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Creating Batch Refunds

This section discusses:

Note: You cannot refund unsettled credit card payments using the Batch Refund (SFPREFND) process. The process ignores any unsettled credit card payments.

Page Name

Definition Name

Navigation

Usage

Batch Refund

RUNCTL_SFPREFND

select Student Financials, then select Refunds, then select Process Batch Refunds, then select Create Refunds, then select Batch Refund

Define general parameters of the Batch Refund process.

Academic Programs

RUNCTL_SFPREFND_2

select Student Financials, then select Refunds, then select Process Batch Refunds, then select Academic Programs

Specify academic programs to include in the batch refund process.

Accounts/Terms

RUNCTL_SFPREFND_3

select Student Financials, then select Refunds, then select Process Batch Refunds, then select Accounts / Terms

Select account types and academic terms to include in the batch refund process.

Item Types

RUNCTL_SFPREFND_4

select Student Financials, then select Refunds, then select Process Batch Refunds, then select Item Types

Select item types to include in the batch refund process.

Batch Refund Lines

REFUND_LINES

select Student Financials, then select Refunds, then select Process Batch Refunds, then select Review Batch Refunds

View results of the Batch Refund process.

Review Batch Messages

REFUND_MESSAGES

select Student Financials, then select Refunds, then select Process Batch Refunds, then select Review Batch Messages

View warnings or errors generated during the Batch Refund process.

Access the Batch Refund page (select Student Financials, then select Refunds, then select Process Batch Refunds, then select Create Refunds, then select Batch Refund).

Image: Batch Refund page

This example illustrates the fields and controls on the Batch Refund page. You can find definitions for the fields and controls later on this page.

Batch Refund page

Field or Control

Definition
Batch ID

Displays the unique ID assigned after you save your batch refund parameters.
Check Batch Refunds

After you run the process, click to access the Batch Refund Lines page and view created refunds.
Batch Refund Messages

After you run the process, click to access the Review Batch Messages page and view warnings or errors that the system encountered during the process.
Refund Method

Select a refund method.

The value in the Refund Method field on the Refund Setup page (SF Business Unit component) appears here by default.

If you select the Allow Changes in Refund Method check box on the Refund Setup page, you can change the value in the Refund Method field here.
Run Option 1

Select the type of recipients to create refunds for. Values are: Individual Only, Organization Only, or Individual and Organization.

Run Option 2

Select the types of credits to create refunds for. You can create refunds for financial aid credits (credits with an item type classification of Financial Aid), nonfinancial aid credits (credits with an item type classification other than Financial Aid), or both.
Report Only

Select to generate a report listing what refunds the system would create. When selected, the process does not actually create the refunds listed in the report.
Calc Tuition if Required (calculate tuition if required)

Select to calculate tuition for students who have not already had their tuition calculated or who need tuition recalculated.
Sponsor Refund Option

Select whether you want to include sponsors in the process, and if so, what types of sponsors.
Refund Item Type

Select the item type to assign to the refunds that the Batch Refund process creates.
Address Usage

Enter how the system chooses the proper address for each refund.
External Org Contact Type (external organization contact type)

Displays the contact type that you specified on the Refund Setup page of the SF Business Unit component. The system uses this contact type to determine the recipient of any organization refunds generated by the batch process.
Refund Service Impact

Displays the refund service impact that you specified on the Refund Setup page of the SF Business Unit component. The system uses this service impact during the batch process to identify any students who should be prevented from receiving a refund.
Event ID

This field is available only if A/P is selected in the Refund Method field on the SF Business Unit - Refund Setup page.

The value that appears in this field by default is based on the Event ID field value on the Refund Setup page in the SF Business Unit component.

The batch refunding process stamps the refund data with the event ID that you select here and the 3C engine uses the value when it generates email notifications.

See Understanding Refunding Setup.

Access the Academic Programs page (select Student Financials, then select Refunds, then select Process Batch Refunds, then select Academic Programs).

Image: Academic Programs page

This example illustrates the fields and controls on the Academic Programs page. You can find definitions for the fields and controls later on this page.

Academic Programs page

Required Parameters

Field or Control

Definition
All Programs

Select to include all academic programs in the batch process.

Academic Programs

This group box is available only if you clear the All Programs check box.

Field or Control

Definition
Academic Program

Select the academic program to include in the process.

Program Status

Field or Control

Definition
All Statuses

Expand this scroll area to select academic program statuses to include in the batch refund process. The system creates refunds only for those students with the statuses you select. Alternatively, you can click the All Statuses button to populate all the statuses in the grid. This should be used with caution because statuses included are Deceased, Dismissed, and other statuses for which you may not want refunds processed. You can click the button and then delete the status rows that you do not want included for refund processing.

Access the Accounts/Terms page (select Student Financials, then select Refunds, then select Process Batch Refunds, then select Accounts / Terms).

Image: Accounts/Terms page

This example illustrates the fields and controls on the Accounts/Terms page. You can find definitions for the fields and controls later on this page.

Accounts/Terms page

Field or Control

Definition
All Accounts and All Terms

Select to include all account types and academic terms in the batch refund process. If you clear either check box and click Refresh, a scroll area appears. Add the accounts and terms to process.

Access the Item Types page (select Student Financials, then select Refunds, then select Process Batch Refunds, then select Item Types).

Image: Item Types page

This example illustrates the fields and controls on the Item Types page. You can find definitions for the fields and controls later on this page.

Item Types page

Field or Control

Definition
All Item Types

Select to include all item types in the batch refund process. If you clear the check box, use the Item Type From and Item Type To fields to define the range of item types to include in the batch refund process.