INTEGRATED NATIONAL EDUCATION
INFORMATION SYSTEM
Online User's Guide


Manual Payment: Upload Excel File to Group Post

This function allows the users to Upload External File to Group Post. It can be used to create a group for posting manual chargers using a .CSV file instead of manually. It requires approval from the principal before the fees can be posted to the student's.

Setup Upload file Layout by MOE Officer

Roles Involve: MOE DS Manage Billing

This function will be used to setup the layout of the upload file.

MOE Officers: Update access to make changes to existing file layouts or create new file layouts if required.

Class Teachers: View access to verify layout before creating the upload file.

  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 SetID and MOE Layout ID fields.

  3. Click on the Search 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. Note: Make sure the required fields are not empty: Description and Short Desc.

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

    7. Description Field:

    • 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. In the Field Details 1 tab, select the fields that are required and specify the position of each field in the file using the Column#> field.

    9. Description Field:

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

    • Format: Enter the format for any applicable fields.

    • Default: Enter the default for any applicable fields.

    • Column#: Specify the position of each field in the file using the Column# field.


    Required Fields:

    • Use: ☑

    • Format: Student and With Decimal Point.

    • Default: FEE.

    • Column#: Specify the position in your desired order.


    Note: Make sure the required fields are not empty: Use, Format, Default and Column# .

    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 fields that are required and specify the position of each field in the file using the Column# field.

    10. Description Field:

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

    • Format: Enter the format for any applicable fields.

    • Separator: Enter the format for any applicable fields.

    • Default: Enter the default for any applicable fields.

    • Column#: Specify the position of each field in the file using the Column# field.


    Required Fields:

    • Use: ☑

    • Format: Student and With Decimal Point.

    • Separator: /

    • Default: FEE.

    • Column#: Specify the position in your desired order.


    Note: Make sure the required fields are not empty: Use, Format, Separator Default and Column# .

    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 as their Column#.

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

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Create Upload File in .CSV Format

Roles Involve: Class Teacher

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

  1. Open a new Excel sheet.

  2. Change the format of the fields to Text.

  3. Create on 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 it's 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

Roles Involve: Class Teacher or Finance Officer

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

  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 required External File Uploader process.

  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 process are set to Success and Posted accordingly.

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

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

  17. Click on the log file 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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Approval by the School Principal

Roles Involve: Group Approver

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

  1. Login as the School Principal.

  2. Navigate to Main Menu > Worklist.

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

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

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

  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.

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

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

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

    6. 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 the OK button next.

  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 on the Refresh button until the Run Status and Distribution Status are set to Success and 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 Involve: Class Teacher or Finance Officer

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 Account.

  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 to search for the student account.

    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 posted in that term.

  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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