1. 1 Presented by: Karen A. Henkel Senior Consultant Ellucian May 21, 2013 Hidden in Plain Sight: Colleague ARCR Tips and Tricks from the Field

2. 2 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3. 3 Field customizations for CREN The Batch Number field is just annoying –Cashiers always want to start on the AR Account Holder line Cashiers inadvertently start a batch and it has to be closed/reconciled Cashiers forget to put a term on the receipt

4. 4 Field customizations for CREN Often it is best to only allow a Power User or IT to maintain field customizations Access controlled by security classes on SCD and settings on UIPM Access the screen to be modified and select Options – Customization Field Sequence… –You do NOT have to actually create anything on any screen where field customizations are being created

5. 5 Select #9 in the “When I am on field:” drop down; click on the No Access button Select #10; click on the “Make this the first field on the form” Select #12; click on ‘Required” Field customizations for CREN

6. 6 CREN after the changes Be careful if you want to make Name a required field; when there is no Payer ID, I have seen this create problems

7. 7 Field customizations for CREN You can either select to do this for All Users as you setting up the initial field settings or you can copy the settings to All Users or specific users

8. 8 If you want to select a credit card payment to be refunded when normally the refund hierarchy (ARDE) would select a check, do this on RFND Selecting a payment to refund

9. 9 Detail on one of the Payment (or Credit) fields at the bottom –Whatever you select must be less than or equal to the entire credit to be refunded Select Yes for the payment to be refunded

10. 10 GL numbers - ARCF resolution screen You can add the GL numbers attached to ARCF (AR Codes set up) by asking your IT staff to modify the resolution screen on the ARCF lookup

11. 11 GL numbers - ARCF resolution screen

12. 12 GL numbers - ARCF resolution screen Data ElementCell LabelGrid Column HeaderRowColumn Data Type @IDAR Code 11TEXT ARC.DESCDescription21TEXT ARC.GL.NOSGL Numbers 31TEXT ARC.CHARGE. AMTCharge Amount 12TEXT ARC.CR.AMTCredit Amount 22TEXT The Number of Rows per Card needs to be increased to 3 This is what my UICD looked like after the changes

13. 13 GL numbers - ARCF resolution screen The new resolution screen with the GL numbers This can be exported to Excel with the button below

14. 14 Much like checks that clear the bank are reconciled, credit card vouchers that have cleared the credit card processor should be reconciled –EPMR or EPBR – process credit card vouchers back to OPC one at a time or in a batch –EPVR – report on paid (not reconciled) refund vouchers –ERMR or ERBR – reconcile the refund vouchers one at a time or in a batch –EPRR – report only on reconciled credit card refund vouchers Reconciling credit card vouchers

15. 15 EPMR or EPBR – process credit card vouchers back to OPC one at a time or in a batch –Processes in Colleague (paid status on vouchers) and OPC (returns payment to credit card accountholder) Reconciling credit card vouchers

16. 16 EPVR – report on paid (not reconciled) refund vouchers –The dates here are the disbursement dates, i.e., the date the activity is sent back to the provider –Report in Colleague only; use this to match up to your provider reports Reconciling credit card vouchers

17. 17 ERMR or ERBR – reconcile the refund vouchers one at a time or in a batch –Processes in Colleague only Should only reconcile activity that is seen on OPC Back Office Running ERBR in non-update mode will give a report that shows the number of vouchers and the total dollar amount See next page Reconciling credit card vouchers

18. 18 Running ERBR in non-update mode will give a report that shows the number of vouchers and the total dollar amount Reconciling credit card vouchers You can use the initial report to get the numbers to enter when you run ERBR in update mode (or pull the total from the EPVR report)

19. 19 EPRR – report only on reconciled credit card refund vouchers –The dates here are the voucher dates, not the disbursement dates Reconciling credit card vouchers

20. 20 Using APTT to move cash receipts between terms will show the same payment method on the transferred payment as on the original receipt Moving term balances and new web views E.g., if the original payment was made using Visa with card number ending in 1111, the transferred payment will show the same information

