CM_CA_310 Display Student Account Balance

1. CM_CA_310 Display Student Account Balance CM_CA_310 Student Account Balance v8

2. Course Content • Introduction • Unit 1- PIQST00 Account Balance Display • Unit 2 – FPL9 Account Display • Course Summary CM_CA_310 Student Account Balance v8

3. Prerequisites and Roles • Prerequisites • UK_100 IRIS Awareness & Navigation • CM_200 Student Lifecycle Management Overview • Roles • Student Lifecycle Management End Users • Admission/Registrar Office CM_CA_310 Student Account Balance v8

4. Student Account Balance • In order to access student account balances, you need: • To complete the CM_CA_310 Student Account Balance course and pass the assessment • To be designated as a person with the responsibility to view student account balances • To sign a Statement of Responsibility (SOR) form located at http://www.uky.edu/IRIS • If you have signed your SOR in the past, you do not need to sign it again • If you do not have access, please work with your college contact to get this access assigned • The college contact list is located at http://www.uky.edu/IRIS/CM/cm-group.html CM_CA_310 Student Account Balance v8

5. Unit 1 PIQST00 Student Account CM_CA_310 Student Account Balance v8

6. PIQST00 • In production, use one of the following methods to access PIQST00 which contains both Student File and Student Master Data records • Enter PIQST00 in the command field and press Enter • Add PIQST00 to your favorites (preferred by most users) • Use the menu path, Student Lifecycle Management  PIQST00 Student File CM_CA_310 Student Account Balance v8

7. PIQST00 Student File • The Object Manager displays on the left side of the screen • Most users do not use this feature • To close, use the menu Settings  Hide Object Manager • The student’s academic records display on the right side of the screen CM_CA_310 Student Account Balance v8

8. Student Search • There are three ways to pull up a student’s records • Enter the student’s ID in the Student Number field • Enter the student’s last name in the Student Number field, press Enter, and then double-click on the student’s name in the search screen CM_CA_310 Student Account Balance v8

9. Student Search • Click on the Possible Entries icon in the Student Number field, enter the student’s last name, first name, and/or ID number (SSN) on the Personal Data tab, press Enter, and then double-click on the student’s name CM_CA_310 Student Account Balance v8

10. FERPA • Students may place privacy flags on their records which indicate that the student has restricted directory information under the Family Educational Rights and Privacy Act (FERPA) • When the records are accessed, the Data Privacy Warning (FERPA) window displays • If this message displays, no information can be released on this student, not even to the student unless the student provides picture ID • Close the window by clicking on the Continue icon or pressing Enter CM_CA_310 Student Account Balance v8

11. Student File - Account Balance Icon Once the student information is displayed, click on the Account Balance icon (located on the Application Toolbar) NOTE: If you click the icon and the student has no open (unpaid) items, you will remain on the Student File screen. CM_CA_310 Student Account Balance v8

12. Unit 1 - Exercise Exercise 1DisplayStudent Account Balance (PIQST00) CM_CA_310 Student Account Balance v8

13. Account Display: Is There a Balance? If the student has open (unpaid) items, the Account Display screen appears. • Status Indicators: • Red means the Receivable is open (unpaid) and due. • Yellow means the item is due today. • Green means the item is not due. CM_CA_310 Student Account Balance v8

14. Account Balance Display - Views Different views are available at the top of the screen. Click on the view name to display that view: • The screen opens with Receivables selected. This shows the open (unpaid) items on the account. • Click on Totals to see an overview. • Click on Payment list to see payments that have been made. • Click on Chronology to sort by due date. • NOTE: The Down Payments view is not used. CM_CA_310 Student Account Balance v8

15. Account Balance Display - Columns • Post Date – Date the transaction was posted to the student’s account • Due Date – Date the payment is due. In most cases, the posting date and due date are the same. • Document Number – CM document number for the item posted to the student’s account. • Confirmation Number – Number assigned by the system when a student pays via the web (Biller Direct). • Total Amount – Original amount of the transaction before anything was cleared. • Open Items – Unpaid balance of the transaction. CM_CA_310 Student Account Balance v8

16. Account Balance Display - Columns • Type– The code for the transaction type. • Per – Period Key; some transactions will be assigned an identifier to indicate the period in which they were posted. Example: For 0830, the 08 specifies 2008 and the 30 specifies Spring Semester • Grant – The type of financial aid that is posted to a student’s account. • Transaction type – The specific type of transaction • Description – A brief description of the transaction. CM_CA_310 Student Account Balance v8

