System Operational Definition {FCSM-1}

This option consists of two blocks and is the first option to be updated. The user defines the rules and parameters in which the financial systems must operate and these will default to all the financial subsystems, but can be changed at the appropriate level is allowed.

NOTE: In the Financial Structure there are specific operational cost centres which are only used to accumulate costs, and the net surplus/shortfall should be transferred to the applicable "fund". The system can do this transfer "within" a single cost centre, or it can be transferred to a specified "fund" cost centre. This is done by building the GLA by using the "Host" cost centre and the above accounts.

Fields in the option:

Block 1: System Operation Procedures

Field	Type & Length	Description
Start Cycle for First Time	YYYYMM	Indicate in which year and cycle the system is installed for the first time. This value will never be overwritten by the system, and is kept for historic reasons
Present Year	YYYY	The system will initially default the value of Start Cycle for First Time. Thereafter, this field will be updated to display the present GL financial year whenever period end and year end runs are done in the General Ledger. This field is not updateable.
Cycle	MM	See remarks in Present Year, with respect to current cycle.
Historic Transactions	N2	Indicate in cycles for how long transactions should be kept. Transactions can be kept for up to 36 cycles, but for economy of disc space it will usually be set to 14 cycles (12 months and two control cycles). Due to the calculation of control totals, these cycles cannot be less than twelve.
Must Budget Control be Done?	A1	Indicate in cycles for how long transactions should be kept. Transactions can be kept for up to 36 cycles, but for economy of disc space it will usually be set to 14 cycles (12 months and two control cycles). Due to the calculation of control totals, these cycles cannot be less than twelve. The user can specify if budget control should be done. This value defaults to the cost centre definitions. The user can indicate on that level what rule should be applied. For further detail see {FCSO-1} and {FCSO-3}.
Can Budget Balances be Carried Forward at Year End	A1	The Year End Close (YEC) program will apply this rule for carrying forward balances between financial years. This value defaults to the cost centre definition - see {FCSO-1}. The valid options are: (C)ash basis - the total unexpended budget is carried forward (B)udget basis - only an amount equal to the outstanding commitment and the commitment are carried forward (N)one - no unexpended budget moneys are carried forward.
Surplus/Shortfall Account	A8	All cost centres will be linked to a (S)ubtotal or (T)otal account, which will be the difference between the income and expenditure. Before year-end close (YEND), the user needs to transfer these balances to the "fund balance" in the Balance Sheet by debiting/crediting a "distribution account" (still in the Income and Revenue Statement portion) and crediting/debiting a "fund balance" account (in the Balance Sheet portion). Here the number of the account in which the system will find the "Net balance" to be transferred, is specified.
Transfer To Accumulated Funds Account	A8	This account is also known as Transfer-Out Account. The balance found in the "Surplus/Shortfall Account" needs to be journalised to the "fund balance" in the Balance Sheet. In this field the "distribution" account, which the system will use to carry the opposite of the balance found in the account above, is specified. The Account Category of this account must be 490-'Surplus/Shortfall'.
Accumulated Funds Account	A8	This account is also known as the Transfer-In Account. The opposite leg of the above journal will be the "Accumulative Balance Account" in the Balance Sheet. The Account Category of this account must be between 700 and 709. If a Trial Balance is run after this automatic posting has been done, the Income and Expenditure will be zero. The Year-End program will validate that these three accounts are linked to ALL cost centres before it will start execution. NOTE: In the Financial Structure there are specific operational cost centres which are only used to accumulate costs, and the net surplus/shortfall should be transferred to the applicable "fund". The system can do this transfer "within" a single cost centre, or it can be transferred to a specified "fund" cost centre. This is done by building the GLA by using the "Host" cost centre and the above accounts.

Example:

Block 2: System Operation Definitions

In this block, the rules within which the financial sub-systems must operate are defined.

Field	Type & Length	Description
Code	A2	These codes are the rules, which are used throughout the financial sub-systems. These are predefined and cannot be updated by the user.
Sub-System	A2	The rules which are indicated by the code in "Code Field" above are valid for various financial sub-systems. The link between the rule and system is predefined and cannot be updated by the user.
Description	A30	The description of the code in "Code Field" above defaults and cannot be updated by the user.
Alpha/Numeric/Date	A1	The value in this field indicates whether Alpha Field or Numeric Field below are to be completed. Should this value be (A)lpha or (D)ate, Alpha Field below may be completed by the user. Should this value be (N)umeric, Numeric Field below may be completed by the user. These values are predefined, per rule, and cannot be updated by the user.
Alpha Field	A30	Supply the (A)lpha or (D)ate value for the rule specified in A above. The value to be supplied is determined by the definition and purpose of the rule.
Numeric Field	N18	Supply the (N)umeric value for the rule specified in A above. The value to be supplied is determined by the definition and purpose of the rule.

The definition and purpose of the rules are fully described below:

Example:

The definition and purpose of the System Operation Definitions and rules

Access Control
Accounts Receivable
Assist
Budget Control
Bursaries and Loans
Cash Book
Financial Code Structure
Counter
General Ledger
Procurement Management

Study Guide and Enquirer
Requisitions
Orders
Goods Received Voucher (GRV) and Supplier Returns
Creditors
Library
B2B
Store
General or more than one group above.

Student Accounts

Account Types and Payment Agreements
Approvals
Study Guides
Interest
Registration
Statements
Local Software

Access Control System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
TA	AC	Access Control Use Blue Line TA	A	Valid values are (RC) - Carriage Return,(RB) - Blue Line, (RO) -CS500. The access control communication method (Carriage Return, Blue Line, CS500) used when interfacing with external access control systems. Use by the program of option {CACI-3} and {CACO-2}

Accounts Receivable System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
EA	AR	AR journal approval syste(M)/us(E)rs	A	Valid values are syste(M) or us(E)rs. The code will indicate if the AR transactions must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate as previous releases, where there were no approvals. To do AR user approvals see also options {FCSM-2} and {FARO-11}.
EO	AR	Set "No-Show" if AR journal was rejected	A	Valid values are (Y)es or (N)o. This code is used in conjunction with 'EA'. If you have indicated that users need to approve the AR document/transactions and this code is set to (Y)es: The system will set the rejected document and its contra document to 'no-show' {FARO-11}. The AR statement program {FAROR1-3} will not print documents set to 'no-show' .
NI	AR	Default Note to Print on Invoice	A	The program can include a note as part as the Invoice. The note is obtained either from a note created in the Debtors Correspondence {FDCO-1} or a paragraph include where a note is created in a RTF format and loaded into the system and converted to a style sheet {GMNT-14}. The default note is the note code or paragraph include linked to the SOD code NI subsystem AR. To create a paragraph include type note, create the note in MSWord, save the note as RTF. In {GMNT-14} enter a note code, description (description may note contain spaces) and document classification (paragraph include class is INC) and date, load and convert the RTF document (Retrieve from Client button).
NJ	AR	Flag Reprinted AR - Inv/Cr	A	The valid values are (Y)es or (N)o. If (N)o the words “Copy Only” will be printed on all invoice {FAROR1-1} or credit notes {FAROR1-2} reprinted after the initial print of the document.
NS	AR	Mark canceled cheques as "no-show"?	A	The valid values are (Y)es or (N)o. This code will mark the original cheque refund and the canceled cheque as 'no-show' if this indicator was set as (Y)es, when the cheque is canceled in option {FCTM-5}. The AR statement program {FAROR1-3} will not print documents set to 'no-show' .
OI	AR	AR - Open Item System Y/N	A	Valid values are (Y)es or (N)o. If set to (Y)es the AR-Open Item system is used. See option {FARO-21} and {FARI-1}
OM	AR	AR - Closed Item System Y/N	A	Valid values are (Y)es or (N)o. Indicates if maintenance is allowed by the user on closed items in the AR System Open Items system {FARI-4}. The system operational definition only applies if code OI is set to Y.
PI	AR	Use Debtors or Default Campus Address on debtors print documents	A	Valid values are C/D (Campus/Debtor) The parameter indicates the campus to be used to derived the address to be printed on an AR Debtor Statement using option {FAROR1-12} as he the Institutions Physical and Postal Address. If Debtor, the campus address of the campus linked to the debtor (person) is used, else the campus address or the default campus linked to system operational parameter PJ is used.
PJ	AR	Default Campus Address to Print on Debtors Documents	N	Must be a valid Campus Code from option {SPCS-1}. If System Operational Parameter PI of subsystem AR is set to Campus then this campus address will be used as the Institution Physical and/or Postal Address. < List of Values> is available.
PK	AR	Cash Book to print on NCA Statements	A	Must be a valid Cash Book Code from option {FCSC-5}. The banking information printed on an AR Debtor Statement is derived from the Cash Book Code entered. The program Debtor Statement, option {FAROR1-12}, gets the Bank Name, Branch Code and Account Number tags from the cash book linked here. < List of Values> is available.
PP	AR	AR Statement Number Sequentially per Debtor or Unique Statement Numbers	A	If set to unique statement numbers, the system operational definition code 'S2' for subsystem 'SD' must also be considered. If both, 'S2' and 'PP' are set to unique statement numbers, a unique statement number will be allocated throughout the two systems whenever a statement is generated. No two statements will have the same number, but statement numbers for a debtor, SD and AR, will also not follow on each other. If either one is set to generate unique statement numbers, only statement numbers in that system will be unique. Statement numbers for the other will follow sequentially one after the other per debtor.
SA	AR	Account Type for SMS	A	For the exclusive use of ITS GSMS system.

Assit System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
GA	AT	Update GL - assets written off	A	Valid Values are (Y)es or (N)o. If (Y)es, the General Ledger will automatically be updated when the assets are written off in option {AMNT-1}.
UB	AT	Asset GL journal, for capitalization or depreciation, can the GLA change?	A	Valid Values are (Y)es or (N)o. Yes, the user will be allowed to change the default capitalization and/or depreciation GLA in the asset register option {AOPS-1}.

Budget Control System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
BE	BC	Expense budget cycle distribute default	N	Valid values is 1=monthly; 2=bi-monthly; 3=quarterly; 4=trimester; 6=semester; 12=annual. This is the default for field Cycle Distribution in option {MEBO-3b2}. This default can be override in option.
BM	BC	Note Code for Motivations	A	The note code linked here will be used to create notes when notes are entered in the web expense budget module. Note code are defined in "Define Note Codes and Reference Fields" {GSC2-15}
BN	BC	Note Type for Budget Motivations	A	The note type linked here will be used to create notes when notes are entered in the web expense budget module. Note types are defined in "Maintain Note Types" {GSC2-10}
BP	BC	Expense Budget Parm Set for Web	A	The budget parameter set linked here will be available in the web expense budget module to enter budgets. Budget parameter sets are defined in "Start New Budget Parameter Sets" {MEBM-2}
IN	BC	Allow Budget Requests for Income Accounts	A	Valid values are (Y)es and (N)o.If set to (N)o,users are not allowed to eneter budget requests in the web budget module or back office {MEBO-3}on accounts with the account category type "Revenue"

Bursaries and Loans System Operation Definitions

Code

Sub System

Description

Alpha, Date or
Numeric

Information, valid values and rules

Default Block For Bursary and Loans

Valid Values are any valid block code. The block code will default on bursary and loan applications in {FBLO-4}

L/S TUT- Bursary Appeal System

LS for TUT

If the SOD “BA’ for subsystem ‘BL’ = ‘Y’ Add the following batch prompts on {FBLO-5}.

