Student Billing System (SBS) Inquiry Training Module 2 SBS Inquiry Module Time 2 hours Module Topics Module Objectives... 2-3 Student Billing System (SBS) Overview... 2-4 New Terms and Concepts... 2-4 Person Record and Account Relationship... 2-5 Account Status... 2-7 Account Status History... 2-8 Transaction Codes and Transaction Code Groups... 2-10 Transaction Code Groups... 2-10 Account Summary Window... 2-12 Transactions... 2-12 Financial Aid Information... 2-12 General... 2-13 More Link Miscellaneous Info Fields... 2-14 Student Information... 2-15 Other Functions... 2-15 Account Transactions Window... 2-17 More Link... 2-18 SCT MATRIX Version 2.4.2 2-1
2. SBS Inquiry Student Billing System (SBS) Inquiry Training SBS and the General Ledger... 2-21 Reviewing the GL Post Summary...2-21 Overview of Bills... 2-23 Billing Periods...2-23 Due Dates...2-23 Paper and Electronic Bills...2-23 View Past Bills for an Account... 2-24 Email Balance Due Reminder... 2-28 SBS Alerts... 2-29 Module Summary... 2-31 List of SBS Overview Windows... 2-33 2-2 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Module Objectives In this module, you will learn how to: Review status history for accounts Explain how access to transaction codes and transaction code groups allows you to view account information Identify how a person record and an account are related Review data in the Account Summary and Account Transactions window Explain the relationship between the SBS and the General Ledger Understand the billing cycle and process View all past bills for an account Use the Student Aid System (SAS) to review financial aid for students in Medicine, Nursing or Public Health Describe the difference between billing status and registration status Review enrollment information using the Legacy Registration Details window SCT MATRIX Version 2.4.2 2-3
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Student Billing System (SBS) Overview The Student Billing System (SBS) is one of four applications in the SCT Matrix Student Suite and replaces our current Student Accounts Receivable System (SARS). As we mentioned in the Navigating in ISIS tutorial, ISIS provides full integration across all of the student information applications. This ensures that information is consistent and accurate across applications. One additional benefit of the SBS application is one bill for each Hopkins student. This one bill will show charges for all schools, as needed. New Terms and Concepts 2-4 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Person Record and Account Relationship As you may recall from the Navigating in ISIS course, the person record and account are related on a one-to-one basis. Before we take a closer look at this, let s review the person record. Note: Keep in mind that the Account and Person Record have a one-to-one relationship. Person Record A person record is created for each individual that interacts with the university. Examples of person records include students, faculty, and administrative staff. Each person record contains core information, such as name, address, and a comprehensive record of all of the communication that has occurred between the person and your school. Other information that may be included in the person record is biographical information, previous name information, and contact history. ISIS stores all person records in the Common database. Each student record is a set of information that connects itself to a person record, and some applications allow multiple student records to be created for a single person record. For example, if a student graduates from one program and enrolls in another, you can have multiple student records for that person for each program. As a result, in addition to having information for students stored at the student record level, information about each student is also stored at the person record level, as each student instance is associated with the same person record. Account An account is used to record the financial transactions for a single student. There is one account per person. Accounts are zoned, that is, they are associated with the school that is the home division for registration and financial aid. SCT MATRIX Version 2.4.2 2-5
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Generally, accounts are automatically created for a person when tuition charges are recorded. Accounts can be manually created, if needed, by the person in your office with the role to create an account. You will be able to view and update all student accounts using transaction codes for your school. 2-6 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Account Status Account status is a new feature for student accounts. Many of the other features of SBS are automatically updated based on the status of a student s account. Six account statuses have been defined and are described in the chart below. Status Description SBS features Current Delinquent In Collections Write-Off Deceased Bankruptcy Account has a zero or credit balance or a debit balance with no outstanding charges that have been billed and whose due date has passed. Account has a debit balance and has outstanding charges that have been billed and whose due date has passed. Account is has been assigned to a collection agency Account has been written-off. Account holder is deceased. Account holder is bankrupt. Regular billing Regular billing; Alert for registration, transcript and diploma hold Periodic review of delinquent accounts to determine if account needs to be placed with a collection agency No bills; Alert for registration, transcript and diploma hold No bills; Alert for registration, transcript and diploma hold No bills. No bills; Alert for registration hold There are several statuses that are updated manually, including: In Collections, Write-Off, and In Bankruptcy. Below is a chart of how the account status is updated. Let s take a quick look at the SBS account status map to better understand how accounts move through the various statuses. SCT MATRIX Version 2.4.2 2-7
