Business Process

Accounts Receivable

Module

Student Financials

Prerequisites

Student must be enrolled in a class before a parking permit can be assigned and purchased.

Description

This Job Aid illustrates how to assign an auto parking permit to a student’s account (Steps 1 through 5).  Steps 6 through 8 illustrate how to assign a motorcycle permit to a student’s account.  Steps 9 through 21 illustrate how to accept a credit card payment for the permit.

1.

Click on [] then [] and navigate to Student Financials → Tuition and Fees → Assign Optional Fees 

2.

Click in the “ID” field and enter the student’s ID#.

[If you don’t know the student’s ID, please see Step 2A]

Click the “Search” button [

Open

].  Note: If the student has attended more than one term (semester), the same student will be listed multiple times based on the term.  Click/select the appropriate line based on the term.

2A.

VARIATION(S) ON LOCATING A STUDENT

If you do not know the student’s ID#, enter the student’s last name and first name into the “Last Name” and “First Name” fields.

Suggestion: Entering the student’s ID# and the Term will call up only that Term as opposed to all terms.

Suggestion: You can widen the search parameters by clicking the pull-down triangles

[] for the appropriate fields.  Changing “begins with” to “contains” will allow greater flexibility for your search (i.e. you can enter a partial ID#, or a partial name as opposed to a full ID# or full name).

When you have entered all relevant information, click the “Search” button.

3.

ADDING AN “AUTO” PARKING PERMIT

Click the magnifying glass [] in the “AUTO” row under the “*Valid Value” column to view the options for Parking Permits.

ADDITIONAL INFORMATION

Although this Job Aid illustrates the steps to assign a Parking Permit, there are other options available at this step:

“AUTO” = Adds an Auto Parking Permit

“CRPL” = Adds a Carpool Parking Permit

“RPAUTO” = Adds a Replacement Parking Permit

“FAUTO” = Adds the Financial Aid discounted Parking Permit

“XAUTO” = Removes an Auto Permit

“XCRPL” = Removes a Carpool Permit

“XRAUTO” = Removes a Replacement Parking Permit

(To add a Motorcycle Parking Permit, skip to Step 6)

“MOTO” = Adds a Motorcycle Parking Permit

“XMOTO” = Removes a Motorcycle Parking Permit

4.

Click the [] option to add an automobile Parking Permit to the student’s account.

5.

The box in the “*Valid Value” column changes to “AUTO” and the “Flat Amount” changes to “40.00”.

NOTE: If the student has a CCPG Financial Aid Award (formerly BOGW fee waiver) on their account and is entitled to a discounted parking permit, the following warning will appear:

In this case, select “FAUTO” for the Financial Aid discounted parking permit ($25.00).

Click the “Calculate Tuition and Fees” button [] to apply the fees to the student’s account.  If this button is not clicked, the Parking Permit will NOT be added to the student’s account.

WARNING: Do NOT click the [] button.  This will NOT apply the fees to the student’s account.  You must “Calculate Tuition and Fees”.

An AUTO Parking Permit has been added to the student’s account.

6.

ADDING A MOTORCYCLE (MOTO) PARKING PERMIT

Click the magnifying glass [] under the “*Valid Value” column in the “MOTO” row to display the motorcycle permit option.

The default for the “*Valid Value” column is “XMOTO”.

7.

Click the [] option to add a motorcycle Parking Permit to the student’s account.

8.

The box in the “*Valid Value” column changes to “MOTO” and the Flat Amount populates with the cost: “17.50”.

Click the “Calculate Tuition and Fees” button [] to apply the fees towards the student’s account.  If this button is not clicked, the fees will NOT apply to the student’s account.

WARNING: Do NOT click the [] button.  This will NOT apply the fees to the student’s account.  You must “Calculate Tuition and Fees”.)

9.

Click [

] then [

] and navigate to Student Financials -> Cashiering -> Post Student Payments…

10.

Enter the Cashier’s Office.

• (Method 1): Click the magnifying glass [

  ] next to the “Cashier’s Office” field to display a list of Cashier’s Offices. Click/select the appropriate Cashier’s Office.

• (Method 2) If you already know the Cashier’s Office code (e.g. “MESA1”), you can enter it directly into the “Cashier’s Office” field rather than using the search function.

11.

Click in the “ID” field and enter the student’s ID#.

Click the “Add” button [].

12.

1) Verify the student’s ID & Name to be sure you have the correct student.

2) Verify the Balance due.

13.

In the “Target” field, enter the office where the payment should be applied.

• (Method 1) If you already know the Target Key (g. “MESA”), enter it into the Target field.

• (Method 2): Click the magnifying glass [

  ] next to the “

Target” field to display a list of Target Keys.  Click/select the appropriate Target Key.

14.

Enter the appropriate term in the “Term” field to ensure the payment is applied to the correct semester.

• (Method 1) If you already know the term (g. “2175” for Summer 2017), you can enter it into the Term field rather than using the search function.

• (Method 2) Click on the magnifying glass [

  ] next to the Term field to display a list of terms.  Click on the appropriate Term.

15.

In the “Target Detail” section, click in the “Amount” field and enter the charge amount (e.g. “40.00”).

16.

Enter the appropriate tender in the “Tender” field.  This field identifies the method of payment the student is using (e.g. CARD)

• (Method 1) Click on the magnifying glass [

  ] next to the “Tender” field to display a list of Tender Keys. Click/select the appropriate Tender Key.

• (Method 2) If you already know the correct Tender Key (e.g. “CARD”), you can enter it into the Tender field rather than using the search function.

17)

Click the “Create Receipt” button [] to create a receipt for the student’s transaction.   The system posts the payment when you click this button.

18.

Enter the credit card number into the “Card account number:” field then click the “Continue”   [] button

19.

Enter the 3 digit Security code from the back of the card into the “*Security code:” field, then click the “Continue” [] button.

20.

Click the “Authorize Payment” button [].

21.

Click the “Print Receipt” button []

22.

End of job aid.