Inbound Borrower and Loan Records

You can find the Inbound Borrower and Loan Records function under the Inbound tab. Use this function to inbound (upload) new borrower information, borrower address changes, and loan origination data into CLM from a batch or from a Borrower and Loan Record data file already created. This information will usually come from your Financial Aid Office.

NOTE: The Borrower and Loan Record data file created outside of CLM must have a specific format. Click on the following link for information about how to set up the file. Borrower and Loan Data Inbound File Format

You also have the option to create and enter batches of borrower and loan data in lieu of uploading an external data file. To find out how to create your own batch for processing, see the Create an Inbound Borrower and Loan Records Batch help topic.

After you inbound the data, you will need to apply it to the system using the Apply Borrower and Loan Records function.

To inbound a batch or a file, enter the following data on the Inbound Borrower & Loan Records screen and click on the Upload button. When the upload is complete, you are notified and the system creates an entry on the Apply Borrower and Loan Records screen. Your data is now ready to be applied to the system.

To inbound additional files, click on the Upload Additional Files link. This returns you to the file name entry screen.

Field Name	Required?	Size/Format	What to Enter
Batch Name	Enter either a Batch Name or File Name	30 characters; alphanumeric	Enter the name of the batch you want to upload. A batch can be created through the Apply Borrower and Loan Records function.
File to Inbound	Enter either a Batch Name or a File Name	Alphanumeric; or use the Browse button to select a file	Enter the name of the file you wish to upload. The file name should include the file access path, including the directory name, and should end in a .clm extension. The file can be located in any directory on any file server to which you have access. Example:  s:\clm\inbound_files\newloans.clm The majority of data you are going to upload will come from your Financial Aid Office. You will find this data in a directory that was designated for this purpose as part of your system set-up. (The directory location is defined in the Inbound/Outbound Parameters within System Configuration under the Office Management tab.)
Bank Account	Required	Drop-down list	The Bank Account defaults to the one listed in the General Parameters within System Configuration under the Office Management tab. You can override the default by selecting another ledger account from the drop-down list. The Bank Account chosen will be credited for the amount of the loans within the file.

Upload Process Errors

The Upload process can potentially result in one of four errors. Each of these is described below.

No File Name Specified

If you receive this error, you have not entered a file name. Click on OK, and enter the name and location of the file you want to upload.

Invalid File Extension

You must enter a file name with an extension of .clm. Click the Upload Additional Files link to enter a valid file name and proceed with the Inbound process.

File Not Found/File Empty

An error will occur if you provide a file name for which CLM cannot find the file at the specified location, or the file is located but is found to be empty (contains no records). Click the Upload Additional Files link to enter a valid file name and proceed with the Inbound process.

School Code/Campus Code Error

An error will occur if the system encounters one or more "Record 1" records (a record that has a value of "1" for the Record Identifier field) containing an invalid School Code and/or Campus Code. A School Code is considered invalid if it does not exist within the CLM database. A Campus Code is considered invalid if it does not exist for the supplied School Code.

The error message indicates which codes are invalid. Correct the errors by entering these new codes into CLM, or by fixing the record(s) in the inbound data file. Once fixed, you can go back to the Inbound Borrower and Loan Records screen to upload the data.

NOTE: The file will be partially uploaded if possible. The record set associated with the invalid school code/campus code will be discarded, and the remaining record sets uploaded if they are free from error.