ESSEX COUNTY COUNCIL
INTEGRATED FINANCIAL SYSTEM
REMOTE DATA INPUT
Introduction
The Remote Journal System is a new improved way of processing the
current paper journals. This is an internet based system, which has been
designed to eliminate the use of paper journals and speed up the overall
process.
How the system works – step by step
Your User ID, initial password and security string will be allocated by the
Financial Systems Support Team via e-mail (password will need to be
changed on first use of the system). The password needs to be a
minimum of 8 characters long and contain at least one capital letter and
one number.
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ESSEX COUNTY COUNCIL
INTEGRATED FINANCIAL SYSTEM
REMOTE DATA INPUT
Main User Menu
Creating a journal transfer batch
Click on ‘Create a Batch’. The company is defaulted to E1. Your batch
type will have been allocated to you in your registration e-mail for
schools this is your cost code eg 1880. The batch reference is a 4
character reference of your choice. You should enter the current Period
and year.
Select Authoriser from the first drop down list. The authoriser will be the
school/user you wish to journal, once selected, click on the save button.
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ESSEX COUNTY COUNCIL
INTEGRATED FINANCIAL SYSTEM
REMOTE DATA INPUT
Once you have created a batch header for your journal you will need to
add the line(s)
Enter the nominal (subjective), cost centre, and if required the analysis
and capital codes.
If you wish to enter a credit amount use a minus sign (e.g. -30.00) if
you’re entering a debit no sign is required.
When you have completed all fields click Save. You will then see this
screen.
On selecting OK you will be returned to the batch details so that you can
see what has been entered so far
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ESSEX COUNTY COUNCIL
INTEGRATED FINANCIAL SYSTEM
REMOTE DATA INPUT
You may then continue to add lines by selecting
You can also edit existing lines by selecting [Edit..] for the relevant line.
Once you have entered all your lines, the journal can be marked as
complete (ready for authorisation by the intended recipient) by using the
button.
The journal does not have to be completed in one session, and will
remain in a status of “open” until you have marked it as complete.
You can amend the header (e.g. change period or year) at any time
before completion from the “Batch Maintenance” menu option. You can
also add further lines before completion by using the option – initiators
batches then add line.
Note that the journal does not have to balance to zero at this stage. This
is to allow the authoriser to add their expenditure code(s) in order to
accept the charge.
No further journal lines can be added by the initiator once they have
“completed” the batch and status is showing as below.
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ESSEX COUNTY COUNCIL
INTEGRATED FINANCIAL SYSTEM
REMOTE DATA INPUT
The authoriser receives an email to notify that a batch requires
authorisation as follows.
The following Batch has been flagged as: To be Authorised
Company: E1
Batch Type: ESIS
Batch Reference: FH26
Input Period: 7
Input Year: 2007
Authoriser: ChrishallPrimary
Establishment: School 1760
E-mail: admin@chrishall.essex.sch.uk
Please click on the link below to access the system
https://remotegljournal.essexcc.gov.uk/AppFrames.htm
They can then enter the system to update and accept the batch - or
reject it.
Authoriser logs in to update and accept batch.
From the main menu select “Recall a Batch” to display a list of batches
awaiting authorisation.
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ESSEX COUNTY COUNCIL
INTEGRATED FINANCIAL SYSTEM
REMOTE DATA INPUT
Select [Lines...] for the relevant batch in order to review the existing
entries.
Select
in order to add the balancing entry or entries on your
expenditure code in the same manner as when initiating the batch.
(Alternatively you may wish the reject the batch and may do so my using
the “Reject” button. An email will then be sent to the initiator to advise
them. The batch then returns to a status of “Open” so that they can
amend entries as necessary. )
Once the journal is in balance (ie Debit total = Credit Total) it can be
accepted by using the “Accept” button. Emails will be sent to advise both
users that this has happened.
The batch is now included in an upload summary which is viewed by the
Financial Systems Support Team. Each night they will submit the
upload process and the entries will update IFS overnight.
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