1	Create a report for Appeals (Y/N)	A1
2 If prompt 1 = ‘Y’	Financial Status.	A2	Must be a valid financial status code for, only allow a status where the action code = ‘NP’
3	Trial or update	A1	If the “Create report for appeals = ‘Y’ Only trial should be allowed.

L/S TUT- Success Status Code

LS for TUT: If the student qualifies for the bursary, the status will be linked to the student.

L/S TUT Letter code: Appeal Successful

LS for TUT: If the appeal is successful, the letter code defined, will be sent to the student.

L/S TUT Letter code: Appeal Unsuccessful

LS for TUT: If the appeal is unsuccessful, the letter code defined, will be sent to the student.

TUT L/S - Payslip document code

LS for TUT: The “copy dependant detail” logic will copy detail in Dependant Documents detail, for document types that is not equal to the value in the SOD 'PS' subsystem 'BL'

TUT L/S - Bursary code for default bursary category codes

LS for TUT: If the bursary code is null the code linked to this SOD will be used to determine the default bursary code.

TUT L/S – Status code – Do not qualify for bursary

LS for TUT: If the student does not qualify for the bursary the status will be linked to the student

Report fatal error if bursary allocation amount not within Donor Min/Max Range

The program uses the mnemonic field on {GOPS-1} to determine the qualification type linked to a national level {GOPS-1}. External Body NSF External Code Type NLC.

Bursary applicant per bursary?

When you indicate (Y)es, it means that all applications entered in {FBLO-4} must have a bursary code. If (N)o, then you will not complete the bursary code on the application record. If you entered (B)oth, you are allowed to use a combination. Just remember that if no bursary code is completed it means the student is applying for any bursary. But once you have completed a code for a student you have to enter all the bursary codes.

NSFAS Negative Award

Valid Values are (Y)es or (N)o. If (Y)es, the package will display the NSFAS Award as a Zero value if Negative. If (N)o, the package will return the actual calculated NSFAS Award. The NSFAS Award is calculated and/or displayed in options : {FBLO-4},{FBLO-6},{FBNO-2}.

Default bursary code to copy applications

This bursary code is used by option {FBLOR1-31} when bursary applications are copied to the new year and the copied data does not have a bursary code but the system requires a bursary code to copy from. Bursary codes are defined in option {FBLO-1}.

Family Income Greater Than Zero

Valid values are (Y)es or (N)o. If Yes, the user must complete the field "Income per Year" on option {FBLN-6b2}. The value entered must be greater than zero, else zero is allowed.

Include Cancelled,Exclude Cancelled, Exclude All - Lab deposits

Valid values are Include Cancelled Lab Deposits (IC), Excluded Cancelled Deposits (EC), and Excluded All Lab Deposits.
The "Maintain Applicant Details" {FBLO-4} and "Batch Update Estimated Cost" {FBLO-28} calculate the Students Estimated Cost for bursary and loan purposes. The system operational definition code - ML allows an institution to include cancelled lab deposits, exclude cancelled lab deposits or exclude all lab deposits when calculating the estimated cost of a student for bursary and loan purposes.

Print NSFAS Ind. on Reg. Form

Valid values are (Y)es or (N)o. If Yes, the print registration form {SREGF-2} will add bursary statuses {FBLC-7} where the status action is MB, MP or MR, if linked to the student. These bursary statuses can be link to a student using options {FBLO-14} and/or {FBNM-5}.

Meal System in use Y/N

The valid values are (Y)es or (N)o. This code is used in the Bursary and Loan system. If the institution is not using the meal system, this code is set to "N". When this code is indicated as "Y", the institution uses the meal system and the user can, in option {FBLC-4}, link the subsystem CM to a bursary category. Bursaries can then be allocated to the meal system.

Email address type for Personnel

Whenever a file is created and send to either Intellicard, Eduloan or NSFAS for processing, the ITS System expects an eMail back from the 3rd party indicating if the file was successfully processed by the 3rd party. The response eMail address is part of the file that is send to the 3rd party and can either be the eMail address of the originating user or an eMail address set up in {GCS2-18} for the 3rd party. Which eMail address is used is a user choice according to an input parameter in the following options: {FBLI-7}, {FBLI-8}, {FBLI-10}, {FBLE-7}, {FBLE-8}, {FBLE-10}, {FBNO-3} and {FBNO-4}. This SOD indicates the eMail Address Type that will used to select the eMail address of the user if the users' eMail address must be used and the user is a personnel member.

Email address type for Students

Email address type for Other

Estimate Cost Calculation on Block or Year

The valid values are (B)lock or (Y)ear. Must the bursary cost estimation be based on the block or year in option {FBLO-4}. Once set the value is not updatable.

L/S TUT- Planned Tuition Cat Code

TUT Local software: To indicate the Planned tuition category code for bursaries

L/S UJ - General UJ Local software criteria for Bursary and loan matching

UJ Local software: If SOD “U1” has a value = ‘Y’, batch prompt Allocate (N)sfas bursaries, N(O)n NSFAS bursaries or (A)ll will be displayed in running the matching program.

L/S UJ - Local software version of criteria AAAA06 for UJ - Bursary and loan matching

UJ Local software: To determine which version to use for the evaluation of AAAA06 criteria in the matching program.

L/S UJ - Exclude specified exam types when calculation marks or credits UJ - Bursary and loan matching

UJ Local software: To indicate exam types to be exclude in calculation of marks for matching purposes.

L/S UJ - Local software version of Criteria AAAA32 for UJ - Include period of study

UJ Local software: To indicate if the student's period of study must be included in the bursary criteria.

L/S UJ - Local software version of {FBLO-2} to display a new field match all criteria or only 1 of them (and or null )

UJ Local software: The new field, Match multiple Values, can be updated with values ‘Y’ or ‘N’ if SOD ‘U5’ = ‘Y’ else always null.
This field should only be displayed if the SOD ‘U5’ = ‘Y’.

L/S UJ - Local Software version of {FBLO-1} to allow for GLA override. Display a new field “Allow GLA Override”

UJ Local software: To determine whether the Cost centre and Account of the fund or the cost centre and account of the bursary code should be used when copying the bursary to the student.

L/S UJ - Local Software version of {FBLO-4} to display mark score and type on block 3

UJ Local software: To display mark score and type on block 3 , that should only be displayed if the SOD ‘U7’ = ‘Y’.

LS – TUT Books category

TUT Local software: To indicate which category must be used for books in the bursary application.

Bursary Application for Previous Year

Valid values are (Y)es or (N)o. If set to (Y)es, the system will allow users to process bursary applications {FBLO-4} in the year prior to the current SD year as per {FCSM-2}.

Cash Book System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
C7	CB	Receive money for student with action 'S'	A	Valid values are (Y)es and (N)o. The default is (N)o. If (N)o, the user will not be able to receive money for a student linked to a status with action 'S'. If (Y)es, the user will only receive a warning that the student is linked to a status code with action 'S'. Options involved: {FCBO-1}, {FCBO-21}, {FCBO-22}.
CL	CB	Process payments for students with action 'S'	A	Valid values are (Y)es and (N)o. The default is (N)o. If (N)o, the cashier will not be able make payments to students linked to a status with action 'S'. If (Y)es, the cashier will receive a warning that the student is linked to a status code with action 'S'. Options involved: {FCBO-1}, {FCBO-21}, {FCBO-22}.

Financial Code Stucture System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
AR	CS	Document numbers	A	Valid values are (M)anual, (A)utomatic or (B)oth. The default is (B)oth. This rule does not apply to GRV, Creditor Invoice or Credit note documents. If (M)anual, no number is generated and the user must supply one. If (A)utomatic, a number is generated and user cannot update. If (B)oth, a number is generated and user can update it. This rule is used in options {FARO-1}, {FPMO1-1}, {FPMO2-2}, {FPMO4-1}, etc.
AV AW	CS CS	Start asset account category and End asset account category	N N	The user indicates the account categories for accounts that are used for capital expenditure. Valid values are account category range 410 to 419 or 890 to 899. The default start account category for code AV is 410 and end account category for code AW is 419. If the user indicates account category 410 for code AV, rule AW will be set to 419. If the user indicates account category 890 for code AV, rule AW will be set to 899. If the user indicates the start account category is 890, user must be aware that capital expenditure recorded against accounts, linked to account category starting with 890 (code AV) to 899 (code AW), will not be reported for STATS. Furthermore, these accounts will not be transferred to a capital balance sheet account when capitalisation journals are generated via menu options {FGLM-22} and {FGLM-23}. These accounts can only be transferred to balance transfer account, in the new year, during phase three of the general ledger year-end program if transfer accounts are l inked to these accounts
BA	CS	Budget control	A	Valid values are (Y)es or (N)o. The default value is (Y)es. If (N)o, no budget control is done except on (S)tudent, (D)ebtor and (C)reditor. If Budget control and where there are insufficient funds on the abovementioned debtor/creditor types or GLA, the insufficient funds rule (rule BB) will be applied and the user may override it if authorised. Furthermore, rule BC and BD will also be set to (N)o if this rule is (N)o. If (Y)es, budget control can be done on rules BC and BD if (Y)es. Also look at Budget Control Rules per GLA
BB	CS	Override insufficient funds	A	The valid values are (Y)es or (N)o. The default is (Y)es. This rule is not influenced by rule BA. If (Y)es, all users on menu option {FCSM-5} will be set to (Y)es and cannot be updated to (N)o. This implies that, as an institution, should any user encounter an insufficient funds situation, the user may override it to allow the transaction to be processed. If (N)o, all users on menu option {FCSM-5} will be set to (N)o but individual users who are authorised to override insufficient funds may be set to (Y)es on this option. This implies that, as an institution, the override of insufficient funds is not allowed except for those users who are authorised to.
BH	CS	Allow Insufficient Funds	A	Valid values are (Y)es and (N)o. If (N)o the user cannot override insufficient funds on a transaction with insufficient funds where budget control was performed even if the user has overriding privilege in {FCSM-5}
BI	CS	(I)nclude/(E)xclude unapproved credit Budget control transactions?	A	Valid values are (I)nclude and (E)xclude. If you are not making use of the system for approval of transactions, this parameter will not be applicable. However if the user approves transactions, should unapproved credit transactions be included in calculation of available funds when budget control (funds checking) is performed?
BJ	CS	Budget Control On GL Journals	A	Valid values are (Y)es and (N)o. If (Y)es, budget control will be performed on all GL journals processed in {FGLO-1}, {FGLO-2}, {FGLO-3} and {FGLO-5}. If the code BH is set to "N" the user will not be able to commit a journal if any GLA on the journal has insufficient funds.
EW	CS	May original user do approvals?	A	Valid values are (Y)es or (N)o. The code will not be applicable if the system is used for transaction approvals, instead of a user. The parameter asks if the same person that processed the transaction can also approve the transaction. Approvals of journals/transactions/Invoice/Credit Notes/Etc., is done in the following options: {FARO-11}, {FCTO-10}, {FGLO-6}, {FSAO-9}, {FPMO1-5}, {FPMO2-3}, {FPMO3-3}, {FPMO5-4}
GS	CS	Sign on financial reports	A	The valid values are "()", "-" or "CR". The user indicates here the sign for credit values on financial reports.
RF	CS	Re-Denomination Factor	N	Only for the country Gana. The factor used in re-denomination calculations.

