INTEGRATED NATIONAL EDUCATION
INFORMATION SYSTEM
Online User's Guide


Manual Charge: Upload Excel File to Group Post

This function allows the users to create Group for posting manual chargers by the Class Teacher or School Finance Officer using a .CSV file instead of manually. This function requires Approval from the School Principal before the fees can be posted to the student's account.

Setup Upload file Layout by MOE Officer

This function will be used to setup the layout of the upload file. The MOE (Finance) will update access to make changes to existing file layouts or create new file layouts if required.

Roles Involved: MOE DS Manage Billing

  1. Navigate to Main Menu > Setup SACR > Product Related > Student Financials > Charges and Payments > MOE External File Layout.

  2. In the Add a New Value tab, enter the required values in the Set ID and MOE Layout ID fields.

  3. Click on the Add button.

  4. You will be directed to the MOE External File Layout page.

  5. In the File Layout tab, enter the required values in the Description and Short Desc fields.

    6. Description:

    • Description: Description of the File Layout.

    • Short Desc: A short description of the File Layout.


    Note: Make sure the required fields are not empty: Description and Short Desc.

  6. In the Header and Trailer gridbox, select the Header Row checkbox and Trailer Row checkbox if required in the upload file.

    7. Description:

    • Header Row: Select to indicate to the system to look for information in the header position or both.

    • Trailer Row: Select to indicate to the system to look for information in the trailer position, or both.


    Note: Make sure the required fields are not empty: Header Row and Trailer Row.

  7. In the File Format gridbox, select "Delimited" in the File Type field, select "Comma" in the Field Delimiter field and select " " " in the Field Qualifier field.

    8. Required Field:

    • File Type: Comma

    • File Delimiter: Field Delimiter

    • Field Qualifier: "


    Note: Make sure the required fields are not empty: File Type, File Delimiter and Field Qualifier.

  8. In the Field Details 1 tab, tick the fields that are required in the upload file. Also specify the position of each field in the file using the Column Number field.

    9. Description:

    • Use: To activate a field, select the Use check box next to it. The Customer ID, Account Type, Amount, and Item Type fields are required.

    • Format: Enter the format for any applicable fields.

    • Default: Enter the default for any applicable fields.

    • Column#: Enter the column number.


    Required Field:

    • Customer ID: Student

    • Account Type: FEE

    • Amount: With Decimal Point

    • Reference Nbr: ☑


    Note: Make sure the required fields are not empty: File Type, File Delimiter and Field Qualifier.

    Note: You can Default certain fields if their value is fixed however you still need to tick the checkbox next to them. These fields will not be required in the upload file.

  9. In the Field Details 2 tab, select the required field in the upload file. Specify the position of each field in the file using the Column Number field.

    10. Description:

    • Use: To activate a field, select the Use check box next to it. The Term, Item Effective Date, and Due Date fields are required.

    • Format: Enter the format for any applicable fields.

    • Separator: Enter the separator for any applicable fields.

    • Default: Enter the default for any applicable fields.

    • Column#: Enter the column number.


    Required Field:

    • Term: ☑

    • Item Effective Date: ☑

    • Due Date: ☑


    Note: Make sure the required fields are not empty: Term, Item Effective Date and Due Date.

    Note: Specify the Format and Separator for both dates and enter any default values if required. Enter the Column # accordingly.

  10. In the Control Totals tab, if Header and Trailer is checked in the first tab, specify which fields will be entered in the header row and trailer row. Check the fields that are required, specify their position in the file as well their column number.

    11. Description:

    • Use: To activate a field, select the Use check box next to it. The Term, Item Effective Date, and Due Date fields are required.

    • Format: Enter the format for any applicable fields.

    • Default: Enter the default for any applicable fields.

    • Column#: Enter the column number.


    Required Field:

    • Origin ID


    Note: Make sure the required fields are not empty: Origin ID.

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Create Upload File in .CSV Format

Teachers will refer to the File Layout setup by MOE to create their upload files or download the Billing (Charge) Template from here. This function can then be used to upload the Charges in the system and create a group for posting. The group will be automatically sent for approval.

Roles Involved: Class Teacher or School Finance Officer

  1. Open a new Excel sheet.

  2. Change the format of the fields to Text.

  3. Create the upload file according to the File Layout page.

    4. Note: Refer to the File Layout using the page Main Menu > Setup SACR > Product Related > Student Financials > Charges and Payments > MOE External File Layout. Also take note of the fields that are checked and its respective column number. Follow the column number when creating the upload file.

  4. Save the file as .CSV format.

    5. Note: Any changes to the after it has been saved should be done using Notepad only.

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Upload .CSV File

This function will be used to upload the file created in the system.

