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USER MANUAL Financial Monitoring and Planning

1. Home FMP C Set a a Location Code RM304 x Sch Accountin AIC Year Maint English Description KLETE Chinese Description Voucher Type S FCS11 01 FMP gt Common Setup gt Location Maintenance Budgeting Bookkeeping Staff Cost gt CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management gt Customization fox Local intranet 3 A list of matched location codes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 109 All Rights Reserved WebSAMS User Manual Version 1 3 jicrosoft Internet Explorer Norton Antivirus EA Back gt O A A Asearch Favorites meda D SY a g User finpSAs Last Login 02 09 2003 11 26 Logout Help PXE Current School Year 2002 3 September 2003 16 32 FAP S FCS11 02 FMP gt Common Setup gt Location Maintenance Common Setup z Een necouting Location Code RM304 7 ATTA English Description C777 pee ELOI Chinese Description C ds Voucher Type Mi Location Mait Report English Description Chinese Description Effective Status Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa PBA Non Recurrent Gra Report Management Data Management gt Customization a Location Maintenance ay ios Local intranet 4 Select a location by clicking the Location Code h
2. 1 Click FMP gt Common Setup gt Sch Accounting Info from the left menu 2 Select the School Level Session for entering School Accounting Information 3 Click Search button School Accounting Information of the selected school level session will be displayed A e on 0 9 0 BUILD 0 00 oso erne plore laj x File Edit View Favorites Tools Help Bak gt A Asearch Favorites Emedia lt 4 B S St ES y User fmpSAs Last Login 15 08 2003 11 42 Logout Help PEE Current School Year 2002 15 August 2003 16 47 rg S FCS01 01 FMP gt Common Setup gt School Accounting Information Dommo Say Search School Accounting Information School Code 112 School Name SR2 Primary School AM Accounting Period September to August Sch Level Session Primary AM v Primary AM Primary PM gt Budgeting gt Bookkeeping me 2 gt CAR gt Sales amp Stock gt Data Management gt Customization ial fea Local intranet 4 Amend the School Accounting Information such as Initial and Last Accounting Year Used fill in Last Accounting Year Used only when planning not to use FMP Module in a specified year and thereafter Budget Check Option and Module s Effective Date 5 To activate FMP modules select modules by clicking the checkbox next to the module name and fill in Effective Date 6 Click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 15 All Rig
3. E gt El Done OO T E tocal intranet Post effects Copyright 2011 Education Bureau The Government of the HKSAR Page 73 All Rights Reserved WebSAMS User Manual Version 1 3 B B 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the information of the account record is saved with the updated details Notes 1 To amend information of Account Code under school defined ledger code range English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 2 To amend information of Account Code under EDB defined ledger code range Effective Date and Effective Status are mandatory fields and they are required to be entered For report generation purpose English Description and Chinese Description cannot be amended 3 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Invalid date format Delete Account Function Description This function allows users to delete an existing account Alternatively users may choose to deactivate existing account code by updating its Effective Status to Inactive Pre requisites 1 Account Code
4. G such as Q for Quality Education Fund will not be included in the Annual Accounts Reports under Bookkeeping Module 9 Pre set account codes prepared by EDB are all under Source of Fund Code G Update Source of Fund Q Function Description This function allows users to update an existing source of fund Users may choose to inactivate a source of fund if it is no longer in use Changes to the Source of Fund s effectiveness will be propagated down to the related Ledger Code Sub Ledger Code and Account Code LQ Pre requisites 1 Source of Fund must exist User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Source of Fund tab 3 Select an existing Source of Fund Code from the drop down list box Details of the selected Source of Fund will be displayed 4 Amend the Source of Fund information Click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 29 All Rights Reserved WebSAMS User Manual Version 1 3 WebSAMS System Yersion 1 4 2 BUILD 30072007 EDB Windows Internet Explorer GO v http incs prtsvr106 jspjindex jsp 4t X coole Eile Edit Yiew Favorites Tools Help Erone User superl Login Time 31 07 2007 10 21 Logout Help PZM Current School Year 2006 31 July 2007 10 29 De Be Gwebsams system Version 1 4 2 BUILD 30072007 EDB A S FCS03 01 FMP gt
