Banner Interfaces Banner Accounts Receivable to Banner Finance Interface Training Workbook Release 8.0 – April 2008 Updated 5/29/2009
_______________________________________________________________________________________________

Prepared by: Ellucian

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Revision History Log

Publication Date	Summary
1/23/2008	New version that supports Banner 8.0 software.
12/04/2008	Revised workbook for Banner 8.0 software
05/29/2009	Major changes to workbook

Notice of rights

Copyright © Ellucian 2005-2012.

This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.

Table of Contents

Introduction	4

Process Introduction	7

Sample Detail Codes, Accounting Entries, and Rule Classes	9

Alternate Method for Creating AR Rule Codes	11

Feed to Finance Tips and Procedures	14

Reconciliation Tips and Procedures	16

Set Up	20

Use the System Data Maintenance Form FTMSDAT	21

Set Up Finance Feed Criteria	24

Day-to-Day Operations	27

Set Up a Student (SPAIDEN)	29

Entering Charge and Payment Information - TSAAREV	32

Closing and Finalizing a Cashier Session - TGACREV	34

Finalize the Session - TGACSPV	36

Closing and Finalizing Non-Cash Sessions - TGRCLOS	38

Running the Finalized Cashier Detail Report - TGRCSHR	40

Running the Application of Payment Process - TGRAPPL	43

Running the Unapplication of Payments Process - TGRUNAP	47

Re-Running the Application of Payment Process – TGRAPPL	51

Running the Accounting Feed Process - TGRFEED	55

Running the Cashier Delete/Report Process - TGRCDEL	58

Running the Aging Analysis Report - TGRAGES	60

Running the A/R Reconciliation Report - TGRRCON	62

Running the Finance Feed Sweep Process - FURFEED	64

Running the Refund Interface Process - FURAPAY	66

Running the Finance Interface Process – FGRTRNI	69

Reviewing Document Postings – FGIDOCR	71

Reviewing Suspended Documents - FGIJVCD	74

Self Check	76

Answer Key for Self Check	78

Appendix	81

Forms Job Aid	81

Transaction Postings	83

Introduction

Course goal

The goal of this workbook is to provide you with the knowledge and practice to use the Banner Accounts Receivable to Finance Interface at your institution.

The workbook is divided into four sections:

Introduction

Set Up

Day-to-Day Operations

Appendix.

Course objectives

At the conclusion of this course, participants should be able to

use the System Data Maintenance Form (FTMSDAT)

set up other Finance Feed criteria (TGACTRL)

set up a student (SPAIDEN)

enter charge and payment information (TSAAREV)

close and finalize a cashier session (TGACREV & TGACSPV)

close out non-cash cashier sessions (TGRCLOS)

run finalized cashier detail report (TGRCHSR)

apply credits and payments to charges (TGRAPPL)

run the un-application of payment process (TRGUNAP)

re-apply credits and payments to charges (TGRAPPL)

run the Accounting Feed Process (TGRFEED)

run the Cashier Delete/Report Process (TGRCDEL)

run the Aging Analysis Report (TGRAGES)

run the A/R Reconciliation Report (TGRRCON)

run the Finance Feed Sweep Process (FURFEED)

run the Refund Interface Process (FURAPAY)

run the Finance Interface Process (FGRTRNI)

run the Finance Transaction Error Report (FGRTRNR)

review document postings (FGIDOCR)

review suspended documents.(FGIJVCD)

Intended audience

Administrative personnel and staff members who support the Banner Finance, Accounts Receivable, and/or Student Systems

Prerequisites

To complete this section, you should have

completed the Banner Education Practices computer-based training (CBT) tutorial “Banner 8 Fundamentals: Navigation and Forms,” or have equivalent experience navigating in the Banner System

Banner Finance: Chart of Accounts

Banner Finance: Rules

Banner Finance: Security

administrative rights to create the rules and set the validation codes in Banner

Process Introduction

Introduction

This workbook is intended to train designated personnel in the use of the Banner Accounts Receivable to Finance Interface as a tool to accomplish administrative responsibilities in managing the interface that posts Accounts Receivable transactions to the Finance System.

The topics that we will be focusing on are

setting up and entering transactions in Banner AR

running the processes necessary to post to Banner Finance

reviewing posting transactions in Banner Finance

troubleshooting accounts receivable (AR)

Because Accounts Receivable is a crossover module between Student and Finance, the following table designates the areas of responsibility between Student and Finance consultants. It is intended to be a guide as you go through the AR training and consulting.

Student System (Student Consultant)	Accounts Receivable Module (both Consultants)	Finance System (Finance Consultant)
1	Tuition Assessment
2	Tuition Refund
3	Housing/Meal Assessment
4	Housing/Meal Refund
5	Contract Processing
6	Exemption processing
7	Student Invoicing
8	Section Fees
9	Generic Account Distributions
10	Develop Detail Codes	Chart of Accounts, Chart Specific Elements (FOAPAL)
11	Develop Site Specific Rule Codes
12	Accounts Payable Checks
13	Application of Payments
14	Miscellaneous Payments
15	Charge/Payment Processing
16	Installment Plans
17	Deposit Processing
18	Cashier Checkout
19	Cashier Audit
20	Accounts Receivable Reconciliation
21	Interface Control Reports

Sample Detail Codes, Accounting Entries, and Rule Classes

Description

Underlined account descriptions are A/R control accounts used in the Application of Payment Process.

Note: Returned Check code requires a Finance journal voucher to debit Returned Check Clearing and credit Cash or Cash Clearing.

