if you want to proceed or 'N' if you do not want to proceed. If you enter 'N' you will be prompted to "Press to continue...=." If you enter 'Y', you will receive the message, "File "AR.REFUNDS" has been cleared" and you will be prompted to "ENTER TERM FOR REPORT (YYYY*TT) =." Enter the term in the format YYYY*TT, where YYYY is the four-digit year and TT is the two-digit term. Press [RETURN] and you will receive the following message: 168 records selected. Saved list "TEMP.AP.L" in file "&SAVEDLISTS&". COMPILING REPORT & BUILDING REFUND TRANSFER FILE ENTER TERM FOR REPORT (YYYY/TT) = Again, enter the term in the format YYYY*TT, where YYYY is the four-digit year and TT is the twodigit term. Press [RETURN]. You will receive a message telling you how many records have been selected, and a report similar to the sample on the following page will print. 5-15 Reports Accounts Receivable User Guide A/R STUDENTS F/A REFUNDS POSTED REPORT Refund Type I I I I I I I I ** I S Refund Amount 1.00 1.50 2.00 5200.00 7.50 7.50 100.00 150.00 -----------5469.50 5.00 60.00 5.00 10.00 652.00 60.00 498.00 15.00 5.00 5.00 5.00 5.00 5.00 100.00 5.00 -----------1435.00 ======== 6904.50 Pay Amount 09-20-97 Acct No 223233333 245000000 345678901 000044945 852698125 123456789 236549687 239179662 Name ADAMS, RENEE BULLOCK, MARY LUCKY, BARBIE SMITH, JOE STEPHENS, GUS TARHEEL, TIM WOLVES, DANCES WONDER, STEVIE AR-Code 100 100 100 PELL 100 100 PELL PELL Status Status-Dt ----------0.00 245000000 BULLOCK, MARY S S S S S S S S 121212121 234432789 234567890 242900064 256112678 345678901 852698125 123456789 COOPER, SEAN HARDIN, SHELLY JONES, JOE JONES, TYLER KELLY, FRED LUCKY, BARBIE STEPHENS, GUS TARHEEL, TIM 240 25 230 240 55 25 55 33 240 230 230 240 240 25 230 ** S ----------0.00 ======== 0.00 16 records listed. Additionally, you will be prompted, "Do You Want To AUTOMATICALLY Post Refund Payment Amounts? (Y/N) =." If you enter 'N', an AR Refund record will be built for each student selected, but the pay amount and the pay status will be empty. You will be prompted to "Press to continue...=." Press to return to the A/R Students Receiving F/A Processing Menu. If you enter 'Y', an AR Refund record will be built for each student selected, and the pay amount will equal the amount to be refunded and the pay status will be 'P' and the screen on the following page will display: 5-16 Reports AR.P.REFUND.POST REL 14.0 Automatic Refund Posting PG->1 of 1 04/20/1998 1. Fund To Post.......: I 2. A/R Codes To Post..: 1. PELL 2. Complete the fields on this screen to specify the fund type and/or the A/R codes to be posted. 1. Fund to Post. Enter the fund type to be posted. Enter '?' to choose from a pop-up of valid types. This is a required field. Leaving this field blank will have the same result as entering 'N' to the "Do You Want To AUTOMATICALLY Post Refund Payment Amounts? (Y/N) =." prompt even if you complete the A/R Codes To Post field. 2. A/R Codes To Post. Enter the A/R Code(s) to be posted. To post according to your specifications, you must save your entries. Move to the TOADS command line by pressing [RETURN] on a blank line at the A/R Codes To Post field. At the TOADS command line enter 'S' and press [RETURN]. You will receive a message indicating how many records were selected, Additionally, a report showing records for which A/R refunds automatically posted will print. A sample report is shown below. Note: The automatic vouchering process in CC.AP will create a voucher for records in the AR.REFUNDS file with a pay amount greater than zero and a status of 'P'. A/R REFUNDS POSTED AUTOMATICALLY Refund Type I I Refund Amount 5.50 222.50 5200.00 ======== 5428.00 Pay Amount 09-20-97 Acct No 214578954 000044945 Name JONES, SAMUEL SMITH, JOE AR-Code 100 PELL PELL Status Status-Dt 222.50 5200.00 ======== 5422.50 P P 09/20/97 09/20/97 2 records listed. Note that A/R code '100' for account number 214578954 did not post because only 'PELL' was specified in the A/R Codes To Post field on the Automatic Refund Posting screen. 5-17 Reports Sample report as a result of posting Fund Type 'I' and A/R Code 'PELL'. Accounts Receivable User Guide If you select option '3' from the A/R Students Receiving F/A Procesing Menu, the following screen displays: AR.P.AP.REFUNDS REL 14.0 PG->1 of 1 04/21/1998 Student Refunds From A/R 1. Student Id.........: 214578954 4. Fund Code..........: I 6. A/R Code To Process: 8. A/R Code 1. 100 2. PELL Refund-Amt Pay-Amount -- Status -5.50 222.50 222.50 P Primary Key This process will allow you to manually post refunds for individual students or to adjust refunds posted in the A/R Automatic Refunds From A/P Process (option 2). 1. Student Id. Enter the ID of the student for whom you want to post refunds or adjust posted refunds. When you enter a valid ID, the student's name will display. This is a required field. 4. Fund Code. Enter the fund type to be posted or adjusted. Enter '?' to choose from a pop-up list of valid fund codes. This is a required field. Once you enter a valid Student ID and a valid Fund Code, any A/R refunds for that student will display, if applicable, and the cursor will move to the TOADS command line. If there are no A/R refunds for the specified student, the cursor moves to the A/R Code to Process field. 6. A/R Code to Process. If there are multiple codes listed in field 8 and you only want to post/adjust a specific A/R code, enter that code here. That code will move up to the top of the list (position 8.1). 8. A/R Code. Shows any A/R Codes for which the specified student is due a refund and the refund amount. A/R codes for which a refund has been posted will show a pay amount and a pay status. Enter '8' to move to this field and adjust the pay amount and pay status as desired. For example: Refunds have been posted for A/R code PELL. There are a few students who you do not want to receive their full refund at this time. Using the manual refund process, bring up each student who will not receive the full refund and modify the pay amount portion of the A/R Code. Once you have completed the necessary fields, save your entries by entering 'S' at the TOADS command line and pressing [RETURN]. 5-18 Reports If you select option '4' from the A/R Students Receiving F/A Processing Menu, to print the A/R Refunds Posting Report. The report will print on your default printer. You will receive the prompt, "Press to continue." When you press [RETURN] you will return to the A/R Students Receiving F/A Processing Menu. A sample of the A/R Refunds Posting Report is shown below. A/R REFUNDS POSTED AUTOMATICALLY Refund Type I S I Refund Amount 1500.00 36.00 367.00 ======== 1903.00 Pay Amount 1500.00 09-20-97 Acct No 244373737 123456789 232113333 Name HOHNSBEHN, ARTHUR TARHEEL, TIM WILLIAMSON, LARRY AR-Code PELL 25 PELL Status P Status-Dt 04/23/99 04/23/99 367.00 P ======== 1867.00 3 records listed. 5-19 Reports Accounts Receivable User Guide A/R Transactions (Specific G/L# And Time Frame-ARDETAIL) If you entered '9' at the prompt on the Reports Menu, then the following screen displays: A/R TRANSACTIONS FROM ARDETAIL FOR A SELECTED G/L-NUMBER FOR A SPECIFIC TIME FRAME ENTER G/L NUMBER FOR REPORT (NN*NNN*NNNNN*NNNN*NN) = This screen allows you to print selected accounts receivable transactions from the ARDETAIL file by specific general ledger account number for a time frame you specify. Use the report to compare the activity between the ARDETAIL file and the ARCASH receipt file. When you access this process, the "ENTER G/L NUMBER FOR REPORT (NN*NNN*NNNNN*NNNN*NN)=" prompt displays. Enter the specific general ledger account number you want. Enter with the asterisks, i.e., 02*100*10922*0000*00. If you enter an invalid general ledger account number, the "Error: 02-10010922-0000-00 does not match pattern of 2N*3N*5N*4N*2N for ENTER G/L NUMBER FOR REPORT " message displays. Re-enter a valid number. After you enter a valid general ledger number, the following screen displays: ... records selected. ENTER BEGINNING DATE FOR REPORT (MM/DD/YYYY) = Enter the beginning date for the report in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Next, enter the ending date for the report. The report generates to the default printer. A sample report is shown below. ====================================================================================================== A/R TRANSACTIONS FROM ARDETAIL FOR G/L ACCOUNT = 02*100*10922*0000*00 FOR THE DATES 01/01/1999 THRU 01/30/1999 09:55:46 03-24-99 PAGE 1 NAME ACCTNO RECEIPT ARCODE DESCRIPTION DATE TERM AMOUNT ====================================================================================================== BOZO, CLOWN GUCCI, ROBERT 456788741 789456212 21 21 ACTIVITY FEE ACTIVITY FEE 01/25/94 94/01 01/11/94 94/01 100.00 200.00 A/R Transactions Report 5-20 Reports A/R Receipts (Specific G/L# And Time Frame - ARCASH) If you entered '10' at the prompt on the Reports Menu, then the following screen displays: LIST OF CASH TRANSACTIONS FOR A SELECTED G/L-NUMBER FOR A SPECIFIED TIME FRAME ENTER G-L NUMBER FOR REPORT (NN-NNN-NNNNN-NNNN-NN) = This screen allows you to print selected accounts receivable transactions from the ARCASH file by specific general ledger account number for a time frame you specify. Use the report to compare the activity between the ARDETAIL file and the ARCASH receipt file. When you access this process, the "ENTER G/L NUMBER FOR REPORT (NN-NNN-NNNNN-NNNN-NN)=" prompt displays. Enter the specific general ledger account number you want. Enter with the dashes, i.e., 02-100-10922-0000-00. If you enter an invalid general ledger account number, the "Error: 02-100-10922-000000 does not match pattern of 2N-3N-5N-4N-2N for ENTER G/L NUMBER FOR REPORT " message displays. Re-enter a valid number. Note: Use dashes in the general ledger number on this screen. Option 9 (see previous page) requires asterisks. Be aware of this inconsistency. After you enter a valid general ledger number, the following screen displays: ... records selected. ENTER BEGINNING DATE FOR REPORT (MM/DD/YYYY) = Enter the beginning date for the report in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Next, enter the ending date for the report. The report generates to the default printer. A sample report is shown below. ====================================================================================================== A/R TRANSACTIONS FROM ARCASH FOR 02-100-10922-0000-00 FOR THE DATES 01/01/1999 THRU 01/30/1999 09:55:46 03-24-99 PAGE 1 RECEIPT ACCTNO NAME ARCODE DESCRIPTION DATE TERM AMOUNT ====================================================================================================== 383 385 386 387 123456789 999555111 987654321 245230000 TARHEEL, TIM SMITH, DEBRA BROWN, MARY JONES, BILL 150 150 150 150 PARKING FEE PARKING FEE PARKING FEE PARKING FEE 01/11/99 99/01 01/11/99 99/01 01/11/99 99/01 01/11/99 99/01 10.00 10.00 10.00 ===== 40.00 4 records listed. 4 values listed. A/R Receipts Report 5-21 Reports 10.00 Accounts Receivable User Guide A/R And F/A Summary (Selected Codes And Time Frames) If you entered '11' at the prompt on the Reports Menu, then the following screen displays: LISTING OF A/R & F/A CODE TRANSACTION TOTALS FOR SELECTED CODES FOR A SPECIFIED TIME FRAME ENTER A/R OR F/A CODE OR CODES SEPARATED BY A SPACE OR FOR ALL CODES = This screen allows you to produce a report that lists accounts receivable and financial aid code transactions by specified code and time frame. When you access this process, the cursor is positioned at the "ENTER A/R OR F/A CODE OR CODES SEPARATED BY A SPACE OR FOR ALL CODES=" prompt. You can: • enter only an accounts receivable code • enter only a financial aid code • enter both accounts receivable codes and financial aid codes • press the [RETURN] key for all codes Entering An Accounts Receivable Code If you want to only print an accounts receivable code or codes, enter the accounts receivable code(s) at the prompt. If you enter more than one code, separate them by a space. You can enter as many codes as you want. To quit the entry mode, press [RETURN]. The following screen displays: ENTER BEGINNING DATE FOR REPORT (MM/DD/YYYY) = Enter the beginning date for the report in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Next, enter the ending date for the report. The process selects the appropriate records and prints a report on the default printer. See sample report on page 5-23. 