There are 99 available buckets from which to choose.
Use this window to add, review, and update the hours codes used when generating student charges. You can define the criteria for accumulating different types of hours into buckets. These buckets can then be used when defining charges and refunds (Charges/Refunds Definition window). There are four different types of hours/courses that can be accumulated: student credit hours, tuition hours, course clock hours, or course counts.
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There are 99 available buckets from which to choose. |
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Hours are typically only defined during the AR initial set up and when a new charge set up is needed. |
Enter a unique hours code or select an existing code with which you want to work. This code identifies the hours definition and details.
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To
select a hours code, click the Select Hours Code
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Enter, review, or update the selected hours code description. This description should describe the type of Hours Code being define (i.e., Graduate Credit Hours - bucket 1, Undergraduate Credit Hours - bucket 2)
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To assist with troubleshooting charges, it is helpful to reference the bucket number in the description. For example: if you are troubleshooting your Undergraduate Tuition charges, you may need to review the hours on the Select Hours Code window to see if they are accumulating in the appropriate bucket. The description entered here displays on the Select Hours Code window and will allow you to quickly determine which hours code to review. |
· Active?
Select this checkbox if the hours code is to be available for use when generating student charges.
· Definition:
o Elements
Identifies the tables and columns to be used to define the criteria in which to look at to determine whether to accumulate hours when generating student charges.
Tables and columns identify the elements to be used to determine criteria for hours, charges, or refunds.
o Constant
This is used when totaling student hours or courses. It is compared to the Hours Elements. This is automatically defined and used during the Student Charges process to perform an internal calculation as opposed to using a specific table/column for the criteria.
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This is more frequently used on the Charges/Refunds Definition window. |
· Hours Criteria:
o Elements
Identifies the specific valid values for the corresponding table/column combinations defined in the Definition section for the selected hours code.
To total the number of course credit hours a student is taking, select the Course Hours option.
To total the number of tuition hours a student is taking, select the Tuition Hours option.
To total the number of courses a student is taking, select the Course Count option.
To total the number of course clock hours a student is taking, select the Course Clock Hours option.
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Tuition hours may differ from credit hours if your organization charges more for a class than the student receives credit hours. For example, a student may be billed for 4 hours but only receive credit for 3 hours; therefore, the Hours Code should be set up to look at tuition hours. |
Enter or update the number of the bucket on the Student Hours/Courses table in which the number of hours or courses will be stored for this Hours Detail specification. You may use buckets 1 through 99.
o Active?
Select this checkbox if the element is available for use.
Step One: Define General Information
1. Access the Hours Definition window.
2. In the Hours Code column, enter a unique code for the hours being created.
3. In the Hours Description column, enter a brief definition of the hours code being created.
4. To ensure the hours code is used when generating student charges, select the Active? checkbox.
Step Two: Define the Element(s)
5. From the Definition section, use the drop-down table/column pick lists to define the criteria for accumulating hours for this hours code.
6. To add an element,
click the Add 
icon. A new row appears.
7. Repeat steps 5 - 6.
8. To remove an element,
select the element to be removed and click the Remove
icon.
Step Three: Define the Hours Criteria
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The number of elements available for entering hours criteria depends on the number of elements defined in the Definition section. You do not have to complete each element in the Hours Criteria section. For example, if hours should be accumulated when there is nothing in the defined corresponding table/column combination element, then you do not need to enter anything in that Hours Criteria element. |
9. To export hours criteria into Excel:
a. Click the Export to Excel button. The Export to Excel progress bar appears.
b. Once the export is complete, Excel automatically opens with the exported hours criteria displayed.
10. To paste hours criteria in from Excel:
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When the option to add rows exists: if the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting. |
a. Access the Excel spreadsheet that contains the cells you want to copy and paste into the grid.
b. Select the cells you want to copy.
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To select multiple rows, press the Ctrl key and click each row. |
c. Right-click and select Copy or press the Ctrl + C keys.
d. In the grid, click where you want to paste.
