Using AR Direct Debit - University System of Georgia If you need assistance in determining the accounting structure behind this detail code, ... Using AR Direct Debit Office of Information

Using AR Direct Debit

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Version 7.6

Office of Information and Instructional Technology

December 2006

This page left blank to facilitate front/back printing.

Using AR Direct Debit Office of Information Georgia Enhancements 7.6 and Instructional Technology

Table of Contents AR Direct Debit Forms and Processes Reference ..................................................... 3 Direct Debit Process Flow ............................................................................................ 4 Using Direct Debit ......................................................................................................... 5

I. Setting Up Codes and Rules ........................................................................ 5 II. Subscribe for Direct Debit .......................................................................... 10 III. Creating a Working Area ............................................................................ 11 IV. Creating the ACH file .................................................................................. 12

Georgia Enhancements User Documentation 7.6 AR Direct Debit

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Using AR Direct Debit Introduction to AR Direct Debit

Purpose of The Georgia Banner Enhanced Student and Financial Aid AR Direct Debit provides the ability to withdraw funds from a customer’s bank account to relieve the debt owed to the institution while simultaneously posting the “payment” to the customer account.

Target Audience Accounting and Business Officers

Purpose and Scope of Document

This document explains how to use the Georgia Enhanced AR Direct Debit.

• • • •

Setting Up Rules and Codes Subscribing for Direct Debit Creating the Working Area Creating the ACH File

Graphics Graphic cues used in this document assist with labeling of steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Warning: an error here is critical.

References

For information about the baseline product, see Using SCT Banner User Manual for Accounts Receivable.


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Support

For additional OIIT resources and support, contact the OIIT HelpDesk:

Web http://www.usg.edu/customer_services (self-service ticket submission)

E-mail [email protected]

For urgent or production down situations, call the OIIT HelpDesk:

Local 706-583-2001

Toll free within Georgia

1-888-875-3697



http://www/

mailto:[email protected]


AR Direct Debit Forms and Processes Reference

Overview Use the following forms:

Descriptive Title Name

Bank Routing Number Validation Form GXVDIRD

Bill Code Validation Form TTVBILL

Detail Code Control Form ZSADETC

Bank Code Rules Form GXRBANK

Direct Debit Rules Form ZGRDEBT

Student Account Review Form TSAACCT

Working Area Validation Form ZTVWKAR

Direct Debit Worksheet Transaction Form ZGADDWS

Direct Debit Subscription Form ZGADEBS

Account Detail Review Form TSAAREV

Finance Account Detail Form TFADETL

Use the following processes:

Descriptive Title Name

Direct Debit ACH Process ZGRDACH




Direct Debit Process Flow

Description

Direct Debit provides the ability to withdraw funds from a customer’s bank account to relieve the debt owed to the institution while simultaneously posting the “payment” to the customer account.

The Direct Debit flow includes the following major steps:

• • • •

Setting Up Rules and Codes Subscribing for Direct Debit Creating the Working Area Creating the ACH File

Timeframe Setting up rules and codes should be done as soon as an institution determines this option will be made available for customer use.

Warning

There should be only one institutional representative responsible for creating the Direct Debit Worksheet and ACH file.

Direct Debit Process Flow Overview

Complete the following steps to set up, maintain, and create an ACH file for Direct Debit

