Using AR End of Day Process - University System of · PDF fileUsing AR End of Day Process...

Using AR End of Day Process

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Version 8.8

Information Technology Services

June 2011

This page left blank to facilitate front/back printing.

Using AR End of Day Process Information Technology Services Georgia Enhancements 8.8 University System of Georgia

Georgia Enhancements 8.8 User Documentation AR End of Day Process

Page iii June 2011

Table of Contents Using AR End of Day Process ..................................................................................... 1

Introduction to AR End of Day Process ...................................................................... 1 Purpose ........................................................................................................................................... 1 Target Audience ............................................................................................................................. 1 Purpose and Scope of Document ................................................................................................ 1 Graphics .......................................................................................................................................... 1 References ...................................................................................................................................... 1 Support............................................................................................................................................ 2

AR End of Day Process Forms and Processes Reference ........................................ 3 Overview ......................................................................................................................................... 3

End of Day Processing Flow ........................................................................................ 4 Description ..................................................................................................................................... 4 Timeframe ....................................................................................................................................... 4 End of Day Process Flow Overview ............................................................................................. 4

Using End of Day Processing ...................................................................................... 6

I. Baseline Processing ..................................................................................... 6

II. Account Aging and Reporting ..................................................................... 8

III. Determining Scholarship Allowance ............................................................... 14

IV. Non-Banner Finance Interface ................................................................... 17

V. Purging the GURFEED Temporary Table .................................................. 19

VI. Resetting a Feed ......................................................................................... 20

VII. End of Day Processing Check List ............................................................ 21

Appendix A: Document History ............................................................................... A-1

Appendix B: Process Flow ....................................................................................... B-1



Page iv June 2011

This page left blank to facilitate front/back printing.



Page 1 June 2011

Using AR End of Day Process Introduction to AR End of Day Process Purpose The baseline and GaMod processes and forms included in End of Day

Processing provide the user with the ability to create the accounting entries for the PeopleSoft General Ledger and Accounts Payable modules.

Target Audience Accounting and Business Officers

Purpose and Scope of Document

This document explains how to use the Georgia Enhanced AR End of Day Process.

• Baseline Functionality • Account Aging and Reporting • Determining Scholarship Allowance • Non-Banner Finance Interface • Deleting Records from the GURFEED Temporary Table • Resetting a Feed • End of Day Processing Check List

Graphics Graphic cues used in this document assist with labeling of steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Warning: an error here is critical.

References

For information about the baseline product, see Using SCT Banner User Manual for Accounts Receivable.



Page 2 June 2011

Support

For additional ITS resources and support, contact the ITS HelpDesk:

Web http://www.usg.edu/customer_services (self-service ticket submission)

E-mail [email protected]

For urgent or production down situations, call the ITS HelpDesk:

Local 706-583-2001

Toll free within Georgia

1-888-875-3697

http://www/�

mailto:[email protected]�



Page 3 June 2011

AR End of Day Process Forms and Processes Reference Overview Use the following forms:

Descriptive Title Name

Cashier Session Review Form TGACREV

Charge/Payment Source Code validation Form TTVSRCE

Cashier Supervisory Form TGACSPV

Student Unapplication of Payments Form TSAUNAP

Account Detail Review Form TSAAREV

Use the following processes:


Batch Fee Assessment Process SFRFASC

Batch Room/Meal/Phone Assessment Process SLRFASM

Student Billing Process TSRCBIL

Cashier Session Close Process TGRCLOS

Auto Refund of Credit Amounts Process TSRRFND

Auto Cashier Session Close Process TGRCLOS

Cashier Detail Report TGRCSHR

Application of Payments Process TGRAPPL

Accounting Feed Process TGRFEED

Accounts Receivable Reconciliation Report TGRRCON

Student Billing Process ZSRCBIL

Aging Report ZGRAGES

Non-Banner Finance Interface ZGRPSLD

GURFEED Temporary table Purge ZOPGFTT

Scholarship Allowance ZORSCHA

Use the following scripts:


Feed Reset Script ZORFRED



Page 4 June 2011

End of Day Processing Flow Description

The baseline and GaMod processes and forms included in End of Day Processing provide the user with the ability to create the accounting entries for the PeopleSoft General Ledger and Accounts Payable modules.

The End of Day Processing flow includes the following major steps:

• Baseline Functionality • Account Aging and Reporting • Non-Banner Finance Interface • Deleting Records from the GURFEED Temporary Table • Resetting a Feed • End of Day Processing Check List

Timeframe Institutions should execute the end of day processes on a daily basis.

End of Day Process Flow Overview

Complete the following steps to maintain and create general ledger entries.

