[ctcLinkfinaidsupport] WARNING - Create Group Data Entry workarounds for Customer Account Clean Up

[Marjorie Facio]

Subject: WARNING - Create Group Data Entry workarounds for Customer Account Clean Up
Importance: High

Good Morning SF SMEs and FA SMEs,

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.”

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.
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.
Recommendations for coordinating these adjustments from the financial aid screens in Peoplesoft will be sent in a separate email.

https://ctclinkreferencecenter.ctclink.us/m/92558/l/1234525-9-2-create-and-post-a-group-data-entry-financial-aid

BACKGROUND
FA Support and SF Support have met with many of you and walked you through this process.

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.

This can be easily avoided.

WHAT NOT TO DO
In this example, below….

The college reversed the original transaction (shown below in the first row with no payment ID – odd, yes)

  *   The same item type
  *   The same term
  *   The same student

AND...in the same group data entry

The college also increased the award (shown below with Payment ID 6 , also strange- this payment ID cannot be found in the system)

  *   The same item type
  *   The same term
  *   The same student

WHAT TO DO INSTEAD

  *   FIRST back out the original transaction by creating a new group data entry. This will have it’s own Group ID.
  *   Post this reversal group ID.


  *   Then create a NEW group data entry to reapply the adjustment. This will also have it’s own unique group ID.
  *   Then post that unique group ID.

Here is the related HEUG thread on this issue:
https://www.heug.org/communities/community-home/digestviewer/viewthread?GroupId=535&MID=158163&CommunityKey=1d609cb6-532a-4fd6-8d2f-c071adce9ad3&tab=digestviewer


Questions?
If you have any questions about a Group Post, please submit a ticket.

Thank you!

  *   FA Support & SF Support Teams


[cid:image001.jpg at 01D83394.C384DB30]



[Compass]Marjorie Facio
Functional Analyst, Campus Solutions (Financial Aid)
Washington State Board for Community and Technical Colleges
1300 Quince Street SE
Olympia, WA 98504-2495
mfacio at sbctc.edu<mailto:mfacio at sbctc.edu> • o: 360-704-1836
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

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