Purpose

To give details of Refund records created for:
1) A student, and the courses in which they are or have been enrolled.
2) A sponsor.

SubSystem

Finance

Run Details

The report can be run in immediate or batch mode.

It is possible to limit the report to refund information created in a single run of FINJ6430. For this, you need to know the Refund Group ID number assigned to records created in the particular run. This number is found in the JBS job log file (form JBSF5301, accessed via JBSF5300) for the relevant run of the job.

Depending on parameter settings, the report can be used to:

• Decide which student refunds should be approved (using the Maintain Refunds form, FINF6420).
• Obtain a printed record of students whose refunds have been automatically approved in the processing job FINJ6430.
• Find out which refund records have been transferred to an External Financial System, and the outcome.
• Determine complete refund details.

The Fee Refund Status Report block contains:

Parameters Tab

• Refund Group ID
• Refund Status
• Person ID
• Sponsor Code
• Course
• Course Attempt Status
• Fee Category
• Location
  

  Button

  • Find Person
  • Find Course

Rules/Notes:

For information about System (or control) parameters, see All About Standard Reports.

There are no Mandatory Parameters. Optional Parameters are:

Enter or select one of the following:

• A Refund Group ID to limit the job to records created in a single run of FINJ6430 (see Run Details, above).
• A Person ID to report only on refunds for one student, or
• A Sponsor Code (for sponsors with a status of planned, active or cancelled), to report on a refunds for a particular sponsor.

Select a Refund Status to report only on those refund records:

• Still to be approved (an equivalent to System PENDING).
• Approved but not yet acted upon (equivalent to System APPROVED).
• Transferred to an external financial System (equivalent to System APPLIED), or
• That have been cancelled (equivalent to System CANCELLED).

Both open and closed statuses are available.

• A Course Code, which must be typed in.
• A Course Attempt Status selected from the list of available System statuses.
• An open Fee Category.
• A Location Code.

Any sponsor supporting a student matching these criteria is also reported. For both selected students and sponsors, all their available credit and refund information is given.

Rules/Notes:

Fee Refund Status Report:

The report is divided into two sections: the first gives student refund information, and the second reports on sponsors.

For students, details of all courses in which they are, or have been, enrolled are given first. If a student is ENCUMBERED, this is indicated after their name.

The refund information in the report reflects data in the Maintain Refunds form, FINF6420. Each line in the report is a single refund record. A person's or organisation's available credit for refund is based on their entire association with the institution.

For applied refunds, reference details returned from an External Financial System are shown. An INVOICE_AR reference indicates that a debit memo invoice has been created in 'accounts receivable'. An INVOICE_AP reference, that an invoice has been created in 'accounts payable' to prompt payment of the refund.

Within each section, students and sponsors are listed alphabetically.

For each person or organisation, refund details are organised by refund group, each group representing a refund record created at a particular time.

Totals are given after each section. For each Refund Status, the number of refund records and the total amounts involved are shown.