9.2 External File Load - Group Post

Purpose: Use this as a resource for how to process an external file load and group post in ctcLink.

Audience: Student Financials Staff.

External File Load - Group Post

You will need to confirm that certain tables and layouts are in place prior if creating a new run control ID in the External File Load.  They are:

  • Upload Files Association - file path needs to math File List Table file path.
  • File List Table
  • External File Layout

Examples of these will be outlined first.  We will then review the run control process.  If you are using an existing run control ID, then you may begin at the External File Load section.

Upload Files Association

Navigation:  NavBar > Navigator > PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. The File Upload/Download search page displays.
  2. Enter the search criteria.
  3. Select the Search button.
File Upload/Download search page
  1. The Upload Files tab displays.
  2. Use the File Path information to populate the Upload File Path in the File List Table.
Upload Files page

File List Table

Navigation:  NavBar > Navigator > PeopleTools > CTC Custom > Extensions > File List Table

  1. The File List Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Academic Institution.
  4. Enter the Functional Area.
  5. Select the Add button.
File List Table search page
  1. The File List Table page displays.
  2. Complete applicable fields.
  3. Make sure to use the same file path value from the Upload File page.
  4. Select the Save button.
File List Table page

Create an External File Layout

Navigation: NavBar > Navigator > Set Up SACR > Product Related > Student Financials > External File Layouts

  1. The External File Layouts page displays.
  2. Select the Add a New Value tab.
  3. Enter the appropriate SetID.
  4. Enter the Input File Layout ID.
  5. Select the Add button.
External File Layouts Add a New Value tab
  1. The External File Layouts page displays.
  2. Select the Field Details 1 tab.
  3. This tab displays the External File Layout and indicates where certain information begins and ends within the file.
  4. Enter all needed information.
  5. Select the Save button.
Detail Field Use
External File Load

Navigation: NavBar > Navigator > Student Financials > Charges and Payments > Group Processing > External Files

  1. The External Files search page displays.
  2. Create or choose a Run Control ID.
  3. Select the Add or Search button.
External Files page - Find an Existing Value tab
  1. The External Files page displays.
  2. When creating a new Run Control, parameters are set on the External Files page.
  3. Enter the Business Unit aligned to the Layout you intend to use. 
  4. Enter the File Directory information from where you are uploading the data file.
  5. Enter the appropriate Group Type.
  6. Select the Save button.
External Files page
  1. The completed External Files Parameters page displays.
  2. Select the Run button.
External Files Run button
  1. The Process Scheduler Request page displays.
  2. Select the SF External File Load check box.
  3. Select the OK button.
Process Scheduler Request with SF External File Load highlighted
  1. Follow the normal process for completing the run routine.
  2. This will result in a new entry on the Create Group Data Entry Page for the next step in our process.

Group Data Entry

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

  1. The Group Data Entry search page displays.
  2. Enter applicable search criteria.
  3. Select the Search button.
  4. The Search Results display.
  5. Select the applicable row.
Group Data Entry - Posting Status higlighted
  1. The Group Entry tab defaults.
  2. This file can be drilled into and then Saved, so the Edit Status changes to "Edited" and the Posting Action is "Available" for posting.
Group Entry tab - Effective Status section highlighed
  1. After this process is done, it will change the Posting Status on the surface Group Data Entry search page from "Not Posted" to "NOT Comp.".
Group Data Entry Posting Status
  1. You have successfully completed the External File Load process.
  2. Our final step will be to post the group transaction.
Group Post Transaction

Navigation: NavBar > Navigator > Student Financials > Charges and Payments > Group Processing > Post Transactions

  1. The Post Transactions run control ID search page displays.
  2. Enter the Run Control ID.
  3. Select the Search button.
post transactions search page
  1. The Post Transactions page displays.
  2. Enter the Starting Group ID from the group that you edited and saved.
  3. Enter the Ending Group ID.
  4. Select the Run button.
Post Transactions page - Starting and Ending Group ID highlighted
  1. The Process Scheduler Request page displays.
  2. Select the Group Posting Process check box.
  3. Select the OK button.
Process Scheduler Requesat page - Group Posting Process check box highlighted
  1. Follow normal run routine to completion.
  2. You have successfully posted a group transaction.
  3. End of procedure.

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