FMS User

Course Code – FMSU-1-05

Version 4.0

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© Capita Business Services Ltd 20134. All rights reserved.

No part of this publication may be reproduced, photocopied, stored on a retrieval system, translated or transmitted without the express written consent of the

publisher.

Capita SIMS, Franklin Court,Priory Business Park, Cardington, Bedford, MK44 3JZ

Tel: 01234 838080 Fax: 01234 832082 http://sims.capitaes.co.uk

Where appropriate for data entry purposes, the graphics used in this document match the training data recommended for use on the course. Where the graphic is an

example of what might be expected when using certain areas of the software, the training data may not be an exact match.

Revision History

Version Change Description Date

6.140 – 1.0 Updated to 6.140 and new course code 09/09/2011

6.142 – 2.0 Updated to 6.142 16/02/2012

6.148 – 3.0 Updated to 6.148 30/01/2013

6.152 – 4.0 Updated to 6.152 15/01/2014

This booklet is designed for use with SIMS software version 6.152

Mimeo Print code: FMSU-1-v40

FMS User FMSU-1-05

FMS UserContents

Introduction.............................................................................................................................1Introduction.....................................................................................................................................................................................1Course Objectives..........................................................................................................................................................................1Overview........................................................................................................................................................................................1Course Requirements.....................................................................................................................................................................1

01. Navigating FMS................................................................................................................3Chapter Introduction.......................................................................................................................................................................3Navigating FMS..............................................................................................................................................................................3

02. Setup 7Chapter Introduction.......................................................................................................................................................................7Establishment Details.....................................................................................................................................................................8Step by Step – Editing and Amending Establishment Details.........................................................................................................9Tab 1: Basic Details........................................................................................................................................................................9Tab 2: Logo..................................................................................................................................................................................10Tab 3: System Parameters...........................................................................................................................................................11Accounts Payable.........................................................................................................................................................................11Cheque Processing......................................................................................................................................................................12Transfer Folder.............................................................................................................................................................................12Recurring Payments.....................................................................................................................................................................12Retained Earnings........................................................................................................................................................................12Tab 4: eProcurement....................................................................................................................................................................12Tab 5: Email Setup.......................................................................................................................................................................12Tab 6: Interfaces..........................................................................................................................................................................13Payroll Processing........................................................................................................................................................................13Budget Import...............................................................................................................................................................................13Tab 7: Scanned Documents.........................................................................................................................................................13Managing Users...........................................................................................................................................................................13Step by Step - Adding a User.......................................................................................................................................................13Step by Step - Defining or Changing Access Rights.....................................................................................................................14Step by Step - Supervisor Defined Access Rights........................................................................................................................15Step by Step - Delete or Deactivate a User..................................................................................................................................16Step by Step – Defining Financial Years......................................................................................................................................17Step by Step - Add a New Year....................................................................................................................................................18Step by Step – Defining Salary Periods........................................................................................................................................18Step by Step – Defining VAT Periods...........................................................................................................................................19Defining Books.............................................................................................................................................................................19Step by Step - Creating an Order Book........................................................................................................................................19Step by Step - Closing and Deleting an Order Book.....................................................................................................................20Step by Step - Creating a Petty Cash Folio Book.........................................................................................................................21Step by Step - Closing and Deleting a Petty Cash Folio Book......................................................................................................21Step by Step - Creating a Cheque Book (Cheque Book Schools Only)........................................................................................22Step by Step - Closing and Deleting a Cheque Book (Cheque Book Schools Only)....................................................................22Setting up Accounts Payable Parameters....................................................................................................................................23Step by Step - Setup Accounts Payable Parameters....................................................................................................................23Tab 1: Order Header....................................................................................................................................................................23Tab 2: Order Print Details.............................................................................................................................................................24Step by Step – Setup Order Print Details - Adding Additional Fields............................................................................................25Tab 3: Authorisation Slip (Central Schools Only)..........................................................................................................................26Step by Step – Setup of the Authorisation Slip (Central Schools Only)........................................................................................26Tab 4: Cheque Layout BACS Parameters (Cheque Book Schools Only).....................................................................................27Step by Step – Setup Cheque Layout/BACS Parameters (Cheque Book Schools Only)..............................................................27Tab 6: Email pdf Orders...............................................................................................................................................................29Step by Step – Setting up Non-Invoiced Income..........................................................................................................................29Activity – Automatic Reconciliation Setup (Central Schools Only)................................................................................................30Tab 1: Import File Definition.........................................................................................................................................................30Tab 2: Header Definition...............................................................................................................................................................31Tab 3: General Parameters..........................................................................................................................................................31Step by Step – User Options........................................................................................................................................................32Print Setup....................................................................................................................................................................................33Step by Step – FMS Transactions Backup...................................................................................................................................34

03. The Accounts Structure................................................................................................35Chapter Introduction.....................................................................................................................................................................35Step by Step – Adding/Amending Funds......................................................................................................................................35Tab 1: Fund Codes.......................................................................................................................................................................35Step by Step – Adding/Amending Cost Centres...........................................................................................................................36

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Tab 2: Cost Centres.....................................................................................................................................................................36Step by Step – Adding/Amending Profile Models.........................................................................................................................37Tab 3: Profile Models....................................................................................................................................................................37Adding/Amending Ledger Groups................................................................................................................................................39Tab 4: Ledger Groups..................................................................................................................................................................39Step by Step – Adding/Amending Ledger Codes.........................................................................................................................39Tab 5: Ledger Codes....................................................................................................................................................................39Step by Step – Adding/Amending C/Centre Ledger Links............................................................................................................42Tab 6: C/Centre Ledger Links.......................................................................................................................................................42Adding/Amending Central Ledger Links (Central Schools Only)...................................................................................................43Tab 7: Central Ledger Links.........................................................................................................................................................43Step by Step – Maintaining Consistent Financial Reporting (CFR) Mappings..............................................................................44Tab 8: CFR Mappings..................................................................................................................................................................44Step by Step – Producing the Chart of Accounts Listing..............................................................................................................45

04. Purchase Orders and Invoicing....................................................................................47Chapter Introduction.....................................................................................................................................................................47Adding and Amending Supplier Details........................................................................................................................................47Tab 1: Basic.................................................................................................................................................................................47Tab 2: Additional..........................................................................................................................................................................48Tab 3: Catalogue..........................................................................................................................................................................49Tab 4: Review..............................................................................................................................................................................49Tab 5: eProcurement....................................................................................................................................................................49Step by Step – Adding a Supplier.................................................................................................................................................49Tab 1: Basic and Tab 2: Additional...............................................................................................................................................49Tab 3: Adding a Catalogue Manually............................................................................................................................................50Step by Step – Processing Orders...............................................................................................................................................51Editing Orders..............................................................................................................................................................................53Step by Step - Authorising Orders................................................................................................................................................54Step by Step - Printing Orders......................................................................................................................................................54Processing Invoices and Credit Notes..........................................................................................................................................55Step by Step - Processing an Order Invoice.................................................................................................................................55Entering Invoices..........................................................................................................................................................................56Step by Step - Processing a Non Order Invoice...........................................................................................................................56Step by Step - Processing a Credit Note......................................................................................................................................56Step by Step - Authorise Invoices and Credit Notes.....................................................................................................................57Step by Step – Processing Sundry Invoices (Cheque Book Schools Only)..................................................................................57Cancelling an Order/Clearing Commitments................................................................................................................................58Step by Step - Cancelling Orders.................................................................................................................................................58Step by Step - Cancelling a Partially Invoiced Order....................................................................................................................59Step by Step - Cancelling an Order Line......................................................................................................................................59Step by Step – Cancelling an Invoice...........................................................................................................................................60Accounts Payable Reports...........................................................................................................................................................60Step by Step - Order Listing.........................................................................................................................................................60Step by Step – Order Amendments Report..................................................................................................................................60Step by Step - Cost Centre Commitment Reports........................................................................................................................61Step by Step - Supplier Information Report..................................................................................................................................61Step by Step - Invoice Listings.....................................................................................................................................................61Step by Step - Cost Centre Transaction Reports..........................................................................................................................62Step by Step - Aged Creditors Reports........................................................................................................................................62Supplier Review...........................................................................................................................................................................63Step by Step – Supplier Review...................................................................................................................................................63

05. Cheque Printing and BACS (Cheque Book Schools Only)........................................65Chapter Introduction.....................................................................................................................................................................65Step by Step – Cheque Printing...................................................................................................................................................65Step by Step – Spoiling a Cheque................................................................................................................................................69Step by Step - Processing a Manual Cheque...............................................................................................................................70Step by Step - Cancelling a Cheque.............................................................................................................................................71Step by Step - Find Cheque Number............................................................................................................................................71BACS Payments...........................................................................................................................................................................71Step by Step – Create a BACS Run.............................................................................................................................................72Step by Step - Cancelling a BACS Run........................................................................................................................................73Step by Step - Recreating a BACS Run.......................................................................................................................................73Step by Step - Bank History Report..............................................................................................................................................74

06. Central Processes (Central Schools Only)..................................................................75Chapter Introduction.....................................................................................................................................................................75Step by Step - Central Authorisation (Authorising Invoices/Credit Notes)....................................................................................75Step by Step – Manual Reconciliation..........................................................................................................................................77Personnel 7 Links Overview (for Automatic Reconciliation)..........................................................................................................77Step by Step - MIS Settings.........................................................................................................................................................78Personnel Links............................................................................................................................................................................78Service Term Mapping.................................................................................................................................................................79Automatic Reconciliation..............................................................................................................................................................79Step by Step - Testing the Import File..........................................................................................................................................80Step by Step - Importing the Reconciliation File...........................................................................................................................80

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Step by Step - Suspense File Processing.....................................................................................................................................81Step by Step - Clearing the Suspense File...................................................................................................................................83Step by Step - Automatic Reconciliation Status............................................................................................................................84Step by Step – Central Payment Processing................................................................................................................................85Central Processing of Payroll.......................................................................................................................................................86Step by Step - Processing an Individual Payment........................................................................................................................86Step by Step - Processing a Block Payment................................................................................................................................88Step by Step - Viewing the Salary Projections/Actuals.................................................................................................................89Step by Step - Clearing Salary Commitments..............................................................................................................................91

07. Non Invoiced Income.....................................................................................................93Chapter Introduction.....................................................................................................................................................................93Step by Step - Non Invoiced Income Parameters (Central Schools Only)....................................................................................93Recording Receipts and Paying in as One Process.....................................................................................................................93Step by Step – Recording Receipts..............................................................................................................................................94Step by Step – Paying In Receipts...............................................................................................................................................95Recording Receipts and Paying In as a Separate Process..........................................................................................................96Activity – Recording Receipts.......................................................................................................................................................96Step by Step - Paying in Slip as a Separate Process...................................................................................................................97Step by Step – Processing Bank Interest (Cheque Book Schools Only)......................................................................................98Non Invoiced Income Reports......................................................................................................................................................98Step by Step – Paying In Slips Report..........................................................................................................................................98Step by Step – Non Invoice Income Listing Report......................................................................................................................99

08. Petty Cash Processing................................................................................................101Chapter Introduction...................................................................................................................................................................101Step by Step – Petty Cash Expenditure.....................................................................................................................................102Step by Step – Adjusting Posted Petty Cash Expenditure..........................................................................................................103Reimbursements........................................................................................................................................................................104Step by Step – Petty Cash Reimbursements..............................................................................................................................104Petty Cash Reports....................................................................................................................................................................105Step by Step – Petty Cash Transaction Listing...........................................................................................................................105Step by Step – Petty Cash Reimbursement Listing....................................................................................................................105Step by Step – Petty Cash Expenditure Listing..........................................................................................................................105Step by Step – Petty Cash Folio Listing......................................................................................................................................105Step by Step – Petty Cash Unposted Folio Listing.....................................................................................................................105Step by Step – Petty Cash Cost Centre Expenditure Listing......................................................................................................106Step by Step – Petty Cash Ledger Code Expenditure Listing.....................................................................................................106

09. Manual Journal Processing........................................................................................107Chapter Introduction...................................................................................................................................................................107Step by Step – Entering a Normal Journal..................................................................................................................................107Step by Step – Cancelling Journals (Contra Journals)...............................................................................................................109Step by Step – Copying Journals...............................................................................................................................................109Step by Step – Journal Templates..............................................................................................................................................109Step by Step - Using the Journal Template................................................................................................................................110Step by Step – Reversing Journals............................................................................................................................................111Step by Step – Journal Review...................................................................................................................................................112

10. Bank Processes (Cheque Book Schools Only).........................................................115Chapter Introduction...................................................................................................................................................................115Step by Step – Entering a Recurring Payment...........................................................................................................................117Bank Reconciliation....................................................................................................................................................................118Step by Step – Adding a Bank Statement...................................................................................................................................119Step by Step – Amending a Bank Statement..............................................................................................................................121Producing Bank Account Reports...............................................................................................................................................121Step by Step - The Bank History................................................................................................................................................121Step by Step - Unreconciled Transactions..................................................................................................................................121Step by Step - Bank Statement Summary..................................................................................................................................122Step by Step - Balances and Reserves Report..........................................................................................................................122

11. Funds and Budget Allocation.....................................................................................123Chapter Introduction...................................................................................................................................................................123Fund Allocation...........................................................................................................................................................................123Step by Step - Increasing Fund Allocation..................................................................................................................................124Step by Step - Decreasing Fund Allocation................................................................................................................................124Step by Step – Viewing Fund Allocation History.........................................................................................................................125Step by Step – Recording Fund to Bank Journals......................................................................................................................126Recording Funding as Income....................................................................................................................................................126Cost Centre Allocation................................................................................................................................................................128Step by Step - Cost Centre Allocation........................................................................................................................................129Step by Step - Fixing the Budget................................................................................................................................................130Step by Step - Amending a Cost Centre Budget (Virement).......................................................................................................130Budget Maintenance Reports.....................................................................................................................................................131Step by Step - Budget Profile Listing..........................................................................................................................................131Step by Step - Annual Budget Listing.........................................................................................................................................131Step by Step - Cost Centre Allocation Audit Trail.......................................................................................................................131

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12. Payroll - Cheque Book Schools Only.........................................................................133Chapter Introduction...................................................................................................................................................................133Personnel Links Overview..........................................................................................................................................................133Step by Step – MIS Settings.......................................................................................................................................................133Personnel Links..........................................................................................................................................................................133Service Term Mapping...............................................................................................................................................................134Step by Step – Recording Individual Payments..........................................................................................................................134Step by Step – Recording Block Payments................................................................................................................................136Step by Step – Viewing the Salary Projections/Actuals..............................................................................................................137Step by Step – Clearing Salary Commitments............................................................................................................................139

13. VAT Processing............................................................................................................141Chapter Introduction...................................................................................................................................................................141Step by Step – Generating a VAT Claim....................................................................................................................................141Step by Step – Printing a VAT Submittal Report........................................................................................................................142Step by Step - Academy - VAT 126 Report................................................................................................................................143Step by Step – Recording a VAT Reimbursement (Cheque Book Schools Only).......................................................................144VAT Transfer Journal.................................................................................................................................................................146Step by Step – Recording a VAT Transfer Journal.....................................................................................................................146Step by Step – Producing VAT Reports......................................................................................................................................146

14. Management Reports and Audit Trails......................................................................147Chapter Introduction...................................................................................................................................................................147General Ledger Reports.............................................................................................................................................................147Analysis Reports:........................................................................................................................................................................147Transaction Reports:..................................................................................................................................................................148Chart of Accounts Review:.........................................................................................................................................................148Audit Reports:.............................................................................................................................................................................149General Audit Trails:...................................................................................................................................................................149Journal Audit Trail.......................................................................................................................................................................152

Appendix A..........................................................................................................................153Order 1.......................................................................................................................................................................................153Order 2.......................................................................................................................................................................................154Order 3.......................................................................................................................................................................................154Order 4.......................................................................................................................................................................................155Order 5.......................................................................................................................................................................................156Order 6.......................................................................................................................................................................................157Order Invoice 1...........................................................................................................................................................................158Order Invoice 2...........................................................................................................................................................................159Order Invoice 3...........................................................................................................................................................................159Order Invoice 4...........................................................................................................................................................................160Non-Order Invoice......................................................................................................................................................................161Credit Note.................................................................................................................................................................................161

Appendix B..........................................................................................................................163Scanned Documents..................................................................................................................................................................163

Appendix C..........................................................................................................................165Restricted Users.........................................................................................................................................................................165Focus | Accounts Payable | Purchase Orders............................................................................................................................165Focus | Accounts Payable | Deliveries........................................................................................................................................165Focus | Accounts Payable | Invoices/Credit Notes.....................................................................................................................165Focus | General Ledger | Chart of Accounts Review..................................................................................................................165Reports | General Ledger | Transactions | Detailed Transactions | Cost Centre Transactions...................................................165

Appendix D..........................................................................................................................167Email PDF Orders......................................................................................................................................................................167Mail Server Setup.......................................................................................................................................................................167Activating PDF Orders and Setting up Signatories.....................................................................................................................168Attaching a Signatory to Users Without a Scanned Signature....................................................................................................168Attaching a Signatory to Users with a Scanned Signature..........................................................................................................169The available signatories in FMS are displayed in the ATTACH SIGNATORY TO USER section..............................................169PDF Order Terms and Conditions..............................................................................................................................................170Assigning Order Email Address and Email Method....................................................................................................................170Producing a PDF Order Email....................................................................................................................................................171

Appendix E..........................................................................................................................173Financial Reporting Suite...........................................................................................................................................................173Forecast Entry Report................................................................................................................................................................174Notes Entry Report.....................................................................................................................................................................174Summary Budget Monitoring......................................................................................................................................................175Detailed Budget Monitoring........................................................................................................................................................175Budget v Actuals........................................................................................................................................................................176Budget Comparison Report........................................................................................................................................................176Budget Comparison Chart..........................................................................................................................................................177

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I Introduction

This chapter contains:Introduction.....................................................................................................................................................................................1Course Objectives..........................................................................................................................................................................1Overview........................................................................................................................................................................................1Course Requirements.....................................................................................................................................................................1

IntroductionFMS is a finance package that runs separately to SIMS, however, FMS can be linked to gain information from SIMS.

FMS is capable of recording all order and invoice information for suppliers, recording budgets and commitments along with cash book transactions, petty cash and general journals. It also produces cheque runs and bank reconciliations along with all the period end/year end procedures. It can also store and calculate salary information as well as produce sales invoices and record equipment although the last two are not covered in detail in this course.

Course ObjectivesBy the end of the course you will be able to:

n understand the setup of FMS including the general ledger structure

n process purchase orders and invoices

n understand central processes such as automatic and manual reconciliations, central authorisation and central payments

n understand cheque book processes such as cheque and BACS runs, other bank transactions and bank reconciliations

n understand non-invoiced income for receipts and petty cash transactions

n process the general ledger journal

n process payroll and VAT claims/returns

n understand the budgeting process.

OverviewThis course aims to support the day to day processing in FMS and will demonstrate how to run all processes within Accounts Payable, general ledger, central processes, non-invoiced income and Budget Management. You will also gain a good understanding of how FMS is set up.

Course RequirementsPrevious experience of book-keeping/accountancy is useful. An understanding of financial procedures is also required. Delegates for day one should complete day two for either central/external (FMS User). Delegates for day two should have completed day one.

Introduction 1

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Introduction 2

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01 Navigating FMS

This chapter contains:

Chapter Introduction.......................................................................................................................................................................3Navigating FMS..............................................................................................................................................................................3

Chapter IntroductionFMS has been designed to run for both central and cheque book schools and therefore this booklet may contain information that will not relate to your school. This will be pointed out during the duration of the course.

To log into FMS during this course, the log in details are as follows:

n User ID = SYSMAN

n Password = FINANCE.

Navigating FMSThe various areas and functionality of FMS can be accessed either via the menus or by clicking the relevant icon. The following table contains a list of the main icons you may want to use. Others will be illustrated throughout the manual.

The following the icons are always available in FMS.

Change financial year Close current period Launch Windows calculator

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Each area of functionality in FMS has a specific set of icons relating to its functionality, as outlined in the table below.

Area Icon Functions Icon

Accounts Payable

Suppliers

Purchase order processing

Deliveries

Invoice/credit note processing

Cheque printing

BACS processing

Import transactions

Central

Central authorisation

Manual reconciliation

Automatic reconciliation

Central payment

Non invoiced income

Receipts

Paying in slips

General Ledger

Bank reconciliation

Chart of accounts review

Manual journal processing

Petty cash processing

Journal review

Budget management

Fund allocation

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Cost centre allocation

Fund to bank journals

Import budget

Personnel links

Salary projection

Individual payment

Block payment

Salary calculator

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Other icons worth remembering are as follows as these appear in a number of places when adding or amending records. The colour may vary depending on where you are in FMS but their functionality is the same.

Function Icon

Add

Delete

Save

Undo record changes

Print

Browser/lookup

Edit

Previous or next record/page

Post/print and post

Copy

Another way to move around the menus is to first press the Alt key, after which you will notice that certain letters on the menu options at the top of the screen now have an underscore on them. For example, if you now press the F key the Focus menu will display, again notice the letters with an underscore. From here you can use the highlighted letter to move around the menus.

Example:

Alt F P P will take you into Purchase Order Processing.

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02 Setup

This chapter contains:Chapter Introduction.......................................................................................................................................................................7Establishment Details.....................................................................................................................................................................8Step by Step – Editing and Amending Establishment Details.........................................................................................................9Tab 1: Basic Details........................................................................................................................................................................9Tab 2: Logo..................................................................................................................................................................................10Tab 3: System Parameters...........................................................................................................................................................11Accounts Payable.........................................................................................................................................................................11Cheque Processing......................................................................................................................................................................12Transfer Folder.............................................................................................................................................................................12Recurring Payments.....................................................................................................................................................................12Retained Earnings........................................................................................................................................................................12Tab 4: eProcurement....................................................................................................................................................................12Tab 5: Email Setup.......................................................................................................................................................................12Tab 6: Interfaces..........................................................................................................................................................................13Payroll Processing........................................................................................................................................................................13Budget Import...............................................................................................................................................................................13Tab 7: Scanned Documents.........................................................................................................................................................13Managing Users...........................................................................................................................................................................13Step by Step - Adding a User.......................................................................................................................................................13Step by Step - Defining or Changing Access Rights.....................................................................................................................14Step by Step - Supervisor Defined Access Rights........................................................................................................................15Step by Step - Delete or Deactivate a User..................................................................................................................................16Step by Step – Defining Financial Years......................................................................................................................................17Step by Step - Add a New Year....................................................................................................................................................18Step by Step – Defining Salary Periods........................................................................................................................................18Step by Step – Defining VAT Periods...........................................................................................................................................19Defining Books.............................................................................................................................................................................19Step by Step - Creating an Order Book........................................................................................................................................19Step by Step - Closing and Deleting an Order Book.....................................................................................................................20Step by Step - Creating a Petty Cash Folio Book.........................................................................................................................21Step by Step - Closing and Deleting a Petty Cash Folio Book......................................................................................................21Step by Step - Creating a Cheque Book (Cheque Book Schools Only)........................................................................................22Step by Step - Closing and Deleting a Cheque Book (Cheque Book Schools Only)....................................................................22Setting up Accounts Payable Parameters....................................................................................................................................23Step by Step - Setup Accounts Payable Parameters....................................................................................................................23Tab 1: Order Header....................................................................................................................................................................23Tab 2: Order Print Details.............................................................................................................................................................24Step by Step – Setup Order Print Details - Adding Additional Fields............................................................................................25Tab 3: Authorisation Slip (Central Schools Only)..........................................................................................................................26Step by Step – Setup of the Authorisation Slip (Central Schools Only)........................................................................................26Tab 4: Cheque Layout BACS Parameters (Cheque Book Schools Only).....................................................................................27Step by Step – Setup Cheque Layout/BACS Parameters (Cheque Book Schools Only)..............................................................27Tab 6: Email pdf Orders...............................................................................................................................................................29Step by Step – Setting up Non-Invoiced Income..........................................................................................................................29Activity – Automatic Reconciliation Setup (Central Schools Only)................................................................................................30Tab 1: Import File Definition.........................................................................................................................................................30Tab 2: Header Definition...............................................................................................................................................................31Tab 3: General Parameters..........................................................................................................................................................31Step by Step – User Options........................................................................................................................................................32Print Setup....................................................................................................................................................................................33Step by Step – FMS Transactions Backup...................................................................................................................................34

Chapter IntroductionThis chapter covers how each of the major areas in FMS is configured for individual establishments. It also includes how to run a backup within FMS.

