Direct Loan Monthly Reconciliation Report Data Window

· Retrieve, review, and update the DL disbursement data collected via the Collect Direct Loan Monthly Reconciliation Data window and needed to meet the requirements of the Business Office Disbursement Reconciliation external update process in PowerFAIDS prior to creating the flat-file report.

Retrieval Criteria

The Retrieve button retrieves rows from the PF_DIRECT_LOAN_RPT table that match the Award Year and Month End Date you select and displays them in the grid. Any rows that have the Needs Review checkbox selected should be reviewed because this indicates different net amounts in Financial Aid and the Business Office.

Create File

The Create File button uses the data criteria you enter in the Create File panel (Award Year and Month End Date) to create a flat-file that will be imported into PowerFAIDS to update the Disbursement Reconciliation view for Direct Loans. Enter the File Name, and specify the Directory to which the file is to be saved. The file contains data that matches the Business Office Direct Loan reconciliation layout requirements that can be viewed in Appendix M of the PowerFAIDS User Guide.

How do I...

1. Select the Award Year that you wish to review in the Retrieval Criteria panel. The Award Year drop-down list only includes award years available in PowerFAIDS starting with 2010-11.

2. Select the Month End Date that you wish to review in the Retrieval Criteria panel. You must select the end date for the month you wish to report.

3. Not all of the data columns present are included in the flat-file report. Columns like ID Num, Name, Needs Review, and Active? are provided to aid your review of the data.

4. The Needs Review checkbox is selected when the calculated sum of the Actual New Amount from Disbursement Transaction History does not equal the calculated sum of the Transaction Amount from Transaction History. The Act Net Amt displayed in this window is the sum of the Transaction Amount.

To troubleshoot records set to Needs Review, you should compare the Act Net Amt column to the transactions for this loan in the Disbursement Transaction History window. To see the full transaction detail from Business Office, you should open the Financial Aid Inquiry window and review the Account tab.

5. You may add new records and edit any of the records present as needed. Typically, this should not be necessary. You may not delete any records. If you want to exclude a specific record from inclusion in the flat-file, clear the Active? checkbox.

1. In the Create File panel, select the Award Year you wish to review. The Award Year drop-down list only includes award years available in PowerFAIDS beginning with 2010-11.

2. Select the Month End Date that you wish to review in the Create File panel. You must select the end date for the month.

3. Any eligible data rows are immediately displayed, and the File Name and Directory columns are populated.

The File Name selected must have a .DAT extension in order to be successfully imported by PowerFAIDS. While you can rename the file, keeping this name informs you of the number of times that you generated a report for the same month end period.

4. You can run the report in either Trial Run (recommended) or Actual Update.

a. Choosing Trial Run creates a valid flat-file for import by PowerFAIDS. It is recommended that you run the report in Trial Run and process it in PowerFAIDS. If PowerFAIDS returns errors, you then have an opportunity to troubleshoot why and, if needed, update the data rows here and create a new file to correct issues. The Business Office Reconciliation Data external update process in PowerFAIDS overwrites any data previously imported into the Direct Loan Reconciliation Data View.

b. Choosing Actual Update creates a valid flat-file and sets the Sent to PF? flag, which stops these records from being included in another flat-file.

5. The Progress bar indicates when the process is completed.

Working with the Direct Loan Monthly Reconciliation Report Data

Retrieval Criteria

Create File

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