applicable to 6.142 onwards
IMPORTANT NOTE: Capita SIMS has made this document
available in Microsoft® Word format to enable you to edit
the information supplied herein. Capita SIMS cannot be
held responsible for any changes, errors or omissions
resulting from the subsequent editing of this supplied
document.
C|Contents
01| Before You Start ............................................................ 1
What’s New in This Release? .......................................................... 1
About the Handbooks...................................................................... 2
Key Features of FMS ....................................................................... 3
Exclusive Use of Processes ............................................................. 3
Exclusive use of FMS ............................................................... 3
Recommended Exclusive use of FMS ....................................... 4
Single use of FMS .................................................................... 4
FMS and Multi-users................................................................ 4
Using Shortcut Keys in FMS ............................................................ 5
Focus Bar Buttons ................................................................... 5
Other Buttons and their Shortcut Keys ................................... 5
Using Keys without button equivalents ................................... 6
General Advice to Users .................................................................. 7
02| Getting Started with FMS ............................................. 11
Logging Into FMS .......................................................................... 11
Getting Started for the First Time ................................................. 12
Step 1: Defining the Financial Year ....................................... 12
Step 2: Opening the Financial Year and Setting Access Rights12
Step 3: Defining VAT Periods, Salary Periods and Ledger Codes
............................................................................................. 13
Step 4: Defining Fund and Cost Centre Allocations................ 13
Step 5: Defining Books and Other Definitions ....................... 13
Defining Financial Years ............................................................... 15
Defining/Editing Years ................................................................. 15
Adding a Financial Year ................................................................ 15
Editing a Financial Year ......................................................... 18
Deleting a Financial Year ...................................................... 18
Opening the Financial Year ................................................... 18
Changing the Financial Year ......................................................... 19
Selecting the Financial Year .......................................................... 19
Print Setup.................................................................................... 20
Printer Selection ........................................................................... 20
Individual Access Rights ............................................................... 21
Setting Permissions (Access Rights) ............................................. 22
*User Defined Reports - Access Levels ................................. 31
Managing Users ............................................................................ 31
Adding a User ....................................................................... 32
Editing a User ....................................................................... 34
Deleting a User ..................................................................... 34
Defining Access Rights for Restricted Users.................................. 34
Supervisor Defined Access Levels ......................................... 39
Adding User Defined Access Levels ....................................... 40
Access Rights Chooser .......................................................... 40
Changing the Password ........................................................ 41
Reset Password .................................................................... 42
Permissions for Restricted Users Functionality ..................... 43
03| General Ledger Setup .................................................. 45
Introduction ................................................................................. 45
Fund Codes ................................................................................... 46
Defining Fund Codes ............................................................. 46
Editing a Fund Code .............................................................. 47
Deleting a Fund Code ............................................................ 48
Cost Centres ................................................................................. 48
Adding Cost Centre Groups ................................................... 48
Editing a Cost Centre Group Definition .................................. 49
Deleting a Cost Centre Group Definition ................................ 49
Adding New Cost Centres ...................................................... 49
Editing a Cost Centre Definition ............................................ 50
Deleting a Cost Centre Definition .......................................... 51
Profile Models ............................................................................... 52
Adding Profile Model Definitions ........................................... 52
Editing a Profile Model Definitions ........................................ 52
Deleting a Profile Model Definitions ...................................... 53
Using Profile Models ............................................................. 53
Choose Periods ..................................................................... 54
Ledger Groups .............................................................................. 55
Adding a Ledger Group ......................................................... 55
Editing a Ledger Group ......................................................... 55
Deleting a Ledger Group ....................................................... 56
Ledger Codes ................................................................................ 56
Ledger Definition Creation Wizard ........................................ 57
Adding/Editing a VAT Ledger Code ....................................... 58
Adding/Editing Expenditure Ledger Code ............................. 59
Adding/Editing Income Ledger Code .................................... 61
Adding/Editing Petty Cash Ledger Code ................................ 61
Adding/Editing Creditor Control or Debtor Control Ledger Code
............................................................................................. 62
Adding/Editing Bank Account Ledger Code ........................... 63
BACS Test File Issues ............................................................ 65
Retained Earnings Ledger Code ............................................ 65
How Retained Earnings Works .............................................. 66
Adding/Editing Retained Earnings Ledger Code .................... 66
Adding Asset, Liability and Capital Ledger Codes .................. 67
Deleting Ledger Codes .......................................................... 68
Cost Centre/Ledger Code Links..................................................... 69
Selecting Cost Centres to Link to Ledger Codes .................... 70
Selecting Ledger Codes to Link to Cost Centres .................... 71
Completing the Linking Process ............................................ 71
Deleting a Cost Centre/Ledger Code Link ............................. 71
Central Ledger Links ..................................................................... 71
Linking/Unlinking Ledger Codes and Cost Centres ................ 72
General Ledger Setup - Reports .................................................... 72
Ledger Type Chooser ............................................................ 73
Cost Centre Listing Report .................................................... 73
Cost Centre Group Structure Report ...................................... 73
Ledger Code Listing Report ................................................... 73
Chart of Accounts Listing Report ........................................... 74
System Parameters Listing ................................................... 74
04| Financial Periods, Establishment Details and Other Tools
......................................................................................... 75
Defining VAT Periods .................................................................... 75
Editing VAT Periods ............................................................... 77
Deleting VAT Periods ............................................................ 77
Editing Individual VAT Periods .............................................. 77
Defining Salary Periods ................................................................. 78
Accessing Salary Periods ...................................................... 78
Salary Month Mapping........................................................... 79
Month - Period Mappings ...................................................... 79
Close Period .................................................................................. 80
Procedures for Closing a Period ............................................ 80
Closing Financial Periods ...................................................... 81
Selecting to Close Period ...................................................... 81
Defining Establishment Details ..................................................... 82
Defining the Establishment Details ....................................... 82
Entering the Establishment Basic Details ...................................... 82
Defining the Establishment Logo .................................................. 84
Establishment Details - System Parameters ................................. 85
Consistent Financial Reporting ............................................. 86
Accounts Payable .................................................................. 86
Cheque Processing ................................................................ 87
Transfer Folder ..................................................................... 87
Recurring Payments .............................................................. 88
Retained Earnings ................................................................. 88
Establishment Details – eProcurement ......................................... 89
Establishment Details – BACS eAdvices ........................................ 90
Establishment Details - Interfaces ................................................ 91
Payroll Interface ................................................................... 91
Budget Import ...................................................................... 92
Establishment Details – Scanned Documents ................................ 92
Defining User Options ................................................................... 95
Purchase Orders Default Display Order ................................. 96
Colour Schemes .................................................................... 96
Finding Accounts Payable Transactions ........................................ 97
Searching for Transactions ................................................... 97
Searching the Parts Catalogues .................................................... 98
Searching Catalogues............................................................ 98
Raising an Order ................................................................... 99
Using the Windows Calculator ...................................................... 99
05| Additional Information .............................................. 101
Searching for an Item within a Browser ..................................... 101
Using the Calendar ...................................................................... 101
Producing a Report ..................................................................... 102
Index ............................................................................. 105
01| Before You Start
01|Before You Start
In This Chapter
What’s New in This Release? ........................................................... 1
About the Handbooks....................................................................... 2
Key Features of FMS ........................................................................ 3
Exclusive Use of Processes .............................................................. 3
Using Shortcut Keys in FMS ............................................................. 5
General Advice to Users ................................................................... 7
What’s New in This Release?
Tools | Manage Users
An additional panel has been incorporated into the Access Level dialog
available via Tools | Manage Users. The Cost Centre Access panel
enables you to restrict a user’s access to particular cost centres or a
collection of cost centres and to specify a monetary value in the Order
Threshold field.
The Order Threshold ensures that the user is unable to raise orders that
exceed this figure, against the cost centres or collection of cost centres to
which they have been granted access.
More Information:
Defining Access Rights for Restricted Users on page 34
Tools | Establishment Details - Scanned Documents tab
A new tab has been provided to enable you to enter the necessary
specifications so that you can attach Scanned Documents to invoices and
credit notes in Accounts Payable.
More Information:
Establishment Details – Scanned Documents on page 92
1
01| Before You Start
About the Handbooks
The following listed handbooks are recommended to be used in conjunction
with the section of FMS they refer to.
Getting Started with FMS
(current handbook)
The setup procedures for FMS are detailed in this
handbook.
FMS Budget Management
and Personnel Links
This handbook deals with allocating the fund/s
received for the year, allocating amounts to cost
centres and drawing information pertaining to
salaries from Personnel in SIMS .net.
FMS Accounts Payable
All aspects of setting up suppliers, raising orders and
invoices and making payments, either by cheque or
BACS are covered in this handbook.
FMS Central Processing and If finances are processed centrally by the LA, this,
Non-Invoiced Income
along with information on handling incidental
amounts received, is dealt with in the handbook.
FMS General Ledger
All aspects of the General Ledger, plus User Defined
Reports can be found in this handbook.
FMS Year End Procedures
and Additional Information
This handbook gives guidance on Year End
procedures and additional information about FMS.
FMS Consistent Financial
Reporting
This handbook gives guidance on how to use FMS to
produce your CFR return.
eProcurement using Web
Services in FMS
This handbook provides guidance on how to use FMS
to manage invoices, orders and credit notes
electronically.
eProcurement using Email
in FMS
This handbook provides guidance on how to use FMS
to send and receive XML orders using email.
Additional handbooks are also available covering Accounts Receivable (NonInvoiced Income), Budget Planning and Equipment Register.
The FMS documentation is available from within FMS via the FMS
Documentation Centre. This can be accessed by selecting Help | FMS
Documentation. Once open, click the appropriate button
(e.g. Handbooks), then navigate to the applicable option.
References to any other documents mentioned in this handbook can be
accessed from the FMS Documentation Centre unless otherwise specified.
Online help can be accessed by pressing F1 or clicking the applicable Help
button.
Additional supporting documentation can also be found on our SupportNet
website (http://support.capitaes.co.uk) by clicking the Documentation
button on the SupportNet home page.
2
01| Before You Start
Key Features of FMS
FMS will form a complete financial package, allowing you to perform several
processes from within the main module.
As well as the normal day to day accounting procedures, you may also
define the budget for the next financial year by selecting the Budget
Planning module from within FMS. To access this module select Focus |
Budget Planning from the FMS Menu Bar.
If you keep an inventory of equipment then you may wish to record this
information using the Equipment Register module. Again, this is accessed
via FMS by selecting Focus | Equipment Register.
Invoiced income is catered for in an extra module, which is accessed from
within FMS by selecting Focus | Accounts Receivable (Invoiced
Income). The previous Accounts Receivable, now re-named Non-Invoiced
Income, becomes a means for handling Non-Invoiced Income only. Both
currently require a local bank account in order to record income received.
All modules require information from FMS. Budget Planning will use the
previous financial year’s definition and record of transactions as a basis for
the plan being defined. Equipment Register will import information from FMS
regarding the purchase of equipment. Accounts Receivable (Invoiced
Income) will, for example, use the cost centres, ledger codes and fund
codes set up in General Ledger Setup.
Exclusive Use of Processes
Some of the functions within FMS require Exclusive use of processes. This
will only be of concern to you if more than one user is using FMS at the
same time.
If you wish to work on any process requiring exclusive use by the operator,
please ensure that all other users log off the system, so that you can work
on the process. It is also considered ‘good practice’ not to leave a machine
logged on to SIMS and standing unused in any option which requires
exclusive use of files, as this will prevent other users from using the files
you may have opened exclusively.
Exclusive use of FMS
Tools | Define Financial Years | Define/Edit Years - Adding a new year.
Tools | Define Financial Years | Update Next Year’s Structures Updating structures.
Tools | Define Financial Years - Year end closure (Preliminary and Final
closure).
Exporting a Budget Plan
Updating Salary Projection, i.e. changing Service Terms, Apportionment,
Pay Awards, Clearing Commitment
Running the database fix utility SDBFix
3
01| Before You Start
Upgrading the Database - Running the Upgrade Wizard to upgrade the
SIMS Database to the latest version.
Importing to Equipment Register - When you wish to import equipment
from FMS , please make sure that no invoices are entered during the import
process, as this will result in an Exception Error.
Manual Journal Processing
Recommended Exclusive use of FMS
Focus | Central | Automatic Reconciliation - Automatic Reconciliation
requires exclusive use of many parts of the system and it is recommended
that no-one else uses the system during the reconciliation process.
Reports | General Ledger | VAT Reports - When running VAT reports it
is strongly recommended that no other Windows are open and no other
applications are running.
Focus | Budget Management | Cost Centre Allocation - Fixing the
Budget.
All Setup routines.
Adding and Deleting companies using Finance Database Selector.
Single use of FMS
Cheque Processing. Although, only one person can process cheques at a
time, FMS permits others to be working within FMS, including Budget
Planning, Accounts Receivable and Equipment Register. The only exception
to this is in Invoice/Credit Note Processing, when the addition and editing of
records for Cheque Processing is denied and vice versa.
Petty Cash Processing. This process also only allows one user to be
working within Petty Cash, although other users are able to carry out other
processes at the same time within FMS.
Bank Reconciliation - Statement Verification. Only one user may be
running Bank Reconciliation | Verify Statements at any one time.
Non-Invoiced Income – Receipts. No other user may be accessing
Receipts at the same time.
Non-Invoiced Income – Paying In Slips. No other user may enter Paying
In Slips at the same time.
FMS and Multi-users
The following area of FMS permits several users to be working
simultaneously.
Purchase Order Processing.
Invoice Processing
4
01| Before You Start
Using Shortcut Keys in FMS
The following table lists the hot keys in FMS that can be selected rather than
using the mouse.
Focus Bar Buttons
Ctrl+F2
Add new record.
Ctrl+F3
Focus Browser. Open a specific, highlighted record in a
browser, or return to a browser from adding, editing
or viewing a record.
Ctrl+F4
Close the current window.
Ctrl+E
This option will export a report or record to disc.
Ctrl+P
Send a record/report to the printer for printing.
Alt+Up
Selecting this option allows you to move the previous
record.
Alt+Down
Selecting this option allows you to move to the next
record.
F9
Save the changes to the current record.
Esc
Undo changes to the current record.
No keyboard
equivalent
Delete a record.
Other Buttons and their Shortcut Keys
F2
Add item. Often used to add specific line details to a
record.
F2
Add new cost centre. An additional add item function
that only applies to adding new cost centres.
F3
The Field Browser button/option. Allows you to select
a specific item from a lookup browser.
5
01| Before You Start
F4
Delete item. Used to delete a specific item or line
from a record.
F5
Edit Item. Allows you to edit a specific line held within
a record.
F6
Copy Item. Allows you to copy a line within a record.
Highlight the line and select the option to make a
copy of the line, which can be edited if required.
F7
Invoice All, Deliver All in Accounts Payable and Verify
Statements in General Ledger | Bank Reconciliation.
F8
Authorise an Accounts Payable Invoice/Order.
Ctrl+F5
View the highlighted item only. Highlight a specific
line held within a record to view the details, e.g.
Alt+F2
Add new cost centre group. This function is only
available when you wish to add new cost centre
groups.
Alt+P
Add Post and Packing line details to an Invoice in
Accounts Payable.
Using Keys without button equivalents
The functions listed here have no immediate button equivalents:
6
F10
Activates the menu bar (the same as pressing the Alt key).
Ctrl+F6
Cycles between open windows, bringing each to the front in
turn.
Ctrl+F9
Save all: saves changes in all open windows, so long as there
is no invalid data present.
Ctrl+PgUp
Ctrl+PgDn
Cycles between the pages on the current form.
Ctrl+X
Cuts selected text to the Clipboard.
Ctrl+C
Copies selected text to the Clipboard.
Ctrl+V
Pastes selected text from the Clipboard.
Ctrl+Z
Undoes the last cut/paste operation.