Counter System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
DA	CT	Cheque authorisation mandatory	A	Valid values are (Y)es or (N)o. The default is (Y)es. Before cheques are printed, must the authorisation rules that are defined on menu option {FCSM-6} be applied, (Y)es or (N)o.
DB	CT	Max Cheque Amount to Print	N	Discontinue. The function moved to the Cash Book Definition {FCSC-4}
EP	CT	Pmnt. Appr., syste(M)/us(E)rs	A	Valid values are syste(M) or us(E)rs. The code will indicate if the CT sub system payment transactions must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate as in the previous releases, where there were no approvals. To do CT user approvals see also options {FCSM-2} and {FCTO-10}
PR	CT	Resigned Personnel Fatal Error	A	Valid values are (Y)es or (N)o. May the users process a cheque for a resigned personnel, (Y)es or (N)o in option {FCTO-6}.
DE	CT	Authorize Bank Detail Y/N	A	Valid values are (Y)es or (N)o. When set to Yes, no bank details will be updateable from any biographical screen. Bank details will only be maintainable from {FCTM-9}. If set to No bank details can be updated from the different biographical screens.
DH	CT	Allow Alpha-Numeric Bank Account Numbers Y/N	A	Valid values are (Y)es or (N)o.
IC	CT	Maximum ACB Amount	A	Set maximum limits for ACB payments - If the user create a payment request and line item amount is over the limit set on SOD IC/CT, the system will return a warning message.
IQ	CT	Maximum Cheque Amount	A	Set maximum limits for CHEQUE payments. - If the user create a payment request and line item amount is over the limit set on SOD IQ/CT, the system will return a fatal/error message and will not allow the record to be saved.
C6	CT	Receive money for student with action 'S'	A	Valid values are (Y)es and (N)o. The default is (N)o. If (N)o, the user will not be able to receive money for a student linked to a status with action 'S'. If (Y)es, the user will only receive a warning that the student is linked to a status code with action 'S'. Options involved: {FCTO-3}, {FCTO-4}.
CK	CT	Process payments for students with action 'S'	A	Valid values are (Y)es and (N)o. The default is (N)o. If (N)o, the cashier will not be able to make payments to students linked to a status with action 'S'. If (Y)es, the cashuier will receive a warning that the student is linked to a status code with action 'S'. Options involved: {FCTO-6}
S1	CT	LS MUT: First part of seed string value	A	This is used in a local software program for MANGOTECH to produce payment file, CSV file as per Nedbank specifications. The program use and concatenates the seed string entered on SOD S1/CT and S2/CT into a single string. A seed string is used to mask a URL.
S2	CT	LS MUT: Second part of seed string value	A	This is used in a local software program for MANGOTECH to produce a payment file, CSV file as per Nedbank specifications. The program use and concatenates the seed string entered on SOD S1/CT and S2/CT into a single string. A seed string is used to mask a URL.
DC	CT	Web request Payer Banking Details Required	A	Valid values are (Y)es or (N)o. If (Y)es the user is required to enter banking detail when an ad hoc payment is captured in the web. (Finance iEnabler - Payment items).

General Ledger System Operation Definitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
EG	GL	GL journal approval by the syste(M) or us(E)r?	A	Valid values are syste(M) or us(E)rs. The code will indicate if the GL transactions must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate as previous releases, where there were no approvals. To do GL user approvals see also options {FCSM-2} and {FGLO-6}
GC	GL	Allow GL journals in previous cycle		The valid values are (Y)es or (N)o. The default is (Y)es. May users process general ledger journals in a previous cycle, (Y)es or (N)o in options {FGLO-1} and/or {FGLO-2}.
GH	GL	Allow change to Transaction type, Year and Cycle	A	The valid values are (Y)es or (N)o. The default is (Y)es. May users update the year and cycle of the transaction when transaction type is used within a transaction, (Y)es or (N)o in options {FGLO-1} and/or {FGLO-2}.
GY	GL	Allow GL journals in previous years	A	The valid values are (Y)es or (N)o. The default is (Y)es. May the user process general ledger journals in previous years, (Y)es or (N)o in options {FGLO-1} and/or {FGLO-2}.

