Disbursements and Adjustments for Jenzabar Financial Aid

The Disbursements and Adjustments window is used to communicate disbursement information regarding financial aid awards received from Jenzabar Financial Aid (JFA) to Business Office to review and post to student accounts.

The process starts in JFA with the Billing Batch Export operation where batches of award disbursemenst are created and sent to the FADisbursement table in the J1 database. The Disbursement and Adjustments process validates those batches and sends them as transactions to the Business Office where they post those awards to credit student accounts. Finally, JFA receives a FAPostAidReponse communication back from the Business Office confirming the awards have been applied and updates the JFA award with the actual disbursement date and amount. JFA returns a post response file back to J1 to indicate success and any possible errors. JFA records these files for users to view.  

Process Overview

  1. Financial Aid users in JFA create batches in Billing Batch Export and post them to send authorized disbursements to J1.

  2. J1 Web Services receives the disbursements from JFA populating the records in the FADisbursements table.

  3. Users run Disbursements & Adjustments to process each batch ID received from JFA and generate transactions for Business Office to review.

  4. The Business Office receives the newly created FA Transaction Groups, reviews them, and posts to student accounts.

  5. J1 Web Services sends a post update to JFA and receives a response back from JFA which is stored in the FAPostAidResponse table.

 

The Disbursements and Adjustments process checks for all possible error conditions and sends them to the error/audit report, which is not customizable. The process also creates rows for each error in the Disbursements Error table. Successful transactions are allowed to proceed for processing. Transactions failing validation are retained for re-processing once the error condition is resolved.

The Disbursements Not Processed window is used to assist you with troubleshooting disbursements that failed validation and did not process successfully to the Business Office. This maintenance window allows you to view specific disbursement transactions and their associated error conditions. You can also manually update several key data elements so you can quickly resolve issues and successfully process disbursements.

The Disbursements and Adjustments process also populates data in the Disbursement Transaction History table. The Disbursement Transaction History table is a permanent record of the financial aid disbursement transaction at the time it was sent to the Business Office.

Columns

Financial Aid System

Trial Run

Actual Update

Reprocess

Transaction Date

What to Process

Select Row

Batch ID

Batch Date

Record Count

Batch Status

Process Button

Schedule Button

How To

Configure the Jenzabar Financial Aid Settings  to Run Disbursements and Adjustments

Run Disbursements and Adjustments

Related Topics

Disbursement-Adjustment Error/Audit Report

Disbursements and Adjustments Warnings, Errors, and Messages

Working with Disbursements Not Processed

Financial Aid Configuration