No.	Detail Code Description	Type	Detail Code Line	Account Description	Rule 1	APPL Diff Rule 2	Of Pay Like Rule 3
1	Charge	C	A) * B)	Accounts Receivable Revenue	CHS1 CHS1	APS2 APS2	APS1 APS1
2	Payment	P	A) B) *	Cash In Bank or Cash Clearing account Undistributed (Unapplied) Receipts	CSS1 CSS1	APS4 APS4	APS3 APS3
3	Fin Aid	P	A) B) *	Financial Aid Expense Undistributed (Unapplied) Financial Aid or Financial Aid Clearing	CHS1 CHS1	APS4 APS4	APS3 APS3
4	Exemptions	P	A) B) *	Expense Account Exemption Receivable or Unapplied Exemptions (Liability)	CHS1 CHS1	APS4 APS4	APS3 APS3
5	Refunds	C	A) * B)	Refunds Receivable Refunds Clearing	RES1 RES1	APS2 APS2	APS1 APS1
6	Deposit Payment	P	A) B) *	Cash In Bank or Cash Clearing account Deposit Payable	CSS1 CHS1	APS4 APS4	APS3 APS3
7	Deposit Release	P	A) B) *	Deposit Payable Deposit Receivable or Unapplied Deposits	CHS1 CHS1	APS4 APS4	APS3 APS3
8	Installment Plan	P	A) B) *	Installment Plan Receivable Installment Clearing or Unapplied Installments (Liability)	CHS1 CHS1	APS4 APS4	APS3 APS3
9	Installment Principle	C	A) * B)	Installment Principal Receivable Installment Plan Receivable	CHS1 CHS1	APS2 APS2	APS1 APS1
10	Contract Charge	C	A) * B)	Contract Receivable Contract Clearing (Liability)	CHS1 CHS1	APS2 APS2	APS1 APS1
11	Contract Payment	P	A) B) *	Contract Clearing (Liability) Contract Receivable	CHS1 CHS1	APS4 APS4	APS3 APS3
12	Returned Checks*	C	A) * B)	Returned Check Receivable Returned Check Clearing	CHS1 CHS1	APS2 APS2	APS1 APS1

Notes:

Asterisk (*) indicates which line of detail code is used in application of payments.

Underlined account distribution is used in application of payments.

Underlined rule code is used in application of payments.

Alternate Method for Creating AR Rule Codes

Introduction

There are three types of rule codes that are used for each line of accounting behind the detail codes. They are RCL1, RCL2, and RCL3.

Note: Setting up the Detail Code Rules in this manner will help to identify the particular transactions in the Finance Ledgers. However, be advised that if you run the Bank Interfund Cash Report (FGRBIEX) in detail mode, it will list all transactions from the AR Feed…not just the ones that caused the interfund out of balance condition

RCL1

RCL1 is used for transactions that will be fed to finance for the initial processing of a transaction.

RCL2

RCL2 is used for feeding transactions that are used in application of payments for netting charges and payments (i.e. unlike detail code types - C/P or P/C).

RCL3

RCL3 is used for feeding transactions that used in application of payments for netting charges and negative charges; payments and negative payments (i.e. like detail code types C/C or P/P).

FTMRUCL and creating AR rule codes

Use FTMRUCL to create new AR rule codes for the accounting distributions of the AR detail codes. This function will help in tracking transactions in AR that have fed to Finance for reconciliation purposes.

Payment Rule Codes

For Line A accounting – PA1, PA2, PA3

For Line B accounting – PB1, PB2, PB3

Charge Rule Codes

For Line A accounting – CA1, CA2, CA3

For Line B accounting – CB1, CB2, CB3

Refund Rule Codes

For Line A accounting – RA1, RA2, RA3

For Line B accounting – RB1, RB2, RB3

Rule codes –set up

All rule codes are set up with the following:

Class type “J” – Journal Type

Balancing Method “C” Debits = Credits for each Chart

Edit field 'BANK_CODE' with Edit Code '0004' - Default user specified criteria with Operator '=' and Literal '??'

OR -

Edit field 'BANK_CODE' with Edit Code '2801' - Bank code is Required can default from fund

All rule process codes use Posting Action 'N' - Normal Posting Action

All rule process codes use Amount Indicator ‘C’ – Converted Amount.

Rule codes –processes

All rule codes will have the following processes:

I061 - D/C Input; OPAL=ATYP

O030 - Post Year to Date Actual

G010 - Post General Ledger w/Trans. Dr/Cr

G020 - Post Claim on Cash Input Fund

Feed to Finance Tips and Procedures

Tips

Keep the following things in mind when you feed to the Finance system:

Compare cash on the Cashier Detail Report (TGRCSHR) to the results of the Accounting Feed Process (TGRFEED).

Compare Transferred Control totals from the Accounting Feed Process (TGRFEED) to those from the Finance Accounting Feed Process (FURFEED).

Verify that Feed Document numbers from the Finance Accounting Feed Process (FURFEED) are not on the List of Suspended Journal Vouchers Form (FGIJVCD).

Verify that no journal entries or A/P items are posted to AR Control accounts.

Compare the A/R Control Accounts from the previous day to the A/R Reconciliation Report (TGRRCON).

The Transaction Summary Report (TSRTSUM) can be run to show all detail by account.

Verify that all detail codes are accurate, including Payment / Charge info, rule codes, and FOAPAL elements.

Cut-off is important. It is recommended that you run the A/R Reconciliation Report (TGRRCON) immediately after all the sessions have been fed and posted and before other sessions are opened.

Do not use the Cashiering Report (TGRSCHR) to reconcile the Aging Analysis Report (TGRAGES). It may contain miscellaneous transactions that would not be listed on the Aging Report.

Place nightly jobs in a job scheduler

Have transactions stopped from Self-Service Banner during month-end and year-end feeds to finance. This ensures a clean cut off and true representation of a AR balances

Run TGRAGES multiply times with different date ranges and min and max accounts during month-end and year-end for a clearer picture of aging.

