Fund Raising - SAUPFR
The SA Fund Raising (SAUPFR) page is a stand-alone worksheet that organizes fund raising data and will report incoming revenues to the SA Deposit Request page. Open the SA Fund Raising page and search for the desired Student Group ID. Defined events will display for that group.
Events appearing in the page's Entity List are defined on the SA Event Information (SAUPEV) page. If no records are found, events are not yet defined for that Student Group ID.
The fundraiser items, whether they are tickets, shirts, widgets, etc., are first recorded when "Issued" to a participant or student. Each Sold and Returned record is linked to a specific row above, to a particular student. Each Sold and Returned record added will be associated with the student name highlighted above in the Issued section. When navigating the Issued section, the quantity of Sold and/or Returned items switch as a user navigates different student's records. The summary of "Student Totals" is the totals for the given student being viewed whose record is highlighted within the Issued section. The "Overall Totals" line will consistently display the sum of all records for the entire group's event, regardless of which student record is being viewed.
Additional Student Records for the same student or new students may be added to the Issued section as long as the Student Group and Student Group Event status is Active and has not expired. Records may be added regardless of what is happening within each Student Record.
When an Event's Status is "I" (Inactive), that Event's data will continue to display on the SA Fund Raising page, but is frozen. A user may not add Issued, Sold, or Returned items to Inactive Events. Therefore, if the Add button does not appear to work and page does not respond to attempts to update information, verify the Event (or Student Group) is Active.
Before saving changes to a record, review the information to ensure accuracy. Once a record's Issued items are fully accounted for (Issued = Sold + Returned), editing the information is blocked to ensure appropriate adherence of controls and monitoring. Once the record is locked, updates to that record will need to be completed by a high-level user through an SQL query.
Columns within each section may be reorganized into any order. Click on the column heading of the Deposit Reference column (Sold section) and drag left to become the first column.
Depositing Revenue
Funds received for Sold items will be deposited per the school's policies. Completed records are then submitted as a "Set" for deposit, using the tool "Send to Deposits." This tool summarizes details documented in the SA Fund Raising page and then creates a new record in the SA Deposit Request (SAUPDR) page, where data may be verified and further processed. This tool will also assign a system-generated Deposit Reference number based on the NU Common Codes Category/Value of SYNO/SADEP. The reference number will be automatically placed in each student's Sold section within the Deposit Reference column; each record contributing to the batch will be updated (that do not already have a Deposit Reference number). The presence of the Deposit Reference number will prevent details from being processed more than once and block record updates or deletion.
The SOLD records for each student are the details that cross into the SA Deposit Request page. The following fund raising data crosses into the SA Deposit Request page after with the use of the "Send to Deposits" tool:
Event ID | Deposit Date (date deposit recorded from SAUPFR) |
Amount | Type (cash, check, or other) |
Payment Reference | Description (Issued Item Description field) |
Object code |
|
The Deposit Reference number on the SA Fund Raising page will be the same Deposit Reference number on the SA Deposit Request page. However, the SA Fund Raising page has independent presence that can be updated, added to, and used to deposit multiple times. Each batch deposited from the SA Fund Raising page will have a unique deposit reference number. Therefore, each student listed in the Issued section may have multiple associated "Sold" records, each record with unique deposit reference information.
Delete Sold or Issued Records
To delete an Issued record, the student's recorded activity in the Sold and Returned sections must be deleted first. However, a record with a Deposit Reference cannot be deleted. A record is also locked once items SOLD + items RETURNED = items ISSUED. A high-level user will need to delete or update a locked record through an SQL query.
Main Section
This section displays the Student Group ID and Event selected from the Entity List. Find the desired Student Group by activating the lookup controller. The fields in this section are display only, and appear as defined on the SA Event Information page.
Student Group ID: The Student Group controlling the event. Groups are defined on the SA Student Group Setup (SAUPSS) page. The Group's PE Information page record must state "SA" within either Select field on the PE Information page.
Student Group Name: An echo field that displays the name associated with the Student Group ID.
Event: The Event code to which the associated records in the Issued, Sold, and Returned sections relate. Events are defined on the SA Event Information (SAUPEV) page.
Description: An echo field that displays the Event Description defined on the SA Event Information page.
Summary Section
The Summary Section displays a summary of the activity of a student as well as the activity for the overall event. The data displayed in the top row or "Student Totals" will relate to the student highlighted in the Issued section. The data displayed in the bottom row or "Overall Totals" will be the sum of all the students in the Issued section.
| Issued | Sold | Returned | Difference |
|---|---|---|---|---|
Student Totals Data for the particular student highlighted in the Issued section | The number of items issued to the student on the specific date for this event. | The number of items sold by the student of the items issued on a specific date for this event. | The number of items returned by the student of the items issued on a specific date for this event. | The number of items remaining with the student of the items issued on a specific date for this event. |
Overall Totals All students participating and documented within the Issued section | The total number of items Sold by all students participating with Event as of the present date. | The total number of items Sold by all students participating with Event as of the present date. | The total number of items Returned by all students participating with Event as of the present date. | The total number of items remaining with all students participating with Event as of the present date. |
Issued Section
Use the Issued section to record which student and details about items issued.
