Session Number 3 Application & Unapplication Antonio Trepesowsky BSFC CalB SGHE

Agenda Application of payment –What is it –Why run it –How often to run –Order of processing –Batch vs. on-line –Review of parameters Unapplication of Payment –What is it –Why run it –How often to run –Batch vs. on-line –Batch Selection Criteria –Review of Parameters

Application of Payment: What is it? Process in which payments are applied to charges Balances of payment transaction are reduced Balances of charge transactions paid are reduced TGRAPPL – Batch job –Review all accounts –Use a population selection –Runs on-line for a single account TSIAPPL – displays the transaction combinations

Application of Payment: Why Run It? To reduce the balance on charges, in order to understand what is still outstanding To reduce the proper receivable in the General Ledger To determine what is PAID vs. PAST DUE for late charges

Application of Payment: How Often To Run It? Daily Ad Hoc – working on an account

Application of Payment: Order of Processing Direct Payments (TPays) Direct Invoice number Like Detail Codes with the same term Priority Order within* –Student order different than Finance –Sorting is performed first for payments then charges Refund to any priority TGRAPPL parm 2 Negative charge to any priority TGRAPPL parm 3

Application of Payment: New Order of Processing Direct Payments (TPays) Direct Invoice number Special Lender Account Like Detail Codes with the same term Contract Payment Detail Priority Order within* –Student order different than Finance –Sorting is performed first for payments then charges Refund to any priority TGRAPPL parm 2 Negative charge to any priority TGRAPPL parm 3

Application of Payment: Order of Processing FINANCE Priority Order within –Priority Code of Payment (desc) –Payment Effective date –Payment transaction # –Priority Code of Charge (desc) –Charge Effective date –Charge transaction #

Application of Payment: Order of Processing STUDENT Priority Order within for Payments –Title IV TGRAPPL parm 5 –Order by Term TGRAPPL parm 8 (1 or 2) –Cross Reference Info TGRAPPL parm 4 –Priority Codes –Like term indicator (within Priorities) –Like Aid Year (within Priorities) –Oldest effective date –Lowest Transaction number

Application of Payment: Order of Processing STUDENT Priority Order within for Charges –Order Charge by payment (TIV/nonTIV)* –Like term indicator –Like Aid Year –Order by Term TGRAPPL parm 8 (1 or 3) –Cross Reference Info TGRAPPL parm 4 –Priority Codes –Oldest effective date –Lowest Transaction number

Application of Payment: Order of Processing Order Charge by payment TIV – Non-Institutional only sorted if TVAAUTH records exist (PY, TIV) –Institution Charge same term –Non-Institutional Charge same term –Institutional Charge same Aid Year –Non-Institutional Charge same Aid Year –Institutional Charge other terms –Non-Instutitional Charge other terms NonTIV – no sort

The Big Picture Direct Payments (TPays) Direct Invoice number Special Lender Account Like Detail Codes with the same term Contract Payment Detail Priority Order within –Payments Title IV TGRAPPL parm 5 Order by Term TGRAPPL parm 8 (1 or 2) Cross Reference Info TGRAPPL parm 4 Priority CodesFinance Like term indicator (within Priorities) Like Aid Year (within Priorities) Oldest effective dateFinance Lowest Transaction numberFinance –Charges Order Charge by payment (TIV/nonTIV) TIV – Non-Institutional only sorted if TVAAUTH records exist (PY, TIV) –Institution Charge same term –Non-Institutional Charge same term –Institutional Charge same Aid Year –Non-Institutional Charge same Aid Year –Institutional Charge other terms –Non-Instutitional Charge other terms NonTIV – no sort Like term indicator Like Aid Year Order by Term TGRAPPL parm 8 (1 or 3) Cross Reference Info TGRAPPL parm 4 Priority CodesFinance Oldest effective dateFinance Lowest Transaction numberFinance Refund to any priority TGRAPPL parm 2 Negative charge to any priority TGRAPPL parm 3

