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Financial Code Structure Subsystem User Manual Version 12 2002

1. 1 5 2 MAINTAIN VAT REGISTRATIONS FCSC 2 3 5 3 CREATE LEDGERS FCSC 3 5 5 4 BANK DETAIL FCSC4 7 5 5 MAINTAIN CASH BOOK DEFINITIONS FCSC 5 Nr 8 5 6 FUND GROUPS FCSC 6 12 3 7 ACCOUNT CATEGORIES FCSC 7 12 5 8 MAINTAIN ACCOUNT TYPE DEFINITIONS FCSC 21 13 5 9 LINK BUDGET CONTROL ACCOUNTS FCSC 22 14 5 10 ELECTRONIC CONVERSION GROUPS FCSC 23 15 5 12 REPORTS FCSO 80 FCSOR1 16 5 13 VAT RATES FCSCR 1 16 5 13 1 VAT REGISTRATION DETAIL FCSCR1 2 17 5 12 2 BANK DETAIL FCSCR1 3 19 5 12 3 CASH BOOK DETAIL FCSCR1 4 20 5 12 4 FUND GROUPING CODES FCSCR1 5 21 5 12 5 ACCOUNT CATEGORIES FCSCR1 6 1 5 12 6 ACCOUNT TYPE DEFINITIONS FCSCR1 7 1 5 12 7 LINKED BUDGET C
2. 22 3 6 MAINTAIN FOREIGN CURRENCY FCSO 21 By 30 3 9 QUERY TRANSACTION EVENTS FCSO 22 34 3 10 QUERY TYPES OF DOCUMENTS FCSO 23 34 3 11 REPORTS FCSO S0 FCSOR1 36 3 11 1 CC Codes Names FCSOR1 1 36 3 11 2 CC Detail List FCSOR1 2 37 3 11 3 CC Consolidation Structure FCSOR1 3 38 3 11 4 Account List Codes FCSOR1 4 39 3 11 5 Account List Detail FCSROI 5 40 3 11 6 Account Structure FCSOR1 6 41 3 11 7 Account Definitions FCSOR1 7 42 3 11 8 CC per Fund Group FCSOR1 21 43 3 11 9 GL Alocations FCSOR1 22 44 3 11 10 GL Allocation Department FCSOR1 23 45 3 11 11 Transaction Type Definitions FCSOR1 24 46 3 11 12 Transaction Events FCSOR1 25 47 Copyright ITS a Version 12 2002 Financial Code Structures ITS Financial System
3. Detail Cost Centres Without Host Cost Centres A detail cost centre cannot be defined without a host cost centre Control Totals The report also reflects the following totals Total number of cost centres Total number of consolidation cost centres Total number of detail cost centres Total number of cost centres not consolidated Total number of cost centres consolidated more than once USER SELECTION Previous request Do You Want The Full Validation Y N If Y es report will be produced as indicated above If N o program will prompt Supply Consolidation Cost Centre To Validate A report will be produced which will only consist of the section Cost Centres Consolidating More Than Once Into A Top Consolidation centre Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 PRINT SEQUENCE Detail for each Code Structure category Validate Cost Centre Structure 29 Sep 2002 12h36 INTEGRATED TERTIARY SOFTWARE Page T arteco WALA 5050 0 Validation of Cost Centre Structure Total Defined Total Detail TotaL Consolidation Cost Centres Cost centres Cost Centres 420 308 112 29 Sep 2002 12h36 INTEGRATED TERTIARY SOFTWARE Page 2 PSC CrP CamVAL Zr Ol Ol Validation of Cost Centre Structure Total Active Total Non Active Cost Centres Cost Centres 402 18 X X X X X End Of Section 29 Sep 2002 12h36 INTEGRATED TERTIARY SOFTWARE Bages
4. Block 3 RESTRICTION RULES This Block is used to link user definitions to the Restriction Types if the definition of the type requires it e g Code FGLB may require a start end account category code A Type A4 One of the Restriction Types as displayed in Block 1 is entered here The name will be displayed B Seq N2 Each Restriction Type rule should be numbered consecutively depending on the number of rules allowed required per type e g Code FGLB may require only sequence number 51 C Start Number N10 3 The start numerical Restriction Rule D End Number N10 3 The end numerical Restriction Rule E Character Value A30 The alphabetical Restriction Rule NOTE The use of C D or E depends on the whether sequences may be defined as per Restriction Type definition see above 4 5 FINANCE USER ACCESS CONTROL FCSM 5 Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 Over and above the rules and restrictions discussed above further restrictions and privileges may be applied to specific users who deal with specific aspects of the financial system These restrictions and privileges are discussed below In this one block option all users defined as users on menu option USERS 5 has a record in this option Thus records cannot be created here but may only be updated Furthermore multiple records cannot be defined for a user To restrict or grant privileges to a
5. Financial Code Structures Financial System Maintenance Chapter 4 AS AT AU AY BC PM PM PM PM PM PM PM Allow deduct of AR A balance on PM PMIS item codes mandatory Maximum priority code Raise Cost For Free Item Nor Returned Order Requisition Sto re Default VAT Code Order Requisition Default Include Exclude Indicator IRFO budget control and invoice unit price This code can operate independently or in conjunction with code AQ For more information see section 4 1 3 below The valid values are Y es or N o The default is No If Y es individual creditors may be set to yes deduct payment due from Debtor account If No or changed to No the flags on the creditor will be No and on the debtor null and the payment will be made to creditor Valid values are Y es or N o The default is No If V es no items on IRFQ ERFQ REQ and Order can be captured without a valid item number as defined on the system Furthermore General Store or Library item fields on these documents will be mandatory If N o item codes are not mandatory and either General Store or Library item fields may be used Valid values are zero 0 to 99 Default is zero 0 This value determines the number of different creditor quotations that must be linked to an IRFQ item before it is approved irrespective of the electronic code This applies to the Distance Education System This tule only applies
6. Last Active Date i e date of most recent transaction in this account Execute lt DELETE RECORD gt function and Execute lt COMMIT gt function to effect the deletion The system will control that this debtor has been deleted from the master debtor file 4 11 MAINTAIN DEBT CRED CURRENCY FCSM 25 This option provides the user with the facility to change the currency of a Student Debtor or Creditor A Type Al Enter valid values are P ersonnel S tudent O ther or T emp 4 12 FCSMR1 SUB SYSTEM DEFINITION FCSMR1 1 gt Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 This report displays information about all subsystems as in FCSM 2 USER SELECTION None PRINT SEQUENCE On Subsystem code 06 OCT 2002 14 12 27 INTEGRATED TERTIARY SOFTWARE itsv12 SUBSYSTEM DEFINITIONS Program arpas ali AO 0 0 ES Subsystem Name Historical Fin Fin Code Transactions Year Cycle AR ACCOUNT RECEIVEABLE 14 2002 7 AS ALUMNI SUBSYSTEM 14 2002 7 BC BUDGETING 4 2002 7 CB CASHBOOK 14 2002 7 CM EAL SYSTEM 4 2002 7 Co CONTACT MANAGEMENT SYSTEM 14 2002 7 CR CENTRAL RESERVATION SYSTEM 14 2002 zi cs CODE STRUCTURE 4 2002 7 CT COUNTER SYSTEM 4 2002 7 GL GENERAL LEDGER 4 2002 7 HM HEALTH MANAGEMENT SYSTEM 4 2002 7 IM RESEARCH SYSTEM 14 2002 7 IR INVESTMENT RECORDING SYSTEM 4 2002 7 LL LONG TERM LOANS 4 2002 4 OW OWN DIRECTORY 14 20
7. The possible combinations of Subsystem and Financial fields are Subsystem S Balance B udget Journal C ommitment AR 7 z X XX AS A a BC TM x_n CB z E CM Do NE CT R E GL Oo B M E T LL e nt iia PM E PR e i A SD z A H Income Expense A1 This indicator differentiates between transactions affecting Dncome Receipt FCTO 3 and E xpense Cheque FCTO 6 cash books Both indicators can be used for debit and credit transactions Copyright ITS Version 12 2002 24 Financial Code Structures Operational Financial Codes Chapter 3 I Update Type A1 There are essentially two categories of transactions namely 1 M anual transactions whereby the user updates individual transactions via a journal screen 2 A utomatic transactions which are triggered by the occurrence of a specific event These events are programmed into the system and the user can link transaction types to an event if an automatic transaction is required These events can be queried under option FCSO 22 and FSAC 21 The events under option FCSO 22 are relevant to the financial systems and the everts under option FSAC 21 refer to transactions in the Student Debtors Subsystem Since automatic journals are triggered by event s users should understand the principle of this interaction and take utmost care in preparing the combinations The logical steps are as follows
8. Version 12 2002 Copyright ITS Financial Code Structures Chapter 5 5 12 4 FUND GROUPING CODES FCSCR1 5 gt This report displays a list of all valid Fund Grouping codes that can be used for creation of Cost Centres in FCSO 1 USER SELECTION None although a previous request can be inserted PRINT SEQUENCE On Fund Grouping codes ESO CIAO Sas page dl INTEGRATED TERTIARY SOFTWARE FUND GROUPING CODES NAMES BEOJEAN A ps a IO URO ESIS Fund Name Sapse Grp Row Code 1110 UNDESIGN CURRENT FUNDS 1110 121 DESIGN UNREST S S OF AUX ENTERPRISES 121 122 DESIGN UNRESTRICTED OTHER SOURCES 122 201 RESTRICTED TUITION AND FEE 1201 202 REST CENTRAL GOVERNMENT APPROPRIATION 1202 203 REST PROVINCIAL GOVERNMENT APPROPRIATION 203 204 REST LOCAL GOVERNMENT APPROPRIATIO 204 1206 REST PROV GOVT GRANTS AND CONTRACTS 206 1207 REST LOCAL GOVT GRANTS AND CONTRACTS 1207 208 REST PRIVATE GIFTS GRANTS AND CONTRACTS 208 209 REST INVESTMENT INCOME 209 210 REST INCIDENT S S OF EDU ACT CUR FNDS 1210 211 REST S S OF HOSPITAL CURRENT FUNDS 21T 212 REST S S OF IND OPERATION CURRENT FNDS 212 213 REST OTHER SOURCES CURRENT FUNDS 1213 Copyright ITS 21 Version 12 2002 Financial Code Structures Chapter 5 5 12 5 ACCOUNT CATEGORIES FCSCR1 6 This report is used to display the complete list of defined account categories and the access to each
9. 7 F0019163 39 JOB COSTING INVOICE A JD 42 J AR F0018420 Y D 0 0 42 VAT ON JOB COSTING INVOICE A 11 J AR F0018420 Y D 0 0 z F0019207 400 BALANCE B F DT A 400 S AR F0019202 N D 0 0 401 BALANCE B F CT A S AR N C 0 0 7 F0019202 Copyright ITS 46 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 12 Transaction Events FCSOR1 25 This report displays the complete list of events USER SELECTION Previous request can be specified None PRINT SEQUENCE Alphabetical 26 SEP 2002 14 06 05 page 1 INTEGRATED TERTIARY SOFTWARE itsv12 TRANSACTION EVENTS Program taorpee scien 2 00 ONES p Trans Name Event 26 SD INTEREST DT 27 SD INTEREST CT 28 SD INTER STUDENT MEAL TRANSFER 29 SD PAYROLL DEDUCTION TRANSFER 30 SD INTER ACCOUNT TYPE DT TRANSFER 31 SD INTER ACCOUNT TYPE CR TRANSFER 33 SD BURSARY AWARDED 34 SD LIBRARY FINES 35 SD LOAN AWARDED 37 SD DT BALANCE B F ACCOUNT TYPE 38 SD CR BALANCE B F ACCOUNT TYPE 40 SD DISCOUNT ON SUBJECT QUAL 41 SD RECEIPT REGISTRATION FEES 42 SD RECEIPT APPLICATION FEES 43 SD TRANSFER STUDENT REGISTRATION Copyright ITS 47 Version 12 2002 Financial Code Structures Operational Financial Codes 3 11 13 Transactions per Event FCSOR1 26 Y gt Chapter 3 This report displays the complete list of all the transaction events and the relevant transaction
10. A ccount Account Category then budget control is done on the available funds on GLA level that is Cost Centre and Account combination If Cost Centre budget control indicator is set to C ost Centre then budget control is done on the total available funds for all Accounts linked to the Cost Centre where Accounts Account Categories are from 0 to 739 For accounts where categories are from 740 onwards the rules described in the previous paragraph will be applied Thus users must ensure that the budget control indicators for these accounts are set up correctly If Cost Centre budget control indicator is set to Cost Centres excluding S alary Account Categories 310 to 329 then budget control is done on the total available funds for Accounts linked to the Cost Centre for Account Categories 0 to 309 plus Account Categories 330 to 739 Thus Accounts linked to Account Categories 310 to 329 Salary Account Categories are excluded from the calculation of available funds However for accounts where categories are from 310 to 329 and from 740 onwards the rules described above will be applied Thus users must ensure that the budget control indicators for these accounts are set up correctly C Budget control is done on the available funds on Account C ategory level depending on the Budget Control indicator set on the Cost Centre If Cost Centre budget control indicator is set to A ccount Account Category then budget control is done o
11. A30 Supply a suitable name for the bank The system comes with English names but the user can provide alternate names if desired C Bank or Building Society A1 This indicator indicates whether this is a B ank or a Building S ociety to enable the transactions to be routed for ACB The system defaults to B ank Block 2 BRANCH DETAIL e Payments to creditors can be transferred via ACB magnetic tapes to bank branches whose codes names addresses and I T numbers are maintained here The link between a creditor and his her branch is maintained at the master creditor record level option FPMM 2 e The institution s banking branch from which the ACB transfers will be done is also defined here Linking of the bank and the account number to the institution is done under option FCSC 5 e Every branch of a commercial bank or building society in the RSA is uniquely identified by the first six digits of the so called IT number which normally appears at the top right hand corner of cheques The usual format is 16 04 45 00 To add records to this Block the appropriate bank code must be queried in Block 1 and the user moves to Block 2 with the lt NEXT BLOCK gt command The bank code will be displayed and the following information can be supplied A Branch N6 The first six digits of the IT number must be supplied in the above example 160445 This number forms part of the information on the ACB tape and no transfer can be made if i
12. Block 2 Fixed Foreign Currencies FCSO 21b2 On this block users can define currency codes and descriptions for those foreign countries with which they have dealings with and indicate the exchange rates for those whom the F ixed type of rate applies For those whom the F ixed type of rate does not apply the rate of exchange will be set to 0 000 Fluctuating rates of exchange are defined on block 3 and not here Thus when applying rates on this block it is implied that the rate is for the medium to long term period and should not be adjusted too often A Code A3 Define suitable currency codes for foreign countries B Name A30 Supply a suitable descriptions to describe the foreign currency codes defined in A above C Exchange Rate N4 3 Supply the rate of exchange in the institutior s own currency which is equivalent to one 1 foreign currency Example one 1 USD is fixed at R6 00 Should the currency of the institution be SAR SA Rand the rate here would be 6 000 for the foreign currency code USD US Dollar Note Only supply rates of exchange to those foreign currencies for which the F ixed type of rate applies Block 3 Variable Foreign Currencies FCSO 21b3 On this block users indicate for the foreign currencies defined on block 2 the rates of exchange for the B uy G ell and or Normal type of rates Fixed rates of exchange are defined on block 2 and not here Thus when applying rates on this block it is i
13. CASHBOOK CASHBOOK COUNTER SYSTEM COUNTER SYSTEM GENERAL LEDGER RESEARCH SYSTEM LONG TERM LOANS PROCUREMENT MANAGEMENT STUDENT DEBTORS STUDENT DEBTORS STUDENT DEBTORS STUDENT DEBTORS Type Of Document AL EX PERE lt 2R2 DC IC All documents Expense Income Expense Income Investment All documents All documents All documents Bursary loans Manual journals Cancel Invoice RF Raise financial debits C Type Of Rate Al Supply the Type of Exchange Rate applicable to the subsystem The user must now define for each subsystem what type of exchange rate must be applied For example the institution may decide to raise fees in respect of foreign students at a set fee irrespective of the fluctuating exchange rate The Type of exchange rate for the subsystem SD type of document RF will then be set to ixed rate of exchange Users must note that should they apply F ixed rate it is intended to be fixed for the medium to long term With reference to our example the institution may decide that the fee to be raised for foreign students is revised on an annual basis and thus the F ixed rate of exchange will remain in force for one year Other valid values for this field are B uy S ell and N ormal D Updateable Y N Al When processing transactions may the user update the currency exchange rate Y es or N o Copyright ITS Version 12 2002 31 Financial Code Structures Operational Financial Codes Chapter 3
14. COSTS CENTRAL BOOKING DEPOSITS CLINIC DEBTOR Account Type Definitions For The Subsystem all Alternate Description KLINIEK REKENING ALGEMENE KONSULTASIE TANDHEELKUNDE TOETS SALARIS STELSEL AR TOETS ER TOETS TOETS KONTAK KLINIEK TOETS SUBSTELSEL AR SUBSTELSEL AR AR1 BESPREKINGS BESPREKINGSDEPOSITO BESPREKINGSKOSTE BESPREKINGSDEPOSITO KLINIEK DEBITEUR Control 00010123 00010123 00010123 Active Cash Non Active Book A A 04109330 F0010402 00010123 00620123 00582012 MAC100021 F00100021 MAC100000001 MAC100021 F0018420 F0018420 MAC100022 Version 12 2002 Copyright ITS F0010402 A Financial Code Structures Chapter 5 5 12 7 LINKED BUDGET CONTROL ACCOUNTS FCSCR1 21 This report is used to display the complete list of defined budget control GLA s USER SELECTION A previous request can be inserted Enter Fund Code A4 Or ALL Enter Category Number N3 ALL PRINT SEQUENCE Numerical Daten TOGT Z002 L33222 INTEGRATED TERTIARY SOFTWARE its12 Bages 1 IE onqqoie sion WALA ROO 0 Linked Budget Control Accounts Fund Fund Account GLA Group Name Category Category Name GLA Short Name 1110 UNDESIGN CURRENT FUNDS 10 TUITION AND OTHER FEES MAC100021 MAC ENGLISH Industrial Research KKKKKKKKKK End Of Report X X X X 5 12 8 GENERAL LEDGER DEFINITIONS FCSCR1 22 This report is used to display the co
15. TEST TSA Industrial Research Account MAC10024 2002 MAC ENGLISH uuu MAC10116 2002 MAC ENGLISH Private Teleph use MAC12016 2002 MAC ENGLISH Printing Copyright ITS 49 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 15 Audit Log Financial FCSOR1 28 An Audit log is kept of certain actions that take place in the financial system A before and after image of the data is stored With this option the log file can be printed A previous request can be specified A menu with the different types of log records is displayed They are 1 Loan Subsidy Percentages 2 Cheque Cancellations Print Indicator 3 Redeem A Loan 4 Vehicle Tracking 5 Creditor Codes And Loan GLA 6 Effective Paydate And Discount 7 ACB 8 Student Loan Code Changes 9 Bursary loan Allocation Criteria Changes 10 Student Bursary loan Allocation Criteria Changes 11 Student Bursary loan Allocation Family Changes 12 Student Estimated Cost Changes 13 Student Financial Need Changes 14 Not In Use 15 Deletion Of Loans 16 Updated Loans 17 Bursary Definition Changes 18 Mail Item Code Changes 19 Mail Items Received Changes 20 Media Equipment 21 Non Share Investment Recording 22 Share Investment Recording 23 Job Costin g Job Status Change 24 Fixed Foreign Currencies 25 Subsystem Currency Types 26 Variable Foreign Currencies 27 SD Journals Currency Exch
16. gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSC FPSD FPSF FPSH FPSP or FPSK as well gt To de link just delete the record FPSP PM allow processing of cash purchase documents only A user link to Access Restriction FPSD gt Can perform Document processing and query functions for Type of Documents SP and or TP on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSC FPSD FPSF FPSH FPSL or FPSK as well gt To de link just delete the record e FPFD PM allow processing of future documents only A user link to Access Restriction FPFD gt Can perform Document processing and query functions for all Type of Documents on the PM Subsystem where the year and or cycle is in the future gt Must have Access Restriction FP FPI FPE FPR FPO FPS FPSA FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record The Restriction Definitions are FPD or can be divided into FPDI FPDR FPDO FPDG FPDS FPA or can be divided into FPAI FPAE FPAR FPAO FPAG FPAV and FPAS FPB or can be divided into FPBI FPBE FPBR FPBO and FPBG These Restrictions do have Boiler Plates and or Sequence s A user can be linked more than once to a Restriction as long as uniqueness is maintained Copyright ITS Version 12 2002 25 Financial Code Structures Financial System Maintenance Chap
17. gt To de link just delete the record e FPR PM allow processing of REQ documents only A user link to Access Restriction FPR gt Can perform Document processing and query functions for Type of Document R only on the PM Subsystem gt Cannot be linked to Access Restriction FP gt Can be linked to Access Restriction FPI FPE FPO FPS FPSA FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPO PM allow processing of Order documents only A user link to Access Restriction FPO gt Can perform Document processing and query functions for Type of Documents O OC and or OP only on the PM Subsystem gt Cannot be linked to Access Restriction FP gt Can be linked to Access Restriction FPI FPE FPR FPS FPSA FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPS PM allow processing of all stock issue and return documents A user link to Access Restriction FPS gt Can perform Document processing and query functions for all Type of Documents option FPMO 23 on the PM Subsystem gt Cannot be linked to Access Restriction FP FPSA FPSC Version 12 2002 Copyright ITS 23 Financial Code Structures Financial System Maintenance Chapter 4 FPSD FPSF FPSH FPSP FPSL or FPSK as well gt Can be linked to Access Restriction FPI FPE FPR or FPO as well gt To de link just delete the record e FPSA PM allow processing of normal issue a
18. the system will require that an amount be specified The exc eptions are the following Qualification Fee Amount from Qualification Class Fee Amount from Subject Hostel Fee Amount from Hostel Lab Deposit Amount from Subject Interest Amount calculated from Student Fee Account Payroll Deduction Transfer Amount from Payroll Inter Fee Deposit Transfer Amount from batch program Copyright ITS 3 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 If any other transaction is linked generate indicator is set to Y es and the amount set to zero the system will not generate a transaction F Cash Book Code A5 An institution may have more than one bank account in which case different receipt payment types may be linked to these bank accounts This field is thus mandatory only if the subsystem is set to CT This number will be used for the production of separate bank deposit listings for the different bank accounts refer option FCTO 21 If another subsystem s transactions need a Cash Book Code e g Transaction type link to event FH it will use the Cash Book Code linked to x Firstly The transaction type Secondly If the transaction type Cash Book Code field is null it will use the Cash Book Code linked to the subsystem in option FCSM 5b3 G Financial Field A1 Supply one of the following S Balance B udget Pournal C ommitment
19. 00000001 CC1231 0111 199801 2 2 ITS VAT REGISTRATION 111 783922 F001 9208 F001 9207 99506 2 20 GGGG 123 1065 2012 1065 2222 199502 2 33 GERARD 666666666 S003 9208 S003 9207 99502 2 5 HERMAN VAT 22 A001 9208 A001 9207 99502 2 88 EW VAT REG 91 1234567891 A002 9208 A002 9207 99502 2 90 STOOR BTW ST5645 1086 9208 1086 9207 199502 2 98 ERNIE TOETS VAT201 MOET NIE GEBRUIK NIE 00300 20 1 EE58 9208 EE58 9207 99502 2 99 EW VAT REG 91 9999997891 A002 9208 A002 9207 99502 2 cD CREDIT CARD CHARGES 00300 20 1 MAC1 9208 SPEC 9207 99504 2 CS TEST RAU 56353 FOOL 9208 F001 9207 99606 2 EM EMU EMU 99502 2 GO TEST GUI 12345 MAC1 00021 MAC2 00022 199706 2 JJ TEST 5555 F001 9208 F001 9207 99606 2 SP SPECISS GST REGISTRATION 00300 20 1 MAC 9208 SPEC 9207 99504 2 ZO TEST CHARACTER 1234 MAC1 00021 MAC2 00022 199706 2 06 OCT 2002 13 21 39 page 1 INTEGRATED TERTIARY SOFTWARE itsv12 VAT CODE DETAIL Program f7nrpt sql v12 0 0 0 Vat Vat Rate Vat Vat Code Name Rate Pro Rate A STANDARD RATED VAT 3 APPORTIONMENT 300 889 CA D1 2790 1 000 CD CARD CHARGES 050 000 CH TEST CHARACTER VAT 100 1 000 DS TEST SPECISS 150 000 E EXEMPTED FROM VAT 000 000 Ss STANDARD RATED VAT NO APPORTIONMENT 140 500 S1 STANDARD RATED VAT 2 APPORTIONMENT 140 020 Copyright IT S 17 Version 12 2002 Financial Code Structures Chapter 5 STANDARD RATED VAT 10 APPORTIONMENT STANDARD RATED VAT 100 APPORTIONMENT STANDARD RATED VAT 14 NO APPORTIONMNT STA
20. 3 oa a WI20 020 Validation of Cost Centre Structure At a Top of Consolidation Structure Det Con Act Non ame 0000 E A TEST 0001 D A TEST 0002 D A SALARIS MED COSTING 0220 C A CONS A 9996 ez A TOTAL INSTITUTION BER2 Cc A BERNARD TOETS C122 e A TEST CHARACTER C129 D A TEST DETAIL CC C130 Cc A TOETS CONSOLIDATION X000 A CONSOLIDATE X COST CENTRES KAKKKk kk End Of Section KKKKKKKK 29 Sep 2002 12h36 INTEGRATED TERTIARY SOFTWARE Page 4 losas WIZ 5050 0 Validation of Cost Centre Structure Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 Consolidation CC Not Used Act Non Name 9771 A PAUL SE TOETS 9779 A MY SPECIAL REPORT 9999 A DD A999 A SJFHVJFHGD BER2 A BERNARD TOETS C222 A HENNIE LBC3 A LB CONSOLIDATION3 29 Sep 2002 12h36 INTEGRATED TERTIARY SOFTWARE ia kerr joe WALA 0 50 0 Validation of Cost Centre Structure Detail CC Not Consolidated Act Non ame 0009 A TEST TSA 0010 A TEST TSA 1000 N TEST100 1001 A TEST100 1AAA A ITS NON DIVIDEABLE 1TSA A TECHNIKON SA 3TSA A TECHNIKON SA 9300 N ABC Z124 A TEST 29 Sep 2002 12h36 nas WHO 0 Detail or Consolidation CC s Consolidating More than once into a Top Consolidation CC Centre 0059 0060 0061 0062 29 Sep 2002 12h36 reoeo VIZ 0 0 Detail CC Consolidating into more Than one Top Consolidation CC Centre 0060 29 Sep 2002 12h36 pikes WALA 0o00 Copyright ITS X X X X End Of Secti
21. A Prefix Number sequential numbers B Sequence sequential numbers Users can update prefixes for those documents which are not linked to 00 Programs using documents linked to 00 add prefixes Sequence sequential numbers do not allow prefixes This screen can be queried to update the sequential numbers and the following fieHs are available A Code A2 A unique code as allocated by ITS for each sequential number The range 01 to JZ has been set aside for Prefix Number sequential numbers and KO to ZZ for Sequence sequential numbers Copyright ITS Version 12 2002 16 Financial Code Structures Financial System Maintenance Chapter 4 B Description A30 The description of the sequential number C Subsystem A2 The subsystem code that will use the sequential number D Prefix Number A2 N10 The Prefix Number sequential number Both can be updated by the user in the case of number the entered number must be greater than that displayed E Sequence N10 The Sequence sequential number Can be updated by the user if the entered number is greater than that displayed 4 4 MAINTAIN USER RESTRICTIONS FCSM 4 This option allows access to various parts of the system to be limited on a faculty school departmental or any other basis Depending on the Restriction Rule Restriction indicates that any user that has access to an option as allocated through Link Users to Functio
22. ARTS DBN 0221 CONSB Copyright ITS 38 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 4 Account List Codes FCSOR1 4 Y This report is used to display the number and description of the defined account lists USER SELECTION A previous request can be entered PRINT SEQUENCE Numerical MO SSEB2 0 0 241572 orally page al INTEGRATED TERTIARY SOFTWARE ACCOUNT LISTS CODES NAMES Program e ES pS cu VIA OA DOES Acc List Name Log Code Action AL SALARTES ACDEMICS AL2 SALARIES OTHER AL3 SUPPLIES SERVICES ACADEMIC DEPTS AL4 SUPPLIES SERVICES ADMIN DEPTS AL5 BALANCE SHEET AL6 REVENUE ACCOUNTS AL7 TEST LIST AL8 PROEFLYS C13 TEST CHARACTER C88 CLINIC ACCOUNT CED CEDRIC ACCOUNT LIST G13 TEST GUI Copyright ITS 39 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 5 Account List Detail FCSRO1 5 amp This report is used to display the complete list of accounts linked to defined account list codes USER SELECTION A previous request can be entered Start End Accounts List Code PRINT SEQUENCE Accounts numerical within list MOS SEBSZ2 00218 odio page dl INTEGRATED TERTIARY SOFTWARE ACCOUNT LIST DETAIL FROM LIST all TO LIST all Program s Torote sal CS Acc List Name Account Account Name Account Name Code Number Part 2 AL1 SALARIES ACDEMICS 0101 Salaries Permanent Staff PC1 0102 Salaries Other PC1 02
