Creating Batch Refunds


Concept


Steps:

  1. Begin by navigating to the Batch Refund page.

     

    Click the Student Financials link.

    Step 1
  2. Click the Refunds link.

    Step 2
  3. Click the Create Refunds link.

    Step 3
  4. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.

     

    Click the Add a New Value tab.

    Step 4
  5. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

     

    Enter the desired information into the Run Control ID field. Enter

     a valid value
     e.g.
     "BATCHREF01"
    .

    Step 5
  6. Click the Add button.

    Step 6
  7. Use the Batch Refund page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

    Step 7
  8. This Refund Method was defined on the Refund Setup page of the SF Business Unit component.

    Step 8
  9. Select the type of recipients to create refunds for.  In this case, you only want to create refunds for individuals.

     

    Click the Run Option 1 list.

    Step 9
  10. Click the Individual Only list item.

    Step 10
  11. Select the types of credits to create refunds for.  In this case, you want to create refunds for an item type classification other than Financial Aid.

     

    Click the Run Option 2 list.

    Step 11
  12. Click the Non Financial Aid Only list item.

    Step 12
  13. Use the Sponsor Refund Option field to select whether you want to include sponsors in the process, and if so, what types of sponsors.

    Step 13
  14. Click in the Refund Item Type field.

    Step 14
  15. Enter the desired information into the Refund Item Type field. Enter

     a valid value
     e.g.
     "500000000002"
    .

    Step 15
  16. Click in the Address Usage field.

    Step 16
  17. Enter the desired information into the Address Usage field. Enter

     a valid value
     e.g.
     "SLCT ORD 2"
    .

    Step 17
  18. The values for the Ext Org Contact Type and Refund Service Impact fields were also defined on the Refund Setup page of the SF Business Unit component.

    Step 18
  19. Select the Report Only check box if you want the system to generate a report listing the refunds that the system would create. The process does not actually create the refunds listed in the report.

     

    Click the Report Only option.

    Step 19
  20. Select the Calc Tuition if Required check box to calculate tuition for students who have not already had their tuition calculated, or who need tuition recalculated.

    Step 20
  21. Click the Academic Programs tab.

    Step 21
  22. Use the Academic Programs page to specify academic programs to include in the batch refund process.

    Step 22
  23. Select the All Programs check box to include all academic programs in the batch process.

    Step 23
  24. Click in the Academic Program field.

    Step 24
  25. You only want to include liberal arts undergraduates in the process.

     

    Enter the desired information into the Academic Program field. Enter

     a valid value
     e.g.
     "LAU"
    .

    Step 25
  26. Expand the Program Status scroll area to enter academic program statuses to include in the batch process.  The system creates refunds only for those students with the statuses you select.

    Step 26
  27. Alternatively, you can click the All Statuses button to populate all of the statuses in the grid.

     

    If you use this button, you should review the listed statuses and delete the status rows that you do not want included for refund processing.

    Step 27
  28. Click the Expand section button.

    Step 28
  29. Click in the Status field.

    Step 29
  30. You want to include students who are active in their academic program (status AC).

     

    Enter the desired information into the Status field. Enter

     a valid value
     e.g.
     "AC"
    .

    Step 30
  31. Click the Accounts / Terms tab.

    Step 31
  32. Use the Accounts/Terms page to select account types and academic terms to include in the batch refund process.

    Step 32
  33. Select the All Accounts check box to include all account types in the batch refund process.

    Step 33
  34. Click the Expand section button.

    Step 34
  35. Click in the Account Type field.

    Step 35
  36. You only want to include the miscellaneous fees account type (code MIS) in the batch process.

     

    Enter the desired information into the Account Type field. Enter

     a valid value
     e.g.
     "MIS"
    .

    Step 36
  37. Select the All Terms check box to include all academic terms in the batch refund process.

    Step 37
  38. Click the Expand section button.

    Step 38
  39. Click in the Term field.

    Step 39
  40. You only want to process refunds for the Fall 2007 term (term 0590).

     

    Enter the desired information into the Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 40
  41. Click the Item Types tab.

    Step 41
  42. Use the Item Types page to select item types to include in the batch refund process. 

    Step 42
  43. Select the All Item Types check box to include all item types in the batch refund process.

    Step 43
  44. Click in the Item Type From field.

    Step 44
  45. You only want to include cash payment item types in the process, which have a code of 300000000001.

     

    Enter the desired information into the Item Type From field. Enter

     a valid value
     e.g.
     "300000000001"
    .

    Step 45
  46. Click in the Item Type To field.

    Step 46
  47. Enter the desired information into the Item Type To field. Enter

     a valid value
     e.g.
     "300000000001"
    .

    Step 47
  48. At this point, you would continue to run the Batch Refund process just as you would any other PeopleSoft Enterprise Process Scheduler process.

     

    Refer to the Running Reports module for examples of running a process.

    Step 48
  49. After you run the process, click the Check Batch Refunds link to access the Batch Refund Lines page and view created refunds.

    Step 49
  50. Click the Batch Refund Messages link to access the Review Batch Messages page and view any warnings or errors that the system encountered during the process.

    Step 50

You have successfully created batch refunds.

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