Mass Select Transaction End-to-End Process

Purpose: Use this document as a resource for how to select transactions in mass using ctcLink.

Audience: Student Financials Staff.

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

  • ZZ SF Group Processing

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

1. Mass Select Transaction

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

  1. The Mass Select Transactions run control 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_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. The Mass Select Transactions page displays.
  4. In the Parameters section, enter, search, or select the:
    1. Business Unit.
    2. Group Type.
    3. Origin ID.
    4. Type of Group:
      1. Student Group or
      2. External Org Group.
    5. Transaction Type:
      1. Charges,
      2. Payments, or
      3. Reversals.
    6. Deselect the Balance the Group checkbox.
    7. Optional:
      1. Control Total.
      2. Control Count.
  5. In the Population Selection section, select the Selection Tool drop-down.
    1. Select the method for gathering a population:
      1. Equation Engine: Not recommended.
      2. External File: See the File Mapping section below.
      3. PS Query.
File Mapping

When using an external file, the file must be saved on your computer in the .CSV (Comma Delimited) file format.

It is recommended that the file should have at minimum the:

  • Student/Corporate ID Number
  • Item Type
  • Item Amount

The ability to create or update file maps has been restricted in the Campus Solutions (CS) pillar to enhance system security and protect data integrity. College users still have access to upload files and can view and select from existing reusable public and private file maps, however, the creation of new file mappings is restricted to SBCTC. This change helps prevent the creation of excessive or incorrect file maps which can impact system performance and data accuracy. It also prevents users from editing global file maps and disrupting those in use by other colleges. We fell behind schedule on the communication and QRG edits, and we sincerely apologize that this notice did not go out in advance.

Almost all CS processes already have public file maps that are available for use by users uploading .csv files. If you encounter a process that does not have a public file map available for your use, or if you have a case for creating an additional file map, please review the new Population Selection File Maps QRG for more information on how to submit a ticket to request a file map.

 

  1. In the Line Details section:  
    1. Complete only the remaining fields in the Line Details section that will apply to all of the items within the spreadsheet. The fields within the Line Details section will overwrite the information contained in the spreadsheet being uploaded if populated.
      1. Be sure to not populate fields within the Line Details section that will be uploaded from the spreadsheet.
      2. For PSQuery this would be modifying the Unique Field Name to match the field in question. Example: ITEM_AMT for field Item Amount
      3. When entering charges, always enter in the Due Date.
  2. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  3. Section complete.

The Account Type field is required to be populated for the successful processing of Mass Select Transactions.

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 Mass Select Transactions. This link will open in a new tab/window.

2. Review Group Data Entry

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

  1. The Create Group Data Entries Find an Existing Value page displays.
  2. Enter the Business Unit and select the Search button.
  3. The Search Results display.
  4. Select the appropriate Group ID link and the Group Entry tab displays.
  5. Within the Effective Status section on the Group Entry tab, select Available for Posting in the Posting Action drop-down.
  6. This file can be drilled into and then Saved.
  7. Copy the Group ID Number for the following Group Post Transaction process.
  8. Section complete.

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 Review Group Data Entry. This link will open in a new tab/window.

3. Post Group Transactions and Review Errors

You can verify the success of the process by navigating to the Customer or Corporate Account. Please refer to the View Customer Accounts QRG for verifying student posting.

Please refer to the Post Group Transactions and Review Errors QRG.

4. Correct and Post Group Transactions

Please refer to the Correct and Post Group Transactions QRG.

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