1. Tracking collections data

2. Detail Codes
Detail codes are used to enter financial transactions into the Banner system
Billing
Collections
Several detail code prefixes exist for the debt collection management system
Attorney General - AG
Collections Agency - CA
Write-Off Attorney General -WA
Write-Off Collections Agency -WC
Detail codes are used in the billing process and when payments are made. They are also used to process miscellaneous transactions where a department accepts payment from students and other customers and remits those payments to Student Accounts with a deposit transmittal form. IFR, DIFR-IFR, and SUTRA accounts are attached to certain detail codes to allow for proper distribution of transactional activity.
Prefixes on detail codes exist for use in the collections process. In the example below NUEF is the primary detail code, however if we are unable to collect on this fee, it will be sent to the Attorney General (AGNE) or to a Collection Agency (CANE) and will use the respective detail code to properly classify the collection.
For example: NUEF Nursing Exam NCLEX Prep Fee
AGNE AG Nursing Exam NCLEX Prep Fee
CANE CA Nursing Exam NCLEX Prep Fee
WANE WA Nursing Exam NCLEX Prep Fee
WCNE WC Nursing Exam NCLEX Prep Fee

3. Types of Collections Billed and collected by Student Accounts
Examples: Tuition, Room, Board, Mandatory Fees, Course Fees.
Collected by individual departments and deposited into an IFR
Examples: Ticket Sales, Road Runner Service, Orientation Fee, Fit Space Memberships.
Detail codes that begin with an ‘I’ followed by three numbers, indicate a deposit from a department.
Detail codes made up of four letters indicate that the activity is billed and collected by student accounts.
There are very few exceptions to this rule.
Example: I608 is used to make deposits related to Studio Art , whereas ADPF is for art department course fees billed and collected by SA and sent to

4. Collections Hierarchy
Student payments are applied against billable detail codes according to the University mandated collections hierarchy
Tuition
Room
Board
Mandatory Fees
Non-mandatory Fees
Miscellaneous
Example: Peter Griffin B was billed as follows,
Tuition $4000
Room $2000
Board $800
Athletic Fee $100
Health Services Fee $100
Technology Fee $100
Transportation Fee $50
Course Fee $30
Parking Ticket $20
Total $7200
He is expecting $1000 of financial aid from outside sources so he makes a payment on his account during the first week of classes totaling $ It covers all of tuition and room, but only $200 of board. The remaining amounts due for board as well as all fees and his parking ticket will remain outstanding until the University receives the financial aid. Collections will post later in the semester for items which are lower on the hierarchy.
Student Accounts collection rate is approximately 99%
Hierarchy runs by student so the 1% uncollectible is not absorbed by the lowest item on the totem pole

5. Recording Process
University collections are entered into Banner by Student Accounts via detail codes which follow the hierarchy rules.
Banner compiles collections data for a given time period by account and detail code.
Revenue Accounting posts revenue to the IFR and SUTRA accounts every 15 days per SUNY regulation.

6. Revenue Distribution
This is an image of the revenue distribution report used to post revenue to IFR and SUTRA accounts every 15 days

7. Monitoring Collections
To monitor the collections activity for a specific account:
Login to Business Intelligence and access the Account Summary dashboard
Run a query for the account and fiscal year that you need data for
Click on the revenue total and select Revenue Details

8. Monitoring Collections
Here you see a list of all year-to-date revenue transactions which posted to this IFR account
$ posted for the revenue cycle beginning 1/31/2015 and ending 2/15/2015
If more detail is needed for this item, you must use the Revenue Web Application

9. Obtaining Transaction Detail
Go to to access the Business Office Portal
In the Revenue Accounting menu, there is a link to the Revenue Web Application

10. Obtaining Transaction Detail
Sign in with your PODS UserID and Password
If you are not authorized to access the revenue web application, you can request access by providing your PODS UserID to
You must already have Business Intelligence access in order to obtain access to the revenue web application

11. Obtaining Transaction Detail
Once signed in, there are two modules: “Detail Code” and “IFR Account”
In the detail code module you can select a detail code and 15-day revenue cycle for which you’d like transactional detail.  There is an option at the top of the page to export the data as a .csv file if needed.
In the IFR account module you can select an account number and 15-day revenue cycle for which you’d like transactional detail.  Again, there is an option at the top of the page to export the data as a .csv file if needed.
In this scenario, we have selected the IFR account module and then selected the account number and revenue cycle as found in BI.
The total amount of $ equals the amount posted for the 1/31/2015-2/15/2015 revenue cycle in BI.
In the ID field, you can see the receipt number used by Student Accounts in processing the transaction. You should have a paper receipt with that receipt number to use for reconciliation purposes and/or for more information.
In the Detail Code field, you can see the detail code used in the transaction which caused the revenue to post to this account.
If an account has collections activity for billable items, the ID field would display the B# of the student who paid (rather than the receipt number).

12. Other options for detail
Hyperion/ODS is the another tool for obtaining detail backup for the Banner collections data
To track department deposits, you will need to use the miscellaneous_transaction view in ODS which requires access via the BU_ACCOUNTS_RECEIVABLE_ROLE
To track billable collections, use the account_receivable_detail view in ODS which is also in the BU_ACCOUNTS_RECEIVABLE_ROLE (not common)
Tracking billable collections in ODS is very complex and is the reason we developed the revenue web application which provides simple and clear transaction detail.

14. Hyperion/ODS Basics
Reference documentation is available on the ODS website: ods.binghamton.edu
Login procedures
Running canned queries
Modifying existing queries
Creating reports, charts, and pivot tables
Saving and publishing queries
Creating queries from scratch

15. Process Overview Run query with proper variable limits
Export pivot table to Microsoft Excel (optional)
Validate and align data, if needed
Compute grand total of all payments
Reconcile with Business Intelligence collections
Perform variance analysis, if needed
To export: file, export, section

16. Tracking Deposits via ODS
Use the miscellaneous_transaction view to obtain data for departmental deposits processed in Banner by Student Accounts

17. Setting Variable Limits
If you need data for an extended period of time, just change your date parameters to obtain more detail.

18. Query Results
If the Debit Credit Indicator field shows a ‘C’ for all rows of data, you can simply add all collections. If the Debit Credit Indicator field shows a ‘D’ for any row of data, these rows must be subtracted from the total of all ‘C’ rows.

19. Reconciliation
What if the data extracted from ODS does not reconcile with Business Intelligence?
Perform a variance analysis!
Is the variance limited to a particular transaction or day?
Was there a system malfunction or system downtime during the 15 day period in question that affected the data?
Did you run the queries on the proper dates?

20. Questions?