Transfer Transactions from SD to AR {FSAO1-10} 

The program of this option has 3 functions depending on the option calling it.

• Transfer Transactions from Student Debtors to Accounts Receivable {FSAO1-10}
• Transfer from Accounts Receivable to Cost Centre if applicable {FSAO1-10}
• Rollback Contract Transfers {FSAO1-11}
• Reprint Contract Transfers {FSAOR2-23}

Function 1:  Transfer Transactions from SD to AR {FSAO1-10}

The purpose of the program is to transfer enrollment transactions generated on student accounts, where the registration is linked to a contract, from the students' student debtors account  to the contractee and/or contributing employer accounts receivable accounts as defined on that contract {FSAC-10}, invoice codes {FSAC-11} and invoice dates {FSAC-12} .

SD fee and/or postal charges transactions are generated on the student account according to the contract definition. The definition includes defining payee types and account types. These payee types are third parties who accepts liability for a portion of the the student account. Three payee types can exist on a contract namely:

• Student
• Contractee
• Contributing Employer

When enrollment transactions are generated, transactions are split into the different SD account types according to the contract definition. The contributing employer and contractee are debtors in the AR subsystem. The payee(s) contributing employer/contractee will be linked to a contract on the contract/payee type/AR debtor definition.Transactions generated on the contributing employer and contractee account types on the student account must be transferred to the AR subsystem. 

Transactions to be transferred to AR, are all the transactions that were generated against the contractee and contributing employer account types on the student account. On the contract definition, the AR account types and debtors are defined per contract to which SD transactions will be transferred. A student may be linked to a contract on registration, the contract definition links the student enrollment to a debtor code for the contractee and /or a contributing employer code. The transactions for the contractee and /or a contributing employer will be transferred to these debtor codes.

The program generates transactions on the student account to clear the balance on an account type/payment agreement combination and flags the transactions as copied to the AR subsystem. At the same time an invoice or credit note is generated in the AR subsystem and can be printed using options {FAROR1-1} or {FAROR1-2}.

The contract definition can also be set up to transfer the tuition fee transactions to a cost centre. If the contract/debtor combination is linked to a cost centre and the finance by CC field on the contract definition is yes, the tuition fee will be transferred from the AR debtor account (clearing the AR debtor account) and transferred to the cost centre. 

A contract definition also includes a contract invoice code. Contract invoice codes are defined in the option 'Maintain Contract Invoice Codes' {FSAC-11}. Transfer dates are linked to contract invoice codes in 'Maintain Contract Invoice  Dates' {FSAC-12}.

The program groups and transfers contracts per student/account type/payment agreement and creates a line on an AR invoice. Transactions per student for a contract are summed per account type/payment agreement and inserted as a line on the AR invoice. If the sum of the transactions results into a debit balance an invoice is inserted else a credit note is created.

If VAT is applicable on a transaction the VAT transactions are generated and included in the  the SD subsystem. VAT transactions are therefore not generated when creating an invoice or credit note through the transfer, but the VAT is reflected on the AR invoice or credit note.

The following must be in place before this program can be successful:

A transaction type for events  TG, TH, TI and TJ in option {FCSO-7} must exist if AR invoicse/credit notes must be created to transfer tuition fee to the AR debtor account. In addition, if the tuition fee must be transferred to the cost centre, transaction types must be created for events TT and TU.

Only student account transactions that have a contract code and a debtor code will be transfered from the student account.

Example from option {FSAO-7}:

TAB - Contract Payee Type Transaction Type Definition

Warning:  The Student Account Table is locked for the use of this program exclusively, for the duration of this run.

This means that users will not be able to process student account transaction whilst this program is running. Run this program after hours when users are not using the system, using batch. (Deferred Batch {BATCH-3} and Schedule Batch {BATCH-8} and {BATCH-9} procedure create daily batch schedule).