Financial Debit Values {FSAM-1}

In this two-Tabs option the debit values for generating transactions against the student accounts are defined and maintained. The user will only be able to see the fields that were flagged as key fields on {FSAM-29} in Panel Box 1 Tap 2.

This is the last step in the creation and maintains of the SD fee structure.

New install:

This option can only be install by the ITS technical team after option {FSAM-29} exist. Your Integrator install team will do the liaising between the new client and ITS technical team.

Yearly, current clients:

This SD fee structure is per academic year. When the user create the academic structure for the next year, then the system will also created this structure base on the previous year {SACAD-3}. See the comments on maintains below.

The first screen contains the academic year, all the events and there base values and rounding. The second screen is per event and has the key fields, as define in {FSAM-29}, that represent the ‘key’ of the the SD Fee Structure per event, that is also according to which academic field values must the student be charged.

These key fields, per event, can only be changed at the beginning of a new academic year and structure – that is when a fee structure is created for a new academic year BEFORE A APPLICATION AND/OR REGISTRATION, WAS PROCESSED, FOR THE NEW ACADEMIC YEAR. If any application and/or registration was done for a academic year then no maintenance is allowed on the key fields. Maintenance is allowed on the second block of this option during the academic year.

KEY FIELD MAINTENANCE CANNOT BE DONE IN THIS OPTION, it is done as followed:

To change some of the key fields, only one field at a time can be changed, using the batch programs.
To remove a key field use {FSAMR2-1}, {FSAMR2-2}, {FSAMR2-3}, {FSAMR2-4}
or
To add a key field {FSAMR2-5}, {FSAMR2-6}, {FSAMR2-7}, {FSAMR2-8}.

Fields in the option:

Panel Box 1 Tap 1: Fee Base Values

Field

Type
&
Length

Description

Academic Year

YYYY

Enter the academic year for which the information is applicable. On <NEXT TAB>, the following information will be displayed.

Event

The events as per option {FSAC-1} where the event and reference event is equal will be displayed on the screen and the base value and rounding factor can be maintained.

Event Description

This is a display field only and shows the description of the event.

Base Value

N15.2

The financial value is maintained as a ”Standard Cost” for practical reasons, the cost of individual, E.g. subjects, being expressed as a fraction (Fee Weight) of this value. One obvious advantage lies in the fact that an across-the-board percentage increase in event fees may now be handled by merely adjusting this single value.

Rounding

The user has the option of rounding fees off to the next (0) One cent, (1) One Rand, (2) Ten Rand, (3) Hundred Rand.
Example:
Fee Value = Base Value times Fee Weight
= 2212 times 0.97521
= 2157.1645
Fee Value Rounded:

Zero	= 2157.17	Any decimal is rounded up
One	= 2158.00	Any decimal is rounded up
Two	= 2160.00	Any unit is rounded up
Three	= 2200.00	Any 10th of an unit is rounded up

Example:

Panel Box 1 Tap 2: Fee Values

This tab defines the SD Fee structure where option {FSAM-29} the proforma SD Fee structure.

Tab 2 of option {FSAM-29} is used as the parameters to created new fee records in this tab if the user create new qualification, subjects or residence.

The action will be done automatically, in the case of qualifications and subjects, when the user change the curriculum record from nonactive to active.
In the case of events 05, 07, 13, 17, 32 the system will add qualification, subject or residence to create the new fee records. The rest of the events does not have any additions.
The user may add records for the same key but with a different transaction type. So no need to have only one fee for a key, it can have multiple records with different transaction type and income GLA's.

The system operational parameter SY of subsystem SD "STOP REGISTRATION IF NO FEE RECORD" and if set to Yes:

If the system must calculate fee for a student and there is not a record for the key in this tab:
Then

The system will look at option {FSAM-29} key.

If the valid field is Null or Yes

Then

Will stop the application or registration and ask the user to fix the SD Fee Structure in this block before application or registration can be done.
To use this function finance ensure that no applications or registration can be done if the SD Fee structure is not in place.

Else (The valid field is No)

This setting meant that the client does not raise SD Fee for the key.
The system will allow the application or registration to continue, without SD Fees.

Else

The system will allow the application or registration to continue, without SD Fees.

Maintenance on this tab:
Insert:

The original key record must be created from option {FSAM-29} or as describe in the option.
The user may add records for the same key but with a different transaction type. So no need to have only one fee for a key, it can have multiple records with different transaction type and income GLA's.

