The Term Group table defines the Registration terms that correspond to the Business Office terms. Term groups allow you combine multiple Registration terms into a single Business Office term. They also allow you to rename the Registration term to another name that better meets your needs.
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The Registration Office may have two or three summer terms in which courses are offered; but for billing purposes, you may only want to generate charges for what you call Summer, thereby combining all Registration summer terms into the Business Office summer term. Another example may be combining a January (or interterm or interim) term into your Spring term. |
Term groups are used when you generate charges, even when building the charge detail information. Basically, anywhere the system prompts for a term, you can assume that it is asking for a term group code. The simplest and perhaps most common use of term groups may be a one-to-one correspondence without re-defining the Registration term code:
Term Group |
Term Group Description |
Registration Year Code |
Registration Term Code |
Registration Term Definition |
01 |
Fall |
2010 |
01 |
Fall |
02 |
Spring |
2010 |
02 |
Spring |
The example above defines that Registration term 01 (Fall) for the year 2010 is the term used when we specify term 01 in the AR system. Registration term 02 (Spring) for the year 2010 is the term used when we specify term 02.
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If you do not at least create this kind of entry on the Term Group table, the system will create it for you the first time (and only the first time) you run the Charges Generation program. It will create it for the year that you are running, but the next year the Term Group table will not be accurate. |
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Your term groups must be updated each year. Delete the old year's code and add the new code. The system allows you to define multiple year codes per term group, but Jenzabar highly recommends that you only have one year in each. The system may double charges for students if you forget to take out the previous year's code. |
If your Registration Office uses term codes 01 for Fall and 02 for Spring and you would like to use FL for Fall and SP for Spring in the Business Office, the following two term groups would be created:
Term Group |
Term Group Description |
Registration Year Code |
Registration Term Code |
Registration Term Definition |
FL |
Fall |
2010 |
01 |
Fall |
SP |
Spring |
2010 |
02 |
Spring |
When defining your term groups, it is important to enter the Registration term code exactly as the Registration Office uses that code.
