Comprehensive Registration {SCOUR-5}

It is possible to create the biographical record of a student, handle his / her academic registration and record the payment of the student in this option. In order to use this option, the user must already be registered as a cashier in the Counter System {FCTM-2} and signed-on using {FCTO-1}.

It is optional to print a receipt for a student. Should a company send a group of students to attend the course and the company pays the account of all their students, it is possible to create the company as a debtor on the system. An invoice can then be generated for the debtor instead of generating individual accounts for the students.

Should a receipt be issued, this is indicated and the payment detail can be captured for a student.

Note: The record of the student should only be <COMMIT>ted after all the blocks of information have been entered.

Fields in this option:

Block 1: Registration for Short Courses - Biographical Information

Field	Type & Length	Description
Student Number	N9	The Student Number for this student must be entered if it is a new student. Existing students must only be queried and, if necessary, the biographical data can be updated.
ID Number	A13	For further details on this field, see Full Biographical {SREGB-1}.
Title	A5	The Title of the student.
Initials	A6	The Initials of the student.
Surname	A30	The Surname of the student.
Preferred Language	A1	Preferred Language (Alternate / English).
Student Type	A1	The financial Student Type which will determine the fees to be generated for the student. The <LIST> function will display the valid values.
Enter Matric Subjects	A1	If (Y)es is entered here the "Matric Subjects" TAB will be displayed and the user may enter the matric subjects for a student. If (N)o is entered, the "Matric Subjects" TAB will not be displayed.
Enter Certificates Seen	A1	If (Y)es is entered here, the "Certificates Seen" TAB will be displayed and the user may update the certificate information of the student. If (N)o is entered, the "Certificates Seen" TAB will not be displayed.
Currency Code	A3	The student’s Currency Code must be entered <LIST> will display all active currencies.
Gender	A1	Indicate the Gender of the student.
The following fields need to be entered when a user wants to override a duplicacte ID. The overriding user must be linked to the user access restriction type SDID on {SMNT-5}.
Overriding User	A8	For further details on this field, see Full Biographical {SREGB-1}.
Password	A16	For further details on this field, see Full Biographical {SREGB-1}.
Reason	N2	For further details on this field, see Full Biographical {SREGB-1}.

Example:

Block 2: For more information on Address / Communication. See Addresses.

Block 3: For more information on Address / Communication. See Addresses.

Block 4: Qualification Information

The fields in this block are identical to the fields in option {SCOUR-3} and are fully discussed in that option. The system will validate that the qualification exists on the Academic Structure as a non-formal course.

Example:

Block 5: Subject Information

The fields in this block are identical to the fields in option {SCOUR-3} and are fully discussed in that option. The system will validate that the subjects are linked to the qualification on the Academic Structure.

Example:

Block 6: Generate Registration Printout

Entering a (Y)es in this block can generate a Proof of Registration. If a (N)o is entered, no Proof of Registration will be generated. The Proof of Registration that will be printed is determined by option {SMNT-1}, TAB - Report Choice. Institution to decide whether Proof of Registration should be printed directly in the
background or returned to the specifc users screen as a PDF for printing via their PC's printer setup. This will only happen if System Operational Definition (GCS2-11} is set to "Y" for code: "32" and subjs: "GC"

Example:

Block 7: Matric Subjects

If a (Y)es was entered on TAB 1, this TAB will be displayed and the user may enter the Matric Subjects for a student. If (N)o was entered, this TAB will not be displayed.
The information in this TAB is identical to the information in {SREGB-9}.
If system cycle "Y - Secondary School Results" is suppressed on {SMNT-2} TAB 2, the user may not view the Secondary School Results.

Example:

Block 8: Certificates Seen

If a (Y)es was entered on TAB 1, this TAB will be displayed and the user may update the Certificate information of the student.
If (N)o was entered, this TAB will not be displayed.
The information in this TAB is identical to the information in {SREGB-8}.

Example:

Block 9: Payment Detail

Field	Type & Length	Description
Pay Method	A1	A student can pay by any one of the following methods and this must be indicated here. The following values apply: C - Cash Q - Cheque P - Postal Order M - Money Order R - Credit Card D - Drafts
Currency	A3	The Currency of the cash book from B in Cash Book Identification is displayed.
Value Given Currency	N15.2	Enter the Value in the Given Currency. If it is a cash payment, only the cash amount tendered must also be entered.
Value Local Curr	N11.2	The calculated amount according to the currency used.
Cash Book	A3	The code entered in the Cash Book identification block is displayed and can be updated by the user if the payment is made in any other currency.
Value in Cash Book Currency	N15.2	The Value in the Currency of the Cash Book.
Cash Amt Tendered	N15.N2	The tendered amount (for receipts that include cash).
Credit Card / Reference Number	A16	The Credit Card Number or a Reference number for a cheque must be entered here.
Drawer Name	A18	The Drawer’s Name must be entered if the payment is by cheque or credit card.
Expiry/Cheque Date	DD-MON-YYYY	The date in the format shown of the cheque or, if payment is made by credit card, the expiry date of the credit card must be entered here.
Budget	N2	The Budget Term of the credit card payment if applicable.
Bank Guaranteed	A1	If the payment is made by cheque, indicate whether the cheque is Bank Guaranteed (Y)es or (N)o.
Branch Number	A11	The Branch number of the bank if it is a cheque payment.
Transaction Number	N6	The Transaction Number of this payment will be generated by the system and cannot be entered by the user.

Example:

Block 10: Control Block

The amount that is tendered for payment is entered in this block. The system will check this amount against the amount entered on the receipt and will only generate the receipt if the two amounts are in balance.

