Rollover Introduction

This function allows the users to understand the changes that need to be done to the function before it can be fully utilized every term or year, depending on the process. It also acts as guidance on how to make the amendments.

Each year, there are three (3) Academic Terms. Example, for the year 2019, the terms would be:

Terms No.	Months	Term
1	January, February, March	1910
2	April, May, June, July, August, September	1920
3	September, October, November	1930

Roles Involved: MOE DS Manage Billing

There are various Fee Setup items in INEIS configured for individual terms. At the beginning of each school year, these setup items need to be migrated. The following list is the pages that will affect fee calculation and contain the terms that are required to be updated:

Rollover Checklist
Rollover Master Fee Setup
Rollover Adjustment Calendars
Rollover Billing and Due Calendars
Rollover Tuition Calculation Controls
Rollover Term Fees
Rollover Tuition Groups
Rollover Scheduled Tuition Calculation Batch Process
Rollover Student Financials Item Type
Rollover Course List Fees

These pages can be found by following this navigation:

Setup Items No.	Navigation
For #1 to #6:	Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees.
For #7:	Main Menu > Student Financials > Tuition and Fees > Calculate Batch Tuition > Calculate Tuition.
For #8:	Main Menu > Set Up SACR > Product Related > Student Financials Item Types.
For #9:	Main Menu > Set up SACR > Product Related > Student Financials > Course and Class Fees > Course List Fees.

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Rollover Checklist

Based on the checklist below, MOE needs to review / update the following on a term or yearly basis.

Term Basis: The following items needs to be done before a new term begins.

Scheduled Automatic Tuition Calculation: Change the term value in the run parameter page.
Tuition Calculation Controls page: Add the new term value.
Student Financials Item Type: Add on additional item types if required.
Master Fee Setup: Review the fees and update if there is any change in fees.

Year Basis: The following items needs to be done before the following year begins.

Adjustment Calendar
Billing and due Calendar
Term Fee Setup
Tuition Group Page
Course List Fees: Review the fees and update if there is any change in fees.

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Rollover Master Fee Setup

This function is important to review and update on a yearly basis as it consists of various charge criteria for the students in a particular school. This rollover document should guide you on how to copy over the information from the previous year to the next.

Note: Changes can be made to the details in the page if necessary.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Master Fee Setup.
In the Find an Existing Value tab, enter the required value in Business Unit field and click on the Search button.
The result shows a list of Campus codes, its respective Academic Career and Academic Program. Click on the required search result. In this example, select Campus 3001.
You will be directed to the Master Fee Setup page for Campus 3001. Click on the Copy Year button.

Required Field:

Year

Fee Type

Citizenship

Frequency

Amount

Siblings: ☑

From

To

Academic Plan: ☑

Note: Make sure the required field are not empty: Year, Fee Type, Citizenship, Frequency, Amount, Siblings, From, To and Academic Plan.

A prompt box will display, enter the required values in the From Year and To Year fields and click on the OK button.

Note: Use the Magnifying Glass icon to search for the required year.

Click on the View All link to view all the existing rows of records.
The year 2016 should be added to the second row.

Note: All the information from the Year 2015 should be copied over to the Year 2016.

Click on the Save button to save the changes.

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Rollover Adjustment Calendars

This function allows the users to make adjustment calendars determine the refund schedules that had been apply to the members of a tuition group. These calendars govern how the system adjusts term and class level fees when a student withdraw or drops a class. This page is used to create schedules and fees for tuition adjustments for drops and withdrawals.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Adjustment Calendars
In the Find an Existing Value tab, enter the required value in the SetID field and click on the Search button.
The result shows a list of Adjustment Code and the Description of the codes. Click on the code (e.g. FEB).
You will be directed to Adjustment Calendars page for the month of February.
By default, the required fields has been filled. Those fields are listed below.

Description:

Description: Enter a description to identify this adjustment calendar.

Adjustment Option: Select the adjustment option for this adjustment calendar. Values are:

By Census Date: Select to adjust fees based on the census date. Use only for Higher Education Contribution Scheme (HECS) calculation. This adjustment option is not available for term fees.

