user manual
Contents
1. Administration fees ADM 1685 Application fees APP 1691 Beds Bath RBB 1310 Bursary BUR 4183 Camp beds hire BED 1356 Car park clamping CLM 1615 income Charges to students CTS 1690 Consumables CSM 1657 Course materials MAT 1657 Course tuition fees CRS Use Course code with this 1140 1141 1154 object type CPD tuition fees CPD Use Module code with this 1142 1143 object type Debtors returned DRC 7701 cheques Distance learning DLR 1153 residential charges Erasmus Grant ERG 1625 Repayment Examination Fees EXM 1690 Hardship ALF loans to RSL 4710 students repaymt Library fines LIB 1680 Library replacement LRB 1680 books Miscellaneous hire HIR 1653 Module tuition fees MOD Use Module code with this 1140 1141 1154 object type Nursery fees NFE 1700 Nursery lunches NLU 1704 Other services OSR 1420 rendered Other student related SRI 1660 income Parking PRK 1610 Print unit binding PRG 1482 general Print unit binding PRT 1483 thesis Printing PRN 1486 Professional PMB 1140 1141 membership body fees Residential fines ROF 1358 Short course tuition SCR 1150 fees non credit bearing Sports coaching SPC 1550 Sports membership SMI 1540 income Sports physiology SPI 1580 income Sports physiotherapy SIC 1570 income Sports secondary sales SSS 1560 Student lettings ACC 1320 Student lettings non2. ReTo0206884 23 Sep 2011 1000351 089166505 BARKER J Invoice FEDLOO203356 29 Aug 20 3 250 00 C 3 250 00 C 0 00 yt B 3 250 00 D 3 250 00 D 0 00 Se Amount of receipt Amount unallocated to shown an invoice is shown here here 0 00 000 0 00 Name JAMES BARKER Pending in tray 0 00 Transactiondate 23 Sep 2011 Narrative User field Orignalduedate 23 Sep 2011 6 The fields at the bottom of the screen will give you general bits of information about the invoice Name Transaction date Due date Pending in tray field will show if any payments have been made but not yet posted to the students account The University of Bath Live System SAM List ledger transactions due dates LGTT 4 of 2 Ledger transaction LGT records Choose profile E Count 23 i Debtor Student Name Document Reference Net amount Gross amount Balance 1000351 089166505 JAMES BARKER ing in 000 Tramssaction date 2 Sep 2011 Mo BS 32s000 3 250 00 C 0 00 BARKER J invoice w FEDL00203356 29 Aug 2011 3 250 00 D 3 250 00 D 0 00 0 00 oo C p ana ue date zarsep20m Students REWE Payments made but not yet posted to student account shown here Date payment was received shown here 7 If more than one transaction is showing use the arrows on the right of the screen or page up and page down to scroll up and dow
3. NSL 1330 contracted income Student maintenance SMA 1170 awards Summer vacation VSL 1340 non contracted student lettings Telephone charges TEL 1425 Catering use only CTG 1376 Access Loan ALR 8105 Repayment Payroll repayment SAL 8157 Accommodation AHV 8350 Holding code VATable Accommodation AHN 8350 Holding code Outside of Scope Reimbursement of RBR Only for use with HD 7595 bursaries Projects
4. an receipt number to use as a reference for an invoice pre payment 1 Open SAMIS screen LGTT Enter student 2 n SAM Edit d ber h boba FY number nere ADSLAC sity of Bath Live System 25 Apr 2012 SRS10 ager transactions due dates LGTT SRS_LGT6 1 of 2 Ledger transaction KGT records Count ta Debtor Student Name Document Reference Gross amount Balance Code 0351 WBSTBSSOSIl BARKER TMI Receipt 0 3 250 00 C 3 250 00 C 0 00 o M 7000351 089166505 BARKER J Invoice FEDL00203356 AUY 3 250 00 D 3 250 00 D 0 00 D Receipt Enter debtor number is number here here Total 0 00 0 00 0 00 Name JAMES BARKER Pending in tray 0 00 Transactiondate 23 Sep 2011 Narrative User field Original due date 23 Sep 2011 2 Enter either a debtor number or student number in the correct field and retrieve F5 3 Receipt amounts are shown in red The receipt number will be in the field headed Reference 4 The amount of the receipt is in the Net amount field 5 If an invoice has been paid or partially paid the amount unallocated will show in the Balance field The University of Bath Live System SRS10 SAM List ledger transactions due dates LGTT SRS_LGT6 nit 1 of 2 Ledger transaction LGT records Choose profile E Count 23 i Debtor Student Name Document Reference Due date Net amount Gross amount Balance Code