Application of Payment: Order of Processing Priority Codes: –999 is the highest priority (will be paid first) –000 is the lowest priority (usually used for payments) –0 is the wildcard for payments only Any position that is non-zero in the payment priority must match the charge priority exactly –wildcard is column specific 990 will pay priority 999, 998, 997, 996, 995, 994, 993, 992, 991, will pay priorities from 999 – will pay priority 899, 898, 897, 896, 895, 894, 893, 892, 891, will pay priorities from

Application of Payment: Batch vs. On-line Batch (TGRAPPL) –Run job for: All accounts Individual Population selection –Parameters can be changed On-line (TSAAREV, TSADETL) –Run for an individual –Can not adjust the parameters –Uses parameters from GJAPDEF

Application of Payment: Review Parameters

ID number –Used only if you are running for a single person –Allows you to change parameters for a single account Apply Refund to any priority –Refund applies to any detail code, regardless of the priority codes Apply Neg Chg to any priority –A negative charge is treated as a payment –Acts like priority code 000 Apply Cont/Expt Credits –C or D –C = Cross-reference information View cross-reference info on TSADETL –D = Detail Code Priority View priority on TSADETC

Application of Payment: Review Parameters Apply Title IV first –Will apply Title IV detail codes before other priorities Apply Aid to Future Term –Transactions with a source of “F” apply to a later term –Fall will apply to Spring –Spring to apply to Summer –Will not go beyond “Like Aid Yr” or “Like Term” if checked Apply Other to Future Term –Transactions not from Fin Aid apply to a later term –Fall apply to Spring –Spring apply to Summer –Will not go beyond “Like Aid Yr” or “Like Term” if checked Order by Term –1 = order both payments and charges –2 = order payments only –3 = order charges only –4 = neither by term

Application of Payment: Review Parameters Print Application Pending Roster –Report of accounts –A credit balance will not apply to a charge balance –Need to review to see if acceptable What would be acceptable? –Title IV not paying unallowable charges –Contracts not paying beyond cross-ref transactions Selection Identifier Application Code Creator ID User

Application of Payment: How to Review TSIAPPL

Unapplication of Payment: What Is It? Breaks apart application of payments Brings the balance back to transactions Sets the “re-apply” flag in application of payments TGRUNAP – Batch job –Review all accounts –Use population selection TSAUNAP – On-line job –Individual account TSAMUNA – works with TGRUNAP select mode

Unapplication of Payment: Why Run It? To clean up accounts Use later payments to cover charges Change the way application of payment applied.

Unapplication of Payment: How Often To Run It? As needed –Account by account Batch run in conjunction with TGRAPPL –Daily –Weekly –Monthly

Unapplication of Payment: Batch Selection Criteria Only selected accounts are unapplied Must meet 1 of 3 criteria 1.Title IV 1.Title IV is posted and credit balance exist and non-Title IV transaction paid institutional charges 2.Unapplication of payment has not been run since Title IV was posted. 2.Offsetting transaction 1.A debit balance and a credit balance exist and will not apply to each other 2.Unapplication of payment has not happened since the credit was posted 3.Reversing charge 1.A reversing charge has been posted 2.Unapplication of payment has not happened since the reversing entry was posted

Unapplication of Payment: Review of Parameters

Run Mode (S,U,B) – options for running the job –S = Select mode – accounts that meet the criteria Populates TSAMUNA –U = Unapply mode – used for population selection only Unapplies TSAMUNA –B = Both – accounts that meet criteria and the pop sel Unapply Automatically – Y or N – –Set to N to only use population selection –Set to Y to unapply the pop sel as well as any selected accounts Selection Identifier Application Code Creator ID User ID

Unapplication of Payment: Review of Parameters Term Code – unapply transactions by term code (Pop Sel Only) Applied Date – unapply all transactions after a specific application date (Pop Sel Only) Output Popsel Option (A, R, N) – –A = Append –R = Replace –N = None Output Selection Identifier – name of popsel for accounts unapplied Output Application Code – application code of popsel of accounts unapplied Output Creator ID – creator of popsel of accounts unapplied

Summary Application of Payment should be run at least daily Run Unapplication of Payment before application of payment on a regular basis Unapplication of payment does not unapply all accounts, just selected accounts