Purpose

To report on any outstanding debt for Student Fees that will provide a Fee Period from being finalised

The report can be run in immediate or batch mode.

Timing

The timing to finalise Fee Periods will depend on the practices of a particular institution. It is expected that, at the earliest, it will be several months after the end of the Fee Period, and generally not before the Retro Date for that period.

Situations where a student has an outstanding debt recorded in Callista must be resolved before finalising the period. The report can be run as many times as necessary to check that all such situations have been resolved.

If Invoices and Payments are not in Balance

These types of situation might lead to an imbalance between debt and payments:

• Full payment of the debt has not been received
• A job or jobs still need to be run to fully process data in Student Finance and the interface tables
• Data has been entered other than through the standard forms and jobs.

The necessary actions are documented under the appropriate headings of the report, described below.

The Finalise Calendar Exception Report block contains:

Parameters Tab

• Fee Assessment Period
• Fee Type
• Fee Category

Rules/Notes:

Any debt shown in this report must be cleared and the Fee Period Calendar finalised before the job INTJ0024 (Process Finalised Payment Applications) can be run. As a part of clearing debt, these jobs may need to be run:

• FINJ3001 (Process Fee Assessment from Student ToDo Entries)
• FINJ6111 (Process Person Payment Schedules)
• INTJ0021 (Create Fee Invoices and Transfer to Finance).
• FINJ3700 (Write Off Minor Debts)
• FINR3710 (Write Off Minor Debts Report)
• FINF3610 (Manual Fee Assessments)

For context information, refer to the overview under Matching Receipts.

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

Report Parameters

A Fee Period must be specified. Select from the list of Fee Assessment Periods.

If finalising on a Category by Category or Fee by Fee basis, it may be useful to stipulate that a single Fee Type and/or Fee Category is to be reviewed. Otherwise, the % default indicates that all Fee Types and categories in the Fee Period should be examined, and exceptions reported.

Scope of Report

The report gives information for all Fee Periods that have not been finalised (for information about finalising Fee Periods, see Matching Receipts).

Report Layout

The report can detect situations in the Student Finance database, and also those relating to interfacing, that will prevent a period being finalised.

This circumstance relates to Student Finance:

• There is un-notified debt, which means that re-assessments have been made since the Process Person Payment Schedule job (FINJ6111) was last run.
• The initial page of the report gives a general message noting detection of this situation, and advises on action.

Interface circumstances are reported under different page headings which describe the different situations. Student fee liabilities are listed within Fee Periods under these headings, as appropriate. Fee liabilities are identified by their Fee Type, Fee Category and a Course Code (where applicable).

Fee Assessment Calendar Records where Callista Payment Amounts do not equal Finance Interface Payment Amounts

This section lists all student liabilities where payment totals differ between core Callista information and interface information.

The values under the headings 'Callista Fee Amount' and 'Callista Tax Amount' are the total of all payments recorded for that liability in the Callista core table FEE_ASS. The corresponding values under 'Interface Fee Amount' and 'Interface Tax Amount' show the total of payments applied to invoices for the fee liability in the relevant Callista interface table, I_INVOICE_PAYMENT. Fee payment totals do not include tax amounts.

The Total Payments and Total Tax Payments columns in the Manual Fee Assessment form, FINF3610, reflect the value shown under Callista Fee Amount and Callista Tax Amount in this section of the report.

Cause: Discrepancies here indicate incorrect processing in a job, or that values have been inserted directly into a table rather than through interface processing.

Action: The source of the error will need to be tracked by computing staff with responsibility for Callista.

Fee Assessment Calendar Records where Callista Debt does not equal Finance Interface Debt

Student liabilities are listed if the amount for a fee instalment due from the student (and from the sponsor, if applicable), differs from the invoice amount for the same instalment in the interface invoice history tables, I _INVOICE and I_INVOICE_TRANS.

Cause: A liability has been re-assessed and/or adjustments made in the person payment schedule since the last run of the interface invoicing job, INTJ0021.

Action: Run INTJ0021.

Fee Assessment Calendar Records where Callista Debt does not equal Callista Payments

The sum of DEBT transactions in the FEE_ASS table is compared to the sum of PAYMENT transactions, and the sum of TAX DEBT transactions to TAX PYMNT transactions. DEBT, TAX DEBT, PAYMENT and TAX PYMNT are System Transaction Category values recorded against Transaction Types. Transaction Types display in the Manual Fee Assessment form FINF3610, giving a record of all transactions against a Student Fee Liability.

Cause: If a liability is listed under this heading it indicates that the debt has not been fully paid.

Action: To finalise a Fee Period, the debt must be cleared by making adjustments so that DEBT and PAYMENT transactions are equal. These actions are possible:

• A manual adjustment can be made in FINF3610 to bring the outstanding balance to zero.
• Where the debt is to be carried forward, it is anticipated that the amount will then be recorded against a future Fee Period, with detailed commentary recorded.
• If a student is no longer enrolled, it may be possible to write off the debt, if desired, using the job Write Off Minor Debts, FINJ3700.

Fee Assessment Calendar Records with potential Finance Interface Invoice Changes

Cause: There is a Student ToDo entry with a student ToDo type of INT_FININV, indicating that an invoice adjustment is required.

Action: Run the invoicing master job, INTJ0021, to process existing Student ToDo entries. These invoices may not be satisfied by existing payments. Re-running this report will pick up those students (under Callista Debt does not equal Callista Payments) for whom this is the case.

Sorting

Students are grouped by Fee Period (Fee Assessment Calendar), with the most recent period displayed first. Within Fee Period, they are sorted in ascending order of Person ID.