5. first field on the top left hand side lon How to look up a student number 1 Open SAMIS screen STU The University of Bath Live System 24 Apr 2012 Student number Full Student Details STU SRS_STU_B 0 Student STU records G 1 UDF of Student no Title Known as s Surname Letters D o B Previous Name Gender Enter student Forenames Initials h Official Name F Edit name surname nere Enter student KS id Personal id HESA id forename or Start Date GMC Ero Stu Support no AS End Date Scottish Cand External ref In ith al here Batch Number Vocational Qual Teacher T ref Username Stu Union no Nurse ref User Defined 2 Library no NI number Research Council Unique learner Dpt of Health reg NMC Pin no ISA ref number TOEFL ref number IELTS ref no Info Msg Alert App Status Publicity Flag Contact Stu Status Comm in Welsh F Address Ex Status Method of Comm Bank Home Oseas details Fee Status Location of photo Fee Reason Marital Stat Term time Acc Acad Clrnce Employer Fin Clrnce Sponsor Highest Qual Unemp Duration Unemployed Inst Attended Occ Backgrnd Last school LEA Year Last Attended School Institute Social Class Last ed estab Soc Eco Class X Site UK Resident Study Permit Building UK Entry Date Report to UKBA F Room Next of Kin Exam rats Relation Tel Analysis 2 Car reg Permit Analysis 3 No Dependants Type of depnds Analysis 4 Int Tel no Analysi
6. the Cashier s Office and they will set up a new debtor code B Student Name This field is not mandatory and can be left blank if not required please do not use C Student Number If you don t know the student number this can be found on the SAMIS STU screen using the student s name NB it is very important that you check that the student has a fee status or income will not be posted correctly D Template code This will be either INVOICE or CREDIT depending on whether you want to raise an Invoice or a Credit Note E Object Type Choose the object type from the list on the tab on the spreadsheet Enter the code for the type of invoice credit note that you want to raise e g MAT Course Materials the tab gives a list of the options available to invoice for the correct code to use and the account code that the transaction will be posted to F Course Module Code For course or module or CPD invoices only otherwise please else leave blank Enter the course or module code that you want to raise the invoice credit note for G Amount The net amount you want to invoice or credit note NO signs or needed and no decimal points for whole amounts H Agresso project enter the Agresso project that you want the transaction to be posted to I PO or Ref number enter purchase order or reference number if required otherwise please leave blank ee FAO Enter the person the invoice o
7. 372376 Be 23 Sep 2011 Course Imported 3 250 00 ie 3 250 00 C Click on print button here receipt number 2 Either enter student debtor or receipt number if you have it in the relevant field and retrieve F5 3 If you use the debtor or student number you may retrieve more than one record Use the arrow to the right of the screen or the page up page down keys to find the receipt that you want and retrieve F5 4 Click on the button marked print a new box will appear Clear F7 letter code box here 5 Clear F7 the letter code box that says receipt and double click A new box will appear 6 Click on the button marked code and the text list will re sort so that the Email receipt option is at the top RECEIPT HTML RECEIPT HTML receipt MOD_INV_TEST HTML INV CRN HTML Invoice Credit note Management S MOD_INV_MWG HTML INV CRN HTML Invoice Credit note Management 3 MOD_INVOICE HTML INV CRN HTML Invoice Credit note Management PP_RECEIPT IPP_RECEIPT Receipt for IPP online fee payment SUT TEST HTML INVICRN HTML Invoice Credit note Management SUMO EH STS HTML INVICRN HTML Invoice Credit note Management AMM VOICE_ROG HTMLINVICRN HTML Invoice Credit note Management here VOICE_OLD HTML INV CRN HTML Invoice Credit note Management VOICE_NEW HTML INV CRN HTML Invoice Credit note Management EB Select 1 of 19 St
