Maintaining Customers

This chapter discusses how to:

Maintain PeopleSoft Campus Community data.
Manage student permissions.
Process customer credit history.

Maintaining PeopleSoft Campus Community Data

The Maintain Customers feature provides components that enable you to maintain, view, and report some student data within Student Financials without having to access the PeopleSoft Campus Community application. There are eight of these components within the Maintain Customers feature:

Address Maintenance
Electronic Addresses
Relations With Institution
Residency Data
Service Indicator Data
Active Service Indicators
Address Search
Address Listing

Managing Student Permissions

This section provides an overview of student permissions and discusses how to:

Create student permissions.
Attach student permissions to student records.
Attach student permissions to charge priority lists.

Understanding Student Permissions

Certain types of credits to a student’s account are restricted as to what types of charges they can be applied to as well as what term or terms, by Aid Year vs. Academic Year. For example, the Department of Education requires authorization from a student before applying Title IV financial aid to a students account for charges other than 'allowable' charges which are tuition, mandatory fees, and contracted housing and board. Additionally, some scholarships pay charges for a specific term. The Student Permission, granted by the student, allows this money to pay charges incurred from other terms.

Institutions that use an automated system to manage student finances can create student permissions that act as a record of standing permission from students to apply restricted credits.

Note. If you attach the student permission to a charge priority, you can define the terms where permission is required for application of payment.

Pages Used to Manage Student Permissions

Page Name	Object Name	Navigation	Usage
Permission Form	WAIVER_FORM_TABLE	Set Up SACR, Product Related, Student Financials, Charges and Payments, Student Permission Forms	Create form for permission to apply restricted credits.
Assign Student Permissions	STDNT_WAIVER_FORM	Student Financials, Charges and Payments, Assign Student Permissions	Assign permission to apply restricted credits.
Details	ITEM_CHRG_TYP_PRT2	Set Up SACR, Product Related, Student Financials, Charges and Payments, Charge Priority List, Details	Attach permission forms to charge priority lists.

Creating Student Permission Forms

Create form for permission to apply restricted credits.

Access the Permission Form page.

Enable for self-service

Select the check box to identify permission waivers as eligible for use in Student self-service.

Assigning Student Permission Forms to a Student

Assign permission to apply restricted credits.

Access the Assign Student Permissions page.

Permission Form

Select the permission form that you want to attach to the student.

Originated from self-service

This check box is selected when the permission form is initiated via self-service.

For each Permission (Waiver) level 2 added in the Effective Date section, the Oprid and the Process Date/Time are modified to indicate who performed the update.

Attaching Student Permission Forms to Charge Priority Lists

You attach Student Permission forms to charge priority lists using the Details page during the setup of your charge priority list rules.

Processing and Reviewing Customer Credit History

The Credit History process assigns outstanding charges for one or more students or organizations to aging categories of a particular aging set. After the charges are assigned to aging sets, you can use the Collect Receivables feature to begin the collection process.

Pages Used to Process Customer Credit History

Page Name	Object Name	Navigation	Usage
Credit History	RUNCTL_CREHIST	Student Financials, Collections, Credit History, Process Credit History	Process customer credit history.
Credit History	CREDIT_HIST_LIST	Student Financials, Collections, Credit History, Review Credit History	Review the aging history of a student’s account.
Corporation Credit History	CREDIT_HIST_LIST_O	Student Financials, Collections, Credit History, Review Corp Credit History	Review the aging history of an organization's account.

Processing Customer Credit History

Access the Credit History page.

ID Switch

Use this field to choose whether the Credit History process includes students or organizations. Select the By Emplid (by employee ID) value to run the process for students or the By Org ID (by organization ID) value to run the process for organizations.

Aging Set

Select the aging set containing the aging categories to which you want to assign outstanding charges.

Select Option

All IDs	Select to run the Credit History process for all of the students or organizations in the database with outstanding charges.
One ID	Select to run the Credit History process for a single student or external organization. When you select this option, the ID field or the External Org ID field appears depending on the value that you select in the ID Switch field.
ID Range	Select to run the Credit History process for a range of students or external organizations. When you select this option, the Start EmplID and End EmplID fields or the Start Ext Org ID (start external organization ID) and End Ext Org ID (end external organization ID) fields appear depending on the value that you select in the ID Switch field.
Last Activity Date	Select to run Credit History process for only those students or external organizations that have had activity on their accounts since a given date. When you select this option the Last Activity Date field appears.
Temp Table	If your institution has written a query to select students by academic program, select to run the Credit History process for the IDs written to the Temp Table as a result of your query. When you select this option, the Customer ID field appears.
ID	Select the ID of the student for whom you are running the Credit History process.
External Org ID (external organization ID)	Select the ID of the organization for which you are running the Credit History process.
Start EmplID and End EmplID	Use these fields to set a range of students for which you want to run the Credit History process.
Start Ext Org ID and End Ext Org ID	Use these fields to set a range of organizations for which you want to run the Credit History process.
Last Activity Date	Enter the date after which activity must have occurred on a student or corporate account to be included in the Credit History process.
Customer ID	Select a customer ID. This ID is a unique identifier that you have inserted into the key of your Temp Table. The customer ID identifies the set of IDs that you want the system to use when running the process.

Service Indicator

Service Indicator Update	Select to post a service indicator to the accounts. When you select this check box, the Service Indicator Set and Placed Person ID fields appear in the group box.
Service Indicator Set	Select the set of rules that you want to use for the service indicator.
Placed Person ID	Enter the ID of the person who is assigning the service indicator.
Service Impact	Enter the service impact that restricts a service indicator from being applied through the credit history process.

Back Date

Back Date Flag

Select this check box if you want to recalculate credit history for a prior date. If you select this option the Back Date field appears in the group box.

Back Date

Enter the prior date for which you want to run the Credit History process.

Note. When running this option, the system will create two records. One record for today's date (effective date) and one record for the back dated effective-dated record.

Permission Form	Select the permission form that you want to attach to the student.
Originated from self-service	This check box is selected when the permission form is initiated via self-service.

ID Switch	Use this field to choose whether the Credit History process includes students or organizations. Select the By Emplid (by employee ID) value to run the process for students or the By Org ID (by organization ID) value to run the process for organizations.
Aging Set	Select the aging set containing the aging categories to which you want to assign outstanding charges.