Apply Borrower and Loan Records

You can find the Apply Borrower and Loan Records function under the Inbound tab. Use this function to add new borrower information to CLM from a data file or batch that has already been uploaded to the system. The borrower information added to the system includes loan origination data and any borrower address changes associated with the record. In addition to adding new borrower information through this function, you can also view the contents of an uploaded data file and delete a data file.

Prior to applying the data to the system, you need to upload the data through the Inbound Borrower and Loan Records function. Once you inbound (upload) the data, the system creates an entry on the Apply Borrower and Loan Records screen. From there, you can select the data and apply it to the system. If there are no uploaded borrower/loan data files in CLM, you will see a message that there are no files awaiting origination.

You also have the option to create and enter your own batches. Find out how to do this in the Create an Inbound Borrower and Loan Records Batch help topic.

To View a File

On the Apply Borrower and Loan Records screen, you will find a list of uploaded, but unapplied, borrower/loan data files. To view the contents of any of these files, click on the Magnifying Glass icon. You will not be able to change any of the data on this screen. Its only purpose is to allow you to see each of the records included in the file.

To Add Records

The Add Records link on the right side of the display is used to add additional borrower and loan records to the selected file. See the Create an Inbound Borrower and Loan Records Batch help topic for information pertaining to the values that may be entered into the various fields.

To Apply a File to the System

Once a Borrower/Loan data file has been inbounded to CLM, the data records it contains can be applied in either an Automatic or Manual Mode. Choose Manual Processing when you want to review and edit the data records as they are being applied to the system.

To Apply an Inbound Borrower and Loan File-Automatic Mode

To process a file automatically, first select the Yes radio button on the Automatic Processing? selection line. Next select the desired file(s) by clicking in the checkbox located to the left of the file name. Once you have made your selections, click the Save icon located in the Function Bar.

 

The system will edit the contents of the selected file(s), and apply valid records to the database. When all files and records have been processed, the Summary Results Screen is displayed, as shown below.

 

 

The processing result for each record set (as indicated by the ID number) is shown. Errors are indicated by a record status that begins with "2" (see red arrow in the above example). Records that were in error are logged on the report, and the record is retained in the file, unapplied.

When you return to the Apply Borrower & Loan Records screen, it is refreshed to reflect that your selected file or files have been processed. If all records in a file were successfully processed, the number of Unprocessed records is updated to 0. If one or more records had errors, the count indicates the number of records that were not processed. Most errors that you will encounter will be inconsistencies between the system the file was created in (probably the Financial Aid Office at your institution) and CLM. Use the Manual Mode to make the changes to these records and reprocess the file. If you encounter an error that you cannot resolve, call the ActionLine for assistance.

To Apply an Inbound Borrower and Loan File-Manual Mode

To process a file manually, first select the No radio button on the Automatic Processing? selection line. Next select the desired file by clicking in the checkbox located to the left of the file name. Only one file at a time can be selected for manual processing. When a file has been selected, click the Save icon located in the Function Bar.

 

The file you selected is opened in "Review/Edit/Apply" mode. Up to two borrower/loan records are retrieved from the file and displayed on this screen. Each record corresponds to records 1 to 5 from the original Inbound file.

 

 

You can edit the record by clicking on the appropriate data field and revising the field value. See the Create an Inbound Borrower and Loan Records Batch help topic for information pertaining to the values that may be entered into the various fields.

 

You can also skip a data record by clicking on the checkbox located in the upper left corner of the record form. Skipping is useful when you are unable to resolve CLM edit errors, but want to continue with the review/edit/apply process.

 

NOTE: Skipping a record results in the record being retained in the file, unprocessed. To go back and process a skipped record after you have finished reviewing the file, click on the Clear Skips link next to the number of unprocessed records for that file. This will place the skipped record into the Unprocessed count. From there you can apply the file again by checking the box next to that file name and clicking on the Save icon.

 

To apply the displayed record(s), click on the Save icon. Clicking the Save icon will trigger an initial edit process that validates the displayed record data. If there are not any errors, the data will be applied to the system. If there are errors, they will be displayed in a pop-up dialog box. You can either edit the record to fix the errors, or you can skip the record and continue reviewing the rest of the records in the file.

 

Once you have reviewed all of the records, you will notice that the Apply Borrower and Loan Records Screen is updated to reflect the number of Unprocessed (Skipped) records in the file you were reviewing.

 

If you wish to end the review process before you have reviewed all of the records in the file, you can simply close the review/edit window. Any unprocessed records will remain in the inbound file. The file's Unprocessed records count will be updated to reflect the number of records remaining in the file.

 

To Delete a File

To delete one or more Inbound Borrower/Loan data files, select the desired file(s) by clicking in the checkbox next to the file name. After selecting the file(s), click on the Delete icon located in the Function Bar. You will be given the option to continue with the delete or cancel it.

 

NOTE: When you delete a file, it is not purged from the system. If you go to the Reports tab and choose the Inbound Borrower and Loan Records Report from the drop-down list in the menu, you can run a report on any batch that has been inbounded to your system. This report will show you the status of each record in the file, including if it has been deleted.