Maintain Navigable Fields for Fee Structure {FSAM-29}

This is the first step in the creation and maintains of the SD fee structure.
New install:
This option can only be install by the ITS technical team.  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 all the key fields of the fee structure, per academic year, that represent the ‘key’ of the the SD Fee Structure per event, that is according to which academic field values must the student be charged. 

The client will decide which of the key fields will be there key field/s at the institution. Only these key fields will be navigable and visible to the user on the next screen as well as {FSAM-1}, TAB - Fee Base Values. 

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 third block of this option during the academic year.

KEY FIELD MAINTENANCE CANNOT BE DONE IN THIS FIRST SCREEN, 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.  
or


All key fields are not applicable to every event. The key fields applicable to an event are listed below and flag by a "Y":

Events

Key Fields
 01 03 04 05 07 13 14 15 16 17 18 19 32 39 55 57
Currency Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Post/Under Graduate Y Y Y Y Y N N N Y Y Y N N Y Y N
Cash/Terms N Y Y Y Y Y N N N N N N N N N N
Offering Type Y Y Y Y Y N N N N Y N N N Y Y N
Study Period Y Y Y Y N N N N N N N N N N Y N
Student Type Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Block Code Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Exam Type N N N N Y N N N N Y N N N Y N N
Transaction Type Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
    
The user cannot insert into or delete from this table.

A record for each possible combination will be created in block 3 using the values in the following tables:
NB.  If the user created a new record in the option below, excluding Transaction Type, then the system will create the necessary records in block 3 (Including the block 1 transaction type) and the valid field will be set to null.  It is the user responsibility to set the valid field to Y or N and then the record will be active in the SD Fee structure. Also see all the other rule of block 3 in the block 3 par. 
Fields in the option:

Block 1 and 2:  Maintain Navigable Fields for Fee Structure
Also Refer to Block 3 Rules and Default Values for Creating Fee Records
Block 1:
Field Type
&
Length		 Description
Year N4  Query and display field only. Display the academic year on the SD Fee structure.

Block 2:
Field Type
&
Length		 Description
Event A2 Query and Display fields only. The events as per above matrix and/or as per option {FSAC-21} where the event and reference event is equal.
Currency A1 Query and Display fields only. Valid values Y or N. If Y then the currency code is part of the key fields of block 3.
Post/Under Graduate A1 Query and Display fields only. Valid values Y or N. If Y then the post/undergraduate code is part of the key fields of block 3.
Cash/Term A1 Query and Display fields only. Valid values Y or N. If Y then the cash/term code is part of the key fields of block 3.
Offering Type A1 Query and Display fields only. Valid values Y or N. If Y then the offering type code is part of the key fields of block 3.
Study Period A1 Query and Display fields only. Valid values Y or N. If Y then the study period code is part of the key fields of block 3.
Student Type A1 Query and Display fields only. Valid values Y or N. If Y then the student type code is part of the key fields of block 3.
Block Code A1 Query and Display fields only. Valid values Y or N. If Y then the block code is part of the key fields of block 3.
Exam Type A1 Query and Display fields only. Valid values Y or N. If Y then the exam type code is part of the key fields of block 3.
Transaction Type N4 Query and Display fields only. The default transaction type that will be used by the system to create records in block 3.


Example:

Example of fsam-29b1


 

Block 3:  Rules and Default Values for Creating Fee Records
This block defines the proforma SD Fee structure.

This block is used as the parameters to created new fee records in option {FSAM-1b2} 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 in option {FSAM-1b2}.  The rest of the events does not have any additions.
In option {FSAM-1b2}, as well as in this block, 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.
If the client add records for the same key but different transaction types then this will be carried forward to {FSAM-1b2} as per par. Maintenance of this Block below. 

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 {FSAM-1b2}:
Then
The system will look at this options 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 {FSAM-1b2} 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 block:
Insert:
If the event is not 05, 07, 13, 17 and 32
then
This block will create the {FSAM-1b2} records for the key if not exist.
else
Run option {FSAMR2-4} to create the {FSAM-1b2} records for the key if not exist
Update:
The same a Insert.
There are no function that will change any existing records in {FSAM-1b2}.
It must be done manually by the user.
Only new qualifications, subjects or residence will use the updated record.
Delete:
Delete is not allowed in this block. If a records is not wanted the users must set the field Valid to N (No).
Run options {FSAMR2-7} and/or {FSAMR2-10} to clean up {FSAM-1b2}.

