understanding how to view a customer (student) account ...customer (student) account 13 glossary...

Understanding How To View A

Customer (Student) Account

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View Customer Account The purpose of this document is to provide guidelines for understanding how to

navigate through PeopleSoft pages and links.



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Contents Pages

Overview ......................................................................................................................... 0

1.0 View Customer Account ......................................................................................... 1 1.1 Customer Account ................................................................................................................... 2 1. 2 Account Details ....................................................................................................................... 2 1.3 Item Details ............................................................................................................................ 4 1.4 Receipt Details ....................................................................................................................... 4 1.5 Go To- Links on Customer Accounts page ............................................................................ 5 1.6 Detail Trans ............................................................................................................................ 5 1.7 Item Summary ........................................................................................................................ 6 1.8 Items By Term ........................................................................................................................ 6 1.9 Items By Date ........................................................................................................................ 7 1.10 Due Charges ........................................................................................................................ 7 1.11 Payment Plan ....................................................................................................................... 8 1.12 View Anticipated Aid ............................................................................................................ 9 2.0 Academic Information ........................................................................................................ 10 2.1 Academic Plan ..................................................................................................................... 11 2.2 Enrollment ............................................................................................................................ 12

Glossary ........................................................................................................................ 13

Key Definitions .............................................................................................................. 14



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Flowchart Overview

View Customer Account Student

View Current or Past Terms View Anticipated Aid

Academic Information link

Academic Plan link

Account Details link

Item Details: Payment Line Details

Receipt Details: Student Receipt Details

Go to links… Detail Trans: Item Description / Item Detail

Item Summary link: Item Description / Item Due Date

Items by Term link

Items by Date link Due Charges link Payment Plans: Plan Description / Plan Detail

Enrollment link: Class Info: Add/Drops



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1.0 View Customer Account

Student Financials contains detailed financial information for every student – registration charges, payments, course fees and penalty fines, financial aid, etc. Current and historical data is retained in various modules of the system. There are several different pages that may be used to view a student’s financial information. This Business Process

Guide provides a clear and easily accessible view of the student’s account.

NAVIGATION:

Student Financials > View Customer Account

1. Enter Student ID number (if you click on the magnifying glass without ID information a “pop up” called Look Up ID will appear. You can enter ID number here as well).

Note: DO NOT click on the Look Up button without putting a value in or the system

may lock up searching tables.

2. Enter Students Last name and First Name (better business practice)

Click the Search button, this will take you to the Customer Accounts page.



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You will find the Return link on every “go to” page, click on this link to return to the prior page. You may have to click on this link more than once

before returning to the Main page.

Account Details links are for Current and Past Terms (1 & 2).

Click on the Account Details link for the TERM you are reviewing (ensuring you have the correct Term).

1.1 Customer Account

1. 2 Account Details

On the initial page of the Customer Account component (shown above), the account balances are summarized by Account Type and Term. Account Types are categories of charges and payments, and are used to manage payment allocation and for reporting purposes.

Accessing Account Details: Click on the Account Details link

The scroll level indicates the number of Account Types / Account Numbers and Terms available for a student’s account. There may be more rows than displayed on the initial page.



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a. Account Number: This field displays the number of the account that you are viewing

including term.

b. Account Balance: This field displays the total balance for this account number.

c. Debits: This Field displays the total amount of debits to the account.

d. Credits: This field displays the total amount of credits to the account.

e. Applied: This field displays the total amount of payments applied charges

on the account.

f. Unapplied: This field displays the total amount of payments not applied to charges on the account.

g. Line Items: This page displays each line item associated with the account

number. It displays the Item, Term, Amount, Class (if

applicable), Item Status, Last Activity Date, and Balance for

each line item. In addition, if you want to view more detailed

information about a line item, click the Item Details link next to

it.