Alt+F4
Exit from the module.
Alt+PgUp
Alt+PgDn
Also cycles between pages on the current form.
01| Before You Start
Alt+1..Alt+0
Go from page 1 to 10 of a multi-page form.
Shift+F4
Tile horizontal, i.e. display all open windows in horizontal
bands.
Shift+F5
Cascade, i.e. display all open windows one behind the other
with overlapping edges.
Shift+Tab
Cycles through controls, but backwards.
Tab
Cycles forwards through the controls on a form.
Up, Down
Move one line at a time in a list box (equivalent to clicking
the up/down arrows on the scroll bar)
PgUp, PgDn
Move one screen at a time in a list box (equivalent to clicking
in the grey area of a scroll bar).
Home
Move to the first item in a list box.
End
Move to the last item in a list box.
F2
The F2 key can also be used to transfer individual,
highlighted items from an Available column to a Chosen
column in a chooser.
F4
The F4 key can also be used to transfer individual,
highlighted items from a Chosen column to an Available
column in a chooser.
It is worth noting that the Tab key may be the one you use most frequently,
as this is the key which allows you to move from one focus to another on
each form.
The up and down arrow keys on the keyboard allow you to scroll up and
down browsers and choosers.
General Advice to Users
The following advice is intended to deal with specific issues using FMS and
accompanying modules.
1.
A number of problems have been encountered when a specific printer is
selected. Consequently, it is recommended that all items requiring printed
copies should be produced using the default Windows printer. This is
particularly relevant to Accounts Receivable, as all printing from this module
will be printed to the default printer.
2.
Purchase Orders - Entering Address. You are advised not to enter extra
carriage returns at the end of the Delivery Address, as this could cause
the Purchase Order to print a second page leaving a large area of unused
space on the first sheet.
3.
Establishment Details. When entering your establishment name, you are
advised to avoid entering trailing spaces at the end of this field, as this can
cause problems when printing invoices raised in Accounts Receivable.
7
01| Before You Start
4.
Automatic Reconciliation and Central Non-Invoiced Income. Please
remember that Central Non-Invoiced Income has been designed to reconcile
through the Manual Reconciliation process. Information concerning the
procedures that should be taken can be found in on-line help and the
Central Processing and Non-Invoiced Income in FMS handbook.
5.
Personnel Links - Salary Projection. In Personnel, if you assign an
employee to a specific Service Term that has sub-groups attached and don’t
select a sub-group, this results in each contract being displayed in the main
Service term and also in each sub-group. This does not have any impact on
totals in Personnel Links | Salary Projection.
6.
Personnel Links - Salary Projection. All fields of the Allowance details
screen in Personnel must be fully completed. If these details are not
completed and subsequently used in a contract, then an Unhandled
Exception Error will be displayed in Service Term Mappings.
7.
Personnel Links – Salary Apportionment. If a salary is apportioned
across two Cost Centres, the Salary Projections will take into account the
Apportionment details. However, Service Term Mappings can only accept
one Cost Centre. If Automatic Reconciliation is used the default mapping
of one Cost Centre will be used, and the apportionment details will not be
taken into account.
8.
Automatic Reconciliation and Apportionment. If a staff contract is
placed in suspense and then re-processed, the NI and Superannuation are
assigned to the default cost centre and Apportionment is ignored.
9.
General Ledger | Manual Journals. If you wish to enter a large number
of journals, you are advised to create the journals and save them. Once all
the journals have been created and saved, they should be posted. This will
reduce the time spent creating and posting journals.
10. Accounts Payable | Purchase Orders. If one user deletes a transaction
at the same time a second user tries to edit or view the deleted transaction
the second user will get an Unhandled Exception Error. We recommend that
the system is rebooted. Data damage does not occur and upon rebooting
the transaction will have been deleted.
11. Account Payables | Deliveries. When a part delivery is made and
invoiced and the outstanding commitment on the order is cleared, the
Delivery Note is not updated. This may suggest that it is possible to deliver
more items against the order. If such an over delivery is made it is possible
to edit or delete the delivery note. If an invoice of a delivered order is
cancelled the commitment is not reinstated on the order.
12. Reports | Account Payable | Deliveries | Delivery Note Report
(detail). This report will show an over stated, Quantity and Cost
Outstanding at Supplier Level and Grand Total if there is more than one
delivery note for an order line where each Delivery Note does not complete
the order line. This does not occur when subsequent deliveries for the line
fulfil the quantity ordered.
13. Reports | General Ledger | User Defined Reports. You are advised that
the maximum number of columns permitted is 20. Attempting to generate a
report with more than 20 columns will result in an Unhandled Exception
Error. Please refer to the previous section regarding printing.
8
01| Before You Start
A 20 column report can be exported to other software applications and then
printed.
14. Personnel Links. You should note that where a contract has an end date,
for example, 31/08/11 and a new contract is raised on 01/09/11, both
contracts will be displayed in Individual Salary Payments until 30/08/12.
On the 31/08/12, the closed contract will no longer be shown.
9
01| Before You Start
10
02| Getting Started with FMS
02|Getting Started with FMS
In This Chapter
Logging Into FMS ........................................................................... 11
Getting Started for the First Time .................................................. 12
Defining Financial Years ................................................................ 15
Defining/Editing Years .................................................................. 15
Adding a Financial Year ................................................................. 15
Changing the Financial Year .......................................................... 19
Selecting the Financial Year ........................................................... 19
Print Setup..................................................................................... 20
Printer Selection ............................................................................ 20
Individual Access Rights ................................................................ 21
Setting Permissions (Access Rights) .............................................. 22
Managing Users ............................................................................. 31
Defining Access Rights for Restricted Users................................... 34
Logging Into FMS
To make your selection either use the mouse or the keyboard commands.
1.
Enter your user name in the User ID field. Initially, until the user
identification, passwords and access rights have been setup, you will need
to login using sysman for your user identification and the word finance for
Password. The User ID and Password are not case sensitive, so access
will not be denied using lower or upper case letters.
2.
In the Password field, enter either the default password as stated above,
or the password assigned to you.
NOTE: It is recommended that you set up user identification, passwords
and access rights as soon as possible, as the sysman - finance login
should only ever be used when setting up the system for the first time.
More Information:
Managing Users on page 31
11
02| Getting Started with FMS
Getting Started for the First Time
Step 1: Defining the Financial Year
3.
Once you have logged into FMS for the first time, you must define the
Financial Year. As you set up the financial year you will need to ensure that
the Order Book Open check box is selected; a necessary requirement for
raising Purchase Orders.
4.
At the same time you can decide whether you will be recording deliveries by
selecting the Record Deliveries check box and keeping a track on cost
centre expenditure, by selecting the Check Spending Against C.C. check
box.
5.
The next step is to define at lease one fund code. Select Tools | General
Ledger Setup to open the Fund Codes page.
6.
You should be aware, however, that you will not be able to open the year
until the following ledger codes have been defined:
Define a VAT output ledger code
Define a VAT input ledger code
Define at least one Expenditure ledger code
Define at least one Income ledger code
7.
Before defining these ledger codes, make sure that you first define the
ledger groups that will be used to contain your ledger codes. Select Tools |
General Ledger Setup and click the Ledger Groups page.
8.
Once you have defined the ledger groups, click the Ledger Codes page and
define the ledger codes required for opening the financial year.
More Information:
Adding a Financial Year on page 15
Defining Fund Codes on page 46
Adding/Editing a VAT Ledger Code on page 58
Adding/Editing Expenditure Ledger Code on page 59
Adding/Editing Income Ledger Code on page 61
Step 2: Opening the Financial Year and Setting Access Rights
1.
After defining at least one of each type of the ledger codes listed, go back to
Tools | Define Financial Years | Define/Edit Years and click the Open
Year button. Click the Save button to move onto the next step.
2.
Define the users who will be able to access FMS, set their access rights and
passwords. Select Tools | Manage Users.
NOTE: If you decide to exit the system immediately after adding a new
user, please allow the database sufficient time to complete this task and
update the data.
12
02| Getting Started with FMS
Step 3: Defining VAT Periods, Salary Periods and Ledger Codes
1.
Define the VAT periods. You will be unable to generate VAT reports unless
the periods have been defined. Select Tools | Define VAT Periods.
2.
If you intend to use Personnel Links for recording salary payments, then
make sure that you define the salary periods. Select Tools | Define
Financial Years | Define Salary Periods.
3.
It is also important that the correct ledger code is defined for salary
payments. Select Tools | General Ledger Setup, click the Ledger Codes
page and define the Salary Expenditure (Ledger Type ES) codes. At this
point, you could complete all the ledger code definitions.
NOTE: If you intend to use the Accounts Receivable (Invoiced Income)
module, a Bank Account ledger code and a Debtor Control ledger code
must be defined.
More Information:
Managing Users on page 31
Defining VAT Periods on page 75
Defining Salary Periods on page 78
Adding/Editing Expenditure Ledger Code on page 59
Step 4: Defining Fund and Cost Centre Allocations
1.
Enter the Fund Allocation next, by selecting Budget Management |
Fund Allocation. You will not be able to allocate budgets to cost centres,
until you have defined the cost centres.
2.
Define all the cost centre groups and cost centres for your finance system.
Select Tools | General Ledger Setup | Cost Centres.
3.
Define period profiles for allocating funds to cost centres. Select Tools |
General Setup | Profile Models.
4.
Allocate funds to cost centres. Select Budget Management | Cost Centre
Allocation.
Step 5: Defining Books and Other Definitions
1.
You will also need to define the various books you intend to use, i.e. Order
Books for raising Purchase Orders; Cheque Books for making payments by
cheque from a local bank account; Petty Cash Books for recording incidental
expenditure.
NOTE: Information about how to set up the various books needed, can be
found in the handbooks dealing with the procedures to which the books
relate, e.g. how to define order books and cheque books is in the Accounts
Payable in FMS handbook and how to define a petty cash book is in the
General Ledger in FMS handbook.
2.
Other setup routines you may need to carry out before FMS is fully
functional include:
13
02| Getting Started with FMS
Defining Profile Models in Tools | General Ledger Setup and
clicking on the third page.
Entering the details for your establishment in Tools | Establishment
Details. You also need to access this option in order to:
activate Consistent Financial Reporting
select Balance Sheet Ledger Codes on Non-Invoiced Income/Credit
Notes
select the currency unit for Cheque Processing
select the Payroll Interface processing, if required
use Retained Earnings Ledger Code
activate sundry payment processing
Define the parameters for Accounts Payable to become fully operational.
This includes defining the order header, the line details that will be
included on purchase orders and the authorisation slips for centrally
authorising orders by the LA. Select Tools | Accounts Payable
Parameters.
If you are likely to be making payments by cheque or BACS, you will
need to define the cheque layout and the parameters for sending
payments by BACS.
Define the parameters for Non-Invoiced Income by selecting Tools |
Non-Invoiced Income Parameters.
If you are going to use the Automatic Reconciliation functionality you
will need to set up the structure for receiving reconciliation files from
your LA. The definitions will either be entered manually or imported and
should exactly match those specified by the LA. Select Tools |
Automatic Reconciliation Setup.
Additional Resources:
For information on how to define books for orders and cheques and how
to set up Accounts Payable Parameters, refer to the Accounts Payable in
FMS handbook
For information on how to define petty cash books, refer to the General
Ledger in FMS handbook
For information on how to define Authorisation Slips, Non-Invoiced
Income Parameters and set up Automatic Reconciliation, refer to the
Central Processing and Non-Invoiced Income in FMS handbook
More Information:
Defining the Establishment Details on page 82
14
02| Getting Started with FMS
Defining Financial Years
When selecting the Define Financial Years option from the Tools Menu on
the Menu Bar, you will be presented with a further menu which allows for
the definition of financial years, or for structures added since the new
financial year was defined, to be updated. These options are displayed on
the menu as follows:
Define/Edit Years
Update Next Year’s Structures
Define Salary Periods
Defining/Editing Years
Selecting Tools | Define Financial Years | Define/Edit Years is used to
set up subsequent financial years, the first having been created when FMS
was first installed. Remember that a financial year may be created, but
cannot be opened until all the essential setup routines have been
completed.
You will also need to select this option when you are ready to move to the
next financial year and therefore need to close the old financial year at Year
End.
Additional Resources:
Year End Procedures and Additional Information in FMS handbook
More Information:
Opening the Financial Year on page 18
Adding a Financial Year
1.
To add a new year, click the Add Item button or press F2.
Add Item button
15
02| Getting Started with FMS
NOTE: New installations will automatically open with the Add Financial
Year dialog.
2.
You will now see the next financial year automatically displayed in the Year
Description box, plus the start date for that year. The year description
should be recorded in an agreed format, e.g. 2011 or 10/11, particularly if
you intend to use the Automatic Reconciliation facility. This will safeguard
against anomalies occurring between an LA import file and FMS.
NOTE: It is currently recommended that you should ensure that your
system is setup using the four digit date format, e.g. 2010. This will
safeguard against any problems that could be encountered regarding
processes that are date dependent. However, if you are planning to take
advantage of the Automatic Reconciliation facility, a maximum of five
characters is allowed for the year header. This may determine the way the
year format is defined.
3.
To change the year to the accepted, agreed format, delete the year and
type in the new entry.
4.
If you wish to customise the settings for the financial year select one of the
following options:
Number of Periods
Change the number of periods from the default setting of twelve by
highlighting and entering your own preference for the number of periods
required.
User Defined
Click this radio button to enter your own number of days for each period
in the Days per Period field.
Calendar Month
Click this radio button to set up each period according to the number of
days in each month.
16
02| Getting Started with FMS
Day
If you wish each period to be an equal length of 28 days, click this
button to set up the periods accordingly.
Copy from Previous Year
Click this button to duplicate the setup for the previous financial year.
During the initial setup, this option is not available and only becomes
operational when adding a new financial year to the system. Existing
structures will be automatically copied to the new year.
5.
Next you will need to decide which of the three boxes on the right hand side
you wish to check to become operational.
Check Spending Against Cost Centre
Select this option to keep a running check on the amount of expenditure
in each cost centre. To place a check mark in the box, make sure this
facility has the focus and select either by clicking with the mouse button
or pressing the Spacebar.
Order Book Open
Select this check box to ensure that any order book that has been
defined is open for use.
Order Book Open – Restricted Users
Select this check box if you are utilising the Restricted Users
functionality in FMS.
Record Deliveries
Select this box if you wish to record items that you have ordered as
they are delivered. You may select this box at any time during the
financial year, by highlighting the year and clicking the Edit Item
button.
Copy Service Term Mappings
This option only applies after the first year has been started and Service
Term Mappings have been undertaken. If you wish to retain your
Service Term Mappings then you will need to ensure that this check box
is selected when defining each new year. By default, the check box will
be selected.
Retaining the Service Term Mappings in FMS will also ensure that the
mappings are retained in Budget Planning.
NOTE: If you decide to change the mappings applied to your Service Terms
after defining and copying the Service Term mappings to the next financial
year, you will need to add these changes manually to the new financial
year.
You will also need to define the Salary Periods in the new financial year, as
these will not be automatically created.
6.
To save your settings, click the Save button. If you do not wish to continue
setting up a new financial year, click the Cancel button.
More Information:
Defining Salary Periods on page 78
17
02| Getting Started with FMS
Editing a Financial Year
1.
To edit a financial year, click the Edit Item button or press F5. Please note
that once you have started a financial year, you will not be able to edit the
section detailing the number of days in a financial period.
Edit Item button
2.
If you need to change the Year Description, delete the year and enter the
new one.
3.
To change the number of periods, delete the number and enter the new
one.
4.
If the year has not been opened, you may click one of the radio buttons to
customise the number of days you would like in each financial period.
5.
To change previous settings in the Check Spending Against CC or Order
Book Open check boxes, select the one to be changed and either click on it
or press Tab and Spacebar.
