Business Process Document
PeopleSoft - Student Financials: Group Data Entry
Department
Responsibility/Role
File Name
Version
Document Generation Date
Date Modified
Last Changed by
Status
Student Accounts
SA 9.0 - Student Financials
1.0
04/13/2011
Jeffrey Duly
Active
The purpose of this document is to outline the steps to follow when entering batches into the
Student Accounts Group Data Entry screens.
For any questions concerning the group data entry process, please email
osa@list.vanderbilt.edu.
Last changed on: 11/21/2012 1:32 PM
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
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Step
Action
1.
Begin by navigating to the Student Financials -> Charges and Payments ->
Group Processing -> Create Group Data Entries link.
2.
Click either on the Add a New Value tab or link.
3.
Enter VANDU in the Business Unit.
4.
The Group ID will default to NEXT.
5.
Click on the Add link.
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
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Step
Action
6.
Select the Group Type. This should always be Adjustments
This Screen is comparable to the current Batch Header Screen. Note: Do not enter more than 50
transactions in one batch.
See page 4 for additional steps-
Last changed on: 11/21/2012 1:32 PM
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
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Step
Action
7.
Select the Origin ID. If you know the value, you can enter it. Otherwise, click on
the magnifying glass to bring up the Look Up Origin ID search and choose the
appropriate origin ID.
8.
Do not enter anything in the Original Group ID field.
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
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Step
Action
9.
Accounting Date, Received Date and Entry Date should all default to the
current system date.
10.
You must always check the Balance Group box. The group (batch) must be
balanced before it is approved at the department level.
11.
Enter the monetary sum in the left Control Total field and the total number of
transactions in right Control Total field. For example, if you are entering a group
of transactions, enter the batch total in the Control Total field and the total number
(count) of transactions in the field to the right of the words USD.
Last changed on: 11/21/2012 1:32 PM
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
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Step
Action
12.
Click on the Group Line Entry tab.
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
Step
Action
13.
Enter the student’s Commodore ID number in the ID field. If you don’t know the
Commodore ID number, click on the magnifying glass to search.
14.
Enter the Account Type. This should always be STU.
15.
Enter the item type in the Item Type field. If you don’t know the item type, click
on the magnifying glass to search. To help find the appropriate item type, click to
sort on the Key Word 2 (center#) or Key Word 3 (account #) column headers.
16.
Enter the item amount of the transaction in the Amount field. Note: To reverse a
charge that already been posted to the students account, use the charge item type
with a negative dollar amount (example -200.00).
17.
Enter the term for which you want to post this transaction in the Term field. If
you don’t know the term code, click on the magnifying glass to search.
18.
Do not enter anything in the Ref Nbr field, unless you want to make additional
comments related to the transaction.
19.
Enter the item effective date on which the transaction becomes active in the Item
Effective Date field. It will default to the current date. The Due Date field should
be left blank unless for a batch of transactions with a future due date.
20.
To add additional lines from the group entry, click on the
or
box at the
right of the panel. When a new line is added, the Account Type, Item Type,
Amount and Term fields are automatically populated with the same values as the
line above it. Do not enter more than fifty transactions in one batch.
21.
Do not use the Mark for Delete button.
22.
To view all the lines in the entry, click on the View All link.
23.
Once all lines have been entered, click on the Save button.
24.
Click on the Group Entry tab to return to that screen.
Last changed on: 11/21/2012 1:32 PM
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Business Process Document
PeopleSoft - Student Financials: Group Data Entry
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25
Step
Action
25.
Click on the Save button.
26.
Compare the Control Totals against the Entered Totals, which are sum of the
total monetary amount of all transactions entered in the Group Line Entry screen
and the count of the entries. If there are differences, they will appear in the
Difference fields. Verify the correct control totals and change if incorrect. If
control totals are incorrect, click on the Group Line Entry tab and make the
necessary corrections to the transactions.
27.
If corrections were made as noted in Step 26, click on the Save button again and
return to the Group Entry screen to again verify that Control Totals and Entered
Totals agree.
28.
Click on the Save button when finished.
29.
Send an email to transactionosa@list.vanderbilt.edu for posting approval. Include
the Group ID in the subject line and the total dollar amount and number of
records from the Control Totals in the body of the message. Once files have been
verified and are in balance you will receive an e-mail back confirming the file is
being processed. You should keep this e-mail confirmation with your supporting
documentation.
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