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Figure 2.1: SBS Account Status map Account Status History The Account Status History window allows you to view statuses associated with an account. Current, Delinquent and Deceased statuses, and status changes, are applied automatically. You are able to only view the automatically added statuses or add the four manual statuses as appropriate. The most common manual status entry occurs when you are required to enter a status in the Status field whenever you manually create a new account record. Note: Based on your security level and role within the system, you may not have access to modify all of the statuses. You cannot modify any statuses, or delete any statuses, marked as Current. 2-8 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry To Review Account Status History 1. From the SBS menu, select Account Maintenance Status History. The Search for Students window appears. 2. Enter search criteria to retrieve the students you wish to update. 3. Click Find. If your search results return more than one student, the Account Search Results window is displayed. If only one student matches your search criteria, you are taken directly to the Account Status History window. Figure 2.2: Account Status History 4. Review the account status information for the selected student.. SCT MATRIX Version 2.4.2 2-9
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Transaction Codes and Transaction Code Groups There is a number of transaction codes defined for all schools, such as codes for tuition charges. In addition, each division has defined a number of transaction codes to use specifically for their business processes. The transaction codes identify details for the transaction. The transaction code format is six characters with a short description. The first character identifies the school and the 2 nd character identifies a type of transaction, such as T for tuition. Each transaction code has a description that is used for the bill. The description format contains the school name followed by a description. Also, each transaction code generally has a debit and credit general ledger number. Transaction codes are created using a separate role. We will cover this near the end of the course for those users who have access to create transaction codes. Your choice of transaction code for each transaction that you enter is very important. We will look very closely at selecting transaction codes when we cover the various SBS transactions. Transaction Code Groups Note: All transaction codes will be associated with at least three different transaction code groups. Transaction code groups are used to group transactions for inquiry and reporting. A transaction code can be associated with as many transaction code groups as are relevant. Every transaction code is in one of the following groups: Tuition (1098-T) Tuition Remission Matric. and Reg. Fees (1098-T) Housing Health Insurance Meals Write-Offs Other Fees and Charges Personal Payments Refunds 2-10 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Loans Financial Aid (1098-T) 3rd Party Payments Adjustments Let s look at one more example. To facilitate security, transaction codes are set up for each school. Again, each transaction code belongs to one of these groups: School general (billing office) School restricted (billing office) School aid (financial aid and loans) School DGA (departmental graduate aid) SCT MATRIX Version 2.4.2 2-11
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Account Summary Window The Account Summary window allows you to view comprehensive account data for a student. This window also displays financial aid and general contact information for the student. In addition, there are several links to other SBS functions, including, Transaction Details, Cashier Payment Entry, and Bills. Figure 2.3: Account Summary window Transactions The Transactions region displays a student's account transaction summary. Financial Aid Information The Financial Aid Information region will not be used. 2-12 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry General The General region provides a variety of basic information on an account. This includes account balances and any notes associated with the account. This region also contains address information, zone, and account status information. You can also review account status history by clicking the Status History link. This region also contains the More link which displays miscellaneous fields. Miscellaneous fields have been configured by the university to handle a variety of tasks. SCT MATRIX Version 2.4.2 2-13