NOTE: You will not be able to process orders without having selected to
open Order Books.
6.
To change the date of the following year, delete the year in the Next Year
Begins field and enter the new one.
7.
To record any changes you have made click the Save button or to abandon
the process click the Cancel button.
Deleting a Financial Year
This option only applies to financial years that have not been opened.
To delete a financial year that has not been started, highlight the one to be
deleted and click the Delete Item button or press F4.
Delete Item button
You will be asked to confirm your decision to delete the selected year and
having done so the year will no longer be listed.
Opening the Financial Year
18
1.
Before a year may be opened, you will need to have defined at least one
expenditure code, one income code, one VAT Input code and one VAT
Output code.
2.
To open a year, highlight the year to be opened. Click the Open Year
button. Remember that you will only be allowed to have two years open at
any one time.
02| Getting Started with FMS
NOTE: Once the first year has been defined, subsequent years will have
existing structures automatically copied into the new financial year at year
definition.
More Information:
Ledger Codes on page 56
Changing the Financial Year
If you have several years defined on your system you may need to select
this option to switch between years. This is likely to be the case when you
are either at the beginning of a new financial year or the end of an old one.
1.
Either click the Change Financial Year button from the Application Bar or
Focus | Change Financial Year.
2.
Select and highlight the year you wish to change to.
3.
Choose the Select button to change to the desired year.
4.
If you change your mind and wish to abandon changing the year click the
Cancel button.
Change Financial Year button
Selecting the Financial Year
Upon initial start-up, FMS will open the year that the current system date is
in.
To select a different year, right-click on the bottom right-hand area of the
FMS module where the selected year is displayed. Select an alternative year
from the pop-up menu to display it.
19
02| Getting Started with FMS
Print Setup
To set up your printer options select Focus | Print Setup. This will activate
the Printer Selection dialog, which will allow you to choose whether you
wish all the printing tasks to be performed by the default printer, as listed in
the first section, or to set up alternative printers for different printing
functions.
The different printing tasks that may be performed are as follows:
Purchase Orders
Reports
Wide Reports
Authorisation Slips
Cheques
Each of the above options is accessed by selecting the relevant page, e.g. to
select Authorisation Slips, either click the page heading using the mouse or
press Alt+4.
To make your selection follow the procedure for each printing option, as
detailed in the next section.
Printer Selection
20
1.
For each heading you will see two radio buttons; Default Printer and
Specific Printer. When you first start FMS, the setting will automatically
default to the default printer. If you wish to specify a printer, click the
Specific radio button.
2.
The name and type of printer will be displayed in the panel next to the radio
buttons. You may change the printer by clicking the Down arrow button to
the right, either by clicking on the arrow displayed or by using the Up and
Down arrow keys. Select the one you want from the list displayed.
02| Getting Started with FMS
3.
When you have finished selecting the printer, clicking the Setup Printer
button will save your choice and all purchase orders or whichever option you
have selected, for example, will be printed on the selected printer.
4.
To select Setup Printer either Tab until the button has the focus and press
Enter or click on it.
5.
To save your settings, click the Save button, otherwise click the Cancel
button if you do not wish to proceed at present.
Individual Access Rights
When you are setting up FMS, there are various access rights that may be
assigned to various people in your organisation. This will become apparent
when you select to add a user to your system and you are presented with a
list of possible choices.
Staff assigned Supervisor access level also have the option to set up their
own access levels for personnel and to choose the access rights for the level
defined.
The following information is intended as a guide to the type of access level
that may be granted and the areas that personnel may be responsible for.
NOTE: Access to Equipment Register is controlled by a separate access
right.
No Access
Personnel assigned this category will not be allowed to access FMS.
Level 1 Read Only
Staff who are assigned this level of access are only able to view certain
aspects of FMS. They will be able to modify their own password.
Level 2 Enter Only
If you assign this access level to a specific member of staff, they will be able
to review, add, edit and delete certain aspects of FMS. They will not be able
to add new suppliers or debtors or authorise any transactions. They will be
able to modify their own password.
Level 3 Authorise Only
If you assign this access level to a specific member of staff, they will be able
to review, add, edit, delete and authorise certain aspects of FMS. They will
not be able to add new suppliers or debtors. They will be able to modify
their own password.
21
02| Getting Started with FMS
Level 4 Enter and Authorise
If you assign this access level to a specific member of staff, they will be able
to review, add, edit, delete and authorise most aspects of FMS. They will be
able to add new suppliers or debtors. They will not be allowed to edit certain
aspects contained within Establishment Details or STAR 7 Settings. They will
be able to modify their own password but not define new users or modify
existing users access rights.
Level 5 Supervisor
This category allows full access to the features and functionality of FMS. The
following tables display the levels of access and the functionality assigned to
each level.
The following tables display the levels of access and the functionality
assigned to each level.
Setting Permissions (Access Rights)
Financial Years
Supervisor
View
Enter and Authorise
Users
Authorise
Function
Enter
Area
View
The following table illustrates the areas users may work upon depending on
the type of access allocate to them.
Yes
Yes
Yes
Yes
Yes
Add
Yes
Update
Yes
Delete
Yes
Change Password
Yes
Supervisor
Defined
Yes
View
Yes
Yes
Yes
Define
Yes
Yes
Yes
Yes
Open
Close Period
22
Yes
Yes
Yes
Yes
Yes
Close Year
Yes
Fix Budget
Yes
Yes
View
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Define
Allocate Funding
Cost Centres
Yes
Print Allocation
Yes
Yes
Yes
Yes
View Allocation
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Define
Yes
Yes
Set Budget Limits
Yes
Yes
Allocate Budgets
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
View
View Allocation
Yes
Yes
Yes
Yes
Links
Ledger Groups
View
Yes
Yes
Yes
Define
Ledger Codes
Supervisor
Enter and Authorise
Preliminary Close
Year
Change Year
Funds
Authorise
Function
Enter
Area
View
02| Getting Started with FMS
View
Define
Yes
Yes
Yes
23
Supervisor
View
Enter and Authorise
Profile Models
Authorise
Function
Enter
Area
View
02| Getting Started with FMS
Yes
Yes
Yes
Yes
Yes
Define
VAT Periods
VAT Periods
Yes
Yes
Yes
Yes
Add
Yes
Yes
Edit
Yes
Yes
View
Yes
Yes
Yes
Delete
Print Setup
General Ledger CC/LC
Links
Yes
View
Yes
Yes
Yes
Yes
Yes
Edit
Yes
Yes
Yes
Yes
Yes
View
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Delete
Yes
Yes
Close
Yes
Yes
Yes
Yes
Define
Define Books Cheque
Books
View
Yes
Yes
Add
Define Books Cheque
Books
Define Books Order
Books
24
View
Yes
Yes
Yes
Enter and Authorise
Supervisor
Add
Authorise
Function
Enter
Area
View
02| Getting Started with FMS
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Delete
Close
Define Books Petty Cash
Books
View
Yes
Add
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Delete
Close
AP Parameters - Order
Header
View
Yes
Yes
Yes
Edit
Order Line Details
View
Yes
Yes
Yes
Yes
Yes
Authorisation Slips
View
Yes
Yes
Yes
Yes
Yes
Edit
Cheque Layout BACS
Parameters
View
Yes
Yes
Yes
Yes
Edit
Establishment Details
View
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Edit
User Options
Yes
View
Yes
Yes
Yes
Yes
Yes
Edit
Yes
Yes
Yes
Yes
Yes
25
Supervisor
View
Enter and Authorise
AP Suppliers
Authorise
Function
Enter
Area
View
02| Getting Started with FMS
Yes
Yes
Yes
Yes
Yes
Define
Edit Catalogue
AP Orders
View
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Raise
Yes
Yes
Yes
Amend
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Authorise
Print
Yes
Cancel
Use Catalogue
AP Deliveries
Yes
Yes
Yes
Yes
Add
Yes
Yes
Yes
Edit
Yes
Yes
Yes
Change setting of
Record Delivery
Yes
Delete
AP Invoices
View
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Raise from order
Yes
Yes
Yes
Raise from nonorder
Yes
Yes
Yes
Amend
Yes
Yes
Yes
Yes
Yes
Authorise
26
Yes
Yes
Supervisor
Yes
Yes
Yes
Add
Yes
Yes
Yes
Cancel
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Cancel payment
Yes
Yes
Cancel Payment
run
Yes
Yes
Authorise
Yes
Enter
Yes
Function
View
Area
Enter and Authorise
02| Getting Started with FMS
Cancel
AP Cheque Processing
AP BACS Processing
View
Yes
View
Yes
Add
Re-create
payment file
Central Authorisation
Manual Reconciliation
Central Payment
View
Yes
Yes
Yes
Yes
Yes
Print
Yes
Yes
Yes
Yes
Export
Yes
Yes
Yes
Yes
View
Yes
Yes
Yes
Yes
Match Invoices
Yes
Yes
Amend Invoices
Yes
Yes
Print
Yes
Yes
Yes
Yes
View
Yes
Yes
Yes
Yes
27
Yes
Add Central
Expenditure
Yes
Yes
Yes
Yes
Yes
Yes
View
Yes
Authorise
Yes
Enter
Supervisor
Automatic Reconciliation
Add Central
Income
Function
View
Area
Enter and Authorise
02| Getting Started with FMS
Yes
Add
Receipts
Add
Yes
Yes
Yes
Edit
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
View
Yes
Yes
Delete
Receipts
Print
Yes
Pay In
Paying In Slips
Post
Yes
Yes
Yes
Yes
Contra
Yes
Yes
Yes
Yes
Add
Yes
Yes
Yes
Edit
Yes
Yes
Yes
Yes
Yes
Yes
Delete
Yes
Yes
Yes
Central
Authorisation
Yes
Yes
Yes
Yes
Yes
Yes
View
Print
28
Yes
Yes
Yes
Function
Authorise
Enter and Authorise
Supervisor
Bank Reconciliation
View
Yes
Yes
Yes
Yes
Print
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
View
Area
Enter
02| Getting Started with FMS
Add
Reports
General Ledger Review
Manual Journals
View
Yes
Yes
Yes
Yes
Yes
Print
Yes
Yes
Yes
Yes
Yes
View
Yes
Yes
Yes
Yes
Add Normal
Journal
Yes
Yes
Yes
Add Opening
Balance
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Post
Define Templates
Yes
Contra
Yes
Delete
Petty Cash
View
Yes
Yes
Reimburse
Raise folios
Post Expense
Yes
Yes
Adjust
Transaction
Allocate Source
Yes
29
Enter and Authorise
Supervisor
Print
Authorise
Function
Enter
Area
View
02| Getting Started with FMS
Yes
Yes
Yes
Yes
Yes
Cancel
Bank Claim
Yes
Yes
View
Yes
Yes
Yes
Yes
Print
Yes
Yes
Yes
Yes
Add
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
User Defined Reports
View
Yes
* (see note)
Add
Yes
Yes
Edit
Yes
Yes
Delete
Print
Yes
Yes
Yes
Import
Service Term Mapping
Clear Commitment
Salary Projections
Apportionment
30
Yes
Yes
View
Yes
Yes
Add
Yes
Yes
View
Yes
Yes
Add
Yes
Yes
View
Yes
Yes
Yes
Print
Yes
Yes
Yes
Yes
Yes
View
Yes
View
Yes
Yes
Add
Yes
Yes
Authorise
Yes
Enter
Supervisor
Annual Award
Add
Function
View
Area
Enter and Authorise
02| Getting Started with FMS
*User Defined Reports - Access Levels
As well as the normal FMS access rights detailed in the table, access is also
controlled in the User Defined Report area. The creator of the report has
ownership of the report, which means that each row set and column set
created also has an owner. Staff with access to User Defined Reports,
cannot edit a report, row set or column set defined by another user unless
they have Supervisor access. This does not mean, however, that existing
reports, row and column sets cannot be used by anyone else. Reports, row
and column sets may be copied, allowing the user to become the creator of
the new report being created using previously defined information.
Additional Resources:
For more information on User Defined Reports, refer to the User Defined
Reports chapter in the General Ledger FMS handbook
Managing Users
To access this option, select Tools | Manage Users. This enables you to
manage the staff who will be given access to FMS. As well as using the
access level table as a guide to the areas staff will be permitted to access
and their level of input, you can also define your own access definitions
through the Supervisor Defined Access function.
31
02| Getting Started with FMS
The initial screen contains the list of users as they are defined. A user can
be selected from here and their access rights and password changed.
Password Encryption
All user details are encrypted before being written to the database. This
ensures the security of the database.
New Installations
New users of FMS will need to make sure that User IDs and Passwords are
defined at the earliest opportunity. As each user then logs on to the system,
their details will be encrypted and written to the database.
FMS Upgrades
Once the upgrade to FMS is complete, it is strongly recommended that all
users log on to the system so that their details can be encrypted before
being written to the database. You are also advised to change the User ID
and Password of personnel who have left in order to keep your system
secure.
System User ID and Password
You will also find that a default user called Reviewer with the password
Reviewer is automatically installed. It is not possible to log on to FMS with
this ID, as it is included to provide third party read only access. As this is a
system generated ID, it cannot be deleted or the access rights and details
edited. Only the password can be changed by the System Administrator.
Adding a User
1.
To add a new user to the system, select Tools | Manage Users to display
the Manage Users dialog.
2.
Click the Add Item button from the panel next to the list of users or press
F2.
Add Item button
32
02| Getting Started with FMS
The Add User dialog is displayed. Either click mouse to select each field and
enter the required information or use the Tab key to move between the
sections.
3.
Enter the User ID the person must use to login to FMS. This name could be
a shortened version of the User Name. For example, sysman is a
shortened version of System Manager.
4.
Enter the User Name. For example, you might enter the person’s job title,
such as System Manager.
NOTE: The following characters can be used for the User ID and User
Name:
a-z A-Z 0-9 space hyphen comma apostrophe opening round
bracket, closing round bracket, underscore, full stop.
5.
Enter a User Code. This could be an abbreviated version of the job title,
e.g. SYS.
6.
Click the Create button.
7.
Click the Yes button to confirm you wish to create a user.
8.
In the Set Password dialog, enter the password for the user and then reenter it as confirmation.
33
02| Getting Started with FMS
NOTE: The password must be a minimum length of six characters. Do not
use single or double quotation marks as part of the password, as this could
cause problems when trying to launch any of the other modules.
9.
Click the Save button to save the new user to your system, or if you do not
wish to proceed at this point, click the Cancel button.
The Access Level for … dialog is displayed.
Editing a User
1.
To edit the information about a user, either click on the one to be edited or
use the arrow keys in order to highlight it.
2.
To edit the information stored about a user, click the Edit Item button,
either by clicking on it or by selecting the F5 key.
Edit Item button
3.
You will be able to edit either the User Name or the User Code. Select either
of these two panels, delete the information entered and enter the new name
and/or new code. You may select either of these two sections by using the
Tab key or by clicking in the relevant section.
4.
To record the new name and/or code, click the Save button or if you don’t
wish to proceed, click the Cancel button.
Deleting a User
1.
To delete a user from the system, select and highlight the one you want to
delete, by clicking on the name or by using the arrow keys.
2.
Click on the Delete Item button or select F4 and this particular user will no
longer be stored on your system.
Delete Item button
Defining Access Rights for Restricted Users
From the Manage Users browser, highlight the user you wish to define the
access rights for and click the Access Rights button.
From the Access Level for ... dialog you are able to define the access
rights applicable to both FMS and Equipment Register. Some users may
have access to FMS only, others may require access to Equipment Register
and certain users may need to be able to access both modules.
Additional Resources:
For more detailed information about setting access rights and passwords,
refer to the Equipment Register handbook
34
02| Getting Started with FMS
1.
Select the appropriate radio buttons to set the access level for the selected
user for Finance and Equipment Register.
2.
If you wish to define your own access levels for users, select the
Supervisor Defined radio button and click the Field Browser button.
