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 Frequently Asked Questions

CREDITOR/SUNDRY PAYMENTS​​​

Creditor payments are specifically for the Order payments, and the Sundry payments are specifically for non-order payments.
The creditor management functionality is used for the registration of commitments, capturing of the order credit note( Return Voucher) and the creditor payments function is used to capture the payments.
Electronic Banking Transfer.
Yes the users has an option to pay by a system generated cheque (if it is less than R 2 000.00) or Electronic Bank Transfer.
No the cheque number will not start with KZ, the number will be numeric and it is pre-printed on the cheque.
It means that the payment has been saved as an incomplete payment, to be completed a payment method has to be selected and the payment needs to be saved.
No, after the first order you can go to the purchase order functionality and capture the next order.
The remove button is for removing the line entries, and the modify button is used for making changes on the line entries.
After the payments has disbursed an EBT stub report will automatically be generated on the Syscon and any other person that’s setup to receive these reports Report Log’s the next day, this is the report that you send as the payment advice to the supplier.
It is a payment against a non-order commitment that is made on regular basis, e.g. rental payments (monthly payments).
It is a voucher issued by the Department when they returning goods to the suppliers.
A matching is to link additional attributes to the item, for reconciliation purposes. This what you used to refer to as a sub-minor item on FMS.
No, matching fields are only allocated to the Ledger (Suspense Accounts) Items for reconciliation purposes.
Order final is used when the final payment for the order is going to be made. Partial is used when a part payment is made on the item line of the order. Final is used when a final payment is made on the item line of the order. Advance is used when a payment is made for goods that are not received yet, e.g. deposit payments.
Projection final is used when the final payment for the Template is going to be made. Partial is used when a part payment is made on the item line of the Template. Line final is used when a final payment is made on the item line of the Template.
Sundry type is only used when there is no invoice issued, e.g. receipt voucher was issued or a letter to make a payment. Invoice type is used when an invoice was issued.
Payments that have to be made to other departments will be processed as normal Sundry Payments on BAS, meaning that the departments to be paid must be registered as entities on the Department’s database.

ENTITIES

Suppliers, employees and any other person that the department has to pay or that owe the Department money.
If it is an EBT payment it had to be recalled by the Recalls Section in Provincial Treasury. Thereafter, the entity had to be modified to indicate the payment frequency as daily instead of monthly and the payment needs to be re-issued.
It is all those suppliers that are registered on the Provincial supplier database.
No, all the registered employees on Persal will be transferred as entities on BAS through a Persal Conversion that will take place few days before the department go live on BAS.

TAX SECTION

Original signed documents warranting payment.
Consult your supervisor and regulations pertaining to payment.
South African Revenue Service. Issued for tax exemption, lump sum payments.
One twelfth of bonus tax is recovered monthly over the tax year period - March to Feb. Resigned after bonus pay date - results in tax debt. Resigned before bonus pay date - results in tax refund.
Contact PERSAL Help Desk – telephone number (033) 3952025.
At the PMG Section on the ground floor of Treasury House. Contact Mrs Sue Ponsford on (033) 8974224. What tax do TOGT labourers pay and when is tax payable? The tax threshold for TOGT wages is R103 per day or more than 22 hrs per week. Tax tables change annually.
Tax debts are set up on PERSAL and an automatic interface between PERSAL and FMS brings up the debit in tax debt account.
At a South African Revenue Service (SARS) office near you.
Tax calculated on a persons earnings is done according to the prescribed tax tables in the guidelines for employees tax - EMP 10.
In March and ends in February. Financial year runs from April to March.
Past records are kept for five years. If the request is for a certificate that is already 4 and 5 years ago, the request must have an attached letter from South African Revenue Services. (e.g. For the period 1999 to 2003, both years 1999 and 2000 require a SARS request letter.) The Provincial Treasury Tax Section holds all certificates where the IRP5 certificate number begins with an ‘AP’ number. If this is not the case, then the relevant Staff Office of each Department must be contacted.
Find out when the request was sent and check for the request on PERSAL. Inform us when it was posted or ask for another application.
Submit your enquiry in writing. An investigation will be done and a reply will be forwarded to you.
If the Department is not on BAS, a Salary Reversal is to be processed on an FMS journal, form code 1098. If the Department is on BAS, a BAS journal must be processed on the Bas System. In both cases a copy of the journal must be forwarded to the Tax Section for updating onto the Tax Records.
If the reason for resignation on PERSAL reads "emigration", inform the person to submit it in writing. If termination is incorrect, inform the person to contact their staff office.
This change will be done at your Department’s Personnel Section.
Contact your Staff Office who will update the details on PERSAL. Once this change has been approved and updated, a new duplicate IRP5 certificate copy can be requested. This will now reflect the new correct information.
Use a 1084 for payment and a 1098 for reversals of salary when salary records are archived ie. #5.6.12. Payment of any allowance must be forwarded to tax section to update IRP 5 accumulations.