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Establishment DetailsSelecting Tools | Establishment Details enables staff to enter the name of their establishment, school/local authority (LA) code and VAT number, if applicable and all details pertaining to their establishment on tab 1: Basic Details. You may also add any special logo designed for the school to customise stationery on tab 2: Logo. Other parameters may be set on the tab 3: System Parameters and settings required for internet ordering are carried out on tab 4: eProcurement.

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Step by Step – Editing and Amending Establishment Detailsn Select Tools | Establishment Details.

Tab 1: Basic Detailsn A name can be up to 50 characters including spaces. Type the school name in the

Name field (avoiding the use of the & sign or apostrophes).

n Enter the four digit school code in the Code field and the three digit LA code in the LA Code field. If you will be using Accounts Receivable to produce invoices, you should enter the school’s, or more likely, the LA’s VAT registration number in the VAT Registration No. field. The Companies House No. field has been added in for Academy use.

n Type the name required on cheques paid to the establishment in the Payable To field (for example, London Borough of xxxx or Green Abbey School).

n Enter the school Address along with the Telephone, Fax and main email address in the relevant boxes.

n The Unique Identifier only needs changing if you will be processing purchase orders electronically.

A unique identifier for the establishment or LA may be required for sending orders by XML file. By default the n/a radio button will be selected; unless you are notified by the LA to the contrary it is unlikely that the default setting will need changing. To enter an identifying reference, select the GLN or DUNs radio button and enter the reference in the adjacent section.

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NOTE: GLN stands for global location number and consists of 13 digits. It is used to identify those wishing to trade using electronic commerce. It is possible that the LA may have such a reference number, which they may issue to you.

DUN stands for Dun and Bradstreet, a third party organisation that assigns reference numbers to a company in their company register. It is extremely unlikely that you will have such a reference number.

These numbers are recognised by international organisations involved in electronic commerce.

Tab 2: LogoA logo can be imported from a graphics file for use with purchase orders. The logo should be no bigger than 144 pixels by 144 pixels and saved as a monochrome bitmap.

Click the import graphic icon to browse to the location of the logo.

Import graphic icon

If the establishment logo already incorporates the address, ensure the check box is selected at the base of the tab. This ensures the address is not duplicated on orders.

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Tab 3: System Parameters

Consistent financial reporting (CFR) – this will switch on the functionality associated with producing a CFR Report. Select the CFR Functionality check box for this course. The Allow Report Editing check box is usually deselected as a default and it is advisable to leave this deselected initially.

School Type – if your school is neither a primary nor secondary school (for example, a special school with all age groups), select the All Other Schools radio button.

Accounts Payable

As a default, Accounts Payable will only enable the use of the EX type ledger codes, but the option to allow Balance Sheet Ledger Codes On Non Order Invoices/Credit Notes is supplied. When this check box is selected FMS will enable not only EX ledger types but also AO, LS, CP and PY ledger types on non order invoices/credit notes. For the purposes of this course leave the Allow Balance Sheet Ledger Codes on Non Order Invoices/Credit Notes check box deselected.

For the establishment to be able to raise sundry invoices and make sundry payments the Allow Sundry Payment Processing check box should be selected. For the purposes of this course select the Allow Sundry Payment Processing check box.

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NOTE: You should be aware that selecting this option with FMS has the following implications for their VAT Reports. As VAT from the sundry payments will be included in the VAT Reports within FMS these payments should be backed by a VAT receipt/invoice as required by HMRC. Refunding deposits will also have an effect, as the values held within the VAT Reports will be distorted. Even if you assign an exempt or zero VAT rate, the net input will be distorted by the value of the refund.

Suppliers designated as not in use can be hidden when processing orders and invoices/credit notes by selecting the check box.

Cheque Processing

The cheque processing section enables you to specify the currency unit to be used in FMS, for example, pounds and euros. The default setting will be for pounds and pence. It is recommended that you test print a cheque once the currency unit has been defined.

Transfer Folder

The transfer folder specifies the location of the transfer folder that is used by central authorisation, for example CFR. If no file path is entered, FMS will use the transfer folder on the local drive.

NOTE: It is only necessary to specify the location of the transfer folder if this is located anywhere except the local drive and the folder where the FINANCE.EXE is located.

Recurring Payments

The Post Automatically check box is deselected by default. Select the check box if recurring payments for a period should be posted automatically the first time FMS is accessed in a period by a staff member with the relevant access rights.

Retained Earnings

Retained earnings is unavailable unless the retained earnings ledger code has been defined in the ledger codes section by selecting Tools | General Ledger Setup. Schools whose finances are controlled centrally and do not use a local bank account can also change to using retained earnings.

Tab 4: eProcurement

This is where the currency unit, the language recognised by FMS, the security encryption keys and import and export options for orders sent by XML file can be set up. This screen will not be explored further on this course, but full training on eProcurement and eInvoicing is available as a separate course.

For more information please refer to the eProcurement section in FMS handbook (EPROC.PDF).

Tab 5: Email Setup

This is where the settings necessary for electronic transfer of BACS remittance advices and Email PDF Orders are entered.

For more information, please refer to FMS Accounts Payable handbook for further information.

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Tab 6: InterfacesPayroll ProcessingPayroll interface - initially this will be set to off by default. To use the payroll interface, select the Process Payroll Interface check box. Click the Field browser icon to select the Payroll file folder. Typically this could be N:\payroll, where N: represents the drive where the SIMS system is. This field will not be activated unless the process Payroll Interface check box is selected.

Budget ImportIf a separate budgeting tool that links to FMS is being used, this sets where the file is held for import through Focus | Budget Management | Import Budget.Tab 7: Scanned DocumentsThis tab has been provided to enter the necessary parameters that will enable scanned images to be attached to invoices and credit notes in Accounts Payable.

For more information please see Appendix B – Scanned Documents.

Managing UsersDuring this course you will be logged on as the system manager, however, you will need to be able to add and remove users as well as amend/restrict their access rights. To do this select Tools | Manage Users.

Step by Step - Adding a User1. To add a new user to FMS, click the Add Item icon on the right.

2. Type the user ID the person uses to login to FMS. For example, the person’s name or their job title.

3. Enter the user name (their full name).

4. Enter a user code which is normally the initials. Click the Create button, and then click the Yes button to confirm.

5. In the last two sections, enter a Password for the user, then re-enter it as confirmation. Passwords should have a minimum length of six characters.

6. Click the Save button. At this point access rights can be assigned or you can just click the Save button again. Click the Save button.

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Step by Step - Defining or Changing Access Rights1. From the Manage Users browser, highlight the user who needs access defining, then

click the Access Rights button found at the bottom of the screen.

No Access - personnel assigned this category will not be allowed to access FMS.

Level 1 Read Only - staff assigned this level of access are only able to view the entries that have been made.

Level 2 Enter Only - assigning this access level enables staff to review, add, edit and delete certain aspects.

Level 3 Authorise Only - these rights are in addition to those assigned in the first two levels.

Level 4 Enter and Authorise - enables them to view, add, delete, authorise, cancel and post. They will not, however, be able to post journal entries, delete or open financial years, edit authorisation slips or the establishment set up, edit user options or to elevate their own access rights.

Level 5 Supervisor - this category enables full access to the features and functionality of FMS.

From the preceding screen you are able to define the access rights for both FMS and Equipment Register.

2. Select the appropriate radio buttons to set the access level for the selected user for example, select the Read Only radio button.

3. Once the access level for a specified user has been selected, click the Save button to activate the assigned access level.

4. If level 5 Supervisor has been assigned, you will then be asked ‘Do you want this user to be able to add users and rest other users passwords?’ – select as required.

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NOTE: Cost centre access - this is used for restricted user access. Restricted users can be assigned access to specific cost centre(s) or a collection of cost centres and a spending threshold can be set on individual cost centres to further restrict their spending capabilities within FMS.

This is covered in Appendix C – Restricted Users.

Step by Step - Supervisor Defined Access RightsThe preceding options are sufficient if the staff member still needs to get access to most areas, but it may be that the staff member’s access needs restricting further.

1. From the Manage Users browser, highlight the staff member who needs their access defining, then click the Access Rights button found at the bottom of the screen.

2. Select the Supervisor Defined option located at the bottom of the screen, and then click the Browser icon. This will then display any user defined access levels that have already been created.

3. Click the + icon to create a customised access level.

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4. Enter an appropriate name for this access level, such as Finance Assistant, and then click the Initial Access Level browser button.

5. The initial access level is the base from which you can amend. In this instance highlight Read Only, and then click the Select button. Click the Create button on the User Defined Access Level Addition screen.

6. On the user defined access level screen the rights can now be edited. Click the Edit icon. It is now possible to add or remove access rights to individual items by highlighting the item to be used on the left and clicking the Choose button. If you wish to remove something highlight it on the right and click the Remove button. An item can also be added or removed by double-clicking it. When the selection is complete, click the Update button, then click the Select button. Click the Save button.

Step by Step - Delete or Deactivate a UserWith staff changes, inactive users should either be deleted (if they have never used FMS) or deactivated for security reasons.

1. Select Tools | Manage Users.

2. Highlight the staff member which needs removing.

3. If the staff member has not been used click the Delete icon on the right-hand side, then click the OK button to confirm.

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4. If the staff member has been used, you will not be able to delete them, but you can deactivate them by clicking the Access Rights button at the bottom of the screen and setting their access to No Access.

5. On saving, notice that the tick in the Can Login column has now been removed.

Step by Step – Defining Financial YearsThe initial financial year would have already been set up as part of the installation of FMS and any following years would have been created as part of the year end processes. However, within this screen there are some settings you can change at any time through the year (against open years only).

1. Select Tools | Define Financial Years | Define/Edit Years. Highlight the current financial year.

2. Click the Edit icon on the right-hand side of the screen.

3. The Check Spending Against C.C check box should be selected if you want to ensure that all spending is checked against the budget. This will prevent going over budget. For the purposes of this training course deselect this check box. It is not recommended that the Check Spending Against C.C check box is deselected in schools once the budget is in place.

4. Select the Order Book Open check box. This will enable you to process new purchase orders. Sometimes it is recommended to deselect this check box near the end of the financial year to prevent staff from processing orders if necessary.

The order book open – restricted users check box is used to open the order book for restricted users and is explained in Appendix C.

5. Select the Record Deliveries check box if delivery notes are to be used but for now leave this deselected.

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6. Click the Save button, then click the Save button again.

Step by Step - Add a New YearSometime before the year end is due you will need to add/setup the next new year.

1. Select Tools | Define Financial Years | Define/Edit Years.

2. Click the Add icon on the right-hand side. Check all the defaults are correct including the Year Description. It is very important that this is correct for those schools that use the auto reconciliation routine as it is included in the files sent from the LA. Also ensure that the Copy Service Term Mappings check box is selected if finance links are in use, then click the Save button.

3. Once the new year is added, to process any transactions in the new year highlight it and click the Open Year button.

Step by Step – Defining Salary PeriodsIf the school is using salary links then, once a new year has been created, you will also need to set up the new salary periods.

1. Select Tools | Define Financial Years | Define Salary Periods.

2. Click the + icon on the top right of the screen.

3. Clicking the Browser icon highlight the new financial year that has just been created.

4. Click the Select button, then click the Save button.

5. Ensure the period descriptions in the bottom half of the screen are correct, clicking the Edit icon if required, then click the Save button.

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Step by Step – Defining VAT PeriodsWhen a new year is added you will also need to ensure that a new VAT year is created as well.

1. Select Tools | Define VAT Periods.

2. Click the Add icon to add a new VAT year.

3. Before saving please ensure the start and end date is correct along with the number of periods and the intervals. Click the Save button.

4. At this point you can then edit the period end dates in the bottom half of the screen by clicking the Edit icon as the end dates in some LAs are not always the month end. Ensure the End Date for each period is correct.

5. Click the Save button.

Defining BooksOrders and petty cash books will need to be added for all schools. Cheque books will also need to be added for cheque book schools.

Some schools create new order books for each financial year and prefix the book with the year number. The previous year’s book would be closed at the appropriate time.

Step by Step - Creating an Order Book1. Select Tools | Books.

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2. Stay on tab 1: Order Books. This will list all order books that have been set up.

3. Highlight the order book that precedes the new one required. This is important where schools have more than one book open at a time.

4. Click the + icon.

5. Type your school’s initials in the Prefix field.

6. The Start Number field will default to the number following the last in the previous book.

7. Type 999999 (the maximum possible) in the End Number field. You may create an order book with sufficient pages to account for any orders placed in the future.

8. For the payment source select a local bank account if you are a cheque book school or central if you are centrally funded.

9. Click the Save button, then click the Save button again.

NOTE: Accounts Payable can be used without an order book being defined but payments would be restricted to non-order invoices.

More than one series may be defined, each with a different code.

FMS will not enable a duplicate order book to be defined (the same prefix and number).

Step by Step - Closing and Deleting an Order Book1. Select Tools | Books.

2. Stay on tab 1: Order Books.

3. If an order book has not been used it is possible to delete it. Highlight the order book created in the previous Step by Step, and then click the Delete icon on the right-hand side. The book is deleted instantly.

4. If an order book has been used but is no longer required then close the order book. If the school is a cheque book school highlight the open order book with the prefix of CENT. If the school is a centrally funded school highlight the open order book with the prefix of BANK.

5. On the right-hand side notice a red cross click this, you will be asked if you want to free unused numbers, click the Yes button. That book is now closed.

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Step by Step - Creating a Petty Cash Folio BookSome schools create a new petty cash folio book for each financial year and prefix the book with the year number, as shown in the training data. The previous year’s book would be closed at the appropriate time.

1. Select Tools | Books.

2. Click tab 2: Petty Cash Folio Books. This will list all petty cash books that have been set up.

3. Highlight the Petty Cash Folio Book that precedes the new one required.

4. Click the + icon. In the training data the Prefix field shows PC11.

5. The Start Number field will default to the number following the last in the previous book.

6. Enter any number in the End Number field. Possibly 999999 (the maximum possible). In the training data it is set to 800 and determined by the number of folios in the previous book.

7. Click the Save button, then click the Save button.

NOTE: More than one series may be defined, each with a different code. FMS will not allow a duplicate petty cash book to be defined (with the same prefix and number).

Step by Step - Closing and Deleting a Petty Cash Folio Book1. Select Tools | Books.

2. Click tab 2: Petty Cash Folio Books.

3. If a petty cash book has not been used it is possible to delete it by just clicking the Delete icon on the right-hand of the screen. In this case do not delete one.

4. If a petty cash book has been used but is no longer required then close the petty cash book. Highlight an open petty cash book.

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5. On the right-hand side notice a red cross. Click the red cross, you will be asked if you want to free unused numbers, click the Yes button. That book is now closed.

Step by Step - Creating a Cheque Book (Cheque Book Schools Only)1. Select Tools | Books.

2. Click tab 3: Cheque Books. This will list all cheque books that have been set up.

3. Highlight the current (open) cheque book.

4. Click the + icon.

5. In the Bank Account field the existing bank account is displayed. You can set up a cheque book for different bank accounts if required.

6. The Start Number field defaults to the next number in their cheque book sequence. If a new cheque book is being created, enter the first number of the pre-printed cheques.

7. Set the End Number field to be the last number in the actual cheque book or the range users wish to add.

8. Click the Save button, then click the Save button again.

NOTE: More than one series may be defined, each with a different bank account.

FMS will not enable a duplicate cheque book to be defined (the same bank account and number).

Step by Step - Closing and Deleting a Cheque Book (Cheque Book Schools Only)1. Select Tools | Books.

2. Click tab 3: Cheque Books.

3. If a cheque book has not been used it is possible to delete it by just clicking the Delete icon on the right-hand of the screen. In this case do not delete one.

4. If a cheque book has been used but is no longer required then close the cheque book. Highlight an open cheque book.

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5. On the right-hand side notice a red cross. Click the red cross, you will be asked if you want to free unused numbers, click the No button. That book is now closed and the numbers cannot be re-used. It could be a cheque book has been lost or damaged for example.

Setting up Accounts Payable ParametersThis section enables you to set up their order forms and to select the information which needs including. The final part deals with setting up authorisation slips and defining cheque layout for local bank accounts. You can also select the parameters to be used, if you decide to make payments using BACS.

Step by Step - Setup Accounts Payable Parameters1. Select Tools | Accounts Payable Parameters.

Tab 1: Order Header

The review window on the right-hand side shows you the effect on the order layout as the choices are made.

2. Type To Supplier: in the Supplier Address Header field.

3. Type Please Deliver to: in the Delivery Address Header field.

4. Type the delivery address of the school in the Delivery Address Text field.

5. Enter a value in the General Order Prefix field if appropriate. This is usually not used, as a prefix is often set up as part of the order number when creating the order book.

6. The Top Margin field can be used to increase or decrease the top margin when printing (useful if, for example, headed paper is being used). Leave as the default for now.

7. The Bottom Margin field is used to adjust the width of the bottom margin when printed. Again leave as the default for now.

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8. Enter the extra copies required when printing in the Extra Copies field. This will then prevent you having to photocopy orders. Enter one for one additional copy, two for two and so on.

NOTE: Setting the number of copies of orders to 0 will result in paper copies of electronic orders not being produced.

9. Select the First Copy as XML check box if you wish this to happen, then specify in the Copy To field where it is to be sent.

10. Click the Printed Orders button if you wish to enter text at the bottom of the order form in the Free Text Insertion section. This could be the name of the person authorising the order and the date of the authorisation.

11. Click the PDF Orders button if you wish to enter text at the bottom of the order form for Terms and Conditions.

12. Click the XML Orders button if you wish to enter text to appear at the bottom of the XML orders.

13. The Test Print button will enable you to print a test print so that you can check the layout of their order.

The check boxes at the top-right of the screen are self-explanatory, but if you are not sure look at the effect in the Preview window.

Tab 2: Order Print Details

Default headings are displayed and the number of characters permitted on the stationery. These can be added to or amended by using the buttons on the right-hand side.

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Step by Step – Setup Order Print Details - Adding Additional Fields1. Click the magnifying glass icon on the right-hand side.

2. Highlight Cost Centre.

3. Click the Choose button.

4. Click the Update button.

5. Highlight Cost Centre and by using the arrow buttons on the right-hand side the position of the heading which has just been added can be changed.

6. The Test Print button will enable you to print a test print so that you can check the layout of their order.

NOTE: When adding extra columns be aware that it may not all fit on the page so be selective and remove any that are not required.

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Tab 3: Authorisation Slip (Central Schools Only)

If the LA central processing of payments is being used then you will need an authorisation slip to accompany the invoice that is despatched to the LA with instructions for payment.

Step by Step – Setup of the Authorisation Slip (Central Schools Only)1. Select the Standard Authorisation Slip layout.

2. Type VAT in the VAT Description Line field.

3. Type a prefix in the Order Prefix field if required.

4. In the Expenditure Code Prefix and Expenditure Code Suffix fields enter as advised by the LA.

5. In tab 3: Authorisation Slips, type the school name and code.

6. The VAT Lines section accommodates the possibility of multiple rates of VAT. Select the Multiple radio button to enable multiple rates on one authorisation slip. Select the Single radio button to limit each authorisation slip to one VAT rate. Zero rated VAT transactions are automatically included. Select the Single radio button for now.

7. For the output method select the Print radio button to print the authorisation slip. Select the Export radio button, if the authorisation slip is to be exported. Select the Print radio button for now.

8. The date enables you to determine which invoice date should be included on the authorisation slip. Either select the Use Invoice Pay By Date or the Use Invoice Date radio button. Select the Use Invoice Date radio button for now.

9. The Slips per Page section enables you to select how many copies of the authorisation slip will be printed on each page. Select the appropriate radio button to enable one, two or four slips to be printed. Select the 1 radio button for now.

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10. Select either the Include Transaction ID in Export File or the Validate Supplier’s Reference check box or alternatively select both of these check boxes:

n Include Transaction ID in Export File: if you have selected to export authorisation slips, you have the option to include the transaction ID. By default, the check box will not be selected and may only be selected by staff with the highest level access rights

NOTE: If this field is selected by selecting the check box, you should be aware that all fields, except the flag field, will move one place to the right, which may affect the operation of any special software which may be used to read the export file. Leave blank for now.

n Validate Supplier's LA Reference: before selecting this check box, be aware that the authorisation slip run will fail should any suppliers not have a LA reference number. If the check box is selected, FMS will check for the LA reference for all the suppliers issuing invoices and credit notes for the current authorisation slip.

11. Click the Free Text button, this will enable you to insert text to appear at the top of the page or at the bottom of the page.

12. The Test Print button will enable you to print off a test print so that you can check the layout of the authorisation slip.

Tab 4: Cheque Layout BACS Parameters (Cheque Book Schools Only)

Step by Step – Setup Cheque Layout/BACS Parameters (Cheque Book Schools Only)This definition for Accounts Payable enables you to define your cheque stationery and to define parameters for BACS processing, should you decide to pay the suppliers using this method of payment.

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1. If standard A4 printer paper with a single cheque printed on each sheet is being used, select the Page Eject to Advance to Next Cheque check box. If continuous stationery is being used, leave this check box deselected.

2. Make sure that the Print the words "Cheque No." check box is selected if you wish these words to be printed on all cheques.

3. The Print Section Separators check box should be selected if you want each section clearly defined.

4. Ensure that the Print Address on Advice Slip check box is selected if you wish the school address to be included on their cheques.

Cheque element positions: in this section the position of certain aspects of the cheque and the remittance (though normally the default will work) can be modified. By selecting the different elements you can define the position on the paper either in inches or centimetres.

5. Type the BACS ID code, which will have been issued to the establishment by the BACS bureau, for a unique means of identification. This should consist of three characters, which will automatically display in upper case by default.

6. Type the number of days that the BACS file is to be kept by the BACS bureau. By default the number of days entered will be 10. Any other number entered should fall between 0 and 99.

7. Select the Mask Bank Account check box if you do not want the full bank account number to be displayed on the BACS remittances. If this check box is selected, an entry is written to the audit trail to record that this change has been made. The bank account number on subsequent BACS remittances will be shown as nnnn1234, for example.

8. Unless an out directory is specified, you will be unable to process the BACS files. Click the Browser icon to select the directory/folder, for example H:\SIMS\Transfer\Out, where H:\ is an example of the drive containing the required directory/folder.

9. Select the Audit check box if you wish to receive a BACS audit printout.

10. In the Print Remittance Advice section, either select the Plain Stationery radio button or the Pre-printed Stationery radio button.

