How to ‘Deal’ with Researching Student Billing And Payment Problems Track: Finance & Business Session: 5017 Pam Nowak Senior Developer, Datatel Jeff Roderick Senior Data Integrity Analyst, Datatel

Outline Overview of the 5 ‘verification’ utilities  CRRV – Cash Receipts  ARDV – Deposits  SPAV – Sponsor Billing  ARPV – Payments  ARBV – Registration Billing Detailed look at ARBV reports Questions

Utility Purpose Proactively identify problems Tool to research problems Limited access to your system Summarized report of relevant data Report displays ‘behind the scenes’ data

Sample Problems Setup / Workflow Related  Setup Changes  Data Entry Errors  Custom Programming Errors Beyond User Control  Partial Transactions  Database File Corruption  Bugs

Utility Information On ARU menu Can be run at anytime Generate Reports - they do not update or change anything No ‘sensitive’ information displayed This presentation contains the ‘updated’ versions Beware of ‘old’ data

Two Distinct Functions 1.Identify Problem Students  Various error report options  Output saved list of problem records 2.Research the Identified Problems  Accountholders or Saved List  Summary mode  Detail mode

CRRV

CRRV Facts Delivered 2006 Revised version in QA Located on ARU and CR menus Assembles accountholder cash receipt data into a single report Does basic verification check of cash receipt data Additional verification will be added in the future See Answernet Doc # 7157

CRRV Uses Finds Cash Receipt records with a problem Researching AR account balance issues Researching issue with a cash receipt session Reconciling differences between AR/GL If necessary, send ERRORS ONLY report to Tech Support for the ‘problem’ Accountholders

CRRV Form

CRRV Fields Errors Only  Y = Lists only cash receipts with errors  N = Lists all cash receipts with or without errors Start/End Date  Use dates in current Fiscal Year Saved List Name  CASH.RCPTS record IDs AR Accountholders Sort Sequence Additional Selection Criteria  Specific Batch or Session?

CRRV Form Set to Yes. This will both Identify AND Research the problem. Avoid running CRRV wide open. Use recent dates and/or current Fiscal Year If you know the ‘problem’ ID, enter it here.

CRRV Report Cash Receipt  Summary line  Payment Data  Deposit Data  Non-AR Item Data  Total line Errors (found by verification checks) Summary totals for Cash Receipts listed

CRRV Report Lets go take a look at a sample CRRV report!

ARDV

ARDV Facts Delivered 2006 Revised version in QA Assembles accountholder deposit data into a single report Does basic verification check of deposit data Additional verification will be added in future See Answernet Doc # 7156

ARDV Uses Find deposits with a problem Review student deposits Researching deposit balances Researching deposit transmittals issues If necessary, send SUMMARY report to Tech Support for the ‘problem’ Accountholders

ARDV: Two Distinct Functions 1)Find accountholder with deposit problems.  E – Errors 2)Research the identified deposit accountholders.  S – Summary Payment  D – Detail Payment

ARDV Form

ARDV Fields Report Option  Errors Only  Summary  Detail Saved List Name  AR.DEPOSITS record IDs Deposit Type AR Accountholders

ARDV Form: Find Problems Find:  Errors Only If you know the ‘problem’ ID, enter it here. Optional

ARDV Form: Research Problems Research:  Summary (or Detail) Optional Enter the ‘problem’ IDs here when running the Summary or Detail report.

ARDV Report ARDV – Summary Reports  Deposits  Deposit Item  Errors (found by verification checks) ARDV – Detail Reports  Everything listed on Summary, plus  Payment Items for the Deposit payments

ARDV Lets go take a look at a sample ARDV report!

SPAV

SPAV Facts Delivered 2006 Revised version in QA Assembles Sponsor data into a single report Does basic verification check of sponsor data Additional verification will be added in future See Answernet Doc # 7158

SPAV Uses Researching Sponsor account balances Identify Payments not allocated to statements Identify Outstanding Statement Invoices If necessary, send SUMMARY report to Tech Support for the ‘problem’ Sponsor

SPAV: Two Distinct Functions 1)Research Sponsor accounts.  S – Summary 2)Find Statements with Outstanding Invoices.  O – Outstanding  D – Detail

SPAV Form

SPAV Report Summary Report  Sponsor Sponsorship Balances (like SPAI)  Sponsor Statement Balance (like SPEN)  Summary of Sponsorship Invoices NOT on statements  Sponsor Payment Problems  Errors (found by verification checks) Outstanding Statement Report Detail Report  Summary plus Outstanding Statement

SPAV Lets go take a look at a sample SPAV report!

