red1.org

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

Below are items to finalise for Bursary and Library modules:

Library Module

1. Need to re-migrate complete book data set in proper manner; or manually key in those book data accordingly. - This is taken care where Intan is keying in data manually.

2. Need to implement restricted members login for librarian at ../library/admin.htm - created a temp login page using javascript, will work around for better solution

3. Need to create Reporting features such as - Book List by Program, Books On Loan by Program, and other statistical reports.

4. Need to introduce more fields by referring to http://www.myintan.com/

5. Need to fix some existing bugs as per reported in the sf bugs section.

Bursary Module

1. Some VMs need to be further modified and touched-ups.

2. Need to implement Debit and Credit Note receipt

3. Need to add a note to keep track of cancelled receipt in report

4. Need to disable receipt creation during pre-registration when payment = 0

5. Need to ensure the existing sponsor selection in Bursary Report module shows sponsor related Invoice/Receipt record

6. Need to make sure bursary report is limitted to 30-days view for normal staff window

7. Need to disable receipt cancelling for payment staff window

8. There could be errors due to nullification of database done previously. I shall go though a thorough test and report any bugs encountered. Also, there are some existing bugs reported in SF bugs section yet to fix. - CLEARED

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

Below are additional items being highlighted prior latest feedback from client:

1. Need to create various new Student Status i.e. Withdraw, MIA, Graduated - DONE

2. Need to implement Un-invoiced Active Student Report - DONE

3. Need to migrate existent Student Status from MS Access DB to MySQL DB - DONE

4. Need to implement Student-Status report - DONE

P/S: we've also updated Study Period in student_course table, from Period A to SEMESTERS for programs with codes: 61, 48, 13B, 13, 09, 10, 11

red1 · Posted: Wed Feb 15, 2006 9:43 am Post subject:

Khairin, pls give the rules for the new student status above. i.e. MIA, Graduated, Quit .. give exact terms u wana use. Is it Quit or Withraw? and is it to be all lowercase?

khairin · Regular Joined: 27 Apr 2005 Posts: 57

In the access mdb, each student have their current status given in codes, namely:

01 - active
02 - deferred
03 - failed and discontinued
04 - quit / withdraw / dismissed
05 - complete / graduated

note: 07, 08, 09 - status are absolute and should be changed to 04

Taking advantage of mecca, i would like to introduce a new category: MIA / Suspended. Previously these students have been define as deferred.

u can use all the above terms preferably in CAPS.

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

I've created a temporary login page for library admin at ../library/admin.htm

It is using javascript and is without database. I also disabled right click to prevent user from viewing the username and password embeded in the html code. This is only a temporary solution, we shall convert it into database in near future.

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

I tested the batch invoice after reset and migration of student status. Below are the results:

Program | Counts from Khairin | Counts returned
DSK | 179 | 179 - matched
DIT | 587 | 560
DCIT | 80 | 80 - matched
DPP | 904 | 884
DBM | 43 | 36
BSK | 96 | 96 - matched
BBA | 163 | 161
BBA-SCU | 115 | 117

I also corrected the Receipt printing for both VMs and jrxml. Both printouts seem ok on my printer. However, it still requires confirmation from client printer. Before that, please set the margins at Browser>File>Page Setup>Margins - T0.39; L:0.39; R:0.39, B: 0.2

I tried to adjust printing layouts for both VM and jrxml so that they look alike, but it's still not possible to be 100% the same.

red1 · Posted: Tue Feb 21, 2006 8:52 am Post subject:

I detected that i did the Copy Fee Structure wrongly where the Fee_ID is not new unique but copied also. Now corrected and CVSed FeeStructureModule.
We have to copy the similar structure again. But can do fast by repeating the copy to intake code. I will show at Zaimi later.

The Invoice and Receipt Numbers can now be reset to zero from the x.html. CVSed the codes and vms.

Somehow the Update Enrolment works. Not sure if Sam fixed it. Didnt notice change from CVS.

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

Here I list down all bursary reports requested by En Ebrahim. All reports is to be displayed in both summary and detail listing. All report must be able to export to Excel format.

For detail listing, there should be information: Matric No. | Name | Program Abbrev | Student Status | Current Semester | Reference# | Sponsor.

1. List of Students - Student Status by Intake / Program - DONE. Need to change intake session to intake code

2. List of Invoice / Receipt / Debit Note / Credit Note by Inv/Rpt Range / Date

3. List of Uninvoiced Current Semester Active Student - DONE

4. List of Refunds made by Date - DONE. Need to make sure those not refunded not appearing in list

5. List of Outstanding Students by Program / Date / Sponsor - DONE

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

I would like to report some bugs (points in red) based on the test flow below.

