USER MANUAL Munsoft 7.0.12 v1 NT DATA EXTRACTS 1
CONTENTS NT segment rules... 3 Phase 1 checks... 3 Phase 2 checks... 3 Budget extracts... 4 Budget extracts... 4 IDP extracts... 5 Actuals extracts... 6 NT debtors/creditors ageing setup and extract... 6 Customer group codes... 6 Allignment of consumer debtor account types to customer group codes... 8 Allignment of sundry debtor account types to customer group codes... 9 NT debtors/creditors ageing data extract... 10 Quarterly extracts... 12 NT Bonds, Loans and investments extract... 12 Monthend dashboard... 13 NT uploads tracker Tab... 13 2
NT SEGMENT RULES The following checks are done in order to get a valid upload to NT. PHASE 1 CHECKS Check for bad posting/version entries - must be posting and in the correct scoa version Check for invalid segments PHASE 2 CHECKS Default Costing and default Revenue not valid (CO003 and IR004 not valid) Default Costing and default Expenditure not valid (CO003 and IE018 not valid) Default Region not valid (RX001 not valid) Inventory consumed: Water not against Water Function (IE007004 not against FX016001002 or FX016002002) Bulk purchases water not against Water Function (IE002002 not against FX016001002 or FX016002002) Bulk purchase electricity not against Electricity Function (IE002001 not against FX002001001 or FX002002001) Remuneration of Councillors not against Mayor and Council Function (IE008 not against FX004) Default projects may NOT have Item Expenditure and Assets except for current assets and default items (PD not valid against IE or IA except IA001 OR IE018) Operational Projects: Cost of Free Basic Services and Revenue Cost of Free Services and Property Rebates can only have Item Revenue or certain Item Assets (PO003057/PO003058/PO003059 only against IR or IA001010 OR IA001004 is valid) Operational Projects not valid against acquisitions or additions (PO not valid against IA002 level acquisitions or additions) Capital Projects can only have Item Assets or Payables and Accruals and Retentions (PC only against IA and IL001006011 and IL001006006 is valid) Costing- Charges and Recoveries must balance (CO001 and CO002 must balance) Trial Balance. IE018 and IR004 must equal zero (Sum of Default Revenue and Default Expense must equal to zero) 3
BUDGET EXTRACTS This screen shows how to extract the tabled, original or adjusted budget or IDP data. BUDGET EXTRACTS This extract will contain the 6 mscoa segment codes and either the tabled, original or adjusted budget value at the end. GENERAL LEDGER > ENQUIRIES AND REPORTS > NAT TREAS EXTRACTS Select the budget extract type. Select either the tabled/original/adjusted budget extract. Enter the financial year you are wanting to extract the data for. You are only allowed to run this option for the current year. Specify to either extract the data to excel or to text (NT preferred format). And click ok. v 4
IDP EXTRACTS This extract will contain the project segment GUID, the service delivery, integrated urban development framework and strategic objective codes as well as the project short description and GPS coordinates. GENERAL LEDGER > ENQUIRIES AND REPORTS > NAT TREAS EXTRACTS Select the budget extract type. Select either the tabled/original/adjusted IDP extract. Enter the financial year you are wanting to extract the data for. You are only allowed to run this option for the current year. Specify to either extract the data to excel or to text (NT preferred format). And click ok. v 5
ACTUALS EXTRACTS NT DEBTORS/CREDITORS AGEING SETUP AND EXTRACT Before the debtors and creditors extracts for NT can be extracted, the relevant National Treasury (NT) customer group codes (which is a requirement) needs to be assigned to each consumer and sundry debtor account types. CUSTOMER GROUP CODES Predefined customer group codes CustGrpCode Customer group codes Organs of state 2201 National: Agriculture, Forestry and Fisheries 2202 National: Arts and Culture 2203 National: Basic Education 2204 National: Communications 2205 National: Cooperative Governance and Traditional Affairs 2206 National: Correctional Services 2207 National: Defence and Military Veterans 2208 National: Economic Development 2209 National: Energy 2210 National: Environmental Affairs 2211 National: Government Communication and Information System 2212 National: Health 2213 National: Higher Education and Training 2214 National: Home Affairs 2215 National: Human Settlements 2216 National: Independent Police Investigative Directorate 2217 National: International Relations and Cooperation 2218 National: Justice and Constitutional Development 2219 National: Labour 2220 National: Mineral Resources 2221 National: National Treasury 2222 National: Parliament 2223 National: Performance Monitoring and Evaluation 2224 National: Police 2225 National: Public Enterprises 2226 National: Public Service and Administration 2227 National: Public Works 2228 National: Rural Development and Land Reform 2229 National: Science and Technology 2230 National: Social Development 2231 National: Sport and Recreation South Africa 6
2232 National: Statistics South Africa 2233 National: The Presidency 2234 National: Tourism 2235 National: Trade and Industry 2236 National: Transport 2237 National: Water Affairs 2238 National: Women, Children and People with Disabilities 2276 Other Municipalities 2277 Other Traditional Authority Property 2250 Provincial: Agriculture 2251 Provincial: Education 2252 Provincial: Health 2253 Provincial: Housing and Local Government 2254 Provincial: Office of the Premier 2255 Provincial: Other Departments 2256 Provincial: Public Works, Roads and Transport 2257 Provincial: Social Development 2258 Provincial: Sport, Arts and Culture 2270 Public Institutions: Constitutional 2271 Public Institutions: Major Public Entities 2272 Public Institutions: Other: National Government Business Enterprises 2273 Public Institutions: Other: National Public Entities 2274 Public Institutions: Other: Provincial Government Business Enterprises 2275 Public Institutions: Other: Provincial Public Entities 2290 RSA 2299 TOTAL Commercial 2301 Businesses: Municipal Licensed Area 2302 Businesses: Eskom Licensed Area 2303 Industrial: Municipal Licensed Area 2304 Industrial: Eskom Licensed Area 2305 Mining Companies: Municipal Licensed Area 2306 Mining Companies: Eskom Licensed Area 2307 Embassies and Consulates: Municipal Licensed Area 2308 Embassies and Consulates: Eskom Licensed Area 2309 Other: Municipal Licensed Area 2310 Other: Eskom Licensed Area 2399 TOTAL Households 2401 Households: Non-indigents - Municpal Licensed Area 2402 Households: Non-indigents - Eskom Licensed Area 2403 Households: Indigents - Municipal Licensed Area 2404 Households: Indigents - Eskom Licensed Area 2499 TOTAL 7
ALLIGNMENT OF CONSUMER DEBTOR ACCOUNT TYPES TO CUSTOMER GROUP CODES In this screen, you are required to assign the relevant NT customer group code (NT requirement) to each consumer debtor account type. SUPERVISOR > PARAMETERS > CONSUMER DEBTORS > MORE PARAMETERS > SUB CONSUMER TYPES Select the main account type from the arrow drop down. Select the sub account type from the arrow drop down. Make sure that you are in change mode, and then select the most appropriate customer group code from the arrow drop down. Continue adding all customer group codes for all main and sub account types. No need to click ok between changes. Just select a new main/sub account type. To track your progress, click on the excel sub menu. Complete the process until all account types on the extract have a corresponding customer group code. ConsumerType Description SubConsumerType Description CustomerGroup Description 000000 GENERAL 0BUS1M Business: Mun Area 2205 National: Cooperative Governance and Traditional Affairs 000000 GENERAL 0DOM1E Households:Non-Indig:EskomArea 000000 GENERAL 0DOM1M Households:Non-Indig:Mun Area 000000 GENERAL 0 GEWONE REKENINGS 000000 GENERAL 0BUS1E Business: Eskom Area 2206 National: Correctional Services 000000 GENERAL 0BUSIN BUSINESS-IND/COMM 000000 GENERAL 0DOM2M Households:Indig: Mun Area 000000 GENERAL 0OTH1E Buss/Ind: Other - Eskom Area 00000C COMPANY 0 GEWONE REKENINGS 00000C COMPANY 000BUS BUSINESS 2201 National: Agriculture Forestry and Fisheries 00000C COMPANY 000MUN MUNICIPAL 2206 National: Correctional Services 00000C COMPANY 0BUS1E Business: Eskom Area 2202 National: Arts and Culture 00000C COMPANY 0BUS1M Business: Mun Area 00000C COMPANY 0BUSIN BUSINESS-IND/COMM 00000C COMPANY 0DOM1E Households:Non-Indig:EskomArea 00000C COMPANY 0DOM1M Households:Non-Indig:Mun Area 00000C COMPANY 0DOM2M Households:Indig: Mun Area 00000C COMPANY 0IND1E Industrial: Eskom Area 00000C COMPANY 0IND1M Industrial: Mun Area 00000C COMPANY 0INDIV INDIVIDUALS/DOMESTIC 8
