eGIRO Application Approval Guide
User Story
I am a centre admin who wants to approve eGIRO applications for parents.
Step 1: Navigate to Bank Processing
Current Screen: Main SMS Page
You'll see the main dashboard with the left navigation panel showing various menu options like Student Management, Class Management, Interest Management, Billing Account, etc.
Action Required: Look at the left navigation panel and click on "Bank Processing"
Step 2: Access Bank Processing Options
Current Screen: Bank Processing main page
Action Required: Click on the "GIRO Application" section
Step 3: View GIRO Application Status Tabs
Current Screen: GIRO Application interface
At the top of the page, you'll see multiple status tabs:
- [Pending] - Applications waiting for CA review and approval
- [Active] - Applications that have been approved and are operational
- [Deactivated] - Applications that have been rejected or deactivated
- [Pending Bank Process] - For manual GIRO applications awaiting bank submission
Action Required: Click on the "Pending" status tab
Step 4: Review Pending Applications Table
Current Screen: Pending GIRO Applications table view
Table Columns Include:
| Column | Description |
|---|---|
| Student Name | Name of the child whose account this is for |
| Application Type | Shows "eGIRO" for electronic applications vs "Manual GIRO" |
| Submission Date | When the parent submitted the application |
| Parent Details | Parent name and contact information |
| Bank Information | Which bank and basic account details |
| Action Buttons | Three-dot menu (...) for each row |
Action Required: Find the specific eGIRO application you want to review and click the three-dot menu button (...) on the right side of that row
Step 5: Select Review Action
Current Screen: Same table with dropdown menu visible
The dropdown menu shows options including:
- "Review Application" - For eGIRO applications <-- SELECT THIS
- "Print for Bank Submission" - For manual GIRO
Action Required: Click "Review Application" from the dropdown menu
Step 6: Review Application Details
Current Screen: Detailed application review screen
This comprehensive review interface displays two main sections:
Left Section - Application Details:
- Parent Information: Full name, NRIC, contact, email
- Bank Account Details: Bank name, account number, holder name
- Student Information: Child's name, ID, class, centre
- Application Reference: Unique ID and submission timestamp
- Payment Authorization: What fees this account covers
Right Section - Review Actions:
- Verification Checklist: Items to confirm
- Decision Buttons: "Approve" and "Reject" options
- Comments Section: Area for decision notes
VERIFICATION CHECKLIST - What to Verify:
- Parent identity matches student records
- Bank account details are properly formatted
- All required fields are completed
- Student is correctly associated with your centre
Action Required: Carefully review all information for accuracy, completeness, and validity
Step 7: Make Your Decision
Current Screen: Same detailed review screen
At the bottom right of the review interface, you'll see decision buttons:
- [Approve] - To approve the application
- [Reject] - To decline the application
Action Required: Based on your review, click either "Approve" or "Reject"
Step 8A: Approval Process
Current Screen: Confirmation dialog appears
A popup confirmation dialog shows:
- Confirmation Message: "Are you sure you want to approve this eGIRO application?"
- Application Summary: Key details being approved
- Final Actions: [Confirm Approval] and [Cancel] buttons
Action Required: Click "Confirm Approval" to finalize
RESULTS - What Happens Immediately:
- Application status changes from "Pending" to "Approved"
- System automatically creates a new GIRO account under student's Billing Info
- New account appears with "Active" status and "Allow Collection = Yes"
- Application moves from "Pending" tab to "Active" tab
- Parent receives automated email confirmation of approval
Step 8B: Rejection Process
Current Screen: Rejection reason dialog appears
A popup dialog shows:
- Rejection Reason Dropdown: Options like "Incomplete information," "Invalid bank details," "Student not found," etc.
- Comments Field: Optional text area for additional explanation
- Action Buttons: [Confirm Rejection] and [Cancel]
Action Required: Follow these steps:
- Select appropriate rejection reason from dropdown
- Add comments if needed (optional)
- Click "Confirm Rejection"
RESULTS - What Happens Immediately:
- Application status changes to "Rejected"
- Application moves from "Pending" tab to "Deactivated" tab
- No GIRO account is created in student's billing profile
- Parent receives automated email notification with rejection reason
Step 9: Verify Processing Results
Current Screen: Returns to GIRO Application management interface
You're back at the main GIRO Application page with status tabs visible
VERIFICATION STEPS:
- Check Pending Tab: The processed application should no longer appear here
- Check Active Tab: If approved, application should now appear here with "Active" status
- Check Deactivated Tab: If rejected, application should appear here with "Rejected" status
Action Required: Click on the appropriate tab to verify the application was processed correctly
Step 10: Final Verification (For Approved Applications)
Navigation Path: Billing Account → Student Account → [Student Name] → Billing Info → Bank Account Listing
FINAL CHECK - The Bank Account Listing should now show:
- New GIRO Account Entry: With bank details from the approved eGIRO application
- Account Status: "Active"
- Allow Collection: "Yes"
- Account Type: "GIRO" or "eGIRO"
- Application Date: Original submission date
- Approved Date: Today's date when you approved it
Final Check: Confirm all details match the original application
SUCCESS! You're Done!
You now know how to efficiently process eGIRO applications and help parents set up automatic fee collection!