8. Highest Qual Unemp Duration Unemployed populated Inst Attended Occ Backgrnd Last school LEA Year Last Attended School Institute Social Class Last ed estab Soc Eco Class i Site UK Resident Study Permit Building UK Entry Date Report to UKBA F Room Next of Kin Exam rats Relation Tel Analysis 2 Car reg Permit Analysis 3 No Dependants Type of depnds Analysis 4 Int Tel no Analysis 5 Institution Email 2 Enter student number in correct field 3 Retrieve student record F5 4 Look at the fee status field it should be populated with either H home student E EU student T Island student O overseas international student 5 If the field is empty it is very important that this is corrected otherwise income is not posted to the correct account codes IN How to find an invoice number to use as a reference for a credit note 1 Open SAMIS screen LGTT Enter student number here e University of Bath Test System 25 Apr 2012 SAM List ledger transactions due dates LGTT SRS_LGT6 Choose profile E Count kA Debtor Student A AYC Document uot code Reference pu date Net amount Gross amount Balance Code 109181903 FAIRWEATHER CG 2010 1 Invoice v FH INV SEM H FH00192132 18 Apri2011 1 550 00 D 1 550 00 D 1 550 00 D gt Invoice Enter debtor number is number here here Total 1 550 00 1550 1 850 00 Name CHARLOTTE GLEN FA
9. IRWEATHER Pending in tray 0 00 Transaction date 21 Mar 2011 Narrative Dip MSc Sports amp Exercise Medicine Feesinsi User field Original due date 18 Apr 2011 2 Enter either a debtor number or student number in the correct field and retrieve F5 3 Invoice amounts are shown in blue The invoice number will be in the field headed Reference 4 The amount of the invoice is in the Net amount field 5 If the invoice has been paid or partially paid the amount unpaid will show in the Balance field ADSLAC The University of Bath Test System 25 Apr 2012 SRS10 SAM List ledger transactions due dates LGTT SRS_LGT6 A of i Ledger transaction LGT records Choose profile E Count fa fi Due date Student Name AYC Document LDT code Reference Net amount Gross amount Balance Debtor GIBSON 109181903 FAIRWEATHER CG 2010 1 Invoice FH INV SEM H FHO0192132 18 Apri2011 1 550 00 D 1 550 00 D 100 00 Amount of Amount unpaid is invoice shown here shown here Total Name CHARLOTTE GLEN FAIRWEATHER Pending in tray 0 00 Transaction date 241 Mar 2011 Narrative Dip MSc Sports amp Exercise Medicine Feesinsi User field Original due date 18 Apr 2011 1 550 00 8 6 The fields at the bottom of the screen will give you general bits of information about the invoice Name Narrative what the invoice is
10. Procedures for completing invoice credit note request spreadsheet Contents Ol Oo O D ON 0 How to complete the spreadsheet How to look up a debtor sponsor number How to look up a student number How to check that a student has a fee status How to find an invoice number to use as a reference when requesting a credit note How to find an receipt number to use as a pre payment reference when requesting an invoice How to email a receipt How to email an invoice credit note How to check that an invoice has been paid List of object types IN How to complete a spreadsheet request There are two different spreadsheet templates dependent on the type of transaction you wish to request e Credit notes CREDIT Template Structure xls e Invoices INVOICE Template Structure xls The templates are available on request from the Cashiers Office A B C D z E G H l J K L M N Debtor Student Student Template Object Course Amount Agresso PO FAO Narrative Allocate to Credit Credit number name number INVOICE type Module project number Note note or Code or Reason reason CREDIT Ref code A Debtor Number This is the code of the person sponsor who will be responsible for paying the invoice If it is the student it will be their student number if a sponsor is paying you can find the correct code on SAMIS screen SPO if the sponsor doesn t exist in SAMIS email the details to
