Controller’s Office Cash Distribution

Table of Contents:

CONTROLLER’S OFFICE CASH DISTRIBUTION

REPORTER FINANCES TAB

Orders

Refunds

Pending Refunds & Overpaid Orders

History

Orders Not Paid

Invalid Orders

Invalid Order Numbers

Reconciled Overpayment Orders

Cancelled Orders

All Orders

• CONTROLLER’S OFFICE CASH DISTRIBUTION

• The Controller’s Office will either manually post or electronically upload REPORTER transactions where receipts have cleared the bank, posting the Bank Cleared (yes or no) and Bank Financial Reference number
• AOE Business Operations Office may run the report, exporting to Excel to assist in the reconciliation of outstanding transactions and those posted to REPORTER’s clearing account.  AOE Business Office will provide bank clearing information to department business offices when requested and assist with reconciliations

• REPORTER FINANCES TAB

• The Finances tab is only available to those NC State employees who have REPORTER financial access roles as requested and approved through the University’s Security Access Request (SAR) application.
• The Finances tab contains several screens with various types of information to be used to view registrations, payments status, refunds, orders not paid, invalid orders and cancelled orders

• Orders

• In this section, the business office may view all the orders for their unit
• Each column may be sorted.  Employees with financial roles are able to post payments for transactions processed as either POS Terminal, Other (IDS, Wire Transfer, Cash), Check, or NelNet Correction
• Search
• The search options are varied, allowing the business office to refine searches:
• Order Creator
• Name on Registration
• Order #
• Total
• Order Date
• Payment Type (Pay Now - Online Credit Card or Pay Later)

• NOTE:  Orders listed without a designation of Pay Now or Pay Later are those orders that are still in the participant’s cart, but the participant has not yet checked out.

• Course ID
• Course Title
• Department ID (2 and 4 digit OUC search)
• Project ID
• Transaction ID

• View Details

• The business office may select an order and view the order contents, the Order creator, view and edit the payment information (post payment), resend an Order Summary to the order creator/participant, or download the order in Excel or CSV format

• Email

• Business Offices may also send an email to participants reminding them of payment or other information concerning their registration(s)

• Administrative Payment

• For registrations where an Affiliate has registered multiple  participants and has sent payment for all registrations, the system allows for application of one payment for multiple registrations by Administrative User of REPORTER with the proper permissions. Column is “Yes”, the payment will be provided by the Participant Administrator or Affiliate and not the individual participant (registrant). ‘No” means the participant must pay, individually.

• Export

• The data may also be downloaded to Excel or CSV

• Download Order Summary

• Business units may wish to review the order information to assist with reconciliation

• Refunds

• Refunds provides two sections: Pending Refunds and History.

• Pending Refunds & Overpaid Orders

• Business Units will receive a notification that attention is required for a refund request that has been approved by the Course Administrator or Program Administrator.   Refunds resulting from an order overpayment are also listed in this section.  

• History

• A listing of all refunds resulting from an approved refund request and reconciled (refunded) overpayment processed and posted as processed in REPORTER.  Business units are able to download the Refund Summary sent to Participant to support reconciliation activities

• Orders Not Paid

• Orders not paid as of the current date for the business unit  (Pay Later)
• Columns are sortable and the Date Created column is provided for aging analysis

• Invalid Orders

• This section has three areas for the business unit to reconcile issues from transactions processed through the Commerce Management Payor

• Invalid Order Numbers

• NelNet returns an invalid order number for a payment when an invalid order number is returned during the Nelnet payment process

• Reconciled Overpayment Orders

• A listing of reconciled overpayments with Order Number, Total, Original Amount Paid, Refund, Refund Type, Processor, and Date Processed. Additionally, Refund Receipt may be downloaded for reconciliation purposes

• Cancelled Orders

• Cancelled are those orders where a participant has selected to checkout, which creates  an Order Number, and then abandons their cart

• All Orders

• A listing of all orders, including cancelled orders.  Again, the business unit may download an order summary;