Purpose

To view and authorise Journal entries of Disbursement Amounts (projected or actual) for a Fee Type.

SubSystem

Finance

Journal Entry records are the means by which Disbursement amounts calculated in Callista's Student Finance Subsystem are made available to an institution's Finance System. Before these amounts are available for allocation to budget centres (organisational units) by the Finance System, the journal entries must be authorised in this form.

Journal entries shown here are created by the job Process Disbursement Journal, FINJ7400. To recap briefly:

• Entries are at two levels: the first represents the Percentage of the calculated Disbursement Amount that is to be disbursed for a Fee Type/Calendar Instance; the second shows the division of that amount between Organisational Unit Accounts
• Balances shown here may or may not take prior journals into account, as determined by parameter choice in FINJ7400
• A Journal Entry is for either an Assessed (DEBT) or PAYMENT amount.

Journal Entry Amounts

The amounts shown in the Journal Total, Prior Journal and Balance fields will depend on whether prior journals are taken into account when FINJ7400 is run:

• Ignore Prior Journals = N

Journal Total =

Difference between previous Balance and the currently specified percentage of the calculated amount available for Disbursement

Prior Journal =

Previous Balance

Balance =

Sum of Journal Total and Prior Journals

• Ignore Prior Journals = Y

Journal Total =

Percentage of the calculated amount available for Disbursement

Prior Journal =

0

Balance =

Journal Total

The Fee Type block contains:

• Fee Type
• Closed check box
• System Fee Type
• System Fee Trigger Category

The Fee Type Calendar Instance block contains:

• Calendar Type
• Description
• Start Date
• End Date
• Status

The Disbursement Journal block contains:

• Creation Date
• Account Code
• Journal total
• Prior Journals
• Balance
• Financial Period
• Start Date
• End Date
• Snapshot Creation Date
• Income Type
• Prior Journal Creation Date
• Authorising Person ID

Button

• Detail (overlay)
  • Account Code
  • Journal Amount
  • Back button

The Disbursement Journal External Reference block contains:

• External Reference Type
• Description
• External Reference

Rule/Notes:

In Query mode:

Select the required fee and period in the Fee Type and Fee Type Calendar Instance blocks.

To Authorise a Journal Entry:

• Select the required entry in the Disbursement Journal block
• Enter a known Person ID in the Authorising Person ID field, or select a person using the Find Person facility (ADMF1211)
• Save 

To Revoke Authorisation:

• Delete the ID shown in the Authorising Person ID field
• Save

Rules/Notes:

The most recent journal entry is the first record shown in the block.

The Account Code is that recorded in FINF2100 against the Fee Type/Calendar Instance.

To see allocation to Organisational Unit Accounts for each journal entry, select the adjacent Detail button.

Snapshot Creation Date gives the Date and Time when FINJ7300 was run to create the source snapshot for this journal entry.

The Disbursement Journal External Reference field displays references generated in the institution's Finance System and notified to Callista.

Authorisation cannot be revoked once External References exist, denoting a transfer to a Finance System.