17. Unit 2 FPL9 Detailed Account Display CM_CA_310 Student Account Balance v8

18. FPL9 Account Display To display more DETAILED Student Account information, use transaction FPL9 If you know the student number, enter it in the Business partn field (Business Partner) and press Enter. Or click on the Possible Entries icon to perform a search. CM_CA_310 Student Account Balance v8

19. FPL9 Search Always use Partner by Student to perform an FPL9 search. The search fields appear. Type your search terms and press Enter. If more than one student is returned, double-click on the appropriate entry. CM_CA_310 Student Account Balance v8

20. FPL9 Recommended Settings Select these settings when using FPL9. List Type: NOSTATS Non-Statistical Items Line Layout: ZMB ST Acct Bal with Clearing Docs Sort Variant: 002 Post Date Ascending Initial Screen: 1 Receivables CM_CA_310 Student Account Balance v8

21. FPL9 Recommended Settings Use the drop-down menus to specify settings. For example, most likely you do not want statistical postings (such as estimated aid) to be displayed. To indicate this, in the List Type field select: NOSTATS CM_CA_310 Student Account Balance v8

22. FPL9 Selection Conditions In the “Further selections” area, to specify the fields you want displayed, click the CreateSelection Conditions button. On the list that appears, select the fields you want to see. Then press Enter or click on the Continue icon. CM_CA_310 Student Account Balance v8

23. FPL9 Selection Conditions In this case we select “Main Trans” which stands for Main Transactions. Then press Enter or click the Continue icon to display the Selection Criteria Values window . CM_CA_310 Student Account Balance v8

24. FPL9 Selection Criteria Now specify your selection criteria values. To see options, click on the Possible Entries icon. In this case, we enter 8000 to see Tuition and Mandatory Fee data After specifying your criteria, click on the Continue icon. CM_CA_310 Student Account Balance v8

25. FPL9 Because we specified 8000 as our Selection Criteria, only Tuition and Mandatory Fees are displayed on the student account screen. CM_CA_310 Student Account Balance v8

26. FPL9 Main Transactions • 8000 = Tuition and Mandatory Fees(Fee Calculation 257-3406) • 9600 = Financial Aid (Financial Aid 257-3172) • 9010 = Athletic Rent/NCAA/Special Requests (Athletics Department 257-3838) • 9400 = Housing (Housing 257-1866) • 9300 = Dining = (Food Services 257-6159) • 5000 = Refunds (Payments) CM_CA_310 Student Account Balance v8

27. FPL9 Object Types – Mandatory Fees CM_CA_310 Student Account Balance v8

28. FPL9 Your settings remain until you log out. To SAVE your settings, click on the Display/Change Settings icon on the Application toolbar. In the List display area, use the drop-down menus to choose Line Layout, Sort Variant, and Initial screen. CM_CA_310 Student Account Balance v8

29. FPL9 Locks • Shown here are the locks that appear in FPL9. • If there is an adjustment, a lock is put on the account for 30 days. CM_CA_310 Student Account Balance v8

30. FPL9 Example #1 This student dropped a class but had made a payment; therefore, only the amount for the dropped class was posted. CM_CA_310 Student Account Balance v8

31. FPL9 Example #2 This account does not have any payments; therefore, all the charges are open (unpaid). CM_CA_310 Student Account Balance v8

32. FPL9 Example #3 This account was reduced by the full amount since the student cancelled at 100%. CM_CA_310 Student Account Balance v8

33. FPL9 Tools CM_CA_310 Student Account Balance v8

34. CM Help • myHelp website: • http://myHelp.uky.edu/rwd/HTML/CM.html • Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, CM Frequently Asked Questions, CM Go-Live Book, and other job aids • IRIS website • http://www.uky.edu/IRIS/CM/ • Contains Information Directory, Forms, and other references • Problems with AD password, myUK portal not working, or IRIS session suddenly terminated and you cannot regain access • Contact the IT Customer Service Center (7-1300) or you computer support technician CM_CA_310 Student Account Balance v8

35. Other CM Courses • Register for Instructor Led courses at http://www.uky.edu/IRIS/train • CM_AD_300 Event Planning • CM_AD_315 Booking Rules • CM_AD_340 Program of Study • IRIS CM Web Courses are available at http://myhelp.uky.edu/rwd/HTML/CM.html • CM_200 Student Lifecycle Management Overview • CM_AD_310 Student Records • CM_AD_320 Booking • CM_WP_210 Grading • CM_WP_220 Overrides • CM_WP_310 Advising CM_CA_310 Student Account Balance v8

36. Summary You now are able to: • Display the Student Account Balance via the Student File (transaction PIQST00) • Display detailed student account information using transaction FPL9 CM_CA_310 Student Account Balance v8