Entering and Posting Charges for Multiple Students


Concept


Steps:

  1. Begin by navigating to the Group Entry page.

     

    Click the Student Financials link.

    Step 1
  2. Click the Charges and Payments link.

    Step 2
  3. Click the Group Processing link.

    Step 3
  4. Click the Create Group Data Entries link.

    Step 4
  5. Click the Add a New Value tab.

    Step 5
  6. The system adds the NEXT value. After you save the Group Data Entry page, NEXT will be changed into system generated a Group ID number.

     

    Click the Add button.

    Step 6
  7. Use the Group Entry page to define source information and control totals for group transactions.

    Step 7
  8. Group posting enables:

    • Multiple transactions for multiple students.

    • Batch disbursement of financial aid.

    • Batches to be posted from external sources.

    • Generation of a Quick Post summarization.

    Step 8
  9. Click the Group Type list.

    Step 9
  10. Select the group type to describe the transactions.

     

    Click the Housing list item.

    Step 10
  11. Click in the Origin ID field.

    Step 11
  12. Select an origin ID to indicate the source of the transactions. Depending on the origin ID, approval for the transactions might be required. SF Security can be placed on this field. This allows individual sources (origins) to access only their groups of transactions.

     

    In this example, you want to enter the origin ID for Housing.

     

    Enter the desired information into the Origin ID field. Enter

     a valid value
     e.g.
     "00010"
    .

    Step 12
  13. The Original Group ID field is populated after the Reverse Groups process has run. The Reverse Groups process creates a new group ID representing the transactions that were reversed and this field will reference the original group ID.

    Step 13
  14. Click in the Accounting Date field.

    Step 14
  15. Specify the Accounting Date for the transactions. The default value is the current system date, but you can change it.

     

    Enter the desired information into the Accounting Date field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 15
  16. Click in the Received field.

    Step 16
  17. Specify the date on which your office received payment or charge transactions.

     

    Enter the desired information into the Received field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 17
  18. Click in the Entry Date field.

    Step 18
  19. Specify the date that you are entering the transactions.

     

    Enter the desired information into the Entry Date field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 19
  20. Select the Balance Group check box to require that the group be in balance before the system posts it. To determine whether a group is balanced, the system compares the number of transactions and amounts to information in the control totals fields.  

     

    Click the Balance Group option.

    Step 20
  21. Click in the Control Total field.

    Step 21
  22. Enter the monetary sum of the transactions in the group in the Control Total field and enter the total number of transactions in the group in the unlabeled field to the right. For example, if you are entering a group of checks that were received from students, enter the total monetary value of the checks in the Control Total field and the number of checks (count) in the unlabeled field. If the external file load process is used, and the external file setup defines control totals, these fields are populated through the file load process.

     

     

    Enter the desired information into the Control Total field. Enter

     a valid value
     e.g.
     "3,000.00"
    .

    Step 22
  23. Click in the Balance Group field.

    Step 23
  24. Enter the desired information into the Balance Group field. Enter

     a valid value
     e.g.
     "3"
    .

    Step 24
  25. The Entered Total fields display the monetary amount of all transactions that are entered in the batch and the count of the entries.

    Step 25
  26. The Difference fields display the difference between the entered totals and the control totals.

    Step 26
  27. The Posted Total fields display the monetary total, posting date and count of the entries after the batch is posted.

    Step 27
  28. Next, you will use the Group Line Entry page to add the students that have housing charges.

     

    Click the Group Line Entry tab.

    Step 28
  29. Use the Group Line Entry page to add the students and their housing charges.

    Step 29
  30. The Line Nbr (Line Number) field displays the line number of the current entry. This field increments as each new entry line is added.

    Step 30
  31. Click in the ID field.

    Step 31
  32. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0030"
    .

    Step 32
  33. Click in the Account Type field.

    Step 33
  34. Enter the desired information into the Account Type field. Enter

     a valid value
     e.g.
     "HOU"
    .

    Step 34
  35. Click in the Item Type field.

    Step 35
  36. Enter the desired information into the Item Type field. Enter

     a valid value
     e.g.
     "400000000400"
    .

    Step 36
  37. Click in the Amount field.

    Step 37
  38. Enter the desired information into the Amount field. Enter

     a valid value
     e.g.
     "1,000.00"
    .

    Step 38
  39. Click in the Term field.

    Step 39
  40. Enter the desired information into the Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 40
  41. Click in the Item Effective Date field.

    Step 41
  42. You want to set the Due Date for a month past the Item Effective Date.

     

    Enter the Item Effective Date on which the transaction becomes active. The default value for the item effective date is the current date. 

