Select the Financial Aid System to reference when executing Disbursements & Adjustments. When multiple systems are active the Financial Aid System is set to JFA Jenzabar Financial Aid by default. Otherwise, it defaults to the one active system set in Financial Aid Configuration.

If you are using PowerFAIDS to run the process, reference the Disbursements and Adjustments window with PowerFAIDS online help.

We recommend this as the first step in processing Disbursements and Adjustments.

Select this option to run the process without creating transactions in the Business Office or updating award amounts in the Student Awards table. In Trial Run, you can check for errors and correct them before you run the disbursements in Actual Update mode.

Trial Run displays batches in either a New or Unprocessed Batch Status.

After completing a Trial Run, select this option to process the actual disbursements and adjustments update. Transactions are created in the Business Office and award amounts are updated in the Student Awards table.

Actual Update displays batches in either a New or Unprocessed Batch Status. Batches with an unprocessed batch status are not eligible to be processed via a Scheduled process. Users must process these interactively

This option should rarely be required. This allows batches previously sent to the Business Office to be resent. The prime condition that warrants this is when the business office deletes the transaction group generated initially.

This column displays the transaction date to be applied to the transactions generated in student accounts. The default is today's date. This date may be changed during an actual update; however, we strongly recommend that you do not change this date.  One reason to set it differently is when you know the Business Office is unexpectedly unavailable to post the disbursements today.

The What to Process section contains JFA disbursement batches ready to be validated and sent to student accounts. The batches displayed depends on whether Trial Run, Actual Update or Reprocess is selected. All batches with successfully transmitted disbursement records will display when Reprocess is selected. All batches newly received from JFA or containing unsuccessfully processed transactions are available when Trial Run and Actual Update are selected.

Click the Select Row checkbox to include a particular batch of disbursements in an update. Clicking the Select Row in the filter bar selects all batches.

The JFA Batch ID is a number associated with a group of disbursements created in JFA during Billing Batch Export.

The Batch Date is the date that the batch was created in JFA???s Billing Batch Export process. By default, the batches appear oldest to newest in the What to Process section.

The Record Count is the number of transactions in the batch. The count represents the number of records in a designated status.

Batch Status displays the Record Status from the FADisbursement table. The batch statuses include:

• N: New (batch transferred from JFA and hasn???t been processed yet)
• U: Unprocessed (batch was processed but contained error conditions for some or all records)
• P: Processed (batch was either fully or partially processed successfully)

Click the Process Button to begin the Disbursements and Adjustments process you have selected.

Click the Schedule button to automate the Disbursements and Adjustments process and schedule it to run at a particular time.

To schedule the Disbursements and Adjustments process, you need the CM-Process Schedule permission assigned in the Functions tab of the Group Permissions window.

You can configure how Jenzabar Financial Aid works with Disbursements and Adjustments in the Financial Aid Configuration window.

1. Open the Financial Aid Configuration window.
   
2. Verify the following settings in the Disbursement section of the Jenzabar Financial Aid tab.
   
   Award Statuses to Post
   
   Enter the financial aid award status codes you want to be posted in your student account receivables. This is the financial aid status code assigned to the financial aid award you want posted. Disbursements & Adjustments will only process the financial aid awards that your school includes in their Batch Billing Export. The Batch Billing Export process filters by status to make sure the correct awards are included.
   
   Jenzabar provides the following award statuses to post:
   
   
   
   
   
   If you want to work with additional award statuses, add those award status codes to the Awards Statuses to Post list by typing the statuses into the field. When adding new award status codes, you should not include any spaces, but separate them by a comma.  If your school wants to remove an award status, click in the Award Status to Post field and delete the desired status code from the list.
   
   

 

 

1. Open the Disbursements and Adjustments window.
   
2. Select the Trial Run radio button to view the disbursement information without updating award amounts or creating transactions.
   

   Running the report as a trial run before the actual run allows you to see any errors and correct them before running the actual update.  No transactions are sent to the Business Office in a trial run and the Student Awards table is not updated with award amounts.

3. If you are licensed for In-House Loan processing, select the number of months until loan are due if such funds are expected to be processed.
   
4. Click Process to begin the disbursement and adjustments trial run process.
   
5. The Disbursement-Adjustment Error/Audit Report is automatically generated. Print the report by clicking the Print icon or by choosing File > Print.
   
6. Review the error report and make corrections to your data as necessary. You can use the Working with Disbursements Not Processed window to review unprocessed records.
   
   
   

   Refer to the Disbursements and Adjustments Warnings, Errors, and Messages help topic for information on specific error messages. You can repeat this process until the report is free of errors.

7. When you are reading to send this file to the Business Office, run this process again selecting the Actual Update radio button. The file will be sent to the Business Office as an FA transaction group.