5-22 Reports Entering A Financial Aid Code If you want to only print a financial aid code or codes, enter the code(s) at the prompt. If you enter more than one code, separate them by a space. You can enter as many codes as you want. To quit the entry mode, press [RETURN]. The following screen displays: ENTER BEGINNING DATE FOR REPORT (MM/DD/YYYY) = Enter the beginning date for the report in the format MM/DD/YYYY where MM is the two-digit month, DD is the two-digit day and YYYY is the four-digit year. Next, enter the ending date for the report. The process selects the appropriate records and prints a report on the default printer. Entering Both Accounts Receivable and Financial Aid Codes If you want to print both accounts receivable and financial aid codes, enter the codes(s) at the prompt. Remember to separate the codes by spaces. To exit entry mode, press [RETURN]. At the date prompts, enter the appropriate beginning and ending dates. The process selects the appropriate records and prints a report to the default printer. Selecting All Codes If you want to select all accounts receivable and financial aid codes, press the [RETURN] key at the prompt. At the date prompts, enter the appropriate beginning and ending dates. The process selects the appropriate records and prints a report to the default printer. ====================================================================================================== 09:55:46 03-24-99 LISTING OF A/R CODE TRANSACTION TOTALS FROM ARDETAIL FOR THE PERIOD PAGE 1 01/01/1999 THRU 01/30/1999 ARCODE DESCRIPTION CHARGES ADJUSTMENTS PAYMENTS CODE BALANCE ====================================================================================================== 21 COLLEGE TRANSFER TUI 116.25 0.00 132.50 -16.25 ========= -16.25 22 TECHNICAL TUITION 100.00 90.00 10.00 ========= 10.00 A/R Code Transaction Listing Note: This sample report shows two accounts receivable codes for the period January 1, 1999 through January 30, 1999. Sample reports for financial aid codes and all codes are not shown. They print in the same format as this sample. 5-23 Reports Accounts Receivable User Guide Over 65 Tuition Remission Candidates Report If you entered '12' at the prompt on the Reports Menu, then the following screen displays: ACCOUNTS RECEIVABLE OVER 65 TUITION CANDIDATES REPORT PAR48 ENTER A/R CODE(S) one at a time followed by , (CR) TO BEGIN PROCESSING, or (X) TO EXIT This process allows you to identify students who are 65 years or older and may be subject to tuition remission credits. The report that generates lists student name, birth date, accounts receivable codes and balances and account balances. When you access this screen, you are prompted to "ENTER A/R CODE(S) one at a time followed by , (CR) TO BEGIN PROCESSING, or (X) TO EXIT". You can enter the accounts receivable codes you want to print on the report or you can enter 'X' to exit without processing. If you choose to enter accounts receivable codes, enter them one at a time. You can enter multiple account codes. After you are finished entering account codes, press the [RETURN] key at a blank line to exit entry mode and execute the process. The process selects the appropriate records and prints them on the Tuition Remission Candidates Report. See sample below. OVER 65 TUITION REMISSION CANDIDATES REPORT AS OF 05-24-96 ACCT. ID... 236549687 NAME.... SMITH, BAUN BIRTHDATE 01/25/25 100 230 240 299394999 555555555 CURTIS, JAMES MONROE, MARYILN 12/22/27 11/20/28 22 22 ARCODE 22 ARBALANCE. 503.50 20.50 5.00 5.00 100.00 100.00 BALANCE. 534.00 100.00 200.00 ====== 834.00 3 records listed. Tuition Remission Candidates Report 5-24 Reports Daily A/R Adjustments Report If you entered '13' at the prompt on the Reports Menu, then the following screen displays: QAR413 DAILY A/R ADJUSTMENTS REPORT ENTER ADJUSTMENT DATE TO REPORT = The Daily A/R Adjustment Report Screen allows you to print a Daily A/R Adjustments Report for a time range you specify. The report lists adjustments to accounts for the specified day. The report lists account number, name, adjustment date, adjustment amount, adjustment reference and general ledger account number. When you access this process, the "ENTER DATE TO REPORT" prompt displays. Enter the date you want to report in the format MM/DD/YY where MM is the two-digit month, DD is the two-digit day and YY is the two-digit year. The report generates to the default printer. Press [RETURN] to acknowledge the message. A sample report is shown below. D A I L Y A / R A D J U S T M E N T S F O R 03/30/95 ACCOUNT NO =========== 245230037 245230037 245230037 555555555 NAME HOHNSBEHN, A.T. HOHNSBEHN, A.T. HOHNSBEHN, A.T. MONROE, MARILYN AC ADJ.DATE 7 7 7 8 03/30/95 03/30/95 03/30/95 03/30/95 ADJ.AMT.. 3.00 -10.00 5.00 5.00 ======= 3.00 ADJ.REF ERROR ERROR ERROR DGC ADJ. GLACCT... 00*000*00000*0000*00 02*100*10922*0000*00 11*000*10230*0000*00 01*510*01575*0000*00 4 records listed Daily A/R Adjustment Report 5-25 Reports System Processing 6 Chapter System Processing Back to Contents Overview ...................................................................................................... 6-3 Accessing the System Processing Option ...................................................... 6-3 Zero Balance Purge ...................................................................................... 6-6 Financial Aid Awards Transfer ...................................................................... 6-7 Registration Form Print & A/R Update ......................................................... 6-9 Registration Purge Charge Reversal ............................................................ 6-13 New Student Zero Balance Purge ............................................................... 6-14 A/R Beginning Balance ............................................................................... 6-15 A/R Name Index Reset ............................................................................... 6-17 Update ARMASTER .................................................................................. 6-18 Batch Post To G/L ...................................................................................... 6-19 Cross-Check ARMASTER & ARDETAIL ................................................ 6-20 AR - 1098 Menu ......................................................................................... 6-21 AR.1098 Contact Parameter Maintenance ............................................ 6-23 Build AR.1098 for Curriculum Students ................................................. 6-24 Build AR.1098 for Continuing Education Students ................................. 6-26 Print Errors From The Build Process ..................................................... 6-28 Fix the AR.1098 Records for Invalid SSNs ............................................ 6-29 AR.1098 Maintenance .......................................................................... 6-30 Updated 01/27/99 6-1 System Processing Accounts Receivable User Guide Print Student Statement - BATCH ......................................................... 6-31 Print Student Statement - INDIVIDUAL(S) ......................................... 6-33 Print 1098 FORMS - BATCH FORMAT .............................................. 6-34 Print 1098 FORMS - INDIVIDUAL(S) ................................................ 6-36 Display a Student Statement .................................................................. 6-38 Create 1098T Diskettes ........................................................................ 6-40 Clearing the AR.1098 Print Flags .......................................................... 6-41 6-2 Updated 01/27/99 System Processing Overview The System Processing Option is the fifth menu item on the Accounts Receivable Master Menu. Selecting this option will take you to a submenu, where you can choose to: • purge accounts receivable accounts with zero balances • post financial aid awards to accounts receivable accounts • print preregistration, registration forms and update accounts receivable accounts • reverse charges for purged students • print preregistration, registration forms and update accounts receivable accounts • purge students from ARMASTER and ARDETAIL files for a specified term • add or review beginning balances in accounts receivable accounts • reset name index • update ARMASTER file • post accounts receivable records to general ledger • cross check pointers in ARMASTER and ARDETAIL files • build 1098 file and print 1098 statements Accessing the System Processing Option AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR ENTER SELECTION OR TO EXIT= At the Accounts Receivable Master Menu (see above), select option five, System Processing. The System Processing Menu displays. See next page. Updated 01/27/99 6-3 System Processing 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> Accounts Receivable User Guide AR SYSTEM PROCESSING MAR5 1= ZERO BALANCE PURGE 2= FINANCIAL AID AWARDS TRANSFER 3= REGISTRATION FORM PRINT & A/R UPDATE 4= REGISTRATION PURGE CHARGE REVERSAL 5= NEW STUDENT ZERO BALANCE PURGE 6= A/R BEGINNING BALANCE ENTRY 7= A/R NAME INDEX RESET 8= UPDATE ARMASTER 9= BATCH POST TO G/L 10= CROSS-CHECK ARMASTER & ARDETAIL 11= AR.1098 Menu ENTER SELECTION OR TO EXIT= The System Processing Menu displays the various system processing options available in the Accounts Receivable module. To select a menu item, enter the appropriate number at the "ENTER SELECTION OR TO EXIT" prompt and then press the [RETURN] key. If you do not want to select an option, press the [RETURN] key to exit to the Accounts Receivable Master Menu. The menu items are described below. 1) Zero Balance Purge. To delete all accounts receivable records that have a zero balance and are not currently enrolled in the system. The ARCASH and ARRCPT files are also purged. This process is typically executed about once per year. 2) Financial Aid Award Transfer. To select award recipients for a specified term and post financial aid awards as credits to the student accounts. You can choose to post all awards for a specified term, select students for a specified term, or select financial aid codes for a specified term. 3) Registration Form Print & A/R Update. To print preregistration or registration forms and update accounts receivable accounts for students who have activity in the ARCODES file for a term you specify. 4) Registration Purge Charge Reversal. To reverse charges for students who were purged during the Registration Purge process. Only charges incurred during the registration period for which the students were purged are reversed. 5) New Student Zero Balance Purge. To purge students from the ARMASTER and ARDETAIL files who have already been purged through the New Student Purge Process in the Registration module (CC.RG) for a term you specify. The program first checks to be sure that all accounts receivable code balances in the student accounts are equal to zero before the purge begins. 6) A/R Beginning Balance Entry. To add or review beginning balances in accounts receivable accounts. This process does not update general ledger files. The process is designed to be used at installation. 6-4 Updated 01/27/99 System Processing 7) A/R Name Index Reset. To regenerate the name indexing capability of the accounts receivable module. Name indexing sometimes gets corrupted when you delete accounts. Any time you delete accounts (especially multiple accounts using purge options like Registration Purge Charge Reversal or New Student Zero Balance Purge), execute this process to regenerate the index. 8) Update ARMASTER. To rebuild the ARMASTER record from data stored in the associated ARDETAIL file. Whenever an '*' appears in the audit column of the Aged Trial Balance Report, you need to research the error and then update the ARMASTER using this process. 9) Batch Post to G/L. To post accounts receivable accounts to the appropriate general ledger accounts. Records are posted to the general ledger based on transaction date. Reports generate based on the selections you make. 10) Cross-Check ARMASTER & ARDETAIL. To verify that a pointer exists in ARMASTER for each ARDETAIL record and that an ARDETAIL records exists for each ARMASTER pointer. This process is useful if problems arise with records in ARDETAIL not matching records in ARMASTER. 