2. SBS Inquiry Student Billing System (SBS) Inquiry Training More Link Miscellaneous Info Fields Figure 2.4: Account Summary More Link Let s review each of the fields on the Misc Info Web Page Dialog: Paper Bill Required check box This field is selected when a paper bill must be sent. Employee ID and Employee Name fields Update these fields with the Hopkins employee information when you are entering a tuition remission transaction for a spouse or dependent. 3 rd Party Sponsor The company or sponsor name for any third party billing transactions can be entered in this field. Cohort Future use to be determined. Is Employee checkbox This field is used by and will be updated by the Payroll Office. Collection Status Future use to be determined. Remission Elig Employee check box This checkbox is selected to flag students who are employees that are eligible for tuition remission. On Payment Plan checkbox This field is selected to indicate that a student is on a payment plan. Not Current Payment Plan checkbox This field is selected when a student on such a payment plan falls behind in payments. 2-14 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Health Insurance checkbox This field is selected when a student for health insurance through the university. Student Information The Student Information region displays information from the Student Services System (SSS) application. This region will not contain information until SSS is live in 2006. Other Functions The Other Functions region provides links to access additional SBS functions, including Account Bills, Anecdotal Notes, Alerts, and Rates. To Review the Account Summary window 1. From the SBS menu, select Account Activity Summary. The Search for Students window appears. 2. Enter search criteria to retrieve the students you wish to review. 3. Click Find. For more than one student, the Account Search Results window displays. If one student matches, you are taken directly to the Account Summary window. SCT MATRIX Version 2.4.2 2-15
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Figure 2.5: Account Summary 4. Review the account summary information for the selected student. 2-16 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Account Transactions Window Like the Account Summary window, the Account Transactions window allows you to view all transaction records associated with a student s account. On this window you can also use the filter feature to view or exclude certain transactions. By default, the transaction records shown in the read-only data display include three categories: All, or Transactions based on filters. Figure 2.6: Account Transactions window SCT MATRIX Version 2.4.2 2-17
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Viewing Transaction Details Figure 2.7: View Transaction Details window The Transaction Details window provides more information about a student's transaction records than that provided on the Account Summary screen. You can change the filter options from this window to display specific records. You can update the notes associated with the transaction record from this window. By default, the appropriate check box is selected on the Transaction Details window to indicate the type of transaction. For example, Posted to GL will indicate whether or not the transaction has been posted to the general ledger. More Link The More link on this window displays different fields from those displayed on the Account Summary window. The More link on the Account Transactions window displays additional information about the transaction. 2-18 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Figure 2.8: More Link Account Transactions window SCT MATRIX Version 2.4.2 2-19
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Changing Filter Options Figure 2.9: Transaction Filter window From the Account Transactions window, click the Transaction Filters link to change filter options to view specific transaction records for a student. The Transaction Filter window allows you to change filters options. The filter options revert to the original settings if you close the session or navigate another function. By default, written off and collections-related transactions are not displayed on the Account Transactions window. You can change this default setting by selecting the appropriate check boxes on the Transaction Filters window. 2-20 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry SBS and the General Ledger Generally, on a weekly basis, transactions in the Student Billing System (SBS) will be posted to the General Ledger (GL). You can see additional information in the Transaction Details window. The process will vary at fiscal year end. From July 1 st to July 15 th, transactions with a date validation period or term that started in the fiscal year just ended on June 30 th will be posted to 2 nd closing of the general ledger. After that the regular weekly process will resume. Reviewing the GL Post Summary The G.L. Post Summary window allows you to view a batch of transactions records before they are posted to the General Ledger (GL). The GL Post Summary window allows you to assess posting details and summaries online and quickly verify a batch. As you review the totals and transaction details, you will be comparing and confirming that the totals in SBS match the CUFS totals. To Review a Batch in the GL Post Summary window 1. From the SBS menu, select SBS Admin G.L. Post Summary. The G.L. Post Summary window appears. SCT MATRIX Version 2.4.2 2-21
