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Accounts Receivable Subsystem User Manual 2002 Edition

1. 6 1 6 1 GENERAL nos 6 1 7 CORRESPONDENCE OPERATIONAL MENU FDCO mmmmmnnnennnnnnnnnennnnnnnnennnennnnennne 7 1 7 1 MAINTAIN DOCUMENT TEXT FDCO 1 S ee aaa 7 1 7 2 COPY EXISTING DOCUMENT TEXT FDCO 2 74 7 3 DOCUMENT ENQUIRIES EDCOS 7 5 7 4 PRINT DOCUMENTS MENU FDCO 80 7 5 74 1 Print Debtor Documents FDCOR1 1 Y ion 7 5 8 CORRESPONDENCE MAINTENANCE MENU FDCM nnn 8 1 8 1 DOCUMENT LAYOUT DEFINITION FDCM 1 8 1 8 2 PURGE DOCUMENT FILE FDCM 2 8 1 9 PROPOSED BALANCING PROCEDURES nn ene 9 2 9 1 GENERAL ene 92 9 2 REPORTS REQUIRED FOR BALANCING 9 3 9 3 BALANCING OF DAILY INPUT menea 94 9 4 BALANCING OF STATEMENTS nene 96 9 5 PERIOD END ene 96 9 6 BALANCING OF GENERAL LEDGER 9 7 Copyright ITS Version 12 2002 Introduction Chapter 1 1 1 Copyright ITS INTRODUCTION GENERAL INFORMATION This is the User Manual for the operation an
2. 3 9 6 Staff Loans Between Dates FARSR16 3 9 7 Abnormal Payments Report FARSR1 7 Y 3 9 8 Debtors per Salary Calc FARSR1 8 aa ue Po nie ne nu e 3 21 3 9 9 Print Redemption Schedule FARSR1 9 NS nn ESE 3 22 4 MAINTENANCE MENTUe me 4 1 dls GENERAL A A ee a e do 4 1 4 2 MAINTAIN INTEREST PARAMETERS FARM 1 4 1 Copyright ITS iss Version 12 2002 ul ITS Accounts Receivable Debtors Subsystem Table of Contents 4 3 _ YEAR END CLOSE FARM 2 Y mano 4 1 4 4 DELETE DEBTORS FARM21 Y noma 4 1 4 5 DELETE OLD TRANSACTIONS FARM 22 4 2 4 6 DEBTOR GL TRANSACTION VALIDATION FARM 23 44 4 7 MAINTANANCE MENU REPORTS FARM 80 46 47 1 Print Audit Trail FARMR1 1 mu maua0 m mu 46 4 7 2 User Work Summary FARMR1 2 48 473 Print Year End Totals FARMR1 3 gt aa a 49 474 Print Period End Totals FARMR1 4 Y naan 4 10 4 7 5 Audit Log Financial FARMRI 21 4 12 5 CODE STRUCTURE MENU nine 51 5 1 DEBTORTYPES FARC 1 Y nece 5 1 6 CORRESPONDENCE SUBSYSTEM
3. B Document Description A30 The description of this document Typical descriptions could be Letter for Budget Allocation Letter for Budget Adjustment etc This Block must be lt COMMIT gt ted before the actual text of the document can be inserted in the next Block Deleting a ecord from this Block will only be possible if the text of the document as defined in the next Block has been deleted before Block 2 DOCUMENT TEXT FDCO 1b2 A Document Code A4 When a letter code and description is displayed in the top Block this code will be included as the first field of Block 2 B Format Al The allowed values are I E tters I A bels and A S CII files C Line N3 The lines of each document are numbered and they will be printed in numeric sequence Missing line numbers will NOT result in open lines to create an open line a line number without text must be created In respect of letters the user is advised to use fairly widely spaced line numbers to identify the text rather than allocating line numbers strictly sequentially This allows the addition of text to the body of the letter at a later stage without re typing all the text Copyright ITS Version 12 2002 Correspondence Operational Menu Chapter 7 D Text A65 The user can enter the text of each line Both upper and lower case characters can be used It is possible to include codes and or descriptions taken from the system in the text of a letter T
4. Start end date DD MON YYYY Subsystem of origin of transaction types Exception report Y N If Mes then Type Of Account Exception D ebit Or Credit S pecify C c Or A ccount Or G la Test For The Specified Combination To Be T rue Or F alse If b Reporting Year YYYY Start end cycle N2 Subsystem of origin of transaction types Exception report Y N If Y es then Type Of Account Exception D ebit Or C redit S pecify C c Or A ccount Or G la Test For The Specified Combination To Be T rue Or False If 2 Start end Debtor code Start end Account Type A4 As for a or b above PRINT SEQUENCE Per Transaction Type or Debtor Transaction Type in Processed date and invoice number sequence The number of records per type is also shown on the report Copyright ITS 2 53 Version 12 2002 Operational Menu Chapter 2 Transactions per Type Detail 16 MAR 2002 18 31 INTEGRATED TERTIARY SOFTWARE Program f47rpt rdf Transaction Per Type detail From Type 410 To 410 For Reporting Year 2002 Cycle 3 To 3 For Account Types From 0 To zzzz For Subsystem all Credit GLA Process E Reference Invoice ACCT Debtor Short Date Date Type Code Name Debit Credit Value Value 0410 SUNDRY INV F0012018 06 OCT 1998 1 06 OCT 2002 100 200 MM MAARTEN 100 00 0 00 F0012661 15 0CT 2002 1 5 OCT 2002 JJ BOND 100 00 0 00 2312 5 OCT 2002 1 5 OCT 2002 MAC 100 00 0 00 10402 F AR 2002 1 AR 2002 JJ BOND LIST 0 10402 FOO AR 2002 1 R 2002
5. 2 1 Copyright ITS OPERATIONAL MENU GENERAL In this chapter the general operation and updating of different types of transactions are discussed In this subsystem we refer specifically to three types of transactions namely the transaction specified in the first Block of an option will always be the one that will update the debtor or in other words the Support Ledger Hereafter we will refer to these as SL transactions some transactions have a second Block for item detail the transactions specified in the last Block are always the GL transactions and we will refer to them as such Multiple GL transactions may be created for any one SL transaction The system will on lt COMMIT gt control that the sum of the GL transactions equals the SL transaction In most cases the user is forced to lt COMMIT gt the transactions simultaneously and it is thus impossible to create an imbalance between the Support Ledger and the General Ledger If the user should try to lt COMMIT gt in the first Block the system will respond with Commit is not allowed in this block In other cases where the Blocks are lt COMMIT gt ted separately and one of the two is rejected the Support Ledger and the General Ledger will be out of balance The system will do an automatic rollback of the existing transaction The Audit Trail FARMRI 1 reflects the SL transactions on the left and the GL transactions on the right
6. M Currency Rate This value will default from FCSO 21 for the given currency as in L above This field can only be updated if the indicator for subsystem AR is set to Yes in option FCSO 21 Refer also to the Code Structure manual for a complete explanation of option FCSO 21 N Value in Given Currency N17 2 The value of the transaction in the debtor s currency as displayed in L above O Value Local Currency N17 2 This field will be calculated by the system and can not be updated by the user The currency rate in M will be multiplied by the value in N to display the value in the local currency P Reference Number A10 An optional first documentation support reference Q Reference Date DD MON YYYY The date will default to system date but can be updated by the user IMPORTANT NOTES a The student number will be validated the debtors number will be validated and the specified debtor should be active b The date of the transaction defaults to system date c A lt COMMIT gt is only allowed after completion of all Blocks Copyright ITS Version 12 2002 2 18 Operational Menu Chapter 2 2 4 QUERY DEBTOR TRANSACTIONS FARO 3 Y This screen consists of three Blocks and allows the user to view all year to date transactions for a particular debtor It consists of three Blocks on one screen as follows Block 1 Debtor Code and Name Block 2 Debtor s Transaction Detail Block3 Balance When
7. F0019202 F0019202 Hi H NNNNNNNNDN E wW 34g El 0UUOUOU0UOoO y DO VGO O OG Q n n n n WWWW WWW Ww Ww D Debtor Total Report Total Imbalance End Of Report Copyright ITS Version 12 2002 Operational Menu Chapter 2 2 9 PROFIT AND LOSS ON FOREIGN CURRENCY FARO 9 This option allows the user to clear debtor account balance where balances in local currency reflects even though the debtor balance in the debtors currency reflects a zero balance On execution of this option the system will firstly control that a TT is linked to the event F1 and F2 Further that a profit loss GLA is correctly specified i e that event F1 has a debit GLA in respect of the profit loss and event F2 has a credit GLA If either event has a GLA missing the program will display an appropriate message and abort The system will then control that the AR subsystem is in the 12 cycle in FCSM 2 If the AR cycle is not equal to 12 the program will display an appropriate message and abort x The program recalculates the given currency balance on a debtors account using the rate at the indicated date and then compares the local currency balance to the calculated balance If a difference exists a transaction is inserted for the difference into the debtor s account x When the option is executed the following selection is required
8. LONG ROSEN KENT JACKSON WATSON REPORT TOTALS Number of loans 3 9 6 Staff Loans Between Dates FARSR1 6 Date Program This report shows all staff debtors that have resigned between specified dates USER SELECTION PRINT SEQUENCE Numeric by personnel number 22 MAR 2002 T6 fb4ccc pe Personal Number 3 3 3 5 5 5 19 19 19 322 sf Dr Q Gordon Dr Q Gordon Dr Q Gordon Mrs G Manson Mrs G Manson rs G Manson r A Rautenbach Mr A Rautenbach r A Rautenbach Me T Heynecke INTEGRATED TERTIARY SOFTWARE Staff With Loans And Resignation Date Between 01 JAN 1990 And 29 MAR 2002 Debtor Loan Loan Number Code Principle 80 40 80 31 1524 1457 5 30 5 40 10000 00 2547 50 600 00 1000 00 20000 00 5 6 50000 00 90 30 10000 00 90 31 54 00 90 42 1503 33 31 3870 00 KKKKKKKKKKENG Of Report KR KKK KKK 3 9 7 Abnormal Payments Report FARSR1 7 Start End Resignation date DD MON Y Y YY Reducing Principle 5599 71 1093 86 350 00 192915 54327 28 50000 00 4842 19 6 13 186 99 6060 86 Normal Payment 5 720 1105 503 1937 54605 50625 4919 6 204 6079 This report shows all staff debtors where the Generate E D s indicator has been set to N or the Advised payment indicator has been set to Y Copyright ITS 3 20 Version 12 2002 89 64 69 52 29 00 07 42 59 Staff Loan Subsystem Chapter 3 USER SELE
9. Transactions per type This register can be compared to the audit lists or other reports from the system 2 Statement Balance Invoices and payments to debtors will create debits and credit notes and payments by the debtor will create credits to debtors The difference between the two will thus equal the total balance on all the statements or the difference between debtors in debit and debtors in credit The user can thus confirm the total of the sub ledger before sending out statements and executing Post to General Ledger After the posting has been done the user will normally run the Period End program and the resulting report will confirm the totals to date 3 Balancing of General Ledger All transactions excluding Inter Debtor Corrections will affect the General Ledger Normally institutions will have two or three debtor control accounts which will be representative of the balance of all statements The net total of the debtors register would thus be in balance with the total of the mentioned control accounts By confirming this the user ensures that all transactions in the sub ledger were indeed posted to the General Ledger In the unlikely event of the SL transactions to be out of balance with the GL transactions the reports under options FARR1 29 and FARM 23 can be of great help Copyright ITS Version 12 2002 9 2 Proposed Balancing Procedures Chapter 9 Hereafter more detail will
10. etc may be created and if required invoices can be repeated at set intervals Invoices can be allocated to multiple GL accounts Invoices and Credit Notes which are issued manually e g by departments or institutes on their own letterheads can subsequently be recorded on this system by merely entering the transaction to the debtor s account and the applicable transactions to the GL Alternatively the detail of the invoice or credit note can be entered into the system and the document can be printed on letterhead stationery Payments by debtors to the institution can be recorded by the Counter Subsystem the debtor can be credited the GL transactions will be generated and receipts issued Payments which are recorded by a non ITS systemand manually made out receipts can be accommodated by either entering a receipt at a later stage or by a standard journal Interest calculations can be done for debtors in batch mode and staff debtors and their relation to the Personnel and Salary systems are catered for For more detail see Section 2 7 and 2 17 Itemised Debtor s Statements can be printed which list the transactions and provide an age analysis of the outstanding balances Transactions can be accumulated into a balance B F Income and Control Account transactions are created automatically and control totals and audit reports are available A facility is available to administer staff loans Deductions can be made
11. maximum of seven numeric characters with no decimals ALPHA FIELDS 1 1 Version 12 2002 Introduction Chapter 1 Alpha fields mean that Alpha numeric special characters or a combination thereof are permissible However the following must be noted When requesting Start Low First values on reports using a O zero or multiple 0 s zeros does not mean that all data will be reported on The ASCII collation sequence is as follows Blank Special characters 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 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 7 2 OVERVIEW OF FINANCIAL SYSTEM The ITS Financial System Menu option FRM consists of the following modules Menu option in brackets The modules are liste
12. this date will determine the date up to which interest will be calculated Include inactive debtors Y N Enter Salary calculation number 1 9 or ALL x If Pull system requests whether T rial or Final run Enter date to be inserted with interest transactions this date will determine the date up to which interest will be calculated Include inactive Debtors Y N Enter salary calculation number 1 9 or ALL If T rial is requested no transactions are generated by the system After the parameters are specified the system first controls that no interest transactions are found for the current AR cycle in FCSMN 2 If any transactions are detected the system will respond with Interest has already been calculated for this AR cycle Copyright ITS Version 12 2002 3 6 Staff Loan Subsystem Chapter 3 and or Salary calculation number interest calculation will be terminated now and abort Else the system calculates the interest per debtor as below checking that the AR cycle is bigger than or equal to the start cycle for repayment for every loan If no interest is calculated for a debtor for one of the following three reasons debtor is inactive principal 0 or interest rate 0 the debtor is listed on a control report showing debtor details and the reason for non calculation of interest Note that this report will NOT normally contain debtors that have fully repaid thei
13. 1050 JONES MR TOM 8000003 GORDON DR Q Total of Debtors 200 FERREIRA MEV EPM 200 FERREIRA MEV EPM 3333 FERREIRA MEV EPM Dept Dept Code Name w EH EH y Gu wW YU UY y WwW End Of Report 3 9 9 Print Redemption Schedule FARSR1 9 Y This report can be used to print a redemption schedule of an existing loan for a debtor that has a staff loan The report will print the remaining payments to be made USER SELECTION PRINT SEQUENCE Program fb8ccc pc Loan Advance Details Enter First Debtor Number N9 Or ALL Enter The Last Debtor Number N9 Enter Start Loan Code N4 Or ALL Enter Last Loan Code N4 Do you want to continue If there are loans without effective cycles Y N Must Report Be Sorted Alphabetically Or Numerically A N As per selection Staff Loans Termination Of Loan Loan Code Name 20 SECOND CAR LOAN Personnel Number e ame MR TOM JONES Debtor Code 11048 Amount 60000 00 Payment Type Y Rate 19 76 Periods Paid 25 Period 48 Amount Paid SOLS 425 Copyright ITS Version 12 2002 3 22 Staff Loan Subsystem Chapter 3 Start Date 01 MAR 1998 Escalation Percentage 0 End Date 01 MAR 2002 Per Month Opening Interest Repayment Capital No Balance Balance 23 JAN 2002 60000 00 4770 79 8684 62 56086 17 24 FEB 2002 56086 17 923 08 2754
14. Code A4 This optional code must be valid as per option FPRG 6 in the PRS J Salary Level N2 This value is mandatory if L exists and defines the salary level for the PRS transaction it must be lt 50 i e pre tax suggested values are in the range 40 49 K Fringe Benefit Deduction Code Contra A4 This optional code must be valid as per option FPRG 6 in the PRS L Salary Level N2 This value is mandatory if K exists and defines the salary level for the PRS transaction it must be gt 60 i e post tax suggested values are in the range 90 99 The following four fields are mandatory whether or not transactions will be generated for the PRS M Account Type A4 The account type applicable for this loan as defined on FCSC 21 that is valid for the subsystem AR and linked to the AR category S taff Loans N Control GLA of Account Type A4 A8 The control GLA of the account type in M will display as created on FCSC 21 for the account type O GLA for Salary Loan Suspense A4 A8 as applicable to this loan P GLA for Interest Revenue A4 A8 as applicable to this loan NOTE If the default value in field C or D above is updated in terms of a new directive from the Receiver of Revenue the system will check all individual loan details in FARS 2b2 and automatically set the corresponding value equal to the new value in C or D but only if the OLD value for the individual was equal to t
15. DD MON YYYY The date on which the ACB tape was created for this receipt G Generation No Once the ACB tape has been created the tape generation number is displayed for each transaction generated to that specific tape Block 3 DETAIL FARO 26b3 A Transaction Number N6 Same as Block 1 B Transaction Type N4 Enter the transaction type for the transaction Normal CT transaction types can be used A lt LIST gt function is available Defaults that exist on the transaction type are displayed e g transaction type description default amount debit and credit GLA s debtor type and the VAT code of the Cost Centre C Debtor Al The type of debtor will default from the Transaction Type and it cannot be updated here One of the following values will be displayed S S tudent Debtor Copyright ITS Version 12 2002 2 36 Operational Menu Chapter 2 P Personnel Debtor C Normal C reditor D Normal D ebtor A A lumni D Debtor Number N9 The debtor number must be entered The system validates the number and displays the name of the debtor E Account Type A4 The account type to be used for the transaction F Debit GLA A4 A8 The descriptions of the Cost Centre and Account are displayed when the codes are entered G Credit GLA A4 A8 The descriptions of the Cost Centre and Account are displayed when the codes are entered H Amount N17 2 The transaction amount E VAT Code A2 The default VAT cod
16. Enter The Year For Statements N4 B Produce Statements By 1 Debtors Codes Start End range 2 Debtor Types Start End range 3 Debtor Alias Start End range If option 1 or 2 Is selected then C 1 Only Debtors Not Linked To Alias 2 Only Debtors Linked To Alias 3 All Debtors Include Inactive Debtors Y N The user decides from above selected debtors whether statements must be printed for A ctive or N or active debtors Enter Start End Account Type A4 Or ALL When the user selects ALL the user will be prompt with the next parameter of the statement interval The statement will still be printed per account type if ALL is selected Must the statement interval be taken into consideration Y N i e must statements be printed regardless of interval defined in option FARO 21 If the answer is N o all statements will be printed If the answer is Mes only those statements which are due to be printed will be produced i e first statements and those whose printing is due as per detail on FARO 21 Must statements with zero balances be included Y N Do you want to accumulate the transactions Y N The user decides whether transactions should be accumulated into Balance Brought Forward which results in fewer transactions on the statement If the answer is N o the next question is skipped If the answer is Y es the system responds with Up to which date DD MON YY Y Y The system will calculate the
17. In Given Currency N17 2 The value of the transaction in the debtor s currency as displayed in O above R Local Currency Value N17 2 This field will be calculated by the system and can not be updated by the user The currency rate in P will be multiplied by the value in Q to display the value in the local currency S VAT Code A2 Enter an existing VAT code as defined in option FCSC 1 The VAT percentage associated with that code is displayed The system will use the specified percentage to calculate the value of the following two fields If the VAT rate 1s not zero the system should generate a VAT transaction and will thus control that the transaction type used in Block 3 A below is a linked transaction type T VAT Rate The VAT rate of the code used in S above will display U VAT N17 2 The VAT value of this transaction V Net Value N17 2 The journal value after VAT Copyright ITS Version 12 2002 2 5 Operational Menu Chapter 2 W Detail A1 This field is not mandatory and allows the user to query all transactions for a specific debtor If Mes is entered the user is taken to a screen where all year to date transactions for this debtor are displayed see Block 4 below The lt NEXT BLOCK gt command will take the user to transaction detail Block 3 TRANSACTION DETAIL FARO 1 Jb3 The journal number as assigned above is displayed More than one transaction may be created per journal the screen disp
18. Interest Rate for this Loan N3 2 The default interest rate for this type of loan as currently applied by the institution to its staff members this will typically be lower than the rate in C above This mandatory value can be overridden at individual level in FARS 2 NOTE If the loan rate equals or exceeds the official rate no fringe benefit transactions will be generated for the PRS by option FARS 5 refer Section 2 17 4 below E Repayment Period N3 The standard repayment period in months for this loan type This mandatory value can be overridden at individual level in FARS 2 F Interest in D ays M onths Al This field is only applicable the first time interest is calculated for the loan code If set to D ays the number of days from the date of approval of the loan to the interest calculation date will be calculated and interest levied accordingly Thereafter all interest will be calculated on a monthly basis The following six fields are optional and are required only if transactions will be generated for the PRS via FARS 5 G Repayment Deduction Code A4 This optional code must be valid as per option FPRG 6 in the Payroll System Copyright ITS Version 12 2002 Staff Loan Subsystem Chapter 3 H Salary Level N2 This value is mandatory if G exists and defines the salary level for the PRS transaction it must be gt 60 i e post tax suggested values are in the range 90 99 I Fringe Benefit Earning