The fields of this block are describe below under the following headings:
Fields at the Top of the Block
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 block 1.
Event  A2 Display field only and will default from block 1.
Base Value N17.2 Display field only and will default from {FSAM-1}, TAB - Fee Base Values. It is the base value for the year and event.
Back

Key Fields:
The following eight fields can be flagged as key fields on {FSAM-29b1} (previous block).
The user will only see the column/s per event that were flagged Y as key fields.
If all key fields for the event in the previous block is flagged as N the the first column will be the column label as Valid.  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
Back

Fields used by all Events
Field Type
&
Length		 Description
Valid A1 Valid values is Y/N/Nulll (Yes/No).
If the user add key field record at there definition option/s the system will create all combinations of the new key in this option.  All records created will have a Valid value of null.
User Action after new record creation:
If no fee then set this field to N (No).

If fee/s is changes then set this field to Y (Yes) and complete the rest of the record according to client business rules. Even multiple fee records per key is allowed as long as they have different transaction types. Run option {FSAMR2-4} to created the {FSAM-1b2} records.

If a records is not wanted the users must set the field Valid to N (No).
Run options {FSAMR2-7} and/or {FSAMR2-10} to clean up {FSAM-1b2}.

If a old records that is Valid N (No) must raised fees then set this field to Y (Yes) and complete the rest of the record according to client business rules. Even multiple fee records per key is allowed as long as they have different transaction types. Run option {FSAMR2-4} to created the {FSAM-1b2} records.
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 Block 1 option {FSAM-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 Block 1 option {FSAM-1}.
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 Valid and Generate fields:
If Valid is Yes
Then
Record/s will be created in {FSAM-1b2}.
Generate is the next level flag that specify if fees must be raised after application or registration.
Else
No Record/s will be created in {FSAM-1b2}.
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
Back

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.
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.
Back

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 Code 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
Back

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:
When creating {FSAM-1b2} records the system will use the cost centre of {FSAM-30} "Department Default Values". If null:
The system will use this field value and this value may be null as well.
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 the {FSAM-1b2} cost centre, if null
The {FSAM-1b2} 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:
When creating {FSAM-1b2} records the system will use the account type of {FSAM-30} "Department Default Values". If null:
The system will use this field value and this value may be null as well.
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,
The account type as on option {FSAM-1b2} if null,
The {FSAM-1b2} 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.

Back
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 A1 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 A1 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 A2 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 A4 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 A4 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.
Back


Example:

Example of fsam-29b2


Example of the additional fields for CT/CB Amount:

its_man_img/fsam-29b2p1i2.jpg



Summary of the fields / columns in TAB "Rules and Default Values for Creating Fee Records"
Below indicate witch fields/columns can/may be used by each event.
Y = can / may be used
N = can not be used.
Events
Fields		 01 03 05 07 13 14 15 16 17 18 19 32 39 55 57
Currency Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Post/Under Graduate Y Y Y Y N N N Y Y Y N N Y Y N
Cash/Terms N Y Y Y Y N N N N N N N N N N
Offering Type Y Y Y Y N N N N Y N N N Y Y N
Study Period Y Y Y N N N N N N N N N N Y N
Student Type Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Block Code Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Exam Type N N N Y N N N N Y N N N Y N N
Valid Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Fee Weight Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Generate Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Transaction Type Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
Block/Daily N N N N Y N N N N N N N N N N
Basis of Generation Y Y N N N Y Y Y N Y Y N Y Y Y
Test Period Y Y N N N Y Y Y N Y Y N Y Y Y
Generate Cancellation Transaction Y Y Y Y Y N N N Y N Y Y N Y Y
Cancellation Transaction Type Y Y Y Y Y N N N Y N Y Y N Y Y
Cancellation Credit Code Y Y Y Y Y N N N Y N Y Y N Y Y
Cost Centre N N Y Y Y N N N Y N N Y N N N
Account N N Y Y Y N N N Y N N Y N N N
Account Type N N Y Y Y N N N Y N N Y N N N
CT/CB Amount Y Y Y N Y Y Y Y N Y Y Y Y Y Y
Use Event 05 CC Y Y N Y N N N N N N N N N Y N
Discount Code N N Y Y Y N N N N N N N N N N
Royalty Code N N Y Y N N N N N N N N N N N
Institute Code N N Y Y N N N N N N N N N N N
Down Payment N N Y N Y N N N N N N N N N N


Processing
Rules		  
  No special processing rules


See Also:
  • Procedures:
    • None



History Of Changes

Date System Version By Whom Job Description
14-Mar-2007 v01.0.0.0 Amanda Nell t133822 New manual format.
4-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".
12-Mar-2019
 v04.1.0.0
 Sthembile Mdluli
 t232838