By Class Length % (by class length percentage): Select to adjust fees based on the number of days that have passed out of the total number of class days scheduled.

For example, if a class is scheduled to run for 13 weeks, and a student drops the class at the end of the second week, the student would have attended slightly over 15 percent of the class length.

By Class Meeting % (by class meeting percentage): Select to adjust fees based on the number of class meetings attended out of the total number of scheduled class meetings.

By Class Meetings: Select to adjust fees based on the number of class meetings attended regardless of the total number of meetings scheduled.

By Class Start Date: Select to adjust fees based on the number of days that have passed from the class start date.

By Session Start Date: Select to adjust fees based on the number of days that have passed from the first day of the session.

By Term Start Date: Select to adjust fees based on the number of days that have passed from the first day of the term.

Adjustment Reason: Select the adjustment reason code. You might adjust fees differently depending on the reason that the student drops or withdraws.

For example, you might give a full refund to a student who has to drop for reasons beyond his control. The adjust reason is a short explanation of the difference.

Term Withdrawal: Select if this adjustment code is to be used for term withdrawal. Do not select this check box if the adjust reason is for dropped classes.

Copy Adjustment Calendar: Click to copy an adjustment calendar from one term to another.

Set Default: Select to designate an adjust reason as the default reason for both term withdrawal and dropping a class. Both term withdrawal and class drop must have one adjustment calendar defined as the default.

Term and Session: Enter the appropriate term and session information for each adjust reason.

Day From and To: If you select the adjustment options By Class Start Date, By Term Start Date, or By Session Start Date, enter the beginning (Day From) and ending point (Day To) of the time period. For both of these fields, express the number of days before the start date defined in the Adjustment Option field as a negative number.

For example, if you want a student to receive a full refund from any time before the start of a term to the day before the start of a term, enter –9999 in the From Day field and –1 in the To Day field.

Percent From and To: If you select the adjustment options By Class Length % or By Class Meeting %, enter a beginning (Percent From) and ending point (Percent To) of the range. Percent values cannot be expressed as negative numbers.

For example, if you want students to receive a full refund if they drop any time before attending at least 10 percent of the class, enter 0% in the Percent From field and 9.999% in the Percent To field.

Meeting From and Meeting To: If you select the adjustment option By Class Meetings, enter a beginning (Meeting From) and ending (Meeting To) class session.

For example, if you want students to receive a full refund if they drop any time before attending the third class session, enter 0 in the Meeting From field and 2 in the Meeting To field.

Refund Percent: Enter the percent of fees charged that you want the student to receive as a refund.

Administrative Fee Setup: Click to define any administrative fees that are associated with the adjustment period.

Required Field:

Description

Adjustment Option

Adjust Reason

Term

Term Withdrawal: ☑

Set Default: ☑

Note: Make sure the required field are not empty: Description, Adjustment Option, Adjust Reason, Term Withdrawal, Set Default and Term.

Click on the View All link to view all the Adjust Reason records.
You should be able to see another row of Adjust Reason.
Click on the Copy Adjustment Calendar button to copy this particular adjustment calendar to a new term or session.
A prompt box called Enter From and To Term / Session appears to capture the details.

Note: All the current details will be copied exactly over to the new term.

In the From Term field, enter the required term. Example, 1510 for Year 2015 Term 1. In the To Term field, enter the required term. Example, 1610 for Year 2016 Term 1. Then click on the OK button to add the new entry.
Another row will be added and the details from the term 1510 will be automatically copied over to the new row for 1610.
Repeat the same steps for the next Adjust Reason value using the Copy Adjustment Calendar button.
Click on the Save button to save the changes.

Note: The logic behind the timeline is similar to the Billing and Due Calendars.

