Maintain Payment File {FCTO-12}


This option allows for the hold and maintain of records before a payment is generated. 


Two types of records can be processed and maintained in this option:

System Operational Definition Code 'PF' for Subsystem 'CT'  must be set, indicating if the process user may update the status of a record in the payments file {FCSM-1}
User Restriction 'FCTP' must be linked to users, giving access to a user to update the status of a record in the payments file {FCSM-4}
Records can be added to the table manually and existing records can be updated depending on the status of the record (limited update functionality). Delete of records not allowed.
Payment records will be generated in {FCTO-6} for all records flagged with a payment status equal to Y - Payment Request or V - Payment Generation Error Encountered when {FCTO-20} is run.
One payment (cheque or ACB payment) will be created for each creditor for all records where the status is Y or V.

Update functionality:
Generated payment records can be authorized and/or approved in the counter system resulting in cheque or electronic payments via the counter system.

Fields in this option:

Block 1:  Maintain Payments File

Field Type
&
Length		 Description
Payment Source A1  Valid values (S)upervisor Payment, (R)efund or (T)Stipend
Payment Source Description   Description of payment source
  • Supervisor Payment
  • Refund
  • Stipend  (If the user selects this payment source, and then selects a Creditor Type, the program must default the same Creditor Type and Number on the fileds Person Type, Person Number and the user must not be alled to update these fields)
Creditor Type Code A1 Valid values (S)tudent, (O)ther or (P)ersonnel
Creditor Type A30 Description of creditor code
  • Student
  • Other
  • Personnel
Update Account A1 If this field is null, a (O)ther payment will be generated with temp type on {FCTO-6} equal to Creditor Type from this option. If this field is not null, a payment will be generated for the Creditor Type from this option and a transaction will also be generated in the student debtor subsystem for (S)tudent. Can only be entered for (S)tudent and (P)ersonnel. (O)ther will always be null.
Creditor Number N9 Valid creditor number as defined on the ITS system for person types (S)tudent, (P)ersonnel or (O)ther.
First Name   Displays the first names of the person from the relevant biographical record. {SREGB-6} if person type 'S', {FPRI-1} if person type 'P', {FACO-28} if person type 'O'
Last Name   Displays the last name of the person from the relevant biographical record. {SREGB-6} if person type 'S', {FPRI-1} if person type 'P', {FACO-28} if person type 'O
Payment Method A1 Records will be populated with a payment method of either Che(Q)ue or (A)cb, using the default payment method linked to the person on biographical. The payment method can be updated whilst the record status is H or Y. The system will validate that bank detail exists for the person if (A)cb. The user may change the payment method to (M)anual if a manual (handwritten) cheque has already been issued for the payment record. The external cheque number must then be entered in the external payment number field.
Payment Status A1 All records (payments generated by the ITS system as well as manually entered records) will be populated with a status of H - Payment Request on Hold. Only users linked to the User Restriction 'FCTP' on {FCSM-4} will have access to update the status of a record in the payments file.
Payment Status Description   List of possible statuses:
  • H - Payment Request on Hold
  • N - Payment Request Denied
  • Y - Payment Requested
  • V - Payment Generation Error Encountered
  • P - Payment Generated
  • F - Bank File Generated
  • Q - Cheque Printed
  • L - Manual Cheque Issued
  • R - Bank File Rejected
  • D - Payment Run Canceled
  • C - Payment Canceled
  • B - Payment Processed on Bank Statement
Internal Payment Number N10 Display field only - show the external cheque number from {FCTO-6} once the cheque is printed
External Payment Number N6 This field will be updated programatically when payments are generated with the internal payment number from {FCTO-6} and cannot be updated
  All fields up to this point represents the record that will be created in block 2 of {FCTO-6} and the person who will receive the payment when a payment is generated. The following fields represent block 3 of {FCTO-6} and the students who received the services that gave rise to the payment.
Person Type A1 Valid value (S)tudent.This is the person type that gave rise to the payment request 
Person Number N9 The student number of the student that received the services to that gave rise to this payment request
First Name   Displays the first names of the student from the biographical record {SREGB-6}
Last Name   Displays the last name of the student from the biographical record {SREGB-6}
Trans. Date DD-MON-YYYY This field will be populated with system date and shows the date on which the record was created - not updateable.
Trans. Amount N17.2 The amount of the transaction. When payments are generated, one payment will be generated for the total amount of all records per creditor where the status is Y - Payment Request
Cost Centre A6 The system will use the cost centre on the transaction type if null. The user can enter a valid cost centre should the payment be against a different cost centre. The cost centre can only be updated whilst the status is Y or H.
Account A8 The system will use the account on the transaction type definition if null. The user can enter a valid account should the payment be against a different account. The account can only be updated whilst the status is Y to H.
Cashbook A5 The system will use the cashbook code linked to the transaction type definition for event 'CH'. The user will not be able to update/insert a record for a different cashbook.
Ref 1 A128 Can be inserted if it was not populated by another program. If populated by another program it is not updateable
Ref 2 A128 Can be inserted if it was not populated by another program. If populated by another program it is not updateable. If a supervisor payment is processed manually, the system will force the user to enter a year and cycle for the paymet in this field, format yyyycc. 
Ref 3 N15 Can be inserted if it was not populated by another program. If populated by another program it is not updateable
Ref 4 N15 Can be inserted if it was not populated by another program. If populated by another program it is not updateable
Payment Note A30 Can be inserted if it was not populated by another program. If populated by another program it is not updateable
Date Status Updated DD-MON-YYYY The date the record status is updated. Will be updated programatically every time the record status is changed.
User A8 The user that inserted / updated the record. The user will be updated programatically every time the record is updated. The System Operational Definition Code 'PF' for Subsystem 'CT' will determine if the process user may update the status of a record in the payments file {FCSM-1}
Run ID N12 This field will be updated when the payments are generated. User cannot update or insert.
Print Letter   Payment letters can be requested for supervisor payments that were made in {FCTOR1-29}
Valid values
  • Y - Printed
  • N - Not Printed
  • R - Reprint

Once the letter is printed, this field will be updated to Y - Printed. If the letter needs to be printed again, the user needs to update this field to R - Reprint, and the letter will be printed as part of the next run of {FCTOR1-29}

Example: 

fcto-12b1p1i1.jpg



Example:

fcto-12b1p1i2.jpg



Processing
Rules		  
  No special processing rules.



History of Changes

Date System Version By Whom Job Description
31-Aug-2010 v02.0.0.0 Christel van Staden t161049 New manual.
10-Sep-2012 v02.0.0.1 Christel van Staden t182841 Various changes
09-Dec-2014 v03.0.0.0 Charlene van der Schyff t201074 Added Payment Source "STIPEND"