11) AR.1098 Menu. Includes the option to build the 1098 file, for both curriculum and continuing education students to meet the information reporting requirements of the Tax Relief Act of 1997. Options to print 1098 forms and student statements are also inlcuded. The menu also includes related support options. Updated 01/27/99 6-5 System Processing Accounts Receivable User Guide Zero Balance Purge If you entered '1' at the prompt on the System Processing Menu, then the following screen displays: ARMASTER, ARDETAIL, AND ARCASH PURGE PROCESS Before beginning the purge process it is essential that the ARMASTER and ARDETAIL files are in proper order. First run the process to "CROSS-CHECK ARMASTER & ARDETAIL", A/R menu item 5,10. Some of the discrepancies can be resolved by running the process to "UPDATE ARMASTER", menu item 5,8. Any that cannot be resolved in this manner should be corrected by the System Administrator using the editor. Next, AGE BALANCES, menu item 1,4, and print the AGED TRIAL BALANCE REPORT, menu item 4,3. Resolve any discrepancies from this report using the process to UPDATE ARMASTER, menu item 5,8. An alternative process would be to first run the UPDATE ARMASTER process for all records and then run the CROSS-CHECK ARMASTER & ARDETAIL and AGED TRIAL BALANCE REPORT. This process will require more computer time but may require less user intervention. Have all discrepancies from the CROSS-CHECK ARMASTER & ARDETAIL and AGED TRIAL BALANCE reports been corrected? (Y/N) = The Zero Balance Purge Screen allows you to delete all accounts receivable records that have a zero balance and are not currently enrolled in the system. The ARCASH and ARRCPT files are also purged. This process is typically executed about once per year. Note: Before you execute this process, be sure that the ARMASTER and ARDETAIL files are in proper order. First, execute option 5-10, Cross-Check ARMASTER & ARDETAIL. If discrepancies show up, most can be resolved by running option 5-8, Update ARMASTER. Any discrepancies that can't be resolved using these processes can be corrected by your college's system administrator using the editor. Next, execute option 1-4, Age Balances, and print an Aged Trial Balance Report from menu option 4-3. Resolve any discrepancies from this report using option 58, Update ARMASTER. Another way to verify the ARMASTER and ARDETAIL files are in order is to execute option 5-8, Update ARMASTER, then run option 5-10, Cross-Check ARMASTER & ARDETAIL, then print an Aged Trial Balance Report. This method will require more computer time but may require less user intervention. When you access this process, the cursor is on the "Have all discrepancies from the CROSS-CHECK ARMASTER & ARDETAIL and AGED TRIAL BALANCE reports been corrected? (Y/N) =" prompt. If all discrepancies have been corrected, enter 'Y' to continue. If not, enter 'N' and follow the recommendations in the note box (above) to correct the discrepancies. After you enter 'Y', the process does not prompt you for any more information except the printer destination. The number of purged records displays on the screen as soon as they have been purged. To exit from the purge process after completion, press [RETURN]. 6-6 Updated 01/27/99 System Processing Financial Aid Awards Transfer If you entered '2' at the prompt on the System Processing Menu, then the following screen displays: ========================================================================= FINANCIAL AID AWARDS TRANSFER ========================================================================= ENTER TERM (YY/TT) FOR FINANCIAL AID AWARDS TRANSFER : The Financial Aid Awards Transfer Screen allows you to select award recipients for a specified term and post awards as credits to the student accounts. You can choose to post all awards for a specified term, select students for a specified term, or select financial aid codes for a specified term. The process generates a report showing posted awards (see sample report on the following page). When you access this process, the cursor is positioned on the '"ENTER TERM (YYYY/TT) FOR FINANCIAL AID AWARDS TRANSFER:" prompt. Enter the term for the financial aid award transfer or enter 'XX' to cancel without processing. Note: Before you can post awards, make sure that the posting status is 'B'. If you attempt to post awards when the posting status is not 'B', the process displays one of the following: "STATUS= A - MUST BE 'B' TO POST AWARDS TO A/R" or "STATUS=C - MUST BE 'B' TO POST AWARDS TO A/R" To change the posting status to 'B', access the Financial Aid module (CC.FA). From the Financial Aid Main Menu, select option 1, Support File Maint/Inquiry. Then select the Posting Status Maintenance option. Change the status to 'B' and save the record. Next, return to (CC.AR) and re-execute the financial aid awards transfer process. Posting All Awards For A Specified Term To post all awards for a term you specified at the "ENTER TERM (YYYY/TT) FOR FINANCIAL AID AWARDS TRANSFER:" prompt, enter 'A' at the "POST (A)LL, (S)ELECTED STUDENTS, (F)ACODE OR (XX)EXIT?" prompt. The process then selects all financial aid awards in the FFA.AWARDS file for the specified term and posts them to the student accounts receivable accounts. Updated 01/27/99 6-7 System Processing Accounts Receivable User Guide Posting Select Students For A Specified Term To post awards for select students for a term you specified at the "ENTER TERM (YYYY/TT) FOR FINANCIAL AID AWARDS TRANSFER:" prompt, enter 'S'. The following screen displays: ENTER THE STUDENT'S F/A ID (YYNNNNNNNNN) TO BE SELECTED ( TO END): Enter the financial aid identification number for the student(s) to be selected for financial award postings. The identification number consists of the four-digit financial aid year (YYYY) and the nine-digit student identification number (NNNNNNNNN). For example, if you want to post awards for Marilyn Monroe for the current year, you would enter the financial aid year and her social security number at the prompt. In her case, that would be '1999555555555'. You can enter as many students as you want. To end data entry mode, press [RETURN]. The process then selects the students you selected for the specified term and posts them to the student accounts receivable accounts. Posting Select Financial Aid Codes For A Specified Term To post awards for select financial aid codes for a term you specified at the "ENTER TERM (YYYY/TT) FOR FINANCIAL AID AWARDS TRANSFER:" prompt, enter 'F'. The following screen displays: ENTER FACODE TO POST: Enter the financial aid code(s) that you want to post. You can enter more than one code. To exit from the data entry mode, press [RETURN]. The process then selects the financial aid code(s) you selected for the specified term and posts them to the student accounts receivable accounts. For example, let's say you want to post only PELL awards for term 1999*01. You would enter 'PELL' at the above prompt and press [RETURN]. 10:09 03-01-1999 STUDENT FINANCIAL AID AWARDS POSTED TO A/R FOR TERM 1999*01 RAR52 PAGE 1 STUDENT-ID NAME CODE REFERENCE AMOUNT ---------------------------------------------------------------------------------------------------------------------------------------------------878451234 LOVELY, LINDA PELL DGC 1,000.00 ----------1,000.00 2,000.00 ----------2,000.00 2,000.00 ====== 5,000.00 345678901 LUCKY, BARBIE PELL DGC 888990455 MANLEY, TERESA PELL DGC 6-8 Updated 01/27/99 System Processing Registration Form Print & A/R Update If you entered '3' at the prompt on the System Processing Menu, then the following screen displays: REGISTRATION FORM PRINT ENTER PRINT DESTINATION NAME ( = DEFAULT) Enter the print destination for the registration forms or press [RETURN] to have the forms print on the default printer. The following screen displays: DO YOU REQUIRE 1. PRE-REGISTRATION FORMS (NO SCHEDULES) 2. REGISTRATION FORMS (WITH SCHEDULES) ENTER SELECTION # (OR END) The Registration Form Print & A/R Update Screen allows you to print preregistration or registration forms and update accounts receivable accounts for students who have activity in the ARCODES file for a term you specify. When you access this screen, the cursor is on the "ENTER SELECTION # (OR END)" prompt. You can enter '1' to print preregistration forms without schedules, enter '2' to print registration forms with schedules, or enter 'END' to exit the process. Printing Pre-Registration Forms If you entered '1' at the "ENTER SELECTION # (OR END)" prompt, the following screen displays: ENTER TERM FOR WHICH REGISTRATION FORMS ARE REQUIRED: ####*## DO YOU REQUIRE FORMS FOR 1. ALL STUDENTS 2. CURRENTLY ENROLLED STUDENTS 3. NEW STUDENTS ONLY ENTER SELECTION # (OR END) Enter the forms you want to print. You can choose to print all student preregistration forms, currently enrolled student preregistration forms, or new student preregistration forms. Updated 01/27/99 6-9 System Processing Enter the term for which registration forms are required. Enter in the format YYYY*TT where YYYY is the four-digit year and TT is the two-digit term. The following menu displays: Accounts Receivable User Guide All Students If you select forms for all students, the "IS THIS WHAT YOU WANT? ('CR', N):" prompt displays. If you want to print preregistration forms for all students, press [RETURN]. If not, enter 'N' to exit without processing. Currently Enrolled Students If you select forms for currently enrolled students, the "ENTER TERM(S) FOR WHICH ENROLLED STUDENTS ARE REQUIRED:" prompt displays. Enter the term or terms to serve as the currently enrolled term specifications. Enter in the format YYYY/TT where YYYY is the four-digit year and TT is the two-digit term. For example, let's say you want to print preregistration forms for the first term in 1999 but only want to print currently enrolled students. You would enter 1999*01at the "ENTER TERM FOR WHICH REGISTRATION FORMS ARE REQUIRED:" prompt (see page 6-9). Then you would enter '2' at the "DO YOU REQUIRE FORMS FOR" prompt. At the "ENTER TERM(S) FOR WHICH ENROLLED STUDENTS ARE REQUIRED:" prompt, enter 1999*01 again to select only students who enrolled this term. New Students If you select forms for new students, the "ENTER STARTING TERM FOR NEW STUDENTS REQUIRED:" prompt displays. Enter the starting term for the selection criteria. Enter in the format YYYY/ TT where YYYY is the four-digit year and TT is the two-digit term. Regardless of whether you choose to print forms for all students, currently enrolled students or new students, the following screen displays after you make your selection: REGISTRATION FORM PRINT ENTER MESSAGE NUMBER, A UNIQUE MESSAGE, OR FOR NO MESSAGE ON FORM : 1- Classes will begin on 'xx-xx-xx'. 2- Christmas vacation will be from 'xx-xx-xx' to 'xx-xx-xx'. 3- All nursing students must meet with their advisor for insurance info. 4- All tuition and fees must be paid by 'xx-xx-xx' to hold classes. 5- Message 5. 6- Message 6. 7- Message 7. 8- Message 8. 9- Message 9. 10- Message 10. Enter a number to select a message to print on the preregistration form, enter a unique message or press the [RETURN] key if you do not want any message to print on the form. After you make an entry, the process uses the criteria you entered to generate forms. The forms print to the default printer or the printer you designated at the beginning of this process. 6-10 Updated 01/27/99 System Processing Printing Registration Forms If you entered '2' at the "ENTER SELECTION # (OR END)" prompt, the following screen displays: ENTER TERM FOR WHICH REGISTRATION FORMS ARE REQUIRED: ##/## Enter the term for which registration forms are required. Enter in the format YYYY/TT where YYYY is the four-digit year and TT is the two-digit term. The following screen displays: IS THIS A BATCH RUN FOR ALL REGISTRATION RECORDS IN THE INDICATED TERM (Y,N) Batch Run If you want to run a batch for all registration records for the term you specified, enter 'Y'. The "IS THIS WHAT YOU WANT? ('CR',N):" prompt displays. If yes, press the [RETURN] key. If no, enter 'N' to exit the process. If you pressed the [RETURN] key, the following screen displays: DO YOU WISH TO PRINT CHARGES ON REGISTRATION FORM (Y,N) If you want to print charges on the registration form, enter 'Y'. If not, enter 'N'. The following screen displays: REGISTRATION FORM PRINT ENTER MESSAGE NUMBER, A UNIQUE MESSAGE, OR FOR NO MESSAGE ON FORM : 1- Classes will begin on 'xx-xx-xx'. 2- Christmas vacation will be from 'xx-xx-xx' to 'xx-xx-xx'. 3- All nursing students must meet with their advisor for insurance info. 4- All tuition and fees must be paid by 'xx-xx-xx' to hold classes. 5- Message 5. 6- Message 6. 7- Message 7. 8- Message 8. 9- Message 9. 10- Message 10. Enter a number to select a message to print on the registration form, enter a unique message or press the [RETURN] key if you do not want any message to print on the form. After you make an entry, the process uses the criteria you entered to generate forms. The forms print to the default printer or the printer you designated at the beginning of this process. Updated 01/27/99 6-11 System Processing Accounts Receivable User Guide Not A Batch Run If you do not want to run a batch for all registration records for the term you specified, enter 'N'. The "IS THIS WHAT YOU WANT? ('CR',N):" prompt displays. If yes, press the [RETURN] key. If no, enter 'N' to exit the process. If you pressed the [RETURN] key, the following screen displays: DO YOU WISH TO PRINT CHARGES ON REGISTRATION FORM (Y,N) If you want to print charges on the registration form, enter 'Y'. If not, enter 'N'. The following screen displays: REGISTRATION FORM PRINT ENTER MESSAGE NUMBER, A UNIQUE MESSAGE, OR FOR NO MESSAGE ON FORM : 1- Classes will begin on 'xx-xx-xx'. 