Student Financials

Student Financials - Inquiry

Group Post Entries

Finance and Accounting

Student Accounts

5/7/2009

Training Guide

Student Financials – Inquiry

Page ii

Table of Contents

Introduction ...................................................................................................................... iii

Creating a Group Post Entry ........................................................................................... 1

Posting a Group Post Entry ............................................................................................. 8

Viewing Posted Financial Aid Entries ........................................................................... 12

Training Guide

Student Financials – Inquiry

Introduction Page iii

Introduction

UPK General Information

This course uses a User Productivity Kit (UPK) format. This format uses a choice of playback

modes selected from topics in an outline. These playback modes are different methods that you

can use to learn about a topic.

Outline Levels

The structured outline upon which this course is built contains three levels.

• Module (represented in the outline by a purple book icon) is the highest level.

• Lessons (an icon resembling a stack of papers) comprise the second outline level.

• Topics (an icon resembling a single sheet of paper) comprise the third outline level.

Use the plus (+) and minus (-) symbols to expand or collapse the levels.

Playback Modes

To begin the course, expand the outline to the topic level. Then, select a topic, which will activate

the three playback modes near the top of the screen.

• See It! Learn by watching an animated demonstration of the steps needed to perform a task. All

activities, such as moving the mouse, will be completed automatically for you.

• Try It! Learn interactively in a simulated environment. The system will prompt you with the

actions you should perform to complete a task.

• Do It! Learn interactively using live data. Test the knowledge you gained from training by

completing the task on your own.

Click the icon for the playback mode you selected to launch the UPK Player in a new window. If

you need to pause a screen in the See It! mode, click the Pause link in the lower right corner of

the text bubble. To resume playback, click the blinking Resume link in the text bubble.

Links

When the instructions in a topic frame say, “Click here,” you must be in either the Try It! mode

or the Do It! mode for the link to become active. Links are inactive in the See It! mode.

Jump-in Points

An arrow icon displays to the right of the player modes. Click this icon to open a pop-up window

with jump-in points. These points allow you to start a topic at a point other than at the beginning,

which is helpful if you need to review a portion of a task.

Concept Pane

The concept pane, which is found at the beginning of the module, lessons, and topics, contains an

overview of the particular module, lesson, and topic. Topic concept panes contain additional

information about the topic.

Introduction Pane

Each topic’s Introduction pane displays a list of the topic’s objectives.

Training Guide

Student Financials – Inquiry

Introduction Page iv

Exiting the Player

If you need to return to the outline view before the topic’s playback concludes, press the ESC key

to terminate the player.

At the conclusion of the topic, the UPK Player window will close automatically and return you to

the outline. You can then select another topic from the outline or close the window containing the

UPK page.

Topics

This module contains the following topics:

• Creating a Group Post Entry

• Posting a Group Post Entry

• Viewing Posted Financial Aid Entries

Sandbox

The Student Financials training sandbox is available for you to practice what you have learned.

To access the sandbox, navigate to https://he90dev.net.ucf.edu/psp/HE90TRN/?cmd=login. When

the Oracle PeopleSoft Enterprise page opens, you will log in just as you log into the myUCF

portal. Enter your PID in the User ID field and your PID password in the Password field.

Lookup Icon

Whenever you see a lookup icon (represented by a small magnifying glass) next to a field, you

can click the icon. You can then select a value from the list of available values that displays.

You can collapse or expand the menu on the left side of the page while you are using the

sandbox.

• To collapse the menu, click the Minimize Menu icon (represented by a minus symbol) in the

upper right section of the menu bar.

• To expand the menu, click the Expand Menu icon in the upper left area of the page.

Training Guide

Student Financials – Inquiry

Creating a Group Post Entry Page 1

Creating a Group Post Entry

This topic will explain the steps needed to create a group post entry.

Procedure

In this topic, you will learn how to:

• Create a group post entry.

Step Action

1. Log into the myUCF portal and navigate to Staff Applications > PeopleSoft

SA/HR.

