---
title: "Using Group Data Entries"
canonical: "https://kb.uconn.edu/space/SAS/10779852972/Using%20Group%20Data%20Entries"
format: markdown
---
Administrators can create group data entries in the Student Administration System.

<span style="color: #333333">Group Data Entries are used to add charges for a group of students like (i.e., Study Abroad airfare or health services).</span>

1. [Log in](https://uconn.atlassian.net/wiki/display/IKB/Logging+in+to+the+Student+Administration+System) to the Student Administration System.
2. Click the **NavBar** icon in the top right-hand corner.
3. Click the **Navigator** button from the menu.
4. Navigate to the **Student Financials **tab.
5. Select the** Charges and Payments **<span style="color: #333333">tab.</span>
6. Click the **Group Processing **<span style="color: #333333">tab.</span>
7. Select the <span style="color: #333333">**Create Group Data Entries **</span><span style="color: #333333">tab. </span>
8. Click the** Add a New Value** tab.
9. Click **Add**.
10. From the **Group Type** drop-down list, select the appropriate Group Type charge description.
11. In the **Origin ID** field, enter the code if you know it.
  - Alternatively, click the magnifying glass icon to select the appropriate code.
12. Leave the **Original Group ID** field blank.
13. Select the **Balance Group** checkbox.
14. In the **Control Totals** frame, in the **Control Total** field, enter the total dollar amount of the batch you will be posting.
15. In the field to the right of** USD**, enter the number of transactions you will be entering.
  - Delete the **0** that populates this field by default.
16. Click **Group Line Entry.**
17. In the **ID** field, enter the appropriate ID.
18. In the **Account Type** field, click the magnifying glass icon to select the appropriate **Account Description**.
19. Enter the **Item Type. **
  - Alternatively, click the magnifying glass icon to select the appropriate **Item Type**.
    - Your security limits what you can see on this page. A supervisor of the department must submit a security update with your login name and the name of the payment(s) by completing the <u>[Access Request Form for Departmental Administrators](https://hclleap-prod2.its.uconn.edu/apps/landing/org/app/63f0e08e-b428-4dc1-832d-360924190886/launch/index.html?form=F_SARequest)</u>.
20. In the **Amount** field, enter the amount to be charged.
21. In the **Term** field, enter the **Term** code.
22. In the **Ref Nbr** field, enter the description (e..g, parking fine ticket number).
23. In the **Due Date** field, enter the date the charge is due.
  - Add two weeks to today’s date so the student can be notified of the charge via email.
24. To add another transaction, click the** plus sign**. A new row will appear with the same data copied from the previous row, this time with a blank **ID** field.
25. If all of your data is the same, enter the next student’s **ID.**
26. Tab out of the field.
27. Continue to add rows until you have entered all of your transactions.
28. When you have added all of the transactions, click **Save.**
29. Verify that the **Control Total** field matches the **Entered Tota**l field.
30. Verify that the number of transactions matches.
31. At the top of the page, note the **Group ID** number that was assigned to this** Group Post** when you saved it.
32. Email the Billing Office at **studentbilling@uconn.edu** with the **Group ID** number so the transactions can be posted.
  1. If you wish to save your Group Data Entry but do not yet want to have it posted,
    1. Select **Do Not Post** from the **Posting Action **drop-down.
    2. Click **Save**.

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