Receipt Transactions {FCTO-3}

When this option is selected, the system requests the ID and password of the cashier in block 1. After entering this information, the user proceeds with <NEXT BLOCK> The program will validate that the user logged onto the system and the cashier ID entered is the same person by checking if the cashier ID is linked to the user in {FCTM-2}. The system will also validate the cashier powers to ensure that the user is allowed to process receipt transactions. An error message will be displayed if any of the above is incorrect.

For denomination rounding, a transaction type for event 'C1' - 'Denomination Rounding Write Off DT' must exist:
Subsystem = 'CT'
Person Type (O)
Debit/Credit must be Debit
Must be Active
Financial Field must be Journal
Update Type must be Automatic
Repeat Indicator must be No
          Cash Book Code must be null
Post to General Leger is Yes
          Debit Cost Centre and Account not null

A system operational definition 'C6' for subsystem 'CT' (Receive money for student with action 'S') exists in {FCSM-1} that will determine if the user may accept money for a student with a status with action 'S' linked. 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'.

If the identification is valid, the next three blocks must be entered:

Block 2	Receipt/Payment Detail	(One record only)
Block 3	Transaction Detail	(Multiple records)
Block 4	Payment Method Detail	(Multiple records)

Fields in the option:

Block 1: Block Description

Field	Type & Length	Description
Receipt/Payment	A1	It is possible for the cashiers to do cash disbursements in one of two ways: either by indicating in this screen that the transaction is a payment, or by processing a cheque payment on {FCTO-6}. A payment by the debtor or (R)eceipt on this screen, will always be a credit to the debtor/creditor. When the transaction type is entered in block 4 below, the system will validate that the debit/credit indicator on the specified transaction type is (C). The reverse is valid for (P)ayments. If a (R)eceipt is entered with a transaction type of which the indicator is set to (D), and the screen is <SAVED>, the system will display an error message: '(R)eceipt should be credit and (P)ayment should be debit for this transaction type'.
Cashier ID	A20	When this option is selected, the system requests the ID and password of the cashier in block 1. After entering this information, the user proceeds with <NEXT BLOCK>. The program will validate that the user logged onto the system and the cashier ID entered is the same person by checking if the cashier ID is linked to the user in {FCTM-2}. The system will also validate the cashier powers to ensure that the user is allowed to process receipt transactions. An error message will be displayed if any of the above is incorrect.
Password	A8	The cashier's password is entered here.
Cash Book	A5	The cash book code to be entered. Pop-up on right click will give the description of the cashbook and a list of valid cashbook codes.
Currency	A3	The currency of the cash book will be displayed from the cash book definition {FCSC-5}.
GLA	A4 + A8	When a receipt is processed the debit GLA will always default from the cash book definition {FCSC-5} for the cash book code. If a payment is processed see credit GLA below.
Print Document	A1	This indicator defaults from {FCTM-2}. Yes will allow the printing of receipts while a no will suppress the printing of receipts. The cashier can change this value for individual transactions.
Query Voucher Number	N6	This field is used to query a receipt. Any receipt can queried regardless of when and by whom it was processed. To query a receipt, enter the voucher/receipt number in this field and <next block>. The cashier ID and password must be entered as well. On <next block> the receipt detail will be displayed. A button 'Duplicate Receipt' will also become available at the bottom of the screen that will allow the user to reprint, view or mail a copy of the document.
Previous Transaction Number	N6	Displays the transaction number of the previous transaction that was processed by the cashier.
Previous Voucher Number	N6	Displays the voucher number of the previous transaction that was processed by the cashier.
Previous Change	N6	Displays the amount of change that was given with the previous transaction if applicable.
Print Undeposited Transactions	Button	This button allows for the cashier to do a quick balance check. The button will produce a report per payment method of receipts not yet deposited for the cashier and cashbook without generating a deposit.