23. Allowed values are 1 2 and 6 Copyright ITS 3 Version 12 2002 Financial Code Structures Chapter 5 F Input VAT GLA A4 A8 All or a portion of the VAT on purchases can be claimed from VAT paid to the institution and which should be paid over to the Receiver of Revenue Depending on the manner in which the system is set up the system can generate VAT transactions automatically These transactions are debited against a GL Allocation the pre defined code for this account may be entered here and the name of the account will be displayed GL Allocation s are defined in option FCSO 6 G Output VAT A4 A8 The VAT charged on invoices to debtors should be accumulated in this account for payment to the Receiver on the approved cycles Depending on the manner in which the system is set up the system can generate VAT transactions automatically These transactions are credited against a GL Allocation the pre defined code for this account may be entered here and the name of the account will be displayed GL Allocation s are defined in option FCSO 6 Block 2 COST CENTRE VAT REGISTRATION RELATION The system will then prompt the user with If CC VAT allocations are required complete next block On the lt NEXT BLOCK gt command a screen will be displayed and the user is prompt with a question Do you want to do major allocation Y es or N o The user can do one of the following e If the answer is N o the user can do a s
24. Award Debit Account 8310 Subsidy 900876 INVESTMENT FUND 98899 INVESTMENT AC 9988 Test Account 99999 Test XX Validation Completed Copyright ITS Version 12 2002 18 Financial Code Structures Operational Financial Codes Chapter 3 3 5 ACCOUNT LISTS FCSO 5 Y The creation of accounts and cost centres merely supports what is to be reported on and where or for whom the reporting is done To post transactions G eneral L edger A locations must be created by combining a cost centre and an account The easiest way out would be to declare all accounts valid for all cost centres There are two very dangerous aspects implied in this approach namely e The number of G eneral L edger A locations created will be astronomical resulting in the abuse of computer facilities For example if the institution consists of 1 000 cost centres with an account list of 1 000 the maximum number of G eneral Ledger A llocations would be 1 000 000 e A further result would be the creation of unnecessary or illogical G eneral L edger A llocations which open the possibility for people to update incorrect transactions For example expense accounts would be created for the Fixed Asset Funds whereas such transactions are not allowed The second option would be to declare accounts one by one valid for the various single cost centres This approach is unacceptable from
25. Decide which transaction is to be triggered by an event Create transaction type s with the correct General Ledger Allocations to be debited and credited Link the transaction type s to the event The link between transactions and events for SD and all others are linked here Transaction events for the non SD systems can be queried under Option FCSO 22 and more detail is available in Section 4 6 When this indicator is set to A utomatic completion of the event numberis mandatory J Event Number A2 The user specifies the transaction event which will trigger this transaction Refer to the report FCSOR1 26 for a list of transaction events K Repeat Indicator Y N A1 The user may specify repeating transactions in the Procurement Management PM Accounts Receivable AR and General Ledger GL Subsystems Whenever the applicable screens are used the system will control that a transaction type with a Y es in this field is used The number of repetitions and the intervals will be specified and the program will generate transactions accordingly L Credit Debit A1 Indicate whether the transaction type is a C redit or D ebit to for example the student s account with the implication that the user has to specify debit and credit transactions The system will display this indicator when this transaction type is used in option FSAO 1 but it is not updateable there This indicator is only relevant if the subsyste
26. Department restriction are Cost Centres linked to the Department and Account category range A user link to Restriction FPDG gt Apply Rule AA gt Cannot be linked to Restriction FPD as well gt To de link just delete the record e FPDS PM All Store Documents restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range A user link to Restriction FPDS gt Apply Rule AA gt Cannot be linked to Restriction FPD as well Copyright ITS Version 12 2002 26 Financial Code Structures Financial System Maintenance Chapter 4 gt To de link just delete the record e FPA PM All Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction at least one of the Manual Electronic System Operation Definitions Rule Code must be Electronic A user link to Restriction FPA gt Apply Rule AA gt Cannot be linked to Restriction FPAI FPAE FPAR FPAO FPAG FPAV or FPAS as well gt To de link just delete the record e FPAI PM IRFQ Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restrictions the Manual Electronic System Operation Definitions Rule Code EA must be Electronic A user link to
27. PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSC FPSD FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPSH PM allow processing of cash sales documents only A user link to Access Restriction FPSH gt Can perform Document processing and query functions for Type of Documents SH and or TH on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSC FPSD FPSF FPSP FPSL or FPSK as well Copyright ITS Version 12 2002 24 Financial Code Structures Financial System Maintenance Chapter 4 gt To de link just delete the record e FPSK PM allow processing of adjustments documents only A user link to Access Restriction FPSK gt Can perform Document processing and query functions for Type of Documents SK and or TK on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSC FPSD FPSF FPSH FPSP or FPSL as well gt To de link just delete the record e FPSL PM allow processing of adjustments GRV documents only A user link to Access Restriction FPSL gt Can perform Document processing and query functions for Type of Documents SL and or TL on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well
28. STATS4 4 5 The above information is used to compile STATS Tables 4 7 4 5 4 8 and 4 9 and the Tables derived from them Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 2 VALIDATE COST CENTRE STRUCTURE FCSO 2 This option will validate the cost centre structure and a report will be produced The validation and the items reflected on the resulting report are not necessarily errors but are important to the financial officer in understanding the unusual consolidations The items reported on are as follows Detail Cost Centres Not Consolidated Under normal circumstances only the top cost centre should be unconsolidated and the unconsolidated ones should be consolidation centres Any detail cost centre is supposed to be consolidated because transactions going through on this cost centre will not be reported or accumulated Cost Centres Consolidated Into More Than One Consolidation A cost centre can be consolidated into more than one structure for reporting purposes The user should however ensure that the second consolidation string does not consolidate into the first one the reason being that the value of the detail cost centre s will be duplicated Cost Centres Consolidated More Than Once Into A Consolidation A cost centre can be consolidated more than once into the same consolidation structure This occurrence will result in duplication and possible imbalances
29. The sub system name will default into the next field and cannot be updated F Fee Deposit Al Indicate whether the account type is for the F ee or D eposit account This field is only applicable when the sub system is SD G Control GLA A4 A8 Supply the ledger control GLA for this account type The name of the cost centre and account will default in the next fields and cannot be updated H Non Active A1 Indicate whether the account type is A ctive or N or active I CB Code A5 Supply the cash book code applicable to this account type when sub system is PM J AR Category A1 Supply the applicable debtor category when sub system is AR K Include for DEBTPACK A1 Indicate whether this account type is to be included for DEBTPACK download Valid values are Y es or N o 5 9 LINK BUDGET CONTROL ACCOUNTS FCSC 22 Y This option provides the facility to define various control accounts which will be used by menu option MEBO 6 Copy approved budget to GL This option consists of the following fields A Fund Group A4 Supply a valid fund group code A lt LIST gt function containing fund group codes is available Copyright ITS 14 Version 12 2002 Financial Code Structures Chapter 5 B Account Category N5 Supply a valid account category A lt LIST gt function containing account categories is available C Budget GLA A4 A8 Supply the GL budget control GLA applicable to the combination of A and B abo
30. all the abovementioned rules are set to N o Should a Transaction Type for sub system GL be defined with the financial year and cycle less than 200006 this transaction type will not be a valid Transaction Type for any of the Ledger journal screens although it is declared active in field C above EE Account Type A4 Supply the default Account Type to be used This is not a mandatory field A lt LIST gt function is available and the contents thereof will now be discussed Firstly Account Types may only be defined for sub systems AR CM PM and SD Account Type definitions are defined on menu option FCSC 21 For a more detailed discussion on Account Types Users must read Chapter 5 8 Where the sub system in D above is PM the lt LIST gt function will only contain active Accounts Types defined for PM Where the sub system in D above is AR the lt LIST gt function will only contain active Accounts Types defined for AR Where the sub system in D above is CM the lt LIST gt function will only contain active Accounts Types defined for CM Where the sub system in D above is SD and Card System in O above is Y es the lt LIST gt function will only contain active Account Types for the CM Where the sub system in D above is SD and Card System in O above is N o the lt LIST gt function will only contain active Account Types for the SD Where the sub system in D above is CT or CB the lt LIST gt function is depende
31. allowed access to this option The following three conditions must be met before a deletion will be allowed x the inactive indicator for this account must be set to N on active on all GLA s for all years on menu option FCSO 6 the account must have been inactive for at least the number of cycles specified for the retaining of transactions the account must have a zero balance To delete an account the following steps must be followed Execute lt ENTER QUERY gt function Supply the account to be deleted Execute lt EXECUTE QUERY gt function Execute lt DELETE RECORD gt function and Execute lt COMMIT gt function to effect the deletion If any of the above mentioned conditions are not met the program will display an appropriate error message Upon deletion of an account the system will automatically delete it from the GLA structure as well 4 9 DELETION OF AUDIT FILE CREDITORS FCSM 23 Y Creditors master records are deleted on menu option FPMN 2 but the creditor number cannot be re used for a new creditor as long as the creditors master record audit file still contains information on the deleted creditor e This option should be exercised with care It will delete a creditor s master audit records from the database and would normally be executed only at the end of a financial year after the Year End Close has been successfully completed or three to four months after the deletion of the creditor ma
32. be satisfied namely the cost centre must have a zero balance and x the cost centre must have been inactive for at least the number of cycles specified for the period of retaining transactions for sub system GL on menu option FCSM 2 To delete a cost centre the following steps must be followed 1 Query the cost centre to be deleted as follows Execute lt ENTER QUERY gt function Supply the cost centre to be deleted Execute lt EXECUTE QUERY gt function Execute lt DELETE RECORD gt function and Execute lt COMMIT gt function to effect the deletion If any of the above conditions are not met the system will display an appropriate error message Upon deletion of a cost centre the system will automatically delete all GLA s for this cost centre A second Block is available on the same screen where the user can query the status of the cost centre and consolidations can be updated The system displays the following Primary cost centre Secondary cost centre plus description Consolidation indicator C or D Active indicator A or N If a cost centre is still consolidated the user can undo the consolidation in this Block instead of going to the Cost Centre definition option 4 8 DELETE ACCOUNT FCSM 22 Y Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 The deletion of an account is strictly controlled and only senior officials should be
33. be viewed on screen or printed to a selected printer PRINT SEQUENCE Numerical on CC number 29 Sep 2002 12 32 INTEGRATED TERTIARY SOFTWARE Page 1 EXOTEII a E o IZ 00 0 List of Cost Centres Start Cost Centre MAC1 End Cost Centre MAC1 CCntr Cost Centre Name Short Name Host Dept F Grp Vat Reg Vat Cde Active Non Active MAC1 MAC ENGLISH MAC ENGLISH MACL 99 1110 01 P A Total Cost Centres Active Hae Total Cost Centres Not Active 0 KKKKKKEKK End Of Report x x x x EOF Copyright ITS 36 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 2 CC Detail List FCSOR1 2 This report is used to display a selective list of defined cost centres All relevant information is displayed as well as the consolidation strings under consolidation cost centres The report hereunder is a numerical list USER SELECTION Previous request 1 All Cost centres 2 Per Department From To 3 Per Fund Group From To PRINT SEQUENCE Alphabetical or Numerical when 1 above Numerical when 2 or 3 above Date 29 Sep 2002 13 57 INTEGRATED TERTIARY SOFTWARE itsv12 Page alt Program Sse E CS 5 ache NTZ 703070 Cost Centre Detail Alphabetical List Budget Cons Fund VAT VAT Dept Department Name Code Name C f Into Group Reg Rate Code Code Code Code 9300 ABC B 1202 10 S 1004 PHYSICS 6020 ACADEMIC ADMINISTRATION B 6099 1206 10 P 5014 ACADEMIC ADMINISTR 1058 ACCOUNT ING PMB B
34. bureau The program that generates the ACB tape will warn the user if this limit is exceeded thus allowing time to make special arrangements I Debit and Credit Item Limit N13 N13 These fields represent the maximum value of entries homing to one account on any one day by the User as agreed with the bureau In practice if a User submits more than one entry for the same Action Date against any one Home Account sequentially within a single Data Set then the combined value of such entries processed may not exceed these limits The program that generates the ACB tape will warn the user if this limit is exceeded thus allowing time to make special arrangements J Last Create Date DD MON YYYY This is the date of the latest ACB tape submission Block 3 SUBSYSTEM PER CASH BOOK ACB USER The following rules apply to this Block a Cash Book Code may be linked to a subsystem only once CT and CB may be linked to more than one Cash Book Code the other subsystems must be linked to a Cash Book Code and may be used once only the User code linked to PR may be used only with PR x XX A Cash Book Code A5 The system will default a Cash Book code from Block 1 B User Code N4 Link a User code of Block 2 if ACB transfer is applicable on a subsystem below C Subsystem A2 Supply the subsystem applicable to this cash book The current values that must exist are Copyright ITS 11 Version 12 2002 Financial Code Structures Chap
35. can only be set to N o if the Update Type see I above is set to M anual This field cannot be set to N o if the Cost Centre is null W Update Account Y N Default Y May the user update the Debit Account when this transaction type is used Y es or N o This field cannot be set to N o if the Account is null X How to post Al The system will generate one or more transactions for the General Ledger upon execution of option FGLO 28 If the detail of the transactions is not required within the General Ledger the indicator will be set to S ummary else to M etail If set to S ummary the system will accumulate all transactions for the specific account which has not as yet been posted and post one transaction The ID of the user that normally accompanies a transaction will be the username of the person who executed option FGLO 28 Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 Y Credit GLA A4 A8 See remarks in U above Z Update CC Y N Default Y May the user update the Credit Cost Centre when this transaction type is used Y es or N o This field can only be set to N o if the Update Type see I above is set to M anual This field cannot be set to N o if the Cost Centre is null AA Update Account Y N Default Y May the user update the Credit Account when this transaction type is used Y es or N o This field ca
36. code This code only applies to electronic cash book reconciliation AR CS Document numbers A Valid values are M anual A utomatic or B oth The default is B oth This rule does not apply to GRV Invoice or Credit note documents If M anual no number is generated and the user must supply one If A utomatic a number is generated and user cannot update If B oth a number is generated and user can update it AV CS Start asset account N The user indicates the account categories category for accounts that are used for capital expenditure Valid values are account category range 410 to 419 or 890 to 899 AW End asset account The default start account category for category code AV is 410 and end account category for code AW is 419 If the user indicates account category 410 for code AV rule AW will be set to 419 If the user indicates account category 890 for code AV rule AW will be set to 899 If the user indicates the start account category is 890 user must be aware that capital expenditure recorded against accounts linked to account category starting with 890 code AV to 899 code AW will not be reported for STATS Furthermore these accounts will not be transferred to a capital balance sheet account when capitalisation journals are generated via menu options FGLM 22 and 23 These Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 accounts can only be transferred
37. consolidating Cost Centres and the number of levels is unlimited Accounts represent the type of cost or revenue When accounts are created the STATS reporting aspects must be specified as well thus ensuring that STATS reports may be produced with the minimum of additional user involvement e Transaction Types with predetermined GL Allocations can be created to speed up the processing of transactions Transactions are handled in a consistent manner in all the financial modules and all transactions originating in other ITS modules are posted to the General Ledger e Budgeting Module forms part of the ITS Financial System FRM and provides various user defined consolidated figures in respect of both the current and previous years e If the Budgeting Module is not available to your institution budgeted amounts can be updated on the General Ledger as normal journals This type of journal will only refer to the budget field and when orders are issued commitments are controlled against the availability of funds in the relevant GLA Copyright ITS Version 12 2002 Financial Code Structures Introduction Chapter 1 1 4 LINKING WITH OTHER ITS SYSTEMS e The integration of the ITS systems results in the interdependence of systems Since the Financial Code Structures form the financial backbone of the ITS Systems no Financial Systems can be implemented before these structures are in place e The set up rules specified
38. description field A lt LIST gt of Account Types as defined on menu option FCSC 21 for the sub system PM is available Contact Person A1 Indicate the type of contact person for the receipt of Ledger reports The valid value for this field is P ersonnel On entering P ersonnel supply the applicable number N9 in the next field Labels letters etc for recipients of Ledger reports are printed on menu option FGLCOR1 1 Budget Control A1 Must budget control be done on A ccount Account Category C ost Centre Cost Centres excluding S alary Account Categories 310 to 329 or must N o budget control be done This value will default from the System Operational Definition menu option FCSM 1 on creation of a new Cost Centre but may be updated should this value not be correct When the user executes lt FIELD HELP gt the valid values along with the explanation on the use of these budget control indicators will appear in a form of a pop up screen as follows Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 A Budget control is done on the available funds on Account or Account Category level depending on the Budget Control indicator set on the Account If Account budget control indicator is set to A ccount then budget control is done on the available funds on GLA level that is Cost Centre and Account combination If Account budget control indicator is set to Account C ateg
39. directly related to the exempt income cannot be claimed as INPUT VAT However instances do exist where within the whole structure of the institution Cost Centres do trade and the income they generate is subject to VAT OUTPUT VAT In these instances the institution can apply to the Receiver of Revenue for a separate registration for these Cost centres for VAT purposes and request that portion of the VAT on qualifying expenditure be claimed as INPUT VAT In the event the Receiver of Revenue does issue a separate registration the apportionment rate applicable to the VAT paid on qualifying expenditure will be supplied The apportionment rate is applied to the Copyright ITS 1 Version 12 2002 Financial Code Structures Chapter 5 VAT rate and the resulting answer is the value of VAT that can be claimed as OUTPUT VAT on the VAT 201 Return The system will then prompt the user with If CC VAT allocations are required complete lt next block gt On the lt NEXT BLOCK gt command a screen will be displayed and the user is prompted with a question Do you want to do a major allocation Y es or N o The user can do one of the following e If the answer is N o the user can do a single allocation in the next block after lt NEXT BLOCK gt command x a cost centre can be queried and the system will display the name x enter the code of the VAT Rate code system displays the VAT rate and VAT apportionment e If the answer is Y es the sy
40. help by using lt h gt lt menu option gt whilst in the menu It is assumed that the reader is already familiar with the general operation of the menus and the keyboard These matters are fully discussed in User Manual Operational Aspects of ITS Systems The reader is referred to the following regarding field formats and their use FIELD FORMATS NUMERIC FIELDS Numeric fields are described for example as N17 2 or N7 N17 2 means that there are 15 numeric characters before the decimal point and two numeric characters after the decimal point The decimal point does not count as a character N7 means that there is a maximum of seven numeric characters with no decimals ALPHA FIELDS Alpha fields mean that Alpha numeric special characters or a combination thereof are permissible However the following must be noted Copyright ITS Version 12 2002 Financial Code Structures Introduction Chapter 1 When requesting Start Low First values on reports using a O zero or multiple 0 s zeroes does not mean that all data will be reported on The ASCII collation sequence is as follows Blank Special characters 1 etc O zero 1 to 9 A to Z a to z and then Thus for example if a Blank Space Bar is used as the first character and the start selection is 0 zero records beginning with a Blank will not be reported on In order to prevent problems with the reporting on data ensure that the first character
41. must be earlier than that set on rule code CC This rule cannot be updated by user if rule CA is N o since this rule will be set to null automatically CC PM Approval end time N The default value is null User must specify end time for approval of documents if rule CA is set to Y es This time must be later than that set on rule CB This rule cannot be updated by user if rule CA is N o since this rule will be set to null E automatically DI PM Innopac Default A Supply the default account type for the Account Type Innopac system EA PM IRFQ A The valid values are M anual or manual electronic E lectronic The default is M anual The user indicates whether approval is to be done manually that is by signature on a EB ERFQ paper document or electronically by way manual electronic of an electronic signature on the electronic document Users can also be restricted to amount range Department Cost Centres EC REO and or Account Category levels See also manual electronic the Procurement Management Information System manual for further information ED Order Copyright ITS Version 12 2002 Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 Automatic print PK store issue Auto print store PL dept return a C B2 CB Journal VAT code A The valid values are null or a valid VAT
42. must be null gt Amount ranges use the start and end Sequence to identify the amount range gt The Amount ranges application differs in each restriction group Namely FPD Group on the Item Total in the Document Item Block FPA Group on the Item Detail Total in the Document Item Detail Block FPB Group on the Item Unit Total in the Document Quotation Cost Price Block The Sequence must be between 1 and 50 Any portion of this Sequence range can be used The End Sequence Number of a record and Start Sequence Number of the next record must be continuous if the two sequences are used with a user and restriction combination gt Example of Amount Range using sequences 1 to 50 A 000 00000 2 5000 01 1000 00 o o on en 5000 00 00 E 01 00 15 100000 01 150000 00 User and restriction combination can be link to Sequence 1 to 3 or a combination thereof Sequence 7 Sequence 9 Or Sequence 13 to 15 or a combination thereof But not to 1 to 15 or a combination thereof because the End Sequence Number 15000 00 of sequence 3 and Start Sequence Number 0 00 of the next sequence 7 must be continuous The same applies for sequence 7 and 9 or 9 and 13 gt Department gt Department code is mandatory if not Amount range restriction gt The Cost Centre and or Account Category range is optional gt The field values of Department and Cost Centre must be unique for a user and restriction combination This meant t
43. must update the Card Meal Account and the Debtor Creditor type in M above is Student P ersonnel or O ther this field must be set to Y es by the user The sub systems that may process transactions to the Card Meal Accounts are CT and CB P VAT 201 Report Box A2 The VAT 201 report consists of pre numbered boxes If a transaction should be reported on the VAT 201 form the user will specify here in which box it should be accumulated It could range from 1 to 23 Please Note ANY transaction without a number in this field will not be reported on the VAT 201 return Q Transaction Note and Alternate note A29 A29 These note fields are used in the Student Accounts Subsystem depending on the student s language preference R VAT D C indicator Al The VAT corrections in the General Ledger can be debit or credit transactions This indicator tells the VAT 201 report whether the debit or credit should be used This field is only mandatory if the subsystem is GL and the VAT 201 Report Box P above is not null Copyright ITS Version 12 2002 26 Financial Code Structures Operational Financial Codes Chapter 3 S Post to General Ledger Y N The only value allowed for the General Ledger Subsystem is Y es and under normal circumstances it will be Y es for all other subsystems When balances for debtors and creditors are updated in the take on process and the balance of the debtors or creditors control has already been updated
