Generate Payments from payments File {FCTO-20}

This option will select records from the payments file {FCTO-12} and generate payments via the counter system.

This program will select all the records from the payment file {FCTO-12} where the user changed the status to Y – Payment requested (as well as records where the status is V – Payment Generation Error Encountered - Validation failed from a previous run) and create a payment transaction in {FCTO-6} .
If the run was successful, the status of the payment records will be changed to P – Payment Generated. The internal payment number, date status updated as well as the run number will also be updated. One payment transaction will be created for each creditor and payment method.

If this program encounters any errors, the status of the payment records applicable will be changed to V – Validation failed from a previous run. The user can correct the errors, and then re-run the program. The records with status V will be selected to create payments again.

The run to create payments, can be canceled, by running the ‘Cancel Generated Payments’ program. The status on the payment record(s) will then become a D - Payment Run Canceled. The internal payment number and run number fields will be cleared when the status is updated. The user can change records with status D to status H - Payment request on hold or status Y - Payment requested to generate payments again.

After the payments were generated into the payment tables {FCTO-6}, all processes, rules and validations performed will be standard / use the existing functionality of the Counter and ACB systems.

Payment cancellations will update the status, internal payment number, run number and external payment number on the payments table accordingly. All other possible processes after payment generation will also update the status of a record on the payment file.
The processes, changes in status and the changes in the value of the internal payment number and the external payment number, will be as follows:

For payments with payment method ‘Q’:

The cheque will be printed. The status on the payment file will be changed to Q – Cheque printed and the external payment number will be updated with the value of the external cheque number.

The cheque can be canceled using {FCTM-5}. The status on the payment file will be changed to C – Payment canceled and the internal payment number, run number and external payment number will be cleared.

When the external cheque number is matched (linked) to a bank statement, the status will change to B – Payment processed on bank statement.

For payments with payment method ‘A’:

The bank file will be generated. The status of all related records in the payment table changes to F – Bank file generated. The external payment number will be updated to the ACB file generation number.

If the bank rejected the file, it can be rolled back using {FACM-3}. In this case, the status of the applicable payment records changes to R – Bank file rejected, and the external payment number containing the ACB file generation number will be cleared. The user can then either re-generated the ACB file, or cancel the payment, or cancel the payment run.

The payment can be canceled using {FACM-1} if no ACB file has been generated for it yet. Then the status on the payment file will be changed to C – Payment canceled and the internal payment number, run number and external payment number will be cleared.

When the cash book journal that was generated when the bank file was created for the ACB payments is matched (linked) to a bank statement, the status will change to B – Payment processed on bank statement.

For payments with payment method ‘M’:

The cheque will be created with the external payment number supplied, inserted into the external cheque number. The status of these payment records will be L – Manual cheque issued.

The payment can be canceled. Then the status on the payment file will be changed to C – Payment canceled and the internal payment number, run number and external payment number will be cleared.

When the external cheque number is matched (linked) to a bank statement, the status will change to B – Payment processed on bank statement.

If a payment has been canceled (status C) or the payment run has been canceled (status D), and the user wants to re-generate the payment, there are two options:

Change to payment status from C or D to H. Then the internal payment number and run number will be cleared, and all links to the canceled payment will be lost.

Insert a new record with the same information as the canceled payment record.

Transaction types to be created for subsystem CT and each person type ((S)tudent, (O)ther and (P)ersonnel) linked to event 'CH - CT - Generate Payments'.

Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
Enter Payment Source	A1	Valid values (S)upervisor Payments or (R)efunds or (T)Stipend
Enter Cashier ID	A20	Valid cashier ID with powers to generate cheques {FCTM-2}
Enter Cashier Password	A16	Cashier password
(T)rial or (U)pdate Run	A1	A trial run will produce a report of payments to be generated. An update run will generate payments in {FCTO-6} for selected records from the payment file {FCTO-12} and update the records in the payment file with a date, user, run number and internal cheque number.
Enter Cash Book Code or ALL	A5
Enter Creditor Type or ALL	A3	Enter the creditor type to generate a payment for or ALL
Enter Creditor Number or ALL	A9	Enter the creditor number to generate a payment for or ALL
(S)ummary or (D)etail Run	A1	Report to print detail or summarized

Sort Order	Per	Comments

System Select
	No special system selection.

Example:

Processing Rules
	No special processing rules.

History of Changes

Date	System Version	By Whom	Job	Description
31-Aug-2010	v02.0.0.0	Chistel van Staden	t161049	New manual.
10-Sep-2012	v02.0.0.1	Christel van Staden	t182841	New image that includes total number of supervisors and total number of students
08-Dec-2014	v03.0.0.0	Charlene van der Schyff	t201074	Added Parameter (T)stipend.