Recommend running TGRCLOS at Midnight so it will correspond with your Bank Statement.

Make sure TGRAPPL defaults on Parameter Definitions (GJAPDEF) match parameters used on TGRAPPL nightly

Reconciliation Tips and Procedures

Reconciliation problems

Ninety-nine percent of all reconciliation problems are caused by the following conditions:

Incorrect detail codes. When setting up accounting for the detail codes, you need to take into consideration which Accounting Line (A or B) is used in the Application of Payment Process and enter accounting accordingly. This is usually an AR account for Line A of charges and a Liability account for Line B of payments. It is strongly recommended that all detail codes be tested thoroughly prior to using in a production database.

Changing detail code accounting. Changing accounting after transactions are fed to Finance can create an out-of-balance situation between AR and the Finance G/L if the detail code transactions have not all been applied. Any unapplied transactions will feed over with the new accounting on TGRAPPL is run. The G/L will reflect the old accounting for the original fed transaction.

Lack of a clean cutoff. Reports and processes are run before all cashier sessions are closed and finalized resulting in some transactions are reported and some are not in the AR subsidiary ledger.

Suspended journal documents. Feed documents are suspended on the Suspended Journal Voucher Form (FGIJVCD) and should be reviewed, corrected, and posted. If not, these transactions are reflected in the A/R subsidiary, but not in the Finance ledgers.

Make sure reconciliation issues are investigated the day they are found.

Reconciling AR to Finance

The following steps should be followed for reconciling AR to Finance. Reconciliation of AR should be done as part of the Finance Accounting month end process. To make operations better and to resolve potential problems quicker running the TGRRCON report daily and checking against balances in the G/L is recommended

The Reconciliation report has 5 columns of information:

Fed Total: This column will list the sum of outstanding balances on Detail Codes that have a feed indicator of ‘F’. The feed indicator does not become ‘F’ until the cashier session containing this transaction has been closed (TGACREV), finalized (TGACSPV), and ‘fed’ to the General Ledger (TGRFEED). (You can review the feed indicator in TSAAREV or TGIACCD).

Applied Not Fed: This column will report that portion of any current outstanding charge or payment balance that has been applied, but has not yet been fed. So, for example, if a tuition charge of $500 is posted on a student account, and a $150 dollar payment has been applied to that charge, you will see, on TGRRCON, $150 in this column. Meanwhile the preceding Fed Total column will show only the remaining $350 of the original $500 charge.

Adjusted Fed Total: This is the sum of the Fed Total column and the Applied Not Fed column. Use this column to balance with the amounts in the General Ledger.

Total Not Fed: This column will list the sum of outstanding balances on Detail Codes that have a feed indicator of ‘Y’ (Ready to Feed). It will include:

Transactions on unclosed Cashier Sessions

Transactions on un-finalized Cashier Sessions

Transactions with future effective dates (if, on TGACTRL, you are not permitting the feed of future-dated transactions)

A/R Balance: This column includes the Adjusted Fed Total and the Total Not Fed, so it includes those amounts that have not yet been updated to the General Ledger.

Note: Use this report to compare to other AR reports so that you can determine if you are in balance within AR.

Steps

Follow these steps to complete the reconciling AR to Finance procedure.

Run the AR Reconciliation report (TGRRCON) for the month.

Run TGRAGES to DATABASE for all detail codes with the age date as (E) Effective Current Date.

Select the appropriate date ranges (i.e., 30, 60, 90) and include the minimum account balance of ‘-9999999.99’ and the maximum account balance of ‘9999999.99’.

Note: Review the summary Aged Report Totals on the Report Control Information page of the report. These totals should match the net total of Charges and Payments on the TGRRCON report that you ran for month end.

Run the AR detail reports (TSRDETL/TFRDETL) for all detail codes and current term for all (O) Open account balances.

Select the appropriate ‘as of’ date with future process ‘as of’ date of ‘31-DEC-2099’ to include all future dated transactions and include the refund balances.

Note: Review the summary Report Totals on the Report Control Information pages of the report. You can also use the search function on the TGIACCD form to search by detail code on TGRRCON for balances >0. These totals should match the net total of Charges and Payments on the TGRRCON report that you ran for month end.

Once you have compared your totals internally for AR and they are balanced, you can then compare your TGRRCON report for Charges and Payments to the appropriate G/L accounts.

Compare to the General Ledger accounts in Finance by using the Adjusted Total Fed column.

Compare each FOAPAL AR Total from TGRRCON for Open Charges – Receivables (Account A) section, Adjusted Fed Total column and for Open Payments (Account B) section, Adjusted Fed Total column to the current period AR summary balances on FGITBAL or FGIGLAC.

Notes: The hard copy report for G/L account detail is FGRTBAL.

Notice accounts that are out-of-balance with AR and use the query form, FGIGLAC, or the hard copy report, FGRGLTA, to view transactions and determine where the out-of-balance occurred. You can use the Journal Voucher Mass form (FGAJVCM) to correct the amounts in Finance.

The Accounts Credited for Deposits section will print if the deposit reconciliation was requested when running the TGRRCON report for month end.

Compare this total to the Deposits Payable account on FGITBAL or FGIGLAC.

Notes: This represents all open/unreleased deposits in the deposit block of AR accounts that are recognized as liabilities in the G/L.

You should not have any Revenue or Expense accounts appear on the TGRRCON report. If you do, then the detail code accounting is incorrect and will need to be changed.

Set Up

Introduction

The purpose of this section is to outline the setup process and detail the procedures to set up your Banner system to use the Banner Accounts Receivable to Finance Interface at your institution.

Objectives

At the end of this section, you will be able to

use the System Data Maintenance Form (FTMSDAT)

set up other Finance Feed criteria (TGACTRL).