Procurement Management System Operation Definitions

Study Guide and Enquirer

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
A1	PM	NFSGUID Non-sponsor Credit Bal	A	The valid values are (Y)es or (N)o. If study guides is not fee (system operational code AD code is set to No) and this code is set to Yes, the system will issue study guide/s {FPMO4-25} for the student if the student has: A sponsor {FSAO1-6} and {FSAO-14} Or A bursary {FBLO-6} Or The Total fee account, all account types, has a zero or credit balance {FSAO-7}.
A2	PM	Alternative store for Study Guides	A	The valid values are null or a Store Code as defined in option {FPMM-22}. During the study guide requisition process {FPMO4-24} and the study material is not available in the store specified during registration, the program will check in this store for the item. If it is available in this store, the item will be added on the requisition with this alternative store code.
A3	PM	Re-Issue of Study Guides Free	A	The valid values are (Y)es or (N)o. If the is set to (Y)es, the re-issue of study guides {FPMO4-25} will be free. If (N)o, student will be debited with the cost price of the item when an issue {FPMO4-25} is generated.
A4	PM	Dummy Store For SGuides	A	The valid values are null or a Store Code as defined in option {FPMM-22}. A dummy store code is a store code that is not link to any sections and/or stock items. If you link this store code to an Offering Type {GCS-5}, the study guide requisition process {FPMO4-24} cannot generate study material requisitions.
A5	PM	Use Summary For Issue Output	A	The valid values are (S)ummary, (D)etail Issue Voucher or (N)one. The Issue voucher print program option {FPMOR4-12} will print either a Summary or Detail Issue Voucher or print No issue voucher.
A6	PM	Retain requests for SGuides	N	The valid values are the number of cycles to be retained (from 1 cycle up to 99 cycles). The option "Cancel Outstanding Requests for Years" {SDGUIM-13} will not cancel outstanding Study Guide, Enquirer and Re-Issue Requisitions for the indicated number of cycles less than the current PM year and cycle.
AD	PM	Study Guide Free	A	This applies to the Distance Education System. The valid values are (Y)es or (N)o. If (Y)es, student is not charged and an issue is made and the cost is carried by the institution. If (N)o, student is debited with cost price when an issue is generated. Used by the Issue Req (Postal List) {FPMO4-25}
AE	PM	Use Qualification Offering Type to determine store	A	This applies to the Distance Education Study Guide subsystem. The valid values are (Y)es or (N)o. If (Y)es, all prescribed material will be issued from the store of the offering type of the qualification. If (N)o, prescribed material will be issued from the stores of each offering type for which the student has registered. Used by the Create Requisition for Students {FPMO4-24}
AF	PM	Change store during registration	A	This applies to the Distance Education System. The valid values are (Y)es or (N)o. If (Y)es, the user may update the store of the offering type for which the student registers. If (N)o, the user may not update the store of the offering type for which the student registers. Used by the Qualification/Subject Registration {SDREGA-1}.
AG	PM	Change qualification must return items	A	This applies to the Distance Education System. The valid values are (Y)es or (N)o. If (Y)es, before student is able to change qualification or cancel registration, all items received for current qualification must be returned by means of a return voucher {FPMO4-2}. If (N)o, all items issued to student need not be returned. Used by Change Qualification in Bulk {SDREGC-7}
AH	PM	Study guides not free - use mark-up	A	This applies to the Distance Education Study Guide System. Valid values are (Y)es or (N)o. If (Y)es, apply the mark-up percentage to the item and debit the student with the increased value. If (N)o, debit student with the cost price of the item. This definition will only be used if system operational code AD is (N)o. Used by the Issue Req (Postal List) {FPMO4-25}.
AI	PM	Study guide not free - VAT code	A	This applies to the Distance Education Study Guide System. The valid values are null (blank) or VAT rate code {FCSC-1} e.g. S (Standard rated = 14.00%). If VAT rate code, VAT transactions will be generated. If null, no VAT transactions will be generated. This definition will only be used if system operational code AD is (N)o. Used by the Issue Req (Postal List) {FPMO4-25}.
AX	PM	Raise Cost For Free Item Nor Returned	A	This applies to the Distance Education Study Guide System. This rule only applies when rule system operational code AD is (Y)es. The valid values are (Y)es or (N)o. If Yes, must the cost of free study guides, not returned, be raised when a student cancels subjects {SDREGC-4} or qualification {SDREGC-3}.
RB	PM	Provider - DIST ED LETTER CODE FOR ISSUES	A	The issue letter that will be part of the Study Guide Issue Pack {FPMOR4-12} for Provider Issues. Valid values are the same as the output format code use for option "iComms: Issue Voucher Dispatch Note" {SDGUIC-3}. If this value is null then the Issue Letter will not print as part of the Study Guide Issue Pack {FPMOR4-12}. A list of values which displays the Dist Ed Letter code and description is available for the definition code.
T1	PM	Default Study Guide Item Status	A	Valid values are I (To be Issued) or H (Request on Hold). The default is I (To be Issued), that implicate that Study Guide Requisitions Items can be issued by the Issue program. If H (Request on Hold) then the Issue program will ignore the record until the user change the request item from H (Request on Hold) to I (To be Issued). This parameter is a default for field Default Item Status of option {SDGUIM-1} when creating new Study Guide Links. If this parameter is change from I to H, the system will change all Study Guide Links of option {SDGUIM-1} to H. If change from H to I no update action is done by the system.
TB	PM	Dist Ed Letter Code for Issues	A	The issue letter that will be part of the Study Guide Issue Pack {FPMOR4-12}. Valid values are the same as the output format code use for option "iComms: Issue Voucher Dispatch Note" {SDGUIC-3}. If this value is null then the Issue Letter will not print as part of the Study Guide Issue Pack {FPMOR4-12}. A list of values which displays the Dist Ed Letter code and description is available for the definition code.
TC	PM	Dist Ed Issue Letter Label Seq	A	The code has been discontinued. The part of the Issue Pack {FPMOR4-12} is only sequential.
TD	PM	Dist Ed Barcode Stud # on Label	A	Will only be used if system operational code TE is Yes. Valid values are (Y)es or (N)o. Default is No. Yes will add a Bar-coded Student Number to the labels of the Issue Pack
TE	PM	Dist Ed Print Label Iss Output	A	Valid values are (Y)es or (N)o. Default is No. Yes will add Label to the Study Guide/Enquirer Issue Pack {FPMOR4-12}.
TF	PM	Dist Ed Welcome Pack Letter	A	The welcome letter that will be part of the Study Guide Issue Pack Issue {FPMOR4-12}. Valid values are the same as the output format code use for option "Registered Students" {SCOM3-2}. If this value is null then the Welcome Letter will not print as part of the Study Guide Issue Pack {FPMOR4-12}. A list of values which displays the Welcome Letter code and description is available for the definition code.
TG	PM	Dist Ed WPack Contact per Code	A	Valid values as define in option {SCODE3-24} "Academic Contact Types". A list of values which displays the contact code and description. This system operational code is used to print the subject's contact person {SACAD-14b1} in the welcome/registration letter {SCOM3-2} if the tags <QualSubjContact_R> and/or <AFutQualSubjContact_R > are used.
TH	PM	Dist Ed WPack Open to Succeed	N	Valid values as define in option {FPMM-23} "Stock Items". A list of values which displays the item code, description and sundry description. This system operational code is used to print the <Item1Issued> conditional text tag in the welcome/registration letter {SCOM3-2} if the item for this system operational code has been issued.
TI	PM	Dist Ed WPack Approach Assessm	N	Valid values as define in option {FPMM-23} "Stock Items". A list of values which displays the item code, description and sundry description. This system operational code is used to print the <Item2Issued> conditional text tag in the welcome/registration letter {SCOM3-2} if the item for this system operational code has been issued.
TJ	PM	Dist Ed WPack Switch on Study	N	Valid values as define in option {FPMM-23} "Stock Items". A list of values which displays the conract code and descriptionis is available for the definition code. This system operational code is used to print the <Item3Issued> conditional text tag in the welcome/registration letter {SCOM3-2} if the the item for this system operational code has been issued.
TK	PM	Dist Ed WPack Taking Cont Time	N	Valid values as define in option {FPMM-23} "Stock Items". A list of values which displays the conract code and descriptionis is available for the definition code. This system operational code is used to print the <Item4Issued> conditional text tag in the welcome/registration letter {SCOM3-2} if the the item for this system operational code has been issued.
TL	PM	Enquirer Letter Code for Issue	A	The enquirer issue letter that will be part of the Enquirer Issue Pack {FPMOR4-12}.. Valid values are the same as the output format code use for option "Brochure Items" {SCOM6-4}. If this value is null then the Enquirer Letter will not print as part of the Enquirer Issue Pack {FPMOR4-12}. A list of values which displays the Enquirer Issue Letter code and description is available for the definition code.
TM	PM	Dist Ed WPack Statement Letter	A	The welcome pack student statement letter that will be part of the Study Guide Issue Pack Issue {FPMOR4-12}. Valid values are the same as the output format code use for option "Consolidated SD Statement" {FSAOR2-9}. If this value is null then the Welcome Student Statement will not print as part of the Study Guide Issue Pack {FPMOR4-12}. A list of values displays the Welcome Statement Letter codes and description available.
TN	PM	Dist Ed WPack Student Personal Detail	A	The welcome pack personal detail that will be part of the Study Guide Issue Pack Issue {FPMOR4-12}. Valid values are the same as the output format code used for option "Personal Summary Detail" {SREGR-12} If this value is null then the Welcome Personal Detail will not print as part of the Study Guide Issue Pack {FPMOR4-12}. A list of values displays the Welcome Personal Detail and description available.
TO	PM	Dist Ed ARS Style Sheet	A	The Function ARS Style Sheet that will be part of the Study Guide Issue Pack Issue {FPMOR4-12}. It must be a PCL Style Sheet. Valid values are the same as the output format codes used for option "Assessment Return Sheet" {TASKS1-30} If this value is null then the ARS will not print as part of the Study Guide Issue Pack {FPMOR4-12}. A list of values displays the ARS's and descriptions available.
TP	PM	Study Guide Issue Label	A	The lable that is printed for an issue. {SDGUIS-2}. Valid values are the same as the output format code use for option "Study Guide Issue Label" {FPMOR4-31}. A list of values which displays the Stylesheet and description is available for the definition code.
TQ	PM	Use Printer Trays	A	Valid values are (Y)es and (N)o. If (N)o the functionality to print the parts of a study guides issue pack from different printer trays is not available else the parts of a study guides issue pack can be printed from different printer trays refer the manaul on issue pack printing {FPMOR4-12}
WG	PM	Stock VAT Excl Foreign Student	A	Future use. Valid values are (I)nclusive or (E)xclusive.
WP	PM	Print Welcome pack Before Issue Letter	A	Valid values are Yes or No (Y/N). If Yes the Welcome Letter will print between the Issue Voucher and Issue Letter. Else it is the first document of the Welcome Pack{ FPMOR4-12}.
TY	PM	DIST ED Delivery Address	A	Allow an institution to indicate the address type to be used to print the an issue voucher.

Procurement Management System Operation Definitions

Requisitions

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
A9	PM	Enter financial year up to Delete all requisitions in Processing Status	N	Supply the date up to which deletion of requisitions in processing can be processed. - Used by option {FPMO1-26}, Deletion of requisitions in Processing status in Bulk. - Once this is set, by the user, the program will maintain this field. - Requisition with a financial year greater than the year as set in this SOD will not be deleted when the option {FPMO1-26} Deletion of requisitions in Processing status in Bulk is run.
AA	PM	Possible delivery days	N	Supply the minimum number of days required to process and deliver an Order after an REQ is placed. The default is 1 and the range that may be used is 1 to 99. This value default and used in option {FPMO1-1} to calculate the Item's internal deliver date.
AB	PM	Minimum No. of Quotations	N	Supply the minimum number of quotations for REQ {FPMO1-1} that a buyer must obtain from different creditors before the approval of an item can take place. Default is 1 and the range that may be used is 1 to 99.
AU	PM	Maximum priority code	N	Valid values are zero (0) to 99. Default is zero (0). On General {FPMM-3} and Store {FPMM-23} Items the users can link the unit price informaion with a priority code of different creditors. This value determines the maximum priority number that can be linked to an REQ {FPMO1-1} item qoute information. E.g. Store Item 4 has 10 different creditor unit price records with priorities form 1 to 10. This system operational code is 4, then only creditor unit price records with a priority code of 1, 2, 3 and/or 4 can be used in the REQ {FPMO1-1} item qoute information.
BC	PM	Web Requisition Budget Control	A	A Valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, budget control will be done and it will be an outstanding commitment on the system. Use in iEnabler Finance Requistions.
BD	PM	REQ budget control	A	A Valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, budget control will be done and it will be an outstanding commitment on the system. Use in option {FPMO1-1}.
E1		(D)ocument or (G)LA Level Approval	A	Valid values are (D)ocument or (G)LA. If the SOD is set to (D)ocument, the requisition goes to approval after the buyer verification phase And if the SOD is set to G)LA the requisition goes straight to Normal/Final after the buyer verification phase.
E8	PM	Automatically Create Orders	A	Valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, orders will be automatically created when a user completes a requsition on {FPMO1-3}.
EC	PM	REQ approval syste(M)/us(E)rs	A	Valid values are syste(M) or us(E)r. The code will indicate if the requisitions (standard system) must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate like previous releases, where there were no approvals. Order approval code ED must be us(E)r before request approval can be set to us(E)r.
PG	PM	Automatic print REQ	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the REQ document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is REQ and its optional functions.
PM	PM	Web Requisition Max Items to Retrieve	A	Valid values are from 1 to 99. The value of this parameter determines the number of items to return when doing an item search of stock and general items on the web.
PN	PM	Web Requisition: Max Items per Page	N	Valid values are from 1 to 99. The value of this parameter determines the number of items to pages when doing a web requisition.
PO	PM	Web Non-Defined Items: Creditor and Unit Price Required	A	Valid values are (Y)es or (N)o. If the Institution makes use of finance -iEnabler - requisition the definition indicates if Creditor and Unit Price fields on Non-Defined Items screen are mandatory and must be completed.
VA	PM	Apply Vetting to Buyer Validation Phase	A	Valid values are (Y)es or (N)o. If the SOD is set to yes,the requisition goes through the budget officer and Asset Officer on {FPMO1-13} and {FPMO1-14} when the buyer completes quotation maintenance on {FPMO1-3} And if the SOD is set to (N)o, the requisition goes straight to approval after the buyer maintains on {FPMO1-3}.
VB	PM	Apply Vetting Amount to Buyer Validation Phase	A	Valid values are (Y)es or (N)o. If the SOD is set to yes and the Amount is set,all the requisitions with that amount and higher goes through the budget officer and Asset Officer on {FPMO1-13} and {FPMO1-14} when the buyer completes quotation maintenance on {FPMO1-3} And if the SOD is set to (N)o, the requisition goes straight to approval after the buyer maintains on {FPMO1-3}.
WA	PM	Web Approval Initail default Value	A	Valid values are (I)gnore, (A)pprove and (R)eject. The SOD allows the user to set the default approval values in the web approval screen.
WB	PM	Web: Override Insufficient Funds Initail default	A	Valid values are (I)gnore, (F)orce and (R)eject. The SOD allows the user to set the default approval values in the standard system approval screen.
WD	PM	Fin iEnabler: Display Terms of Approval Message	A	Valid values are (Y)es or (N)o. Default is No. If the Institution makes use of finance -iEnabler - requisition this definition indicates if the terms of approval must display (If Yes). The terms of approval is setup in the description field of an External Convertion Code {GOPS-21}. The rest of the External Convertion Code fields must be: External Body WEB External Code Type FWA Internal Code TERMS External Code TERMS
WE	PM	Fin iEnabler: Display Tick-box if Terms of Approval Message is Y	A	Valid values are (Y)es or (N)o. Default is No. If the Institution makes use of finance -iEnabler - requisition and the system operational code WD is (Y)es, then this definition indicates if the excepting tick-box for the terms of approval must be displayed and the approver must accept by ticking the tick-box. .
WH	PM	Allow Non-Buyers to Allocated Preffered Suppliers on Web Requisitions	A	Valid values are (Y)es and (N)o. If (Y)es requesters are allowed to update the Approved Creditor on a requisition, Purchase Order item, else the requesters may linked quotes to a requisition but may not update the approved creditor.
WL	PM	Fin iEnabler: Display terms of approval Payment Item		Valid values are (Y)es and (N)o.If the institutions is using finance iEnabler-requisitions and the system operational definition WL is set to (Y)es then this definition indicates if the excepting terms of approval payment item must display (If Yes)
WM	PM	Fin iEnabler: Display Tick box if terms of Approval Message is Y for payment item		Valid values are (Y)es and (N)o. If the institution is using finance iEnabler-requisition and the System Operational Definition WM is set to (Y)es,this definition indicates if the excepting tick-box for the terms of approval must be displayed. The user must approve by ticking the tick box
WN	PM	Fin iEnabler: Display terms of approval Stock Item		Valid values are (Y)es and (N)o.If the institution is using finance iEnabler-requisition and the System Operational Definition WN is set to (Y)es,the terms of approval stock item will display
WO	PM	Fin iEnabler: Display Tick box if terms of Approval Message is Y for stock item		Valid values are (Y)es and (N)o.if the institution is using finance iEnabler-requisition and the System Operational Definition WO is set to (Y)es,then this definition indicates if the excepting tick-box for the terms of approval message must be displayed. The user must approve by ticking the tick box
WQ	PM	Fin iEnabler: Display terms of approval General Item		Valid values are (Y)es and (N)o.If the institution is using finance iEnabler-requisition and the System Operational Definition WQ is set to (Y)es, then this definition indicates if the excepting terms of approval general item must display (If Yes)
WR	PM	Fin iEnabler: Display Tick box if terms of Approval Message is Y for General item		Valid values are (Y)es and (N)o.f the institution is using finance iEnabler-requisition and the System Operational Definition WR is set to (Y)es,then this definition indicates if the excepting tick-box for the terms of approval message must be displayed.The user must approve by ticking the tick box

