Business Process

Integration Broker

Module

Student Financials 

Prerequisites

Item Type Accounting Entries should already be generated.  User must be signed in as “SFBATCH”.

Description

This Job Aid illustrates how to do the Item Type Manual Batch Process after Item Type Accounting Entries have been generated.

1.

Click [

2.

Verify that the “SetID” field = “SDCCD”.

Enter the number of the Item Type to be updated into the “Item Type” field.  In the sample screenshot below, the Item Type number is “100000000501” for Health fee – City.

Click the “Search” button.  You will be taken to the “Initial Setup” page (tab) for the Item Type.

3.

Click the “GL Interface” page (tab).

4.

An Item Type that has been set up, but hasn’t been assigned any GL Strings will look like the screenshot below.

Verify the following fields:

• “Term” field = “0000”

• “*Effective Date” field = “01/01/1901”

“*Status” field = “Active”

5.

Each active Item Type must have at least two GL Strings.  In the screenshot below, there is space for only one GL String.  Click the “plus” sign [

6.

In the first “Item Type GL Entry Setup – Journal Sets” section, enter the following:

• “Jrnl Set” field = “1”

• “Debit/Credit” field = “Debit”

• “Timing” field = “Assessment”

• “GL Pct” field = “100”

In the second “Item Type GL Entry Setup – Journal Sets” section, enter the following:

• “Jrnl Set” field = “1”

• “Debit/Credit” field = “Credit”

• “Timing” field = “Assessment”

• “GL Pct” field = “100”

Note: the first section is always “Debit” and the second section is always “Credit”

7.

In the “Item Type GL Entry Setup – Journal Sets” section, click the first “Jrnl Set ChartFields:” link.  You will be taken to the “Journal Set ChartFields” page for the “Debit” side of Jrnl Set 1.

8.

Enter the “GL Business Unit”.  You can click the magnifying glass next to the “GL Business Unit” field to display a list of Business Units.  Select the appropriate one.

The “Ledger” field = “Actuals”

9.

A GL String has 19 digits and is formatted as follows:

• FUND CODE_DEPARTMENT_PRODUCT_ACCOUNT = ####_#####_######_####

For this sample, the GL String for the Debit side of the City Health Fee is: 1110_00000_000000_9158, where:

• Fund Code = 1110

• Department = 00000

• Product = 000000

• Account = 9158

Each part of the GL String has its own field.  Click in the corresponding field and enter the appropriate part of the GL String.  In this sample, the Fund Code is 1110, so click in the “Fund Code” field and enter “1110”.  Press the Tab key to exit the field.  A description of the Fund Code will populate in the last column.  The Account is “9158”, so click in the “Account” field and enter “9158”.  Press the Tab key to exit the field.  A description of the Account will populate.  Since there are zeros for the Department and Product, leave these fields blank.

[Note: The magnifying glass next to each field can be used to display a list of acceptable entries.]

Click “OK”.  You will be returned to the Item Type GL Interface page (tab).

10.

Click the second (Credit) “Jrnl Set ChartFields” link.  You will be taken to the Journal Set ChartFields page for the Credit side of Jrnl Set 1.

11.

The steps to enter the GL String for the Credit side are the same as the Debit side: Steps 8 thru 9.

Enter the “GL Business Unit” and “Ledger” fields with the appropriate information.

For this sample, the GL String is: 1857_13015_644000_8876 where:

• Fund Code = 1857

• Department = 13015

• Product = 644000

• Account = 8876

Click in the appropriate fields to enter the separate parts of the GL String.  Tab out after each entry, and the description will populate in the last column.

Click “OK”.  You will be taken back to the Item Types GL Interface page (tab).

12.

The GL Strings are now also populated in the “Jrnl Set ChartFields” boxes.  Click the “Save” button.

13.

ADDING ADDITIONAL GL STRINGS

If additional GL Strings need to be added to the Item Type, click the plus sign [

Open

] in the Credit section twice to add two additional empty Journal Set Chartfield sections.

14.

Follow steps 8 thru 12 to add any additional GL Strings.  The ONLY difference to be aware of is the “Jrnl Set” field; it should be set to “2” since this is the second set.  Once you have entered the additional GL Strings, they will populate in their respective boxes.

15.

ADDING AFFILIATES AND FUND AFFILIATES

It may be necessary to use the “Affiliate” and “Fund Affiliate” fields.  The department that issued the GL string will tell you if use of the “Affiliate” and “Fund Affiliate” fields are necessary.  Enter the Affiliate (which is a GL Business Unit), and Fund Affiliate number into the appropriate fields.  Click the “OK” button.

You will be returned to the Item Type main page. Click “Save” [

Open

] to save your changes.

16.

AP CHARTFIELDS & WRITE-OFF CHARTFIELDS

The procedure for entering a GL String into the “AP ChartFields” or “Write-off ChartFields” sections is the same.  Click either the “AP ChartFields” link or “Write-off Chartfields” link.

Follow steps 8-9 to add a GL String to these chartfields.  Remember to Save your changes when you return to the Item Type main page.

17.

End of job aid.