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<p class="MsoNormal"><b>Subject:</b> WARNING - Create Group Data Entry workarounds for Customer Account Clean Up<br>
<b>Importance:</b> High<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Good Morning SF SMEs and FA SMEs, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Those of you currently in Dual Processing mode have been using a known workaround for reversing an award to then later apply a reduced or increased amount for R2T4 or for “Students with No Enrollment.”<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><i><span style="background:yellow;mso-highlight:yellow">However, this same concept applies when you are fully in Peoplesoft. For financial aid adjustments, care should be taken to not manually disburse aid adjustments at the same time/moment
that batch processing is occurring. <o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="background:yellow;mso-highlight:yellow">Whether it is batch authorization and disbursement or batch SF Group Post processing. Anyone in the financial aid office should not manually adjust aid while those processes are occurring.</span>
<o:p></o:p></i></p>
<p class="MsoNormal"><i><span style="background:yellow;mso-highlight:yellow">Recommendations for coordinating these adjustments from the financial aid screens in Peoplesoft will be sent in a separate email.</span>
<o:p></o:p></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><a href="https://ctclinkreferencecenter.ctclink.us/m/92558/l/1234525-9-2-create-and-post-a-group-data-entry-financial-aid">https://ctclinkreferencecenter.ctclink.us/m/92558/l/1234525-9-2-create-and-post-a-group-data-entry-financial-aid</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>BACKGROUND<o:p></o:p></b></p>
<p class="MsoNormal">FA Support and SF Support have met with many of you and walked you through this process.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="background:yellow;mso-highlight:yellow">We wanted to add a WARNING in case we misadvised you, as the scenario below will break Production and require us to open a Service Request with Oracle to fix the issue</span>.
<o:p></o:p></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal">This can be easily avoided. <o:p></o:p></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><b>WHAT NOT TO DO<o:p></o:p></b></p>
<p class="MsoNormal">In this example, below….<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The college reversed the original transaction (shown below in the first row with no payment ID – odd, yes)<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo3">The same item type
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo3">The same term
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo3">The same student
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="background:yellow;mso-highlight:yellow">AND...in the same group data entry</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The college also increased the award (shown below with Payment ID 6 , also strange- this payment ID cannot be found in the system)<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">The same item type
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">The same term
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">The same student
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>WHAT TO DO INSTEAD<o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo8">FIRST back out the original transaction by creating a new group data entry. This will have it’s own Group ID.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo8">Post this reversal group ID.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo8">Then create a NEW group data entry to reapply the adjustment. This will also have it’s own unique group ID.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo8">Then post that unique group ID.
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Here is the related HEUG thread on this issue: <o:p></o:p></b></p>
<p class="MsoNormal"><a href="https://www.heug.org/communities/community-home/digestviewer/viewthread?GroupId=535&MID=158163&CommunityKey=1d609cb6-532a-4fd6-8d2f-c071adce9ad3&tab=digestviewer">https://www.heug.org/communities/community-home/digestviewer/viewthread?GroupId=535&MID=158163&CommunityKey=1d609cb6-532a-4fd6-8d2f-c071adce9ad3&tab=digestviewer</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Questions? <o:p></o:p></b></p>
<p class="MsoNormal">If you have any questions about a Group Post, please submit a ticket.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Thank you!<o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo7">FA Support & SF Support Teams<o:p></o:p></li></ul>
<p class="MsoListParagraph"><o:p> </o:p></p>
<p class="MsoNormal"><img border="0" width="843" height="703" style="width:8.7812in;height:7.3229in" id="Picture_x0020_1" src="cid:image001.jpg@01D83394.C384DB30"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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</v:shape><![endif]--><![if !vml]><img width="76" height="142" style="width:.7916in;height:1.4791in" src="cid:image003.jpg@01D83394.573E80C0" align="left" hspace="12" alt="Compass" v:shapes="Picture_x0020_1"><![endif]><b><span style="font-size:14.0pt;font-family:"Calibri Light",sans-serif;color:#44546A">Marjorie
Facio<o:p></o:p></span></b></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><b><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#44546A">Functional Analyst, Campus Solutions (Financial Aid)<o:p></o:p></span></b></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif">Washington State Board for Community and Technical Colleges<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif">1300 Quince Street SE<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif">Olympia, WA 98504-2495<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#1F497D"><a href="mailto:mfacio@sbctc.edu">mfacio@sbctc.edu</a></span><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#003561">
</span><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#1F497D">• o:
</span><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif">360-704-1836<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#1F497D"><a href="https://www.sbctc.edu/">sbctc.edu</a></span><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#003561">
</span><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif;color:#1F497D">•
</span><span style="font-size:10.0pt;font-family:"Calibri Light",sans-serif">Twitter:<span style="color:#003764">
</span><span style="color:#1F497D"><a href="https://twitter.com/SBCTCWashington">@SBCTCWashington</a></span><span style="color:#003764">
</span><span style="color:#1F497D">• </span>Facebook:<span style="color:#1F497D">
<a href="https://www.facebook.com/wasbctc/">@WASBCTC</a></span></span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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