Update:

The use can change any of the none key fields.

Delete:

Delete is allowed in this block. as long as it is not the last record for the key. If the last record is not wanted the users must set the field Generate to N (No).

The fields of this tab are describe below under the following headings:

Fields at the Top of the tab
Key Fields
Fields used by all Events
Fields Events Group 1: Basis of Generation and Test Period
Fields Events Group 2: Generate Cancellation Transactions, Cancellation Transaction Type and Cancellation Credit Code
Fields Events Group 3: Cost Centre, Account and Account Type
The rest of the Fields Group 4: Block/Daily, CT/CB Amount, Use Event 05 CC, Discount, Royalty, Institute Code and Down Payment.

Fields at the Top of the Block:

To changes the values the user must <Previous Block> choice the required event record and <Next Block> to navigate back to this block with the new values.

Field	Type & Length	Description
Year	N4	Display field only and will default from tab 1.
Event	A2	Display field only and will default from tab 1.
Base Value	N17.2	Display field only and will default from tab 1.

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Key Fields:

The following eight fields can be flagged as key fields on {FSAM-29b1}.
The user will only see the column/s per event that were flagged Y as key fields.
If all key fields for the event is flagged as N the the first column will be the column label as Qualification/Subject/Residence Code or Fee Weight. This meant the the event is not used by the client.

Field	Type & Length	Description
Currency	A3	The valid currencies, as defined in {FCSO-21}, will be displayed. The field has a <List of Values> function and can be used for query mode and new records. The field has a Pop Up Menu that has the following: Description of the Currency Code List Of Currencies
Post / Under Graduate	A1	State if the subject (event 07) or qualification (event 05) is a (P)ost or (U)ndergraduate subject/qualification.
Cash / Terms	A1	Select (C)ash, (T)erms. Different fee weights can be linked to a record for students paying cash and students paying on terms. (C)ash might be used to reduced fee value for the qualification/subject/residence if a student pays cash.
Offering Type	A2	The valid Offering Types, as defined in {GCS-5} and used in {SACAD-13} or {SACAD-14}, will be displayed. The field has a <List of Values> function and can be used for query mode and new records. The field has a Pop Up Menu that has the following: Description of the Offering Type List Of Offering Types
Study Period	A1	The valid Study Period, as defined in option {SCODE-30} and used in {SACAD-13}, TAB - Qualification Study Periods / Quotas will be displayed. This field is only used when the event for a Qualification. The field has a <List of Values> function and can be used for query mode and new records. The field has a Pop Up Menu that has the following: Description of the Study Period List Of Study Periods
Student Type	A2	The valid Student Types, as defined in {SCODE3-5} will be displayed. The field has a <List of Values> function and can be used for query mode and new records. The field has a Pop Up Menu that has the following: Description of the Study Period List Of Study Periods
Block Code	A2	The valid Block Code, as defined in {SCODE2-1} and {SCODE2-2} will be displayed. The field has a <List of Values> function and can be used for query mode and new records. The field has a Pop Up Menu that has the following: Description of the Block Code List Of Block Codes
Exam Type	A1	The valid Exam Type, as defined in {SCODE2-1} and {SCODE2-2} will be displayed. The field has a <List of Values> function and can be used for query mode and new records. The field has a Pop Up Menu that has the following: Description of the Exam Type List Of Exam Types

