How to Create Cashier Batch Import ELF File in Colleague

Steps for an end user to run the ELF Process (user must be setup as a cashier or run by Datatel admin user).  

Any time after 2:45* pm each Wednesday, run the new report, found in the Student Accounts folder “HEERF Data for Student Accounts"    Student Accounts verifies that the data in the report matches the information that was provided by Student Financial Accounts in the Wednesday morning email.

For technical assistance with this process, submit the Admin IT Support Request form, and select the Business Office/Student Accounts support analyst.

Preparing the Import File

  1. Extract to csv and SAVE the file – do not open this file in Excel, to retain the format integrity. 
  2. Navigate to the saved file location and Open with Notepad.
  3. Delete the top row from the report then Save file to a network share folder accessible to user in secure desk Colleague session
  4. To review the file that will be imported, only reopen in Notepad**.  
  5. To view the file in Excel, i.e. for comparison to SFA's Sharepoint source data, save the file with a different name.

For reference, these are the data columns in the report

  • ​​Student ID (ensure leading zeroes are there)
  • AR Type
  • Term (can be blank, but not recommended) in ##/XX format, ex: 20/SP
  • Amount of payment in cents, ex: $400.00 would be 40000
  • Receipt Date in DD/MM/YY format
  • Payer ID, ex: 0802153 for CARES, or use the student ID
  • Payer Description, ex: US Dept of Ed for Cares or use the student last name
  • Receipt Tender Distribution Code, ex: ERPAY for CARES or the GL Distribution code for the receipt type
  • Payment Method, ex: CVFD for CARES or the pay method for the receipt type
  • Confirmation Number, a unique reference, ex: date and sequential numbering like CARE0603201, CARE0603202, etc...
  • Non-Cash Amount in cents, ex: $400.00 would be 40000
  • Sample file:​

sample elf file.png

Processing the File

  1. Student Accounts manager (this must not be the individual who is posting the receipts to students' accounts) verifies the data is accurate
  2. In Colleague, Access the FLUL screen (Colleague File Import) 
    • In Target Directory type:    _HOLD_    
    • Tab to Target File name and type:   cashrcpt.csv    
    • click Yes to replace this file
    • Change Execute Upload to Y and click Save All
    • Click Choose File to browse your local files, select the file and click open or double click the file, then click OK
    • A message appears that the file has been successfully uploaded
  3. Cashier runs STII (Source-To-Intermediate Import) in non-update mode first to be sure there are no errors
    • Access STII screen
    • ​Enter the ELF Spec (S03CRMAP - mapping for cash receipts)
    • Add a unique Batch Control ID, ex: 'CRRSA0827ALL'
    • Enter Estimated Number of Records
    • Enter No for Update Mode
    • Click Save & Update
    • Change Output Device to H for Hold/Browse File Output
    • Click Save & Update, Save & Update, Finish
    • If no report is displayed, there are no errors with the file
      • If there are errors: fix the data in the file, save in folder above and wait for new file to be uploaded
         
  4. Repeat process above for STII in update mode 
    • Enter Yes for Update Mode
    • Click Finish when done, no report will be displayed
  5. User runs ITCI​ (Intermediate-To-Colleague Import) in non-update mode first to be sure there are no errors
    • Access ITCI screen​
    • At the Application Prompt, enter “ST” (or use ST-ITCI in previous step)
    • For Batch Control LookUp enter the unique Batch Control ID from the STII run above, ex: CARP100
    • Enter No for Update Mode
    • For Report Detail enter D (Detailed Report) 
    • Save & Update, change Output Device to H (Hold/Browse File Update), Save & Update
    • Review the Intermediate – To – Colleague Import Report displayed for expected results
       
  6. User runs ITCI (Intermediate-To-Colleague Import) in update mode now
    • Access ITCI screen​
    • At the Application Prompt, enter “ST” (or use ST-ITCI in previous step)
    • For Batch Control LookUp enter the unique Batch Control ID from the STII run above, ex: CARP100
    • Enter Yes for Update Mode​
    • For Report Detail enter D (Detailed Report) 
    • Save & Update, change Output Device to H (Hold/Browse File Update), Save & Update
    • Review the Intermediate – To – Colleague Report displayed for expected results
    • Click Export PDF to save the report for a record of the cash receipts created
      • Select Letter for Paper Size

Use SEMA (Session Manager) to close and reconcile the cashiering session (** STUDENT ACCOUNTS review and provide edits to the below sections)

  1. Access RTCA (Receipt Tender Code Analysis) screen
    • Drill down on appropriate session
  2. On CMSD (CR Manager Session Detail) screen
    • Note Session number on top right of screen, ex: 13336
    • Enter the Actual End Balance (to match the Control End Balance)
    • Change the Status to C for Closed
    • Save & Update, Save & Update
  3. Access SSRC (CR Session Reconciliation) screen
    • Enter session ID
    • Click Save and Update, Change to H, Save & Update
    • Verify Register of transactions
    • Click Export to PDF to save the report
  4. From Reporting Services Run the Pay Method Summary Report 
    • Enter the Session ID noted above
    • Save the report
  5. Go back to SEMA 
    • Drill down on appropriate session
    • On CMSD (CR Manager Session Detail) screen
      • Change the status from C to R for Reconciled
      • Save & Update
    • Click Save & Update, Finish 

​​​Need to add detail here for the distinction between processing refund vouchers and crediting Student Account (distinguished by AR Type ER (refund) or 01 (Student Account)

  1. Use CGLP (Cash Receipt GL Processing) to post transactions to the General Ledger
    • ​For Posting Method select R for Report Only
    • Enter Start/End Date as appropriate, ex: today’s date
      • be sure to include the date in the file within timeframe
    • For Posting Summary select N for No Summary
    • In the Session Incl area enter the session number noted in previous step
    • Save & Update, change Output Device to Hold, Save & Update
    • Review the Cash Receipt GL Register report
    • Click Export to PDF to save the report
    • Run again with Posting Method = U for Update
    • Click OK for the warning in the dialog box
    • Save & Update, change Output Device to Hold, Save & Update
    • Review the Cash Receipt GL Posting report
    • Click Export to PDF to save the report for reference
  2. Spot check student accounts in the ARAI screen to confirm the receipts are credited on account
  3. Create the refund vouchers
    • Access the RFVR (Refund Voucher Register) screen
      • To narrow down the records selected use the SAVED List option and use the student list created above with the *ER suffix
      • Enter appropriate AR Type, ex: ER
      • Enter appropriate AP Type, ex: 0006 (Electronic Student Refunds)
      • Enter Due Date for voucher (defaults to current date) which should be date of actual payment
      • Enter Refund Percent, ex: 100
      • Enter Refund Reason, ex: COVID
      • Enter a Term, ex: 20/SP
      • Save & Update, change Output Device to Hold, Save & Update, Save & Update
      • Review the report that is displayed
        • If the results are not what is expected, rerun the RFVR until the results are correct
        • This process creates the Saved List for the next step
    • Access the RFVC (Refund Voucher Creation) screen
      • Confirm Voucher Date
      • Save & Update, change Output Device to Hold, Save & Update, Save & Update
      • Review report, 
      • Click Export PDF to save report
    • ​Vouchers are now ready for processing​ by AP
  4. ​Spot check student accounts in the ARAI screen to confirm the vouchers are debited to zero out student account
  5. ​Optional step as appropriate, send an email to AP (and other interested parties) to notify if there are vouchers created and ready for payment
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