     

    Enter the desired information into the Item Effective Date field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 42
  43. Click in the Due Date field.

    Step 43
  44. Enter an optional Due Date for charge transactions. If you leave this field blank, the billing program populates the field on the student’s account.

     

    Enter the desired information into the Due Date field. Enter

     a valid value
     e.g.
     "06/01/2007"
    .

    Step 44
  45. Next, you will add another student.

     

    Click the Add Row button.

    Step 45
  46. Click in the ID field.

    Step 46
  47. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0031"
    .

    Step 47
  48. Next, you will add the final student.

     

    Click the Add Row button.

    Step 48
  49. Click in the ID field.

    Step 49
  50. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0032"
    .

    Step 50
  51. You want to check that the group balanced. Go back to the Group Entry page to do so.

     

    Click the Group Entry tab.

    Step 51
  52. Click the Save button.

    Step 52
  53. Notice that after you saved, the system assigned a Group ID number. You will need this number to post the transactions. 

    Step 53
  54. The Control Totals group box displays the entered totals. Notice that the Difference fields are zero -- the transactions were entered properly.

    Step 54
  55. The Display Option group box displays the range and totals in the database.

    Step 55
  56. The Effective Status group box displays the status of these charges. The charges are Available for Posting.

    Step 56
  57. Next, you will post these transactions.

     

    Click the Post Transactions link.

    Step 57
  58. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use.

     

    Click the Add a New Value tab.

    Step 58
  59. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, the system does not prompt you for additional values.

     

    Enter the desired information into the Run Control ID field. Enter

     a valid value
     e.g.
     "PTR1"
    .

    Step 59
  60. Click the Add button.

    Step 60
  61. Use the Post Transactions page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

    Step 61
  62. Click in the Group Type field.

    Step 62
  63. In this example, enter the code for Housing group type.

     

    Enter the desired information into the Group Type field. Enter

     a valid value
     e.g.
     "H"
    .

    Step 63
  64. Enter the Group ID that the system created after you saved your Group Entry charges.

     

    Click in the Starting Group ID field.

    Step 64
  65. There are 15 digits in the Group ID number.

     

    Enter the desired information into the Starting Group ID field. Enter

     a valid value
     e.g.
     "000000000000038"
    .

    Step 65
  66. Click in the Ending Group ID field.

    Step 66
  67. The system inserts the starting ID as the ending ID, but you can enter a different Ending Group ID number if you want to post multiple groups of charges at one time.

     

    In this example, you are entering a single group of transactions (000000000000038).

     

    Step 67
  68. Click Run to access the Process Scheduler Request page. There are two processes that you can run.

     

    Click the Run button.

    Step 68
  69. The Group Posting Common ID Create (SFPGRPDR) process is an optional process that evaluates all pending groups to find new IDs that do not yet have a row in the SF_COMMON_ID table. When the system encounters a new ID, it inserts a row into SF_COMMON_ID, which eliminates the need for the posting process to perform this function before posting pending transactions to an account. This process is especially useful during certain times of the year, such as the beginning of a term or the beginning of an academic year, when you have large groups that contain new IDs that have not undergone the posting process. If you run the Group Posting Common ID Create (SFPGRPDR) process prior to running the Group Posting (SFPGRPST) process, the posting process proceeds faster because it has less records to process.

     

    The Group Posting Process (SFPGRPST) posts group transactions and inserts rows into SF_COMMON_ID for new IDs if you do not run the Group Posting Common ID Create (SFPGRPDR) process first.

    Step 69
  70. You are only going to run the Group Posting Process.

     

    Click the Group Posting Process option.

    Step 70
  71. At this point, you would continue to run the Group Posting process just as you would any other PeopleSoft Enterprise Process Scheduler process.

     

    Refer to the Running Reports module for an example of running a process.

    Step 71
  72. Now, you want to review the transactions you posted.

     

    Click the Review Transactions link.

    Step 72
  73. Enter the desired information into the Group ID field. Enter

     a valid value
     e.g.
     "000000000000038"
    .

    Step 73
  74. Click the Search button.

    Step 74
  75. Use the Review Transactions page to review group entry information after posting.

    Step 75
  76. Notice the Posted Total is $3,000.00.

    Step 76
  77. Click the Group Post Details link.

    Step 77
  78. Use the Group Post Details page to review more detail about the group you posted.

    Step 78
  79. You can see that there is no Difference and that the Posted Total is accurate.

    Step 79
  80. Click the Return link to go back to the Review Transactions page.

     

    Click the Return link.

    Step 80

You have successfully entered and posted charges for multiple students. 

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