1 Presented by: Karen A. Henkel Senior Consultant Ellucian May 21, 2013 Hidden in Plain Sight:...

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Presented by: Karen A. Henkel

Senior ConsultantEllucian

May 21, 2013

Hidden in Plain Sight:

Colleague ARCR Tips and

Tricks from the Field

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Session Rules of Etiquette

• Please turn off your cell phone/pager

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversation during the session

Thank you for your cooperation!

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Field customizations for CREN

• The Batch Number field is just annoying– Cashiers always want to start on the AR

Account Holder line

• Cashiers inadvertently start a batch and it has to be closed/reconciled

• Cashiers forget to put a term on the receipt

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• Often it is best to only allow a Power User or IT to maintain field customizations

• Access controlled by security classes on SCD and settings on UIPM

• Access the screen to be modified and select Options – Customization Field Sequence…– You do NOT have to actually create anything on any screen where field

customizations are being created

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• Select #9 in the “When I am on field:” drop down; click on the No Access button

• Select #10; click on the “Make this the first field on the form”

• Select #12; click on ‘Required”


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• CREN after the changes

• Be careful if you want to make Name a required field; when there is no Payer ID, I have seen this create problems

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• You can either select to do this for All Users as you setting up the initial field settings or you can copy the settings to All Users or specific users

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• If you want to select a credit card payment to be refunded when normally the refund hierarchy (ARDE) would select a check, do this on RFND

Selecting a payment to refund

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Selecting a payment to refund

• Detail on one of the Payment (or Credit) fields at the bottom– Whatever you select must be less than or equal to the entire

credit to be refunded

Payment Refund Amt Term Date Source Reference NoNo 225.00 2012SP 4/2/2012 Cash 000000172No 100.00 2012SP 10/18/2011 Cash 000000170

Select Yes for the payment to be refunded

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GL numbers - ARCF resolution screen

• You can add the GL numbers attached to ARCF (AR Codes set up) by asking your IT staff to modify the resolution screen on the ARCF lookup

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Data Element Cell Label Grid Column Header Row ColumnData Type

@ID AR Code AR Code 1 1 TEXTARC.DESC Description 2 1 TEXTARC.GL.NOS GL Numbers GL Numbers 3 1 TEXTARC.CHARGE.AMT Charge Amount Charge Amount 1 2 TEXTARC.CR.AMT Credit Amount Credit Amount 2 2 TEXT

• The Number of Rows per Card needs to be increased to 3

• This is what my UICD looked like after the changes

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• The new resolution screen with the GL numbers

• This can be exported to Excel with the button below

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• Much like checks that clear the bank are reconciled, credit card vouchers that have cleared the credit card processor should be reconciled– EPMR or EPBR – process credit card vouchers

back to OPC one at a time or in a batch– EPVR – report on paid (not reconciled) refund

vouchers– ERMR or ERBR – reconcile the refund vouchers

one at a time or in a batch– EPRR – report only on reconciled credit card

refund vouchers

Reconciling credit card vouchers

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• EPMR or EPBR – process credit card vouchers back to OPC one at a time or in a batch– Processes in Colleague (paid status on vouchers)

and OPC (returns payment to credit card accountholder)


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• EPVR – report on paid (not reconciled) refund vouchers– The dates here are the disbursement dates, i.e., the

date the activity is sent back to the provider– Report in Colleague only; use this to match up to your

provider reports


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• ERMR or ERBR – reconcile the refund vouchers one at a time or in a batch– Processes in Colleague only

• Should only reconcile activity that is seen on OPC Back Office

• Running ERBR in non-update mode will give a report that shows the number of vouchers and the total dollar amount

• See next page


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• Running ERBR in non-update mode will give a report that shows the number of vouchers and the total dollar amount


You can use the initial report to get the numbers to enter when you run ERBR in update mode (or pull the total from the EPVR report)

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• EPRR – report only on reconciled credit card refund vouchers– The dates here are the voucher dates, not the

disbursement dates


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• Using APTT to move cash receipts between terms will show the same payment method on the transferred payment as on the original receipt

Moving term balances and new web views

• E.g., if the original payment was made using Visa with card number ending in 1111, the transferred payment will show the same information

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• This is what the transactions from APTT look like on ARAI:– Fall 2011 term transfer out with APTT


– Spring 2012 term transfer in with APTT

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• Transferring term balances using CREN– If you only use a Distribution code and no amounts in the

Pay Method field on CREN, the transferred amounts will appear as if they were receipts paid with Cash

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AR Account Holder AR Type Term Payment Plan Amount

Karen A. Henkel 01 Stude 2012SP No 100.00

Karen A. Henkel 01 Stude 2012SU No -100.00

• Enter the terms with offsetting balances as you would have previously in the AR Account Holder field on two lines

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• In UI 4.3, this was not available for a while but it’s back now!!

Term lookup on term field on CREN

• Use the ‘…’ lookup on the Term field

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• BPMA Batch Payment Allocation is a great tool for helping with payment allocations– It only works on payments from CREN

• If you run this ‘wide-open’, it can take a long time to run– After you get started on running this, use the

Additional Selection Criteria to take less time to run

– WITH AR.ACCTS.CHGDATE GE ‘03/31/13’

Running BPMA faster

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• Have you ever wanted an easy to see the GL number used on a NARD receipt on CREN?