I. Baseline Processing

1. Assess Fees SFRFASC

2. Assess housing and meal charges SLRFASM

3. Apply contracts, exemptions, and deposits TSRCBIL

4. Close all non-cash drawer cashier sessions TGRCLOS/ TGACREV

5. Close cash drawer cashier sessions TGACREV

6. Process refunds TSRRFND

7. Finalize all closed cashier sessions TGACSPV

8. Produce report of all finalized cashier sessions TGRCSHR

9. Apply all payments TGRAPPL

10. Unapply payments from application pending roster

TSAUNAP

11. Reapply payments TSAAREV

12. Create GL and AP entries TGRFEED

13. Generate the reconciliation report TGRRCON

↓



Page 5 June 2011

II. Account Aging and Reporting

1. Insert due date and initiate aging ZSRCBIL

2. Aging Analysis ZGRAGES

↓ III. Determining Scholarship Allowance

Execute the Scholarship Allowance process ZORSCHA

↓ III. Non-Banner Finance Interface

Execute the Non-Banner finance interface ZGRPSLD

↓ IV. Purging the GURFEED Temporary Table (ZURGFTT)

Delete records from the GURFEED temporary table

ZOPGFTT

↓ V. Resetting a Feed

Reset a problematic feed zorfred.sql

↓ VI. End of Day Processing Check List

Using the end of day check list



Page 6 June 2011

Using End of Day Processing I. Baseline Processing

Introduction Banner baseline provides functionality for preparing records to be fed to the financials system, PeopleSoft.

1. Assess Fees The Batch Fee Assessment Process (SFRFASC) is used to assess fees for all students in batch mode.

2. Assess housing and meal charges

The Batch Room/Meal/Phone Assessment Process (SLRFASM) is used to assess housing, meal, and/or phone fees in batch mode.

3. Apply contracts, exemptions, and deposits

The Student Billing Process (TSRCBIL) is used to post contracts, exemptions, and deposits to student accounts when executed in APPLYCRED mode.

4. Close all non-cash drawer cashier sessions

Non-cash drawer cashier sessions are closed using the Automatic Cashier Session Close Process (TGRCLOS) or using the Cashier Session Review Form (TGACREV).

The TGRCLOS process will close, finalize, close and finalize, or by-pass cashier sessions automatically. User-defined rules for the criteria to close, finalize, close and finalize, or by-pass cashier sessions are found in the Charge/Payment Source Code Validation Form (TTVSRCE).

The TGACREV form will permit a supervisor to close non-cash drawer cashier sessions manually.

5. Close cash drawer cashier sessions

The Cashier Session Review Form (TGACREV) is used by individual cashiers to close reconciled/balanced sessions. An open cashier session maintains a session number of 0 (zero) until it is closed. The form displays charges, payments, or both charges and payments. Detail information related to the charges and/or payments is displayed on the second page of the form.

The cashier’s cash drawer is expected to balance back to cash type payments found in TGACREV.

6. Process refunds Students with a credit balance will be processed in the Auto Refund of Credit Amounts Process (TSRRFND) based on the parameter values entered to execute the process. The process is executed in Flag/Update mode to ‘mark’ student records to be selected to receive a refund. The RFND/Update mode of the process will post the refund detail code and amount of the refund to the student account.

Note: This process may not be executed during end of day processing; however, records with a RFND detail code will be processed as part of end of day processing.



Page 7 June 2011

7. Finalize all cashier sessions

The Cashier Supervisory Form (TGACSPV) is used to finalize closed cashier sessions.

Open cashier sessions are displayed on the first page of this form. The second page of the form displays the closed, finalized, and reported cashier sessions.

Cashier sessions may also be finalized using the Auto Cashier Session Close Process (TGRCLOS).

8. Produce finalized cashier session report

The Cashier Detail Report (TGRCSHR) provides a list of the transactions by cashier, cashier session, detail code, and date. Each cashiering session and session number reported includes the detail code, associated ID number, amount of the transaction, as well as the transaction and effective dates.

9. Apply all payments

The Application of Payments Process (TGRAPPL) is used to apply payments to outstanding charges. The application of a payment is based on the user-defined and system-defined priorities. Payments with a balance greater or less than zero will be used to relieve charges with a balance greater or less than zero when both have an effective date less than or equal to the current date.

10. Unapply payments from application pending roster

The Student Unapplication of Payments Form (TSAUNAP) is used to unapply payments based on term, transaction number, or applied date. This form should be used to unapply payments for students appearing on the Application Pending Roster.

11. Reapply payments

The Account Detail Review Form (TSAAREV) can be used to reapply payments for students whose payments were unapplied.

