Copy Deductions to Student Accounts {FPRI-24}

Student Tuition Fees deductions and study subsidies deducted from employees' salaries are typically posted to a Fees Control General Ledger Allocation (GLA).

Journal entries are then subsequently made to the students' accounts. This program allows the direct copying of such payroll deductions to student accounts.

User Selection	Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
1	Pay Cycle From Which Transactions Must Be Copied:	YYYYMM	This refers to the actual cycle in which the student deductions were deducted from the payroll.
2	Calculation Number	N1	This is the payroll calculation number in which the student deductions were deducted from the payroll system. Only calculation numbers 1 to 9 exist.
3	Calculation Sequence Number (1 - 99)	N2	Only 99 sequences allowed.
4	Must a Note for statement be generated? (Y)es / (N)o.	A1	(Y)es or (N)o? (The Note will contain: Sal. Deduct - Staff 99.)

Sort Order	Per	Comments
	Personnel Number / Sequence.

System Select
	All deductions for the specified payroll cycle, calculation number and sequence number, where the deduction was entered as described in the Procedure below. If incorrect data exists, the deductions will not be selected for copying back to the student debtor account.

Example:

Processing Rules
	The program will validate that: Cheques have already been generated; The Transaction Type (refer to Procedures below) exists. For each salary transaction selected, the program will create a journal entry in the Student Debtors Accounts. Salary transactions that are copied will be date-stamped with the system date, so as to prevent these from being copied again. Student It will create a transaction in {FSAO-1} “Student Account Transaction”. This program produces a control report. There is no danger that a transaction can be copied twice, in view of the date stamping mentioned above. When “Post to GL” is done for Payroll, the summary crediting of the Fees Control GLA will occur as usual. When “Post to GL” is done for Student Debtors: Fees Control GLA will be debited and Student Debtors Control GLA credited. At the end of this process, the balance of Fees Control GLA should be zero. NOTE: Transactions may be rejected for the following reasons: Copied before (no problem; for information only) Invalid student number Invalid GLA Rolled back since being copied Incorrect calculation method (incorrect calculation method) In cases1.2, 1.3 and 1.4, users must pass manual journals to correct the situation. In Case 1.5, a manual journal can be passed or the calculation method can be corrected on menu option {FPRI-2}; a rollback and re-calculation must then be done before the transactions are copied over.

Processing
Rules

The program will validate that:

Cheques have already been generated;
The Transaction Type (refer to Procedures below) exists.

For each salary transaction selected, the program will create a journal entry in the Student Debtors Accounts.
Salary transactions that are copied will be date-stamped with the system date, so as to prevent these from being copied again.
Student
It will create a transaction in {FSAO-1} “Student Account Transaction”.

This program produces a control report.

There is no danger that a transaction can be copied twice, in view of the date stamping mentioned above.

When “Post to GL” is done for Payroll, the summary crediting of the Fees Control GLA will occur as usual.

When “Post to GL” is done for Student Debtors: Fees Control GLA will be debited and Student Debtors Control GLA credited.

At the end of this process, the balance of Fees Control GLA should be zero.

NOTE: Transactions may be rejected for the following reasons:

Copied before (no problem; for information only)
Invalid student number
Invalid GLA
Rolled back since being copied
Incorrect calculation method (incorrect calculation method)

In cases1.2, 1.3 and 1.4, users must pass manual journals to correct the situation. In Case 1.5, a manual journal can be passed or the calculation method can be corrected on menu option {FPRI-2}; a rollback and re-calculation must then be done before the transactions are copied over.

See Also:

Procedures:

System Set-up to use Copy Deductions to Student Accounts {FPRI-24}.

Create a Transaction Type {FCSO-7} for the "Salary Deductions to Student Fees" as follows:

Sub-system: "SD" - Student Debtors
Financial Field: "J" - Journal
Update Type: "A" - Automatic
Event Number: "29" - Payroll Deduction Transfer
Credit / Debit: "C" - Credit
Post to General LEdger: "Y"es
Debit GLA: None
Credit GLA: Student Debtors Control
Account Type.

Define an appropriate Deduction Code in Earning / Deduction Detail {FPRG-6}, as after-tax advised amounts, the GLA should be the Fees Control.
Please note that the Cost Centre of this GLA should have a zero VAT code.
Enter an Individual Deduction {FPRI-2} for each relevant employee, using the Deduction Code defined above, together with the following

Debtor / Student: (S)tudent, with the Student Number in the Debtor Number Field.
Calculation Method: "3" - Advised Amount or "6" - Percentage of Transaction.
Account Type: The Account Type on the Student Account to which the Credit Journal entry should be made.
Agreement Code: The Payment Agreement on the Student Account to which the Credit Journal entry should be made.
Post to Subsystem: (Y)es.

History of Changes

Date	System Version	By Whom	Job	Description
11-Dec-2006	v01.0.0.0	Allie	t130627	Documenting all existing features on menu option {FPRI-24}.
16-Apr-2007	v01.0.0.0	Charlene van der schyff	To be inserted	New project
21-Aug-2008	v01.0.0.0	Magda van der Westhuizen	t152258	Update manual: Language Editing - Juliet Gillies.