44. necessary this must be done in Block 3 Restriction Rules The following fields are displayed and cannot be updated by the user A Type A4 A unique code as allocated by ITS B Name A30 The name of the restriction type C System ID Al Identify the system ID Financial System ID is f D Group N3 The group number More than one restriction type can be linked to the same group A user may not have more than one restriction type for the same faculty school or department and group E Restriction A80 display only A65 A description of the restriction definition F Item Number and Description The item number and description is determined by the definition of the restriction For further information see discussion on restrictions hereunder G Subsystem A2 Supply the subsystem to which this restriction type applies H Restriction Access A1 Restriction means that when a user is not linked the user has access and when the user is linked the user has limited access For example when a user is not linked to restriction FGLA the user can print a Cost Centre Cost Report for cost centres for all departments Whereas when the user is linked to the restriction FGLA for a department the user can only print the report for cost centres belonging to that department Access means that when the user is not linked the user does not have access and when the user is linked the user has access For example when a user is not linked
45. option FGLM 22 if not already defined there The Host Cost Centre of the applicable Cost Centre will default to the Cost Centre part of the Capitalisation Parameter definition if not already defined A further aspect of Capitalisation Parameters is that the Funding GLA will default to the Host Centre and Funding Account of the Host Cost Centre if not already defined on menu option FGLM 11 The Funding Account will be the Accumulated Funds Account defined on menu option FCSM 1b1 which should be between account category 700 and 709 Users should therefore take care that the Host Cost Centre and the Accumulated Funds Account is a valid GLA O STATS Row Code N5 Enter the STATS Rowcode to which this account should be reported if it can be directly allocated For specific tables the account can be directly allocated For other statements like 4 4 the system will use the percentages specified in Block 4 of the cost centre to spread over PCS s The valid Rowcodes are predefined in the system and are made up as follows for STATS Financial Statement 4 4 row 7 the Rowcode would be 40407 for Statement 4 10 row 16 it would be 41016 etc The valid STATS Rowcodes can be printed through option FCSOR2 2 P Motivation A2 This is a display and query field only The field is used by the Income and Expense Budgeting Subsystem and can only be set in option MEBM 3 Q Status Al Display field only Is this account A ctive or N on activ
46. period end on menu option FGLM 6 the system will respond with a note explaining that one of the ledgers requires a Year end The user can then proceed with the period end of the other ledger s As soon as the year end for this ledger is executed on menu option FGLM 7 the system will reset this indicator to N o The system will also prompt the user with Jf CC Ledger allocations are required complete next block On the lt NEXT BLOCK gt command a screen will be displayed and the user is prompted with the question Do you want to do major allocation Y es or N o The user can do one of the following Copyright ITS 6 Version 12 2002 Financial Code Structures Chapter 5 e If the answer is N o the user can do a single allocation in the next Block after lt NEXT BLOCK gt command a cost centre can be queried and the system will display the name x enter the code of the Ledger system displays the year end of the Ledger e If the answer is Y es the system will offer a menu of choices for multiple allocation The menu prompts the user as follows Select one of the following 1 Cost Centres From gt To Q Return 1 Cost Centres From gt To If this option is selected the system will request the start and the end cost centre If an existing consolidated cost centre is specified the system will execute the request but the same consolidation will not be created more than once Press lt Q gt to re
47. specific user the record of the user concerned must be retrieved by executing the lt ENTER QUERY gt function supply query data and then execute the lt EXECUTE QUERY gt function Apply the restriction and or privilege and execute the lt COMMIT gt function to save the changes made On entering this option the mode will automatically be lt ENTER QUERY gt By executing lt EXECUTE QUERY gt all records will be retrieved The fields in this block are as follows A User Type Al Supply the user type The valid values are P ersonnel S tudent O ther or T emp B Number N9 Supply the number of the user as defined on menu option USERS 5 A lt LIST gt function containing user number and name is available on this field On providing the user number the name will default to the name field C User Code A8 Supply the UNIX user code as defined on menu option USERS 5 D Store A2 Supply the store code to which the user may have access When a user is defined on menu option USERS 5 store code ZZ is automatically linked to the user Store code ZZ grants the user access to ALL stores This means that should the user have access to the store menu options the user may access and process transactions for any of the stores defined Thus care must be taken when granting access to store menu options This restriction applies primarily to the users who have access to the Stores System which is within the Procurement Management Syst
48. the sign for credit values on reports DA CT Cheque authorisation A Valid values are Y es or N o The mandatory default is Y es Before cheques are printed must the authorisation rules that are defined on menu option FCSM 6 be applied Y es or N o GC GL Allow GL journals in A The valid values are Y es or N o The previous cycle default is Y es May users process general ledger journals in a previous cycle Y es or N o Copyright ITS Version 12 2002 11 Financial Code Structures Financial System Maintenance Chapter 4 GH GL Allow change to A The valid values are Y es or N o The Transaction type year default is Y es May users update the and cycle year and cycle of the transaction when transaction type is used within a transaction Y es or N o GY GL Allow GL journals in A The valid values are es or N o The previous years default is Y es May the user process general ledger journals in previous years Ves or No SA SD Appointment type of A The valid values are null or a valid comm Agent appointment type as defined on menu option PACS 1 This applies to the Distance Education System Personnel linked to this appointment type can be used as agents in the Distance Education System SB SD Use block or stud A The valid values are B lock or S tudent Reg Date Registration Date If B lock the block start date will be used as the student s effective date This means that all students will hav
49. these three accounts are linked to ALL cost centres before it will start execution NOTE In the Financial Structure there are specific operational cost centres which are only used to accumulate costs and the net surplus shortfall should be transferred to the applicable fund The system can do this transfer within a single cost centre or it can be transferred to a specified fund cost centre This is done by building the GLA by using the Host cost centre and the above accounts Block 2 SYSTEM OPERATIONAL DEFINITIONS FCSM 1b2 In this block the rules within which the financial sub systems must operate are defined A Code A2 These codes are the rules which are used throughout the financial sub systems These are predefined and cannot be updated by the user B Sub System A2 The rules which are indicated by the code in A above are valid for various financial sub systems The link between the rule and system is predefined and cannot be updated by the user C Description A30 The description of the code in A above defaults and cannot be updated by the user Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 D Alpha Numeric Date Al The value in his field indicates whether E or F below are to be completed Should this value be A lpha or D ate E below may be completed by the user Should this value be N umeric F below may be completed by the user The
50. to balance transfer account in the new year during phase three of the general ledger year end program if transfer accounts are linked to these accounts BA CS Budget control A Valid values are Y es or N o The default value is Y es If N o no budget control is done except on S tudent D ebtor and C reditor If Budget control and where there are insufficient funds on the abovementioned debtor creditor types or GLA the insufficient funds rule rule BB will be applied and the user may override it if authorised Furthermore rule BC and BD will also be set to N o if this tule is N o If Y es budget control can be done on rules BC and BD if Y es BB CS Override insufficient A The valid values are Y es or N o The funds default is Y es This rule is not influenced by rule BA If Y es all users on menu option FCSM 5 will be set to Y es and cannot be updated to N o This implies that as an institution should any user encounter an insufficient funds situation the user may override it to allow the transaction to be processed If N o all users on menu option FCSM 5 will be set to N o but individual users who are authorised to override insufficient funds may be set to Y es on this option This implies that as an institution the override of insufficient funds is not allowed except for those users who are authorised to GS CS Sign on financial LA The valid values are or CR The user reports indicates here
51. to Restriction FPA as well gt To de link just delete the record e FPAG PM GRV Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EE must be Electronic A user link to Restriction FPAG gt Apply Rule AA gt Cannot be linked to Restriction FPA as well gt To de link just delete the record e FPAV PM Invoice or Credit Note Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EF must be Electronic A user link to Restriction FPAV gt Apply Rule AA gt Cannot be linked to Restriction FPA as well gt To de link just delete the record e FPAS PM Store Document Approval restricted per A mount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code ES must be Electronic A user link to Restriction FPAS gt Apply Rule AA gt Can not be linked to Restriction FPA as well gt To de link just delete the record e FPB PM All Document Buyers restricted per Amount range or Department Opti
52. transactions for foreign currencies In this three 3 block option users can define the types of rates that are valid for each of the abovementioned systems The Debtor and Cashbook systems can accommodate multiple types of rates The types of rates being Fixed Buy Sell and Normal Various foreign currency codes can be defined for foreign countries Users can decid e which type of rates applies to each of the currency codes along with the applicable exchange rates Thus a foreign currency can have exchange rates for each of the types of rates mentioned above Users can also define whether the exchange rates can be updated when used in the financial systems Details of this three 3 block option are as follows Block 1 Subsystem Type Of Exchange Rates FCSO 21b1 Copyright ITS Version 12 2002 30 Financial Code Structures Operational Financial Codes Chapter 3 A Subsystem A2 This field is not updateable by the user The subsystems to which Type of Rates can be linked to are eff OOO o Accounts Receivable Cashbook Counter System Investment Register Research System Long term Loans Procurement Management Student Debtors CB EZZGQ PM SD B Type Of Document A2 This field is not updateable by the user The only documents that are valid for foreign exchange transactions are indicated as follows AR CB CB CT CT GL IM LL PM SD SD SD SD Sub System ACCOUNT RECEIVEABLE
53. used in any field is a numeric or an alpha Should any character other than an alpha or numeric be used as the first character it is done at your peril In other words do not use a Blank or Special Character as the first character in alpha fields The reader is reminded that the copyright of the ITS systems and documentation remains with ITS and that users thereof are contractually prohibited from providing information thereon to third parties such as other educational institutions 1 2 OVERVIEW OF FINANCIAL SYSTEM The ITS Financial System Menu option FRM consists of the following modules Menu option in brackets The modules are listed in sequence under FRM 1 FCT Counter Subsystem Receipts Ad Hoc Payments 2 FCMR Mail Recording System 3 FACB ACB System 4 FIN Investment Recording System 5 FEBC Electronic Bank Conversion 7 FPM Procurement Management PMIS 8 FLL Long Term Loans 21 FSA Student Accounts 22 FBL Bursaries And Loans 23 FAR Accounts Receivable 24 FSADC Debt Collection Interface 27 FCS Code Structures 28 FGL General Ledger 29 MEB Income And Expense Budgeting Copyright ITS Version 12 2002 Financial Code Structures Introduction Chapter 1 All of these modules are fully integrated with one another and also with the other ITS Systems such as Personnel Student Information and Asset Inventory More detail on the individual modules are found in the appropr
54. 0 000 000 500 845 890 745 000 890 Roa Now DEUTSCHE B POUNDS US DOLLARS US DOLLARS 900 US DOLLARS N 000 t RRA End Of Report EK AWANNNWHNHA WEA wW 0 N 0 J000uo KKKKKKKKK KK qQqumohtnAnAga N H H n Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 12 3 Types Of Documents FCSOR2 3 This report is used to display the complete detail of the defined Types of Documents USER SELECTION A previous request can be entered None PRINT SEQUENCE Alphabetic by Document code Date 26 SEP 2002 10 43 49 INTEGRATED TERTIARY SOFTWARE itsv12 Page dE f7erpt sql V12 0 0 0 Query Types of Documents Short Dr Display Type Description Description Alternative Cr Subsystem Sequence A ACB payment ACB Paymnt ACB Betaal D AP B Bank draft Bank Draft Wissel D AP D Debit correction Debit Corr Dt Regstel D AP E Credit correction Cr Corr t Regstel AP E International draft Intern D Wissel D AP G Cancel cheque Cancel Chq Kans Tjek E AP Invoice Invoice Faktuur AP Cancel cheque Cancel Chq ans Tjek D AP M Cancel credit note Canc Note Kans Nota D AP L Cancel receipt Cancel Ret Kans Kwit el AP V Cash book credit journal CB Dr Jnl B DT Jnl C AP U Cash book debit journal CB Dr Jnl B DT Jnl D AP T Debit balance Dr Balance Dt Saldo D AP S Balance Balance Saldo C AP R Receipt Receipt Kwitansie C AP Q Cheque Ch
55. 0 221 MAC ENGLISH Account 4 adfa MAC100000009 2002 A o 410 MAC ENGLISH Fixed Assets MAC100001 2002 A 110 0 MAC ENGLISH Test tsa MAC100021 2002 A 110 330 AC ENGLISH Industrial Research Account MAC100022 2002 A 110 310 MAC ENGLISH Research Travelling MAC100031 2002 A 10 418 MAC ENGLISH research sales MAC100032 2002 A 110 230 AC ENGLISH experiential students MAC10011 2002 A o 410 AC ENGLISH uuu MAC10101 2002 A 0 330 AC ENGLISH Salaries Permanent Staff PC1 MAC10102 2002 A 10 310 AC ENGLISH Salaries Other PC1 MAC10103 2002 A 10 310 AC ENGLISH Salaries Other PC1 MAC10104 2002 A 0 310 MAC ENGLISH Leave Pay MAC10105 2002 A 110 310 MAC ENGLISH Consultation fees MAC10106 2002 A 10 310 MAC ENGLISH Authors Examiners amp Moderator Copyright ITS 44 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 10 GL Allocation Department FCSOR1 23 Y This report is used to display the complete list of defined GL allocations allocated to each department The report also reflects the active non active status of the GLA This list is for the use of departments USER SELECTION Previous request can be entered Start end year All Departments Y N If N o Start End Department All Accounts Y N If N o Start End Account number PRINT SEQUENCE Numerical on CC number and within Department codes Date 10 Sep 2002 14 48 INTEGRATED TERTIARY SOFTWARE P
56. 0 AW CS End Asset Account Category 419 000 AX Raise Cost for Free Item not Rt A N AY ORDER REQ STORE DEF VAT CODE A AZ ORDER REQ DEF INC EXC IND A 4 12 4 AUTO GENERATED NUMBERS FCSMR1 5 This report provides details regarding numbers generated automatically for the financial documents Parameters NONE although a previous request can be inserted Date 06 oct 2002 16 57 09 INTEGRATED TERTIARY SOFTWARE ITSV12 Page ak ie 7er WALZ 0 10 0 Auto Generated Numbers Subsystem Prefix Code Description Number LAST_NUMBER AR CN 11 CREDIT NOTES FOR DEBTORS 109 AR MM 4 INVOICES NUMBER 976 AS AS 09 REPEATING INVOICES FOR ALUMNI 149 CM CM LO EAL POSTING 46 CT TE 3 TAX CERTIFICATE NUMBER 306 GB 00 17 CENTRAL BOOKING 439 IM 3 RESOURCE ITEM NUMBER 46 PM KO STORE ISSUE EQUIVALENT NUMBER 203614 PM RO 3 PO SE ORDER BER 2070 PM 1 STORE RETURN EQUIVALENT NUMBER 1608 PM RS 22 SUPPLIER RETURI 208 PM SD SD SETTLEMENT DISCOUNT 1039 PM GR 02 GOODS RECEIVED VOUCHERS 6032 PM 00 16 EDIA BOOKING 2045 PM 00 19 STORE ITEM NUMBER 21 PM 00 18 CREDITOR NUMBER 88888346 PM 20 GENERAL ITEM NUMBER 20 PO 00 08 PRINT COSTING TASK di 4 12 5 USER ACCESS CONTROL FCSMRI1 6 This report provides details on user access control Copyright ITS Version 12 2002 44 Financial Code Structures Financial System Maintenance Chapter 4 Parameters NONE although a previ
57. 01 Salaries Perm Pers PC2 0202 Salaries Other PC2 0301 Salaries Perm Staff PC3 0302 Salaries Other PC3 0401 Salaries Perm Staff PC4 0402 Salaries_Other PC4 8 rows selected KKKKKKKKEK End Of Report kkk kkk k EOF Copyright ITS Version 12 2002 40 Financial Code Structures Operational Financial Codes Chapter 3 3 11 6 Account Structure FCSOR1 6 This report is used to display the complete list of defined accounts on different levels Only the number name function and level are displayed USER SELECTION Previous request can be entered Lowest level to report on PRINT SEQUENCE Numerical Date 26 SEP 2002 14 02 INTEGRATED TERTIARY SOFTWARE Page 1 Programi 8 ae Wepre ES uc 200 Account Structure Account Account Number Description Type Function Level 00000001 Test UDW budget control E D S 00000002 Test account E D 00000003 Telephone Expenses H 00000004 Account 4 R D 00000005 Test H 00000006 Test T 00000008 Test header T 3 00000009 Fixed Assets E D 5 00001 Test tsa R D L 0001 EXPENSES H 9 00020 other expenses H 5 00021 Industrial Research Account E D 5 00022 Research Travelling E D 5 00023 Total other expense T a Version 12 2002 Copyright ITS 41 Financial Code Structures Operational Financial Codes Chapter 3 3 11 7 Account Definitions FCSOR1 7 Y gt This report is used to display the complete detail of the defined accounts USER SELECTION A
58. 02 F Version 12 2002 Copyright ITS 39 page T Financial Code Structures Financial System Maintenance Chapter 4 4 12 1 PRINT AUDIT TRAIL FCSMR1 2 Y This report reflects inserts updates deletions of various code structures This report reflects information up to such time as the institutions upgrade to Version 11 of the ITS system eee ALL All Options Q Quit See Page 1 for Options 1 14 Your choice A3 Enter No to the next Question if you choose to Quit Do you want to delete the audit trial tables Y N A1 Cost Centre Definitions Cost Centre Consolidation Account Categories Account Definitions Account Codes Names Account List Detail Fund Groups Subsystem Definitions 9 Transaction Events 10 Transaction Definitions 11 System Operational Definitions 12 VAT Registration Codes 13 VAT Rate Codes 14 VAT Departmental VAT Registration PADMRWNYE Upon making a selection the program will produce a report which reflects various details of the selection made and indicate whether inserts updates deletions have been made to each of the records reflected An example of such a report is as follows Copyright ITS 40 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 De t 7007 AS E page i INTEGRATED TERTIARY SOFTWARE itsv12 AUDIT TRAIL OF COST CENTRE DEFINITIONS Brogran Eldrpt sgl v12 0 0 0 C5 Cost Name Short Fin Fin Non Historical Hi
59. 05 TEST Consultation Fees 0 310 40102 0001 0106 TEST Authors Examiners 110 310 40102 0001 0107 TEST Deans Fund 0 310 40102 Version 12 2002 Copyright ITS Financial Code Structures Operational Financial Codes Chapter 3 3 13 2 Valid STATS Rowcodes FCSOR3 2 This report displays the complete list of valid STATS rowcodes for the use of creation of accounts in FCSO 3 USER SELECTION A previous request can be used None PRINT SEQUENCE On STATS rowcode Date 26 SEP 2002 18 10 2 1INTEGRATED TERTIARY SOFTWARE itsv12 Page dl APTA PUNIZOO 0 Valid STATS Row Codes STATS Ver Row Code Description Description2 No 4011 1 Fund balances 2 4012 2 For Current Operations 2 4013 3 For Other Purposes 2 4014 4 Net Investment in Fixed Assets 2 4015 5 Interfund Borrowing Due to Due from 2 4016 6 Long term Liabilities 2 4017 7 Instruments of Long term Borrowing Payable 2 4018 8 Other itemise if material 2 4019 9 Total Funds Available 2 40110 10 Fixed Assets 2 40111 11 Long Term Investments 2 40112 12 Notes Receivable 2 40113 13 Net Short term Assets 2 40114 14 Short Term Assets 2 Version 12 2002 Copyright ITS Financial Code Structures Operational Financial Codes Chapter 3 3 13 3 CC PCS CESM Relation FCSOR3 3 This report displays the complete list of valid cost centres its fundgroup the programmes and percentages CESM s and percentages as it were updated in o
60. 1099 1202 10 S 1410 ACCOUNTING DD99 ADMINISTRATIO EE99 Consolidation String For DD99 lt DD86 DD87 DD88 6099 ADMINISTRATION TOTAL B 9996 10 Consolidation String For 6099 lt 3000 3500 4000 4010 4213 4444 5000 5001 6000 6010 6011 6020 6030 A001 A002 AN20 TTOT DD31 ADMISSIONS Cc DD86 1110 01 Z 9411 STUDENT ADMINISTRA DD31 ADMISSIONS Cc D123 1110 01 Z 9411 STUDENT ADMINISTRA F283 AECI OPTICAL TELESCOPE B F289 1208 10 S 1004 PHYSICS F280 AECI CHEMISTRY DR LF SLATER B F289 1208 10 S 1003 CHEMISTRY Copyright ITS Version 12 2002 37 Financial Code Structures Operational Financial Codes Chapter 3 3 11 3 CC Consolidation Structure FCSOR1 3 This report is used to display the consolidation structure for a selective string USER SELECTION Previous request Highest cost centre to start with PRINT SEQUENCE Numerical within CC 2I SEP AO SES INTEGRATED TERTIARY SOFTWARE itsv12 Page dl Program gt E12rpt raf CS Cost Centre Consolidation Structure Cost Centre Code Cost Centre Name 0099 TOTAL FACT COMMERCE DBN 1065 BUSINESS ECONOMICS PMB 0062 WORLD TRADE 0064 STATISTICS DBN 0065 BUSINESS ECONOMICS DBN 0066 TRANSPORT ECONOMICS 0067 ECONOMICS DB 0070 INDUSTRIAL PSYCHOLOGY DBN AA10 DEPARTMENT ONE MAC1 MAC ENGLISH MAP2 TEST COST CENTRE MANNY MAP1 TEST COST CENTRE J001 JOB COSTING DEPARTMENT 0110 DEAN OF
61. 7 D 6 702 Salaries Other PC7 D 6 709 Total Salaries PC7 S 6 711 Staff Benefits Permanent Staff PC7 DSS 712 Staff Benefits Other PC7 D 85 T 0 789 Total Staff Benefits PC7 Copyright ITS Version 12 2002 Financial Code Structures 799 Total Remuneration PC7 T 6 999 TOTAL SALARIES AND REMUNERATION S 9 APPENDIXB ctd No Description F Lev 2000 SUPPLIES AND SERVICES 6 2010 STATIONERY 6 2012 Stationery 6 2024 Photocopies 6 2016 Printing 6 2018 Binding 6 2049 Total Stationery Requisites 6 2150 COMMUNICATION EXPENSES 53 2160 Postage Stamps and Telegrams D 2161 Telephone expenses 5 2199 Total Communication Expenses 2200 TRAVEL EXPENSES Se 2210 Subsistence amp Travel Council Members 5 2212 Subsistence amp Travel Administration D 2214 Subsistence amp Travel Academic 5 2216 Subsistence amp Travel Scientific Travel 5 2222 Tour Costs 5 2249 Total Travel amp Accommodation Expenses 5 2250 VEHICLE EXPENSES H 2260 General Vehicle Expenses 2261 Reparations 2262 Services 2263 Tyres 2264 Petrol Oil amp Grease materials 2299 Total Current Vehicle Costs 2300 LABORATORY COSTS SS 7 O DUDUUEASUO OOOO UU ESOO ADO AOL E 2310 Chemicals 2311 Gas and Fittings 2312 Consumable Materials 2313 Handbooks and Manuals 2314 Service Contracts 2315 Maintenance of Equipment 2316 Photographic Material 2317 Audio visual Material 2318 Cl nic Requirements 2319 Computer Materi
62. 7 MAINTAIN DEBT CRED CURRENCY FCSMR1 8 This report provides details on currency changes effected on debtors and creditors The parameters are A previous request can be inserted Print Currency Changes on Debtor Creditor Accounts Select Only Records Where Year Cycle And Date are Null Y N A1 Y Enter The New Currency Code or All A3 ALL Enter The Type Of Person or ALL A1 ALL Enter The Start Debtor Creditor Code Or ALL N9 ALL Sort N umerically Or A lphabetically A1 N An example of this report is MCE EZOO AS 102 INTEGRATED TERTIARY SOFTWARE itsv12 Pages dl Program s eee jeje Wl 000 For Records Were Year Cycle And Date Is Null Y FOr Sar cy NULL For Cycle NULL For Date NULL For New Currency Code ALL For Person Type all For Debtors Between 0 And 999999999 Sort Order Of Debtors Creditors N List Of Currency Changes On Debtor Creditor Accounts Debtor Creditor Number Description Currency Code Description Year Cycle Date 650312 Mr T Pieterse DM Deutsch Mark 22 JUN 2002 Version 12 2002 Copyright ITS Financial Code Structures Financial System Maintenance Chapter 4 Copyright ITS Version 12 2002 47 Financial Code Structures Chapter 5 5 FINANCIAL CODE STRUCTURES FCS 3 FCSC 5 1 MAINTAIN VAT RATES FCSC 1 amp During the processing of the various financial documents the VAT value can be calculated automatically For the various financial programs to do t
63. Buildings Copyright ITS 12 Version 12 2002 Financial Code Structures Chapter 5 If the user should define a category 331 Supplies and Services Subsistence and Travel this category could be used for internal reporting but for STATS reporting the system will accumulate all categories between 331 and 359 into 330 e The user should understand that the table may be updated by the user and that categories can thus be deleted but also that the supplied categories are pre defined into some programmes and therefore that deletions of the supplied ones could cause problems in the STATS reporting Deletion of a category will in any case only be allowed if there are no accounts linked to that specific category Categories are not only used for STATS and reporting purposes but are also supportive of the security system When a potential user is created under option USERS 5 the question is asked whether this user will have access to all categories see Section 5 3 of GSS If the answer is N o the system will control a further level of access on the categories Under this option the user can restrict the access of individual subsystems and its users to specific categories For example all salary accounts will be linked to the salary categories These categories will be accessible only by the Payroll System and not by the other subsystems e g the salary accounts will be blocked for the Student Debtors Procurement Management Accounts Receiv
64. Cash Flow Report Code FGLC GL and BC journal access per department categories and or amount ranges This restriction provides the user with the facility to place restrictions on the processing of Gener A l Ledger B udget or B O th types of journals Being an access type of restriction users not linked to this restriction cannot process any journals The restriction of users to departments cost centres and or account categories may be defined as follows e On block 2 the restriction code and user code may be linked to a department code and or a Cost Centre code and or a sequence but must be linked to a Journal Type Journal Type is thus mandatory The user can only be linked to one type of journal Should the type of journal be updated for any record for a user to another journal type all other records for the user will be updated e If the sequence range is between 1 and 50 the department and cost centre fields must be null There can only be one record for sequence 1 to 50 per user The sequence range 1 to 50 for this restriction refers to journal amounts These must be defined on block 3 for the sequences to be used block 2 Note The program will not validate for overlaps and gaps in ranges for sequences Thus care must be taken when defining ranges for sequences on block 3 e Whether sequence range between 51 and 99 is used or not multiple records may be defined for various combinations of department Cost Centre Include Exclu
65. D VAT NO APPORTIONMENT 140 1 000 GU TEST GUI 140 1 000 NZ NZ RATE 125 1 000 P APPORTIONMENT 140 140 S STANDARD RATED VAT NO APPORTIONMENT 140 500 s1 STANDARD RATED VAT 2 APPORTIONMENT 140 020 S2 STANDARD RATED VAT 10 APPORTIONMENT 140 100 S3 STANDARD RATED VAT 100 APPORTIONMENT 140 1 000 S4 STANDARD RATED VAT 14 NO APPORTIONMNT 140 000 Copyright IT S 16 Version 12 2002 Financial Code Structures Chapter 5 5 13 1 VAT REGISTRATION DETAIL FCSCR1 2 This report reflects the detail of the different VAT registration numbers as well as the VAT Codes and rates used by the institution USER SELECTION None although a previous request can be inserted PRINT SEQUENCE Vat Registration Code 0602 132195 page dl INTEGRATED TERTIARY SOFTWARE itsvl2 VAT REGISTRATION DETAIL Program A is qUe iO ES Vat Vat Registration Name Vat Vat Vat Vat Vat Vat Rept Vat Log Regis Number In Cc In Acc Out Cc Out Acc Cycle Cyc Action 01 INSTITUTION S VAT REGISTRATION 00300 20 1 FOO1 9208 F001 9208 99905 2 02 DEPT 30 S VAT REGISTRATION 3332123 22 F001 9208 F001 9207 199506 2 03 INSTITUTE FOR MEDICINE 2202 220 2 0058 2012 F001 2012 99502 2 1 INSTITUTIONS VAT REG NUMBER 00300 20 1 F001 9208 F001 9207 99901 2 10 HERMAN VAT 91 22 A002 9208 A002 9207 99606 2 11 DEPT 55 VAT REG NUMBER 00300 99 1 S003 9208 S003 9207 199502 2 13 DEPT 30 S VAT REGISTRATION 45 CC1231