12. Create GL and AP entries

The Accounting Feed Process (TGRFEED) produces the entries to be made to the General Ledger and Accounts Payable modules of PeopleSoft Financials.

The totals are verified for a balanced entry to be made in the financials system.

13. Generate the reconciliation report

The Accounts Receivable Reconciliation Report (TGRRCON) enables the user to reconcile receivable data with the general ledger. The report calculates the accounting information based on the term code and the associated designator code.

Additional information regarding the Baseline functionality may be obtained from the Accounts Receivable User Guide, version 7.0.



Page 8 June 2011

II. Account Aging and Reporting

Introduction The Student Billing Process (ZSRCBIL) is used to create a due date when executed in STATEMENT mode with a specified term to begin the aging process of student accounts with an outstanding balance due. This process is executed prior to generating the Aging Report (ZGRAGES).

USG institutions are required to provide an Aging Analysis as of June 30 and December 31 each year. The Aging Report (ZGRAGES) provides the user with a list of all aging accounts in summary, detail ID, and detail by fund and account. The process can be executed for the entire population of students or for a population selection.

1. Insert due date and initiate aging (ZSRCBIL)

Execute the ZSRCBIL in STATEMENT mode by term to generate a due date so that aging of outstanding account balances can begin.

The parameters displayed in the Job Submission Form (GJAPCTL) are as follows. The parameter number, name, requirement, and description are provided to assist you when entering the parameter values.

Parameters for ZSRCBIL

No Name Required? Description/Instructions Default Values

01 Term Yes Enter the term code to begin aging. 02 Address

Selection Date Yes Enter the address selection date. Sysdate

03 Address Type Hierarchy

Yes Enter the address hierarchy to be used when selecting addresses for student bills.

1MA

04 ID Number or Collector

No Enter the ID number of the individual to be processed or collector to use the collector file. Leave blank to process all.

05 Printer No Enter the desired printer. 06 Selection

Identifier No Enter the selection ID for the population selection to be

processed.

07 Application Code

No Enter the application code for the population selection to be processed.

08 Creator Id No Enter the creator ID for the population selection to be processed.

09 User No Enter the user ID of the person who is running the population selection.

10 Run in Sleep Wake Mode

No Enter Y to start the sleep wake cycle. N

11 Sleep Interval No Enter the time in seconds for execution to resume. 60 12 Schedule/Bill

Rule Code No Enter rule code defined on TSASBRL to produce

schedule/bills.

13 Campus Code No Enter campus codes or % to print on schedule/bill. 14 Update Accept

Charges No Enter Y to update the AR Accept indicators if new credits are

created on an account. Y

15 Run Mode Yes Enter the run mode. STATEMENT



Page 9 June 2011

16 Currency Code No Enter the currency code. 17 Billing Date Yes Enter the billing date. Sysdate 18 Due Date Yes Enter the due date. 19 Print Future

Detail Indicator Yes Enter Y to set the print future detail indicator. Y

20 Futures Print Date

No Enter date to be used other than 31-DEC-2099 to print future dated transactions.

21 Print Order Yes Enter the print order to produce bills. ZN 22 Create Cont,

Dep, Expt Credits

Yes Enter Y to process credits, N to bypass credits. Y

23 Include Zero Balance

Yes Enter Y to include students with a zero balance due. N

24 Minimum Account Balance

Yes Enter the minimum account balance to bill. -99999.99

25 Detail Codes to Bill

Yes Enter the detail codes to bill or % to include all. %

26 Accounts (P)ers, (C)onts, or %

Yes Select the accounts to bill. %

27 Do you want memos printed

Yes Enter Y to print memos on student bill. Y

28 Do you want deposits printed

Yes Enter Y to print deposits on student bill. Y

29 Affect amount due indicator

Yes Enter Y to allow pre-authorized credits to affect the amount due.

Y

30 Do Dynamic Calculations

No Enter Y to do dynamic calculation of amount due and installment plans.

31 Print control report

No Enter Y to print the control report. Y

Sample Files Samples of the zsrcbil.log and zsrcbil.lis files follow.

Sample zsrcbil.log



Page 10 June 2011

Sample zsrcbil.lis

2. Aging Analysis (ZGRAGES) Execute the ZGRAGES to produce aging analysis reports. Six reports

generate when executing this process not including the .log and .lis files. Three of the reports are .rpt files. The three remaining are .tab files that can be exported to Excel for further analysis. They are as follows:

• zgrages_546271.bd_dtl_id.rpt • zgrages_546271.bd_dtl_id.tab • zgrages_546271.bd_dtl_fundacct.rpt • zgrages_546271.bd_dtl_fundacct.tab • zgrages_546271.bd_summary.rpt • zgrages_546271.bd_summary.tab

Additionally, ZGRAGES can be executed for a population selection. This provides the ability to produce aging analysis information to various constituents on campus. This is beneficial when each department is responsible for the collection of aging balances due.




