9.2 Group Post a Corporate Payment (Third Party Contract)

Purpose:  Use the below process steps in order to post a large quantity of third party contract payments. These steps take place outside of the cashiering module.

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.

Group Post a Corporate Payment

Mass Select Transactions (upload spreadsheet of payments)
  1. Often, external organizations such as Veterans Affairs may send a wire as payment for a large batch of students. For this process to work and be efficient, it's necessary to build a spreadsheet with the appropriate data.
    1. Data fields that are necessary are as follows:  
      1. Student ID/EMPL ID # (Called Contract EMPLid)
      2. Name
      3. Payment Amount
      4. External ORG ID #
      5. Contract Name/ID
    2. Save the file as a CSV (Comma delimited) type
Spreadsheet with data.
Image of the Save As windows selection displayed.

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

We will begin on this ctcLink page with listing out the fields and suggested selections. The Parameters section is used to generally describe the spreadsheet you are about to upload. The Line Details section is for including any common parameters associated with the spreadsheet. It is recommended to use the Line Details section as much as possible in order to decrease the quantity of data needed within the spreadsheet.  

  1. Create a Run Control ID original to this third party group payment posting.
  2. Consider the below Parameters section fields:
    1. Business Unit = Your institution #
    2. Group Type = C
    3. Origin ID = 00001 Cashiering
    4. Type of Group = External Org Group
    5. Transaction Type = Corp Payments
    6. Balance the Group = OPTIONAL = enter the # of payments (Control Count) and the total amount of payments (Control Total) from the spreadsheet
  3. Consider the below Line Details section fields:
    1. Account Type = TPC
    2. Item Type = Method of external org payment (EFT Wire Transfer in this example)
    3. Term = Term for all payments in the spreadsheet
    4. Item Effective Date = Current Date
The Mass Select Transaction page with two of the aread highlighted for emphasis.
  1. Now that the field parameters have been reviewed, next it's time to upload the spreadsheet.
  2. The Population Selection section is where the spreadsheet will be uploaded and "explained" to ctcLink.
  3. Select External File from the Selection Tool drop-down.
  4. Select the Upload File button.
  1. The File Attachment pagelet displays.
  2. Select the Choose File button, then choose the CSV spreadsheet to be uploaded.
  3. Select the Upload button.

It may take a moment for the file name to appear next to the Attached File field. After the file name appears, the View File button may be used to review the raw data on the spreadsheet. The file is loaded if the name appears similar to the two images below.

The pop up that appears after selecting the upload file button.
The Population Selection section displayed after having a file loaded.
  1. Now that the file is loaded, next it's time to "explain" the spreadsheet to ctcLink. This task is accomplished within the Population Selection File Map page as imaged below.
  2. Select the Create/Edit File Mapping.
  3. Type in a name for this specific payment file in the File Mapping field.
  4. Leave the Public check box selection unchecked.
  5. File Type = Delimited.
  6. Field Delimiter = Comma.
  7. Header Row = If you named the top row of fields in the CSV spreadsheet, check this box.
  8. Header Row Number = 1 (the top row of the CSV sheet).
  9. Select the Map from Header button.
    1. Notice that the data will rearrange itself and it assigns numbers beneath the Field Number column.
    2. It is necessary to match the Field Number to the Field Name.  Much like mapping for students, the only requirement is the external org id.
    3. Delete the Field Number next to any unused Field Names
    4. Notice the Field Number's in the Field Mapping match to the above CSV spreadsheet image above in steps 1 & 2.
      1. Contract_EMPLID = Student ID number.
      2. ITEM_AMT = Amount of the payment per student.
      3. REF1_DESCR = Optional = Include any payment associated notation.
      4. EXT_ORG_ID = the External ORG number (format to include all leading zeros.)
      5. CONTRACT_NUM = Contract number.
  10. Select the OK button.
File Mapping selection page displayed with field numbers included.
  1. Select the Preview Selection Results link in order to confirm that the data to be loaded is located beneath the proper column.
Preview Selection link image with example data.
  1. If all looks appropriate within the Preview Selection Results page, select the Return button, and then select the Run button at the top of the Mass Select Transactions ctcLink page.
  2. Confirm the Pop Select for Group Line is checked on the Process Scheduler Request page and then select the OK button.
  3. As soon as the Process Scheduler reads as Success and Posted, continue to the Create Group Corp Data Entries page.
Process scheduler page with Pop Select for Group Line selected.
Create Group Corp Data Entries (review/approve payments)

So far, the spreadsheet of payments has been produced and it has been loaded into ctcLink. Next, it's time to review the data in ctcLink and confirm that it will indeed be credited properly to the Corporate Account.