66. EBTORS STUDENT DEBTORS STUDENT DEBTORS STUDENT DEBTORS 26 SEP 2002 10 39 04 ie Tage esed WALZ OOO Currency Code Dates Currency Name CANADIAN DOLLARS DEUTSCHE MARK B POUNDS RSA RANDS US DOLLARS 26 SEP 2002 10 39 04 fi yisp ts TAO Ol 0 Currency Code Currency Name Copyright ITS INTEGRATED TERTIARY SOFTWARE itsv12 Page dl Subsystem Currency Types Document Description Currency Updateable Group Y N AL All documents B Y I Invoice S Yy I Income S ba EX Expense B xX I Invoice B x I Income B i EX Expense S Y IV Investment B AL All documents E AL All documents S ENT AL All documents S ag BL Bursary loans IC Cancel Invoice RF Raise financial debits F DC Manual journals F Y IC Interest calculation KKKKKKKKKK End Of Report KKKKKKKKKK INTEGRATED TERTIARY SOFTWARE itsv12 Page Al Fixed Foreign Currencies Exchange Rate 8 000 3 300 12 000 1 000 5 760 KKKKKKKKKK End Of Report KKKKKKK KKK INTEGRATED TERTIARY SOFTWARE itsv12 Page il Variable Foreign Currencies Trans Currency Exchange Updated Original Date Type Rate Y N User 16 FEB 1999 N 12 000 Y ITS 16 FEB 1999 B 13 000 Y ITS 13 JUL 1998 N 12 000 Y ITS 05 JUL 1999 B 10 000 Y E 22 FEB 2000 S 4 180 Y E 21 JUN 2000 B 10 000 Y E Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 CANADIAN CANADIAN CANADIAN DEUTSCHE DEUTSCHE DEUTSCHE DEUTSCHE bh a 980 00
67. FUND Al STUDENT BODIES LEDGER 0112 ENGLISH DBN Al STUDENT BODIES LEDGER ZZ89 CONS Al STUDENT BODIES LEDGER RO1C CCC ROSA Al STUDENT BODIES LEDGER KKKKKKKKKK End Of Report x x 5 12 10 ELECTRONIC CONVERSION GROUPS FCSCR1 24 This report is used to display the complete list of defined electronic conversion groups USER SELECTION None although a previous request can be inserted PRINT SEQUENCE Numerical 13 OCT 2002 13 38 03 page 1 INTEGRATED TERTIARY SOFTWARE itsv12 Electronic Conversion Groups BREOJE MIA ies iZ 0100 ES Copyright IT S 2 Version 12 2002 Financial Code Structures Chapter 5 Code Name A ABSA F FIRST NATIONAL BANK sec Standard Bank Cats ST Standard Bank Tape 4 rows selected KKKKKKKKEK End Of Report x x Copyright ITS 3 Version 12 2002 Financial Code Structures FINANCIAL CODE STRUCTURES APPENDICES Copyright ITS 1 Version 12 2002 Financial Code Structures 6 1 APPENDIX A EXAMPLE OF COST CENTRE CONSOLIDATION STRUCTURE Support Activities Copyright ITS Version 2002 i Financial Code Structures us A Acad Act etc Copyright ITS Version 12 2002 Financial Code Structures 6 2 APPENDIX B SAMPLE GENERAL LEDGER ACCOUNT STRUCTURE No Description F Lev 1 EXPENSES H 9 100 SALARIES AND REMUNERATION H 6 101 Salaries Permanent Staff PCI D 6 102 Salaries Other PCI D 6 109 Total Salaries S 6 111 Staff Benefits Perman
68. L FCSM 5 32 4 6 MAINTAIN CHEQUE AUTHORISATION FCSM 6 35 4 7 DELETE COST CENTRE FCSM 21 35 4 8 DELETE ACCOUNT FCSM 22 36 4 9 DELETION OF AUDIT FILE CREDITORS FCSM 23 y 37 4 10 DELETION OF AUDIT FILE DEBTORS FCSM 24 38 4 11 MAINTAIN DEBT CRED CURRENCY FCSM 25 y 38 4 12 FCSMRI SUB SYSTEM DEFINITION FCSMRI1 1 9 38 4 12 1 PRINT AUDIT TRAIL FCSMR1 2 40 4 12 2 PRINT AUDIT TRAIL NEW FORMAT FCSMRI1 3 41 4 123 SYSTEM OPERATIONAL DEFINITIONS FCSMR1 4 43 4 12 4 AUTO GENERATED NUMBERS FCSMRI1 5 44 4 12 5 USER ACCESS CONTROL FCSMRI1 6 44 4 12 6 CHEQUE AUTHORISATION FCSMRI1 7 45 4 12 7 MAINTAIN DEBT CRED CURRENCY FCSMRI1 8 46 21 PRINT AUDIT LOG USER RESTRICTIONS FCSMRI 21 47 5 FINANCIAL CODE STRUCTURES FCS 3 FCSC ee 1 Copyright ITS as Version 12 2002 u Financial Code Structures ITS Financial System Table of contents 5 1 MAINTAIN VAT RATES FCSC 1
69. M Bank Transfer and Q Cheque D User A8 Supply the user code defined on menu option USERS 5 applicable to the cashier in A above who may approve payments E Low Amount N17 2 Supply the low value of a payment that the cashier in A above may approve The cashier will not have authorisation to approve payments for less than this value F High Amount N17 2 Supply the high value of a payment that the cashier in A above may approve The cashier will not have authorisation to approve payments for higher than this value The program will validate that a cashier cannot have multiple records for the same cashier ID Sub system and Payment method Thus only one record may exist for this combination 4 7 DELETE COST CENTRE FCSM 21 Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 The deletion of a cost centre is strictly controlled and only senior officials should be allowed access to this option The following conditions must be met before the system will allow a deletion the cost centre must not be consolidated into another one no cost centres must be consolidated into this one the inactive indicator for the cost centre must be set to N on active on all GLA s for all years on FCSO 6 If no transactions were processed for the cost centre the deletion will be allowed but if there are transactions in existence a further two conditions will have to
70. NDARD RATED VAT OLD VAT RATE EXEMPTED FROM VAT ZERO RATED VAT Z1 ZERO RATE APPORTIONED 19 rows selected KKKKKKKKKE End Of Report x x x Copyright ITS 18 Version 12 2002 Financial Code Structures Chapter 5 5 12 2 BANK DETAIL FCSCR1 3 This report is used to display the complete list of banks and building societies and their defined branches USER SELECTION None although a previous request can be inserted PRINT SEQUENCE Branches numerical within banks societies Date 13 Cl 2002 13324 INTEGRATED TERTIARY SOFTWARE itsv12 Page 1 Program f8Brpt rdf V12 0 0 0 Detail For All Banks For Cycle 200209 Bank 1 STANDARD BANK Type S BUILDING SOCIETY Branch Branch Post Code Name amp Address Code 102 PRETORIA NORTH 24 MAIN ST PTA NORTH 0045 103 VERWOERDBURG SHOP 89 VERWOERDBURG CITY 0045 104 WATERKLOOF 81 CHARLES ST WATERKLOOF 0011 105 NEW PENTHOUSE SUNNYSIDE CENTRE SUNNYSIDE 0038 106 BLOEMFONTEIN 39 MAIN ST BLOEMFONTEIN 3009 107 HOUGHTON 63 MAIN ST HOUGHTON 1111 Copyright ITS 19 Version 12 2002 Financial Code Structures Chapter 5 5 12 3 CASH BOOK DETAIL FCSCRI1 4 Y This report displays the Cash Book Definition Bank Transfer Detail ACB and Subsystem per Cash Book ACB user as created in FCSMN 5 USER SELECTION None although a previous request can be inserted PRINT SEQUENCE On cash book code user code and subsystem code iS OCT 2002 2 INTEG
71. ONTROL ACCOUNTS FCSCR1 21 1 5 12 8 GENERAL LEDGER DEFINITIONS FCSCR1 22 1 5 12 9 GENERAL LEDGER CC ALLOCATIONS FCSCR1 23 2 5 12 10 ELECTRONIC CONVERSION GROUPS FCSCR1 24 2 FINANCIAL CODE STRUCTURES APPENDICES 1 6 1 APPENDIX A EXAMPLE OF COST CENTRE CONSOLIDATION STRUCTURE 1 6 2 APPENDIX B SAMPLE GENERAL LEDGER ACCOUNT STRUCTURE 1 Copyright ITS NN Version 12 2002 Financial Code Structures Introduction Chapter 1 1 INTRODUCTION FRM 27 FCS 1 1 GENERAL INFORMATION This is the User Manual for the operation and maintenance of the ITS Financial Code Structure Subsystem It also describes Financial System Maintenance Procedures It is one of a series of user and technical manuals that is available for the ITS systems The complete list of manuals may be found in the General Support System User Manual GSS The contents of this manual are Chapter 1 Introduction Chapter 2 Security of ITS Financial Systems Chapter 3 Operational Financial Codes Chapter 4 Financial Code Subsystem Maintenance Chapter 5 Financial Code Structures The reader is referred to Section 1 2 for a global overview of the ITS Financial System and to Section 1 3 for an overview of this Subsystem The symbol after a menu option indicates that the following section of the manual is available as on line
72. RATED TERTIARY SOFTWARE itsv12 Page 1 Program s aso rasta ES WALZ 0010 Cash Book Definition Cash Name Bank Branch Acc No ce Acc CC Name Acc Name Book Code 1 MAIN CASH BOOK 20 2011 12345678901 FOOL 7320 WORK FUND Overdraft Bank 10 TOETS KASBOEK 44 440116 110695800924 0058 0312 ECONOMICS Staff Benefits Other t23 LCL test cashbook 20 2010 123456789 F001 8280 WORK FUND Bank Institution 13 ROSATEST 20 250845 1313131 F001 9320 WORK FUND Group Insurance 2 FORN CASH BOOK 20 250845 22345678901 F001 7320 WORK FUND Overdraft Bank 2A Cash Book Campus B 30 30204 610555666 F001 8280 WORK FUND Bank Institution 2TEST CODE STRUCTURE TEST 11 121212 123456788900111 AA10 100002 DEPARTMENT ONE 33333 TOETS KASBOEK 44 440116 110695800924 F001 8280 WORK FUND Bank Institution Al Cash book Campus A 1 334545 10931061 F001 8280 WORK FUND Bank Institution A3 Cash Book Campus C 1 102 8768758 F001 9202 WORK FUND Debt Control Genera ABSA ABSA CONVERSION 30 335845 1460540026 F001 8280 WORK FUND Bank Institution ADEL Annalise toets 20 2010 8768758 QF01 00000001 OPERATING FUND Test UDW budget cont ADEL1 Annalise toets 44 440116 1106957001 F001 8282 WORK FUND Bank Institution ac ADEL2 Annalise toets Boland 44 440116 1187634534 F001 8282 WORK FUND Bank Institution ac 1233 test character 1 102 123456789012345 MAC 00021 MAC ENGLISH Industrial Research C1234 test gui 1 102 123456789012346 MAC 00021 MAC ENGLISH Industrial Research
73. RRENT FUNDS 0001 TEST 0002 SALARIS MED COSTING 0009 TEST TSA 0010 TEST TSA 1001 TEST100 1AAA TS NON DIVIDEABLE 1TSA TECHNIKON SA 3TSA TECHNIKON SA 4444 TEREST CC 9888 ZOL TEST CLINIC CC A777 ERIT AWARD CREDIT CC AA10 DEPARTMENT ONE AA12 DEPARTMENT TWO AA13 DEPARTMENT THREE AA14 DEPARTMENT FOUR Copyright ITS 43 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 9 GL Allocations FCSOR1 22 This report is used to display the complete list of defined GL allocations The report also reflects the active non active status of the GLA and the fund group and account category of the cost centre and account respectively This list is for the use of financial control staff USER SELECTION Previous request can be entered Start end year Start end cost centres Start end accounts Start end departments PRINT SEQUENCE Numerical on CC number and within cost centre accounts Date 10 SEP 2002 14 01 12 INTEGRATED TERTIARY SOFTWARE Page il aa Soph WAZ sO Os General Ledger Allocations For The Years 2002 To 2002 From Cost Centre macl To Cost Centre macl From Account 0 To Account 99999999 From Department 0 To Department 9999 GLA Code Fin GLA Non Reason To Fund Acc Dept CC Account Year Active Cancel Grp Catg Code General Ledger Name MAC100000001 2002 A 110 312 99 MAC ENGLISH Test UDW budget control MAC100000002 2002 A 10 310 MAC ENGLISH Test account MAC100000004 2002 A 11
74. Restriction FPAI gt Apply Rule AA gt Cannot be linked to Restriction FPA as well gt To de link just delete the record e FPAE PM ERFQ Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EB must be Electronic A user link to Restriction FPAE gt Apply Rule AA gt Cannot be linked to Restriction FPA as well gt To de link just delete the record e FPAR PM REQ Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EC must be Electronic A user link to Restriction FPAR gt Apply Rule AA gt Cannot be linked to Restriction FPA as well gt To de link just delete the record e FPAO PM Order Document Approval restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code ED must be Electronic A user link to Restriction FPAO Copyright ITS 27 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 gt Apply Rule AA gt Cannot be linked
75. S TERTIARY SOFTWARE Financial Code Structure Subsystem User Manual Version 12 2002 Edition Copyright ITS Financial Code Structures ITS Financial System Table of contents 1 INTRODUCTION FRM 27 FCS cnnnenennnnnennnnencennenns 1 1 1 GENERAL INFORMATION 1 1 2 OVERVIEW OF FINANCIAL SYSTEM 2 1 3 OVERVIEW OF CODE STRUCTURE SUBSYSTEM 4 1 4 LINKING WITH OTHER ITS SYSTEMS 5 1 5 IMPLEMENTATION SEQUENCE 5 2 SECURITY OF ITS FINANCIAL SYSTEMS 1 3 OPERATIONAL FINANCIAL CODES FCS 1 FCSO 1 3 1 COST CENTRE DEFINITIONS FCSO 1 Nh 1 3 2 VALIDATE COST CENTRE STRUCTURE FCSO 2 3 3 ACCOUNT DEFINITIONS FCSO 3 Nh 11 3 4 VALIDATE ACCOUNT STRUCTURE FCSO 4 16 3 5 ACCOUNT LISTS FCSO 5 19 3 6 GENERAL LEDGER ALLOCATIONS FCSO 6 20 3 7 TRANSACTION TYPE DEFINITIONS FCSO 7 Nh
76. TATS Al Indicate if cost centre must be included in STATS reporting system Y es N o P VAT Registration Code A2 Enter the VAT registration code for this cost centre The registration codes and detail are maintained in option FCSC 2 The system will display the number allocated by the Receiver of Revenue and the VAT GLA s Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 Q VAT Rate Code A2 Enter the VAT rate code which is normally applicable to this cost centre The VAT rate codes percentages and apportionment percentages are maintained in option FCSC 1 The system will display the percentage and the apportionment percentage Blocks 2 amp 3 CONSOLIDATION OF COST CENTRES FCSO 1b2 b3 In the folowing two Blocks the user can link unlink cost centres in a hierarchy for example all cost centres representing departments within one faculty can be linked to the cost centre which represents the faculty This can be done on a global basis or on an individual basis The system will control that the cost centre to which the linking is done is a Consolidation cost centre but a consolidation cost centre can be linked to a higher consolidation cost centre Before structures can be created here the Consolidation Cost Centre to which other Cost Centres are to be linked must first be queried on block 1 This does not apply should the User only want to view existing structu
77. TEST BC CA 400 MI A 11 36 59 J 06 APR 2000 NEW CN 6917 CD 06 APR 00 CC CN TEST BC CA 400 MI C Copyright IT S 51 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 12 1 Exchange Rates FCSOR2 1 Y This report is used to display the complete detail of the defined exchange rates USER SELECTION Previous request can be specified PRINT SEQUENCE Alphabetic by currency code Date 2 0 SHB ZO Om O S22 INTEGRATED TERTIARY SOFTWARE itsv12 Page dE eZ Disp tans chiles VL Oe Ol Foreign Currencies Currency Currency Exchange Code Name Rate CAN CANADIAN DOLLARS 8 000 DM DEUTSCHE MARK 3 300 GBP B POUNDS 12 000 SAR RSA RANDS 1 000 US US DOLLARS 5 760 KKKKKKKKEK End Of Report xx x 5 rows selected EOF Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 12 2 Foreign Currencies FCSOR2 2 Dates This report is used to display the complete detail of the defined Foreign Currencies USER SELECTION A previous request can be specified None PRINT SEQUENCE Alphabetic by currency code 20 BE 2002 10839305 y ape s qui vi2 E Subsystem Code EH Gr e EE a HA NDNnNnNnN N Y UU UU OU Dates Name ACCOUNT RECEIVEABLE CASHBOOK CASHBOOK CASHBOOK COUNTER SYSTE COUNTER SYSTEM COUNTER SYSTEM GENERAL LEDGER RESEARCH SYSTEM LONG TERM LOANS PROCUREMENT MANAGE STUDENT DEBTORS STUDENT D
78. Table of contents 3 11 13 Transactions per Event FCSOR1 26 48 3 11 14 Non Active GLA s FCSOR1 27 49 3 11 15 Audit Log Financial FCSOR1 28 50 3 12 1 Exchange Rates FCSOR2 1 1 3 12 2 Foreign Currencies FCSOR2 2 2 3 12 3 Types Of Documents FCSOR2 3 4 3 13 STATS REPORTS FCSOR2 80 FCSOR3 5 3 13 1 Structure STATS Validation FCSOR3 1 5 3 13 2 Valid STATS Rowcodes FCSOR3 2 6 3 13 3 CC PCS CESM Relation FCSOR3 3 7 4 FINANCIAL SYSTEM MAINTENANCE FCS 2 FCSM 1 4 1 1 SYSTEM OPERATIONAL DEFINITION FCSM 1 1 4 1 2 DEFINITION OF SYSTEM OPERATIONAL RULES FCSM 1b2 4 4 1 3 OPERATIONAL RULES FOR RULE CODES AP AQ AND AL FCSM 1b2 15 4 2 SUBSYSTEM DEFINITION FCSM 2 16 4 3 MAINTAIN AUTO GENERATED NUMBERS FCSM 3 16 4 4 MAINTAIN USER RESTRICTIONS FCSM 4 17 4 5 FINANCE USER ACCESS CONTRO
79. a suitable name to describe the type of transaction that is to be defined C Active Indicator A1 Is this transaction type ctive or N on active The system will not allow N on active transaction types to be used by the users or programs Post to GL for all subsystems will post N on active Transaction types to the GL if the user changes this field to N on active after an input of a transaction if the transactions have not yet been posted D Subsystem A2 Supply the subsystem for which this transaction type is valid When a type is used in one of the subsystems the system will check that it is valid for that subsystem The lt LISTS function will show the allowed values for this field namely AR Accounts Receivable AS Alumni Subsystem BC Budget Control CB Cash Book CM Meal System CT Counter Subsystem GL General Ledger IM Research System LL Long Term Loans PM Procurement Management PR Payroll SD Student Debtors E Default Value N17 2 Specific types of transactions for example Registration or Application Fees normally have a standard value If a default value is entered the system will display this value whenever this Transaction Type is used The value may be adjusted It is important to note that in some instances the generation of a transaction is dependent on the value of this transaction Whenever a transaction is linked to an event in the Student Debtors Subsystem the generate indicator is set to Y es
80. a workload point of view but may be used by exception The system provides a facility whereby the user can declare groups of accounts valid for specific groups of cost centres This facility is explained in the next Section 3 6 One of the options available is to declare a valid subset of the master account list and the option currently being discussed facilitates the creation of subsets of accounts called Account Lists The option consists of three Blocks and the user can create a list by giving it a code and a name in Block 1 and then create the accounts by a menu option following Block 2 Block 3 displays the accounts in the List and single accounts can be added to the List The detail of the Blocks is as follows Block 1 ACCOUNT LIST CODE AND NAME FCSO 5b1 A List Code A3 Code for this list B List Name A40 Description of the name for this list Block 2 ACCOUNT LISTS FCSO 5b2 Copyright ITS Version 12 2002 19 Financial Code Structures Operational Financial Codes Chapter 3 A List Code A3 Code for this list to be updated or queried The system will display the name and the number of accounts presently in the named list B Major additions A1 If the user wants to add single accounts the response would be N o and after a lt NEXT BLOCK gt single accounts can be entered If the user wants to do major additions the response would be Y es and on lt ENTER gt the following menu will be displayed Pr
81. able and Stores Subsystems The following fields are relevant to this screen A Code N3 Supply a unique number for this category B Name A40 Supply a suitable description for this category C Type Al Supply the relevant type for this category Categories are divided into 4 types namely R eve nue E xpense A ssets L iability D Subsystem Access Al Columns are displayed with the codes of the different subsystems as headings and the user can indicate with a radio button whether this category is accessible to the specific subsystem 5 8 MAINTAIN ACCOUNT TYPE DEFINITIONS FCSC 21 Y This option provides the facility for users to define different types of accounts for each debtor and creditor defined on the financial system Account types can only be defined for debtors creditors in the AR SD CM and PM financial sub systems Copyright ITS B Version 12 2002 Financial Code Structures Chapter 5 This option consists of the following fields A Account Type A4 Supply a code for the account type B Description A30 Supply a suitable name to describe the account type code C E D Code A4 Supply the Deduction code to be used by the payroll system n respect of meal deductions This is only applicable if the sub system is CM D Alternate Description A30 Provide an alternate name for B above if required E Sub System A2 Supply the sub system applicable to the account type The valid values are SD AR CM or PM
82. age dl Programe ep ES Wil 0 00 General Ledger Allocations For Department 1 ELECTRONIC DATA PROCESSING From Year 2002 To Year 2002 From Account 00000000 To Account ZZZZZZZZ General Ledger GLA Non active Reason General Ledger Name Allocation Non active 000100022 A TEST Research Travelling 00010011 A TEST uuu 00010101 A TEST Salaries Permanent Staff PC1 00010123 A TEST Med Aid Medicines 00010124 A TEST Staff Soc Clubs 00015011 A TEST Application Fees 00015014 A TEST Class Fees 000900021 A TEST TSA Industrial Research Account 00097412 A TEST TSA Fixed Assets 00098281 A TEST TSA Bank Institution account 2 001000021 A TEST TSA Industrial Research Account Version 12 2002 Copyright ITS 45 Financial Code Structures Operational Financial Codes Chapter 3 3 11 11 Transaction Type Definitions FCSOR1 24 Y This report displays the complete list of defined transaction types with some of the relevant data elements USER SELECTION Previous request can be entered Enter Sort Sequence A lphabetic or N umeric PRINT SEQUENCE Numerical within subsystem Date 10 Sep 2002 14 52 46 INTEGRATED TERTIARY SOFTWARE itsv12 Page dl hole tl WALD SOO 60 TRANSACTION TYPE DEFINITION NON VAT CASH GLA TRN Transaction Name CIV TR VAT D C VAT BOOK Debit PS CARD DT D C TRN FIN Type Account Type REPT EV LINK IND 201 FF SS CODE Credit GL IND CR TYPE VALUE YEAR CYC 38 XFER FROM MEAL ACCOUNT A J AR F0018420 Y D 0 0
83. al D 2320 Computer Maintenance S 2390 Sundry Laboratory Expenses 5 2399 Total Laboratory Costs 5 2400 FINANCIAL amp PROFESSIONAL SERVICES 5 2401 Banking Costs 5 2402 Collection Costs 3 2403 Legal Costs 5 2404 Audit Fees 3 2405 Consultation Fees 5 2406 Honoraria amp Authors Fees 5 2407 Examiners amp Moderators D 2499 Total Financial amp Professional Costs 5 Copyright ITS Version 12 200 Financial Code Structures 2500 ADMIN AND EXPENSES H 5 2510 Contribution to Societies D 5 2511 Affiliation fees D 5 isis Copyright ITS 3 Version 12 2002 Financial Code Structures Keys and Functions Following is a list of the standard shortcut keys that can be used o hit Count Query F12 Previous Field o
84. alid values are Y es or N o The completion of this field is dependent on rule BB defined on menu option FCSM 1b2 If rule BB is set to Y es all users in this option will be set to Y es and cannot be updated to No This implies that as an institution should any user encounter an insufficient funds situation the user may override it to allow the transaction to be processed If N o all users on this option will be set to N o but individual users who are granted privileges to override insufficient funds may be set to Y es in this option This implies that as an institution the override of insufficient funds is not allowed except for those users who are authorised to H Approval privilege A1 Valid values are Y es or N o The field is secondary to the Alpha Field value of the System Operational Definition Rule Code EA to ES Only rule codes that are Electronic can be Approved If Yes the user can approve PM documents depending on access and restrictions Otherwise the user has no Electronic Approval Privileges I Buyer privilege A1 Valid values are Y es or N o The field is secondary to the Alpha Field value of the System Operational Definition Rule Code EA to ES Only rule codes that are Electronic can have Buyer Privileges If Yes the user can maintain PM Buyer document fields depending on access and restrictions Otherwise the user has no Electronic Buyer Privileges Copyright ITS Version 12 2002 34 Financial Code St
85. an will prompt the user with Override Default Accumulation Date Y N A N o will accept this date whereas when Y es a new accumulation date may be supplied SE SD Default agreement A The valid value is any Agreement Code code Current Year This code will be used in the event where there is no agreement code linked to the oa l block l SF SD Default cash A The valid value is any Agreement Code If agreement code the student is registered as Cash this Current Year agreement code will be linked to the student automatically This also means that the agreement code linked to the block and rule code SE will be ignored SG SD Default agreement A Supply the default agreement code for the code Next Year next year SH SD Default cash A Supply the default cash agreement code agreement code for the next year Next Year SI SD Date Interest Last D Supply the date when interest was last Calculated calculated SJ SD Date Next Interest D Supply the date when interest will next be Calculated calculated SK SD Distribution Default A Supply the default distribution account Account Type In type to be used in the future Future SL SD Default account type A The valid value is any account type It B L operates in the same way as for rule code SC except it is for bursaries awarded from the Bursary System SM SD Default account type A The valid value is any account type It CM operates in the same way as for rule code SC except it is for I
86. ange Rate Changes 28 General Item and Item Creditor Definition 29 General Item Definition Deletion 30 Foreign Currency Exchange Rate update Cheque 31 General Ledger Allocation Activities Copyright ITS Version 12 2002 50 Financial Code Structures Operational Financial Codes Chapter 3 The selection parameters for all of the above log files are as follows Enter choice N2 Enter Start End Date DD MON YYYY Enter Specific Query Number N7 Or lt return gt for all An example of such a log file is the Cheque Cancellations Print Indicator 26 SEP 2002 13 46 INTEGRATED TERTIARY SOFTWARE itsv12 Page 1 Program faarpt rdf v12 0 0 0 AUDIT LOG FOR FINANCIAL SYSTEM CHEQUE CANCELLATIONS PRINT INDICATOR Between 01 jan 2000 And 31 may 2000 Description Of Codes Cn Cheque Number Cd Cheque Date Cc Creditor Code Cn Creditor Name Bc Bank Cheque No Ca Cheque Amount Mi Match Indicator Pr Print Indicator User Date Time Status Changes J 05 APR 2000 OLD CN 6915 CD 05 APR 00 CC 771 CN ELSABE TEST BC CA 100 MI A 10 36 52 J 05 APR 2000 NEW CN 6915 CD 05 APR 00 CC 771 CN ELSABE TEST BC CA 100 MI C 10 36 52 J 06 APR 2000 OLD CN 6916 CD 06 APR 00 CC 200001278 CN A van Deventer BC CA 400 MI A 11 36 51 J 06 APR 2000 NEW CN 6916 CD 06 APR 00 CC 200001278 CN A van Deventer BC CA 400 MI C 1 36 51 J 06 APR 2000 OLD CN 6917 CD 06 APR 00 CC CN
87. ated the system will automatically allocate a number to the cheque The number will be retrieved from the table in option FCTM 1 resulting in only one range of internally generated numbers for cheques It is however true that different series of cheque numbers refer pre printed number on the cheque will be used for the different subsystems or cash books The number maintained in this field is the next pre printed number When cheques are printed in options FCTO 22 FPMOPD 27 and FPRN 6 or 21 the system will request the next pre printed number The system will then increment the number for the number of cheques generated and this field will be updated 2 Block 2 BANK TRANSFER DETAILS ACB If the user should require ACB transfer the Bank Transfer Details will have to be maintained in the following fields the user is referred to the ACB User Manual for more information A User Code N4 Every user of the ACB facility is assigned a User Code which is the same as B below if the user prepares the transfer tapes in house B InstallationID Code N4 Supply the ID number as assigned by the ACB C User Generation Number N4 The first Live User Data Set submitted must commence with No 0001 and thereafter mustbe 1 greater than the last Generation Number of the User Data Set successfully processed The system updates this number after every run except when a Test Tape was produced or if validation errors were encounter
88. by a normal GL journal the user can create a type with this indicator set to N o In such cases caution should be taken that the total of all debtors or creditors are in balance with the control account Note should be taken that even if the indicator is set to N o the system will still require GLA s and the user may enter any two valid GLA s Note The transaction type s for the Alumni Subsystem AS should be defined with a N o in this field T GL Note A30 Enter a note to default to the screen in which this transaction is used The note to accompany the GL transaction if any is dependent on the note committed on the input screen U Debit GLA A4 A6 for UK clients A8 Any transaction is debited against a GL Allocation The pre defined code for this account may be entered here and the name of the Cost Center and Account will be displayed GL Allocations are defined under option FCSO 6 Completion of this field and the GL Allocation to be credited see Y below can be M andatory or may be C onvenient or in some instances the value may even be unknown V ariable and can therefore not be supplied In the last two instanc es the screens where the transaction will be used allow for updating whilst in the first mentioned the screens do not display this field or it is not updateable V Update CC Y N Default Y May the user update the Debit Cost Centre when this transaction type is used Y es or N o This field
