Finance Miscellany Bill Pearce Ventura County CCD

Finance MiscellanyBill Pearce

Ventura County CCD

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Topics

• Finance Transaction Summary – Beyond Summarized Posting

• Web-based Cashiering

• Miscellaneous AR Enhancements

• JV Upload via Microsoft Access

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What you’re about to see…

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What is a “Bolt-On”

• Enhancement to Banner that has no impact on baseline (well, minimal impact…)

• Can be “bolted on” to future releases easily.

• Rule-driven (GTVSDAX)

• Mods required only if baseline table changes.

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Finance Transaction Summary – Beyond Summarized Posting

VCCCD used baseline summarized posting since going live in 1998:

• Summarizes selected G/L accounts by posting run

• Hard to determine out-of-balances• Needed local mod to avoid creating OOB’s

(document time stamp, collector table)• Because of short posting interval,

summary was only effective for large feeds

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Finance Transaction Summary – Beyond Summarized Posting

Local Summarization Process• Baseline summarized posting turned off• Summarizes the same as baseline, but for

the entire month• Process will not run if:

– Already run for the fiscal year/period– Chart, Cash, or Funds are OOB (FGRCTRL,

FGRCASH, FGRTBEX logic)– Period is not Closed

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Finance Transaction Summary – Beyond Summarized Posting

Local Summarization Process (continued)• Detail transactions are deleted• Saves original transactions for one period• Creates Summary document TSUMyypp in

FGBTRNH, FGBTRND• Updates/replaces sum_post_doc_code in

FGBTRNH, FGBTRND• Produces control report with hash totals• Uses FTMSDAT to define accounts

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Finance Transaction Summary – Beyond Summarized Posting

Baseline =FGRACTG

Baseline =FGRACTG

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FYSTSUM.sql 6.0 Testing DB - 11/14/04 November17,2004PEARCE Transaction Summary Process 16:18 Page 1 Chart: 1 Fisc Yr: 05 Period: 05 Document: TSUM0505

*** REPORT CONTROL INFORMATION ***

SEQUENCE NUMBER: 1325688

Chart Code 1

Fiscal Year (YY) 05

Fiscal Period (PP) 05

COUNT/HASH TOTAL OF WORK TABLE TRANSACTIONS: 37132/33623174.61

COUNT/HASH TOTAL OF SUMMARIZED TRANSACTIONS: 1189/33623174.61

ALL HASH TOTALS SHOULD EQUAL

Possible Errors:PROCESS NOT RUN - ALREADY RUN FOR THIS FY/PERD PROCESS NOT RUN - FGRCTRL, FGRCASH, FGRTBEX OOB PROCESS NOT RUN - PERIOD NOT CLOSED

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Fisc Year TRNH

Before TRNH

After Count

Diff Percent

Diff TRND

Before TRND

After Count

Diff Percent

Diff

99 489 472 -17 -3.48 1,377 758 -619 -44.95

00 961,301 776,734 -184,567 -19.20 1,157,229 971,721 -185,508 -16.03

01 1,140,358 873,989 -266,369 -23.36 1,405,927 1,138,410 -267,517 -19.03

02 1,219,396 946,218 -273,178 -22.40 1,394,753 1,118,035 -276,718 -19.84

03 1,190,779 937,658 -253,121 -21.26 1,339,854 1,086,729 -253,125 -18.89

04 1,079,318 835,043 -244,275 -22.63 1,221,710 977,435 -244,275 -19.99

05 (perd 01-03) 264,017 204,886 -59,131 -22.40 346,885 273,949 -72,936 -21.03

05 (perd 04) 68,358 50,890 -17,468 -25.55 112,077 78,310 -33,767 -30.13

05 (perd 05) 42,614 44,222 1,608 3.77 177,949 57,570 -120,379 -67.65

05 (perd 06) 49,498 50,987 1,489 3.01 189,674 56,739 -132,935 -70.09

Total 6,016,128 4,721,099 -1,295,029 -21.53 7,347,435 5,759,656 -1,587,779 -21.61

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Web-based Cashiering

Purpose:

• Original idea was to replace separate card-swipers, emulate Student payment

• After original demo, SBO’s suggested adding optional fees

• Evolved into almost total replacement for TSAAREV

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A Couple of Handy Database Triggers

• Automatic release of holds when payment is made

• Calculate Student Center Fee based on Academic Year

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TZRSCFE_PIDM: 2863TZRSCFE_ACYR_CODE: 0304TZRSCFE_TERM_CODE: 200403TZRSCFE_DETAIL_CODE: SCR3TZRSCFE_AMOUNT: 10

TZRSCFE_PIDM: 2863TZRSCFE_ACYR_CODE: 0405TZRSCFE_TERM_CODE: 200407TZRSCFE_DETAIL_CODE: SCR3TZRSCFE_AMOUNT: 8.5

TZRSCFE_PIDM: 2863TZRSCFE_ACYR_CODE: 0405TZRSCFE_TERM_CODE: 200503TZRSCFE_DETAIL_CODE: SCR3TZRSCFE_AMOUNT: 1.5

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JV Upload via Microsoft Access

• Loads third-party transactions from external systems to journal voucher documents in Banner

• Transactions are extracted in a comma-delimited flat file (.csv)

• CSV file is uploaded by Microsoft Access via an ODBC connection to a locally-defined table, and are processed into the GURFEED table with a sql*plus script

• Processed by FURFEED and FGRTRNI

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CSV Layout

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CSV File Conditions

• Doc Code should be 6 characters or less, and can be blank. If entered, will be prefixed with Z1. If blank, will use "J" sequence number

• Doc Ref should be 8 characters or less, and can be blank

• Amount can be signed, include 2 decimal places, no commas

• Debit or Credit Indicator - D or C • Description – max 35 characters• Account Index - can be blank

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CSV File Conditions (continued)

• Fund - can be blank. Can default either from Account Index or Org

• Org - can be blank. Can default either from Account Index or Fund

• Acct - can be blank. Can default from Account Index

• Prog - can be blank. Can default from Account Index, Fund if non-blank, or Org if non-blank

• Actv - can be blank• Locn - can be blank• Baseline or local rule class

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MS Access Macro 1…

Loads the CSV transactions using a macro, which:• Clears a local MS Access table (IFTR)• Imports the transactions from the .csv file into

the MS Access table IFTR• Displays the following summary report of the

transactions loaded. This should be checked against the control report from the file extract on the external system before continuing.

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MS Access Macro 2…

Loads the MS Access local table to a Banner table

• Requires sql*plus on the PC• Appends the transactions to the Oracle

table FZRIFTR. • Creates GURFEED rows from any

interfaced transactions that have been loaded in Step 1. The system ID that is used for the feed is IFTR in FTMSDAT.

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Run the Banner processes…

• FURFEED

• FGRTRNI

• FGRTRNR

AND YOU’RE DONE!

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Questions?