Accumulate Transactions into Balance {FSAM-5}

All Student Debtor transactions are written into a transaction file. Depending on the availability of disk space and the preference/business rules of the client (E.g archive transactions older than 3 years), these transactions may be accumulated into a new transaction called “balance brought forward” where after the detail transactions will be dropped up to the “balance brought forward” date. This option may be exercised whenever desired.

The actual effect on the student debtor's record will be:

After this program was processed, only the net balance for the transactions up to the “balance brought forward” date will be in the student account per account type.

This up to the “balance brought forward” transaction is using Event 37 - Debit balance b/f Account Type and/or Event 38 - Credit balance b/f Account Type and the user must ensure that they are correctly defined in option {FCSO-7} before processing this option

This option should be protected by access control against accidental activation. The user will not actually “see” anything happen, but the results may be queried or printed on reports.

IMPORTANT NOTE: The system will accumulate and drop ONLY transactions which have been “posted” to the General Ledger.

The client is advised to have detail transaction report of the data that they going to delete/accumulate into a balance. They do not need to print the reports on paper they can save it to disk, CD or tape. This history transactions must be accessible to personnel as well as auditors.

The reports are and must be for the period that will be deleted/accumulate into a balance:

Transaction Type Report {FSAOR1-1}.

Audit Report {FSAM-23}.

Detail Student Statement {FSAOR2-1}. Do not accumulate the statement report.

The problem with the Balance report {FSAOR2-2} is that they have no detail transactions but can come in handy to reconsile the before with the after result of this program.

The client must have proved for student debtor department that there subsystem was reconciled (subsystem as well as subsystem general ledger control account) up to the deletion date.

When this option is selected, the system prompts the user with the destination of the resulting report of the detail transactions. This report should be kept, since it is the last record of the detail transactions. The system then prompts the user with:

Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
End Transaction Date to be Used in Accumulation	DD-MON-YYYY	The program will validate that this date is older than the Retain Transactions of the subsystem SD in option {FCSM-2}
Supply the Note for Students with the Alternative Language	A30
All students? (Y)es/ (N)o [Y]	A1	The client is advised not to use the facility of accumulate only a portion of the students up to a accumulation date. The reason is: After portion accumulation, report like Transaction Type and Audit may not have the same data for period up to the accumulation date as run before the accumulation date.
If the user choose (N)o the system will prompt for Start/End Student Number	N9x2

Sort Order	Per	Comments
	Report 1: Student Number, Account Type, Agreement Code and Transaction Type Report 2: Student Number, Account Type and Agreement Code Report 3: Student Number, Champaign and Voucher Number

System Select
	No special system selection

Example:

Processing Rules
	No special processing rules

History Of Changes

Date	System Version	By Whom	Job	Description
28-Jun-2008	v01.0.0.0	Magda van der Westhuizen	t149068	New manual format.
08-May-2009	v01.0.0.1	Ernie van den Berg	t157364	Review the manual.