11. The Restore Defaults button will set all the settings for tab 4 back to its defaults.

12. The Test Print button will enable you to print a test print so that you can check the layout of the cheque/remittance.

13. Finally, once the appropriate parameters have been selected click the Save button.

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Tab 6: Email pdf OrdersThis definition for Accounts Payable enables you to activate the ability to send pdf Orders as emails and assign appropriate signatories to staff. More information is in Appendix F.

Step by Step – Setting up Non-Invoiced IncomeIf this is the first time you have had any income to enter onto FMS you may want to set up a default cost centre and ledger code.

Many schools do not set up a default cost centre/ledger code as their income is credited to a number of different cost centres/ledger codes.

1. Select Tools | Non Invoiced Income Parameters.

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2. It is possible to select default cost centre and ledger codes using the Browser icons. It might be more flexible not to set defaults as each item of income could be credited to different cost centres/ledger codes.

3. Ensure that the Allow Receipt Printing check box is selected, this enables you to print receipts.

4. The Local radio button should be selected if the school is a cheque book school and income is received into the bank account. If the school is a central school and any income goes to the LA to be processed ensure the Central radio button is selected.

Activity – Automatic Reconciliation Setup (Central Schools Only)Any school operating a central payments system, a centrally funded LA school or any establishment using an external agency, may use the automatic reconciliation routine. The following procedures are important for you to do to set up the automatic reconciliation process.

n Select Tools | Automatic Reconciliation Setup.

Tab 1: Import File Definition

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The structure of the import file should be agreed between the establishment and the agency before this option is used. If the LA or agency has defined the structure to be used, you will be able to import this, click the Import button.

Tab 2: Header DefinitionThis section gives information about header types that are mandatory and those which are optional.

n The position and length for each of the required data items is displayed in these two columns. If you wish to enter your own values, you may do so, but should you try to define a length greater than the maximum enabled, you will be reminded of the permitted range.

n Save the entries made.

Tab 3: General Parameters

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n For the Invoice Data Comparison field. Click one of the two radio buttons in this area: By Invoice or By Ledger Code and Fund.

n Select the Contra Records are Required check box if contra records are required in the reconciliation files then this check box should be selected. You will be able to record any items failing to reconcile as contra entries. Leaving the check box deselected enables unreconciled items to be deleted.

n Selecting the Income is Treated as Negative check box means that all entries recorded as income will be shown as a negative value. Leaving the check box deselected will treat income as a positive value, the same as expenditure.

n The Personnel Links in use check box is for the automatic reconciliation of salaries, ensure that this box is selected. If you decide to deselect this check box, a warning will be received stating that this will result in automatic reconciliation of salaries not checking personnel information and asking if you wish to continue.

Import name pattern is the pattern of the import file name, for example, *.REC where the * equals anything.

n Allowable LA record types: you may select two record types that are recognised by their LA or agency and record them in these two boxes.

n On successful import. Select the Move files from...\IN to…\READ check box if you wish to save the import file in the system folder Transfer\Read.

n Remember to save to complete the selections.

Step by Step – User Options1. Select Tools | User Options.

2. Allow full AP processing in supplier review – you can select this check box to enable the process of orders and invoices from the Supplier Review screen. Leave this deselected for now.

3. Auto adjust limits in cost centre allocation – when entering budgets the cost centre allocation will increase automatically without prompt. Select the Auto Adjust Limits in Cost Centre Allocation check box.

4. Use wizard for manual journal entry – when entering journals, if this check box is selected, you are given extra prompts to help with the journal entry. For the purposes of this course deselect the Use Wizard for Manual Journal Entry check box.

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The radio buttons can be used to set the default display order for purchase orders.

The colour of different screens can be changed, including the grid background colour but it is not recommended. If the colour is changed, ensure that credit notes are a different colour to invoices to prevent errors.

Print Setup1. Select Focus | Print Setup.

It is here that different printers can be allocated to print different jobs within FMS if required.

The default is the default printer set in Windows.

Any additional printers or variations on set up should be setup under the standard windows printers screen first.

n tab 1: Purchase Ordersn tab 2: Reportsn tab 3: Wide Reportsn tab 4: Authorisation Slips (central transactions only)

n tab 5: Cheques (cheque book schools only).

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Step by Step – FMS Transactions BackupFunctionality exists to back up FMS but this is not a replacement for the overnight backup.

A quick back up can be made before any major updates or routines which are about to be run in FMS.

For example, before running year end, final CFR or an auto reconciliation file (any routine where there is no going back once it has been run).

1. Ensure that all staff are logged out of FMS.

2. Select Tools | FMS Transactions Backup.

3. Click the Yes button to confirm.

4. The backup may take a few minutes to run, the following screen will display once it is complete.

Note that the screen shown in the graphic below gives the location of the backup file.

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03 The Accounts Structure

This chapter contains:Chapter Introduction.....................................................................................................................................................................35Step by Step – Adding/Amending Funds......................................................................................................................................35Tab 1: Fund Codes.......................................................................................................................................................................35Step by Step – Adding/Amending Cost Centres...........................................................................................................................36Tab 2: Cost Centres.....................................................................................................................................................................36Step by Step – Adding/Amending Profile Models.........................................................................................................................37Tab 3: Profile Models....................................................................................................................................................................37Adding/Amending Ledger Groups................................................................................................................................................39Tab 4: Ledger Groups..................................................................................................................................................................39Step by Step – Adding/Amending Ledger Codes.........................................................................................................................39Tab 5: Ledger Codes....................................................................................................................................................................39Step by Step – Adding/Amending C/Centre Ledger Links............................................................................................................42Tab 6: C/Centre Ledger Links.......................................................................................................................................................42Adding/Amending Central Ledger Links (Central Schools Only)...................................................................................................43Tab 7: Central Ledger Links.........................................................................................................................................................43Step by Step – Maintaining Consistent Financial Reporting (CFR) Mappings..............................................................................44Tab 8: CFR Mappings..................................................................................................................................................................44Step by Step – Producing the Chart of Accounts Listing..............................................................................................................45

Chapter IntroductionTools | General Ledger Setup is where all of the accounting structure is set up and amended. This chapter will cover each of the tabs so that delegates have an understanding of where their cost centre, ledgers codes and so on come from and how they relate to each other.

The only tab that will not be covered is the eProcurement tab as eProcurement and eInvoicing are not covered in this course.

The general ledger setup is not an area you will be going into on a regular basis and most amendments made in this area would come about as a result of instructions from the LA.

Step by Step – Adding/Amending Funds1. Select Tools | General Ledger Setup.

Tab 1: Fund Codes

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These are usually only changed on the advice of the LA.

2. Click the + icon to add a new fund.

3. The fund code will be given but you will need to enter a description and the LA code if required. Type SEN Fund in the Description field and no LA code.

4. Click the Save button, then click the Save button again.

NOTE: The LA code is required when using the auto reconciliation routine (central schools) and therefore should be entered. It will be supplied by the LA.

Once a fund has been added it cannot be deleted but the description can be changed.

Step by Step – Adding/Amending Cost Centres1. Select Tools | General Ledger Setup.

Tab 2: Cost Centres

It is on this tab you can add and amend cost centre groups and cost centres.

Cost centre groups are used to group cost centres together. This makes the reporting on cost centres easier.

On the left-hand side of the screen you can see the groups which have a folder icon next to them and the cost centres themselves which have a note pad style icon. On the right it shows you the details of the item highlighted on the left. This then be edited by clicking the Edit icon shown in the middle.

2. Highlight the Staff cost group.

3. Click the Add Cost Group icon.

Add cost group icon

4. Type Other Staff Costs, then click the Save button.

5. Put the mouse pointer onto the Staff Development cost centre and drag it into the new group that has been created.

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6. Highlight the Teaching cost group, then click the Add Cost Centre icon.

Add cost centre icon

7. Enter the details as shown in the preceding graphic. Enter the person who will be in charge of the budget for that cost centre in the Holder field. The threshold is to state at what point you want FMS to warn you about possible over spend, this works in conjunction with the Check Spending check box.

8. Click the Save button, then click the Save button again.

NOTE: Cost centre codes should be unique along with the Description and the Abbreviation. If a duplicate is entered the field will show red.

A cost centre can only be deleted if it has not been used in the current financial year, the previous year has been finalised and it is not linked to any ledger codes or user defined reports.

Step by Step – Adding/Amending Profile Models1. Select Tools | General Ledger Setup.

Tab 3: Profile Models

Profile models show the spending pattern to be used in budget allocation. A range of default profiles are pre-set on installation. These may be added to, edited or deleted.

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2. Click the + icon in the centre of the screen.

3. Enter Quarterly – May, Aug, Nov, Feb in the Description field, then click the Save button.

4. You now have a choice on defining the spending pattern:

n if you click the Add Remainder button it places the total 100% into the period you have highlighted

n if you click the Spread Remainder button it will spread the 100% across all periods

n if you click the Select for Spread button you are then given the option to select the periods the budget is to be allocated to

n the Reset to Zero button will reset all the periods back to zero.

5. For our new profile click the Select for Spread button, then select the months May, August, November and February.

6. Click the Select button, then click the Save button.

If the description of a profile needs changing click the Edit icon. To edit the spending pattern, highlight the profile on the left-hand side and make the changes on the right-hand side of the screen.

NOTE: A profile can be deleted as long as it has not been linked to a ledger code.

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Adding/Amending Ledger Groups1. Select Tools | General Ledger Setup.

Tab 4: Ledger Groups

Ledger groups are created as a way to group together all the ledger codes of a similar type and need to be defined before the ledger codes can be created.

To add a new ledger code click the + icon and enter a description. The description can also be amended by clicking the Edit icon.

For this course a ledger group will not be added.

NOTE: Ledger groups are predefined at the point the database is created and should never be changed or added to unless otherwise instructed by the LA.

Ledger groups can only be deleted if they have no ledger codes linked.

Step by Step – Adding/Amending Ledger Codes1. Select Tools | General Ledger Setup.

Tab 5: Ledger Codes

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Ledger codes come in various types and the type will then dictate what information is required for the setup.

Ledger codes are used to classify what type of expenditure has been incurred or what type of income has been received.

Ledger codes are largely defined by the LA and any additions or amendment instructions should come via them.

The following table shows the different types and the information required to set them up. All require a ledger code, description and ledger group so the field listing is showing any additions to that.

Type Description Field Listing

AO Asset Standard three fields – code, description and ledger group.

BK Bank account Account name, sort code, account number, account code, BACS user number and BACS bureau number.

CC Creditor control Also has a check box to exclude BACS file header/trailer records.

CP Capital The BACS details is only required if using BACS payments.

DC Debtor control Standard three fields.

DE Debtor External Standard three fields.

ES Salary expenditure Standard three fields.

EX Expenditure Short code, normal profile, normal VAT and funds.

IN Income Short code, normal profile, normal VAT and funds.

LS Liability Standard three fields.

PC Petty cash Standard three fields.

PY Payroll control Standard three fields.

RE Retained earnings Standard three fields.

VI VAT input (expenditure) Standard three fields.

VO VAT output (income) Standard three fields.

It is quite common for a school to not have all of the types in the preceding table set up as not all are required.

The only types you are likely to ever have to add are EX, ES and IN, out of these three it is most likely to be an EX expenditure type.

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2. Click the + icon.

3. Select Expenditure Type, then click the Next button.

4. Select Educational Supplies & Services in the Ledger Group field, and then click the Next button.

5. Select 01 as the default fund, then click the Next button.

6. Enter 4005 in the Code field and Maps, Atlases & Globes the Description field, and then click the Next button.

7. On this last screen you need to confirm the profile to be used, select Curriculum. Select code T in the Normal VAT field and add fund 02 as a second fund is to be linked too. The screen should look similar to the following graphic.

8. Click the Save button, then click the Save button again.

If a ledger code needs editing highlight the code, then click the Edit icon.

NOTE: Once created the ledger code and the ledger type cannot be amended.

A ledger code can only be deleted if it has not been used in the current financial year, the previous year has been finalised, is not used in personnel links and it is not linked to any cost centres or User Defined Reports.

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Step by Step – Adding/Amending C/Centre Ledger Links1. Select Tools | General Ledger Setup.

Tab 6: C/Centre Ledger Links

On selecting tab 6, existing links or combinations are shown. The links defined will determine the areas in which cost centres can receive and spend money.

2. Click the + icon.

This next screen will display all the cost centres at the top and all the ledger codes at the bottom.

3. Select the cost centre for Geography at the top of the screen by either double-clicking it or by clicking the small arrow button. This will then move Geography from the left to the right.

4. Now at the bottom find the ledger codes 4005-01 and 4005-02 and double-click or use the small arrow to move them from left to right.

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This will link the new ledger code created earlier to the geography cost centre. At this point more cost centres could be selected for the ledger codes to link to, but for now link them to geography.

5. Click the Create Links button, a message will display stating how many links have been created and how many already existed. If it already existed it will just make no changes to that link.

6. Click the Save button.

NOTE: A c/centre ledger code link can only be deleted if there is no budget associated with it and it has not been used in the current financial year. Also the previous financial year should have been finalised.

Adding/Amending Central Ledger Links (Central Schools Only)1. Select Tools | General Ledger Setup.

Tab 7: Central Ledger Links

This is only used where LAs are likely to make direct payments or receive direct income on behalf of the school and the school processes these transactions via an auto reconciliation file.

If the school wishes for these transactions to reconcile automatically, then the relevant link would need to be selected in the screen shown in the preceding graphic. Most schools tend to leave these unlinked so that they can check the transactions before posting to the ledgers.

On entering this screen you will be presented with a list of all the cost centre/ledger code links.

As a default they are all unlinked. If you do need to link one for central processing, then highlight the link and click the Link - Unlink button at the bottom of the screen.

Scroll down and make sure all are unlinked.

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Step by Step – Maintaining Consistent Financial Reporting (CFR) Mappings1. Select Tools | General Ledger Setup.

Tab 8: CFR Mappings

CFR is a report produced for all schools at the end of each financial year, in some areas this is produced by the LA, but in some it is produced by the schools themselves.

The CFR has fixed headings under which nearly all ledger codes should link to.

They come in four groups Expenditure, Income, Capital Expenditure and Capital Income.

Earlier on a new ledger code was created and linked to funds 01 and 02. This now needs to link to its related CFR heading.

2. On the right-hand side of the screen ensure that users are viewing the Expenditure Table.

3. Scroll down and highlight E19. The ledger codes now showing on the right are the ledger codes already linked.

4. Click the Browser icon.

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You are now presented with a screen showing all expenditure type ledger codes that have not been linked to a CFR header.

5. Double-click 4005-01 and 4005-02, moving them from the left to the right. Alternatively you can just highlight them and use the small directional arrow.

6. Click the Update button, then click the Save button.

NOTE: All expenditure and income ledger codes should be linked to a CFR header if the school is producing its own CFR, unless otherwise stated by their LA.

If tab 8 is greyed out then this means that CFR functionality has not been selected under Establishment Details | System Parameters.

Step by Step – Producing the Chart of Accounts ListingIf you are just starting work on finance in a new school or a new system it is always advisable to print off the accounting structure to refer to.

The most useful out of all the general ledger structure reports is the chart of accounts listing.

1. Select Report | General Ledger Setup | Chart of Accounts listing.

2. Leave it on the Cost Centre Code sequence, and then click the OK button.

The report produced shows the cost centres followed by the ledger codes that have been linked to it.

Another report that may be useful is the Ledger Code Listing Report as this will list all the ledger codes stating their type, ledger group and where applicable profile, VAT and bank details.

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04 Purchase Orders and Invoicing

This chapter contains:Chapter Introduction.....................................................................................................................................................................47Adding and Amending Supplier Details........................................................................................................................................47Tab 1: Basic.................................................................................................................................................................................47Tab 2: Additional..........................................................................................................................................................................49Tab 3: Catalogue..........................................................................................................................................................................49Tab 4: Review..............................................................................................................................................................................50Tab 5: eProcurement....................................................................................................................................................................50Step by Step – Adding a Supplier.................................................................................................................................................50Tab 1: Basic and Tab 2: Additional...............................................................................................................................................50Tab 3: Adding a Catalogue Manually............................................................................................................................................51Step by Step – Processing Orders...............................................................................................................................................51Editing Orders..............................................................................................................................................................................53Step by Step - Authorising Orders................................................................................................................................................54Step by Step - Printing Orders......................................................................................................................................................55Processing Invoices and Credit Notes..........................................................................................................................................55Step by Step - Processing an Order Invoice.................................................................................................................................55Entering Invoices..........................................................................................................................................................................56Step by Step - Processing a Non Order Invoice...........................................................................................................................57Step by Step - Processing a Credit Note......................................................................................................................................57Step by Step - Authorise Invoices and Credit Notes.....................................................................................................................57Step by Step – Processing Sundry Invoices (Cheque Book Schools Only)..................................................................................58Cancelling an Order/Clearing Commitments................................................................................................................................58Step by Step - Cancelling Orders.................................................................................................................................................59Step by Step - Cancelling a Partially Invoiced Order....................................................................................................................59Step by Step - Cancelling an Order Line......................................................................................................................................59Step by Step – Cancelling an Invoice...........................................................................................................................................60Accounts Payable Reports...........................................................................................................................................................61Step by Step - Order Listing.........................................................................................................................................................61Step by Step – Order Amendments Report..................................................................................................................................61Step by Step - Cost Centre Commitment Reports........................................................................................................................61Step by Step - Supplier Information Report..................................................................................................................................61Step by Step - Invoice Listings.....................................................................................................................................................62Step by Step - Cost Centre Transaction Reports..........................................................................................................................62Step by Step - Aged Creditors Reports........................................................................................................................................62Supplier Review...........................................................................................................................................................................63Step by Step – Supplier Review...................................................................................................................................................63

Chapter IntroductionThis chapter covers adding a new supplier, processing a number of orders and the subsequent invoices. It will also explore cancelling orders/clearing commitments, Accounts Payable Reports and supplier review.

Appendix A contains details of orders, invoices, a non order invoice and a credit note that should be completed as part of the training.

Adding and Amending Supplier DetailsSupplier details are found by selecting Focus | Accounts Payable | Supplier.Open up any supplier by double-clicking it.

Tab 1: BasicThis tab contains the supplier name, address details and contact details along with the LA reference and VAT registration number. If an academy reclaims VAT through the VAT126 form, then it is essential that a VAT registration number is entered.

You can store an account number or contract number if applicable.

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It is also on this screen where the credit terms, the credit limit (if left at zero it is unlimited) and a minimum order value can be entered.

If a supplier is to be placed on hold or is no longer in use, this can be done by selecting the relevant check boxes located towards the bottom right-hand side of the screen.

The order method field defaults to Printed; however, there are other options available including Email PDF File (it is necessary to ensure that Emailing of PDF Orders has been activated).

The Unique Identifier is for eProcurement and eInvoicing and is not covered on this course.

NOTE: When adding a new supplier the date opened should be before the date of the first order or invoice to be entered on the account.

Check that the supplier is not already entered in a different format, as once the record has had a purchase order and invoice recorded against it, FMS will not enable the record to be deleted.

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Tab 2: Additional

The Additional tab is used to store any additional information with regards to payment.

If the supplier is to be paid by BACS then all the BACS and bank details are entered here.

Sometimes a supplier may have a different payee name and address or may use an agent. By clicking the browser icon next to payment you can add additional payee details. Then when there is a cheque or BACS run, it is the payee details that are used.

Tab 3: Catalogue

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This tab enables you to store the supplier’s catalogue. This can be done by manually adding or importing from a file provided by a supplier.

Tab 4: ReviewThis page enables you to review transactions that may have taken place with a specific supplier. This will be covered in more detail at the end of this chapter.

Tab 5: eProcurementThis tab contains the settings required for eProcurement and is not covered in this course.

Step by Step – Adding a SupplierA new supplier is being used whose details are set out in the following letter.

1. Select Focus | Accounts Payable | Supplier.2. Click the + icon, then enter the details.

Tab 1: Basic and Tab 2: Additional

NOTE: The payment address and the order address are not the same.

Remember: the address on the Basic tab should be the order address. Payee details are on the Additional tab.

3. Select 01/01/2013 from the Date Opened field.

Joe Bloggs Ltd

VAT Reg. No 559 1975 23

Tel: 020 8543 4479 (Head Office) 52 Fifth Avenue

020 8543 4478 (Order enquiries) Wembley

Fax: 020 8543 4275 (Head Office) Middlesex

020 8543 4874 (Orders) HA2 1BL

The Bursar

Capita Primary School

Long Lane

Wembley

Dear Sir,

I am pleased to confirm that we have now opened an account for you as requested. Your account number is JW/3475 and should be quoted on all orders.

Our usual terms of business are that payments should be made to our head office at the above address within 30 days of the date of invoice. I would draw your attention to our minimum order value of £50. We have initially extended you credit of £500. If this should prove insufficient we can review this at a later date.

All orders are processed at our distribution centre and we can assure you of the promptest attention if your orders are despatched to:

PO Box 49, HARROW, HA2 3ED

To avoid errors, we cannot accept orders by telephone and all orders should be on your official stationery.

We look forward to being of service.

Yours faithfully

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John Abbott

Sales Manager

Tab 3: Adding a Catalogue Manually4. Select Focus | Accounts Payable | Supplier.5. Search for Joe Bloggs Ltd and double-click to display the record.

6. Add the following items using tab 3: Catalogue:

Part No Description Order Unit Unit Cost

25015 Document Binder 1 £179.00

25016 Biros Box 10 £1.12

26720 Pencils Pack £1.89

7. Make sure the catalogue is marked as In Use before saving.

8. Click the Save button to save the record.

Step by Step – Processing OrdersIn this section the process of adding orders - standard and free text will be covered.

Standard orders are the most common. These are used for entering orders with quantity and unit costs. Most orders are entered this way. If Equipment Register is used then standard orders should be used.

Free text orders enable you to enter a larger description. You do not use unit or quantity, you just have a description and an amount. This will not be seen by Equipment Register and some LAs do not like these to be used.

Please turn to the Appendix A at the back of this booklet where you will find six orders to process.

This activity is for order 1.

1. Select Focus | Accounts Payable | Purchase Order. The screen shows all purchase orders that have been processed so far this year and any transferred as outstanding from the previous year.

2. Click the + icon, then select Standard.

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3. If the school is centrally funded then select the CENT order book. If the school is a cheque book school, then select the BANK order book.

4. Enter the supplier details and the special instructions as illustrated.

5. Click the + icon found half way down and to the right of the screen to add the order line (not the + icon at the top of the screen).

6. Enter the line details as illustrated. You may need to reselect the VAT code.

7. Click the Save button, then click the Save icon to save the order.

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Save button

An incomplete order can be placed on hold to prevent it being authorised until it has been completed. The check box is selected to place the order on hold and deselected when the order is completed so that it can be authorised.

Continue to add the other five orders whose details are given in Appendix A at the back.

Select the correct order book for bank or central and change any delivery details if required.

You can authorise orders as soon as they have been entered and saved by clicking the Authorise icon located at the top right-hand of the screen.

Authorise icon

For training purposes do not authorise any of the orders, just save them. Once an order has been authorised it cannot be amended.

NOTE:

Make use of the browser icons to select cost centres and ledger codes. You can change the sequence to search by description rather than by the code.

The supplier for order two has a catalogue so you should select from the part number list or type the part numbers.

The third order is a free text order.

The quickest way to raise order 6 is to use the clone icon after adding the first three lines, then edit the cloned lines accordingly.

