Export - Import Batch Tracking

You can use the Export - Import Batch Tracking report to generate information about files that have been imported or exported for Application Processing, Clearinghouse, COD, Direct Loan, Pell, SSCR, and SSCE.

The report provides a summary of:

  • List of files and helps the school quickly identify any batches for which the school has not received a response or batches that have been rejected

  • Financial Aid activity that is occurring at the school

If you frequently generate reports with the same selection criteria, you can save the selection criteria under a name. This makes it easier to generate reports in the future with the same selection criteria.

Prerequisites

You must have: 

  • Common - Reports - View authorization

  • Either Reports - Financial Aid - Export - Import Batch Tracking or Financial Aid - All Reports authorization (All Reports provides authorization to view all reports for Financial Aid.) 

To configure the timeout duration for the Export to Excel button, your institution must have configured Export to Excel Timeout in SecondsClosed Enter the Timeout Value in seconds (0-900) for all the SSRS Export to Excel. under Settings > System > General.

Access Method

Select the Reports tile > expand Financial Aid > select Export - Import Batch Tracking.

Procedure to Generate the Report

  1. Specify the data selection criteria.

    ACK File ReceivedClosed Select the option for ACK file received for which you want to generate the report.

    Award YearsClosed The financial aid award year.

    Campus GroupsClosed Specifies the campus group for which the report is generated.

    CampusesClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Date ExportedClosed The date when the file was exported. From and To

    Date ImportedClosed The date when the file was imported. From and To

    File CategoryClosed Select the file category for which you want to generate the report.

    Load Saved CriteriaClosed Select the required saved criteria that you want to load in the selection criteria fields.

    School IDClosed Select the condition for the school ID in the report. The values are Equal To, Not Equal To, Greater than, Less than, Between, Like, and Include All. For example, if you select the condition Between and enter the range (10;50) in the respective value field, the report displays the school IDs between 10 and 50 only.

    School ID ValueClosed Specify the value for school id for which you want to generate the report.

  1. Take the appropriate action.

    Task Action to Take
    View the report

    1.  Select the View Report button. Anthology Student displays the generated report.
    Export the report

    1.  Select the Export to Excel button. Anthology Student displays the Export Report Data dialog box.

    2.  Review, specify, or change the following value.

    Export File NameClosed The name of the exported file.

    3.  Select the Export button.

    Anthology Student exports the generated report as a CSV file which may be viewed in Excel. In some cases, the exported file will contain additional data not displayed in the report on your screen.

    Note: If you entered special characters like *, -, !, (, or ) in the report fields, Anthology Student automatically prepends an apostrophe to those field values upon export to Excel or CSV. The apostrophe is added to reduce vulnerability, as these characters are perceived by Excel as an actionable formula. Once the report is exported to Excel, Anthology suggests using find and replace on the characters only if necessary to restore original values.
    Save the selection criteria

    1.  Select the Save Criteria button. Anthology Student displays the Save Criteria dialog box.

    2.  Specify the name to save the criteria.

    3.  Select the Save button. Anthology Student saves the selection criteria for the report.
    Delete the selection criteria

    1.  Select the Delete Saved Criteria button. Anthology Student displays the Delete Criteria dialog box.

    2.  Select the Delete button. Anthology Student deletes the selected saved criteria for the report.

Details for the Report

In the report:

  • Export - Import Batch Tracking records are sorted by School Name, School ID, and Branch

  • School names are listed in alphabetical order

  • In the Award Year column, Multiple indicates the batches that are not specific to an award year