9.2 Dual Processing ONLY - Create/Post a Group Data Entry

Purpose:  Use this document as a reference to create a group data entry to process multiple transactions for a group of students in ctcLink - ONLY FOR DUAL PROCESSING RELATED ITEMS.

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.

When reducing and re-posting Financial Aid Awards, create two separate Group ID's. The first Group ID will be the full reduction of aid. The second Group ID will be the awarding of funds back on the student account.

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

  1. Select the Add a New Value tab.
    1. Enter a Business Unit.
    2. Group ID is grayed out and will default to NEXT.
  2. Select the Add button.
Add a New Value tab
  1. The Group Entry tab displays.  
  2. Select the Group Type of Financial Aid.
  3. Select an Origin ID of 00002 (Financial Aid).
  4. The Accounting Date, Received, and Entry Date should be the current date.
  5. Optional: Enter the Control Total which is the sum and count of all transactions to be posted through this group.
Group Entry tab
  1. Select the Group Line Entry tab.
  2. The Group Line Entry tab displays.

Reverse a Financial Aid Award

The Reversing of Financial Aid Awards reverses the entire payment (award) for the particular Payment ID. If a partial reduction in aid is required, you must first fully reduce the Financial Aid award and then re-post the appropriate award amount on the student account.

Identify the Payment ID by looking at the student’s customer account for the specified award and term. Make a note of the Payment ID and the amount in the first line under the details section.

View Customer Account. Payment Line Details screen.
  1. Enter the appropriate Student ID Number, Account Type of TUT, and the Item Type in the Group Line Details Section.
    1. Enter the Payment ID of the particular Financial Aid award that needs to be reversed.
    2. The Item Amount and Term will be added to the Group Line Details section automatically.
    3. Enter an optional Reference Number to track the transaction.
  2. Select the add button [+] to insert a new row to enter additional transactions.
Group Line Entry tab

Skip to step 13 once you have successfully entered in all the student(s) award information that will be reduced. After generating your Group ID number, you can Post the Group ID (QRG linked at the bottom of this page), then complete steps 1-9 and 12-13 for the re-posting of the Financial Aid Award.

Reapplying a Financial Aid Award

  1. In the Group Line Details section:
    1. Enter the ID for the student you are entering a transaction for.
    2. Enter or select an Account Type TUT.
    3. Enter or select an Item Type for the transaction.
    4. Enter the Item Amount of the transaction.
    5. Enter or select the Term for which to post this transaction.
    6. Enter an optional Reference Number to track the transaction.
    7. The Item Effective Date should be the current date.
    8. Select the + (Plus) button on the top right of the Group Line Details section to add another row, if necessary.
Group Line Entry tab
  1. When all the lines have been entered, select the Save button which will populate the Group ID Number.
Group Line Entry tab after saving

Only enter transactions with the same item type classification in a given group data entry e.g. charges, payments, financial aid, etc. Do not use group processing to post refunds or waivers.  Entering refunds through group processing does not update the related refund records and refund reversals are not processed correctly. Waivers should only be applied through tuition calculation to ensure they are processed correctly.

Once the group data entry has been completed you must run the Post Group Transactions process to post the transactions to student accounts.

  1. Process complete.

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