Use the System Data Maintenance Form FTMSDAT

Purpose

To define whether Banner will feed accounts receivable transactions in detail or summary format.

In summary format, all transactions in the batch are summarized by like coas/fund/orgn/acct/prog/actv/locn/rule/document reference number/transaction description and debit credit indicator within a document into a single transaction to reduce the number of postings into the ledgers. In detail format, each individual transaction will create an accounting entry in the ledgers.

In this exercise, the feed will be in detail. However, many clients choose to feed in Summary mode.

In a production environment, this setup needs to be performed only once.

Banner Form

Steps

Follow these steps to complete the process.

Access the System Data Maintenance Form (FTMSDAT).

Note: This form is used to maintain information integral to the processing or maintenance of various transactions and/or reports within the Finance System.

Click the Enter Query icon on the toolbar.

Enter FGBTRNI in the Entity or Usage Code field.

Note: This is the Interface table.

Enter ACTRECV in the Optional Code Number 1 field.

Click the Execute Query icon.

Verify that the Data field is populated with the value DS.

Valid values for the first character are D(etail) or S(ummary).

Valid values for the second character are S(uspend) or R(eject).

Duplicate the record and make the new record effective now or in the future in order to change the data value.

Click the Save icon.

Click the Exit icon.

Set Up Finance Feed Criteria

Banner Form

Criteria defined on the Accounts Receivable Billing Control Form (TGACTRL) will control how certain transactions will feed to Finance.

Steps

Follow these steps to complete the process.

Access the Accounts Receivable Billing Control Form (TGACTRL).

Note: This form is used to enter the parameters for the operation and process control of Accounts Receivable at your organization.

Select a printer in the Invoices field that you want to use for invoices.

Note: If this step has already been completed, you will open directly to the Accounts Receivable Billing Control Form (TGACTRL). To close this window, use the Exit [X] icon in the top right corner.

Select a printer in the Receipts field that you want to use for receipts.

Select a printer in the Student Summary field that you want to use for student summaries.

Click the Exit icon.

Result: The Accounts Receivable Billing Control Form (TGACTRL) opens.

Next Steps

The instructor will update the Accounts Receivable Billing Control Form (TGACTRL). You will see the following fields and options.

Feed Priors Using

The Feed Priors Using option determines whether the feed of prior-dated transactions is based on Transaction date or System date. The default value is Transaction Date.

If you select Transaction Date, the Transaction date for both Accounts Receivable and Finance will be the same. If you select System Date, the Transaction date may be different. However, take into account that if feeding by Transaction Date you could try to post to a “closed” session in the G/L.

Feed Future Effective Transactions

The Feed Future Effective Transactions checkbox enables the feeding of future transactions.

IF you…	THEN…
check the checkbox for Feed Future Effective Transactions	You have to select either Transaction Date or System Date.
leave the checkbox unchecked	The system will not feed the future transactions until the transaction dates become current dates.

Feed Futures Using

The Feed Futures Using option is only used if the checkbox for Feed Futures is checked. It determines whether the feed of future-dated transactions is based on Transaction date or System date. The default value is Transaction Date.

If you use system date processing when feeding future dated transactions that affect a future period, it is recommended that you refer to your organization’s policy for deferred revenue recognition. Separate detail codes may be required to distinguish realized revenue from deferred revenue.

Day-to-Day Operations

Introduction

The purpose of this section is to explain the day-to-day or operational procedures to use the Banner Accounts Receivable to Finance Interface at your institution.

Objectives

At the end of this section, you will be able to

set up a student (SPAIDEN)

enter charge and payment information (TSAAREV)

close and finalize a cashier session (TGACREV & TGACSPV)

close out non-cash cashier sessions (TGRCLOS)

run finalized cashier detail report (TGRCHSR)

apply credits and payments to charges (TGRAPPL)

run the un-application of payment process (TRGUNAP)

re-apply credits and payments to charges (TGRAPPL)

run the Accounting Feed Process (TGRFEED)

run the Cashier Delete/Report Process (TGRCDEL)

run the Aging Analysis Report (TGRAGES)

run the A/R Reconciliation Report (TGRRCON)

run the Finance Feed Sweep Process (FURFEED)

run the Refund Interface Process (FURAPAY)

run the Finance Interface Process (FGRTRNI)

run the Finance Transaction Error Report (FGRTRNR)

review document postings (FGIDOCR)

review suspended documents. (FGIJVCD)

Set Up a Student (SPAIDEN)

Purpose

The first two procedures are necessary to simulate a production environment. These procedures normally do not need to be performed in advance of a feed; rather, they are performed in the process of conducting business.

The first step is to set up a new person so we will be able to see the transactions run through cleanly. It is always best to start by making certain the “new” person is not already in Banner!

Steps

Follow these steps to complete the process.

Access the Entity Name/ID Search Form (FTIIDEN).

Select the All checkbox. Deselect any others that may be selected.

Navigate to the Name field.

Notes: Query on the name you have selected for your non-person to verify that the non-person does not exist in the system.

Non-Finance staff will normally access SOAIDEN instead of FTIIDEN. SOAIDEN contains different fields than FTIIDEN, but names may be queried within SOAIDEN in a similar manner.

Access the Identification Form (SPAIDEN).

Navigate to the ID field in the Key block and click the Generate ID icon to generate an ID.

Notice that Generated appears in both the Key ID and ID fields in the Current Identification block when a Next Block function is performed.

Note: The Generate ID icon will create either a new vendor or it will launch you into a common matching form, GOAMTCH if common matching is set up at your institution.

Navigate to the Non-Person Name field and enter the non-person’s name.

Click the Save icon.

Note: Observe what happens in the Key ID and ID fields.

Navigate to the Address tab.

Enter BI (Billing) in the Address Type field.