11. andard Response Lette Click on code button here to w o ort name re sort options HTML Invoice Credit note Management p gt eee INVOICE_MWG HTML INV CRN 7 Make sure that email receipt option is highlighted and double click letter code box will be populated with Email receipt option 8 Click on the button that says send email RECEIPT_EML Letter code box should show Email receip Click the send email button here 9 A new box will appear Amend tick box here The University of Bath Live System MENO1 Preview SRL Messages MEN_ZGSL_E340_ 1 of 1 Generated Standard Letter GSL records cashiers bath ac uk Amend To from and makii Lille a Send iv message lifes boxes here iByect Receipt for Send button Attachment lt idoctype html public W3C DTD HTML 3 2 Drafv EN gt lt STU RECEIPT here lt html gt lt head gt XM cancel one ar og 10 Click on the send button and the email receipt will be sent to the email address shown 11 If you want to change the to or from email address or add to the message click the box marked amend Make your changes and click send How to email an invoice or credit note 1 Open SAMIS screen LGH The University of Bath Live System 25 Apr 2012 Enter debt
12. etter code box here Reload records E R canoe genera 5 Type INV_LGH_EML the letter code box 6 Click on the button marked Send email Generate amp Print current LGH letters Letter code INV_LGH_EMLI HTML Invoice Credit note email ver Click on the button marked Send email Ameng tick The University of Bath Live System box here Preview SRL Messages Generated Standard Letter GSL records stu fin bath ac uk To from and l h message SN boxes here Please find invoice Tf y stu fin bath ac uk your 2011 72 tuition fee a any queries please contact i Send Attachment lt DOCTYPE HTML PUBLIC W3C DTD HTML 4 01 TransitionaV EN button here http we w w w3 0org TR 1999 REC htmi401 19991224 l00se dtd gt lt html lang en gt lt head gt Delete JE cancel oeme at Ga 8 Click on the send button and the email invoice credit note will be sent to the email address shown 9 If you want to change the to or from email address or add to the message click the box marked amend Make your changes and click send List of object types Choose from list and enter code on spreadsheet depending on what you want to raise an invoice or credit note for
13. for Transaction date Due date Pending in tray field will show if any payments have been made but not yet posted to the students account 1 of 1 Ledger transaction LGT records The University of Bath Live System SAM List ledger transactions due dates LGTT l Count M Choose profile E S Debtor student Name Document Reference Due date Net amount Gross amount Balance Code MOs 109181903 FAIRWEATHER CG Invoice w FH00192132 18 Apr 2011 1 550 00 D 1 550 00 D 0 00 D 1 550 00 1550 CHARLOTTE GLEN FAIRWEATHER Pending in tray Dip MSc Sports amp Exercise Medicine Feesinsi User field Transaction date 21 Mar 2011 7X rina ce date tavapr20 1 Students name and what invoice was for here Payments made but Date invoice was not yet posted to raised and due student account date here shown here 7 If more than one transaction is showing use the arrows on the right of the screen or page up and page down to scroll up and down until you find the invoice that you want 8 When the invoice you want is highlighted hit retrieve F5 Ico 9 For more information on the particular invoice click on the arrow to the right of the screen on the highlighted invoice This will open screen LGT The University of Bath Live System 25 Ap Ledger Transaction Records LGT RY Ac ademic 1 of 1 Ledger transaction LGT records Choose E F Net transaction a