2- Christmas vacation will be from 'xx-xx-xx' to 'xx-xx-xx'. 3- All nursing students must meet with their advisor for insurance info. 4- All tuition and fees must be paid by 'xx-xx-xx' to hold classes. 5- Message 5. 6- Message 6. 7- Message 7. 8- Message 8. 9- Message 9. 10- Message 10. Enter a number to select a message to print on the registration form, enter a unique message or press the [RETURN] key if you do not want any message to print on the form. After you make an entry, the process displays the following: ENTER RE-CYCLE TIME IN MINUTES ###.# ENTER ENDING TIME (99:99 AM) ##:#### Since you are not printing in a batch mode, you need to tell the process when to search the accounts receivable files to generate registration forms. • Enter the recycle time (in minutes) at the "ENTER RE-CYCLE TIME IN MINUTES" prompt. For example, if you want the process to generate available registration forms every 5 minutes, enter '005.0' at the prompt. • Enter the ending time for the recycle check. For example, if you set the recycle time for 5 minutes, then the process prints all available registration forms every 5 minutes. You also need to tell the process when to STOP checking and printing registration forms. You do that at this prompt. Enter the time in the format ##:#### where ## is the two-digit hour and #### is the two-digit minute along with either AM or PM. (For example, if you wanted the ending time to be 5:00 p.m., you'd enter '05:00PM'.) 6-12 Updated 01/27/99 System Processing Registration Purge Charge Reversal If you entered '4' at the prompt on the System Processing Menu, then the following screen displays: ACCOUNTS RECEIVABLE STUDENT PURGE PROCESS THIS PROCESS REVERSES CHARGES FOR STUDENTS WHO WERE PURGED DURING THE REGISTRATION PURGE PROCESS. ONLY CHARGES INCURRED DURING THE REGISTRATION PERIOD FOR WHICH THE STUDENTS WERE PURGED ARE REVERSED. DO YOU WISH TO BEGIN THE ACCOUNTS RECEIVABLE STUDENT PURGE PROCESS? (Y/N) = The Registration Purge Charge Reversal Screen allows you to reverse charges for students who were purged during the Registration Purge process. Only charges incurred during the registration period for which the students were purged are reversed. When you access this process, the cursor is positioned at the "DO YOU WISH TO BEGIN THE ACCOUNTS RECEIVABLE STUDENT PURGE PROCESS? (Y/N) =" prompt. To begin the purge process, enter 'Y'. To exit the process without executing, enter 'N'. Updated 01/27/99 6-13 System Processing Accounts Receivable User Guide New Student Zero Balance Purge If you entered '5' at the prompt on the System Processing Menu, then the following screen displays: NEW STUDENT ZERO BALANCE PURGE THIS PROCESS PURGES THE ARMASTER AND ARDETAIL FILES OF THOSE STUDENTS WHO HAVE BEEN PURGED THROUGH THE NEW STUDENT PURGE PROCESS IN REGISTRATION. THE PROGRAM FIRST CHECKS TO BE SURE THAT ALL A/R-CODE BALANCES WITHIN THE STUDENT ACCOUNT ARE EQUAL TO ZERO. DO YOU WISH TO BEGIN THE A/R NEW STUDENT ZERO BALANCE PURGE? (Y/N) = The New Student Zero Balance Purge Screen allows you to purge students from the ARMASTER and ARDETAIL files who have already been purged through the New Student Purge Process in the Registration module (CC.RG) for a term you specify. The program first checks to be sure that all accounts receivable code balances in the student accounts are equal to zero before the purge begins. When you access this process, the cursor is positioned at the "DO YOU WISH TO BEGIN THE A/R NEW STUDENT ZERO BALANCE PURGE PROCESS? (Y/N) =" prompt. To begin the purge process, enter 'Y'. To exit the process without executing, enter 'N'. If you entered 'Y' to begin the purge process, the following screen displays: NEW STUDENT A/R PURGE ENTER TERM FOR PURGE: ? Enter the term to purge. Enter in the format YYYY/TT whereYY YY is the four-digit year and TT is the two-digit term. After you enter a valid term, the process selects the AR.PRG.TAG file with a term equal to the term you entered. The records in the AR.PRG.TAG file were created by the New Student Purge program in CC.RG. This program deletes the records in that file if the balances are equal to zero. 6-14 Updated 01/27/99 System Processing A/R Beginning Balance Entry If you entered '6' at the prompt on the System Processing Menu, then the following screen displays: ACCOUNTS RECEIVABLE BEGINNING BALANCE ENTRY THIS PROCESS DOES NOT UPDATE GENERAL LEDGER. IT IS MEANT TO BE USED ONLY AT INSTALLATION TIME FOR ENTERING BEGINNING BALANCES INTO THE A/R ACCOUNTS WHICH HAVE ALREADY BEEN ENTERED INTO THE GENERAL LEDGER MODULE. DO YOU WISH TO BEGIN THE ACCOUNTS RECEIVABLE BEGINNING BALANCE ENTRY? (Y/N) = The Accounts Receivable Beginning Balance Entry allows you to add or review beginning balances in accounts receivable accounts. This process does not update general ledger files. The process is designed to be used at installation. When you access this process, the cursor is positioned on the "DO YOU WISH TO BEGIN THE ACCOUNTS RECEIVABLE BEGINNING BALANCE ENTRY? (Y/N)=" prompt. To enter beginning balances, enter 'Y'. To exit without processing, enter 'N'. If you entered 'Y', the following screen displays: A/R BEGINNING BALANCE ENTRY ================================================================================ ID: CURRENT BALANCE: ================================================================================ CD DESC BAL CD DESC BAL ================================================================================ ENTER ACCOUNT OR 'X' TO EXIT? **P R O C E S S D O E S N O T U P D A T E G E N E R A L L E D G E R** When you access this process, the "ENTER ACCOUNT OR 'X' TO EXIT?" prompt displays. At this point, you can enter an account to create a beginning balance, or you can enter 'X' to exit the program. Updated 01/27/99 6-15 System Processing Accounts Receivable User Guide If you enter an account number, the process attempts to match the account number to the record I.D. in STUDMAST, ARMASTER, PERMST, and CESTUDMAST. If a match is found in any of these files, the record is displayed on the screen. If you are entering a new account balance, there will be no match. Creating An Account If no match is found when you enter an account number, the message, "ACCOUNT DOES NOT EXIST...CREATE (Y/N)?", displays. If you want to create a new account, enter 'Y'. The A/R Account Maintenance/Inquiry Screen displays (see page 2-5). Enter the appropriate information. Viewing An Existing Account If a match is found when you enter an account number, the process displays accounts receivables information for that account. For more information about viewing an existing account, refer to pages 2-8 through 2-11. 6-16 Updated 01/27/99 System Processing A/R Name Index Reset If you entered '7' at the prompt on the System Processing Menu, the following screen displays: ACCOUNTS RECEIVABLE A/R NAME INDEX RESET THIS PROCESS RE-BUILDS THE A/R NAME INDEX. DO YOU WISH TO BEGIN RE-BUILDING YOUR A/R NAME INDEX? (Y/N) = The A/R Index Reset Screen allows you to regenerate the name indexing capability of the accounts receivable module. Name indexing sometimes gets corrupted when you delete accounts. Any time you delete accounts (especially multiple accounts using purge options like Registration Purge Charge Reversal or New Student Zero Balance Purge), execute this process to regenerate the index. When you access this process, the cursor is positioned on the "DO YOU WISH TO BEGIN RE-BUILDING YOUR A/R NAME INDEX? (Y/N)=" prompt. Enter 'Y' to begin the rebuilding process. The process reads the ARINDX file, selects the records in the file and rebuilds the index. If you do not want to execute this process, enter 'N' to exit without processing. Updated 01/27/99 6-17 System Processing Accounts Receivable User Guide Update ARMASTER If you entered '8' at the prompt on the System Processing Menu, the following screen displays: ======================================================================== ARMASTER UPDATE ======================================================================== UPDATE (A)LL OR (S)ELECTED ACCOUNTS? The ARMASTER Update Screen allows you to rebuild the ARMASTER record from data stored in the associated ARDETAIL file. Whenever an '*' appears in the audit column of the Aged Trial Balance Report, you need to research the error and then update the ARMASTER using this process. When you access this process, the cursor is positioned on the "UPDATE (A)LL OR (S)ELECTED ACCOUNTS?" prompt. Enter 'A' to update all accounts in the ARMASTER file or enter 'S' to enter selected accounts to update. Note: Be sure to contact your college's system administrator before using this process. All users must be out of the accounts receivable processes and accounts payable check writing process before you begin running this process. Updating All Accounts To update all accounts in the ARMASTER file, enter 'A' at the prompt. The process compares and updates all accounts in the ARDETAIL file with all accounts in the ARMASTER file. This process can run for a long time since it compares and updates all accounts in the ARMASTER file. Update Select Accounts To update specific accounts in the ARMASTER file, enter 'S' at the prompt. The following screen displays: =========================================================================== ARMASTER UPDATE =========================================================================== ENTER THE ACCOUNTS TO BE SELECTED ( TO END): Enter the account number(s) of the account(s) you want to update. You can enter multiple accounts. Enter the account number then press [RETURN]. Enter another account number if appropriate. To exit from data entry mode, press [RETURN] on a blank line. The process compares and updates the specified account(s) in the ARMASTER file. 6-18 Updated 01/27/99 System Processing Batch Post To G/L If you entered '9' at the prompt on the System Processing Menu, the following screen displays: QAR59 ============================================================================= BATCH POST TO GL ============================================================================= DO YOU WANT A REPORT OF UPDT.FILE BY ACCOUNT NAME (Y/N)? The Batch Post To G/L Process allows you to post accounts receivable accounts to the appropriate general ledger accounts. Records are posted to the general ledger based on transaction date. Reports generate based on the selections you make. When you access this screen, the cursor is positioned on the "DO YOU WANT A REPORT OF UPDT.FILE BY ACCOUNT NAME (Y/N)?" prompt. Enter 'Y' if you want to print a report that lists updated general ledger accounts grouped by account name or 'N' if you do not want the report. At the "DO YOU WANT A REPORT BY RECEIPT NUMBER (Y/N)?" prompt, enter 'Y' to print a report by receipt number or enter 'N' for no report. At the "DO YOU WANT A REPORT OF UPDT.FILE BY GL NUMBER (Y/N)?" prompt, enter 'Y' to print a report that lists updated general ledger accounts grouped by general ledger number or enter 'N' for no report. At the "DO YOU WANT A REPORT OF THE SUMMARIZED ENTRIES IN UPDT.FILE (Y/N)?" prompt, enter 'Y' to print a report summarized by the entries in the updated general ledger file or enter 'N' for no report. After you have completed the report prompts, the process posts accounts receivable accounts to the appropriate general ledger accounts for the current transaction date. If you selected any reports to print, the reports print to the default printer. Updated 01/27/99 6-19 System Processing Accounts Receivable User Guide Cross-Check ARMASTER & ARDETAIL If you entered '10' at the prompt on the System Processing Menu, the following screen displays: ========================================================================== A/R RECON.ARM.ARB A/R Audit ========================================================================== Audit (A)ll, (S)elected Accounts or (XX)Exit? The A/R Audit Screen allows you to verify that a pointer exists in ARMASTER for each ARDETAIL record and that an ARDETAIL records exists for each ARMASTER pointer. This process is useful if problems arise with records in ARDETAIL not matching records in ARMASTER. When you access this process, the cursor is positioned on the "Audit (A)ll, (S)elected Accounts or (XX)Exit?" prompt. You can choose to audit all accounts, selected accounts or exit without processing. Audit All Accounts To audit all accounts, enter 'A' at the prompt. The process compares the records in ARDETAIL to summary records in ARMASTER. This process can take hours, and users must be out of all accounts receivable processes before you can execute this process. Audit Selected Accounts To audit select accounts, enter 'S' at the prompt. At the "Enter The Accounts To Be Selected ( To End):" prompt, enter the account(s) that you want to audit. To exit from data entry mode, press [RETURN] on a blank line to begin the auditing process. Make sure all users are out of all accounts receivable processes before you execute this process. Exiting Without Processing To exit without processing, enter 'XX' at the prompt. 