5. E Local intranet 9 The new Cheque Format is added to the system for the selected Bank E WebSAMS System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Qsearch Favorites Emedia E AX S Norton antivirus E User fmpSAs Last Login 25 09 2003 12 57 Logout Help PXEE Current School Year 2002 25 September 2003 20 29 Home FMP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information UCI Note Cheque Format ID is auto generated by the system in this format HSBCO002 Sch Accounting Bank information D cheque Fomnar Y Voucher Type TCL Location Maintet peel tl Bookkeeping B no Cheque Formato TemplateFle _ _ 1 2 HSBC Hong Kong amp Shanghai Bank SEMEL HSBCO001 Download Cheque Format Unload Cheque Forat CAR HSBCOO2 Download Cheque Format Upload Chaque Format Sales amp Stock Note Cheque Format ID is auto generated by the system in this format Bank Code lt system sequence no gt Pe fp add Non Recurrent Gra Report Management Data Management Customization OO i E Local intranet Post effects Copyright 2011 Education Bureau The Government of the HKSAR Page 87 All Rights Reserved WebSAMS User Manual Version 1 3 1 When the Add button is clicked in User Procedures Step 8 the sys
6. Copyright 2011 Education Bureau The Government of the HKSAR Page 32 All Rights Reserved WebSAMS User Manual Version 1 3 9 Click Save button Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new programme member is saved L Notes 1 Default programme WFMP Administration Programme will be created for each of the school levels sessions of the accounting year when creating a new accounting year Programme Code must consist of 4 alphanumeric characters School Level Session Accounting Year Programme Code English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 4 Warning messages will be prompted if there is any error and users will be advised to rectify the error before proceeding Warnings occur under the following scenarios No programme member is selected Programme leader is not appointed 5 Maintenance of Programme will perform staff synchronization automatically if Staff Cost Module is not effective If Staff Cost Module is effective staff synchronization will be performed automatically in Staff Cost Module 6 For bi sessional and through train schools users have to prepare
7. B OEBG Special Domain EDB defined Pre defined Income Account under Ledger G3000 G3999 501 Grant Income ZE RHIRUKA 502 Prior Year Adjustments EE PEAY aed oR ARS Cia AS 503 Clawback Amount Refunded Refundable to EDB fx 504 TRF from General Fund Subscriptions Tong Fai A C B REKRE SEE HARUS Soe rl ASC TUM 505 TRF from General Domain Control Grants A C CE Ee adel Fa Pre defined Expenditure Account under Ledger G3000 G3999 001 Grant Expenses E ARTES Be Sz C Grants Outside OEBG EDB defined Pre defined Income Account under Ledger G1000 G1699 501 Grant Income ae BIER USC AL 502 Prior Year Adjustments aE REA lel oR ARS CR ASA 503 Clawback Amount Refunded Refundable to EDB fi 504 TRF from General Fund Subscriptions Tong Fai A C BERE SEE eae EAER A 505 TRF from General Domain Control Grants A C FE ad Pre defined Expenditure Account under Ledger G1000 G1699 001 Grant Expenses E ARTE BE Sz D Grants Outside OEBG School defined Pre defined
8. OO T E Local intranet 6 Amend the ledger information in Ledger Details table 7 Click Save button to save the changes Copyright 2011 Education Bureau The Government of the HKSAR Page 51 All Rights Reserved WebSAMS User Manual Version 1 3 on 0 9 0 BUILD 0 00 oso erne plore a a la xj File Edit View Favorites Tools Help Back gt Q A Qsearch Favorites meda 4 B S Sf ES User fimpSAs Last Login 08 07 2003 20 07 Logout Help PXE Current School Year 2002 9 July 2003 18 05 Home S FCS05 04 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger Common Setup ledger Sch Accounting HE dit Ledger Details Lela ET Source of Fund Code G General Operating Fund Ledger Type Cash at Bank Ledger Code 5002 nglish Description Voucher Type M Location Maintet Report gt Budgeting gt Bookkeeping Staff Cost gt CAR Sales amp Stock Setup Maintenance Pre Year End Year End hinese Description RITTA SS fective Date ODM YYY 0103 2002 ffective Status Enquiry Report gt Daily Coll Summa gt Non Recurrent Gra gt Report Management gt Data Management Customization a sf fox Local intranet Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record update