Page 11 June 2011

Parameters for ZGRAGES


01 By Bill Date Yes Enter ‘Y’ to utilize the bill date assigned to the account. N 02 By Due Date Yes Enter ‘Y’ to utilize the due date assigned to the account. N 03 By Effective Date Yes Enter ‘Y’ to utilize the effective date assigned to the account. N 04 Produce Summary

Report Yes Enter ‘Y’ to generate the summary report. N

05 Produce Detail by Fund and Account

Yes Enter ‘Y’ to generate detail by fund and account report. N

06 Produce Detail by Student ID

Yes Enter ‘Y’ to generate detail by student ID report. N

07 Selection Identifier No Enter the selection identifier for the population selection. 08 Application ID No Enter the application identifier for the population selection. 09 Creator ID No Enter the user ID of the population selection creator. 10 User ID No Enter the user ID for the individual processing the population

selection.

Warning

The ZSRCBIL process must be executed in STATEMENT mode prior to creating the aging report.

Sample Files Samples of the zgrages.log, zgrages.lis, zgrages.bd_dtl_fundacct.rpt, zgrages.bd_summary.rpt, and zgrages.bd_dtl_id.rpt files follow.

Sample zgrages.log



Page 12 June 2011

Sample zgrages.lis

Sample zgrages.bd_dtl_fundacct.rpt



Page 13 June 2011

Sample zgrages.bd_summary.rpt

Sample zgrages.bd_dtl_id.rpt



Page 14 June 2011

III. Determining Scholarship Allowance

Introduction The Scholarship Allowance process (ZORSCHA) is used to pull accounts receivable data used in populating the Schedule for Determining Scholarship Allowance and Student Aid Expenses. This is a GASB report required for fiscal year end processing.

1. Build Tax Type Codes

A tax type code is needed for each section on the Schedule for Determining Scholarship Allowance and Student Aid Expenses. These codes are built in the Tax Type Validation form (TTVTAXT).

2. Assign Tax Type to Detail Codes

The tax type codes are assigned to detail codes that will be reported on the Schedule. The tax type code assignment will also determine the location in which the amounts for the detail codes will appear on the schedule. The tax type code is assigned to the detail code in the Detail Code Control form (ZSADETC).

3. Execute ZORSCHA

Execute the ZORSCHA process to create the report output for assistance in completing the Schedule for Determining Scholarship Allowance and Student Aid Expenses. The report output is divided into sections based on the tax type and where the data should be placed on the schedule.



Page 15 June 2011


Parameters for ZORSCHA


01 Beginning Date Yes Enter the beginning date of the period reporting. (DD-MON-YYYY)

02 Ending Date Yes Enter the ending date of the period reporting. (DD-MON-YYYY)

Sample Files Samples of the zorscha.log and zorscha.lis files follow.

Sample zorscha.log



Page 16 June 2011

Sample zorscha.lis



Page 17 June 2011

IV. Non-Banner Finance Interface

Introduction The Non-Banner Finance Interface (ZGRPSLD) writes the accounting records in Banner to PeopleSoft Financials. The process selects the data found in GURFEED and loads the data into the PeopleSoft JGEN_BNR_BOR staging table.

1. Execute ZGRPSLD

Execute the ZGRPSLD process to copy data from GURFEED to the PS staging table. Data are also copied from GURFEED into a new temporary table, ZURGFTT. The GURFEED data are deleted at the time of successful completion of the process.


Parameters for ZGRPSLD


01 Accounting Date Yes Enter the accounting date to be used when posting to the PeopleSoft General Ledger.

Sysdate

Warning

The process will not write any records to the staging table, temporary table, or delete GURFEED when the following conditions occur.

• The data have already been loaded.

• There is an error within the program due to erroneous data.

• The PeopleSoft database is not available.

Sample Files Samples of the zgrpsld.log and zgrpsld.lis files follow.

Sample zgrpsld.log



Page 18 June 2011

Sample zgrpsld.lis



Page 19 June 2011

V. Purging the GURFEED Temporary Table

Introduction The Non-Banner Finance Interface (ZGRPSLD) copies records from GURFEED to the temporary table (ZURGFTT) at the time of successful completion. The records found in this table will be used for the purposes of reconciliation when necessary and are also frozen at the end of each fiscal year for use in audits. Once the data has been successfully ‘frozen’, this process can be run based upon individual institutional guidelines.

