Generate Batch Charges Window

One or more courses can be selected on this window for which the following processes may occur:

Charges are generated for each student with a course status of "C" (Current) that is registered for the course(s) by retrieving their ID Numbers from the Student Course History. If your school "mimics" the values defined on the Discount Definition window and stored in the RE_DISCOUNT table for the Discount Type on the STUDENT_MASTER table, the Generate Batch Charges process uses the Discount Type from the STUDENT_MASTER table to apply to the charges generated. If you selects a Discount Code on the Generate Batch Charges window and a value exists on the STUDENT_MASTER table for the student being processed, the Generate Batch Charges process checks both and applies the larger of the two discounts.

When this window initially opens, the Available Courses section displays information according to criteria that have been established on the Course Filter window. By providing numbers in the Days group box or choosing a range in the Course Begin Date group box, the displayed courses will be filtered further. Choose from Available Courses and use the Add or Remove button to move them to Selected Course. Continue this process until the list for which charges or refunds will be generated has been identified.

Process

The function to generate student charges in Accounts Receivable is called for each charge that has been added to the Student Charges table in Non-Traditional Registration. This creates the appropriate Fees records and Transaction History adjustments. When the Fee amount is $0 the first time charges are generated, the function to generate charges in Accounts Receivable will NOT be called but the Student Charges row will be created in Non-Traditional Registration. This allows you to charge the student at a later time which will then create the necessary Fees and Transaction History rows.

The function to generate student refunds locates all students in a course with a transaction status of "D" (Dropped). You may wish to provide partial refunds by using the Discount column for all students or by updating individual students on one of the Charges sub-tabs from the Non-Traditional Registration windows.

Create Batch File

Use the Create Batch File button to create a .bat file that can be identified to run through scheduling software. By clicking on this button, a Save File window appears using the default J1 folder from which the Non-Traditional software is executed. You may choose to change directories at this time. The creation of the .bat file will include the following:

· The user name, user password, user group and current database profile to launch the Generate Batch Charges window

· The Generate Batch Charges process name including the number of Days Before Today and Days After Today

· The selected checkboxes in the same order as displayed on the Generate Batch Charges window to identify the processes to be performed

Batch Charges Errors Report

A report is generated and automatically displayed. The report lists all of the errors that have prevented the generation of charges for specific students (that is, rows could not be updated or created in the Fees and Transaction History tables). The default path of this report will be shown in the Error File column; however, you may click on the folder icon to change the path where the Error File will be stored.

How do I...

1. Open the Generate Batch Charges window.

2. The list that is displayed in Available Courses depends on the criteria that have been selected from the Course Filter.

3. Enter the number of days before and after the current day for which the charge process needs to occur.

4. Enter a date range in the Course Begin Date group box to select courses between the selected dates.

5. The Third Party ID Number and Discount columns can be selected from this window.

If your school "mimics" the values defined on the Discount Definition window and stored in the RE_DISCOUNT table for the Discount Type on the STUDENT_MASTER table, the Generate Batch Charges process uses the Discount Type from the STUDENT_MASTER table to apply to the charges generated. If a user selects a Discount Code on the Generate Batch Charges window and a values exists on the STUDENT_MASTER table for the student being processed, the Generate Batch Charges process checks both and applies the larger of the two discounts.

6. Click on individual rows that appear in the Available Courses section and use the Add button to move them into the Selected Courses section (continue this until all of the courses for which charges need to be generated appear in the Selected Courses section).

7. Click on the $image\ebx_312546362.gif$ icon to change the path for the Batch Charges Errors Report to be stored (the default path will appear in the Error File column).

8. Select one or more of the checkboxes from the Processes group box to identify the process to be performed.

9. Click on the Generate Charges button.

10. Verify that the process has occurred.

a. If the Third Party ID Number column is editable, charges have NOT been generated.

b. When the Third Party ID Number column is not editable, this is an indication that the process has been completed.