9. User Manual Version 1 3 f Effective Status of WebSAMS Account Codes will be set as Inactive if its corresponding sub ledger code is Inactive If the corresponding sub ledger code is active the effective status of WebSAMS Account Codes will be directly converted from SAMS Account Codes g Effective date of converted active and inactive account codes will be as follows Effective Date Under For Active Ledger Account Range Code For Inactive Account Code 1XXX 01 01 1996 1 9 2000 if defined as inactive by EDB Date of Conversion Others 2XXX 01 09 2000 Date of Conversion 3XXX 01 09 2000 Date of Conversion Others 01 01 1996 Date of Conversion h The following pre defined account codes will be generated automatically A OEBG General Domain Both EDB amp School defined Pre defined Income Account under Ledger G2000 G2999 G2ZZZ 501 Grant Income E AGIA 502 Prior Year Adjustments EE EA ated oS AR CR ASA 503 Clawback Amount Refunded Refundable to EDB fi 504 TRF from General Fund Subscriptions Tong Fai A C BERE SEES Se CIM eal Ee Ek A BOS PSE 505 TRF between General Domain Control Grants A C fk 2 SaaS 506 TRF to Special Domain Grants outside OEBG A C ad ER HPRRCIS JEE YAS GIR Pre defined Expenditure Account under Ledger G2000 G2999 G2ZZZ 001 Grant Expenses rae ARTES Be SZ Copyright 2011 Education Bureau The Government of the HKSAR Page 135 All Rights Reserved WebSAMS User Manual Version 1 3
10. Voucher types have already been used to create vouchers in Bookkeeping Staff Cost Capital Asset Register or Sales and Stock Modules Voucher type to be deleted is the only one voucher type existed under the corresponding voucher classification see Notes 3 5 Same voucher type can be created back subsequently after the deletion View Last Generated No L Function Description Copyright 2011 Education Bureau The Government of the HKSAR Page 104 All Rights Reserved WebSAMS User Manual Version 1 3 This function allows users to view the last generated no LA Pre requisites 1 Voucher Type has been created User Procedures 1 Click FMP gt Common Setup gt Voucher Type Maintenance from the left menu 2 Click Details hyperlink User superl Login Time 14 09 2011 17 09 Logout Help PIRA Current School Year 2010 _ 14 September 2011 17 33 FMP Common Setup S FCS10 01 FMP gt Common Setup gt Voucher Type Maintenance Bottom Default Auto gen Bank Cash Ledger Description voucher no Ledger A C YIN Bank Government Fund z aaa gt Budgeting gt Security E Mail gt Archive Provident fund voucher GSS PJ Details 7 Customization al gt Bo
11. Copyright 2011 Education Bureau The Government of the HKSAR Page 41 All Rights Reserved WebSAMS User Manual Version 1 3 8 All the programme codes to be copied will be selected by default Users may uncheck the checkbox es next to Programme Code to exclude some of the codes 9 By default the new programme code will be the same as the selected programme code to be copied Users may change the new code by entering the New Programme Code 10 Users may opt to copy with all the existing members of the selected programmes by selecting the option for Include Members Include Members option is selected by default 11 Click Confirm button ebSA em ersion 0 9 0 BUILD 0 00 nail arnet Emre lej xj File Edit view Favorites Tools Help ney SBak gt O A Qsearch yravorites meda 3 D St EH Norton antivirus B j pSAs Last Login 10 09 2003 15 13 Logout Help PEE Current School Year 2002 10 September 2003 18 38 Home FMP S FCS04 05 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Common Setup Sch Accounti Voucher Type Mi Location Mainte Report Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Summa gt Non Recurrent Gra gt Report Management gt Data Management gt Customization i ia fox Local intranet LQ Post effects 1 When the Confirm button is clicked the system will prompt fo
12. Report Management Data Management Customization OO T E tocal intranet File Edit View Favorites Tools Help EBak gt O 2 A Qach GFavortes meda A B A H B User fmpSAs Last Login 08 07 2003 20 07 Logout Help PEE Current School Year 2002 2003 17 12 S FCS05 03 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger FMP Common Setup Sch Accounting AIC Year Mainte Add Ledger Details Source of Fund Code cs General Operating Fund z i Ledger Type cash at Bank 7 Voucher Type M Ledger Code Created 5001 Bank Govemment Fund To 5003 Bank Textbook Grant ETT Ledger Code 5000 Range 5000 5099 Report hat Bank 5000 English Description Budgeting Chinese Description Cash at Bank 5000 P 30 Bookk eee Effective Date DDMM Y YYY Josn7003 amp Staff Cost Effective Status i CAR Active Sales amp Stock Save and Back Save and Link to Bank Info Setup Maintenance Pre Year End Year End Enquiry Report gt Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization BB Local intranet 5a If Surplus Deficit Ledger Type is selected either i click Save and Link to Sub Ledger button to save the new ledger code and proceed to maintain Sub Ledger Codes of the newly created Ledger Code Copyright 2011 Education Bureau The Government of the HKSAR
