Introduction to processing non-student receivables
Banner baseline provides functionality for processing non-student receivables. Users have the ability to create and send invoices to the non-student receivables through the Invoicing/Statement Report (TFRBILL).
There are several forms available for writing receipts for non-student receivables. The primary form, TFADETL, is discussed in this document.
The Aging Analysis Report (TGRAGES) reports on all the past due accounts in Banner. The aging process is started by executing TFRBILL in STATEMENT mode.
Non-student receivables may have holds associated with the account.
Holds are placed on a record by executing the Auto Hold/Release Process (TGPHOLD).
1. Send an
invoice/bill The Invoice/Statement Report (TFRBILL) allows the user the ability to generate invoices based on the invoice number for the current charges (INVOICING mode), to produce a billing statement (STATEMENT mode), and to assess charges for recurring receivables (ASSESSCHG mode).
STATEMENT mode starts the aging process by updating the billed and due dates. The previously billed transactions are reflected in the
previous billed balance on the invoice. Detail will not be updated with a bill and due date until the effective date is reached. Future balances due will appear in detail based on the parameters used to execute the process until the effective date is reached and the process is run in
STATEMENT mode.
Note: An invoice/statement cannot be generated using TFRBILL when the person has a term code other than ‘ARTERM’. Individuals with a term code other than ‘ARTERM’ have student related data. An invoice/statement must be generated using the Student Billing Process (TSRCBIL).
2. Write a
non-student receipt The Account Detail Form (TFADETL) is used to write receipts for non-student receivables. The ID number of the non-non-student is required for
student receivable transactions when posted through the TFADETL form.
Detail information related to the non-student receivable is displayed in this form. The Account Balance and Amount Due will change when transactions are entered on this form.
3. Aging Analysis The aging process begins when the Invoice/Statement Report
(TFRBILL) is executed in STATEMENT mode. The Aging Analysis Report (TGRAGES) provides the ability to analyze past due accounts.
The report lists unpaid account balances within each age-date range in addition to future balances.
4. Setting and Releasing Holds
A hold is established using the Auto Hold/Release Process
(TGPHOLD). Holds are automatically set or released for a student, non-student, or entity based on the rules established in the Auto Hold Rules Form (TGAHOLD).
Information regarding baseline functionality is taken from the SSCT Accounts Receivable User Guide, version 6.0. Additional information may be obtained from this documentation.
Direct Debit Process Flow
Description of
Direct Debit Direct Debit provides the ability to withdraw funds from a customer’s bank account to relieve the debt owed to the institution while
simultaneously posting the “payment” to the customer account.
The Direct Debit flow includes the following major steps:
• Setting Up Rules and Codes
• Subscribing for Direct Debit
• Creating the Working Area
• Creating the ACH File
Timeframe Setting up rules and codes should be done as soon as an institution determines this option will be made available for customer use.
Warnings There should be only one institutional representative responsible for creating the Direct Debit Worksheet and ACH file.
Direct Debit Process Flow Overview
Complete the following steps to set up, maintain, and create an ACH file for Direct Debit
I. Set Up Codes and Rules
1. Create Bank Routing Numbers GXVDIRD
2. Create Bill Codes TTVBILL
3. Define a Detail Code ZSADETC
4. Create Bank Rules GXRBANK
5. Create Direct Debit Rules ZGRDEBT
6. Assign Bill Codes TSAACCT
7. Create Working Areas ZTVWKAR
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II. Subscribe for Direct Debit
1. Create Direct Debit Subscription records
ZGADEBS
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III. Create the Working Area
1. Create Working Area Records ZGADDWS
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IV. Create the ACH File
1. Create the Direct Debit ACH File ZGRDACH 2. Submit the ACH file to the bank
Using Direct Debit
I. Setting Up Codes and Rules
Introduction to
Setup Bank routing numbers are required for validation of routing numbers provided by the individual subscribing for the use of Direct Debit. The routing numbers are stored and maintained in the Bank Routing Number Validation Form (GXVDIRD).
Bill codes are created to allow the user the ability to select specific individuals into a working area. The bill codes are created and validated against the Bill Code Validation Form (TTVBILL).
A payment type detail code is established in the Detail Code Control Form (ZSADETC). This detail code will be used to pay outstanding charges that will be covered through the direct debit process.
Bank rules are established in the Bank Code Rules Form (GXRBANK).
The rules are associated with a user-defined rule code for each bank the institution uses.
Direct debit rules are used to provide the agreement text and to define specific criteria for the ACH file. These rules are established in the Direct Debit Rules Form (ZGRDEBT).
Individuals participating may set up the optional use of a bill code. The bill code is assigned to the individual record in the Student Account Review Form (TSAACCT). The use of the bill code allows for the user to predefine the individuals that will be selected into a working area.
Working areas are defined in the Working Area Validation Form (ZTVWKAR). An ACH file cannot be created without a defined working area. This is a one to one relationship – one working area per ACH file.
1. Create Bank Routing Numbers
Create and maintain bank routing numbers in the Bank Routing Number Validation Form (GXVDIRD) for validation when subscription records are created.
Note: The values in this form were populated via a script.
2. Create Bill Codes (Optional)
Define the bill codes to associate with individuals participating in direct debit in the Bill Code Validation Form (TTVBILL). The bill codes are validated in this form when entered in the Student Account Review Form (TSAACCT).
3. Define a Detail
Code Define the direct debit detail code in the Detail Code Control Form (ZSADETC). Direct Debit requires that a payment type detail code with a category code of ‘CSH’ be built for the purposes of posting payments to individual accounts. The payment is posted to each account processed in the working area for the amount approved.