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Fields used by all Events

Field	Type & Length	Description
Qualification / Subject / Residence Code	A7	This field is not used by all events, it is only used by events 05, 07, 13, 17, and 32. Query a valid qualification / subject / residence code. The field has a Pop Up Menu that has the following: Description of the Qualification/Subject/Residence and its active status List Of Qualification/Subject/Residence Codes.
Fee Weight	N2.3	Set this field to 0 (zero) if the transaction type has a default amount as defined in option {FCSO-7}.This transaction type default amount override all values of this field Fee Weight. The transaction type default amount will not display in the next field Fee Value, to see the transaction type default amount use the <List of Values> function on the transaction type field below. To discontinue the transaction type default amount set it to null in option {FCSO-7} and then change Fee Weight to the required value. Fee Weight is expressed as a fraction of the base value of the event as per Tab 1. The system defaults to a value 0, but the user may adjust this value as required. The calculated monetary value is displayed in the next field when <RETURN> is pressed.
Fee Value	N15.2	This is a display field only, and will display the fee amount that will be generated for this record. The amount is determined by multiplying the event base value with the above fee weight. The system will round off according to the rounding rule of the event as per Tab 1.
Fee Adjusted		Valid values is Y/N (Yes/No/null). When the system create the record from option {FSAM-29} the system will set this value to No. If No/null and the system wants to raise the fee it will apply the system operational parameter SY of subsystem SD rules as describe above. The financial user must set this value to Yes once he/she as maintained or checked all fields of the record, thereafter the fee raise program will use the record not applying the system operational parameter SY.
Generate	A1	Indicate whether a transaction must be generated for this record, (Y)es or (N)o. If Yes the next field Transaction Type is mandatory. The relationship between fields Fee Adjusted and Generate fields: If Fee Adjusted is Yes Then If Generate is Yes. Then The fee raise program will use the record to raise the fee. Else No fee will be raised by the fee raise program. Else The fee raise program will apply rules as specified for the field Fee Adjusted.
Transaction Type	N4	Select the appropriate SD Transaction Type to be used to generate the transaction, as defined in option {FCSO-7}, for the SD subsystem. The field has a <List of Values> function. The field has a Pop Up Menu that has the following: Description of the Transaction Type List Of Transaction Type

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Fields Events Group 1

Fields below is use by events 01, 03, 14, 15, 16, 18, 19, 39, 55, 57 only:

Field	Type & Length	Description
Basis of Generation	A1	The user can define rules as to when the event transaction/s must be generated. Generation can be done per (I)nstitution (C)ampus, (O)ffering Type, Block (A)nd Campus, (B)lock, (Q)ualification or (E)very Time and (D) for Qualification and Block. Basis of generation may not be O (Offering Type) for events 19 or 57. Basis of generation (D) Qualification and Block, (Q) Qualification and (A) Block And Campus is only applicable to event 03 and 20. If Basis of Generation is set to "D", the Database procedure will check if the combination of Qualification and Block has changed, if it does not exist a new event "03" or "20" will be raised. If the event has columns Generate Cancellation Transaction, Cancellation Transaction Type and Cancellation Credit Code, in other words, the event can do cancellation of fee transactions: Only record/s where the Basis of Generation is equal to E (Every Time) and the student cancel will use the values of the mention fields and process cancel transaction on the student account. The rest of the Basis of Generation codes will not do any cancellations regardless the values of the mentioned fields.
Test Period	A1	The test period can be for (T)his year or (A)ll years. In conjunction of the basis of generation field above, testing will be done for the period stated to determine if an event transaction must be generated. If the Basis of Generation is equal to E (Every Time) the system will not use this field. For the rest of the Basis of Generation codes This Year Will process the event fee transaction/s only once per academic year for the basis of generation. All Years Will process the event fee transaction/s only once in the student term at the client for the basis of generation.

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Fields Events Group 2

Fields below is use by events 01, 03, 05, 07, 13, 17, 19, 32, 55, 57 only:

Field	Type & Length	Description
Generate Cancellation Transaction	A1	Indicate whether a cancellation transaction must be generated for this record, (Y)es or (N)o, when the student cancel application or registration. If Yes then Cancellation Transaction Type and Cancellation Credit Code is mandatory. Cannot set generate cancellation transaction to Yes if field generate is No Also see basis of generation rules above, relating to this fields.
Cancellation Transaction Type	N4	Select the appropriate SD Transaction Type to be used to generate the cancellation transaction, as defined in option {FCSO-7}, for the SD subsystem. The field has a <List of Values> function. The field has a Pop Up Menu that has the following: Description of the Transaction Type List Of Transaction Types
Cancellation Credit Sequence	N11	Enter the cancellation credit code according to which the cancellation amount must be calculated, as defined in option {FSAM-31}. The field has a <List of Values> function. The field has a Pop Up Menu that has the following: Description of the Cancellation Credit Code List Of Cancellation Credit Codes

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Fields Events Group 3:

Fields below is use by events 05, 07, 13, 17 and 32 only:

