Resources Update
Bexley Academies
18 th October 2011

 FMS Summer 2011
 FMS Autumn 2011
 Personnel Autumn 2011
 FMS Spring 2012
 ICAEW Accreditation

Summer 2011

• 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 User Interface
 Similar font and size to SIMS
 Industry standard icons
– Print and Save
 Re-used SIMS icons – Personnel

 Change of order of icons

 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.

• Hide ‘Not In Use’ Suppliers from:-
• Accounts Payable
Purchase Ordering
• Accounts Payable
Invoice / Credit Note

• 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 - 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
 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

 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

Purchase
Order
Deliveries Order Invoices Non-Order
Invoices
Sundry
Invoices
Credit Notes CoAR
Restricted User
Cost Centres
View
Add
Edit
Save
Delete
Authorise
Print
Re-print
Cancel
Import
Move
Add Del Note
Manual Cheque
Threshold applicable to
Purchase Order
(exc VAT)
Save
Y
N
Y
N/A
Y
N
N
Y
Y
Y
Y
Y
N
Y
Y
N/A
N/A
N/A
N/A
N/A
N/A
Y
Y
Y
Y
Y
N/A
N/A
N/A
Y
Y
N
N/A
N/A
N/A
N
Y
N
N
N
N/A
Y
Y
N/A
Y
Y
N
N/A
N/A
N/A
N
Y
N
N
N
N/A
Y
Y
N/A
Y
Y
N
N/A
N/A
N/A
N
Y
N
N
N
N/A
Y
Y
N/A
Y
Y
N
N/A
N/A
N/A
N
Y
N
N
N
N/A
Y
Y
N/A
Y
N/A
N/A
N/A
N/A
N/A
N/A
Y
N/A
N/A
N/A
N/A
N/A
Y
N/A
Reports
Y
N/A
N/A
N/A
N/A
N/A
N/A
Y
N/A
N/A
N/A
N/A
N/A
Y
N/A

 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

 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

 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
 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

 Pretty Cash – all establishments
 Expenditure Folios
 VAT Registration Number required where VAT is being reclaimed

 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.

 Personnel Reports
 Ability to save reports to EXCEL

Spring 2012

 Asset Management
 Extension to Equipment Register
 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

Capita
Priory Business Park
Cardington
Bedford
MK44 3JZ www.capita-cs.co.uk