Field	Type & Length	Description
Cash Amount Tendered	N11.2	The amount of Cash that has been Tendered. The amount defaults from the previous block. On <COMMIT>, the system will display the total receipt amount in the next field.
Total Payment Amount	N11.2	The Total Payment Amount must be the same as the cash amount tendered and the total receipt amount.
Change	N15.2	The amount received minus the payment due.
Transaction Number	N7	The Number of the Transaction is displayed. On entering <Next Block>, the record will be cleared and the user will be taken to Block 1 ready for a new entry.

Example:

Block 11: Maintain Invoices to be Printed Invoice Detail

If the user indicated that an invoice should be generated, this block will be displayed. The invoice amount must be entered and an invoice will be generated to the debtor. The fields are:

Field	Type & Length	Description
Number	A12	This is the Invoice Number generated by the system and the user cannot change this.
Reference Number	A12	The documentation support Reference Number.
Invoice Date	DD-MON-YYYY	The system date is displayed in the field and can be changed by the user
Note	A30	The Note to accompany the debtor’s transaction can be entered here. This optional explanatory note will be printed on the statement. This note is only applicable to the debtor and will only be displayed on the debtor’s documentation.
Invoice to be Sent to Debtor	N9	The debtor code of the responsible debtor can be entered. The debtor must exist in option {FARO-21}.
Contact	A40	The name of the Contact Person at the debtor, as defined in option {FAR-25} is displayed.
Telephone Type	A2	The Telephone Type is entered here.
Telephone Number	A15	The Telephone Number of the debtor, as defined in option {FAR-25}, is displayed.
Address Type	A2	The Type of Address to be used on the invoice.
Address	A30x4	The Address displayed will be the address linked to the Address Type.
PAGE 2:
Account Type	A4	The Account Types For Debtors must be entered. The <LIST> function can be used to see all the valid account types for the 'AR' system, as defined on {FCSC-21}
Loan code	N5	This field is not mandatory, but allows the user to enter a Loan Code if an adjustment is to be made to a Staff Loan or Student Loan. The user will only be able to access this field if the account type used in the field Account Type above is linked to the category ‘S’ or ‘L’ on {FCSC-21}. The link between the loan and account type can be found on {FARS-1}. The loan detail on the staff loan side will also be updated when the transaction is <COMMIT>ted.
Currency Code	A3	This is a display field only and cannot be updated by the user. The Currency Code will default from the debtor detail as set up in {FARO-21}.
Rate	N4.3 N7	This Value will default from {FCSO-21} for the given currency as in the field Currency Code above. This field can only be updated if the indicator for sub-system 'AR' is set to (Y)es in option {FCSO-21}. Refer also to the Code Structure Manual for a complete explanation of option {FCSO-21}.
Value In Given Currency	N17.2	The value of the transaction in the debtor's currency as displayed in the field Currency Code above. The total amount payable and thus the amount of the invoice.
Local Currency Value	N17.2	This field will be calculated by the system and cannot be updated by the user.
VAT	A2	The VAT percentage associated with the VAT Code is displayed. The system will use the specified percentage to calculate the value of the following two fields.
Net Value	N17.2	Local Currency Value less VAT. The journal value after VAT.
Invoice Requested by: Contact	A29	The contact person in the department responsible for the invoice.
Building Code	N4	The Building Code where the contact person is situated. The <LIST> function will display all valid codes. In the event that the building is not in the space inventory, this field need not be completed.
Building Name	A30	The name of the Building can be entered if the building is not in the Space Inventory System.
Telephone Number	A15	The Telephone Number of the contact person.
Floor	N2	The Floor where the contact person is situated.
Room	A7	The Room Number where the contact person is situated.
		The total amount of the fees for which the student has been registered is automatically calculated and debited to the debtors account. At the same time the student’s account is credited with the amount so that the student’s account will be zero.

Example:

Example: Page 2

Block 12: Registration of Short Courses

If a receipt is to be issued to a student, an “R” must be entered. The user will then be transferred to the “Cashier Identification” Block 11 and the payment detail can be captured.

If an “I” is entered, the user will be transferred to the “Invoice Detail” Block 12 where the detail of the debtor can be entered to ensure that the debtor will be invoiced for the amount.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
16-Apr-2007	v01.0.0.0	Charlene van der Schyff	T134075	New manual format.
19-Jan-2007	v01.0.0.0	Melanie Zeelie	T134075	Proofread.
14-Jul-2008	v01.0.0.2	Amanda Nell	T150992	Apply Language Editing.
25-Aug-2008	v01.0.0.3	Amanda Nell	T145483	Version Number.
27-Nov-2009	v02.0.0.0	Christel van Staden	T160540	Add start and end registration dates
17-Feb-2011	v02.0.0.1	Magda van der Westhuizen	T163905	Add: Institution to decide whether Proof of Registration should be printed directly in the background or returned to the specific users screen as a PDF for printing via their PC's printer setup. This will only happen if System Operational Definition (GCS2-11} is set to "Y" for code: "32" and subjs: "GC"
17-Nov-2011	v02.0.0.2	Hermien Hartman	T178826	Edited descriptions for "Enter Matric Subjects" and "Enter Certificates Seen" on block 1, and descriptions for Block 7 and 8.
24-Jul-2014	v03.0.0.0	Alucia Sabela	T190482	ID field Duplicate ID Access restrinction type.
07-Jan-2016	v04.0.0.0	Magda van der Westhuizen	t201696	Convert manual to INT4.0