FF.003.3 Create/Maintain Cash Advance - VC01 (Project Archive)
User Acceptance Test Overview
The information below is intended to provide colleges guidance on performing a User Acceptance Test on this business process. The business process shown in the flow diagrams below may be only part of what is needed to complete an end-to-end test of a full business cycle. Coordination with other colleagues at your college in advance of commencing testing is key to success. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.
When testing the creation and maintenance of Cash Advances it is key to start by creating multiple Cash Advance Requests, some will be created with the expectation that they will not make it through the process. Some Cash Advances will be processed for Approvals, others will be canceled or deleted. Once you have completed the creation, there are additional tests that can be started and ended simply by viewing, printing, canceling or deleting the request, as noted by the Start button in the flow diagram below. In order to complete the processing of payment of the Cash Advance for use with the Expense Report you will need to complete the pay cycle processing (FF.001.4.1).
Think through common and unusual scenarios that you experience when processing Cash Advances today and use those as the basis for your testing activities. Just make sure you test the minimum scenarios outlined in this UAT Guide. The goal of this test activity is not just to 'pass' the tests, but to ensure you understand how to use the system and have the confidence that the system can handle processing these requests.
While the test process for this high level flow [FF.003.3 Create/Maintain Cash Advances] will be complete when you complete all the steps of this test, there are off-page connectors showing that the transactions you create as part of this test will become source data for other High Level Flows (Tier 1) test activities, such as FF.007 General Ledger. It is not required that the off-page connector test activity be complete in order to pass the tests related to this test activity [FF.003 Travel and Expense].
Business Process Flow Diagram
Self-Paced Training Materials (Advanced Prep)
To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.
- EX100 Travel & Expenses: Traveler/General User
- EX101 Travel & Expenses: Approver
- EX102 Travel & Expenses: Travel Admin/Finance
To register for these required courses visit the ctcLink Training Registration Page.
Additional Resources
Instructor-Led Training Materials
Create Travel Authorization & Create Expense Report Presentation
Training Session Recordings
Cash Advances (53 min 49 sec) Start recording at 1:11:50 and play thru the end.
Expense Reports (1 hr 54 min 10 sec)
Links to Quick Reference Guides - Steps in the Test Process
FF.003.3.1 Enter/Update Cash Advance Information
FF.003.3.2 Submit Cash Advance for Approval
FF.003.3.3 Complete Cash Advance Approvals
FF.003.3.4 Expense Processing - Post Liabilities
Note: Open the 'Post Liabilities' folder in the above QRG
FF.003.3.5 Delete Cash Advance
FF.003.3.6 Mark Cash Advance for Closure
FF.003.3.7 Expense Processing - Close Liabilities
Note: Open the 'Close Expense Liabilities' folder in the above QRG.
FF.003.3.8 Manually Reconcile Cash Advance
FF.003.3.9 Expense Processing - Cash Advance Reconciliation
Note: Open the 'Updating Advance Reconciliation Status' folder in the above QRG, once on the page check 'Advance Reconcilation' check box to run the reconciliation process for Cash Advances.
Minimum Test Case (Data) Scenarios:
Scenarios for FF.003.3.1 Enter/Update Cash Advance Information
- Enter a Cash Advance (CA) for a single day trip.
- Enter a Cash Advance for a multi-day trip.
- Enter a Cash Advance for athletics travel.
- Enter a Cash Advance that never gets submitted for approval.
- Enter a Cash Advance with a payment that will get canceled in Accounts Payable (AP).
- Enter a Cash Advance with a payment that will get closed in Travel & Expense (T&E).
Scenarios for FF.003.3.2 Submit Cash Advance for Approval
- Have a traveler submit their own Cash Advance.
- Have an authorized user (e.g. an admin) submit a Cash Advance on behalf of a traveler.
- Submit and then withdraw a Cash Advance.
Scenarios for FF.003.3.3 Complete Cash Advance Approvals
- Approve a Cash Advance.
- Deny a Cash Advance.
- Send Back a Cash Advance for correction.
Scenarios for FF.003.3.5 Delete Cash Advance
- Delete a Cash Advance that was never submitted for approval.
Scenarios for FF.003.3.6 Mark Cash Advance for Closure
- Close out an approved Cash Advance that has not been paid.
Scenarios for FF.003.3.8 Manually Reconcile Cash Advance
- Manually reconcile a Cash Advance (or the unreconciled remainder of a Cash Advance).
Return the High Level (Tier 1) UAT Framework:
Next Step (Tier 2) in the High Level UAT Framework:
Links to User Acceptance Test 'How To' Information:
Security Matrix Mapping Information
Security Roles Necessary for Testing
The following Quick Reference Guides (QRG) below denote the steps to execute testing. Below each QRG link the necessary Security Role(s) that are critical for testing the pages/components shown in the QRG. Each QRG may require a different Security Role.
This step in the business process is traditionally completed by administrative assistants in the Instruction Division who perform the class schedule build and assignment of faculty to classes.
FF.003.3.1 - Enter/Update Cash Advance Information:
MENU: Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify
ROLENAME: ZZ PeopleSoft User (General User Access to Employee Self Service)
FF.003.3.2 - Submit Cash Advance for Approval:
MENU: Employee Self-Service > Travel and Expenses > Cash Advances > Create/Modify
ROLENAME: ZZ PeopleSoft User (General User Access to Employee Self Service)F
F.003.3.3 - Complete Cash Advance Approvals:
MENU: Travel and Expenses > Approve Transactions > Approve Transactions> Approve Cash Advance
ROLENAME: ZZ Expenses Approval
FF.003.3.4 - Expense Processing - Post Liabilities:
MENU: Travel and Expenses > Process Expenses > Expense Processing
ROLENAME: ZZ Expenses Processing
FF.003.3.5 - Delete Cash Advance:
MENU: Employee Self-Service > Travel and Expenses > Cash Advances > Delete
ROLENAME: ZZ PeopleSoft User (General User Access to Employee Self Service)
FF.003.3.6 - Mark Cash Advance for Closure:
MENU: Travel and Expenses > Process Expenses > Close Expenses > Mark Cash Advance for Close
ROLENAME: ZZ Expenses Processing (Processor)
FF.003.3.7 - Expense Processing - Close Liabilities:
MENU: Travel and Expenses > Process Expenses > Expense Processing
ROLENAME: ZZ Expenses Processing (Processor)
FF.003.3.8 - Manually Reconcile Cash Advance:
MENU: Travel and Expenses > Manage Accounting > Reconcile Cash Advance
ROLENAME: ZZ Expenses Processing (Processor)
FF.003.3.9 - Expense Processing - Cash Advance Reconciliation:
MENU: Travel and Expenses > Process Expenses > Expense Processing
ROLENAME: ZZ Expenses Processing (Processor)
OPTIONAL STEPS:
Related to Pre-requisites noted in FF.003 Overview:
ROLE NAME: ZZ Expenses User Admin
ROLE NAME: ZZ Expenses Reassign
ROLE NAME: ZZ Expenses Workcenter
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