10.3 and 3.1 Initializing Household Scholarship Used Amounts to Zero
Problem
With the start of the New Year we've issued our 20xy Scholarships. What I'm looking for is a bulk way to reset our Households Scholarship 'Amount Used' to 0.00, so that we can begin with enrollments using the new 20xy Scholarship funds and erase any remaining 20xx Scholarship funds.
Solution
For RecTrac 10.3 and previous, the simplest solution for this is to:
1. Inactivate and expire the 20xx Scholarships (File Maintenance System Finance Codes Maintenance Scholarship Code Maintenance).
2. Run a Global Household Balance Recalc (All Households option) with the Initial Household Scholarship Balance to ZERO option enabled. (Utilities System Household/FM Utilities Household Balance Recalc).
3. Spot check some households to ensure there is no remaining Scholarship balance.
4. Issue your 20xy Scholarships.
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For RecTrac 3.1, run the Scholarship Purge program.
The Scholarship Purge program removes any Scholarship balance for Family Members in the range of Scholarship Codes selected with an Expiration Date within the Date Range selected. The program does not look at or touch the balance on the Scholarship Code, itself. It purges the scholarship balance for Family Members only.
1. In the Standard VSI Design, go to Management Ribbon System Management Financial Management group Scholarship Management and click Scholarship Purge.
2. Click the Picklist icons for Begin and End Scholarship to select your range of Scholarship Codes.
3. Expand the Drop-down list and select the Begin and End Expiration Dates for the Purge process. Scholarship balances with an expiration date within this range will be purged.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select.
4. Use the '?' and 'i' Help icons for field description and examples as needed.
5. Click Process when ready. The process runs on the AppServer. You will be notified when it completes. This program does not take permissions into account nor does it print a purge journal.
Note: To initalize/zero-out the balance on a Scholarship Code, return to the Scholarship Managment DataGrid and update the Amount Used on Scholarship Codes so that it equals the Origianl Amount. The Remaining Amount will be zero. Optionally, you can just set the Scholarship Code to 'Inactive.'