Note: If you need assistance in determining the accounting structure behind this detail code, see the section related to detail codes in the Using Banner Accounts Receivable User Guide.
4. Create Bank
Rules Create the institution’s bank rules for processing the direct debit ACH file in the Bank Code Rules Form (GXRBANK). The bank code is user defined to identify the bank to which the collected funds will be
deposited.
5. Create Direct Debit Rules
Create the rules related to direct debit processing in the Direct Debit Rules Form (ZGRDEBT). The agreement text is stored in this form and is related to the individual subscription records. The debit description, padding, and file ID information are all used when creating the ACH file and provide formatting information for the process.
6. Assign Bill
Codes (Optional) A bill code is assigned to an individual through the Student Account Review Form (TSAACCT). Direct Debit processing provides the ability for users to define bill codes for individuals. The bill code is used when creating the working area so that a specific population of individuals is retrieved for processing.
Note: A bill code is also used when processing the billing of benefits.
7. Create Working
Areas A working area name is created in the Work Area Validation Form.
The work area is used when selecting records for processing as direct debit payments. The work area entered in the Direct Debit Worksheet Transaction Form (ZGADDWS) is validated against the records in this form. The process indicator is also located here to identify those working areas that have been processed or are waiting to be processed.
II. Subscribe for Direct Debit
Introduction to subscribing for Direct Debit
Individuals receiving benefits often prefer to have their savings or checking accounts direct debited for the purposes of making payments to the institution for benefits received. The subscription process allows the institution to establish the banking and related information for the individuals.
1. Create Direct Debit
Subscription Records
A subscription record for Direct Debit is created in the Direct Debit Subscription Form (ZGADEBS). Individuals who want to participate in Direct Debit will provide the institution with written authorization to establish the subscription record.
The routing number is entered and validated against GXVDIRD. The name of the bank is automatically populated when a valid routing number is entered. The account number is entered and the account type (Checking or Savings) is selected. Once the record is saved, the account number is masked and only displays the last two digits. The
Active/Inactive indicator is also selected here.
This form also contains the history records of changes made to Direct Debit subscription records. Any activity where changes are made to the subscription record are recorded and displayed in the audit trail of the form.
III. Creating a Working Area
Introduction to Creating a Working Area
The Direct Debit Worksheet Transaction Form (ZGSDDWS) is used to create and alter the accounts and amounts of the individuals to be processed as direct debit transactions.
1. Create Working
Area Records Create a working area for direct debit transactions in the Direct Debit Worksheet Transaction Form (ZGADDWS). The work area name is entered in the key block. The bill code is not required for processing a work area; however, it allows the user to select specific groups of individuals for processing.
The data block displays the ID, name, bill code, amount, and status of the individuals queried when a page down function is performed.
Individuals can be removed from the working area by using the status of Reject. The amount can be changed to decrease the total to be direct debited by entering a new amount in the amount column for the individual. However, the amount cannot exceed the balance on the individual account.
If an individual already exists in another working area, a warning appears and the individual is highlighted in orange.
The amount queried is the total amount due for the individual and may exceed the amount of benefits the individual is charged.
IV. Creating the ACH file
Introduction to Creating the ACH file
The Direct Debit ACH File Process (ZGRDACH) is used to generate the ACH file for submission to the institution’s bank. The process uses the parameters to select the work area name for processing. The
individuals in the work area with a status of Approved will be written to the ACH file. A direct debit payment will be posted to the individual account for the amount approved in the working area.
1. Create the Direct
Debit ACH File The ACH file is generated when the Direct Debit ACH File Process (ZGRDACH) is executed in update mode. The ACH file is generated with the name of ACH_workareaname.txt. This name may need to be changed prior to submission to the bank.
Warning Some banks may require that positions 40–54 of all type 6 records be populated with an identification number. Parameter 10 allows the user to select the option to populate these positions with the ID number, PIDM, or a Null value. The population of the ID number or PIDM in these positions may result in the number displaying on the individual bank statement.
Parameters for ZGRDACH
No Name Required? Description/Instructions
Default Values 01 Audit/Update
Mode
Yes Audit Mode (A) will generate report output. Update Mode (U) will update the individual accounts and create the ACH file.
A
02 Working Area Yes Enter the working area name that will be processed 03 Address
Selection Date
Yes Enter the date of which address that is effective on this date will be selected for the accounts processed
Sysdate
04 Address Selection Hierarchy
Yes Enter the address type to be printed on the report. 1MA
05 Detail Code Yes Enter the direct debit payment type detail code to be posted to the individual accounts.
06 Term Code Yes ARTERM is default value when this parameter is left blank.
07 Cashier User ID Yes Enter the cashier user ID that will be used when the payment transactions are processed.
08 Bank Code Yes Enter the bank code created in GXRBANK. This is the bank code that is referenced in the ACH file.
09 Bank Selection Date
Yes Enter the date for selecting the bank data that is effective for this date. length of the file location cannot exceed 30 characters.
12 Trace Number Indicator
Yes Enter ‘Y’ to produce a trace number or ‘N’ to leave positions zero filled.
N
Sample Files Samples of the zgrdach.log and zgrdach.lis, and ACH files follow.
Sample zgrdach.log
Sample zgrdach.lis
Sample ACH file
2. Submit the ACH
File to the Bank The ACH file is submitted to the bank to receive payment deducted from individual accounts for benefits received.
Note: The bank may have specific requirements.
End of Day Processing Flow
Description of End
of Day Processing 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.