13. Save and Link to Bank Info Back gt Daily Coll Summa gt Non Recurrent Gra gt Report Management gt Data Management gt Customization Lf gt 3 almi fea Local intranet Users can have a full picture of EDB and school defined ledger code range by clicking the EDB Defined Code tab Error message will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenarios Input Ledger Code does not fall within the school defined ledger code range of the selected Ledger Type as specified in the COA Maintenance EDB Defined Code Ledger Code exists Invalid date format Changes to the Ledger s effectiveness will be propagated down to the related Sub Ledger Code and Account Code That is if users change the Copyright 2011 Education Bureau The Government of the HKSAR Page 49 All Rights Reserved WebSAMS User Manual Version 1 3 Effective Date and Effective Status of Ledger then the Effective Date and Effective Status of all of its related Sub Ledger and Account will have the same change automatically 6 Ledger Code consists of 5 bytes which is formed by Source of Fund Code 1 byte Ledger Code 4 bytes There is no sub ledger and account for Asset Liability Ledger Update Ledger Function Description This function allows users to update an existing ledger Users can amend
14. r 1704501 Accurnulated Fund Account FREE 01032002 L i T E Local intranet 5 View edit details of the Account by clicking the I E Account Link hyperlink 6a If Income hyperlink is clicked the system will link to the screen under Account tab with Account Type as Income and list out all the existing Income Account Codes of the selected Sub Ledger On that Account screen users can perform the following actions Copyright 2011 Education Bureau The Government of the HKSAR Page 67 All Rights Reserved WebSAMS User Manual Version 1 3 Add anew Income Expenditure Account Code Update an existing Income Account Code Delete an existing Income Account Code 6b If E Expenditure hyperlink is clicked the system will link to the screen under Account tab with Account Type as Expenditure and list out all the existing Expenditure Account Codes of the selected Sub Ledger On that Account screen users can also perform the following actions Add anew Income Expenditure Account Code Update an existing Expenditure Account Code Delete an existing Expenditure Account Code Please refer to Chapter 2 3 6 for detailed information of Account maintenance functions LJ Post effects 1 Link to Account maintenance page LL Notes N A Copyright 2011 Education Bureau The Government of the HKSAR Page 68 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 6 Account If users hav
15. D 3 Sf H Y Home aa S FCS06 04 FMP gt Common Setup gt Chart of Account Maintenance gt Sub Ledger Common Setup Sub tedger Sch Accounting egit su dger Details a TTS Source of Fund Code G General Operating Fund COA Maintenanc Ledger Code HOMES SIREN Se Ne Voucher Type Mi Sub Ledger Code 002 Location Maintet English Description Teaching Supporting Staff Report See e z bia baa a Effective Date DDMMYYYY mano Bookkeeping Staff Cost Effective Status Active z CAR Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Data Management Customization COE T E tocal intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 63 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the information of the sub ledger record is saved with the updated details L Notes 1 To amend information of Sub Ledger Code under school defined ledger code range English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 2 To amend information of Sub Ledger Code under EDB defined ledger code range Effective Date