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Rollover Billing and Due Calendars

This function allows the users to use and create schedules to determine the amount of fees due, the billing and due dates. Billing and due date calendars are associated with tuition calculation and are used to determine the percentage of specific fees due to be paid by a particular time. A due date calendar is required.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Billing and Due Calendars.
In the Find an Existing Value tab, enter the required value in the SetID field and click on the Search button.
The result shows a list of Due Date codes and the Description of the codes. There are 11 enlisted codes, each represents the month in the Academic Terms. The steps below need to be repeated for each code.

Note: The due date codes are arranged alphabetically; therefore it should start with April and ends with September.

Click on first code (e.g. April). You will be directed to the Billing and Due Calendars page for the month of April.
Click on the Copy Billing and Due Calendar button to copy this billing and due calendar to a new term or session.

Description:

Pivot Date: Select a pivot date for this calendar. Student Financials uses the pivot date as the starting place to calculate due dates or billing dates. The system counts the billing dates and due dates - either back in time or forward in time - from the pivot date that you select. Select from:

Admit Term Start Date: Select to use as the pivot date the first day of the term that the student is admitted. This option pertains to application fee processing only.

Application Date: Select to use as the pivot date the date that the application is filed. This option pertains to application fee processing only.

Class Start Date: Select to use as the pivot date the first day of the class.

Session Start Date: Select to use as the pivot date the first day of the session.

Term start date: Select to use as the pivot date the first day of the term.

Copy Billing and Due Calendar: Click to copy this billing and due calendar to a new term or session.

Term: Enter the term for this billing and due calendar.

Session: If you are defining a billing and due calendar for a session within a term, or you want to use the session start date as the pivot date, specify the session.

From Day and To Day: Enter the first and last day that you assess fees. Express the number of days before the pivot date as a negative number, and the number of days after the pivot date as a positive number.

Due % (due percent): Define the percentage of the fee that's due for the respective assessment period.

Due Date Calc (due date calculation): Use this field to determine how the system calculates the due date for a given fee assessment period. Select from:

Days from Pivot Date: Select to calculate the due date based on the pivot date.

Days from Run Date: Select to calculate the due date based on the day that you assessed fees.

No Date Calculated: Select to disable the calculation of a due date.

Days: Enter the number of days from the pivot date or run date that the fees are due. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If you select No Date Calculated in the Due Date Calc field, the Days field becomes unavailable.

Billing Date Calc (billing date calculation): Use this field to determine how the system calculates the billing date for a given fee assessment period. Select from:

Days from Due Date: Select to calculate the billing date based on the calculated due date.

Days from Pivot Date: Select to calculate the billing date based on the pivot date.

Days from Run Date: Select to calculate the billing date based on the day that you assessed fees.

No Date Calculated: Select to disable the calculation of a billing date.

Days: Enter the number of days from the due date, pivot date, or run date that the system produces a bill. Enter a negative number to indicate days before the respective date; enter a positive number to indicate days after the respective date. If you select No Date Calculated in the Billing Date Calc field, the Days field becomes unavailable.

Required Fields:

Description

Pivot Date

Term

From Day

To Day

Due %

Due Date Calc

Days

Note: Make sure the required field are not empty: Description, Pivot Date, Term, From Day, To Day, Due, Due Date Calc and Days.

A prompt box called From Term and To Term / Session will appear to capture the details. Enter the required values in the From Term and To Term and click OK button.

Required Fields:

From Term: Enter the current term.

To Term: Enter the required term.

Note: Click on the OK button to add the new entry. Another row will be added.

Once the data has been copied, change the dates according to the New Year's calendar. The following illustrations will explain further how this calculation is made using the information filled in the grid.
View the screen shot here to view how the calculation works:

Note: Since students have 30 days to pay the fees posted for each month, the system will set the due date of all charges posted before the 30th of the month to 30th of the month. All charges posted after the 30th will be due immediately. Charge is posted every 1st of the month.

For Line 1

Term Start Date for 1520 is 13th March 2015

The charge date is every 1st of the month; in this case it is 1st April 2015 which is 18 days away from the term start date, 13th March 2015. Therefore, Component B will be 18 days.