14. get posting Posted Batch Not posted Academic year shown here gt Payment method shown here 10 The LGT screen will show you all the same bits of information that the LGTT screen did such as e Student name e Student number e Amount of receipt e Receipt reference It will also show other key pieces of information such as e The academic year the receipt relates to e The financial period the receipt was received e What payment method was used How to email a receipt 1 Open SAMIS screen LEH The University of Bath Live System Enter debtor Entry Header Records LEH number Enter student Count number here Ledger entry header LEH records Choose gi profile E h Sponsor code 1000351 EDF ENERGY Entry batch 39317 JAMES BARKER Student code 0891 66505 ARKER a Import batch 3931 7 Payment by bank transfer for JAMES BARKER VAT 0 00 D Debtor type Sponsor Currency STG STERLING Address source Document type Receipt Academic year 2010 1 2010 11 Sponsor s invoice address w Record type Debtor transaction Documentheader RCT BTR CE BTR RCT Letter a A el Document group LEH Document format RECEIPT HTML RECEIPT Header Document ref Created Source Document status Nett amount Gross amount al al 368505 RCT00206884 23 Sep 2011 Cash systen Imported v 3 250 00 e 3 250 00 c Entry Paymeht method Due date Object type Transactn state Nett amount Gross amount More
15. mt total 1 550 00 year shown profile E Hu 2y Unallocated balance total 0 00 Gross transaction amt total 1 550 00 Student code 109181903 FAIRWEATHERCG SCJ y Organisation type FTRJFRE 1081287 a LEA Genes mlaretareitsl 419067 Financial peri 200 FINYR20104 Acad Yr A Ledger document FH INV SEM H SEM INVOICE H period 7 Payment meth j Amended due date Allocation rule hown here z eile Original due date 18 Apr 2011 Cost Centre Type of object Course Acc Code Object code TFFH ADM10 Project 1 Objectrname Agresso project Target system Sales ledger Narrative Dip MSc Sports amp Exercise Medicine Fees MAV occur Period slot and account eee ee code shown here Transaction ref FHO0192132 VAT code Cross eference Balance i External reference Net transaction amt 1 550 00 D Sponsor s ref VAT amount Nie DD run code Gross transaction r Transaction state Normal Accounts posting Target posting Not posted Transaction date 21 Mar 2011 Posted 31 Mari2011 Posted Import batch 37219 Batch S17 Batch Notes aa E Narrative 10 The LGT screen will show you all the same bits of information that the LGTT screen did such as e Student name e Student number e Amount It will also show other key pieces of information such as e Which Agresso project and account code the invoice was raised against e The academic year the invoice relates to e The financial period the invoice was raised in How to find
16. n until you find the invoice that you want 8 When the receipt you want is highlighted hit retrieve F5 9 For more information on the particular receipt click on the arrow to the right of the screen on the highlighted invoice This will open screen LGT ADSLAC SRS10 The University of Bath Live System Ledger Transaction Records LGT it 1 of 1 Ledger transaction LGT records Choose ea PEER Net transaction amt total profile 4 wnt foy plocated balance total 0 00 3 250 00 Gross transaction amt total 3 250 00 Financial period shown here Target system Transaction ref Cross reference External reference Sponsor s ref DD run code Transaction state Transaction date Import batch Notes mS student code Sponsor Organisation type 1124165 Ses Aal JAMES BARKER Fully allocated Amended due date BARKER J SCJ FTR FRE LTE code Acad Yr 089166505 372376 2011 2 _ FIN YR 2011 2 2010 1 RCT BTR CE SLBTRRCT Payment meth 23 Sep 2011 Allocation rule Original due date Type of object Object code Debtor transaction Receipt Cash system Sales ledger Pe TOR40332203 Normal X 23 Sep 2011 39317 Cost Centre Acc Code TEEE ADM02 Project 2 7830 BARCLAYSNO1C YE XX1BNK MSc Elec Power Sys DL Period slot Fee status SO SALES OSS VAT Currency STG STERLING 0 00 D 0 00 3 250 00 C 3 250 00 oo D 0 00 3 250 00 c 3 250 00 Tar
