PeopleSoft 9.0 Group Post Charges December 2014 What to Know

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1 1 PeopleSoft 9.0 Group Post Charges December 2014 What to Know Navigation: Students: Student Financials>>Charges and Payments>>Group Posting>>Create Group Data Entries Third Party: Student Financials>>Charges and Payments>>Group Posting>>Create Group Corp Data Entries General Information 1. Charges and payments should never be in any one batch. Group post will not post a batch if it contains both charge Item Types and payment Item Types. Enter them separately. 2. After selecting SAVE, the batch can be opened and more rows of data entered. Once 'posted', no further changes can be made. However, you may add more than one batch per day. 3. Once saved, each batch will have its own unique Group ID. Multiple entries in a batch are better than single entries across multiple batches. For the functionality of our automatic system, we encourage you to create as few batches in a day as possible. 4. The Group ID should be recorded with the dataset from which you entered the data. If for no other reason, this is good to capture in case a problem should arise - it helps us track down the problem batch to see how best to fix it. 5. Creating the batch does not post it to the customer accounts. These are two distinct procedures in PeopleSoft. One segment of Group Post is the setup and Data Entry of the batch. The second is the posting of the batch once it is completed.

2 2 Data Entry Click on "Add a New Value" o If you are returning to a previously saved batch, stay on "Find an Existing Value" and enter the Group ID. The other search fields can be used if the Group ID is not known - "Date Range" may be good for this. On the following screen the words 'UKANS' and 'NEXT' should be populated automatically. o Do not change these fields. Once saved, the system uses the 'NEXT' prompt to assign the very next available Group ID. Click 'Add'

3 3 Enter a Group Type and Origin ID o If those fields are not known, click the magnifying glass to display options. The current date populates in the date fields. We do not change these. As rows are added to the "Group Data Entry" tab, totals will populate in the Control Totals box. o If desired you can enter a control total - this would be the expected total of the batch based on the dataset from which you're entering your posts. Select "Group Line Entry" to proceed The ID field is blank. It's looking for the student's ID. DO NOT leave the field blank and select the magnifying glass. It will attempt to display IDs for the entire University. o If you do not have the ID for some reason, then save and use View Customer Account Main Menu>>Student Financials>>View Customer Account

4 If the ID is good it will populate the student's name to the right. Double check to be sure this is the correct name. Account Type - use the magnifying glass to find the Account Type that applies to your department. Item Type - If the Item Type is known, enter it in the field. If not, you can click the magnifying glass. o It will limit the search per the Account Type entered above. You can also enter the first few digits (if known) to further limit the search. The following search screen also has fields for Keywords which can also further limit the search. Amount - Enter the amount of the charge or payment. If it's a whole figure, just enter the dollar amount and the decimals will populate as zeroes. Term - Enter the 4 digit code for the term. If nothing is entered, the system will default to the current term when the batch posts. Ref Nbr - Appears on the Item Detail on the customer account. Do not use this field unless there is some specific business need. Due Date - Not required. The charge Due Date will be provided with the next run of the billing cycle. Specifying an alternate Due Date here is possible, but it would just be confusing for the customer. 4

5 To add a row for another entry, click the "plus" (+) box at the upper right. o Account Type, Item Type, Amount, etc. all carry over to the new row. ID is cleared. Change the data accordingly. We recommend posting all charges of a particular type first (if you have multiple) rather than posting by student all at once. There is less data entry that way. o Repeat the process as many times as needed and then click "Save". Of course, you can always click "Save" at any time to save the work you ve done so far. Again, the first time you select "Save," the batch will be assigned a Group ID - Notate the Group ID on your own documentation. Group ID will be needed for posting and future reference. Return to "Group Entry" to ensure the data is populated. o The Control Totals box will show the total amount of your batch (in relation to the control total if you entered one) and the total number of rows/entries. If you have utilized the control total amount and a difference is showing, there may be an error in the entries - verify your entries against the dataset you used to make the entries and adjust accordingly on the "Group Line Entry" tab. If an adjustment is needed on the "Group Line Entry" tab, select the tab and use the arrows at the top right to navigate between rows/entries. 5

6 6 To the right of the Control Totals box is the Display Option box. This is for navigating rows/entries before selecting the "Group Line Entry" tab. o Only 100 rows can be shown at a time on "Group Line Entry". Will navigate to the next set of 100 rows in the batch. i.e. in the example below, selecting the right arrows will display 101 to 101. Will navigate you to the initial or final 100 rows in the batch. i.e. in the example below, selecting the right arrow will display 2 to 101. o At the bottom left you will see a menu titled Posting Action. It currently shows 'Available for Posting' which means the batch has been saved and is ready to be posted.

7 Other than the "Group Line Entry" tab, you can also review your entries another way. Although you can't make changes, it may be easier for review purposes. o Student Financials>>Charges and Payments>>Group Processing>>Review Transactions o Take down your Group ID before navigating here - enter it on the search screen o The resulting screen will show a list of all entries. Selecting View All will only show 100 at a time (like the Display Option box above), use the arrows to navigate. 7 Now we're ready to Post the batch. Did you copy down the Group ID??

8 8 Posting the Batch Navigation: Students and 3rd Party: Student Financials>>Charges and Payments>>Group Processing>>Post Transactions

9 9 Click on "Post Transactions" and you will be asked for a Run Control ID. For your first time posting a batch you will need to create a Run Control ID. One should suffice, but you can create multiple - they will be tied to your log in for Enroll & Pay. o Select "Add a New Value," Enter an ID for yourself, and then select "Add." It will not allow spaces but you can use the Underscore if you wish. o o Upon successfully creating an ID you will be taken to the Parameters page for group post. In the future you can either enter your ID or just select "Search" on the "Find Existing Value" tab.

10 Business Unit should default to UKANS, leave it as is. Group Type - select the appropriate type for your department. The magnifying glass will show you the available types. Starting Group ID - enter the Group ID you wrote down after creating your batch and press 'Tab' on your keyboard. The same number should populate in the Ending Group ID field. o It is safest to post one batch at a time. If you are processing more than one batch, it is possible to post them all by entering the last Group ID of your batches. If your Group IDs are not consecutive!!! then definitely do not post by range. Run each batch separately. Enter nothing for Operator ID and Assign. It is now ready. Select "Run." 10 You will be directed to the 'Process Scheduler Request' page. o Server Name and Recurrence will be greyed out. o Skip down to the line in the chart that says Group Posting Process and put a check in the box. o Leave everything else alone and select 'OK.'

11 11 You will be returned to the previous screen where you will now see a 'Process Instance' number at the upper right. You can also now click on the "Process Monitor" link to check the status of your post. o Occasionally clicking "Refresh" will update the screen until the Run Status shows 'Success'.

12 12 Instead of 'Success' you may get a status of 'Error.' o If this happens, click the "Details" link to the right and then select "Message Log" o If you are unsure how to correct the issue and need further assistance with Group Post, contact CeAnne or David.

13 Now Navigate to: Student Financials>>Charges and Posts>>Group Processing>>Review Transactions o Enter the Group ID. o You will see posted amounts and the date. To further view/verify the status of the batch from here select "Group Post Details." At the bottom you will see the status. 13