ALLIGNMENT OF SUNDRY DEBTOR ACCOUNT TYPES TO CUSTOMER GROUP CODES In this screen, you are required to assign the relevant NT customer group code (NT requirement) to each sundry debtor account types. SUPERVISOR > PARAMETERS > SUNDRY DEBTORS > SUNDRY DEBTORS TYPES Select the sundry debtor type code from the arrow drop down. Make sure that you are in change mode, and then select the most appropriate customer group code from the arrow drop down. Continue adding all customer group codes for all sundry debtor account types. No need to click ok between changes. Just select a new sundry debtor code. To track your progress, click on the excel sub menu. v v Complete the process until all account types on the extract have a corresponding customer group code. SundryType Description CustomerGroup Description 000 NORMAL 2203 National: Basic Education 001 SUNDRY DEBTOR 2401 Households: Non-indigents - Municpal Licensed Area 00F FINES v 00L LICENSE 00B BOOKINGS 2208 National: Economic Development 00G GENERAL 9
NT DEBTORS/CREDITORS AGEING DATA EXTRACT This screen shows you how to extract the debtors/creditors ageing data, for the current financial year and month. GENERAL LEDGER > ENQUIRIES AND REPORTS > NAT TREAS EXTRACTS Select the actuals extract type. Select either the debtors/creditors ageing extract. Specify the period/month. And enter the financial year you are wanting to extract the data for. You are only allowed to run this option for the current year. Specify to either extract the data to excel or to text (NT preferred format). And click ok. v If you run this extract and a debtor type has not been aligned to a customer group code, or a debtor does not have a valid account type populated, the user will get the following error message, and a report of invalid accounts. 10
A report will show those accounts with missing NT grouping codes. The program will abort the extract and the user will have to revisit the accounts and the parameters file before attempting to rerun the extract. The check is only based on accounts that have balances in the selected ageing. Once all the parameters have been populated, will the extract run without errors, and a text file will be produced that is ready to be sent to NT. The file contains 3 summaries. The first summary is by item code (highlighted in orange). The second summary is by high level group code (highlighted in green). And the third summary by group code and item code (highlighted in blue). Each summary has its own header and footer totals (also highlighted). 11
QUARTERLY EXTRACTS NT BONDS, LOANS AND INVESTMENTS EXTRACT This screen shows you how to extract the quarterly bonds, loans and investments data, for the current financial year. GENERAL LEDGER > ENQUIRIES AND REPORTS > NAT TREAS EXTRACTS Select the quarterly extract type. Select either the bonds and loan or investments extract. Specify the quarter to extract the data for. And enter the financial year you are wanting to extract the data for. You are only allowed to run this option for the current year. Specify to either extract the data to excel or to text (NT preferred format). And click ok. 12
MONTHEND DASHBOARD The month end dashboard is aimed at providing an executive overview across all the various Munsoft modules, and indicates the overall readiness for performing the various month end functions. The data on the dashboard is calculated every night, but can be refreshed as and when needed. GENERAL LEDGER > MONTHEND DASHBOARD NT UPLOADS TRACKER TAB This tab will indicate when and by whom the monthly NT actuals, debtors and creditors extracts have been run from the system. The dashboard will display the upload status of the M0 and debtor uploads. O is invalid on Phase 1 Y is valid on Phase 1 and invalid on Phase 2. G is valid on phase 1 & 2. RED means no upload. GREEN means all records uploaded no errors. ORANGE means Phase 1 errors no upload. YELLOW means Phase 2 errors no upload. Any segment combination that is not valid in Phase 1 has been blocked. The Segment Maintenance and Quick code maintenance screen will stop a user from unblocking a segment or quick code if the combination is invalid. On the module status overview tab, the number of rejected records will be displayed when uploading the monthly actuals. 13