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Figure 2.10: G.L. Post Summary Window 2. In the Batch Name, type or use the LOV to select the batch that you wish to review. 3. Click Find. The Batch Details by GL Account and Transaction Details for Selected Account are populated based on the selected batch. Figure 2.11: G.L. Post Summary Window with Batch Displayed 2-22 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Overview of Bills Before we look at the activities related to billing, let s do a quick review of the key components of billing. Billing Periods Bills will be run each month for all accounts. Billing periods have been created for each school. Generally, bills for all schools are run on the 16 th of the month for the period ended on the 15 th. The exceptions are the months of July and December. For some schools, the bills will be run on July 9, 2004 and December 7, 2004. Bills will continue to be sent to QuikPay. (The use of QuikPay is new for Medicine.) Paper bills will be printed as needed. Where there is a balance due, but no activity for the month, no bill is created (paper or QuikPay). However, ISIS will generate an email to the student notifying them that there is still a balance outstanding. Due Dates Bills will have a due date defined by each school. The due date for the billing period is recorded on all transactions and can be viewed on the transaction details window. The due date is used in determining the account status. If an account has a balance due, and the transactions are past the due date, the account status is automatically updated to Delinquent. Paper and Electronic Bills Electronic-bills (e-bills) will be the standard billing method using QuikPAY. In addition, for certain schools, the billing process will issue paper bills for incoming students for the first two bills. If a student requests to always receive a paper bill, there is a miscellaneous field on the account summary window that can be checked to indicate that a paper bill be printed. (The bill will still be in QuikPAY.) SCT MATRIX Version 2.4.2 2-23
2. SBS Inquiry Student Billing System (SBS) Inquiry Training View Past Bills for an Account The Account Activity Bills window allows you to view a summary of bills associated with an account. This allows you to retrieve and print bill details as frequently as required. Let s review the steps to access a student s bill history. To View Past Bills for an Account 1. From the SBS menu, select Account Activity Bills. The Search for Account Web Page Dialog appears. Note: You can use these steps as a guide to viewing and printing reports. To access the reports, from the SBS menu, select CMN Batch Functions Reports. Figure 2.12: Search for Account Web Page Dialog 2. Enter the search criteria to retrieve the account(s) for which you wish to review the bills. 3. Click Find. 2-24 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry The Account Bills window appears with the account(s) matching your search criteria. Figure 2.13: Account Bills window Note: The Balance Due does not include any memo transactions. However, the balance due on the bill is accurate and reflects all transactions in the system. 4. Select the bill that you wish to review from the Bill Display region. 5. Click the Display Bill button. The bill is displayed. Figure 2.14: Bill displayed from the Account Bills window SCT MATRIX Version 2.4.2 2-25
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Note: Keep in mind that Balance Due on the bill is accurate and reflects all transactions. 6. Confirm that the start date, end date, bill date, due date and balance due are accurate. Note: The list of bills in ISIS includes billing periods with no activity including bills that were not printed or sent to QuikPay. 7. Click the button. The Export Format Options dialog box appears. Figure 2.15: Crystal Reports Viewer Options 8. From the drop-down list, select the format for the exported report. The options include: Crystal Report (.rpt) Microsoft Excel 7.0 (.xls) Microsoft Word (.doc) Rich Text Format (.rtf) Portable Document Format (.pdf) 9. Click the Click here to start download of exported report link. A message appears asking you what to do with the exported file. 2-26 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Figure 2.16: Exported Report Save/Open message 10. Click Open. The report appears in the format selected earlier. SCT MATRIX Version 2.4.2 2-27
2. SBS Inquiry Student Billing System (SBS) Inquiry Training Email Balance Due Reminder In order to prevent additional costs incurred for generating bills for accounts with no activity, accounts with a balance due and no activity will receive an email with this information. Each school has its own Balance Due Reminder email. The generic email text is: Greetings: Your student account has a balance that is outstanding. Your last bill is available at https://registration.jhu.edu/ To access your bill, enter your JHED LID and password and select view my bill. Then select your division. You can then make a payment either via the internet or print the bill and send the payment to the mailing address on the bill. Thank you. Figure 2.17: Generic Email Balance Due Reminder On a regular basis, one person will extract or send the emails. This process will likely be performed by one individual for all divisions. Note: Remember these emails are designed for accounts with no activity and a balance that remains due. 2-28 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry SBS Alerts Alerts are warning messages that you can view when you access a student s record within any of the ISIS applications. SBS alerts provide information on a student s record related to student account status. You can immediately see if a student s record has alerts by the appearance of the Has Alerts immediately following the student s name in the heading. Note: Some alerts are rule based. Rule-based alerts will inactivate manual alerts, not delete. The Alert Button You can quickly view the details of the alert by clicking the Alert button in the toolbar. When you click the Alert button, the Alerts Web Page Dialog appears. Here, you can quickly review the alerts. When you are finished, click Close to exit the Alerts Web Page Dialog. Figure 2.18: Alerts Web Page Dialog SCT MATRIX Version 2.4.2 2-29