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If
needed, add an element row by clicking the Add
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e. Click the Paste from Excel button or press the Ctrl + V keys. The information is pasted into the grid.
11. To manually define the valid values to be used when accumulating hours, enter the value that corresponds to the table/column definition that should have hours accumulated in the Element column(s).
12. To make the record active, select the Active? checkbox. Only active hours codes are used when the Student Charges process runs. To make the record inactive, deselect the Active? checkbox.
13. For each hours criteria record, select the appropriate count type:
· Course Hours indicates the hours will total the number of regular credit hours a student is taking and place the total in the specified bucket on the Student Hours/Courses table.
· Tuition Hours indicates the hours detail information will total the number of regular tuition hours a student is taking and place the total in the specified buckets on the Student Hours/Courses table. Tuition hours may be different from credit hours if we want to charge more for a class than we would when using the credit hours.
· Course Count indicates the hours detail information will total the number of courses a student is taking and place the total in the specified bucket on the Student Hours/Courses table.
· Course Clock Hours indicates the hours detail information will total the number of actual course clock hours a student is taking and place the total in the specified buckets on the Student Hours/Courses table.
14. In the Student Hrs/Crs Bucket, enter the number of the bucket on the Student Hours/Courses table in which the number of hours or courses will be stored for this Hours Detail specification. You may use buckets 1 through 99.
15. To add hours criteria,
click the Add icon. A new row appears.
16. Repeat steps 11 - 15.
17. To remove an element,
select the element to be removed and click the Remove
icon.
18. Click the Save button.
1. Access the Hours Definition window.
2. Enter or select the hours code to be updated.
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To
search for an hours code, click the Select Hours Code
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3. Review or update the Hours Description.
4. To make the record active, select the Active? checkbox. Only active hours codes are used when the Student Charges process runs. To make the record inactive, deselect the Active? checkbox.
5. From the Definition section:
a. Review or update the Element(s) Table/Column pick lists as needed.
b. Review or update the Constant as needed.
c. To make the record active, select the Active? checkbox. Only active hours codes are used when the Student Charges process runs. To make the record inactive, deselect the Active? checkbox.
d. To
remove an element, select the element to be removed and click the
Remove
icon.
6. From the Hours Criteria section:
a. To export hours criteria into Excel, click the Export to Excel button. The Export to Excel progress bar appears and once complete, Excel automatically opens with the exported hours criteria displayed.
b. To paste hours criteria in from Excel:
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When the option to add rows exists: if the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting. |
i. Access the Excel spreadsheet that contains the cells you want to copy and paste into the grid.
ii. Select the cells you want to copy.
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To select multiple rows, press the Ctrl key and click each row. |
iii. Right-click and select Copy or press the Ctrl + C keys.
iv. In the grid, click where you want to paste.
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If needed, add an element row
by clicking the Add
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v. Click the Paste from Excel button or press the Ctrl + V keys. The information is pasted into the grid.
c. In the Element column(s), enter the value that corresponds to the table/column definition that should have hours accumulated.
d. Select the appropriate type of count:
o Course Hours indicates the hours will total the number of regular credit hours a student is taking and place the total in the specified bucket on the Student Hours/Courses table.
o Tuition Hours indicates the hours detail information will total the number of regular tuition hours a student is taking and place the total in the specified buckets on the Student Hours/Courses table. Tuition hours may be different from credit hours if we want to charge more for a class than we would when using the credit hours.
o Course Count indicates the hours detail information will total the number of courses a student is taking and place the total in the specified bucket on the Student Hours/Courses table.
o Course Clock Hours indicates the hours detail information will total the number of actual course clock hours a student is taking and place the total in the specified buckets on the Student Hours/Courses table.
o In the Student Hrs/Crs Bucket, enter the number of the bucket on the Student Hours/Courses table in which the number of hours or courses will be stored for this Hours Detail specification. You may use buckets 1 through 99.
e. In the Student Hrs/Crs Bucket, enter the number of the bucket on the Student Hours/Courses table in which the number of hours or courses will be stored for this Hours Detail specification. You may use buckets 1 through 99.