Procurement Management System Operation Definitions

Orders

Code

Sub System

Description

Alpha, Date or
Numeric

Information, valid values and rules

Order Standard Note Code

The note to print on an Order depends on the SOD - code PQ "Print with OLD, PDF, PS or MIX program"

If set to "OLD"
The contents of a letter code as defined in option {FPMR-1} will be printed with the order information. The letter code and its content is defined in block 2 of the option {FPMR-1}.The format of the letter code on the document definition must be l(E)tter. Orders with a note is printed by the option {FPMOR2-35} if the answers the questions "Add Standard Note on Document" and "Use the Default Standard Note" is both Yes. The contents of a letter code will be printed with the order information when the creditor’s language is English.

If set to "PDF", "PS" or "MIX"
The content of a “Paragraph Include” will be printed with the order information. Paragraph includes are text created by the user in any word processer and saved as a RTF (Rich Text Format) type document. The RTF document is uploaded to the system and converted to a style sheet using the either option (GMNT-5} or {GMNT-14}. Once create link the style sheet code created to the SOD. Orders with a paragraph include note is printed by the option {FPMOR2-3} if the answers to the questions "Add Standard Note on Document" and "Use the Default Standard Note" is both Yes.

Order alternate note code

A letter code that contains a alternate standard note for orders. The contents of a letter code will be printed with the order information when the creditor 's language is Alternative. The letter code and its content is defined in option {FPMR-1}, in block 2 the format must be E, and used by {FPMOR2-35} if the answers on questions "Add Standard Note on Document" and "Use the Default Standard Note" is both Yes.
When the creditor 's language is English the note specified on system operation code AJ will print.

Order approval syste(M)/us(E)r

Valid values are syste(M) or us(E)r. The code will indicate if orders must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate like previous releases, where there were no approvals.

Automatic printing - order

Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the Order document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is ORD and GRVO and there optional functions.

Email Order

Valid values are (Y)es or (N)o. The default is (N)o. If Yes then orders are e-mailed to creditors. For orders to be mailed the e-mail parameters required to mail orders must be set up and a style sheet must be linked to SOD code PF. Refer Automatic Emailing of Orders {FPMO2-1}

Order Stylesheet

The Style Sheet that creates the order in the format and layout required. A default style sheet is provided to clients, should a client want to customized their orders to their own format an new style sheet can be created or an existing the style sheet can be changed. ITS can be contacted to assist in customizing style sheets.

Email Blind Carbon Copy To BuyerEmail Blind Carbon Copy To Buyer

Valid values are (Y)es or (N)o. The default is (N)o. If Yes the order e-mail will be Blind Carbon Copied to the buyer on the order.

Print with OLD program, PDF, PS or MIX

Valid values (OLD), (PDF), (PS) or (MIX). This system operational definition works in conjunction with the PE-“Email Order”. If set to OLD, orders cannot be emailed or re-sent as the system uses the text output as produced by {FPMOR2-35} to print an order. If set to PDF, PS or MIX, orders can be emailed as the system uses a style sheet and xml output to print the order {FPMOR2-3}.

When the value of PQ is OLD, the file that will be generated will be in Text format. No PDF will be generated for emailing. This is for clients who would prefer to work completely as per the old Integrator 1 functionality.
When the value of PQ is PDF, the print Order that will be generated will be in PDF format. The emailed Order will also be in PDF format. When the value of PQ is PS, the print Order that will be generated will be in the Post-Script format. The emailed order will still be in PDF format.
When the value of PQ is PS, the print Order that will be generated will be in the Post-Script format. The emailed order will still be in PDF format.
When the value of PQ is MIX, the print Order that will be printed will be Text (that can print on old line printers) and the file that will be emailed will be in PDF format.

Order Print VAT Code

The VAT registration number printed on orders linked to the VAT code. VAT Codes are defined in the option Maintain VAT Registrations {FCSC-2}.

Re-instate Requisition

Valid options are (Y)es and (N)o. The SOD determines the default value of the field “Re-Instate Requisition” in the Cancel Order application {FPMO2-4}. If the field is set to Yes on cancelation of an Order the order is cancelled and the cancel commitment on the requisitions lines reference copied to the order is removed making the requisitions lines available to be copied (referenced) to a new to another Order else the cancellation of the order does not re-instate the requisition.

Allow Amendment Of Orders

Valid options are (Y)es and (N)o

If the SOD is set to Y the user must be able to amend the order on {FPMO2-1}.

If the SOD is set to N the program must not allow the user to amend the Order.

Procurement Management System Operation Definitions

Goods Received Voucher (GRV) and Supplier Returns

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
AM	PM	Enforce DSR on GRV	A	Valid values are (Y)es or (N)o. Default value is (N)o. If the SOD is set 'Y', system must not allow the user to complete the GRV without uploading the supplier invoice. If the SOD is set to 'N',system must allow the user to complete the GRV even if they did not upload anything document.
AO	PM	Use GRV	A	Valid values are (Y)es or (N)o. If this value is (Y)es then GRV or Supplier Return is a prerequisite for an Invoice or Credit Note respectively if the user wants to process item with an order. If (N)o then only Library and Store Items are mandatory for the above rule. Used by option Mainatain Invoice/Credit Notes {FPMO5-1}
BF	PM	GRV accrual account code	A	This will depend on whether the 'BG' code was marked as (Y)es. If it was marked as (Y)es the system will use this account {FCSO-3} and the cost centre of the creditor account type {FCSC-21} to record the accrual when the GRV is processed. Use in option {FPMO3-1}.
BG	PM	Accrual account immediately on GRV	A	If this code is marked as (Y)es, the system will debit the expense and credit the accrual account when the GRV is processed. The system will also cancel the commitment on the order at this stage. This would mean that accruals will no longer be done at year end since they is done immediately. If this indicator is marked as (N)o the accruals will be done as in previous releases. Use in option {FPMO3-1}.
BQ	PM	Allow GRV Quant to exceed ORD Quant	A	A Valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, the user may change the GRV Quantity to a value that are greater than the order quantity, else quantity cannot exceed the order quantity . Use in option {FPMO3-1}.
BR	PM	ORD/GRV Variance amount N17.2	N	Valid values are null or 0.00 to 999 999 999 999 999.99. The default is null. Indicate the variance allowed between the Order and GRV unit price. This code can operate independently or in conjunction with code BS. For more information, see section OPERATIONAL RULES FOR RULE CODES BR and BS below. Used by option {FPMO3-1}
BS	PM	ORD/GRV Variance % N6.3	N	Valid values are null or 0.00 to 999.999. The default is null. Indicate the variance percentage allowed between Order and GRV unit price. This code can operate independently or in conjunction with code BR. For more information, see section OPERATIONAL RULES FOR RULE CODES BR and BS below. Used by option {FPMO3-1}
EE	PM	GRV approval syste(M)/us(E)r	A	The code will indicate if GRV must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate like previous releases, where there were no approvals. Order approval code ED must be us(E)r before GRV approval can be set to us(E)r.
ET	PM	Is Request Approver the GRV Validator	A	Valid values are (Y)es or (N)o if the SOD is set to Y , the request approver will be selected as the GRV validator and if the SOD is N, the user must be given a list on validator to select from.
PB	PM	Auto Print - GRV Delivered	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the GRV Delivered document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is GRVD and its optional functions.
PC	PM	Auto Print - GRV Undelivered	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the GRV Undelivered document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is GRVG and its optional functions.
PD	PM	Auto Print - GRV Delivery Note	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the GRV Delivery Note document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is DEV and its optional functions.
PI	PM	Auto print - Supplier return	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the Supplier Return document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is SUPR and its optional functions.