19. JJ BOND 4673 57 0 0402 F L AR 2002 1 R 2002 JJ BON 4673 57 0 10402 FOO AR 2002 1 R 2002 JJ BO 4767 00 0 10402 F AR 2002 R 2002 JJ BON 4767 00 10402 F001 AR 2002 R 2002 4767 00 Number Of Records Transaction Total Number Of Records Report Total Imbalance End Of Report Version 12 2002 Copyright ITS 2 54 Operational Menu Chapter 2 Transactions per Type Summary 16 MAR 2002 18 50 INTEGRATED TERTIARY SOFTWARE Program f47rpt rdf AR Transaction Per Type Summary From Type 410 To 420 For Reporting Year 2002 Cycle 3 To 3 For Subsystem all Debit No Of Value Records SUNDRY INVOICES 27063 85 DEBTORS VAT 5707 29 REPEATING INVOICES WITHOUT VAT 1589 REPEATING INVOICES WITH VAT CREDIT NOTES Number Of Tran Types 5 Report Total Imbalance END OF REPORT Copyright ITS 2 55 Version 12 2002 Operational Menu Chapter 2 2 18 12 Transactions Repeating FAROR1 24 This report reflects details of repeating invoices created USER SELECTION A Must Invoices for all cycles be listed Y N B If N o Start Cycle End Cycle PRINT SEQUENCE Transactions are listed per cycle 16 MAR 2002 19 23 26 INTEGRATED TERTIARY SOFTWARE Program f43rpt rdf List Of Repeating Invoices Invoice First Times Interval Number Debtor Cycle Repeat Months Repeating Invoice Net Trn Debit Dt Credit Cr Trn Invoice Date Value C
20. Menu Chapter 2 2 5 Copyright ITS U Cash Book Debit Journal V Cash Book Credit Journal W Cancel Payment X Credit Sales Y Credit Returns Z Cancel Invoice These codes and descriptions can also be viewed with option FCSO 23 If the debtor has made a donation and a receipt exists with a tax certificate indicator of Y these transactions can be queried on Block 4 The following information is displayed Receipt number Receipt indicator Receipt date Tax certificate number Amount Frequency Indicator Accumulation indicator Cancellation Indicator Debtor type indicator Debtor Code Debtor Name Reprint Indicator MAINTAIN DEBTOR NO SHOW INDICATOR FARO 4 This option allows the user to suppress the printing of contra entries on a specific debtor s statement for a specific account type This could be useful for suppressing multiple erroneous entries which crowd the statement Only the S how field is updatable The user will enter a debtor number and an account type The user will then indicate whether s he Want to See The Previous Years Transactions When a debtor is queried the system displays all transactions on his her account and the user can go through the records using the lt NEXT RECORD gt key entering a N o in those records that must not be printed on the statement A blank field means that the item will be printe
21. Suspense and Interest Revenue in view of reporting considerations it is advisable to create a debtor type for staff in option FARC 1 the required loan types are then created in option FARS 1 In order to register a staff member for a staff loan the following steps are required a debtor s record is created for the staff member in option FARO 21 fora new loan the debtor can now be issued with a cheque from CT thus creating a debit on the debtors transaction file if an existing loan is being taken on the reducing principal must be journalised to the debtor s account via option FARO 1 as explained in Section 2 2 of this manual a TT must first be created for this purpose with debit GLA the staff debtors control as per FARS 1 and credit GLA a fund balance account next the debtor code is linked to the staff number in option FARS 2b1 Joan details are subsequently supplied for the debtor in FARS 2b2 multiple loans being allowed per debtor Important note In principal deductions from a staff member who is also a debtor can be handled in one of two ways namely Credit the deduction from the PRS directly to Debtors Control and when the deduction is copied to the debtor insert a credit to the debtor and ANY transaction into the GL transaction file with the date in the Post to GL indicator set to system date This option does not offer any control over transactions deducted and not yet copied
22. The system will simultaneously enter the opposite indicator in the C D field on the 3 block refer to 3 D below F Transaction Type The transaction type will be completed when the user fills in the debit credit indicator see E above The selection of the From Account Detail transaction type can be explained as follow If the indicator in E is D the system will select the transaction type that is linked to event TA in FCSO 7 If the indicator in E is C the system will select the transaction type that is linked to event TB in FCSO 7 G From Account Type A4 The account type will default from the transaction type definition as set up on FCSO 7 The user can select a different account type if the transaction type definition allows any update The list function will display all valid account types for the AR subsystem as created on FCSC 21 H Debit GLA A4 A8 The system will supply the default GLA to be debited according to the transaction type as set up in FCSO 7 see G above the cost centre and account name will be displayed If an account type was linked on the transaction type definition and the C D see E above indicator was D the debit Copyright ITS Version 12 2002 2 15 Operational Menu Chapter 2 GLA will be replaced with the control GLA of the account type as defined on FCSC 21 I Credit GLA A4 A8 The system will supply the default GLA to be cred
23. VAT is specified The VAT is calculated and deducted from the invoice amount The user may however change this amount Information regarding VAT is stored in the Cost Centre definition It contains the VAT rate normally applicable to that Cost Centre For a debit transaction on a debtor s account the credit cost centre is dominant and visa versa for a credit transaction When a transaction is processed with VAT specified on the SL transaction and the dominant Cost Centre specification is Zero VAT the system issues a warning The user can however ignore the warning and the transaction will be processed The same is true if Zero Vat is specified in the SL transaction and the Cost Centre expects VAT On the GL transaction level the transactions are entered with VAT inclusive amounts The system determines the VAT transaction and changes the inclusive amounts to exclusive amounts If there are multiple GL transactions for one SL transaction the VAT associated with every transaction is calculated according to the ratio of the values of the inclusive amounts and the VAT value as specified on the SL transaction x The VAT exclusive transaction and its associated VAT transaction is linked to one another with a unique sequence number The system also differentiates between F ather C hildless Dn VAT and O ut VAT transactions x VAT apportionment as specified in the Cost Centre definition is never used in the AR Subsystem MAINTAIN INV
24. Zero 8000001 A MACNIFIC 0002 SLO1 00 Interest Rate Is Zero 8000001 A MAGNIFIC 0002 00 Balance Is Zero Number Of Interest Transactions Generated Total Amount Of Interest Transactions KR 00 End Of Report Copyright ITS 2 22 Version 12 2002 Operational Menu Chapter 2 2 8 ROLLBACK INTEREST CALCULATION FARO 7 Y This option allows a rollback of the interest calculation done by FARO 7 above When the option is executed the following selection is required per debtor type per debtor code or per account type range from to calculation date The system first controls that the transactions have not yet been posted to the GL if they have been posted it aborts with a message Otherwise the rollback is done A control report is provided The above selection allows selective rollbacks per debtor type for interest calculations done on the same date CESSER 2002 M5 INTEGRATED TERTIARY SOFTWARE Program f43prg rdf V12 0 0 0 Transaction Per Debtor detail From Code 1 To 1 Rollback Of Interest Processed On 03 AUG 2002 K 5 Debit GLA Credit G Credit Value Debtor Short Type Reference Code Name Q O Q oO JJ BO JJ BO JJ BO JJ BO JJ BO JJ BO JJ BO JJ BO JJ BO Interest INT200208 0 nterest T200208 0 nterest T200208 0 nterest T200208 0 Interest T200208 0 terest T200208 0 terest T200208 0 terest T200208 0 terest T200208 0 F0019202 F0019202 F0019202 F0019202 F0019202 F0019202 F0019202
25. a particular user or users of this subsystem during a specified period USER SELECTION On execution of this option the system will request Enter user ID or ALL After the user s response the system will request the start and end date PRINT SEQUENCE Per transaction type within USER 23 MAR 2002 17 30 41 INTEGRATED TERTIARY SOFTWARE User ID KR AK KE sum J KK kK KK sum L AKKKKkK k sum kK KK KK sum Copyright ITS Summary Of Work Done By Users From 01 mar 2002 To 29 mar 2002 Program f4grpt sql AR Transaction Number Of Transactions DEBTORS PAYME SPORTS UNION FEES A ATTENDANCE SUBJECT FEE JOB COSTING INVOICE DEBIT JOURNALS SUNDRY INVOICES DEBTORS VAT REPEATING INVOICES WITHOUT VAT REPEATING INVOICES WITH VAT STAFF LOAN INTEREST CONSULTATION COSTS CLINIC PRESCRIPTION COSTS CLINIC SUNDRY INVOICES DEBTORS INTEREST TRANSFER AR TO AR TRANSFER FROM AR KKKKKKKKEK End Of Report kk kk kkk Value Of Transactions 166907 Version 12 2002 Maintenance Menu Chapter 4 4 7 3 Print Year End Totals FARMR1 3 The user may want to report on the year end without actually updating the cycles and in such cases this report will be used This report is similar to the Print Period End Totals FARMR 1 4 below except that it lists the control totals for all cycles of the current financial year USER SELECTION Do you want the report for t
26. and the specification of GLA s on the transaction types TT can be confusing Alternatively the system automatically posts all loan deductions in the PRS to a Salary Loan Suspense account The copy of these transactions to AR then debits the Salary Loan Suspense account and credits the Debtors Control account ITS has adopted this method which offers the control on deductions made in PR and NOT yet copied to AR and eliminates all possible confusion in the specification of the GLA s on the transaction types Copyright ITS Version 12 2002 3 1 Staff Loan Subsystem Chapter 3 LOAN REPAYMENTS VIA COUNTER SYSTEM It could happen that a staff member acquires outside funds and wishes to accelerate the redemption of a loan In this case the payment is recorded via the Counter system FCTO 3 but it is essential that the loan code of the loan which the debtor wishes to deposit money on is recordedon the CT transaction 3 1 MAINTAIN LOAN TYPES FARS 1 This option allows the user to create and maintain as many staff loan types as are required as follows A Loan Code N4 A unique code to identify this loan B Loan Description A30 A mandatory description for this loan type C Official Interest Rate N3 2 The default interest rate which currently applies to this type of loan as prescribed by the Receiver of Revenue This mandatory value can be overridden at individual level in FARS 2 in terms of a tax directive D
27. function will display all valid account types for the AR subsystem as created on FCSC 21 G Debit GLA A4 A8 The system will supply the default GLA to be debited according to the transaction type as set up in FCSO 7 see E above the cost centre and account name will be displayed If an account type was linked on the transaction type definition and the C D see D above indicator was D the debit GLA will be replaced with the control GLA of the account type as defined on FCSC 21 and vice versa Copyright ITS Version 12 2002 2 17 Operational Menu Chapter 2 H Credit GLA A4 A8 The system will supply the default GLA to be credited according to the transaction type as set up in FCSO 7 see E above the cost centre and account name will be displayed The same comments regarding the account type control account apply as in G above I Payment Agreement This field is not applicable in this option but is used in the Student Debtor subsystem J Note A30 The explanatory note on the transfer note This note can not be updated it will display the same note as on block 2 See 2 K above S GL Note A30 The note to accompany the transaction into the GL This note can not be updated it will display the same note as on block 2 See 2 L above L Currency Code This is a display field only and can not be updated by the user The currency code will default from the debtor detail as set up in FARO 21
28. in C above NOTE The two most important rules which will apply are 1 If a non zero VAT rate was used in Block 2 S above a linked transaction is required and vice versa 2 Irrespective of the VAT percentage of the cost centre if a non zero VAT rate was used in Block 2 S above the system WILL generate a VAT transaction and if a zero VAT rate was used in Block 2 no VAT transaction will be generated Copyright ITS Version 12 2002 2 6 Operational Menu Chapter 2 If VAT was specified in the first Block and more than one CC is used in the second Block with different rates linked to it VAT transactions will be generated against all the CC s in the ratio of the individual transaction amounts D Note A30 An optional note to accompany the transaction On entering the transaction type code in 3 A above the system will insert the short name of the debtor and the reference number as specified in Block 2 C and Block 2 D above as default values The user is allowed to update these values E Value N17 2 Supply the value of the transaction VAT included if applicable The total value of the GL transaction s should be in balance with the debtor s transaction in Block 2 R above On lt COMMIT the system will re calculate the VAT value and generate the linked transaction with this VAT value If the user should query the specific transaction there will be two transactions in Block 3 and the value of the origi
29. log can be printed with option FACMRI 1 A report of all the rolled back receipts is printed 03 MAR 2002 08 51 47 INTEGRATED TERTIARY SOFTWARE Program gaproed IVZ ORORO Rollback Of ACB Receipts Generated On 02 mar 2002 For Subsystem AR Receipt Trans Debtor Note Number Type 02 MAR 2002 1168 D 19 ARNO RAUTENBACH 2194 05 02 MAR 2002 1168 D 55 SASOL 833 99 02 MAR 2002 1168 D 200 MM MAARTENS 1000 00 Report Totals 3 Detail Records Rolled Back FERRER End Of Report Copyright ITS Version 12 2002 Operational Menu Chapter 2 2 18 OPERATIONAL MENU REPORTS FARO 80 2 18 1 Invoices to be Sent FARORI1 1 Invoices to debtors are produced on pre printed stationery in the currency of the debtor as defined on FARO 21 The invoice can be queried on FARO 1 USER SELECTION 1 Debtor Codes 2 Debtor Types 3 Account Types Start and End Range for above selection Invoice to be sent to D ebtor or A lias Print Vat Registration Code on Invoice Y N If Y es Enter Vat Registration Code Start End Invoice Number PRINT SEQUENCE Numerical T A X JE AN WA OE CRE GENERAL DEBTORS VAT Registration Number 00300 20 1 Page 1 Invoice Nr MM528 BERNARD POSBUS 213 FAERIE GLEN PRETORIA 0043 07 04 2002 Invoice Detail Invoice Date 13 03 2002 Building Contact Person Mr Asmal SOUTHERN BUILDING Telephone Number 5567 Floor 1 Department ACCOUNTING Room 0001 Item Detail In SA RAND Descripti
30. of Contents 2 14 QUERY GENERAL LEDGER FARO 24 2 33 2 15 GENERATE ACB RECEIPTS FARO 25 nn 2 34 2 16 MAINTAIN ACB RECEIPTS FARO 26 2 35 2 17 ROLLBACK GENERATED ACB TRANSACTIONS FARO 27 2 38 2 18 OPERATIONAL MENU REPORTS FARO 80 2 39 2 18 1 Invoices to be Sent FARORI 1 Y 2 39 2 182 Credit Notes to be Sent FAROR1 2 2 41 2 18 3 Debtors Statements FARORI 3 gt o ccc 2 42 2 18 4 Debtors Balances Aged FARORI 4 2 45 2 18 5 Inter Student Debtor Corrections FARORI 5 2 18 6 Debtors Detail FAROR1 6 2 187 Alias Debtors FAROR1 7 2 18 8 Debtors List FAROR1 8 D 2 50 2 18 9 Transactions per Debtor FAROR1 21 D Se em eS ee eu 2 51 2 18 10 Transactions per Period FAROR1 22 2 52 2 18 11 Transactions per Type FARORI1 23 A A ee 2 53 2 18 12 Transactions Repeating FAROR1 24 2 56 2 18 13 Debtors Per Payment Method FAROR1 25 2 57 2 18 14 Print G
31. report consists of two sections and the following are included x the first section called Control Totals for AR lists only the AR transaction types with the Post to GL Indicator set to Y es and their totals in the second section the total of debits credits and possible difference will be summarised per cycle It will include only transactions which will be posted to the General Ledger and also transactions which were posted by the CT Subsystem on behalf of this subsystem I is important to note that the CT transactions will be posted to the cycle of the CT Subsystem Copyright ITS Version 12 2002 9 6 Proposed Balancing Procedures Chapter 9 It is however possible to request a Print Period End Totals FARMR1 3 without actually doing the update of the cycles B Procedure Transactions per type lt PS CT transactions TRN types with Post indicator set to N o Control total for AR gt P11 CT transactions PEND cycle control totals gt P12 P11 gt or FARMRI 4 Section 1 P12 gt or FARMRI 4 Section 2 9 6 BALANCING OF GENERAL LEDGER A General Balancing of the total General Ledger is described in more detail in the GLS Manual and therefore only the aspects relevant to this subsystem are discussed here There are two main reasons for reconciliation with the General Ledger namely Confirmation that all transactions generated by subsystem
32. set to N o the system will not allow any transactions from any subsystems to be entered for this Debtor This indicator is also important for deletion of a debtor The system will control that a debtor is inactive for at least the number of cycles set as retaining period of transactions before deletion is allowed J Last Statement Printed This field is not accessible to the user but will be updated by the system every time a statement is printed for this debtor Copyright ITS Version 12 2002 2 27 Operational Menu Chapter 2 K Debtor Type A2 The code of the debtor type as defined in option FARC 1 Section 2 4 L Account Type A4 The default account type that will display if transactions must be processed for this debtor The list function will display all the valid account types for the AR system as created on FCSC 21 M Person Type Al This field will be completed if the debtor that you are creating is also used on another sub system in ITS This is where you can link the debtor to a S tudent A lumni Personnel or O ther N Number N9 Enter the number for the person entered in M above The name will be displayed as defined on the different sub systems The list function can be used to display all the valid numbers on the system O VAT Registration number A10 The registration number of this debtor if any This number will be displayed on a number of reports P Payment Method This field indicate
33. ted the system will generate five output files in the following sequence Summary of the selection criteria and number of records per document type generated thus allowing the user to prepare the required amount of stationery Letters for all the selected debtors A list of all the selected debtors this can be used for checking purposes Labels for the selected debtors An ASCII file for the selected debtors These files can be sent to the printers in sequence to allow the user to have the correct stationery on the printer The files will contain data only if the specific document format has been selected Copyright ITS Version 12 2002 6 1 Correspondence Operational Menu Chapter 7 7 CORRESPONDENCE OPERATIONAL MENU FDCO 7 1 MAINTAIN DOCUMENT TEXT FDCO 1 The text of documents is maintained in this option A unique code is used to identify a specific document with instructions in respect of the layout of the letter label or ASCII file to be generated when using this code It will be useful if the codes are allocated in such a way that x English and Alternate language letters can be readily distinguished Letters for various sections can be identified Each document also has a description which identifies its contents Block 1 FINANCE DOCUMENTS FDCO 1b1 A Document Code A4 The code to be used for this document Separate codes should be allocated to English and Alternate versions of the same document
34. to the debtor or to the alias debtor The following information must be supplied to create an alias Block 1 DEBTORS ALIAS CODE NAMES FARO 22b1 A Debtor to Copy Detail from N9 When an existing debtor can also serve as an alias the account number may be entered here and all the information below will be inserted by the system except for field B If the alias debtor does not already exist on the system all the information in this Block must be supplied B Alias Code N9 The alias debtor s unique account number with us C Name A40 Of the alias debtor D Our Account No A10 With the alias The system uses the debtor s preferred language as that of the alias 2 13 GENERAL LEDGER JOURNALS FARO23 There is always a need for personnel working on the other financial subsystems to create normal General Ledger Journals For ease of use the facility for updating journals is provided in the applicable subsystem This does create a serious security risk through offering access to the General Ledger This option is described in detail in the General Ledger Manual option FGL 1 in GL Subsystem a summary description following below The option only allows for one amount to be specified resulting in a mandatory double entry The following information is required A Transaction Code N4 Enter a transaction type which was specified under option FCSO 7 as a valid type for the General Ledger The system will disp
35. which the contact person resides If the building is in the Space Inventory its name will be displayed The lt LIST gt command will show valid building codes If the building is not in the space inventory this field may be left blank and the building name entered in the following field Copyright ITS Version 12 2002 2 9 Operational Menu Chapter 2 When the required information has been supplied as above issue the lt NEXT BLOCK gt command to reach Block 3 Block 3 INVOICE ITEMS FARO 1 Ab3 This screen is used to specify any number of line items to appear on the invoice The following information is required per line A Line N2 The item line number running sequentially from 1 onwards The system will validate that the same line number has not been used twice B First Line Al Item descriptions may run over any number of lines If this is the Bjirst line of an item the following five fields must all be completed If it is an A dditional line only the description field E below must be completed C Quant N6 3 The number of units that have been supplied If this is an A dditional line this field should be cleared D Unit AS AN eight character descriptor e g Unit Kg Litre etc If this is an A dditional line this field should be skipped E Description A30 Description of the item F Unit Price N17 2 Enter the unit price in the debtors given currency as displayed on the first block in F
36. 01 feb 2002 Invoice Type Year Month ACCT Invoice Transaction Difference Transaction Type Value Value Dt Ct 01 FEB 2002 2002 2002 2002 2002 Invoice Total 19 JAN 2002 1766775 2002 2002 Invoice Total Report Total Date 22 MAR 2002 17 34 Program f44ccc pc AR INTEGRATED TERTIARY SOFTWARE Debtor Gla Transaction Validation Primary Search On Invoices Debits To Debtor From 01 jan 2002 To 01 feb 2002 Inter Debtor Corrections Invoice Type Debtor Name ACCT Debit j Difference Type Value End Of Report Copyright ITS Version 12 2002 4 5 Maintenance Menu Chapter 4 4 7 MAINTANANCE MENU REPORTS FARM 80 4 7 1 Print Audit Trail FARMR1 1 This report is used to display the complete list of transactions for a specified period or all unprinted transactions USER SELECTION When this option is exercised the following question is asked Is this a reprint of the audit Y N If the answer is N o the system will print all transactions not audit listed before If the answer is Y es the system requests the start and end dates of the transactions to be included DD MON Y Y YY and prints all transactions audit listed before which fall between these dates PRINT SEQUENCE Transaction date The report lists the debtor or SL transactions on the left hand side and the applicable GL transactions on the right The credit of the inter debtor corrections is listed at the end of the re
