Post Payment by Group Post

This function allows the users to Post Payment by Group Post. This allows to post payments for a group of students or for individual students. All transactions must be approved by the principal before they can be posted to the student's.

• Create Group for Approval
• Approval by the School Principal
• Post Group to Student's Account
• View the Posted Payments in the Student's Account

Create Group for Approval

Roles Involve: Class Teacher or Finance Officer

This function will be used to create a group with details of the student as well as the charges. This group will be sent for approval by the principal before it can be posted.

1. Login as the Class Teacher/ Finance Officer.

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

3. In the Add a New Value tab, enter the required value in the Business Unit field.

Note: Group ID is a unique running sequence number. It will be automatically generated by the system based on the last Group ID generated.

4. Click on the Add button.

5. You will be directed to the Group Entry page.

Description Field:

• Group Type: Enter the group type that describes the transactions.

• Accounting Date: Enter the accounting date for the transactions. The default value is the current system date, but you can change it if necessary.

• Origin ID: Enter an origin ID to indicate the source of the transactions. Depending on the origin ID, approval for the transactions might be required. SF Security can be placed on this field to allow individual sources (origins) to access only their groups of transactions.

• Received: Enter the date on which your office received payment or charge transactions.

• Original Group ID: This field is populated after the Reverse Groups process runs. The Reverse Group process creates a new group ID representing the transactions that were reversed, and this field will reference the original group ID.

• Entry Date: Enter the date that you are entering the transactions.

• Operator: This field displays the ID of the user who is entering transactions.

• Assign To: Reserved for future use.

• Balance Group: Select this option to require that the group be in balance before the system posts it. To determine whether a group is balanced, the system compares the number of transactions and amounts to information in the control totals fields.

• Control Total: Enter the monetary sum of the transactions in the group in the Control Total field and enter the total number of transactions in the group in the unlabelled field to the right.

• Entered Total: These fields display the monetary amount of all transactions that are entered in the batch and the count of the entries.

• Difference: These fields display the difference between the entered totals and the control totals.

• Posted Total: These fields display the monetary total, posting date, and count of the entries after the batch is posted.

• Range in DB: This field displays the range of sequence numbers within the group ID.

• Display: This field displays the range of sequence numbers that is currently displayed.

• Total in DB: This field displays the total number of transactions within the group ID.

• Edit Status: This field displays whether the batch has been edited.

• Deposit Balance: This field displays whether the batch is balanced. You must select the Balance Group check box and the batch must balance for this field to display Balanced.

• Posting Action: Select one of these values:

• Available for Posting: If no approval is required, the field contains this value.

• Do Not Post: If you are approving this posting group, select this option to hold the group for further review.

• Posted: Indicates that the group has been posted.

• Waiting for Approval: If approval is required, the field contains this value.

• Posting Status: This field displays the posting status. Possible values for this field are Balance, Complete, Error, Incomplete, Not Posted, and Reversed.

• Process Instance: This field displays the process instance number assigned by the process scheduler. This field is only populated if the posting job is not successful. To post a corrected group, you must remove the process instance number using the Reset Process Instance button on the Group Post Run Control page.




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

6. In the Group Entry tab, enter the required values in the Group Type, Accounting Date, Received, Entry Date and Origin ID fields.

Note: Group Type is used to classify the group created and Origin ID is to identify where the charges originated from.

7. In the Group Line Entry tab, enter the required values in the ID, Account Type, Item Type, Amount, Term, Ref Nbr and Item Effective Date fields.

Required Fields:

• Line Nbr (line number): This field displays the line number of the current entry. This field increments as each new entry line is added.

• ID: Enter the ID for the student that you are adding to the group.

• Balance: This field displays the current balance of the student's account.

• Account Type: Select the account type of the new entry. The description of the account type appears to the right of the field.

• Item Type: Select the item type of the new entry. The description of the item type appears to the right of the field.

• Charge Priority: The charge priority list that is attached to the selected item type (credit item types only) appears in this field. You may override this value.