Procurement Management System Operation Definitions

Creditors

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
AK	PM	GRV approval is Invoice approval	A	The system parameter is used by option Mainatain Invoice/Credit Notes {FPMO5-1}. The valid values are (Y)es or (N)o. The default is (N)o. This definition will only be used if system operation codes EE and/or EF are set to Us(E)rs. If (Y)es, the GRV/Supplier Return Approval information will approve the Invoice/Credit Note, provided that it is within the variance limits as determined by system operation codes AP and/or AQ. If (N)o and Invoice / Credit Notes required approval, system operation codes EF is set to Us(E)r, Invoice/Credit Notes must be approved.
AM	PM	Use Contract Versions for Invoices	A	Local software DUT.
AP	PM	GRV/INV variance amount N17.2	N	Valid values are null or 0.00 to 999 999 999 999 999.99. The default is null. Indicate the variance allowed between the GRV/Order and invoice unit price. This code can operate independently or in conjunction with code AQ. For more information, see section OPERATIONAL RULES FOR RULE CODES AP and AQ below. Used by option Mainatain Invoice/Credit Notes {FPMO5-1}
AQ	PM	GRV/INV variance % N6.3	N	Valid values are null or 0.00 to 999.999. The default is null. Indicate the variance percentage allowed between GRV/Order and invoice unit price. This code can operate independently or in conjunction with code AP. For more information, see section OPERATIONAL RULES FOR RULE CODES AP and AQ below. Used by option Mainatain Invoice/Credit Notes {FPMO5-1}
AS	PM	Allow deduct of AR balance on PM	A	Reserve for future development. The valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, individual creditors may be set to yes deduct payment due from Debtor account. If (N)o or changed to (N)o, the flags on the creditor will be (N)o and on the debtor null and the payment will be made to creditor.
EF	PM	IN or CR approval syste(M)/us(E)r		Valid values are syste(M) or us(E)rs.The code will indicate if GRV must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate as previous releases, where there were no approvals. To do GRV user approvals see also options {FCSM-2} and {FPMO5-4}.
PS	PM	Default Campus Address to Print On PM Documents	A	Must be a valid Campus Code from option {SPCS-1}. The Campus is used to derive the Institution Physical and/or Postal Address. <List of Values> is available.
PU	PM	Cash Book to print on Creditor Letters	A	Must be a valid Cash Book Code from option {FCSC-5}. The institutions banking information printed on an creditor letters is derived from the Cash Book Code entered. The program Creditor Letters, option {FPRM-32}, gets the Bank Name, Branch Code and Account Number tags from the cash book linked here. <List of Values> is available.
IA	PM	ITSHO LS - Number of Credit Days	N	If a payment is made to a small or medium enterprises in terms of the BBBEE codes for service or goods, the number of days within which the institutions will qualify and be able to claim a contributions in terms of preferential payments terms given to the supplier. The number of days is used in the calculation of the contribution that may be claimed.
QA	PM	Use WITHHOLDING TAX	A	Valid values are (Y)es and (N)o. If (Y)es withholding tax will be calculated and deducted from creditor payments when the creditor payments are generated {FPMOPD-1}. Withholding tax rates are maintained on the MAINTAIN WITHHOLDING TAX menu {FPMOWT).
IB	PM	BEE Vendor	A	Valid value is a valid creditor note code. When requesting scores or sending address changes or spent information only creditors with a note using the note code will be selected using {FPMEMM-1}

Procurement Management System Operation Definitions

Library

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
DC	PM	Innopac Currency Exchange Rate	A	Valid for (I)nnopac or (S)ystem. The default is (S)ystem. The parameter indicates if the currency and exchange rate for a document and creditor in Innopac or the ITS system should be used when the document is processed via the interface.
DI	PM	Innopac Default Account Type	A	Supply the default account type for the Innopac system.
DJ	PM	Innopac Conversion Create INV	A	Not used in programs yet.

Procurement Management System Operation Definitions

B2B

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
DM	PM	Allow B2B Paper Orders	A	Can be use if system operation code PZ is set to (Y)es. Valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, the user is allowed to order Not Defined, General and/or Store Items, else only General {FPMM-3} and Store Items {FPMM-23}. Use in option {FPMO2-1}.
PX	PM	B2B Creditor: Default Catalogue/Ordering/Both	A	Valid values are (C)atalogue/(O)rdering/(B)oth. Default is Both. This system operational code state what can be used in Conversion Rules {FPMEMM-1} External Code for the External Body MMM, External Code Type MMC per Creditor in the Internal Code field. If this system operational code is (C)atalogue/(O)rdering then Conversion Rules External Code must be same per creditor, else if (B)oth, the Conversion Rules External Code can be Catalogue/Ordering/Both per creditor.
PZ	PM	Use My Market B2B Vendor	A	Valid values are (Y)es or (N)o. If the Institution makes use of the My Market Business to Business product, then this definition must be set to (Y)es, otherwise set to (N)o. Use in option {FPMO2-1}

Procurement Management System Operation Definitions

Store

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
ES	PM	Store issue approval system(M)/us(E)r		Future use.
PK	PM	Automatic print - Store issue	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the Stock Issue document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is ISS and its optional functions.
PL	PM	Auto print -store dept return	A	Valid values are (Y)es or (N)o. The default is (N)o. User indicates whether the Stock Return document must print automatically on <SAVE>, (Y)es or (N)o. For more detail see "Maintain Automatic Printing {GRPT-3}" main function is RET and its optional functions.
A7	PM	Allow Update of Price on Issue	A	Valid values are (Y)es or (N)o. The default is (N)o. When a stock item is sold using {FPMO4-10}, is the user allowed to change the sales price as defaulted from the item definition. If (Y)es the user is allowed to update the price else the user is not allowed to update the sales price.
A8	PM	Allow Issue Less Than Weighted Average Cost	A	Valid values are (Y)es or (N)o. The default is (N)o. If the user is allowed to update the sales price of an item (SOD code A7) when an stock item is sold {FPMO4-10} , may the user change the issue price at which a item is sold to an price less than the weighted average cost price of the item.
TX	PM	Stock GST/VAT Inclusive/Exclusive	A	Valid values are (I)nclusive and (E)xclusive. The default is inclusive. If stock is carried Inclusive, stock is updated with the total value of the item on the GRV line when a item is received. The line total value is used in calculating the weighted average cost of the item. Only when the item is issued the GST/VAT is claimed as an input provided the entity to which the item is issued uses the item in a partial or full taxable supply. The system does not apply this provision and the user must ensure that the rate and apportionment is correct as the system generates the GST/VAT transaction if both the rate and apportionment on the issue is greater than zero (0).
WJ	PM	Apply Item and Document Restriction on Store Item Web Requests	A	Valid values are (Y)es and (N)o. The default is (Y(es. A institution the do not want to apply the document (FPDRD) and item restrictions (FPDRI) on store item request can switch off the restrictions on store items by setting the SOD - WJ to (N)o. The SOD applies to store item requests in the finance web and "Buyer Quotation Maintenance" screen {FPMO1-3} for web requests.
LV	PM	Item Location Structure Validation Active	A	Valid values are (Y)es or (N)o. The SOD is used to activate block "Maintain Item Locations" on {FPMM-22}. The SOD is also used in block "Item Store Definition" on {FPMM-23} to validate the fields; Store, Section, Row, Rack, and Bin, if they are valid according to the setup on {FPMM-22} block "Maintain Item Locations".

Procurement Management System Operation Definitions

General or more than one group above.

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
AT	PM	PMIS item codes mandatory	A	Valid values are (Y)es or (N)o. The default is (N)o. If (Y)es, no items on REQ {FPMO1-1} and Order {FPMO2-1} can be captured without a valid item number. Valid item numbers are General {FPMM-3}, Store {FPMM-23} or Library {LCAO-1} items. If (N)o, item codes are not mandatory and either Not Defined, General, Store or Library item may be used.
AY	PM	Order/Requisition/Store Default VAT Code	A	Supply the default VAT code for orders {FPMO2-1} and requisitions {FPMO1-1}. The valid values are null or a valid VAT code from option {FCSC-1}.
AZ	PM	Order/Requisition Default Include/Exclude Indicator	A	Indicate whether the VAT rate for the code supplied above is (I)nclusive or (E)xclusive. This will be the default for orders {FPMO2-1} and requisitions {FPMO1-1}.
DK	PM	Default Delivery Campus	N	Default Delivery Campus must be a valid campus as defined on the Campus Definition {SPCS-1}. A list of values which displays the campus code and descriptionis is available for the definition code. The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all Requests {FPMO1-1} and Orders {FPMO2-1}.
DL	PM	Use Requestor or Default Delivery Campus	A	Valid values are (R)equestor, (D)efault Campus or Requestor Campus and (L)ocation The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all iEnabler Requests, Requests {FPMO1-1} and Orders {FPMO2-1}. If this system operational definition is set to (D)efault: FPMO2-1 The campus defaults from the campus on the system operational definition code 'DK' - Default Delivery Campus and the building, floor and room from the delivery location on this campus definition. The user is allowed to change the campus, building, floor or room. FPMO2-6 The campus defaults from the campus on the system operational definition code 'DK' - Default Delivery Campus and the building, floor and room from the delivery location on this campus definition. The user is not allowed to change the campus building floor or room. If the system operational definition is set to (R)equestor Campus. FPMO2-1 The campus defaults from the buyers service record and the building, floor and room from the campus definition of the buyers campus. If the buyer has no campus or an invalid office allocation the campus defaults from the campus as defined on system operational definition code 'DK' - Default Delivery Campus and the building, floor and room from the delivery location on this campus definition. The user is allowed to change the campus, building, floor or room. FPMO2-6 The campus is copied form the request and the building, floor and room from the campus definition of this campus. Orders are create per creditor and campus for the items flagged to be ordered. The user is allowed to change the campus but not the building floor and room. If the system operational definition is set to Requestor Campus (L)ocation. FPMO2-1 The campus, building,floor and room defaults from the buyers office allocation. If the buyer has no campus or an invalid office allocation the campus defaults from the campus as defined on system operational definition code 'DK' - Default Delivery Campus and the building, floor and room from the delivery location on this campus definition. The user is allowed to change the campus, building, floor and room. FPMO2-6 The campus, building,floor and room are copied from the request. Orders are create per creditor, campus, building floor and room for the items flagged to be ordered The user is allowed to change the campus, building, floor or room.
EB	PM	ERFQ App Syste(M)/Us(e)rs	A	Future use
EY	PM	** Discontinued 2013 **	N	Replaced by finance user restriction {FCSP}
EZ	PM	** Discontinued 2013 **	N	Replaced by finance user restriction {FCSP}
PH	PM	Auto print -REQ assign to	A	Future use
PJ	PM	Auto print - Store REQ	A	Future use
WC	PM	Std: Approval Initail default Value		Valid values are (I)gnore, (A)pprove and (R)eject The SOD allows the user to set the default approval values in the standard system approval screen. E.g. If this is set to (A)pprove, the approval program will set all unapproved records, for the aproval user, to approved. The approval user must only set the records to (I)gnore or (R)eject where applicable, before <SAVE>. Approvals of journals/transactions/Invoice/Credit Notes/Etc., is done in the following options: {FARO-11}, {FCTO-10}, {FGLO-6}, {FSAO-9}, {FPMO1-5}, {FPMO2-3}, {FPMO3-3}, {FPMO5-4}
NA	PM	Populate Interface Tables	A	Valid values are (Y)es or (N)o. The default is (N)o. If set to (Y)es the GRV (FNUNGR) and Item (FNTNII) interface tables are populated when a stock item is received (GRV) or returned (Supplier). The item interface table is also populated with the note number if (Y)es and an item note is created with the note code ITSIPRN.