37. 3 P JOSLING RETORMEDIC PO BOX 23 PTA 000 987 56473 FERREIRA E LEON SMITH amp VENNOTE P O BOX 22345 KEMPTON PARK 1619 98623422 PE TECHNIK R LL ROLANCE P O BOX PRETORIA 0001 RON amp CRON PO BOX 141516 JAMESHOF PAULSTOWN 2000 765 8796 EDIHELP PRIVAATSAK X601 PRETORIA 0001 041 5043911 JJ BOND A ALBERTYN J ERENS W VAN ROOYEN KKKKKKEKK End Of Report x x x Copyright ITS Version 12 2002 2 49 Operational Menu Chapter 2 2 18 8 Debtors List FARORI 8 amp This report is a list of Debtor Detail as created in the Master File FARO 21 Only two lines of information are printed per Debtor and this report is normally used for reference purposes on a daily basis USER SELECTION A A lphabetically or N umerically B Sort by 1 Debtor Name 2 Debtor Code 3 Debtor Type If 1 Start End Debtor Name If 2 Start End Debtor Code If 3 Start End Debtor Type PRINT SEQUENCE Sorted in the sequence of selection as in A 15 MAR 2002 14 37 INTEGRATED TERTIARY SOFTWARE Program f4wrpt rdf V12 0 0 0 Numerical List Of Debtor Detail From Debtor Code 320 To 456 Alias Debtor Debtor Lang Deb Active VAT Number Code Telno Faxno Tor N act Type 320 T ENSLIN 0003 POSBUS 320 MORELETAPARK MORELETAPARK 322 T HEYDENRICH POSBUS 322 SUNNYSIDE SUNNYSIDE 323 E SERFONTEIN POSBUS 876 MENLOPARK 423 IZOLDE TEST PO Box 1234 Monument park 456 JJ JONES TX1234 PO BOX 1
38. 41516 PAULSTOWN JOHANNESBURG KKKKKKKKEK End Of Report X X xx Copyright ITS Version 12 2002 2 50 Operational Menu Chapter 2 2 18 9 Transactions per Debtor FARORI 21 This report reflects detail of transactions per debtor for a selected period USER SELECTION A 1 Debtor Codes 2 Debtor Types 3 Account Type B Do you want to include previous years Y N C Start End range of option A D Start End Processed Dates PRINT SEQUENCE Numerical on Debtor Codes 07 APR 2002 20 24 INTEGRATED TERTIARY SOFTWARE Program f4lrpt rdf Transactions Per Debtor For Debtor 1 To Debtor 1 Period 17 MAR 2002 To 30 MAR 2002 Previous Years Not Included Debtor Type PML Debtor Code 1 JJ BOND Date Reference Processed Number Type Number R 2002 R 2002 R 2002 R 2002 1922 32 R 2002 R 2002 R 2002 R 2002 R 2002 R 2002 R 2002 R 2002 R 2002 R 2002 30 MAR 2002 MM585 Invoice 24 MAR 2002 MM582 Invoice 24 MAR 2002 MM584 Invoice 24 MAR 2002 CN59 Cr Note 23 MAR 2002 MM550 Invoice 23 MAR 2002 Invoice 23 MAR 2002 Invoice 23 MAR 2002 Invoice 23 MAR 2002 Invoice 23 MAR 2002 Invoice 18 MAR 2002 17 MAR 2002 17 MAR 2002 17 MAR 2002 Invoice Invoice Invoice Invoice PpPpppprprprrerrrer PE See de en ie eee Totals Balance KKKKKKKKKK End Of Report kkk kk Copyright ITS 2 51 Version 12 2002 Operational Menu Chapter 2 2 18 10 Transactions per Period
39. 71 54254 54 25 MAR 2000 54254 54 892 94 2754 71 52392 77 26 APR 2000 52392 77 862 30 2754 71 50500 36 27 MAY 2000 50500 36 831 15 2754 71 48576 80 28 JUN 2000 48576 80 799 49 2754 71 46621 58 29 JUL 2000 46621 58 767 31 2754 71 44634 18 30 AUG 2000 44634 18 734 60 2754 71 42614 07 31 SEP 2000 42614 07 701 36 2754 70 40560 73 32 OCT 2000 40560 73 667 56 2754 71 38473 58 33 NOV 2000 38473 58 633 21 2754 70 36352 09 34 DEC 2000 36352 09 598 29 2754 7 34195 67 39 JAN 2001 34195 67 562 80 2754 70 32003 77 36 FEB 200 32003 77 526 73 2754 70 29775 80 37 MAR 200 29775 80 490 06 2754 7 27511 15 38 APR 200 27511 15 452 79 2754 70 25209 24 39 MAY 200 25209 24 414 90 2754 7 22869 43 40 JUN 200 22869 43 376 39 2754 70 20491 12 41 JUL 200 20491 12 337 25 2754 70 18073 67 42 AUG 200 18073 67 297 46 2754 71 15616 42 43 SEP 200 15616 42 257 02 2754 70 13118 74 44 OCT 200 13118 74 215 91 2754 71 10579 94 45 NOV 200 10579 94 174 13 2754 70 7999 37 46 DEC 2001 7999 37 131 66 2754 71 5376 32 47 JAN 2002 5376 32 88 49 2754 70 2710 11 48 FEB 2002 2710 11 44 60 2754 71 0 00 TOTALS 17552 27 77552 27 END OF REPORT Copyright ITS Version 12 2002 Maintenance Menu Chapter 4 4 1 4 2 4 3 4 4 MAINTENANCE MENU GENERAL Access to the facilities available in this Section would require a higher level of authority and access control than for the normal operation of the subsystem and would typically be limited to one or two senior st
40. CREDIT IOURNAT RR ao A ee 2 2 13 93 9 CREDIT NOTES TO PRINT FARO 1 E 2 13 2 2 10 REPEATING CREDIT NOTES FARO 1 F 2 13 23 11 CREDIT NOTES FARO IN Se sans ee es e ca a 2 13 2210 CREDIT BALANCE FARO 1 S mt non ven tete eee ed 2 14 2 3 MAINTAIN INTER ACCOUNT TRANSFERS FARO 2 2 14 2 4 QUERY DEBTOR TRANSACTIONS FARO 3 2 19 2 5 MAINTAIN DEBTOR NO SHOW INDICATOR FARO 4 2 20 26 SCANCELINVOICES JRAROETE SLA ed a 2 21 27 CALCULATE INTEREST FEAR Derr eh ne set nee 2 21 2 8 ROLLBACK INTEREST CALCULATION FARO 7 2 23 2 9 PROFIT AND LOSS ON FOREIGN CURRECNY FARO 9 2 24 2 10 GENERATE INTERNATIONAL DRAFTS FARO 10 2 25 SIL MAINTAIN DEBTORS ARO a 227 2 12 DEBTOR ALIAS NAMES FARO 22 2 32 2 13 GENERAL LEDGER JOURNALS FARO 23 D 2 32 Copyright ITS es Version 12 2002 ITS Accounts Receivable Debtors Subsystem Table
41. CTION 1 Select by Debtor Code 2 Select by Loan Code If 1 Start End Debtor Code If 2 Start End Loan Code 3 Start End Cycle YYY YMM 4 Sort by D ebtor code or L oan code PRINT SEQUENCE As per selection 22 MAR 2002 INTEGRATED TERTIARY SOFTWARE POSCCERPO Abnormal Payments Report For Debtor Codes Between 0 And 999999999 From Cycle 9 200201 To 200203 Sorted By Code Debtor E D Generated E D Advised Repayments Number Debtor Name Y N From To Cycle Amount From To Cycle MAC 1400 00 199801 200203 ARNO RAUTENBACH J 199801 TEST 200 00 199801 199809 1200 J KOEKEMOER 120 00 199803 200202 Number Of Records XKXXKXKXXKXX End Of Report x x x 3 9 8 Debtors per Salary Calc FARSR1 8 This report lists all staff debtors linked to a specific salary calculation number USER SELECTION 1 Enter the Calc Number or All 2 Enter Department Code or All Sort By Department Y N P ersonnel Number or D ebtor Code A Iphabetic or N umeric PRINT SEQUENCE As per selection Copyright ITS 3 21 Version 12 2002 Staff Loan Subsystem Chapter 3 22 MAR 2002 17 03 Program fobiece oc Calc Number INTEGRATED TERTIARY SOFTWARE Debtors Per Salary Calc T Department Code 3 Sort By Department Y N N Sort By P ersonnel Number Or D ebtor Code D A lphabetic Or N umeric N Personnel Debtor Personnel ES MR TOM GORDON DR Q 1524 GORDON DR Q 1048 JONES MR TOM
42. FAROR1 22 This report reflects all transactions for ALL debtors for a specified period where the transaction types are defined as Post to GL Y Transactions which were generated in the CT Subsystem will be included USER SELECTION Financial Year of Period N4 Start Financial Cycle N2 End Financial Cycle N2 Enter Account Type Or All A4 PRINT SEQUENCE List all transactions for the selected period in transaction date sequence 16 MAR 2002 11 45 INTEGRATED TERTIARY SOFTWARE Program f42rpt rdf Transactions Processed Per Period For Period 3 To 3 For Account Type 101 Reference Debtor Debtor Type Date Number Code Name Cheque 02 OCT 1998 200 MM MAARTEN Invoice 18 FEB 2002 GENDOC 131333 DU PLESSIS 1 Invoice 18 FEB 2002 GENDOC 13333 Invoice 18 FEB 2002 GENDOC 555 Invoice 04 MAR 2002 GENDOC 100001 101 Invoice 05 MAR 2002 GENDOC 988776 j 01 Period Totals Balance Balance KKKKKKKKKE End Of Report x x Copyright ITS 2 52 Version 12 2002 Operational Menu Chapter 2 2 18 11 Transactions per Type FAROR1 23 gt This report reflects detail of transactions for a specified range of types and for a specified period USER SELECTION A Report can be requested in Detail or in Summary B Selection of Sort 1 Per Transaction Type 2 Per Debtor Code If 1 Start end transaction type N4 Start end account type A4 a Per start date end date b Per start cycle end cycle Ifa
43. For selection 1 Alphabetically 2 For selection 2 and 3 Numerically 15 MAR 2002 11 25 INTEGRATED TERTIARY SOFTWARE Program f4arpt rdf V12 0 0 0 Numerical List Of Debtor Detail From Debtor Code Debtor Name address 1971 BERNARD POSBUS 213 Debtor Type FAERIE GLEN 0003 PRETORIA 0043 Acc At Debt Date Created 06 MAR 1996 Non active A Date Last Changed 13 MAR 2002 Statement Interval 1 Date Last Activity 13 MAR 2002 Last St ment Date 04 FEB 2002 OOOO End Of Report EOF Copyright ITS 2 48 MOTO LYA Short Name Telephone Alias Code Language Fax Number Contact VAT Number BERNARD 9911363 1972 ENGLISH TWA TEST 111222 Value Last Year 00 Transactions Last Year Transactions To Date 55 Version 12 2002 Operational Menu Chapter 2 2 18 7 Alias Debtors FAR OR1 7 This report is used to display a complete list of Alias Debtors with their Debtors linked to them USER SELECTION None PRINT SEQUENCE Numerical on Alias Codes 15 MAR 2002 11 47 INTEGRATED TERTIARY SOFTWARE Program f4hrpt rdf Alias Debtors And Their Normal Debtors Alias Telephone Debtor Debtor Name Address Number Code ame ALIIAS HH TEST 10000 PO BOX 444 JOHANNESBURG 2000 011 34857 1000013 VISSER MAC INCORPORATE P O BOX 911 190 ROSSLYN 0200 01461 26641 2 MAC 3 LEON SMITH 5 MR LL ROLAND 9 MR E vd Berg 11 R MM Thipe R B Mostert R M PEDRO EDICROSS JOOSTESTR 361 KLOOFSIG 0001 012 4878
44. Foreign Currency Rate On Which Date DD MON YYYY Enter Foreign currency Or All A3 ALL Enter The Start Debtor Or ALL N9 ALL Enter The Start Account Type Or ALL A4 ALL Run Program in Drial Or Final T XX Program 4 7ccc pc Foreign Currency Rate On 03 SEP 2002 For Foreign Currency Code CAN For Debtors Between 999999999 And 999999999 For Account Types Between 0 And zzzz Program Run In Trial Calculation Of Profit Or Loss On Foreign Currency Acct Currency Exchange Given Currency Calculated Local Local Currency Debtor Name Type Code Rate Value Value Value Profit Loss 101012 HYUNDAT 101 CAN 17 000 45 46 Totals For Debtor 101012 45 46 Totals For currency CAN Report Totals Copyright ITS 2 24 Version 12 2002 Operational Menu Chapter 2 2 10 GENERATE INTERNATIONAL DRAFTS FARO 10 This option allows the user to refund a credit balance to foreign debtors where a credit balance exists on an account type On execution of this option the system will firstly control that a TT is linked to the event F3 The program will generate and nsert a draft transaction per account type into the debtors account In the same action the system generates the Debtor and CashBook transaction USER SELECTION Do You Want To G enerate Or To R eprint Drafts G R Enter Foreign Currency Code Or All A3 ALL Enter The Start Debtor Code Or ALL N9 ALL Enter The Start Account Ty
45. It can however occur that these two are not simultaneously lt COMMIT gt ted thereby causing the two files not to be in balance This report serves as a trouble shooting tool and will reflect transactions in the SL file not in the GL file and vice versa USER SELECTION On execution of this option the system will prompt the user with Primary search I nvoice or Transactions If Dnvoice the system will search for and display transactions in the SL file and for which no transactions exist in the GL file If T transaction the system will search for and display transactions in the GL file and for which no transactions exist in the SL file Do you want all transaction types Y N This question is only asked 1f the selection above is per Transaction If jes the system will select all transaction types If No the user can enter the codes of up to twelve transaction types D ebits or C redits to debtor Self explanatory Specify date from DD MON YY lt RETURN gt will select oldest date Specify date to DD MON YY lt RETURN gt will select latest date PRINT SEQUENCE Per transaction type Copyright ITS Version 12 2002 4 4 Maintenance Menu Chapter 4 Debtor GL Transaction Validation Report Date 22 MAR 2002 17 34 Program f44ccc pc AR INTEGRATED TERTIARY SOFTWARE Debtor Gla Transaction Validation Primary Search On Invoices Debits To Debtor From 01 jan 2002 To
46. MON Y Y End date from which entries must be deleted DD MON YY Start letter code A4 End letter code A4 The system responds with a report showing the given parameter set and the number of records deleted Copyright ITS Version 12 2002 8 1 Proposed Balancing Procedures Chapter 9 9 1 PROPOSED BALANCING PROCEDURES GENERAL The need for periodical reconciliation is even more important on an interactive system than on batch systems This section is merely intended to be a guideline and institutions should design their own procedures in consultation with their auditors The interval and or period of a reconciliation depends on the procedures and requirements of the institution The reconciliaion process can be divided into separate actions of which the most important ones are 1 Balancing of Inputs On installation of this subsystem the total debit and credit and therefore balance on debtors records will be zero By entering historical balances invoices credit notes payments and receipts on individual debtor s records the total debit credit and thus balance of this subsystem will be affected It could even happen that different users on different campuses are entering transactions Supporting documentation can be added on a calculator and the totals from the tally slips can be entered on a register Automatically generated transactions should be considered by making use of the resulting reports or a report like the
47. N 200 MM MAARTENS K 456 JJ JONES 950 MAC 1520 P POLLOCK QaAaAAARAHAHAAAAAAANAA 16 rows selected KKKKKKKKKK End Of Report Copyright ITS Version 12 2002 2 57 Operational Menu Chapter 2 2 18 14 Print Generated Journals FAROR1 26 Y This option allows the user to print the generated interest journals USER SELECTION Selection per debtor type or debtor code from to Date of calculation PRINT SEQUENCE As per above SYSTEM SELECT Transactions for above date identified by INT 16 MAR 2002 19 50 INTEGRATED TERTIARY SOFTWARE Program f49prg rdf Debtor Per Type detail From Type 0003 To 0005 Interest Transactions Processed On 02 MAR 2002 Debtor Debtor Debit GLA Credit GLA Type Reference Short Debit Type Code Name Value 0003 DEBTORS INTERES F0019202 F00100021 INT200203 0 JJ BOND 18444 76 Debtor Total DEBTORS INTERES F0019202 F00100021 INT200203 0 PETRA DEBTORS INTERES F0019202 F00100021 INT200203 0 PETRA DEBTORS INTERES F0019202 F00100021 INT200203 0 TEST DEBTORS INTERES F0019202 F00100021 INT200203 0 TEST Debtor Total DEBTORS INTERES F0019202 F00100021 NT200203 0 KIRKWOOD DEBTORS INTERES F0019202 F00100021 INT200203 0 KIRKWOOD Debtor Total Report Total Imbalance End Of Report Version 12 2002 Copyright ITS 2 58 Operational Menu Chapter 2 2 18 15 Transaction Types FAROR1 27 This report is a list of all va
48. NALS 69920 47 69920 47 SUNDRY INVOICES 27063 85 27063 85 DEBTORS VAT 16476 23 16476 23 REPEATING INVOICES WITHOUT VAT 1589 00 1589 00 REPEATING INVOICES WITH VAT 4673 57 4673 57 CREDIT NOTES 4753 00 4753 00 DEBTORS VAT 14 00 14 00 STAFF LOAN INTEREST 624 90 624 90 DEBTORS INTEREST 33897 62 33897 62 SUNDRY INVOICES 1715 89 1715 89 TRANSFER AR TO AR 365 47 365 47 TRANSFER FROM AR 365 365 CONSULTATION COSTS CLINIC PRESCRIPTION COSTS CLINIC Note There Are Still 258 Transactions That Have Not Been Posted To The General Ledger For AR Cycle 2002 3 Remember to post them after period end close 23 MAR 2002 18 01 INTEGRATED TERTIARY SOFTWARE Page 2 Program f4qrpt rdf AR Period end Totals Per Cycle For Financial Year 2002 For Accounts Receivable Period Debit Credit Imbalance 00 00 00 00 00 00 2573122 80 2573122 80 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 0 1 O O1 pbQgNnNR KKKKKKKEKKK End Of Report x x x Copyright ITS Version 12 2002 4 11 Maintenance Menu Chapter 4 4 7 5 Audit Log Financial FARMRI 21 An Audit log is kept of certain actions that take place in the financial system One such action is the deletion of a loan With this option the log file can be printed First the destination of the printout must be identified A menu with the different types of log records is displayed loan dele
49. O 1 The specific fields are A Document Format The format of the document can be a Letter List Label or an ASCI file The user will enter a Y es in the appropriate field The user can enter more than one document format B English Letter Code A4 The user must enter the letter code that was created under FAR 4 for the English letter C Alternate Letter Code A4 The same code that was supplied in the English Letter Code will default in this field The user can accept the code or enter the Alternate Letter Code if such a letter was created under option FAR 4 Copyright ITS Version 12 2002 7 5 Correspondence Operational Menu Chapter 7 D Selection Per Debtor Al Letters can be sent to debtors selecting them per Debtor C ode or per Debtor T ype E Debtor Number From To N9 The start and end number of the debtors that will receive letters These two fields will only be completed if the value in D was per Debtor C ode F Debtor Type From To A4 The start and end Debtor Type that will receive letters These two fields will only be completed if the value in D was per Debtor T ype G Debtor or Alias Debtor Al Must the letter be sent to the Debtor or Alias Debtor If there are no Alias Debtor defined and the selection was per Alias Debtor the letter will be sent to the Debtor H Test Letter Y N If a Yes is specified the system will produce the letter but no record will be inserted into the log f
50. OCK gt or lt RETURN gt The system will validate the ID and Password and an error message will be displayed when the information is lt COMMIT gt ted and the identification is invalid If the lt COMMIT gt key is pressed when entering the ID or password the system will display No changes to commit Copyright ITS Version 12 2002 2 35 Operational Menu Chapter 2 If the user only wants this screen for query purposes the ID and password are not required and the user can reach Blocks 2 and 3 by the lt NEXT BLOCK gt command x If the identification is valid the next screen will display a further two Blocks pr the entering of the transaction detail Block 2 TRANSACTION DETAIL FARO 26b2 A Action Date DD MON YYYY This is the only field that can be updated on this screen The ACB action date must be entered in this field The rest of the fields are displayed for information purposes only B Date DD MON YYYY The system date is displayed C Cash Book AS The cashbook as defined on the transaction type when entered on the next Block All the transaction types used in Block 3 must have the same cashbook code D Transaction Number N6 The ACB transaction number is automatically generated by the system on lt COMMIT gt The next number is displayed and maintained on FCTMN 1 E ACB User Code N4 The ACB user code associated with the cash book code is displayed as created on FCSC 5b2 F Tape Created
51. OICE NUMBER FCSM 3 This subsystem generates sequential invoice numbers refer option FARO 1 and option FCSM 3 is used to initiate this process The user must supply a two character prefix and a seven digit number and then lt COMMIT gt The system will treat this as the last used number add 1 for the first invoice and increment it for subsequent invoices Copyright ITS Version 12 2002 2 2 Operational Menu Chapter 2 x Note that the field length for invoice numbers is 12 characters The last 3 characters are reserved by the system for the suffix that is created when repeating invoices is generated via option FARO 1 refer Section 3 2 5 x Typical usage would be as follows the prefix would identify the institution and the number would start at e g 8900000 in 1989 9000000 in 1990 etc When this screen is queried the last used invoice number will be displayed thereby giving an immediate count of the number of invoices processed during the financial year 2 2 PROCESS DEBTOR TRANSACTIONS FARO 1 This option allows the following transactions and also allows for the automatic generation of document numbers Creation of Debit and Credit Journals The loading of Opening Debit and Credit balances to debtors accounts at take on The recording of Internal Invoices not to be printed and External Invoices to be printed The creation of Invoices that must be repeated a given number of times wi
52. P1 Total of tally slip of user gt P2 B Net Total per User Debit Balance B F Invoices Debit Adjustments Cheques CT Subsystem Credit Balance B F Credit Notes Credit Adjustments Receipts CT Subsyste m 9 4 Version 12 2002 Proposed Balancing Procedures Chapter 9 Net Total of user input gt P3 C Total for all Users As in A above accumulate all users gt P4 D Transactions per Type Total for all Users Total of transactions per type Net input for all users gt P5 E Procedures P1 gt Report FARMR1 2 Selection criteria User code User name Start process date Present date End process date Present date Controlling officer can accumulate totals per transaction type per user for P5 below P2 gt The users can add their documents on a calculator and enter the total of the tally slips on an Input Register which should be in balance with P1 above P3 gt Calculate as in B above and confirm that debits and credits were properly updated P4 gt Report FARMR1 2 Selection criteria User code All users Start process date Present date End process date Present date x P5 gt Report FAROR1 23 Selection criteria Start TRN type Range should include types End TRN type used in CT Subsystem Start process date Present date End process date Present date The total of this report will be equal to the total per TRN type as per the Input Reg
53. S 5 namely Q Cumulative Repayment N17 2 This value defaults to 0 R Cumulative Interest N17 2 This value defaults to 0 Also displayed is the Reducing Principal for this loan Note that this amount will NOT correspond with the amount owed by an INACTIVE debtor for whom monthly interest is calculated but no repayments are deducted Please note that records may be deleted from this Block only if no computer generated interest or repayment transactions exist or if the loan has been fully redeemed This allows the correction of errors during take on but once computer processing of a loan has commenced the process must be completed before the record can be deleted Block 3 DEBTOR FINANCIAL SUMMARY FARS 2b3 This screen is not updateable by the user and is accessed as follows query a debtor by Debtor Code in Block 1 press lt PREVIOUS BLOCK gt and lt RETURN gt The following information is now displayed Debtor Code and Name Date on which this account record was created Date on which this record was last changed Date of last activity i e last transaction for this account For previous financial year Number of transactions Debit value of transactions Credit value of transactions Balance For current year to date Number of transactions Debit to account Credit to account Balance of account Copyright ITS Version 12 2002 Staff Loan Subsystem Chapter 3 For current month Debit to accou