If fees is calculated before the first of the month, due date for that month is 30th of the month cause the charge date is 1st of the month. Therefore, value of Component C will be 30 + 18 days = 48 days.

For Line 2

If fees is calculated any time after the 30th of the month, the fees will be due on that day itself.

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Rollover Tuition Calculation Controls

This function allows the users to setup the tuition calculation controls and determine the academic careers that are eligible for tuition and fee calculation for each term. It defines parameters, rules, errors and warnings used for tuition calculation.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Calculation Controls.
In the Find an Existing Value tab, enter the required value in the SetID field and click on the Search button.
You will be directed to the Tuition Calculation Controls page.

Description:

Term: Select the term to which these controls apply.

Term Wash Period: The term wash period indicates the number of days that a student can drop and add classes of equal value (wash) without penalty. This is not the same as a drop/add period in which students are allowed to make any changes. The term wash period typically extends beyond the normal drop/add period to accommodate students who must make changes to their enrollment.

Transaction Wash Period: Enter a number of days for a transaction wash period. The transaction wash period allows students a period of time in which to complete a wash transaction. That is, the student does not need to drop and add the wash classes at the same time. Rather, as long as the replacement class or classes are added within the transaction wash period, no penalty is incurred. If the drop and add take place outside both the term wash and transaction wash periods, the student is charged the prorated amount of the dropped class and the full amount of the added class.

Auto Calculate Tuition: Select to automatically calculate tuition whenever you inquire on a student's account. This feature enables you to see the most up-to-date tuition information without having to run a separate tuition calculation.

Auto Calculate Self Service: Select to automatically calculate tuition for a particular term in self-service. If you select the check box, a student using self-service can see the most up-to-date tuition information without you having to run a separate tuition calculation.

Auto Calculate Waivers: Select to automatically calculate student waivers whenever tuition is calculated. If you select this option, Student Financials calculates a student's tuition first, and then automatically applies all tuition waivers against the student's final tuition amount. If you do not select this option, the system does not calculate or post tuition waivers, so you must calculate and post waivers in background processing.

Required Fields:

Academic Career

Term

Auto Calculate Waivers

Note: Make sure the required field are not empty: Academic Career, Term and Auto Calculate Waivers.

Click on the View All link to see the set values for other Academic Careers. There should be a list of Academic Careers: Pre-school, Sixth Form, Primary School, Secondary School and Sports School.
In the Term Controls section, click on the (+) button to add another row.
Another row will be added as seen in the row number “2 of 2”. In the Term field, enter the required term value (e.g. 1510 > 1520 or 1620 > 1630).

Note:

Untick the ‘Auto Calculate Tuition’ checkbox.

Tick the ‘Auto Calculate Waivers’ checkbox.

Repeat the steps for all relevant Academic Careers.
Click on the Save button to save the changes.

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Rollover Term Fees

This function allows the users to standardize the major fees include: School Fees, School Fund, Hostel Fee, Transport Fee and Exam Fees.

Term fees page would help define term fee codes to link to tuition groups. There should be 75 codes to define term fees for each fee type and for each month. If the code defines Transport Fee for sixth form schools in the month of January, the code should be 6TRN1.

Roles Involved:M OE DS Manage Billing

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Term Fees.
In the Find an Existing Value tab, enter the required field in the SetID field and click on the Search button.
Select the relevant search result.
You will be directed to the Term Fees page.

Description:

Delete Term Fee: Click to delete the term fee.

Charge By: Specify how the fee code calculates fees. Values are:

Class: Select to reflect charges for the particular term fee that is relative to each class in the student's account information. The system automatically makes available the information that is necessary to use course lists with third-party contracts.

Session: Select to sum charges for all classes that are taken within a particular session in the student's account information.

Term: Select to sum charges for all classes that are taken with a particular term in the student's account information.

Use: Select the basis for calculating the fee. Values are:

Anti Units (anticipated units): Select to calculate fees based on the number of units in which students typically enroll within a certain academic program.

Bill Units: Select to charge fees based on the actual number of units in which the student is enrolled versus anticipated units.

