Managing Existing External Award Transactions

You can view transactions, correct data, and run the External Award Load process for a specific student using Manage External Award components. The pages in the component contain similar information, but vary by the search record used.

This section discusses how to:

Manage external award data.
Manage external award data by type.
Manage external award data by status.
View and load a student's external award data.

Page Name	Definition Name	Navigation	Usage
Manage External Award Data	SFA_EA_STAGE_MGMT	select Financial Aid, then select Awards, then select External Awards, then select Manage External Award Data, then select Manage External Award Data	View and update external award data in the External Award Staging table. Retrieve search results by transaction number, transaction date, source (external file, Self Service, manual entry, Student Financials, or loan certification file), or file mapping ID.
Award Disbursement Detail	SFA_EA_DISB_DTL	Click the Detail link on the Award tab of the Manage External Award Data page. Financial Aid, Awards, External Awards, Manage External Award Data	Enter additional details relevant to the external award transaction.
Manage External Award Data by Type	SFA_EA_STAGE_MGMT1	select Financial Aid, then select Awards, then select External Awards, then select Manage External Awards by Type, then select Manage External Award Data by Type	View and update external award data in the External Award Staging table. Retrieve search results by the type categories entered in the External Award Type page.
Manage External Awards Data by Status	SFA_EA_STAGE_MGMT3	select Financial Aid, then select Awards, then select External Awards, then select Manage Awards by Status, then select Manage External Awards Data by Status	View and update external award data. Retrieve search results by processing status.
External Awards	SFA_EA_STAGE_MGMT2	Financial Aid, Awards, External Awards, Manage Student External Awards, External Awards	View and update external award data by student. When you use the page to make a remote call of the External Award Load process for a specific student, only external award transactions with an Unprocessed status are loaded.
Award Summary	SFA_EA_AWARD_SUMVW	select Financial Aid, then select Awards, then select External Awards, then select Manage Student External Awards, then select Award Summary	View all existing awards and need summary for a student.
Award Disbursement Detail	SFA_EA_DISB_DTL2	Click the Detail link on the Award tab of the Manage External Award Data page (Manage Student External Awards component).	Enter additional details that are relevant to the external award transaction.
Enter comments for this award	SFA_EA_COMMENT_SEC	Click the Comments link on the Status tab of the Manage External Award Data page.	Add a comment and optionally choose to display it on the student's self-service page.

Access the Manage External Award Data page (select Financial Aid, then select Awards, then select External Awards, then select Manage External Award Data, then select Manage External Award Data).

Image: Manage External Award Data page, Student Information tab

This example illustrates the fields and controls on the Manage External Award Data page, Student Information tab.

Image: Manage External Award Data page, Award tab

This example illustrates the fields and controls on the Manage External Award Data page, Award tab.

Image: Manage External Award Data page, Status tab

This example illustrates the fields and controls on the Manage External Award Data page, Status tab. You can find definitions for the fields and controls later on this page.

This page displays all external award transactions (sequence numbers) associated with the transaction number. Each row of data is associated with an EMPLID and has segmented all relevant external award fields into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all columns of data.

You can update the external award transaction until it has a status of Processed or Adjusted.

Student Information tab

Field or Control	Definition
Status	Indicates the status that is specific to an external award transaction Values are: `Adjusted:` System-assigned. Assigned during the batch External Award Load process if the transaction encountered a condition as noted in the Multi-Career batch run control option or the Term Mismatch batch run control option. Options allow transactions to be set to either `Adjusted` or `Error.` `Duplicate:` Either set manually or set when multiple transactions with the same attributes are found during the External Award Load process. `Error:` Transactions with an `Error` status have an accompanying Error code located on the Status tab. This status is assigned during the External Award Load process if an error occurred during the transaction. `In Process Abend:` Assigned to transactions selected for a particular External Award Load process. If the program terminates during processing, batch transactions remain at this status. `Processed:` Assigned by the system to indicate a successful External Award Load run. `Reported:` Assigned to all new external awards with a Data Source value of `Self Service.` `Skip:` Based on the Search/Match option. `Suspend:` Based on the Search/Match option, Multi-Career batch option, or Term Mismatch batch option. `Unprocessed:` Indicates that no attempt was made by the External Award Load process. All transactions start with this value except student-reported aid (Self Service).