Field	Type & Length	Description
Cost Centre	A4	This is a not mandatory field. This field form part of a number of cost centre options that lead to the income cost centre when fees are raised on the student account. Cost Centres are define in option {FCSO-1} and link to a GLA in option {FCSO-6}. The fee raise program does not validate the cost centre, reasons are: It is a background program. SD Fee transaction volumes are very high during registration period. Therefore cannot stop the registration process for invalid cost centre. The cost centre options that lead to the income cost centre are: The fee raise program will find the income cost centre as followed: If a residence fee the first place to look will be on the building code {SPCS-4}, if null, it follow the same root as any registration fees: For any registration fees this cost centre, if null The transaction type credit cost centre for debit journals and debit cost centre for credit journals. If null the system will create the student fee transaction with a null cost centre. It is thus very important that the cost centre option that the system will choose is valid as well as the account that follows the same root. Financial department must validate this before the registration process. Cost Centre and Account forms the GLA and invalid GLA's are reported by running option {FGLPR1-3} and fix the errors. The field has a <List of Values> function. The field has a Pop Up Menu that has the following: Description of the Cost Centre List Of Cost Centres
Account	A8	This is a not mandatory field. Accounts are define in option {FCSO-3} and link to a GLA in option {FCSO-6}. The same rules as for above cost centre applied to the account. The field has a <List of Values> function. The field has a Pop Up Menu that has the following: Description of the Account List Of Accounts
Account Type	A4	This is a not mandatory field. This field form part of a number of Account Type options that lead to the account type when fees are raised on the student account. Account Types are define in option {FCSC-21} for the subsystem SD. No fees can be raised if the account type is null. The account type options that lead to the account type that will have the students fee transactions are: The fee raise program will find the account type as followed: If there is a contract {FSAC-10} link to the qualification during registration then: For the contractee and contributing employer the fees raise program must use the account types as define in the contract for the two parties. For the student the following rules apply: If the contract definition has a account type for the student: In the case of events 03, 05 and 07 the fee raise program will use the account type as define on the contract definition, if null or for the rest of the events, it follow the same root as any registration fees: If a residence fee the first place to look will be on the building code {SPCS-4}, if null, it follow the same root as any registration fees: For any registration fees: The account type as on option {FSAM-4b2} if null, This account type. if null, The transaction type account type, If null, the system will not create the student fee transaction with a null account type. It is thus very important that the account type options that the system will choose is valid. Financial department must validate this before the registration process. The field has a <List of Values> function. The field has a Pop Up Menu that has the following: Description of the Account Type. List Of Account Types.

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The rest of the Fields Group 4:

Fields below is use by events as specified in each columns description:

Field

Type
&
Length

Description

Block/Daily

Valid values B/D (Block/Daily). Residence fee can be raised per block or on a daily bases.
Field is use by events 13 only.

CT/CB Amount

N17.2

The default amount to test CT/CB transactions for applicable for this combination.
The following will only activate if the user insert or update this CT/CB Amount or the field is not null and the user press the <Next Field> function, the system pop-up the more required fields for the CT/CB Amount field:

Field	Type & Length	Description
CT Transaction Type	N4	Select the appropriate CT Transaction Type with <LIST>. The valid transaction types, as defined in option {FCSO-7}, for the CT subsystem will be displayed. This transaction type will be used to accumulate the minimum amount above to determine if the student made the payment.
CB Transaction Type	N4	Select the appropriate CB Transaction Type with <LIST>. The valid transaction types, as defined in option {FCSO-7}, for the CB subsystem will be displayed. This transaction type will be used to accumulate the minimum amount above to determine if the student made the payment.
Test Credit Transactions From	DD-MON-YYYY	Enter a date to test from for the above CT and CB transaction types
Exit	Button	If pressed it will return the cursor to the first field of the record.

Fields are use by events 01, 03, 05, 13, 14, 15, 16, 18, 19, 32, 39, 55 and 57 only.
These fields purpose are to validate if the fee structure CT/CB Amount and additional fields are on the student account and is equal to or greater than this CT/CB amount. If equal to or greater than this CT/CB Amount the system will allow registration and raise the fees. The system will look into the CT/CB Default account type and the account type that will be used to raise the fees.

Use Event 05 CC

Valid values is Y/N (Yes or No). Indicate if the qualification cost centre must be used. If (N)o or null, the cost centre will be selected as describe above else this record cost centre will be used and overriding the cost centre select as describe above .
Field is use by events 01, 03, 07 and 55 only.