21. 21 This is what the transactions from APTT look like on ARAI: –Fall 2011 term transfer out with APTT Moving term balances and new web views –Spring 2012 term transfer in with APTT

22. 22 Moving term balances and new web views Transferring term balances using CREN –If you only use a Distribution code and no amounts in the Pay Method field on CREN, the transferred amounts will appear as if they were receipts paid with Cash

23. 23 Moving term balances and new web views AR Account HolderAR TypeTermPayment PlanAmount Karen A. Henkel01 Stude2012SPNo100.00 Karen A. Henkel01 Stude2012SUNo-100.00 Enter the terms with offsetting balances as you would have previously in the AR Account Holder field on two lines

24. 24 In UI 4.3, this was not available for a while but it’s back now!! Term lookup on term field on CREN Use the ‘…’ lookup on the Term field

25. 25 BPMA Batch Payment Allocation is a great tool for helping with payment allocations –It only works on payments from CREN If you run this ‘wide-open’, it can take a long time to run –After you get started on running this, use the Additional Selection Criteria to take less time to run –WITH AR.ACCTS.CHGDATE GE ‘03/31/13’ Running BPMA faster

26. 26 Have you ever wanted an easy to see the GL number used on a NARD receipt on CREN? Create the following computed column: –X.RCPT.NARD.GL –string[] xlResult1; –key xlKeyCashRcptItems for file CashRcptItems; –xlKeyCashRcptItems = vlRcptItems; –xlResult1 = vlRcptiGlNos; –return xlResult1; Displaying the GL number on a NARD receipt

27. 27 Add this computed column to the context card for CASH.RCPTS Displaying the GL number on a NARD receipt Change the Number of Rows from 2 to 3

28. 28 The results: Displaying the GL number on a NARD receipt

29. 29 Semi-colon lookups have been around for a long, long time Excel button on resolution screen makes them a possible reporting tool On the CRIN lookup – –;D GT 01/01/11 for receipts dated after January 1, 2011 –;D GT 01/01/11;X.RCPT.NARD.GL NE "" for receipts dated after January 1, 2011 and from a NARD receipt Semi-colon lookups

30. 30 Finding the fields available to use Semi-colon lookups Hard to tell here but that is a semi-colon in there You cannot select from this list; you can copy but it copies the whole row

31. 31 Shortcuts for various data elements exist or can be created on UTRE (within the app) Use the help on the lookup prompt on CRIN to see some of the shortcuts for that lookup Semi-colon lookups –;D to locate a cash receipt based on the receipt date. For example, enter ;D 01/01/97 to see all cash receipts with a receipt date of 01/01/97. –;O to locate a cash receipt based on the staff ID of the individual who added the receipt. For example, enter ;O ABC to see a list of all receipts entered by an individual with a staff ID of ABC. –;S to locate a cash receipt based on the cash receipt session number. For example, enter ;S 315 to see a list of all cash receipts associated with receipt session 315. –;N to locate a cash receipt based on the receipt number. For example, enter ;N 002... to see a list of all cash receipts with a receipt number that begins with 002. –;B to locate a cash receipt based on the batch ID. For example, enter ;B 16 to see all cash receipts associated with batch 16. –;P to locate a cash receipt by the payer's ID. For example, enter ;P 938 to see a list of all cash receipts from payer ID 0000938. Note: you do not have to enter the ID's leading zeros when you use this option.

32. 32 ;TM 2013SP;SEC.BILLING.METHOD T;SEC.BILLING.PERIOD.TYPE NE T to find sections in 2013SP term that are Table-billed but do not have the T for Term in the Billing Period Type ;TM 2013SP;SEC.BILLING.METHOD T;SEC.BILLING.CRED NE SEC.MIN.CRED to find sections in 2013SP term that are Table-billed but where the billing credits do not equal the academic credits ;TM 2013SP;SEC.OTHER.REG.BILLING.RATES NE "" to find sections in 2013SP term that have Other Charges attached (this is where course/lab/material fees are most commonly entered ;TM 2013SP;SEC.START.DATE GT '03/01/13' to find sections in 2013SP term that start after March 1, 2013 Semi-colon lookups Examples for SECB to find specific sections