Clone icon

To search all catalogues for an item select Tools | Search Parts Catalogue. If you have at least one unauthorised order saved on your FMS system, then you can use the Order this part now function from this screen.

Editing OrdersThe following requisition has been received rather late. Add the items to an existing, un-authorised order (the last order for The Consortium).

1. Orders may be edited by either double-clicking an order from the Purchase Order Processing browser or by highlighting the order and clicking the Browser icon on the focus bar.

2. Add the following details to the order.

Capita Training School

Internal Requisition Form

Supplier: The Consortium

Cost Centre: 401 - English

Ledger code: 4010 – Stationery

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DETAILS:

Quantity Description/Part Number Unit Price Total Cost

20 Punch Pocket A4 Blue \ 002994

1.20 24.00

20 Punch Pocket A4 Green \ 002995

3.15 63.00

25 Plastic Ruler 50 cm \ 006800 1.29 32.25

NEW TOTAL

655.20

Any special instructions: _________AS SOON AS POSSIBLE____

Signed: _______________________

3. Remember to click the Save icon to save any changes made.

Step by Step - Authorising Orders1. Authorise the order which has just been amended by clicking the Authorise Order icon.

Authorise order icon

When an order is authorised, it is allocated the next number from the order book rather than the temporary number allocated when the order was created.

2. Return to the Purchase Order Processing browser by clicking the Browser icon at the top of the screen. Authorise all the other orders by tagging them and dealing with them collectively, rather than one order at a time.

3. The orders displayed may be altered by changing the view in the top right-hand corner of the window. Click the Browser icon to investigate all options, and then select the Un-Authorised from the View field.

Orders may be tagged individually by clicking in the column immediately to the left of the order number or by clicking the tag icon at the bottom of the screen and selecting from the choices offered.

4. Tag all remaining unauthorised orders.

5. Click the Authorise Tagged button and the bottom of the screen.

6. A message is displayed if the order is below the minimum order value and are given the choice to continue with that order or not. Click the Yes button.

All the orders will now clear the screen as they are no longer unauthorised and are waiting to be printed.

7. Select Authorised from the View field and all authorised orders will be displayed.

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Step by Step - Printing OrdersIndividual orders may be printed by highlighting the order and using the print icon at the top of the screen. The order can be printed at the point of entering by saving, authorising, and then clicking the print icon from within the order entry screen. Multiple orders may be tagged, as in the previous task, and then printed by clicking the Print tagged button at the bottom of the screen.

NOTE: If email PDF Orders has been enabled for this supplier the same button is used to email the order. Additional copies will be printed as required based on accounts payable settings)

Print Dispatch/Order icon

1. Tag all the orders created.

2. Click the Print icon at the top of the screen.

A message will display asking you to confirm whether or not, the orders printed correctly and if not, which orders did not print correctly. It is important to wait for all orders to be printed successfully before confirming this prompt.

If there is no working printer available during the course, use the print option and when asked whether the purchase order print was satisfactory, click the Yes button.

Orders which did not print successfully will be on the right-hand side of the window which appears.

All the orders printed will have disappeared from the view of Authorised.

They will now show under the view of Printed.

If the order has not been printed, when entering the invoice, a message will display advising you that the order has not been printed yet. Click the OK button and continue processing the invoice.

Processing Invoices and Credit NotesThis section covers the process of entering order invoices, non order invoices and credit notes.

Step by Step - Processing an Order Invoice1. Select Focus | Accounts Payable | Invoice/Credit Note. This screen will show all the

invoices and credit notes that have been processed so far this year.

2. Click the + icon to add a new invoice, then select Order Invoice.

3. Select Thomas & Son in the Supplier field and the order entered earlier will display as this is the only order outstanding for that supplier. If it was not then select the order by clicking the Browser icon next to the Order Number field.

4. Type THOM0001 in the Invoice Number field and an invoice date of today’s date.

5. Type £720.00 in the Invoice Total field.

6. Edit the line by either double-clicking it or by clicking the Edit icon. Invoice the full quantity, check the VAT code and amend if necessary. Click the Save button.

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7. Notice that it has added the VAT line in automatically. Check the VAT is correct, then click the Save icon at the top of the screen.

NOTE: An order can be viewed by clicking the Glasses icon next to the order number field.

Entering InvoicesEnter the order invoices 1-4 found in Appendix A at the back of this manual, using a similar procedure to that in the previous task. Save each invoice but do not authorise them.

Note that for some of these invoices post and packing will need adding.

To do this, after the detail lines have been edited as before, click the P&P icon.

P&P icon

Enter the Cost Centre/Ledger Code combination as well as the amount of the Postage and Packing.

NOTE: If you wish to invoice all the lines together select invoice all from the invoice/credit note menu. Alternatively press the F7 key.

If you have selected all lines to invoice and need to remove one, edit that line and just set the QTY to zero.

Other useful function keys are F8 to authorise and F9 to save.

NOTE: The order numbers quoted on the invoices may not match the order number on the training system, but they will match in value and quantity to the orders created earlier.

If an invoice is for more than one order you will need to re-enter the invoice for each order.

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Step by Step - Processing a Non Order InvoiceIn the Appendix A at the back of the book you will find a non-order invoice to process from British Gas.

1. Select Focus | Accounts Payable | Invoice/Credit Note.

2. Click the + icon, then select Non-order Invoice.

3. Select the supplier.

4. Type the Invoice Number, Date and the Amount.5. Enter the Pay From. For bank account schools select Bank Account, for centrally

funded schools select Central.6. Proceed to add the Line details, giving the Description, Cost Centre and Ledger Code

combination, the Amount and the VAT Code.

7. Click the Save icon but do not authorise it.

Step by Step - Processing a Credit NoteBritish Gas made a mistake with the bill they sent. They have issued a credit note which should now be processed to offset the invoice processed earlier. This is also in Appendix A.

1. Select Focus | Accounts Payable | Invoice/Credit Note.

2. Click the + icon, then select Credit Note.

3. Enter the Credit Note Number, Date and the Amount.4. Select the associated invoice via the Invoice Number browser icon. When this is done it

should populate the Pay From field. If there is only one invoice for this supplier then this invoice is displayed automatically.

5. Proceed to add Line details, giving the Description, Cost Centre and Ledger Code combination, the Amount and the VAT Code.

6. Click the Save icon but do not authorise it.

Step by Step - Authorise Invoices and Credit NotesWhen entering the invoices you can authorise them at that point by clicking the Authorise icon, but the school’s internal processes may require you to wait until all invoices have been checked.

Authorise icon

To authorise the invoices in bulk it is the same as with the purchase orders.

1. Select Focus | Accounts Payable | Invoice/Credit Note.

2. The invoices displayed may be altered by changing the status in the top right-hand corner of the window. Click the Browser icon, then select Un-Authorised from the Status field.

3. Tag all remaining unauthorised invoices.

4. Click the Authorise Tagged button at the bottom of the screen.

A batch of invoices can be authorised by clicking the Tag Unauthorised icon, selecting to tag them by supplier or by date, but do not do this for this exercise.

Authorise all other transactions.

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Step by Step – Processing Sundry Invoices (Cheque Book Schools Only)As well as order and non-order invoices you can also process sundry invoices. This is provided if you have switched it on by selecting Tool | Establishment Details | System Parameters.

The popular use for sundry invoices is to reimburse staff by cheque/BACS, but check with the LA first to make sure they are happy to use this option. Staff should obtain VAT receipts when appropriate.

Using sundry invoices prevents you having to set up a supplier for each person who is claiming reimbursement.

The sundry supplier created is not stored with the other suppliers but can be paid in amongst the normal cheque or BACS run.

1. Select Focus | Accounts Payable | Invoice/Credit Note.

2. Click the + icon, then select Sundry Invoice (remember if this option is not available then you need to switch it on under establishment details).

3. Click the Browser icon next to the Supplier field. The browser at the moment is empty.

4. Click the Add button at the bottom of the screen and add the Payee Details. In this case the name is Mr Smith and the address is c/o The School.

5. Click the Save button, then click the Select button.

6. Process the invoice as a non-order invoice would be processed.

7. Enter £144.00 in the Invoice Total field and the line details are shown in the following graphic.

8. Click the Save icon, then click the Authorise icon.

Authorise icon

Cancelling an Order/Clearing CommitmentsIf an order is no longer required and there are items on the order that are not going to be delivered, the order will need to be cancelled to clear the commitment and release the money back to the budget.

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If an order has not been authorised then it can just be deleted by clicking the Delete icon.

If an order has been authorised, printed or partially invoiced then the remaining commitment can be cleared by clicking the Cancel icon.

Cancel icon

Step by Step - Cancelling OrdersCancel the TFH Domestic Repairs order created earlier for guttering replacement.

1. Select Focus | Accounts Payable | Purchase Order. 2. Highlight the TFH order, then click the Cancel icon located in the top right-hand corner

of the screen.

3. When cancelling an order that has been authorised, you will be asked for an explanation. This will be recorded on the audit trail. Having authorised an order it is assumed that it has been sent to the supplier, therefore, an explanation is required as to why this situation has changed.

Now when you view the list of orders in the initial browser screen you will see that the status is cancelled after printing.

Step by Step - Cancelling a Partially Invoiced OrderEven if an order has been partially invoiced, if you know that the remainder is not going to be received, the remainder of the order can be cleared by clicking the Cancel icon.

1. Select Focus | Accounts Payable | Purchase Order. 2. Select Partly Invoiced in the View field so that only the partially invoiced orders are

seen.

3. Highlight the Consortium order, and then click the Cancel icon located in the top right-hand corner of the screen.

4. Enter a reason to cancel such as Aluminium Rulers no longer available.

5. Select View All in the View field and find the order.

6. Double-click it and locate the line for the Rulers.

7. Click the Glasses icon and note that this screen states that 27 were ordered, 0 were invoiced and that 7 have been cancelled.

Step by Step - Cancelling an Order LineSometimes it may be that just the remainder of a line needs to be cancelled.

1. Select Focus | Accounts Payable | Purchase Order. 2. Select Partly Invoiced in the View field so that only the partially invoiced orders are

seen.

3. Double-click the Pembertons Bookshop order.

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4. Highlight the line for The 18th Emergency. On this line there was two items ordered but only one received. It has been decided that the remainder is not required. To do this, click the Cancel icon on the right side of the screen, next to the lines.

Cancel icon

5. Confirm the cancellation and enter a reason.

6. Now view the line by clicking the Glasses icon.

Notice that the line details state two ordered, one invoiced and one cancelled.

Step by Step – Cancelling an InvoiceIt is possible that an invoice may be entered in error. For example, it has been entered as an order invoice, then again as a non-order invoice. This is only likely to happen if the invoice number had been entered differently. Otherwise the software would query a duplicate invoice number.

If the invoice has not been authorised then it can just be removed by clicking the Delete icon. However, if it has been authorised then you will need to click the Cancel icon.

1. Select Focus | Accounts Payable | Invoice/Credit Note.

2. Select an invoice to cancel (not one created earlier).

3. The invoice can be cancelled from the browser by clicking the Cancel icon in the top right-hand of your screen or if you wish to check the details first, select the invoice or credit note and cancel it from that screen.

Cancel icon

NOTE: If there is a supplier error, they have sent a duplicate invoice or the invoice value is wrong, then a credit note could be requested.

If it is because of duplication on entry or a user error then the Cancel option should be used.

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Accounts Payable Reports

Step by Step - Order ListingSome copies of orders have gone missing from the files. You need to list all the orders they have entered over the last month to be able to trace them.

1. Select Reports | Accounts Payable | Purchase Order Reports | Purchase Orders.

2. Enter from the first of the current month to the end of the current month, and then select the Order Number sequence.

3. Click the OK button.

Step by Step – Order Amendments ReportSome of the items on the orders recently delivered were missing. It may be that an amendment was made to an order that the suppliers have ignored. Run an Order Amendment Report to verify which orders were amended so that the omissions can be followed up.

1. Select Reports | Accounts Payable | Purchase Order Reports | Order Amendments.

2. Select the same date range as before.

3. Click the OK button.

Step by Step - Cost Centre Commitment ReportsThe maths budget holder has made a request about how much is still on order for their department.

Produce a Cost Centre Commitment Report for them in sufficient detail to give them a good indication of their commitment.

1. Select Reports | Accounts Payable | Purchase Order Reports | Cost Centre Commitments.

2. Enter the Mathematics cost centre.

3. Click the OK button.

The head teacher has asked how much of the expenditure is accounted for by orders that have not been invoiced. Produce a Summary Cost Centre Commitment Report for all cost centres to provide this information.

1. Select Reports | Accounts Payable | Purchase Order Reports | Cost Centre Commitments.

2. Leave the Cost Centre field blank but ensure the Summary Report radio button is selected at the top.

3. Click the OK button.

Step by Step - Supplier Information ReportThe finance officer has requested details of all the suppliers used excluding any sundry suppliers. Print off the details of the suppliers on file.

1. Select Reports | Accounts Payable | Supplier Analysis | Supplier Information.

2. Deselect the Sundry Suppliers radio button.

3. Click the OK button.

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Step by Step - Invoice ListingsCheck whether certain invoices have been processed for a particular supplier as they claim they have sent them to the school but they are not in the invoice file.

1. Select Reports | Accounts Payable | Invoices | Invoices and Credit Note.

2. Select a supplier previously used and enter the same date range as before.

3. Ensure the Detailed radio button is selected at the top.

4. Click the OK button.

There is still some doubt as to whether these invoices have been received or not. They may have been processed against the wrong supplier.

Produce a summary listing for all suppliers to see if it is anywhere else.

1. Select Reports | Accounts Payable | Invoices | Invoices and Credit Note.

2. Leave the Supplier field empty, and then enter the same date range as before.

3. Ensure the Summary radio button is selected at the top.

4. Click the OK button.

Step by Step - Cost Centre Transaction Reports1. The maths budget holder has requested a detailed breakdown of their expenditure as

they have lost track of what has been spent.

2. Select Reports | General Ledger | Transactions | Cost Centre Transaction.

3. Click the Browser icon next to the Cost Centres field, then select the Mathematics cost centre.

4. Click the OK button.

The head teacher has requested a detailed information on the curriculum expenditure that will back up the Summary Reports provided for the forthcoming governors' meeting.

1. Select Reports | General Ledger | Transactions | Cost Centre Transaction.

2. Click the Browser icon next to the Cost Centre Group field, then select the Curriculum cost group.

3. Click the OK button.

Step by Step - Aged Creditors ReportsSelect Reports | Accounts Payable | Supplier Analysis | Aged Creditor.A particular supplier has been chasing one of the budget holders for payment.

Run an Aged Creditor Report on that supplier to check how old their balance is before the problem can be investigated any further.

1. Select Reports | Accounts Payable | Supplier Analysis | Aged Creditor.2. Ensure the Summary Report radio button is selected at the top.

3. Click the Browser icon next to the Supplier field to select The Consortium.

4. Click the OK button.

It is getting towards the end of a particular financial period.

Run an Aged Creditors Report for all suppliers to discover whether there are some balances that really should be cleared before the period comes to a close.

1. Select Reports | Accounts Payable | Supplier Analysis | Aged Creditor.

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2. Ensure the Summary Report radio button is selected at the top.

3. Leave the Supplier field empty.

4. Click the OK button.

NOTE: It is now possible to run the Aged Creditor Report to any given date.

Some more information about the transactions that are recorded against a few suppliers identified by the Aged Creditors Report is required.

Produce a Supplier Account Status Report for one or two of these suppliers to enable the transactions to be traced in more detail.

1. Select Reports | Accounts Payable | Supplier Analysis | Aged Creditor.2. Ensure the Detailed Report radio button is selected at the top.

3. Click the Browser icon next to the supplier field to select The Consortium.

4. Click the OK button.

Supplier ReviewThis option enables you to review transactions that may have taken place with a specific supplier. This option can be used to track orders, deliveries, invoices, credit notes and payments. Two views are available on this page: the master view, opened by default and the slave view, accessed when the View Links button is selected. Use the master view to select the principle transaction type for review, use the slave view to search for linking transactions.

It is also possible to review transactions that have been transferred between financial years. A symbol placed in the cross year column is an indication of this.

More information about symbols associated with transfers of transactions between financial years may be found in the topic cross year symbols.

Step by Step – Supplier Review1. Select Focus | Accounts Payable | Supplier.

2. Select the supplier Ryman Stationers.

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3. Click tab 4: Review. Select Invoices in the View field. This will display all invoices on this suppliers account. Highlight an invoice with the status of paid.

4. Click the View Links button. This splits the screen. In the bottom section select Payments in the View field. This then shows the details of the cheque that paid the selected invoice.

5. To see what other invoices were paid on that cheque in the top window select Payments in the View field and highlight the payment for that cheque number.

6. Then in the bottom part of the screen select Invoices in the View field and see the list of invoices that this payment cleared.

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05 Cheque Printing and BACS (Cheque Book Schools Only)

This chapter contains:Chapter Introduction.....................................................................................................................................................................65Step by Step – Cheque Printing...................................................................................................................................................65Step by Step – Spoiling a Cheque................................................................................................................................................68Step by Step - Processing a Manual Cheque...............................................................................................................................69Step by Step - Cancelling a Cheque.............................................................................................................................................70Step by Step - Find Cheque Number............................................................................................................................................70BACS Payments...........................................................................................................................................................................71Step by Step – Create a BACS Run.............................................................................................................................................71Step by Step - Cancelling a BACS Run........................................................................................................................................72Step by Step - Recreating a BACS Run.......................................................................................................................................73Step by Step - Bank History Report..............................................................................................................................................73

Chapter IntroductionThis chapter covers how to print cheques, processing BACS payments and printing a Bank History Report.

Step by Step – Cheque PrintingBefore cheque printing is possible, there are several procedures that will have been carried out. These are as follows:

1. Ledger Codes have been created for bank accounts and creditor control through Tools | General Ledger Setup | Ledger Codes

2. Order Book(s) have been created using the bank account as the payment source through Tools | Books | Order Books

3. Cheque Stationery has been defined through Tools | Accounts Payable Parameters | Cheque Layout

4. Cheque Book(s) has been created through Tools | Books | Cheque Books.

1. Select Focus | Accounts Payable | Cheque Processing.

The first screen will display all the cheque runs that have been done on FMS in this financial year.

2. Click the + button on the top toolbar to add a cheque run.

3. Select the bank account for the cheques which will be used.

The left-hand window will display all the cheque books available for use. Click the correct cheque book so that the cheques are printed in numerical order. This sends it to the right-hand side of the screen and displays the next available cheque number. This can be changed if necessary.

NOTE: If a cheque number is skipped it is automatically spoilt. You cannot go back and use it later.

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4. In the Payment Period, enter the relevant period.

5. In the Cheque Run Narrative, enter a narrative for this cheque run if required.

6. Click the Next button to see the list of all invoices that are available to be paid by cheque.

Notice the Show BACS Enabled Supplier Transactions check box. If this is selected, then the list of invoices available for payment will include those normally paid by BACS. They can be selected for payment by cheque if necessary.

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Notice the Sundry Invoices Only check box. If this is selected, then only the sundry supplier invoices that are available for payment will be displayed.

Select the check box and to see the sundry invoices only. Deselect the check box to return to the full list.

7. Click the Tag button located at the bottom of the screen to get the following screen.

8. Next ensure the All radio button is selected in the For Supplier and By Amount sections, then select the Specific radio button in the By Pay By Date section. In the By Pay by Date section, select Before from the Magnifier, then enter a date such as 01/09/2013 (or another appropriate date) into the Date field now available.

9. Click the Tag button.

On the original screen you will now see it has automatically tagged all invoices due before 01/09/2013 (or whichever date was entered).

10. Scroll down and make amendments, remove or add invoices/credit notes by clicking the grey area or Tag Flag on the left-hand side.

11. Click the Next button. This displays a summary on the screen of the cheques and funds needed to make this payment run.

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12. Click the Cheque Run Report button to print out the report. Remember you can still move back and adjust the payment run at this stage.

NOTE: Ensure that the cheques are not loaded in the printer, if printing this report. Load the cheques in the printer when users are ready to print them.

13. Click the Print button that will print out the cheque and remittances for this run.

A message will display asking if the cheques have been printed successfully.

If you were to click the No button, then you would be able to tell FMS which cheques have been spoilt and the invoices will automatically be reinstated ready for payment on another cheque run.

If users click the Yes button then all cheques will be processed.

If users click the Cancel button at this point, you will then be able to confirm the cheque run later. Clicking the Cancel button at this point will not cancel the whole cheque run.

14. Click the Cancel button.

15. Click the Close button to close the Cheque Processing screen.

Step by Step – Spoiling a Cheque1. Select Focus | Accounts Payable | Cheque Processing.

2. Highlight the cheque run which has just been created.

3. Click the Confirm Cheque Run icon.

Confirm cheque run icon

4. Click the No button.

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5. Select the lowest numbered cheque from the top screen to cancel. Either double-click it or highlight, then click the Choose button.

6. Type Print Problem in the Description field.

7. Click the Save button.

That cheque has now been cancelled and the invoices released so that a new cheque can be raised.

Step by Step - Processing a Manual ChequeYou can also raise a manual cheque, rather than a system generated cheque, for a selected invoice.

The bank account against which the manual cheque is to be drawn, the bank account number and the bank sort code, will be determined by the bank selected in the pay from field on the invoice and is non-editable.

1. Select Focus | Accounts Payable | Invoice/Credit Note. The screen will display all invoices and credit notes that have been entered onto FMS to date.

2. Select Fully Authorised in the View field.

3. Highlight any invoice that has status Fully Authorised, and then click the Manual Cheque Processing icon located in the top right-hand corner of the screen.

Manual cheque processing icon

4. Select the cheque book to be used and double-click it. This will send it to the right-hand side of the screen and will display the cheque number to be used.

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5. Enter the payment period and cheque narrative, and then click the Post button to process the payment. No remittance or cheque is printed.

Step by Step - Cancelling a ChequeYou have already seen how a cheque can be spoiled if there is a problem when printing the cheque run, but a cheque can also be cancelled after a cheque run has been confirmed. For example, it has been lost in the post.

For this example, select a cheque from the cheque run completed earlier

1. Select Focus | Accounts Payable | Cheque Processing. The first screen will display all the cheque runs that have been done on FMS in this financial year.

2. Double-click the cheque run completed today and this will display all the individual cheques in that run.

3. Highlight the cheque which needs cancelling, and then click the Cancel icon on the right-hand side of the window.

Cancel button

4. Enter a reason for cancellation, then click the Save button.

The cheque will now be marked as cancelled and the invoice will be ready to be paid again with a different cheque.

Step by Step - Find Cheque NumberIt is possible to find a cheque number and the cheque run that includes it.

1. Select Focus | Accounts Payable | Cheque Processing. The first screen will display all the cheque runs that have been done on FMS in this financial year.

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2. Click the Find Cheque Number button. Find the cheque number for a cheque printed today, and then click the OK button. When you return to the Cheque Run Browser screen you will see the relevant cheque run is highlighted.

3. Double-click the cheque run. It is possible to cancel a cheque as described earlier.

NOTE: A cheque can only be cancelled if it has not been reconciled against the bank.

BACS PaymentsBACS processing provides an alternative method of payment to that already provided by cheque processing. Please remember, that a supplier should be selected as accepting BACS payment by selecting the appropriate check box in Accounts Payable | Supplier | tab 2: Additional Record.

