History - Review Batches for Disbursements to Pay

For batches that you created to evaluate and automatically approve disbursements or batches you created to review disbursement eligibility for approval, you can use the History tab on the Approve Disbursements to Pay page to:

Review the status of all the batches
Select batches to review the list of students and details about the disbursement approval criteria (DAC)
Cancel batches that have been queued, but have not been executed and completed yet
Retry batches that failed

Prerequisites

You must have:

Common - Processes - View authorization

Either Financial Aid – Processes – Approve Disbursements To Pay – New Batch authorization — OR — Financial Aid – Processes – Approve Disbursements To Pay – Approve Batch authorization

You should also be familiar with the Background for Approve Disbursements to Pay.

Access Method

Select the Processes tile > expand Financial Aid > select Approve Disbursements to Pay.

Procedure to Review Batches for Disbursements

When the Enable Campus Level Security On Batches Select "Yes" if you want Anthology Student to enable campus-level security for batches based on the logged-in user’s permissions for the session default campus. The user will only be able to access batches created for campuses that they can access. If a batch has been created for multiple campuses and the user cannot access at least one of the campuses, the batch will NOT be visible to the user. If you select "No," the logged-in user can view batches from multiple campuses, even if they do not have permission to access the batch details for some students. This setting is enabled by default. A script ensures that batches on the History tab that were created before the implementation of the campus-level security are also filtered based on the new campus-level security. feature is enabled, the page will display only records for students with the latest active enrollments at the campuses associated with the logged-in user. The filtering of records on the History tab is based on the SyCampusId. Records with a NULL value in the CampusID field will be visible to all users. CampusID = NULL is assigned to records that are not in Succeeded status (e.g., Completed, Enqueued).

A clean-up script ensures that batches on the History tab that were created before the implementation of the campus-level security feature are also filtered based on the new campus-level security. The script runs at the batch level per process and assigns SyCampusId values to the records in the batch.

If the registry key setting "Enable Campus Level Security on Batches" is turned off under Settings > System > General, the History tab will load the records based on the default campus setting (Session Defaults).

Example Setup:

Staff 1 has access to Campus 1, Campus 2, and Campus 3.

Staff 2 has access only to Campus 2.

Scenario 1:

Staff 1 selects "All Campuses" (which contains Campus 1, 2, and 3) but only chooses student records from Campus 2.

Expected Result: The batch should process, and Staff 2 should see this batch since the student records fall under their permitted campus.

Scenario 2:

Staff 1 selects "All Campuses" (which contains Campus 1, 2, and 3) and chooses student records from Campus 1 and Campus 2.

Expected Result: The batch should process, but Staff 2 should NOT see this batch since it includes student records outside their permitted campus (Campus 1).

Select the History tab.

Review the status and values for the batches in the list.

Created The date and time the batch was created.

Disbursements The number of disbursements in the batch.

Duration The amount of time it took to process the job or batch.

Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Reviewed Status If your institution has a review status for the batches, the review status of the batch. If your institution requires that batches of disbursements be reviewed before they are posted, the review status. The values are Not Reviewed, Ready for Review, and Reviewed.

Started The date and time when the first job within the batch started executing.

Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

Submitted By The name of the staff member who submitted the background job or batch for processing.

Total The sum of the amounts of all the approved disbursements in the batch.

Type The type of batch.

Highlight the batch record in the Batches grid. Anthology Student displays the details for the batches in the Job Results grid.
If the Reasons column contains View, Hold, or Failed, select the link in the column.

Take the appropriate action.

Task	Action to Take
Cancel batches that have been queued, but have not been executed and completed yet.	Select the Cancel Batch button.
Retry batches that failed (Anthology Student follows the same process and does the same validations it does when you first queued the batch for approval.)	Select the Retry Batch button.
Review the list of students and the status of their approvals for batches that finished.	Select the record for the batch in the list. Anthology Student displays a list of the students in the batch. Review the values in the list. Amount The dollar amount associated with the record. Disbursement Date The date when the disbursement was approved. Job Created The date and time when the job was added to the background job queue. Job Result Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status Select the program versions you want to use to filter. You must have selected one or more programs in the Program list to display the list of program versions. Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization. The remaining columns correspond to the values used to evaluate the disbursement approval criteria. The results indicate: Yes - The disbursement passed all applicable approval criteria at the time the approval process was executed and is eligible to remain in the batch for further processing (review, approval, and posting/export). No - The disbursement did not pass one or more approval criteria when the approval process was executed. The disbursements must be reviewed and either corrected or removed from the batch. The specific reason the disbursement failed eligibility is available by selecting View in the Reasons column. N/A - The approval criteria were not evaluated for the disbursement. This typically occurs when: The approval job has not yet been queued or completed, or The disbursement was not subject to approval criteria at the time the history record was created.

Task

Action to Take

Cancel batches that have been queued, but have not been executed and completed yet.

Select the Cancel Batch button.

Retry batches that failed (Anthology Student follows the same process and does the same validations it does when you first queued the batch for approval.)

Select the Retry Batch button.

Review the list of students and the status of their approvals for batches that finished.

Select the record for the batch in the list. Anthology Student displays a list of the students in the batch.

Review the values in the list.

Amount The dollar amount associated with the record.
Disbursement Date The date when the disbursement was approved.
Job Created The date and time when the job was added to the background job queue.
Job Result Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.
Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch.
Job Status Select the program versions you want to use to filter. You must have selected one or more programs in the Program list to display the list of program versions.
Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

The remaining columns correspond to the values used to evaluate the disbursement approval criteria. The results indicate:

Yes - The disbursement passed all applicable approval criteria at the time the approval process was executed and is eligible to remain in the batch for further processing (review, approval, and posting/export).
No - The disbursement did not pass one or more approval criteria when the approval process was executed. The disbursements must be reviewed and either corrected or removed from the batch. The specific reason the disbursement failed eligibility is available by selecting View in the Reasons column.
N/A - The approval criteria were not evaluated for the disbursement. This typically occurs when:
- The approval job has not yet been queued or completed, or
- The disbursement was not subject to approval criteria at the time the history record was created.