I. Set Up Codes and Rules

1. Create Bank Routing Numbers GXVDIRD

2. Create Bill Codes (Optional) TTVBILL

3. Define a Detail Code ZSADETC

4. Create Bank Rules GXRBANK

5. Create Direct Debit Rules ZGRDEBT

6. Assign Bill Codes (Optional) TSAACCT

7. Create Working Areas ZTVWKAR

↓ II. Subscribe for Direct Debit

Create Direct Debit Subscription records ZGADEBS

↓ III. Create the Working Area

Create Working Area Records ZGADDWS

↓ IV. Create the ACH File

1. Create the Direct Debit ACH File ZGRDACH

2. Submit the ACH file to the bank




Using Direct Debit I. Setting Up Codes and Rules

Introduction Bank routing numbers are required for validation of routing numbers provided by the individual subscribing for the use of Direct Debit. The routing numbers are stored and maintained in the Bank Routing Number Validation Form (GXVDIRD). Bill codes are created to allow the user the ability to select specific individuals into a working area. The bill codes are created and validated against the Bill Code Validation Form (TTVBILL). A payment type detail code is established in the Detail Code Control Form (ZSADETC). This detail code will be used to pay outstanding charges that will be covered through the direct debit process. Bank rules are established in the Bank Code Rules Form (GXRBANK). The rules are associated with a user-defined rule code for each bank the institution uses. Direct debit rules are used to provide the agreement text and to define specific criteria for the ACH file. These rules are established in the Direct Debit Rules Form (ZGRDEBT). Individuals participating may set up the optional use of a bill code. The bill code is assigned to the individual record in the Student Account Review Form (TSAACCT). The use of the bill code allows for the user to predefine the individuals that will be selected into a working area. Working areas are defined in the Working Area Validation Form (ZTVWKAR). An ACH file cannot be created without a defined working area. This is a one to one relationship – one working area per ACH file.

1. Create Bank Routing Numbers

Create and maintain bank routing numbers in the Bank Routing Number Validation Form (GXVDIRD) for validation when subscription records are created. Note: The values in this form were populated via a script.




2. Create Bill Codes (Optional)

Define the bill codes to associate with individuals participating in direct debit in the Bill Code Validation Form (TTVBILL). The bill codes are validated in this form when entered in the Student Account Review Form (TSAACCT).

3. Define a Detail Code

Define the direct debit detail code in the Detail Code Control Form (ZSADETC). Direct Debit requires that a payment type detail code with a category code of ‘CSH’ be built for the purposes of posting payments to individual accounts. The payment is posted to each account processed in the working area for the amount approved.

Note: If you need assistance in determining the accounting structure behind this detail code, see the section related to detail codes in the Using Banner Accounts Receivable User Guide.




4. Create Bank Rules

Create the institution’s bank rules for processing the direct debit ACH file in the Bank Code Rules Form (GXRBANK). The bank code is user defined to identify the bank to which the collected funds will be deposited.

The destination ID, destination name, origin ID, origin name, short name, organization number type, and organization ID are used as part of the ACH file that will be submitted to the bank. This information is obtained by the institution from the bank in which the file will be submitted.

Note: Institutions must contact the Bank for this information. In some cases, the main office for branch bank facilities will need to be contacted.

5. Create Direct Debit Rules

Create the rules related to direct debit processing in the Direct Debit Rules Form (ZGRDEBT). The agreement text is stored in this form and is




related to the individual subscription records. The debit description, padding, and file ID information are all used when creating the ACH file and provide formatting information for the process.

6. Assign Bill Codes (Optional)

A bill code is assigned to an individual through the Student Account Review Form (TSAACCT). Direct Debit processing provides the ability for users to define bill codes for individuals. The bill code is used when creating the working area so that a specific population of individuals is retrieved for processing.

Note: A bill code is also used when processing the billing of benefits.

7. Create Working Areas

A working area name is created in the Work Area Validation Form. The work area is used when selecting records for processing as direct debit payments. The work area entered in the Direct Debit Worksheet Transaction Form (ZGADDWS) is validated against the records in this




form. The process indicator is also located here to identify those working areas that have been processed or are waiting to be processed.




II. Subscribe for Direct Debit

Introduction Individuals receiving benefits often prefer to have their savings or checking accounts direct debited for the purposes of making payments to the institution for benefits received. The subscription process allows the institution to establish the banking and related information for the individuals.

Create Direct Debit Subscription Records

A subscription record for Direct Debit is created in the Direct Debit Subscription Form (ZGADEBS). Individuals who want to participate in Direct Debit will provide the institution with written authorization to establish the subscription record.

The routing number is entered and validated against GXVDIRD. The name of the bank is automatically populated when a valid routing number is entered. The account number is entered and the account type (Checking or Savings) is selected. Once the record is saved, the account number is masked and only displays the last two digits. The Active/Inactive indicator is also selected here.