Having selected BACS processing, FMS will perform checks to see if the following areas have been defined:

n BACS ID code

n a BACS output directory

n A suitable bank account (only banks with a defined BACS user number, which is entered when the bank ledger code is defined).

If any of the above have not been defined, then the focus will not display and an error message will be received.

Step by Step – Create a BACS Run1. Select Focus | Accounts Payable | BACS Processing. The screen will display all

BACS processes that have been entered onto FMS to date.

2. Click the + button on the middle of the top toolbar to start the process.

3. Select the bank, the BACS processing date and a run narrative for the BACS run.

NOTE: There is the option on this screen to treat the BACS run as a test run. This will enable you to process the same BACS run over and over again for testing.

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4. Click the Next button. This will bring up a list of all of those invoices that have been fully authorised whose supplier has been set up for BACS.

5. Tag the items for payment in the normal way, and then click the Next button. This screen displays the details of the proposed BACS run.

6. Click the BACS Run Report button to produce the report to check. This report includes details of when a supplier/payee bank details have been modified within FMS. If they have not been modified, then the date the supplier was created will be displayed.

7. Click the Create button to generate the BACS file.

8. Take a note of where the BACS file is being saved, and then click the OK button. Click the Yes button to print, and then confirm the printing of the BACS remittance advices.

Step by Step - Cancelling a BACS RunYou may need to cancel a BACS run as it is paying a supplier you do not wish to pay. You cannot cancel just one payment from the BACS run the whole BACS run needs cancelling, then reprocessing.

1. Select Focus | Accounts Payable | BACS Processing. The first screen will display all the BACS runs that have been done on FMS to date. Find the BACS run which needs cancelling.

2. Highlight the BACS run which needs cancelling, and then click the Cancel BACS Payment Run icon located at the top right-hand side of the screen.

Cancel BACS payment run icon

3. Click the Yes button to reverse the BACS run, enter a reason for cancellation, and then click the Save button.

NOTE: Only a BACS run that has no reconciled items can be cancelled.

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Step by Step - Recreating a BACS RunA BACS file may get lost or become corrupt so there maybe the requirement to recreate the file.

1. Select Focus | Accounts Payable | BACS Processing. The first screen will display all the BACS runs that have been done on FMS to date.

2. Find the BACS run which needs recreating.

NOTE: A BACS run cannot be recreated that has been cancelled or reconciled.

3. Highlight the BACS run which needs recreating, then click the Recreate BACS Run File icon located at the top right-hand side of the screen.

Recreate BACS run file icon

4. Click the Yes button to reverse the BACS run, then enter a new BACS processing date, and then click the OK button. FMS will advise you of the new BACS file and confirm again by clicking the OK button.

Step by Step - Bank History ReportA list of all the cheques/payments issued this month is required.

1. Select Reports | General Ledger | Bank | Bank History.

2. Enter the date from the 1st of this month to Today’s Date.

3. Click the OK button to run the report.

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06 Central Processes (Central Schools Only)

This chapter contains:Chapter Introduction.....................................................................................................................................................................74Step by Step - Central Authorisation (Authorising Invoices/Credit Notes)....................................................................................74Step by Step – Manual Reconciliation..........................................................................................................................................75Personnel 7 Links Overview (for Automatic Reconciliation)..........................................................................................................76Step by Step - MIS Settings.........................................................................................................................................................76Personnel Links............................................................................................................................................................................76Service Term Mapping.................................................................................................................................................................77Automatic Reconciliation..............................................................................................................................................................78Step by Step - Testing the Import File..........................................................................................................................................78Step by Step - Importing the Reconciliation File...........................................................................................................................78Step by Step - Suspense File Processing.....................................................................................................................................79Step by Step - Clearing the Suspense File...................................................................................................................................81Step by Step - Automatic Reconciliation Status............................................................................................................................82Step by Step – Central Payment Processing................................................................................................................................83Central Processing of Payroll.......................................................................................................................................................84Step by Step - Processing an Individual Payment........................................................................................................................84Step by Step - Processing a Block Payment................................................................................................................................86Step by Step - Viewing the Salary Projections/Actuals.................................................................................................................88Step by Step - Clearing Salary Commitments..............................................................................................................................90

Chapter IntroductionThis chapter covers all the processes followed by schools where the payment of invoices/receipt of income is controlled by the LA. In these circumstances the schools do not have a bank account.

Step by Step - Central Authorisation (Authorising Invoices/Credit Notes)Before starting this section please make sure the following invoices and the credit note (included in the Appendix A at the back of this manual), are entered onto FMS. All should be paid from central.

n Order invoice 1 – the net value should be £11.00 (use ledger code 4003).

n Order invoice 2 – the net value should be £56.45 (use ledger code 4010).

n Order invoice 3 – the net value should be £41.02 (use ledger code 4010).

n Non-order invoice – the net value should be £134.00 (use ledger code 3002).

n Credit note – the net value should be -£28.00 (use ledger code 3002).

Please enter them all as non-order invoices. Add invoice 3 to the supplier Hobbs Ltd, as Joe Bloggs Ltd does not exist.

Once an invoice or credit note has been entered, whether as a non order invoice or matched to an order, it should then be batched with an authorisation slip and sent to the LA for them to process and pay.

On authorising an invoice, provided the paid from is set to central, it passes into Central | Authorisation.

The training data is set to export central authorisation slips. Schools that print and post their authorisation slips need to access Tools | Accounts Payable Parameters | Authorisation Slips, tab 3: Authorisation Slips and change the output method to Print, then click the Save button.

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1. Select Focus | Central | Authorisation. The first screen will display all the invoices awaiting central authorisation, which you may select either to print or to export, depending on the option selected when setting up Accounts Payable Parameters.

2. Click the Tag All button to select all payments for authorisation, and then click the Print All button to produce the authorisation slips depending on their selection in the parameters.

3. Select the Print Order by clicking the Browser icon to see choices, and then click the Print button, then click the OK button to confirm.

4. A message is displayed asking if the authorisation slips have printed successfully. If they have click the Yes button, if not click the No button and they can be printed again.

NOTE: Once an authorisation slip has been printed it cannot be reprinted.

Step by Step – Manual ReconciliationThe next stage for the invoices or credit notes depends on whether the school receives just a report from their LA to reconcile to or whether they receive a file to import.

The next section covers how to manually reconcile those items that have been processed or paid by the LA on the schools behalf.

To ensure that the school’s finances keep in line with the LA a regular reconciliation needs to take place this ensures that all transactions are recorded at the school as well as by the LA.

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1. Select Focus | Central | Manual Reconciliation. The first screen will display all the invoices and credit notes that have had the authorisation slips printed and also show all non-invoiced income, provided the non-invoiced income parameter has been set to central.

2. Double-click the Hobbs Ltd invoice.

3. On this screen check the amount and check the period the invoice is to be posted to is correct, and then enter a Treasurer’s Reference if required.

4. Click the Save icon at the top of the screen, then, click the OK button to confirm.

Notice that the invoice is now tagged. You can also amend a transaction before reconciling if required.

5. Click the Reconciled Tagged button, then click the OK button to confirm.

Personnel 7 Links Overview (for Automatic Reconciliation)It is possible to get FMS to calculate salary commitment by collecting payroll data stored in Personnel. This will then enable you to process actual payroll against the commitment either manually or via the auto reconciliation routine.

The setup and use of personnel links is covered in greater detail through another course but the following provides a quick overview.

Step by Step - MIS SettingsTo enable FMS to log in to SIMS and gain access to SIMS Personnel, select Tools | MIS Settings.

Once the Use MIS check box is selected, the path to SIMS is automatically populated. This is telling FMS where the SIMS client is installed to enable it to log in.

Personnel LinksOnce the MIS settings have been switched on, when you go into Personnel Links | Salary Projections (by selecting Focus | Personnel Links | Salary Projections) a message will display stating ‘Updating Personnel Data’. It is at this point the FMS will log into SIMS to access the personnel data.

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The following screen shows the projections that have been committed to the cost centres. If you double-click a cost centre you will then see the individuals that are included in that cost centre. Highlight an individual, then click the View Details button and the projection and actual pay details for that individual by period will display.

Service Term MappingService term mappings have to be setup, so that FMS knows which cost centre should be used to record the salary commitment.

This mapping already exists in the training data.

By clicking the Service Term mapping icon you are able to select a service term, the financial sub group can be used (where sub groups exist in Personnel), then linked to the relevant cost centre. You can then select the correct ledger codes for basic, NI and superannuation.

The service term and financial sub group details are collected from Personnel.

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Once all this has been set up you can then process the actual figures against the commitments either via the auto reconciliation routine or via a manual process. Both of these methods are explained in more detail in this chapter.

Automatic ReconciliationBefore starting this section please add LA references to the following suppliers through Focus | Accounts Payable | Supplier.1. Pembertons Bookshop – CAP001

2. The Consortium – CAP002

3. British Gas – CAP004.

Some schools are sent or can download a reconciliation file. This can then be imported into FMS and where possible, it will reconcile off any transactions it can match. This includes invoices and credit notes, non invoiced income and payroll were it can find a matching staff record in personnel links.

Step by Step - Testing the Import FileBefore doing the import you can test the reconciliation file.

1. Select Tools | Automatic Reconciliation Setup.

2. Click the Test button at the bottom of the screen, and then browse to where the file is saved. Your trainer will guide you to the location of this file.

3. Once the file which needs testing is selected click the Test Import button.

4. A confirmation will display if the file passed or not. If it is not then it may mean going back to the LA for a new file.

Step by Step - Importing the Reconciliation FileBefore importing the file it is always advisable to run a backup of FMS. This can either be done on the server or by selecting Tools | FMS Transaction Backup as instructed in the first unit of the manual.

1. Select Focus | Central | Automatic Reconciliation. This first screen is the Automatic Reconciliation Browse screen and should be empty before the new file is imported.

2. Click the Import Reconciliation icon.

Import reconciliation icon

3. Browse to the Import file, and then click the Import & Reconcile button.

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4. The transactions being imported will display. They will be counted off and a number will appear in the Accepted column and it is perfectly normal to see some appear in the Rejected column. In the case of the file supplied a number of invoices and salary transactions will reject.

5. Click the OK button, and then click the OK button again.

6. You will now be back at the Automatic Reconciliation Browse screen, the transactions displayed are items that were in the auto reconciliation file that were not matched to a transaction in FMS.

Step by Step - Suspense File Processing

It is in this screen that amendments can be made to any failed reconciliations. For example, the wrong invoice number or order number may have been entered in the reconciliation file. The transactions that are most likely to provide a match are displayed at the top of the list.

1. Double-click the invoice for £56.45.

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2. The first problem with this transaction is that it cannot find the order number. This is displayed under the Reason for Failure towards the bottom left-hand side of the screen.

3. On the bottom right-hand side of the screen, the option to select an invoice is given. Click the Browser icon next to the empty field.

4. Highlight the Consortium Invoice, click the Select button, and then click the Apply Correction button that has now become enabled.

5. It will mention that the order number does not match, click the Yes button to continue.

6. Click the Save icon, and then click the Browser icon at the top of the screen to go back to the list of failed reconciliations.

7. Click the Reprocess Unreconciled button. It will now go through the remaining transaction and try to reconcile them again. You should find that the above invoice will now reconcile.

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8. Double-click WB276501 and repeat the matching process.

9. Click the Browser icon at the top of the page to display the unreconciled items, and then click the Reprocess Unreconciled button, that invoice will also now reconcile.

The remaining type S are payroll transactions and the reason for failing is because the payroll number is wrong.

10. If the payroll number is correct in FMS then it should be incorrect in Personnel and will need amending there. Once amended you will need to correct the transaction waiting to import, so double-click the first payroll number.

11. Click the magnifying glass located in the bottom right-hand corner of the screen.

12. Locate the correct member of staff, click the Select button, and then click the Apply Correction button. This will amend all the lines for that member of staff so when you reprocess the unreconciled they should all go through.

The above has gone through some of the types of failures you can come across other common ones are:

1. Receipts not in FMS but are on the Auto Reconciliation file – to process these double-click the item in the automatic reconciliation browser. The option to convert to a central payment will display at the bottom of the screen, select this and the transaction will be processed as a central payment automatically. When you click Apply Correction, you may then get ledger code not centrally linked

2. Payments not in FMS but are on the Auto Reconciliation file – to process these you do the same as they would the receipts as explained in the preceding bullet point

3. Ledger Code not Centrally Linked – to process these, click the Browser icon below Corrective Action. You will then be given a list of cost centres to link the ledger code to. Select the correct one, and then click the Apply Correction button. If the school does not use central ledger links then do not click the Yes button to make it a permanent link.

Step by Step - Clearing the Suspense FileWhen petty cash items are entered into FMS they reconcile at the point of posting. It is possible that these transactions will appear on the reconciliation file. These will need to be deleted from the Automatic Reconciliation browser.

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Also it is very likely that you will need to process some of the payroll transactions manually. Once these have been done again you will need to remove them from the Automatic Reconciliation browser.

Below are the steps to clear down the Automatic Reconciliation browser, however, it is unlikely that in the training data there will be any to remove so this is for reference only.

1. Select Focus | Central | Automatic Reconciliation.

2. Click the Delete Reconciliation Items icon located in the top right-hand corner of the screen.

Delete reconciliation items icon

3. Either double-click the item which needs removing, highlight it and click the Choose button or if you wish to remove all click the Choose All button.

4. Click the Delete button and the Automatic Reconciliation browser or suspense file as it is also known is now empty.

Step by Step - Automatic Reconciliation StatusThis is a useful report that enables reconciliation files to be viewed in full or part. They can be run to show a detailed listing of all the items that have been imported and show whether they were reconciled, deleted or remain unreconciled.

1. Select Reports | Central | Automatic Reconciliation Status. In this next screen there are a number of different options which can be selected.

2. Select Level as Detailed and put a date range in starting at the beginning of the current month and ending on today’s date.

3. Click the OK button. The report displays a very detailed breakdown of all items imported and their status.

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Central payments are used to process any receipts or payments that are made/received directly by the LA on the schools behalf.

Details of these transactions will be received in reconciliation files or reports. For schools using the auto reconciliation routine it is only the transactions that cannot be processed by selecting Focus | Central | Automatic Reconciliation Routine.

Step by Step – Central Payment ProcessingCentral payments are used to process any receipts or payments that are made/received directly by the LA on the school’s behalf, for example, payments to supply staff.

Details of these transactions will be received in reconciliation files or reports. For schools using the auto reconciliation routine it is only the transactions that cannot be processed by selecting Focus | Central | Automatic Reconciliation Routine.

1. Select Focus | Central | Payment. This would show all payments and receipts that have been processed centrally to date.

2. Click the + button on the top toolbar. A choice of payment or receipt is given. For our first example select Payment.

3. Select 202 - Cleaning Costs in the Cost Centre field. Select 3007 - Refuse in the Ledger Code field.

4. Type £250 in the Amount field.

5. Check the period is correct, and then enter a Treasurers Ref and Narrative.

6. Click the Save icon at the top of the screen to save, and then post the Central Payment.

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A central receipt is processed in the same way except you select receipt at the beginning instead of payment.

NOTE: If you ever need to reverse a central payment enter it as a negative payment and if it is a central receipt which needs to be reversed enter it as a negative receipt.

Central Processing of PayrollIf you have used SIMS .net links as described earlier you can use the Personnel links module to process the actual costs for payroll.

Even if the Auto Reconciliation routine is used, you will still need to enter some of their payroll actuals manually.

This section will go through entering individual payments as well as block payments.

Step by Step - Processing an Individual PaymentFor schools using the Automatic Reconciliation routine it is more likely for them to process any payroll transaction not picked up during the automatic reconciliation routine as an individual payment.

1. Select Focus | Personnel Links | Individual Payment. This screen will then show any previously entered individual payments for the current year.

2. Click the + icon.

3. Enter today’s date and for the period select the current period, for example, if today’s date is December then select Period 9. This is just to ensure there are commitments to show in the training data.

4. Paid From should be Central.5. Select the Contract Details, this is done by clicking the Browser icon located on the

right-hand side of the screen.

6. In this screen you get the option to select one or a number of contracts by either double-clicking them in the top half of the screen or highlighting them, then clicking the Choose button. For this example, select Selina Andrews, and then click the Update button.

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7. In the bottom half of the first screen, the commitments have now been transferred for that contract. Either double-click the Teachers Pay line or highlight it and click the Edit icon on the right-hand side.

8. Type £2629.10 in the Actual Figure field, and then click the Save button.

9. Enter values for the NI and the Superannuation.

10. Click the Save icon, then click the Post icon located in the top right-hand corner of the screen.

NOTE: You cannot leave a line with a zero value in the Amount column. If there is no value to put in then delete the line by clicking the Delete icon on the right-hand side. The journal will not post if there is a zero value line.

11. It may warn you that payment is in excess of the commitment, click the Yes button to continue.

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12. This next screen shows a breakdown of what is to be posted. You can still cancel at this point and make any amendments if required. It is good practice to double check these figures against the figures supplied by the LA/payroll. Once happy click the Post button.

13. This transaction is now complete and the commitment cleared for the individual and for the period.

Step by Step - Processing a Block PaymentSometimes it is not convenient or practical to use individual payments as it does involve entering at least three lines for every contract on FMS and if there is a large number of staff this could take some time.

The other alternative is to enter the payroll by service term\finance sub group rather than by the individual.

1. Select Focus | Personnel Links | Block Payment. This screen will then show any previously entered block payments for the current year.

2. Click the + icon.

3. Enter today’s date and for the Period select the current period, for example if today’s date is September then select Period 6. This is just to ensure there are commitments to show in the training data.

4. Paid From should be Central.5. Select the Service Term and Finance sub group. The finance sub group will only be

available if any have been setup for the service term selected. Clicking the Browser icon select the NJ service term and the ADM Finance sub group. Notice that in the bottom half of the screen that the total commitments have now been transferred for the selected service/sub group combination. Either double-click the Admin & Clerical Pay line or highlight it and click the Edit icon on the right-hand side.

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6. Type £7551.02 in the Actual Figure field, then click the Save button.

7. Enter values for the NI and the Superannuation.

8. Click the Save icon, then click the Post icon located in the top right-hand corner of the screen.

NOTE: You cannot leave a line with a zero value in the Amount column. If there is no value to put in then delete the line using the Delete icon on the right-hand side. The journal will not post if there is a zero value line.

9. This next screen shows a breakdown of what is to be posted. This can still be cancelled at this point and make any amendments if required. It is good practice to just double check these figures against the figures supplied by the LA/payroll provider. Once happy click the Post button.

10. This transaction is now complete and the commitment cleared for that Service Term/Sub Group combination.

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Step by Step - Viewing the Salary Projections/ActualsThis step by step shows what impact the previous transactions have had in the Salary Projection screens.

1. Select Focus | Personnel Links | Salary Projection.

First take a look at the individual payment processed.

2. Double-click Teachers, then the highlight Selina Andrews.

3. Click the View Details button.

4. Highlight the line for the period the individual payment was entered. Notice that on the screen shown in the preceding graphic it shows the commitment as cleared and an actual of £3201. This can be viewed in even more detail by clicking the View Actuals button located at the bottom of the screen. This screen will display the actual posted to the basic, NI and Superannuation ledger codes.

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5. Click the Close button, and then click the Close button again.

6. Double-click Admin & Clerical.7. Highlight any member of staff, and then click the View Details button.

8. Highlight the period in which the block payment was processed. In the screen shown in the preceding graphic it was Period 7 October. Notice that the commitment has been cleared but this time the actual salary paid does not show. This is because when a block payment is processed it cannot store the actual against the individual as it has no way of knowing how much of that block payment was for that individual.

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NOTE: If actual amounts need to be recorded against individual staff in Salary Projections, and then use Automatic Reconciliation or Individual Payments.

Step by Step - Clearing Salary CommitmentsIf individual payments or automatic reconciliation is used then there will be the need from time to time to clear down any outstanding commitments from previous months. Commitments will be left behind if the actual has come in below the committed value.

1. Select Focus | Personnel Links | Salary Projection.

2. Click the Clear Commitment icon located in the far right-hand corner of the screen.

Clear commitment icon

3. In this screen enter the same period used for posting the individual and the block payment earlier on.

A list of all the outstanding commitments for that period will display. This can be narrowed down by selecting a service term/sub group combination in the right-hand corner of the screen. You can then tag one contract by clicking to the left side of the name or just click the Tag All button at the bottom of the screen.

4. For this example leave the service term and the sub group blank, then click the Tag All button at the bottom of the screen.

5. Click the Clear Commitment button.

6. When it has finished recalculating the commitment, view the salary projections and notice that all commitments for the selected period have now been cleared.

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07 Non Invoiced Income

This chapter contains:Chapter Introduction.....................................................................................................................................................................91Step by Step - Non Invoiced Income Parameters (Central Schools Only)....................................................................................91Recording Receipts and Paying in as One Process.....................................................................................................................91Step by Step – Recording Receipts..............................................................................................................................................92Step by Step – Paying In Receipts...............................................................................................................................................93Recording Receipts and Paying In as a Separate Process..........................................................................................................94Activity – Recording Receipts.......................................................................................................................................................94Step by Step - Paying in Slip as a Separate Process...................................................................................................................95Step by Step – Processing Bank Interest (Cheque Book Schools Only)......................................................................................96Non Invoiced Income Reports......................................................................................................................................................96Step by Step – Paying In Slips Report..........................................................................................................................................96Step by Step – Non Invoice Income Listing Report......................................................................................................................97

Chapter IntroductionThis chapter covers the processing of the various income amounts a school may receive. Payments received as cash or cheque are paid into the bank or recorded centrally. Any payments made by credit card or direct bank transfer can be processed via non invoiced income or cash book journal.

Under non-invoiced income there are two processes.

n Receipt - this will be the individual cheque or cash received or the payment received via credit card or direct bank transfer

n Paying in Slips - this is the collection of cheques and cash that is then paid into the bank in one transaction. Some LAs insist that cash and cheques are banked on separate paying in slips.

Direct receipts such as interest received can also be processed. Any such receipts would just go on as receipts and bypass the paying in slip option.

Step by Step - Non Invoiced Income Parameters (Central Schools Only)These parameters are explained fully in Chapter 1 Setting up Non Invoiced Income.

1. Select Tools | Non Invoiced Income Parameters.

2. Select Central, if the school is a central school.

Recording Receipts and Paying in as One ProcessWhen recording receipts, it is possible to pay them into the bank as part of the same activity rather than creating a paying in slip separately.

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Step by Step – Recording Receipts1. Select Focus | Non Invoiced Income | Receipts.

2. Click the + icon to display the Receipt Details window.

3. Accept today’s date, then type REC001 in the Reference field.

4. Click the Browser icon, then select CA for cash in the Method field, then enter 250.00 in the Amount field and enter PTA in the Received From field.

5. Click the + icon found on the right-hand side of the screen and enter the details illustrated in the following graphic.

6. Click the Save icon at the top.

7. Enter two more receipts using the same cost centre and ledger code as in the preceding graphic.

The details are:

n for sports trophy: £100 from chair of governors, cheque and reference: REC002

n sponsorship: £150 from HSBC, cheque and reference: REC003.

NOTE: If you select a default cost centre and ledger code under non-invoiced income parameters then the line details will be entered and you will need to add the narrative and the amount.

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8. Once the receipts have been entered click the Browser icon at the top to return to the Receipts browser.

9. To print off the receipts (if required) click the Tag All button, then click the Print Receipt button.

At this point you have the option to create the paying in slip from this screen or run it as a separate process.