Discount Code

A Discount Code as created in option {FSAM-6}.
Field is use by events 05, 07 and 13 only.

The field has a <List of Values> function.
The field has a Pop Up Menu that has the following:

Description of the Discount Code.
List Of Discount Codes.

Royalty Code

If royalties are payable on this qualification / subject. A Royalty Code as created in option {FSAC-5}.
Field is use by events 05 and 07 only.

The field has a <List of Values> function.
The field has a Pop Up Menu that has the following:

Description of the Royalty Code.
List Of Royalty Codes.

Institute Code

If institute fees are payable on this qualification / subject. A Institute Code as created in option {FSAC-7}.
Field is use by events 05 and 07 only.

The field has a <List of Values> function.
The field has a Pop Up Menu that has the following:

Description of the Institute Code.

List Of Institute Codes.

Down payment

N17.2

The minimum amount or down payment that must be made by the student for this qualification.
Field is use by events 05 and 13 only.

This field has the same function as CT/CB Amount and will be use in stead of CT/CB Amount if not null.

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Example:

Additional fields for CT/CB Amount:

Individual Residence Room Fee Weights

This tab is a subset of the data as define in option {SPOPS-1} and only field Fee weight is updateable on this screen. The used is not allowed to insert or delete any records in this screen, this kind of maintenance can only be done in option{ SPOPS-1}, if permitted.

Only event 13 is using this block.

The fee amount formula for event 13 is the following

The base value (as define in block 1) time the residence fee weight (as define in tab 2) time the floor room fee weight (as define in this tab)

NB. A residence in tab 2 may have a number of records pending on the key of event 13. This blocks floor room fee weight is applicable to each of the tab 2 residence records:

Example of Event 13 fee amount:

Base value is tab 1 is 200.00

Has a key of Block Code then residence 100 will have a record for each block code that is define on the system.

Block	Residence	Fee Weight	Fee Amount
0	100	1.2000	240.00
1	100	0.8000	160.00
2	100	1.0000	200.00

Has five rooms in a single level residence.

Residence	Floor	Room	Fee Weight	Fee Amount for Block 0	Fee Amount for Block 0	Fee Amount for Block 0
100	0	1	0.300	72.00	48.00	60.00
100	0	2	0.500	120.00	80.00	100.00
100	0	3	1.000	240.00	160.00	200.00
100	0	4	1.200	288.00	192.00	240.00
100	0	5	1.600	384.00	256.00	320.0

This screen will only display one of the Fee Amount columns. It display the values of the active record when the user has navigate to this tab.

All rooms in the residence will be displayed in room number sequence, showing the residence name, floor, room number and the number of places in the room.

The system does not prevent a student from being assigned to a room that is not normally used as a bedroom.

Field	Type & Length	Description
Residence	N4	The residence code of the active record when navigated to this tab. The field has a Pop Up Menu that has the following: Description of the Residence Code.
Floor	N4	This is a display field only, as defined in option {SPOPS-1}.
Room	A7	This is a display field only, as defined in option {SPOPS-1}.
Places	N5	This is a display field only, as defined in option {SPOPS-1}.
Fee weight	N1.5	The system will default the fee weight, as defined in option {SPOPS-1}. When the weight is changed and <Next Field> is pressed, the new values will be displayed as whole units. The fee weight may only be updated if the Date Inactive > System Date.
Fee Amount	N15.2	Display field and is calculated as describe above.