Use Anticipated Units if enrollment exists: Select to calculate fees based on anticipated units even if actual enrollment information is available. If you do not select this check box and you are calculating fees using anticipated units, the system uses actual enrollment information when it is available.

Fee Class: Select a fee class to use for reporting purposes.

Required Fields:

Description

Long Description

Charge By

Use

Fee Class

Note: Make sure the required field are not empty: Description, Long Description, Charge By, Use and Fee Class.

Note: The Status of the Term Fee has to be set to Active before it can be used for any billing processes. You cannot delete a term fee that is in use by an active tuition group.

Description of Term Fee Codes tab and Term Fees tab.

Term Fee Codes tab: The most generalized method of establishing rates for tuition and fees.

Term Fees tab: Term / Session section allows you to set the correct term and session for the type of fee in that particular month.

Steps to rollover:

Click on the Copy Term Fee button.
A prompt Enter From and To Term box will appear.
In the From Term field, enter the current term. Example, 1510 for Year 2015 Term 1.
In the To Term field, enter the required term. Example, 1610 for Year 2016 Term 1.

Note: In a term, the first two characters represent the year and the next two represent the term number. 1510 is 2015 term 1. If you are copying data from 1510, for the To Term, change only the year portion (i.e.15 to 16) to represent progression to next year. Ensure that the term number portion remains the same.

Click on the OK button to add the new entry. Another row will be added and the details from the term 1510 will be automatically copied over to the new row for 1610.
Click on the Save button to save the changes.

Note: When a new term is set, the information from the previous term is copied over to all the tabs in the page; Term Sub Fee Codes, Term Sub Fees and Term Fee Residency.

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Rollover Tuition Groups

This function allows the users to enable the tuition group to combine large groups of students who are charged, generally, the same set of fees under the same rules. Within the tuition group definitions, you use adjustment codes, term fee, course list, and waiver definitions to fine-tune chargers and adjustments (refund rules) so that students received the correct chargers for their unique situations.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Tuition and Fees > Tuition Groups.
In the Find an Existing Value tab, enter the required value in the Business Unit field and click on the Search button.
The result shows a list of Adjustment codes and the Description of the codes.
You will be directed to Tuition Groups, under Definition tab.

Description:

Priority: If a group of students cannot be categorized into one tuition group, you must define the preferred tuition group with a higher priority.

Transaction Fee Code: Select an optional transaction fee code.

Tuition Calculation Group: Clear this check box if you do not want to use this tuition group for actual tuition calculation.

Fin Aid Calculation Group (financial aid calculation group): Select to enable this definition to be used for calculating projected fees for financial aid budgets.

Lock In Flag: Select to lock in a minimum amount of tuition for the group at a specified point in the term.

Required Fields:

Effective Date: 01/01/1901

Description

Priority

Tuition Calculation Group: ☑

Note: Make sure the required field are not empty: Effective Date, Description, Priority and Tuition Calculation Group.

Click on the Criteria tab to set the criteria for Secondary schools.

Description:

Criteria / Equation: Select the criteria to select students for inclusion in the tuition group. You must attach at least one criteria code.

Priority: When you use more than one criteria code, connect them with an OR operator and provide a priority rating.

Required Fields:

Criteria / Equation

Priority

Note: Make sure the required field are not empty: Criteria / Equation and Priority.

Click on the Term Fees tab to set the term fees for Secondary schools.

Description:

Fee Code: Enter the term fee code that you want to link to this tuition group. You must link at least one term fee code, but you can add as many term fee codes as necessary to cover fees for all members of the tuition group.

Description: The term fee description appears in this field.

Include in Pro-rata Calc (include in pro rata calculation): Select to include the term fee in a pro rata refund calculation in the event that the student withdraws.

Include in Withdrawal Calc (include in withdrawal calculation): Select to include the term fee in a withdrawal calculation if the student withdraws.

Lock In Calc (lock in calculation): Select to lock in charges for this term fee at a specified point in the term. This option is available only if the Lock in Calc check box has been selected on the Definition page.

