If the system did not generate any charges, perform the following steps:
If the Term Group table has incorrect entries for the term for which you are trying to generate charges, the charges may not be generated at all or you may get double charges.
For example, you are generating charges for term 10 of year 2003. However,
for the term group you specified, there is no entry for year 2003/term
10. Therefore, no charges result since the Charge Generation program will
not find a year/term combination for the term group being processed.
You are generating charges for term 01 of year 2003. The Term Group table
contains an entry for year 2003/term 1_ . No charges result since
the Charge Generation program will not find the Registration term year
20031_ . You need to change the term group code to look for year
2003/term 01.
You are generating charges for year term 10 of year 2003. The Term Group
table contains 2001 term 10 charges for last year's registration result.
You must change the term group code to look for 2003term 10.
You are generating charges for term 10 of year 2003. The Term Group table
contains 2003 term 10, but the Registration Office uses the year code
0102 to denote academic year 2001-2003. No charges result since the program
will not find year 2003term 10.
You are generating charges for term 10 of year 2003. The Term Group table
contains year 2001 term 10 and 2003 term 10. Charges are doubled since
they are picking up 2001s term 10 registration in addition to 2003s. You
need to change the term group code to look for 2003term 10.
Use the Term Group Control window to check that you have a charge term set up that is equal to the registration year and term(s) you want to charge. Do not include any years or terms for which you are not currently charging.
Use Recovery Method C to resolve this error.
Run charges again, and be sure that you are entering the correct year and term that you want to charge. Note that where the window prompts for term, you should enter the term group code.
Use Recovery Method C to resolve this error.
Use the Charge Detail Entry window to check the charge detail information to ensure that you have rows for the correct year and charge term. If you find that you do not have records for that year and charge term, it is possible that you have forgotten to copy the previous term's charges. If this is the case and your charges have not changed since the previous term, you can copy a previous term's charges to this term using the Copy Charges/Refunds window .
You should also check to see that year and term codes have been entered properly on the charge details.
For example, if your charge term code is _1 and your charge detail has term 1_ , you will not get charges for those rows. You must have an exact match of data.
Use Recovery Method C to resolve this error.
Your selection specification should drive off the same driving table your Charges program uses. For most customers, this table is the Student Course History table, depending on your release of the Registration module. The Student Charges window will tell you the name of your driving table.
If your driving table is Student Course or Student Course History, the query should select the rows for the year and term you ran charges for and, regardless of the driving table, the sort should be by name ID.
Note that normally you have to write a new query (or modify the previous one) each semester.
It is possible to run charges for the term and delete the CG charge groups instead of posting them. This can happen if you were testing charges for the semester and did a "live" run instead of a "trial" run. Also, someone may have accidentally inserted the wrong year or term and ran charges for the term you are attempting to run.
If this has happened, the Fees table will contain rows that indicate the students have already been charged. To check, run an InfoMaker query that selects all rows from the Fees table for the year and charge term you are using or use the View Fees window . If rows appear on your report or on the window, charges have been previously run for this term.
If this is the first time charges have been run for the term, use the Clear Previous Years/Terms From Fees window to clear the rows from the Fees table for the year and term you are using. Then run charges again.
If this is not the first run for the term, you should not clear the Fees table. Instead, if you ran batch charges, you should use Recovery method C; if you ran individual charges, you will need to manually enter the charge transactions that were deleted.
Note that you can manually adjust students' accounts through the Miscellaneous Charge Entry window.
Your charges might not be working because the hours are not generating properly. First, check your Charges Definition (Charge Definition/Detail Entry window ) to see which hours buckets you are using.
Next, check your hours buckets (View Hours window). You can also run an InfoMaker report that selects all rows from the Student Hours/Courses table for the year and charge term for which you are running charges. You should check to see that there are hours in the "buckets" that your charge definitions are using.
If you do not have hours in the hours buckets, look at your Hours Definition table (View Hours window). Look at the columns used in the Hours Definition and the corresponding values in the Hours table. Do they correspond with what has been done in registration?
For example, your Hours Definition may be looking at the transaction status of a course and the Hours table may be looking for a C denoting anyone who is currently registered. However, your students may only be pre-registered and have courses with a Transaction Status of P .
Lastly, check your View Hours window for hours, course, or tuition counts. They determine whether you are counting the number of tuition hours, credit hours, or courses. If the definition looks at tuition hours and your courses only have credit hours, you will not get an hours count.
Use Recovery Method C to resolve this error.
Look at the structure of your charge definitions and tables, and ensure that they are looking at columns and data that were used successfully in a previous terms charges?
If the columns and data were used successfully in a previous term, ensure that the definitions, charge tables, and student data have not changed.
If nothing has changed and if you have completed all of the previous checks, contact Help Desk.
If there have been changes in charge definitions, charge tables, or student data:
· Check to see that your charge definitions are looking at the columns you intended and that they are looking at the columns in the way that you intended (Usage). For example, if you are looking for a range of hours, the Usage for the Hours Count column should be an R . If you are doing a per hour charge, your Usage for the Hours Count should be M . If you are looking for a range and also want to do a per hour charge, your Usage for the Hours Count should be N.
· Check to see that your Charge table contains the data you expect to find for students. Also, check to see that you have charge amounts in the tables.
· Check to see that the student rows contain the data you are looking for. You can start by selecting one or two students that you think should get charged. Look at your Charge definitions and identify the tables and columns they contain. Then take one charge and write a query that will list the data from the tables and columns used in the definition for that student for that year and term. Compare this report with your Charge table. If you find that the student data does not match the Charge table, you will have to change the Charge table or the student data. If you find that all of the data matches, contact the Help Desk.
If charge definitions, charge tables, or student data have not been used previously, go through the following steps:
· Check to see that your charge definitions are looking at the columns you intended and that they are looking at the columns in the way that you intended (Usage). For example, if you are looking for a range of hours, the usage code should be R. If you are doing a per hour charge, your usage code should be M. If you are looking for a range and also want to do a per hour charge, your usage code should be N.
· Check to see that your Charge table contains the data you expect to find for students. Also, check to see that you have charge amounts in the tables.
· Check to see that the student rows contain the data you are looking for. You can start by selecting one or two students that you think should get charged. Look at your Charge definitions and identify the tables and columns they contain. Then take one charge and write a query that will list the data from the tables and columns used in the definition for that student for that year and term. Compare this report with your Charge table. If you find that the student data does not match the Charge table, you will have to change the Charge table or the student data. If you find that all of the data matches, contact the Help Desk.