54. STEM As discussed in the implementation sequence transaction types must be set up before the system can be used Here are a few examples of transaction types that will ensure the system can operate If any details are required on a description of the various fields see the Code Structure Manual VAT D C VAT CASHB DEBIT LINK IND 201 FF SS CODE GLA LANCE TAKE ON DT LANCE TAKE ON CT BALANCE B F YEND PEND ACCUMULATE TRANSACTIONS SUNDRY INVOICES WITH VAT DEBTORS VAT EATING INVOICES WITHOUT VAT EATING INVOICES WITH VAT DRY INVOICES EDIT NOTES WITH VAT CREDIT NOTES NO VAT CREDIT JOURNALS INTER AR SD CORRECTION DEBIT INTER AR SD CORRECTION CREDIT LOAN GRANTED STUDENT INTEREST CALC SUNDRY INVOICES CONTACT CREDIT NOTES CONTACT CREDIT NOTES CONTACT EVENT KD STAFF LOAN DEDUCTIONS STAFF LOAN INTEREST DEBTORS INTEREST Debt Contr Debt Contr F0019202 F0019472 Debt Contr Output VAT Debt Contr Debt Contr Debt Contr Debt Contr Debt Contr Debt Contr Susp Acc Debt Contr Loan Income Loan Income Control Acc F0018420 F0019345 Control Acc Loan Income Debt Contr Loan Income gt Ppp Pp pp Pr ppp Ppp Pp EEE Dp gt ua ua No 4 Q w uw uw BERR RR RR RR ER RR RR RR ER BR KKK KKK KK AK KKK AK KKK ee ZZ Please consult your external auditors for advice on the use of the correct VAT 201 codes Copyright ITS Version 12 2002 Operational Menu Chapter 2
55. TIVE E D s INACTIVE DEBTORS NO FRINGE BENEFIT TOTAL ENTRIES KKKKKKKKKKKKKKE END OF REPORT XX XX XX XX XX XX XX Copyright ITS Version 12 2002 3 12 Staff Loan Subsystem Chapter 3 3 6 ROLLBACK STAFF LOAN PR XACTIONS FARS 6 This option allows the user to rollback transactions generated to the payroll in total or for an individual record provided a Q record does not exist on the payroll system for the specific salary calculation number If a Q record exists a salary calculation rollback will be necessary USER SELECTION Rollback for Cycle YY Y YMM Enter the salary calculation number 1 9 Enter a Personnel number or ALL A report is produced of all transactions rolled back Control Report Rdlback Staff Loan PR Transactions Dars q 29 MAY 2002 LA Ze INTEGRATED TERTIARY SOFTWARE Program fb3prg rdf ROLLBACK OF STAFF LOAN PAYROLL TRANSACTIONS FOR CYCLE 200205 CALC NUMBER 1 AND PERSONNEL all PERSON DEBTOR LOAN AMOUNT INTEREST INTEREST EXISTING RECORDS TO UPDATE ON PAYROLL DATE CUMULATIVE CUMULATIVE REPAYMENT REPAYMENT 27 MAY 2002 2958 2700 27 MAY 2002 1724 1682 27 MAY 2002 469 380 661 429 27 MAY 2002 1656 1592 27 MAY 2002 9234 7710 25678 22686 27 MAY 2002 9809 8163 3 7 COPY STAFF LOAN DEDUCTIONS TO AR FARS 7 Copyright ITS Version 12 2002 3 13 Staff Loan Subsystem Chapter 3 This option allows the loan repayment de
56. TS TERTIARY SOFTWARE Accounts Receivable Subsystem User Manual 2002 Edition ITS Accounts Receivable Debtors Subsystem Table of Contents Copyright ITS 1 INTRODUCTION nn nnnnnanannenannn neon nen n nnn e 1 1 Talc CEN BORMATION SSSR a a a ee 1 1 1 2 OVERVIEW OF FINANCIAL SYSTEM 1 2 1 3 OVERVIEW OF ACCOUNTS RECEIVABLE SUBSYSTEM 13 J4 LINKING WITH OTHER TIS SVSTEMS ook Se ee ek eal a ne 14 1 5 IMPLEMENTATION SEQUENCE Se Re ia 14 1 6 EXAMPLE OF TRANSACTION TYPES FOR SUBSYSTEM ES 2 OPERATIONAL MENU ann 2n nnn n nnn n enn nn nnn enn nen nnn n nnn n nn nnennen scene eeeeeeee 2 1 Jilo GENERAD Sat cea Ra ace cs ta la tA sate ct i Rt il ale a ai 2 1 2 2 PROCESS DEBTOR TRANSACTIONS FARO 1 23 2 21 CHOICE OF PROCESS FARO 1b1 222 DEBITJOURNAL FARO 1 J 223 INVOICE AFARO I I see e o maso ci mat en a 2 7 224 INVOICE TO PRINT EARO A A o a di 2 8 22 5 REPEATING INVOICES FARO 1 B 2 11 22 6 REPEATING INVOICE TO PRINT FARO 1 2 2 12 237 DEBIT BALANCE PARO TT 2 12 2260
57. US Copyright ITS Version 12 2002 Staff Loan Subsystem Chapter 3 Number Of Interest Transactions Rolled Back Total Value Of Interest Transactions 3 5 GENERATE STAFF LOAN PR TRANSACTIONS FARS 5 This option is also available in the PRS as FPRI 23 Users should ensure that access is allowed to only one of these two options After interest has been generated the option is used to create transactions for the Payroll System which allow the fringe benefit value of low interest loans to be taxed and the loan repayment to be deducted from the person s salary 1 The user must indicate x the Year and Cycle for which to generate transactions x whether transactions must be generated for inactive debtors for which salary calculation number transactions must be generated x the personnel number to generate transactions for or ALL The first prompt of the program is Institution Code This value will always default and the user should not change the code 2 The program updates the cumulative principal repayment for each loan and must be run for each salary calculation number Furthermore transactions which are generated by this option cannot be deleted nor updated via option FPRI 2 Individual Earnings Deduc tions in PRS This option will clear these transactions for debtors who are still active during the following pay cycle as explained below Old transactions for debtors who have redeemed their loans can be cleared p
58. USER SELECTION Sort order 1 Per Person 2 Per Loan From to or ALL Enter The Latest Loan Approval Date DD MON YYYY PRINT SEQUENCE As per above SYSTEM SELECT All loans as per above approved since given date Note that loans with no approval date will not appear on the report at all unless the latest date is specified as 01 JAN 1900 06 JUL 2002 15 07 INTEGRATED TERTIARY SOFTWARE Progra EOS cda Staff Loan Detail For Loans Approved Since 01 3u1 2002 Debtor Int Rate Repayment Deduction Loan Princip Cumulat ive Person Standard Rep Fringe Benefit Earning Advised Paym Efft Appr RefnoRepaymnt Resign Date Loan Code And Desc Loan Per Fringe Ben Contra Ded From To Cycle Appr Date Interest 16 25 60 9303 2000 00 10 NOV 2002 00 JJ BOND WITS VOLKSKAS 1 15 00 STAFF CAR LOAN 2 REPAYMEN 00 1 1130 MAFUMA DR TRAVEL ALLOWANCE TAXABLE 1140 DEANS DIRECTORS ALLOWANCE 1 19 00 48 9302 10000 00 199706 565 4164 26 JJ BOND 8 00 STAFF CAR LOAN 2 REPAYMEN 01 JUL 1997 9 06 1 3903 MAFUMA DR T TAX BENEFIT CAR LOAN NUU 9000 STAFF CAR LOAN 3 9 3 Print Generated Journals FARSR1 3 This option allows the user to print the generated interest journals USER SELECTION Date of calculation PRINT SEQUENCE Loan code within debtor Copyright ITS 3 17 Version 12 2002 Staff Loan Subsystem Chapter 3 SYSTEM SELECT Transactions for above date identified by LOANINT or SINGINT Date 07 JUL 2002 INTEGRATED TERTIAR
59. Y SOFTWARE programik Er OPEET Generated Interest On Staff Loans For The Date 31 JUL 2002 Transaction Type 1212 STAFF LOAN INTEREST Act Loan Reducing Int Interest Dt G Payroll Code Principal Rate Cycle JJ BOND 10 5835 74 A 5 F001 9345 200207 JJ BOND 77 900 62 F001 9345 200207 CAPE GATE PTY LTD 66000 00 A A F001 9345 200207 CHRISTEL 1000 00 1 y MAC1 2012 200207 L PROCTOR 1000 00 k 3 F001 0402 200207 F B PIETERSE 21479 90 A QF01 9200 200207 Number Of Interest Transactions 6 Total Value Of Interest Transactions 1432 99 EYF End Of Report 3 9 4 Print Loan Variance Report FARSR14 This report produces a comparison between the Debtor balance on AR and the Loan balance reflected on the staff loan record and indicates any variances that exist USER SELECTION Latest Transaction date to be used DD MON YYYY Full or E xceptions only Default F Start End Debtor Code Supply 1 Of 10 max Debtor Types or ALL Supply 1 Of 10 max Loan Codes To Be Included N4 or ALL Supply 1st Of 10 max Loan Codes To Be Excluded N4 Sort by 1 Debtor Code 2 Debtor Type PRINT SEQUENCE As per selection above The report also indicates staff debtors with a balance but no personnel number or loan code 22 MAR 2002 16 03 INTEGRATED TERTIARY SOFTWARE Program fb9rpt rdf AR Loan Balance Variance Report For Transactions Upto And Including 29 mar 2002 For A FULL Report For Debtor Code 1 To 100 I
60. above If this is an A dditional line this field should be skipped G VAT A2 Is VAT payable on this item Reply with an existing VAT code as defined in option FCSC 1 and the system will display the value in a column named VAT RATE The system will use the specified percentage to calculate the value of the three fields displayed at the top of Block 4 Block 4 TRANSACTION DETAIL FARO 1 Ab4 The GL transactions associated with this invoice are created here exactly as before refer Section 2 2 2 the calculated value at the top of the screen being of assistance The only difference being that the transaction detail will be completed per line item number as completed in the previous block Transaction detail can not be completed for the lines in the previous block Invoice Items that were marked as A dditional lines The system will also control that the total per line number equals the amount of the line in the Invoice Item block Invoices may be printed via option FARORI 1 Copyright ITS Version 12 2002 2 10 Operational Menu Chapter 2 2 2 5 REPEATING INVOICES FARO 1 B This option allows the creation of invoices that must be repeated a given number of times within a financial year These invoices will not be printed by the system If the user needs to print the invoices rather use the similar option discussed under Section 2 2 6 The option consists of three Blocks of which only the third one need be d
61. aff members Included here are functions such as period end and year end procedures the printing of audit trails and the deletion of debtors MAINTAIN INTEREST PARAMETERS FARM 1 In this option the user can specify the interest rates for debtor types that have already been defined in option FARC 1 per account type When a debtor type is queried the interest rates applicable to current 30 60 days 60 90 days and 90 days plus can be entered for every account type If no interest is to be calculated for a particular debtor type and account type combination these values should be set to zero YEAR END CLOSE FARM 2 Before this option can be executed the user will have to create a TT and link the TT to event YD AR YEND Balance brought forward This option will do the following x Print control totals for reconciliation purposes Report FARMRI 3 Set System Control File in Code Structure Subsystem accordingly Calculate the balance of each debtor and insert a transaction into the new year for the calculated value and making use of the TT linked to event YD DELETE DEBTORS FARM 21 This option should be exercised with care It will delete a debtor s master record from both the debtor s definition and debtor s audit log tables This code can then be used for another debtor This option would normally be executed only at the end of a financial year after the Year End Close has been succ
62. and the two value columns are totalled at the end of the report If these two totals are out of balance it will indicate that some of these types of transaction went through and that the rollback didn t take place or was not successful The applicable transactions can then be found since there will be no GL transaction on the right and users will have to enter the appropriate GL journal as correction before reporting It should be noted that the use of FARM 23 will indicate if there are any SL transactions that are not on the GL Users should note that these transactions will NOT appear on the report Transactions per Type Option FAROR 1 23 The imbalance on these two reports will also indicate that some of the mentioned transactions went through SOME NOTES REGARDING VAT x In the transactions where items are specified the VAT percentage is also specified per item Itis always assumed that the item price is given as VAT exclusive The invoice total is calculated as follows 2 1 Version 12 2002 Operational Menu Chapter 2 Pre tax amount Item price quantity VAT amount Pre tax amount VAT rounded to 2 decimals Invoice total Pre tax amount VAT amount The items on an invoice can be a mixture of items with one VAT rate and items with a Zero VAT rate In transactions where items are not specified the VAT rate is specified at the SL transaction level In this case the amount of the invoice inclusive of
63. be discussed 9 2 REPORTS REQUIRED FOR BALANCING All reports that can be of use in the balancing procedures are listed and discussed but users can select a subset as required A User Work Summary FARMR1 2 This report reflects totals per User per transaction type of the transactions that have been entered into this subsystem for a specified period There are two selection options available namely Fora single user the system will list totals for all transaction types used by the specified user For all users this report will include ALL transactions that were updated into this subsystem including transactions which were created on the Counter Subsystem Only transactions with a D as D ebtor type will update this subsystem x This report is very important to institutions where a number of people are working on this subsystem and even more so when they are geographically separated B Transactions per Type FAROR1 23 x This report reflects detail of transactions for a specified range of types and for a specified period Subtotals per type for debits and credits are calculated x Transactions which were created in the CT Subsystem with a debtor type D will also be listed C Repeating Transactions FAROR1 24 x This report reflects details of repeating invoices created x The transactions are listed per cycle These transactions will be part of FARORI 23 if the transaction type was incl
64. ces are typically low in volume and the description of the line item s will typically change from month to month Since this subsystem only allows for the updating of the detail of an invoice the GL transaction s and the repetition rules but not the line items for above reason such invoices cannot be printed by the system and will have to be produced externally to this subsystem Copyright ITS Version 12 2002 2 11 Operational Menu Chapter 2 Report FAROR1 24 will list the invoices to be sent out per cycle thereby allowing easy control of this function The system ensures that the debtor s account and GL are updated monthly 2 2 6 REPEATING INVOICE TO PRINT FARO 1 2 This option allows the printing of invoices that must be repeated a given number of times within a financial year The input screen and explanatory notes are similar to those for Repeating Invoices see Section 2 2 5 above except that the wer can now complete the detail on Block 2 under the heading Invoice Credit Note To Print Detail The following information must be in the section of the first Block which is headed Invoice Credit Note To Print Detail A Department N4 When a valid department code is entered the department name will be displayed The lt LIST gt command will show valid department codes B Tel No A15 The contact person s telephone number C Contact A29 The name of the person who requested the invoice D Floor N2 The flo
65. d The indicator status will be used only during the printing of statements the rest of the system will ignore it When the changes are lt COMMIT gt ted the system checks that the total of no show debit transactions equals the total of no show credits and the totals will be displayed at the bottom of the screen The system will not implement the changes unless the difference is Zero 2 20 Version 12 2002 Operational Menu Chapter 2 2 6 CANCEL INVOICES FAROS Y This option allows the user to cancel single or repeating invoices The user enters a query enters the existing invoice number to be cancelled use a query in the case of repeating invoices and executes the query The invoice debtor account type value and date is then displayed The user can now indicate that the invoice must be cancelled and lt COMMIT gt the transaction The system will reverse the original transactions by inserting new transactions with negative amounts 2 7 CALCULATE INTEREST FARO 6 The calculation of interest is event FU AR Interest Transactions Before this program can be executed the first time the user must create a suitable Transaction Type TT via FCSO 7 and link it to this event Both the revenue account to which the interest amount should be credited and the debtors control account must be specified in the definition of the TT On execution of this option the system will firstly control that a TT is linked to t
66. d in sequence under FRM 1 FCT Counter Subsystem Receipts Ad Hoc Payments 2 FCMR Mail Recording System 3 FACB ACB System 4 FN Investment Recording System 5 FEBC Electronic Bank Conversion 7 FPM Procurement Management System 8 amp FLL Long Term Loans 21 FSA Student Accounts 22 FBL Bursaries and Loans Subsystems 23 FAR Accounts Receivable 24 FSADC Debt Collection Interface 27 FCS Financial Code Structures 28 FGL General Ledger 29 MEB Income and Expense Budgeting All of these modules are fully integrated with one another and also with the other ITS Systems such as Human Resource Management Student Information and General Copyright ITS Version 12 2002 1 2 Introduction Chapter 1 Facilities Management More detail on the individual modules is found in the appropriate User Manuals A comprehensive system of access control applies to these modules refer Section 5 of the General Support System User Manual GSS for further detail 1 3 OVERVIEW OF ACCOUNTS RECEIVABLE SUBSYSTEM Debtors may be divided into two groups namely Student Debtors and Other Debtors such as Central Government Sponsors Personnel and Organisations from Commerce who use the facilities and or expertise of Academics Student Debtors are fully catered for within the Student Accounts Subsystem whereas this module allows for keeping record of the Other Debtors Invoices credit notes journals inter debtor corrections
67. d maintenance of the ITS Accounts Receivable Debtors Subsystem 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 The contents of this manual are Chapter 1 Introduction Chapter 2 Operational Menu Chapter 3 Staff Loan Subsystem Chapter 4 Maintenance Menu Chapter 6 Code Structure Menu Chapter 7 Correspondence Operational Menu Chapter 8 Correspondence Maintenance Menu Chapter 9 Proposed Balancing Procedures The reader is referred to Section 1 2 for a global overview of the ITS Financial System and Financial Code Structures and to Section 1 3 for an overview of the Accounts Receivable Subsystem The symbol after a menu option indicates that the following section of the manual is available as on line 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 A Key and Function list is provided at the back of this manual These matters are fully discussed in the Operational Aspects of ITS Systems Manual 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 thatthere is a
68. ductions made from salaries to be posted to the Debtors System in batch from the salary transaction file after the salary calculations have been done 1 The copying process is event FW AR Copy Staff Loan Deductions Before this program can be executed the first time the user must create a suitable Transaction Type TT via FCSO 7 and link it to this event The salary loan suspense account to be credited as well as the debtors control account to be debited will be retrieved from the Loan Detail in FARS 2 and are thus not required in the definition of the TT 2 NOTE the system will always copy to the current AR cycle When the option is executed the user must supply the pay cycle from which transactions must be copied 1f this differs from the AR cycle a warning message will be given If transactions from the indicated pay cycle have already been copied the system will give the message PAYROLL TRANSACTIONS FOR CYCLE ALREADY ON AR and no further action will be taken 3 The user must next indicate whether all loan deductions must be copied If the answer is Y es the user is given a chance to bail out before the copying process starts If the answer is N o up to 10 Deduction Codes can be supplied to be copied the description of each code being displayed as it is entered If an invalid Earning code is supplied the system warns and does not accept the code When all the codes have been entered the user is giv
69. e debtor is in his her resignation month the full outstanding balance of the loan is accepted as the instalment else Fl 1 1 1200N F2 Fl 1 and instalment F1 F2 RP 1 1200 rounded to 2 decimals due attention is paid to the final instalment in the last month of the loan term the system will recover the total outstanding amount then new RP P CP instalment interest new CP CP instalment interest 6 The field Cumulative Principal Repayment in FARS 2b2 is now updated with the latest value of CP and each interest transaction is flagged with date of calculation in order to avoid repeat generation of transactions 7 Up to three transactions are now generated and inserted into FPRI 2 for each loan after similar transactions have been deleted which may exist from the previous month for this staff member E D Code and salary level The transactions are the post tax loan deduction the pre tax value of the fringe benefit and the post tax contra of the latter The latter two transactions are obviously generated only if a fringe benefit actually exists 8 The following are common to all three transactions personnel number calc method 3 start end date first last day of specified cycle GLA salary loan suspense GLA The differences are Loan deduction E D Code and salary level as specified for loan IRP5 Box 99 reference number debtors code loan code LOANREP advised amou
70. e associated with the Credit Cost Centre is displayed The user can update it The VAT rate associated with the VAT code is displayed and can not be changed on this screen F Loan Code The loan code staff or student loan that is being repaid by this receipt if any G Name on Bank Account A30 The name of the debtor is displayed The user can update this note H Payment Agreement A4 All student debtor transactions must be accompanied by a payment agreement So this field will only be applicable where the debtor type see C above is a S tudent I G L Note A30 The name of the debtor and the debtor number are displayed in this field and will accompany the transaction to the general ledger The user can update it Copyright ITS Version 12 2002 2 37 Operational Menu Chapter 2 2 17 ROLLBACK GENERATED ACB TRANSACTIONS FARO 27 In this option the user can rollback receipt transactions not yet copied to an ACB tape No rollback is available for payment transactions because the subsystem is already updated with the payment x This option is also available as options FACO 4 FSAO1 5 and SALUM 10 When it is executed from the ACB subsystem it can access all records When executed from one of the subsystems it can only access the receipts from that specific subsystem x This program deletes records from the ACB receipt tables An entry is made in the audit log file to record that a rollback was performed The audit
71. e to specify one document code which will indicate the formal introduction for the institution and include this document code in each letter or the introduction of each letter can form part of the text of the letter Should the user wish to use any special printer instructions in order to do e g underlining bold printing italics etc the start control character as in option GEN 27 must be inserted before the text and an end control character after the text Please refer to the help in Block 3 which can be reached by pressing lt NEXT BLOCK gt Users can include paragraphs from other documents or alternatively a complete document by specifying the document code and line number of that document which should be included as follows P the document code start line number end line number Please note that only one paragraph code may be included per text line The user may not include a paragraph that already contains includes Copyright ITS 7 2 Version 12 2002 Correspondence Operational Menu Chapter 7 Block 3 HELP ON THE USE OF SPECIAL CHARACTERS IN TEXT FDCO 1b3 A help facility is available to assist users in the use of special control characters the inclusion of sub paragraphs and the use of D parameters Please note that the following D parameters are fixed throughout the ITS system for all documents and these can be included in the text for any letter D50 Student Number Donor Number D51 Addr