Example:

Example: Undeposited Transactions List

Block 2: Block Description

Field	Type & Length	Description
Person	A1	Valid values are: (S)tudent Debtor (P)ersonnel (C)reditor Normal (D)ebtor (A)lumnus (O)ther
Temp Type	A1	If a receipt/payment must be processed as a (O)ther person type but biographical detail for the specific person is kept on the ITS system this field can be used to retrieve the name and address detail for the person.
Debtor Code	N9	Completion of this field is mandatory for debtor types (S)tudent, (D)ebtor, (P)ersonnel, (C)reditor and (A)lumnus and optional for (O)ther. The system will check that the number is valid, and display the name and address of the person from the relevant biographical data. If the number is invalid, the system will display an error message: 'Invalid Number'. If the student has a financial status linked to the action code 'S' (Stop Statements) against his record, the system will block the cashier from accepting funds from such a student.
Date	DD-MON-YYYY	System date. Not updateable
Transaction Number	N6	This number is allocated by the system on commit. A unique number is allocated per transaction.
Currency	A3	The currency code of the person defaults into this field.
Balance	N15.2	The account balance of the person if applicable
Name	A20	For debtor types (S)tudent, (D)ebtor, (P)ersonnel, (C)reditor and (A)lumnus, the name and address will be retrieved from the biographical record. For (O)ther, the name and address of the person must be entered if a number from the system is not used.
Address	4 x A20	For debtor types (S)tudent, (D)ebtor, (P)ersonnel, (C)reditor and (A)lumnus, the name and address will be retrieved from the biographical record. For (O)ther, the name and address of the person must be entered if a number from the system is not used.
Email Document	A1	Indicate if the receipt must be mailed. If yes, the cashier will be presented with a pop-up menu where the mail address can be entered. The cashier will not be able to mail documents from this screen if indicated on {FCTM-2} that mail not allowed. The following record needs to be defined on {GOPS-21} External Body = EML External Code Type = EMS Internal Code = CT External Code = RECEIPT (used in subject line) Description = message to accompany the mail External Body = EML External Code Type = EMF Internal Code = CT External Code = NULL Description = mail address to be used as from address

Example:

Field	Type & Length	Description
Contact Sequence	N2	A list of the primary contact sequence numbers is available to choose from.
Communication Type	A2	The primary communication type where the address reference is 'E'
Email Address	A80	Email address as on biographical information. The cashier can also skip the contact detail and only enter an email address.

Block 3: Receipt Detail

The user may enter multiple records in this block.