Processing Rules
	Fee Structure: Download and Upload of Data 1. Set up BATCH-7 for function ‘FSDU’. a. Supply the directory on the file system. b. The suffix must be ‘txt’. Do not use ‘csv’ as the file then opens incorrectly in EXCEL. c. System must be ‘FILED’. 2. The C-programs to download and upload the fee structure are linked to menu codes FSAMR2-17-23 and will be visible on USERS-1, but these options are not available to the user to run from the menus, they will not display. These C-programs can only be run from FSAM-1 and FSAM-29. Two reasons for this: a. To allow the user to still view the output from BATCH-14. b. The input parameters for these are customized on FSAM-1 and FSAM-29 to only prompt the user for the applicable parameters and not all available parameters 3. Example for FSAM-1, FSAM-29 functions in an analogous way. a. Download of fee structure data: i. On the first tab, search for the applicable year, click on the applicable event, and click on the second tab ‘Fee Values’. ii. Enter the parameters needed, if any (eg block code). These parameters will be used as parameters for the download functionality. iii. Click ‘Search’. (this step is not needed) 1. Note the number of rows queried. iv. Click on the ‘Download Fees’ button. A popup will be displayed, requesting the file name. The previous file name used, if any, will be defaulted and will be cleared once the option is exited. The ‘x’ (close button) can be used at any time to cancel. Enter the filename WITHOUT the extension, as the extension has been set up as ‘txt’ on BATCH-7. Click on ‘Run in Batch’. v. To view the results of the run, the user may use the button ‘View Result of Last Run’. If the program is still busy running a message will be displayed. 1. At this point the user can close the popup by clicking on the top ‘x’ button. The results of the run and the comma-delimited file can be viewed / opened at any time in the following four ways: a. If the user did not run another download report, and did not exit the option, the user can click on the ‘Download Fees’ button again, and then on the ‘View Result of Last Run’ button. b. The user can exit the option and the run results will displayed in the ‘Batch Jobs’ section of the main screen c. Click on ‘More’ then ‘Batch’ at top of home screen d. Use BATCH-14. 2. Once the download is finished, and the user views the run results in any of the above ways, the user is routed to the batch prompts / report run results screen. 3. Two output files are created, the first a summary of the parameters and number of records downloaded, and the second the comma-delimited file. Each file can be viewed separately, one at a time. a. There are two stylesheets available, the normal ‘TXT’ and also ‘TXT2XLS’. b. The default is ‘TXT’ to view the results in text format. i. Be careful to use ‘TXT’ if a very large amount of records were downloaded. ii. Note the two tabs that will be opened with ‘TXT’, the contents of the first tab (summary) will be like the following: iii. The contents of the second tab (comma-delimited file) will be like the following: c. ‘TXT2XLS’will open the file directly in EXCEL. i. Note, the first file does not need to be opened in Excel (where the file name ends with TXT2XLS_1.xls), only open the second file (where the file name ends with TXT2XLS_2.xls). Again, if the file is big, rather use ‘Save’ first and then open it via Excel from where it was saved. Once opened in Excel it will look like the following: Select the first column, and then use ‘Data’, ‘Text to Column” to start the ‘Text Import Wizard’ to set up the columns: Tick ‘Delimited’, then ‘Next’: Tick ‘Comma’ then ‘Next’: It is important the set all columns, that are codes starting with a ‘0’, as type ‘Text’, otherwise Excel will drop the leading zeros and the data will end up invalid. This will apply to all columns except the numeric columns such as transaction types, fee weight and amounts. Example of the result: Note the following file requirements: - The first row has the column or attribute names as set in the database. Do not change this line or delete it as it is used for the upload. If it is incorrect the upload will not work. - The second row is the descriptive column names. This row will be ignored with the update (ie the second line in the upload file will be ignored), so this line should not be deleted from the spreadsheet. - The column xxxADFSEQ must be the last column and must NOT be deleted by the user from the spreadsheet as it is needed as a unique identifier for the row in the database. Do not change the value. - Do not edit the ‘key values’ (eg block code, offering type). - If a new row must be created, insert it in the spreadsheet with the value of the ADF sequence column as NULL. Ensure the correct ‘key values’ are entered and are not duplicates. - Columns may be deleted or moved in the spreadsheet, except the ‘key’ columns that are used for the specific year and event, for example in the above spreadsheet, the ILBTMONEY column can be deleted, but not the ILBOT column. - Rows may be sorted in any way and deleted or new rows added. - Data may be edited but bear in mind that all the validations will be applied when the file is uploaded. No validations will be performed within Excel. - When finished save as ‘Text’ file: To upload the file that was downloaded and edited: On FSAM-1, query the year, select the find, click on the ‘Fee Values’ tab. (the data queried does not need to correspond to the data in the file to be uploaded). Query data if needed. If the file is saved in a local drive, it has to be transferred to the server. Click on ‘Upload Fee File’ button. This will load the file from a local drive to the server, to the directory as specified on BATCH-7 for ‘FSDU’. (If the file has already been saved to the server in the directory as set up in BATCH-7 this step can be ignored): Use ‘Browse’ to find your file to upload to the server, the Directory on Server will be the directory as set up on BATCH-7 for ‘FSDU’. Click on ‘Save File’. Then use the Button ‘Process Fee Upload File’. The file name will be pre-filled but remove the ‘txt’ extension, then select the ‘Run Type’ and click on ‘Run in Batch’. If the process is still busy running a message will be displayed: The results of the run can be viewed in the same way as for the upload program as explained above). The first page of the output file will contain the parameters: The results of the upload will be displayed from the second page of the output file: The Row number corresponds with the row number in the saved file and then also in the Excel spreadsheet (excluding the two heading rows). This will assist in tracing errors. Find the row in Excel where the row number is equal to the row number in the output file plus 2. Errors will be displayed in the ‘Status’ column of the output file. If any errors were found for any row, NOTHING will be updated / loaded to the database. The summary at the end of the output will show whether there were any errors. After the upload was successful, execute a ‘Search’ again to view the applicable data, it should be in sync with the spreadsheet: Residence Room Fee Values: Tab will only be available for events 13 and 32, if valid records were queried on the second tab, and the user must highlight the line to indicate which building to query when the user navigates to the tab ‘Residence Room Fee’. To download room fee weights click on button ‘Download Room Fee Weights”: To upload a ‘Residence Room Fee Weights’ file to the server, use the button ‘Upload Fee File’ on the tab ‘Fee Values’, then navigate to the tab ‘Residence Room Fee’ to upload the fees using button ‘Process Room Fee Weights Upload File’.