72. ebtor will default into the Note field in the next Block E below This reference number is more meaningful for credit notes and or payments L Note A30 An optional explanatory note for the journal This note is only applicable to the debtor and will only be displayed on the debtors documentation M Account Type A4 The user will enter an account type to be used for the specific transaction The list function can be used to see all the valid account types for the AR system as defined on FCSC 21 N Loan Code N5 This field is not mandatory but allows the user to enter a loan code if an adjustment is to be made to a Staff loan or Student loan The user will only be able to access this field if the account type used in L above is linked to a category of S or L on the account type definition FCSC 21 The link between the loan and account type can be found on FARS 1 The loan detail on the staff loan side will also be updated when the transaction is lt COMMIT gt ted O Currency Code A3 This is a display field only and can not be updated by the user The currency code will default from the debtor detail as set up in FARO 21 P Rate N7 This value will default from FCSO 21 for the given currency as in O above This field can only be updated if the indicator for subsystem AR is set to Ves in option FCSO 21 Refer also to the Code Structure manual for a complete explanation of option FCSO 21 Q Value
73. een generated on FARO 25 can be maintained i e information corrected or deleted or new receipts inserted These records cannot be updated once the ACB tape has been created This option differs from CT in the sense that a CT receipt is not created nor is a record written to the other subsystem immediately The CT receipt is only generated and the other subsystem involved updated on the action date when option FACO 6 is executed A corresponding deposit journal is then also created in the cashbook Note that individual payments can be generated from option FCTO 6 Before a cashier can start entering transactions s he must sign on as a user of the subsystem via option FCTO 1 Similarly before s he leaves his her terminal even temporarily s he should sign off via option FCTO 2 to prevent unauthorised use of his her terminal in his her absence The Finance Officer will create a password under option FCTM 2 notify the cashier of the password and request him her to change it immediately through this option FCTO 1 This password is encrypted and can thus not be seen on any report or screen which means that only the Cashier will know his her own password Block 1 CASHIER IDENTIFICATION FARO 26b1 x The system requests the ID and password of the cashier The subsystem from which this option is executed is also displayed and cannot be changed After entering this information the user proceeds with lt NEXT BL
74. en a chance to bail out before the copying process starts 4 The transactions are copied in detail and are also displayed on a control report 5 For each loan repayment the copy process generates the following two transactions for this debtor which can be viewed on reports FAROR1 4 21 23 azero VAT rated credit journal to the value of the repayment with journal number loan code and note personnel number a GL transaction for the same amount with transaction number loan code and TT as specified which credits the Debtors Control account for this person s loan and debits the Salary Loan Suspense account thus clearing this account Both transactions will be identified with the word SALDEDUCT as reference number and loan code REPYYYYMM as journal number where YY Y YMM is the cycle of AR Control Report Copy Staff Loan Deductions to AR Copyright ITS Version 12 2002 3 14 Staff Loan Subsystem Chapter 3 USER SELECTION Supply The Pay Cycle From Which Transaction Must Be Copied YYYYMM Supply The Calculation Number 1 9 Supply The Calculation Number 1 9 Do you wish to copy all loan deductions from Payroll Y N If N Enter 1 of 10 Deduction Codes lt Return gt to stop PRINT SEQUENCE Loan code within personnel number SYSTEM SELECT All E D s in list not already copied DATE 18 JUN 2002 INTEGRATED TERTIARY SOFTWARE PAGE 1 Programme ola oa COPY STAFF LOAN DEDUCTIONS for PAY CYCLE 200209
75. enerated Journals FAROR1 26 gt no 2 58 2 18 15 Transaction Types FAROR1 27 2 59 3 STAFF LOAN SUBSYSTEM FAROS enn 3 1 3 1 MAINTAIN LOAN TYPES FARS 1 D 3 2 3 2 MAINTAIN LOAN DETAILS FARS2 D 33 3 3 CALCULATE INTEREST FARS 3 Ornecie e a e e eala e 36 3 4 ROLLBACK INTEREST CALCULATION FARS 4 Vo 38 3 5 GENERATE STAFF LOAN PR TRANSACTIONS FARS 5 3 9 3 6 ROLLBACK STAFF LOAN PR XACTIONS FARS 6 3 13 3 7 COPY STAFF LOAN DEDUCTIONS TO AR FARS 7 3 13 3 8 HP PAYMENT CALCULATOR FARS 8 D 3 15 3 9 STAFF LOANS REPORT MENU FARS 80 3 16 39 1 Print Loan Types FARSR1 1 3 16 3 9 2 Print Loan Detail FARSRI 2 3 17 3 9 3 Print Generated Journals FARSR1 3 ooo 3 17 3 9 4 Print Loan Variance Report FARSRI1 4 A mine pe pen ee A er 3 18 3 9 5 Print Non Active Loans FARSR1 5
76. erest On Staff Loans Full Interest Calculation For Date 30 mar 2002 Include Inactive Debtors Y Salary Calc No ALL on AR Cycle 200203 Debtor Name Act Account Type Loan Loan Interest Reason Not Calculated Code Principal Rate 8000002 W VAN JAARSVELD 110 2500 00 00 INTEREST RATE IS ZERO 8000003 Q GORDON 10 00 8 00 LOAN PRINCIPAL IS ZERO 8000004 B BESTER 25000 00 8 00 DEBTOR IS INACTIVE Total Value Of Journals Number Of Journals Created Total Value Of GL Transactions Number Of GL Transactions Created 3 4 ROLLBACK INTEREST CALCULATION FARS 4 This option allows a rollback of the interest calculation done by FARS 3 above When the option is executed system requests whether you want to do a S ingle or Full rollback The interest calculation date and the salary calculation number must be supplied The system first controls that the transactions have not yet been posted to the GL if they have been posted the run terminates with a message It next controls that payroll transactions have not yet been generated if they have been generated the run terminates with a message Otherwise the rollback is done and a control report is provided Date 20 MAR 2002 INTEGRATED TERTIARY SOFTWARE PAGES Program fb2prg rdf Rollback Of Interest On Staff Loans Generated On 20 mar 2002 for Salary Calc No ALL Using AR Cycle 200203 DEBTOR NAME 8000001 A MAGNIFICUS 8000001 A MAGNIFICUS 8000001 A MAGNIFICUS 8000001 A MAGNIFIC
77. eriodically via option FPRM 23 Dekte Old Individual Transactions in PRS 3 The system will create transactions for the cycle of the C record for the specific salary calculation number in the Run Cycle Control File FPRM 2 of the PRS if this cycle is incorrect the user can terminate the run and ensure that the PRS cycle is set properly The system next checks whether interest has already been calculated for this pay cycle and salary calculation number and terminates the run if not in this event option FARS 3 must first be executed before this option is attempted again Hereafter the system checks whether transactions have already been generated for this pay cycle if so the run will terminate 4 The system then selects staff debtors who are in service and linked to the specified salary calculation number and whose loans have not yet been redeemed 5 For those loans with Generation of E D s Required indicator Ves the value of the interest is obtained from the debtor s transaction file and the following calculations Copyright ITS Version 12 2002 3 9 Staff Loan Subsystem Chapter 3 are done where I interest rate P principal CP cumulative principal repayment N balance of repayment period RP reducing principal OR official interest rate x the current value of the fringe benefit OR D RP 1200 if an Advised Repayment Amount is given it is accepted as the instalment If th
78. erson Type Al The person type will default a S D P or O The To Subsystem in the first block will determine the character defaulted Remember if the system is AR or SD the person type can not be changed to anything other than the value displayed B Surname Lookup This field is to assist the user when he she knows the name of the debtor but does not have the debtor code This field can be left open if you do know the debtor ode The user will type the name and use the list function Copyright ITS Version 12 2002 2 16 Operational Menu Chapter 2 Remember that when you know only part of the name add a percentage sign as a wildcard to replace any other characters or names The program will then display all the debtor names and codes that match the name that was typed C Number N9 The code of the debtor whose account should be affected The name of the debtor as created on FARO 21 will be displayed D CID Al This is a display only field and the system will insert this value on entering the C redit D ebit indicator see 2 E above E Transaction Type N4 The transaction type will be completed when the debit credit indicator see D above is completed The selection of the To Account Detail transaction type can be explained as follow If the indicator in D is D ebit and the subsystem is AR the system will select the transaction type that is li
79. escribed here since Blocks 2 and 3 are identical to Blocks 2 and 3 of option FARO 1 I Invoices refer Section 2 2 3 When Block 2 Maintain Debtor Transaction has been completed the lt NEXT BLOCK gt command will place the user on Block 3 Transaction Detail After all the necessary details are filled in the user will go to Block 4 with the lt NEXT BLOCK gt command and complete the detail as explained in the following paragraph The user will notice that you cannot complete the detail on the second part of the first Block The only time that this detail must be completed is when option FARO 1 2 is used The following information must be supplied in Block 4 A Debtor N9 The appropriate debtor code The short name will be displayed B First Cycle N2 The month cycle during which this invoice will first be produced The system will default the current cycle into this field C Times Repeated N2 The number of times this invoice must be repeated This number must be in the range 1 to 11 D Interval N2 The interval between successive invoices in months The system checks that the combination of Times Repeated and Interval will not exceed the current financial year end The generated invoice number for the first invoice is displayed refer Section 2 2 2 suffixes 1 2 11 being added by the system to the repeating invoice numbers as they are activated by the changing month cycles Repeating Invoi
80. ess Line 1 D52 Address Line 2 D53 Address Line 3 D54 Address Line 4 D55 Postal Code D56 Title Initials and Surname D57 Title and Surname D58 Document Code for reference purposes D59 Date of Document D60 Surname Initials Title D61 Cheque Number D62 Cheque Date D63 Branche CodeD61 Block 4 DOCUMENT LAYOUT DEFINITION FDCO 1b4 In this option the layout to be used for letters and labels are defined A record DELT already exists and cannot be deleted or updated by the user in this option Should the parameters for the default layout have to be changed this must be done in option FLLL1 e The fields in this Block are A Document Code A4 An existing code as specified in Block 1 The lt LIST gt function will display all valid codes B Format Al The formats for I E tters or 1 A bels can be defined here C Page Number N4 The default value is 1 Should the user wish to specify more than one page for letters the page number can be entered here The rest of the information will apply to this particular page number D Maximum Lines N3 The default value is 1 The maximum lines per document is specified here Copyright ITS 7 3 Version 12 2002 Correspondence Operational Menu Chapter 7 E Header Size N3 The default size is zero This field applies to letters only and is used to define the number of lines which must be left blank at the top of the
81. essfully completed Copyright ITS Version 12 2002 Maintenance Menu Chapter 4 The following instructions must be followed 1 Query the debtor code to be deleted The system will display the name and the Last Active Date 1 e date of most recent transaction in this account if there are any transactions 2 Delete the record by using the lt DELETE RECORD gt command 3 lt COMMIT gt The system will check that the balance of this account is zero that the debtor is inactive and that there are no more transactions for this debtor in the CT or AR subsystems Unless all of these are true the delete will not be allowed 4 5 DELETE OLD TRANSACTIONS FARM 22 This option calculates the balance of each debtor on the date before the number of retained cycles inserts a transaction for the calculated value and then deletes all the transactions before that date The system will firstly control that all transactions to be deleted have been post to GL and if not a note will be displayed Transactions to be deleted are not posted yet It will then control that a TT has been linked to event PR and that the Debit GLA is specified on the TT USER SELECTION On execution of this option the system will respond with This operation can take time because the system will calculate the value of transactions for each debtor and insert the balance as a new transaction Detail transactions before the specified retention pe
82. fit Deduction Code Contra A4 TMOOW S The following fields must also be updated as indicated G Loan Principal N17 2 This value can be supplied when a record is created but cannot be updated thereafter H Advised Repayment N17 2 This value is optional if the system should calculate the instalment this field must be left blank I From YYYYMM J To YYYYMM These two fields indicate the pay cycles between which the advised repayment amount in H will be valid Both fields are mandatory when field H contains a value K Effective Cycle N4 N2 In which repayment will commence L Generation of E D s Required Y N The system defaults to Y es in which case Payroll transactions can be generated via option FARS 5 Copyright ITS Version 12 2002 3 4 Staff Loan Subsystem Chapter 3 M From YYYYMM N To YYYYMM These two fields indicate the pay cycles between which E D s will NOT be generated by option FARS Both fields are mandatory when field L contains a N o This facility is useful when an employee is on unpaid leave for example since interest on the loan can still accrue but no deductions are made via the Payroll System O Number Reference of Approval A12 An optional reference number can be entered P Date of Approval DD MON YYYY This field is mandatory Two further fields are displayed which are updateable by the user only when a record is created thereafter only via option FAR
83. from FCSO 21 for the given currency as in L above This field can only be updated if the indicator for subsystem AR is set to Ves in option FCSO 21 Refer also to the Code Structure manual for a complete explanation of option FCSO 21 Q Detail A1 This field is not mandatory and allows the user to query all transactions for a specific debtor If Y es is entered the user is taken to a screen where all year to date transactions for this debtor are displayed see Block 4 below The system also displays Value in Given Currency Local Currency Value VAT and Net Value fields which are empty at this stage These fields are not accessible by the user The same amounts will also be displayed at the top of Block 3 The next page of this block is headed Invoice Credit Note To Print Detail This part of the Block is used for recording the detail of the supplying department who is requesting the invoice A Department N4 When a valid department code is entered the department name will be displayed The lt LIST gt command will show valid department codes B Tel No A15 The contact person s telephone number C Contact A29 The name of the person who requested the invoice D Floor N2 The floor number of the contact person E Room A7 The room number of the contact person Refer Space Inventory User Manual SIS for information regarding the roon numbering convention F Building Code N4 The code of the building in
84. he applicable event and that the TT is correctly specified i e that both the credit and debit GLA s have been specified If either or both are missing the program will display an appropriate message and abort x The user selection criteria are the following Date to be inserted with interest transactions a lt RETURN gt will default to system date Note that this date will be used for ageing of the interest transaction Calculations to be done for range of debtors per 1 Debtors Codes From to codes 2 Debtors types From to codes 3 Account Types From to codes Include inactive debtors Y N Previous Interest transactions to be included Y N Note that a Y es will result in interest being calculated on interest if your institution does not follow this policy always repy N o to this question After the parameters have been specified the system will firstly control that no interest transactions are found for the selected debtors which have occurred less than 30 days prior to the present system date If any transactions are detected on any one debtor Copyright ITS Version 12 2002 2 21 Operational Menu Chapter 2 the system will respond with Interest has been calculated less than 30 days ago do you want to proceed Y N If Mes the calculations will proceed else the program will abort Note that this situation could arise if an interest calculation has previously been done for o
85. he OLD DEFAULT value 3 2 MAINTAIN LOAN DETAILS FARS 2 This three Block option allows the creation and maintenance of staff loan details per person as well as the take on of existing loans Copyright ITS Version 12 2002 3 3 Staff Loan Subsystem Chapter 3 Block 1 DEBTOR DETAIL STAFF LINK FARS 2b1 When you query the debtors number the system displays the name address active indicator and total principal outstanding for all loans for this person Note that this amount will not correspond with the total amount owed by an inactive debtor for whom monthly interest is calculated but no repayments are deducted The user now enters the personnel number to be linked and the system displays the person s name initials title rank and postcodes appointment date and resignation date The user must lt COMMIT gt before lt NEXT BLOCK gt Block 2 STAFF LOAN DETAILS FARS 2b2 The system displays the debtors code and name after a lt NEXT BLOCK gt command in Block 1 The user now updates the details of the specific loan for this debtor as follows more than one record being allowed When a valid loan code is entered the system displays the loan description and the following default details from the Loan Types all of which are updateable Official Interest Rate N3 2 Interest Rate for this Loan N3 2 Repayment Period N3 Repayment Deduction Code A4 Fringe Benefit Earning Code A4 Fringe Bene
86. he current year Y N PRINT SEQUENCE See FARMR1 4 below 22 MAR 2002 INTEGRATED TERTIARY SOFTWARE Page Al Program f4yrpt rdf year end Totals Per Cycle For Financial Year 90 For Account Receivable Period Debit Credit Imbalance 3222 54 3222 54 00 11764 15 11764 15 00 9143 59 9143 59 00 252 22 252 22 00 766 16 766 16 00 970970 9709 70 00 3137 35 3137 35 00 7267 50 7267 50 00 00 00 00 JO OO amp amp ND 00 00 00 00 00 00 00 00 Note There Are Still Transactions That Have Not Been Posted To The General Ledger KKKKKKKKKK END OF REPORT X X xx Copyright ITS Version 12 2002 4 9 Maintenance Menu Chapter 4 4 7 4 Print Period End Totals FARMR1 4 The user may want to report on the period end without actually updating the cycles and in such cases this report will be used USER SELECTION When this option is executed the system will respond with Do you want the report for the current year cycle Y N If the answer is Yes the system will report on the current cycle listing the control totals for the transactions of this period and the totals per cycle for all periods The report will only include transactions of which the post to GL indicator is set to Y es PRINT SEQUENCE The report consists of two sections and the following are included Section 1 called GL Totals for AR Transactions lists only the AR transaction types with the post to GL
87. he various fields that can be used in this way are identified as D1 D2 etc on the screens where the selection criteria are defined These D symbols are described in detail with each letter option To include such a field the parameters D1 or D2 must be entered in the format D1 D2 These can be entered as part of the text in any text line in the body of the letter One or more D parameters can be entered in a text line The system will then print the contents of the parameters as part of the text in that line Please note that the system will print a maximum of 65 characters per line and will then print the rest on the next line The system will do a logical break on the closest space before 65 characters between two words If a D parameter represents multiple values these values will be printed as one value per line The descriptions that can be selected with this option all have both English and Alternate equivalents The system will select the appropriate description depending on the language of preference of the addressee x The system will always use the layout of the English letter or the default document as per code DELT Different layouts for the English or alternate letter cannot be used The system will not use any default for the introduction to the leading paragraph for the letter The user must specify for each letter the way in which the person must be addressed It is possibl
88. ile The user will lt COMMIT gt this screen and on lt EXIT gt the system will offer a print option and the result can be directed to screen or printer Example of letter to debtor 1000016 PJ BRADLEY PO BOX 2367 ELGIN 7170 EL 0240 7789 13 AUG 91 FOR ATTENTION MR PJ BRADLE Dear sir We would like to thank you and your Company for your support during the past year On behalf of our management we wish you all a Happy Christmas and a prosperous New Year Yours faithfully Copyright ITS Version 12 2002 7 6 Correspondence Operational Menu Chapter 7 The Registrar Copyright ITS Correspondence Maintenance Menu Chapter 8 8 CORRESPONDENCE MAINTENANCE MENU FDCM 8 1 DOCUMENT LAYOUT DEFINITION FDCM 1 The information in this option is the same as the information in option FDCO 1b4 The only difference is that the layout of the default documents DELT may be changed in this option Please refer to Section 2 4 2 for detailed description of the fields listed below The fields in this Block are Document Code Format Page Number Max Lines Header Size Footer Size Page Skip Labels Horizontal Labels Vertical Label Length Lines Label Width Characters 8 2 PURGE DOCUMENT FILE FDCM 2 Y This option allows the deletion of old letter records The user is prompted with Start date from which entries must be deleted DD