Field Browser button
3.
If you want to restrict the user’s cost centre access rights, select the
Restricted radio button and then click the Field Browser button to display
the Cost Centre Defined Access Level Browse dialog.
35
02| Getting Started with FMS
36
4.
Click the Add button to display the Cost Centre Collection Addition
dialog.
5.
Enter a description for the New Cost Centre Collection before clicking the
Field Browser button to display the Browse Cost Centre Groups dialog.
6.
Highlight the required cost centre and click the Select button to return to
the Cost Centre Collection Addition dialog.
02| Getting Started with FMS
7.
Click the Create button to display the Cost Centres dialog.
8.
Highlight the required cost centre(s) in the left-hand panel and click the
Choose button to select them.
9.
When you have selected all the required cost centres for the new user, click
the Save button to return to the Cost Centre Defined Access Level
dialog.
If the new user has been granted access to a number of cost centres, you
must assign an order threshold for each cost centre individually.
10. Highlight one of the cost centres and click the Select button to return to the
Access Level dialog.
37
02| Getting Started with FMS
The description that you specified for the New Cost Centre Collection is
displayed adjacent to the Restricted field.
11. Enter a suitable Order Threshold. This figure restricts the value of the
orders that the new user can raise against the selected cost centre or cost
centre collection.
12. Once the access levels for the new user have been selected, click the Save
button to activate the assigned access level.
13. Click the Close button on the Manage Users dialog.
Users with restricted access can:
create Purchase Orders up to the value of their defined Order Threshold
but they cannot authorise the orders
enter Delivery Notes
authorise Invoices and Credit Notes but not create new ones
review the details of the cost centres or collection of cost centres that
they have been assigned access to
generate Reports for the cost centres or collection of cost centres that
they have been assigned access to.
Additional Resources:
For more detailed information relating to the functionality that is available
to Restricted Users, please refer to the Accounts Payable in FMS handbook
Access Levels for FMS Only
If you have not installed Equipment Register on your system, you will only
see the Finance Access page.
1.
38
Click the appropriate radio button to select the FMS access level.
02| Getting Started with FMS
2.
Select the Supervisor Defined radio button and click the Field Browser
button to define a new access level or to select a previously defined level.
3.
Click the Save button to initialise the access level for the user.
More Information:
Setting Permissions (Access Rights) on page 22
Supervisor Defined Access Levels
This browser will display the user defined access levels as they are set up on
the system. Access levels may be added, edited or deleted for both FMS and
Equipment Register.
1.
To add a new access level to the browser, click the Add Item button.
Add Item button
2.
Once a new access level has been defined, the access rights for that
particular level will need to be set up. Click the Edit Item button to select
the Access Rights Chooser.
3.
To delete an access level that is no longer required, highlight the relevant
line and click the Delete Item button.
Delete Item button
NOTE: It is only possible to delete an access level that has not been
assigned to a user.
4.
Once access levels have been defined, highlight the level to be assigned to
the selected user and click the Select button. You will receive a message
stating that the access level being assigned to the user is being initialised.
NOTE: If you are creating a Level 5 user, a dialog is displayed asking if you
want this user to be able to add other users and reset their passwords.
Clicking the Yes button assigns the user with SQL Server Security
(securityadmin) rights. Clicking the No button assigns the user all the
Level 5 rights, except for the ability to create other users and reset their
passwords.
39
02| Getting Started with FMS
Adding User Defined Access Levels
This page allows for a new access level to be created.
1.
If a new access level is being defined, enter the description in the New
Access Level section.
2.
The initial access level for a user will, by default, display as No Access. If
you are changing the access level for a person who has previously had an
access level assigned to them, click the Field Browser button to change
the default level shown.
3.
Once the access level has been defined, click the Create button. This will
return you to the User Defined Access Level browser.
4.
To select the access items for the access level you are defining, click the
Edit Item button.
Access Rights Chooser
This option allows the access rights to be selected for a newly created
access level or amended for a previously defined level. You will be able to
select access rights for both FMS and Equipment Register.
NOTE: If Equipment Register is not installed on your system, then these
access rights will be unavailable.
40
1.
The left-hand panel displays all the access rights available for selection. To
select the entire list, click the Choose All button.
2.
To select individual access rights, highlight the selected option and click the
Choose button.
3.
The right hand panel displays all the access rights that have been selected.
If you wish to remove the entire list, click the Remove All button.
02| Getting Started with FMS
4.
If you wish to remove individual access rights from the list, highlight your
choice and click the Remove button.
5.
Once you have made your selection, click the Update button.
Changing the Password
Each user can change their own password using either of the following
methods:
Through the Login Screen:
1.
On the FMS login screen, enter your User ID and Password and then
select the Change Password check box.
2.
Click the OK button.
FMS is launched and the Change Password for User … dialog is displayed.
3.
Enter the New Password and re-enter the password in the fields provided.
4.
Click the Save button.
41
02| Getting Started with FMS
From within FMS:
1.
Select Tools | Manage Users to display the Manage Users dialog.
2.
Highlight your User ID and click the Change Password button.
3.
Enter the existing password in the Old Password section.
4.
Enter the New Password and re-enter the password in the fields provided.
The password must be a minimum length of six characters.
5.
Click the Save button, or if you do not wish to proceed, click the Cancel
button. Selecting either option will return you to the list of defined users.
NOTE: Do not to use single or double quotation marks when adding or
changing passwords.
Reset Password
Should you forget your password, another user with Supervisor access
rights can reset it.
1.
To do this the supervisor must log on to the system by selecting Tools |
Manage Users.
2.
Highlight the user who has forgotten his/her password and click the Change
Password button.
The Old Password field will be unavailable.
42
02| Getting Started with FMS
3.
Enter the New Password.
4.
To confirm the new password entered, complete the Re-enter Password
field.
To record the new password, click the Save button, or to abandon the
change made, click the Cancel button. Selecting either option will return
you to the list of defined users.
Reports
CoAR
Credit
Notes
Sundry
Invoices
Non-Order
Invoices
Order
Invoices
Purchase
Order
Deliveries
Permissions for Restricted Users Functionality
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
43
02| Getting Started with FMS
44
03| General Ledger Setup
03|General Ledger Setup
In This Chapter
Introduction .................................................................................. 45
Fund Codes .................................................................................... 46
Cost Centres .................................................................................. 48
Profile Models ................................................................................ 52
Ledger Groups ............................................................................... 55
Ledger Codes ................................................................................. 56
Cost Centre/Ledger Code Links...................................................... 69
Central Ledger Links ...................................................................... 71
General Ledger Setup - Reports ..................................................... 72
Introduction
If you are setting up a new FMS system, you will need to use most of the
options in this section before you can open a financial year. Access to this
facility is through Tools | General Ledger Setup.
When you enter this area you will notice seven areas which will need
defining: Fund Codes, Cost Centres, Profile Models, Ledger Groups, Ledger
Codes, Cost Centre Ledger Code Links and Central Ledger Links. If you are
planning to use Automatic Reconciliation, it is important that you set up
your Central Ledger Links from the start.
To switch between the pages, either click on the page you want or select by
pressing Alt and the page number, e.g. Cost Centres = Alt+2.
NOTE: The additional page for CFR Mappings is not included here, as the
functionality is dealt with in a separate handbook and currently only
applies if your establishment is an LA school in England with CFR
Functionality selected in Tools | Establishment Details.
45
03| General Ledger Setup
Fund Codes
Defining Funds without using Retained Earnings
It is possible to identify more than one source of funding, which will be
shown in the list that is displayed when you first access General Ledger
Setup. Later on as you create your ledger codes, you will need to attach
each to one or more funds. As more funds are defined you will have to
specify which fund or funds every ledger code is attached to.
Fund Definition and Retained Earnings
Should you decide to use retained earnings, once the ledger code has been
defined all funds will be automatically linked for the year in which the fund
has been created. You should note that once funds have been linked to the
retained earnings ledger code, it will not be possible to delete the fund,
unless there has been no movement on the retained earnings/fund
combination.
NOTE: It will not be possible to delete a fund that has been transferred
forward to the following year.
As new funds are added, each will be linked automatically to the retained
earnings ledger code.
Defining Fund Codes
Fund Code Browser
This displays the fund code, ledger code and description of funds that have
already been set up on the system. When you first access this option, a
blank page is displayed.
1.
46
To add a fund to your set up click the Add Item button or press F2.
03| General Ledger Setup
Add Item button
NOTE: The fund code will be automatically assigned by FMS. You may edit
this and assign your own code if you wish by selecting the box, deleting
the existing code and typing in the new code.
2.
Enter the classification for this particular fund in the Description field.
3.
If you know the LEA code, enter this into LEA Code field. For the purposes
of Automatic Reconciliation, it is important that the LEA Code is entered. A
maximum of nine characters may be entered.
4.
To record your fund code click the Save button.
5.
If you wish to abandon setting up fund codes, click the Cancel button.
After you have defined your fund codes you will need to save your settings.
Either click the Save button or click the next page. Selecting the next page
will result in your being asked if you wish to save the changes you have
made. If you select the Yes button, your changes will be recorded and you
will be moved on to the next area to be set up.
Editing a Fund Code
If you wish to change the description or LEA Code allocated to a specific
fund, select this option. You cannot edit the code for the fund.
1.
Highlight the fund you wish to edit and click the Edit Item button or press
F5.
Edit Item button
2.
The two areas available for changes to be made are Description and LEA
Code. You will not be able to edit the Fund Code initially assigned.
3.
Delete the existing data and type in the new information.
4.
Either click the Save button to record the new information or click the
Cancel button to return to the main fund codes area.
47
03| General Ledger Setup
Deleting a Fund Code
A fund that you have set up on your system may no longer apply, e.g. a
government initiative that was for a specified length of time. You may,
therefore, find funds which are no longer relevant and these may be deleted
providing they do not remain attached to specific ledger codes. This can be
checked by preparing a Summary Trial Balance by Ledger Code. To do this
select Reports | General Ledger | Trial Balance | Summary Trial
Balance | By Ledger Code. Choose any period and the relevant Fund Code
to be checked.
To delete a fund code, highlight the relevant code and click the Delete
Item button or press F4.
Delete Item button
The fund will be deleted.
Cost Centres
In this area you have the option to define cost centre groups and organise
all your cost centres within these groups or you may leave the groups out
altogether and simply define the cost centres.
Adding Cost Centre Groups
If you decide to create cost centre groups, your group headings will
probably be of a general nature. You may decide on one group being called
Curriculum, where you place all your cost centres pertaining to this area, or
you may have another group called Establishment where you place the cost
centres of a more administrative nature.
1.
48
To add a cost centre group click the Add Cost Centre Group button or
press Alt+F2.
03| General Ledger Setup
Add Cost Centre Group button
2.
Type in the name of the group in the section marked Group Name.
3.
If you want to continue adding groups click the Save & Continue button.
4.
When you have completed your group definition, click the Save button to
return to the main cost centre definition page.
5.
If you do not want to add groups at this time click the Cancel button.
Editing a Cost Centre Group Definition
1.
To edit a cost centre group, highlight the group name and click the Edit
Item button or press F5.
Edit Item button
2.
Delete the existing name from the Group Name box and enter the new
name for the group.
3.
Click the Save button to record the new name in the group list.
4.
If you decide not to change the name at this stage, click the Cancel button.
Deleting a Cost Centre Group Definition
If you have cost centres listed in the group you wish to delete, you will not
be allowed to delete the group before the cost centres have been deleted.
You will receive a message stating that it is not possible to delete the cost
centre group.
If cost centres within the group have transactions recorded against them, it
is not possible to delete the cost centres or the cost centre group. Again you
will receive a message to this effect.
To delete a cost centre group no longer being used, highlight the relevant
group name and click the Delete Item button or press F4.
Delete Item button
The group will be deleted from your list.
Adding New Cost Centres
1.
To add a new cost centre click the Add Cost Centre button or press F2.
Add Cost Centre button
49
03| General Ledger Setup
2.
Enter a Code that is unique to the cost centre.
NOTE: You will not be able to edit any assigned code once it has been set
up.
3.
Next enter the name of the cost centre in the box marked Description.
4.
Select the Abbreviation section and a shortened version of the cost centre
name will be automatically entered, if applicable.
5.
If you wish to assign a member of staff as the person responsible for this
particular cost centre, then enter their name or position title in the section
marked Holder. This may be left blank if you do not wish to assign anyone
at present.
6.
The Threshold box will default to 100%, but you may set it lower if you
wish. A warning will be given if an attempt is made to exceed the
expenditure above the percentage of the cost centre’s total budget.
7.
The Check Spending check box will be selected by default. If you do not
wish to keep a check on expenditure, deselect the check box.
8.
Click the Save button to record the new cost centre. To abandon this
procedure click the Cancel button.
Additional Resources:
For further information about orders, invoices and credit notes, refer to
the Accounts Payable in FMS handbook
Editing a Cost Centre Definition
50
1.
If you have cost centres organised into groups, select the group using the
arrow keys when the group list has the focus, or click on the group name.
2.
To activate the list of cost centres, either press the + key or double-click on
the group name.
3.
Highlight the cost centre you wish to edit and click the Edit Item button or
press F5.
03| General Ledger Setup
Edit Item button
You will not be able to edit the code assigned when the cost centre was first
set up.
4.
If you want to edit the cost centre name, select the Description field and
delete the old name. Enter the new name for the cost centre.
5.
Select the Abbreviation box for the new shortened name to be entered
automatically.
6.
If you wish to add or edit the name or title of the person responsible for the
cost centre budget, delete any existing information and enter the new data.
7.
To change the Threshold from 100%, select the appropriate box, delete the
old percentage figure and enter the new one.
8.
The status of the Check Spending check box can be changed, if required,
by selecting or deselecting it. Remember the Check Spending check box is
selected by default and that to remove the check mark means that a review
on expenditure will not be kept.
9.
Either click the Save button to record your changes or click the Cancel
button to abandon any of the changes you have made.
Deleting a Cost Centre Definition
Please note that you will only be able to delete a cost centre as long as it
remains unused. Once expenditure or income has been assigned to a cost
centre you will receive a message stating that deletion is not possible.
1.
Use the arrow keys to select and highlight the group containing the cost
centre you wish to delete or select the group by clicking on it.
2.
To activate the list of cost centres, either double-click on the group name or
press the + key.
3.
Highlight the cost centre to be deleted and click the Delete Item button or
press F4.
Delete Item button
The cost centre will be deleted from the list.
51
03| General Ledger Setup
Profile Models
Setting up profile models allows you to apply a weighted estimate to regular
expenditure items incurred throughout the year. You can also set up models
to take into account expected expenditure relating to specific periods during
the financial year (accruals) or for when actual payments are made
according to the working practices of the LA. It is possible to build up a
library of profile models relating to expenditure for the coming year. When
first starting to use FMS, you will need to define your own set of models.
Adding Profile Model Definitions
1.
To add a profile model definition, click the Add Item button or press F2.
Add Item button
2.
Enter a name for the new profile in the Model Name field. For example,
you know that energy costs are likely to be higher in winter than in summer,
so you might decide to set up a profile that takes this into account.
Therefore, you might type in as a name, Winter Weighting.
3.
Click the Save button to record the name in the profile list or if you decide
not to continue at present click the Cancel button.
Editing a Profile Model Definitions
1.
Highlight the profile you wish to edit and click the Edit Item button or press
F5.
Edit Item button
52
2.
Delete the existing name and enter the new one.
3.
Click the Save button to record your changes or click the Cancel button to
abandon the changes you have made.
03| General Ledger Setup
Deleting a Profile Model Definitions
If you no longer require a specific profile model and decide to delete it, you
may do so as long as the model has not been attached to any ledger codes.
1.
Highlight the profile you wish to delete and click the Delete Item button or
press F4.
Delete Item button
2.
The profile will be deleted from the list immediately.