2. Click the Student Financials link.

3. Next, click the Charges and Payments link.

4. The available folders in Group Processing will display. Depending on your

security level, the folders that display may vary from the ones in this example.

Of the folders in this group, the ones listed below are used the most often. This

topic will focus on the Create Group Data Entries folder.

• Create Group Data Entries – Use the links in this folder for charges and

credits made to student accounts, such as late fees or payments.

• Post Transactions – Use this folder’s links to apply a set of transactions that

have been created to a student’s account.

• Reverse Groups – Use the links in this folder to create a group for the purpose

of reversing an entry that has already been posted. The group number generated

when the entry was created is used to post to the reverse group.

• Review Transactions – Use these links to view transactions.

• Review Suspended Transactions – After the transactions for a group have

posted, use the links in this folder to view any unposted transactions. This

information is helpful for navigating to a specific location within the group.

• External Files – Use these links to convert data from another format, such as

data from housing or the health center, and then use the converted data to populate

a Group Data Entry.

• Create Group Corp Data Entries – Use the links in this folder when

conducting business with an entity outside UCF.

Training Guide

Student Financials – Inquiry

Creating a Group Post Entry Page 2

Step Action

5. Click the Create Group Data Entries link.

6. The Group Data Entry search page will display.

To provide more room on your screen, click the Collapse Menu icon located in

the upper left area of your screen.

7. Click the Add a New Value tab.

8. The Group Data Entry page will display.

Do not change any of the values on this page.

9. Click the Add button.

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Student Financials – Inquiry

Creating a Group Post Entry Page 3

Step Action

10. The Group Data Entry header page will display.

• First, you will first complete the Group ID and Origin ID fields on this page.

• Next, you will click the Group Line Entry tab and complete the fields under

that tab.

• Then, you will return to the Group Entry tab and complete the Control Totals

section.

11. Begin the first phase of creating your entry process by clicking the down arrow to

the right of the Group Type field.

Training Guide

Student Financials – Inquiry

Creating a Group Post Entry Page 4

Step Action

12. Select an item from the drop-down menu that displays.

Financial Aid entries involving short-term loans require specific values be

selected. These entries will be discussed in a later topic.

For this example, which does not involve a Financial Aid entry for a short-term

loan, select Charges.

13. The Origin ID field is used to determine the originator of the group.

Click the lookup icon beside the Origin ID field.

14. Click the Look Up button.

15. Select a value from the list that displays.

For this example, select Student Accounts.

16. After completing the Group Data Entry header page, begin the second phase of

creating your entry by clicking the Group Line Entry tab.

17. The Group Line Entry tab fields that display are used for entering the transaction

data.

When you enter the data, to reduce the possibility of making an incorrect entry, do

not enter payments and charges in the same group.

18. Note the following items pertaining to the Group Line Entry tab fields:

• Academic Information – This link is used to view information about the

student’s enrollment, such as enrollment dates and current status.

• Charge Priority – This field is used for certain charges and certain terms. For

example, the FAALLTIV code is used for payments and indicates a payment

should be applied to all items that Financial Aid allows to be paid.

• Restrict Payment to Account – This box is selected when the payment needs to

be restricted to a specified account, such as Abandoned Property.

19. Enter the student’s seven-digit ID in the ID field, or click the lookup icon and

select the ID from the list that displays.

For this example, enter 0123456.

Training Guide

Student Financials – Inquiry

Creating a Group Post Entry Page 5

Step Action

20. The student’s name will populate beside his or her name in the ID field.

Notice the Account Type and Item Type fields. The values entered in these fields

should complement each other and should not conflict.

21. Click the lookup icon beside the Account Type field.

22. Click the Look Up button.

23. Select a value from the list that displays.

For this example, select TUT - Tuition & Fees.

24. Click the lookup icon beside the Item Type field.

25. Click the Look Up button.

26. Select an item from the list that displays.

For this example, select 200000001010 - Health Fee.

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Student Financials – Inquiry

Creating a Group Post Entry Page 6

Step Action

27. Enter an amount in the Amount field.

For this example, enter 25.00.