Enter sequence number in the Sequence Number field.

Enter a billing address for your non-person in the Address, City, State/Prov, County, Nation, and ZIP/PC fields.

Enter BU (Business or work) in the Telephone Type field.

Enter the telephone number in the Telephone field.

Navigate to the Biographical tab.

Enter the SSN/SIN/TIN field if applicable.

Click the Save icon.

Note: You can also click the Duplicate Check icon.

Click the Yes button to create as new.

Click the OK button.

Click the Exit icon.

Entering Charge and Payment Information - TSAAREV

Banner Form

Next we will enter various items directly on the person’s account using the Account Detail Review Form – Student (TSAAREV). You can enter various charges and payments directly onto a person’s account, as well as entering a term code.

Charges and payments can also be entered using many AR forms, including the Student Payment Form (TSASPAY), the Student Account Detail Form (TSADETL), the Billing Mass Data Entry Form (TSAMASS), and the Account Detail Review Form – Student (TSAAREV) for student related transactions.

Steps

Enter the charge and payment information your instructor provides.

Access the Account Detail Review Form – Student (TSAAREV).

Note: This form is used to enter and review charge and payment information about an account. The balance of the account and the current amount due are calculated and displayed.

Enter the desired ID in the ID field.

Note: The ID you previously set up should populate this field, as well as the User field.

Perform a Next Block function.

Select a detail code in the Detail Code field.

Select a term code from STVTERM by clicking the Search button in the Term field.

Note: Once you enter your transactions and save, a “T” source code will default into the S(ource) field, which is validated from the Billing Detail Source Validation Form (TTVSRCE).

Click Search to search for a receipt number on the Receipt Form (TGARCPT) in the Receipt field.

Note: You must scroll to view this field.

Create an entry in the collector table for printing by using the Print Receipt from the Options menu.

Create an entry in the collector table for billing by using the Request Invoice from the Options menu.

Notes: You may use the down arrow key to move down a line to enter additional records. Notice that the Balance column updates the amount when entering the charge and payment transactions.

Click the Save icon.

Click the Exit icon.

Closing and Finalizing a Cashier Session - TGACREV

Introduction

When you enter charges and credits to an account, a cashiering session is created under your Banner login name. Before any transactions can be fed, the open sessions must be closed and finalized.

Banner Form

Steps

Follow these steps to complete the process.

Access the Cashier Session Review Form (TGACREV).

Note: This form is used to review all charge or payment activity for a specific session.

Enter your Banner user name in the Session User field.

Confirm that the Session Number value is zero in the Session Number field.

Note: Zero is the Open Session number. A user can only have one open session.

Click the Save icon.

Perform a Next Block function twice.

Note: The transactions that you entered will be displayed in Summary. Select Detail transactions from the Option menu to view transactions in detail.

Select Close Session from the Option menu to close the session.

Note: A message will appear indicating that records were applied and saved. The session number value is now a one up number. In this case it will be 1.

Click the Exit icon.

Finalize the Session - TGACSPV

Introduction

We are ready to finalize the session. Use the Cashier Supervisor Form (TGACSPV).

Steps

Follow these steps to complete the process.

Access the Cashier Supervisor Form (TGACSPV).

Notes: The first window of this form will view any open cashier sessions. This form is used to query information on open cashier sessions and finalize closed cashier sessions.

Perform a Next Block function to view the Inactive Cashier Session window.

Locate your session and change the status to F to finalize the session.

Click the Save icon.

Click the Exit icon.

Closing and Finalizing Non-Cash Sessions - TGRCLOS

Banner Process and Report

Next run the process TGRCLOS to close and finalize cashier sessions that do not contain cash transactions and any other sessions that have not already been closed or finalized.

Steps

Follow these steps to close sessions.

Access the Application of Payment Process (TGRCLOS).

Enter DATABASE in the Printer field.

Parameter	Value
Parameter 01: Close or Finalize Sessions	Enter B for Both
Parameter 02: Run Mode	Enter U for Update
Parameter 03: Cashier Exception	Leave blank.
Parameter 04: Detail Category Code Exception	Enter CSH
Parameter 05: Close Sessons Containing Depo	Enter Y
Parameter 06: Close Sessions Containing Misc	Enter Y

Click the Save Parameter Set as checkbox.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Finalized Cashier Detail Report - TGRCSHR

Banner Process and Report

Now run the process TGRCSHR to mark all of the cashier sessions as reported to finance

Steps

Follow these steps to report the sessions.

Access the Cashier Detail Report (TGRCSHR).

Note: This process is used to print cashier sessions on a hard copy report. For feeding purposes, it is recommended to run this to update finalized sessions to report.

Enter DATABASE in the Printer field.

Parameter	Value
Parameter 01: Session Selection	Select F to only select finalized sessions to be fed.
Parameter 02: Category Code	Select % to report all categories to be fed.
Parameter 03: Specific Cashier	Enter % to report all finalized sessions.
Parameter 04: Print all cashier sessions	Enter Y. If entering an “N” in this field you can define a range of cashier sessions to print. For the purpose of feeding to finance always say Y in this parameter.
Parameter 05: From Cashier Session number	Leave blank.
Parameter 06: To Cashier Session number	Leave blank.
Parameter 07: Detail or Summary Report	Enter B for both detail and summary reports.
Parameter 08: Update Finalized sessions to R	Enter Y in this parameter for feeding to finance. This will mark all of the F sessions to an R.
Parameter 09: Enter Report Begin Date	Leave blank.
Parameter 10: Enter Report End Date	Leave blank.

Click the Save Parameter Set as checkbox.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Application of Payment Process - TGRAPPL

Banner Process and Report

Run this process TGRAPPL to apply all payments to charges on the accounts. These parameters can change based on clients’ needs

Steps

Follow these steps to complete the process.