This form also contains the history records of changes made to Direct Debit subscription records. Any activity where changes are made to the subscription record are recorded and displayed in the audit trail of the form.




III. Creating a Working Area

Introduction The Direct Debit Worksheet Transaction Form (ZGSDDWS) is used to create and alter the accounts and amounts of the individuals to be processed as direct debit transactions.

Create Working Area Records

Create a working area for direct debit transactions in the Direct Debit Worksheet Transaction Form (ZGADDWS). The work area name is entered in the key block. The bill code is not required for processing a work area; however, it allows the user to select specific groups of individuals for processing.

The data block displays the ID, name, bill code, amount, and status of the individuals queried when a page down function is performed. Individuals can be removed from the working area by using the status of Reject. The amount can be changed to decrease the total to be direct debited by entering a new amount in the amount column for the individual. However, the amount cannot exceed the balance on the individual account.

If an individual already exists in another working area, a warning appears and the individual is highlighted in orange.

Use the magnifying glass to look at the individual’s account, if necessary. When you click the magnifying glass, you will be given the option to search the Student Account Detail Review Form (TSAAREV) and the Finance Account Detail Form (TFADETL).

Note: The Student Account Detail Review Form (TSAAREV) is included in the LOV for the potential of adding direct debit functionality to the student population.




Warning

The amount queried is the total amount due for the individual and may exceed the amount of benefits the individual is charged.

IV. Creating the ACH file

Introduction The Direct Debit ACH File Process (ZGRDACH) is used to generate the ACH file for submission to the institution’s bank. The process uses the parameters to select the work area name for processing. The individuals in the work area with a status of Approved will be written to the ACH file. A direct debit payment will be posted to the individual account for the amount approved in the working area.

1. Create the Direct Debit ACH File

The ACH file is generated when the Direct Debit ACH File Process (ZGRDACH) is executed in update mode. The ACH file is generated with the name of ACH_workareaname.txt. This name may need to be changed prior to submission to the bank.

Warning

Some banks may require that positions 40–54 of all type 6 records be populated with an identification number. Parameter 10 allows the user to select the option to populate these positions with the ID number, PIDM, or a Null value. The population of the ID number or PIDM in these positions may result in the number displaying on the individual bank statement.




Parameters for ZGRDACH

No Name Required? Description/Instructions Default Values

01 Audit/Update Mode

Yes Audit Mode (A) will generate report output. Update Mode (U) will update the individual accounts and create the ACH file.

A

02 Working Area Yes Enter the working area name that will be processed. 03 Address

Selection Date Yes Enter the date of which address that is effective on this date

will be selected for the accounts processed. Sysdate

04 Address Selection Hierarchy

Yes Enter the address type to be printed on the report. 1MA

05 Detail Code Yes Enter the direct debit payment type detail code to be posted to the individual accounts.

06 Term Code Yes ARTERM is default value when this parameter is left blank. 07 Cashier User ID Yes Enter the cashier user ID that will be used when the payment

transactions are processed.

08 Bank Code Yes Enter the bank code created in GXRBANK. This is the bank code that is referenced in the ACH file.

09 Bank Selection Date

Yes Enter the date for selecting the bank data that is effective for this date.

sysdate

10 Individual Identification

Yes Enter ‘I’ for ID, ‘P’ for PIDM, or leave blank. The default value is null.

11 File Location Yes Enter the location for the ACH file to be written. Note: The length of the file location cannot exceed 30 characters.

12 Trace Number Indicator

Yes Enter ‘Y’ to produce a trace number or ‘N’ to leave positions zero filled.

N

Sample Files Samples of the zgrdach.log, zgrdach.lis, and ACH files follow.

Sample zgrdach.log



Sample zgrdach.lis

Sample ACH file

2. Submit the ACH file to the Bank

The ACH file is submitted to the bank to receive payment deducted from individual accounts for benefits received.

Note: The bank may have specific requirements.




Documents

Using AR Direct Debit - University System of Georgia If you need assistance in determining the accounting structure behind this detail code, ... Using AR Direct Debit Office of Information