Field or Control

Definition

Status

Indicates the status that is specific to an external award transaction Values are:

Adjusted: System-assigned. Assigned during the batch External Award Load process if the transaction encountered a condition as noted in the Multi-Career batch run control option or the Term Mismatch batch run control option. Options allow transactions to be set to either Adjusted or Error.
Duplicate: Either set manually or set when multiple transactions with the same attributes are found during the External Award Load process.
Error: Transactions with an Error status have an accompanying Error code located on the Status tab. This status is assigned during the External Award Load process if an error occurred during the transaction.
In Process Abend: Assigned to transactions selected for a particular External Award Load process. If the program terminates during processing, batch transactions remain at this status.
Processed: Assigned by the system to indicate a successful External Award Load run.
Reported: Assigned to all new external awards with a Data Source value of Self Service.
Skip: Based on the Search/Match option.
Suspend: Based on the Search/Match option, Multi-Career batch option, or Term Mismatch batch option.
Unprocessed: Indicates that no attempt was made by the External Award Load process. All transactions start with this value except student-reported aid (Self Service).

Award tab

Field or Control	Definition

Load Action	Select the Load Action for the External Awards being entered. `Offer` – Select `Offer` to allow the External Award process to post the transaction as an award with an Award Status of `Offer` and populate the Offered amount fields. If there is an existing award with matching Item Type, the award action must also be in `Offer` status to allow External Award processing to post successfully. Note: The corresponding Disbursed Amount fields are disabled when the Load Action is set to `Offer`. `Offer/Accept` – Select `Offer/Accept` to allow the External Award process to post the transaction as an award with an Award Status of `Accept`. Both Offered and Accepted amount fields are populated. `Offer/Accept` is the default value.
Item Type	(Required) If this field is blank, the External Award Load process uses the External Award Item Type Cross Reference setup to determine the item type to be added or updated, based on the award type and source provided. If neither is provided or the item type is not found in setup, the External Award Load process returns an Error code of `Error` with accompanying Error Message Code 606 (item type not found).
Rel Item (related item)	Available only when the Loan Cert check box is selected. Use to determine Stafford Subsidized and Unsubsidized eligibility. The related item type group should identify both a Subsidized and Unsubsidized Stafford item type for potential awarding.
Loan Cert (Loan Certification)	Indicates a Loan Certification Request with a corresponding related item type group or item type. Loan Certification always uses an Entry Code value of `New.` If the item type to be posted already exists on the student's award record, the External Award Load process returns a status of `Error` with accompanying Error Message code 612 (Invalid Report Code of `New.)` If the Packaging process determines that the student is not eligible for the loan, the External Award process returns an error code of `Processed` with accompanying Error Message Code 646 (Student is not eligible for this award).
Description	Appears on student self-service page to describe external award.
Detail	Click the Detail link to access the Award Disbursement Detail page.

Status tab

Field or Control	Definition
Entry Code (Reporting Code in the record layout)	(Required) Used to determine how transaction data is posted to the student's award package. `New:` If the item type to be posted already exists, the External Award Load process sets the transaction to `Error.` Use for external awards reported once each aid year. `Replace:` Default value when you are entering transactions manually. Use this value to change an existing annual amount and disbursement details of an award. If the item type to be posted does not already exist, the External Award Load process treats this transaction as if the Entry Code value is `New.` `Append:` Use to add to an existing award. Append transactions can increase the annual award amounts, specific disbursement IDs, or both. If the item type to be posted does not already exist, the External Award Load process treats the transaction as if the Entry Code value is `New.`

Field or Control

Definition

Entry Code (Reporting Code in the record layout)

(Required) Used to determine how transaction data is posted to the student's award package.

New: If the item type to be posted already exists, the External Award Load process sets the transaction to Error. Use for external awards reported once each aid year.
Replace: Default value when you are entering transactions manually. Use this value to change an existing annual amount and disbursement details of an award. If the item type to be posted does not already exist, the External Award Load process treats this transaction as if the Entry Code value is New.
Append: Use to add to an existing award. Append transactions can increase the annual award amounts, specific disbursement IDs, or both. If the item type to be posted does not already exist, the External Award Load process treats the transaction as if the Entry Code value is New.