28. Click the Term field lookup icon.

29. Click the Look Up button.

30. Payments will be applied according to the value entered in the Term field.

Select a term from the list that displays.

For this example, select 1350 – Spring 2009.

31. The optional Due Date field is used to specify when payment for a charge is due;

for example, a date 14 days from a charge.

Click the calendar icon in the Due Date field.

32. Select a date from the calendar that displays.

For this example, select April 3.

33. Finish the second phase of your posting by clicking the Save button.

34. As soon as you press the Save button, the Group ID field will display a Group

ID number.

Record this number, as you will use it later.

35. To begin the third phase of creating your entry, click the Group Entry tab.

36. In this phase, you will complete three items in the Control Totals section, the

Balance Group selection and the amount and quantity Control Total fields.

37. Before you begin, however, notice that the Entered Total field displays negative

values.

After you complete your entries in the Control Totals section, these fields will

both display 0.

Training Guide

Student Financials – Inquiry

Creating a Group Post Entry Page 7

Step Action

38. First, select the box for Balance Group.

When this box is selected, the Deposit Balance field will show “Balanced” when

the entry is posted, if the items balance.

In this example, no entries have been made and the posting status is incomplete,

so the field displays "Not Balanced."

39. Second, enter an amount in the Control Total field. The amount you enter should

match the amount in the Entered Total field.

For this example, enter 25.00.

40. Notice that the Difference field now displays 0.00 instead of -25.00.

41. Third, enter the amount of data records. Like the Control Total field, this amount

should match the amount shown in the Entered Total field.

For this example, since one item was entered, enter the number 1.

42. Finish by clicking the Save button.

43. Notice that the Difference field now displays 0.

44. Click the Home link.

45. Choose an option from the main menu, or click the Sign out link to terminate your

session.

46. In this topic, you learned how to:

• Create a group post entry.

End of Procedure.

Training Guide

Student Financials – Inquiry

Posting a Group Post Entry Page 8

Posting a Group Post Entry

This topic will explain the steps needed to post a group post entry and how to confirm that the

entry balanced.

Procedure

In this topic, you will learn how to:

• Post a group post entry.

• Confirm that the posted entry balanced.

Step Action

1. Log into the myUCF portal and navigate to Staff Applications > PeopleSoft

SA/HR.

2. Click the Student Financials link.

3. Next, click the Charges and Payments link.

4. Then, select Group Processing > Post Transactions.

5. The Post Transactions page will display.

To begin the process of posting an entry, you will need a Run Control.

If you do not have a Run Control:

• First, click the Add a New Value tab.

• Second, enter a name for your Run Control in the Run Control ID field. Choose

a name carefully, because the system will not allow you to change or delete the

name after it is saved. Run Control IDs are case-sensitive and should be entered

without using spaces.

• Last, click the Add button.

If you have already created a Run Control, on the Post Transactions search page

that displays, click the Search button.

6. Select a Run Control ID from the list that displays.

For this example, select SA_GROUP_POST.

Training Guide

Student Financials – Inquiry

Posting a Group Post Entry Page 9

Step Action

7. On the Post Transactions page that displays, substitute the Group ID number,

which you recorded earlier, for the number that appears in the Starting Group ID

and Ending Group ID fields.

For this example, substitute 000000000053253 for 000000000041673 in both of

these two fields.

8. After entering the Group ID number in the Starting and Ending fields, click the

Run button.

9. On the Process Scheduler Request page that displays, select the Group Posting

Process box.

10. Click the OK button.

11. The Post Transactions page will display with a Process Instance number.

12. Click the Process Monitor link.

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Student Financials – Inquiry

Posting a Group Post Entry Page 10

Step Action

13. Enter your User ID in the User ID field.

For this example, enter jdoe.

14. Click the Refresh button.

15. The screen will redisplay to show the process information. If your process ran

successfully, the Run Status field will display Success.

16. In the next phase, you will confirm that your posted entry balanced.

Click the Expand Menu icon.