Student Accounts System Operation Definitions

Account Types and Payment Agreements

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
M5	SD	Student Merge/Hold: Status for "Suspend Printing" (S)	A	During the run of {SREGB-21} - Merge of duplicate Student's a record will be created in {FSAO-12} to suspend printing for the old student.
SC	SD	Default account type CT/CB	A	The valid value is any student account type {FCSC-21}. Other parameters of this account type is: Subsystem SD Fee/Deposit Fee Must be active Show Account Type Yes This account type cannot be linked to a student on menu option {FSAO-13}. All students will have this account type automatically. The cashier can use this account type if the cashier cannot or does not want to distribute the receipt to the students linked account types. If cashiers use the default account type, menu option {FSAO1-1} must be used, on at least a monthly basis, to distribute the receipt to the linked account types. This option will distribute according the ageing parameters of the student.
SE	SD	Default agreement code : Current Year	A	The valid value is any Agreement Code {FSAM-24}. This code will be used in the event where there is no agreement code linked to the block during application and registration.
SF	SD	Default cash agreement code : Current Year	A	The valid value is any Agreement Code {FSAM-24}. If the student is registered as Cash, this agreement code will be linked to the student automatically. This also means that the agreement code linked to the block and rule code SE will be ignored
SG	SD	Default agreement code : Next Year	A	Supply the default agreement code {FSAM-24} for the next year.
SH	SD	Default cash agreement code : Next Year	A	Supply the default cash agreement code {FSAM-24} for the next year.
SK	SD	Distribution Default Account Type In Future	A	Valid values are (Y)es or (N)o. Default is No, If Yes, the distribute default account types program {FSAO1-1} will distribute to current and future unpaid debits, else it distribute according to ageing up to system date.
SL	SD	Default account type B/L	A	The valid value is any student account type {FCSC-21}. Other parameters of this account type is: Subsystem SD Fee/Deposit Fee Must be active Show Account Type Yes This account type cannot be linked to a student on menu option {FSAO-13}. All students will have this account type automatically. The bursary and loan user can use this account type if the user cannot or does not want to distribute the awarded amounts to the students linked account types. If user use the default account type, menu option {FSAO1-1} must be used, on at least a monthly basis, to distribute the awarded amounts to the linked account types. This option will distribute according the ageing parameters of the student.
SM	SD	Default account type CM	A	The valid value is any student account type {FCSC-21}. Other parameters of this account type is: Subsystem SD Fee/Deposit Fee Must be active Show Account Type Yes This account type cannot be linked to a student on menu option {FSAO-13}. All students will have this account type automatically. The Inter Card/Student corrections user can use this account type if the user cannot or does not want to distribute the card credit amounts to the students linked account types. If user use the default account type, menu option {FSAO1-1} must be used, on at least a monthly basis, to distribute the awarded amounts to the linked account types. This option will distribute according the ageing parameters of the student.
SP	SD	Agreements parallel/sequential	A	The valid value is (S)equential or (P)arallel. If (S)equential : Only payment agreement codes that are defined as days can be linked to students, and The different agreements will only start to have an effect one after another. If (P)arallel, the different agreements for a student will run concurrently. Used by the distribute default account types program {FSAO1-1}.
S3	SD	Statements According to (T)ransaction Type or (A)ccount Type Group and Payment Agreement.	A	When setting S3 to (A) on {FSAM-24} there will be an additional field that populates. "Alternate Description". When S3 is set to (T) then there will be no "Alternate Description" on FSAM-24.
MA	SD	Minimum Amount for Debt Collection	N	Only students with balance greater than the value entered will be handed over for debt collection {FSDC-2}.

Student Accounts System Operation Definitions

Applications

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
AF	SD	Application Fee Amount Required for Application Wizard	A	The amount required for the online application wizard application fee.

Student Accounts System Operation Definitions

Approvals

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
EN	SD	Set "No Show" if SD journal was rejected?	A	Valid values are (Y)es or (N)o. This code is used in conjunction with 'ET'. If you have indicated that a user needs to approve the SD transaction and this code is set to (Y)es, the system will do an automatic 'no-show' on the transactions that were rejected, to ensure that the student statement will not confuse the students.
ET	SD	SD journal approval syste(M)/us(E)rs	A	The code will indicate if SD Journals must be approved by a us(E)r OR by the syste(M). If you indicate that the system is approving the transactions it means that the system will operate like previous releases, where there were no approvals. To do SD Journal user approvals see also {FSAO-9}.

Student Accounts System Operation Definitions

Study Guides. Also look at Outline Study Guide and Enquirer Brochure Manual

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
SR	SD	SGUIDES - ACC Type Last resort	A	The valid value is any student account type {FCSC-21}. Other parameters of this account type is: Subsystem SD Fee/Deposit Fee Must be active Show Account Type Yes If the system cannot find an account type, using the registration account type rules, the program will use this account type as the last resort. Use by program {FPMO4-24}
SS	SD	Status no study material received	A	Discontinue.
WF	SD	Dist Ed Charge Item Req/Issue	A	Valid values are (R)equisition or (I)ssue. Default is Issue. If Study Guide is fee, individual items can be set to charge {SDGUIM-1}. This system operational code specified when must the system raised the individual charge items on the student account {FSAO-7}, when study guide requisition {FPMO4-24} or issue {FPMO4-25} is generated.

Student Accounts System Operation Definitions

Interest

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
SI	SD	Date Interest Last Calculated	D	Supply the date when interest was last calculated. Used by option {FSAO1-2} Interest Caculations. Once this is set, by the use, the program will maintain this field.
SJ	SD	Date Next Interest Calculated	D	Supply the date when interest will next be calculated. Used by option {FSAO1-2} Interest Caculations. Once this is set, by the use, the program will maintain this field.

Student Accounts System Operation Definitions

Registration

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
CC	SD	Number of Hours Cheques to be Ignored in Insufficient Funds Validation	N	If insufficient funds validation is applied by the institution on student registration, this parameter allows to define a number of hours (typically the number of hours it will take the bank to clear a cheque) that cheque payments by the student can be ignored when the calculation for sufficient funds is done
QS	SD	Print Quote Summary Detail	A	Discontinue. Replaced by a tag in the Application letter.
S1	SD	3PR Fail Subj after Block End	N	A valid value is number of day the 3rd Party Payment Calculation Report {FSATPP-5} extended the Block End Date to cater for late subject results to be entered. If there is no subject result, the program will report a fail for the subject.
SA	SD	Appointment type of comm. Agent	A	The valid values are null or a valid appointment type as defined on menu option {PACS-1}. This applies to the Distance Education Registration {SDREGA-1} where the user can link an agent (personnel member) to the students registration. Personnel linked to this appointment type can be used as agents in the Distance Education System. Commission can be paid to the agents {FSAO1-24}. Agents may issue study guides out of an agent store {FPMM-22} and {SDREGA-1} (Maintain Study Material for Agent Student)
SB	SD	Use block or stud. Reg. Date	A	The valid values are (B)lock or (S)tudent Registration Date. If (B)lock, the block start date will be used as the student's effective date. This means that all students will have the same effective date for a particular block irrespective of whether they registered before, on or after the block start date. Otherwise the (S)tudent registration date will be used as the effective date. The (S)tudent registration date will be used. This effective date is on menu option {FSAO-13} for a student's Account Type and Agreement Code and is set, by the system, after <SAVE> of the registration {SREGAR-1} or {SDREGA-1} process.
SN	SD	Contracts Mandatory Y/N	A	Valid values are (Y)es or (N)o. If (Y)es student debtor contracts {FSAC-10} must be defined and linked to students to allow student registration else contracts may be defined and linked to students but is not mandatory.
SO	SD	Student Type Mandatory Y/N	A	Valid values are (Y)es or (N)o. On defining a contract the student type is mandatory on the contract definition {FSAC-10} if set to (Y)es.
SQ		Always Add Reg. Fee To Quote		Valid values are (Y)es or (N)o. If (Y)es registration fee is always included in the quote else the registration fee is added to the quote using the rules of event 03 - Registration Fee. Use by option {SNAPPA-1} button "Generated Quote"
ST	SD	Check employer address on registration	A	If set to yes, the registration program {SREGAR-1} or {SDREGA-1} will validate that the employer's address exists for the student's employer in option {GCS-22}
SU	SD	Check sponsor address on registration	A	If set to yes, the registration program {SREGAR-1} or {SDREGA-1} validates that an address exists for the students Sponsor in option {FSAO-6}
SY	SD	Stop registration if no fee record?	A	Valid values are (Y)es or (N)o. If set to (N)o, if there are no fees defined {FSAM-1} the student will be registered. Or Set to (Y)es, to prevent a student to register where NO (not zero) fees are defined {FSAM-1}. Use by the registration {SREGAR-1} or {SDREGA-1} process.
SV	SD	Contract Mandatory for Residence Registration Y/N	A	Valid values are (Y)es or (N)o and is used in {SREG-4} Tab: Page 2 and field 'Contract Code'. If set to (Y) the contract code field will be mandatory and if set to (N)o the contract code field will not be required.

Student Accounts System Operation Definitions

Statements

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
ND	SD	Mark canceled cheques as "no show"	A	The valid values are (Y)es or (N)o. This code will mark the original cheque refund and the canceled cheque as 'no-show' where this indicator was set as (Y)es. If this was indicated as (N)o then the student will see the original transaction as well as the canceled cheque on his statement. Use by option {FCTM-5}
PD	SD	Print deposit account types on the statement	A	The valid values are (Y)es or (N)o. If you want to exclude the deposit accounts when printing the statements you mark this (Y)es else both the fee AND deposit account types will print account statements. Use by option {FSAOR2-6} Consolidated Student Statement.
PH	SD	SD IComms Statement to Link Transactions to Statement Number: (Y)es/(N)o	A	The valid values are (Y)es or (N)o. Default is No. If this SOD is set to No, The IComms statement {FSAOR2-9} will be printed without the statement number and will also not be linked to the statement number on the database And if the SOD is set to (Y)es, The IComms statement {FSAOR2-9} will be printed with the statement number and will be linked to the statement number on the database The SOD indicator is updateable.
PE	SD	Use SD Statements-(Y)es/(N)o	A	The valid values are (Y)es or (N)o. Default is No. If No, then option {FSAO-7} Query Student Account will have only the tabs "Account Query per Account Type" and Ageing/Payment Detail" else, it will have two additional tabs, namely, "Account Query per Statement Number" and Account Query per Date" and the screen will open on the last tab. For more detail on the last to tabs also look at option {FSAOR2-8}, {FSAC-23} and {FSAC-24}
PF	SD	Default Campus Address to Print on Student Debtors Documents	N	Default Campus must be a valid campus as defined on the Campus Definition {SPCS-1}. Used by option {FSAOR2-9} and it will print the Address of the specified campus code.
PG	SD	Cashbook to print on NCA Statements	A	Must be a valid cask book code as defined on the Cash Book Definition {FCSC-4}. Used by option {FSAOR2-9} and it will print the Address of the specified campus code.
SD	SD	Default accumulation date	D	The Default Date up to which Student Statement {FSAOR2-1}, {FSAOR2-6} and Account Query {FSAO-7} must accumulate transaction into a balance before printing or displaying the detail transactions. Format is (DD-MON-YYYY). When statements are printed, the program will prompt the user with 'Override Default Accumulation Date? (Y/N)'. A (N)o will accept this date whereas when (Y)es a new accumulation date may be supplied. When account query is done, the program will display this date and the user is allowed to change the value.
SZ	SD	Quote/Tax Invoice/Statement Note	A	The parameter is used in option {FSAOR2-8}. A letter as defined in the the option "Maintain Document Text {FSCO-1} is printed as part of a statement in the remittances advice section of a student account statements. A valid value is a Letter Code as defined on the Maintain Document Text {FCSO-1}. The format of the letter must be E (E-letter) on the definition. A list of values which displays the letter codes and descriptions defined.
S2	SD	Statement Number Sequentially per Student or Unique Statement Number	A	If set to unique statement numbers, the system operational definition code 'PP' for subsystem 'AR' must also be considered. If both, 'S2' and 'PP' are set to unique statement numbers, a unique statement number will be allocated throughout the two systems whenever a statement is generated. No two statements will have the same number, but statement numbers for a debtor, SD and AR, will also not follow on each other. If either one is set to generate unique statement numbers, only statement numbers in that system will be unique. Statement numbers for the other will follow sequentially one after the other per debtor.