16. Sub Ledger Add Sub Ledger Details Source of Fund Code G General Operating Fund 7 Ledger Code 1 Sub Ledger Code Created Location Maintet Sub Ledger Code Report Budgeting ESRDE Sub Ledger Code 61701508 Bookkeeping Chinese Description Sub Ledger Code 61701508 PX Staff Cost Effective Date DDMM Y YYY Boza CAR Effective Status Sales amp Stock Save and Back Save and Link to Account Back Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization eal COA Maintenance all fox Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 59 All Rights Reserved WebSAMS User Manual Version 1 3 6 Click Save and Link to Account button to save the new sub ledger code and proceed to maintain the accounts of the newly created Sub Ledger Code The system will link to Maintenance of Account page ziez File Edt View Favorites Tools Help Bak gt O A search Gyravorites meda 3 D St a Norton Antivirus B i User finpSAs Last Login 20 09 2003 13 42 Logout 1 Help PEZ Current School Year 2002 25 September 2003 16 06 Home FMP Common Setup Sch Accounting ELE Source of Fund Code G General Operating Fund z S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account Record saved successfully F edger Code 61701 General Fund Subscription TF A C z7 AUL S
17. 2 Click Bank Information tab 3 Click Bank Ledger Information tab 4 Select a bank ledger code from the drop down list box Bank information of the selected bank ledger will be displayed 5 Amend the Bank Ledger Information in Bank Information table Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer laj xj File Edit View Favorites Tools Help Back r gt OA A search Favorites GFPmeda G D S Sf SB User fmpSAs Last Login 04 08 2003 15 18 Logout 1 Help PXE Current School Year 2002 4 August 2003 15 43 Home FMP Common Setup Sch Accounting Bank Ledger Information Ie Mi Af S FCS08 02 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information AIC Year Mainter Bank Ledger Information G General Operating Fund Ed Ledger Code 5001 Bank Government Fund x Location Maintet Report Budgeting Bookkeeping eer es Bank Code HS HangSengBank x gt CAR Bank Account Number pai Sales amp Stock Bank Account Holder Name Eng SR2 Bank Account Name AE TLL Bank Account Holder Name Chi CC Non Recurrent Gia Cheque Format ID Hs0001 z gt Report Management gt Data Management Autopay Format ID 0001 Hang Seng Bank Autopay MRI 7 gt Customization Note Only 5 formats are provided for cheque printing function Set this bank to use cheque printing Ys C No IEE Local intranet
18. 6 Click Save button to save the changes Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the bank information is saved with the updated details L Notes Copyright 2011 Education Bureau The Government of the HKSAR Page 80 All Rights Reserved WebSAMS User Manual Version 1 3 1 Please refer to Chapter 2 3 7 Bank Information Bank Ledger Information Add Bank Ledger Information Notes Point 1 to 6 2 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenarios The system does not allow users to set the bank to not using cheque printing i e Select No in Set this bank to use cheque printing if there are cheques not being confirmed as Successfully Printed in cheque printing function of Bookkeeping module Bank Details Add Bank Details Function Description This function allows users to create a new Bank Details For example if users plan to use Cheque Printing function for a particular bank which is not in the EDB pre defined bank list i e Hong Kong and Shanghai Bank Corporation Bank of East Asia Hang Seng Bank Fortis Bank and Belgian Bank users can a
19. Code Management j Lj SCHOOL ASSET 6991 6999 xl I TTT TT aO internet Roo Copyright 2011 Education Bureau The Government of the HKSAR Page 25 All Rights Reserved WebSAMS User Manual Version 1 3 WebSAMS System Version 1 4 2 BUILD 30072007 EDB Windows Internet Explorer Go gt Je http ines prtsvr106 jspfindex isp 7 m pl File Edit View Favorites Tools Help we a K WebSAMS System Version 1 4 2 BUILD 30072007 EDB Home User super Login Time 31 07 2007 10 21 Logout Help PXM Current School Year 2006 _31 July 2007 10 17 123 4401 4405 500 999 Reserved by EMB 4406 4800 001 999 gt Student Activities Reserved by EMB 4501 4900 001 999 gt Award amp Punishm Be Reserved by EMB 4600 4800 001 999 pays P Sit Denion NEW CODE 4801 4810 4301 4810 001 499 gt Staff ae NEW CODE 4801 4810 4801 4810 500 999 gt HKAT i NEW CODE4811 4998 EMB SHIRLEY 4811 4998 001 499 gt Applied Learning Pie NEW CODE4811 4998 SCHOOL SHIRLEY 4811 4998 500 999 FMP NO AUTO ACCOUNT 4900 4999 001 499 NO AUTO ACCOUNT 4900 4999 500 999 INACTIVE EMB 4901 4950 4901 4950 001 999 Bapat INACTIVE EMB 4901 4950 4901 4950 001 999 gt Budgeting INACTIVE SCHOOL 4951 4999 4951 4999 001 999 gt Bookkeeping gt Staff Cost i T a NEW CODE 4999 NEW school 4999 4999 001 999 gt Sales amp
