9.2 Group Posting Admission Fees

Purpose:  Use this document as a reference for how to manage the group posting of admissions application fees in ctcLink

Audience:  Admissions staff, Student Financials staff

Mass Select Transactions (1 of 3)

Navigation:  Navigator > Student Financials > Charges and Payments > Group Processing > Mass Select Transactions

  1. Search for an existing Run Control ID or add a new value using the Add a New Value tab.
Image of Mass Select Transactions Page
  1. In the Parameters section:
    1. Business Unit = Select Desired Institution
    2. Group Type = A
    3. Origin ID = 00008
    4. Type of Group = Student Group
    5. Transaction Type = Person Charges        
    6. Create New Charge Item = Leave box checked
    7. Balance the Group = Leave box checked
    8. Control Total = Blank
    9. Control Count = Blank
Image of parameters box on mass select transactions page
  1. In the Population Selection section:
    1. Selection Tool = PS Query
    2. Query Name = QCS_SF_APPL_FEE_GRP_PST
      1. Select the Edit Prompts link = Enter matching institution
Image of the Population Selection box with additional highlighted area of the edit prompts link
  1. In the Line Details section:
    1. Account Type = APP (Application Fee)
    2. Item Type: leave blank, will come from query
    3. Item Amount: leave blank, will come from query
    4. Term: leave blank, will come from SF Term Default
    5. Due Date: leave blank, will come from query
    6. Reference Nbr: will come from the query
Image of the Line Details section on the Mass Select Transactions Page
  1. Select the Preview Selection Results link in the Population Selection section to view fees to be sent to group data entries.
  2. Select the Return button from the Preview Selection Results page.
  1. Select the Run button.
    1. The next page to display is the Process Scheduler Request page.
  2. Select the OK button.
Image of the Process Scheduler Request page
  1. Select the Process Monitor to confirm that the process has run to Success and has Posted.
  2. Process complete.
Image of the Process Monitor

Create Group Data Entries (2 of 3)

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

  1. Enter the Business Unit and hit Search.
    1. The most recent groups will be at the top of the results. Select the Not Posted group that was created as a result of Mass Select Transactions.

The Group Data Entry page displays.

This page allows for the review of queried data from the prior mass selection process.  

  1. In the Control Totals section, select the Balance the Group check box.
  2. In the Control Totals section, enter the Control Total and Count total.  Since this is done via query there should be no fallout/error.  In the above example, you would enter a Control Total of 145.00 and a Control Count of 3.  
  3. In the Effective Status section, select Do Not Post for the Posting Action.
  4. Select the Save button - the Edit Status will change from Not Edited to Edited.
  5. Process complete.

An error message can occur because the group was not balanced, it would appear similar to the below image within the Group Error Message link.

Post Transactions (3 of 3)

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

  1. Search for an existing Run Control ID or add a new value using the Add a New Value tab.
Image of the Post Transactions entry page in PS
  1. Enter the Business Unit
  2. Select the Group Type of A (Admissions Application Fee)
  3. Enter the Starting Group ID and Ending Group ID (created after the Mass Select Transactions process completed.)
  4. Select the Run button.
Image of the Post Transactions Parameters

The Process Scheduler Request page displays.

  1. Select the check box next to Group Post/CRM EIP
  2. Select the OK button
Image of the Process Scheduler Request page
  1. Select the Process Monitor link and wait patiently or select the Refresh button until the Run Status reads Success and the Distribution Status reads Posted.
  2. Process complete.

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