89. cannot be used for posting transactions and merely serves as indicator for a calculation to start Being a header for different types of accounts an account category and STATS rowcode are not required x D etail A detail account is the only account to which transactions can be posted Sjubtotal No transactions can be posted to this account and the system will sub total all preceding detail accounts with the same level and sub total or total accounts with a lower level x Total No transactions can be posted to this account and the system will total all preceding detail accounts with the same level and sub total or total accounts with a lower level Changing the status of an account requires as in the case of a cost centre careful planning Once again the critical concept is that transactions are only carried on a detail account It is possible to change a Header S Jub total or Dotal account to a D etail account but the reverse is not allowed If such a change is required the user will have to delete the account via option FCSM 22 subject to the normal rules and restrictions refer Section 4 12 E Function Level N1 There are 1 gt 9 accumulation levels available and accounts with a zero in this field will be ignored in the calculation process The Trial Balance Report menu option FGLOR1 1 can be produced at specific levels and therefore users should take care that sub total and total accounts of the same importa
90. category from the subsystems USER SELECTION None although a previous request can be inserted PRINT SEQUENCE Numerical 13 OCT 2002 13 28 00 Acc Name Ct Sys Cm Sys Catg Access Access Cb Sys IR Sys CR Sys CO Sys Access Access Access Access Y T ng Ye 40 GOVERNMENT APPROPRIATIONS Y Y Y 50 GOVERNMENT APPROPRIATIONS b Y x ENT APPROPRIATIONS HM Sys Access INTEGRATED TERTIARY SOFTWARE itsvl2 ACCOUNT CATEGORY LIST f74rpt sql v12 0 0 0 CS Program SO Sys Access Acc AR SYS Ap Sys Type ACCESS Access IM Sys Access PM SYS Log ACCESS Action Po Sys Access PR SYS GL SYS CB SYS SD SYS Ll Sys ACCESS ACCESS ACCESS ACCESS Access Copyright ITS Version 12 2002 Financial Code Structures Chapter 5 5 12 6 ACCOUNT TYPE DEFINITIONS FCSCR1 7 This report is used to display the complete list of defined account types USER SELECTION A previous request can be inserted Enter Subsystem Code A2 Or ALL PRINT SEQUENCE Numerical within sub system Dates SOC TOO IS 286 INTEGRATED TERTIARY SOFTWARE itsv12 F7crpt sql V12 0 0 0 Subsystem Account Account Debt Earn Code Type Description Catg Deduct CLINIC MAIN ACOOUNT GENERAL CONSULTATION ACCOUNT DENTAL CONSULTATION ACCOUNT TEST PAYROLL AR TEST ER TEST TEST CONT MAN NORMAL FOR SUBSYSTEM AR NORMAL FOR SUBSYSTEM AR AR1 BOOKING DEBTOR BOOKING DEBTOR DEPOSITS CENTRAL BOOKING
91. centre Whilst there is no intelligence in the code the user could build some structure into the code resulting in ease of use and reporting B Cost Centre Name A40 Supply the description of the cost centre The first 20 characters will default to the short name which will be used for reports and on screens C Short Name A20 The first 20 characters of the above name will default to this field but may be altered by the user if not satisfied with the default name D Type Of Cost Centre Al Is this a Consolidation or a D etail cost centre Transactions will only be allowed against D etail centres C onsolidation cost centres being used only for grouping of cost centres for various reporting facilities A consolidation cost centre can be changed to a detail cost centre but the reversal thereof not possible The fields described below are only applicable to D etail Cost Centers E Fund Group N4 Indicate to which fund group as specified under option FCSC 6 Report FCSCR1 5 this cost centre belongs to In other words what is the primary source of funding for this Cost Center Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 F Department N4 Indicate which Department as specified under option GCS 4 is responsible for this cost centre The system will report the transactions and balances for this cost centre within the report for the linked department if requ
92. codes are defined on menu option FCSC 23 and are not user defined D Bank Code N2 Supply the code of the Bank relevant to this Cash Book defined in menu option FCSM 4 E Branch Number N6 Supply the number of the Bank branch relevant to this Cash Book defined in option FCSM 4 F Bank Account Number A24 Supply the number of the Bank account number relevant to this Cash Book This is the number as allocated by your bank This account number usually appears at the foot of a cheque The format may vary between banks the most common format being 334945 0610 511 645 26 The Bank uses the first two and the last sections only The bank account number in this example will be 0610511645 the first four digits usually identifying the Branch G Cash Book Currency A3 Supply the currency for this Cash Book H Cost Centre Supply the cost centre for this cash book A4 for SA clients and A6 for UK clients Copyright ITS 9 Version 12 2002 Financial Code Structures Chapter 5 I GLA A4 AS Supply the representing GLA in the General Ledger for this Cash Book The system will use this GLA whenever transactions are created for this Cash Book J Next Deposit Number N6 Whenever a Bank Depost is generated the system will automatically allocate a deposit number to the document The number will be retrieved from this field and the next number will be allocated K Next Pre printed Cheque Number N6 Whenever a cheque is gener
93. cost centre and description will be displayed at the top of this Block and the following fields can be updated The information to be supplied in respect of all cost centres A Programme N2 N2 N1 The program is entered in three fields i e the main programme 1 to 13 the sub programme for all programmes except2 and 3 and the sub sub programme only for sub programmes 5 2 and 6 4 In cases where there are no sub or sub sub programmes zeroes must be entered The name of the sub sub programme will be displayed once the complete code has been entered B Percentage N5 1 Percentage of the expenses to be allocated to each programme The percentages should add up to 100 Block 5 CESM PERCENTAGES OF COST CENTRES FCS 1b5 This Block must be completed only in respect of those cost centres where cost was allocated to PCS s 1 1 and 2 The information to be supplied in respect of all cost centres A Programme N2 N2 N1 As above B CESM Category N2 This value can be between 1 and 22 C Percentage N5 1 Percentage of cost which was spent in formal instruction and or research The total of the percentages for all CESM categories in this Block for a specific program should be the same as the percentage entered against the applicable program in the previous Block The validation option STATS4 3 will check this aspect This information can also be updated for the yearly table and validated under options
94. cost centres are linked to a particular faculty or department code Option FCSM 4 Copyright ITS Version 12 2002 Financial Code Structures Security of ITS Financial Systems Chapter 2 defines this control and should be under the control of one or two senior financial users K Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 OPERATIONAL FINANCIAL CODES FCS 1 FCSO 3 1 COST CENTRE DEFINITIONS FCSO 1 The cost centre is the highest level of the GL Allocation and as such it will have a critical influence on reporting Therefore defining cost centres and setting up the consolidation rules or structures require thorough planning beforehand It is recommended that the responsibility for creating cost centres be delegated to one person within the institution Whilst the consolidation structures are not limited by the system the user should bear in mind that an over complication of these structures will result in extensive maintenance and an unnecessary load on computer resources Furthermore the user should take cognisance of the fact that two other structures namely Departments and Fund Groups are indirectly maintained and therefore available An example of a structure is attached as Appendix A This option consists of five Blocks as follows Block 1 COST CENTRE DETAIL FCSO 1b1 A Cost Centre Code A4 A6 for UK clients A unique code of this cost
95. counts of similar importance should be on the same level An example of a structure is attached as Appendix B This option consists of the following fields A Account Number A8 Range 0 99999999 Unique code for this account Less characters than the eight specified may be used usually not more than four Users should take care in numbering the accounts because calculations are done sequentially on this number A list of example accounts is supplied with the system The logical structure of accounts is Expenditure Revenue Balance Sheet Liabilities Balance Sheet Assets XK XX The reason being that a sub total after expenditure and revenue will result in the net surplus shortfall which should be part of the fund balances in the labilities Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 B Name A30x2 Supply a suitable name for this account Two lines of description are provided C Short Name A20 The first 20 characters of the description in B above will default into this field and the user may change it as required This name will appear on reports and query screens and users should therefore ensure that it makes sense D Account Function Al This indicator determines the calculation function of this account and should be read with the function level in E below An example is discussed below The valid options are x BDeader A header account
96. d 59 or 59 and 63 51 52 53 57 59 63 64 65 Block 2 USER RESTRICTIONS This Block is used to link individual users to the Restriction Types defined above Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 A Type A4 One of the Restriction Types as displayed in Block 1 is entered here The name will be displayed When restriction code is supplied the Item Number and Description mentioned in F above will default automatically B Start End Sequence N2 Supply the start and end sequence when applicable Completion of these fields depends on the restriction provided in A above These fields are not mandatory These sequences must be defined in Block 3 before they are supplied here C User ID N9 The user identification number that was used when this user was created under option USERS 3 It is in many cases the same number as the personnel number The user code and name of the person will be displayed Completion of this field is mandatory D Depending on the restriction selected information regarding Item Numbers must be supplied in terms of the rules of the restriction Note If a user needs access to the records of more than one Faculty School or Department more than one record for the same person and Restriction Type should be entered here If on the other hand a person needs access to all Faculty Schools or Departments NO record is created for that person
97. d here All updates to this option are written to a log file The log file can be found on menu option FCSMR 1 3 option 17 Copyright ITS 33 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 9 QUERY TRANSACTION EVENTS FCSO 22 The Financial System is driven by transaction types which allow the system to default certain values on updating of transactions thereby adding additional control and speed to normal processes One of the update types is A utomatic which indicates that some or other event will trigger this transaction type The events in the system are predefined and are linked to a specific program When this program is activated the linked transaction will be activated and a transaction will be generated Transaction events can be seen in the report FCSOR1 25 This screen can be queried only and the following fields are displayed A Event Number A2 A unique number as allocated by ITS B Description A40 The description of the event will be displayed The first two fields of the description will always indicate the subsystem in which this event takes place i e where the transaction type should be created 3 10 QUERY TYPES OF DOCUMENTS FCSO 23 Some of the financial subsystem transactions e g PM and AR are linked to types of documents These give more definition to the documents of the subsystem The user has no control over the linking of these types to a transac
98. de fields However care must be taken when defining these records per user since the program will not validate for duplicate records The program will however validate that the cost centre specified does belong to the department specified Thus should a record be defined and the department is not specified but the cost centre is specified the program will automatically populate the department field with the department code of the cost centre Furthermore if the department and the cost centre are specified the program will validate that the cost centre does belong to the department Sequence 51 to 99 in this restriction refers to account categories Sequences for account categories must be defined on block 3 Once again care must be taken in defining these ranges since the program will not validate for overlaps and gaps e This restriction applies to the following menu options Copyright ITS 21 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 e FGLO 1 Journal Transactions Including sub systems FGLO 2 Batch Journals Including sub sys tems FGLO 3 Repeating Journals FGLO 8 Query Ledger Transactions Including sub systems FGLO 5 Distribution Journal PROCUREMENT MANAGEMENT SYSTEM The Access Definitions are FP or can be divided into FPI FPE FPR FPO and FPS FPS or can also be divided into FPSA FPSC FPSD FPSF FPSH FPSP FPSL and FPSK FPFD These Access definit
99. derstand that no transactions before the date of change will be available The system will not allow a D etail cost centre to be changed to a C onsolidation cost centre until all the transactions of the cost centre have aged beyond the period specified for retaining of transactions and the transactions have been removed Block 4 PROGRAMME PERCENTAGES OF COST CENTRES FCSO 1b4 In this Block the user can specify the default percentages per Program Classification Structure PCS according to which the system should subdivide the non salary portion of the expenses for this cost centre These default values are NOT linked to ayear and can therefore be seen as the normal activities within this cost centre Similar blocks are available under option STATS4 4 When phase one of the STATS tables option STATS4 3 is executed the system will calculate PCS and CESM values for all cost centres from which personnel are paid and these values will then be inserted Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 into the table under STATS4 4 The system cannot calculate values for cost centres from which salaries are not paid and in such cases the system will copy these default values into the STATS tables This information is retained from one year to the next and need be updated only when a change in the purpose for which the funds were used becomes apparent The specified
100. e Will only display N on active if all the Cost Centres linked to the above account are N on Copyright ITS Version 12 2002 14 Financial Code Structures Operational Financial Codes Chapter 3 active An account can be set to inactive at any time on GLA level and thereafter no transactions will be allowed against it A Header Sub total or Total Account cannot be set to non active The system will treat these Accounts as active except for option Delete Account FCSM 22 which will treat it as Non active R Budget Control A1 Indicates if budget control must be done on this account A ccount or Account C ategory The system will default the value from the System Operation Definition When the user executes lt FIELD HELP gt the valid values along with the explanation on the use of these budget control indicators will appear in the form of a pop up screen This indicator should be read with the indicator on the cost centre Section 3 1 K If the cost centre indicator is set to N o the system will ignore budget control for all accounts within this cost centre If the Cost Centre indicator is set to A ccount Account Category C ost Centre or Cost Centres excluding S alary Account Categories 310 to 329 budget control will be done as follows A Budget control is done on the available funds on A ccount depending on the Budget Control indicator set on the Cost Centre If Cost Centre budget control indicator is set to
101. e the same effective date for a particular block irrespective of whether they registered before on or after the block start date Otherwise if B lock is not used the S tudent registration date will be used as the effective date The S tudent registration date will be used on menu option FSAO 4b3 as the effective date for a student s Account Type and Agreement Code SC SD Default account type A The valid value is any student account CT CB type This account type cannot be linked to a student on menu option FSAO 4b3 All students will have this account type automatically The cashier can use this account type if the cashier cannot or does not want to distribute the receipt to the students linked account types If cashiers use the default account type menu option FSAO1 1 must be used on at least a monthly basis to distribute the receipt to the linked account types This option will distribute according the ageing parameters of the student SD SD Default accumulation D Default Date up to which Student Copyright ITS Version 12 2002 12 Financial Code Structures Financial System Maintenance Chapter 4 date Statements must Accumulate Balance before Printing Detail DD MON YYYY Due to the accumulative number of transactions on accounts of students users will require accumulation of transactions up to a specific date In this option a default accumulation date can be set When statements are printed the progr
102. ed The user will have to reset this field when the bureau rejects a live tape D Type of Service A10 The choice of ONE TWO or FIVE DAY service is offered by the ACB The system defaults to FIVE DAY E User s Approved Abbreviated Name A10 ACB assigns an approved abbreviated name to every user at time of registration These names must be entered here exactly as specified by the Bureau since this will be the name that appears on the tape Copyright ITS 10 Version 12 2002 Financial Code Structures Chapter 5 F Installation Generation Number N4 The firstLive Tape submitted must commence with No 0001 and thereafter must be 1 greater than the last Generation Number of the tape successfully processed The system updates this number after every run except when a Test Tape was produced or if validation errors were encountered The user will have to reset this field should the bureau reject a live tape G Tape Serial Number A8 Supply the number by which the institution identifies the physical tape that is delivered to the bureau It will also appear on the accompanying Tape Advice that is sent to the bureau H Aggregate Value Limit N13 This field represents the maximum total debit allowed against the user s nominated account number during any ten days period as agreed with the bureau In practice if the total debit on a tape exceeds this amount the tape will be rejected unless prior arrangements have been made with the
103. edged On lt COMMIT gt rule code AL will be applied as follows Copyright ITS 15 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 4 2 SUBSYSTEM DEFINITION FCSM 2 The rules set up in the System Operation Definition will default to the different subsystems The values will be displayed on this screen and the user may change the setting for the retaining of balances and transactions as follows A Code A2 The codes are pre defined and no records can be inserted or deleted B Name A30 The applicable name will be displayed C Retain Transactions N2 Indicate in cycles how long transactions for the specific subsystem should be retained A maximum of 36 cycles and minimum of 14 cycles are allowed The user should note that the minimum cycles for the Payroll System is 24 cycles If less than 24 cycles are specified the subsystem will automatically default to 24 cycles D Financial Year Cycle N4 The present financial year and cycle of the subsystem will be displayed This field is not updateable and can only be used as a query facility to see the status of the different subsystems The field will be updated when Period end and Post to general ledger options are executed 4 3 MAINTAIN AUTO GENERATED NUMBERS FCSM 3 Some of the financial subsystems generate sequential numbers and this option is used to initiate this process There are two types of generated sequential numbers
104. edit Note provided that it is within the variance limits as determined by codes AP and or AQ If No Invoice Credit Notes must be approved Valid values are Y es or N o The default is Y es If Y es IRFQ and REQ will generate an issue of stock automatically depending on the availability of stock If N o an IRFQ and REQ cannot generate an issue of stock automatically and the user must use store issue option on a request Whether the IRFQ can generate an issue is dependent on code AC AO PM Use GRV A GRV INV_ variance N amount N17 2 AQ PM Valid values are Y es or N o This flag must be set to Y es if code EE is E lectronic This means that the use of the GRV is mandatory for all orders if GRV s are electronic While code EE is manual the institution may decide whether the GRV is mandatory Y es or N o However the Library and Store systems are not influenced by this flag since GRV s are always mandatory for these systems Valid values are null or 0 00 to 999 999 999 999 999 99 The default is null Indicate the variance allowed between the GRV Order and invoice unit price This code can operate independently or in conjunction with code AQ For more information see section 4 1 3 below GRV INV variance N N6 3 Valid values are null or 0 00 to 999 999 The default is null Indicate the variance percentage allowed between GRV Order Copyright IT Ss Version 12 2002
105. egories 310 to 329 the balance will be calculated at Cost Centre level and the amount carried forward will be posted to the same GLA in the new year M Status Al Display field only Is this cost centre A ctive or N on active Will only display N on active if all the Accounts linked to the above cost centre are Norractive A consolidation cost centre cannot be set to non active The system will treat the Consolidation Cost Centre as active except for option Delete Cost Centre FCSMN 9 which will treat it as Non active No transactions will be allowed against non active cost centres N Ledger Code A2 The ledger to which this cost centre belongs as defined in option FCSC 3 The system will display the description and year end cycle of the specified ledger The majority of cost centres will be the twelfth cycle of the present year whilst the value of other cost centres for example the Student Council will be 9208 The ledgers are defined in option FCSC 3 and the value of the P rimary set will default into this field The field is protected against update Create a new cost centre if a ledger must be changed and transfer the old cost centre data to the new cost centre by journal This will ensure stable reporting On lt COMMIT gt the system will control that the year end of the host cost centre is the same If not the system will respond with CC and host CC must belong to same ledger O Include in S
106. em Where a store user s ambit of responsibility is restricted to a specific store the user may be restricted to the specific store by supplying the relevant store code However in the event where a store user s ambit of responsibility covers all stores the user must be linked to store code ZZ Thus users can be restricted to a specific store or has access to all stores A lt LIST gt function containing store code and name is available Stores are defined on menu option FPMM 22 E See all categories A1 With the advent of restriction FGLB where restrictions may be placed on account categories this field is redundant and users need not concern themselves about this field The valid values are Y es or N o Currently Copyright ITS Version 12 2002 33 Financial Code Structures Financial System Maintenance Chapter 4 this field may not be null and users may supply any of the values indicated This field will be dealt with in a future release F Access kvel in PRS N1 Supply the level of access to access salary related information of personnel on the Payroll System These levels are 1 Top management 2 Other salaried personnel and 3 Wages Thus care must be taken when granting this privilege to users This field must be null for users who are not authorised to access salary related information G Override insufficient funds rule Al May this user override insufficient funds when such a condition exists The v
107. ent Pers PCI D 85 112 Staff Benefits Other PCD DSS 189 Total Staff Benefits T 5 199 Total Remuneration PCI T 6 201 Salaries Permanent Staff PC2 D 6 202 Salaries Other PC2 D 6 209 Total Salaries PC2 S 6 211 Staff Benefits Permanent Staff PC2 D 5 121 Staff Benefits Other PC2 D 85 289 Total Staff Benefits PC2 T 5 299 Total Remuneration PC2 T 6 301 Salaries Permanent Staff PC3 D 6 302 Salaries Other PC3 D 6 309 Total Salaries PC3 S 6 311 Staff Benefits Permanent Staff PC3 D 85 312 Staff Benefits Other PC3 D 85 389 Total Staff Benefits PC3 T 5 399 Total Remuneration PC3 T 6 401 Salaries Permanent Staff PC4 D 6 402 Salaries Other PC4 D 6 409 Total Salaries PC4 S 6 411 Staff Benefits Permanent Staff PC4 D 85 412 Staff Benefits Other PC4 D 5 489 Total Staff Benefits PC4 T 5 499 Total Remuneration PC4 T 6 501 Salaries Permanent Staff PC5 D 6 502 Salaries Other PC5 D 6 509 Total Salaries PC5 S 6 S511 Staff Benefits Permanent Staff PC5 De va 512 Staff Benefits Other PC5 D 85 589 Total Staff Benefits PC5 T 5 599 Total Remuneration PC5 T 6 601 Salaries Permanent Staff PC6 D 6 602 Salaries Other PC6 D 6 609 Total Salaries PC6 S 6 611 Staff Benefits Permanent Staff PC6 D 5 612 Staff Benefits Other PC6 D 85 689 Total Staff Benefits PC6 T 5 699 Total Remuneration PC6 T 6 701 Salaries Permanent Staff PC
108. eque Tjek D AP P Payment Payment Betaling D AP Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 13 STATS REPORTS FCSOR2 80 FCSOR3 3 13 1 Structure STATS Validation FCSOR3 1 This report is used to display all inconsistencies between the Fund Group Account Category and STATS Rowcodes These three data elements are specified under options Fund Group FCSO 1 Section 3 1 above Account Category FCSO 3 Section 3 3 above STATS Rowcode FCSO 3 Section 3 3 above USER SELECTION A previous request can be entered None PRINT SEQUENCE Numerical on GLA number 26 SEP 2002 10 45 INTEGRATED TERTIARY SOFTWARE itsv12 Page 1 Program gt TISrpt tar CS WALA UTO Financial Code Structure STATS Validation Cost Fund Account STATS Centre Account GLA Description Group Category Rowcode 000 00000001 TEST Test UDW budget cont LO 322 404120 000 00000002 TEST Test account 0 310 40425 0001 00000004 TEST Account 4 0 221 40215 000 00021 TEST Industrial Research 0 420 40496 000 00022 TEST Research Travelling 10 310 404120 000 00031 TEST research sales 0 418 40218 000 00032 TEST experiential students 10 230 40218 000 0010 000 0011 TEST uuu 110 410 40496 000 0012 TEST uuu T LO 000 0101 TEST Salaries Permanent S 0 312 404120 000 0102 TEST Salaries Other PC1 110 310 404120 000 0103 TEST Salaries Other PC1 LO 310 404120 0001 0104 TEST Leave Pay LO 310 40102 0001 01
109. ested and it will also control that this department is authorised to place orders against this cost centre Host Cost Centre A4 A6 for UK clients Indicate to which cost centre the Revenue and Expense or Mandatory Transfer for the above cost centre should be transferred during execution of the year end YEC program The system will display the description of the host cost centre The host cost centre must be linked to the same general ledger code as the above cost centre Depending on the value of the Fund Group specified in E above the system will default to the following x If the Fund Group code starts with a 2 3 4 or 5 the system will default its own value in this field If the Fund Group code starts with a 1 the system will default this field to a blank On lt COMMIT gt the system will control that fund groups of the specified cost centre and the host cost centre is the same If not the system will respond with Fund Group not the same will result in inter fund transfer H AR Account Type A4 Supply the Account Type for the sub system AR if I Copyright ITS applicable for this Cost Centre The Account Type name will default into the description field A lt LIST gt of Account Types as defined on menu option FCSC 21 for the sub system AR is available PM Account Type A4 Supply the Account Type for the sub system PM if applicable for this Cost Centre The Account Type name will default into the