20. Common Sftup gt Chart of Account Maintenance gt Source of Fund Home Student Info Enq School Manageme Soarte of Fund gt Student Source of Fund Code G General Operating Fund m gt Attendance English Description General Operating Fund gt Student Activities hinese Description SEE ree z gt Award amp Punishm Effective Date OD MM YYYY 01702 2002 gt Assessment Effective Status active z 3 gt Special Assessme Note Source of Fund Code A to G is reserved by EDB gt Staff Deployment Tel save gt Staff E m gt HKAT gt Applied Learning 5 gt HKEAA FMP Common Setup Sch Accounti AIC Year Mai Voucher Type Location Maii Report gt Budgeting gt eeping z ce COA Maintenance Ca Internet R10 4 LQ Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the information of the source of fund is saved with the updated details L Notes 1 English Description and Chinese Description can only be amended if the selected source of fund code is defined by school i e cannot be amended for Source of Fund Code A to G 2 English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are r
21. D Sat EY Norton antirus E User fmpSAs Last Login 10 09 2003 15 13 Logout 1 Help PEE Current School Year 2002 10 September 2003 18 30 S FCS04 03 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Programme Sch Accounting Programme Details Pilea lla ENC Accounting Year YYYY YYYY 2010 2011 Sch Level Session Primary AM Programme Code CHIN English Description Chinese Chinese Description pr Effective Date DDMM YYYY 102203 Budgeting Effective Status i Bookkeeping Active E Remarks Home FMP Common Setup Voucher Type M Location Mainter Report Staff Cost CAR Sales amp Stock Daily Coll Summat AMO LAU WAILOK 2118 m C201 HUI CHOI WAH BE m Non Recurrent Gra Report Management Data Management asthe leader to select gt Customization E mia Se vetete H save lt Back E tocal intranet Click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 36 All Rights Reserved WebSAMS User Manual Version 1 3 on 0 9 0 BUILD 0 00 E aj x File Edit View Favorites Tools Help Back gt A A Asearch GFavortes meda G S YX S g Norton antivirus E User fmpSAs Last Login 10 09 2003 15 13 Logout Help PRE Current School Year 2002 10 September 2003 18 31 ae S FCS04 03 FMP gt Common Setup gt Chart of Account Mainten
22. English Description Chinese Description Effective Date and Effective Status of the Sub Ledger Code under school defined ledger code range For report generation purpose English Description and Chinese Description of Sub Ledger Codes under EDB defined ledger code range are not allowed to be amended Users can only amend the Effective Date and Effective Status of the Sub Ledger Codes under EDB defined ledger code range LQ Pre requisites 1 Sub Ledger Code has been created Yi User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Sub Ledger tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched sub ledger codes will be displayed e on 0 9 0 BUILD 0 00 oso ernet Explo F lej xj File Edt view Favorites Tools Help Bak gt O A Qsearch Syravorites meda lt 4 D St EB Common Setup aay sub bedger Sethu duke Source of Fund Code G General Operating Fund X iniaa Ledger Code 61016 Mortgage Interest Subsidy Scheme AIC Sub Ledger Range From S E RA ME ger Rang 61016001 Teaching Staff z Location Maintenanc E 61015002 Teaching Supporting Staff Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Management ita Management istomization Eai fox Local intranet al E Done 5 View edit details of a Sub Ledger by clicking the Sub Led
23. From Report Account Range ALL gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Summa gt Non Recurrent Gra Report Management gt Data Management gt Customization fell fox Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 72 All Rights Reserved WebSAMS User Manual Version 1 3 5 View edit details of an account by clicking the Account Code hyperlink Edit Account Details page will be displayed E WebSAMS System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Reach Favorites Smeda D SY EY Norton antivirus E Home FMP Common Setup Sch Accounting AIC Year Mainte COA Maint q Voucher Type M Location Mainte Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization User fmpSAs Last Login 25 09 2003 12 57 Logout Help PEZ Current School Year 2002 25 September 2003 20 12 S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account Source of Fund Code cs General Operating Fund z Ledger Code o1709 1709 Testing zl Sub Ledger Code a 709501 Sub Ledger Code G1709501 z Account Type ALL d Account Range From ALL v To ALL X English Description Chinese Descrip