Field	Type & Length	Description
Transaction Number	N6	This field is not updateable. The next transaction number will be allocated by the system and displayed upon <SAVE>ing the transaction.
Voucher Number	N6	This field is not updateable. The next receipt number will be allocated by the system and displayed upon <SAVE>ing the transaction.
Total Amount	N15.2	If multiple lines, a running total is displayed.
Transaction Type	N4	Transaction types are defined in {FCSO-7}. Only active transaction types for subsystem CT can be used. The system will validate that the person type and sign of the transaction type is in accordance with the person type and type of transaction used in the previous two blocks. If multiple lines are processed in this block, the system will validate that all lines are in respect of the same person. The system will however, if a receipt is processed for a (S)tudent, allow lines for person type (O)ther as well.
Person Type	A1	The type of debtor will default from the Transaction Type and it cannot be updated here. One of the following values will be displayed: (S)tudent Debtor (P)ersonnel (C)reditor Normal (D)ebtor (A)lumnus (O)ther
Trans Ind	A1	For person types (S)tudent, (O)ther and (P)ersonnel, receipts can be processed for meals. This value will default from the transaction type definition {FCSO-7}, indicating if the transaction will be generated in the meal subsystem..
Person	A1	The person number defaults from block 2.
Account Type	A4	The account type will default from the transaction type, but will be updateable by the user if so defined on the transaction type definition. The account type field is mandatory if the person type of the transaction is (S) tudent, (D)ebtor or (C)reditor. For (P)ersonnel and (O)ther, this field is also mandatory if the card indicator in the transaction type definition is (Y)es. If this indicator on the transaction type definition is (N)o, an account type is not needed. If the person type is (S)tudent, (C)reditor or (D)ebtor, a list of valid account types for the person type will be available that will also show the balance for the account type. The user will only be able to process a transaction on one of these valid account types. The program will validate that the subsystem / account type combination is valid and active.
Agreement Code	A4	Whenever a transaction is processed for person type (S)tudent, the user will have to enter a payment agreement for the transaction. A list of valid values for the specific student will be available to choose from. This is a mandatory field for person type (S)tudent unless the transaction is processed against the default account type, or for the meal subsystem, when this field will be null.
Loan Code	N5	The staff loan code or student loan code, if applicable, can be entered here. For staff debtors the cumulative principal repayment and the reducing principal (outstanding amount) {FARS-2b2}, - will then be updated with the amount of the payment. It is essential that the debtor code be linked to an account type of which the category is 'S' (staff loans) or else the user will not be allowed to enter a loan code. For student loans, the real payment amount, as indicated on the amortization schedule {FBLO-22b4}, - will be updated with the payment amount when the next amortization calculation is run. Again it is essential that the debtor code be linked to an account type of which the category is 'L' (student loans) or else the system will not allow the user to enter a loan code. The system validates that the loan code exists for the specific debtor code for both staff and student loans.
Cost Centre & Account	A4 + A8	In the case of a receipt the credit GLA will default from the account type definition {FCSC-21} if an account type is applicable. That is transactions where the debtor type is (S)tudent, (D)ebtor, (C)reditor and (S)tudent, (O)ther, (P)ersonnel where the card system indicator on the transaction type definition is (Y)es. In this case the credit GLA is not updateable by the user. If the debtor type is (A)lumni and (P)ersonnel, (O)ther where the card system indicator on the transaction type is (N)o the credit GLA will default from the transaction type definition {FCSO-7} and will be updateable by the user if so indicated on the transaction type definition. If a payment is processed see debit GLA above.
VAT Code	A2	For receipts the credit cost centre determines whether any VAT is applicable (debit cost centre in the case of payments). The VAT code is stored with the Cost Centre on option {FCSO-1}. The VAT code also determines whether any VAT apportionment is applicable. The VAT code from the applicable cost centre is displayed in this field but can be updated. The VAT rate of the cost centres used must all have the same value, or a specific value and zero-rated. The system will use the percentage as displayed on the screen, to calculate the amount for the VAT transaction, which will automatically be generated.
VAT Rate	N5	The VAT percentage of the corresponding VAT code is displayed. It can be updated.
Apportionment %	N5	For a receipt the VAT apportionment always defaults to 1, meaning that no apportionment is applicable. For payments the percentage apportionment associated with the VAT code above is displayed. This field can be updated.
Currency	A3	The currency code of the cash book defaults into this field but is updateable by the user if the payment is made in any other currency.
Exchange	N5.3	The currency rate as defined on {FCSC-21}.
Given Currency Value	N15.2	The value of the currency of the payment
Receipt Note	A30	Any note to appear on the receipt. For students this note defaults, according to the student's preferred language, from the transaction type note or alternative note as entered on {FCSO-7}. If the payment method as entered in Block 4 is a 'Q' then this note will be overwritten with the cheque drawer's name. This note can only then be changed manually by going back to block 3 and changing it prior to committing the transaction.
GL Note	A30	Any special note to be transferred to the general ledger. On entering the person number above, the system will default the person name and number into this field. The user is allowed to update this field.
Sponsorship Funds	A1	Access to this field can only be obtained when the card system field on the transaction type used is a 'Y'. This field indicates whether the money deposited into the card account is the student's own money or a sponsor's money. Different rules apply to the withdrawal of funds from the card account depending on the type of money deposited. Enter (Y)es to indicate sponsor money and (N)o to indicate own money.
Tax Certificate	A1	Must a tax exemption certificate be generated for the receipt (Yes/No). The system default is 'No'. If the account type of the debtor code is linked to category (C)ontact then the system will default to the indicator as set up in {FCTM-1} The tax certificate indicator can only be updated to 'Yes' if the debtor type is (O)ther, (A)lumnus, (P)ersonnel or (D)ebtor where the category is (C)ontact. These certificates can then be printed from option {FTXO-1}.
Bursary Year	YYYY	Enter the bursary year.
Bursary Code	A7	A valid bursary code.
Cancellation Reason	A4	Enter a cancellation reason to query on.

