Reverse Posted Group

This function allows the users to reverse an entire group after it has been posted. This process also requires approval from the Principal before the Group can be reversed.

• Group Reversal Process
• Reverse Group From Create Group Data Entries
• Approval by School Principal
• Post Group to Student's Account
• Verify the Status of the Group from Create Group Data Entries page
• Verify Reversed Transactions in Student's Account

Group Reversal Process

Roles Involved: Class Teacher or School Finance Officer

1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Reverse Group.

2. In the Add a New Value tab, enter the required value in the Run Control ID field. For example: 1.

3. Click on the Add button.

4. You will be directed to the Group Reversal page.

Description:

• Include Detail: Select this option to generate a detailed report of the transactions reversed when you run the process.

• Group ID: Enter the unique ID of the group of transactions that you want to reverse.

• Description: Enter an optional description for the group reversal. This description appears next to the item type on the Group Line Entry page.

• Bank Tracer Nbr (bank tracer number): Enter a number for tracking purposes. This field is optional.

• Item Effective Date: Enter the effective date that the system assigns to the reversed transactions.

• Due Date Option: Select an option to determine how the system calculates due dates for the reversed transactions:

• New Due Dt (new due date): Select this option to enter a new due date that the system assigns to the reversed transactions.

• Null: The system assigns a null value to the due date of the reversed transactions and assigns new due dates during the billing process.

• Old Due Dt (old due date): The system assigns the original due date of the reversed transaction.

5. In the Parameters scroll, enter the required values in the Business Unit, Group ID, Description and Item Effective Date fields. Select New Due Date in the Due Date Option drop-down menu and enter the Due Date field.

Note: Use the Refresh button if the Due Date field takes longer to appear.

6. Click on the Run button to run the process.

7. In the Process Scheduler Request page, select the Group Reversal checkbox.

8. Click on the OK button.

9. You will be directed back to the Group Reversal page. Take note of the Process Instance number.

10. Click on the Process Monitor link.

11. Click on the Refresh button until the Run Status and Distribution Status are set to Success and Posted accordingly.

12. Click on the Go back to Group Reversal link and it will direct you back to Group Reversal page.

13. Click on the Report Manager link.

14. Click on the Administration tab.

15. In the Report List section, click on the Group Reversal link under the Description column.

16. Take note of the new Group ID in the report generated.

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Reverse Group From Create Group Data Entries

Roles Involved: Class Teacher or School Finance Officer

1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Create Group Data Entries.

2. In the Find an Existing Value tab, enter the required values in the Business Unit and Group ID fields.

3. Click on the Search button.

4. You will be directed to the Create Group Data Entries page.

5. In the Control Totals section, enter the Total Amount to be reversed in the Control Total field and the Total Amount of students in the BND field.

6. Select the Balance Group checkbox to balance the Group.

Note: Make sure the Posting Action is set to Waiting for Approval.

7. Click on the Save button to save the changes. The Group will be automatically routed for approval.

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Approval by School Principal

This function will be used by the Principal to approve / deny the group after it has been created.

Roles Involved: Group Post Approver

1. Navigate to Main Menu > Worklist.

2. Search and click on the new Group ID from the Link column.

3. Verify the information in the Group Entry and Group Line Entry tabs.

4. To approve the group, select Available for Posting from the Posting Action drop-down menu.

5. Click on the Save button to save the changes.

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Post Group to Student's Account

This function allows the Class Teacher/ Finance Officer to post the group once it is approved by the school Principal.

Roles Involved: Class Teacher or School Finance Officer

1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Post Transactions.

2. In the Add a New Value tab, enter the required value in the Run Control ID field.

3. Click on the Add button.

4. You will be directed to the Post Transactions page.

Description:

• Business Unit: Select the business unit to which the group is associated.

• Group Type: Select the group type to which the group ID is associated.

• Starting Group ID: Select the starting group ID. The system generates these IDs when you complete the Group Data Entry pages.

• Ending Group ID: Select the ending group ID. The system generates these IDs when you complete the Group Data Entry pages.

• Operator ID: Optionally, select the user ID of the person posting the group.

• Assign Group OperID (assign group operator ID): Optionally, select and assign a user to the group.

• Reset Process Instance: Click to delete a process instance number from a posting group that failed.

• Run: Click to access the Process Scheduler Request page. You can run two processes:

• Group Posting Common ID Create: SFPGRPDR

• Group Posting Process: SFPGRPST




Note: Make sure the required fields are not empty: Business Unit, Group Type, Starting Group ID and Ending Group ID .

5. In the Parameters section, enter the required values in the Business Unit, Group Type, Starting Group ID and Ending Group ID fields.

Note: Make sure the Group Type is set to 'C' for Charges.

6. Click on the Run button to run the process.

7. In the Process Scheduler Request page, select the Group Posting Process checkbox.

8. Click on the OK button.

9. You will be directed back to the Post Transactions page. Take note of the Process Instance number.

10. Click on the Process Monitor link.

11. Click on the Refresh button until the Run Status and Distribution Status are set to Success and Posted accordingly.

12. Once the process has completed, check for the status of the group in the Create Group Data Entries page.

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Verify the Status of the Group from Create Group Data Entries page

Roles Involved: Class Teacher or School Finance Officer

1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Create Group Data Entries.

2. In the Find an Existing Value tab, enter the required values in the Business Unit and Group ID fields.

Note: The magnifying glass can be used to search for the Group ID.

3. Click on the Search button.

4. Ensure that the Posting Action is Posted and there are no errors on the page. Fees have been successfully posted to the student's account.

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Verify Reversed Transactions in Student's Account

Once the fees is posted, the Class Teacher can verify the fees posted to the student account.

Roles Involved: Class Teacher or School Finance Officer or School Admin - Billing

1. Navigate to Main Menu > Student Financials > View Customer Accounts.

2. In the Find an Existing Value tab, enter the required values in the Business Unit and ID fields.

3. Click on the Search button.

   Note: The Customer Account will display all charges and payments posted in the student's account.

4. Click the Account Details link to view the details of the transactions posted in that term.

5. Click on the Item Details link to view the details of the transaction.

6. The fees that is charged to the student will be shown.

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