• Create the following computed column:– X.RCPT.NARD.GL– string[] xlResult1; – key xlKeyCashRcptItems for file CashRcptItems;– xlKeyCashRcptItems = vlRcptItems; – xlResult1 = vlRcptiGlNos;– return xlResult1;

Displaying the GL number on a NARD receipt

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• Add this computed column to the context card for CASH.RCPTS


Change the Number of Rows from 2 to 3

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• The results:


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• Semi-colon lookups have been around for a long, long time

• Excel button on resolution screen makes them a possible reporting tool

• On the CRIN lookup – – ;D GT 01/01/11

• for receipts dated after January 1, 2011

– ;D GT 01/01/11;X.RCPT.NARD.GL NE "" • for receipts dated after January 1, 2011 and from a

NARD receipt

Semi-colon lookups

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• Finding the fields available to use

Semi-colon lookups

Hard to tell here but that is a semi-colon in there

You cannot select from this list; you can copy but it copies the whole row

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• Shortcuts for various data elements exist or can be created on UTRE (within the app)

• Use the help on the lookup prompt on CRIN to see some of the shortcuts for that lookup

Semi-colon lookups

– ;D to locate a cash receipt based on the receipt date. For example, enter ;D 01/01/97 to see all cash receipts with a receipt date of 01/01/97.

– ;O to locate a cash receipt based on the staff ID of the individual who added the receipt. For example, enter ;O ABC to see a list of all receipts entered by an individual with a staff ID of ABC.

– ;S to locate a cash receipt based on the cash receipt session number. For example, enter ;S 315 to see a list of all cash receipts associated with receipt session 315.

– ;N to locate a cash receipt based on the receipt number. For example, enter ;N 002... to see a list of all cash receipts with a receipt number that begins with 002.

– ;B to locate a cash receipt based on the batch ID. For example, enter ;B 16 to see all cash receipts associated with batch 16.

– ;P to locate a cash receipt by the payer's ID. For example, enter ;P 938 to see a list of all cash receipts from payer ID 0000938. Note: you do not have to enter the ID's leading zeros when you use this option.

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;TM 2013SP;SEC.BILLING.METHOD T;SEC.BILLING.PERIOD.TYPE NE T

to find sections in 2013SP term that are Table-billed but do not have the T for Term in the Billing Period Type

;TM 2013SP;SEC.BILLING.METHOD T;SEC.BILLING.CRED NE SEC.MIN.CRED

to find sections in 2013SP term that are Table-billed but where the billing credits do not equal the academic credits

;TM 2013SP;SEC.OTHER.REG.BILLING.RATES NE ""

to find sections in 2013SP term that have Other Charges attached (this is where course/lab/material fees are most commonly entered

;TM 2013SP;SEC.START.DATE GT '03/01/13'

to find sections in 2013SP term that start after March 1, 2013

Semi-colon lookups

• Examples for SECB to find specific sections

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• Now that you have the list of sections you want in the resolution screen, use the Excel button

Semi-colon lookups

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Semi-colon lookupsCourse Instructor Meeting Schedules Term Status Course Title Start Date Location

BIOL-100-02 S. Presnell

01/15/2012-06/01/2012 Lecture Monday, Wednesday, Friday 08:00AM - 09:00AM, Louis Armstrong Center, Room 100 2012SP Active Molecular Biology 1/15/2012

BIOL-100-03S. Presnell, M. Larkin

01/15/2012-06/01/2012 Lecture Tuesday, Thursday, Saturday 08:00AM - 09:00AM, Louis Armstrong Center, Room 100 2012SP Active Molecular Biology 1/15/2012





BIOL-100-D3 To be Announced 01/15/2012-06/01/2012 2012SP Active Molecular Biology 1/15/2012

COMP-100-01 D. VanDenBerg

03/19/2012-06/01/2012 Lecture Monday, Wednesday, Friday 10:00AM - 10:50AM, Louis Armstrong Center, Room 100 2012SP Active

Intro to Computer Science 1/15/2012Main Campus

NURS-200-01 To be Announced 2012SP ActivePrinciples of Nursing 1/15/2012

NURS-300-01 To be Announced 2012SP Active Advanced Nursing 1/15/2012

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• Verify all the sponsor invoices are assigned to a statement– Run SPSP ‘wide-open’ but carefully

• Run it for terms that you think are finished

• Verify all the sponsor payments are assigned to a statement

• Run BPMA, with the "Reallocate Only Unused Payments' field set to 'N' and populate the 'AR Accountholders' field with the sponsor ID, leaving all other fields blank– This will reallocate the statement payments to the

statement invoices

SPONSORS WITH PAST DUE BALANCES

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• After you run BPMA for sponsors, there may still be some sponsor statements that won’t clear from SPEN

Sponsor Statements that won’t clear from SPEN

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• You will need to detail on the zero dollar statement until you find offsetting dollar amounts

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How to find which sponsor statement has which unpaid student balances…

• Although SPAV is designed to help find issues with sponsor statements, it is a good screen to see unpaid statements on a sponsor

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Using SPAV to see balance per sponsorship

• Use the report to find which statements have offsetting balances

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• After you find the offsetting amounts, save back to SPEN and finish out– Do not enter any Pay Methods so that the Total on the top half of

SPEN equals the Total Received on the bottom half


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• Sometimes you may need to detail from SPEN SPPS SPPA SPPD until you find offsetting dollar amounts


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• Afterwards, SPEN for this sponsor -


• Keep in mind, this is only after BPMA will not clear the zero dollar statements

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• Why close sponsorships?– So that additional charges do not move over without

your knowledge; payments can still be made on SPEN

Closing sponsorships at term end

Saved list SQL query

SELECT DISTINCT PERSON_SPONSORSHIPS_ID

FROM PERSON_SPONSORSHIPS_LS

WHERE PSPN_TERMS = '2012SP'

Saved list Unidata query

SELECT PERSON.SPONSORSHIPS

WITH PSPN.TERMS EQ '2012SP'

SAVING UNIQUE PERSON.SPONSORSHIPS.ID

1 Presented by: Karen A. Henkel Senior Consultant Ellucian May 21, 2013 Hidden in Plain Sight:...

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