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To query
on existing records:
In query mode, find sponsors
or students with existing refund records by entering one or more of these
query criteria before querying –
- individually for
students, by entering a known person ID, or by selecting the
button to use the Find Person facility (ADMF1211)
OR
- individually for sponsors
and/or loans, by entering a known sponsor/loan code or selecting
one from the list of values
OR
- by entering a refund
group number
- by typing in/selecting a
particular refund status (e.g. finding all persons/organisations
with a PENDING status)
- by entering a refund
amount - normally with an operator. For example, entering < 50
selects all candidates with refunds below 50.00 (any currency).
Query results
Depending on the record selected,
the overflow area shows details of the student or sponsor/loan scheme.
For sponsor organisations, this includes the Org Unit Code in the ID field,
and associated details.
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Rules and Notes:
- To find all sponsors/loans
with refunds, enter % in the Sponsor/Loan Code field.
- Using an operator with a
refund group number (e.g. > 275) allows display of all records created
since a particular job run, including those created individually in
the form.
- Refund statuses equate to
system refund statuses of PENDING, APPROVED, CANCELLED
and APPLIED. The first three are available to users. An APPLIED
status is recorded by the system once a refund has been successfully
notified to the external financial system.
- Equivalents to the system
status APPLIED do not appear in the list of values (LOV) giving
open statuses. To query on refunds already applied, type in the
equivalent user defined status.
- Currently (Sept 1999) there
are no system restrictions on which candidates can have a refund approved.
However, an ENCUMBERED lamp is displayed against a student's
name where appropriate.
- External references (accessed
via the References button, and for information only) are only available
for applied refunds. They are supplied from an external financial system.
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To create
individual refund records:
In Insert mode:
- enter/select either a student's
person ID number OR a sponsor/loan code
- tab to the Refund Amount
field. Any system credit for this candidate will be displayed
- if required, the amount
to be refunded can be decreased
- EITHER save as
a pending record
OR follow the steps described for One-off approval, below.
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- Records created here default
to pending. They can only have statuses set to an equivalent of either
PENDING or APPROVED.
- Only one pending record
in the same currency can exist at any one time for a student or sponsor.
- A new refund group number
is assigned to each record created in this form.
- The currency of the credit
displayed defaults to the local currency (as set in FINF1410). To see
the candidate's available credit in all currencies, these must be selected
in turn from the LOV.
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To approve
pending refund records:
Whether pending records have
been created in this form or by the job FINJ6430, they can be approved
either
- on a one-off basis, or
- by marking a set of records
to be included for group approval.
For any record, the refund
amount defaults to the available credit, but can be decreased before approving.
One-off approval
For the selected record –
- set the refund status
to an equivalent of the system status APPROVED
- if blank, enter the ID
of the person authorising the refund. (If an ID has already been recorded
by FINJ6420 at record creation, this can be changed if required)
- the authorised on
date defaults to the current date, but can be altered to a past or future
date.
- select a payment type,
if other than the default CHEQUE
- optionally, add comments
- save the record.
Approval of a marked
set
Select all records to be approved
by marking their Include checkbox. For the set selected:
- Optionally, to override
existing payment types recorded for these records, enter the required
payment type for all, using the SET Payment button.
- Optionally, to enter a comment
applicable to all (overriding any individual comments), use the SET
Comment button.
- To approve all records,
use the SET Approval button, and enter
- an authorising person
ID - this will override the ID recorded against individual records
- the authorised on date
must be entered - it overrides existing dates
- type in/select a status
equivalent to APPROVED
- select OK to approve.
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- An advisory message displays
at processing time if records with a system status other than PENDING
have their Include checkbox selected. Only pending records are processed.
- Once approved, only the
comments for a record can be changed.
- Only people recorded on
the database as staff members can authorise the approval of refunds.
- On initial creation of a
record, the Find Person screen is presented if the authorising person
ID entered is not valid.
- The authorising person and
date of authorisation are for information only.
- Payment types: CHEQUE,
ON-HOLD, ELECTRONIC, WIRE.
- A payment type set in a
job can be overridden either by changing it in a one-off approval, or
recording a different payment type (using the SET Payment button) when
approving as part of a marked group.
- Once approved, the available
credit amount is adjusted to reflect the new balance.
- For all blocks accessed
via the SET buttons, changes are only made if OK is selected in the
block. Messages ask for confirmation about changes to be made and advise
on outcomes.
- Changes can continue to
be made to individual records until they are approved, either as a set
or individually.
- When checkmarks have been
added in the Include checkbox, the approval process must be completed
before exiting the form. It is not possible to save the selection for
later approval.
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To cancel
approved refund records:
Cancelling applies only to
records with a refund status equivalent to APPROVED.
- Set the refund status to
an equivalent of the system status CANCELLED, and save.
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- Once cancelled, the refund
status cannot be changed.
- Pending records cannot be
cancelled, but can be deleted.
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