User Training Manual Student Financials
Phase 1 - 18.08.2023
1. Academic Structure Overview
2. Logging On
3. Menu Navigation
o Opening navigation and menu, => Menu => SAP Menu
o To change SAP Easy Access settings, choose => Extras => Settings.
o You can define whether a user or an SAP standard menu should appear. To do this,
choose either => Menu => User Menu or =>Menu =>SAP Menu.
4. Working with Favorites
5. Adding Favorites
6. Academic Calendar
o Designing a calendar is the task of the Admin(IT) Personal
o Introduction
 ‘Academic Calendar’ is a timetable that contains the dates and periods of
university events.
 Dates and periods are defined as time limits in the system. A time limit is a date
or period classification. One can specify the start and end dates and also the
start and end times of a given period or date by defining a Time Limit and
entering the relevant Academic Year and session.
 Academic Calendar’ is assigned to an Organizational Unit. The Programs and
Modules assigned to the Organizational Unit use the Academic Calendar of this
Organizational Unit.
o Time Limits:
 Academic Calendar Creation and Maintenance:
 SAP transaction codes for this process: PIQCAM
 Time limits are the date ranges that indicate the allowed time period (start and
end date/time or single dates for deadlines) for academic, administrative and
Financial University processes.
 SAP delivers predefined time limits which have following specific meaning in the
system:
Time Limit
0100
0200
0300
0900
Explanation
is a predefined time limit for standard duration of academic sessions. It is used to
define the start and end date of a session or an Academic Year.
is a predefined time limit for standard class time. It is used for event
planning/Scheduling.
is a predefined time limit for standard module booking.
Due Date for Fee Payment
7. Student Master Data Creation
o Student Master Data: Student Master data stores the master data of the student and
data related to the student administration.
 Student number will be identical for every student.
 Student data will be automatically created but we are able to edit it manually
o Student creation generates the ST number, Object type, Business Partner number.
 Studetn Number and Business Partner number are identical.
 Object Student (ST) used in => Student Administration
 SAP Business Partner(Financial Number) used in => Student Accounting
 Object Type (ID) => Database number
o Tcode for creating Student Master Data => PIQSTC
 Fill all the required information(name, birthdate, etc)
 Key Date => starting date => 01.01.1900
 Contract number (Unique number) will be created in FICA
 Contract account - contains information about in which Campus is the
student enrolled and what will be the syllabus provided to the student.
 Company codes:
o 1000 – Tajikistan
o 2000 – Kyrgyzstan
o 3000 – Kazakhstan
Phase 2 – 18.08.2023
8. Condition record –Application Fee
o Condition record is like a fee schedule which need to be maintained as per system’s
requirement to derive relevant pricing in fee calculation. It is applicable for all fee heads
like application fee, tuition fee etc.
o Start the transaction using the menu path or transaction code. OCMAC_01A
o TCodes:
 ZRECORD_UG Condition Record Setup
 OCMAC_01A Create Condition Record
 OCMAC_01B Change Condition Record
 OCMAC_01C Display Condition Record
o Condition type where we are telling the system if it’s going to be the tuition fee,
application fee, accommodation rental ..etc.
o
9. Application Fee Posting
10. Creation of Condition Records- Non-refundable Fee & Admission offer LeEer
o You can delete create and change conditional record. Conditional record is created not
for a student but for a group
11. Document Posting Background- Non-refundable Fee & Admission offer LeEer
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Installment Plan
Real Time Fee Calculation & Statistical Fee Calculation
Real Time Fee Calculation- Deferred Revenue Posting
Other Charges Postings
Billing
Payments