17. or Ledger Header LGH SRS_LGH number 7 here 1 Ledger header LGH records Choose E n Enter student number here Debtor code Sponsor code 1000351 NERS Seneca Sete Name on document EDF ENERGY Student code 089166505 BARKER J Fees batch Narrative FAO Mrs Faye Isabella Cook E n VAT 0 00 OD Document type Invoice Academic year 2010 1 2010 11 Address source Debtor type Sponsor Currency code STG STERLING Sponsor s invoice addres w Document status Normal Documentheader INV FEDL GEN INV FEDL GEN Letter vA el Record type Debtor transaction Document group LEH SRL INVOICE HTML INV CRN Header Documentref Created Source Document amount Allocation status Unallocated balance 429954 FEDL00203356 01 Aug 2011 Cash system 3 250 00 D Fully allocated 0 00 D ws X Click on z s print button Transact Transactn state Due date Object type Net transaction amount Allocation status Unallocated balance Morg g Normal 29 Aug 2011 Course v 3 250 00 D Fully allocated 0 00 D Enter invoice number here 2 Either enter student debtor or invoice credit note number if you have it in the relevant field and retrieve F5 3 If you use the debtor or student number you may retrieve more than one record Use the arrow to the right of the screen or the page up page down keys to find the receipt that you want and retrieve F5 Type INV_LGH_EML in l
18. r credit should be sent for the attention of if applicable Narrative Enter the narrative that you want to show on the invoice credit note The student number and name will automatically be displayed if a student number is provided For courses and modules the name will automatically be displayed Allocate to the invoice to clear reduce if entering a credit note or pre payment to apply for an invoice If neither apply please leave blank If you are entering a credit note please enter the appropriate credit note reason code from the credit note reason tab If you have selected OTH as the credit note reason code please enter a brief summary of the reason for the credit A Looking up sponsor codes in SAMIS 1 Open SAMIS screen SPO Enter gold star part The University of Bath Live System i foll db Sponsor SPO of name followed by Debtor number gold star in either found here Sponsor Employer SPO records field not both Enter 0101c 0010 5 here 2 In Short name field enter gold star from the number key pad part of the sponsor s name followed by gold star or alternatively enter the sponsor s name in the Sponsor name field using the gold star as above 3 Or if you know the postcode enter the postcode in postcode field 4 Retrieve F5 5 If more than one sponsor comes up use page up down keys to find the sponsor that you want 6 Sponsor debtor code is the
19. s 5 Institution Email 2 Enter student s family name and forename or initial with a gold star from the number keypad if that is all you have 3 Retrieve F5 4 If you get more than one record scroll through the records using the up and down arrows on the right hand side of the STU screen 5 Once you find the correct student retrieve F5 again and you will then have only the record that you want 6 The student number is in the first field on the top left hand side of the screen ID How to check a student has a fee status 1 Open SAMIS screen STU LA The University of Bath Live System 24 Apr 2012 Enter student Full Student Details STU SRS_STU_B num ber he re Student STU records Q KSS UDF Student no Title Known as Surname Letters D o B Previous Name Gender Forenames Initials Official Name E Editname UCAS id Personal id HESA id Start Date GMC Reg Stu Support no End Date Scottish Cand External ref Batch Number Vocational Qual Teacher T ref Username Stu Union no Nurse ref User Defined 2 Library no NI number Research Council Unique learner Dpt of Health reg NMC Pin no ISA ref number TOEFL ref number IELTS ref no Info Msg Alert App Status Publicity Flag A Contact Stu Status Comm in Welsh F Address Ex Status Method of Comm Bank details Location of photo asta Term time Acc Check fee E ane nsor status field IS
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