Exporting bills to student accounts -- only for bills from before July 1.
- Article Type: General
- Product: Aleph
- Product Version: 20
Description:
We are working on a project to automate our student billing in Aleph. Part of the process is to run p_cash_09, which generates the export file & updates the status to Transferred to AR". We are planning to switch over to this on July 1st.
What are the options for updating the status of existing transactions (prior to July 1st) so that they will not be exported? I know that one option is to run cash-09 in production prior to making the switch. The problem with that option is it will show that the bills have been "Transferred to AR", when they haven't been. Are there other statuses that would prevent them from being exported?
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We will only be exporting bills for students, not faculty staff (the bills are going to student accounts). We are generating a patron input file prior to running cash-09 to limit the output to currently enrolled students.
In the past, and up through the end of June, student bills were not exported, but the information was sent to student accounts by email. My understanding is that the procdure was to "cancel" the bill in Aleph, after it was sent. Since this was a manual procedure, I'm not confident that it was done consistently 100% of the time. I'm also not sure whether this practice has changed over time.
The main concern is to make sure that we don't export a bill to student accounts that had previously been sent by email.
Resolution:
There are cases of current undergrad students (status '05') who still have active cash records:
abc50@ABCU> select substr (Z31_DATE_X,1,6), count(*) from z31 where z31_status = 'O' and substr (z31_rec_key,1,12) in (select substr (z305_rec_key,1,12) from pwd50.z305 where z305_bor_status = '05' and z305_expiry_date >= TO_CHAR (SYSDATE, 'YYYYMMDD') ) group by substr (Z31_DATE_X,1,6) ;
**** Hit return to continue ****
SUBSTR(Z31_DATE_X, COUNT(*)
------------------ ----------
200903 6
200905 6
200908 6
200912 2
201001 3
201002 1
201005 3
201007 6
201011 3
201012 23
201102 9
201103 7
201104 19
201105 216
201106 6
I think the best thing would be to clean up the cash for these 52 patrons, selected as shown in the following SQL:
abc50@ABCU> select unique substr (z31_rec_key,1,12) from z31 where z31_status = 'O' and substr (z31_rec_key,1,12) in (select substr (z305_rec_key,1,12) from pwd50.z305 where z305_bor_status = '05' and z305_expiry_date >= TO_CHAR (SYSDATE, 'YYYYMMDD') ) order by substr (z31_rec_key,1,12);
**** Hit return to continue ****
SUBSTR(Z31_REC_KEY,1,12)
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MLC200016254
MLC200017827
MLC200017860
<etc.>
- Article last edited: 10/8/2013