6-20 Updated 01/27/99 System Processing AR.1098 Menu If you entered '11' at the prompt on the System Processing Menu, the following menu displays: AR AR 1098 PROCESSING MENU MAR511 1= AR.1098 Contact Parameter Mnt 2= Build AR.1098 for Curriculum Students 3= Build AR.1098 for Continuing Ed Students 4= Print Errors from the Build Process 5= Fix the AR.1098 records for invalid SSNs 6= AR.1098 Maintenance 7= Print Student Statements - BATCH 8= Print Student Statements - INDIVIDUAL(S) 9= Print 1098 FORMS - BATCH FORMAT 10= Print 1098 FORMS - INDIVIDUAL(S) 11= Display a Student Statement 12= Create 1098T Diskettes Which would you like? ( 1 - 12 )= The AR.1098 Menu includes options to build the 1098 file for both curriculum and continuing education students as necessary to meet the information reporting requirements of the Tax Relief Act of 1997. The menu also includes options to print both 1098 forms and 1098 student statements, display a student's statement to the screen and to perform related support options. Menu items are described below. 1) AR.1098 Contact Parameter Mnt. To identify the AR.1098 contact person at your college. Each college must name a contact person. 2) Build AR.1098 for Curriculum Students. To build the 1098 file for curriculum students as required by the Tax Relief Act of 1997. The information generated in the build process must be reported to the Internal Revenue Service. (Required beginning with the 1998 reporting year). 3) Build AR.1098 for Continuing Education Students. To build the 1098 file for continuing education students as required by the Tax Relief Act of 1997. This information generated in the build process must be reported to the Internal Revenue Service. (Optional for the 1998 and 1999 reporting years). 4) Print Errors from the Build Process. To print a listing of errors found during the build processes (menu items 1 and 2). 5) Fix the AR.1098 Records for Invalid SSNs. To correct invalid social security numbers. Updates social security number in the 1098 file only. 6) AR.1098 Maintenance. This option will be added later. Updated 01/27/99 6-21 System Processing Note: It is recommended that you not run the process to build the 1098 file for continuing education students if your college is not using the online registration process. Accounts Receivable User Guide 7) Print Student Statements - Batch. To print a batch of 1098 student statements. The 1098 student statement shows dollar amounts for qualifying tuition and fees paid by the student and /or a third party. The statement also shows dollar amounts of grants and/or scholarships received by the student and any refunds of tuition and fess. The statement includes the above mentioned for curriculum and/or continuing education based on your specifications. If you don't want to print all statements in one batch, you can specify the number of statements to print. You can also specify sort order. Note: The batch student statement print process will only print statements for students with payments exceeding refunds. 8) Print Student Statements - Individual(s). To print 1098 student statements for individual students. Statements are the same as in the batch process, but printed for the individual students you specify. 9) Print 1098 Forms - Batch Format. To print a batch of 1098 forms. The 1098 form shows the name, address, telephone and federal identification number for the filer (your college). Student information includes the student's name, address, social security and an indicator if the student was at least a half-time student during the reporting year. You can choose to include curriculum or continuing education students or both. Unlike the 1098 statement, no dollar amounts are inlcuded on the 1098 form. The 1098 form is printed on Department of Treasury - Internal Revenue Service form 1098-T and is mailed to each student. If you don't want to print all students in one batch, you can specify the number of student forms to print. You can also specify sort order. Note: The batch 1098 form print process will only print forms for students with payments exceeding refunds. 10) Print 1098 Forms - Individual(s). To print 1098 forms for individual students. Forms are the same as in the batch process, but printed for the individual students you specify. 11) Display a Student Statement. To display a 1098 statement for an individual student. 12) Create 1098T Diskettes. To file transfer the 1098 file to diskettes. Each menu item is explained further on the following pages. 6-22 Updated 01/27/99 System Processing AR.1098 Contact Parameter Maintenance If you select option 1, AR.1098 Contact Parameter Mnt from the AR.1098 menu, the following screen will display: AR.U.AR.1098.CONTACT PG->1 of 1 01/19/1999 REL AR.1098 CONTACT PARAMETERS 2. Name of Institution's Contact (First and Last Name) 3. Business Phone Number John Doe (919) 555-1212 Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# The AR.1098 Contact Parameters screen allows you to identify the 1098 contact person at your college. Each college must name a contact person. When you access the AR.1098 Contact Parameters screen, the cursor is positioned at the Name of Institution's Contact field. At this point, you can choose to continue with this process or exit without identifying or modifying your college's contact person. To continue, see the field descriptions below. To exit this process without identifying or modifying the contact person, enter a period in the Name of Institution's Contact field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. 1. Name of Institution's Contact. Enter the first and last name of the 1098 contact person at your college. Business Phone Number. Enter the contact person's ten digit business telephone number. Enter the phone number without delimiters. 2. Updated 01/27/99 6-23 System Processing After you have completed all fields, you must save your entries. At the TOADS command line, enter 'S' and press [RETURN]. Your entries will be saved and you will be prompted, "Press [RETURN] to continue." When you press [RETURN] you will return to the AR.1098 menu. Accounts Receivable User Guide Build AR.1098 for Curriculum Students If you select option 2, Build AR.1098 for Curriculum Students from the AR.1098 menu, the following screen will display: AR.U.AR.1098.RG PG->1 of 1 01/19/1999 REL BUILD AR.1098 RECORDS FOR CURRICULUM STUDENTS 1. Calendar Year to build 2. A/R Codes for Qualifying Tuition & Fees _______ 1. _______ 3. FA Third Party Codes Only use this field for Financial Aid that is treated like a 3rd Party FA 3rd Pty Code 1. _____________ Corresponding ARCODE __________ Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# The Build AR.1098 for Curriculum Students screen allows you to build the 1098 file for curriculum students as required by the Tax Relief Act of 1997. When you access the Build AR.1098 for Curriculum Students screen, the cursor is positioned at the Calendar Year to build field. At this point, you can choose to continue with this process or exit without building the file. To continue, see the field descriptions below. To exit this process without building the 1098 file, enter a period in the Calendar Year to build field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. Note: Beginning with the 1998 reporting year, educational institutions that received payments of qualified tuition and related expenses must file an information return with the IRS for each curriculum student on whose behalf payments were received. An information return is not required for curriculum students who received reimbursements or refunds that equal or exceed payments of qualified tuition or related fees. 1. Calendar Year to build. Enter the four digit tax reporting year for which you want to build the 1098 file. AR Codes for Qualifying Tuition & Fees. Enter all AR codes for charges that qualify for Hope Scholarship or Lifetime Learning tax credit. To end data entry for this field, press [RETURN] on a blank line. The cursor will advance to the next field. Note: Other than in-state and out-of-state tuition, fees should be verified with the IRS as qualifying or not. 2. 6-24 Updated 01/27/99 System Processing 3. FA Third Party Codes. Enter the codes for any financial aid that is treated as a third party. The cursor will move to the Corresponding ARCODE portion of the field. Enter the AR code that corresponds to the third party code entered. To end data entry for this field, press [RETURN] on a blank line. The cursor will advance to the TOADS command line. After you have completed all fields, you must save your entries. At the TOADS command line, enter 'S' and press [RETURN]. A screen similar to the following will display. No records meeting the selection criteria found on the AR.1098 file. 67 records selected. 48 records selected. Cleared the system default SELECT list. 67 records selected. The build process is finished. Enter . The process initially checks for records from the previous year (the year you entered minus one). Note the message "No records meeting the selection criteria found on the AR.1098 file" in the example above. If records from the previous year are found, you will be asked if you want to delete the records. You should answer yes. The process will continue. When you receive the message that the build process is complete, press [RETURN]. You will then be prompted, "Press [RETURN] to continue." When you press [RETURN] you will return to the AR.1098 menu. Updated 01/27/99 6-25 System Processing Accounts Receivable User Guide Build AR.1098 for Continuing Ed Students If you select option 3, Build AR.1098 for Continuing Ed Students from the AR.1098 menu, the following screen will display: AR.U.AR.1098.CE PG->1 of 1 01/19/1999 REL BUILD AR.1098 RECORDS FOR CE STUDENTS 1. Calendar Year to build 2. A/R Codes for Qualifying CE Class Fees _______ 1. _______ 3. Did your college use the CE Individual, Telephone and Credit Card Registration Process during the calendar year entered above (Y or N) ___ Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# The Build AR.1098 for CE Students screen allows you to build the 1098 file for continuing education students as required by the Tax Relief Act of 1997. When you access the Build AR.1098 for CE Students screen, the cursor is positioned at the Calendar Year to build field. At this point, you can choose to continue with this process or exit without building the file. To continue, see the field descriptions below. To exit this process without building the 1098 file, enter a period in the Calendar Year to build field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. Note: While reporting payments of qualified tuition and related expenses for curriculum students must begin in the 1998 reporting year, educational institutions are not required to file an information return for continuing education students until the 2000 reporting year. 1. Calendar Year to build. Enter the four digit tax reporting year for which you want to build the 1098 file. AR Codes for Qualifying CE Class Fees. Enter all AR codes for charges that qualify for Hope Scholarship or Lifetime Learning tax credit. To end data entry for this field, press [RETURN] on a blank line. The cursor will advance to the next field. Note: Fees in question should be verified with the IRS as qualifying or not. 2. 3. Did your college use the CE Individual, Telephone and Credit Card Registration Process during the calendar year entered above (Y or N). Answer 'Y' or 'N'. 6-26 Updated 01/27/99 System Processing Note: It is recommended that you not run the process to build the 1098 file for continuing education students if your college is not using the online registration process. If you enter 'Y', the cursor will move to the TOADS command line. Enter 'S' to build the 1098 file for continuing education students. A screen similar to the one shown below will display. If you enter 'N', you will receive the message, "Since your college did not use the CE INDIVIDUAL registration, running this process will create a 1098 for every CE student. Is this what you want (Y/N)? If you do not want to create a 1098 for every CE student, enter 'N'. You will receive the message, "Get to prompt line and enter 'Q' to quit." Press the [RETURN] key. The cursor will return to the number 3 field. Enter a period and press [RETURN]. The cursor will advance to the TOADS command line. Press 'Q' to quit and press [RETURN]. You will return to the AR.1098 Processing Menu. Note that following these steps will not build the 1098 file for CE students. If you do want to create a 1098 for every CE student, enter 'Y'. The cursor will advance to the TOADS command line. Enter 'S' to build the 1098 file for continuing education students. A screen similar to the one shown below will display. No records meeting the selection criteria found on the AR.1098 file. 45 records selected. 