2. SBS Inquiry Student Billing System (SBS) Inquiry Training SBS Alerts This table describes the SBS alerts that are available for all students. Each school/division may have other alerts that are specific to your business processes. Alert Name Assigned When? Bad Check Manual Student is not allowed to pay by personal check. Applies a hold to check acceptance. Lockbox payments are not impacted. Standard Financial Hold Student Loans Exit Interview Hold Student Loans Financial Hold AMS Financial Hold Auto Manual Manual Manual Student SBS status is Delinquent, In Collections, or Write-Off. Student is not allowed to register, request transcripts, or receive diploma until removed. Student did not complete Perkins Exit interview. Student is not allowed to register, request transcripts, or receive diploma until an exit interview is completed. Student is overdue on Perkins loan. Student is not allowed to register, request transcripts, or receive diploma until balance on Perkins loan is paid in full. The student s AMS contract has been terminated for lack of payment. Student is not allowed to register, request transcripts, or receive diploma. No Refund Manual The student has requested to leave a credit balance on the account. This restricts the accounts payable invoice process and prevents check creation for the balance. Health Insurance Hold Bankruptcy Filed Manual Auto Student has not completed the health insurance requirement. Student s enrollment and ability to register are restricted until proof of health insurance is provided. Student has filed for bankruptcy. Student is on financial hold, but permitted to request transcripts until the discharge of bankruptcy. This restricts any future enrollment. 2-30 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry Module Summary Student Billing System Overview The Student Billing System (SBS) is one of four applications in the SCT Matrix Student Suite and replaces our current Student Accounts Receivable System (SARS). Person Record and Account Relationship There is one account for each person record. Account Status Account status is a new feature for student accounts. Many of the other features of SBS are automatically updated based on the status of a student s account. There are six account statuses in SBS: Current Delinquent In Collections Write-Off Deceased Bankruptcy You can use the Account Status History window to quickly review statuses associated with an account. Transaction Codes and Transaction Code Groups Transaction codes identify the details for a transaction. Transaction code groups are used to group transactions for inquiry and reporting. SCT MATRIX Version 2.4.2 2-31
2. SBS Inquiry Student Billing System (SBS) Inquiry Training The transaction code format is six characters with a short description. The first character identifies the school and the 2 nd character identifies a type of transaction, such as T for tuition. Each transaction code has a description that is used for the bill. The description format contains the school name followed by a description. Also, each transaction code generally has a debit and credit general ledger number. Account Summary Window The Account Summary window allows you to view comprehensive account data for a student. This window also displays financial aid and general contact information for the student. In addition, there are several links to other SBS functions, including, Transaction Details, Cashier Payment Entry, and Bills. Account Transactions Window The Account Transactions window allows you to view all transaction records associated with a student s account. You can also use the filter feature to view or exclude certain transactions. SBS and the General Ledger On a weekly basis, transactions in the Student Billing System (SBS) will be posted to the General Ledger (GL). At year end, the process will vary to accommodate closing the general ledger for the year. Overview of Bills Bills will be run each month for all accounts. Billing periods have been created for each school. Bills will have a due date defined by each school. Electronic-bills (e-bills) will be the standard billing method using QuikPAY. View All Past Bills for an Account and Email Balance Due Reminder The Account Bills window allows you to view a summary of bills associated with an account. This allows you to retrieve and print bill details as frequently as required. In order to prevent additional costs incurred for generating bills for accounts with no activity, accounts with a balance due and no activity will receive an email with this information. It has not been determined who will perform this process. 2-32 SCT MATRIX Version 2.4.2
Student Billing System (SBS) Inquiry Training 2. SBS Inquiry List of SBS Overview Windows Figure 2.1: SBS Account Status map...8 Figure 2.2: Account Status History...9 Figure 2.3: Account Summary window...12 Figure 2.4: Account Summary More Link...14 Figure 2.5: Account Summary...16 Figure 2.6: Account Transactions window...17 Figure 2.7: View Transaction Details window...18 Figure 2.8: More Link Account Transactions window...19 Figure 2.9: Transaction Filter window...20 Figure 2.10: G.L. Post Summary Window...22 Figure 2.11: G.L. Post Summary Window with Batch Displayed...22 Figure 2.12: Search for Account Web Page Dialog...24 Figure 2.13: Account Bills window...25 Figure 2.14: Bill displayed from the Account Bills window...25 Figure 2.15: Crystal Reports Viewer Options...26 Figure 2.16: Exported Report Save/Open message...27 Figure 2.17: Generic Email Balance Due Reminder...28 Figure 2.18: Alerts Web Page Dialog...29 SCT MATRIX Version 2.4.2 2-33
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