Correcting Interface Errors

Purpose:    Use this document as a reference to correct Billing Interface Errors in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

You must have at least one of these local college managed security roles:

  • ZZ Billing Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Occasionally when you process a billing interface you may have an error. The interface error will need to be corrected before it can be processed into an invoice. You can correct it by selecting the Interface ID or by Mass Update. After correcting the error, run through the Process Billing Interface process to be able to create the invoice.

Interface IDs are Global.  Although other interface ID’s may be available for selection, the Billing/Grant Specialist should only select the interface ID related to the billing cycle they are currently processing. Otherwise, if they process all interface ID’s it will be more complicated for the other Billing Specialists to locate their respective bills.

For the detailed list of Billing Interface Error Codes, please select the QRG Billing Interface Error Codes.

Correct Interface Errors

Navigation: Billing > Interface Transactions > Correct Interface Errors

  1. The Review Interface - Errors search page displays.
  2. Enter Interface ID.  Only those interface ID's with errors will be available to search.
  3. Select Search.
  4. The Search Results section of the page populates.  Every line that has an error needs to be corrected.
Interface ID
  1. Select the other Billing Interface - 1 tab to review the Error Status and Description.
  2. If applicable, use the scroll bar to scroll the line to the right to correct the error.
  3. Select the Save button to save changes.

Select the buttons Previous in List and Next in List to review and correct additional errors.

Review and update Chartfields
Mass Update Interface Errors

You must have at least one of these local college managed security roles:

  • ZZ Billing Processing
  • ZZ Grant Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Billing > Interface Transaction > Mass Update Interface Errors

  1. Enter valid values in the Search Filters section and Errors Values section.
  2. Check boxes in the Error Values section.
  3. Select the number in the Error Count column.
Sect the Error count number
  1. The Error Values section displays.
  2. Select the number in the Error Count column to review the Billing Interface Staging Table details. Optional to drill into individual Interface IDs by selecting the number link.
  3. Select the Return button to close the Billing Interface Staging Table window.
Review the Billing Interface Staging Table
  1. In the Error Values section, select the checkbox.
  2. Select the Update Values button.
Select the checkbox and update values
Process Billing Interface

Navigation: Billing > Interface Transaction > Process Billing Interface

  1. The Process Billing Interface run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_PROC_BIL_INTFC (College, Process).
  3. The Process Billing Interface page displays.
  4. Enter From Interface ID.
  5. Enter To Interface ID.
  6. Select the Run button.  Please refer to the Process Schedule Request steps for further instructions.
Process Billing Interface process
  1. After you correct the error you will then be able to create an invoice.
  2. Process complete.

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