Introduction Integrator Student Debtors Subsystem {FRM-21}

1. GENERAL INFORMATION

2. OVERVIEW OF FINANCIAL SYSTEM 

3. OVERVIEW OF STUDENT ACCOUNTS SUBSYSTEM

• Manual journals via a journal screen {FSAO-1} and other options.
• Automatic journals which are triggered by a variety of specific events.  To ensure the automatic debiting and crediting of an account, the following information must be specified correctly: 
  

4. LINKING WITH OTHER ITS SYSTEMS

1. Information Obtained from other Systems
   

2. Information Supplied to other Systems
   

5. NOTES TO USERS OF NON-ITS GENERAL LEDGERS

6. IMPLEMENTATION SEQUENCE

2. RAISING DEBTS

1. Handling Applications
2. Academic Registration of Students
3. Second Semester Re-Registration
4. Residence Registration
5. Vehicle Registration
6. Award Qualification
   

1. Handling Applications

1. To debit a student's account with an application fee, the following steps must be followed:

2. To credit the application fee to students who have cancelled their applications, the following steps are required:

2. Academic Registration of Students

1. Set Transaction Event “03” (“Register as Studentt”) to (Y)es, and link the applicable transaction code, with the indicator set to (D)ebit, to the event.  Do the qualification registration of a student.  On <COMMIT>, the system will debit the student's account with the default amount defined for the transaction code.
   


2. Set Transaction Event “05” (“Register for Qualification”) to (Y)es, and link an applicable transaction code, with the indicator set to (D)ebit, to the event.  Do the qualification registration of a student.  If the institution debits per qualification and the qualification cost for the qualification/offering type combination was specified under option {FSAM-1}, TAB -  Individual Residence Room Fee Weights, the system will debit the student's account with that particular amount on <COMMIT>.
   


3. Set Transaction Event “07” (“Register for a Subject”) to (Y)es, and link applicable transaction codes (one for every examination type), with the indicator set to (D)ebit, to the event.  Do the qualification registration of a student.  If the institution debits per subject and the subject/offering type costs were specified under option {FSAM-1}, TAB -  Individual Residence Room Fee Weights, or a default value was specified on the Transaction Type, the student's account will be debited with that particular amount on <COMMIT>ting the Subjects Block. 

4. Set Transaction Event “17” (“Register for Laboratory Subject”) to (Y)es. Two transaction codes can be linked to the event. The indicator of the one set to (D)ebit and (F)ee and the other set to (C)redit and (D)eposit.  The system will debit the student's fee account and credit his deposit account with the laboratory deposit specified under option {FSAM-1}, TAB -  Individual Residence Room Fee Weights, if such a deposit was specified for that particular subject/offering type combination.


5. Set Transaction Event “18” (“Register for Exemption Subject”) to (Y)es, and link the appropriate transaction code to the event.  When a student is registered for a subject for exemption purposes only, the student's account will be debited with the default amount specified for that transaction code.
   

3. Second Semester Re-Registration
   

1. Transaction Event “03” (“Register as Student”) will be in effect, and the linked transaction code will be used.  Use option {SREGAR-1} to register the student again.  The system will raise a registration fee debit on the student's account.
   


2. Transaction Event “05” (“Register for Qualification”) will be in effect and the linked transaction type will be used.  Use option {SREGAR-1} to register the student.  The normal qualification fee as specified under option {FSAM-1}, TAB -  Individual Residence Room Fee Weights} will be raised.
   


3. Set Transaction Event “07” (“Registration Fees”) to (Y)es.  Do the qualification registration of a student.  If the institution debits per subject and the subject/offering type costs were specified under option {FSAM-1}, TAB -  Individual Residence Room Fee Weights, the student's account will be debited with that particular amount on <COMMIT>ting the Subjects Block.

4. Residence Registration

1. Set Transaction Event “13” (“Residence Fee”) to (Y)es, and link an appropriate transaction code, with the indicator set to (D)ebit, to the event.  The system will debit the student's account on registration of a student in a residence through option {SREG-4}, provided that the cost of the residence rooms were specified under options {FSAM-1}, TAB -  Individual Residence Room Fee Weights.
   

5. Vehicle Registration

1. Set Transaction Event “14” (“Vehicle Registration”) to (Y)es, and link an appropriate transaction code to the event.  To trigger this fee, the vehicle registration number must be entered under option {FSAO-3}.


2. Set Transaction Event “15” (“Vehicle Re-registration”) to (Y)es, and link an appropriate transaction code to the event.  To trigger this fee, the vehicle registration number must be entered into a field with a “null” value.  Thus, if a parking fee must be triggered again, the field must first be cleared and <COMMIT>ted, then the registration number must be entered again and <COMMIT>ted.
   