Processing
Rules

Fee Structure: Download and Upload of Data

1. Set up BATCH-7 for function ‘FSDU’.

a. Supply the directory on the file system.

b. The suffix must be ‘txt’. Do not use ‘csv’ as the file then opens incorrectly in EXCEL.

c. System must be ‘FILED’.

2. The C-programs to download and upload the fee structure are linked to menu codes FSAMR2-17-23 and will be visible on USERS-1, but these options are not available to the user to run from the menus, they will not display. These C-programs can only be run from FSAM-1 and FSAM-29. Two reasons for this:

a. To allow the user to still view the output from BATCH-14.

b. The input parameters for these are customized on FSAM-1 and FSAM-29 to only prompt the user for the applicable parameters and not all available parameters

3. Example for FSAM-1, FSAM-29 functions in an analogous way.

a. Download of fee structure data:

i. On the first tab, search for the applicable year, click on the applicable event, and click on the second tab ‘Fee Values’.

ii. Enter the parameters needed, if any (eg block code). These parameters will be used as parameters for the download functionality.

iii. Click ‘Search’. (this step is not needed)

1. Note the number of rows queried.

iv. Click on the ‘Download Fees’ button. A popup will be displayed, requesting the file name. The previous file name used, if any, will be defaulted and will be cleared once the option is exited. The ‘x’ (close button) can be used at any time to cancel. Enter the filename WITHOUT the extension, as the extension has been set up as ‘txt’ on BATCH-7. Click on ‘Run in Batch’.

v. To view the results of the run, the user may use the button ‘View Result of Last Run’. If the program is still busy running a message will be displayed.

1. At this point the user can close the popup by clicking on the top ‘x’ button. The results of the run and the comma-delimited file can be viewed / opened at any time in the following four ways:

a. If the user did not run another download report, and did not exit the option, the user can click on the ‘Download Fees’ button again, and then on the ‘View Result of Last Run’ button.

b. The user can exit the option and the run results will displayed in the ‘Batch Jobs’ section of the main screen

c. Click on ‘More’ then ‘Batch’ at top of home screen

d. Use BATCH-14.

2. Once the download is finished, and the user views the run results in any of the above ways, the user is routed to the batch prompts / report run results screen.

3. Two output files are created, the first a summary of the parameters and number of records downloaded, and the second the comma-delimited file. Each file can be viewed separately, one at a time.

a. There are two stylesheets available, the normal ‘TXT’ and also ‘TXT2XLS’.

b. The default is ‘TXT’ to view the results in text format.

i. Be careful to use ‘TXT’ if a very large amount of records were downloaded.

ii. Note the two tabs that will be opened with ‘TXT’, the contents of the first tab (summary) will be like the following:

iii. The contents of the second tab (comma-delimited file) will be like the following:

c. ‘TXT2XLS’will open the file directly in EXCEL.

i. Note, the first file does not need to be opened in Excel (where the file name ends with TXT2XLS_1.xls), only open the second file (where the file name ends with TXT2XLS_2.xls). Again, if the file is big, rather use ‘Save’ first and then open it via Excel from where it was saved.

