CF.009.4 SF Transactions to General Ledger (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.
Business Process Flow Diagram(s)
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.
- CS:SF106 Term Roll/Item Types/GL (Module 2)
To register for these required courses visit the ctcLink Training Registration Page.
QRG's = 9.2 SF - General Ledger Interface
Additional Resources
Run Nightly Cashier Fund Balancing Process to Stage GL Data in SF
- This job set is scheduled to run automatically by SBCTC, Monday - Friday at 10:00pm
- This process is similar to the "Generate Cashiering Entries" QRG and handles non-student related transactions
- There are queries (below) that you can run that will confirm that these items types have posted as expected prior to going over to the Finance Pillar
- After the completion of the SF processing, these are the fund balanced transactions for everything (student and non-student transactions)
- For the cashiering entries, please use the following queries:
- QCS_SF_E215_ACCTG_LN
- QCS_SF_E215_ACCTG_LN_JGEN
- QCS_SF_E215_FUND_BAL
- For the cashiering entries, please use the following queries:
Run Nightly Process to Generate Accounting Entries in SF
- This job set is scheduled to run automatically by SBCTC, Monday - Friday at 10:30pm
- Included in this job are any new transactions or changes (reversals, add/drops to tuition, etc.) to existing transactions related to GL information
- There are queries (below) that you can run that will confirm that these items types have posted as expected prior to going over to the Finance Pillar.
- After the completion of the SF processing, these are the fund balanced transactions for everything (student and non-student transactions)
- For the accounting entries, please use these queries:
- QCS_SF_E214_ACCTG_LN
- QCS_SF_E214_ACCTG_LN_JGEN
- QCS_SF_E214_FUND_BAL
- For the accounting entries, please use these queries:
Videos
The below link was recorded from the DG5 Cross Pillar SF/Fin BPFG given on 8/27/2020
Instructor-Led Training Materials and Recordings
Instructor-Led Training Materials
Training Session Recordings
Links to Quick Reference Guides - Steps in the Test Process
Student Financials:
It is important to note the 2 processes (or 3 if your college charges fees through OAAP) listed below will fund balance the days transactions and allow the balances to be picked up by the Finance pillar. *Reminder, these processes are scheduled to run nightly.
- CF.009.4.1 Run Nightly Fund Balance Process and Stage GL Data for Non-Student Related Transactions (E-215) (cashiering entries)
- CF.009.4.2 Run Nightly Fund Balance Process and Stage GL Data for Non-Student Related Transactions (E-214) (accounting entries)
- ** Only for those charging fee through OAAP - Run Nightly Fund Balance Process for On-line Admissions Related Transactions. (OAAP) Generate Direct to GL Entries
- The Generate Direct to GL process is a process the agency would eventually like to put on SF Jobs account so it can be run on behalf of all schools that need it. This way it could be monitored for completion and caught if there is an issue. However due to the need to right size other processes run by this account, it has been decided it may be too much to add to the SF Jobs account at one time. So the State Board would like to work with college users using this functionality to setup a reoccurrence on the college account that processes there entries for the time being. The assistance with this setting up this re-occurrence will take play the first week of go live and will entail the following.
Finance:
The below process picks up the balances the above SF processes generated.
Student Financials AND Finance:
The below QRG contains queries for both the CS-Student Financials and Finance pillars. The resulting data can be used to reconcile detailed student transactions (SF) versus fund balance totals (FIN).
Minimum Test Case (Data) Scenarios:
- Run queries to success.
- Reconcile student detail versus general ledger balances.
Return to the High Level UAT Framework:
Previous Step in the High Level UAT Framework:
Links to User Acceptance Test 'How To' Information:
Security Matrix Mapping Information
The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role names needed to execute the User Acceptance Testing relevant to this UAT guide.
CF.009.4- SF Transactions to GL:
No college security is required as both processes in this step are executed by the support organization. To run the recommended Queries to view the results of this work requires the following Query roles.
ROLENAME: ZD_DS_QRY_STUDENT_FINANCE and ZD_DS_QRY_QUERY_VIEWER
Finance step ROLENAME: ZZ GL Journal Generation
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