System Process Document Create, Post, and Review Group Transactions. Department Responsibility/Role File Name

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1 Department Responsibility/Role File Name Create, Post, and Review Group Transactions_SPD_ Revision Document Generation Date Date Modified Last Changed by ctbrand2 12/11/2014 Status 12/11/2014 9:28:00 AM 12/12/ :04:00 AM Trigger: Required Field(s) Comments Output - Result(s) Comments Additional Information Last changed on: 12/12/ :04:00 AM Page 1

2 Procedure In this topic, you will learn how to create a transaction group, post it for processing and then review the transactions. 1. This function would be used to post charge transactions onto students accounts. Payments, credits and Financial Aid would be applied to accounts via batch processes. In the example below, if we knew that we were receiving a payment from an outside party for a group of students charges, we would have applied a third party contract to each student to credit them immediately and then billed the outside party. When the payment is received, the cashier s office would apply it to the third party contract outstanding balance. Scenario: You have received a lump sum check to pay for a group of students' optional health insurance. You want to create the transactions and post them to the students' accounts. Page 2 Last changed on: 12/12/ :04:00 AM

3 2. To sign in to Campus Solutions, go to sis.illinoisstate.edu. Click the Please click here to PeopleSoft logon page link. 3. You will be directed to the Campus Solutions logon screen. Enter your User ID and Password then click the Sign In button. Last changed on: 12/12/ :04:00 AM Page 3

4 4. Once you sign in, you will see a list of navigation links that relate to your roles and responsibilities. Charges and Payments is within Student Financials menu. Click the Student Financials link. Page 4 Last changed on: 12/12/ :04:00 AM

5 5. Group Processing is within the Charges and Payments folder. Click the Group Processing folder. Last changed on: 12/12/ :04:00 AM Page 5

6. From the Group Processing folder, click the Create Group Data Entries link. 7. Click the Add a New Value tab. The Business Unit field should default to ILSTU.

6 6. From the Group Processing folder, click the Create Group Data Entries link. 7. Click the Add a New Value tab. The Business Unit field should default to ILSTU. Select if necessary. The Group ID will default to NEXT so the system can auto assign the next group number available. Click the Add button. Page 6 Last changed on: 12/12/ :04:00 AM

7 8. Group Entry tab: Group Type: Enter the group type that describes the transactions from the drop down menu. Accounting Date: Enter the accounting date for the transactions. The default value is the current system date, but you can change it if necessary. Click the calendar link to select from the calendar. Last changed on: 12/12/ :04:00 AM Page 7

8 9. Origin ID: Enter an origin ID to indicate the source of the transactions. Depending on the origin ID, approval for the transactions might be required. Page 8 Last changed on: 12/12/ :04:00 AM

9 10. Received: Enter the date on which your office received payment or charge transactions. Original Group ID: This field is populated after the Reverse Groups process runs. The Reverse Group process creates a new group ID representing the transactions that were reversed, and this field will reference the original group ID. Entry Date: Enter the date that you are entering the transactions. 11. Balance Group: Select this option 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. Control Total: 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 was 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. Last changed on: 12/12/ :04:00 AM Page 9

10 12. Entered Total: These fields display the monetary amount of all transactions that are entered in the batch and the count of the entries. Difference: These fields display the difference between the entered totals and the control totals. Posted Total: These fields display the monetary total, posting date, and count of the entries after the batch is posted. Page 10 Last changed on: 12/12/ :04:00 AM

11 13. Posting : Allow system to automatically assign this value (This will be set to allow them to post). Values are: Available for Posting: If no approval is required, the field contains this value. Do Not Post: If you are approving this posting group, select this option to hold the group for further review. Posted: Indicates that the group has been posted. Waiting for Approval: If approval is required, the field contains this value. Last changed on: 12/12/ :04:00 AM Page 11

12 14. Click the Group Line Entry tab: ID: Enter the ID for the student that you are adding to the group. Balance: This field displays the current balance of the student's account. Account Type: Select the account type of the new entry. The description of the account type appears to the right of the field. Note: We will not be using this function to apply payments. Item Type: Select the item type of the new entry. The description of the item type appears to the right of the field. Page 12 Last changed on: 12/12/ :04:00 AM

13 15. Amount: Enter the item (charge or payment) amount of the transaction. Term: Enter the term for which you want to post this transaction. Ref Nbr (reference number) Enter an optional reference number to track the transaction. Last changed on: 12/12/ :04:00 AM Page 13

14 16. To add additional lines (students), click the + button. Page 14 Last changed on: 12/12/ :04:00 AM

