Processing Receivables Update

Purpose:  Run the receivables update process using ctcLink.

You initiate the Receivables Update process after establishing run parameters.  You can set these parameters to determine the scope of pending items to be processed.

Pending item data can be extracted from the information that has been entered online or has been created by another billing system that interfaces with your ctcLink Receivables application.

In this topic, you will run the Receivables Update Process.

Audience:  Accounts Receivable State Board staff  [colleges may request using Service Desk Ticket for adhoc runs].


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

  • <there are no college-assignable roles>

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

It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access. However, there are situations where a group of staff within a single department all require the same access to perform similar work. In that case, the COPY function provides the ability to apply all Process Group definitions from one user to another without having to search and enter each Source Transaction and Process Group combination. 

Please refer to the QRG 9.2 FSCM Security - Process Groups.

Processing Receivables Update

Navigation: Accounts Receivable > Receivables Update > Request Receivables Update

  1. The Request Receivables Update 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., WA220_RRUPDATE (College Process).
  3. The Receivable Update Request page displays. Use the Process Request Parameters section to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
    1. Enter or select the Business Unit into the Group Unit field.
    2. Select the appropriate process frequency (Always, Don't, Once) from the Process Frequency dropdown menu.
    3. Use the High Balance Basis Date field to select the type of date (Calc Date or Run Date) used when calculating the customer history ID of HI_BAL_AMT.  By default, the Receivables Update process uses the Run Date.  
    4. Enter or select the Accounting Date From date (the start of the accounting period).
    5. Enter or select the Account Date To date (the end of the accounting period).
    6. Select the Run button.
  4. The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
    1. Use the Server Name drop-down button to select the appropriate processing server for the request. Note: this field can be left blank.
    2. Use the Type dropdown list to select the type of output you want to generate for this job.
    3. Use the Format dropdown list to define the output format for the report. The values are dependent upon the value you choose in the Process Type field.
    4. Select the OK button.
  5. The Process Scheduler Request page disappears and the updated Receivable Update Request page displays. Note the Process Instance number.
Receivable Update Request page
  1. Select Process Monitor link. Please refer to the Process Schedule Request steps for further instructions.
    1. Use the Process List page to view the status of submitted process requests.
    2. Select the Refresh button until the process has finished successfully when the Run Status column reads "Success" and the Distribution Status reads "Posted".

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Processing Receivables Update. This link will open in a new tab/window.


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