6. Award Qualification

1. It is possible to raise a fee for the rental of gowns against a student's account, by setting Transaction Event “16” (“Qualification Awarded”) to (Y)es and linking an appropriate transaction code to the event.  Use option {SSTUD7-2}, TAB - Qualification Results, to enter the qualification result of the student.  When this option is <COMMIT>ted, the fee will be raised.
   

3. RAISING CREDITS

1. Change Student Qualification
2. Delete a Subject from the Registration Block
3. Cancel Enrolment
4. Cancel a Subject
5. Cancel Enrolment after Cancelling some Subjects
   

1. Cancel Enrolment and Correct Erroneous Registration {SREGC-1}/{SREGC-3}

1. Set Transaction Event “20” (“Cancel Registration Fee”) to (Y)es, and link an appropriate transaction code, with the indicator set to (C)redit, to the event.  Do the qualification changes and the system will generate all financial credits for the student's current registration fee, taking into account the cancellation credits.
   


2. Set Transaction Event “21” (“Cancel Qualification Fee”) to (Y)es, and link an appropriate transaction code, with the indicator set to (C)redit, to the event.  Do the qualification changes and the system will generate all financial credits for the student's current enrolment, taking into account the cancellation credits and deleting the qualification and subjects enrolment from the student's academic record.
   


3. Set Transaction Event “22” (“Cancel Subject Fee”) to (Y)es, and link an appropriate Transaction Code, with the indicator set to (C)redit, to the event.  Do the subject changes and the system will generate all financial credits for the student's current enrolment, taking into account the cancellation credits and deleting the qualification and subjects enrolment from the student's academic record.
   


4. Set Transaction Event “23” (“Cancel Laboratory Deposit”) to (Y)es. Two Transaction Codes can be linked to the event. On one the indicator must be set to (C)redit and (F)ee and on the other to (D)ebit and (D)eposit.  Do the subject changes and the system will generate all financial credits for the student's deposits, taking into account the cancellation credits.
   


5. The account will display all debits raised originally, the credits passed when the enrolment was cancelled and the new debits if the student registers again.
   

2. Delete a Subject from the Registration Block {SREGAR-1}, TAB - Subject Information

1. Set Transaction Event “08” (“Delete Subject Same Day”) to (Y)es, and link an appropriate Transaction Code, with the indicator set to (C)redit, to the event.  Query the subject on the student's enrolment record, use <DELETE RECORD> to delete the subject, and <COMMIT>.

3. Cancel Enrolment {SREGC-1}/{SREGC-3}

If a student was debited per subject, the credits will be passed according to the liability set under cancellation credits either per year, 1st semester or 2nd semester subjects at subject level.


If a student was debited per qualification, the system takes into account the cancellation credits as specified for the year cycle and the date, when passing a credit.

4. Cancel a Subject {SREGC-3}/{SREGC-4}

1. If a student was debited per qualification, this option will not pass any credit to the student's account.  The credit, if any, will have to be passed manually.


2. If a student was debited per subject, this option will pass the applicable credit to the student's account (taking the cancellation credits into account).
   

5. Cancel Enrolment After Cancelling Some Subjects

1. If a student was debited per qualification, the system does not take into account any credit passed for the cancellation of a subject, but will pass the credits according to the cancellation credits for the year cycle.


2. If a student was debited per subject and he cancels his enrolment after some subjects were cancelled previously, the system will first check which subjects were already cancelled, and pass credits only for the remaining subjects.

8. PROPOSED BALANCING/RECONCILIATION PROCEDURES

1. GENERAL

1. Balancing of Inputs (Phase 1)

In this phase the manual input transaction amounts is reconciled with there source document amounts.

This is not a mandatory process.
It is a modern way of doing batch balancing of batch input.
The amounts processed ignore there Debit or Credit sign.
It is recommended to do this phase daily for processed data up to the previous day.

Reports:

User Work Report {FSAMR1-24} in summary.  Use detail if a user does not balance.
Transaction per Type {FSAOR1-1} in summary (Phase 2).

2. Balancing Inputs with Generated Transactions (Phase 2)

3. Balancing of SD System and there GL Control Account (Phase 3)  

4. Balancing SD with GL Control Account Summary Transaction Type (Phase 4) 

This phase is only needed if the transaction total is not equal to SD control account total.
Reports

Transaction per Type {FSAOR1-1} in summary
Transaction per Type {FGLOR1-21} in summary exception report for the SD control accounts.

5. Balancing Account Type with there GL Control Accounts (Phase 5) 

If the client use different control accounts in the account type definition, then this phase is need to reconcile the SD system with each of the GL control accounts. It also assist to allocate the imbalance of phase 4 to the correct control account if applicable.
Reports

Total Debit and Credit Balance {FSAOR2-4}
Summary Cost Centre Report {FGLOR1-4} for the SD control accounts.
or
Summary Account Cost Report {FGLOR1-24} for the SD control accounts.

9. PREPARATION FOR A NEW FINANCIAL YEAR.