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Student Financials – Inquiry

Posting a Group Post Entry Page 11

Step Action

17. The main menu will redisplay.

Click the Create Group Data Entries link.

18. The Group Data Entry search page will display.

Click the Collapse Menu icon to collapse the menu.

19. Enter the Group ID, which you recorded earlier, in the Group ID field and then

click the Search button.

20. The Group Entry tab fields will display.

Notice the Deposit Balance and Posting Status fields now both display

“Balanced.”

21. If an error had occurred during the posting process, the Process Instance field

would display a number.

For this example, the process ran without errors, so no number displays.

22. Click the Home link.

23. Choose an option from the main menu, or click the Sign out link to terminate your

session.

24. In this topic, you learned how to:

• Post a group post entry.

• Confirm that the posted entry balanced.

End of Procedure.

Training Guide

Student Financials – Inquiry

Viewing Posted Financial Aid Entries Page 12

Viewing Posted Financial Aid Entries

Financial aid entries for short-term loans have specific requirements. Distinct values must be

entered in designated fields. This topic will teach you how to view a financial aid entry and

complete the required fields for this type of entry.

Procedure

In this topic, you will learn how to:

• View a posted financial aid entry for a short-term loan.

• Complete the required fields for this type of entry.

Step Action

1. Log into the myUCF portal and navigate to Staff Applications > PeopleSoft

SA/HR.

2. Click the Student Financials link.

3. Next, click the Charges and Payments link.

Training Guide

Student Financials – Inquiry

Viewing Posted Financial Aid Entries Page 13

Step Action

4. Then, click the Create Group Data Entries link.

5. The Group Data Entry search page will display.

To provide more room on your screen, click the Collapse Menu icon located in

the upper left area of your screen.

6. On the Group Data Entry search page that displays, click the Group Type

lookup icon.

7. Click the Look Up button.

8. Select Short-Term Loan Credits from the Look Up Group Type list.

9. The letter T will populate the Group Type field.

Click the Entry Date field calendar icon.

Training Guide

Student Financials – Inquiry

Viewing Posted Financial Aid Entries Page 14

Step Action

10. Select a date from the calendar that displays.

For this example, click the down arrow beside the month.

11. Select a month from the list that displays and then select a day.

12. The date you selected will populate in the Entry Date field.

Click the down arrow beside the Entry Date field.

13. As you may have noticed, many search pages contain operator fields. These fields

contain a list of drop-down predefined values, which help define a specific range

or value and work in conjunction with a value that you specify.

The drop-down list that displays contains the following operators:

• = (equal to the specified value)

• not = (not equal to the specified value)

• < (less than the specified value)

• <= (less than or equal to the specified value)

• > (greater than the specified value)

• >= (greater than or equal to the specified value)

• between (falls between the specified range of values)

• in (value appears in a list of items)

For this example, select the > operator (greater than the specified value).

14. Click the Search button.

15. Select a Group ID from the list that displays.

For this example, select 000000000052629.

Training Guide

Student Financials – Inquiry

Viewing Posted Financial Aid Entries Page 15

Step Action

16. The Group Entry tab fields will display.

When financial aid entries for short-term loans are created, the Group Entry tab

fields listed below must always contain these values:

• Group Type: Short-Term Loan Credit (an advance)

• Origin ID: 00015 – Short-Term Loans

17. Click the Group Line Entry tab.

18. The Group Line Entry tab fields will display.

When a Financial Aid entry for a short-term loan is created, the fields below must

be completed as follows:

• Account Type: STL

• Item Type: 271000002010

• Charge Priority: STLREFND. This code designates that the payment is to be

applied to the short-term loan account.

19. When the entry is made, the Amount, Term, and Due Date fields must also be

completed.

The Ref Nbr field in this example contains the FINA code. This code, which is

frequently used in this field, indicates how the short-term loan will be paid back.

20. Click the Home link.

21. Choose an option from the main menu, or click the Sign out link to terminate your

session.

22. In this topic, you learned how to:

• View a posted financial aid entry for a short-term loan.

• Complete the required fields for this type of entry.

End of Procedure.