Student ID: A 12-character field that holds the Student ID, if that ID is in the Person/Entity database defined on the Person/Entity Information (PEUPPE or PEUPPI) page. This field will be optional based on the NU Common Code (NUUPCD) with Code Category/Value of SACT/GENINFO. Require the Student ID field by setting the 1st Associated Code to a value of REQID.
Name: A 30-character field to hold the name of the student to whom items are being issued. If using the Student ID field, this field should echo the name of the student as defined in the Person/Entity database and be display only.
Date: The issue-date of the items to the student. Default is the current date.
Item Description: A 30-character field used to describe the item. This description will appear on the SA Deposit Request page when the "Send to Deposits" tool is used.
Quantity: A numeric field to hold the positive number of items issued.
Unit Price: A dollar amount field to hold the price per item.
Comment: A text editor field that will hold up to 230 characters to record general notes and comments. Comments do not cross to SA Deposit Request (SAUPDR) page with deposit record. Note that Sold Item Description field does remain with the deposit record.
Total: A system-generated total that adds up all the quantities of the detail records.
Sold Section
Use the Sold section to record the student's quantity of items sold and monies turned in to be deposited. Note: The student must be highlighted in the Issued section in order for the information to be connected to that student.
Date: The date the monies are recorded as received from the student. Default is the current date.
Qty: A numeric field to hold the number of items sold.
Cash: A dollar amount field to hold the amount of cash being recorded.
Check: A dollar amount field to hold the amount of checks being recorded.
Other: A dollar amount field to hold the amount of other payments being recorded.
Total: A system-generated total that adds up the Cash, Check, and Other fields. The receipts total must equal the quantity times the unit price defined in the Issued section.
Deposit Reference: A system-generated field that displays the Deposit Reference number, after the entry has been processed by the "Send to Deposits" tool and the page has been refreshed. The system-generated number requires setup of the NU Common Codes Category/Value of SYNO/SADEP.
Comment: A text field to record notes and comments.
Returned Section
Use the Returned section to record previously issued items that a student returns. Note: The student must be highlighted in the Items Issued section in order for the information to be connected to that student.
Date: The date the student returned the items. Default is the current date.
Qty: A numeric field to hold the number of items returned.
Comments: A text editor field to record general notes and comments.
Workflow Approvals
Workflow approvals overseeing deposits is optional and will be enforced based on a Student Group's settings on the SA Student Group Setup (SAUPSS) page. However, deposits created within the SA Fund Raising page and transferred to the SA Deposit Request page will not engage Workflow processing at that time. Deposit approvals will be actively managed by Workflow when submitting a deposit from the SA Deposit Request page. The approved deposit would then cross into AR (ARBTCRUB) page for proofing and distribution.
The SA Fund Raising page provides a "Send to Deposits" tool for forwarding a deposit request to the SA Deposit Request (SAUPDR) page. The fund raising data is condensed, as noted in Depositing Revenue section, and transferred with the goal of eventually becoming a bank deposit.
Note that the SA Deposit Reference page may be used without first documenting funds within the SA Fund Raising page.
The "Send to Deposits" tool will insert a system-generated Deposit Reference number into each Deposit Reference field of applicable student records within a batch. The presence of the reference number blocks the record from being deposited again. The Deposit Reference number shown on SA Fund Raising page is also the same Deposit Request number within the SA Deposit Request page, yet the Fund Raising page will show more details about the deposit. Once the Deposit Reference number is assigned on SA Fund Raising, the record cannot be deleted. However, additional Sold records may be added after using the "Send to Deposits" tool, providing the quantity or values of Sold + Returned items does not exceed quantity or value of items Issued.
Should a record of deposit be sent to the SA Deposit Request page and found to be invalid, the record may be updated or deleted on the SA Deposit Request (SAUPDR) page. However, the fund raising worksheet will retain the original data. SA Fund Raising data does not affect any reports or totals, nor is it validated within any subsystem. Fund Raising data is simply a means for responsibly tracking fund raising details.
Use the "Send to Deposits" tool as often as needed. Each time the tool is selected, all of the eligible student records for the given Event will be sent to the SA Deposit page as one set. Eligible records are those without an existing Deposit Reference number. The presence of a Deposit Reference number within a student's Sold section will indicate funds were sent for deposit.
The Student Group Event is defined with a GL Object Code for Default Revenues, defined on the SA Event Information (SAUPEV) page. Each Event will have a default code for revenues and another default for expenses. The default code for revenues will auto-populate for deposits. However, the object code may be updated to other Revenue Codes within the SA Deposit Request page, before submission.
Additionally, the status of a Fund Raising opportunity is instantly visible by viewing the Overall Totals within the Summary Section. The overall total of items Issued, Sold, Returned, or pending are located just below the Event name. The status of deposits accepted and sent to the bank can be viewed by finding the batch on the SA deposit Request page.
The actual deposit and optional Workflow-based approval will happen on the SA Deposit Request page. Once funds are documented as officially deposited into a bank, the status of SA Deposit Request's record will show DX indicating that a deposit is proofed and distributed.