Account Details 1. Account Details



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1.3 Item Details

1. Item Details link

Account Split for Payment

Details

Charges this Payment paid

1.4 Receipt Details

2. Receipt Details

Student Receipt Details



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1.5 Go To- Links on Customer Accounts page

These links below appear on the bottom of the Customer Accounts page:

1.6 Detail Trans

3. Detail Trans

link

Item Description/Item Detail



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1.7 Item Summary

4. Item Summary link

Item Description/Item Due Date

1.8 Items By Term

5. Items By Term link

ItemType/Date Posted/Item Effective Date/Line Total/Item Balance



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1.9 Items By Date

6. Items By Date link

Sort Detail By options

1.10 Due Charges

The Due Charges page displays the charge transactions that are unpaid. It contains two

sections, which are different sorts of the same information. The top portion, “By Due Date”,

collapses all amounts into one lump sum by date. The lower portion, “By Item”, gives the

detail of what comprises the lump sums.

7. Due Charges link

By Due Date/By Item



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1.11 Payment Plan

8. Payment Plans link

Plan Description

Plan Detail



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2.0 View Anticipated Aid

This link is available only when Anticipated Aid has been disbursed.

The Anticipated Aid Amount posted on this page is for the year. Click on the link at the right bottom of the page.

Anticipated Aid for the Year

9. View Anticipated Aid link:

Click the arrow to expand page to view all FA. Example: 1-5 means five transactions on account.



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3.0 Academic Information

Enrollment activity by Term may also be accessed through the Customer Accounts page:

A. Academic

Information link

Bi/Demo Data-Citizenship-Career Term Data



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3.1 Academic Plan

a. Academic Plan link

Academic Plan This page will provide information on the student’s major.



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3.2 Enrollment

b. Enrollment link

Enrollment Summary

This page will provide the enrollment activity information for the selected term.

Class Meeting/Instructor



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Glossary

BUTTON NAME DESCRIPTION

Magnifying Glass

Accesses the Look Up field options.

Add Displays the Add a New Value screen so you can

add a new transaction.

Update/Display Accesses existing rows of data on the database. If

data is effective-dated, displays only current and future rows.

Include History Displays all rows of data: current, future, and history.

However, you are only allowed to change future dated rows.

Correct History Accesses existing rows of data in the database and

displays all effective-dated rows. Allows you to update all rows, including history rows. Usually not available. Use with caution!

SAVE

Saves the information you have entered. You will generally save when you come to the end of a component. Save always updates the data for all pages in a group. When data is saved, the "Saved” message appears briefly in the upper right corner of the page.

Return to Search Page

Returns you to the search page.

Notify Opens a window for sending an e-mail notification.

Previous in List

Display the data for the previous data row in your search results grid. This button is gray if you didn’t select the data row from the search results grid, if there was only one row in the grid, or if the data displayed is the first row in the grid.

Next in List Displays the data for the next data row in your search results grid. This button is gray if you didn’t select the data row from a search results grid, if there was only one row in the grid, or if the data displayed is the last row in the grid.

Refresh Redisplays the page you are looking at.

Show All Columns

Displays data across the page in columns instead of tabbed sections.

Show Tabs Displays data across the page in tabbed sections

instead of columns



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Key Definitions

KEY DEFINITIONS

TERM/ACRONYM DEFINITION

As of Date The last date for which a report or process includes data

Component

Components consist of a single page or multiple pages. Example: Bio Demo Data is a component consisting of two pages.

Description / Short Description

Enter up to 30 characters of text. Enter up to 15 characters of text.

Effective Date

The date on which a table row becomes effective; the date that an action begins. For example, to close out a ledger on June 30, the effective date for the ledger closing would be July 1. This date also determines when you can view and change the information. Pages or panels and batch processes that use the information use the current row.

Empl ID

PeopleSoft auto-assigns an identification number for each person added to the database.

External Orgs

Each external organization, such as a college, high school, vendor, etc., has a unique external org ID number.

Hyperlink

Word or group of words in blue underlined text that, when clicked, takes you directly to a different page.

Example: New Window is a hyperlink that

will open a new window.

Page

Components consist of a single page or multiple pages. Example: Bio Demo Data is a component consisting of two pages.

Save

Click the Save button to save information to the database. Upon saving, the system displays the Saved message in the upper right hand corner of the page.

Service Indicators Service Indicators appear in the upper right-hand portion of student-specific pages. Click on the icon to obtain details regarding the Service Indicator.

Tab

Click on tabs to access pages within a component. Each of these is a

“tab”.

User ID An ID that represents the person who generates a transaction.

understanding how to view a customer (student) account ...customer (student) account 13 glossary...

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