Disbursements API - Frozen Data

Brady Adcox

My reports team was able to tap into the Disbursements API and create an excellent web report for our Opportunity Administrators to pull lists of processed scholarships to reconcile. When BAM rolled out the new(ish) frozen data feature, it appears to have kicked data associated with opportunities that have been archived for at least 365 days completely off of the tables. From what we can see, there doesn't appear to be a way to pull this information back in through the API integration.

Has anyone else experienced this?

Melissa Harper

@Brady Adcox I believe we are experiencing this same thing!

Our IT Dept has created reports from Disbursement API, that we have used for years, to feed awards to Banner. It is written to pull no non-archived opportunities. HOWEVER, it is now pulling archived opportunities even though it is written specifically not to do so!

I have reached out to support, who was unable to help and just referred me to reading articles.

Have you found a resolution?

Brady Adcox

@Melissa Harper I'm a little confused with the phrasing.

Are you saying your report is written to exclude the archived disbursements and now they've begun to populate with the non-archived disbursements?

I think that's a bit different in that we wrote ours to include disbursements from archived opportunities but they roll off the reports once the corresponding opportunity has hit the 365 day limit and entered the frozen state.

What I haven't gotten to the bottom of with my reports team is whether that effectively pushes that data into a separate API or if it's just excluded altogether. If it is a separate API, we haven't found a way to join the tables to be able to include Life-To-Date disbursements, which is what we intended with our reports.

Brady Adcox

@Melissa Harper
Still no resolution to this, unfortunately. And there doesn't appear to be a frozen data API. The data just drops off once it's frozen.

My biggest frustration with this is, obviously we made this a self-service report for our colleges. We have made this issue known and requested our Opportunity Administrators compare the results to the scholarship expense account in the general ledger to ensure everything lines up, but they'll often forget, generate the report, and send it directly to a donor. Then we have to issue a revision and doctor our report to include what should have been included but was not because it rolled out of the disbursement API.