Using Profile Models
Until you start adding profile models to your system the period profiles will
remain blank, only becoming activated as the first profile is listed. You will
need to use the models you set up to decide on the percentage allocation for
the financial year and a further set of buttons next to the period profile will
help you to do this.
1.
Click the required button(s):
Add Remainder button - adds any unallocated percentage of the
resources to a period that is currently highlighted. If this is the option
you decide to use, highlight your chosen period and click this button.
Spread Remainder button - will allocate any remaining resources
across the periods, starting with the period currently highlighted to the
end of the year. If it is not possible to equally distribute across all the
periods then an adjustment is automatically made and applied to the
last financial period, so that a slightly different percentage figure to the
rest may be shown.
Select For Spread button - will activate the Choose Periods chooser,
allowing you to select the periods according to the profiles you chose for
the allocation of resources (please see Choose Periods on page 54).
Reset To Zero button - will automatically reset all the periods to zero.
2.
Once you have completed setting up your profile models and period profiles,
click the Save button to record the information to your system.
3.
Clicking the Cancel button at this point will abandon the process and return
you to the main SIMS screen.
53
03| General Ledger Setup
Choose Periods
1.
Select the periods from Available Items and transfer to the Chosen
Items:
To transfer the complete list, click the Choose All Items button.
Choose All Items button
If you want to transfer individual periods, highlight the one to be
transferred and click the Choose Selected Item button. Repeat this
process until all your chosen periods have been transferred.
Choose Selected Item button
If you wish to remove all the periods from your transfer list, click the
Remove All Items button.
Remove All Items button
To remove individual periods, highlight and click the Remove Selected
Item button.
Remove Selected Item button
54
2.
Click the Select button to record your choices.
3.
Should you not wish to continue, click the Cancel button to abandon the
selection process.
03| General Ledger Setup
Ledger Groups
Ledger codes all belong to ledger groups and involves no more than entering
a description. All the ledger groups defined in this section are available for
use when defining ledger codes. Each ledger code must be attached to a
ledger group.
Adding a Ledger Group
1.
To add a ledger group click the Add Item button or press F2.
Add Item button
2.
Enter the name for the group in the Group Name field.
3.
To record your ledger group click the Save button.
4.
To abandon the process, click the Cancel button.
Editing a Ledger Group
1.
If you wish to change the ledger group name, highlight the one you wish to
edit and click the Edit Item button or press F5. Please note that you will
not be able to edit the Fund ledger group.
Edit Item button
2.
Delete the existing name from the Group Name field and enter the new
name.
3.
Click the Save button to record the change of name or click the Cancel
button if you do not wish to make any changes at present.
55
03| General Ledger Setup
Deleting a Ledger Group
This option only becomes available for deleting unused ledger groups. If
your selected ledger group has ledger codes attached, whether transactions
have been recorded for that particular code or not, you will be unable to
delete the group.
Highlight the name of the group you wish to delete and click the Delete
Item button or press F4.
Delete Item button
The ledger group will be deleted immediately.
Ledger Codes
Ledger codes act as the link between the cost centres and the expenditure
they generate. When you first start to use FMS you must define at least one
of each of the following:
a VAT Output code (VO)
a VAT Input code (VI)
an expenditure code (EX)
an income code (IN)
Until this is done you will not be able to open the financial year.
56
03| General Ledger Setup
You will also need to set up additional ledger codes before being able to
access other facilities provided in FMS. An example is shown in the following
table.
Ledger Type
Ledger Code
Function
VI
VAT Input
VAT paid that can be claimed
VO
VAT Output
VAT Collected
EX
Expenditure
Payments
IN
Income
Money Received
ES
Salary Expenditure
Salary Payments
PC
Petty Cash
Petty Cash Account
BK
Bank Account
Bank Account
PY
Payroll Control
Salary Payments
LS
Liabilities
Bank Account
CC
Creditor Control
Bank Account
DC
Debtor Control
Bank Account
AO
Assets
Record Assets
RE
Retained Earnings
Carries forward fund balances
CP
Capital
Transfer income at year end to a
Capital Account. For example schools
in Northern Ireland may use this
ledger type to transfer admission fees
from an income code to a capital
code prior to running Year End.
It is usual and highly desirable to group ledger codes of the same type
together. For LA schools it is likely that the ledger codes will be determined
by the Authority financial information system both in format and numbering,
in order that the reconciliation process between the two systems can take
place.
Ledger Definition Creation Wizard
The first type of code you will need to define is at least one VAT Output
Code and one VAT Input Code. This is because the VAT codes may be
attached to some of the other codes later defined. Both the VAT Output
Codes and the VAT Input Codes are set up in the same way.
The Ledger Definition Creation Wizard will guide you through the creation
of the various ledger codes.
57
03| General Ledger Setup
1.
To activate the wizard to help you set up ledger codes click the Add Item
button or press F2.
Add Item button
2.
The default ledger type is Expenditure. To view the list of ledger types, click
the Down arrow button.
3.
Highlight the ledger type you are creating the code for and click the Next
button to continue.
4.
Enter the appropriate information required by the wizard and click the Next
button to proceed.
5.
On the last screen presented by the wizard, click the Finish button.
6.
You may return to a previous screen at any time by clicking the Back
button. Click the Cancel button to abandon the operation.
More Information:
Adding/Editing a VAT Ledger Code on page 58
Adding/Editing Expenditure Ledger Code on page 59
Adding/Editing a VAT Ledger Code
Once the wizard has completed setting up the main details you are able to
review and edit some of the fields if the information is incorrect.
1.
You will not be able to edit the ledger type or code, but may change the
description and select a different ledger group by clicking the Field
Browser button. However, you will need to define the VAT code and VAT
percentage rate for the ledger code you have just entered.
Field Browser button
2.
58
Select the VAT Code field and enter a unique code that is only applicable to
VAT.
03| General Ledger Setup
3.
If relevant, type in the current VAT rate for the type you selected.
4.
Click the Save button to record your ledger code in the ledger code list.
5.
To edit an existing VAT code, highlight the code you wish to edit and click
the Edit Item button or press F5.
Edit Item button
NOTE: You will only be able to edit Description and Ledger Group.
6.
To change the classification, select the Description box and either delete
the existing one and enter a new description, or highlight and overwrite the
original.
7.
To change the ledger group, click the Field Browser button or press F3
and click a new group from the list presented. Choose the Select button to
record the information in the Ledger Group field.
8.
Click the Save button to save the changes.
Adding/Editing Expenditure Ledger Code
The process is the same for adding Expenditure and Salary Expenditure
type ledger codes.
NOTE: Salary information in FMS must be recorded against a Salary
Expenditure (ES) ledger code.
Please see the initial setup routine (please see Ledger Definition Creation
Wizard on page 57).
59
03| General Ledger Setup
1.
Click the Add Item button or press the F2 key to activate the wizard to
guide you through the setting up process.
Add Item button
2.
Once a ledger code has been set up, you have the option to check and
adjust the information in order to complete the new ledger code entry.
3.
You may edit the Description, Ledger Group, Short Code and Normal
Profile.
4.
To enter the VAT code, click the Field Browser button or press the F3 key.
From the list, highlight the code and then choose the Select button. (You
will not need to enter a VAT Code when defining a ledger code for salary
expenditure.) Clicking the Cancel button will abandon any choices you have
made.
Field Browser button
5.
If the ledger code being defined is to record services provided by guest
speakers, consultants, etc., then you must select the Services check box.
This will then assist in producing the Inland Revenue report, located in
Reports | Accounts Payable | Supplier Analysis.
NOTE: If the Services check box is not selected prior to creating the next
financial year, but is subsequently selected, the new financial year will also
require the check box to be selected. Failure to do so will result in the
Inland Revenue report for the new financial year only including
transactions when the check box has been defined correctly at the time of
posting the transaction. No historical editing of transactions is allowed.
6.
You may also assign more than one fund code to the ledger code. If you
decide to do this, click the Field Browser button or press the F3 key.
7.
The Choose Funds facility will now be activated. To select all the codes to
be used with the ledger code, click the Choose All button. If you only want
to transfer a single code then highlight it and click the Choose button. To
remove fund codes from the main ledger code definition, click the Remove
button.
NOTE: However, at least one default fund code must remain assigned.
8.
Click the Save button to record the fund codes selected for the ledger code.
9.
Once you are satisfied with the ledger code definition, click the Save button.
10. To edit a ledger code, highlight the code you wish to edit and click the Edit
Item button or press F5.
Edit Item button
60
03| General Ledger Setup
NOTE: You will not be permitted to edit the ledger type or the code
assigned.
11. You will only be able to edit the Description, Ledger Group, Short Code,
Normal Profile and Fund. To edit these fields, follow the same procedure
for adding an expenditure code.
Additional Resources:
For information about the Inland Revenue S16 report, refer to the
Accounts Payable in FMS handbook
Adding/Editing Income Ledger Code
To add new income ledger codes to the system, follow exactly the same
process as adding expenditure ledger codes, making sure that you select
Income for the ledger type. The same restrictions apply as to the fields that
may be edited in the Ledger Code Definition dialog.
More Information:
Adding/Editing Expenditure Ledger Code on page 59
Adding/Editing Petty Cash Ledger Code
Please see the initial setup routine (please see Ledger Definition Creation
Wizard on page 57).
1.
Click the Add Item button or press the F2 key. This will activate the wizard
pages which will guide you through the rest of the process.
Add Item button
Once you have finished defining the petty cash ledger code, the information
entered will be presented for you to review.
2.
Adjustments may be made or the information saved. If you wish to adjust
the information, you may decide to do this at another time.
Adjustments may be made to the description given to the ledger code or
you may change the ledger group the code was assigned to.
3.
To record the ledger code definition click the Save button. Clicking the
Cancel button will abandon the process.
61
03| General Ledger Setup
Edit Item button
4.
To edit the Petty Cash Ledger Code, click the Edit Item button or press the
F5 key.
NOTE: You will not be permitted to edit the Ledger Type or the Ledger
Code. Only the Description and Ledger Group may be edited.
Adding/Editing Creditor Control or Debtor Control Ledger Code
Please see the initial setup routine (please see Ledger Definition Creation
Wizard on page 57). You will need to define Creditor Control and Debtor
Control ledger codes if you plan to pay using a local account and/or the
Accounts Receivable module. A bank account ledger code must also be
defined.
1.
Click the Add Item button to set up either the Creditor Control or Debtor
Control ledger codes.
Add Item button
2.
Enter the relevant information as requested from each screen and click the
Next button to proceed.
NOTE: Once you have entered the ledger type and the code, you will not
be permitted to edit either of these fields now, or at a later date.
The final part of this process allows you to review the information entered
and to make some small adjustments if this proves necessary.
3.
You will not be permitted to change the Ledger Type or Code.
4.
If you wish to enter a new Description, either delete the old one and enter
the new description or overwrite the existing description.
5.
Click the Field Browser button if you wish to change the ledger group for
the control code. Highlight the new code and click the Select button on the
browser.
Field Browser button
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03| General Ledger Setup
6.
Once you have completed the definition, click the Save button.
7.
If you wish to edit either the Creditor or Debtor Control codes, click the Edit
Item button. You may change the Description or, by clicking the Field
Browser button, assign a different ledger group, if the original information
is not appropriate.
Edit Item button
NOTE: To define a Payroll Control ledger code, follow the same procedure
as given for defining both the Creditor Control and Debtor Control ledger
codes.
Adding/Editing Bank Account Ledger Code
Please see the initial setup routine (please see Ledger Definition Creation
Wizard on page 57).
If you plan to use the Accounts Receivable module or to make payments
through a local bank account, either using Cheque Processing or BACS
Processing, you must define a bank account ledger code. You will also
need to define a Creditor Control ledger code and a Debtor Control ledger
code.
1.
Click the Add Item button or press the F2 key to activate the wizard which
will guide you through the ledger code definition process.
Add Item button
2.
Once the ledger code has been setup by the wizard, you are given the
opportunity to review the definition and to make any necessary
adjustments, including the option to select BACS Processing.
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03| General Ledger Setup
3.
The ledger type and code will be unavailable but a new description may be
entered and the ledger group changed by clicking the Field Browser
button.
Field Browser button
NOTE: The Description field may contain the type of account, e.g. current
or deposit account, or the name of the bank as the entry.
4.
If you are intending to use BACS, you will need to enter the Account
Name, e.g. Green Abbey School. BACS uses the account name when
creating the line details and details for any contra entries.
5.
Enter the bank Sort Code and Account Number.
NOTE: If you are intending to make payments through BACS for the bank
code being defined, then the system will validate the length of the number
entered. If the number entered is less than 7 digits or more than 8, a
warning will be issued allowing you to return to edit or save the details. For
account numbers with 7 digits, the system will allocate a leading 0.
6.
The Account Type field will have a default setting of 0. If the bank has
provided you with a number for the type of bank account you use for
making payments, you will need to enter the correct number in order to use
BACS.
NOTE: Some banks issue a number for different account types, e.g. 0 for a
current account, 1 for a deposit account and so on. As this field is
mandatory for BACS users, the default will be 0, which for the majority of
banks will never need changing. Should you need to change the number,
you will only need to do this once.
7.
If you intend to make payments through BACS, enter the BACS User
Number. This number will have been issued to you by BACS and should be
no more than six characters. Only numeric digits will be permitted.
NOTES: Duplicate BACS numbers are allowed providing they are on
different bank account ledger codes.
Although this field is optional, it must be present if this account is to be
used for BACS payments.
8.
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If you are intending to transmit BACS payments through a BACS bureau,
enter the BACS Bureau Number in the field. This is in the format of a ‘B’
followed by five numerics and will be provided by your BACS bureau.
03| General Ledger Setup
9.
The software you use to manage your bank account online may not
recognise the headers and trailers present in the BACS file. Should this be
the case you may need to ensure that only the transaction lines are present
in the file. To do this, select the Exclude BACS File Header/Trailer
Records check box. Your system will be set to do this once the definition
has been saved.
NOTE: Before making a decision to select this option, we strongly
recommend that you refer to the BACS Test File Issues.
10. Click the Save button when you have completed the definition.
11. The Bank Account ledger code may be edited by clicking the Edit Item
button on the Ledger Codes page. The following fields may be edited:
Description
Ledger Group
Sort Code
Account Number
BACS User Number
Edit Item button
BACS Test File Issues
Before fully processing payments via BACS, it is possible to send a test run
in order to check for errors within the file itself.
However when using a bank’s ‘Internet Banking Software’ this test status is
not recognised. If the test file is then imported to this type of software it is
then available for processing, as if it were a normal file, but FMS will not
have been updated. If the transactions are sent from the ‘Internet Banking
Software’, instead of being deleted, there is now a real danger that a double
payment may be made when the invoices are processed within FMS to make
the real payment.
It is essential that transactions imported to the ‘Internet Banking Software’
for test purposes are deleted as soon as it has been confirmed that
everything is correct, and that this confirmation is made as soon as possible
after import.
NOTE: You will also receive a warning when the test file is created that as
the file is a test file and FMS will not be updated.
Retained Earnings Ledger Code
A retained earnings ledger code links to all funds defined on the system and
contains the retained funds balance, which is carried forward to the next
financial year.
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03| General Ledger Setup
When the ledger code is first defined, it will only be applicable to future
financial years and years which have not been preliminarily closed.
Therefore, if a year is in preliminary closure, it will not be possible to define
the retained earnings ledger code until the new financial year.
Once the retained earnings ledger code has been defined, it will only be
possible to delete it providing the system has not yet been set to use
retained earnings. Attempting to delete the retained earnings ledger code
after the system has been set will result in an error message stating that
the code cannot be deleted.
If the retained earnings ledger code is not added to the system, existing
functionality will remain the same and there will be no change.
NOTE: Funds will be linked automatically to the retained earnings ledger
code. Any new fund codes added, once you have started using retained
earnings, will be linked automatically.