Example:

Block 4:

Field	Type & Length	Description
Deposit Number	N6	This field will be populated when a deposit listing is generated.
Change	N15.2	After saving the transactions, the program will display change to be given to the person if the cash tendered was more than the payable amount.
Total	N15.2	If multiple lines, a running total will be displayed.
Rounding Write-Off	N15.2	A ‘Denomination Rounding Factor’ per currency can be set on the currency definition {FCSO-21} to allow the system to handle a situation where denominations of that currency are discontinued, or where an institution prefer not to accept specific denominations of a currency when cash payments are received through the counter system. The receipting program will on cash payments only round the payment received according to the denomination rounding factor linked to the currency and automatically generate a write-off transaction as part of the receipt for all person types. This action will be done for cash payments only (Payment Method = ‘C’). The program will test if the amount contains attributes of the denomination smaller than the factor indicated on the currency definition, and round the amount accordingly (will always round down). The given value and amount tendered will automatically display the rounded value and the remainder will display in this field. For this remainder, an additional transaction will be generated, using the transaction type linked to the event ‘C1’ on {FCSO-7} to write of the difference. Both the transactions will display in block 2 if the receipt transaction is queried.
Imbalance	N15.2	The total amount from block 3 is compared with the total amount from block 4. These values must always be in balance. If not, the system will display the imbalance and not allow the transaction to be saved.
Pay Method	A1	The method of payment may be one of the following: (C)ash Che(Q)ue (P)ostal Order (M)oney Order C(R)edit Card (D)rafts (T)ravellers Cheque D(E)bit Card If the payment method is Che(Q)ue and the student has a financial status linked to action code Q - R/D cheque against his record the system will issue the cashier with a warning: 'Previous cheque returned to drawer'.
Currency	A3	The currency code will default from block 3 and cannot be changed to a different currency.
Exch Rate	N5.3	The currency rate as defined on {FCSO-21}.
Given Currency Value	N15.2	The total amount payable and thus the amount of the receipt that was entered in the previous block. This amount may be paid by a combination of means, for instance: partially by Che(Q)ue partially by (C)ash, etc. The proper amount applicable to the specific method will be entered. Note that the cash amount may not be negative. The sum of the amounts entered in this block should be equal to the value of the receipt. The system will allow the user to pass this field but when the transaction is <SAVED>, the system will display: 'Total receipt amounts do not equal total payments amount'.
Cash Amount Tendered	N15.2	The amount cash received by the cashier. If this amount is more than the actual amount tendered, the system will display the amount of change the cashier must pay.
Expiry Date or Cheque Date	MMYYYY DDMMYYYY	Cheque Date (DDMMYYYY) for a cheque and Expiry Date (MMYYYY) for a credit card. Enter the cheque date if a cheque is offered. The system will not accept a post dated or expired (i.e. older than six months) cheque. If a credit card, enter the expiry date on the credit card. If a postal or money order, this field will ask for the Issued Date of the order. A postal order will not be accepted if the issue date is older than 3 months and a money order may not be older than 1 year. This field is mandatory if the payment method is Che(Q)ue, C(R)edit Card, (P)ostal Order or (M)oney Order.
Reference Number	A16	Enter the number of the cheque, postal order, credit card or debit card etc.
Drawer Name	A18	If the payment is made by cheque or money order, the name of the drawer is entered.
Bank Guarantee	A1	Indicate by Yes or No whether the cheque is guaranteed.
Branch Number	N2-N2-N2-N2	Enter the Bank IT-number. This field is mandatory, since the commercial banks require that the IT-number be displayed on the bank deposit list.
Budget	N2	Enter the budget term of credit card, if any. This field is not mandatory.
Print Summary Receipt	Button	This button is only available if the cashier is linked to printer choice 7 or 8 on {FCTM-2}. It will allow the user to print a summary of the receipt detail on a separate document e.g. the back of a cheque received.
Print Duplicate Receipt	Button	This button will always be available if the cashier is linked to printer choice 7 and 8 on {FCTM-2}. For all other printer choices, the button will be available when a receipt is queried by using the query field on block 1. In these cases, the duplicate receipt button will allow the cashier to reprint, view or mail a copy of the document.
Next Transaction	Button	This button will clear the screen to allow the process of the next transaction in cases where necessary. When a record is queried in block-2 and the next transaction button is pressed, the screen will be cleared to allow the processing of the next transaction. Should the cursor be in block-3, the next record button will be greyed out and next record will not be allowed.

