Maintain Bank Details {FCTM-9}


This option is made up of 6 panel boxes "Search", "Bank Details Results", "Person Details", "Payment Method", "Banking Details" and "Authorise" and is used to store the most current bank details as part of the biographical data of a person. Bank details can be maintained directly from the options in the table below, or it can be maintained from this option. Only bank details of the person type applicable to the subsystem can be maintained in the different options available in the subsystems. An audit trial of changes done on the banking details is available on {FCTMR1-8} (all person types) and per person type in the different subsystems.



Subsystem Maintain Bank Details (Authorise)
Audit Log - Authorise Bank Details
Other (ACB) {FACO-29}
 {FACMR1-3}
Debtors (Accounts Receivable) {FARO-28} {FARMR1-22}
Creditors (Procurement Management) {FPMM-6}
 {FPMMR1-35}
Students (Student Debtors)
{FSAO-16}
 {FSAMR1-9}
Students (Student Administration)
{SREGB-17}
 {SMNTL-29}
Alumni (Student Alumni) {SALUM-15} {SALUM-28}
Personnel (Payroll) {FPRI-14}
 {FPRNR1-29}
Personnel (Human Resources) 
{PBOP-13}
 {FPRNR1-29)

If maintained from this option, any user with access to the option can add new bank details, but it can only be authorized by as a user who is indicated to have authorization privileges for bank details on {FSCM-5}.


New bank details can be inserted from this option, for any person type and by any user with access to the option. The new bank details will however not be used by the ITS system if not authorized. All new bank details are stored with a hold status, and the status can only be changed to authorized by a user who has authorization privileges. Once authorized, the bank details on the biographical data of the person will be updated, and the system will start using the new bank details from that point onwards.



Authorise bank details makes use of the following system operational definitions {FCSM-1}


Subsystem
 SOD
 Name
 Description
CT
 D1
 Authorise Alumni Banking Detail Y/N
 Allows the user to turn on/off authorisation for Alumni banking details
CT D2
 Authorise Debtors Banking Detail Y/N
 Allows the user to turn on/off authorisation for Debtors banking details
CT D3
 Authorise Creditors Banking Detail Y/N
 Allows the user to turn on/off authorisation for Creditors banking details
CT D4
 Authorise Other Banking Detail Y/N
 Allows the user to turn on/off authorisation for Other banking details
CT D5
 Authorise Personnel Banking Detail Y/N
 Allows the user to turn on/off authorisation for Personnel banking details
CT D6
 Authorise Student Banking Detail Y/N
 Allows the user to turn on/off authorisation for Student banking details
CT
 DD
 Bank Authorisation - Process User Same As Authorise User
 Can allow the user who captured the bank details, also authorise the bank details
CT
 DY
 Obfuscation Bank Account Number Y/N
 Will replace the bank account number with stars(*****). Only users linked to the user restriction "FDEC" in option {FCSP-2}, will see the actual bank account number.
   

Search:

The user can enter the 'Person Type', 'User Number', and 'Status' and click on the 'Search' button to view existing bank details for the 'Person Type', 'User Number', and 'Status' combination.


Bank Details Results:

This the result output of the search and is display only.


Person Details:

This panel box is used to capture the person details (person type and user number). The sequence number field is updated by the system when the record is saved.


Payment Method:

The user can select the payment method and capture the details for the payment method in the next panel box


Banking Details:

This panel box is used to capture the banking details for the person selected if the "Payment Method" selected requires banking details to be captured.


Authorise:

The users with with authorisation privileges will be use this panel box to authorise bank details.


Example:

its_man_img/fctm-9b1p1i1.jpg
 


Person Details Panel Box:

Field Type
&
Length		 Description
Person Type
 A1

 Bank details for all person types can be maintained from this option. Enter the person type for which bank details need to be maintained or authorised. Possible person types:
  • A - Alumni
  • C - Creditor
  • D - Debtor
  • O - Other
  • P - Personnel
  • S - Student
  • B- Ad Hoc Payments (Payment method A-ACB & Person Type O-Other)
User Number
 N9 Depending on the person type entered, a <LOV> is available of all the numbers that exist for the person type. Enter the number of the person for which bank details need to be maintained or authorised.