110. evious request Supply the account list s code to add to x exit After the list code is entered the system responds with Select one of the following methods 1 From Another List 2 Accounts From gt To 3 Indicated Accounts 4 Accounts per Category Q Return to Previous Menu e Option 1 will copy another list into the one mentioned in 1 A above e Option 2 will allow the entering of a start and end account e Option 3 will allow the specification of an exception indicator and all accounts marked with this indicator will be copied e Option 4 will allow the specification of an account category and all accounts linked to the account category will be copied Block 3 LIST DETAIL FCSO 5b3 After execution of a menu option the user may query the list in Block 3 On entering lt NEXT BLOCK gt or lt PREVIOUS BLOCKs the system will carry the number of the list to this Block and on query the following will be displayed Account Number Account Name first line of description Function Function Level NOTE The system will allow the user b create Header S ub total and Motal accounts on these lists but when a list is linked to a cost centre by option FCSO 6 these accounts will not form valid GLA s 3 6 GENERAL LEDGER ALLOCATIONS FCSO 6 Copyright ITS Version 12 2002 20 Financial Code Structures Operational Financial Codes Chapter 3 As was said before the creation of acc
111. g type for which the student registers This applies to the Distance Education System The valid values are Y es or No If Mes before student is able to change qualification or cancel registration all items received for current qualification must be returned by means of a return voucher If N o all items issued to student need not be returned This applies to the Distance Education System Valid values are Y es or N o If Y es apply the mark up percentage to the item and debit the student with the increased value If N o debit student with the cost price of the item This definition will only be used if code AD is N o This applies to the Distance Education System The valid values are null blank or VAT rate code e g S Standard rated 14 00 If VAT rate code VAT transactions will be generated If null no VAT transactions will be generated This definition will only be used if code AD is N o A letter code that contains a standard note for orders The contents of this letter code will be printed with the order information The valid values are Y es or N o The Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 Invoice approval ne Store issue auto form A PMIS Document default is N o This definition will only be used if codes EE and or EF are set to E lectronic If Y es the GRV Supplier Return Approval information will approve the Invoice Cr
112. hat the user cannot link the same Department code to a null and not null Cost Centre field for a user and restriction combination gt Only Cost Centre Department combination as defined on the Cost Centre Definition is valid Yu Copyright ITS Version 12 2002 30 Financial Code Structures Financial System Maintenance Chapter 4 gt Examples of valid and not valid Department and Cost Centre Combination for a restriction per user In the Example Cost Centre 0001 and 0002 is link to department 1000 and 0003 is linked to 4000 User 2 1000 0001 Not Valid gt Account Category ranges use the start and end Sequence to identify the account category range gt The Sequence must be between 51 and 99 gt Any portion of this Sequence range can be used gt The End Sequence Number of a record and Start Sequence Number of the next record must be continuous if the two sequences are used with a user and restriction combination gt Example of Account Category Range using sequences 51 to 99 000 23900 o wo 0 00 100 00 a oo oo 5 20001 ooo User and restriction combination can be linked to Sequence 51 to 53 or a combination thereof Sequence 57 Sequence 59 Or Sequence 63 to 65 or a combination thereof But not to 51 to 65 or a combination thereof because the End Sequence Number 489 00 of sequence 53 and Start Sequence Number 0 00 of the next sequence 57 must be continuous The same applies for sequence 57 an
113. he correct code Upon supplying the VAT Registration Code the program will prompt the user for the following Supply The Consolidation CC To Be Used x exit The program will validate that the code supplied is a Consolidation Cost Centre If not the program will give the message Illegal cost centre or not a consolidation cost centre and abort the process and user will be taken back to the selection menu Upon supplying the Consolidation Cost Centre the program will link the VAT Registration code to all Cost Centres linked to the Consolidation Cost Centre Press lt Q gt to return to previous screen should the user not want to continue with this process 5 3 CREATE LEDGERS FCSC 3 The system allows for multiple year ends and a specific year end is linked to a ledger In this option users will define different ledgers if required and these ledgers will then be linked to cost centres All D etail cost centres must be linked to a ledger The data fields are A GL Code A2 Supply a unique code for the Ledger Copyright ITS 5 Version 12 2002 Financial Code Structures Chapter 5 B GL Description A40 Supply a suitable description of this Ledger C Indicator P rimary or S econdary Ledger A1 Indicate whether this is the primary or a secondary ledger Only one primary ledger and eleven secondary ledgers are allowed ae E Month of Year end N2 This value can be between 01 and 12 and the sy
114. hich Actions DEL ete INS ert UPD date or ALL A3 Enter Start Date DD MON YYYY Enter End Date DD MON YYYY Upon making a selection the program will produce a report which reflects various details of the selection made and indicates whether inserts updates deletions have been made to each of the records reflected An example of such a report is as follows 06 JUN 2000 12 39 INTEGRATED TERTIARY SOFTWARE itsvl2 Page I Program 74ccc pc For ITS User ALL For Operating System User all For The Following Actions ALL For Dates Between 01 JAN 2002 And 31 MAY 2002 Log File Printed For Cost Centre Definition ITS User Unix Login Date Action Record Key And Data E Ernie 05 APR 2002 12 40 53 CHANGED RK Cost Centre E010 DC Date Last Changed Old 09 MAR 2000 New 05 APR 2000 Creditor Account Type Old AQ New E Ernie 05 APR 2002 12 43 15 CHANGED Rk Cost Centre E010 Creditor Account Type Old New AQ Copyright ITS 42 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 05 APR 2002 13 07 50 CHANGED RK Cost Centre E010 Creditor Account Type Old AQ New 05 APR 2002 13 18 29 CHANGED RK Cost Centre E010 Creditor Account Type Old New AQ Ernie 19 MAY 2002 11 23 52 CHANGED RK Cost Centre E010 DK Date Last Changed Old 05 APR 2000 New 19 MAY 2000 Vat Code Old S3 4 12 3 SYSTEM OPERATIONAL DEFINITIONS FCSMR1 4 This report provides the system with operational def
115. his the user must supply the VAT code The VAT code is in turn linked to a VAT rate which the programs will use to calculate the VAT value of the transaction These VAT codes and rates must be defined in this option as follows The following fields can be updated A VAT Code A2 Supply a unique code The codes as supplied by the Receiver of Revenue may be used B Name A40 Supply a suitable description to define the code supplied in A above The descriptions as supplied by the Receiver of Revenue may be used C VAT Rate N5 3 Supply the VAT rate applicable to the code supplied in A above The rates specified here must be the rates as supplied by the Receiver of Revenue In the event where the Receiver of Revenue changes the VAT rates it is the user s responsibility to ensure that the rates are changed here accordingly At present only three VAT rates are relevant and these are supplied with the system However more rates might become applicable in future The existing rates are E Exempt 0 00 S Standard Rate 0 14 Z Zero rated 0 00 When these rates are captured in this field 14 must be captured as 14 etc D VAT Apportionment N5 3 Supply the apportionment rate to be applied to the VAT rate supplied in C above Due to nature of the service rendered by educational institutions the majority of the income generated is student related as thus by definition is exempt from VAT Because of this VAT on expenditure
116. iate User Manuals A comprehensive system of access control applies to these modules refer Section 2 of this manual for more detail Copyright ITS Version 12 2002 Financial Code Structures Introduction Chapter 1 1 3 OVERVIEW OF CODE STRUCTURE SUBSYSTEM e The Financial Code Structures have been designed with two primary aims in mind namely flexibility in the accounting structure to the extent that every institution can specify its own structure to suit unique requirements incorporation of the specific requirements of STATS Reporting in the accounting structure By keeping the rather complex STATS aspects at the high level of cost centre and account definition the normal users of the system need not concern themselves with this aspect whilst the STATS Statements can be produced as standard reports from the system e Each Allocation Account in the General Ledger consists of a Cost Centre part and an Account part and reporting or queries can focus on either of the two The two parts can be summarised as follows Cost centres represent the destination of transactions or the where of different types of costs and as such normal financial reporting like Trial Balances Income and Revenue Statements and Balance Sheets can be produced at this level Cost Centres can be linked to Fund Groups Program Classification CESM s and Departments for STATS and management reporting purposes The user can also define various ways of
117. in this subsystem such as the financial year and cycle retaining of balances and transactions and the budget control rules default to all other financial subsystems e Cost Centres and Accounts are defined in this subsystem and GL Allocations are built up through combinations of Cost Centres and Accounts These are the only GL Allocations allowed and they are used by all ITS Systems i e Financial Student Accounts Personnel Assets and Library e All financial subsystems are driven by transaction types which are specified here and declared valid for the applicable subsystem e All transactions in other subsystems that affect the General Ledger are validated against the GL Allocations in this subsyste m 1 5 IMPLEMENTATION SEQUENCE e The creation of complete code structures for Faculties and Departments in the General Support System via options GCS 3 and GCS 4 is the only prerequisite for defining Cost Centres and GL Allocations e Thereafter the following logical sequence of implementation events should follow the relevant menu options being indicated in braces FCSO 21 Maintain Foreign Currencies GCS 1 Maintain Own Currency Institution Information GOPS 6 Assign User Names Passwords and Privileges FCSC 3 Maintain Different Ledgers FCSM 1 Define System Operation and Create Setup Rules FCSM 2 Define Subsystems FCSC 7 Maintain Account Categories defining those categories which are valid for thi
118. ingle allocation in the next block after lt NEXT BLOCK gt command x a cost centre can be queried and the system will display the name x enter the code of the VAT Registration x system displays the VAT number and GLA s e If the answer is Y es the system will offer a menu of choices for multiple allocation The menu prompts the user as follows 1 Cost Centres From gt To When this option is selected the program will prompt the user for the following Enter The VAT Registration Code For The Specified CC The program will validate that the code supplied is a valid VAT code If not program will give the message Unknown VAT Registration code and afford the user another opportunity to supply the correct code Upon supplying the VAT Registration Code the program will prompt the user for the following Copyright ITS 4 Version 12 2002 Financial Code Structures Chapter 5 Supply The Starting Cost Centre x exit Supply The Ending Cost Centre x exit After supplying the above the program will link the VAT Registration code to the Cost Centres supplied 2 Consolidation Cost Centres When this option is selected the program will prompt the user for the following Enter The VAT Registration Code For The Specified CC The program will validate that the code supplied is a valid VAT code If not program will give the message Unknown VAT Registration code and afford the user another opportunity to supply t
119. initions and rules Parameters NONE although a previous request can be inserted Date 06 Oct 2002 20 59 Integrated Tertiary Software itsvl2 Page 1 Of 3 f7xrpt sql V12 0 0 0 Transaction Events Start Fin Fin Historical Budget Budget Rev Exp Rev Exp Cycle Year Cycle Transactions Yes No Forward NAME Cont Acc NAME Fund Bal Account 199501 1997 13 Total other expense 00023 Transf to Acc Funds 5810 Accum Funds Balance 7010 KKKKKKKKKK End Of Report kee Ke Date 06 OCT 2002 20 59 18 INTEGRATED TERTIARY SOFTWARE itsv12 Page f7xrpt sql V12 0 0 0 System Operational Definitions Operational Subsystem Operational Alph Num General Numeric Definition C Code Definition Description Character Decimal Field Possible Delivery PM Minimum No of Quotations RFQ Copy Path A O tudy Guide Free A Y se Qual OT to determine Store A hange Store during Regis A hange Qual must return items A Guides not free use markup SGuides not free Vat Code ORDER STANDARD NOTE CODE GRV Approval is INV approval Stop On GRV INV Variance Fail A Store Issue Auto form PMIS Doc A Use GRV A A A A A Copyright ITS 43 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 GRV INV Variance amount N17 2 N GRV INV Variance N6 3 N Document Numbers A Allow Deduct of AR Bal on PM A PMIS Item Codes Mandatory A N PM Maximum Priority Code 000 AV CS Start Asset Account Category 410 00
120. intenance Chapter 4 G Surplus Shortfall Account A8 All cost centres will be linked to a S ubtotal or T otal account which will be the difference between the income and expenditure Before year end close YEND the user needs to transfer these balances to the fund balance in the Balance Sheet by debiting crediting a distribution account still in the Income and Revenue Statement portion and crediting debiting a fund balance account in the Balance Sheet portion Here the number of the account in which the system will find the Net balance to be transferred is specified H Transfer To Accumulated Funds Account A8 This account is also known as Transfer Out Account The balance found in the Surplus Shortfall Account needs to be journalised to the fund balance in the Balance Sheet In this field the distribution account which the system will use to carry the opposite of the balance found in the account above is specified The Account Category of this account must be 490 Surplus Shortfall I Accumulated Funds Account A8 This account is also known as the Transfer In Account The opposite leg of the above journal will be the Accumulative Balance Account in the Balance Sheet The Account Category of this account must be between 700 and 709 If a Trial Balance is run after this automatic posting has been done the Income and Expenditure will be zero The Year End program will validate that
121. ions do not use any Boiler Plates or Sequence s A user can only be linked once to an Access The above Access does not control the Type of Documents for option FPMO 4 and FPMO 2 The description and rule of the above is e FP PM allow processing of all documents A user link to Access Restriction FP gt Can perform Document processing and query functions for all Type of Documents on the PM Subsystem gt Cannot be linked to Access Restrictions FPI FPE FPR FPO FPS FPSA FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record Copyright ITS Version 12 2002 22 Financial Code Structures Financial System Maintenance Chapter 4 e FPI PM allow processing of IRFQ documents only A user link to Access Restriction FPI gt Can perform Document processing and query functions for Type of Document I only on the PM Subsystem gt Cannot be linked to Access Restriction FP gt Can be linked to Access Restriction FPE FPR FPO FPS FPSA FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPE PM allow processing of ERFQ documents only A user link to Access Restriction FPE gt Can perform Document processing and query functions for Type of Document E only on the PM Subsystem gt Cannot be linked to Access Restriction FP gt Can be linked to Access Restriction FPI FPR FPO FPS FPSA gt FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well
122. l initially default the value of A above into this field Thereafter this field will be updated to display the presert GL financial year whenever period end and year end runs are done in the General Ledger This field is not updateable C Cycle MM See remarks in B above with respect to current cycle D Historic Transactions N2 Indicate in cycles for how long transactions should be kept Transactions can be kept for up to 36 cycles but for economy of disc space it will usually be set to 14 cycles 12 months and two control cycles Due to the calculation of control totals these cycles cannot be less than twelve E Must Budget Control be Done Al The user can specify if budget control should be done This value defaults to the cost centre definitions The user can indicate on that level what rule should be applied For further detail see paragraphs 3 1 and 3 3 F Can Budget Balances be Carried Forward at Year End Al The Year End Close YEC program will apply this rule for carrying forward balances between financial years This value defaults to the cost centre definition see paragraph 3 1 The valid options are Cjash basis the total unexpended budget is carried forward B udget basis only an amount equal to the outstanding commitment and the commitment are carried forward x N one no unexpended budget moneys are carried forward Copyright ITS Version 12 2002 Financial Code Structures Financial System Ma
123. m in D above is SD CT CB AR PM or CM M Person Type A1 This field is only relevant when the subsystem in D above is CT CB or CM The type is entered here the allowed values being Copyright ITS 25 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 S S tudent Debtor P P ersonnel Debtor C Normal C reditor D Normal D ebtor A O pol gt A lumni All O ther Payments When this transaction type is used in options FCTO 3 6 or FCBO 1 of the Counter or Cash Book Subsystems this value will default in the Debt Cred Type field and it will not be updateable on those screens N Linked Transaction N4 Enter any existing code and the system will display the description This facility originates from the requirement for VAT handling in the sense that the occurrence of the primary or standard transaction should automatically generate the required VAT transaction The facility works the same in principle as the combination of events and transactions the only difference being that execution of the primary transaction serves as the event to activate the linked transaction O Card System Y N Indicate whether this transaction must update the Card Meal Account The default value for this field is N o The following rules apply to this field If the sub system is CM this field can only be No For any other sub system where the transaction
124. mplete list of defined General Ledgers that are used by the institution USER SELECTION None although a previous request can be inserted PRINT SEQUENCE Numerical SOSA NOA INTEGRATED TERTIARY SOFTWARE itsv12 Page T Program f lccc pe v12 0 0 0 GENERAL LEDGER DEFINITIONS GL GL YEAR END PRIM SEC YEAR END YEAR CODE DESCRIPTION CYCLE INDICATOR MONTH INDICATOR 9 Al STUDENT BODIES LEDGER 6 S 12 Y DEBTORS GLA F001 WORK FUND 8420 Sundry Debt General CREDITORS GLA F001 WORK FUND 7212 Sundry Creditors 13 AA ITS LEDGER 12 E 6 Y DEBTORS GLA F001 WORK FUND 8420 Sundry Debt General CREDITORS GLA F001 WORK FUND 7212 Sundry Creditors 17 CS CEDRIC LEDGER 5 S TI Y DEBTORS GLA F001 WORK FUND 8420 Sundry Debt General CREDITORS GLA F001 WORK FUND 7212 Sundry Creditors Copyright ITS 1 Version 12 2002 Financial Code Structures Chapter 5 21 HN HN TEST 2 S 8 N 5 12 9 GENERAL LEDGER CC ALLOCATIONS FCSCR1 23 This report is used to display the general ledger allocation to cost centres USER SELECTION A previous request can be inserted Select One of the following 1 Range 2 Selective Your Selection Supply Start GL Code A2 Supply End GL Code A2 SOC 2002 INTEGRATED TERTIARY SOFTWARE itsv12 Page ib Program a ja Aa 05030 General Ledger Cost Centre Allocation Start GL Code Al End GL Code SAL 9993 SRC A1 STUDENT BODIES LEDGER E305 AGENTSKAPFONDSE A1 STUDENT BODIES LEDGER 9992 STUDENT CENTRE
125. mplied that the rate is of a fluctuating nature and therefore can be changed at any time A Currency Code A3 A lt LIST OF VALUES gt containing foreign currency codes which are defined on block 2 is available Users cannot create new foreign currency codes here Should new foreign currency codes be required for this block they must be defined on block 2 with an exchange rate of 0 00 B Description A30 The name will default when the code is supplied in A above The name cannot be updated here C Date DD MON YYYY Supply the date from when the rate of exchange is effective D Type Of Rate Al Indicate whether the B uy S ell and or Normal type of rate is applicable to the currency code supplied in A above E Exchange Rate N5 3 Supply the rate of exchange in the institution s own currency which is equivalent to one 1 foreign currency Example one 1 USD is equivalent to R6 00 SAR Should the currency of the institution be SAR SA Rand the rate here would be 6 000 for the foreign currency code USD US Dollar Copyright ITS Version 12 2002 32 Financial Code Structures Operational Financial Codes Chapter 3 F Orders Updated Y N A1 Have orders been updated Y es or N o This field is not updateable by the user and is only updated when the exchange rate calculation program is run on lt EXIT gt of this option G User A8 On lt COMMIT gt of this block the user who updated D and E above is recorde
126. n the available funds for all Copyright ITS Version 12 2002 15 Financial Code Structures Operational Financial Codes Chapter 3 cian sag A indicator on the account is C ategory If Cost Centre budget control indicator is set to C ost Centre then budget control is done on the total available funds for all Accounts linked to the Cost Centre where their Accounts Account Categories are from 0 to 739 For accounts where categories are from 740 onwards the rules described above will be applied Thus users must ensure that the budget control indicators for these accounts are set up correctly If Cost Centre budget control indicator is set to Cost Centres excluding S alary Account Categories 310 to 329 then budget control is done on the total available funds for Accounts linked to the Cost Centre for Account Categories 0 to 309 plus Account Categories 330 to 739 Thus Accounts linked to Account Categories 310 to 329 Salary Account Categories are excluded from the calculation of available funds However for accounts where their categories range from 310 to 329 and from 740 onwards the rules described above will be applied Thus users must ensure that the budget control indicators for these accounts are set up correctly 3 4 VALIDATE ACCOUNT STRUCTURE FCSO 4 This option will validate the calculation structure and a report will be produced The items reported on are as follows x D etail Accounts without a T otal At an
127. nce are at the same level Refer Report FCSOR1 6 for examples of account function and function level F Onto New Page Al Should this account be printed on a new page during reporting Y es or N o G Underline A1 Should this account be underlined with one line or with double lines on reports Copyright ITS Version 12 2002 12 Financial Code Structures Operational Financial Codes Chapter 3 H Exception Report Flag A1 Enter marker for exception reporting Part of the selection criteria in cost reporting refers to exception reporting Qncluded or E xcluded and the user can specify the exception indicator to be included or excluded The purpose and definition of the character used is user defined I Balance Sheet Transfer Account A8 Supply the balance sheet transfer account to which the account specified in A above must transfer to at year end The rules applicable to this field are as follows The transfer account can only be accounts where account categories are 700 to 998 The account category of the account specified in A above must be between 700 and 999 Should the account category of the account specified in A above be between 890 and 899 the Capital Account specified in K below and the transfer account must be the same For example if the transfer account is null and the capital account is specified the transfer account is the capital account and will default as such The following e
128. nd return documents only A user link to Access Restriction FPSA gt Can perform Document processing and query functions for Type of Documents SA SB and or TA on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSC FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPSC PM allow processing of inter item transfer documents only A user link to Access Restriction FPSC gt Can perform Document processing and query functions for Type of Documents SC and or TC on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSD FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPSD PM allow processing of debit sales documents only A user link to Access Restriction FPSD gt Can perform Document processing and query functions for Type of Documents SD SE TD and or TE on the PM Subsystem gt Cannot be linked to Access Restriction FP or FPS as well gt Can be linked to Access Restriction FPI FPE FPR FPO FPSA FPSC FPSF FPSH FPSP FPSL or FPSK as well gt To de link just delete the record e FPSF PM allow processing of study guide documents only A user link to Access Restriction FPSF gt Can perform Document processing and query functions for Type of Documents SF SG TF and or TG on the
129. nnot be set to N o if the Account is null BB How to post Al See remarks in X above CC Financial Year YYYY If a transaction type is meant to be valid only during a specific year the user may enter a value equal to or greater than the present financial year or in all other cases 00 zero If zero the system will default to the year of the subsystem The user may change this field if required on the screen where it is used with the exception of transaction types linked to sub system GL Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the user update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals being processed in previous cycles and rule GY provides the facility to allow Ledger journals being processed in previous years Thus users must take care when defining the financial year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and all the abovementioned rules are set to N o Should a Transaction Type for sub system GL be defined with the financial year and cycle less than 200006 thi
130. ns in USERS 3 with or without a record in the user restriction Block below will or will not have access to all records This is the same situation that applied before this facility was introduced This would for instance allow each faculty school to see and update only its part of the financial data x This facility combined with the normal access control with updating and read only privileges menu USERS provides for powerful and flexible access and update control This option should be under the control of one or two senior financial users Financial users can send their user restriction specifications to ITS for a quotation if more restrictions are needed The technical aspects of this facility are more fully discus sed in manual GSS There are three Blocks under this option Block 1 RESTRICTION TYPES This Block is for query purposes only Upon query it will display the types of restrictions that exist in respect of the Financial System e The restriction types in the system are predefined and are linked to specific programs e Each restriction type must also be linked to a User ID in Block 2 if a user is NOT linked to a restriction type the restriction will NOT be applicable to the user Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 e Some of the restriction types need more definition from the user see each restriction type description below if
