Resources Update
Bexley Academies
18th October 2011
Areas to be covered
 FMS Summer 2011
 FMS Autumn 2011
 Personnel Autumn 2011
 FMS Spring 2012
 ICAEW Accreditation
Summer 2011
New FMS User Interface
• New User Interface
 A new user interface was introduced initially to FMS but
excluding Account Receivable and Equipment Register. In
summary the changes are:• Icons have been redesigned – New User Interface
• The “Module” icons remain displayed across the screen
whilst “Processing” icons are displayed down the left hand
side of the screen
• Modern behavior for selected icons
• Use of standard Windows 7 font
• Modified colour scheme
• Improved legibility within grids
• Ability to resize screens – Appendix B
• Selective field labels have been modified:• LEA has been updated to be LA
• Facsimile has been updated to be Fax
New FMS User Interface
 New User Interface
 Similar font and size to SIMS
 Industry standard icons – Print and Save
 Re-used SIMS icons – Personnel
New FMS User Interface
 Change of order of icons
New FMS UI - Summer 2011
New FMS UI - Summer 2011
UAT Workshop Customer Comments…
 Very user friendly and I think will be very acceptable to
school users.
 Only issue is that accounts receivable not updated so
looks a bit strange when you go between the areas.
 Looks a lot more modern which will please new users.
 There will always be users who are unhappy with the
changes.
 I forgot to bring my glasses to the workshop but I was
still able to read from the new FMS screens – I have
always needed my glasses to read the screens in the old
version.
Ability to Hide “Not in Use Suppliers”
• Hide ‘Not In Use’ Suppliers
from:• Accounts Payable
Purchase Ordering
• Accounts Payable
Invoice / Credit Note
Synchronisation of Rooms between
FMS and SIMS
• Deleted Rooms will be removed from FMS
•
Messages displayed when rooms are removed from
FMS
•
Modifications recorded in Audit Trail - Audit Type ER
Autumn 2011
Supporting Documents
 Supporting Documents - Accounts Payable
 Types of transactions:



Invoices
Non-Order Invoices
Credit Notes
Sundry Invoices
 Source: Local scanner
 Network scanner
 Formats: Bitmaps
 JPEG’s
 PDF’s
Restricted Users
 Restricted Users








Budget holders – raise requisitions - NOT authorise or print
Associated with their cost centres (Cost Centre Collection - CCC)
Threshold set for each budget holder
Do NOT have the ability to add an Invoice or Credit Note – Bursar role
Ability to authorise Invoices, Credit Notes – if all lines in their CCC
Review Chart of Accounts
Generate selective reports
Ability to limit Restricted Users raising Purchase Orders
 After half term towards the end of the financial year
 Ordering
 Ability to place Purchase Order “On Hold” i.e. not complete
 Need to be taken off “On Hold” to be authorised
Autumn 2011 FMS Enhancements
 Chart of Accounts Enhancements




Display linked ledger codes for cost centres
Display linked cost centres for ledger codes
Hide Balance Sheet ledger codes from ledger code report
Two new columns
 Previous Years Actuals
 Variation
 Previous Years Actual
 For ALL periods
 Elapsed period in the previous financial year but in the current year
Restricted Users Functionality
Purchase
Order
Deliveries
Order Invoices
Non-Order
Invoices
Sundry
Invoices
Credit Notes
CoAR
Reports
Restricted User
Cost Centres
Y
Y
Y
Y
Y
Y
Y
Y
View
Y
Y
Y
Y
Y
Y
Y
Y
Add
Y
Y
N
N
N
N
N/A
N/A
Edit
Y
Y
N
N
N
N
N/A
N/A
Save
Y
Y
N
N
N
N
N/A
N/A
Delete
Y
Y
N/A
N/A
N/A
N/A
N/A
N/A
Authorise
N
N/A
Y
Y
Y
Y
N/A
N/A
Print
Y
N/A
Y
Y
Y
Y
Y
Y
Re-print
Y
N/A
Y
Y
Y
Y
N/A
N/A
Cancel
N
N/A
N
N
N
N
N/A
N/A
Import
N
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Move
N
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Add Del Note
Y
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Manual Cheque
N/A
N/A
N
N
N
N
N/A
N/A
Threshold
applicable to
Purchase Order
(exc VAT)
Save
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Deliveries Enhancements
 Deliveries Enhancements
 Ensure that Delivery Note Numbers are recorded.
 Allow for “over” deliveries to be not recorded.
 Display un-delivered Purchase Order lines when adding Deliveries
Autumn 2011 FMS Enhancements
 Modifications to Cumulative Expense Reports
 Modifications – option to split report into sections – I&E and B/S
 Ability to exclude Balance Sheet ledger codes
 Ability to exclude Balance Sheet ledger codes & zero balance
ledger codes
 NEW Historical Analysis report






Current Budget (Allocated)
Current Actual (Actual)
Variance
Previous Year Actual
Variance (Actual) – (Current Actual less Previous Year Actual)
Ability to exclude Balance Sheet ledger codes & zero balance
ledger codes
Autumn 2011 FMS Enhancements
 BACS Run Report
 Display when supplier bank details were last updated and by whom
 Automatic Reconciliation
 The “nearest” match transaction will appear at the top of the
suspense screen when matching Accounts Payable transactions
 Opening Balance Journals in last accounting period
 The ability to create Opening Balance Journals during the last
accounting period of the first accounting year (Preliminary Closure).
 FMS 6.141 released 15/09/2011 to Academies only.
 Interface with Third Party Budgeting software
 Provide the ability to transfer data to and from Third Party
Budgeting software used by Academies.
VAT 126 Report
 VAT 126 Report
 Academies who are NOT registered for VAT
 The VAT 126 has specific requirements whereby the Academy can
only claim for VAT paid for educational activities and where the
transaction has been paid or posted transactions.
 Academies will need to printed all VAT 126 report from the start of
the financial year
 Based upon: VAT Periods
 VAT Input (VI) ledger codes
 Transactions: Paid Invoices and Credit Notes
 Posted Journals linked to a supplier
 Posted Petty Cash Transactions
 Export to Excel – formula can be applied
VAT 126 HMRC
VAT 126 Report
Petty Cash Expenditure Folios
 Pretty Cash – all establishments
 Expenditure Folios
 VAT Registration Number required where VAT is being reclaimed
Autumn 2011 FMS Enhancements
 Audit Trail modifications
 Restricted Users
 Restricted Cost Centre Collection
 Restricted Users Threshold
 Purchase Orders
 Additional information for Unauthorised Purchase Orders.
 Ability to trace a Unauthorised Order to an Authorised Order
 Increased information for Printed Purchase Order
 Supporting Documents
 Updated to reflect when scanned documents functionality has been defined
 Updated to reflect when scanned documents are added, edited and deleted
 BACS
 Details of Sort and Account Numbers and Value of BACS payments
 Central Authorisation File
 Location of where the central authorisation file has been created
 Details of transactions included in the Central Authorisation file.
Autumn 2011 Personnel Enhancements
 Personnel Reports
 Ability to save reports to EXCEL
Spring 2012
Spring 2012 FMS
 Asset Management
 Extension to Equipment Register



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

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Define Threshold
Define Asset Types
Add a new asset into Asset Management
Add an “existing” asset into Asset Management
Depreciation types – Straight Line
Calculation and posting of Depreciation journals
Asset List Report
ICAEW Accreditation
Thank you for your time
Capita
Priory Business Park
Cardington
Bedford
MK44 3JZ
www.capita-cs.co.uk
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New User Interface