Payment Method Panel Box:

Field Type
&
Length		 Description
Payment Method A1 Different payment methods are possible for different person types. Different types of transactions will be generated per person type depending on the payment method.

Payment Method 

A - Alumni

C - Creditor

D - Debtor

O - Other

B - Ad Hoc Payments

P - Personnel

S - Student

A – EFT Payment

X

X

X

X

 X

 

X

B – National Draft

 

X

 

 

 

 

E – International Draft

 

X

 

 

 

 

Q - Cheque

X

X

X

X

X

X

C - Cash

 

 

 

 

X

 

M – Bank Transfer

 

 

 

 

X

 

T – Tape Transfer

 

 

 

                     

 

X

 
                   



Banking Details Panel Box:

Field Type
&
Length		 Description
A5
 Only applicable for students. This is not a mandatory field but will default from the student biographical detail and can be changed applicable.
A6 Only applicable for students. This is not a mandatory field but will default from the student biographical detail and can be changed applicable.
A30
 Only applicable for students. This is not a mandatory field but will default from the student biographical detail and can be changed applicable.
A45
 Id Number or Passport Number or Company Registration Number
LOV
 This the type of bank account i.e. Current, Savings or Transmission
N2
 The bank code of the bank for this person. For the bank code the name of the bank will display.
Bank codes are maintained in {FCSC-4 block 1}. The user needs to maintain a list of possible banks (code and name) in this option.
N6
 This is the branch code of the bank at which the account is held and are maintained in {FCSC-4 block 2}
Bank Account Number N24 Enter the account number of the person. If the person type on the bank detail is a (C)reditor the bank account number is validated and the user will be warned if the account number already exists for another creditor on entering or changing the account number.
N4
 Some banks have, in addition to the bank account number, a suffix.
Bank Identifier code A11
 The code that will identify the Bank being used.



Authorise Panel Box:

Field Type
&
Length		 Description
Start Date DD-MON-YYYY System date will default as the start date and is not updateable by the user.
End Date
 DD-MON-YYYY The end date will be populated by the system when new bank details for the person are authorized.
Process User
The user who entered insert / update the bank details. Will be populated automatically by the system
Authorise User
 A45
 Will be populated automatically by the system when record is authorized
Authorise Date DD-MON-YYYY Will be populated automatically with system date by the system when the record is authorized.
Status
 A1
 Possible values (H)old, (A)uthorised and (R)ejected. When new bank details are added, the status will be (H)old. User to authorize that new bank details can be used by the system for the person, must change this status to (A)uthorise. On commit, the old bank details will be ended, and the biographical record of the person will be updated with the new bank details. The system will from then on use the new bank details when electronic transactions are generated. The authorise user can also reject the bank details by changing the status to (R)ejected. On commit, the rejected details will be updated with and end date and the previous authorised detail will still be applicable for the person.




Processing
Rules		  
  No special processing rules.


History of Changes

Date System Version By Whom Job Description
12-Apr-2010 v02.0.0.0 Christel van Staden t160859 New manual format.
10-Sep-2012 v02.0.0.1 Segagaripe Phoshoko t182841 Adding new field on the menu option
11-Feb-2013
 v03.0.0.0
 Marchand Hildebrand
 t185339
 Add validation on  creditor bank accounts.
28-Jun-2013
 v03.0.0.1
 Christel van Staden
 t189870
 Add fields for PR
23-Aug-2013
 v03.0.0.2
 Nokuthula Mafenuka
 t192708
 Add Reject Status
13-Apr-2015 v03.0.0.3 Charlene van der schyff t206469 Added Item and Details for Bank Identifier code
26-Oct-2015 v03.0.0.4 Gladness Morapedi t210127 Add Identification Number of the Entity/Person
13-Jun-2016
 v04.0.0.0
 Clinton Naidu
 t208583
 Change manual for int4