131. nt on the values of Debtor Creditor Type in M above and if applicable Card System in O above as follows Where Debtor Creditor Type is S tudent and Card System is N o the lt LIST gt function will only contain active Account Types for the SD Copyright ITS 29 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 Where Debtor Creditor Type is S tudent and Card System is Y es the lt LIST gt function will only contain active Account Types for the CM Where Debtor Creditor Type is C reditor the lt LIST gt function will only contain active Accounts Types defined for PM Card System is not applicable Where Debtor Creditor Type is D ebtor the lt LIST gt function will only contain active Accounts Types defined for AR Card System is not applicable Where Debtor Creditor Type is O ther and Card System is Y es the lt LIST gt function will only contain active Account Types for the CM Where Debtor Creditor Type is O ther and Card System is N o the lt LIST gt function will contain no values For all other Debtor Creditor Types the lt LIST gt function will contain no values FF Update Account Type Y N A1 Can the User update the Account Type Y es N o When this Transaction Type is used may the user update the Account Type 3 8 MAINTAIN FOREIGN CURRENCY FCSO 21 The Debtor Creditor Cashbook Investment Register Research and Long term Loans systems can now accommodate
132. nter Card Student corrections SP SD Agreements A The valid value is S equential or parallel sequential P arallel If S equential Copyright ITS Version 12 2002 13 Copyright ITS 14 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 4 1 3 OPERATIONAL RULES FOR RULE CODES AP AQAND AL FCSM 1b2 Tonk ag CODEAP CODE AL AMOUNT YN Not Applicable Boo ETT u es oF NO Yes or No Do onn Not Nui es or 0 Rule A The Invoice Credit Note can be changed to any value Rule B The difference between Unit price minus Invoice Credit note Unit price cannot be greater or less than this percentage The formula is W Percentage X Unit price Invoice Credit note Unit price Y Unit price Z X Y 100 B variance where B must be between W gt Z lt W Otherwise it is not a valid Invoice Credit note Unit price Rule C The difference between the Unit price minus Invoice Credit note Unit price cannot be greater or less than this amount The formula is U Amount V Unit price Invoice Credit note Unit price C Variance where C must be between U gt V lt U Else it is not a valid Invoice Credit note Unit price Rule D First do rule B test and if true do rule C test If the validation fails that is the variance between unit price and the Invoice Credit note Unit price does not comply with rules B and C above the user will be given a warning which must be acknowl
133. on INTEGRATED TERTIARY SOFTWARE Validation of Cost Centre Structure Act Non Name A ECONOMICS A ECONOMICS A ECONOMICS A WORLD TRADE INTEGRATED TERTIARY SOFTWARE Validation of Cost Centre Structure Act Non Name A ECONOMICS A ECONOMICS kkKKKKKK End Of Section INTEGRATED TERTIARY SOFTWARE Validation of Cost Centre Structure 10 Version 12 2002 Page Page Page Page 5 6 Cost 9996 9996 9996 9996 0000 9996 0000 9996 8 Financial Code Structures Operational Financial Codes Chapter 3 DETAIL CC WITHOUT HOST COST CENTER ACT NON N X X X X X End Of Section kkKKKKKKE End Of Report EOF 3 3 ACCOUNT DEFINITIONS FCSO 3 The account is the lower level of the GL Allocation and contains the rules for accumulation sub totalling and totalling Therefore defining accounts and setting up the calculation rules and levels of calculation require thorough planning beforehand Once again it is recommended that the responsibility for creating accounts is delegated to one person within the institution Whilst the calculation rules are not limited by the system the user should bear in mind that an over complication of the calculation rules may result in extensive maintenance and an unnecessary load on computer resources Furthermore the user should take cognisance of the fact that reporting can be done at different levels and that ac
134. on menu option FCSM 1 and the allowed values are x Cjash basis the total unexpended budget is carried forward B udget basis only an amount equal to the outstanding commitment is carried forward N one no unexpended moneys are carried forward This option is also dependent on the Budget Control indicators in the sense that the calculation of the outstanding amount will be at GLA level or Account Category level The system will apply the following rules Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 x If the budget control indicators on the cost centre and account are set to A ccount Account Category and A ccount respectively the balance will be calculated at GLA level and the amount carried forward will be posted to the same GLA in the new year x If the budget control indicators on the cost centre and account are set to A ccount Account Category and Account C ategory respectively the balance will be calculated at Account Category level and the amount carried forward will be posted to the first GLA found in the specific category in the new year x If the budget control indicators on the cost centre are set to C ost centre the balance will be calculated at Cost Centre level and the amount carried forward will be posted to the same GLA in the new year If the budget control indicators on the cost centre are set to cost centres excluding alary account cat
135. on of restriction FGLC for further information on the operational aspects of this restriction This restriction applies to the following menu options Copyright ITS FGLO 22 Query Transactions Update secondary Notes e FGLORI 1 Trial Balance y FGLORI 2 Revenue amp Expenditure Statement y FGLORI 3 Balance Sheet e FGLORI 4 Cost Centre Cost Report e FGLORI 5 Consolidation Cost Report With Sub Totals e FGLORI 6 Consolidation Cost Report Without Sub Totals e FGLORI 22 Transactions per GLA e FGLORI 24 Account Cost Report e FGLORI 27 Account Totals Within Cost Centres FGLOR2 1 Budget Summary Report FGLOR2 3 Year To Date Budget Report FGLOR2 4 Consolidation Cost Centre Budget Report e MEBO 1 Maintain Forecast Budget MEBO 3 Maintain Requested Budget e MEBORI 1 Budget Form Per Cost Centre MEBORI1 2 Budget Form Per Consolidation Cost Centre MEBORI 3 Budget Forecast Report e MEBORI 4 Final Forecast Report MEBORI 5 Forecast Budget Per Consolidation Cost Centre MEBORI 6 Forecast Request List 20 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 MEBORI 21 Current Budget Per GLA Report MEBORI 22 Budget Post Report MEBORI 23 Approved Budget GLA List MEBORI 24 Approved Budget Consolidation Cost Centre MEBORI 25 Expenditure Budget Per Account MEBORI1 26 Budget Item Motivation Report MEBORI 27 Budgeted
136. onal to the Department restriction are Cost Centres linked to the Department and Account category range For this restrictions at least one of the Manual Electronic System Operation Definitions Rule Code must be Electronic A user link to Restriction FPB gt Apply Rule AA gt Cannot be linked to Restriction FPBI FPBE FPBR FPBO or FPBG as well gt To de link just delete the record e FPBI PM IRFQ Document Buyers restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Copyright ITS 28 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 Code EA must be Electronic A user link to Restriction FPBI gt Apply Rule AA gt Cannot be linked to Restriction FPB as well gt To de link just delete the record e FPBE PM ERFQ Document Buyers restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EB must be Electronic A user link to Restriction FPBE gt Apply Rule AA gt Cannot be linked to Restriction FPB as well gt To de link just delete the record e FPBR PM REQ Document Buyers restricted per Amount range or Department Optional to the Department
137. onsolidation cost centre and abort the process and user will be taken back to the selection menu Upon supplying the Consolidation Cost Centre the program will link the VAT code to all Cost Centres linked to the Consolidation Cost Centre Press lt Q gt to return to previous screen should the user not want to continue with this process 5 2 MAINTAIN VAT REGISTRATIONS FCSC 2 All institutions will have to register for a VAT registration number It could however happen that institutes or bureaus within the institution would satisfy the requirements for separate registration and would wish to do so In such cases the user can record the different registrations and relevant detail in this option This option consists of two Blocks as follows Block 1 MULTIPLE VAT REGISTRATIONS A VAT Registration Code A2 Supply a unique code for the institution or section B Name A40 Supply a suitable description for the code supplied in A above C VAT Registration Number A10 Supply the number as allocated by the Receiver of Revenue D Present Cycle N4 This field cannot be updated by the user and on installation of the finance system the field will be set to the applicable VAT reporting cycle by ITS This cycle will automatically increment by the cycle interval in E below whenever menu option FGLOR2 22 VAT 201 Return is executed E Cycle Interval N2 Supply the approved cycle interval as supplied by the Receiver of Revenue
138. ory then budget control is done on the total available funds for all Accounts linked to this cost centre and linked to the same Account Category and where the budget control indicator on the account is C ategory C Budget control is done on the total available funds for all Accounts linked to the Cost Centre where Accounts Account Categories are from 0 to 739 For accounts where their categories are from 740 onwards the rules described in the previous paragraph will be applied Thus users must ensure that the budget control indicators for these accounts are set up correctly S Budget control is done on the total available funds for Accounts linked to the Cost Centre for Account Categories 0 to 309 plus Account Categories 330 to 739 Thus Accounts linked to Account Categories 310 to 329 Salary Account Categories are excluded from the calculation of available funds However for accounts where categories are from 310 to 329 and from 740 onwards the rules described above will be applied Thus users must ensure that the budget control indicators for these accounts are set up correctly N No budget control is done The Budget Control Indicator on the Account is ignored L Budget Carried Forward Al The Period or Year End Close of Procurement Management System will apply this rule for the carrying forward of available funds between financial years for more detail see manual PMS The value defaults from the System Operation Definiti
139. ounts and cost centres merely supports what is to be reported on and where or for whom the reporting is done In order to post transactions G eneral L edger A locations must be created by combining a cost centre and an account The code of the cost centre to which allocations are to be done is entered in Block 1 The program will validate that the Cost Centre is a D etail and not a C onsolidation Cost Centre The system will display the name of the cost centre and the number of accounts already linked for the current GL financial year The user will then be prompted with the question Do you want to do major allocations If the answer is N o the user can do individual allocations in Block 2 after the lt NEXT BLOCK gt command as follows the system will display the cost centre from Block 1 enter the code of the account to be added A lt LIST gt of all detail Accounts currently linked to the Cost Center specified for the current GL financial year is available Thus Users can use the lt LIST gt function to agree with the records created in their working papers the names of the cost centre and account are displayed the system defaults and displays the present financial year of the General Ledger If another financial year is entered the system will respond with GLA year is not equal to the current year of the GL Subsystem x enter the A ctive or N on active indicator x areason for A cti
140. ous request can be inserted Date 06 OCT 2002 17 00 23 INTEGRATED TERTIARY SOFTWARE itsv12 Page TE erae Sell WIZ Oc Oe Users Access Control User Override Insuff Approval Buyer Code Type Number Name Stor Store Name Category Level Funds Rule Privilege Privilege i O 1 TESTING 1111 N 1 N 123 P 234 A ARMSTRONG N N 12345 P 11223344 A SNYMAN AK AKADEMIE STORE N N 7 P 65 V MALANs CZ IZOLDE Ye 2 99887766 P 99887766 A Abc N N A E 40 Training 1 N N ANITA T 123123 BORTECH TEST N N Y Ye B T 41 Training 2 N N N BEA 999999998 B TERRY N N N BELLA 999999995 B BOTHA N N 4 12 6 CHEQUE AUTHORISATION FCSMR1 7 This report reflects users who are authorised to authorise payments Parameters NONE although a previous request can be inserted An example of this report is 06 OCT 200012 47 58 page dl INTEGRATED TERTIARY SOFTWARE itsv12 Cheque Authorization Peo Grane a s ters clue vale Om Om Om ES Subsystem Casher Id Pay Method User Low Amount High Amount AP PETRA Q J 00 99999 00 AP PIET Q J 00 5000 00 AP CHRISTEL Q J 00 20000 00 Cr PETRA M J 00 999999999 00 CT CASHIER3 Q J 00 100000 00 CT CHRISTEL A J 00 50000 00 CI CHRISTEL Q J 00 50000 00 Copyright ITS 45 Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 CASHIER4 PETRA CHRISTEL PETRA CEDRIC CEDRIC 100000 999999999 20000 20000 1000 1000 PETRA 999999999 4 12
141. previous request can be entered PRINT SEQUENCE Numerical Date 10 SEP 2002 13 54 18 INTEGRATED TERTIARY SOFTWARE Page T go pl Arz 00 10 Account Definitions Account Acc Funct Sapse Budget Acc Capital Deprec Acum Dep Invest Number Account Name Catg Ion Level Row Code Yes No Type Acc Num Acc Num Acc Num Acc Num 00000001 Test UDW budget control 312 D 5 40432 C B 00000002 Test account 310 D 40425 C E 00000003 Telephone Expenses H 00000004 Account 4 adfa 221 D 1 40215 A R 00000005 Test header H 1 00000006 Test test E L 00000008 Test header 19754 1 5 00000009 Fixed Assets 410 D 3 40110 A E 00001 Test tsa 10 D 40101 A R 0001 EXPENSES H 9 Cc 00020 other expenses H 5 GC 00021 Industrial Research Account 330 D 5 40496 A E 7412 8281 00022 Research Travelling 310 D 5 404120 C E 00023 Total other expense T 5 E 00030 other income English H 5 C Copyright ITS 42 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 8 CC per Fund Group FCSOR1 21 Y This report lists the defined cost centres and their link to the different fund groups USER SELECTION Previous request can be used None PRINT SEQUENCE Numerical on CC number within fund group T 26 SEP 2002 14 04 14 page INTEGRATED TERTIARY SOFTWARE itsv12 COST CENTRE PER FUND GROUP Progra Tihrptssal yvi2 070 0 CS3 Fund Name Cost Name Grp Centre 1110 UNDESIGN CU
142. ption FCS 1b3 4 USER SELECTION A previous request can be entered None PRINT SEQUENCE On cost centre code 26 SEP 2002 10 48 INTEGRATED TERTIARY SOFTWARE itsv12 Page 1 Program f7mrpt rdf CS V12 0 0 0 CC PCS CESM Relation ce Description Fund Pcs CESM Code Group 0001 TEST 1110 01 01 0 60 l 50 2 10 02 00 0 40 1 40 0002 SALARIS MED COSTING 1110 01 01 0 60 3 40 4 20 02 00 0 27 3 20 4 7 06 04 1 13 0009 TEST TSA 1110 0010 TEST TSA 110 0058 ECONOMICS 1202 01 01 0 100 4 100 0059 ECONOMICS 202 01 01 0 63 22 63 02 00 0 37 Total CESM Of Not Pcs Of 37 0060 ECONOMICS 202 01 01 0 100 22 100 0061 ECONOMICS 1202 01 01 0 30 2 15 Version 12 2002 Copyright ITS Financial Code Structures Financial System Maintenance Chapter 4 4 FINANCIAL SYSTEM MAINTENANCE FCS 2 FCSM 4 1 1 SYSTEM OPERATIONAL DEFINITION FCSM 1 This option consists of two blocks and is the first option to be updated The user defines the rules and parameters in which the financial systems must operate and these will default to all the financial subsystems but can be changed at the appropriate level if allowed Block 1 SYSTEM OPERATIONAL PROCEDURES FCSM 1b1 The following information is required A Start Cycle for First Time YYYYMM Indicate in which year and cycle the system is installed for the first time This value will never be overwritten by the system and is kept for historic reasons B Present Year YYYY The system wil
143. r ID Restriction This restriction provides the user with the facility to restrict access to cash books When users are not linked to this restriction users will have access to all cash books and are only restricted by the cashier ID definition on menu option FCTM 2b1 Users can be restricted as follows On block 2 the restriction code and user code must be linked to a cashier ID and cash book Multiple records can be created per user However the program will validate that the user ID Cashier ID and cash book code is Copyright ITS Version 12 2002 19 Financial Code Structures Financial System Maintenance Chapter 4 unique per record for this restriction Since FCTI does not use sequences completion of block three 3 is not required Code FCTS CT access to cheques PR excluded Users linked to this restriction may only query cheque transactions processed on menu option FCTO 6 and are excluded from viewing payroll cheques GENERAL LEDGER SYSTEM Code FGLB GL and BC access per department Cost Centre and or categories This restriction provides the user with the facility to place restrictions on various reports and application screens within the financial system The use of this restriction is the same as described below for restriction FGLC with the exception that journal types and amount ranges sequence to 50 do not apply This restriction replaces FGLA and FGLS The user is referred to the discussi
144. r the correct code When a valid code is entered the system will offer the following choices 1 Cost Centres From gt To If this option is selected the system will request the start and end cost centre If an existing consolidated cost centre is specified the system will execute the request but the same consolidation will not be created more than once 2 Masked Cost Centres If this option is selected the system will request Supply the mask to be used e g 4 9 x exit The above example means that all cost centres with a 4 in the first digit and a 9 in the 3rd digit will be used for consolidation Note should be taken that this facility offers a powerful method of consolidation if the user has numbered his cost centres in blocks The same controls will be done and error messages displayed e To delete a consolidation or unlink one cost centre from another the user can enter the consolidation cost centre in Block 2 Go to Block 3 Query the consolidated cost centres Line up the cursor to the cost centre to be deleted Issue lt DELETE RECORD gt command and lt COMMIT gt the change WARNING Users should take care before changing the status of a cost centre from a consolidation cost centre to a detail cost centre or vice versa The critical concept is that transactions are carried only on a detail cost centre Changing a C onsolidation cost centre to a D etail cost centre is allowed and the user Should un
145. rant access privileges to users as instructed by management Refer Section 9 of User Manual GSS of the General Support System for more information in this regard 2 Oracle Username and Password This level controls access into the Oracle environment i e the menus of the ITS Systems and should be under the control of at most a few senior users who will also act on management s instructions Refer Section 5 of User Manual GSS for more information in this regard Option GOPS 6 allows the addition of new users the deletion or updating of old users and the re instatement of users 3 COUNTER SYSTEM Control Cashier ID and Password This level controls input and update of certain menu options in the COUNTER SYSTEM In option FCTM 1 systems administrators can In Activate the Counter System on several levels Option FCTM 2 defines the Cashier ID s and Passwords These options should be under the control of one or two senior financial users The Cashier can sign on off and change his her password under option FCTO 1 2 4 ACCOUNT CATEGORIES Subsystem Access This level controls the accounts used in the different subsystems Option FCSC 7 defines this control and should be under the control of one or two senior financial users 5 USER RESTRICTIONS Menu options FCSM 1 4 5 6 are designed to give users more control on data records in selected menu options E g an option gives the user access to data records only where the
146. rder It implies that the IRFQ will firstly be copied to a REQ and only REQ can be copied to an order If O rder it implies that the IRFQ can either be copied to a REQ or an order The IRFQ will then have a status of REQ AD PM Study Guide Free A This applies to the Distance Education System The valid values are Y es or N o If Y es student is not charged and Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 AG PM PM PM PM PM PM PM Use Qualification Offering Type to determine store Change store during registration Change qualification must return items Study guides not free use mark up Study guide not free VAT code Order Standard Note Code GRV approval is an issue is made and the cost is carried by the institution If N o student is debited with cost price when an issue is generated This applies to the Distance Education System The valid values are Y es or N o If Y es all prescribed material will be issued from the store of the offering type of the qualification If No prescribed material will be issued from the stores of each offering type for which the student has registered This applies to the Distance Education System The valid values are Y es or No If Mes the user may update the store of the offering type for which the student registers If N o the user may not update the store of the offerin
147. res In Block 2 the user can enter the cost centre code and the system will display the following Description of cost centre Is this a C onsolidation D etail cost centres are not allowed here Number of cost centres consolidating into this cost centre The system will then prompt the user with Do you want to do major consolidations Y es or N o The user can do one of the following e If the answer is N o the user can do single consolidations in the next Block after lt NEXT BLOCK gt command the system will display the primary cost centre from Block 2 enter the code of the cost centre to be consolidated system displays if this cost centre is C onsolidation or D etail cost centre system displays if this cost centre is A ctive or N on active If the specified cost centre is already consolidated to this cost centre the system will respond with This consolidation already exists cannot consolidate again x amp XX Y e If the answer is Y es the system will offer a menu of choices for multiple consolidations The menu prompts the user as follows Supply the primary cost centre code Q Quit An existing C onsolidation cost centre code should be entered and if not the system will display Illegal cost centre or not a consolidation cost centre and another chance Copyright ITS Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 will be offered to ente
148. restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EC must be Electronic A user link to Restriction FPBR gt Apply Rule AA gt Cannot be linked to Restriction FPB as well gt To de link just delete the record e FPBO PM Order Document Buyers restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code ED must be Electronic A user link to Restriction FPBO gt Apply Rule AA gt Cannot be linked to Restriction FPB as well gt To de link just delete the record e FPBG PM GRV Document Buyers restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range For this restriction the Manual Electronic System Operation Definitions Rule Code EE must be Electronic A user link to Restriction FPBG gt Apply Rule AA gt Cannot be linked to Restriction FPA as well gt To de link just delete the record Rule AA gt Amount Range gt There can only be one record for a user and restriction combination Copyright ITS Version 12 2002 29 Financial Code Structures Financial System Maintenance Chapter 4 gt Cannot use fields for Department or Cost Centre They
149. rractive a Reason for non active indicator can be supplied by the user CC Option 8 will copy all active GLA s of the current year to the next year as active GLA s If this option is re run in the same year then it will add the active GLA s not yet in the next year Acc Option 1 will use all accounts in the range Acc Option 2 will use all accounts with specified exception indicator Acc Option 3 will use all accounts linked to the specified list Acc Option 4 will use up to 10 accounts The system will control that Duplicate GLA s for the same financial year cannot be created H eader S ub total and T otal accounts cannot be created GLA s in use and the balance is not zero cannot be deleted Non active Cost centres and or Accounts are not copied 3 7 TRANSACTION TYPE DEFINITIONS FCSO 7 Pre defined transaction types support all ITS Financial Systems The user can define some detail of an envisaged transaction In this way certain advantages are realised decisions on accounting principles are taken away from juniors mistakes in respect of GL Allocations are minimised speed of updating of manual transactions is obtained the process of automatic transactions is simplified XX The following detail is required A Type N4 Any value in the range 0001 to 9999 is allowed Copyright ITS 22 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 B Name A30 Supply
150. ructures Financial System Maintenance Chapter 4 4 6 MAINTAIN CHEQUE AUTHORISATION FCSM 6 Y In this option users are provided with the facility to determine which users are authorised to approve payments generated on the financial systems before they are effected The completion of this option will only be required should rule DA Cheque Authorisation Mandatory defined on menu option FCSM 1b2 be set to Y es When the abovementioned rule is set to Y es all payments generated will be flagged with a Bold indicator Payments with this indicator will only be effected once the authorised user defined here approves these payments Menu options FCTM 3 and FPRM 24 have been made sensitive to rule DA This option consists of the following Before this option can be completed users must have the information required beforehand lt LIST gt function is not available on any of the fields described below A Cashier ID A20 Supply the cashier ID of the user who is authorised to approve payments These users must be defined as cashiers on menu option FCTM 2 with powers between 80 to 89 B Sub System A2 Supply the sub system for which the cashier in A above may approve payments The valid sub systems are CT PR LL AP and SD C Payment Method Al Supply the payment method for which the cashier in A above may approve payments The valid values are A ACB B National Draft E International Draft J Journal Advice
151. s Number Of Detail Accounts Number Of Sub Total Accounts Number Of Total Accounts Number of Invalid Accounts Total Number Of Accounts 763 ACCOUNTS Active Non Active Active Non 555 1 11 556 13 10 Accounts Per Level Accounts where the Account Functions is not H D S or T 69696969 Account created for LMU 69696970 Account created for LMU 444 Accounts where the Account Level is not between 1 and 9 69696969 Account created for LMU 0 69696970 Account created for LMU 444 Invalid Accounts 1999 100002 1999 10101 1999 200012 1999 200014 Accounts where the Account Category is invalid 2212 T Adminstration 33 2214 Academics 33 2216 Academics 33 2218 Appointments 33 2220 Scientific Travel 33 2210 T Council Members 33 0203 Staff Refreshments 331 0204 Honoraria 33 2051 Bank charges 33 2101 Bursaries and Awards 33 Copyright ITS Version 12 2002 17 Financial Code Structures Operational Financial Codes Chapter 3 2151 Cleaning Services 2203 Protective Clothing 2204 Books and Manuals 2205 Small Tools 2206 Items Purchase for Resale 2207 Computer Software 2208 Small Furniture and Equipment 9510 Meal control 11 Accounts where the Budget Control Indicator is invalid NONE 9 Sep 2002 09 02 INTEGRATED TERTIARY SOFTWARE Page 2 Program f73ccc pc Account Structure Validation Accounts where the Budget Control Indicator is invalid Continue Detail and Subtotal Validation 00000006 Test