Residency Calc (residency calculation): Select to include the term fee in tuition residency calculation.

Waivers: Click to define waivers that are specific to one term fee.

Required Fields:

Criteria / Equation

Priority

Note: For the Fee Code - Enter the term fee code that you want to link to this tuition group. You must link at least one term fee code, but you can add as many term fee codes as necessary to cover fees for all members of the tuition group..

Note: Make sure the required field are not empty: Fee Code.

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Rollover Scheduled Tuition Calculation Batch Process

This function allows the users to Schedule Tuition Calculation Batch Process (Tuition for Multiple Students) to run automatically on a daily basis. You can calculate tuition for multiple students using a batch process. You can define this process so that it automatically calculates tuition at times when processing demands are low.

Note: This process should only be run by the designated batch account and not your own account.

Roles Involved: MOE DS Manage Billing

Navigate to Main Menu > Student Financials > Tuition and Fees > Calculate Tuition.
Click on the Search button. The following search results are shown.
Take note of the following 4 Run Control IDs:

MOE_TUIT_CAL_PRIM: This run control id is for Primary school tuition calculation.

MOE_TUIT_CAL_SECS: This run control id is for Secondary school tuition calculation.

MOE_TUIT_CAL_SPRT: This run control id is for Sports school tuition calculation.

MOE_TUIT_CAL_PREU: This run control id is for Pre-U school tuition calculation.

Select any 4 from the above Run Control ID. In this example, we select the run control id for primary school MOE_TUIT_CAL_PRIM.
You will be directed to the Primary school tuition calculation run control parameter page.

Description:

Business Unit: Enter the business unit for which you are calculating the tuition. In this case, enter MOE01.

Run Option: Enter the appropriate run option. Values are:

Calc and Post Tuition, Waivers: (calculate and post tuition, waivers): Calculates and posts tuition and fee waivers for all students who meet the criteria that you select on this page.

Calculate Tuition only: Calculates but does not post tuition for all students who meet the criteria that you select on this page. This option does not calculate or post waivers.

Calculate Waivers only: Calculates but does not post waivers for all students who meet the criteria that you select on this page. This option does not calculate or post tuition.

Calculate and Post Tuition: Calculates and posts tuition only for all students who meet the criteria that you select on this page.

Calculate and Post Waivers: Calculates and posts fee waivers only for all students who meet the criteria that you select on this page.

Post Tuition only: Posts tuition that you have already calculated.

Post Waivers only: Posts waivers that you have already calculated.

Select Option: Select how students should be selected for tuition calculation. Values are:

All students: Calculates tuition for all students, regardless of when their tuition was last calculated.

Required Only: Calculates tuition for students who meet the criteria in the page and for whom the tuition calculation required check box is set to yes.

Use Tuition Calc Controls: Select to run the batch tuition calculation process for the academic careers and terms that you identified in the Tuition Calculation Controls page.

Display Details: Click to review the Fees After Calculation (Batch) page.

Display Messages: Click to review the Fee Calculation Messages (Batch) page.

Academic Career: Enter an optional academic career for which you want to calculate tuition and fees. Leave this field blank to calculate tuition for all careers that are limited by your run option, and select option settings.

Term: Enter the term for which you want to calculate tuition and fees.

Academic Program: Enter an optional academic program for which you want to calculate tuition and fees. Leave this field blank to calculate tuition and fees for all eligible students in all academic programs that are limited by your run option, and select option settings.

Required Fields:

Business Unit

Academic Career

Term

Note: Notice the Term field displays '1510'. For subsequent terms, you will need to update this field to reflect the current term (e.g. change this to 1520 if the current term is 1520) and click on the Save button.

Note: Make sure the required field are not empty: Business Unit, Academic Career and Term.

Repeat the above steps for other academic careers to change the Term field in the run control ids shown in #4 to reflect the current term information.

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Rollover Student Financials Item Type

This function allows the users to define the various item type codes to select for when issuing a charge or payment in Group Post. MOE will need to review the existing item types and add on additional if required on a term basis.