For this batch process it from this screen.

Step by Step – Paying In Receipts1. Tag the receipts required on the Receipts Details browser by clicking alongside each

one in turn. Alternatively tag them all by clicking the Tag All button.

2. Click the Pay In button and enter the bank details. Click the Save button.

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3. Type 110735 in the Paying in Slip Reference field. This is usually taken from the bank’s paying in book and is later shown under the Slip No. column on the Receipt Details browser screen.

4. Click the Save icon. A message will display asking if you require the control totals to be adjusted automatically. Click the Yes button.

5. Click the Print and Post icon located in the top right-hand corner of the screen, and then click the OK button to confirm.

Print and post icon

If you are connected to a working printer, a control slip will then automatically print.

In central schools, the income is authorised and authorisation slips are printed, when the paying in slip is posted.

Recording Receipts and Paying In as a Separate ProcessIf you do not wish to add receipts onto a paying in slip at the point of entering the receipts, these can be processed separately. There may be one staff member entering the receipts and another staff member processing the paying in slips.

Activity – Recording Receiptsn Using the preceding steps 1 to 6 enter the following receipts.

n Use the same cost centre and ledger code as before. Do not process the paying slip.

n Proceeds from coffee evening: £135.50 from PTA, Cash and Reference: REC004.

n Sponsorship for new computers: £1000 from WH Smith, Cheque and Reference: REC005.

n Close receipts.

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Step by Step - Paying in Slip as a Separate Process1. Select Focus | Non Invoiced Income | Paying in Slips. You will then be presented with

a list of all previous posted paying in slips.

2. Click the + icon.

3. Enter 110736 in the Reference field, and then select the appropriate destination by using the Browser icon (Bank Account).

4. Check the posting period and date are correct, and then click the Browser icon located on the right-hand side of the window to display the available receipts waiting to be processed.

5. Highlight the receipts which need adding, then click the Choose button. Alternatively just double-click the receipts.

6. When the selection is completed click the Save button to return to the Paying in Processing browser. Adjust the Control Totals as appropriate.

7. If the paying in slip is complete and agrees with the bank paying in book you can post the slip by clicking the Post and Print icon.

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Step by Step – Processing Bank Interest (Cheque Book Schools Only)Bank interest is received but does not require a paying in slip as it is paid direct into the bank. This is known as a direct receipt and is just one example of this type of transaction. Bank interest may also be recorded as a cash book journal. These are covered in Chapter 10.

1. Select Focus | Non Invoiced Income | Receipts.

2. Click the + icon to display the Receipt Details window.

3. Accept today’s date, then type DR001 in the Reference field (it could be the reference from the bank statement).

4. Click the Browser icon, then select DR for direct (bank transfer), then type £22 in the Amount field, and then enter Bank Current Account in the Received From field.

5. Click the + icon to enter the line detail illustrated in the following graphic.

6. Click the Save icon at the top.

7. Click the Post Receipt icon at the top right-hand corner of the screen.

8. Confirm the period and bank details by clicking the Save button.

NOTE: The Post icon only becomes available either when a cash or cheque receipt has been added to a paying in slip or when processing a direct receipt.

A direct receipt can also be processed as a cash book journal.

Non Invoiced Income Reports

Step by Step – Paying In Slips ReportA copy of what was paid into the bank during a particular month is required.

1. Select Reports | Non Invoiced Income | Paying In Slips.

2. Click the Browser icon to select the current period.

3. Click the OK button to run the report.

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Step by Step – Non Invoice Income Listing ReportA Non-Invoiced Income Transaction Report for the same month as for the paying slips is required.

1. Select Reports | Non Invoiced Income | Non Invoiced Income Listing.

2. Click the Browser icon to select the current period.

3. Click the OK button to run the report.

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08 Petty Cash Processing

This chapter contains:Chapter Introduction.....................................................................................................................................................................99Step by Step – Petty Cash Expenditure.......................................................................................................................................99Step by Step – Adjusting Posted Petty Cash Expenditure..........................................................................................................101Reimbursements........................................................................................................................................................................101Step by Step – Petty Cash Reimbursements..............................................................................................................................101Petty Cash Reports....................................................................................................................................................................102Step by Step – Petty Cash Transaction Listing...........................................................................................................................102Step by Step – Petty Cash Reimbursement Listing....................................................................................................................102Step by Step – Petty Cash Expenditure Listing..........................................................................................................................103Step by Step – Petty Cash Folio Listing......................................................................................................................................103Step by Step – Petty Cash Unposted Folio Listing.....................................................................................................................103Step by Step – Petty Cash Cost Centre Expenditure Listing......................................................................................................103Step by Step – Petty Cash Ledger Code Expenditure Listing.....................................................................................................103

Chapter IntroductionThis chapter covers petty cash, used when an individual asks for cash reimbursement having spent their own money on behalf of the school. They have probably completed an internal petty cash form.

Petty cash expenditure reimburses the individual by taking cash from the petty cash tin. The expenditure is recorded against the relevant ledger code/cost centre.

Petty cash reimbursement reimburses the petty cash tin either from a local bank account or from an imprest account in a central school.

NOTE: You may need to record reimbursement first to have sufficient cash in hand for expenditure.

Step by Step – Petty Cash ExpenditurePetty cash has been spent as follows:

n stamps - Mrs Davies £39.00 (VAT exempt)

n paper clips – Mrs Brown £2.97 (VAT @ 20%)

n duplicate key stationery cupboard – Mrs Brown £2.80 (VAT @ 20%).

These petty cash items will be entered individually and posted as one transaction to the admin cost centre.

1. Select Focus | General Ledger | Petty Cash. This screen will display all petty cash transactions previously entered.

2. Click the + icon, then select Expenditure from the Selection field.

3. As there is only one petty cash book currently open, it will be selected automatically. If the Petty Cash Book field is empty select a petty cash book by clicking the Browser icon.

4. Click the + icon on the right-hand side of the window.

NOTE: The cost you enter is the total cost including VAT.

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5. Type 300 - Admin in the Cost Centre field. Type 5011 - Postage in the Ledger Code field.

6. Type the Description and the Cost. Make sure the VAT code is correct. Some schools add the name of the individual claiming in the description.

7. Click the Save button.

8. Now repeat for the remaining two lines. Use Cost Centre 300 and Ledger Code 5009. If VAT is included in the folio, the VAT Registration No field is mandatory. The number should be entered from the receipt obtained. For this training course, type 879-1234-56 for the paper clips and 321-5678-04 for the spare key.

9. Click the Save icon, and then click the Post icon at the top right-hand corner of the page.

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10. Enter the period and give a narrative for audit purposes. This could be the name of the member of staff who submitted the receipt(s) or the week number for which receipts are being processed for. Enter Expenditure for week ending xxxxxx in the Narrative field.

11. Click the Post button to complete the transaction.

Step by Step – Adjusting Posted Petty Cash ExpenditureIt has been discovered that the petty cash posted in the previous Step by Step was entered incorrectly. Adjust the folio accordingly. The correct voucher is shown below.

1. Select Focus | General Ledger | Petty Cash.

2. To do this first highlight the appropriate line in the Petty Cash browser.

3. Click the Adjust Transaction icon located at the top right-hand corner of the screen.

Adjust transaction icon

4. Highlight the appropriate folio, and then click the Edit icon.

5. Click the Save button, and then remember to click the Post icon again.

Notice that a contra-entry has been automatically entered in the transaction browser.

PETTY CASH VOUCHERDate ______________

£ p

Postage stamps (VAT exempt) 34 00

Three boxes of paper clips 2 97

Duplicate key - stationery cupboard 2 80

TOTAL 39 77

Reimbursements

Step by Step – Petty Cash ReimbursementsA reimbursement will need to be done on a regular basis to top up the petty cash.

Some cash will need drawing from the bank for use as petty cash.

1. Select Focus | General Ledger | Petty Cash.

2. Click the + icon, then select Reimbursements in the Selection field.

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3. Enter an amount that will bring the cash in hand back up to £200 – enter £39.77 in the Amount field.

4. Select the Cheque Book. The next cheque number is displayed.

5. Enter Cash in the Cheque Payee field and enter Petty Cash Reimbursement dd/mm/yyyy in the Narrative field.

6. Click the Print Cheque button to print the cheque and FMS will prompt to post the transaction. If the Save button is clicked, then post before clicking the Print Cheque button, the cheque will have to be written by hand.

Petty Cash ReportsCheck the float in the petty cash tin at the end of the month to make sure it agrees with FMS before a reimbursement is made.

Step by Step – Petty Cash Transaction ListingProduce a transaction listing for the last month to help check everything.

1. Select Reports | General Ledger | Petty Cash | Transaction Listing.

2. Enter the date range for last month.

3. Click the OK button to run the report.

Step by Step – Petty Cash Reimbursement ListingProduce a reimbursement listing for the same period to enable the amounts drawn from the bank to be checked.

1. Select Reports | General Ledger | Petty Cash | Reimbursement Listing.

2. Enter the same date range as before.

3. Click the OK button to run the report.

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Step by Step – Petty Cash Expenditure ListingThere appears to be a discrepancy in the expenditure for the month. The total does not seem to be correct. Produce an expenditure listing for the month to enable this to be checked more thoroughly.

1. Select Reports | General Ledger | Petty Cash | Expenditure Listing.

2. Enter the date range for last month.

3. Click the OK button to run the report.

Step by Step – Petty Cash Folio ListingThe search has been narrowed down to a range of folio numbers that could have the wrong entries on them.

Produce a folio listing of these numbers to identify which entry is the incorrect one.

1. Select Reports | General Ledger | Petty Cash | Folio Listing.

2. Click the OK button to run the report.

Step by Step – Petty Cash Unposted Folio ListingThe difference might well be because there are some unposted folios.

Produce a listing of unposted folios, if there are any.

1. Select Reports | General Ledger | Petty Cash | Unposted Folio Listing.

2. Click the OK button to run the report.

Step by Step – Petty Cash Cost Centre Expenditure ListingThe head teacher would like a breakdown of how much is being spent through the petty cash and who is responsible.

Produce a Cost Centre Expenditure Report to provide this information.

1. Select Reports | General Ledger | Petty Cash | Cost Centre Expenditure Listing.

2. Leave the date range blank so all transactions for this year are reported on.

3. Click the OK button to run the report.

Step by Step – Petty Cash Ledger Code Expenditure ListingThe governors have asked the head teacher to provide the same sort of information on a whole school basis. Produce a Ledger Code Expenditure Report to do this.

1. Select Reports | General Ledger | Petty Cash | Ledger Code Expenditure Listing.

2. Leave the date range blank so all transactions for this year are reported on.

3. Click the OK button to run the report.

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09 Manual Journal Processing

This chapter contains:Chapter Introduction...................................................................................................................................................................104Step by Step – Entering a Normal Journal..................................................................................................................................104Step by Step – Cancelling Journals (Contra Journals)...............................................................................................................106Step by Step – Copying Journals...............................................................................................................................................106Step by Step – Journal Templates..............................................................................................................................................106Step by Step - Using the Journal Template................................................................................................................................107Step by Step – Reversing Journals............................................................................................................................................108Step by Step – Journal Review...................................................................................................................................................109

Chapter IntroductionThis chapter covers manual journals that are used to adjust the accounts. They are used to correct coding errors that come to light after an expenditure or income transaction has been entered or to recharge a transaction from one cost centre/ledger code combination to another.

Step by Step – Entering a Normal JournalIt has been noticed that an accidental charge has been made to an invoice to the maths cost centre, when £45.00 of this was for the science department. Create a journal entry to move this expenditure between cost centres (the ledger code used was materials – 4002).

1. Select Focus | General Ledger | Manual Journal Processing. The screen displayed will show all unposted journals. This view can be changed by using a combination of the Posted and Templates check boxes.

2. Click the Add button at the top of the screen and for this journal select Normal.

3. Check the period and enter Invoice charged incorrectly in the Narrative field.

4. Click the + icon at the right-hand side of the window.

5. Enter the Ledger Code, Fund and the Science Cost Centre.

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6. Type £45 in the Amount field and as the expenditure is increasing against the expenditure code, select the Debit radio button.

7. Type a narrative if required, then click the Update & Next Line button.

8. Enter the second line to the Mathematics cost centre. Enter the same amount but this time decrease the expenditure by crediting it, select the Credit radio button.

NOTE: If an expenditure ledger code is entered then the debit/credit will default to debit to increase the expenditure and the opposite will happen if an income ledger code is entered.

9. Click the Update & Close button.

10. Click the Save icon.

11. Click the Post Journal icon located in the top right-hand corner of the screen when the journal is completed.

Post journal icon

NOTE: A journal can be saved at any point to be amended later but a journal should balance, debits = credits, before it can be posted.

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Step by Step – Cancelling Journals (Contra Journals)If a journal has not been posted, it can be deleted by highlighting the journal in the main browser and clicking the Control Journal icon.

However, if it has been posted there is a quick and easy way to reverse the journal if it has been entered in error.

The previous journal entered was actually not needed. The invoice was correct.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Change the view so that you can see the posted journal.

3. Highlight the journal previously posted, and then click the Contra Journal icon located in the top right-hand corner of the screen.

Contra journal icon

NOTE: The Contra Journal is not viewable within the Journal browser but can be viewed via the Journal Review.

Step by Step – Copying JournalsSometimes it is just as easy to copy an existing journal, make some minor adjustments to it and post it. Journals can be copied even if they have been cancelled in the past.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Change the view so that posted journals can be seen.

3. Highlight the journal previously cancelled, then click the Copy Journal icon located in the top right-hand corner of the screen.

Copy journal icon

4. Enter the period and check the values, click the Save icon, then click the Post icon.

Step by Step – Journal TemplatesSometimes you may have expenditure that needs to be charged out to other cost centre/ledger codes every month. An easy way to process this is to create a template to be used each period.

Please note you can only use the journal template for normal journals, not cash book journals.

Some of the curriculum cost centres need recharging for photocopying on a regular basis. The invoices for these costs are charged to admin cost centres initially, then when it is known how much each curriculum cost centre has used they are charged accordingly.

To save time recreating this journal every time it is needed, create a Standard Journal Template, listing the cost centres and ledger code (Reprographics - Curr 4011) that will be charged and leave the values as zeros. Do not forget to include the admin cost centre and ledger code – reprographics – Admin 5006.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the + icon, then select Standard Template.

3. Type Monthly Photocopying Recharge in the Narrative field.

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4. Click the + icon and add the lines on as for a normal journal except ignore the value and the Debit/Credit option.

5. Enter all the codes which need to be charged at some point even if it is not every month. Use the preceding example.

6. Click the Save icon.

Step by Step - Using the Journal TemplateUse the journal template created to recharge the following cost centres with their quota of the photocopying charges for the last month.

n English - £10.00

n Maths - £15.00

n Science - £25.00.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the + icon, then click the Browser icon for Use Journal Template.

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3. Select the template which has just been created, then click the Select button.

4. Enter the debit values for English, Mathematics and Science.

5. Enter the total of the Debits as a Credit on the Admin line. Before posting ensure that any zero value lines are deleted by clicking the Delete icon located on the right-hand side of the window.

NOTE: The deleted lines are only being removed from the journal not the template so they will be available again when the template is selected.

A journal will not post if it contains zero value lines.

6. Click the Save icon, then click the Post icon.

Step by Step – Reversing JournalsReversing journals are usually processed as part of the year end procedures but not all schools are required to create them. For example, if goods have been received but not paid for, the expenditure will need to be recorded in the current year and reversed in the next year to clear the payment when it does go through.

Reversing journals should only ever be processed if requested by the LA and it is likely they will supply the codes required.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the Add button at the top of the screen, then select Journal, select Normal but also ensure that the Reversing Journal check box is selected.

Notice that on the next screen you are given the option for two periods.

The top period is the current period and the second period is the period which needs the transaction reversing. The preceding example does not reverse over the year end.

The rest of the journal is processed as normal.

A reversing journal will not be posted as this is normally a year end procedure, but this activity was to illustrate how they can be entered.

Reversing journals can also be used to deal with prepayments and accruals by academies.

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Step by Step – Journal ReviewEvery transaction that goes through FMS creates a journal which can then be viewed through the journal review.

An invoice has been miscoded but it is not clear which way round to do the journal to amend it.

1. Select Focus | General Ledger | Journal Review. This screen will display all transactions that have gone through FMS.

2. Using the preceding graphic for guidance select Accounts Payable from the View field. Select the Period radio button from the Sequence section, then select the period 05 August. This will limit the number of transactions shown on the screen. Select an earlier period, if the current period has no invoices.

3. Select an invoice by double-clicking it.

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4. The screen displayed is the actual postings made by FMS when an invoice is posted. The debits and the credits are displayed; therefore, this can help when having to create an amending journal. This can also be printed off by clicking the Print icon found at the top of the screen.

5. Go back to the main browser by clicking the Browser icon at the top of the page.

6. Select General Ledger from the View field and leave it on the current period.

You should now be able to see the contra journal created earlier.

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10 Bank Processes (Cheque Book Schools Only)

This chapter contains:Chapter Introduction...................................................................................................................................................................112Step by Step – Entering a Recurring Payment...........................................................................................................................114Bank Reconciliation....................................................................................................................................................................115Step by Step – Adding a Bank Statement...................................................................................................................................116Step by Step – Amending a Bank Statement..............................................................................................................................118Producing Bank Account Reports...............................................................................................................................................118Step by Step - The Bank History................................................................................................................................................118Step by Step - Unreconciled Transactions..................................................................................................................................118Step by Step - Bank Statement Summary..................................................................................................................................119Step by Step - Balances and Reserves Report..........................................................................................................................119

Chapter IntroductionThis chapter deals with all the processes associated with the management of the bank account Step by Step – Entering a Cash Book Journal

These are used to create any manual journal that includes a bank account.

n You can record fund income when required by the LA.

n Record other income, instead of using non-invoice income, when required by the LA.

n Record any payroll transactions from the local bank account.

n Perform transfers between two bank accounts.

n Record refund cheques from suppliers.

A bank statement has been received and the interest received needs processing.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the Add button at the top of the screen and for this journal select Cash Book.

3. Confirm the period.

4. Type November Bank Interest in the Narrative field.

5. Select the relevant Bank ledger code.

6. Type 23456789 in the Reference field, this reference will be shown in the bank history.

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7. Click the + icon to the right of the window.

8. Enter the Ledger Code and the Cost Centre as illustrated in the following graphic.

9. Confirm/correct the VAT code and enter the amount.

10. Select the Credit radio button. As this is a payment into the bank it will be a credit to the income ledger code.

11. Finally enter a narrative, and then click the Update & Close button.

Notice that the bank line to the journal has been entered automatically.

12. Click the Save icon, then click the Post Journal icon.

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NOTE: A cash book can be cancelled in the same way as a normal journal but only if it has not been reconciled.

A cash book journal can also be cloned in the same way as a normal journal.

It is possible to link a supplier to a cash book journal if required.

Step by Step – Entering a Recurring Payment A repeating payment needs creating for the direct debit for telephone costs.

1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the Add button at the top of the screen and for this journal select Cash Book.

3. Confirm the period (defaults to the lowest open one).

4. Select British Telecom in the Supplier field.

5. Type Direct Debit - Telephones in the Narrative field.

6. Select the relevant Bank ledger code.

7. Type DD Phones in the Reference field.

8. Complete the journal line as described for the cash book journal.

9. Click the Save button to save the journal.

10. Click the Add for Recurrence Pattern button.

11. Enter Start Date – Date of First Recurrence, leave at today’s date.

12. Type 1 for every month, 2 for every other month and so on.

13. Enter an end after date if required. This may be the date of the final payment for the year. If no date is entered, the payment will carry forward into the next financial year and beyond. The value can be amended in the future.

14. Click the Save button to save the recurrence pattern.

15. Click the Save button to save the journal.

16. Post the first journal - using today’s date.

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NOTE: Recurring payments can be configured to post automatically, as covered in Chapter 1 Step by Step – Editing and Amending Establishment Details – tab 3. If they are configured in this way and a user with the appropriate access rights logs into FMS, they will be prompted to post any recurring payments that are due. If posting is declined, there will be a prompt at the next login.

An unposted recurring payment can be accessed on the manual journal voucher screen, when it can be amended. On saving, there is a prompt to update only this journal or update this and subsequent journals.

Bank ReconciliationBank reconciliation is used to compare FMS with the bank statements received and select (reconcile) the transactions the bank have cleared.

The bank reconciliation functionality is found by selecting Focus | General Ledger | Bank Reconciliation.

The screen displayed is a list of all the bank statements previously reconciled for all the bank accounts set up. You can change this to just show one bank account by clicking the Browser icon next to the View field.

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Step by Step – Adding a Bank Statement1. Select Focus | General Ledger | Bank Reconciliation.

2. Click the + icon located at the top of the screen.

3. Check that the correct bank account is selected and that the statement number is correct. Enter the date from the statement. The date of the first transaction cleared would be appropriate.

NOTE: Do not reset the statement numbers back. They should run sequentially for each bank account. If not the opening balances will be incorrect.

The statement number does not have to match the number on the bank statement, but if that is the case make sure the system number is recorded on the physical bank statement.

4. Click the Save button to display the screen shown in the following graphic. The opening balance located at the top of this screen should match the opening balance on the physical statement.

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5. To add items to the statement click the Browser icon on the right-hand side to go to the Statement Contents Chooser screen.

6. Items can be selected from the list of unreconciled items by either double-clicking the item or highlighting and clicking the Choose button.

7. To help locate transactions you can also change the sequence to Reference, and then use Looking For. This is useful when looking for cheque numbers. It is better to select the transactions in the order in which they appear on the printed statement. It is also possible to sequence by amount of payment or receipt making it easier to locate a specific amount.

8. Once all items appearing on the statement have been selected, check that the closing balance at the bottom of the screen matches the closing balance on the statement, if all is satisfactory click the Save button to return to the Summary screen. Even if it is not because some cash book journals need entering, click the Save button and you will be able to come back in later to complete it.

9. Click the Save icon at the top of the screen to save the statement.

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Step by Step – Amending a Bank Statement1. Select Focus | General Ledger | Bank Reconciliation.

2. Scroll down to the end of the screen and double-click the last statement which was just entered.

3. From here you can click the Browser icon and go back into amend and complete the bank reconciliation.

4. You can also view the details of a transaction by highlighting it and clicking the Glasses icon.

5. You can also usefully print the bank statement off by clicking the Print icon located at the top of the screen.

NOTE: Be careful when amending previous bank statements as this may affect the opening balance of the following statement.

Producing Bank Account ReportsThere are a variety of reports provided to help monitor the bank transactions.

Step by Step - The Bank HistoryThis report lists all the bank transactions by bank account including anything that has been cancelled. These are listed at the end.

1. Select Reports | Gen Ledger | Bank | Bank History.

2. Select the correct bank account and enter a date range from the first of the current month to today’s date (users cannot enter a future date).

3. Click the OK button to print.

Step by Step - Unreconciled TransactionsThis report lists all the bank transactions that have not been reconciled to a bank statement. The total from this report added to the last bank statement should equal the total for the bank ledger code.

1. Select Reports | General Ledger | Bank | Unreconciled Transaction Listing.

2. Select the correct bank account and leave the Date Range field blank.

3. Click the OK button to print.

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Step by Step - Bank Statement SummaryLists statements for each account for reconciliation in statement number order (each closing balance should match the next opening balance).

1. Select Reports | General Ledger | Bank | Bank Statement Summary.

2. Select the correct bank.

3. Click the OK button to print.

Step by Step - Balances and Reserves ReportThis includes the current and projected balance for all bank accounts.