ARPV

ARPV Facts Brand New! Currently in QA Assembles accountholder payment data into a single report (Deposits not currently displayed) Does basic verification check of payment data Additional verification will be added in future See Answernet Doc # 7155

ARPV Uses Find students with payment problems Review student payments Researching AR account balances issues Researching FA transmittals issues Researching SB transmittals issues If necessary, send SUMMARY report to Tech Support for the ‘problem’ Accountholder for the term in question

ARPV: Two Distinct Functions 1)Find accountholders with payment problems.  E – Errors 2)Research the identified payment accountholders.  S – Summary Payment  D – Detail Payment

ARPV Form

ARPV Fields Report Option  Error  Summary  Detail Input Saved List  PERSON record IDs Reporting Terms AR Accountholders Output Saved List  ARPV.STUDENTS

ARPV Form: Find Problems Find:  Errors Only If problem accounts are found, enter the name of the saved list you wish to create. Ex: ARPV.09SP Enter the Term you wish to check ARPV.STUDENTS

ARPV Form: Research Problems Research:  Summary (or Detail) Optional Enter the ‘problem’ IDs here when running the Summary or Detail report. Enter the term to research.

ARPV Report ARPV – Summary Reports  Payments  Cash Receipts  FA Transmittals  Vouchers  Errors (found by verification checks) ARPV – Detail Reports  Everything listed on Summary, plus  Sponsor Invoice/Student Payments  Transfer Invoice/Student Payments  Payment Items

ARPV Lets go take a look at a sample ARPV report!

ARBV

ARBV Facts Assembles student registration and billing data together in a single report to help identify issues Does basic verification check of billing data Additional verification will be added in future See Answernet Doc # 6333

ARBV Uses Find students with billing problems Review student registration records Researching registration, room, or meal billing issues For a single student, send DETAIL REGISTRATION report to Tech Support for the term in question For a list of students, send SUMMARY REGISTRATION report to Tech Support for the term in question

ARBV: Two Distinct Functions 1)Find problem students. 2) Research the identified problem students.  NA – Not Adjusted  MA – Missing Adjusting Invoice  ER – Errors  UN – Unbalanced Billing  IB – Incomplete Prior Billing  SR – Summary Registration  DR – Detail Registration Each of these options scans a term for a particular type of problem. Registration Information only Commonly-Used Registration, Room Assignment, and Meal Plan Information  SA – Summary All  DA – Detail All

ARBV Form

ARBV Fields Report Options  NA, MA, ER, UN, IB, SR, DR, SA, DA Input Saved List  PERSON record IDs Reporting Term AR Accountholders Output Saved List  ARBV.STUDENTS

ARBV: Find Problems Find:  NA, MA, ER, UN, and IB modes will find ‘problem’ students If problem students are found, enter the name of the saved list you wish to create. Ex: ARBV.09SP.UN Enter the Term you wish to check ARBV.STUDENTS

ARBV: Research Problems Research:  SR, DR, SA, or DA Optional Enter the ‘problem’ IDs here when running the Summary or Detail report. Enter the term to research.

ARBV Report ARBV – Summary Reports  Classes  Billing records  Registration Invoices  Other Invoices  Errors (found by verification checks) ARBV – Detail Reports  Everything listed on Summary, plus  Individual Invoice Items  Individual Billing Items

ARBV Lets go take a look at a sample ARBV report!

Coming Soon Answernet Change Requests for Utilities  ARBV –  ARPV –  ARDV –  CRRV –  SPAV –

Surveys Please fill out a Survey for this session!

Questions?  Follow up Q&A also available at the ‘Coffee Talk: Ask the Experts’  Wednesday 7:00-7:50 AM  National Harbor 12 and 13