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

  1. The Corporate Group Data Entry search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
  4. Find the file that was uploaded.
    1. This page will only display external org data. The most recent external org file will be displayed with the highest Group ID and most recent Entry Date. Feel free to experiment with combining other criteria which will help to locate the file.
    2. Select the row of data which indicates the file to review.
Entry page for the Corporate Group Data Entry ctcLink page with Business Unit filled out.
  1. The Corporate Group Data Entry page displays.
  2. You will see a page with two tabs of data that will need to be reviewed.
  3. The first tab titled "Group Corp Entry" displays general information pertaining to the file.
    1. The Business Unit and Group ID are located towards the top of the page, this Group ID # will come in handy when it comes to the following posting process.  
    2. Also, notice the several date types and operator on the right side of the page. These dates may be edited.
    3. In the Control Totals section displays data associated with the uploaded spreadsheet.
    4. The Display Option area may be of use if your spreadsheet contains more than 100 entries. The Group Corp Line Entry tab can only display 100 entries at a time, use the arrows in this section to forward to the next hundred to view and so on.
    5. At the bottom of this tab is the Edit Status and Posting Action fields. The Posting Action should read Available for Posting.
  4. Select the Group Corp Line Entry tab.
The Group Corp Entry tab displayed with fields completed.
  1. The second tab, Group Corp Line Entry, displays.
  2. Within this page is where the detail of your file resides. Each entry is represented by a Group Line Number. The total number of entries in your spreadsheet should be included unless there are more than 100 entries. When ready to review the next 100 entries, return to the Group Corp Entry page and select the next arrow within the Display Option section.
    1. The name of your external organization should be listed next to the External Org ID field.
    2. The total balance owed for that external org should also be listed beneath the name.
    3. Beneath that data is the per student payment information like Account Type, Item Type, Item Amount, Term, Reference Number and Item Effective Date.
    4. Within the Payment Information section is where the Student ID number may be found. Select the Payment Details link and confirm the appropriate student information is present. Be sure to select the Use Excess Account check box in case a payment is more than what a student owes - in that case, any excess credit will then be credited to the TUT account type within the Corporate Account.

The fields within each Group Line Number may be adjusted/edited. If you find a Group Line Number should not be within this document, select the Mark For Delete button. This is also a time to update/edit any of the other fields, including fields within the Payment Details section.

The Group Corp Line Entry tab displayed with several aeas of importance highlighted.
The Payment Details link after having been selected with the highlighted completed field of Contract ID.
  1. After confirming the data looks appropriate (copy out the entire Group ID # for use in the Post Transactions process) and you are ready to post, select the Save button.
The Group Corp Entry tab displayed with the Save button highlighted.
Post Transactions

The last and final step is to Post the group of transactions.

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

  1. The Post Transactions run control page displays.
  2. Enter the Business Unit.
  3. Enter C for Cashiering in the Group Type field.
  4. Paste the Group ID # into the Starting and Ending Group ID fields.
  5. Select the Run button.
The Post Transactions page displayed with fields entered.
  1. The Process Scheduler Request page displays.
  2. Select the Group Posting Process row.
  3. Select the OK button.
  4. Wait for the process scheduler to indicate Success and Posted.
The Process Scheduler Request page displayed with the Group Posting Process row selected.
  1. Visit the Corporate Account page to review that the payments posted as expected.
View Corporate Account

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

  • ZZ SF Corporate Accounts

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

Navigation:  NavBar > Navigator > Student Financials > View Corporate Accounts

Image of the View Corporate Account page.
  1. Process complete.

KUDOS to Katie at Olympic for troubleshooting and building out this process...thanks again Katie!!

Create Group Post PDF Instructions