7. Click the Save button.
Update Elements Related to an Existing Hours Code
1. Access the Hours Definition window.
2. Enter or select the hours code to be updated.
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To
search for an hours code, click the Select Hours Code
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3. Review or update the Hours Description.
4. To make the record active, select the Active? checkbox. Only active hours codes are used when the Student Charges process runs. To make the record inactive, deselect the Active? checkbox.
5. From the Definition section, use the drop-down table/column pick lists to define the criteria for accumulating hours for this hours code.
6. To add an element,
click the Add icon. A new row appears.
7. Repeat steps 5 - 6.
8. To remove an element,
select the element to be removed and click the Remove
icon.
9. Click the Save button.
Update Hours Criteria for an Existing Hours Code
1. Access the Hours Definition window.
2. Enter or select the hours code to be updated.
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To
search for an hours code, click the Select Hours Code
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3. Review or update the Hours Description.
4. To make the record active, select the Active? checkbox. Only active hours codes are used when the Student Charges process runs. To make the record inactive, deselect the Active? checkbox.
5. To export hours criteria into Excel, click the Export to Excel button. The Export to Excel progress bar appears and once complete, Excel automatically opens with the exported hours criteria displayed.
a. To paste hours criteria in from Excel:
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When the option to add rows exists: if the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting. |
i. Access the Excel spreadsheet that contains the cells you want to copy and paste into the grid.
ii. Select the cells you want to copy.
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To select multiple rows, press the Ctrl key and click each row. |
iii. Right-click and select Copy or press the Ctrl + C keys.
iv. In the the grid, click where you want to paste.
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If needed, add an element row
by clicking the Add
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v. Click the Paste from Excel button or press the Ctrl + V keys. The information is pasted into the grid.
b. In the Element column(s), enter the value that corresponds to the table/column definition that should have hours accumulated.
c. Select the appropriate type of count:
o Course Hours indicates the hours will total the number of regular credit hours a student is taking and place the total in the specified bucket on the Student Hours/Courses table.
o Tuition Hours indicates the hours detail information will total the number of regular tuition hours a student is taking and place the total in the specified buckets on the Student Hours/Courses table. Tuition hours may be different from credit hours if we want to charge more for a class than we would when using the credit hours.
o Course Count indicates the hours detail information will total the number of courses a student is taking and place the total in the specified bucket on the Student Hours/Courses table.
o Course Clock Hours indicates the hours detail information will total the number of actual course clock hours a student is taking and place the total in the specified buckets on the Student Hours/Courses table.
o In the Student Hrs/Crs Bucket, enter the number of the bucket on the Student Hours/Courses table in which the number of hours or courses will be stored for this Hours Detail specification. You may use buckets 1 through 99.
d. In the Student Hrs/Crs Bucket, enter the number of the bucket on the Student Hours/Courses table in which the number of hours or courses will be stored for this Hours Detail specification. You may use buckets 1 through 99.
6. Click the Save button.
Activate or Inactivate an Hours Code
1. Access the Hours Definition window.
2. Enter or select the hours code to be activated/inactivated.
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To
search for an hours code, click the Select Hours Code
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3. To make the record active, select the Active? checkbox. Only active hours codes are used when the Student Charges process runs. To make the record inactive, deselect the Active? checkbox.
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When the option to add rows exists: if the number of Excel rows is greater than the number of rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing row(s), add a new row before pasting. |
1. Access the Excel spreadsheet that contains the cells you want to copy and paste into J1 Desktop.
2. Select the cells you want to copy.
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To select multiple rows, press the Ctrl key and click each row. |
3. Right-click and select Copy or press the Ctrl + C keys.
4. In the grid, click where you want to paste.
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If
needed, add an element row by clicking the Add
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5. Click the Paste from Excel button or press the Ctrl + V keys. The information is pasted into the grid.
6. Click the Save button.
1. Click the Export to Excel button. The Export to Excel progress bar appears.
2. Once the export is complete, Excel automatically opens with the exported hours criteria displayed.