152. s subsystem The system is installed with the standard categories FCSC 6 Maintain Fund Groups The system is installed with the standard fund groups FCSC 1 Maintain VAT Rates FCSC 2 Define VAT Registrations Copyright ITS o Version 12 2002 Financial Code Structures Introduction Chapter 1 FCSM 3 Maintain Auto Generated Numbers FCSO 1 2 Create Cost Centre Definition and Structure FCSO 3 4 5 Create Account Definitions Structure and Lists FCSO 6 Create GL Allocations FCSC 21 Maintain Account Type Definitions FCSC 4 Define Banks The system is installed with a list of banks FCSC 5 Define Cash Book Definition FCSM 4 5 6 Maintain User Restrictions FCSO 23 Maintain Types Of Documents FCSO 7 Create Transaction Types and the Combination of Transaction Types and Transaction Events Copyright ITS Version 12 2002 Financial Code Structures Security of ITS Financial Systems Chapter 2 2 SECURITY OF ITS FINANCIAL SYSTEMS Security of systems in use is in the first instance the responsibility of the institution ITS supplies certain security measures with its Systems as an aid to its clients The UNIX Oracle environment within which all ITS Systems including the Financial System operate allows the usage of five security control levels 1 UNIX Username and Password This level controls access into the UNIX environment and should be under the control of the Data Processing Department who will g
153. s transaction type will not be a valid Transaction Type for any of the Ledger journal screens although it is declared active in field C above DD Financial Cycle MM If a transaction type is meant to be valid only during a specific cycle the user may enter a value equal to or greater than the present financial cycle or in all other cases 00 zero If zero the system will default to the cycle of the subsystem The user may change this field if required on the screen where it is used with the exception of Transaction Types linked to sub system GL Transaction Types linked to sub system GL are subject to the setting of rule GH of the system operational definitions on menu option FCSM 1b2 Copyright ITS Version 12 2002 28 Financial Code Structures Operational Financial Codes Chapter 3 Rule GH provides the facility to prevent the update of the financial year and cycle for Ledger journals Whenever the user supplies a transaction type on any of the GL journal screens may the user update the financial year and cycle Y es or N o This rule must also be read in conjunction with rules GC and GY Rule GC provides the facility to allow Ledger journals to be processed in previous cycles and rule GY provides the facility to allow Ledger journals to be processed in previous years Thus users must take care when defining the financial year and cycle on the Transaction Type For example the current year and cycle of GL is 200006 and
154. se values are predefined per rule and cannot be updated by the user E Alpha Field A30 Supply the A lpha or D ate value for the rule specified in A above The value to be supplied is determined by the definition and purpose of the rule The definition and purpose of the rules are fully described in section 4 1 2 F Numeric Field N18 Supply the N umeric value for the rule specified in A above The value to be supplied is determined by the definition and purpose of the rule The definition and purpose of the rules are fully described in section 4 1 2 Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 4 1 2 DEFINITION OF SYSTEM OPERATIONAL RULES FCSM 1b2 Alpha Rule Sub Numeri c Code System Description Date Definition a a 6L AA PM Possible delivery days N Supply the minimum number of days required to process and deliver an Order after an IRFQ or REQ is placed The default is 1 and the range that may be used is 1 to 99 AB PM Minimum No of N Supply the minimum number of quotatio ns quotations for IRFQ that a buyer must obtain from different creditors before the approval of an item can take place Default is 1 and the range that may be used is 1 to 99 AC PM IRFQ copy path A Describe the path the IRFQ must follow to become an Order The valid values are R EQ or O rder The default is O rder If R EQ the IRFQ cannot be copied directly to the o
155. stem will assume that the S econdary ledgers are before the P rimary ledger Example In 1992 the primary ledger will normally be specified as 12 and therefore the year end is in December 1992 If a secondary ledger is specified as 08 the system will assume that the year end of this ledger is August 1992 NOTE The system will allow only one ledger per cycle F Debtors GLA A4 A8 The Balance Sheet GLA for debtors in this ledger The system will use these GLA s to generate the required transactions during the year end process between the different ledgers This GLA is regarded in the commercial world as Inter company transfer account See note below G Creditors GLA A4 A8 The Balance Sheet GLA for creditors in this ledger The system will use these GLA s to generate the required transactions during the year end process between the different ledgers This GLA is regarded in the commercial world as Inter company transfer account See note below These fields can be left blank until GLA s are created but users should take note that these GLA s are a prerequisite for the correct operation of the Year end programmes H Year end Indicator A1 Is this ledger due for a year end Y es or No The value of this field will be N o during the year When the year end of a specific ledger is reached this indicator will be set to Y es to indicate that a year end is outstanding for this ledger When the user executes a
156. stem will offer a menu of choices for multiple allocation The menu prompts the user as follows 1 Cost Centres From gt To When this option is selected the program will prompt the user for the following Enter The VAT Rate Code For The Specified CC The program will validate that the code supplied is a valid VAT code If not program will give the message Unknown VAT rate code and afford the user another opportunity to supply the correct code Upon supplying the VAT Code the program will prompt the user for the following Supply The Starting Cost Centre x exit Supply The Ending Cost Centre x exit After supplying the above the program will link the VAT code to the Cost Centres supplied 2 Consolidation Cost Centres When this option is selected the program will prompt the user for the following Enter The VAT Rate Code For The Specified CC The program will validate that the code supplied is a valid VAT code If not program will give the message Unknown VAT rate code and afford the user another opportunity to supply the correct code Copyright ITS 2 Version 12 2002 Financial Code Structures Chapter 5 Upon supplying the VAT Code the program will prompt the user for the following Supply The Consolidation CC To Be Used x exit The program will validate that the code supplied is a Consolidation Cost Centre If not the program will give the message Illegal cost centre or not a c
157. ster record on menu option FPMM 2 The following instructions must be followed Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 Execute lt ENTER QUERY gt function Supply the creditor code whose log file is to be deleted Execute lt EXECUTE QUERY gt function The system will display the name and the Last Active Date ie date of most recent transaction in this account Execute lt DELETE RECORD gt function and Execute lt COMMIT gt function to effect the deletion The program will control that this creditor has been deleted from the master creditor file 4 10 DELETION OF AUDIT FILE DEBTORS FCSM 24 Y Debtors master records are deleted on menu option FARM 21 but the debtor number cannot be re used for a new debtor as long as the debtors master record audit file still contains information of the deleted debtor e This option should be exercised with care It will delete a debtor s master audit records from the database and would normally be executed only at the end of a financial year after the Year End Close has been successfully completed or three to four months after the deletion of the debtor master record on menu option FARM 21 The following instructions must be followed Execute lt ENTER QUERY gt function Supply the Debtor code whose log file is to be deleted Execute lt EXECUTE QUERY gt function The system will display the name and the
158. storical Budget Budget Centre Name Year Cycle Active Balances Transactions Acc Cc Yes No Budget Cons Fund Dept Date Date Last Yearly Year Pre R Ins Upd Date Original Host General Forward Cctr Grp Code Created Changed Budget End Post O Delete Changed User Ce Ledger MAC1 MAC ENGLISH MAC ENGLISH Y B D 1204 9400 06 JUL 1995 17 JAN 1996 R U 25 JUN 1996 J MAC1 AA MAC MAC ENGLISH MAC ENGLISH A Y B D 1110 1 06 JUL 1995 25 JUN 1996 O U 25 JUN 1996 J MAC1 AA MAC1 MAC ENGLISH MAC ENGLISH Y B D 1110 1 06 JUL 1995 25 JUN 1996 R U 25 JUN 1996 J MAC1 AA MAC MAC ENGLISH MAC ENGLISH A Y B D 1110 1 06 JUL 1995 25 JUN 1996 0 U 25 JUN 1996 J 4 12 2 PRINT AUDIT TRAIL NEW FORMAT FCSMRI1 3 This report reflects inserts updates deletions of various code structures This report reflects information from the moment that institutions have upgraded to Version 11 of the ITS system 1 Cost Centre Definition 2 Account Category 3 Account Definition Copyright ITS Version 12 2002 41 Financial Code Structures Financial System Maintenance Chapter 4 4 Account List 5 Account List Details 6 Fund Groups 7 Subsystem Definition 8 Transaction Events 9 Transaction Type Definition 10 System Operational Definition 11 VAT Codes Definition 12 VAT Registration 13 General Ledger Allocation 14 Departmental VAT Registration Enter ITS user code Or ALL A8 Enter Login user code Or ALL A10 Enter W
159. t Account is not a Detail Account gt gt 00000006 Test T 1 00000009 Fixed Assets 00001 Test tsa 0024 uuu 0617 Test acc mls 1005 Study Guide Default Student 123 tasja 2021 Library Periodicals 202161 edufin 2227 Contract Transport 5249 TOTAL CENTRAL GOVERN GRANTS 5430 Interest on Loan Funds 7724 Mach Equipment incl Sport 900876 INVESTMENT FUND Subtotal Total Account Subtotal Total Account does not end wit does not end wit Subtotal Total Account Subtotal Total Account Subtotal Total Account Subtotal Total Account Subtotal or Total Account does not end Subtotal or Total Account does not end with a Subtotal or Total Account L is less than or equal to previous Total Account does not end does not end wit does not end wit does not end does not end Ao ays o9oowoo Mo ppp does not end with a Subtotal or Total Account does not end with a Subtotal or Total Account L does not end with a Subtotal or Total Account PWHA DOF ADAEA YH Geb Uv VDUUHUOUUUuUUUuUJyUO Accounts After Account Level 9 Total 99999 test 8 After T 9 Account in the Revenue and Expense Range that are Asset or Liability 22331 Default Account Type Xfer Work 1 D 3222 Audiovisual 894 Aquip gt R1800 4 5418 Short Term Investments 6 5678 New Equipment 6 5810 Transfer to Accumulated Funds 8 Account in the Asset or Liability Range that are Revenue and Expense 777 Merit Award Credit Account D 778 Merit
160. t is not available B Branch Name A30 e g Church Street Pretoria C Address and Postal Code 4xA30 A4 This information is optional and is not used by the standard system 5 5 MAINTAIN CASH BOOK DEFINITIONS FCSC 5 amp Copyright ITS 8 Version 12 2002 Financial Code Structures Chapter 5 The system provides for multiple Cash Books and in this option the user will have to define a Cash Book for each of the institutions bank accounts x The Cash Book can be affected by transactions from the Counter Subsystem CT Procurement Management PM Payroll PR Cash Book CB and Long Term Loans LL and therefore a Cash Book must be linked to each of the above in Block 3 If the institution uses ACB as a payment method then Block 2 Bank Transfer Detail ACB must be defined for each ACB user code and this code must be linked to the above systems where applicable The ACB User Code linked to the Payroll may not be linked to other systems x If the institution wants to use ACB on the Payroll and on other systems they must register at least two ACB user codes This option consists of three Blocks as follows Block 1 CASH BOOK DEFINITIONS FCSMN S5b1 A Cash Book Code A5 Supply a unique code for this Cash Book B Cash Book Description A30 Supply a suitable description for the code n A above C Conversion Group A2 Supply the conversion code for electronic reconciliation purposes These conversion group
161. ter 4 The description and rule of the above is e FPD PM all Documents restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Departmert and Account category range A user link to Restriction FPD gt Apply Rule AA gt Cannot be linked to Restriction FPDI FPDR FPDO FPDG or FPDS as well gt To de link just delete the record e FPDI PM IRFQ Documents restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range A user link to Restriction FPDI gt Apply Rule AA gt Cannot be linked to Restriction FPD as well gt To de link just delete the record e FPDR PM REQ Documents restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range A user link to Restriction FPDR gt Apply Rule AA gt Cannot be linked to Restriction FPD as well gt To de link just delete the record e FPDO PM Order Documents restricted per Amount range or Department Optional to the Department restriction are Cost Centres linked to the Department and Account category range A user link to Restriction FPDO gt Apply Rule AA gt Cannot be linked to Restriction FPD as well gt To de link just delete the record e FPDG PM GRV and Supplier Return Documents restricted per Amount range or Department Optional to the
162. ter 5 CB Cash Book PM Procurement Management PR Payroll CT Counter System LL Long Term Loans Please note that this indicator does not imply that a Cash Book must be defined for each subsystem 5 6 FUND GROUPS FCSC 6 Y In SAPSE 006 Appendix C the classification of fund groups is listed and explained The standard fund groups are supplied with the system and if the user requires a further breakdown the records may be created in this option All D etail cost centres must be linked to a fund group and this indicator is of utmost importance for the STATS reporting thus someone with an in depth knowledge should be responsible for this link The data fields are A Code A4 Supply a unique code for the fund group B Name A40 Supply a suitable description of this fund group C STATS Group N5 Since the user may insert or change fund groups the STATS group code as in SAPSE 006 Appendix C must be indicated Report FCSCR1 5 provides a list of the Fund Groups 5 7 ACCOUNT CATEGORIES FCSC 7 A standard set of account categories is defined in SAPSE 006 Chapter 8 This list has been expanded as required for STATS reporting and is supplied with the system The supplied list is not densely numbered and users are allowed to create new categories with the understanding that newly created ones will be accumulated into the precedng standard one For example 330 Supplies and Services 360 Rental of
163. tion since it forms part of the program code The user can however control the display sequence of these documents on the lt LIST gt function This screen can be queried and the Display sequence field is the only field that can be updated The following fields are displayed A Type Code Al A unique character as allocated by ITS for each subsystem involved B Description A30 Description of the Document C Short Description Alternate A10 A10 The English and Alternate description of the type will be displayed D Debit Credit A1 The debit or credit indicator of this type of Document E Subsystem A2 The subsystem that uses this type of Document Copyright ITS Version 12 2002 34 Financial Code Structures Operational Financial Codes Chapter 3 F Display Sequence N2 The sequence in which the document must appear on the lt LIST gt function Copyright ITS Version 12 2002 35 Financial Code Structures Operational Financial Codes Chapter 3 3 11 REPORTS FCSO 80 FCSOR1 3 11 1 CC Codes Names FCSOR1 1 This report is used to display the complete list of defined cost centres plus the short name and host cost centre as well as whether they are Active or Non active The total Active and Non active cost centres are displayed at the end of the report USER SELECTION Previous request Enter The Start End Cost Centre Select to run the report to screen or to batch or to exit The report can
164. tion Parameters on menu option FGLM 22 if not already defined there The Host Cost Centre of the applicable Cost Centre will default to the Cost Centre part of the Capitalisation Parameter definition if not already defined Copyright ITS B Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 L Depreciation Expenditure Account A8 Supply the expenditure account for depreciation Only accounts which are linked to the account categories specified on the restrictions AV and AW on menu option FCSM 1b2 may have Depreciation Expenditure Accounts M Accumulated Depreciation Account A8 Supply the account for accumulated depreciation The account category of the Accumulated Depreciation Account must be between 900 and 909 Only accounts which are linked to the account categories specified on the restrictions AV and AW on menu option FCSM 1b2 may have Accumulated Depreciation accounts N Investment In Fixed Assets Account A8 Supply the account for the Investment in Fixed Assets The account category of the Investment In Fixed Assets Account must be between 740 and 759 Only accounts which are linked to the account categories specified on the restrictions AV and AW on menu option FCSM 1b2 may have Investment in Fixed Assets accounts This account will also default to the definition of the account part of the Investment GLA on the Capitalisation Parameters on menu
165. to restriction FGLC the user cannot process GL or BC journals When the user is linked to restriction FGLC the user can process GL and BC journals I Use Sequences Al Must sequences be used Y es or N o When Y es block 3 may be used to define further restrictions on Amount Ranges Sequence 1 to 50 and or Account categories Sequence 51 to 99 For further information see the discussion on restrictions hereunder The following restriction types are currently available CENTRAL RESERVATION SYSTEM Code CBCB Bookings Campus Building Copyright ITS Version 12 2002 18 Financial Code Structures Financial System Maintenance Chapter 4 Users linked to this restriction restricts them to process bookings for the Campus and or buildings they are restricted to Code FVEN Central Booking Venue Only users linked to this restriction may process invoices to the Accounts Receivable sub system Code FMEC Central Booking ME Users linked to this restriction will be prohibited from processing bookings for media equipment using menu option BOPS 1 Code FVTC Central Booking VT Users linked to this restriction will be prohibited from processing bookings for vehicles using menu option BOPS 1 JOB COSTING SYSTEM Code FJCS Job Costing Department Restriction Users may be restricted to process requests for departments restricted to them COUNTER AND CASH BOOK SYSTEMS Code FCTI CT an CB Cashie
166. turn to previous screen Enter The GL Code To Be Linked To The Specified CC s An existing Ledger Code should be entered and if not the system will display Unknown general ledger code and a further opportunity will be offered to enter the correct code Note If the year end of the SRC is in August the user will define a separate ledger and the indicator in D above will be set to 08 During the year all moneys received by the SRC are credited to the applicable cost centres of the SRC whilst the debit will be to the Bank Account of the institution The result is thus that the institution owes the moneys to the SRC the SRC is a creditor of the institution and the institution is a debtor of the SRC x If the user should execute a year end at the end of August the system will calculate the net value of this ledger and an entry will be generated as follows Dt Debtors GLA in the SRC Ledger Cr Creditors GLA in the P rimary Ledger 5 4 BANK DETAIL FCSC 4 amp The Financial System requires bank information at institutional and creditor level which is maintained in this two Block option Copyright ITS 7 Version 12 2002 Financial Code Structures Chapter 5 Block 1 BANK INFORMATION The system is provided with a basic list of banks which can be updated and expanded by the user in this option The following information is required A Bank Code N2 Supply a unique code to identify the bank B Bank Name
167. type codes linked to them USER SELECTION Previous request can be specified None PRINT SEQUENCE On event code 26 SEP 2002 14 07 06 INTEGRATED TERTIARY SOFTWARE itsv12 Program Trans Name Event TRANSACTIONS PER EVENT 275305 Sell WZ O O10 ES Name page if Subsystem NON 26 SD INTEREST DT 27 SD INTEREST CT 28 SD INTER STUDENT MEAL TRANSFER 29 SD PAYROLL DEDUCTION TRANSFER 30 SD INTER ACCOUNT TYPE DT TRANSFER SuL SD INTER ACCOUNT TYPE CR TRANSFER 33 SD BURSARY AWARDED TEREST SECOND TEST SD INTER ACCOUNT XFER DT CM SD INTER ACCOUNT XFER CT E INTEREST STUDENT ACCOUNTS PAYROLL DEDUCTION XFER FROM SD EVENT 30 TRANSFER CR DEPOSIT amp DT TEMP BURSARY GRANTED Code ACTV SD A SD A SD A SD A SD A SD A SD A SD A Copyright ITS 48 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 3 11 14 NorActive GLA s FCSOR1 27 Y gt This report displays the Non active GLA s in menu option FCSO 6 USER SELECTION A Previous request can be specified Start end year PRINT SEQUENCE On centre account and year codes 26 SEP 2002 14 08 12 page 1 INTEGRATED TERTIARY SOFTWARE itsv12 NON ACTIVE GENERAL LEDGER ALLOCATIONS FOR THE YEARS 2002 2002 Program Acie 1s level OOO ES GENERAL LEDGER Fin ALLOCATION Year NON ACTIVE INDICATOR REASON 001000021 2002
168. ve 5 10 ELECTRONIC CONVERSION GROUPS FCSC 23 amp Menu FEBC provides facilities where bank statement data may be downloaded electronically from banks and convert the data into a format which is acceptable to the ITS finance system In order to convert the data the document and transaction rules of the banks are required This option provides information on which banks provide the facility to download bank statement data electronically and for which ITS has conversion rules This menu option is maintained by ITS and users cannot update this option This option consists of the following fields A Code A2 A unique code for the conversion group B Name A30 A suitable name to describe the conversion group Copyright ITS 15 Version 12 2002 Financial Code Structures Chapter 5 5 12 REPORTS FCSO 80 FCSOR1 5 13 VAT RATES FCSCR1 1 Y This report reflects the detail of the different VAT codes and VAT rates used by the institution USER SELECTION None although a previous request can be inserted An example of this report is DEF OSIZ2002 ISVS AS page 1 INTEGRATED TERTIARY SOFTWARE itsvl2 VAT Rate Report BEOJE MAA ps ULA AO AO ES VAT Code Description VAT Rate Apportionment A STANDARD RATED VAT 3 APPORTIONMENT 300 889 CA D1 750 1 000 CD CARD CHARGES 050 000 CH TEST CHARACTER VAT 100 1 000 DS TEST SPECISS 150 000 EXEMPTED FROM VAT 000 000 G STANDARD RATE
169. ve or N on active can be entered The user can acknowledge the message of the financial year field and the transaction will be lt COMMITs gt ted The program will validate that duplicate records cannot be created for the same financial year Major allocations can be done by replying Mes and the following menu will be displayed Select a number from each list Cost Centres Accounts 1 CC s From gt To 1 Accounts From gt To 2 CC s per Consolidation 2 Accounts Indicated 3 CC s per Department 3 Accounts per Account List Code 4 CC s per Fund Group 4 Select Up To 10 Accounts 5 CC s Masked 6 Select Up To 10 CC s 7 CC s Acc s Non active Indicator Copyright ITS Version 12 2002 21 Financial Code Structures Operational Financial Codes Chapter 3 8 Copy all GLA s to Next Fin Year Q RETURN CC Option 1 will link to the cost centres within the range CC Option 2 will link to all cost centres consolidated into the specified cost centre CC Option 3 will link to all cost centres linked to the specified department CC Option 4 will link to all cost centres linked to the specified fund group CC Option 5 will link to all cost centres which match the mask criteria e g F would link to all cost centres starting with an F CC Option 6 Will link up to 10 cost centres CC Option 7 will set the nor active flag for a range of cost centres accounts and financial years If the flag is set to no
170. vents will occur during phase three 3 of the General Ledger Year End YEC process e Transactions in accounts linked to account categories between 700 and 998 will be transferred to their transfer accounts in the new year and not in the old year e Transactions in accounts linked to account category 999 will be transferred to their transfer accounts in the old year In the new year these transfers will be reversed J Account Category N3 An existing category to which this account is linked The system will display the description and the Account Type This field should be left blank for Header S ub total and Total accounts The user should note that an Account Category is linked to an Account Type which is an indication whether this account is an A sset L iability E xpense or R evenue account The Income and Revenue and Balance Sheet Reports FGLORI 2 and FGLORI 3 respectively will accumulate the values of such accounts according to this indicator and not on its position in the structure K Capital Account A8 Supply the balance sheet capital account The account category of the Balance Sheet Capital Account must be between 900 and 909 Only accounts which are linked to the account categories specified on the restrictions AV and AW on menu option FCSM 1b2 may have Balance Sheet Capital Accounts This account will also default to the definition of the account part of the Capital Asset GLA on the Capitalisa
171. when rule AD is Y es The valid values are Y es or N o Must the cost of free study guides be raised when a student cancels subjects qualification Supply the default VAT code for orders and requisitions The valid values are null or a valid VAT code Indicate whether the VAT rate for the code supplied above is Dnclusive or E xclusive This will be the default for orders and requisitions Valid values are Y es or N o The default is No If code AC is R eq this rule cannot be Y es If code AC changes from O rder to R eq this rule will Copyright ITS Version 12 2002 Financial Code Structures Financial System Maintenance Chapter 4 automatically change to N o BD PM REQ budget control lt A Valid values are Y es or N o The default is No If V es budget control will be done and it will be an outstanding commitment on the system CA PM Approval restrict to A Valid values are Y es or N o The hours default is N o If Y es document approvals can only be done between the start and end times set on rules CB and CC respectively Thus rules CB and CC cannot be null If N o rules CB and CC will be set to null and cannot be updated by the user This rule code only comes into effect when the manual electronic rules are electronic CB PM Approval start time N The default value is null User must specify start time for approval of documents if rule CA is set to Y es The time set on this rule code CB
172. y level Djetail accounts should have a T otal before a higher level can start The S ubtotals from the start of a level to the T otal of the level is unlimited A lower level may start within that range as long as it is sub totalled and totalled before the higher one is totalled x S ub total Accounts without a Dotal D etail accounts at a specific level should have a G ub total s and should end with a Motal before a higher level is started Lower level ranges are allowed within the detail accounts or between sub totals and or the total of that level More than one total for the same range Such a condition will normally occur by accident but if followed by a higher Dotal both totals will be included resulting in a duplication of values Control Totals At the end of this report the system will reflect the following totals Copyright ITS Total number of accounts Total number of D etail accounts Total number of H eader Total number of S ub total accounts Total number of T otal accounts Total number of 0 level zero accounts 16 Version 12 2002 Financial Code Structures Operational Financial Codes Chapter 3 Total number of N on active accounts USER SELECTION PRINT SEQUENCE Detail for each Code Structure category Validate Account Structure 9 Sep 2002 09 02 INTEGRATED TERTIARY SOFTWARE Program f73ccc pc Account Structure Validation Accounts Statistics Number Of Heading Account

Financial Code Structure Subsystem User Manual Version 12 2002

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