Purpose

To produce Journal Entries from records created in Fee Disbursement processing

SubSystem

Finance

This process creates Journal Entries for fees based on the first two Snapshot levels created by the job to Process Disbursements, FINJ7300. These are:

• Disbursement Snapshot - total Disbursement for a Fee Type as at the Effective Date of the Snapshot
• Disbursement Snapshot Detail - Disbursement for the Fee Type at Organisational Unit (budget centre) level

A single journal entry represents either assessment (debt) or payment totals for a specific Fee Type/Calendar Instance Snapshot at a particular point in time. Parameter selection determines

• Whether or not prior Journal Entries are taken into account in determining the current journal entry and balance
• The proportion of the calculated Disbursement amount (whether projected or actual) that should be made available to the budget centres (Organisational Units) to which it has been allocated through this journal entry

Run Details

Method

FINJ7400 runs only in batch mode, through the Job Control & Scheduling Subsystem.

This job should be run after a successful Snapshot of Disbursement Allocations has been produced by the job Process Disbursement Snapshot, FINJ7300.

It may be run initially as part of the cycle to verify the correctness of Snapshots, since information can then be displayed in the form Authorise Fee Disbursement Journal (FINF7400). Once corrections are made, these Journal Entries would normally be deleted.

Subsequent Processing

Journal Entries can be deleted by running FINJ7410.

Journal Entries must be authorised in the form Authorise Fee Disbursement Journal (FINF7400) before allocated amounts are available to budget centres through the institution's Finance System.

It is expected that the Disbursement cycle will be run at the start of Semester, allocating only a portion (e.g. 50%) of calculated amounts to Organisational Units via this job, and that Disbursement processing will be repeated to allocate the balance after the Census Date.

The Process Disbursement Journal block contains:

Parameters Tab

• Financial Period
• Fee Assessment Period
• Fee Type
• Snapshot Create Date
• Income Type
• Ignore Prior Journals check box
• Percent Disbursement

Rule/Notes:

A Financial Period must be selected.

Select the required Fee Period from the list of Fee Assessment Periods presented in the second parameter, or use '%' to encompass all Fee Periods in the Financial Period.

Select or enter a specific Fee Type, if required.

Journal Entries are produced from records created in a single run of the Process Disbursement Snapshots job (FINJ7300). Select the required Snapshot, identified by its Creation Date and Time, and giving the Fee Type and Fee Period selected by parameters in that run.

Details are created for both assessments and payments by the process that produces Snapshots, but a journal entry relates to only one of these two Income Types. Select whether the journal entry to be produced is for DEBT (assessment) or PAYMENT amounts.

Set the Ignore Prior Journals check box to 'Y' if this entry is not to take account of previous Journal Entries for the Fee Type. This might be useful in the cycle to detect and amend errors in Snapshot Creation.

Of the amounts calculated, use the Percent Disbursement parameter to select or enter the Percentage that should be available for Disbursement through this journal entry. The LOV offers values in increments of 10, but other values can be typed in.

Rules/Notes:

Related/Dependent Jobs

This job runs after a Snapshot of disbursement allocations has been produced by the job Process Disbursement Snapshot, FINJ7300.

Journal Entries created by this job can be deleted by running FINJ7410.