Access the Application of Payment Process (TGRAPPL).

Notes: This process is used to apply payments to charges based on system and user-defined priorities.

Run TGRAPPL before you run Assess Penalty/Interest Charges (TFRLATE or TSRLATE), Aging Analysis (TGRAGES), Billing Invoice/Statement (TFRBILL, TSRCBIL, or TSRTBIL), and General Accounting Feed (TGRFEED).

Payments without a zero balance will be applied to charges without a zero balance, if both have Effective dates of the current date or earlier.

Enter DATABASE in the Printer field.

Enter these parameter values.

Parameter	Value
Parameter 01: ID Number	Leave blank
Parameter 02: Apply Refund to any priority	Enter Y
Parameter 03: Apply Neg Chg to any Priority	Enter Y
Parameter 04: Apply Cont/Expt Credits	Enter C
Parameter 05: Apply Title IV First	Enter Y
Parameter 05: Apply Aid to Future Term	Enter Y
Parameter 06: Apply Other to Future Term	Enter Y
Parameter 08: Order by Term	Enter 1
Parameter 09: Print Application Pending Roster	Enter Y
Parameter 10: Selection Identifier	Leave blank
Parameter 11: Application Code	Leave blank
Parameter 12: Creator Id	Leave blank
Parameter 12: User	Leave blank

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Unapplication of Payments Process - TGRUNAP

Banner Process and Report

Run the process TGRUNAP

This is run to unapply any Title IV application of payment issues

Steps

Follow these steps to complete the process.

Enter DATABASE in the Printer field.

Enter these parameter values.

Parameter	Value
Parameter 01: Run Mode ( S, U, B )	Enter B
Parameter 02: Unapply Automatically Y or N	Enter Y
Parameter 03: Selection Identifier	Leave blank
Parameter 04: Application Code	Leave blank
Parameter 05: Creator ID	Leave blank.
Parameter 06: User ID	Leave blank.
Parameter 07: Term Code	Leave blank
Parameter 08: Applied Date	Leave blank
Parameter 09: Output Popsel Option (A, R, N)	Enter N
Parameter 10: Output Selection Identifier	Leave blank.
Parameter 11: Output Application Code	Leave blank
Parameter 12: Output Creator ID	Leave blank

Click the Save Parameter Set as checkbox.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Re-Running the Application of Payment Process – TGRAPPL

Banner Process and Report

Run the process TGRAPPL to re-apply all Title IV payments correctly

Steps

Follow these steps to complete the process.

Access the Application of Payment Process (TGRAPPL).

Notes: This process is used to apply payments to charges based on system and user-defined priorities.

Run TGRAPPL before you run Assess Penalty/Interest Charges (TFRLATE or TSRLATE), Aging Analysis (TGRAGES), Billing Invoice/Statement (TFRBILL, TSRCBIL, or TSRTBIL), and General Accounting Feed (TGRFEED).

Payments without a zero balance will be applied to charges without a zero balance, if both have Effective dates of the current date or earlier.

Enter DATABASE in the Printer field.

Enter these parameter values.

Parameter	Value
Parameter 01: ID Number	Leave blank
Parameter 02: Apply Refund to any priority	Enter Y
Parameter 03: Apply Neg Chg to any Priority	Enter Y
Parameter 04: Apply Cont/Expt Credits	Enter C
Parameter 05: Apply Title IV First	Enter Y
Parameter 05: Apply Aid to Future Term	Enter Y
Parameter 06: Apply Other to Future Term	Enter Y
Parameter 08: Order by Term	Enter 1
Parameter 09: Print Application Pending Roster	Enter Y
Parameter 10: Selection Identifier	Leave blank
Parameter 11: Application Code	Leave blank
Parameter 12: Creator Id	Leave blank
Parameter 12: User	Leave blank

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Accounting Feed Process - TGRFEED

Banner Process and Report

The Accounting Feed Process (TGRFEED) is the process that reads the finalized sessions and populates the Generic Interface table (GURFEED) and the Refund Interface table (GURAPAY). Your instructor will demonstrate the use of this process. Prior to running TGRFEED, be sure to run the Application of Payments Process (TGRAPPL).

Steps

Follow these steps to complete the TGRFEED process.

Access the Accounting Feed Process (TGRFEED).

Note: This process is used to move the accounting information, which has been finalized and reported, from the AR module over to the General Ledger module. All detail codes and corresponding debit and credit accounts are reported.

Enter the desired printer name in the Printer field.

Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive.

Enter these parameter values.

Parameter	Value
Parameter 01: Address Selection Date	Required. Enter the address, effective on this date, which you want to extract for any accounts payable transactions created by detail codes with a refund code of Y on the Detail Control Form (TFADETC or TSADETC). Enter the date in DD-MON-YYYY format.
Parameter 02: Address Hierarchy	Required. Enter the address type to be extracted for any accounts payable transactions created. Multiple requests are permitted and must be entered in priority sequence.

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Cashier Delete/Report Process - TGRCDEL

Banner Process and Report

Run the process TGRCDEL to delete Reported Cashier Reports that have been fed to Finance.

Note: Most clients do not run this since it removes easy access to cashier history

Note that March dates below are SYS dates

Steps

Follow these steps to complete the TGRCDEL process.

Access the Accounting Feed Process (TGRCDEL).

Enter DATABASE in the Printer field.

Parameter	Value
Parameter 01: REPORT AND/OR DELETE	Enter R
Parameter 02: Specific Cashier	Enter %
Parameter 03: Report Begin Date	SYSDATE
Parameter 04: Report End Date	SYSDATE
Parameter 05: From Session Number	Enter 1
Parameter 06: To Session Number	Enter 99999

Click the Save Parameter Set as checkbox.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Aging Analysis Report - TGRAGES

Banner Report

Run the process TGRAGES for the daily Accounts Receivable reconciliation.

