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Purpose |
To create debit memo invoices from approved refunds in Callista, ready for transfer to the External Finance System. From this data, the External Finance System creates new invoices. |
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Subsystem | Callista Open Finance Interface | |
Normally Run By | A Callista fees administrator in consultation with the institution's Financial System Staff | |
Anticipated Frequency |
Depending on an institution's refund policies, may be run (after refund approval in Callista)
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Structure | A parameter form is not required for this job, however Message Box (6636) states: No parameters exist for this job. Do you wish to schedule the job to run as soon as possible? |
INTJ0023
is a 'master job' comprising several independent processes.
INTJ0023 consists of six major components:
This job completes the refund cycle initiated by creating and approving refund records in the Callista Student Finance subsystem, using the job FINJ6430 and/or the form FINF6420. The context for this job is described in the overview. Run Details INTJ0023 can only run in batch mode, through the Job Control & Scheduling Subsystem. There are no parameters for this job. Job Conflict Conflict records prevent this job from running concurrently with INTJ0020, INTJ0021, INTJ0022, INTJ0024, INTJ0060 and INTJ0065. Nor can several instances of INTJ0023 run simultaneously. Transfer Statuses Transfer Statuses in I_REFUND and I_REFUND_CUSTOMER reflect the progress of transferring to the External Finance System. AR_TRANSFER_STATUS and AP_TRANSFER_STATUS apply to the Transfer Status for I_REFUND while TRANSFER_STATUS tracks the progress of transferring to I_REFUND_CUSTOMER. Values for I_REFUND are:
Values for I_REFUND_CUSTOMER are:
Timing Refunds will typically be made at the end of a fee period or financial year. This job relies on prior authorisation of refund records in Student Finance (see Payment and refunds documentation in that subsystem). Checking on the Job Run Always check the run log in form JBSF5301 to see that the job ran successfully. Custom built messages in the log indicate the outcomes for each component of the job.
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Create Interface Refund Records This module first:
It then:
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Rules/Notes No actual transfer to Accounts Receivable is made from AR_Transfer, hence the AR_Transfer_Status is immediately set to SUCCESSFUL. The External Finance System generates its own Accounts Receivable records from the data extracted from I_REFUND and I_REFUND_CUSTOMER.
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Create Debit Memo Invoices Data from the I_REFUND table is loaded into I_INVOICE and I_INVOICE_TRANS tables. For each READY record in I_REFUND a record is created in both the I_INVOICE and I_INVOICE_TRANS tables with an invoice number prefix of CDM. This distinguishes it from other invoices (CIN) and credit memos (CCM). Refer to INTJ2021 - Create Invoice Records for more information. The refund sequence number of the I_REFUND record becomes the invoice number for the record in I_INVOICE and I_INVOICE_TRANS. For each new CDM record in I_INVOICE:
For each new CDM record in I_INVOICE_TRANS:
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Create Refund Customer Records This module inserts customer details in the I_REFUND_CUSTOMER table for each previously produced TODO record. See Create Interface Records for more information. This module first cleans up the I_REFUND_CUSTOMER table. It searches the table and for each customer:
In I_REFUND_CUSTOMER, for each TODO record that is not logically deleted, the module then retrieves the name, Address and other details of the customer and inserts these into the I_REFUND_CUSTOMER table. The information inserted into the I_REFUND_CUSTOMER table is: Student Information
Sponsor Information
If a REFUND Address Type exists for the customer this detail is inserted, otherwise a Correspondence Address is entered. This allows the creation of one-off customers in Accounts Payable in the External Finance System. Loan Scheme Information
For both students, Sponsors and Loan Schemes, the module then sets the Transfer Status of the I_REFUND_CUSTOMER record to READY for transfer to the External Finance System. |
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Prepare Invoices for transfer to External Finance System The I_REFUND_CUSTOMER_V view of I_REFUND_CUSTOMER and I_REFUND may be used to access the customer refund details. The Transfer Statuses of debit memo records is no longer required and consequently the AR_Transfer_Status is immediately set to SUCCESSFUL. The External Finance System process would examine I_REFUND records with a AR_Transfer_Status of SUCCESSFUL and I_PAYMENT_CUSTOMER records with Transfer_Status of READY to affect new invoices and vendors in Payables. The DEBIT_MEMO_SUMMARY_IND check box in the interface table I_INT_CONTROL allows institutions to configure COFI to summarise invoice data for refunds in I_INVOICE_SUMMARY. If the I_INVOICE_SUMMARY is set to N then the SUMMARY_STATUS is set as NO_SUMM and the records will be ignored when INTJ0060 is run. |
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Apply Debit memo invoices to payments This module applies debit memo invoices to payments in Callista. Refund debit memos are matched to payments in Callista using processing modules in common with those used to match payments to regular invoices. See INTJ0021- Apply payments for more information. Invoices are stored in Callista in the invoice history tables, I_INVOICE and I_INVOICE_TRANS, and payments in the I_PAYMENT table. The relationship between a particular invoice and a particular payment at any point in time is recorded in the I_INVOICE_PAYMENT table. This module:
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Mark invoices payments as fully processed This module sets invoice and payment records in I_INVOICE_TRANS and I_PAYMENT to fully processed for related invoice/payment records in I_INVOICE_PAYMENT that have been transferred to the External Finance System. For a more detailed explanation of this process, refer to the master job INTJ2024. |
Last
Modified on 06 July, 2006