9.2 External File Load - Group Post

Purpose: Use this as a resource for how to process an external file load and group post in ctcLink

Audience: Student Financials Staff

External File Load

Navigation: Student Financials > Charges and Payments > Group Processing > External Files

  1. On the External Files page, create or choose a Run Control, then select the Search or Add button.
External Files page - Find an Existing Value tab
  1. When creating a new Run Control, parameters are set on the External Files page.
  2. Enter the Business Unit aligned to the Layout you intend to use. 
  3. Enter the File Directory information from where you are uploading the data file.
    1. The File Directory information needs to be setup on the custom pages found at  Peopletools > CTC Custom > Extensions > File List Table and Peopletools > CTC Custom > Extensions > Upload/Download Files.
File List Table page
Upload Files page
  1. Enter the appropriate Group Type into the Group Type field.
  2. Select the Save button.
External Files page

EXAMPLE: Below is an example of the completed External Files Parameters page.

Example of External Files Parameters page
  1. The Layout ID needs to match the format of the file being uploaded. When creating a run control for a new type of file, a new external file layout may need to be created as well.

Creating an External File Layout

Navigation: Set Up SACR > Product Related > Student Financials > External File Layouts

  1. Select the Add a New Value tab.
  2. Enter the appropriate SetID.
  3. Enter the Input File Layout ID.
  4. Select the Add button.
External File Layouts Add a New Value tab
  1. The Field Details 1 tab displays the External File Layout and indicates where certain information begins and ends within the file .
Detail Field Use
  1. Select the Load External File button in the top left of the screen to return to the External Files page.
  2. Once returned to the External Files page, select the Run button.
External Files Run button
  1. On the Process Scheduler Request page, select the SF External File Load check box.
  2. Select the OK button.
Process Scheduler Request with SF External File Load highlighted
  1. This will result in a new entry on the Create Group Data Entry Page.

      Navigation: Student Financials > Charges and Payments > Group Processing > Create Group Data Entries

Group Data Entry - Posting Status higlighted
  1. This file can be drilled into and then Saved, so the Edit Status changes to "Edited" and the Posting Action is "Available" for posting.
Group Entry tab - Effective Status section highlighed
  1. After this process is done, it will change the Posting Status on the surface Group Data Entry search page from "Not Posted" to "NOT Comp.".
Group Data Entry Posting Status

Group Post Transaction

Navigation: Student Financials > Charges and Payments >  Group Processing > Post Transactions

  1. Enter the Starting Group ID, or Group ID Range if more than one, from the group that you edited and saved.
  2. Select the Run button.
Post Transactions page - Starting and Ending Group ID highlighted
  1. On the Process Scheduler Request page, under the Process List section, select the Group Posting Process check box.
  2. Select the OK button.
Process Scheduler Requesat page - Group Posting Process check box highlighted

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