Purpose

To record the Account Codes used to receive Fee Revenue, and those used to receive Disbursed Income.

SubSystem

Finance

Account Codes are recorded in Callista against invoices and credit notes relating to Fee Assessment, and are also used in processes to disburse income. Transactions originating in the Student Finance Subsystem are posted to general ledger accounts with the same codes in the institution's external Financial System.

The Account Codes specific to a Financial Reporting Period, which are recorded in this form, are those used to receive –

• Revenue from Student Fees. These accounts are assigned to Fee Types in the form FINF2110
• Tax levied on Fees. For those Fees that are taxable, Tax Accounts are also assigned to Fee Types in the form FINF2110.
• Income from Fees as a result of disbursement. These accounts are recorded against budget centres (Organisational Units) using either the Maintain Disbursement Accounts form (FINF7100) or the Maintain Account Classifications form (FINF1H00).

(In addition, for those institutions that record Scholarship Accounts, Account Codes can be set up for use in paying stipends to postgraduate students via an external payroll system.)

For example, revenue accounts might be set up for particular Fees (e.g. Student Contribution Amount). For each Fee, there may be an account for current year revenue and a second account for revenue relating to the upcoming year. Taxable Fees (e.g. general service or amenities Fees) will also be allocated a Tax Account.

Disbursement accounts may be set up for faculties and teaching departments to receive disbursed income from Fees. Tax amounts are not disbursed.

The Financial Period block contains:

• Calendar Type
• Start Date
• End Date
• Calendar Status

The Account block contains:

• Account Code
• System Account Type
• System Account Status
• Description

  Buttons

  • Org Units (overlay - Organisational Unit Account)
    • Organisational Unit Code
    • Description
    • Organisational Type
    • Member Type
    • Organisational Status
    • Classification Code
    • Back button
  • Fee Types (overlay - Fee Type Account)
    • Fee Type
    • Fee Calendar
    • Start Date
    • End Date
    • System Fee Type
    • Fee Trigger Category
    • FTCI Status
    • Back button

Rule/Notes:

The Financial Period block operates in query mode only.

Select the Financial Period against which Accounts Codes are to be recorded, or to view existing accounts for the period.

Records presented in this block are active or planned instances of Calendar Types with a System defined Calendar Category of FINANCIAL.

Use the Account block to record, for each Financial Period, those Account Codes needed for

• Posting Fee Type transactions, with a System Account Type of REVENUE
• Posting tax amounts for Fee Types with a System Account Type of TAX (these Fees will also have a revenue account recorded)
• Receiving disbursed income, with a System Account Type of DSBRSMNT.

Buttons display for existing accounts –

• With a REVENUE or TAX Account Type: the Fee Types button accesses a list of all Fees associated with the account in Fee Periods subordinate to the Financial Period (as recorded in FINF2110, accessed via the Maintain Fee Types Form, FINF2100).
• With a DISBURSEMENT Account Type: the Org Units button accesses a list of all Organisational Units associated with this account in the Financial Period (as recorded in Maintain Disbursement Accounts, FINF7100 or Maintain Account Classifications, FINF1H00).

Both these overlay blocks are display only.

Rules/Notes:

For successful finance interface processing, ensure that all Account Codes recorded in this form match accounts existing in the external financial system.

Account Codes should initially be recorded with an ACTIVE System Account Status.

Accounts that should no longer be available in the current Financial Period or future Financial Periods can be made INACTIVE. They cannot be deleted while they are associated with a Fee Type, or while a dependent disbursement journal detail exists.

A warning is given where making an Account Code INACTIVE leaves an Active Fee Type in a Fee Period without any Active Accounts.

Currently, the System Account Status INVALID is not functional.