More Information:
Establishment Details - System Parameters on page 85
How Retained Earnings Works
The Retained Earnings figure is the fund balance which is calculated from
Income and Expenditure amounts.
At the start of each year, the Opening Balance Journal is calculated from the
previous year’s trading figures and Opening Balance Journal. Figures that
are not used to calculate retained earnings are given a journal line at ledger
code level. For example, if there are two bank ledger codes, each with a
balance to transfer to the following year, both be shown in the journal on
separate lines.
Adding/Editing Retained Earnings Ledger Code
Please see the initial setup routine (please see Ledger Definition Creation
Wizard on page 57).
Once the ledger code has been defined, you can check the information you
have just entered. You will be able to amend the Description and Ledger
Group fields only.
In the Ledger Type section, the type is recorded automatically according to
the selection made at the initial setting up stage.
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03| General Ledger Setup
The Code is also recorded from the information given when setting up the
ledger code. You may not edit the ledger type or the code.
1.
You may change the Description by deleting the existing classification and
entering a new one.
2.
To change the Ledger Group, click the Field Browser button or press F3
and choose a different group from the displayed browser.
Field Browser button
3.
Click the Save button to record the new ledger code.
4.
If you wish to edit any of these codes in the future, only the Description
and Ledger Group fields will be available.
The Retained Earnings ledger code does not become fully operational until
the system has been set to use retained earnings, through selecting Tools |
Establishment Details, clicking the System Parameters page and
selecting the Use Retained Earnings check box. Once the system has
been set, you will be unable to delete the Retained Earnings ledger code.
All defined funds are linked automatically with the Retained Earnings ledger
code within the year the RE code first appears on the system.
NOTE: When the Retained Earnings ledger code is defined, it is
immediately available to the next financial year, even if the year has
already been added and structures copied. This means that you will not
need to run the update structures routine from Tools | Define Financial
Years.
More Information:
Establishment Details - System Parameters on page 85
Fund Definition and Retained Earnings on page 46
Adding Asset, Liability and Capital Ledger Codes
Please see the initial setup routine (please see Ledger Definition Creation
Wizard on page 57).
1.
From General Ledger Setup | Tab5: Ledger Codes click the Add Item
button to add your new ledger code.
Add Item button
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03| General Ledger Setup
2.
Follow the instructions given by the Wizard until the ledger code has been
defined. You can now check the information entered during the Wizard
definition routine.
3.
You will not be permitted to edit either the Ledger Type or Code fields, but
you can change the Description if you wish and select an alternative
Ledger Group by clicking the Field Browser button.
Field Browser button
4.
Once you are satisfied that the ledger code information is correct, click the
Save button.
5.
If you wish, you may edit the Description and Ledger Group at a later
date by clicking the Edit Item button.
Edit Item button
NOTE: The Capital ledger code type will only be available in Manual Journal
Processing, for Normal Journals, Reversing Journals, Opening Balance
Journals, Cash Book Journals and both of the Year End Adjustment reports.
You will not be able to access this ledger code from any other function
within FMS. However, where Capital ledger types exist, these will be taken
into account when running relevant General Ledger reports. It will also be
available for User Defined Reports.
Deleting Ledger Codes
NOTE: It is only possible to delete a ledger code so long as the ledger code
remains unused. Once a ledger code has been used for transactions, a
message will be displayed stating that the definition cannot be deleted.
1.
Highlight the unused ledger code you wish to delete and click the Delete
Item button or press F4.
Delete Item button
2.
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The ledger code will be deleted immediately.
03| General Ledger Setup
3.
Once you are satisfied with the ledger codes that you have set up, click the
Save button. If you wish to abandon this process without saving, click the
Cancel button.
NOTE: Once the system has been set to use retained earnings through
Tools | Establishment Details | System Parameters, you will not be
permitted to delete the Retained Earnings Ledger Code.
Cost Centre/Ledger Code Links
The links that you define between the cost centres and the ledger codes will
decide the areas in which cost centres can receive and spend money. The
majority of Income and Expenditure codes are linked this way. However, the
following ledger code types cannot be linked to cost centres.
Ledger Code Type
Ledger Code Description
AO
Asset
CP
Capital
LS
Liability
PY
Payroll
RE
Retained Earnings
Once you have linked several ledger codes and cost centres together, you
will be presented with a browser displaying the linking centres and codes.
To define cost centre/ledger code links click the Add Item button or press
the F2 key. You will be presented with the Link Ledger Codes To Cost
Centres page.
Add Item button
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03| General Ledger Setup
Selecting Cost Centres to Link to Ledger Codes
The top section displays a browser of all the available cost centres which
you may or may not decide to select to link to ledger codes. To make your
selection, choose one of the following options:
If you wish to link the complete source list for cost centres then click the
Choose All Items button. The whole list will be transferred to the
destination list.
Choose All Items button
If you only wish to link individual cost centres, then highlight and click the
Choose Selected Item button until each cost centre you choose has been
transferred.
Choose Selected Item button
To transfer the complete cost centre destination list back to the source list
click the Remove All Items button.
Remove All Items button
To transfer individual cost centres, highlight and click the Remove Selected
Item button each time, until all the cost centres you wish to transfer have
been removed from the destination list and returned to the source list.
Remove Selected Item button
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03| General Ledger Setup
Selecting Ledger Codes to Link to Cost Centres
If you wish to transfer the complete ledger code list in order to link them to
the cost centres, click the Choose All Items button.
To link individual ledger codes to cost centres, highlight and click the
Choose Selected Item button for each one you want to transfer.
If you decide to transfer the complete list of ledger codes back from the
destination list to the source list click the Remove All Items button.
To transfer individual ledger codes, highlight and click the Remove
Selected Item button each time, until all the ledger codes you wish to
transfer have been removed from the destination list and returned to the
source list.
Completing the Linking Process
1.
When you are satisfied with the cost centre and ledger code destination
lists, click the Create Links button.
A message is displayed stating how many links were made.
2.
If you decide not to proceed with creating links at present, clicking the
Cancel button will return you to the main cost centre/ledger code link
section.
3.
To record any links that have been created, click the Save button.
4.
To abandon this process at any time, click the Cancel button.
Deleting a Cost Centre/Ledger Code Link
You will only be able to delete ledger code/cost centre links providing a
budget for the selected link has not already been set.
Delete Item button
To delete a link that is no longer required and has not had a budget
allocation, highlight the link you wish to delete and click the Delete Item
button or press the F4 key.
The cost centre/ledger code link will be deleted immediately.
Central Ledger Links
You will need to use this option if your LA or Agency makes direct payments
or receives direct income on your behalf. Details of these transactions will
be received in reconciliation files, but no match will be found. To avoid the
necessity of processing these files manually, you can link together cost
centres with specific ledger codes, as it is likely that one ledger code may be
attached to several cost centres. This means that all direct central payments
and income can be charged and credited to one cost centre/ledger code link.
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03| General Ledger Setup
Linking/Unlinking Ledger Codes and Cost Centres
When the page is selected you will be presented with a browser displaying
all the ledger codes and their linked cost centres.
1.
To link a specific ledger code with a cost centre, select the pair to be linked,
either by scrolling until the pair have been located or select the Looking for
option and enter part of the Ledger-Fund code to search for the nearest
match. They will now be highlighted.
2.
Click the Link - Unlink button. The Link box will now have a checkmark
placed in it to indicate that the ledger code and cost centre are linked.
3.
If you have linked ledger codes and cost centres together, highlighting a
linking pair and clicking the Link - Unlink button will result in the mark
being removed from the check box.
4.
You may link or unlink cost centres and ledger codes by double clicking with
the mouse button in the box next to the selected pair.
5.
Once you have completed all the links you wish to set up, click the Save
button. To set up the links on another occasion click the Cancel button.
General Ledger Setup - Reports
Selecting Reports | General Ledger Setup will give you the option of
producing five reports, listed as follows:
Cost Centre Listing
Cost Centre Group Structure
Ledger Code Listing
Chart of Accounts Listing
System Parameters Listing
To produce a report on any of the above options, select the topic from the
menu produced when Reports | General Ledger Setup is selected.
1.
The default year displayed will be the current financial year. If you wish to
change it click the Field Browser button or press the F3 key. Highlight the
year you want and click the Select button.
Field Browser button
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2.
For the Ledger Code Listing report, you will also need to select the ledger
types by clicking the relevant Field Browser button or pressing the F5 key
with the browser active (please see Ledger Type Chooser on page 73).
3.
To produce a Chart Of Accounts Listing report, you will also need to choose
one of the radio buttons to indicate the sequence of the Cost Centre Code
and the Cost Centre Description.
03| General Ledger Setup
4.
Once you have chosen the criteria for producing any one of the above
reports, click the OK button. If you decide not to produce a report at the
moment, click the Cancel button. The criteria you select will be listed in the
top left hand corner of the report.
Ledger Type Chooser
1.
To choose individual ledger types to transfer from the Available Items
section to the Chosen Items section, highlight and click the Choose button
for each one in turn.
2.
If you want to transfer the whole list to the Chosen Items section, click the
Choose All button.
3.
Should you decide to remove individual ledger types and transfer them back
to the Available Items section, highlight and click the Remove button for
each one to be transferred. To transfer the entire list back to this section
from Chosen Items, click the Remove All button.
4.
Click the Update button if you are happy with the choices made or click the
Cancel button to abandon the procedure.
More Information:
Producing a Report on page 102
Cost Centre Listing Report
This report will display a complete list of cost centres defined for the
selected financial year.
Cost Centre Group Structure Report
A complete list of cost centre groups and cost centres for each defined
group will be displayed. Each item will be clearly marked whether it is a
group or cost centre.
Ledger Code Listing Report
A complete list of ledger codes, classified according to the ledger type, e.g.
all expenditure or all income ledger codes will be grouped together and will
be displayed when this type of report is selected. You will be able to see at a
glance the ledger group and profile models assigned to the ledger codes.
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03| General Ledger Setup
Chart of Accounts Listing Report
When you select to produce this report, you will be able to review your cost
centres, codes and descriptions and also the ledger codes, ledger types,
ledger descriptions and ledger groups of linked ledger codes.
System Parameters Listing
This will give you a report detailing the way the system has been set up.
The financial periods defined will be listed, as well as other criteria used to
run the accounting system.
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04| Financial Periods, Establishment Details and Other Tools
04|Financial Periods, Establishment
Details and Other Tools
In This Chapter
Defining VAT Periods ..................................................................... 75
Defining Salary Periods .................................................................. 78
Close Period ................................................................................... 80
Defining Establishment Details ...................................................... 82
Entering the Establishment Basic Details ....................................... 82
Defining the Establishment Logo ................................................... 84
Establishment Details - System Parameters .................................. 85
Establishment Details – eProcurement .......................................... 89
Establishment Details – BACS eAdvices ......................................... 90
Establishment Details - Interfaces ................................................. 91
Establishment Details – Scanned Documents ................................. 92
Defining User Options .................................................................... 95
Finding Accounts Payable Transactions ......................................... 97
Searching the Parts Catalogues ..................................................... 98
Using the Windows Calculator ....................................................... 99
Defining VAT Periods
Before you are able to use the VAT reporting facility, VAT periods must be
defined. Access to the definition option is by selecting Tools | Define VAT
Periods.
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04| Financial Periods, Establishment Details and Other Tools
1.
Click the Add Item button. The current financial year will be recorded by
default. If you wish to change this to take into account the start of a new
year, delete the year and enter the new one. Remember that before you can
do this the financial year must first be defined in Define Financial Years.
Add Item button
2.
The start and end dates will also be recorded automatically. If you wish to
change either of them click the Calendar button displayed next to each
recorded date.
Calendar button
76
3.
From the displayed calendar, select the day, month and year for the new
start or end date and choose the Select button to continue.
4.
Decide whether you wish to set your VAT periods to Quarterly, Monthly, or
to set your own number of days for each period. To do this, select the
appropriate radio button.
5.
If you have chosen the Quarterly or Monthly option, you will not need to
define the number of periods or the number of days in each period, as the
relevant information will be recorded automatically. You will only need to
enter the number of days and periods if you have selected this option.
04| Financial Periods, Establishment Details and Other Tools
6.
Once you are satisfied with the definition setup, click the Save button. If
you do not wish to save your definition, click the Cancel button.
More Information:
Using the Calendar on page 101
Editing VAT Periods
1.
To edit existing VAT periods, highlight the relevant period definition and
click the Edit Item button from the main VAT definition screen and follow
the process as detailed in Add VAT Periods.
Edit Item button
2.
Once the VAT periods have been saved, each period number, end date and
description will be listed in the browser underneath. You will also be able to
see the date VAT returns were submitted, as the date will be recorded next
to the period it was sent.
Deleting VAT Periods
You will only be able to delete VAT periods providing a VAT Submittal report
has not been made to HM Customs & Excise. Once VAT has been submitted
you will receive a message stating that it is not possible to delete VAT
period definitions.
1.
From the list of defined VAT periods, highlight the year you wish to delete.
2.
Click the Delete Item button. A message will be displayed, asking you if
you are sure that you wish to delete the year. Select the Yes button and the
year will be deleted or click the No button to abandon the process.
Delete Item button
Editing Individual VAT Periods
Once a date has been recorded for a VAT Submittal report, you will not be
able to edit the period containing that report.
For periods you are permitted to edit, you will only be allowed to change
dates and period descriptions and not period numbers.
1.
Highlight the period you wish to edit and click the Edit Item button.
Edit Item button
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04| Financial Periods, Establishment Details and Other Tools
2.
To change the end date, click the Calendar button and use the displayed
calendar to select the day, month and year.
Calendar button
The new end date is displayed.
3.
To change the description, delete the existing version and enter the new
description.
4.
When you have completed editing, click the Save button to record the new
information in the main VAT Periods list. Click the Cancel button if you do
not wish to save any changes.
Defining Salary Periods
The main purpose of this feature is to enable establishments to define the
same or fewer salary periods than the financial periods setup. If fewer
salary periods is your chosen option, then you may have one or more
financial periods not used for salary projections or salary payments.
This means that you will only be able to display commitments and pass
actuals in periods in line with the salary periods defined.
NOTE: Salary periods must be defined in order to use Salary Projections in
Personnel Links.
Accessing Salary Periods
The following section describes how to define each salary period according
to the financial period that the salary should be reflected against.
To access this option, select Tools | Define Financial Years | Define
Salary Periods.
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04| Financial Periods, Establishment Details and Other Tools
Salary Month Mapping
It is from this screen that you will map the calendar months to the periods
of the financial year. Please note that you will not be able to leave any
month to period mappings empty, although you may have financial periods
that are not used in the mapping process.
Please make sure that salary periods are mapped before:
attempting to undertake any work within Salary Projections
selecting the Budget Planning option from Focus | Modules.
If salary periods are not mapped then you will be unable to review, add or
edit the information imported from Personnel.
1.
To add a new financial year to the Financial Year section, click the Add
Item button. This will present you with the Financial Year selection
screen, allowing you to select a financial year for mapping monthly salary
periods to financial periods.
Add Item button
2.
Click the Field Browser button on the Salary Year Mappings dialog, to
find the year you wish to use for mapping the calendar months to periods.
Field Browser button
3.
Highlight the relevant year and choose the Select button to record the
selected year ready to be saved.
4.
Click the Save button and the financial year will now be listed on the
Define Salary Periods dialog.
5.
If you wish to delete a financial year from salary period definition, highlight
the relevant year and click the Delete Item button. You will be asked to
confirm whether you wish to continue. Select the Yes button to delete the
year or click the No button to keep any mappings that may have been
defined.
Delete Item button
Month - Period Mappings
This section of the page is laid out in the following columns:
Month
Period Number
Period Description
1.
If you have defined twelve financial periods, the salary months will be
mapped to the periods by default. To change the month to period mappings,
highlight the month and click the Edit Item button. This will give you
access to the Map Month to Period page.