27 records selected. Cleared the system default SELECT list. 45 records selected. The build process is finished. Enter . Updated 01/27/99 6-27 System Processing The process initially checks for records from the previous year (the year you entered minus one). Note the message "No records meeting the selection criteria found on the AR.1098 file" in the example above. If records from the previous year are found, you will be asked if you want to delete the records. You should answer yes. The process will continue. When you receive the message that the build process is complete, press [RETURN]. You will then be prompted, "Press [RETURN] to continue." When you press [RETURN] you will return to the AR.1098 menu. Accounts Receivable User Guide Print Errors from the Build Process If you select option 4, Print Errors from the Build Process from the AR.1098 menu, the following screen will display: AR AR 1098 PROCESSING MENU 1= AR.1098 Contact Parameter Mnt 2= Build AR.1098 for Curriculum Students 3= Build AR.1098 for Continuing Ed Students 4= Print Errors from the Build Process 5= Fix the AR.1098 records for invalid SSNs 6= AR.1098 Maintenance 7= Print Student Statements - BATCH 8= Print Student Statements - INDIVIDUAL(S) 9= Print 1098 FORMS - BATCH FORMAT 10= Print 1098 FORMS - INDIVIDUAL(S) 11= Display a Student Statement 12= Create 1098T Diskettes MAR511 Which would you like? ( 1 - 10 )= Press to continue...= Selecting option 4 is the only necessary input. Once you receive and act on the message, "Press to continue...=", a report similar to the following will print. 01-22-99 SSN.......... 0000000001 0000000013 0000000456 0000123456 0245764856 111222333 191 234567891 23752221 237980407 245121017 245121061 3671 456 567000006 9988776655 16 records listed. Name............................... AR.1098 ERROR RPT Page 1 Error From The Build Process........................ STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. CESTUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. STUDMAST record is missing. SMITH, ARLINDA The AR.1098 error report shows errors found during the 1098 build processes for curriculum and continuing education students (menu items 1 and 2). The most common error will be due to a missing STUDMAST (curriculum) or CESTUDMAST (continuing education) record, which is usually due to an incorrect social security number. Missing curriculum and/or continuing education records should be corrected using menu option five. Third party vendor numbers that show up on the error report do not need to be corrected. 6-28 Updated 01/27/99 System Processing Fix the AR.1098 Records for Invalid SSNs If you select option 5, Fix the AR.1098 Records for Invalid SSNs from the AR.1098 menu, the following screen will display: AR.U.AR.1098.FIX REL AR 1098 YR 3. Invalid SSN PG->1 of 1 01/22/1999 FIX INVALID AR.1098 SSN 1998 _____________ 4. Current SSN _____________ Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# The Fix Invalid AR.1098 SSN screen allows you to fix the errors included on the AR.1098 Error Report generated in option 4. When you access the Fix Invalid AR.1098 SSN screen, the cursor is positioned at the Invalid SSN field. At this point, you can choose to continue with this process or exit without fixing invalid social security numbers. To continue, see the field descriptions below. To exit this process without fixing invalid social security numbers, enter a period in the Invalid SSN field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. 3. 4. Invalid SSN. Enter an invalid social security number from the AR.1098 Error report. Current SSN. Enter the correct social security number. Determining the correct social security number will require a little research. The student's name will display upon entry of a valid social security number from STUDMAST or CESTUDMAST. After you have completed all fields, you must save your entries. At the TOADS command line, enter 'S' and press [RETURN]. Your entries will be saved and the 1098 file will be updated. Note that this social security will not be updated in any other files. A clear Fix Invalid AR.1098 SSN screen will display. Continue to fix invalid social securities number from the AR.1098 Error report or exit the process. To exit the process, enter a period in the Invalid SSN field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. You will receive the prompt, "Press [RETURN] to continue." When you press [RETURN] you will return to the AR.1098 menu. Updated 01/27/99 6-29 System Processing Accounts Receivable User Guide AR.1098 Maintenance This option will be added later. 6-30 Updated 01/27/99 System Processing Print Student Statements - BATCH If you select option 7, Print Student Statements - BATCH from the AR.1098 menu, the following screen will display: AR.P.1098.STMT.BATCH PG->1 of 1 01/25/1999 REL PRINT 1098T STUDENT STATEMENTS - BATCH FORMAT 3. Type of Students to Print 1. Curriculum 2. Continuing Ed 3. Both __ 4. Enter the number you wish ___ to print or for ALL 5. Sort Order 1. By Name 2. By SSN 3. By Zip Code __ The Print 1098T Student Statements - Batch Format screen allows you to print a batch of 1098 student statements. The 1098 student statement shows dollar amounts for qualifying tuition and fees paid by the student and /or a third party. The statement also shows dollar amounts of grants and/or scholarships received by the student and any refunds of tuition and fees. When you access the Print 1098T Student Statements screen, the cursor is positioned at the Type of Students to Print field. At this point, you can continue with this process or exit without printing any student statements. To continue, see the field descriptions below. To exit this process without printing any student statements, enter a period in the Type of Students to Print field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. 3. Type of Students to Print. The batch print process allows you to print 1098T student statements for curriculum students, continuing education students or both. Enter the code for the students to include. Note: If you enter '1' or '3', you will be prompted, "Include CE payments/ refunds for curriculum students?" Enter 'Y' or 'N'. 4. Enter the number you wish to print or for ALL. This field controls the number of 1098T student statements that print. Press [RETURN] to print statements for all students designated in field 3 or enter the number of statements you would like to print. When specifying a number of statements to print, the process avoids printing duplicate statements by updating the AR1098.STMT.PRINT field in each student record for which a statement has been printed. Note: If you printed student statements for individual students using option 8 (Print Student Statements - INDIVIDUAL(S)) prior to printing in the batch process, those individual students' records will be marked as "printed" and will not be selected in the batch print process if you did not reset the print flag. Statements for these individual students can be reprinted in the individual print process. Updated 01/27/99 6-31 System Processing Accounts Receivable User Guide 5. Sort Order. You can specify that the 1098T student statements print in name order, social security number order or zip code order. Enter the code for the desired sort order. After you have completed all fields, you must save your entries to begin the print process. At the TOADS command line, enter 'S' and press [RETURN]. You will be prompted, "Do you want to proceed with the selection criteria entered above?" Enter 'Y' to accept the criteria as entered and print the student statements. Enter 'N' if you want to change the criteria or cancel the print request. If you entered 'N' the command line will return and you can enter the number of the field to change, 'XX' to clear all fields, or 'Q' to quit. Student statements will look similar to the following example. Note: The batch student statement print process will only print statements for students with payments exceeding refunds. STUDENT 1098-T STATEMENT FOR 1998 Student ID Student Name 222-33-4444 BUNDY, RICK John Malia (919) 733-7051 Jan 1 - Jun 30 CURRICULUM CLASSES Total Qualifying Tuition & Fees Total 3rd Party Payments Total Scholarships Total Grants Total Refunds of Tuition & Fees CONTINUING EDUCATION CLASSES Total Qualifying Class Fees Total 3rd Party Payments Total Refunds of Class Fees Jul 1 - Dec 31 Name of Institution's Contact 1,956.00 0 0 0 0 3,912.00 0 0 122.00 55.00 35.00 35.00 20.00 ENROLLMENT INFORMATION Was the student enrolled at least half-time for any term during the year? YES TAX INFORMATION For personal records only. Do not submit with your tax returns. Qualifying tuition and fees include all payments made by or for the student, including 3rd party payments and financial aid processed by the institution. As with any tax or financial matter, the institution encourages you to consult your tax adviser concerning the tax credit which you may claim. DISCLAIMER Information contained on this document is not intended to replace any official document. Although every attempt has been made to ensure that the information is accurate and timely, the information is presented "as is" and without warranties, either expressed or implied, including warranties regarding the content of this document.` 6-32 Updated 01/27/99 System Processing Print Student Statements - INDIVIDUAL(S) If you select option 8, Print Student Statements - INDIVIDUAL(S) from the AR.1098 menu, the following screen will display: AR.P.1098.STMT.INDV PG->1 of 1 01/25/1999 REL PRINT 1098T STUDENT STATEMENTS FOR INDIVIDUAL(S) AR 1098 Year 3. SSN 1. 222334444 2. _________ 1998 NAME BUNDY, RICK 7. Include any CE payment or refund ___ for curriculum students 8. Sort Criteria __ 1. By Name 2. By SSN 3. By Zip Code The Print 1098T Student Statements For Individual(s) screen allows you to print 1098 student statements for individual students you specify. The 1098 student statement shows dollar amounts for qualifying tuition and fees paid by the student and /or a third party. The statement also shows dollar amounts of grants and/or scholarships received by the student and any refunds of tuition and fees. When you access the Print 1098T Student Statements For Individual(s) screen, the cursor is positioned at the SSN field. At this point, you can continue with this process or exit without printing any student statements. To continue, see the field descriptions below. To exit this process without printing any student statements, enter a period in the SSN field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. 3. SSN. Enter the social security number for each student for whom you want to print a 1098T student statement. When you enter a valid social security number from the AR.1098 file, the student's name will display. If you enter a social security number not found in the AR.1098 file, you will receive the message, "SSN ######### does not have an AR.1098 record." (where ######### is the number you entered). Include any CE payment or refund for curriculum students. Any 'Y' to include any CE payments or refunds for curriculum students. Otherwise, enter 'N'. 