24. Note Only 5 formats are provided for cheque printing function jG Set this bank to use cheque printing C Ye No Data Management Customization O T E Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 78 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the new bank ledger information is saved 4 Notes 1 Bank Account Number and Bank Account Holder Name Eng are mandatory fields and they are required to be entered 2 Bank Account Number can only be composed by numeric and hyphen For example the system will accept 123 456 7890 and 1234567890 as valid Bank Account Numbers while 123 ABC 7890 will be rejected for the reason of invalid bank account number 3 Error message will be prompted if there is any error and users are not allowed to proceed until the error is being rectified 4 If Cheque Printing function is to be used in Bookkeeping or Staff Cost Module users should perform the following actions under Bank Ledger Information a Set up Bank Ledger Information b Select Cheque Format ID for the bank to be set for Cheque Printing the system will print out the cheque in the selected
25. Sch Level Session Accounting Year YYY YYYY Voucher Type M Location Mainte Primary AM z 20022003 7 Report OCA English Description Chinese Description Effective Date Budgetin welt m EME ogramme FEL PHB 01092002 F Bookkeeping Staff Cost zx 1802 2003 E gt CAR pr 1802 2003 A gt Sales amp Stock gua 18 02 2003 wa Daily Coll Summa 1021 1021 01092002 E Non Recurrent Gra Report Management Bp ada Sp copy w Zoeller Data Management Customization IEE Local intranet Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 39 WebSAMS User Manual Version 1 3 Li Post effects 1 When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information When the system prompts Programme lt Programme Code gt deleted successfully the programme code is deleted 4 Notes 1 Users are not allowed to delete default Programme Code WFMP 2 Programme can be deleted if there is no member selected and the programme is not used by any other modules of the selected school level session and accounting year Copy Programme Q Function Description This function allows users to copy existing programme s from one school level session and accounting year to another E g copy from Accounting Year 2001 2002 Primary AM to Accou
26. 3828 EVR HEKE ee Gene HS AaS JES RS AAI G3XXX 500 TRF from Gen Domain 505 TRF from General Domain Control Grants A C FR At elie Control Grants A C FR At eles ape al S S ta ag E A ES aha FS oye all e FS ag e A ES ald FS 501 TRF from General 504 TRF from General Fund Fund Subscription A C HH 4 Subscriptions Tong Fai A C eee SoU sz ie aed Pas AR ee Et Sites 502 Previous Year Adjustments 502 Prior Year Adjustments _ 4F Clawback 4 RAY sel 3 ER SRS e One set of Preload Account Code is provided in WebSAMS for report generation purpose After data conversion from SAMS if the converted account code already exists in the set of Preload Account Code its description under SAMS will be replaced by the Preload Account Code description Copyright 2011 Education Bureau The Government of the HKSAR Page 134 All Rights Reserved WebSAMS
27. Bookkeeping Staff Cost Capital Asset Register and Sales and Stock Modules The voucher type is required to be specified when creating new vouchers All the voucher types are categorized under 9 voucher classifications Bookkeeping Payment Voucher Bookkeeping Receipt Voucher Bookkeeping Journal Voucher Bookkeeping Petty Cash Voucher Staff Cost Payment Voucher Staff Cost Journal Voucher Capital Asset Register Payment Voucher Sales and Stock Payment Voucher Sales and Stock Receipt Voucher LQ Pre requisites 1 EDB preloaded voucher type has been set up 2 Duplicated voucher type does not exist 8 User Procedures 1 Click FMP gt Common Setup gt Voucher Type Maintenance from the left menu All the existing voucher types will be displayed 2 Click Add button Add Voucher Type Details page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 97 All Rights Reserved WebSAMS User Manual Version 1 3 Mppecu Loaruny SPA Report Manageme Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent Data Comunica Receipt voucher Government Fum Current School Year 2010 14 User super Login Time 14 09 2011 17 09 Logout Help PXIRA ber 2011 17 19 Journal voucher Petty cash Government Fund Petty Cash Government Fund Provident fun
