 gcs-26.html |
This screen can be used to end addresses, and subsequently delete unwanted records. Only records with an end date may be deleted and records may only ended if another record exists for the particular contact, address or communication reference group. New records cannot be created in this option. Selective update facilities are advised on this option.
Also refer to Operational Manual for Addresses.
The System indicator along with the sub-system indicator, represents the system to which the record belongs. All the finance system identification references have a sub-system code of 'G', with the exception of the contact management system. System codes are supplied and maintained in option {GCS-27}.
| Field | Type & Length |
Description |
|---|---|---|
| System Code | A1 | Enter the System Code. The <LIST> function will display all codes created at {GCS-27}. |
| Sub-System Code | A1 | Enter the Sub-System Code. The <LIST> function will display all codes created at {GCS-27}. |
| Person Number | N9 | Enter the number of the particular contact, address or communication reference group whose information you want to correct. |
|
This block displays all the addresses captured for a student / personnel member etc. The Contact Persons, Address and Communication list of a personnel member or student.
| Field | Type & Length |
Description |
|---|---|---|
| CSN (Contact Sequence Number) | N1 | All Contact Seqence Numbers will be displayed.
Pop up Menu Address Detail Maintenance |
| Contact Type | A30 | The contact relationship detail. The <LIST> function will display all valid codes. |
| Contact Details | A30 | The details of the person displays. |
| Start Date | DD-MON-YYYY | The Start Date of the contact type will display. |
| Address Type | A30 | The address type description will display. |
| Address Detail | The address detail display. | |
| Start Date | DD-MON-YYYY | The Start Date of the address type will display. |
| Comms Type | A30 | The type of communication description will display |
| Communication Detail | The communication detail will display | |
| Start Date | DD-MON-YYYY | The Start Date of the communication type willl display. |
|
The first of these blocks (contact detail) serves as the key to the two subsequent blocks (namely address and telephone detail fig 1). The contact represents the Person / student / employer / debtor etc. for which addresses and / or telephone detail is carried on the system. Each contact for a particular person / student / employer / debtor etc. has a contact sequence number: this makes the contact unique to the particular person / student / employer / debtor etc. This number is used for identifying the addresses and / or telephone detail for the contact in question. The default Contact sequence = '0' always refers to the person / student / employer / debtor etc. themselves - Primary contact.
This primary contact is
created automatically by the system for the
particular reference number (person / student / employer / debtor etc.). The
primary indicator may not be altered for the primary contact; nor may
the contact type.
| Field | Type & Length |
Description |
|---|---|---|
| Reference Number | N9 | This field cannot be updated. The number entered in the first block will be displayed here. |
| CSN | N1 | This field cannot be updated. The sequence number of the Contact. |
| Contact Type | A2 | Contact
Type of the Student as defined under {GCS-24}.
The <LIST>
function will display all valid codes. This may not be updated in this
option. |
| Primary | A1 | This field cannot be updated. Contact sequence of
zero can have only
one record , which will be the student/person/debtor etc. personally.
This contact cannot be closed with an End Date. |
| Contact Relationship | A5 | Contact Relationship to the Student, as defined under {GCS-28}. The <LIST> function will display all valid codes. This may not be updated in this option |
| Contact Name | A30 | The name of the
Contact, for example the Account Addressee or the name of the student's
Next of Kin. This may not be updated in this option. |
| Active from | DD-MON-YYYY | The Start Date will be today's date it will be entered when the record is committed. |
| To | DD-MON-YYYY | The End Date is entered if another contact with the same Contact Type is created, When the contact does have an end date the contact will be inactive. Only the End Date may be updated in this option and it may be used to close a record. The user may however not close the last record of a specific type. |
|
The next block contains the address / communication information for the contact selected. Each address / communication record must always be linked to a particular contact via the contact sequence number. Multiple addresses / communication detail can be linked to one contact sequence number. Each address / communication is linked to a user-defined address / communication type: this is, in turn, linked to a reference type group key (this specifies the reference group to which a particular address type belongs - Postal address for the student system). This pre-determined ITS reference key groups the common address details together (i.e. all the postal addresses for a contact). The address reference types are created and linked to a pre-defined address reference group on {GCS-24 or GCS-25} in the standard codes system for the relevant ITS system.
This primary contact is
created automatically by the system for the
particular reference number (person / student / employer / debtor etc.). The
primary indicator may not be altered for the primary contact; nor may
the contact type.
| Field | Type & Length |
Description |
|---|---|---|
| Type | A2 | This field cannot be updated in this option. It refers to the type of address, for example the postal address or the street address. The Address Types are defined under {GCS-24}. The <LIST> function will display all valid codes. |
| Primary | A1 | This field cannot be updated. A primary record may only be made inactive, by creating another record with the same address type, the End Date will be entered automatically. |
| Address/ Communication |
4 x A80/ 1 x A80 |
The address for this contact and type of address can be
typed in these 4 lines. This may not be updated in this option. The communication for this contact and type of communication can be typed in the first line. |
| City | A80 | The city to be reflected in the address can be entered here, the city code is only used for B2B purposes. This field will only be available for a billing address in the space system. |
| Country Code | N4 | The country code of the address can be entered here. The <LIST> function will display all valid codes, the country code is only used for B2B purposes.This field will only be available for a billing address in the space system. |
| Postal Code | N4 | The Postal Code can be entered here. Postal Codes, as defined under {GCS2-2}. The <LIST> function will display all valid codes. When using the <LIST> function, the description of the code, which was entered as the postal code, will be displayed on the last line of the address. If the <LIST> function was not used, no description will be entered on the last line of the address, it may not be updated in this option. |
| Active from | DD-MON-YYYY | The Active from Date will be today's date and will be entered when the record is committed on {SREGB-1}, {SREGB-4}, {SREGB-6} or {PBOP-1}. |
| To | DD-MON-YYYY | This is the date until which the record is valid and may be used to close a record. The user may, however, not close the last record of a specific type. This is the only field that can be updated. |
| All | Button | If you click on this button, all the address and communication detail will be displayed. |
| Communication | Button | If you click on this button, only the communication detail will be displayed. |
| Address | Button | If you click on the button, only the address detail will be displayed. |
|
The next block display the different contact types.
| Field | Type & Length |
Description |
|---|---|---|
| Contact Type | A30 | If you click on the contact type the contact's name address or communication detail will display. |
|
| Processing Rules |
|
|---|---|
| No special processing rules. |
| Date | System Version | By Whom | Job | Description |
|---|---|---|---|---|
| 03-Apr-2007 | v01.0.0.0 | Amanda Nell | t134170 | New manual format. |
| 19-Feb-2008 | v01.0.0.0 | Vaughn Dumas | t134170 | System Owner Proof Read |
| 09-Sep-2008 | v01.0.0.0 | Charlene van der Schyff | t152060 | Edit language obtained from proof read language Juliet Gillies. |
| 11-Jun-2009 | v01.0.0.1 | Goodman Kabini | f159043 | Remove some statements from the first paragraph. |
| 17-Jun-2009 | v01.0.0.1 | Dinong Sereko | f159043 | System Owner Proof Read |
| 24-Jun-2009 | v01.0.0.2 | Dinong Sereko | f159185 | State that City and Country are for the billing address in the space system |
| 24-Jun-2009 | v01.0.0.2 | Dinong Sereko | f159185 | System Owner Proof Read |
| 19-Mar-2010 | v01.0.0.3 | Sarah Seeletse | f165272 | Allow delete of unwanted records (with end date). |