15 17. You will notice that the ID field is now blank, but all other fields still contain the same information that was entered for the first line (student) entered. You will only need to update the fields that are different, for example the Amount or Ref Nbr fields. Click the Look Up button to select the next Student ID from the list. 18. As you add lines, the First of Last numbers change. 19. If you are adding multiple lines, you should periodically save your work. Click the Save button. Last changed on: 12/12/ :04:00 AM Page 15

16 20. To check on your progress, you can click the Group Entry tab, the Entered Total and number of entries will be displayed. For this example, we have entered 5 of the 11 lines needed to balance. The Difference will display the dollar amount and lines still needed to be entered. To resume adding lines, click the Group Line Entry tab. 21. Resume clicking the + button to add additional lines (students). Page 16 Last changed on: 12/12/ :04:00 AM

17 22. Click the Group Entry tab and verify all lines and totals balance before posting. Last changed on: 12/12/ :04:00 AM Page 17

18 23. If you find there is an error, go back to the Group Line Entry tab, click the View All link. This will display all lines entered. Scroll down to view/correct lines. Click the View 1 link to collapse the lines. 24. Click the Save button when complete. Note down the system generated Group ID which will be required for the posting process. Page 18 Last changed on: 12/12/ :04:00 AM

19 25. We will now complete the Post Transactions process for this group entry. To navigate, click the Group Processing link and then Post Transactions from the drop down menu. Last changed on: 12/12/ :04:00 AM Page 19

20 26. Click the Add a New Value tab. Enter the Run Control ID. Note: This is a free form field, but should be something specific to the transactions. Click the Add button. Page 20 Last changed on: 12/12/ :04:00 AM

21 27. Click the Look Up button for the Group Type field. Last changed on: 12/12/ :04:00 AM Page 21

22 28. Select a Group Type from the list. For this example, we entered transactions for Student Health Insurance, so we will select the Group Type Optional Health Insurance from the list. 29. Enter the Starting Group ID that was created during the Group Entry process. The Ending Group ID will default to the same value as the Start Group ID. If you are posting multiple group ID's, click the Look Up button and select the ending group ID from the list. Click the Run button. Page 22 Last changed on: 12/12/ :04:00 AM

23 30. The Process List section will display all jobs that need to run in order to post transactions. Click the Select box for Group Posting Process. Click the OK button. Last changed on: 12/12/ :04:00 AM Page 23

24 31. To monitor the progress of the jobs running, click the Process Monitor link. Page 24 Last changed on: 12/12/ :04:00 AM

32. A list of jobs running and the Status' will be displayed. The most recent job submitted will be listed first. Click the Refresh button until the Run Status and Dist.

25 32. A list of jobs running and the Status' will be displayed. The most recent job submitted will be listed first. Click the Refresh button until the Run Status and Dist. Status fields are Success and Posted. 33. Now let's review the transactions we just posted. From the navigation path, click Group Processing and then click Review Transactions from the drop down list. Last changed on: 12/12/ :04:00 AM Page 25

26 34. You can enter information in any field such as the Group ID, User ID etc. For this example, we will select the User ID. Click the Search button. Page 26 Last changed on: 12/12/ :04:00 AM

27 35. The Search Results will display all Group ID's entered for the User ID specified for the search. Click the Group ID that you want to Review. For this example, we will select the last Group ID entered. Last changed on: 12/12/ :04:00 AM Page 27

28 36. The Review Transactions page will display all information pertaining to this Group ID. To review individual line details, click the Line Details link to the right of the line. Click the First/Last arrows to view more lines, or click the View All link. Page 28 Last changed on: 12/12/ :04:00 AM

29 37. To view the posting details, click the Group Post Details link. Last changed on: 12/12/ :04:00 AM Page 29

30 38. Check that the Posted Total is equal to the Control and Entered totals. Verify the Process actions are Balance, Posted and Balance. If approval was required, click the Approval Information link to view approvers and approval status. Click the Return link to return to the Review Transactions page. 39. To return to the Navigation Menu page, click the Home link at the upper right of the screen. 40. Congratulations, you have successfully created group transactions, posted them and reviewed them. End of Procedure. Page 30 Last changed on: 12/12/ :04:00 AM

System Process Document Reverse Group Transactions. Department Responsibility/Role File Name. Reverse Group Transactions Trigger:

System Process Document Reverse Group Transactions. Department Responsibility/Role File Name. Reverse Group Transactions Trigger: Department Responsibility/Role File Name Reverse Group Transactions_SPD_20150217110422 Revision Document Generation Date Date Modified Last Changed by sbrock 2.17 Status sent for review 2.17 2/17/2015