All payments have not been received by bookstore

Note: Purge Financial Aid steps should be done first thing in the morning so that you have a backup of all your data from the previous night. We recommend that you keep this backup for at least 6 months.

Set up new accounts in Account Maintenance, Jump 211 (PrismCore Admin > Accounting > Receivables > Account Maintenance) for the new semester and attach to customers.
After payments have been received, access Aging Reports, Jump 4131 (Receivables > Aging Report > Aging Reports). Print an All Detail aging report for all financial aid accounts.
Apply unapplied credits for financial aid accounts. Access Auto Apply Credits, Jump 4124 (Receivables > Adjustments > Auto Apply Credits). Select all financial aid accounts. Use the end of the period for the End Date and End Period.
If there are customers on your aging report with negative balances, you will need to research their history to determine why and if you need to remedy the situation. Did you receive an overpayment? If so, will a refund check be issued to the agency? Was a refund rung up incorrectly? If so, is an adjustment to another agency necessary? Will the negative amount be subtracted from the next payment? Determine why the customer's account balance is negative and what the agency wants the store to do.
Generate statements for financial aid accounts with a statement other than No Statement. Statements for First through Fourth Group are generated from Statements, Jump 4141 (Receivables > Mailings > Statements.) Statements for Month End are generated from Print Statements, Jump 4152 (Receivables > Month End > Print Statements). For invoices and payments to be purged, they must be applied and, if the statement is set to other than No Statement, a statement date set.
Purge paid financial aid accounts. Access Purge Financial Aid, Jump 4154 (Receivables > Month End > Purge Financial Aid).

Please note the following:

Enter the end of the period as the End Date.
Select the financial aid accounts to be purged.
When the purge has completed, print an All Detail aging report for financial aid accounts. Access Aging Reports, Jump 4131 (Receivables > Aging Report > Aging Reports). There should be no items found. Contact PrismCore IAS Support for assistance with removing any items that appear on this report.
To reset your customer account's balances, limits or start and expiration dates, access Account Maintenance, Jump 211 (PrismCore Admin > Accounting > Receivables > Account Maintenance) and select Set Customer Parameters. This option provides for re-setting all customers amount charged, credit limit amount, active flag, start date, expiration date and issue date. All customers attached to this account are reset with this option.
- Reset Customer Balances sets the customer's account amount charged in Customer Maintenance to the transactions on the aging report.
- Remove Customer/Account Records removes all transactions, invoices and payments for the customers with this account. This option is only available upon request from PrismCore IAS Support.
- Check the Set Credit Limit to change/reset the credit limit for all customers with this account.
  - New Limit amount is the dollar value for the new limit. All customers with this account will have the New Limit amount as their credit limit. This limit overwrites the current limit.
- Check the Set Active Flag box to set all customers to inactive.
  - Check both the Set Active Flag and the New Active Flag to set all customers to active. Check the Set Start Date to enter a new start date.
  - Enter the date in the New Start Date field.
- Check the Set Expiration Date box to enter a new expiration date.
  - Enter the date in the New Exp Date field.
- Check the Set Issue Date to enter a new issue date.
  - Enter the date in the New Issue Date field.
When finished, print an Account/Customer report for this account. Access Account Maintenance, Jump 211 (PrismCore Admin > Accounting > Receivables > Account Maintenance). Click Reports and select Account/Customer. The total for the Amount Charged column (middle column) at the end of the report should be zero.

Please call PrismCore IAS Support if you would like assistance with your end of Financial Aid procedures.

Note: Unless otherwise noted, paths assume PrismCore > Accounting tab.