Maintain Transactions {FSAO-1}


Upon the registration of a student, certain debits e.g. class fees, registration fees, residence fees and/or deposits can be raised automatically {FSAM-1}.

This option will be used to process transaction/s on the student account, if the transaction/s cannot be process by the fee structure or any other batch process. The user may also use this option to query all the transactions of the student account regardless of who created it. The user is not allowed to update student account transactions in this option.
The user is allowed to update selective fields only when using options {FSAO-8}, {FSAO-28} and {FSAM1-1}.


All Student Account transactions are posted to the General Ledger {FGLP-2} and it is the user's choice on the frequency of the posting. Student account transactions are not available in the general ledger if they are not posted.


Fields in the option:

Panel Box 1:  Maintain Student Journals

Field Type
&
Length		 Description
Left Column
Student Number  N9 Student number as defined in option {SREGB-1} of the student account on which the journals will be processed, the students title, initial and surname will be displayed next to the account number.
Transaction Type N4 The transaction type as defined in option {FCSO-7} for the subsystem SD, the description of the code will be displayed next to the field.
Account Type  A4 The account type on which the journal will the processed. The list of values will list all the valid account type / payment agreement combinations as well as the balance for every combination for the student.  The account type must be linked to the student on option {FSAO-13} before it can be used in this option. The account type description will be displayed next to the field.
Debit GLA A4+A8 When processing a debit journal, the GLA of the account type {FCSC-21} will default into debit GLA, the credit GLA will default from the transaction type and will only be updateable if so indicated on the transaction type definition {FCSO-7}. GLA's are defined in option {FCSO-6} for a financial year.
Given Currency Amount N15.2 This is the amount which must be posted against the student’s account.  This amount must be in the currency of the student, the system will automatically convert it to the local currency.

If the VAT rate is not zero and a VAT-linked transaction is used, the system will alter the amount to the “VAT exclusive” amount. This done during the <Save> process.
Exchange Rate N5.3 This field will be displayed the moment the currency code is entered.  The user can overwrite this field, if the update status in option {FCSO-21} is set to (Y)es, otherwise not.
Reference Number A10 A reference that relates to the source documentation which initiated the transaction. 
Reference Date DD-MON-YYYY The default value of the field is system date but the date can be updated to the date on which the transaction was initiated.
Note A40 The transaction type/code note or alternative note as maintained under {FCSO-7} will default in this field in the preferred language of the student. The user can however update this note. This note will be printed on the student’s statement.
Right Column
Show On Statement A1 This is a display only field. This indicator is set in option {FSAO-5}.  A (Y)es or a null indicator means that this transaction will show on the student’s statement, while a (N)o indicator means that the transaction is done but will not appear on the student’s statement.
User A8 Displays the user who create the transaction if it was manually enter, else if it is system generated the it is the user who started the process. 

E.g The user that registered the student will be use as the user when the fees are raised by the background process.
Debit/Credit A1 Indicates the entry on the student’s account either being a Debit or Credit. The value defaults from the transaction type definition as defined in {FCSO-7} for subsystem SD.
Agreement Code A4 The Payment Agreement code of the account type / payment agreement combination on which the journal will be processed. The list of values will list valid agreement codes for the student and selected account type. Only the valid payment agreements for the student / account type combination will be listed. The agreement code is mandatory unless the journal is processed against a default account type in which case this field will be null. The account type and payment agreement must be linked to the student on option {FSAO-13} before it can be used in this option.
The agreement code description will be displayed next to the field.
Credit GLA  A4 + A8 When processing a credit journal, the GLA of the account type {FCSC-21} will default into this field, the debit GLA will default from the transaction type and will only be updateable if so indicated on the transaction type definition {FCSO-7}. GLA's are defined in option {FCSO-6} for a financial year.
Currency Code A3 Displays the currency code of the currency in which the student was defined on the student biographical record {SREGB-1} and determines the currency of the given currency amount. The description of the code will be displayed next to the field.
Local Currency Amount N15.2 Displays the journal amount converted to local currency. The amount is the product of Given Currency Amount and Currency Rate. The local Currency Amount is the amount posted to the general ledger when posting student journals to the general ledger.
Other Reference A10

An alternate journal reference. “Other Reference” is not a mandatory field.
Date  DD-MON-YYYY This field defaults automatically to the system date for new records. The system date and time of the transaction.
General Ledger (G/L) Note A40 The GL note to be displayed in the GL if the transaction is not posted in summary. The GL note will default from the transaction type definition, if not entered on the transaction the student number, name and initials will default on a journal as the GL note.

Panel Box 2:  Tax Information

Field Type
&
Length		 Description
Left Column
VAT Code  A2 VAT code as defined in {FCSC-1}, the list of values will list the code, description, rate and taxability indicator.