1. Batch invoice student of Program DICT - 80 students returned

2a. View Invoice Report, only 71 invoices. Invoice 1-9 missing due to invoice range cannot take single integer value- FIXED.
2b. 1 record shows Program Code (11) and the rest shows Program Abbrev (DICT)

3. View individual invoice printing

4. Create Sponsor Invoice for DCIT - PTPTN, 71 records returned

5. Make Sponsor Payment for 3 students in the list where 1 student pay exact amount as invoiced and another 2 overpay

6. View refund list, 2 overpaid students appears here

7. Try refund to these 2 overpaid student, but refund is not processed - FIXED. can now do refund and print refund list

8. View Receipt Report, it shows 3 records but the display of Receipt Numbers is messed up. Those receipt numbers seem ok in sql browser

9. Make Student Payment for student paying exact as in point(5)

10. View Receipt Report, it shows only 1 record with summed amount (Sponsor Payment + Student Payment) for student above. This summed amount is recorded under receipt number for first payment

11. Make Student Payment for a new student, it shows multiple receipt lines in statement. In Receipt Report also, it sums up amount from the duplicated receipt lines - this is due to duplicaton of fee id during copy fee structure. Fixed and scrubbed the database.

12. I cancelled a the Receipt, the receipt showed up in Receipt Report but it's without any note saying this particular receipt is being cancelled

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

khairin · Regular Joined: 27 Apr 2005 Posts: 57

i detected the missing / un-invoiced students. It involved a small group of students from intake 0112, 0308 and 0409.

0112 (2 cases) these students actually deferred their 8th semester in May2005 but currently active Nov2005. So i manually deferred their 2005/2006-M session and currently appear active for 2005/2006-N (sem8).

0308 (5 cases) these students initially have their intake_session recorded as 2003/2004-O. So i changed their intake_session in student_course table to 2003/2004-M. Also i have to reset their status so that they appear currently active.

0409 (2 cases) similar to 0308... 2004/2005-O changed to 2004/2005-M.

So that covers all 9 missing cases. Only i haven't run the batch invoicing bcoz i think we want to give the manual invoicing a try...

red1 · Posted: Thu Feb 23, 2006 11:55 am Post subject:

khairin · Regular Joined: 27 Apr 2005 Posts: 57

We are facing problem generating / adding individual invoice "INVOICE TO INDIVIDUAL STUDENTS".

Error resulted as: For input string: ""

for example:
02121207 needed to be additionally invoiced apart from the auto generated batch invoice on 21/02/2006.

auto generate: RM725.00
additional : RM2880.00

We also tried deleting the auto generated invoice for this student but still problem persist in adding indidual invoice.

please advise us...

Khairin
on behalf of Zaimi....

khairin · Regular Joined: 27 Apr 2005 Posts: 57

Discovered discrepencies in cases of payment / overpayment...
Fixed by scrubbing the database again, to ensure there is no repetitive fee_id - Gan

eg:

CASE 1:

student: 03061054 is invoiced for RM725.00

payment received: RM8150.00

in PAYMENT & RECEIPT module under DETAILS:

Total amount paid is recorded as RM8875.00 (should be RM8150.00)

CASE 2:

student: 03060643 is invoiced RM2505.00

payment received: RM2400.00

in PAYMENT & RECEIPT module under DETAILS:

Total amount paid is recorded as RM4800.00 where the payment RM2400.00 appear twice with same receipt number. Fortunately total owing is ok (RM105.00)

more cases to follow...

Khairin
on behalf of Zaimi...

##############

i uploaded the latest dump on red1.org

look for the file 060224.zip

Khairin

khairin · Regular Joined: 27 Apr 2005 Posts: 57

An error reported by zaimi:

In the Bursary Report > Report: Details of receipt amount >

When displayed, the receipt numbers in the Receipt No. Column seemed to be shifted by 1 (eg. actual receipt RB0655 but displayed as RB0656).

Fortunately the error is very consistent througout the entire report so we suspect it must be something in the report generating....

Khairin
on behalf of Zaimi.

this is very likely due to the display sql statement. as reported above, the invoice numbers in database look very fine. We shall look into this immediately as En Ebrahim would like to review this report asap - Gan

khairin · Regular Joined: 27 Apr 2005 Posts: 57

one more problem in Bursary Module:

inactive students (eg deferred, quit, etc.) who don't have any invoice record can't make any payment.

one way to make it possible was to create a mock invoice (RM0.00) for a session when the student was previously active but this is a very tedious process and can be very confusing.

the bursar dept would like to make it possible for any students to make payment regardless of any their invoice record.

khairin
on behalf of zaimi.

red1 · Posted: Thu Mar 02, 2006 12:55 pm Post subject:

How about if we allow even inactive cases to create invoices?

System merely displays that its inactive but u can continue to do invoice since its a authorised action by bursary, we shouldnt lock it.

Then i reckon payment can be made since invoice is created for it.

Can this solve the problem Khairin? Or do u mean to make payment even if there is no invoice in the system. Then this is a logic issue, as the Payment Module memang gitu - that is it will tag the receipt to an invoice. It cannot do so if there is no invoice present.