Steps

Follow these steps to complete the TGRCDEL process.

Access the Accounting Feed Process (TGRCDEL).

Enter DATABASE in the Printer field.

Enter these parameters.

Parameter	Value
Parameter 01: REPORT AND/OR DELETE	Enter R
Parameter 02: Specific Cashier	Enter %
Parameter 03: Report Begin Date	SYSDATE
Parameter 04: Report End Date	SYSDATE
Parameter 05: From Session Number	Enter 1
Parameter 06: To Session Number	Enter 99999

Click the Save Parameter Set as checkbox.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the A/R Reconciliation Report - TGRRCON

Banner Form

Run the process TGRRCON for the daily Accounts Receivable reconciliation. This must be run within seconds of TGRAGES for the reconciliation to match.

Steps

Follow these steps to complete the TGRRCON process.

Access the Accounting Feed Process (TGRRCON).

Enter DATABASE in the Printer field.

Enter these parameters.

Parameter	Value
Parameter 01: Account Detail Reconciliation	Enter Y
Parameter 02: Starting Feed Date for Detail	Leave blank
Parameter 03: Ending Feed Date	Leave blank
Parameter 04: Miscellaneous Reconciliation	Enter Y
Parameter 05: Starting Feed Date for Misc	Leave blank
Parameter 06: Ending Feed Date for Reconciliation	Leave blank
Parameter 07: Deposit Reconciliation	Enter Y
Parameter 08: Original or Current Accounting	Enter C

Click the Save Parameter Set as checkbox.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Finance Feed Sweep Process - FURFEED

Banner Process and Report

The Finance Accounting Feed Process (FURFEED) is then executed to sweep the Generic Interface table (GURFEED) and write the records into the Interface table (FGBTRNI). A report is produced. Your instructor will demonstrate the use of this process.

Steps

Follow these steps to complete the process.

Access the Finance Accounting Feed Process (FURFEED).

Note: This process reads the Generic Feed table (GURFEED) and populates the Finance Feed table (FGBTRNI). FURFEED also sweeps and clears the records that are in GURFEED.

Enter the desired printer name in the Printer field.

Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive.

Enter these parameter values.

Parameter	Value
Parameter 01: Report Mode	Required. Report mode, either S(elect) for Update mode or V(iew) for Audit mode.
Parameter 02: System ID/Time Stamp	Required. Uses a format of System ID DD-MON-YYYY [HH24MMSS]. The System ID value for all systems is All. You can use ACTRECV to pull only Accounts Receivable records from GURFEED.

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Refund Interface Process - FURAPAY

Banner Process and Report

Now we can execute the Accounting Feed Refund Interface Process (FURAPAY), which will sweep the Generic Interface Process (GURAPAY) and feed refund transactions to the Finance System. A report is produced of the documents created.

Note: Your instructor will demonstrate the use of this process.

Steps

Follow these steps to complete the process.

Access the Refund Interface Process (FURAPAY).

Enter the desired printer name in the Printer field.

Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive.

Enter these parameter values.

Parameter	Value
Parameter 01: Bank Code parameter	Optional Enter the bank code that will default as the bank code on the invoice (FAANVE) when the system creates and posts the invoice to AP.

Note: If a bank code is placed on FURAPAY, then this bank code will be used on all the invoices being passed through FURAPAY at that time; regardless if there is a bank code defaulted on the fund used on the refund detail code. This is the Recommend option to use when feeding student refunds to finance,

If the bank code is left blank on FURAPAY and there is a bank code defaulted on the fund used on the refund detail code, then the bank code from the fund code of the refund detail code will be used.

If the bank code is left blank on FURAPAY and there is no default bank code on the Fund code used on the refund detail code, then the invoice will be stopped on FGRTRNR. The AP Staff will have to manually enter in the bank code on the invoice.

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Running the Finance Interface Process – FGRTRNI

Banner Process

The next step is to execute the Finance Interface Process (FGRTRNI). This process performs edits on the records and either writes the records to the suspended journal voucher file or approved posting table. FGRTRNI has no parameters and produces no output.

Once this process is completed, you would run the Transaction Error Report Process (FGRTRNR) and then, finally, run the Posting Process (FGRACTG) to complete the processing.

Note: The instructor will demonstrate the use of these processes.

Steps

Follow these steps to complete the process.

Access the Finance Interface Process (FGRTRNI).

Note: It is not necessary to complete any fields. Remember that in order to submit the process, your cursor must be located in the Submission block, which requires you to perform several Next Block functions.

Perform three Next Block functions to access the Submission block.

Click the Save icon.

Review the .log output to view that the process ran successfully.

Run the Error Report, FGRTRNR, and view the .lis file to see if any errors occurred. If there are errors, then the Feed document will show up on the Suspended Journal Voucher Form, FGIJVCD, as incomplete. Use the FGAJVCM form to correct any errors and complete the Feed document.

Run the Posting Process, FGRACTG, to post the Feed Document.

Click the Exit icon.

Reviewing Document Postings – FGIDOCR

Banner Form

All documents that are posted to the ledger can be viewed on the Document Inquiry Review Form (FGIDOCR).

Steps

Follow these steps to complete the process.

Access the Document Retrieval Inquiry Form (FGIDOCR).

Note: This form provides online query capability for all transactions processed by the Finance System.

Enter the Feed Document number for the desired transaction in the Document Number field.

Perform a Next Block function.

Note: The journal header record reflects the actual items that were entered on the journal voucher.

Options – Access Document Postings

Steps

Follow these steps to view detail postings.

Select Access Document Postings from the Options menu to view the detail postings on the Document Posting Form (FGQDOCP).

