There are a few different methods to look-up an entity (student or non-student) on Banner. If you know the ID Number of the entity, you may use SPAIDEN and enter the ID Number. By performing a Next Block function and using the Options in the Navigation Panel, you will be able to view information about the entity.
If you are unsure of the ID Number or only have partial number or Last Name information, the better form to use will be TZAIDNS. This form allows you to search by ID Number or by Last Name and First Name combinations. The address information is displayed in the bottom portion of the screen. Based on the entity highlighted, the corresponding address information will be displayed at the bottom.
First, when entering an ID Number in the field, be sure the name matches. This is a good habit to maintain: verify the name matches the ID Number.
Second, verify the address. This is also helpful to ensure the correct account is being viewed.
As a general rule, accounts that begin with and F, FC, FF, FP, FR, FCT, FRF, or 888 are not used for regular charges. Each of these accounts has been set up for special circumstances and is used by specific departments for specific charges. They should not be used by the entire University community.
If you are in doubt about which account to use, please contact the Bursar’s Office. They can help you make an informed decision about an account.
There are two forms we would suggest that you use to view transaction information. The first is TSAAREV. This form will display all financial transactions for the entity. The form displays transactions by Detail Codes showing Charges, Payments and Balance. The Second is TSADETL. On this form you will see transaction information by Detail Code showing Amount and Balance. On both forms, additional data is displayed for each transaction.
Users are able to view a HOLD on an account a few different ways. When accessing TSAAREV or TSADETL and performing a Next Block function, if an account has a HOLD on it, no data will be displayed. This is a clue that a HOLD is on the account. The cursor will default to a field and simply enter 222. Perform a Next Block and the data will be displayed.
When a ‘Y’ appears in the HOLDS field, you may click on the Flashlight and view the HOLDS currently on an account. If the ‘To’ date has passed, the HOLD has been released.
By using either TSAAREV or TSADETL, you will see in the Balance field 0.00 for all charges that have been paid in full. If the amount is greater than 0.00, but less than the original charge, a partial payment has been applied to the charge.
These Term Codes identify transactions that have had action taken against them. For example, for transactions listed as Term 000099, these charges have been placed with a collection agency. Transactions in Term 000098 are currently in the pre-write off process, and transactions in Term 000097 are written off. These funds the University has determined they will not receive. However, it does not release the individual's responsibility to Virginia Tech, only that we are not actively attempting to collect.
To view the ‘true’ account balance for any account, use TZIAREV. You may access this form directly or reach it by selecting it from the Navigation Panel on TSAAREV. This form summarizes all transactions by Detail Codes and provides totals for each. It also gives amounts by Total Charge and Total Payment on the account. As a result, the Total Amount Due is displayed.
There are two address types that may be used in mailing statements. They are the BI and MA address types. When confirming an address, if the MA is correct and that is the address the statement should be mailed, all is good. If there is a BI on the account, this is the address where the statement will be mailed. Confirm this address is correct.
It is not necessary to have both a BI address type and an MA address type, if they are both the same. It is important to remember, the BI is the address where the statement will be sent. If there is no BI, the statement process will look for an MA.
Each transaction in Banner Accounts Receivable is associated with a Detail Code. This is true for both charge and payments. Each Detail Code is unique to itself. As a user, it is not necessary to memorize these detail codes as there is a description available for each.
Students who have Financial Aid, Third Party Payments, Tuition Remission or other outside money available to them will have an amount in the Memo Balance field. This amount will be displayed once it is associated to a student until about a week before classes begin. At that point, the amount will soon reflect as a payment on the students account.
For a brief time, money that was in the Memo Balance field will appear in this field. This field displays amounts that will be made available to the student and reflect as a payment on their account.
An account may have comments associated with it for many reasons. The most common may be when an entity disputes a charge and has contacted the Bursar’s Office. All conversations with the student will be documented.
There are others reasons comments are entered on an account. If a payment arrangement has been made with the Bursar’s Office to either remove a hold or to stop a hold from being put on an account. There also may be comments concerning the release of confidential information to other family members.
Any comment can be made and is very helpful to anyone using Banner Accounts Receivable. It is often a good practice to follow, look at the comments for each account. They can provide a history of conversations with others.
Tuition Remission is the means for a department or departments to pay for the tuition and associated fees for students. The Tuition Remission is a process with multiple steps. First the department places the award for the student. This is done on TZATRAW. This entry will, prior to classes, reflect as a payment on the student’s account. Later, the funding for the award must be completed by the department. This is accomplished by using the form TZATRAF. For additional information concerning Tuition Remission, please refer to www.co.vt.edu under the heading General Accounting. A document has been posted to provide an overview of the Tuition Remission system.
To view the award as it appears as a payment, access TSAAREV. About 10 days prior to classes beginning, the awards will be posted from the Memo Balance field as payments to the students account.
To see all Tuition Remission amounts that have been awarded to a student while at Virginia Tech, access TSAACCT. After performing two Next Block functions, select from the Navigation Panel, View Exemptions/Contracts. Displayed at the bottom, by semester will be all awards for that student. You will be able to view the Contract Number, Term, and the Maximum Amount of the Award.
For instructions, see Ensuring that Charges Are Paid to Departments in Banner.
There are several reports available to the users. There are two Accounts Receivable Web Reports available to users. These reports are Charge/Payment Report by Charge Code and Charge/Payment Report by Fund and Account. These reports provide a snapshot for departments.