1. Execute ZOPGFTT

The GURFEED Temporary Table Purge (ZOPGFTT) is used to delete records from the ZURGFTT table. These records are copied from GURFEED into this table at the time of successful completion of the non-banner finance interface.


Parameters for ZOPGFTT


01 Start Date Yes Enter the start date of the records to be purged. (DD-MON-YYYY).

02 End Date Yes Enter the end date of the records to be purged. (DD-MON-YYYY).

03 Run Mode Yes Enter ‘A’ to produce a list of records to be purged. Enter ‘U’ to delete the records from the table.

Warning

Records found in the ZURGFTT table are maintained for a short period of time. Institutions are strongly encouraged to purge the records in this table as soon as successful freezing of table data for audits and year end reconciliations are completed.

Sample Files Sample of the zopgftt.lis and file follow.

Sample zopgftt.lis



Page 20 June 2011

VI. Resetting a Feed

Introduction Institutions may be required to reset the feed indicator for problematic records. The reset of this indicator provides the user with the ability to make necessary adjustments to the erroneous data. The records, as part of the feed date reset, are then fed to the financials system by starting the end-of-day processing at the Application of Payments process (TGRAPPL).

1. Execute @zorfred

The Feed Reset Script (ZORFRED) is used to reset the feed indicator from ‘F’ to ‘Y’ for a specified feed date. Records existing for the specified date in the GURFEED and GURAPAY tables will be deleted.

Warning

Users are strongly encouraged to contact ITS Customer Services prior to executing this script to create a help desk case for assistance with this script.

This process is executed from SQLPlus. The user will be prompted for one parameter multiple times during the execution of the script. This parameter is the feed date.

Parameters for @zorfred


Date Yes Enter the date of the feed to be reset. The date format is DD-MON-YYYY.



Page 21 June 2011

VII. End of Day Processing Check List

Introduction The End of Day Processing Check List is a tool provided to the institutions for use when closing Banner at the end of each day.

Warning

All processes should be allowed to complete successfully prior to starting the next process in the checklist. Failure to allow a process to complete could result in the omission of data.

End of Day Processing Check List

Completed Process/ Form Description/Instructions

SFRFASC

Execute the Fee Assessment process to assess fees. ________.log ________.lis

SLRFASM

Execute the Batch Room/Meal/Phone Assessment process to assess housing and meal charges. ________.log ________.lis

TSRCBIL Execute process in APPLYCRED mode to post contracts, exemptions, and deposits to student accounts. ________.log ________.lis

TGRCLOS Close all non-cash drawer cashier sessions without source code restrictions. ________.log ________.lis

TGACREV Close all non-cash drawer cashier sessions not closed when using

TGRCLOS. A list of open sessions is obtained from TGACSPV.

TSRRFND Produce refunds for students with a credit balance. ___ Flag/Update Mode ________.log ________.lis ___ RFND/Update Mode ________.log ________.lis

TGACSPV Finalize all cashiering sessions by changing the status from C to F

(second page of form).

TGRCSHR Execute report to produce a list of all finalized cashier sessions.

________.log ________.lis

TGRAPPL Apply all payments. Produce the Application Pending Roster.

________.log ________.lis

TSAUNAP Unapply payments for students on Application Pending Roster TSAAREV Reapply payments.

TGRFEED Produce entries for the PeopleSoft GL and AP.

________.log ________.lis

TGRRCON Produce the reconciliation report.

________.log ________.lis

ZGRPSLD Execute the Non-Banner Finance Interface.

________.log ________.lis

Generate the PeopleSoft Journal. Execute the Banner to AP Interface

ZOPGFTT Purge records from the ZURGFTT table.

________.log ________.lis (year end only)



Page A-1 June 2011

Appendix A: Document History This section details the history of the document and updates made for each modification. Release and Date Form/Process Page Update Description

Georgia Enhancements 7.0, June 30, 2006

NA NA original

Georgia Enhancements 7.21, September 30. 2009

ZGRAGES 11 Parameters added to the process to allow for execution using a population selection.

Georgia Enhancements 8.0, March 31, 2010

NA All Added new screen captures.

Georgia Enhancements 8.8, June 30, 2011

ZSADETC, ZGRAGES

14, 12 & 13

Updated screenshots for ZSADETC and ZGRAGES.



Page B-1 June 2011

Appendix B: Process Flow

Using AR End of Day Process - University System of · PDF fileUsing AR End of Day Process...

Documents

Transcript of Using AR End of Day Process - University System of · PDF fileUsing AR End of Day Process...