89. imself becomes the primary contact for the student detail and that the address and telephone detail displayed on the next two consecutive blocks is relate d to the contact in the first block The primary indicator may not be altered for the primary contact neither may the contact type A Reference Number This field will default from the previous block B Contact Sequence Number This field will default to the next sequence number C Primary Y N This field will default D Contact Type A2 Enter the contact type E Contact Relationship A5 Enter the contact relationship F Contact Name A30 Enter the name of the contact G Start and End Date DD MON YYYY Enter the start and end date of this contact H Remarks A80 Any additional remarks Block 3 ADDRESS DETAIL FARO 21b3 The next block contains the address information for the contact selected Each address record is always linked to a particular contact via the contact sequence number Multiple addresses can be linked to one contact sequence number Each address is linked to a user defined address type which is in turn linked to a reference type group key this specifies the reference group to which a particular address type belongs Postal address for the student system This pre determined ITS reference key groups the common address details together i e all the postal addresses for a contact The address reference types are created and linked to a pre defined address refe
90. in the salary system and transferred to the debtors system Copyright ITS Version 12 2002 1 3 Introduction Chapter 1 1 4 LINKING WITH OTHER ITS SYSTEMS The integration of the ITS systems results in the interdependence of systems The extent to which this applies to the Accounts Receivable Subsystem is discussed in this section The subsystem defaults to set up rules from the Code Structure Subsystem such as the starting year and financial cycle as well as the retaining rules for balances and transactions All the financial subsystems are driven by a combination of transaction types account types and transaction events which are defined and maintained in the manual All transactions in this subsystem which affect the General Ledger are validated The account category must be valid for this subsystem and the specific GLA must be active Such transactions can be queried on the Gereral Ledger transaction file and are logically posted to the GL via a separate menu option in the GL Subsystem option FGLP 4 Personnel who become debtors should be created as debtors in this subsystem in the normal way A special interface between staff debtors and the Payroll System is catered for refer to Section 2 17 for a detailed description 1 5 IMPLEMENTATION SEQUENCE The existence of the complete General Ledger and the set up rules for the Code Structure Subsystem are prerequisites for the operation of this subsystem A logical se
91. indicator set to Y es and their totals At the end of this first section of the report the system will display a note to indicate All transactions have been posted to the General Ledger OR There are still transactions that have not been posted to General Ledger Section 2 called Period end Totals per Cycle for Fin Year for AR summarises the total of debits credits and possible difference per cycle It will however include only transactions which will be posted to the General Ledger and also transactiors which were posted by the Counter Subsystem on behalf of this subsystem It is important to note that the CT transactions will be posted to the cycle of the Counter Subsystem If the answer is No the system requests the year Y Y and period MM for control totals In this way control totals for prior periods can be reprinted This is of importance because the totals of previous cycles may change due to postings by the CT Subsystem In this report these transactions will be included Copyright ITS Version 12 2002 4 10 Maintenance Menu Chapter 4 Period End Report 23 MAR 2002 18 01 INTEGRATED TERTIARY SOFTWARE Program f4qrpt rdf AR General Ledger Totals For Accounts Receivable Transactions For Year 2002 Period 3 Name Debit Imbalance Actual Expenditure SPORTS UNION FEES A 80 00 80 00 ATTENDANCE SUBJECT FEE 2384564 43 2384564 43 JOB COSTING INVOICE 24203 60 24203 60 DEBIT JOUR
92. ister This would also include transactions with the Post to GL Indicator set to N o By changing the selection of dates the net total for the balancing period can be obtained Copyright ITS 9 5 Version 12 2002 Proposed Balancing Procedures Chapter 9 9 4 BALANCING OF STATEMENTS A Net Total of Input Register for whole period Net Total of Input Register for whole period lt P4 Total of transactions per type lt PS Total of transactions per period gt P6 B Opening balance of Debtors Cycle gt 01 Opening balance of Debtors gt P7 Transactions per type for specific period lt PS Balance of Debtors gt P8 Transactions from period 01 to present gt P9 Balance on Statements gt P10 C Procedures x P6 gt Use report FAROR1 22 x P7 gt Use reports FARRI 24 25 P8 gt Report FARR1 24 FARORI 4 x P9 gt Report FARORI 22 Selection criteria Start financial cycle 01 End financial cycle Present cycle x P10 gt Report FARORI 3 9 5 PERIOD END A General After completing the balancing of Input and the Statements as described above and when the user would like to proceed to a next cycle the option Period End Close can be executed This option will increase the cycle of the subsystem by one and a report of the totals per cycle will be produced This report will only include transactions of which the Post to GL Indicator is set to Y es The
93. ited according to the transaction type as set up in FCSO 7 see G above the cost centre and account name will be displayed The same comments regarding the account type control account apply as in H above J Payment Agreement This field is not applicable in this option but is used in the Student Debtor subsystem K Note A30 The explanatory note on the trans fer note L GLNote A30 The note to accompany the transaction into the GL M Currency Code This is a display field only and can not be updated by the user The currency code will default from the debtor detail as set up in FARO 21 N Currency Rate This value will default from FCSO 21 for the given currency as in M above This field can only be updated if the indicator for subsystem AR is set to Y es in option FCSO 21 Refer also to the Code Structure manual for a complete explanation of option FCSO 21 O Value in Given Currency N17 2 The value of the transaction in the debtor s currency as displayed in M above P Value Local Currency N17 2 This field will be calculated by the system and can not be updated by the user The currency rate in N will be multiplied by the value in O to display the value in the local currency Q Reference Number A10 An optional first documentation support reference R Reference Date DD MON YYYY The date will default to system date but can be updated by the user Block 3 TO ACCOUNT DETAIL FARO 2b3 A P
94. ked to the GL and secondly the total of all transactions within cycles C Procedures for Reconciliation of General Ledger Total The officers in control of subsystems should keep registers in which they accumulate daily and or weekly and eventually monthly totals When a posting to the General Ledger is done the posted total should be equivalent to the total of this register after provision is made for the non posted and CT transactions P11 This total should be entered on the General Ledger Register If the Financial Officer has entered totals of all subsystems plus the total of journals which were updated in the General Ledger the calculated amount should be equivalent to the increase of the Ledger totals For example in the very first month the total of the posting from the subsystems plus GL journals will be the total of any of the above mentioned reports In the following month the user will enter that amount as the carried forward total enter the following month s posting and journals and the sum should be equal to the reports for the second cycle This procedure thus confirms that ALL transactions did indeed end up in the General Ledger D Procedures for Reconciliation of Control Accounts Copyright ITS 9 8 Version 12 2002 Proposed Balancing Procedures Chapter 9 The relation between subsystems and the General Ledger is found in Control Accounts in the General Ledger All transactions created in a subsyste
95. lay the description for a valid code If an invalid code is entered the system will display Transaction code unknown or illegal for this screen Try again B Date DD MON YYYY The system will default the system date into this field and it cannot be changed by the user Copyright ITS Version 12 2002 2 32 Operational Menu Chapter 2 C Reference Number A12 Enter the number of the supporting documentation D Reference Date DD MON YYYY Enter the date of the supporting document E Fin Year YYYY The system will default to the financial year of the transaction type if specifically specified in the Code Structure System option FCSO 7 or in all other cases to the year of the subsystem The user may change this value if required Future years are allowed F Fin Cycle MM The system will default to the financial cycle of the transaction type if specifically specified in the Code Structure System option FCSO 7 or in all other cases to the cycle of this subsystem The user may change this value if required G Debit GLA A4 A8 Enter the GL Allocation to be debited with the transaction amount The system will display the description of the applicable GL Allocation This GL Allocation will default if the transaction type was specified with a GL Allocation It is even possible to change this field to future years The system will validate that the GLA is valid for the specified year and if so the transaction
96. lays two records only but more may be created as required A Code N4 Supply a valid appropriate transaction type code as defined in option FCSO 7 The transaction type name will be displayed The transaction type codes are to a certain extent restricted per screen but it is still possible to make mistakes and users should be careful in defining transaction types and staff should be thoroughly trained and aware of the dangers of using incorrect types The system will however validate that the Dt Ct indicator on the type of document is the same as that on the transaction type The system will control that a VAT transaction linked is used 1f a non zero VAT rate was used in Block 2 S above The test is executed only when the credit GLA in D below is entered If not the system will respond with VAT linked transaction is required for transaction with non zero VAT value B Line Number N2 The line number will default to 0 when this document type is used This field can be used when detail invoices are completed and have to be allocated to different GLA s C Debit GLA A4 A8 Supply the GLA to be debited the account name will be displayed If a default control account was specified at transaction type level option FCSO 7 that GLA number and description will be displayed D Credit GLA A4 A8 Supply the GLA to be credited the account name will be displayed The same comments regarding default control account apply as
97. ld letter code A4 Enter New letter code A4 Copy Lst L E tter L A bel A S cii or C omplete Document x A report listing the number of lines copied will be produced Query the new document code under option FDCO 1b1 b2 The copied document will be displayed and can be amended as needed Copyright ITS Version 12 2002 7 4 Correspondence Operational Menu Chapter 7 7 3 DOCUMENT ENQUIRIES FDCO 3 Whenever a letter is produced by this subsystem a record will automatically be created and can be viewed in this query only option The fields are A Debtor Number N9 A valid Debtor number B Letter Code A4 The code of the letter that was sent to the recipient C Letter Description A30 The description of the letter as it was defined when the code was created D Date Sent DD MON YYYY The date on which the letter was sent E Reprint Al If a particular letter is to be re printed for this recipient an R is entered in this field Any number of R records can be entered for the same recipient and letter if it is to be repeated more than once If more than one record exists for a recipient and letter code then update the latest record This option will only keep record of letters lists and labels have no effect on these records 7 4 PRINT DOCUMENTS MENU FDCO 80 7 4 1 Print Debtor Documents FDCOR1 1 This option allows for letters etc to be written to debtors as created under option FDC
98. lid Transaction Types that have been created for this subsystem in FCSO 7 USER SELECTION Destination of print Sort sequence A lphabetic or N umeric PRINT SEQUENCE As per selection OI BRREZOUZ 20237230 INTEGRATED TERTIARY SOFTWARE Transaction Definitions Types For The Accounts Receivable Subsystem Program f44rpt sql AR VAT VA Debit Debit Credit Credit Link 20 FF Bank Account LANCE B F DT BALANCE B F CT BALANCE B F YEND DEBIT JOURNALS D ACCUMULATE TRANSACTIONS DRY INVOICES BTORS VAT PEATING INVOICES WITHOUT VAT PEATING INVOICES WITH VAT BTORS VAT NDRY INVOICES BIT TRANSACTION CREDIT NOTES DEBTORS VAT CREDIT NOTES NO VAT CREDIT JOURNALS CREDIT NOTES NO VAT INTER AR SD CORRECTION DEBIT Ua go 4 uw uw KKK KKK KK KK KKK AK Zee 18 rows selected KKKKKKKKEK End Of Report X X x Copyright ITS Version 12 2002 2 59 Staff Loan Subsystem Chapter 3 3 STAFF LOAN SUBSYSTEM FARO 8 INTRODUCTION Option FARO 8 MAINTAIN STAFF DEBTORS leads to menu FARS which allows the creation and maintenance of Staff Debtors and Staff Loans as well as interest calculations the automatic generation of transactions for the Payroll System and the automatic crediting of loan repayments to the debtors account Before the subsystem can be used the following should be done assuming that GLA s already exist for Debtors Control Salary Loan
99. m are three legged entries where the entry to the debtor is normally represented by one or more entries to Control Accounts in the General Ledger In this specific subsystem the entries can be summarised as follows x Invoices to Debtors Dt to debtor in AR Subsystem Dt Debtors Control in GL Cr Revenue Accounts in GL Credit Notes to Debtors Cr to debtor in AR Subsystem Dt Revenue Account in GL Cr Debtors Control in GL x Payment by Debtor Cr to debtor in AR Subsystem Dt Bank in GL Cr Debtors Control in GL It can thus be seen that the balance of all debtors should be equal to the balance on the Debtors Control account in the General Ledger or in other words the detail of debtors balances in the AR Subsystem is the analysis of the Debtors Account in the General Ledger Copyright ITS Version 12 2002 9 9 Keys and Functions Keys and Functions Following is a list of the standard shortcut keys that can be used Clear Field ES Next Field Tab Next Record Copyright ITS Keys and Functions Copyright ITS Version 12 2002 9 11
100. n and explanatory notes are similar to those for Debit Journal see Section 2 2 2 above 2 2 8 CREDIT JOURNAL FARO 1 1 This option is identical to option FARO 1 J as regards layout and functionality except that reference is made throughout to Credit Journal rather than Debit Journal Document numbers will be generated by the system for this type of process if the Number field described in Block 2 A in Section 2 2 2 above is left null 2 2 9 CREDIT NOTES TO PRINT FARO 1 E This option is identical to option FARO 1 A as regards layout and functionality except that reference is made throughout to Credit Notes rather than Invoices Document numbers are automatically generated 2 2 10 REPEATING CREDIT NOTES FARO 1 F This option allows the creation of credit notes that must be repeated a given number of times within a financial year This option is identical to option FARO 1 B as regards layout and functionality except that reference is made throughout to Credit Notes rather than Invoices Document numbers are automatically generated For the numbering convention see Section 2 2 5 2 2 11 CREDIT NOTES FARO 1 N This option allows the creation of Credit Notes which must not be printed Credit Note numbers are generated by the system Copyright ITS Version 12 2002 2 13 Operational Menu Chapter 2 The input screen and explanatory notes are identical to those of Journals see Section 2 2 2 above exce
101. nal transaction will be exclusive of VAT and the other transaction will be for the VAT amount On lt COMMIT gt the system will display the Control Value of GL Transactions i e the accumulated total of the GL Transactions in a control Block If the SL and the GL transactions are not in balance the following message will appear Value of Transactions and Journal Value not in Balance the user must make the necessary correction s and lt COMMIT gt again Block 4 YEAR TO DATE DEBTOR TRANSACTION DETAIL FARO 1 Jb4 This screen is reached by answering Y es to question 1 W above and allows the user to view all year to date transactions for a particular debtor It consists of four Blocks Block 1 Debtor Code and Name Block 2 Debtor s Transaction Detail Block 3 Balance Block 4 Tax Exemption Catificates When the debtor code is entered the debtor s name is displayed This is followed by the complete detail of these transactions and the net balance Although only ten transactions are displayed the user may view all records and navigate between Blocks by using the standard Oracle commands On the lt NEXT BLOCK gt command details of tax certificates can be queried To return to the previous screen press lt EXIT gt and then any function key 2 2 3 INVOICE FARO 1 1 This option allows the recording df invoices which are issued through the system but will not be printed by the system The system will gene
102. nclude Debtor Types all Exclude Loan Types Copyright ITS 3 18 Version 12 2002 Staff Loan Subsystem Chapter 3 Debtor Personnel Debtor Debtor Loan Debtor Name Balance Balances Variance 188600 188000 LEON SMITH amp PARTNERS z 18799 18799 MR LL ROLANCE 106257 104826 E MALOKA 40000 40000 AB Mostert A 1000 631 PM WAIT 35 35 ARNO RAUTENBACH P 155781 153587 HIPPIE KRITZINGER 852405 852345 K Louw Report Total Number Of Debtors 11 22 MAR 2002 16 03 INTEGRATED TERTIARY SOFTWARE Program fb9rpt rdf AR Staff Debtors With A Balance But No Personnel Number Or Loan For Transactions Upto And Including 29 mar 2002 Debtor Personnel Debtor Debtor Loan Code Debtor Name Number Type Balance Report Total Number Of Debtors KXKXKXXXX End Of Report 3 9 5 Print NorActive Loans FARSR1 5 This report shows all debtors that have been set non active on option FARO 22 USER SELECTION 1 Select by Debtor Code 2 Select by Debtor Type 3 Return no selection If 1 Start End Debtor Code If 2 Start End Debtor Type PRINT SEQUENCE As per selection 21 MAR 2002 INTEGRATED TERTIARY SOFTWARE Program fb7rpt rdf NON ACTIVE DEBTORS REPORT For Debtor Code From 0 To 999999999 Employee Debtor Debtor Loan Loan Accumulative Reducing Number Debtor Name Type Code Type Principle Principle Principle Copyright ITS 3 19 Version 12 2002 Staff Loan Subsystem Chapter 3
103. ne debtor or one debtor type In such cases a rollback via option FARO 7 is advised followed by a repeat of this option The system calculates the outstanding aged balance per debtor and the interest on each amount No interest will be charged on credit balances It then creates an interest TT as specified for the accumulative interest amount and inserts INT in the reference field and the cycle of AR in the format YYMM as voucher number If an interest calculation is done more than once for the same cycle the system will add a suffix to the voucher number e g 9205 1 This reference will be used for the rollback A control report is produced which gives the total number of transactions generated as well as there value Also indicated on this report will be details of debtors for whom no interest was calculated because they are in credit balance or because they are inactive or because null values were found in the interest fields in FARM 1 Control Report for Interest Calculation 03 SEP 2002 16 59 INTEGRATED TERTIARY SOFIWARE Program f42prg rdf V12 0 0 0 Calculate Interest On Debtors Control Report On Debtors Debtor Name Act Type Acct Interest Reason Not Calculated Rate 8000001 A MAGNIFIC 0002 1 00 Interest Rate Is Zero 8000001 A MAGNIFIC 0002 4 00 Interest Rate Is Zero 8000001 A MAGNIFIC 0002 5 00 Interest Rate Is Zero 8000001 A MAGNIFIC 0002 CLSP 00 Balance Is Zero 8000001 A MAGNIFIC 0002 JOOS 00 Interest Rate Is
104. net value as on that date and create an entry Balance Brought Forward Transactions before that date will not appear on statements Note that the accumulated transactions have not been lost in subsequent print runs all transactions can again be shown if desire Copyright ITS 2 42 Version 12 2002 Operational Menu Chapter 2 Enter Latest Transaction Date to Include DD MON YYYY enter For Sysdate Must Detail of Contact Print on Statements Y N When you process a document on FARO 1 that must be printed you complete detail of a contact person If necessary this detail can be printed on the statement per invoice credit note PRINT SEQUENCE Sort on Selection criteria Sample Debtors Statement SS A AME IN E GENERAL DEBTORS JJ BOND JOOSTESTR 361 KLOOFSIG 0001 13 MAR 2002 Transactions Up To 13 MAR 2002 Statement For 1 JJ BOND 1 100 CLINIC MAIN ACOOUNT Balance B F 24 FEB 2002 MM504 123 60 90 Days 30 60 Days Current 0 00 0 00 15 89 SS E 1 JM ie IN ae GENERAL DEBTORS JJ BOND JOOSTESTR 361 KLOOFSIG 0001 13 MAR 2002 Transactions Up To 13 MAR 2002 Statement For 1 JJ BOND XX4XX 5 AR TOETS Balance B F 24 FEB 2002 MM505 123 01 MAR 2002 MM506 Copyright ITS 2 43 Version 12 2002 Operational Menu Chapter 2 Due To Us 90 Days 60 90 Days 30 60 Days Current 0 00 0 00 0 00 349 58 Copyright ITS Version 12 2002 2 44 Operational Menu Cha
105. ng information is required Block 2 MAINTAIN DEBTOR TRANSACTION FARO 1 Jb2 A Number A12 A unique number for this journal The system will not allow duplicate journal numbers to be created for this debtor If the field is left open the system will generate a number which is maintained on FCSM 3 B Transaction Date DD MON YYYY The date to appear on the journal System date is used as the default date C Debtor N9 The debtor code against which the journal is to be processed The system will display the short name and contact person if this is entered on debtor detail when a valid code is entered D Contact Seq N2 This number is used for identifying the addresses and or telephone detail for the contact in question The default contact sequence 0 always refers to the debtor himself Primary contact E Tel Type 1 A2 Telephone number for contact in D above A list of valid types is available F Tel Type 2 A2 Telephone number for contact in D above A list of valid types is available G Address Type A2 Address type for contact in D above A list of valid types is available H Address 5 x A30 Address for the contact and type as in D and G above I Refer No A12 An optional first documentation support reference e g reference to an Order Number Invoice Credit Note or another Journal This number plus the Copyright ITS Version 12 2002 2 4 Operational Menu Chapter 2 short name of the d