1. Select Reports | General Ledger | Balances/Reserves.

2. Select the correct year.

3. Click the OK button to print.

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11 Funds and Budget Allocation

This chapter contains:Chapter Introduction...................................................................................................................................................................120Fund Allocation...........................................................................................................................................................................120Step by Step - Increasing Fund Allocation..................................................................................................................................121Step by Step - Decreasing Fund Allocation................................................................................................................................121Step by Step – Viewing Fund Allocation History.........................................................................................................................122Step by Step – Recording Fund to Bank Journals......................................................................................................................123Recording Funding as Income....................................................................................................................................................123Cost Centre Allocation................................................................................................................................................................125Step by Step - Cost Centre Allocation........................................................................................................................................126Step by Step - Fixing the Budget................................................................................................................................................127Step by Step - Amending a Cost Centre Budget (Virement).......................................................................................................127Budget Maintenance Reports.....................................................................................................................................................128Step by Step - Budget Profile Listing..........................................................................................................................................128Step by Step - Annual Budget Listing.........................................................................................................................................128Step by Step - Cost Centre Allocation Audit Trail.......................................................................................................................128

Chapter IntroductionThis chapter covers the processes that may be used to enter and update budget amounts. Whether all of these are used is dependent on LA requirements. All are covered for information.

Fund AllocationFund allocation is a way of recording the fund (budget) allocated to a school but not every LA uses it. It would not be used if the school/LA has adopted income and expenditure accounting and also uses retained earnings.

Select Focus | Budget Management | Fund Allocation to view the screen shown in the following graphic.

This screen displays a list of the funds which have been set up along with the fund allocation, CFR apportioned (where CFR is used), how much has been budgeted and how much is left shown as reserves.

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Step by Step - Increasing Fund AllocationA request has been made to increase the main school budget share fund by £25000.

1. Select Focus | Budget Management | Fund Allocation.

2. From the Fund Allocation browser, highlight the Fund to which needs the money allocating to and either double-click it or click the Focus browser button. In this example select the School Budget Share.

3. Click the Increase Allocation button, and then type 25000.00 in the Increase Allocation by field.

4. Select the correct financial Period, and then enter a Narrative.

5. If CFR has been switched on then you need to allocate the correct CFR headings.

6. Click the Save button, and then click the OK button to confirm.

Step by Step - Decreasing Fund AllocationA request has been made to decrease the school budget share fund by £5000.

1. Select Focus | Budget Management | Fund Allocation.

2. From the Fund Allocation browser, highlight the fund to which needs money allocating to and either double-click it or click the Focus browser button. In this example select the Standards Fund.

3. Click the Decrease Allocation button, and then enter £5000.

4. Select the correct Financial Period, and then enter a Narrative.

5. If CFR has been switched on you need to allocate to the correct CFR headings.

6. Click the Save button, then click the OK button to confirm.

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Step by Step – Viewing Fund Allocation HistoryYou can also view all movement on a fund over the current year and also, where appropriate¸ the CFR apportionment can be amended.

The CFR apportionment is incorrect on the last fund allocation increase for the school budget share.

1. Select Focus | Budget Management | Fund Allocation.

2. From the Fund Allocation browser, highlight the fund which needs viewing/amending and double-click it.

3. Click tab 2: History.

4. Double-click the last entry made.

5. Amend the apportionment by double-clicking the value next to the CFR heading.

6. Click the Save button to finish.

NOTE: The edit item button and the ability to edit fund increase or decrease is only available if the CFR functionality has been selected in Tools | Establishment Details | System Parameters.

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Step by Step – Recording Fund to Bank JournalsThese would not be used if the school/LA has adopted income and expenditure accounting. Funds going into the bank account from the LA can be processed via a cashbook journal or non-invoiced income. It is also possible to process them via a fund to Bank Journal.The way these types of transactions are processed does depend on the LA and it may well be worth checking with them if unsure.

A request has been made to process £18222 as the second advance on the school budget share.

1. Select Focus | Budget Management | Fund to Bank Journal.2. Click the + icon, then select Increase from the Journal Type field (you would select

Decrease if this was a reduction).

3. Ensure the correct Period and Bank Account is selected.

4. Select the Fund, and then enter the Amount.5. Enter a Narrative.

6. On clicking the Save icon at the top of the screen a message will display asking if you are sure to post this journal, click the Yes button and the journal is then posted.

Recording Funding as IncomeAn alternative method of entering funding for fully funded cheque book schools and academies is to enter the funding as income via a cash book journal. It will be necessary to have suitable income codes available for this.

1. Type £200,000 as monthly funding from the LA.

2. Select Focus | General Ledger | Manual Journal Processing.

3. Click the Add button at the top of the screen and for this journal select Cash Book.

4. Confirm the period.

5. Type December Funding in the Narrative field.

6. Select the relevant Bank ledger code.

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7. Enter Dec Funding in the Reference field, this reference will be shown in the bank history.

8. Click the + icon to the right of the window.

9. Enter the Ledger Code and the Cost Centre as illustrated in the following graphic.

10. Confirm/correct the VAT code and enter the amount.

11. Select the Credit radio button. As this is a payment into the bank it will be a credit to the income ledger code.

12. Finally enter a narrative, and then click the Update & Close button.

Notice that the bank line to the journal has been entered automatically.

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13. Click the Save icon, then click the Post Journal icon.

Cost Centre AllocationThis enables you to assign various amounts of expenditure or income to cost centres and to allocate financial resources to ledger code level.

It can be found by selecting Focus | Budget Management | Cost Centre Allocation.

The initial screen will display a list of all the cost centres and any existing budget that may have been entered. At the beginning of a financial year this will be empty and will need to be entered.

The bottom of the screen will display the fund allocation (if used).

The Expense and Income Limit - this is the total budget that has been assigned to the individual expense and income cost centres being the total of expense and income budget.

The Expense and Income Allocated – this is the budget that has been allocated to the ledger codes within the cost centres. This should match the expense and income limit.

Net Limit and Net Allocated is the difference between the income and the expense. If this is a positive then that means the income is higher than the expenditure.

In some areas the net value will always be zero showing that all expected income has been budgeted back out.

In others the net will be the same as the fund allocation as the fund is not entered into the income budget.

Another variation is that the net will be the carry forward from last year.

It is important to check with the LA to see how they wish the budget to be recorded and show the above.

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The column button on the top right-hand side of the window is to enable users to change the columns they are viewing. The options are:

Changing the columns can help to see why the limit may not be agreeing to the allocated. Although it is possible to switch all the columns on in one go it is easier to only view two at a time.

A request has been made to allocate a budget of £750 for cost centre 201 grounds maintenance and ledger code 2003-01 servicing.

Step by Step - Cost Centre Allocation1. Select Focus | Budget Management | Cost Centre Allocation.

2. Double-click the 201 cost centre, and then double-click the 2003-01 ledger code.

3. Leave the Profile Model field as Twelfths and notice that once 750 has been entered in the Budget to Allocate field it is automatically allocated across the 12 periods evenly.

4. Enter a narrative, and then click the Save button.

5. The message shown in the following graphic may display, click the Yes button in response to the message. Notice that the total for the cost centre shown at the top of the screen has increased.

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6. Click the Save icon at the top of the screen, enter a narrative for audit, then click the Save button.

NOTE: The above mentioned message can be stopped from appearing by clicking Auto Adjust Limits on Cost Centre Allocation found by selecting Tools | User Options.

Step by Step - Fixing the BudgetOnce a budget has been agreed at the beginning of the year and signed off by the governors it is then possible to fix it.

This then enables FMS to store those original figures and show any changes made during the year. Fixing the budget does not prevent you from making further changes to the budget.

Before fixing the budget, you should make sure that the limit and the allocated are the same. If they are not, you will be prevented from fixing the budget.

1. Select Focus | Budget Management | Cost Centre Allocation.

2. Click the Columns button, then select the Net Limit and Net Allocated columns to view.

3. Scroll down until the difference between the two figures is displayed.

4. Double-click the Cost Centre and you may find that not all the budget has been allocated to the linked ledger codes.

5. Allocate the budget out so that the unallocated budget figure at the bottom of the screen is zero. It may be as simple as selecting each ledger code and then saving the details.

6. Click the Save icon, then enter a narrative.

7. Click the Fix Budget icon located in the top right-hand corner of the screen.

Fix budget icon

8. Click the OK button to confirm that you want to fix the budget.

NOTE: You can only fix the budget once a year.

Step by Step - Amending a Cost Centre Budget (Virement)1. It has been decided to reduce the budget allocated to Mathematics by £1000 and

allocate this amount to History. Select Tools | User Options, and then select the Auto Adjust Limits on Cost Centre Allocation check box.

2. Select Focus | Budget Management | Cost Centre Allocation.

3. Double-click the 400 - Mathematics cost centre then double-click the 4002-01 - Materials ledger code.

4. Enter the amended value £1040, then click the Save button.

5. Click the Save button, then enter a narrative.

6. Double-click the 408 - History cost centre then double-click the 4003-01 - Textbooks ledger code.

7. Enter the amended value £1600, then click the Save button.

8. Click the Save button, then enter a narrative.

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Budget Maintenance ReportsThere are a variety of reports that can be produced to provide information about the management of budget allocations.

Step by Step - Fund Allocation Audit TrailThe Detailed Report shows all the movements along with who actually processed them.

1. Select Reports | Budget Maintenance | Fund Allocation Audit Trail.2. Select the Detailed radio button at the top.

3. Click the OK button to run.

Step by Step - Budget Profile ListingThis report gives the original (fixed) and current budget figures for each period in the year either by fund or by cost centre.

1. Select Reports | Budget Maintenance | Budget Profile Listing.

2. Select by fund at the top of the screen.

3. Click the OK button to run. This report will only show differences between the original budget and the current budget if budget profiles have been changed.

Step by Step - Annual Budget ListingThis report gives the original (fixed) and current budget figures and the variance by ledger code, cost centre or cost centre group and in summary or detail.

1. Select Reports | Budget Maintenance | Annual Budget Listing.

2. Select the Detail cost centre.

3. Click the OK button to run and view 400 cost centre. Notice that it is reporting a variance because of the changes made since the budget was fixed. The same applies to cost centre 408.

Step by Step - Cost Centre Allocation Audit TrailThis report shows details of what, who and when on all movement on cost centre allocations.

1. Select Reports | Budget Maintenance | Cost Centre Allocation Audit Trail.2. Select the 400 cost centre at the top.

3. Click the OK button to run.

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12 Payroll - Cheque Book Schools Only

This chapter contains:Chapter Introduction...................................................................................................................................................................130Personnel Links Overview..........................................................................................................................................................130Step by Step – MIS Settings.......................................................................................................................................................130Personnel Links..........................................................................................................................................................................130Service Term Mapping...............................................................................................................................................................131Step by Step – Recording Individual Payments..........................................................................................................................131Step by Step – Recording Block Payments................................................................................................................................133Step by Step – Viewing the Salary Projections/Actuals..............................................................................................................134Step by Step – Clearing Salary Commitments............................................................................................................................136

Chapter IntroductionThis chapter covers how payroll data is recorded in FMS using the bank account.

Personnel Links OverviewIt is possible to get FMS to calculate salary commitment by collecting payroll data stored in Personnel. This will then enable you to process actual payroll against the commitment.

The setup and use of personnel links is covered in greater detail through another course but the following provides a quick overview.

Step by Step – MIS SettingsTo enable FMS to gain access to the personnel data in SIMS, select Tools | MIS Settings.

On selecting the use MIS check box, the path to SIMS .net is automatically populated. This is telling FMS where the SIMS client is installed to enable it to access the personnel data.

Personnel LinksOnce the above has been switched on, when you go into personnel links, (select Focus | Personnel Links) a message will display stating ‘Updating Personnel Data’. It is at this point FMS will access the personnel data.

The following screen shows the projections that have been committed to the cost centres. If users double-click a cost centre the individuals that are included in that cost centre will display. Highlight an individual, then click the View Details button and you will see the projection and actual pay details for that individual by period.

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Service Term MappingService term mappings have to be setup so that FMS knows which cost centre should be used to record the salary commitment.

This mapping already exists in the training data.

By clicking the Service Term mapping icon you are able to select a service term, the financial sub group (where sub groups exist in Personnel), then the relevant cost centre. Select the correct ledger codes for basic, NI and superannuation.

The service term and financial sub group details are collected from Personnel.

Once all this has been set up you can then process the actual figures against the commitments via a manual process which is explained in more detail in this chapter.

Step by Step – Recording Individual PaymentsIf users have personnel links set up as described above they can use the Personnel Links module to process the actual costs for payroll.

The first way is via the individual payment routine. This enables each individual contract to be processed separately.

1. Select Focus | Personnel Links | Individual Payment. This screen will then show any previously entered individual payments for the current year.

2. Click the + icon.

3. Enter today’s date and for the period select the current period, for example if today’s date is December, and then select period 9. This is just to ensure there are commitments to show in the training data.

4. Paid from can be bank account or payroll control depending on the setup. In this example there is only the bank account to select. Do not select central.

5. Select the Contract details, this is done by clicking the Browser icon located on the right-hand side of the screen.

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6. In this screen you get the option to select one or a number of contracts by either double-clicking them in the top half of the screen or highlighting them and clicking the Choose button. For this example, select Selina Andrews, then click the Update button.

7. Notice that in the bottom half of the first screen the commitments have now been transferred for that contract. Either double-click the Teachers Pay line or highlight it and click the Edit icon on the right-hand side.

8. Enter £2632.00 in the Actual Figure field, then click the Save button.

9. Enter values for the NI and the Superannuation.

10. Click the Save icon, then click the Post icon located in the top right-hand corner of the screen.

NOTE: You cannot leave a line with a zero value in the amount column. If there is no value to put in then delete the line using the Delete icon on the right-hand side. The journal will not post if there is a zero value line.

11. A message may display warning users that payment is in excess of the commitment, click the Yes button to continue.

12. This next screen shows a breakdown of what is to be posted. You can still cancel at this point and make any amendments if required. It is good practice to double check these figures against the figures given to users by the LA/payroll. Once happy click the Post button.

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13. This transaction is now complete and the commitment cleared for the individual and for the period.

Step by Step – Recording Block PaymentsSometimes it is not convenient or practical to use individual payments as it does involve entering at least three lines for every contract on FMS and if there are a large number of staff this could take some time.

The other alternative is to enter the payroll by service term\finance sub group rather than by the individual.

1. Select Focus | Personnel Links | Block Payment. This screen will then show any previously entered block payments for the current year.

2. Click the + icon.

3. Enter today’s date and the period, for example if today’s date is December, and then select period 9. This is just to ensure there are commitments to show in the training data.

4. Paid from can be bank account or payroll control depending on the setup. In this example there is only the bank account to select. Do not select central.

5. Select the Service Term and Finance Sub Group. The finance sub group will only be available if any have been setup for the service term selected. Clicking the Browser icon select the NJ service term and the ADM Finance Sub Group. Notice that in the bottom half of the screen the total commitments have now been transferred for the selected service term/sub group combination. Either double-click the Admin & Clerical Pay line or highlight it and click the Edit icon on the right-hand side.

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6. Enter £7550.45 in the Actual Figure field, then click the Save button.

7. Enter values for the NI and the Superannuation.

8. Click the Save icon, then click the Post icon located in the top right-hand corner of the screen.

NOTE: You cannot leave a line with a zero value in the amount column. If there is no value to put in then delete the line by clicking the Delete icon on the right-hand side. The journal will not post if there is a zero value line.

9. The next screen shows a breakdown of what is to be posted. You can still cancel at this point and make any amendments if required. It is good practice to just double check these figures against the figures supplied by the LA/payroll. Once happy click the Post button.

10. This transaction is now complete and the commitment cleared for that Service Term/Sub Group combination.

NOTE: In some schools, the payroll charges are recorded as cash book journals rather than through Personnel Links.

When schools use payroll control accounts and pay HMRC, pension providers, unions and so on themselves, the charges can be recorded using a journal template and a series of bank transactions to pay the relevant parties.

Step by Step – Viewing the Salary Projections/ActualsThis step by step shows what impact the previous transactions have had in the salary projection screens.

1. Select Focus | Personnel Links | Salary Projection.

First take a look at the individual payment processed.

2. Double-click Teachers and highlight Selina Andrews.

3. Click the View Details button.

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4. Highlight the line for the period the individual payment is entered for. In the above case it was period 9 December. Notice that on the screen shown in the preceding graphic it shows the Commitment as cleared, an Actual of £3196 and a variation of £5.

5. This can be viewed in even more detail by clicking the View Actuals button located at the bottom of the screen. This screen will display the actual posted to the basic, NI and superannuation ledger codes.

6. Click the Close button, and then click the Close button again.

7. Double-click Admin & Clerical.8. Highlight any member of staff, and then click the View Details button.

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9. Highlight the period in which the block payment was processed. In the screen shown in the preceding graphic it was period 9. Notice that the Commitment has been cleared but this time the Actual does not show. This is because when a block payment is processed it cannot store the actual against the individual as it has no way of knowing how much of that block payment was for that individual.

NOTE: If you wish actuals to be recorded in salary projections then you need to use individual payments.

Step by Step – Clearing Salary CommitmentsIf individual payments are used then there will be the need from time to time to clear down any outstanding commitments from previous months. Commitments will be left behind if the actual has come in below the committed value.

1. Select Focus | Personnel Links | Salary Projection.

2. Click the Clear Commitment icon located in the far right-hand corner of the screen.

Clear commitment icon

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3. In this screen enter the same period used for posting the individual and the block payment earlier on.

You will then be given a list of all the outstanding commitments for that period. This can be narrowed down by selecting a Service Term/Sub Group combination in the right-hand corner of the screen. You can then tag one contract by clicking to the left side of the name or just click the Tag All button at the bottom of the screen.

4. For this example leave the Service Term and the Sub Group blank, then click the Tag All button at the bottom of the screen.

5. Click the Clear Commitment button.

6. When it has finished recalculating the commitment view the Salary Projections and notice that all Commitments for the selected period have now been cleared.

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13 VAT Processing

This chapter contains:Chapter Introduction...................................................................................................................................................................138Step by Step – Generating a VAT Claim....................................................................................................................................138Step by Step – Printing a VAT Submittal Report........................................................................................................................139Step by Step - Academy - VAT 126 Report................................................................................................................................140Step by Step – Recording a VAT Reimbursement (Cheque Book Schools Only).......................................................................141VAT Transfer Journal.................................................................................................................................................................143Step by Step – Recording a VAT Transfer Journal.....................................................................................................................143Step by Step – Producing VAT Reports......................................................................................................................................143

Chapter IntroductionThis chapter covers the process of creating the VAT claim, entering the VAT reimbursement (for cheque book schools) and printing other VAT reports.

For these processes to be done you should make sure that:

n the VAT ledger codes have been setup

n the VAT periods have been created

n for those schools using Accounts Receivable, the VAT number has been entered in the establishment details.

Step by Step – Generating a VAT ClaimA VAT return is usually submitted each month to the LA, though this can vary in different areas. This is so that they can reclaim, on behalf of the school, the difference between any VAT output and VAT input incurred by the school from HMRC.

Academies, not registered for VAT with HMRC, use VAT126 rather than the VAT Submittal Report. The claim is made to HMRC. VAT periods are quite distinct from accounting periods and it is possible, but not desirable, to close an accounting period in advance of making the VAT return for the same period.

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Step by Step – Printing a VAT Submittal Report1. Select Reports | General Ledger | VAT | VAT Reports. The screen displayed will show

all the previous VAT claims that have been created.

2. A new claim needs creating so click the + icon on the right-hand side. Check that the VAT Year and VAT Period are correct.

3. Next it is advisable to run a Full VAT Report so that you check what is going to be claimed. Select the VAT Full Report radio button, and then click the Print button. This report will give full details of all transactions to be included in the periods VAT claim.

4. Once happy with what is to be claimed go back to the VAT Report by selecting Reports | General Ledger | VAT | VAT Reports. As the VAT claim has not been created you will still need to click the + icon.

5. Select VAT Submittal Report. In the preceding graphic, it was too early to generate the VAT Submittal Report.

NOTE: You cannot run a VAT Submittal Report for a period before the end date of that period setup in VAT periods. For example, the May VAT cannot be run until after the 31st May.

Also the VAT Submittal Report can only be run once.

6. Click the Print button, and then confirm that all the report has printed. It would then be signed, usually by the head teacher, then sent to the LA.

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An example of a VAT Submittal Report.

Step by Step - Academy - VAT 126 Report1. Select Reports | General Ledger | VAT | VAT 126 Report. The screen will show all the

previous VAT claims that have been created.

2. To create a new claim, click the + icon on the right-hand side. Check that the VAT year and VAT period are correct.

3. Click the Preview button and print the report. It is understood that VAT will only be refunded if the VAT registration number for each line claimed appears in the relevant column. It will be necessary to edit supplier details and enter any missing VAT numbers. The report should be previewed a second time to ensure all supplier VAT numbers are present.

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4. Click the check box to confirm that transactions are ready for submittal when all VAT registration numbers are available then click the Submit Report button.

5. Print the report and when satisfied that both conditions are met, click Yes to confirm.

Step by Step – Recording a VAT Reimbursement (Cheque Book Schools Only)Sometime after the VAT claim has been submitted, notification should be received from the LA/HMRC of the amount of the VAT reimbursement. This reimbursement is usually paid into the school bank account via BACS.

The VAT reimbursement to be processed is for £10555.93.

The original claim was for £11057.93 VAT incurred on expenditure (VAT code T, VAT ledger code 9020) less £502.00 VAT received on income (VAT code I, VAT ledger code 9010).

NOTE: VAT codes used on the training may well vary from those used at the school.

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1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the + icon to add a new journal, then select VAT Reimbursement.3. Enter the correct period, a narrative, the Bank ledger code and a reference.

4. Click the + icon to add a journal line.

5. Enter 9020 in the Ledger Code field and 11057.93 in the Amount field. Select the Credit radio button from the Debit/Credit field, this will default to debit because it is an expenditure code.

6. Click the Update & Next Line button.

7. Enter 9010 in the Ledger Code field and make sure this goes through as a debit for £502.00.

8. Click the Update & Close button. Notice that the bank line has automatically been added. Check to make sure the value is correct. In this example £10555.93 debit.

9. Click the Save icon at the top of the screen, then click the Post icon located at the top right-hand side of the screen.

NOTE: As with cashbook journals a VAT reimbursement can be cancelled using the contra journal icon provided it has not been reconciled to the bank.

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VAT Transfer JournalIt is also possible to journal adjustments between VAT ledger codes.

Please note it is quite rare to have to use VAT transfer journals.

To process the following Step by Step users will need to add a reduced rate VAT ledger code to the training data.

Select Tools | General Ledger Setup, select tab 5. Add a Ledger Code for VAT input of 9009 with a VAT code of 9 and a VAT rate of 5%.

In this example it has been discovered that there was an error in a previously entered invoice. £50 of the VAT incurred on expenditure was actually incurred against the reduced rate for fuel (VAT code 9 VAT ledger code 9009).

Step by Step – Recording a VAT Transfer Journal1. Select Focus | General Ledger | Manual Journal Processing.

2. Click the + icon to add a new journal, then select VAT Transfer.3. Click the + icon to add a journal line.

4. Type 9020 in the Ledger Code field and £50 in the Amount field. Make sure the line is set to debit the ledger code.

5. Click the Update & Next Line button.

6. Type 9002 in the Ledger Code field and make sure this goes through as a credit for £50.

7. Click the Update & Close button.

8. Click the Save icon at the top of the screen, and then click the Post icon located at the top right-hand side of the screen.