7. After you have completed all fields, you must save your entries to begin the print process. At the TOADS command line, enter 'S' and press [RETURN]. You will be prompted, "Do you want to proceed with the selection criteria entered above?" Enter 'Y' to accept the criteria as entered and print the student statement(s). Enter 'N' if you want to change the criteria or cancel the print request. If you entered 'N' the command line will return and you can enter the number of the field to change, 'XX' to clear all fields, or 'Q' to quit. Student statements will look similar to the example on page 6-31. Updated 01/27/99 6-33 System Processing 8. Sort Order. You can specify that the 1098T student statements print in name order, social security number order or zip code order. Enter the code for the desired sort order. Accounts Receivable User Guide Print 1098 FORMS - BATCH FORMAT If you select option 9, Print 1098 Forms - BATCH from the AR.1098 menu, the following screen will display: AR.P.1098.FORM.BATCH PG->1 of 1 01/25/1999 REL PRINT 1098 FORMS - BATCH FORMAT 3. Type of Students to Print _____ 1. Curriculum 2. Continuing Ed 3. Both 4. Enter the number you wish ___ to print or for ALL 5. Sort Order 1. By Name 2. By SSN 3. By Zip Code __ 6. Is the Institution's Name ___ Address and Phone Number Pre-printed on the form? 7. Is the Institution's Federal ID Number Pre-printed on the form? __ 8. Do you wish to print an alignment form? ___ The Print 1098 Forms - Batch Format screen allows you to print a batch of 1098 forms. All educational institutions who are required to file an information return with the IRS are also required to furnish a written 1098 form to each individual included on the information return. When you access the Print 1098 Forms screen, the cursor is positioned at the Type of Students to Print field. At this point, you can continue with this process or exit without printing any 1098 forms. To continue, see the field descriptions below. To exit this process without printing any 1098 forms, enter a period in the Type of Students to Print field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. Note: For the 1998 reporting year, 1098 forms must include the name, address, and tax identification number of the educational institution, the name, address and tax identification number of the individual from whom qualified tuition and related expenses were received, and an indication as to whether the individual student was enrolled for at least half the full-time academic workload during any academic period beginning in 1998. Reporting actual amounts of qualifying tuition and related expenses received and/or reimbursed is not required for 1998. 3. Type of Students to Print. The batch print process allows you to print 1098 forms for curriculum students, continuing education students or both. Enter the code for the students to include. Enter the number you wish to print or for ALL. This field controls the number of 1098 forms that print. Press [RETURN] to print forms for all students designated in field 3 or enter the number of forms you would like to print. When specifying a number of formsto print, the process avoids printing duplicate forms by updating the AR1098.FORM.PRINT field in each student record for which a form has been printed. 4. 6-34 Updated 01/27/99 System Processing Note: If you printed 1098 forms for individual students using option 10 (Print 1098 FORMS INDIVIDUAL(S)) prior to printing in the batch process, those individual students' records will be marked as "printed" and will not be selected in the batch print process if you did not reset the print flag. Forms for these individual students can be reprinted in the individual print process. 5. Sort Order. You can specify that the 1098 forms print in name order, social security number order or zip code order. Enter the code for the desired sort order. Is the Institution's Name, Address and Phone Number Pre-Printed on the form? If your college's name, address and phone number are pre-printed on the forms you're using, enter 'Y'. Otherwise, enter 'N'. Is the Institution's Federal ID Number Pre-Printed on the form? If your college's federal ID number is pre-printed on the forms you're using, enter 'Y'. Otherwise, enter 'N'. Do you wish to print on an alignment form? Enter 'Y' in this field if you would like to print an alignment form at the beginning of the batch to make sure your printer is lined up correctly. You may want to enter a small number in the Enter the number you wish to print or for ALL field until proper alignment is confirmed. If you do not want to test alignment or you are printing subsequent batches after verifying alignment, enter 'N'. 6. 7. 8. After you have completed all fields, you must save your entries to begin the print process. At the TOADS command line, enter 'S' and press [RETURN]. You will be prompted, "Do you want to proceed with the selection criteria entered above?" Enter 'Y' to accept the criteria as entered and print the 1098 forms. Enter 'N' if you want to change the criteria or cancel the print request. If you entered 'N' the command line will return and you can enter the number of the field to change, 'XX' to clear all fields, or 'Q' to quit. Note: The batch 1098 form print process will only print 1098 forms for students with payments exceeding refunds. Updated 01/27/99 6-35 System Processing Accounts Receivable User Guide Print 1098 FORMS - INDIVIDUAL(S) If you select option 10, Print 1098 FORMS - INDIVIDUAL(S) from the AR.1098 menu, the following screen will display: AR.P.1098.FORM.INDV PG->1 of 1 01/25/1999 REL PRINT 1098 FORMS FOR INDIVIDUAL(S) AR 1098 Year 3. SSN 1. 222334444 2. _________ 1998 NAME BUNDY, RICK 7. Sort Order 1. By Name 2. By SSN 3. By Zip Code __ 8. Is the Institution's Name ___ Address and Phone Number Pre-printed on the form? 9. Is the Institution's Federal ID Number Pre-printed on the form? __ 10. Do you wish to print an alignment form? ___ The Print 1098 Forms for INDIVIDUAL(S) screen allows you to print 1098 forms for individual(s) you specify. When you access the Print 1098 Forms for Individual(s) screen, the cursor is positioned at the SSN field. At this point, you can continue with this process or exit without printing any 1098 forms. To continue, see the field descriptions below. To exit this process without printing any 1098 forms, enter a period in the SSN field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. 3. SSN. Enter the social security number for each student for whom you want to print a 1098 form. When you enter a valid social security number from the AR.1098 file, the student's name will display. If you enter a social security number not found in the AR.1098 file, you will receive the message, "SSN ######### does not have an AR.1098 record." (where ######### is the number you entered). Sort Order. You can specify that the 1098 forms print in name order, social security number order or zip code order. Enter the code for the desired sort order. Is the Institution's Name, Address and Phone Number Pre-Printed on the form? If your college's name, address and phone number are pre-printed on the forms you're using, enter 'Y'. Otherwise, enter 'N'. Is the Institution's Federal ID Number Pre-Printed on the form? If your college's federal ID number is pre-printed on the forms you're using, enter 'Y'. Otherwise, enter 'N'. 7. 8. 9. 6-36 Updated 01/27/99 System Processing 10. Do you wish to print on an alignment form? Enter 'Y' in this field if you would like to print an alignment form to make sure your printer is lined up correctly. Otherwise, enter 'N'. After you have completed all fields, you must save your entries to begin the print process. At the TOADS command line, enter 'S' and press [RETURN]. You will be prompted, "Do you want to proceed with the selection criteria entered above?" Enter 'Y' to accept the criteria as entered and print the 1098 form(s). Enter 'N' if you want to change the criteria or cancel the print request. If you entered 'N' the command line will return and you can enter the number of the field to change, 'XX' to clear all fields, or 'Q' to quit. Updated 01/27/99 6-37 System Processing Accounts Receivable User Guide Display a Student Statement If you select option 11, Display a Student Statement from the AR.1098 menu, the following screen will display: AR.I.1098.STMT PG->1 of 1 02/02/1999 REL DISPLAY STUDENT 1098-T STATEMENT AR 1098 Year 3. SSN 1. 222334444 1998 NAME BUNDY, RICK ___ 5. Include any CE payment or refund for curriculum student The Display Student 1098-T Statement screen allows you to display an individual student's 1098 statement. When you access the Display Student 1098-T Statement screen, the cursor is positioned at the SSN field. At this point, you can continue with this process or exit without displaying a 1098 statement. To continue, see the field descriptions below. To exit this process without displaying a 1098 statement, enter a period in the SSN field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. 3. SSN. Enter the social security number for each student for whom you want to display a 1098 statement. When you enter a valid social security number from the AR.1098 file, the student's name will display. If you enter a social security number not found in the AR.1098 file, you will receive the message, "SSN ######### does not have an AR.1098 record." (where ######### is the number you entered). Include any CE payment or refund for curriculum student. Indicate if you want the 1098 statement to include CE payment or refund information if the student is a curriculum student. Enter 'Y' to include CE information or enter 'N' to exclude it. 5. After you have completed all fields, you must save your entries to display the student statement. At the TOADS command line, enter 'S' and press [RETURN]. See the following page for a sample screen display. 6-38 Updated 01/27/99 System Processing STUDENT 1098-T STATEMENT FOR 1998 Student ID Student Name 222-33-4444 BUNDY, RICK Jan 1 - Jun 30 CURRICULUM CLASSES Total Qualifying Tuition & Fees Total 3rd Party Payments Total Scholarships Total Grants Total Refunds of Tuition & Fees CONTINUING EDUCATION CLASSES Total Qualifying Class Fees Total 3rd Party Payments Total Refunds of Class Fees ENROLLMENT INFORMATION Was the student enrolled at least half-time for any term during the year. YES Enter "C" to continue Jul 1 - Dec 31 1,956.00 0 0 0 0 3,912.00 0 0 122.00 55.00 35.00 35.00 20.00 To exit the screen display, enter 'C' and press [RETURN]. You will return to the Display Student 1098-T Statement screen with the cursor in the SSN field. Enter a social security number to display another studnet 1098 statement or exit the process. To exit the process, enter a period in the SSN field and press [RETURN] to go to the TOADS command line. At the TOADS command line, enter ‘Q’ to quit. You will receive the prompt, "Press [RETURN] to continue." When you press [RETURN] you will return to the AR.1098 menu. Updated 01/27/99 6-39 System Processing Accounts Receivable User Guide Create 1098T Diskettes If you select option 12, Create 1098T Diskettes from the AR.1098 menu, the following screen will display: ************************************************************ 1. REPORTING YEAR: ************************************************************ Once you enter the reporting year, you will be prompted, "ENTER FIELD TO CHANGE OR TO CONTINUE:" If you want to change the reporting year you specified, enter '1'. Otherwise, enter [RETURN] to continue. A message will display showing the number of records selected. Additional information similar to the following will display. The information below is based on one record, therefore, you will likely see a similar message flash for each record in your 1098 file. PLEASE WAIT RECORD CURRENTLY BEING PROCESSED: 1998-000123456 INFORMATION FOR 1098T DISK LABEL ------------------------------------------------------TOTAL NUMBER OF 1098T RECORDS WRITTEN TO DISK = 1 INFORMATION FOR DISK LABEL -----------------------------------------------TOTAL NUMBER OF 1098T RECORDS WRITTEN TO DISK = 1 TOTAL NUMBER OF DISKETTE FILES WRITTEN = 1 NORMAL END OF PROGRAM This process creates sequential file(s) in DNLOAD to be transferred to diskette. Although the messages indicate the record(s) were written to diskette, you must actually ftp the files to diskettes. To determine the files created, get to the colon prompt and execute the following command. :LIST DNLOAD This will show the file(s) created. Note that one file will be created for every thousand records. Once you have identified the file(s) created, ftp the file(s) to diskettes according to the ftp method used at your college. 6-40 Updated 01/27/99 System Processing Clearing the AR.1098 Print Flags As mentioned in the descriptions of the 1098 Student Statements and 1098 Form batch printing processes, once a student statement and/or 1098 Form has been printed for a student, the respective print flags for that record (AR1098.STMT.PRINT and AR1098.FORM.PRINT) will be marked with 'Y' and will not be selected on subsequent batch prints unless the print flag is removed. To take out the print flag(s): 1. Select the records you need to reprint and save them to a list. 2. Get the list. 3. At the colon prompt, type: UPDATE.RECORD AR.1098 AR1098.STMT.PRINT or UPDATE.RECORD AR.1098 AR1098.FORM.PRINT You will be prompted that you have an active select and asked if you wish to use it. Answer 'Y' to take the print flags out. Answer 'N' or if you do not want to take the print flags out. Updated 01/27/99 6-41 System Processing Addendum Notes Print/Inquiry 7 Chapter Addendum Notes Print/Inquiry Back to Contents Overview ............................................................................................7-2 Accessing the Addendum Notes Print/Inquiry Option ......................... 