106. nked to event TA in FCSO 7 If the indicator in D is C redit and the subsystem is AR the system will select the transaction type that is linked to event TB in FCSO 7 If the indicator in D is D ebit and the subsystem is SD the system will select the transaction type that is linked to event 30 in FCSO 7 If the indicator in D is C redit and the subsystem is SD the system will select the transaction type that is linked to event 31 in FCSO 7 If the indicator in D is D ebit and the subsystem is CM the system will select the transaction type that is linked to event MX in FCSO 7 If the indicator in D is C redit and the subsystem is CM the system will select the transaction type that is linked to event MZ in FCSO 7 Note that the system does not validate for 2 F and 3 E that the one transaction type is a Post to GL Y and the other a Post to GL N The system will validate if the transaction type used in 2 F above is a C redit transaction that the debit GLA used in 2 F is equal to the credit GLA used in 3 E and that the debit GLA used in 2 F is not equal to the credit GLA used in 3 E and vice versa for a D ebit transaction type F To Account Type A4 The account type will default from the transaction type definition as set up on FCSO 7 The user can select a different account type if the transaction type finition allows any update The list
107. nse account will reflect the total deduction for loan repayments On Post to GL the following transactions will be posted CR to suspense account for repayment DT to suspense account for fringe benefit CR to suspense account for contra NOTE This credit will be cleared by Copy Staff Loan Transactions to AR in option FARS 7 as explained before Copyright ITS 3 11 Version 12 2002 Staff Loan Subsystem Chapter 3 Control Report Generate Staff Loan PR Transactions USER SELECTION Include inactive debtors Y N Enter The Salary Calculation Number Enter The Personnel Number To Generate Transactions For Or ALL PRINT SEQUENCE Loan code within personnel number SYSTEM SELECT As per text DATE 29 MAY 2002 INTEGRATED TERTIARY SOFTWARE Programsetbilieccspe TRANSACTIONS NOT GENERATED FOR PAY CYCLE 9508 Bester 0000081 0031 F LOAN TERM ALREADY EXPI Rautenbach 0000090 0030 F DEBTOR INACTIVE 0000090 0031 F EBTOR INACTIVE 0000090 0042 E EBTOR INACTIVE Ferreira Mev EPM 0000200 0001 F E D s REQUESTED 0000200 0010 F001 E D s REQUESTED 0000200 0031 L LOAN TERM ALREADY EXPI Angstrom 0000778 0030 O E D s REQUESTED Kruger 0000779 0030 O E D s REQUESTED Enslin 0000320 0031 LOAN TERM ALREADY EXPI Serfontein 0000323 0031 LOAN TERM ALREADY EXPI STOP PAY CASES NO E D s REQUESTED LOAN TERM EXPIRED LAST PAYMENT INAC
108. nt instalment as calculated or advised Taxable value of fringe benefit E D Code and salary level as specified for loan IRP5 Box 7 reference number LOANREP advised amount current value of fringe benefit as calculated Contra of the fringe benefit E D Code and salary level as specified for loan IRP5 Box 99 reference number LOANREP advised amount current value of fringe benefit as calculated Copyright ITS Version 12 2002 3 10 Staff Loan Subsystem Chapter 3 9 Atthe end of this calculation generation the system offers a report of the transactions generated as well as a control report listing the following people for whom no transactions were generated personnel with Stop Pay indicator Ves for this pay cycle personnel for whom a loan with a non zero balance exists but the Generate E D s indicator N o One or more of the E D codes for this loan have gone beyond their inactivation date inactive debtors if transaction generation not requested above 10 The report also lists those debtors with no fringe benefit because loan interest rate gt official rate 11 If any inactive E D s are encountered the run aborts and these E D codes must be updated before another attempt is made If the run is successful the salary calculations can be done and the resulting transactions will be in the payroll transaction file At this stage the salary loan suspe
109. nt Credit to account Balance of account The user can proceed to this Block without querying the required debtor in Block 1 when the number is entered the system will retrieve the above information The exception is a new debtor in which case the system will retrieve null values if not queried in Block 1 3 3 CALCULATE INTEREST FARS 3 The calculation of interest is event FV AR Staff Loans Interest Before this program can be executed the first time the user must create a suitable Transaction Type TT via FCSO 7 and link it to this event The revenue account to which the interest amount should be credited as well as the debtors control account will be retrieved from the Loan Detail in FARS 2 and are thus not required in the definition of the TT This option calculates the interest transactions by using the information on the debtor s record and inserts the generated transactions into the debtor s transaction files On execution of the option the system firstly controls that a transaction type is linked to the applicable event and that the transaction type is correctly specified The user supplied selection criteria are as follows x Do you want to do a S ingle or Pull interest calculation If S ingle system requests whether T rial or F inal run Enter Debtor code to calculate interest for Enter Loan code to calculate interest for Enter date to be inserted with interest transactions
110. ode GLA Cycle GLA Cycle Value 8900000 1000003 LOCAL CORN 8900001 1000002 CSIR CAPE 8900011 000010 J SMITH AR 8900012 1000001 WNNR JHB 8900016 000013 HH TEST P 8900018 000008 PRINTPACK 8900073 200 MM MAARTEN 8900093 200 MM MAARTEN 8900093 20 MAR 91 SSSSSSSSS DOU EH DO BAN N amp DH EE HN H H 8900093 1 20 APR 9 8900093 2 20 MAY 9 8900093 3 20 JUN 91 8900093 4 20 JUL 9 UN8900 1000003 LOCAL CORN UN8900 23 JUL 9 04 00582012 04 L F0019207 04 00582012 04 L F0019207 04 00582012 04 L F0019207 KXKXXKKXKXXXX END OF REPORT X X Copyright ITS Version 12 2002 2 56 Operational Menu Chapter 2 2 18 13 Debtors Per Payment Method FAROR1 25 This report lists all Debtors where the Debtor payment method is ACB PRINT SEQUENCE Sorted in debtor code sequence 16 MAR 2002 19 13 26 INTEGRATED TERTIARY SOFTWARE Debtors With ACB Transfer Payment Method Program f4rrpt sql AR Debtor Branch ACB Bank Account Bank Code And Name 12123434 11161151 33444 14151617 45789098 45789098 12345671 619000 67488222 98897654 19633789 1212123 54464654 86541910 57657656 4444 JJ BOND IAC TANDARD BAN LEON SMITH amp PARTNERS CH BANK OF SOUTHERN AFRI MNE MALOKA L DARD BANK PM WAIT TANDARD BAN PM WAIT TANDARD BAN ARNO RAUTENBACH L DARD BAN SASOL TANDARD BANK LEON SMITH amp VENNOTE CAPE GATE 1 K PRETORIA TECHNIKON 111 JOE SOAP T BA
111. on Vat Unit Price 10 UNIT CATERING COST 00 85 00 1 FPL ENTERTAINMENT 14 00 45 00 Copyright ITS 2 39 Version 12 2002 Operational Menu Chapter 2 Copyright ITS Operational Menu Chapter 2 2 18 2 Credit Notes to be Sent FARORI1 2 Credit notes to debtors are produced on pre printed stationery in the currency of the debtor as defined on FARO 21 The credit note can be queried on FARO 1 USER SELECTION 1 Debtor Codes 2 Debtor Types 3 Account Types Start and End Range for above selection Credit Note to be send to D ebtor or A lias Print Vat Registration Code on Cr Note Y N If Mes Enter Vat Registration Code Start End Credit Note Number PRINT SEQUENCE Numerical G iss dy By ae SE NON PERSONNEL CAR LOANS VAT Registration Number Page 1 Credit Note Nr 233 1 JJ BOND 07 04 2002 Credit Note Detail Cr Note Date 31 07 2002 Building Contact Person Peter Parker 20MPUTER BUILDING Telephone Number 2 Floor 2 Department ACCOUNTANCY T51 Room 2 Item Detail In SA RAND Quant Unit Description VAT Unit Price 10 UNITS BOOKS 00 20 00 Copyright ITS 2 41 Version 12 2002 Operational Menu Chapter 2 2 18 3 Debtors Statements FAROR1 3 Statements to debtors are produced on pre printed stationery An age analysis of the balance of account is provided on the statement USER SELECTION A 1 Do You Want To Print Statements For The Current Year Y N If N o
112. onsideration to generate receipts The action date of the receipt is the up to date This option is also available as FACO 2 The parameters for the execution of this program are Is this a T rial or U pdate run KRETURN gt T The difference between the two is that a trial run enables the user to get a printout of all the transactions that will be generated without actually generating any transactions The actual option produces a printout and generates ACB receipts Select by 1 Debtors codes 2 Debtors types If 1 Start End Debtor Code Enter Account Type A4 or ALL If 2 Start End Debtor Type Code Enter Account Type A4 or ALL Amounts payable up to which date DD MON YY lt RETURN gt for system date Only transactions up to that date are taken into consideration to generate receipts It is also the action date of the receipts A listing of all the generated receipts will be printed as follows 02 MAR 2002 15 37 INTEGRATED TERTIARY SOFTWARE Program f4mprg rdf V12 0 0 0 Generated ACB Receipts Update Run Action Date 02 MAR 2002 For Debtor Numbers From 5 To 99999 Debtor Debtor Number ARNO RAUTENBACH 2194 05 833 99 Copyright ITS Version 12 2002 2 34 Operational Menu Chapter 2 1000 00 Total Number Of Debtors 3 End Of Report 2 16 MAINTAIN ACB RECEIPTS FARO 26 amp This option is also available as FACO 5 With this option individual ACB receipts that have b
113. or number of the contact person E Room A7 The room number of the contact person Refer Space Inventory User Manual SIS for information regarding the room numbering convention F Building Code N4 The code of the building in which the contact person resides If the building is in the Space Inventory its name will be displayed The lt LIST gt command will show valid building codes If the building is not in the space inventory this field may be left blank and the building name entered in the following field 2 2 7 DEBIT BALANCE FARO 1 T This option allows the loading of debit opening balances to debtor s accounts at systemtake on NOTE If this is a take on transaction i e opening balances are being loaded and the Trial Balance has already been updated the transaction type for Balance will be created with the Post to GL indicator set to N o The system however still requires two valid GLA s and therefore users should create these transaction types with any two valid Copyright ITS Version 12 2002 Operational Menu Chapter 2 GLA s No posting to the specified GLA s should take place but as a precaution it is recommended that Control Accounts be used in case somebody should change the Post indicator without notification Document numbers will be generated by the system for this type of process if the Number field described in Block 2 A in Section 2 2 2 above is left null The input scree
114. page F Footer Size N3 The default size is zero This field applies to letters only and is used to define the number of lines which must be left blank at the bottom of the page G Page Skip Al The allowed values are Yes or N o The default value is Y es This field defines a physical page skip rather than a logical page skip The field is used for both letter and label programs It would typically be used where the actual page size differs from the default setting on the printer If a No is entered the system will use the number of lines as defined whilst ignoring the number of lines to which the printer is set H Labels Horizontal N3 This field is used for labels only The number of labels to be printed across a page i e horizontally is specified here I Labels Vertical N3 This field is used for labels only The number of labels to be printed on a page vertically is specified here J Label Length Lines N3 The number of vertical lines from the start first line of the first label to the start first line of the next label K Label Width Characters N3 The number of characters which can be printed horizontally on a line from the start of the first label to the start of the next label 7 2 COPY EXISTING DOCUMENT TEXT FDCO 2 This option allows the copying of the body of an old letter code to a new letter code The new letter code must exist in Block 1 of option FDCO 1 The user is prompted with Enter O
115. pe Or ALL A4 ALL Enter Date To Be Printed On Draft DD MON YYYY Do You Want To Select Transactions Up to to A Specific Date Y N 03 SEP 2002 19 34 INTEGRATED TERTIARY SOFTWARE Program f48ccc pc For Foreign Currency Code ALL For Debtors between 999999999 And 999999999 For Account Types Between 0 And zzzz Date To Be Printed On Draft 03 SEP 2002 For Transactions Up to 03 SEP 2002 List Of Generated Drafts Draft Given Currency Local Currency US US DOLLARS 7796 C VAN STADEN 7500 00 67500 00 Totals For currency US A 67500 00 67500 00 INTERNATINAL DRAFT 9210 Date 03 SEP 2002 1 STANDARD BANK FCSC 4 Application For Bank Draft On Copyright ITS Version 12 2002 Operational Menu Chapter 2 Name Of Bank Damicile Beneficiary C VAN SIADEN Foreign Currency Amount Rate Local Currency Amount Domicile P O Box 1 US DOLLARS 7500 00 Pretoria 0001 Crossed Yes No E Correspondent Charges Applicant INTEGRATED TERTIARY SOFTWARE TOTALE demo ser da digit sante ate HK HO I We Hereby Authorise You To Debit My Our Cheque Account With Camissim The RSA RANDS Equivalent And Costs Signature Of Applicant Address P O Box 25168 Monument Park 0105 Cheque Account Number 123456789123 For Office Use Only TELLER WASTE STAMP Name And Domicile Of Agent Whose Books Will Be Debited Copyright ITS 2 26 Version 12 2002 Opera
116. port whilst the debit is shown as an invoice to the debtor Audit Trails 23 MAR 2002 08 03 INTEGRATED TERTIARY SOFTWARE Program f45rpt rdf AR Audit Trail Of Debtor Transactions Excluding Inter Debtor Corrections From 01 dec 2001 To 01 feb 2002 Reference Debtor Debtor Acct Trans User T T Credit GLA lumber TypeCode Name Type Value Code Code 485 ER 20 HIPPIE KRI 5 60 00 S CRAWFORD 5 J ERENS CLO1 ROOY CLO1 P BRONKHOR CLO1 01 FEB 2002 P BRONKHOR 100 01 FEB 2002 W VAN ROOY 100 F0019202 F0019207 F0019202 F0019207 Copyright ITS Version 12 2002 4 6 GL Tran Value Maintenance Menu Chapter 4 9138 F0019202 00620123 9138 F0019202 00620123 Report Total 23 MAR 2002 08 03 INTEGRATED TERTIARY SOFTWARE Program f45rpt rdf AR Audit Trail Of Debtor Transactions Excluding Inter Debtor Corrections From 01 dec 2000 To 01 feb 2002 Reference Debtor Debtor Acct Trans User T T Debit GLA Credit GLA GL Tran Number TypeCode Name Type Value Code Code Code Value Cancel Cha Interest Invoice Journal Cancel Chq Cancel Ret Repayment Cr Note Payment Cheque Receipt Cr Balance Dr Balance CB Dr Jnl CB Cr Jnl Other KKKKKKKEKKK End Of Report X X X X Copyright ITS Version 12 2002 4 7 Maintenance Menu Chapter 4 4 7 2 User Work Summary FARMRI 2 This report reflects the number of transactions processed by
117. pt that reference is now made to credit notes rather than journals The handling of VAT is the same as for the VAT invoices refer paragraph 2 2 2 Users should take note that VAT on a credit note is under NORMAL circumstances NOT handled as negative IN VAT but as OUT VAT 2 2 12 CREDIT BALANCE FARO 1 S This option allows the loading of credit opening balances to debtor s accounts at system take on Document numbers will be generated by the system for this type of process if the Number field described in Block 2 A in Section 2 2 2 above is left null The input screen and explanatory notes are similar to those for Credit Journal see Section 2 2 8 above 2 3 MAINTAIN INTER ACCOUNT TRANSFERS FARO 2 If an invoice has been debited to the wrong debtor s account but the posting to the General Ledger is correct this option may be used to create a Transfer Note to correct the error without the use of GL journals Many occurrences of receipts and journals debited credited to the incorrect type of debtor have been reported At the moment such incorrect entries require the following transactions Debit Credit note to student Debit Credit note to debtor GL journal to adjust the correct control accounts The standard facility FARO 2 remains unchanged and this option will facilitate this type of journal The following information is required Block 1 MAINTAIN INTER ACCOUT DETAIL FARO 2b1 A From Subsys
118. pter 2 2 18 4 Debtors Balances Aged FAROR1 4 This report lists all debtors with balances together with an ageing analysis based on the transaction reference date of all debit balances Note that even though the year cycle and date up to which transactions must be included can be specified agemg of those transactions will be as from the date of the report i e system date USER SELECTION S ummary or D etail Enter Your Selection Criteria 1 Debtor Codes 2 Debtor Types 3 By Account Types Start and End ranges as selected in A Do you wish to see debtors with 1 Credit Balances 2 Debit balances 3 Both Print Foreign or Currency Include transactions for Year N4 or A Include transactions up to cycle MM or A II Do you wish to specify the latest transaction date Y N Latest Transaction date to be included DD MON YYYY Do you wish to print and tally debtors with zero balances Sort order of debtors A Iphabetical or N umeric PRINT SEQUENCE As requested above The report also shows the number of records retrieved Copyright ITS Version 12 2002 2 45 Operational Menu Chapter 2 Debtors Balances Aged Detail 15 MAR 2002 08 30 22 INTEGRATED TERTIARY SOFTWARE Page fadccc pc Detail Of Debtors With Age Analysis For Codes Between 1 And 6 With Debit amp Credit Balances For Year All Up To Cycle All Up To Date 15 MAR 2002 Sorted By N Print Zero Balance N Debtor Debtor Debtor Account Credi
119. quence of implementation events would be the following the relevant menu options being indicated in braces USERS 5 Assign Usernames and Passwords USERS 3 Link Users to Functions for the Necessary Privileges FCSM1 Define system operation and create set up rules FCSM2 Set up Subsystem Retaining Period FCSC 21 Set up Account Types for Subsystem FCS 1 Maintain VAT Rates FCSC 2 Maintain VAT Registration Numbers FCSC 7 Create accountcategories defining those categories which are valid for this subsystem FCSC6 Create fund groups FCSO 1 2 Create validate cost centre definition FCSO 3 4 Create validate account definitions structure FCSO 6 Create GL Allocations FCSO 7 Create transaction types and the combination of transaction types and transaction events FCSO 23 Query Types of Documents and Maintain Display Sequence Only after completion of the above can the subsystem be setup maintained and operated A logical sequence would be the following Copyright ITS Version 12 2002 1 4 Introduction Chapter 1 FCSM3 Maintain Auto Generated Numbers FARC 1 Maintain Debtor Types FARO 21 Maintain Debtor Fixed Detail FARO 22 Maintain Debtor Alias Names FAR 4 Debtor Correspondence System FARO 8 Maintain S taff Debtors Enter transactions and produce reports 7 6 EXAMPLE OF TRANSACTION TYPES FOR SUBSY
120. r loans If the system calculates interest for a debtor it adds this month s interest to the Cumulative Interest in FARS 2b2 and creates the following two transactions for this debtor which can be viewed on reports FAROR1 4 21 23 a zero VAT rated debit journal to the value of the interest with journal number loan code and note personnel number a GL transaction for the same amount with transaction number loan code and Interest TT as specified which debits Debtors Control GLA and credits Interest Revenue GLA Transactions for Full interest calculations will be identified with the word LOANINT and transactions for S ingle interest calculations will be identified with the word SINGINT as reference numbers to which the rollback program is sensitive The journal number used is INTY YY YMM loan code where Y Y Y YMM is the year and cycle of AR Control totals are given at the end of the run viz number of journals generated and their total value number of GL transactions generated and their total value The monthly interest on diminishing balance is calculated as I P CP 1200 rounded to 2 decimals where I interest rate P loan principal and CP cumulative principal repayment to date Copyright ITS Version 12 2002 3 7 Staff Loan Subsystem Chapter 3 Control Report Calculate Interest Date 02 MAR 2002 INTEGRATED TERTIARY SOFTWARE Pagey Program Eo pc VIZO Calculate Int
121. rate an invoice number Copyright ITS Version 12 2002 2 7 Operational Menu Chapter 2 and record the transactions after which the detail invoice can be produced external to this subsystem If an invoice must be printed by the system option FARO 1 A Invoices to Print must be used refer Section 2 2 4 below The input screen and explanatory notes are similar to those for Journals see Section 2 2 2 above except that reference is now made to invoices rather than journals Also since invoice numbers are generated automatically by the system the user has no access to this field 2 2 4 INVOICE TO PRINT FARO 1 A This option allows the printing of Invoices The option consists of three Blocks as follows Block 2 Maintain Debtor Transaction Block 3 Maintain Invoice Items Block 4 Maintain Transaction Detail Block 2 MAINTAIN INVOICE DETAIL FARO 1 Ab2 The invoice number is generated by the system and the user has no access to this field The following detail must be supplied A Number A12 A unique number for this journal The system will not allow duplicate journal numbers to be created for this debtor If the field is left open the system will generate a number which is maintaned on FCSM 3 B Transaction Date DD MON YYYY The date to appear on the journal System date is used as the default date C Debtor N9 The debtor code against which the journal is to be processed The system will display
122. rence group on GCS 24 or GCS 25 in the standard codes system for the relevant ITS system A Reference Number The reference number will default from the previous block B Contact Sequence This field will default from the previous block C Address Primary This field defaults D Address Type A2 Enter the address type Copyright ITS Version 12 2002 2 29 Operational Menu Chapter 2 E Address A30 x 4 Enter the address F Postal Code Enter the postal code A 8 G Active From To DD MON YY YY Enter the date from which to this address is active Block 4 COMMUNICATION DETAILS FARO 21b5 The next block contains the communication information for the contact selected Each telephone number is linked to a telephone type that is in turn linked to a reference type key This pre determined ITS reference key groups the common address details together i e all the home telephone numbers for a contact The telephone reference types are also created and linked to a pre defined telephone reference group on GCS 27 in the standard code system for the relevant ITS system Each telephone record is always linked to a particular contact via the contact sequence number Multiple Telephone numbers can be linked to one contact sequence number A Reference Number The reference number will default from the previous block B Contact Sequence This field will default from the previous block C Primary This field defaults D Communication T