Access the Manage External Award Data by Type page (select Financial Aid, then select Awards, then select External Awards, then select Manage External Awards by Type, then select Manage External Award Data by Type).

Image: Manage External Award Data by Type page, Student Information tab

This example illustrates the fields and controls on the Manage External Award Data by Type page, Student Information tab.

Image: Manage External Award Data by Type page, Award tab

This example illustrates the fields and controls on the Manage External Award Data by Type page, Award tab.

Image: Manage External Award Data by Type page, Status tab

This example illustrates the fields and controls on the Manage External Award Data by Type page, Status tab. You can find definitions for the fields and controls later on this page.

This page displays all external award transactions (sequence numbers) associated with the transaction number. Each row of data is associated with an EMPLID and relevant external award fields are displayed in three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all columns of data.

You can update the external award transaction until it has a status of Processed or Adjusted.

You can filter results by processing status, entry code, or both.

Access the Manage External Award Data by Status page (select Financial Aid, then select Awards, then select External Awards, then select Manage Awards by Status, then select Manage External Award Data).

Image: Manage External Award Data by Status page, Student Information tab

This example illustrates the fields and controls on the Manage External Award Data by Status page, Student Information tab.

Image: Manage External Award Data by Status page, Award tab

This example illustrates the fields and controls on the Manage External Award Data by Status page, Award tab.

Image: Manage External Award Data by Status page, Status tab

This example illustrates the fields and controls on the Manage External Award Data by Status page, Status tab. You can find definitions for the fields and controls later on this page.

The Manage External Award Data by Status page displays all external award transactions (sequence numbers) associated with the transaction number. Each row of data is associated with an EMPLID and all relevant external award fields are segmented into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all three sets of fields.

You can update the external award transaction until it has a status of Processed or Adjusted.

You can filter results by processing status, entry code, or both.

Access the External Awards page (select Financial Aid, then select Awards, then select External Awards, then select Manage Student External Awards, then select External Awards).

Image: External Awards page, EA Transaction tab

This example illustrates the fields and controls on the External Awards page, EA Transaction tab.

External Awards page, EA (external awards) Transaction tab

Image: External Awards page, Award tab

This example illustrates the fields and controls on the External Awards page, Award tab.

Image: External Awards page, Status tab

This example illustrates the fields and controls on the External Awards page, Status tab. You can find definitions for the fields and controls later on this page.

This page displays all external award transactions for this ID. Each row of data is keyed by transaction number and sequence number. All relevant external award fields are segmented into three grid tabs: Student Information, Award, and Status. Click the icon to the right of the tabs to display all three sets of fields.

You can update the external award transaction until it has a status of Processed or Adjusted.

You can filter results by type, source, and processing status.

See Managing External Award Data.

Field or Control	Definition
Aid Processing Status (Also known as Package Status)	Display-only field. If the Aid Processing status is `Packaging Completed` and you click the Load button to run an online External Award Load process, the value changes to `Repackage,` making the student a candidate for the batch Repackaging process. That is, this field is updated after you run the External Award Load process only if the prior status was `Packaging Completed.` You can change the status on this page. During the batch External Award Load process, use the Exclude Equation parameter to prevent selected IDs from having the status change to `Repackaging.` See Loading Data to the Student Award Table.
Load	Click the Load button to run the External Award Load process for all transactions for this student that have an `Unprocessed` status.

Field or Control

Definition

Aid Processing Status (Also known as Package Status)

Display-only field.

If the Aid Processing status is Packaging Completed and you click the Load button to run an online External Award Load process, the value changes to Repackage, making the student a candidate for the batch Repackaging process.

That is, this field is updated after you run the External Award Load process only if the prior status was Packaging Completed. You can change the status on this page. During the batch External Award Load process, use the Exclude Equation parameter to prevent selected IDs from having the status change to Repackaging.

See Loading Data to the Student Award Table.

Load

Click the Load button to run the External Award Load process for all transactions for this student that have an Unprocessed status.

Managing Existing External Award Transactions

Pages Used to Manage Existing External Award Transactions

Managing External Award Data

Student Information tab

Award tab

Status tab

Managing External Award Data by Type

Managing External Award Data by Status

Viewing and Loading a Student's External Award Data