Maintain Manual Batch Journal {FSAO-10}

This option has the same basic function as option {FSAO-1} with additional aids. It controls that fixed attributes are distributed to a number of students. This option is made up of 3 panel boxes 'Search Journal', 'Manual Batch Journal' and 'Journal Entries'.

Note: The maximum number of rows that can be uploaded via the spreadsheet is 250.

Fields in the option:

Panel box 1: Manual Batch Journal

In this block the user defines the fixed attributes of the batch journal for students in the second block. Not all fields is mandatory, if not mandatory, it can be set to null and have no control on the second block journals.

Field	Type & Length	Description
Process Date	(DD-MON-YYYY)	This is the System Date. It is system allocated and a display field only.
Reference Number	A10	All journals in block 2 will have the this as the reference number. The number will print on the Student Statement.
Total Journal Amount	N17.2	Enter the total NETT amount for the journal to be processed, if this is a foreign currency then enter the currency amount. The program will validate that the journal in the second block is equal to this amount. If this is a credit Journal, the amount must be captured as a negative eg -10000.00.
Transaction Amount	N17.2	This is the accummulation total of the detail transactions in block 2.
Currency Code	A3	A currency code for the journal must be entered as define in option {FCSO-21}. It also indicate the monetary for all amounts used in this batch journal. <List of Values> is available. Pop Up Menu is available on this field. The description of the Currency Code List of Currency Codes
Fixed Rate (Yes/No)	A1	Indicates whether the currency is fixed (Yes) or based on a current exchange rate (No)
Rate	N6.5	Enter the currency rate for this journal. 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.
Amount	N17.2	Enter the amount that must default to individual journal transaction in block 2 and the user may override this value in block 2. Not a mandatory field.
Sequence Number		Displays the sequence number of the journal. It is system allocated and a display field only.
Account Type	A4	Enter the Account Type that will default to block 2 below. The use may override account type in block 2 to available account type/s of the student. <List of Values> is available. Pop Up Menu is available on this field. The description of the Account Type List of Account Types
Payment Agreement	A4	Enter the payment agreement that will default to individual transactions below in block 2. The use may override payment agreement in block 2 to available payment agreement/s of the student. <List of Values> is available. Pop Up Menu is available on this field. The description of the Payment Agreement List of Payment Agreements

Panel box 2: Detail Transactions

In this block the user will process the individual student journal to the amount of total journal amount of block 1.
On <Commit>/<Save> of this data and the total amount of this block does not balance with the total journal amount then:

The system will not clear all the data values.
The user may exit the option and return later to find the program or add more records. When return query the sequence number. Just a <Execute Query> of block 1 will display all partly processed batch journals.

If the total amount of this block balance with the total journal amount, the system will clear all data values and the user is not allowed to do further maintenance on the batch journal.

Field	Type & Length	Description
Student Number	N9	Enter the student number as define in option {SREGB-1}. <List of Values> is available. Pop Up Menu is available on this field. The description of the Student Name List of Students
Transaction	N4	The transaction type to be used for this journal as define for the subsystem SB in option {FCSO-7}. <List of Values> is available.
Dt / Cr	A1	the system default the transaction type sign. Not updateable. The student account will be Debited or Credited pending the default. The user is allowed to use debit and credit transactions in a batch journal.
Transaction Note	A1	the transaction note to print on the Student Statement for this journal.
Account type	A4	The account type for the student for this transaction. Initially the account type from block 1 will default. The student must be liked to the account type in option {FSAO-13}. <List of Values> is available. If the user choose an account type from the list then the system will default the payment agreement of the chosen account type. Pop Up Menu is available on this field. The description of the Account Type List of Account Types
Payment Agreement	A4	The payment agreement for the Student/Account Type combination. Initially the payment agreement from block 1 will default. The payment agreement must be liked to the student account type combination in option {FSAO-13}. <List of Values> is available. Pop Up Menu is available on this field. The description of the Payment Agreement List of Payment Agreements
Amount	N17.2	The journal amount for this student. Initially the payment agreement from block 1 will default and may be change by the user.
Cost Centre & Account	A6, A8	In the case of a debit journal, this values will be used as the credit GLA. The debit GLA will be selected from account type {FCSC-21}. A credit journal, this values will be used as the debit GLA and the credit GLA will be selected from account type {FCSC-21}. Initial the GLA will default from the transaction type and will only be updateable if so indicated on the transaction type definition {FCSO-7}. GLA's is define in option {FCSO-6} for a financial year. <List of Values> is available on each field. Pop Up Menu is available on each field. The description of the Cost Centre/Account List of Cost Centres/Accounts
Vat Code	A2	The vat rate code. Right click for description and the LOV. Enter a valid VAT Code or select from <LIST>, if VAT is payable/recoverable for the transaction to be processed. If this transaction is a debit to the student account, the system will default to the VAT code of the CREDIT Cost Centre in Credit Account above. (If it is a credit to the student, the DEBIT cost centre will effect the VAT indicator). This is defined in option {FCSO-1}. If the VAT code of the relevant Cost Centre is null, the system will default to “Z” for zero-rated, and a zero value in the next field. This field is in the last instance still updateable by the user. The system will, however, check that if the VAT rate is not zero, a “linked” transaction is required, and the system will automatically generate an additional transaction for the VAT. The original transaction value will be changed to the VAT exclusive value.
Vat %	N3.3	The system will default the value as defined in the VAT codes and rates, option {FCSC-1}. This field is updateable.
App %	N3.3	The system will default the value as defined in the VAT codes and rates, option {FCSC-1}. This field is not updateable.
Subject	A7	Local software column
Sequence Number	N10	Local software column

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
29-Jan-2007	v01.0.0.0	Charlene van der Schyff	t133828	New manual format.
21-May-2009	v01.0.0.1	Ernie van den Berg	t157364	Review the manual.
03-Nov-2011	v02.0.0.0	Elize de Swardt	t177442	Add transaction amount
03-Apr-2013	v02.0.0.1	Jabu Mokonene	t189464	Manual updated to indicate the sign of the value when a credit journal is being processed.
19 Feb 2016	v04.0.0.0	Farai Mukwambo	206004	Changed Block to Panel box. Updated image
25 Jan 2021	v04.1.0.0	Brilliant Tleane	248229	Update manual