123. riod will be deleted Are you sure please enter Y N Copyright ITS Version 12 2002 4 2 Maintenance Menu Chapter 4 PRINT SEQUENCE Per year within debtor code Delete Old Transactions From AR Debtor Reference Type Date Year Cyc Acct RET1 16 SEP 91 90 TOETS CRNOTE 6 AUG 9 90 ST0810012956 J 0 AUG 91 90 843 1 0 AUG 9 90 J88 J 1 0 AUG 91 90 ST0313035826 3 MAR 9 90 ACCUM TRANS 21 JAN 92 90 754 24 JUL 9 90 ST0810011942 0 AUG 91 90 ST0810011942 0 AUG 9 90 ST0810012956 0 AUG 9 90 J889 3 AUG 91 90 ACCUM TRANS 21 JAN 92 90 755 24 JUL 9 90 REQER13 5 AUG 9 90 772 25 JUL 9 aon OO 1 ND NN NU H O aN TOTAL AMOUNT Copyright ITS Version 12 2002 4 3 Maintenance Menu Chapter 4 4 6 DEBTOR GL TRANSACTION VALIDATION FARM 23 In chapter 2 1 the general operation of transactions and updating of different types of transactions are discussed In summary the following is applicable the transaction specified in the first Block of an option will always be the one that will update the debtor or in other words the Support Ledger Hereafter we will refer to these as SL transactions the transactions specified in the last Block are always the GL transactions and we will refer to them as such Multiple GL transactions may be created for any one SL transaction The system will on lt COMMIT gt control that the sum of the GL transactions equal the SL transaction
124. rrent year to date Number of transactions Debit to account Credit to account Balance of account For current month Debit to account Credit to account Balance of account The user can also proceed to this Block without querying the required debtor in Block 1 When the number is entered the system will retrieve the above information The exception is a new debtor in which case the system will retrieve null values if not queried in Block 1 Blocks 5 7 DEBTOR TRANSACTION QUERY FARO 21b5 6 7 This screen consists of three Blocks and allows the user to view all year to date transactions for a particular debtor It consists of three Blocks on one screen as follows Block 1 Debtor Code and Name Block 2 Debtor s Transaction Detail Block3 Balance When the debtor code is entered the debtor s name and the number of debtor transactions are displayed which indicates the number of records to be found in Block 2 This is followed by the complete detail of these transactions and the net balance This facility is the same as option FARO 3 Copyright ITS Version 12 2002 2 31 Operational Menu Chapter 2 2 12 DEBTOR ALIAS NAMES FARO 22 It may happen that the debtor placing the order and accepting delivery of the service or goods is not responsible for paying the account e g affiliates and companies where all accounts are paid by the Head Office In such instances the invoices and statements can be sent either
125. s are actually updated in the General Ledger Confirmation that the total of the balance on the subsystem is represented by one or more accounts in the General Ledger B General Ledger Reports There are a number of reports in the General Ledger which could be of help in the reconciliation process namely Transactions per Type FGLR1 2 This report allows for the following selection Summary or detail Reporting year Copyright ITS 9 7 Version 12 2002 Proposed Balancing Procedures Chapter 9 TRN type From To Per Start End date or Per Start End Cycle The calculated totals will include all transactions which have been posted to the General Ledger and therefore if a summary report for all types are selected the user can establish the grand total of debits and credits in the Ledger Account Cost Report FGLR1 6 This report also reflects the total of debits and credits on the General Ledger if all cost centres and all accounts are selected Trial Balance FGLR1 10 This report is essentially the same as the Account Cost Report but the calculations are dependent on the Cost Centre Structure and the Account Structure Post Subsystem into GL FGLPS 4 When the user executes the posting option the system will do the posting and generate a report which reflects the detail of what has been posted Print Period end Totals FGLMN 3 This report calculates firstly the totals of all transactions lin
126. s are in use more than one debtor type will have to be created A debtor type can only be deleted if it is not linked to a debtor s and if deletion is executed and the type is still linked the system will respond with Debtor type still in use Cannot delete Copyright ITS Version 12 2002 5 1 Correspondence Subsystem Chapter 6 6 CORRESPONDENCE SUBSYSTEM 6 1 GENERAL In this menu the user can maintain the parameters according to which the system should generate documents to debtors via the following two options 1 FDC 1 Operational Menu 2 FDC 2 Maintenance Menu The subsystem allows the following definition of the text of letters both in English and an alternate language to be sent to selected debtors inclusion in the text of these letters of various codes descriptions etc printing of lists of selected debtors before letters are produced or as a separate activity printing of address labels for selected debtors generation of ASCII files with selected debtors data The system also keeps a record of all of the dove documents that were sent and precludes the duplication of identical documents to the same debtor over a period of time Whilst the system does not allow the same document to be generated twice for the same debtor it does not however prevent the same issue from being dealt with in two or more consecutive documents When documents are generated and the selection has been lt COMMIT gt
127. s the debtor s method of payment and can be A CB or che Q ue Q Bank Code The Bank Code of the debtor s banking institution R Branch IT The branch code of the debtor s bank S Account Number The debtors bank account number T Bank Account Type The debtors account type i e Cjurrent S avings or T ransmission account U General Notes A60 x 4 These fields allow the user to make any notes regarding the debtor Block 2 CONTACT DETAILS FARO 21b2 The first of these blocks contact detail serves as the key to the other two subsequent blocks namely address and telephone detail fig 1 The contact represents the person student employer debtor etc for which addresses and or telephone detail is carried on the system Each contact for a particular person student employer debtor etc has a contact sequence number making the contact unique for the particular person student employer debtor etc This number is used for identifying the addresses and or telephone detail for the contact in question The default Contact sequence 0 always refers to the person student employer debtor etc themselves Primary contact Copyright ITS Version 12 2002 2 28 Operational Menu Chapter 2 This primary contact is created automatically by the system for the particular reference number person student employer debtor etc This contains the contact information The example comes from the student system note that the student h
128. t Debit 15 DEC 2001 14 JAN 2002 13 FEB 2002 15 MAR 2002 Balance Balance 90 Days 60 Days 30 Days Current 349 2354520 f 2354520 756525 A lt a 18444 4767 00 20570 50 Grand Totals Credit Records 25337 50 Debit Records 3182674 28 795308 68 y 2374777 KKKKKKEK End Of Report x x x Copyright ITS Version 12 2002 2 46 Operational Menu Chapter 2 2 18 5 Inter Student Debtor Corrections FARORI1 5 Y This report reflects details of transactions generated in option FARO 2 USER SELECTION Start Date End Date PRINT SEQUENCE Transactions are listed per date 14 SEP 2002 INTEGRATED TERTIARY SOFTWARE Program f4krpt rdf V12 0 0 0 INTER DEBTOR STUDENT CORRECTIONS FROM 26 MAY 2002 TO 16 JUN 2002 INVOICE DEBTOR DEBTOR NUMBER TYPE CODE N 26 MAY 2002 35 200 MM MAARTENS 26 MAY 2002 35 1111111 BOSHOFF 16 JUN 2002 39 200 MM MAARTENS 16 JUN 2002 39 1111111 N BOSHOFF CREDITS DEBITS KKKXKKXKXKXXX END OF REPORT X X xx xx Copyright ITS 2 47 Version 12 2002 Operational Menu Chapter 2 2 18 6 Debtors Detail FARORI 6 amp This report is used to display a complete list of the detail of a Debtor s Master File as created under FARO 21 including a financial summary of the debtor s transactions USER SELECTION A 1 Debtor Alphabetically 2 Debtor Numerically 3 Debtor Type B Start and End ranges as selected in A PRINT SEQUENCE 1
129. t that will be paid if the loan is not paid earlier than the payment period 3 9 STAFF LOANS REPORT MENU FARS 80 3 9 1 Print Loan Types FARSR1 1 This report reflects the detail per loan as specified in FARS 1 USER SELECTION None PRINT SEQUENCE Loan code sequence SYSTEM SELECT All loans in table Date 06 JUL 2002 10 55 INTEGRATED TERTIARY SOFTWARE Program fb2rpt rdf Staff Loan Types Detail Repayment Deduction Loan Fringe Benefit Earning GLA For Debtors Control Int Rep Fringe Benefit Contra Deduction Sal GLA For Salary Loan Suspense Loan Code And Desc Rate Per Account Type GLA For Interest Revenue 20 00 48 9303 STAFF CAR LOAN 2 REPAYMENT 2012 MACH Stationery General PGG CAR LOAN 3901 TAX BENEFIT CAR LOAN 1 9346 TEST COST CENTRE Salary Suspense Deb 9401 TAX BENEFIT CAR LOAN 1 00021 VAT Industrial Research SLO1 STAFF LOANS 6 9303 STAFF CAR LOAN 2 REPAYMENT MACH1 Stationery General WITS VOLKSKAS 1 V 1130 TRAVEL ALLOWANCE TAXABLE WORK FUND Banking Costs 1140 DEANS DIRECTORS ALLOWANCE WORK FUND Banking Costs SLO1 STAFF LOANS 9302 STAFF CAR LOAN 2 REPAYMENT MACH Stationery General 3903 TAX BENEFIT CAR LOAN NUUT WORK FUND Salary Deb 9000 STAFF CAR LOAN STAFF LOAN FUND Interest Version 12 2002 Copyright ITS 3 16 Staff Loan Subsystem Chapter 3 3 9 2 Print Loan Detail FARSRI 2 amp This report reflects the detail per loan or per person as specified in FARS 2
130. tem This is a display field only the user can t update the field The field will always default to AR Copyright ITS Version 12 2002 2 14 Operational Menu Chapter 2 B To Subsystem Enter the subsystem where the information must be transferred The user can select between SD student debtors AR accounts receivable and CM meal system C Date DD MON YYYY This is a display field only and will default the system date when the transaction is processed Block 2 FROM ACCOUNT DETAIL FARO 2b2 A Person Type Al The user type will default to D for debtor The help text will display that other values that are allowed are S P or O These values will not be allowed for this option but for use in FSAO 2 B Surname Lookup This field is to assist the user when he she knows the name of the debtor but does not have the debtor code This field can te left open if you do know the debtor code The user will type the name and use the list function Remember that when you know only part of the name add a percentage sign as a wildcard to replace any other characters or names The program will then display all the debtor names and codes that match the name that was typed D Number N9 The code of the debtor whose account should be affected The name of the debtor as created on FARO 21 will be displayed E C D This indicator will determine if the from account will be debited or credited
131. the debtor code is entered the debtor s name is displayed The user can then select only transactions for a specific account type to be displayed or all transactions Block 2 will then display detail of the transactions required Note that the debtor is NOT queried by the lt ENTER QUERY gt command but by supplying the debtor s code followed by a lt RETURN gt If more than one debtor is to be queried the entire screen must be cleared by using the lt CLEAR FORM gt command between queries Whenever debtor s transactions are queried and on some reports the system indicates the type of transaction document with an indicator which can have the following values A ACB payment B Cancelled ACB payment Same day C Credit Inter Debtors Correction D Debit Inter Debtors Correction E Cancelled ACB Payment G Cancelled Cheque Payment H Interest I Invoice J Debit Journal K Cancelled Cheque Payment Same day L Cancelled Receipt M Repayment N Credit Note Transaction O ACB Receipt P Cash Payment Q Cheque Payment R Receipt S Credit Balance T Debit Balance Copyright ITS Version 12 2002 d This facility is also available in the ITS Student Account Subsystem as option FSAO 2 and these transactions can be printed under options FARORI 21 and FSAORI 7 e Caution should be taken in using this option because the system will in principle allow people from one section to change the values of another section 2 19 Operational
132. the short name and contact person if this is entered on debtor detail when a valid code is entered D Refer No A12 An optional first documentation support reference e g reference to an Order Number Invoice Credit Note or another Journal This number plus the short name of the debtor will default into the Note field in the next Block E below This reference number is more meaningful for credit notes and or payments L Note A30 An optional explanatory note for the journal This note is only applicable to the debtor and will only be displayed on the debtors documentation M Account Type A4 The user will enter an account type to be used for the specific transaction The list function can be used to see all the valid account types for the AR system as defined on FCSC 21 Copyright ITS Version 12 2002 2 8 Operational Menu Chapter 2 N Loan Code N5 This field is not mandatory but allows the user to enter a loan code if an adjustment is to be made to a Staff loan or Student loan The user will only be able to access this field 1f the account type used in L above is linked to a category of S or L on the account type definition FCSC 21 The link between the loan and account type can be found on FARS 1 O Currency Code A3 This is a display field only and can not be updated by the user The currency code will default from the debtor detail as set up in FARO 21 P Rate N7 This value will default
133. thin a financial year for both Internal and External use The recording of Internal Credt Notes not to be printed and External Credit Notes to be printed The creation of Internal Credit Notes that must be repeated a given number of times within a financial year 2 2 1 CHOICE OF PROCESS FARO 1b1 The first Block allows the user to select the document type required to be processed The following options are available Debit Journals Invoice Invoice to print Repeating Invoices Repeating Invoice to Print Debit Balance Credit Journal Credit Note to Print Repeating Credit Notes Credit Note Credit Balance XX LK XX XX XA XX AZ DM NE 1 This block also has a feature that allows the user to copy information from an old document to a new one This avoids the re typing of information Copyright ITS Version 12 2002 Operational Menu Chapter 2 The user will enter document number and the debtor number of the original document If the type of process is the same as the selected process and the document number exists for the debtor the information will be copied 2 2 2 DEBIT JOURNAL FARO 1 J This option allows the creation of Debit Journals Document numbers will be generated by the system for this type of process if the Number field described in Block 2 A of this Section is left null Invoices which have been manually numbered and produced can be entered here The followi
134. tional Menu Chapter 2 2 11 MAINTAIN DEBTORS FARO 21 In this option fixed information on debtors is maintained such as identification and location Different control totals and records are automatically kept by the system such information will be displayed but cannot be updated by the user This option consists of six Blocks of which the user can update only the first It is used to create Debtor Account Records as follows Block 1 DEBTOR DETAIL FARO 21b1 A Debtor Code N9 This debtor s unique account number with us B Debtor Name A40 The name of the debtor C Short Name A10 The first 10 characters of the above name default into this field but may be altered by the user to be more meaningful This short name is used for quick reference display purposes and on some reports D Alias N9 The alias code if any to be used with this debtor as defined in option FARO 22 Section 2 3 The alias name will be displayed E Language Al The language preferred by this debtor Allowed codes are English or A lternate F Debtor Currency A3 In which currency should the debtor transactions take place Use the list function to see the valid currency codes as created on FCSO 21b2 G Our Account No A10 With the debtor H Statement Interval N2 The number of months between printing statements for this debtor Only 1 to 12 allowed I Non Active Al Is this account A ctive or N on active If this indicator is
135. tions being one of them Start and end dates must be entered 23 MAR 2002 18 48 INTEGRATED TERTIARY SOFTWARE Program faarpt rdf AUDIT LOG FOR FINANCIAL SYSTEM DELETION OF LOANS Between 01 jan 2002 And 20 mar 2002 Description Of Codes Lc Loan Code Ld Approval Date Dc Debtor Code Li Interest Rate Lp Repay Period La Amount User Date Time Status Changes 26 APR 1997 LD LC 6 LD 26 APR 95 DC 2323 LI 16 25 LP 60 LA 0 09 37 08 19 MAY 1997 LC 10 LD 01 JAN 95 DC 1212 LI 8 LP 48 LA 100000 14 25 32 31 MAY 1997 LC 31 LD DC 14 LI 10 LP 12 LA 6295 16 54 34 08 JUN 1997 LC 1 LD DC 8000001 LI 10 LP 48 LA 1000 08 47 48 26 JUN 1 LC 51 LD 02 JAN 95 DC 13 LI 10 LP 48 LA 1000 14 46 20 KKKKKKKKKKK End Of Report eke kkk kk Copyright ITS Version 12 2002 4 12 Code Structure Menu Chapter 5 5 CODE STRUCTURE MENU 5 1 DEBTORTYPES FARC 1 Debtor Types may be used for classifying debtors as e g Ex student Debtors Staff Debtors x Debtors of a specific Bureau Institute etc The following fields are relevant to this screen A Type Code A4 A unique code for this type of debtor B Debtor Type Description A40 E g Ex students with Loans The use of this debtor classification facility is optional If it is not used one record must be created which will be used for all debtors e g Standard Debtor However if the Bursary Loan Staff Loans and Contact Subsystem
136. to AR CYCLE 200209 TRANSACTION TYPE 1211 STAFF LOAN DEDUCTIONS FOR ALL LOAN DEDUCTION E D s 1 A MAGNIFICUS 8000001 0010 18 JUN 2002 244 13 F001 9346 9301 STAFF CAR LOAN 1 REPAYMENT 0110 18 JUN 2002 110 80 F001 9346 9311 STAFF COMPUTER LOAN 1 REPAYMT 0120 18 JUN 2002 451 29 F001 9346 9312 STAFF COMPUTER LOAN 2 REPAYMT 2 W VAN JAARSVELD 8000002 0110 18 JUN 2002 104 17 F001 9346 9311 STAFF COMPUTER LOAN 1 REPAYMT CREDIT JOURNALS CREATED 4 910 39 GL TRANSACTIONS CREATED 4 910 39 KR KK OK END OF REPORT KK KK KK 3 8 HP PAYMENT CALCULATOR FARS 8 This option allows the user to calculate monthly instalments interest and total amount payable for a given loan amount interest and period A Amount Required N12 The total amount required by the staff member B Interest Rate N6 2 The interest rate applicable for the loan required C Payment Period Months N5 The repayment period that will be applicable for the loan Version 12 2002 Copyright ITS 3 15 Staff Loan Subsystem Chapter 3 The following three fields will be calculated by the system when you commit the record The user can not access these fields D Monthly Instalments The instalment that will be payable by the debtor for the amount required the interest rate and period E Total Amount Paid The total amount that the debtor would have paid if the instalments were paid for the full loan period F Interest Paid The total amount of interes
137. uded in the specified range D Transactions per Period FAROR1 22 x This report reflects all transactions for ALL debtors for a specified period Transactions which were generated in the CT Subsystem will be included x The report calculates the totals per period and because the two legs of a transaction could be in different periods a specific period can be out of balance but the total of the report should be in balance Copyright ITS Version 12 2002 9 3 Proposed Balancing Procedures Chapter 9 9 3 Copyright ITS E Debtors in Debit FARRI 24 x This report gives an age analysis of all debtors with debit balances It not possible to specify an up to date and users should therefore run this report at the specific time when required F Debtors in Credit FAROR14 x This report gives an age analysis of all debtors with credit balances x It is not possible to specify an up to date and users should therefore run this report at the specific time when required G Debtor GL Transaction Validation FARM 23 This report supports the balancing of the GL Control Account ensuring that the SL transactions and the GL transactions were inserted correctly BALANCING OF DAILY INPUT A Total per User Debit Balance B F Invoices Debit Adjustments Cheques CT Subsystem Credit Balance B F Credit Notes Credit Adjustments Receipts CT Subsystem Total of user input gt
138. will be updated These transactions could cause difficulty in the reconciliation process H Credit GLA A4 A8 See G above I Investment Number N10 This field will be used with the Investment Recording System see FRM 4 when the journal will effect a specific investment J Description amp GL Note 2xA30 Enter any note which should accompany the transaction to the general ledger K Value N17 2 Value of this transaction L Journal Number N12 The internal journal number generated automatically by the system This same facility is also available under options FCTO 8 Counter Subsystem FPMO 10 Procurement Management Information System FGLO 1 General Ledger Subsystem 2 14 QUERY GENERAL LEDGER FARO 24 This option provides summary and detail information concerning certain GL Allocations namely those that have previously been used in this subsystem and to which access was Version 12 2002 Copyright ITS 2 33 Operational Menu Chapter 2 allowed by the Account Category definitions in the Code Structure Subsystem The query takes into account all transactions year to date in all Financial Subsystems This is the same option as available in FGLO 8 and is described in detail in the General Ledger manual 2 15 GENERATE ACB RECEIPTS FARO 25 This option enables the user to generate ACB receipts for normal debtors inclusive of student loans All transactions up to the up to date are taken into c
139. ype A2 Enter the telephone type code E Communication Number A80 Enter the method of communication or the telephone number F Active From To DD MON YYYY Enter the date from which to this communication type is active Primary Records There are two ways to create a Primary Record e A primary record can be setup for each of the contact address or communication types by the user This can be done upon contact address or communication type creation using option GCS 24 GCS 25 and setting the primary field to Y for the contact address or communication type in question e If no primary record is created here then the last record created will become the primary record A primary record may only then be ended end date if another record exists which belongs to the same reference group Copyright ITS Version 12 2002 2 30 Operational Menu Chapter 2 Block 5 DEBTOR FINANCIAL SUMMARY FARO 21b5 This screen is not updateable by the user and is accessed as follows query a debtor by Debtor Code in Block 1 press lt PREVIOUS BLOCK gt and lt RETURN gt The following information is now displayed Debtor Code and Name Date on which this account record was created Date on which this record was last changed Date of last activity i e last transaction for this account For previous financial year Number of transactions Debit value of transactions Credit value of transactions Balance For cu

Accounts Receivable Subsystem User Manual 2002 Edition

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