Step by Step – Producing VAT ReportsThe VAT Full Report and the VAT Submittal Report have already been looked at.

The VAT Submittal Report can only be run once but the VAT Full Report and other reports can be run over and over again.

1. Select Reports | General Ledger | VAT | VAT Reports.

2. Highlight the VAT period users would like to run the reports, for example, select the last period run, then click the Print icon on the right-hand side.

3. You will now have the choice to re run Full VAT Report, VAT Short Summary Report, VAT Long Summary Report and VAT Creditor/Debtor Report. For this example, select the VAT Short Summary Report, and then click the Print button.

4. View this report and you will see that this report gives just a summary of the totals against each VAT code.

5. Now go back in and run the VAT Long Summary Report. View this one and you will see it shows the total net amount posted for each ledger code and the VAT code used with the total VAT for the period at the end.

6. Finally run the VAT Creditor/Debtor Report. View this and you will see it shows each individual transaction separated out between creditors and debtors. For each transaction it shows the description, reference, the net amount, the VAT amount and the VAT code used.

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14 Management Reports and Audit Trails

This chapter contains:Chapter Introduction...................................................................................................................................................................144General Ledger Reports.............................................................................................................................................................144Analysis Reports:........................................................................................................................................................................144Transaction Reports:..................................................................................................................................................................145Chart of Accounts Review:.........................................................................................................................................................145Audit Reports:.............................................................................................................................................................................146General Audit Trails:...................................................................................................................................................................146Journal Audit Trail.......................................................................................................................................................................149

Chapter IntroductionThis chapter covers some of the reports and audit trails available to help monitor the FMS data.

The reports are run through Reports | General Ledger.General Ledger Reportsn Miscellaneous: Balances and Reserves Report:

o Provides a balance sheet summary of the school’s financial position as entered on FMS

o Includes central funds (FC fund control codes), bank accounts, creditor control, debtor control, recoverable VAT, petty cash and any other balance sheet accounts.

n Fund review.

Shows current allocated budget, commitment, centrally invoiced, actual (including local invoices) and remaining balance figures for each fund on FMS.

Analysis Reports:n Cumulative Expense Analysis and Historical Expense Analysis

Options are:

o Ledger Code Summary

o Cost Centre (including ledger codes)

o Ledger Code Detail (including cost centres)

o Cost Centre (each on separate page).

Selections can be made by: CC group or ledger group (the defaults is all) information can Show Current Totals and Show Movement up to a Period.

It is also possible to Exclude Balance Sheet Ledger Codes and Ledger Codes with no Balances.

n Cumulative Expense Analysis Ledger Group Totals.

Options are:

o For a Specific Period or Up to a Period

o Selection can be for a Ledger Group or the default of All.

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Transaction Reports:n Cost Centre Transactions

Selection can be made by: CC Group or Cost Centre (defaults is all)

n Ledger Code Transactions

Selection can be by Ledger Code, Ledger Type or Ledger Group (default is all).

n Cost Centre Summary Transactions

These display one line for each group or cost centre. Contains Allocated Budget, Commitment, Centrally Invoiced, Actual (including local invoices), Remaining Balance and % Spent figures.

You can specify a date range or show movement up to a specific period:

n Summary by Cost Group

Selection can be made by Fund and CC Group (the default is all)

n Summary by Cost Centre

Selection can be made by Fund and any combination of cost centres (the default is all).

Chart of Accounts Review:n Accessed by selecting Focus | General Ledger | Chart of Accounts Review.

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o This is useful for quick reference to a ledger code, cost centre or a group of these.

o If selecting ledger codes, it is possible to Exclude Ledger Codes with Zero Value and Balance Sheet Accounts.

o An overall total is displayed of Budget, Committed, Centrally Invoiced, Actual (including locally invoiced), Total and Remaining.

o Month by month totals are displayed of Actual, Current Budget, Variance, Original Budget and Variance.

o You can select one month or a range covering more than one period by clicking the View Transactions button. Select a Period, then you will be presented with all transactions for that period.

o From here you can then view the transaction details or run a report.

Audit Reports:FMS has a number of different audit reports, these record movements and changes to records within finance.

General Audit Trails:n Select Reports | General Ledger | Audit | Audit Trail.n This report will show changes made to any area of FMS

The following selections can be made or any can be left blank to include all types:

o Year (defaults to current)

o User

o Audit Type

o Audit Sub Type

o Date Range.

n Audit type E – Equipment Register

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The following sub type is available:

Code Audit Sub Type Comments

A Assets If Asset Management is in use

E Equipment If ER is in use

R Rooms If ER is in use

n Audit type F – FMS management.

The following sub type is available:

Code Audit Sub Type Comments

B Transactions backup

M SQL Migration

P System Parameters

n Audit type G - General Ledger

The following sub types are available:

Code Audit Sub Types Comments

A Bank Reconciliation

B Year/Period Details

C Budget/Accounts Set-up

D DfE CFR

F Budget import interface

I I & E Report

J Journal Entries Includes deletions

M System Journal

P Payroll Payroll Journals only

R Repairs Special cases only

S Suspense/Reconciliation Manual and Block Salary Reconciliation

T Reports

V VAT Submittal

X Academies Reporting If Academies Reporting is in use

Y Year End Includes period closures

n Audit type O - purchase orders

The following sub types are available:

Code Audit Sub Type Comments

B Order Books Create

C Credit/Edit Order Authorise and Cancel

G Catalogues Print Run

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P Print orders Print Run

S Supplier Amendments Create Supplier

n Audit type P - accounts payable

The following sub types are available:

Code Audit Sub Type Comments

B Cheque/Petty Cash Books Create

C Credit/Edit Invoice Authorise and Cancel

D Deliveries

E Petty Cash Expenditure Expenditure posted

F BACS Remittance e-mail Failure

I Scanned Images Parameters

P Reconciliation/Payment Cheque Run/Reconcile/Cancel

Q Print/Cancel Cheques

R Petty Cash Reimbursement Reimbursement posted

S Submission by BACS

U Supplier Details

X XML eProcurement Parameters

n Audit type R - Accounts Receivable

Please note the distinction between Non-invoice Income and the separate Accounts Receivable (Invoiced Income) module

The following sub types are available:

Code Audit Sub Type Comments

A Parameters If AR is in full use

B Books If AR is in full use

C Credit notes If AR is in full use

D Debtors If AR is in full use

F Refunds If AR is in full use

I Invoices If AR is in full use

P Products If AR is in full use

R Receipts Full AR and non-invoice income

S Pay in slips If AR is in use. Excludes non-invoice income

W Write offs If AR is in full use

n Audit type S - Security

The following sub types are available:

Code Audit Sub Type Comments

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R Restricted Users – CC Groups

T Restricted Users - Thresholds

U Users Access Rights

Journal Audit TrailSelecting Reports | General Ledger | Audit | Journal Audit Trail shows details of all journals processed in FMS.

The following selections can be made or any can be left blank to include all types:

1. Year (defaults to current)

2. Period

3. Journal Type – lists the type of journal for example AP for Accounts Payable transactions

4. Manual Journal – lists the types of Manual Journals.

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A Appendix A

This chapter contains:Order 1.......................................................................................................................................................................................150Order 2.......................................................................................................................................................................................150Order 3.......................................................................................................................................................................................151Order 4.......................................................................................................................................................................................151Order 5.......................................................................................................................................................................................152Order 6.......................................................................................................................................................................................153Order Invoice 1...........................................................................................................................................................................154Order Invoice 2...........................................................................................................................................................................155Order Invoice 3...........................................................................................................................................................................155Order Invoice 4...........................................................................................................................................................................155Non-Order Invoice......................................................................................................................................................................156Credit Note.................................................................................................................................................................................157

Order 1A standard order using the same ledger code and cost centre and not using a catalogue.

Capita Training School

Internal Requisition Form

Supplier: Thomas & Son

Cost Centre: 200 - Building Maintenance

Ledger Code: 2005 - Glazing

DETAILS:

Quantity Description/Part Number Unit Price Total Cost

5 Windows 120.00 600.00

TOTAL 600.00

Any special instructions: _________AS SOON AS POSSIBLE____

Signed: _______________________

Order 2As order 1, but this time using a catalogue.

Enter the part number and the description and price details will pull through.

Capita Training School

Internal Requisition Form

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Supplier: The Consortium

Cost Centre: 401 - English

Ledger Code: 4010 - Stationery

Fund Code: 01 – School Budget Share

DETAILS:

Quantity Part Number Description Unit Price Total Cost

10 013502 Paper Clips 2.15 21.50

5 008010A4 RING BINDERS RECYCLED BLACK BX 10

6.99 34.95

7 055549 Aluminium Safety Rule 30CM 8.15 57.05

TOTAL 113.50

Any special instructions: _________AS SOON AS POSSIBLE____

Signed: _______________________

Order 3A free text order.

Capita Training School

Internal Requisition Form

Supplier: TFH Domestic Repairs

Cost Centre: 200 - Building Maintenance

Ledger Code:2001 - Repairs

DETAILS:

Quantity Description/Part Number Unit Price Total Cost

Replace Guttering above Main Entrance – 3 Metres

Estimate given by phone 120.00

TOTAL 120.00

Any special instructions: _________AS SOON AS POSSIBLE____

Signed: _______________________

Order 4A book order.

Notice that the cost centre for the third item is not the same as that for the first two.

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Capita Training School

Internal Requisition Form

Supplier: Pembertons Bookshop

Cost Centre: First 2 Books for 401 - English Last book for 408 - History ).

Ledger Code: All 3 books 4003 – Textbooks

Fund Code: 01- School Budget Share.

DETAILS:

Quantity Description/ISBN Number Unit Price Total Cost

2

Charlie and the Chocolate Factory.

By Roald Dahl

ISBN No 0-394-91011-7

3.75 7.50

2

The 18th Emergency

By Betsy Byers

ISBN No 0-140-31451-2

3.50 7.00

2

The Ghost of Thomas Kempe

By Penny Lively

ISBN No 1-405-22542-4

2.45 4.90

TOTAL 19.40

Any special instructions: _________AS SOON AS POSSIBLE____

Signed: _______________________

Order 5Order using the supplier in the following example.

(To see minimum order value check when authorised).

Capita Training School

Internal Requisition Form

Supplier: Joe Bloggs Ltd

Cost Centre: 409 - Geography

Ledger Code: 4010 - Stationery

DETAILS:

Quantity Part Number Description Unit Price Total

Cost

20 25016 Biros 1.12 22.40

8 26720 Pencils 1.89 15.12

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TOTAL 37.52

Any special instructions: _________ ____

Signed: _______________________

Order 6This is a normal order using the catalogue but note that not all items are for the same cost centre. The first three are for English, the last three are for Maths.

Capita Training School

Internal Requisition Form

Supplier: The Consortium

Cost Centre: 401 - English and 400 - Maths

Ledger Code: 4010 – Stationery

Fund Code: 01 – School Budget Share

DETAILS:

Quantity Part Number Description Unit Price Total Cost

10 002461BOND PAPER A4 WHITE 80GSM BOX

18.45 184.50

3 002019A3 BOARD 3 SHEET 230MIC 5ASSTD PK10

7.65 22.95

5 017759CONSORTIUM PENCIL ‘HB’ BX 144

7.65 38.25

12 002461BOND PAPER A4 WHITE 80GSM BOX

18.45 221.40

2 002019A3 BOARD 3 SHEET 230MIC 5ASSTD PK10

7.65 15.30

7 017759CONSORTIUM PENCIL ‘HB’ BX 144

7.65 53.55

TOTAL 535.95

Any special instructions: _________AS SOON AS POSSIBLE____

Signed: _______________________

Please now return to Chapter 4 – Editing Orders.

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Order Invoice 1Pembertons Bookshop

12 Water Lane, Penccelli

Brecon

VAT Reg. No: 234 456 678

Date: 2 working days ago

INVOICE NUMBER: WB276501

Your order ref: (view list of orders for the supplier and select the order you entered previously with the highest number).

Customer: Green Abbey School

Address: Monkmoor Road, East Town

For the attention of English

2Charlie & the Chocolate Factory £3.75 each £7.50

1The 18th Emergency £3.50 each £3.50

The VAT code for both lines should be 2 – VAT Zero Rate

Total due: £11.00

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Order Invoice 2With this invoice modify the VAT line.

The Consortium

Trowbridge

Wiltshire

Date: 2 working days ago

INVOICE

Invoice No: 681749

Order No: (view list of orders for the supplier and select the order you entered previously with the highest number).

Capita Training School

52 Fifth Avenue

Wembley

Middlesex

HA2 1BL

Description Part Number QTY Cost Amount

Box of Paper Clips 013502 10 2.15 21.50

Ring Binder – Black 008010 5 6.99 34.95

VAT @ 20.00 % 11.28

Total Cost 67.73

Order Invoice 3An invoice has been received from The Consortium for the highest order number remaining. Date: 2 working days ago. The invoice number is 715642. The invoice total is £747.54 with VAT of £124.59.

All items are invoiced except the plastic rulers.

Order Invoice 4This invoice includes a charge for post and packing.

NOTE: For this activity, when entering the additional line for postage and packing, use the same cost centre and ledger code as used for the rest of the order. Ideally postage ledger code will be linked to all relevant cost centres when entering invoices at school.

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Joe Bloggs Ltd

52 Fifth Avenue

Wembley

Middlesex

Tel 020 8543 4478

INVOICE

Date: 2 working days ago

Invoice Number: 73562

Green Abbey School

Monkmoor Road,

East Town

Qty Description Part Number Unit Price Total Cost

20 Biros 25016 1.12 22.40

8 Pencils 26720 1.89 15.12

Postage and Packing 3.50

VAT @ 20% 8.20

Total Cost 49.22

Non-Order InvoiceBritish Gas

Tower Point

Enfield

London

INVOICE NUMBER - INV287535

Date: 2 working days ago

Green Abbey School

Monkmoor Road,

East Town

Charge for work done to repair boiler

Cost Centre: 203 - Energy

Ledger Code: 3002 - Gas

Net Amount 134.00

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VAT @ 20% 26.80

TOTAL AMOUNT PAYABLE 160.80

Credit NoteBritish Gas

Towerpoint

Enfield

London

CREDIT NOTE - CN287535

Credit Note Date: Previous working day

Green Abbey School

Monkmoor Road,

East Town

Adjustment to charges on Invoice INV287535

Cost Centre: 203 - Energy

Ledger Code: 3002 - Gas

Net Amount 28.00

VAT @ 20% 5.60

TOTAL AMOUNT CREDITED £33.60 

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B Appendix B

This chapter contains:

Scanned Documents..................................................................................................................................................................159

Scanned DocumentsFunctionality has been provided to enable supporting documents to be associated with Accounts Payable transactions in the invoice/credit note screen. These documents can be stored in the FMS database or on a network scanner.

Documents that can be stored in the FMS database should be of pdf, jpg or bitmap format. This will enable either a scanned image of the supplier’s invoice/credit note, a pdf version of the invoice or any other pertinent documents to be attached to the FMS record and viewed. Documents stored on a network scanner of other formats such as xps or tif, can be attached to an invoice but will be displayed outside of FMS, for example, in Internet Explorer.

The scanning interface that has been adopted is the WIA interface. There are other scanning interfaces, such as TWAIN, but this is dependent on the individual scanner. Consequently, if any issues emerge it is recommended that users switch to the WIA interface as Capita will not be supporting the TWAIN interface.

This functionality is activated by applying a licence which is available from the SIMS support unit.

For more information please see the Accounts Payable in SIMS handbook.

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C Appendix C

This chapter contains:Restricted Users.........................................................................................................................................................................161Focus | Accounts Payable | Purchase Orders............................................................................................................................161Focus | Accounts Payable | Deliveries........................................................................................................................................161Focus | Accounts Payable | Invoices/Credit Notes.....................................................................................................................161Focus | General Ledger | Chart of Accounts Review..................................................................................................................161Reports | General Ledger | Transactions | Detailed Transactions | Cost Centre Transactions...................................................161

Restricted UsersAn additional panel has been incorporated into the Access Level dialog available via Tools | Manage Users | Cost Centre Access. The Cost Centre Access panel enables users to restrict a user’s access to particular cost centre or a collection of cost centres (cost centre collection) and to specify a monetary value in the Order Threshold field.

The Order Threshold ensures that you are prevented from saving orders that exceed this figure, which has been raised against the cost centre(s) or collection of cost centres to which access has been granted.

Restricted Users can only access the following menu routes and carry out the following activities:

Focus | Accounts Payable | Purchase OrdersRestricted Users are able to create and save Purchase Orders up to the value of their defined Order Threshold. They are unable to authorise or print purchase orders.

Focus | Accounts Payable | DeliveriesRestricted Users are able to enter and save delivery notes.

Focus | Accounts Payable | Invoices/Credit NotesRestricted Users are able to authorise Invoices, Credit Notes, Non-order Invoices and Sundry Invoices. They are unable to enter and save Invoices, Credit Notes, Non-order Invoices and Sundry Invoices.

Focus | General Ledger | Chart of Accounts ReviewRestricted Users are able to review the details of the cost centre(s) or cost centre collection that they have been assigned access to.

Reports | General Ledger | Transactions | Detailed Transactions | Cost Centre TransactionsRestricted Users are able to generate reports for the cost centre(s) or cost centre collection that they have been assigned access to.

For more information please see the Getting Started in FMS handbook.

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D Appendix D

This chapter contains:Email PDF Orders......................................................................................................................................................................163Mail Server Setup.......................................................................................................................................................................163Activating PDF Orders and Setting up Signatories.....................................................................................................................164Attaching a Signatory to Users Without a Scanned Signature....................................................................................................164Attaching a Signatory to Users with a Scanned Signature..........................................................................................................165The available signatories in FMS are displayed in the ATTACH SIGNATORY TO USER section..............................................165PDF Order Terms and Conditions..............................................................................................................................................166Assigning Order Email Address and Email Method....................................................................................................................166Producing a PDF Order Email....................................................................................................................................................167

Email PDF OrdersFrom FMS version 6.152 it is possible to automate the emailing of purchase orders as a PDF attachment to an email. It will be necessary to set the mail server parameters, set up signatories and supplier details before the process can be used.

Consideration should also be made of procedures in place in the school in the processing and emailing of orders. If necessary seek advice from your audit team.

Mail Server SetupThe mail server settings can be entered in Establishment Details. Go to Tools | Establishment Details | tab 5: Email Setup. Double click Email PDF Orders.

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Seek advice from your IT Support for the necessary settings. A Test Mail Server Setup button is available for testing, an automated email will be sent from FMS to the Return email Address entered.

Activating PDF Orders and Setting up SignatoriesGo to Tools | Accounts Payable Parameters | tab 6: Email pdf Orders. To activate pdf Orders tick the Send pdf Orders as emails tick box. It is necessary to then assign signatories to each person responsible for authorising orders. This can either be a typed name or a scanned image of a signature. Both will be embedded in the pdf document.

Attaching a Signatory to Users Without a Scanned SignatureThe available signatories in FMS are displayed in the ATTACH SIGNATORY TO USER section.

1. Highlight the relevant user and click the Edit button to open the Maintain Signatory page.

2. To add a new signatory, click the Add button.

3. Type the Forename and Surname that you want to be displayed for this User ID.

4. Click the Save button.

5. Details can then be edited by clicking the Edit button.

6. Click the OK button to save the details and return to the Email pdf Orders page.

7. Repeat this process for each User ID as required.

8. Click the Save button on the Email PDF Orders page.

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Attaching a Signatory to Users with a Scanned SignatureThe available signatories in FMS are displayed in the ATTACH SIGNATORY TO USER section.

1. Highlight the relevant user and click the Edit button to open the Maintain Signatory page.

2. To add a new signatory, click the Add button.

3. Type the Forename and Surname that you want to be displayed for this User ID.

4. Click the Signature File Import button to open the Select Signature File for Import dialog.

NOTE: The image must be in either .bmp, .jpg or jpeg format, up to 200 x 70 pixels in size, and up to 32kb.

5. Navigate to and highlight the appropriate signature file.

6. Click the Open button.

7. Click the Save button to return to the Maintain Signatory page.

8. Click the OK button to save the details and return to the Email pdf Orders page.

9. Repeat this process for each User ID as required.

10. Click the Save button on the Email PDF Orders page.

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PDF Order Terms and ConditionsTerms and conditions can be added to a PDF order under Tools | Accounts Payable Parameters | tab 1: Order Header – click on the PDF Orders button and enter the necessary information.

Assigning Order Email Address and Email MethodWhen you decide to use a specific supplier for sending pdf orders to, it is necessary to ensure that you have an appropriate eOrdering email address entered for that supplier and the order method is set to Email PDF Order. These are on the Basic Details tab of the Supplier details screen. Go to Focus | Accounts Payable | Suppliers and select the supplier. An example is shown in the graphic displayed below.

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Producing a PDF Order EmailThe process of entering and authorising an order is the same as any other type of order. However, when the print/dispatch button is pressed, rather than a printed order, a pdf of the order is created and automatically sent to the supplier. Any additional copies will be printed out.

A PDF Preview button is available on the purchase order screen for viewing/printing a copy of the pdf order.

PDF Preview Button

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E Appendix E

This chapter contains:Financial Reporting Suite...........................................................................................................................................................168Forecast Entry Report................................................................................................................................................................169Notes Entry Report.....................................................................................................................................................................169Summary Budget Monitoring......................................................................................................................................................170Detailed Budget Monitoring........................................................................................................................................................170Budget v Actuals........................................................................................................................................................................171Budget Comparison Report........................................................................................................................................................171Budget Comparison Chart..........................................................................................................................................................172

Financial Reporting SuiteA new suite of reports is available that enables existing data held in FMS to be displayed in bar charts and line graphs. Additionally, values and notes can be entered into the reports for forecasts, enabling an outturn position to be calculated more accurately. The results can be saved to an EXCEL or PDF file.

All the reports can be generated by ledger code, cost centre, fund code, CFR code, ledger group and cost centre group.

The available reports are displayed in the following table.

Name Type Graph Formats

Forecasts Entry Grid

Notes Entry Grid

Summary Budget Monitoring Grid

Detailed Budget Monitoring Grid

Budgets v Actuals Graph Line, Bar, Area

Budget Comparison Report Grid

Budget Comparison Chart Grid and Bar Chart

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Examples of the reports that are available are:

Forecast Entry ReportThis report enables you to enter Forecast Values which will be included into the calculated outturn position. These values are stored for future use within the reports but will not be displayed in any FMS screen or reports.

Notes Entry ReportThis report enables you to review the financial position, and then enter reasons together with actions that are required. These will appear on reports that are saved and support reporting to senior leadership teams and governors.

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Summary Budget MonitoringWhen this report is generated it will display all entered Forecast Values, Reasons and Actions Required.

Detailed Budget MonitoringWhen this report is generated it will display all entered Forecast Values.

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Budget v ActualsWhen this graph is produced it will display the Profiled Budget and Actuals for the selected periods. The graph can also be produced as a bar graph or an area graph. It is anticipated that this graph could be given to cost centre budget holders.

Budget Comparison ReportThe report will compare the previous year’s budget with the current year’s budget for the selected cost centre/ledger code.

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Budget Comparison ChartThe chart will compare the previous year’s budget with the current year’s budget for the selected cost centre/ledger code.

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