Sales based type of tax i.e. VAT, GST, can be set to be applied in the system at a number of levels. On the highest level the system can be set to apply the tax rule or not to apply the tax rule through the SOD code “02”. If set to (N)ot Taxable, tax rules will not apply and the VAT/ GST  code will default to N- Not Taxable and is not updateable.

On the second level, tax rules can be applied on the ledger.  Should the ledger used on the transaction be linked to a tax registration, tax rules will be applied, the default taxability indicator and rate will default for the ledger definition. The ledger is derived from the cost centre linked to the student account type, used on the transaction.

On the third level, tax rules can be applied on subsystem level. Should tax rules apply to the SD subsystem, the default taxability indicator can be set, which will default for transactions in the subsystem. Should the transaction be subject to tax the user may override the default taxability indicator and rate.

The fourth level at which the system can be set to apply tax, may be on transaction type. Some transaction types may not be taxable. Should tax rules apply, the default taxability indicator can be set on the transaction type which will default on transactions using the transaction type.
VAT Rate N1.3 The VAT rate defaults from the VAT codes and rates, as defined in option {FCSC-1}. This field is not updateable.
Taxable Supply Indicator N1.3

The taxable supply defaults from the VAT code and determines the tax treatment of the journal if tax is applicable. A transaction is either standard rated, zero rated, exempt or not taxable supply.
Right Column
Input / Output Tax
Indicates if a transaction relates to input or output tax if sales tax is applicable. All student journals in the student debtors system are output, if the supply is a taxable supply.
 
Valid values are
  • Input
  • Output
  • Not Taxable
Type of Tax Transaction
Displays the type of record for tax purposes.

Valid values are :
  • Transaction record - referring to the original records entered by the user.
  • Input Tax
  • Output Tax

Panel Box 3:  Agent / Commission
Field Type
&
Length		 Description
Left Column
Agent Code N9 The agent code to be used in the calculation of agent’s commission. The description of the code will be displayed next to the field.
Right Column
Commission Code  A2 The commission code to be use if this transaction is included in the calculation of agent’s commission. The description of the code will be displayed next to the field.

Panel Box 4:  Bursary Information (Only for Ireland clients)

Field Type
&
Length		 Description
Left Column
Bursary Year YYYY Displays the year of the bursary/loan code.
Bursary / Loan Code A7 The logical sequence for bursary/loan transactions is to create a Bursary/Loan Fund, allocate a specific amount of the fund to the student and only then credit that amount or portion thereof against the student's account.  If the user tries to enter a transaction without first allocating an amount to the specific student, the system will display “Bursary/Loan does not exist for this Student”.  If it is not a Bursary/Loan transaction, this field need not be completed.
Right Column

Total Bursary / Loan 
The total amount of transactions on the student account that are linked to this bursary.

Panel Box 5:  Batch Journal Information

Field Type
&
Length		 Description
Left Column
Batch Journal Sequence Number
This field is populated by Batch Journal program {FSAO-10} and displays the sequence allocated when the record was created the record.
Right Column
Batch Journal Line Number
This field is populated by Batch Journal program {FSAO-10} and displays the line number with which the record was created the record.


Panel Box 6:  Contract Information
Field Type
&
Length		 Description
Left Column

Contract Code
Displays the contract code under which the student was registered to which the student debtor transactions was transferred.
3rd Party Debtor Code N9 Displays the Employer / 3rd Party’s, accounts receivable debtors account, responsible for  the students account or portion there off to which the student debtor transactions was transferred.
3rd Party Debtor Purchase  Order Number A9 Displays the 3rd Party's purchase order number, responsible for the student's account or portion there off.
Document Type A2 Displays the the document type, i.e. Invoice or Credit Note, created in the Accounts Receivable subsystem on transfer of the transactions from the debtors account to the employer or third party.
Right Column
Document Number A10 The document number that was created in the Accounts Receivable subsystem on transfer of the transactions from the debtors account to the employer or third party. This is a query only field and cannot be updated by the user.
Line Number N3 The document line number into which the transaction from the debtors account was transferred into on the document type and number of the employer or third party debtor account. This is a query only field and cannot be updated by the user.
Copy to AR User A8 The user that transferred the student debtor transactions to the Accounts Receivable subsystem. This is a query only field and cannot be updated by the user.
Date Copied DD-MON-YYYY HHMM The date and time the transactions were transferred to the Accounts Receivable subsystem. This is a query only field and cannot be updated by the user.


Panel Box 7:  Student Status Information

The table displays all student statuses link to a student.


Example:

Example of fsao-1b1p2
 


Processing
Rules		  
  No special processing rules


See Also:


History Of Changes

Date System Version By Whom Job Description
17-Mar-2007 v01.0.0.0 Amanda Nell t130149 New manual format.
19-May-2009 v01.0.0.1 Ernie van den Berg t157364 Review the manual.
09-Nov-2015 v04.0.0.0 Marchand Hildebrand t196629 Convert to ADF