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This facility supports the distribution of a single receipt to many students. Donors and/or sponsors often pay one amount to the institution and this amount needs to be distributed to many students. The user can query such a receipt and distribute the amount and the system will control that not less or more is distributed.
The two-Block screen displays the following:
The user should query the specific receipt to be distributed, and then go to the next Block with <NEXT BLOCK> command. Only receipts that were entered for debtor type (O)ther can be queried on this Block. The information displayed in this Block includes the following:
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'.
|
| Field | Type & Length |
Description |
|---|---|---|
| Student Number | N9 | The system will validate the number and the student's name will be displayed. If the student has a financial status linked to action codes “S” (Stop Statements) or “Q” (R/D Cheque) against his record, the system will issue a warning “Student has status of stop statements” or “Previous cheque returned to drawer” but allow the user to continue. |
| Transaction Type | N4 | Enter the transaction type to be used when the transaction is inserted into the student's account. The system will validate that the specified transaction type has been created for the “SD” Subsystem and that the “D/C-indicator” has been set to (C)redit, i.e. credit to the student's account. If not, the system responds with an applicable note. |
| Account Type | A4 | The account type will default from the transaction type, but will be updateable by the user to a valid account type for the student. A list of valid account types for that student will be available that will also show the balance for the account type / payment agreement combination. The user will only be able to process a transaction on one of these valid account types or the default account type defined for the student debtor subsystem. If the default account type is used, the payment agreement field must not be entered. The program will validate that the subsystem / account type combination is valid and active. |
| Payment Agreement | 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, when this field will be null. |
| Bursary Year | N4 | Enter the Bursary Year |
| Bursary Code | A7 | Enter the bursary code if the transaction must be linked to a bursary. List of values is available |
| Currency | A3 | The currency code of the student defaults into this field. |
| Exchange Rate | N5.4 | Exchange Rate will be displayed |
| Distribute in Given Currency | N15.2 | The amount to be distributed is entered her |
| Value Local Currency | N15.2 | Value of transaction in the currency of the institution |
| Distribute Rate | The rate of distribution is displayed. | |
| Value Given Currency | N15.2 | Value in currency of student |
| GL Note | A30 | Any special note to be transferred to the General Ledger. This is a mandatory field. |
| Note | A30 | Any note to appear on the receipt. This note defaults, according to the student’s preferred language, from the transaction type note or alternative note as entered in {FCSO-7}. The user can change this note. |
| The
user can now move to the next record, enter another student number, the
system will default the transaction type used in the first transaction,
the user can change if required and specify the amount. On <SAVE> command, the system will control that the amount of the receipt as queried in the first block is equal to the amounts distributed. If not, all information entered will be written to a temporary table. From this table, the user can query the transactions again at a later stage and add to, delete from or update these transactions until the total amount of all the transactions is equal to the receipt amount. The information will then be written to the student’s account and deleted from the temporary table. |
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|
| Processing Rules |
|
|---|---|
| No special processing rules |
| Date | System Version | By Whom | Job | Description |
|---|---|---|---|---|
| 09-Jan-2007 | v01.0.0.0 | Charlene van der Schyff | t133723 | New manual format. |
| 15-Oct-2007 | v01.0.0.0 | Magda van der Westhuizen | t133723 | Insert new image. |
| 07-Jun-2013 | v02.0.0.0 | Sakhile Nyoni | f191283 | Added the Buusary Year an Exchange Rate fields and their descriptions |
| 03-Sep-2013 |
v03.0.0.0 |
Christel van Staden |
t192715 |
Add SOD C7 for subsystem CT |