Example:

Example: Standard stylesheet used for printer choice 9 as well as view and mail options for other printer choices

Processing
Rules

NB: The only printer choice that will use the style sheet for view, print and mail is printer choice 9. All other printer choices will use the style sheet for view and mail only.

Printer Choice	Print Receipt	View Receipt	Mail Receipt
1 - 6	Y	Y	Y	View and mail buttons enabled.
	Y	Y	N	No pop-up menu
	Y	N	Y	No pop-up menu
	Y	N	N	No pop-up menu
	N	Y	Y	View and mail buttons enabled.
	N	Y	N	No pop-up menu
	N	Y	Y	No pop-up menu
	N	N	N	No pop-up menu
7 - 8	Y	Y	Y	View and mail buttons enabled.
	Y	Y	N	No pop-up menu
	Y	N	Y	No pop-up menu
	Y	N	N	No pop-up menu
	N	Y	Y	View and mail buttons enabled.
	N	Y	N	No pop-up menu
	N	N	Y	No pop-up menu
	N	N	N	No pop-up menu
9	Y	Y	Y	View, mail and print buttons enabled. Cannot exit pop-up menu until mail has been sent.
	Y	Y	N	View and print buttons enabled. Cannot exit pop-up until printed.
	Y	N	Y	No pop-up menu
	Y	N	N	No pop-up menu
	N	Y	Y	View and mail buttons enabled. Cannot exit pop-up menu until mail has been sent.
	N	Y	N	No pop-up menu
	N	N	Y	No pop-up menu
	N	N	N	No pop-up menu

Date	System Version	By Whom	Job	Description
07-May-2007	v01.0.0.0	Amanda Nell	t12345	New manual format. (Still busy with manual)
23-Sep-2009	v01.0.0.1	Charlene van der Schyff	t161944	Complete manual with New screen dumps.
30-Jul-2010	v02.0.0.0	Christel van Staden	t168728	Add view and mail
06-Dec-2010	v02.0.0.1	Christel van Staden	t168830	Correct spelling errors
23-Jan-2012	v02.0.0.2	Macfarlane Thipe	f179172	More information added on the use of Next Transaction Button
07-Mar-2013	v03.0.0.0	Christel van Staden	t186723	Add denomination rounding
28-Jun-2013	v03.0.0.1	Nokuthula Mafenuka	t191705	Add debit card payment method
03-Sep-2013	v03.0.0.2	Christel van Staden	t189862	Add SOD C6 for subsystem CT
02-Dec-2016	V04.0.0.0	Ntshabele Morgan	T208911	Removed Investment Number Field.