Student Accounts System Operation Definitions

Student Income Recognition

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
RA	SD	Apply Student Income Recognition	A	The valid values are (Y)es or (N)o. If (N)o, student income recognition will not be applied. If (Y)es, student income recognition will be performed depending on system operational definition ‘RB’ / ‘SD’ – Generate Recognition Journals Y/N.
RB	SD	Generate Income Recognition Journals	A	Student Income Recognition can be applied by generating a report only or by having the system generating GL journals automatically. If Student Income Recognition is applied, it is done when the SD subsystem is posted to GL, but a report can also be generated from {FSAO1-13}. Valid values for this SOD are (Y)es and (N)o. If (N)o, SD postings will be done as well as student income recognition calculation, but only a report will be generated. No GL journals will be generated. If (Y)es, SD postings will be done as well as student income recognition calculation and the GL journals for income recognition will be generated.
RC	SD	Last Registration Day of Month for Student Income Recognition over 2 Months	N	The valid values are between 1 and 31. If an enrollment period runs over 2 months, the income can be reflected over the 2 month period or in the last month. If the day of the start registration date is less than this value, revenue will be reflected over the 2 month period. If the day of the start registration date is after or equal to this value, income will be reflected in the 2nd month.
RD	SD	Update End Registration Date if Early Consumption	A	The valid values are (Y)es and (N)o. This SOD determines if the end registration date of a registration record must be updated when a pass result is processed before the end of the service period.
RE		Last Student Income Recognition Journal Number	N	Not updateable by the user. This value will be updated by the student income recognition program {FSAO1-13} when run in update mode as part of {FGLP-2} and the student income recognition journals were created successfully.

Student Accounts System Operation Definitions

Local Software

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
DF	SD	NMMU : Discount For Staff Family Members	A	Local software
DS	SD	NMMU : Discount For Staff Members	A	Local software
SX	SD	VERICRED - PRETTECH	A	Local software

OPERATIONAL RULES FOR RULE CODES AP and AQ

Rule #	Code AQ	Code AP
	Percentage	Amount
A	Null	Null
B	Not Null	Null
C	Null	Not Null
D	Not Null	Not Null

Rule	Description of Rule	Formula
A	The Invoice/Credit Note can be changed to any value.
B	The difference between Order/GRV Unit price minus Invoice/Credit note Unit price cannot be greater or less than this percentage.	Z = X/Y*100 Where X = Order/GRV Unit price - Invoice/Credit Note Unit Price Y = Order/GRV Unit price And -W Z W with W = Percentage (Code AQ) If Z falls outside the above limits, the valid Invoice/Credit Note Unit Price is not valid.
C	The difference between the Order/GRV Unit price minus Invoice/Credit note Unit price cannot be greater or less than this amount.	V = Order/GRV Unit price - Invoice/Credit Note Unit Price Where -U V U with U = Amount (Code AP) If V falls outside the above limits, the Invoice/Credit Note Unit Price is not valid.
D	First do rule B test and if true, do rule C test.	If the validation fails, that is, the variance between Order/GRV unit price and the Invoice/Credit note Unit price does not comply with rules B and C above, the user will be given a warning which must be acknowledged.

OPERATIONAL RULES FOR RULE CODES BR and BS

Rule #	Code BS	Code BR
	Percentage	Amount
A	Null	Null
B	Not Null	Null
C	Null	Not Null
D	Not Null	Not Null

Rule	Description of Rule	Formula
A	The GRV can be changed to any value.
B	The difference between Order Unit price minus GRV Unit price cannot be greater or less than this percentage.	Z = X/Y*100 Where X = Order Unit price - GRV Unit Price Y = Order Unit price And -W Z W with W = Percentage (Code BS) If Z falls outside the above limits, the valid GRV Unit Price is not valid.
C	The difference between the Order Unit price minus GRV Unit price cannot be greater or less than this amount.	V = Order Unit price - GRV Unit Price Where -U V U with U = Amount (Code BR) If V falls outside the above limits, the GRV Unit Price is not valid.
D	First do rule B test and if true, do rule C test.	If the validation fails, that is, the variance between Order unit price and the GRV Unit price does not comply with rules B and C above, the user will be given a warning which must be acknowledged.

Date	System Version	By Whom	Job	Description
15-Dec-2006	v01.0.0.0	Amanda Nell	t133485	New manual format.
21-Aug-2006	v01.0.0.0	Marchand Hildebrand	t150724	Web Budget Module Enhancements
08-Dec-2008	v01.0.0.2	Marchand Hildebrand	t152121	Manual Corrections
14-Jul-2009	v02.0.0.0	Marchand Hildebrand	t158613	Add a sales price to the stock item definition to be used on credit sales of stock items
18-Feb-2010	v02.0.0.1	Ernie van den Berg	t163222	Add Int 1 changes t160074 Add study guide reference
09-Mar-2010	v02.0.0.2	Ernie van den Berg	t150457	Add SOD. PI, PJ and PK of subsystem AR. Add SOD. T1 of subsystem PM
16-Jul-2010	v02.0.0.3	Ernie van den Berg	t160969	Add SOD. TM, TN, TO and WP Change SOD. A5, TB, TE, TF, TL
18-Aug-2010	v02.0.0.4	Christel van Staden	t160866	Add SOD S2 and PP
21-Aug-2010	v02.0.0.5	Dinong Sereko	t160931	Add SOD TP for PM
30-Sep-2010	v02.0.0.6	Christel van Staden	t169772	Add SOD RA, RB, RC, RD and RE for subsystem SD
13-Jan-2011	v02.0.0.7	Magda van der Schyff	t166105	Add SOD RB for PM
24-Feb-2011	v02.0.0.7	Marchand Hildebrand	t164941	Add SOD, NA, TX
14-Nov-2011	v02.0.0.9	Marchand Hildebrand	t178429	Change SOD DL - new rules
30-Jan-2011	v02.0.0.10	Christel van Staden	t180311	Add SOD SV for subsystemSV for subsystem SD
07-Apr-2012	v02.0.0.11	Marchand Hildebrand	t182167	Add SOD WJ for subsystem PM
05-Sep-2012	v02.0.0.12	Christel van Staden	t174192	Remove SOD 'B2' for subsystem 'CB' and 'UA' and 'UG' for subsystem 'AT'.
02-Oct-2012	v02.0.0.13	Charlene van der schyff	t183356	Added S3/SD for statements.
02-Nov-2012	v03.0.0.0	Marchand Hildebrand	t181577	Add PE,PF,PE
29-Apr-2013	v03.0.0.0	Marchand Hildebrand	t181579	PS,PU
04-Jul-2013	V03.0.0.1	Marchand Hildebrand	t191905	SOD NI,AR
15-Aug-2013	v03.0.0.3	Nokuthula Mafenuka	t192715	Add SOD C6 for subsystem CT and C7 for subsystem CB
26-Aug -2013	v03.0.0.3	Magda van der Westhuizen	t179226	Add SOD M5 for subsystem SD
10-Oct-2013	v03.0.0.4	Eunice Ratlou	t194654	Update the manual with SOD, Add Code MB subsystem BL.
12-Nov-2013	v03.0.0.5	Eunice Ratlou	t195435	Change menu FBLN-15 to menu FBNM-5 because menu FBLN-15 does not exist anymore.
26-Mar-2015	v03.0.0.6	Raymond Schoonraad	t202820	Add changes to SOD PQ for order printing.
13-Apr-2015	v03.0.0.7	charlene van der schyff	t206469	Added new SOD DH/CT
08-May-2015	v03.0.0.8	Sarah Seeletse	t203941	Added SOD A9/PM
04-Aug-2015	v03.0.0.9	Brilliant Tleane	t192284	Add SOD MA for SD
05-Nov-2015	v03.0.0.10	Gladness Morapedi	t210127	Fix tab through fields on the screen to be in sequence
08-Feb-2015	v04.0.0.0	Marchand Hildebrand	t206498	Update FCSM-1 with latest manul form INT 3 + add SOD DC-CT
13-Jun-2016	V04.0.0.1	Marchand Hildebrand	t205772	Add SOD's CK, CL
02-Aug-2017	v04.0.0.2	Marchand Hildebrand	t222967	Discontinue SOD's EY an
18-Jul-2018	v04.1.0.1	Ndivhanga Mushando	t229466	Add SOD's WL,WM,WN,WO,WQ and WR for subsystem PM
10-Oct-2019	v04.1.0.2	Ndivhanga Mushando	t238276	Add SOD PH/SD
02-Dec-2019	v04.1.0.3	Linda Bidi	T240577	Add SOD AF/SD
11 Feb 2020	v04.1.0.4	Raylene Lapin	T238827	Add SOD PT/PM and TY/PM. Add SOD IQ/CT and SOD IC/CT
14-May-2020	V04.1.0.5	Ndivhanga Mushando	T238828	Add SOD E1/PM, VA/PM and VB/PM
13-Jul-2020	V04.1.1.5	Isaac Matshela	T244324	Manual Corrections
02-Oct-2020	V04.1.1.5	Nare Sheron Modikoa	T244345	Manual Update
16-Jul-2021	V04.1.1.5	Ntombifuthi Dlamini	T244345	Add SOD E8/PM and ET/PM
18-Mar-2022	V04.1.1.6	Nkosikhona Mhlanga	t251586	Add SOD AM/PM