Note: Student refund transactions may be viewed on the Vendor Detail History Form (FAIVNDH). Use the student’s ID as the Vendor number to query on vendor invoice and payment history.

Click the Exit icon.

Reviewing Suspended Documents - FGIJVCD

Banner Form

Documents listed on the Transaction Error Report (FGRTRNR) may be viewed on the List of Suspended Journal Vouchers Form (FGIJVCD).

Steps

Follow these steps to complete the process.

Access the Journal Voucher Mass Form (FGAJVCM).

Click the Search button to the right of the Document Number field.

Result: This produces the List of Suspended Journal Vouchers Form (FGIJVCD).

Double-click the document you wish to correct in the List of Suspended Journal Vouchers Form.

Note: This loads the document into the Journal Voucher Mass Form (FGAJVCM).

Query for Status codes of “E” for errors in the Journal Voucher Mass Form.

Make the necessary corrections, then complete and post.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

Which form controls whether future-dated transactions are fed to the Finance System?

Question 2

Which form controls whether Accounts Receivable transactions are fed in detail or summarized?

Question 3

What is the consequence of not running the Application of Payments Process (TGRAPPL)?

Question 4

When Accounts Receivable transactions are fed in Summary mode, why are multiple journal vouchers created?

Question 5

Where do you view the refunds issued for a particular student?

Question 6

A student refund check is voided and you do not wish to recreate the voucher. How is this transaction reflected in the Accounts Receivable module?

Question 7

Name the three most common causes of reconciliation problems.

Question 8

What is the process that feeds Accounts Receivable transactions?

Question 9

Where are suspended documents for the feed located?

Answer Key for Self Check

Question 1

Which form controls whether future-dated transactions are fed to the Finance System?

Accounts Receivable Billing Control Form (TGACTRL)

Question 2

Which form controls whether Accounts Receivable transactions are fed in detail or summarized?

System Data Maintenance Form (FTMSDAT)

Question 3

What is the consequence of not running the Application of Payments Process (TGRAPPL)?

Payments and credits will not be applied to charges and transactions for this process will not be fed to Finance which will not reduce your AR or Liability accounts used in the detail code accounting.

Question 4

When Accounts Receivable transactions are fed in Summary mode, why are multiple feed documents created?

Banner AR transactions, Application of Payments transactions, Miscellaneous transactions (from TFAMISC form), and Deposit Payments on Account are stored in separate AR tables which are fed to Finance in separate feed documents.

Question 5

Where do you view the refunds issued for a particular student?

Vendor History (FAIVNDH) and Account Detail Review Form (TSAAREV)

Question 6

A student refund check is voided and you do not wish to recreate the voucher. How is this transaction reflected in the Accounts Receivable module?

The transaction is not reflected. Transactions do not feed from Finance to Accounts Receivable. It is necessary to enter a reversal of the refund into the Accounts Receivable module so that it is in agreement with the Finance Ledgers.

Question 7

Name the four most common causes of reconciliation problems.

Incorrect Detail codes

Changing Detail Code Accounting

Cut off not clean

Suspended Documents

Question 8

What is the process that feeds Accounts Receivable transactions?

Accounting Feed Process (TGRFEED)

Question 9

Where are suspended feed documents located?

Suspended Journal Voucher List (FGIJVCD)

Appendix

Forms Job Aid

Form	Full Name	Use this Form to...
FGIDOCR	Document Inquiry Review Form	view all documents that are posted to the ledger.
FGIJVCD	List of Suspended Journal Vouchers Form	view documents listed on the Transaction Error Report (FGRTRNR)
FGQDOCP	Document Posting Form	view the detail postings
FGRTRNI	Finance Interface Process	perform edits on the records and writes the records to either the suspended journal voucher file or approved posting table
FTIIDEN	Entity Name/ID Search Form	verify that a non-person does not exist in the system.
FTMSDAT	System Data Maintenance Form	maintain information integral to the processing or maintenance of various transactions and/or reports within the Finance System
FURAPAY	Accounting Feed Refund Interface Process	sweep the Generic Interface Process (GURAPAY) and feed refund transactions to the Finance System.
FURFEED	Finance Accounting Feed Process	read the Generic Feed table (GURFEED) and populate the Finance Feed table (FGBTRNI). FURFEED also sweeps and clears the records that are in GURFEED.
SPAIDEN	Identification Form	set up a new non-person.
TGACREV	Cashier Session Review Form	review all charge or payment activity for a specific session.
TGACSPV	Cashier Supervisor Form	Finalize a session.
TGACTRL	Accounts Receivable Billing Control Form	define some criteria that will control how certain transactions will feed to Finance.
TGRAPPL	Application of Payment Process	apply payments to charges based on system and user-defined priorities.
TGRFEED	Accounting Feed Process	move the accounting information, which has been finalized and reported, from the AR module over to the General Ledger module. All detail codes and corresponding debit and credit accounts are reported.
TSAAREV	Account Detail Review Form – Student	enter and review charge and payment information about an account.

Transaction Postings

The following are examples of various AR Transactions Postings.

Examples of Payment Plan Postings

Cash	Student AR	Tuition Revenue
(3)	50	(1)	1,500	1,500	(1)
(5)	500	(2)	50
1,500	(2)
50	(3)
Revenue Serv. Chg
50	(2)

Plan Awarded (Not Due)	Plan Installment (Due)	Unapplied Installment
(2)	1,500	(4)	500
500	(4)	500	(5)

Example: $1,500 plan, $50 Service Charge, 3 equal installments

Enter Charge on Account - $1,500

Process Installment Plan with Service Charge

Student Pays $50 Service Charge

First Payment becomes Due	(see note)

Student Pays First Installment ($500)

Note: Unapplied installment account will be credited if application of payments is not executed