Process Batch Collections
Purpose: Use this document as a reference for how to move groups of students in or out of collections in ctcLink.
Audience: Student Financials staff.
You must have at least one of these local college managed security roles:
- ZZ SF Collections
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Student Financials > Collections > Process Collections
- The Process Collections search page displays.
- 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).
- The Process Collections page displays.
- In the Business Unit section, enter or search for the Business Unit.
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In the Option section, select the ID Switch drop-down and select By EmplID.
- Optional: To run this process in Report Only mode, select the Report Only checkbox.
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Under the Parameters section, enter or search for the:
- Reason In = PDA (Past Due Account)
- Reason Out = Typically PIF (Paid in Full)
- Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
- Under Actions, select the Actions drop-down link once the process has successfully posted and select View Log/Trace.
- Select the sfcollec_#####.PDF link.
- The PDF provides information on ID’s going into Collections as initiated, or having their collection record closed.
- Process complete.
Note: If you select Run with the Report Only box checked, no Tables are actually updated, just a report.
To update your Past Due and Exit Due information, please refer the to SF Business Unit section at the bottom of this QRG.
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.
Video Tutorial via Panopto
View the external link to Process Batch Collections. This link will open in a new tab/window.
You must have at least one of these local college managed security roles:
- ZD SACR SF All Config
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
The configuration criteria that controls this in/out is found on the SF Business Unit. Both the Amount and the Past Due Category must be met to enter/exit the Collections Table.
Navigation: Setup SACR > Product Related > Student Financials > SF Business Unit
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