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04| Financial Periods, Establishment Details and Other Tools
Edit Item button
NOTE: Once the new financial year has been saved by clicking the Save
button, you will not be able to edit the financial periods.
2.
The selected month will be recorded automatically. To select the period to
map to the month, click the Field Browser button.
3.
Highlight the period you require and choose the Select button. The selected
period will be recorded ready to be saved.
4.
Click the Save button for the first month to period mapping to be recorded
on the Define Salary Periods dialog.
5.
Repeat this process until all the months have been mapped to financial year
periods.
NOTE: Remember that no period to month mappings can be left empty.
6.
Once the mapping process is complete, click the Save button.
7.
To return to the main screen at any time without saving, click the Cancel
button.
Close Period
Once financial periods end, it is recommended that you close them down on
a regular basis, after running certain reports and functions to check that
data integrity is being maintained. These checks, when carried out regularly,
should assist with Year End closure.
Procedures for Closing a Period
Running the following reports and performing the following functions before
closing a period will enable you to monitor your financial system.
Reports | General Ledger | Balances & Reserves
Reports | General Ledger | Bank | Bank History (this report must cover
the complete date range of the system; the last page is the only one that
needs printing.)
Focus | General Ledger | Bank Reconciliation (any statement)
Focus | General Ledger | Chart Of Accounts (Ledger Type: Bank)
Additional Resources:
Balances and Reserves Report in the General Ledger in FMS handbook
Bank History Report in the General Ledger in FMS handbook
Bank Reconciliation in the General Ledger in FMS handbook
Ledger Code Review in the General Ledger in FMS handbook
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04| Financial Periods, Establishment Details and Other Tools
Closing Financial Periods
When you select to close a financial period you are prevented from entering
any other information to that period within the system. However, you may
still view the period. The only exception to this rule is that Automatic
Reconciliation may occur within a closed period.
Periods may only be closed if the following criteria have been met:
all manual journals have been posted, including recurring payment journals
petty cash folios have been posted
paying in slips have been posted.
If unposted manual journals are found, a warning is displayed and the
following options become available:
Click the View button to view the journal entry.
Click the Post button to post the journal entry.
Click the Promote to carry the journal entry forward to the next period.
Click the Delete button to delete the unposted journal entry.
Click the Abandon Close button to abandon the close procedure.
If a petty cash or paying in transaction fails, a warning will be given that
there are outstanding folios or slips in the selected period and you will be
asked if you wish to continue closing the period. Clicking the Continue
button allows you to proceed; clicking the Abandon Close button stops the
close period procedure.
Should you proceed by clicking the Continue button, then the closed period
will not be available to post any outstanding petty cash or paying in
transactions.
Selecting to Close Period
1.
To close a period either click the Close Period button from the Application
Bar or select Tools | Close Period.
Close Period button
2.
You will be asked if you wish to close a specified period, e.g. if the period
you wish to close is the first in the financial year, you will be asked if you
wish to close Period 1.
3.
Click the Close Period button to continue or the Cancel button if you do
not wish to proceed at present.
4.
If you have any unposted items, warnings will be given advising you to
either post, delete or, in the case of manual journals, carry them forward to
the next period.
If the period closes successfully, a message is displayed advising you of this.
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04| Financial Periods, Establishment Details and Other Tools
Defining Establishment Details
To access this option, select Tools | Establishment Details.
Defining the Establishment Details
Selecting this option allows you to enter the name of your establishment,
LEA/Agency code number, VAT Number, if applicable, and all details
pertaining to your establishment. You may also add any special logo
designed for your establishment, in order to customise your stationery.
Much of the information entered into this section will be included in the
annual report required by the Inland Revenue for reporting payments made
for services that you have received during the year.
NOTE: Although not mandatory, if the Borough, LEA and School Codes are
not defined in Establishment Details, a warning will be given and the report
will not run.
Entering the Establishment Basic Details
82
1.
If you have set up Accounts Payable Parameters, the name of your
establishment is automatically displayed in the Name field. If the details
shown are incorrect, delete and enter the correct data.
2.
Enter the school code for your establishment in the Code field. Although this
field is not mandatory, it is necessary for the CSV file required by the Inland
Revenue.
04| Financial Periods, Establishment Details and Other Tools
3.
Enter the LEA Code for your establishment in this field. Although this code
is not mandatory, it will be required for the annual Inland Revenue report
produced in CSV format.
4.
Enter your VAT registration number, if applicable, in the VAT Registration
field.
5.
Enter the LA name where your school is situated in the Borough field.
Again this is not a mandatory field, but will be required for the Inland
Revenue report.
6.
In the Payable To field record the name you require entered on cheques
paid to your establishment in.
7.
Starting with the Address field, enter your address, postcode, telephone
and facsimile number, if you have one.
8.
Enter your establishment’s email address in the e-mail field.
9.
You only need to change the default setting in the Unique Identifier
section if you intend to process purchase orders electronically by sending an
XML file to selected suppliers, and you have a unique international number
assigned to your establishment or to the LA.
10. Click the Save button to record your information.
Additional Resources:
Getting Started with eProcurement chapter of the eProcurement in FMS
handbook
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04| Financial Periods, Establishment Details and Other Tools
Defining the Establishment Logo
To include your establishment logo on your stationery, you must be able to
access it from disk, it must be in bitmap format and no more than 32 Kb in
size. To obtain the best results, it is recommended that more than 16
colours are used for your logo, with 256 colours being the maximum.
Recommended physical sizes of the image are:
Address incorporated within image
Width
480 pixels
Height
144 pixels
Address not incorporated within image
Width
144 pixels
Height
144 pixels
The School Logo is only available on Purchase Orders.
1.
To import your logo into FMS click the Import Graphic button.
Import Graphic button
2.
84
You will be presented with the Select Graphics File For Import section.
Choose the drive containing your graphic by selecting from the drop-down
list activated when the arrow key is clicked upon in the Drives section.
04| Financial Periods, Establishment Details and Other Tools
3.
If your chosen drive has a number of directories, select the directory
containing your graphic. Once you have found the correct directory, a
complete list of bitmaps in that directory should be displayed.
4.
Select the logo bitmap by clicking on it in the displayed list and then click
the OK button.
5.
If you decide not to proceed with your selection, click the Cancel button.
6.
To delete a logo at any time, click the Delete Graphic button with the left
mouse button or make sure this button has the focus and select the
Spacebar.
Delete Graphic button
7.
If the Logo Incorporates Establishment Address check box is selected
then your address should be incorporated as part of your imported bitmap.
Leaving the box unchecked will place the address in the relevant section
according to the information entered in Basic Details.
8.
Once you are satisfied with the set up, click the Save button to record the
information. Clicking the Cancel button at any time will abandon the
process.
Establishment Details - System Parameters
Select the System Parameter tab to ensure that the additional parameters
required by your establishment are selected. Once you are satisfied with the
parameters selected here, click the Save button.
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04| Financial Periods, Establishment Details and Other Tools
Consistent Financial Reporting
For information about Consistent Financial Reporting, please see the FMS
Consistent Financial Reporting handbook. You should note that the
functionality associated with producing a CFR Report is selected by default.
Accounts Payable
Balance Sheet Ledger Codes
Balance Sheet Ledger Codes that become available for producing Non-Order
Invoices and Credit Notes are as follows:
Ledger Type
Ledger Description
AO
Asset
LS
Liability
CP
Capital
PY
Payroll
However, before selecting the Allow Balance Sheet Ledger Codes on
Non-Order Invoices/Credit Notes check box, you should be aware of the
following:
A local bank code must be defined. If no bank code is detected, an error
message is generated.
This check box can be deselected at any time. However, the option cannot
be de-selected while invoices or credit notes exist that have a status of
unauthorised or where the document has been placed On Hold. All
transactions of this nature must be fully processed first.
By default the ability to use Balance Sheet Ledger Codes is switched off. To
activate the functionality, select the Allow Balance Sheet Ledger Codes
on Non-Order Invoices/Credit Notes check box.
Sundry Payment Processing
For the establishment to be able to raise sundry invoices and make sundry
payments, the Allow Sundry Payment Processing check box must be
selected. Initially this will be switched off by default.
Before being able to use this process, you must have at least one bank
account defined. If you select the check box and the system detects that no
bank account exists, an error message will be issued and the selection
process will be abandoned.
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04| Financial Periods, Establishment Details and Other Tools
Sundry Payments and VAT
You should be aware, however, that selecting to use this option with FMS
has the following implications for your VAT reports.
As VAT from sundry payments will be included in the VAT reports within
FMS, these payments must be backed up by a VAT invoice as required by
Her Majesty’s Custom and Excise office.
Refunding deposits will also have an affect, as the values held within your
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.
If you require further advice and assistance on this matter, you are advised
to contact your usual support team.
Providing you have not saved sundry payment transactions, you can switch
the Allow Sundry Payment Processing option off by selecting the check
box. This action will deselect the sundry payment functionality.
Cheque Processing
This section of System Parameters enables you to specify the currency
unit to be used in FMS, e.g. pounds, euros, etc. The default setting will be
for pounds and pence. You must specify both the singular and plural for the
major denomination as well as the minor. For example:
Major Curr. Unit (Singular)
Pound
Plural
Pounds
Minor Curr. Unit (Singular)
Pence
Plural
Pence
It is recommended that you test print a cheque once the currency unit has
been defined.
Transfer Folder
This specifies the location of the Transfer folder that is used by default in
areas of FMS, e.g. CFR, Central Authorisation, etc.
Click on the Field Browser button to select the Transfer File Folder.
Typically, this would be S:\SIMS\Transfer (where S: represents the
network drive).
NOTES: It is only necessary to specify the location of the main folder, not
the underlying folders which will be created by the system.
It is not necessary for the folder to be called ‘Transfer’.
To clear the file path, click the Clear Selection button. If no file path is
entered, the system will use the Transfer folder on the local drive.
Clear Selection button
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04| Financial Periods, Establishment Details and Other Tools
Recurring Payments
This area enables you to set FMS so that the system will check for any
recurring payments due on the system date when FMS is first opened on
that date and post them automatically. The default is to have this setting
turned off.
NOTE: Journals will be posted automatically only when a user with the
appropriate access level, i.e. to manually post journals, logs in to FMS.
To set the system to post recurring payments automatically when FMS is
opened on the recurring payment due date, select the Post Automatically
check box.
When the Post Automatically check box is selected, the Warn when
Automatically Posting check box becomes available. If this check box is
selected, on startup, FMS checks if any recurring payments are due and
issues a dialog if there are.
On the Recurring Payments Available for Posting dialog, click the Yes
button to post the listed payments. Click the No button to post the
payments at another time. If you click the No button, the journal can be
posted manually or the Recurring Payments Available for Posting dialog
is displayed the next day that FMS is opened.
The list of recurring payments available for posting can be printed by
clicking the Print button.
If you do not select the Warn when Automatically Posting check box and
the Post Automatically check box is selected, FMS will post any due
recurring payments when it is first opened without issuing a dialog to this
effect.
Retained Earnings
NOTE: This setting is not available unless the retained earnings ledger
code has been defined in the Ledger Codes section of Tools | General
Ledger Setup.
To start using retained earnings, select the Use Retained Earnings check
box.
Schools whose finances are controlled centrally and do not use a local bank
account can also change to using retained earnings.
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04| Financial Periods, Establishment Details and Other Tools
NOTE: Please remember that you will not be able to define and use
retained earnings for a year which is preliminarily closed. You should also
be aware that once you have selected to use retained earnings, the check
box becomes non-editable and your decision may not be reversed.
Additional Resources:
FMS Consistent Financial Reporting handbook
More Information:
Retained Earnings Ledger Code on page 65
Establishment Details – eProcurement
Additional Resources:
For information about eProcurement and processing orders in an XML file,
refer to the eProcurement in FMS using Web Services handbook or the
eProcurement in FMS using Email handbook
IMPORTANT NOTE: The eInvoice P&P Warning Threshold on the
eProcurement page is applied to all invoices, not only those that have
been imported. This defaults to £10.00. On authorisation of an invoice,
FMS will check that the P&P does not exceed this threshold and a warning
message will be displayed if it does.
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04| Financial Periods, Establishment Details and Other Tools
Establishment Details – BACS eAdvices
Additional Resources:
For more information about setting up FMS to send BACS remittance
advice slips by email, refer to the BACS Processing chapter in the
Accounts Payable in FMS handbook
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04| Financial Periods, Establishment Details and Other Tools
Establishment Details - Interfaces
Select the Interfaces tab to set up the interface between FMS and your
payroll system and budgeting software.
Payroll Interface
1.
In order to use the Payroll Interface, select the Process Payroll Interface
check box. Initially this will be set to off by default.
2.
Select the appropriate File Type radio button to indicate whether the
payroll system is Pegasus or EARNIE.
3.
Click the Field Browser button to select the Payroll File Folder. Typically
this would be C:\Payroll (where C: represents the drive where your SIMS
system is located). This field is not activated until the Process Payroll
Interface radio button is selected.
NOTE: The Transfer folder must have already been specified before
selecting a Payroll File Folder (please see Transfer Folder on page 87).
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04| Financial Periods, Establishment Details and Other Tools
Budget Import
If you are using a separate budgeting tool that links to FMS, select the
appropriate radio button to indicate whether you are importing the budget
into FMS using the Dynamic Link Library (DLL) method or via a File.
The Dynamic Link Library (DLL) method means that the data from the
budgeting tool is prepared using its automatic export function. When Focus
| Budget Management | Import Budget is selected in FMS, the Budget
Import Parameters dialog is displayed and must be completed. FMS is
then populated with the data.
The File method means that the data is exported from the budgeting tool as
a file. When Focus | Budget Management | Import Budget is selected in
FMS, you will need to locate this file for import into FMS.
Additional Resources:
Linking FMS and Third Party Budgeting Tools handbook
Establishment Details – Scanned Documents
Select the Scanned Documents tab to specify the required parameters for
file storage.
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04| Financial Periods, Establishment Details and Other Tools
Before you select either of the check boxes on the Scanned Documents
tab, there are a number of things to be aware of. To enable you to select
the Store scanned documents in database check box, you must have
activated FILESTREAM using the SQL Server Configuration Manager and
then applied the FILESTREAM Patch.
Once you have selected this check box, you cannot deselect it. However,
you can also select the Retrieve scanned documents from File Server
check box in conjunction with the Store scanned documents in database
check box so that both storage methods can be utilised in different
circumstances.
The FILESTREAM Patch can be obtained from your SIMS Support Unit. If you
have not applied this patch, you will be unable to select the Store scanned
documents in database check box because it will be greyed out.
1.
If you want to Store scanned documents in the database, select the
check box.A warning message is displayed. If you wish to continue, click the
Yes button.
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04| Financial Periods, Establishment Details and Other Tools
2.
In the File Server Storage panel, select the Retrieve scanned
documents from File Server check box, if required.
The Document Type is set to Invoice/Credit Note and this cannot be
changed. In future developments, additional document types will be
available for selection.
94
3.
Click the Browse button adjacent to the File Server Root Folder field and
navigate to the required storage location. This is the location designated for
the storage of scanned documents on your school’s central server.
4.
Click the Edit button adjacent to the Image Identification Pattern field to
display the File Server – Page Identification Pattern dialog.
5.
Click the Required Fields buttons in the order that you want to specify as
the naming convention for all scanned documents, e.g.
<invoice_no><invoice_date><invoice_amount>.jpg translates to a file
name like this: 008477_12092011_1850.jpg.
04| Financial Periods, Establishment Details and Other Tools
6.
Click any of the Optional Fields buttons to add the field into the image
identification pattern specifications.
When choosing a filename for a scanned document on the file server, the
Invoice Amount must be entered in pence and the Supplier Code must
contain all the leading zeros. The Page No. enables you to attach multipage documents and to locate the required page within the document.
