9.2 Entering External Pending Item Groups

Purpose:  Enter external pending item groups in ctcLink.

Audience:   Accounts Receivables staff

You can enter pending items into ctcLink through an interface with your company's billing software or online data entry.

When you enter pending items through a billing interface, the system edits external groups so that you can discover errors during posting instead of during pending item entry.

Your goal is to enter and post the external pending item groups.

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

  • ZZ AR Item Entry

You must also set these User Preference Definitions:

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

Entering External Pending Item Groups

Navigation:   NavBar > Navigator > Accounts Receivables > Pending Items > External Items > Group Entry

  1. The Group Entry search page displays.
  2. Enter Group Unit.
  3. Enter Group ID.
  4. Select Search.
Group Entry search page
  1. The Group Control page displays.  Use it to record the group type, origin ID, currency and control totals for the pending item group.  You can also view the status and posting action selected for the pending items group and the balance status of the existing accounting entries.
Group Control page

If the external item has errors, the errors will need to be corrected before posting the item.

All items should have the following status:

  • Edit Status: Edited
  • Balanced: Yes
  • Posting Status: Posted or Not Posted
  • Accounting Entries: Balanced
  • Posting Action: Do Not Post or Posted

If there are posting status errors, select the Pending Item 1 tab to determine what type of error exists. Notice the Error Info button in the middle of the screen.

  1. After you have corrected any errors, you can return to the Group Action tab and proceed as follows:
  2. Select the Group Action tab.
Pending Item 1 page
  1. The Group Action page displays.  Use it to select the appropriate posting action for your external pending item group.  This page enables you to create or delete all accounting entries.
  2. For external groups, only these posting action are available:
    • Do Not Post
    • Batch Priority
    • Batch Standard
  3. Select the Batch Priority button to run the Receivables Update process the next time a priority scheduled job runs or the next time a standard scheduled job runs if that occurs first.

This option is not intended for large jobs.

  1. Select Save.
Group Action page
  1. Process complete.


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