7-2 Addendum Note Inquiry ..................................................................... 7-4 Addendum Note Print ......................................................................... 7-8 7- 1 Addendum Notes Print/Inquiry Accounts Receivable User Guide Overview The Addendum Notes Print/Inquiry Option is the sixth menu item on the Accounts Receivable Master Menu. Selecting this option will take you to a screen where you can choose to display the addendum notes from IIPS releases or print a hard copy of the selected addendum notes. Accessing the Addendum Notes Print/Inquiry Option AR RELEASE 10.0 ACCOUNTS RECEIVABLE MAR 1= INVOICE PROCESSING 2= RECEIPT PROCESSING 3= SUPPORT FILES 4= REPORTS 5= SYSTEM PROCESSING 6= Addendum Notes Print/Inquiry ---> 7= Memo Connection ENTER SELECTION OR TO EXIT= On the Accounts Receivable Master Menu (see above), select option six, Addendum Notes Print/Inquiry. The Addendum Notes Print/Inquiry Menu displays (see next page). 7-2 Addendum Notes Print/Inquiry CO.M.ADDENDUM ADDENDUM NOTE PRINT/INQUIRY 06/16/1995 Exit 1) Addendum Note Inquiry 2) Addendum Note Print The above screen displays the available options. Select the menu item that you want to access. Use the arrow down key to position the light bar over your selection or enter the number of the desired option and press the [RETURN] key. The menu items are described below. 1) Addendum Note Inquiry. To display the addendum notes from IIPS releases. You can select using the release number, module name or item name. 2) Addendum Note Print. To print a hard copy of selected addendum notes. You can select addendum notes to print by addendum I.D., release number, module number, file name and/or item name. 7- 3 Addendum Notes Print/Inquiry Accounts Receivable User Guide Addendum Note Inquiry If you selected option 1, Addendum Note Inquiry, the following screen displays: CO.I.IIPS.ADDENDUM REL 9.0 PG->1 of 1 06/16/1995 DISPLAY IIPS ADDENDUM NOTES Record ID _________________ 2. Release Number: _____________ 4. Module: 1. ______ 3. Assigned: Requestor: 8. Proc File Name Item Name Action 1. _______________________________________ ____________________________________ 12. Description: This screen allows you to display the addendum notes from IIPS releases. You can select using the release number, the module name or item name. This screen uses alternate keys (Release number, Module and Item name fields) to give you flexibility in selecting addendum notes. Alternate keys allow retrieval of records through fields other than the record I.D. Typically alternate keys are name fields or any other field that is easy to remember. When data is entered in an alternate key field, a search is made to match the existing data records. A list of matching records are then listed in a "paging" screen, and you can select the desired record. When you access this screen, the cursor is positioned in the Record ID field. You have several choices. You can: • press the [ESC] key and '1' to exit the screen • enter a record id (see field description on next page) • press the [RETURN] key to advance to the Release number field where you can perform an addendum note search based on a specific release number • press the [RETURN] key twice to advance to the Module field where you can perform an addendum note search based on a particular module (RG, CE, etc.) • press the [RETURN] key four times to advance to the Item Name field where you can perform an addendum note search based on a specific item name 7-4 Addendum Notes Print/Inquiry Note: You can make your search more specific by entering a release number, module and item name or any combination thereof. For example, if you want to look at only accounts receivable addendum notes for release 8.5, you would enter '8.5' in the Release number field and 'AR' in the Module field. The fields are described below. Record ID. The service call reference number associated with the addendum note that is being viewed. If you know the service call reference number of the addendum note that you want to view, enter the three-digit number. Most often, however, press the [RETURN] key to skip this field then search for an addendum note by release number, module and/or item name. 2. Release Number. An alternate key field that allows you to enter a release number if you want to search for addendum notes for a specific release. This is a 10-digit numeric field. 3. Assigned. A display-only field that displays the programmer's name who was assigned to the service call. 4. Module. An alternate key field that allows you to enter a module name if you want to search for addendum notes for a particular module (CE, RG, etc.) This is a two-digit alphanumeric field. Requestor. A display-only field that displays the name and location of the person who requested the service call. 8. Proc. A display-only field that displays the type of process associated with an item name. Currently the valid processes are: DCT - Dictionary FIL - File INC - Includes MNU - Menus PAR - Paragraph PRG - InfoBASIC Program PRM - Parameters PRO - TOADS Process TBL - TOADS Table UNI - UNI Routine VOC - VOC Pointer Item Name. An alternate key field that allows you to enter the name of the item affected by a release update if you want to search for addendum notes for a specific item name. Otherwise, this field displays the item name. Maximum field length is 30 characters. Action. A display-only field that shows the action taken when an item was shipped in a release. Currently the valid abbreviations for this field are: CM - Compile CL - Catalog Local CG - Catalog Global CS - Catalog Global System AU - Add/Update DE - Delete IN - Install Program Delete IL - Install Program Leave PR - Install Paragraph Delete PL - Install Paragraph Leave AN - Add/No Update DY - Dynamic File T1 - Type 1 File CP - CPL Program CC - C Program 7- 5 Addendum Notes Print/Inquiry File Name. A display-only field that displays the name of the file affected by a release update. Accounts Receivable User Guide 12. Description. A TOADS text window that describes the problem or action taken. While this field is accessible by entering 'W12', it is meant for display purposes only. If you access this field, use the arrow keys to move around within the text. Press [ESC] [ESC] 'Q' to exit. After you enter a release number, module name and/or item name for which to search, the system displays all the addendum notes that match your search criteria. For example purposes, let's assume that you performed a search for all continuing education addendum notes within release 8.5. The screen will look similar to the following: + 1. 2. 3. 4. 5. 6. 7. 536 539 543 547 549 562 564 8.5 8.5 8.5 8.5 8.5 8.5 8.5 List of Release Notes Selected CE CE CE CE CE CE CE Locklear,Ron Hall,Brenda Taylor,Regina Prather,Marie Keefer,Chris Tucker,Sis Julian Wingfield Robeson Community College Fayetteville Tech. Community College Carteret Community College Mitchell Community College Wake Tech. Community College Halifax Community College Department of Community Colleges Total Records Selected = 0 of 7 (F)orward, (B)ackward, (G)oto, (S)elect, (P)rint, (M)odify, (E)xit: At this point, you will have several options to choose from at the "(F)orward, (B)ackward, (G)oto, (S)elect, (P)rint, (M)odify, (E)xit:" prompt. The options are: F B G S to display listings on next screen to display listings on previous screen to display listings on a specified page to select addendum notes to view. The 'S' selection displays the "(A)ll, (C)lear, (G)et List, (S)ave.List, #, ##-##, #,#" prompt. The options are: A C G S # to select all selections and view them in sequence. to clear all selections marked by entering an 'A'. to get a SAVED.LIST already created. to create a SAVED.LIST of selections to view. to view a specific selection. For example, if you want to view selection 6 on the above screen, enter a '6'. ##-## to view a range of selections. For example, if you want to view selections 1 through 6, enter '1-6'. #,# to view two specific selections. For example, if you want to view only selections 2 and 4, enter '2,4'. P to print addendum notes. The 'P' selection displays the "Print records: (S)elected, (N)ot selected, (A)ll" prompt. The options are: S N A to print all addendum notes that were selected (highlighted by an asterisk). to print all addendum notes that were not selected. to print all addendum notes. 7-6 Addendum Notes Print/Inquiry M to modify the screen layout. The 'M' selection displays the "MODIFY layout: (S)elect, (T)itles, (P)review, (A)pply, (R)evert" prompt. The options are: S T P A R to select fields to modify by dictionary, line position or name. to modify the title of the screen. to preview the changes you have made to the screen layout. to apply the changes you have made to the screen layout. to revert to the default screen layout. E to exit the Addendum Notes Selection Screen. If a selection has been made (i.e. you selected to view addendum notes), this option executes the selection criteria. If you did not choose a selection, this option simply returns you to a blank Addendum Note Inquiry Screen (see page 5). Example: On the screen on page 7, let's say that you want to view addendum note number two. At the "(F)orward, (B)ackward, (G)oto, (S)elect, (P)rint, (M)odify, (E)xit:" prompt, enter a '2'. The following screen displays: CO.I.IIPS.ADDENDUM REL 9.0 PG->1 of 1 06/27/1995 DISPLAY IIPS ADDENDUM NOTES Record ID 539 2. Release Number: 8.5 4. Module: 1. CE Continuing Education 2. Requestor: Hall,Brenda 8. Proc File Name 1. PRG CEBP 2. 3. Assigned: Arthur Hohnsbehn Fayetteville Tech. Community College Item Name Action RCE2 CL Cancel(XX), (Q)uit, (WI)ndow#, Or (P)age# This screen displays addendum note number two. While it is possible to access fields on this screen, it is not possible to make changes to them. This screen is designed to be display-only. To exit from this screen, enter a 'XX' to clear the screen or enter a 'Q' to return to the Addendum Note Print/Inquiry Menu. 7- 7 Addendum Notes Print/Inquiry 12. Description: The Data Card Edit Report program, menu sequence 3-1-1, would print an error page but not list any errors. This would happen when there is only one error to report. This has been corrected. Accounts Receivable User Guide Addendum Note Print If you selected option 2, Addendum Note Print, the following screen displays: CO.R.IIPS.ADDENDUM REL 9.0 2. Printer Name: 3. Addendum ID 1. PG->1 of 1 06/27/1995 Print Addendum Notes 4. Release# 1. 5. Module ID 1. 7. File Names 1. 8. Item Names 1. Enter (S)ave, (XX)Cancel, (Q)uit, (T)op, (WI)ndow#, (P)age#, Or Item# The Print Addendum Notes Screen allows you to print a hard copy of selected addendum notes. You can select addendum notes to print by addendum I.D., release number, module number, file name and/or item name. When you access this screen, the cursor is positioned in the Printer name field. At this point, you can enter a printer I.D. or press the [ESC] and '1' to exit the process. The fields are described below. 2. Printer Name. Enter the printer I.D. of the printer where you want to the addendum notes to print. This is a required field. The value entered here becomes the setting in the SETPTR command. 3. Addendum ID. Enter the service call reference number associated with the addendum note that you want to print. Use this field when you want to print specific addendum records. This field is a TOADS data window field. You can enter more than one line of data here. 4. Release#. Enter the release number that contains the addendum notes that you want to print. Use this field when you want to print addendum within a specified release. This field is a TOADS data window field. You can enter more than one line of data here. 5. Module ID. Enter the module I.D. that contains the addendum notes that you want to print. Use this field when you want to print addendum notes for a specified module (CE, RG, etc.) This field is a TOADS data window field. You can enter more than one line of data here. 7-8 Addendum Notes Print/Inquiry 7. File Names. If you want to select all addendum notes that reference a particular file, enter the file name here. This field is a TOADS data window field. You can enter more than one line of data here. 8. Item Names. If you want to select all addendum notes that reference a particular item name, enter the item name here. This field is a TOADS data window field. You can enter more than one line of data here. To execute the print selection you make, remember to enter a 'S' at the TOADS command line to save your entries. If you do not want to save your entries, enter a 'Q' to quit or an 'XX' to cancel. 7- 9 Addendum Notes Print/Inquiry