Once opened in Excel it will look like the following:

Select the first column, and then use ‘Data’, ‘Text to Column” to start the ‘Text Import Wizard’ to set up the columns:

Tick ‘Delimited’, then ‘Next’:

Tick ‘Comma’ then ‘Next’:

It is important the set all columns, that are codes starting with a ‘0’, as type ‘Text’, otherwise Excel will drop the leading zeros and the data will end up invalid. This will apply to all columns except the numeric columns such as transaction types, fee weight and amounts.

Example of the result:

Note the following file requirements:

- The first row has the column or attribute names as set in the database. Do not change this line or delete it as it is used for the upload. If it is incorrect the upload will not work.

- The second row is the descriptive column names. This row will be ignored with the update (ie the second line in the upload file will be ignored), so this line should not be deleted from the spreadsheet.

- The column xxxADFSEQ must be the last column and must NOT be deleted by the user from the spreadsheet as it is needed as a unique identifier for the row in the database. Do not change the value.

- Do not edit the ‘key values’ (eg block code, offering type).

- If a new row must be created, insert it in the spreadsheet with the value of the ADF sequence column as NULL. Ensure the correct ‘key values’ are entered and are not duplicates.

- Columns may be deleted or moved in the spreadsheet, except the ‘key’ columns that are used for the specific year and event, for example in the above spreadsheet, the ILBTMONEY column can be deleted, but not the ILBOT column.

- Rows may be sorted in any way and deleted or new rows added.

- Data may be edited but bear in mind that all the validations will be applied when the file is uploaded. No validations will be performed within Excel.

- When finished save as ‘Text’ file:

To upload the file that was downloaded and edited:

On FSAM-1, query the year, select the find, click on the ‘Fee Values’ tab. (the data queried does not need to correspond to the data in the file to be uploaded).

Query data if needed.

If the file is saved in a local drive, it has to be transferred to the server. Click on ‘Upload Fee File’ button. This will load the file from a local drive to the server, to the directory as specified on BATCH-7 for ‘FSDU’. (If the file has already been saved to the server in the directory as set up in BATCH-7 this step can be ignored):

Use ‘Browse’ to find your file to upload to the server, the Directory on Server will be the directory as set up on BATCH-7 for ‘FSDU’. Click on ‘Save File’.

Then use the Button ‘Process Fee Upload File’. The file name will be pre-filled but remove the ‘txt’ extension, then select the ‘Run Type’ and click on ‘Run in Batch’.

If the process is still busy running a message will be displayed:

The results of the run can be viewed in the same way as for the upload program as explained above).

The first page of the output file will contain the parameters:

The results of the upload will be displayed from the second page of the output file:

The Row number corresponds with the row number in the saved file and then also in the Excel spreadsheet (excluding the two heading rows). This will assist in tracing errors. Find the row in Excel where the row number is equal to the row number in the output file plus 2.

Errors will be displayed in the ‘Status’ column of the output file.

If any errors were found for any row, NOTHING will be updated / loaded to the database. The summary at the end of the output will show whether there were any errors.

After the upload was successful, execute a ‘Search’ again to view the applicable data, it should be in sync with the spreadsheet:

Residence Room Fee Values:

Tab will only be available for events 13 and 32, if valid records were queried on the second tab, and the user must highlight the line to indicate which building to query when the user navigates to the tab ‘Residence Room Fee’.

To download room fee weights click on button ‘Download Room Fee Weights”:

To upload a ‘Residence Room Fee Weights’ file to the server, use the button ‘Upload Fee File’ on the tab ‘Fee Values’, then navigate to the tab ‘Residence Room Fee’ to upload the fees using button ‘Process Room Fee Weights Upload File’.

Date	System Version	By Whom	Job	Description
11-Mar-2007	v01.0.0.0	Amanda Nell	t133817	New manual format.
05-May-2009	v01.0.0.1	Ernie van den Berg	t157364	Review the manual.
14-Jan-2010	v01.0.0.2	Charlene van der Schyff	t160040	Enhancement made to: Field Event Group1. Basis of Generation. Added additional Indicator for (D) Qaulification and Block for Events "03 and 20".
01-Oct-2018	v04.1.0.0	Sthembile Mdluli	t229515	ADF enhancement