Shared Applications - Maintain Cheque Requisitions

These applications are common to the requisition, order and goods received input applications although field attributes may differ depending on the type of document processed. These applications are normally not directly accessible from a menu but from related Pop Up Menus on fields in the Requisition, Order or Goods Received options. The ITS philosophy is that the user should be able to enter a request or order on the Requisition or Order options; should the user however require additional functionality the functionality is available and directly accessible from the record on a second or third level.

Fields in the option:

Maintain Cheque Requisitions

The option consists of two blocks. In Block 1 the user enters the payment detail of a cheque request. Block 2 to is used to enter the item detail of the cheque request. The screen can only be accessed from the item type field or expense GLA fields using the pop up menus on these fields on a requisition document.

Cheque Item Block 1

This block is used to enter the payment detail of a cheque request.

Field	Type & Length	Description
Creditor Type	A1	The user must enter the type of creditor for which the cheque is requested. If the person is not defined on the system, the user must use the person type Other. If the person type (S)tudent, (C)reditor or (D)ebtor is selected the issue of the cheque will result in a transaction on the account of the student or debtor / creditor in the subsystem of the person type. If the person type is (S)tudent, (P)ersonnel and (O)ther and a meal account type is entered on the financial item detail block the issue of the cheque will result in a transaction in the meal system. Any person type (O)ther / Person Type will default the name and address of the person type and number into the cheque request.
Creditor Number	N9	Completion of this field is mandatory for all person types except person type (O)ther. The system will check that the code is valid and defaults the name and address into the request. The system checks the validity of the code on entering of this field, displaying "Invalid number while debtor = Student, Personnel, Creditor, Debtor, Alumnus or Other Payments" if code is invalid.
Creditor Name	A36	The creditor's name will default in this field, but the name on the cheque may differ from the "creditor's" name. Pop Up Menu - available on field creditor name. LOV Creditor Numbers - Lists the numbers and names for the person type selected. Creditor Address - On selecting the option a pop up screen appears where the user can enter an address for the creditor. Creditor Type - Displays the creditor type. Creditor Number - Displays the creditor number. Creditor Name - Displays the creditor Name. Address - (4xA20) Address which will appear on the cheque. In the case of a student or staff member, the system will insert this address. For staff it is the address of the primary department to which he is linked.
Cheque Note	A30	The note entered here will be displayed on the cheque.
Creditor Currency Code	A3	The currency code of the cashbook defaults into this field but is updateable by the user if the persons currency is not local currency.
VAT Code	A2	The VAT code may be entered for this transaction. Pop Up Menu - available on the field VAT Code. LOV VAT Codes - Lists the code description, VAT rate and apportionment of available VAT codes.
VAT Rate	N3.2	If the cheque payment is subject to VAT, the rate to be applied to the payment. A default VAT rate defaults from the VAT code if the VAT code is entered. VAT rate is mandatory.
Creditor Currency Value	N15.2	The cheque value in the creditor's currency.
VAT Amount	N15.2	The calculated VAT amount.
Value in Local Currency	N15.2	The amount to be printed on the cheque. This amount should balance with the amounts debited to different GL-Allocations in Block 2.
Net After VAT	N16.2	The amount after VAT will be displayed and is not updateable by the user.

Example:

Cheque Item Detail Block 2

Block 2 to is used to enter the item detail of the cheque request.

Field	Type & Length	Description
Account Type	A1	If the person type of the record is Student, Debtor or Creditor the account type is mandatory. If the person type of the record is Person, Student or Other the user can enter a meal account type. The Account Type must be valid for the person type and subsystem of the person or if a meal account type the person type and number must exist on the meal system. If the account type is complete the GLA defaults from the account type and the GLA is not updateable by the user. Pop Up Menu - available on field account type. Account Type Description - Displays the account type description. LOV Account Types - Lists the account type code, description, agreement code, cost centre and account code.
Cost Centre	A4	Supply the Cost Centre that will pay for the expense. The cost centre will populate fields VAT Apportionment Percentage and Creditor Account Type depending on cost centre definition. Pop Up Menu - available on field Cost Centre. Cost Centre Description - Displays cost centre code description. LOV Cost Centre - Lists the cost centre code, name and VAT codes. Show Date and Time - Displays the user and date / time the line was created.
Account	A8	Supply the account of the cost centre / account combination that will bear the expense. The account will populate the field Asset Indicator. Pop Up Menu - available on the field Account. Account Description - Displays the account code description. LOV Accounts - Lists the codes and descriptions of available accounts. Show Date and Time - Displays the user and date / time the line was created.
Cost	N15.2	The value in creditors currency allocated to the GLA. Pop Up Menu - available on the cost field. Maintain Internal Delivery Instructions - Selecting the option drills down to the Maintain Internal Delivery Instructions screen. Already Received - Valid values are (Y)es or (N)o. (Y)es if the item was received before the document was processed. This indicator does not start any higher document hierarchy processes. Copied from Details - Selecting the option displays the Document Number, Document Type, Line Number, Item Detail Type Transaction Sequence, Original Quantity, already processed and available quantity of the document line the records was copied form.
Apportionment Percentage	N6.3	Value range of this field is 0 to 100.000. The system will default the VAT apportionment of the VAT Rate Code {FCSC-1} link is to the cost centre {FCSO-1b1} of the expense GLA (in A above).
Payment Agreement	A4	This field can only be entered if the debtor type is Student. The value defaults from the account type <List of Values>. The user can only enter agreement codes that are linked to the student and account type as defined in option {FSAO-4b3}. Pop Up Menu - available on the field Payment Agreement. Payment Agreement - Displays the account code description. LOV Payment Agreement - Lists the code and description of the account.
Loan Code	A4	This field can only be entered if the Debtor Type is Debtor and the account type's AR category is S. The user can enter any Loan Code as defined in option {FARS-1} as long as the Loan Code was not previously used for the debtor or the loan is not fully paid. Pop Up Menu - available on the field Loan Code. Loan Code Description - Displays the account code description. LOV Loan Codes - Lists the loan code and description.
GL Note	A30	An optional note to accompany the GL-transaction. The system will insert the first 30 characters of the item description into this field. The user can update the GL Note.
Budget Control	A1	The budget control status of the line is displayed in this column. Display values are Incomplete Information, Sufficient, Forced, Rejected or Insufficient. The displayed budget status of a line is updated when the user clicks the "Complete_Button" on Block 1 of the requisition or order application or the user "Forces" or "Rejects" a line by using the "Override_Insufficient" application. The user can only change value Insufficient to Forced or Rejected if he/she has a (Y)es in Override Insufficient Rule field of option {FCSM-5} and the document is not yet used in a higher hierarchy document.
Creditor Currency Value	N15.2	Displays the sum of the cost column. If the total creditors currency in Block 2 does not correspond to the total creditor currency in Block 1 the user will not be able to commit the Block 2 records.
		Return to {FPMO1-1}

Example:

Processing Rules
	No special processing rules