• Amount: Enter the item (charge or payment) amount of the transaction.

• Use Excess Account: Select to direct payment amounts in excess of the charge to another account. Enter the target account in the field to the right.

• Restrict Payment to Account: Select to keep the entire amount of the payment in the account. Selecting this option prevents an excess payment from being transferred to an excess payment account.

• Term: Enter the term for which you want to post this transaction.

• Ref Nbr (reference number): Enter an optional reference number to track the transaction.

• Service Indicator: If this transaction is a write-off, the system populates the write-off service indicator code.

• Payment ID: Enter a payment ID in this field to reverse a payment. When you exit the field, the system populates the remaining fields on the page with the original payment information.

• Pay Method: If the payment item type is set up to be tender-specific, the tender value appears in this field. If the field is not populated, you may select a payment method (tender).

• Item Effective Date: Enter the date on which the transaction becomes active. The default value is the current date.

• Due Date: Enter an optional due date for charge transactions. If you leave this field blank, the billing program populates the field in the student's account.

• Mark For Delete: Click to select a particular row on the group entry page of the non-posted group for deletion.

• Currency Detail: Click to access the Currency Conversion page, where you can change the exchange rate type on payment item types if you changed the default currency code.

• Payment Details: Click to access the Payment Details page, where you can review details about the payment that was made. You can review the details about the payment for a payment item type, but typically, when you post a payment, you would use this page to enter data to which the payment should apply.

• Academic Information: Click to access the Academic Information page, where you can review the student's enrollment information.

• Application Information: Click to access the Application Information page, where you can review the student's application status.

• Tender Details: Click to access the Check Information page, where you can enter details about a payment by check. When entering a specific item type that is attached to a particular tender type (check or credit card), this page appears so that you can enter specific tender details. Otherwise, click the link to view the tender details.




Note: When selecting the Item Type, ensure that you select the item type according to the level of the student. E.g. If the student is a primary school student, select item types for primary school. If the student is a secondary school student, select the item types for secondary schools etc.

Note: Make sure the required fields are not empty: ID, Account Type, Item Type, Amount, Term, Ref Nbr and Item Effective Date.

8. Enter the required value in the Check Nbr field.

9. Click the '+' button to add another student record.

Note: A new row will be added. All data entered previously will be copied over. You can change the values if required. Do not add charge and payment transactions in the same group.

10. Click on the Group Entry tab.

11. In the Group Entry - Control Totals scroll, enter the required total amount entered for the group in the Control Total amount field and total number of rows entered for the group in the Control Total BND field.

12. Tick on the Balance Group checkbox.

13. Ensure that the Posting Action status is 'Waiting for Approval'.

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

15. The group have been routed to the principal for approval. Take note of the Group ID generated.

Note: Inform the principal of the Group ID generated so that they know which group needs to be approved.

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Approval by the Principal

Roles Involve: MOE DS Manage Billing

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

1. Login as the Principal.

2. Navigate to Main Menu > Worklist.

3. Look for the Group ID number to find the group.

Note: Worklist shows all the items that are pending approval.

4. Verify the data in the Group Line Entry tab.

Note: Review the data entered into the page and ensure all posting information is correct.

5. In the Group Entry page, change the Posting Action to 'Available for Posting'. Change the posting action to 'Do Not Post' if you do not wish to approve the group.

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

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Post Group to Student's Account

Roles Involve: Class Teacher or Finance Officer

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

1. Login as the Class Teacher / Finance Officer

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

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

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

4. You will be directed to the Post Transaction page.

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

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

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

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

8. Take note of the Process Instance number.

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

10. Use the Process Instance number to look for the process and click the Refresh button until the Run Status is Success and Distribution Status is Posted.

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

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View the Posted Fees in the Student's Account

Roles Involves: Class Teacher or Finance Officer / School Admin

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

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.

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

3. Click on the Search button to search for the student account.

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 transactions details posted in that term.

Note: The payments that is posted to the Customer Account will be shown.

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