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set Up SACR > Product Related > Student Financials > Item Types > Item Types.
In the Find an Existing Value tab, enter the required value in the Business Unit field. Click on the Search button. The System displays a list of item types existing in the System. The Item Type Code classifies the type of item, whether is it used for Charge, Payment, Waiver, Refund, Write-off.
If there is a need to add on new item types, click on ‘Add a New Value’ tab to add a new item type. Specify the Item Type Code.

Please click on this link to see the document: ITEM TYPES

In this document, the Classification tab displays columns ‘Item Type From’ and ‘Item Type To’, these columns specify the range of Item Type serial number for each Usage (e.g. Primary Fees, Secondary Fees, and Waiver) and the Classification (e.g. Charge, Payment). Depending on the latest serial number assigned to the item type, the newly added item code should be the next running number within the specified Item Type range.

Specify the Item Type serial number and click on Add button.
Using existing item types as a reference, update the relevant fields in all tabs and click on Save button to save the changes.

Description:

Keywords: Select up to three keywords that you want to link to the item type.

Tuition Deposit: Select if the item type is for a tuition deposit. This check box is active only when the Deposit item type classification is selected.

GL Interface Required: If you select this check box, you must complete the GL Interface page of this component to save the item type. You must define both a debit and credit side for the item type, the GL Pct (general ledger percent) must add up to 100 percent for all accounts on each side, and all of the required fields on the GL Interface page must be populated. If you select this check box, the Course Class Specific check box and Accounting Date Options group box also become available.

Course Class Specific: Select if you want to override the GL Interface defined for this item type and use one that is defined specifically for certain courses or classes. When you select this check box, the GL Interface defined for the item type is overridden if you define an interface at the course or class level only and select the Track Class Pricing check box on the related term fee setup.

Accounting Date Control: Select the accounting date of the item type. Values are:

Accounting Date: Select this value to use the accounting date that is set up on the Accounting Dates page.

Item Effective Date: Select to use the effective date of the transaction (item) as the accounting date.

Maximum (Accounting Dt, Run Dt): Select this value to use the date that is the greater of these two dates—the accounting date and the run date, which is the GL Interface process date.

Maximum (Term Start Dt, Run Dt): Select to make the system use the more recent of term start date or run date as the accounting date. This option is useful to prevent complications resulting from accounting periods that have already been closed.

Run Date: Select to use the GL Interface process date as the accounting date. This is the default value for this field.

Term Start Date: Select to use the beginning of the term as the accounting date.

Accounting Date ID: This field is available and required only when the value in the Accounting Date Control field is Accounting Date or Maximum (Accounting Dt, Run Dt). Use this field to assign an accounting date ID to an item type to designate the specific date to be used for Accounting Line transactions.

Classification: Select the appropriate classification for this item type. Your choice determines the fields that are available to you on the Miscellaneous Edits page, and indicates to the system whether the item type is a charge or credit entry.

Application Fee: Select if you are defining an item type used for an application fee. Application Fee transactions result in a charge on the student's account.

Billing: Reserved for future use.

Charge: Select if you are defining a charge item type.

Contributor Relations: Select if you are defining a contributor relations item type. Typically, the Contributor Relations staff define contributor relations item types.

Deposit: Select if you are defining a deposit item type. If the deposit classification is selected, a Tuition Deposit check box is also activated. If this item type is used for a tuition deposit, both the Deposit classification and the Tuition Deposit check box must be selected. Deposit and Tuition Deposit transactions result in a credit on the student's account.

Financial Aid: Select if you are defining a financial aid item type. Financial Aid transactions result in a credit (payment) on the student's account.

GL Interface Only: Reserved for future use.

Interest: Select if you are defining an item type for interest charges for payment plans. Interest transactions result in a charge on the student's account.

Payment: Select if you are defining a payment item type. Payment transactions result in a credit (payment) on the student's account.

Pay Plan Credit: Reserved for future use.

Pre-Paid Tuition: Reserved for future use.

Transfers: Reserved for future use.