Roles Involved: Class Teacher or School Finance Officer

  1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > MOE External File Upload

  2. Click on the Add a New Value tab.

  3. Enter the required value in the Run Control ID field.

  4. Click on the Add button.

  5. You will be directed to MOE External File Upload page.

  6. Enter the required values in the Business Unit, Group Type and MOE Layout ID fields.

    7. Note: Ensure that the MOE Layout ID is the same as that used to create the upload file.

  7. Select the Balance the Group checkbox.

  8. Click on the Upload File button to attach the .CSV file.

    9. Note: Click on the Browse button to search for the file. Select the file and click on the Open button. Then Upload the file.

  9. Click on the Run button to start the process.

  10. In the User Scheduler Request page, select the External File Uploader checkbox.

  11. Click on the OK button.

  12. You will be directed back to the MOE External File Upload page. Take note of the Process Instance number.

  13. Click on the Process Monitor link.

  14. Click on the Refresh button until the Run Status and Distribution Status are set to Success and Posted accordingly.

  15. Click on the Details link and it will direct back to Process Details page.

  16. Click on the View Log/Trace link to go to the View Log/Trace page.

  17. Click on the External_File_Upload_3085.log link in the File List section. Verify the information in the summary log. Any errors encountered during the process will be mentioned in the log file. The group will only contain rows that went through successfully. Correct the errors and create a new upload file for all rows that has errors.

  18. Take note of the new Group ID in the report generated. The group has automatically been sent for approval.

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Review the Uploaded File in the Create Group Data Entries

Go back to the Create Group Date Entries page again to review the group created, which will be sent for approval.

Roles Involved: Class Teacher or School Finance Officer

  1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Create Group Data Entries.

  2. In the Find an Existing Value tab, enter the required values in the Business Unit and Group ID fields.

  3. Click on the Search button.

  4. You will be directed to the Create Group Data Entries page.

  5. Verify the information. All rows in the file should have been uploaded on the Create Group Data Entries Page. The Group has also been automatically routed for approval.

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Approval by the School Principal

This function will be used by the Principal to approve/ deny the group after it has been created.

Roles Involved: Group Post Approver

  1. Navigate to Main Menu > Worklist.

  2. Search and click on the new Group ID from the Link column.

  3. Verify the information in the Group Entry and Group Line Entry tabs.

  4. To approve the group, select 'Available for Posting' from the Posting Action drop-down menu.

  5. Click on the Save button to save the changes.

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Post Group to Student's Account

This function allows the Class Teacher/ Finance Officer to post the group once it is approved by the school Principal.

Roles Involved: Class Teacher or School Finance Officer

  1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Post Transactions.

  2. In the Add a New Value tab, enter the required value in the Run Control ID field and click on the Add button.

    3. Note: Any value can be entered as the Run Control ID and can be retrieved later.

  3. You will be directed to the Post Transactions page.

  4. Enter the required values in the Business Unit, Group Type, Starting Group ID and Ending Group ID fields.

    5. Note: Ensure that the Group Type is the same as the Group Type of the Group created.

  5. Click on the Run button and user will be directed to the Process Scheduler Request page.

  6. Select the 'Group Posting Process' and click on the OK button.

  7. Take note of the Process Instance number.

  8. Click on the Process Monitor link and user will be directed to the Process Monitor page.

  9. Click the Refresh button until the Run Status is Success and Distribution Status is Posted.

  10. Once the process has completed, check for the status of the group in the Create Group Data Entries page.

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Review Posted Group

Roles Involved: Class Teacher or School Finance Officer

  1. Navigate to Main Menu > Student Financials > Charges and Payments > Group Processing > Create Group Data Entries.

  2. In the Find an Existing Value tab, enter the required values in the Business Unit and Group ID fields.

    3. Note: The magnifying glass can be used to search for the Group ID.

  3. Click on the Search button.

  4. Ensure that the Posting Action is Posted and there are no errors on the page. Fees have been successfully posted to the student's account.

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View the Posted Fees in the Student's Account

Once the fees is posted, the Class Teacher can verify the fees posted to the student account.

Roles Involved: Class Teacher or School Finance Officer or School Admin - Billing

  1. Navigate to Main Menu > Student Financials > View Customer Accounts.

  2. In the Find an Existing Value tab, enter the required values in the Business Unit and Student ID fields.

    3. Note: The magnifying glass can be used to search for the student.

  3. Click on the Search button.

    4. Note: The Customer Account will display all charges and payments posted in the student's account.

  4. Click on the Account Details link to view the details of the transactions.

  5. Click on the Item Details link to view the details of the transaction.

  6. The fees that is charged to the student will be shown.

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