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.

Expand or collapse content 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, it must be saved on your computer in .CSV (comma‑delimited) format and should include, at minimum:

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

To improve security and data integrity, the ability to create or update file maps in Campus Solutions (CS) is restricted to SBCTC. College users can still upload files and use existing public and private file maps. This change prevents errors, performance issues, and disruption to file maps used by other colleges.

Most CS processes already have public file maps available. If you need a file map that does not exist or have a valid request for a new one, please refer to the Population Selection File Maps QRG for instructions on submitting a ticket.

 

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.

Expand or collapse content 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.

Expand or collapse content 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.

Expand or collapse content 4. Correct and Post Group Transactions

Please refer to the Correct and Post Group Transactions QRG.

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