33. 33 Now that you have the list of sections you want in the resolution screen, use the Excel button Semi-colon lookups

34. 34 Semi-colon lookups CourseInstructorMeeting SchedulesTermStatusCourse TitleStart DateLocation BIOL-100-02S. Presnell 01/15/2012-06/01/2012 Lecture Monday, Wednesday, Friday 08:00AM - 09:00AM, Louis Armstrong Center, Room 1002012SPActiveMolecular Biology1/15/2012 BIOL-100-03 S. Presnell, M. Larkin 01/15/2012-06/01/2012 Lecture Tuesday, Thursday, Saturday 08:00AM - 09:00AM, Louis Armstrong Center, Room 1002012SPActiveMolecular Biology1/15/2012 BIOL-100-50 S. Presnell, M. Larkin 01/15/2012-06/01/2012 Lecture Tuesday, Thursday, Saturday 07:00AM - 08:00AM, Louis Armstrong Center, Room 1002012SPActiveMolecular Biology1/15/2012 BIOL-100-99 S. Presnell, M. Larkin 01/15/2012-06/01/2012 Lecture Tuesday, Thursday, Saturday 08:00AM - 09:30AM, Louis Armstrong Center, Room 1002012SPActiveMolecular Biology1/15/2012 BIOL-100-D3To be Announced01/15/2012-06/01/20122012SPActiveMolecular Biology1/15/2012 COMP-100-01D. VanDenBerg 03/19/2012-06/01/2012 Lecture Monday, Wednesday, Friday 10:00AM - 10:50AM, Louis Armstrong Center, Room 1002012SPActive Intro to Computer Science1/15/2012Main Campus NURS-200-01To be Announced2012SPActive Principles of Nursing1/15/2012 NURS-300-01To be Announced2012SPActiveAdvanced Nursing1/15/2012

35. 35 Verify all the sponsor invoices are assigned to a statement –Run SPSP ‘wide-open’ but carefully Run it for terms that you think are finished Verify all the sponsor payments are assigned to a statement Run BPMA, with the "Reallocate Only Unused Payments' field set to 'N' and populate the 'AR Accountholders' field with the sponsor ID, leaving all other fields blank –This will reallocate the statement payments to the statement invoices SPONSORS WITH PAST DUE BALANCES

36. 36 After you run BPMA for sponsors, there may still be some sponsor statements that won’t clear from SPEN Sponsor Statements that won’t clear from SPEN

37. 37 Sponsor Statements that won’t clear from SPEN You will need to detail on the zero dollar statement until you find offsetting dollar amounts

38. 38 How to find which sponsor statement has which unpaid student balances… Although SPAV is designed to help find issues with sponsor statements, it is a good screen to see unpaid statements on a sponsor

39. 39 Using SPAV to see balance per sponsorship Use the report to find which statements have offsetting balances

40. 40 After you find the offsetting amounts, save back to SPEN and finish out –Do not enter any Pay Methods so that the Total on the top half of SPEN equals the Total Received on the bottom half Sponsor Statements that won’t clear from SPEN

41. 41 Sometimes you may need to detail from SPEN  SPPS  SPPA  SPPD until you find offsetting dollar amounts Sponsor Statements that won’t clear from SPEN

42. 42 Afterwards, SPEN for this sponsor - Sponsor Statements that won’t clear from SPEN Keep in mind, this is only after BPMA will not clear the zero dollar statements

43. 43 Why close sponsorships? –So that additional charges do not move over without your knowledge; payments can still be made on SPEN Closing sponsorships at term end Saved list SQL query SELECT DISTINCT PERSON_SPONSORSHIPS_ID FROM PERSON_SPONSORSHIPS_LS WHERE PSPN_TERMS = '2012SP' Saved list Unidata query SELECT PERSON.SPONSORSHIPS WITH PSPN.TERMS EQ '2012SP' SAVING UNIQUE PERSON.SPONSORSHIPS.ID

44. 44 Thank You! Karen A. Henkel Ellucian Senior Consultant. © 2013 Ellucian. All rights reserved.