Refund: Select if you are defining an item type used for an overpayment refund. Refund transactions result in a charge on the student's account.

Waiver: Select if you are defining an item type used for waivers. Waiver transactions result in a credit (payment) on the student's account.

Withholding: Select if you are defining an item type for tax withholding. Withholding transactions result in a charge on the student's account.

Write-off: Select if you are defining an item type used for bad debt write-off. Write-off transactions result in a credit on the student's account.

Required Fields:

Effective Date

Status

Description

Short Desc

Keywords

Classification

Note: Make sure the required field are not empty: Effective Date, Status, Description, Short Desc, Keywords and Classification.

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Rollover Course List Fees

"This function allows the users to create fees for all courses within a given course list. Currently, only exam fees pertaining to Secondary and 6th Form for IGCSE/O Level/A Level/AS Level theory and practical paper are configured in the system for all terms in 2016.

Moving forward next year 2017, MOE will need to configure this course list fees for the year 2017 and for all the terms."

Roles Involved: MOE DS Manage Billing

Steps to rollover:

Navigate to Main Menu > Set up SACR > Product Related > Student Financials > Course and Class Fees > Course List Fees.
In the Find an Existing Value tab, enter the required value in the Business Unit field. Click on the Search button. The System displays a list of Course List and its relevant fees.
For a new upcoming year (e.g. 2016), all the Term values must be changed for all existing course lists. For example, click on Course List (000000001), change the Term value ‘1540’ to ‘1640’ for year 2016, term 4.

Description:

Copy Course List Fee: Click to copy a course list fee definition from one term to another.

Term: Enter the term in which the fee is charged.

Session: Select the session in which the fee is charged.

Charge Method: Select the charge method. Values are:

Always: The fee is charged in addition to term fees.

Not included in term tuition: The course is excluded from the term fee calculation and the course fee becomes the total cost of the class.

Charge for Wait Listed Class: Select to charge the course fee to a wait listed student.

Audit Rate Specified: Select to define a unique rate for audited courses. If you clear this check box, the system charges the regular rate to students auditing the course.

Include in Pro-rata: Select to include the course fee in pro rata refund calculations.

Include in Other Withdrawal: Select to include this fee in other withdrawal calculations. This selection is optional.

Account Type: Enter the account type to which you want the course list fee posted.

Fee Trigger: To apply the course list fee to specific students, select either the Use Criteria option or the Use Equation option, and then select the predefined criteria or equation from the lookup. If you leave this field blank, the system charges the fee to all students who take the courses.

Course Rate ID: Enter an optional course rate ID to control the application of the course list fee using student characteristics. This field is available only if the Equation field is blank and the Amount/Unit and Flat Amount fields have a value of 0.00.

Amount/Unit: Enter the amount charge per unit.

Amount/Unit (Audit): Enter the amount to charge per unit for audited classes.

Minimum Amount: Enter an optional minimum amount for the course list sub fee.

Adjustment Code: Enter the adjustment code (calendar) to associate with this course list sub fee.

Waiver Group: Enter an optional waiver group that can offset course list sub fee charges.

Fee Amt Equation (fee amount equation): Enter an optional equation.

Flat Amount: Enter a flat amount to charge regardless of units taken.

Flat Amount (Audit): Enter a flat amount to charge for audited classes regardless of units taken.

Maximum Amount: Enter an optional maximum amount for the course list sub fee.

Due Date Code: Enter the due date code (calendar) to associate with this course list sub fee.

Exclude HECS Students: Select so that students are not charged twice for the same class if they are under multiple loan programs.

Required Fields:

Term

Charge Method

Include in Pro-rata

Include in other Withdrawal

Account Type

Item Type

Adjustment Code

Note: Make sure the required field are not empty: Term, Charge Method, Include in Pro-rata, Include in other Withdrawal, Account Type, Item Type and Adjustment Code.

Click on the page 1 of 4 arrow to view other term and change the value of the term field to reflect term ‘16XX’ for the year 2016. All term values must be changed to reflect the New Year.

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