7.
Click the Save button on the File Server – Page Identification Pattern
dialog.
8.
Click the Save button on the Scanned Documents tab.
Additional Resources:
For more information on attaching scanned documents to invoices, refer
to the Accounts Payable in FMS handbook
Defining User Options
This allows you to decide on some of the options you wish to employ on the
current workstation, including the colour scheme for the various forms
produced in FMS. Access to this section is through Tools | User Options.
1.
To be able to process Purchase Orders, Invoices, Credit Notes and Payments
through Accounts Payable | Supplier Review, select the Allow full AP
processing in Supplier Review.
2.
If you would like to increase or decrease expenditure limits automatically in
Cost Centre Allocation then select the Auto Adjust Limits in Cost Centre
Allocation check box.
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04| Financial Periods, Establishment Details and Other Tools
3.
Finally, in this section you have the option to Use Wizard for Manual
Journal entry by ensuring the box is selected. If you do not wish to use the
wizard for Manual Journal entry, ensure that this check box is not selected.
Purchase Orders Default Display Order
This section defines the default display order of the Purchase Orders
browser for the current workstation only. You can re-sequence the order in
the Purchase Orders browser, but it will revert back to default the next
time the browser is accessed.
1.
Select the appropriate radio button to display the orders by Order Date or
by Order Number.
2.
Select the appropriate radio button to display orders in Ascending or
Descending order.
Colour Schemes
1.
To choose the colour scheme for Purchase Orders, Invoices and/or Credit
Notes, click the adjacent Field Browser button to open the Colour Scheme
options.
Field Browser button
96
2.
You have five options to choose from: blue, green, purple, SIMS standard,
or yellow. Highlight the scheme you want and choose the Select button. To
keep the original scheme, click the Cancel button.
3.
Once you are satisfied with the selection you have made, choose the Save
button. To abandon making any changes at present, click the Cancel
button.
04| Financial Periods, Establishment Details and Other Tools
Finding Accounts Payable Transactions
This facility provides you with the option to search for orders, invoices
and/or credit notes regarding specific items ordered. Access to this option is
through Tools | Find A/P Transactions.
Searching for Transactions
1.
In the section marked Find Transactions Pertaining to, enter the item,
e.g. paper.
2.
In the Include section you are given a choice of four options:
Purchase Orders
Invoices
Credit Notes
Deliveries
NOTE: Deliveries will only be available if the Record Deliveries check
box is selected in Tools | Define Financial Years. You may select this
check box at any time during the financial year by highlighting the year
and clicking the Edit Item button.
3.
Either select all four options; three options, two options or just one option to
be included.
4.
Click the Search button. Any option selected in the Include section will
now be displayed in the browser for the chosen item.
5.
To view a particular purchase order, invoice, credit note or delivery note,
highlight the one you require and click the View Item button.
View Item button
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04| Financial Periods, Establishment Details and Other Tools
6.
If you now wish to edit a specific purchase order, invoice or delivery note,
highlight and click the Edit Item button.
NOTE: Remember that once an order has been printed or an invoice
passed for payment, you will not be allowed to edit, only view by clicking
the View Item button.
Searching the Parts Catalogues
Use this facility when you want to search through catalogues held on your
system for a specific item. To access this option, select Tools | Search
Parts Catalogues.
Searching Catalogues
98
1.
In the Search Part Description for section, enter the item you are looking
for.
2.
Click the Search button. The number of matches found will be displayed on
the right-hand side.
3.
If the item entered has been matched to items listed in any of the
catalogues, a browser will be displayed.
4.
The name and address of the supplier will be shown, as well as the
supplier’s telephone number.
5.
You will also be able to see when each item was last ordered by scrolling
through the list.
6.
If you wish the item to be re-ordered, click the Order This Part Now
button.
04| Financial Periods, Establishment Details and Other Tools
Raising an Order
You will need to complete the Order Header Details form. The item to be
ordered will be automatically recorded in the relevant section, as will the
supplier.
1.
To select the order book to be used, click the Field Browser button.
Highlight the book you wish to use and choose the Select button.
2.
To select the payment method for the item(s) to be ordered, click the Field
Browser button and highlight the required source from the list presented.
Field Browser button
3.
Choose the Select button to record the information on the Order Header
Details form.
4.
Click the Field Browser button to choose the relevant delivery instruction
from the displayed list.
5.
Highlight and choose the Select button to record the instruction on the
form.
6.
If you have any special instructions regarding the order, select the Special
Instructions panel and enter the details. This section may be left blank.
7.
Click the Raise Order button to complete processing the new order. You
will be presented with the Purchase Order form and the Order Line Details
form to complete.
Additional Resources:
For further information about creating an order, refer to the Purchase
Orders chapter of the Accounts Payable in FMS handbook
Using the Windows Calculator
If you wish to be able to use the Windows® Calculator to perform
calculations, then you can either select it by clicking on the Windows
Calculator button on the Application Bar or by selecting Tools | Windows
Calculator.
Windows Calculator button
You will be able to use it in just the same way as you would any other
calculator. Select the numbers you want and use the mathematical symbols
to perform the calculation.
To switch between FMS and the calculator, press the Alt+Tab keys.
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04| Financial Periods, Establishment Details and Other Tools
100
05| Additional Information
05|Additional Information
In This Chapter
Searching for an Item within a Browser ...................................... 101
Using the Calendar ....................................................................... 101
Producing a Report ...................................................................... 102
Searching for an Item within a Browser
1.
Looking for. If you require a specific entry, use this field to help you locate
the item. Either enter the first group of letters or numbers of a specific data
entry and the browser will scroll until the relevant item is found or the
nearest match has been made. The information you enter will depend on the
order selected in the Sequence section for displaying the information.
2.
If you are searching for a specific date, click the Calendar button provided
to locate the date you are looking for.
3.
In the Sequence section you are given a choice for displaying the order in
which the information is shown. From a selection of two or more radio
buttons, choose the radio button indicating your preference for the display
order of the information.
NOTE: Some Lookup Browsers do not contain a Sequence section. The
method of searching for a required field is, however, still the same as
described in Looking for.
Using the Calendar
1.
When the Calendar button is clicked the current date, month and year are
displayed. To locate a different year, month or day, proceed as follows.
Calendar button
2.
To change the year, simply click the left-hand Year button. The date and
the month will remain the same, but the previous financial year will be
displayed.
3.
When you want to return to the current year click the right-hand Year
button.
4.
To change the month, click the left-hand Month button. The date and year
will remain the same but the previous month will be displayed. You may
continue scrolling back through the months until the one you require is
displayed. The year will change automatically if you scroll back to
December, for instance.
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05| Additional Information
5.
To return to the current month, click the right-hand Month button until the
correct date is displayed.
6.
To change the date, either click on the day’s date you require, or Tab until
the dates have the focus. Use the arrow keys to locate and highlight the
date that you want.
7.
When you have chosen the date, choose the Select button to record it in
the appropriate section. Clicking the Cancel button will abandon any choices
you have made and return you to the original screen you have been working
on.
Producing a Report
To produce one of the many reports in FMS, you will first need to select the
criteria for the transactions you wish included in your report. This may be
broken down as follows:
View
1.
Typically you will need to select a radio button to select the type of report
you wish to review, e.g. whether you wish to produce a summary or detailed
report.
2.
You may also need to select the financial year, the fund, financial period,
cost centre, ledger code, date range, etc.
3.
Your report view may be refined further by selecting check boxes where
appropriate.
Sequence
This allows you to specify the order the items will be displayed in the report,
by selecting a radio button.
Reviewing the report
Once you have completed the criteria, the report will usually be produced on
screen first.
If your report is more than one page long, you have several options as to
how you switch between pages.
1.
Either click the Focus Browser button from the Focus Bar or select
Ctrl+F3 from the Page Menu. Highlight the page number you want next and
choose the Select button.
Focus Browser button
2.
You may also click the Previous Page button from the Focus Bar to view
the previous page, or select the equivalent option from the Page Menu.
Previous Page button
3.
102
To select the following page, choose the Next Page button from the Focus
Bar or the equivalent option from the Page Menu.
05| Additional Information
Next Page button
4.
If you wish to toggle between page view and screen view, click the Zoom
button from the Focus Bar. You may also select Page | Zoom or press
Ctrl+Z.
Zoom button
Exporting and Printing a Report
1.
To save your report to disk, click the Export to Disk button from the Focus
Bar or press Ctrl+E. Another option is to select Page | Export to Disk.
Export to Disk button
NOTE: When a CSV or TSV reported is exported, extra columns are added
by the system automatically. It is recommended that you use Excel for
viewing and editing CSV and TSV report formats, as it will be easier and
quicker to remove unwanted columns from your report. If you then wish to
import the report into Word, only information you require will be available.
2.
Your report may be printed by clicking the Print Report button from the
Focus Bar or by pressing Ctrl+P. Another option is to select Page | Print.
Print Report button
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05| Additional Information
104
I| Index
Index
balance sheet ledger codes
system parameters ........................... 86
bank account ledger code
A
add ................................................. 63
about FMS handbooks ............................ 2
edit ................................................. 63
access levels for FMS ........................... 38
browsing fund codes ............................ 46
access rights ....................................... 21
accessing salary periods ....................... 78
accounts payable transactions ............... 97
add
C
change
access rights .................................... 34
asset ledger code.............................. 67
change financial year ........................... 19
bank account ledger code .................. 63
chart of accounts listing report .............. 74
capital ledger code ............................ 67
check spending ................................... 15
cost centre groups ............................ 48
cheque processing
cost centres ..................................... 49
system parameters ........................... 87
creditor contorl ledger code................ 62
choose ............................................... 59
debtor contorl ledger code ................. 62
choose all ........................................... 59
expenditure ledger code .................... 59
choose funds....................................... 59
income ledger code ........................... 61
choose profile model periods ................. 54
ledger groups ................................... 55
close period ........................................ 80
liabilities ledger code ......................... 67
closing financial periods ........................ 81
petty cash ledger code ...................... 61
complete order header details ............... 99
profile model definition ...................... 52
copy
retained earnings ledger code ............ 66
user ................................................ 32
service term mappings ...................... 15
cost centre definition
user defined access levels .................. 40
delete.............................................. 51
VAT ledger code ............................... 58
edit ................................................. 49
add remainder .................................... 53
cost centre group definition
delete.............................................. 49
B
edit ................................................. 50
BACS
account type .................................... 63
user number .................................... 63
cost centre group structure report ......... 73
cost centre groups
add ................................................. 49
105
I| Index
cost centre listing report....................... 73
cost centre group definition ................ 49
cost centre/ledger code links
cost centre/ledger code links .............. 71
delete ............................................. 71
financial year ................................... 18
cost centres
fund code ........................................ 48
add ................................................. 48
ledger codes .................................... 68
define.............................................. 48
ledger group .................................... 56
creditor control ledger code
profile model definitions .................... 53
add ................................................. 62
user ................................................ 34
edit ................................................. 62
VAT periods ..................................... 77
deliveries
D
record ............................................. 15
debtor control ledger code
add ................................................. 62
E
edit ................................................. 62
eAdvices ............................................. 90
define
edit
access rights .................................... 34
asset ledger code .............................. 67
cost centres ..................................... 48
bank account ledger code .................. 63
establishment details ........................ 82
capital ledger code ............................ 67
establishment logo ............................ 84
cost centre definition ......................... 50
financial years .................................. 15
cost centre group definition ................ 49
fund codes ....................................... 46
creditor control ledger code ................ 62
ledger codes .................................... 56
debtor control ledger code ................. 62
ledger groups ................................... 55
expenditure ledger code .................... 59
profile models .................................. 52
financial year ................................... 18
salary periods .................................. 78
fund code ........................................ 47
system parameters ........................... 85
individual VAT periods ....................... 77
user options ..................................... 95
ledger code ...................................... 61
VAT periods ..................................... 75
ledger groups ................................... 55
define cost centre/ledger code links ....... 69
liabilities ledger code ......................... 67
define establishment ............................ 82
petty cash ledger code ...................... 61
define/edit years ................................. 15
profile model definitions .................... 52
delete
retained earnings ledger code ............ 66
cost centre definition ......................... 51
106
user ................................................ 34
I| Index
VAT ledger code ............................... 58
G
VAT periods ..................................... 77
general ledger setup ............................ 45
establishment
define.............................................. 82
reports ............................................ 72
general ledger setup reports
establishment details
ledger type chooser .......................... 73
BACS eAdvices ................................. 90
establishment logo
define.............................................. 84
I
income ledger code
add ................................................. 61
exclusive use of FMS .............................. 3
expenditure
individual VAT periods
edit ................................................. 77
edit ................................................. 59
expenditure ledger code
add ................................................. 59
K
key features of FMS ............................... 3
F
keys without button equivalents .............. 6
financial year
L
change ............................................ 19
delete ............................................. 18
edit ................................................. 18
open ............................................... 18
select .............................................. 19
financial years
define.............................................. 15
find accounts payable transactions ........ 97
FMS and multi-users .............................. 4
FMS login ........................................... 11
fund code
delete ............................................. 48
edit ................................................. 47
fund codes
define.............................................. 46
ledger code
edit ................................................. 55
ledger code listing report ...................... 73
ledger codes
define.............................................. 56
delete.............................................. 68
ledger definition creation wizard ............ 57
ledger group
delete.............................................. 56
ledger groups
add ................................................. 55
edit ................................................. 55
link
ledger codes and cost centres ............ 72
login .................................................. 11
fund definition
retained earnings.............................. 46
107
I| Index
system parameters listing .................. 74
M
manage users ..................................... 31
reset password .................................... 42
month period mappings ........................ 79
reset to zero ....................................... 53
retained earnings ................................ 65
O
system parameters ........................... 88
open financial year .............................. 18
retained earnings ledger code
add ................................................. 66
P
edit ................................................. 66
password ............................................ 11
payroll interface
system parameters ........................... 91
review, save and print a report............. 102
S
periods by calendar month ................... 15
salary month mapping ......................... 79
petty cash ledger code
salary periods
add ................................................. 61
define.............................................. 78
edit ................................................. 61
search catalogues ................................ 98
print setup .......................................... 20
raise order ....................................... 99
producing a report .............................. 102
search transactions .............................. 97
profile model definition
searching the browser ......................... 101
add ................................................. 52
profile model definitions
select
colour schemes................................. 96
delete ............................................. 53
cost centres to link to ledger codes ..... 70
edit ................................................. 52
ledger codes to link to cost centres ..... 71
profile models
define.............................................. 52
period to close .................................. 81
select financial year ............................. 19
select for spread .................................. 53
R
record deliveries .................................. 15
remove .............................................. 59
reports
chart of accounts listing ..................... 74
cost centre group structure ................ 73
cost centre listing ............................. 73
general ledger setup ......................... 72
ledger code listing............................. 73
108
service term mappings
copy ................................................ 15
shortcut keys ........................................ 5
single use of FMS .................................. 4
spread remainder ................................ 53
sundry payment processing
system parameters ........................... 86
supervisor defined access levels ............ 39
I| Index
system parameters
balance sheet ledger codes ................ 86
W
Windows calculator .............................. 99
cheque processing ............................ 87
define.............................................. 85
Y
payroll interface ............................... 91
year description .................................. 15
retained earnings.............................. 88
years
sundry payment processing ............... 86
define/edit ....................................... 15
system parameters listing report ........... 74
U
unlink
ledger codes and cost centres ............ 72
user
add ................................................. 32
delete ............................................. 34
edit ................................................. 34
user defined access levels
add ................................................. 40
user defined periods ............................ 15
user id ............................................... 11
user options
define.............................................. 95
using profile models ............................. 53
using schortcut keys .............................. 5
using the calendar .............................. 101
V
VAT ledger code
add ................................................. 58
edit ................................................. 58
VAT periods
define.............................................. 75
delete ............................................. 77
edit ................................................. 77
109