If u want such a case, then we can program an auto zero invoice if no invoice present. So your workaround tu sementara je la.. amacam?

btw boss ade ke pakai reports tu? dah susah2 buat Very Happy

khairin · Regular Joined: 27 Apr 2005 Posts: 57

dear red1,

i think that is a good idea. btw i think its only one time problem only. once every student have been invoiced, the same problem wont occur.

i think we'll take an auto zero invoice temporarily.

cuma zaimi must be prepared to answer to big boss on why such zero invoice... Wink

nanti i'll tengok the boss guna tak those reports... Smile

Gan MH · Senior Joined: 08 Apr 2005 Posts: 350

Below is another case I encountered:

In Statement of Account, it shows that Student 04070212 has been invoiced RM3,500 and Sponsor already paid RM2,400 for his only invoice. There is still remainder of RM1,100.
When I look into the Payment window, there isn’t any Payable amount.

SELECT * FROM student_receipt_detail WHERE student_id = '04070212'
There is an additional receipt details without receipt_no paying the same amount in receipt RB00243.

SELECT * FROM sponsor_invoice_student WHERE student_id = '04070212'
It returned 2 invoice lines, where duplication of fee_id ‘1138240524925’ happened.
It shows that sponsored has paid twice the amount of RM2,400.

SELECT * FROM fee_structure_program WHERE fee_id = '1138240524925'
There is no fee_id duplication in fee_structure_program table

To Fix:
1. Run below in SQL Browser:
DELETE FROM student_receipt_detail where student_id = '04070212' and receipt_no = ''

2. Delete one entry for 04070212 in PTPTN Student-Sponsor List

red1 · Posted: Sun Mar 05, 2006 6:30 pm Post subject:

khairin · Regular Joined: 27 Apr 2005 Posts: 57

a request from Hj Ebrahim,

he have asked for a download as csv (excel) button in the bursary report pages.... like the one we have in the student report page....

appreciate it if it can be added soon.

tq

on behalf of Hj Ebrahim

Khairin

DONE - red1 on behalf of Sam

khairin · Regular Joined: 27 Apr 2005 Posts: 57

Some new requests from hj ebrahim...

1. bursary > reports >

can remove the student status & sponsor fields DONE -red1
add additional remark field
note that the semester field is currently not pulling any data... Question

also when exported into csv / excel file the amount column in excel have problem summing up. this is important for accounting purposes.
DONE, but u have to select the amts column and convert to numerical -red1

2. bursary > payment and receipt >

currently allows only search by matric number.
please add search fileds for name and ic no too.

3. have u any idea where to put a place to search for a particular invoice or receipt by entering their reference number? So that we know which students' receipt or invoice it belongs to just in case we need to do a search?
Just identify the appropriate invoice/receipt number using existing Invoice/Receipt Range feature in the report

4. invoice adjustment - a new section very similar to credit / debit notes.

this page should be available to admin level in order to adjust an individual students invoice. its like adding an invoice by some positive or negative value. i'm not sure if we have to give it a new ref number ie. ADJ00001 etc but we can remark it as an adjustment.

5. also he reminded about the option to report show/hide RM0 receipt / invoice and cancelled receipts.

thank you...

red1 · Posted: Sun Mar 12, 2006 6:26 pm Post subject:

reference note:
>credit is when student pay against an invoice, we generate a receipt
>debit is when u charge the student, we generate an invoice
>refund belongs to invoice
>overpay belongs to receipt

DONE - ReportModule captures "debit", "credit" besides "refund", ReportData filters such Fee_IDs.
DONE - ReportData pulls out 'remarks' for Receipt Report. Prog-Abrv displaying also corrected

TODO vm part for selecting "debit". Receipt Report to display 'remarks'.

DONE StudentBillingModule creates backdoor invoice as "debit" instead of "credit"
TODO (khairin) - update student_billing_detail set fee_id = "debit" where fee_id = "credit"

TODO Payment Module "credit" as separate copy of payment module where fee_id is set

khairin · Regular Joined: 27 Apr 2005 Posts: 57

DONE (khairin) - update student_billing_detail set fee_id = "debit" where fee_id = "credit"

khairin · Regular Joined: 27 Apr 2005 Posts: 57

a couple of requests from zaimi...

1. Skipping Zero Receipt generation DONE but need tests by Gan first before build. I already tested 0 and non zero pre-reg, then payments. Receipt Nos seems to flow correct - red1

Currently RM 0 receipts are generated even if value 0 is entered. This is common for Pre-Registration cases when students register without payments.

If zero receipt is skipped, receipt numbers won't be wasted and will be less confusing for our company accountant (external).

2. Receipt / Invoice Locking

Currently higher level officers are allowed to cancel or change receipts / invoices in case errors are detected.

A new mechanism is needed to lock receipts / invoices after a certain period of time (aging) or after an admistrator's lock is applied. This is to avoid changes being made on receipts/invoices that have already been sent to external accountants.

thanks