28. Code Mapping Report R FCS010 E All these reports can facilitate users in checking the mapping of converted Chart of Account from SAMS to WebSAMS a Report category FCS 2 Data Conversion will be available in the report functions of Common Setup Module The following reports can be generated Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 138 WebSAMS User Manual Version 1 3 b Report category FCA 5 Data Conversion will be available in the report functions of Capital Asset Register Module if the school chooses to re group the convert asset data The following report can be generated under this category Converted Asset Code List R FCA017 E c After data conversion users can make a comparison for the following SAMS reports and WebSAMS reports Module SAMS Report WebSAMS Report Common Setup 1 Programme Code HSR2000E Housekeeping Application 1 Programme Code Master List R FCS001 E Capital Asset Register 1 Capital Asset Register FPR4010E Register of Capital Asset by Category R FCA002 E Register of Capital Asset by Location R FCA003 E Register of Capital Asset by Responsible Officer R FCA004 E Capital Asset Register R FCA011 E 2 Authority Log Write off Transaction FPR4040E 2 Authority Log Write off Asset R FCA005 E 3 Asset Type HSR1000E Housekeeping App
29. Codes will be directly converted from SAMS Sub Ledger Codes 6 Income Expenditure Account Code a All account codes active and inactive will be converted from SAMS All converted codes will be under Source of Fund Code G in WebSAMS The general conversion rule is that 51 and 50 will be added to SAMS income and expenditure account codes respectively For example SAMS income account code 500 will be converted as 551 in WebSAMS SAMS expenditure account code 001 will be converted as 051 in WebSAMS Existing I E codes 4YY and 4ZZ will remain the same in WebSAMS I E codes 1020014YY and 102001422 will be converted as G17015014YY and G170150142ZZ in WebSAMS accordingly Account code of OEBG General Domain or Special Domain will have special conversion handling as follows OEBG General Domain and Special Domain Under Ledger Code Range SAMS Account Code WebSAMS Account Code G2XXX 500 TRF between Gen Domain 5051TRF between General Domain Ctrl Grants A C AG wane a Ili Control Grants A C H4 EEIE K Ae RER E REIR Z ARRA ERE ASC aS E RIR Z AA H 501 Previous Year 502Prior Year Adjustments FEJE Adjustments Clawback _E EGE Feel E E 502 ITRF to Special Domain From 506 TRF to Special Domain Grants G Fund Sub A C HAR EIERE outside OEBG A C 2H
30. Customization O i E tocal intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 107 All Rights Reserved WebSAMS User Manual Version 1 3 3 Enter the Location information 4 Click Save button to save the entered information p WebSAMS System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Esak gt OA Qseach Favores reds G D 3 a oY User fmpSAs Last Login 10 07 2003 11 38 Logout Help PXE Current School Year 2002 10 July 2003 16 49 S FCS11 03 FMP gt Common Setup gt Location Maintenance FMP Common Setup Sch Accounting AIC Year Mainte ee cient English Description Location Code STORE Si OT TAA Chinese Description Store Room P 30 LLL Effective Status Active v Report tore Room gt Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra gt Report Management gt Data Management gt Customization E Location Maintenance feet fox Local intranet LQ Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new location is saved 4 Notes 1 Location Code English Description Chinese Descript
31. Description as the new Ledger Code and a set of pre defined income expenditure account codes simultaneously 4 Notes 1 Source of Fund Code Ledger Type Ledger Code English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 2 When adding new Ledger Code after selecting Source of Fund Code and Ledger Type the page will show the range of ledger code already created The range of ledger code in which users are allowed to create will also be displayed next to the ledger code input field b on 0 9 0 BUILD 0 T oso plo la xj File Edit View Favorites Tools Help Back gt amp A A Qsearch Favorites media B SY Sw Norton Antivirus B User fmpSAs Last Login 10 09 2003 15 13 Logout Help PXE Current School Year 2002 10 September 2003 18 53 Home S FCS05 03 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger FMP y Common Setup Ledger 2 gt Budgeting Sch Accounting Add Ledger Details LLA cela ETC Source of Fund Code G General Operating Fund z io Ledger Type Cash at Bank bd WEL Ledger Code Created 5001 Bank Government Fund To 5004 004 Testing ET TIE Ledger Code Range 5000 5099 Report 7 De prio Chinese Description r Bookkeeping Effective Date DDMM YYYY 1000203 gt Staff Cost CAR Effective Status Active v gt Sales amp Stock Save and Back
32. Fie Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D SY a B Address http 192 168 6 154 jsp index jsp x amp User fmpuser Login Time 15 08 2003 16 51 Logout Help PXEE Current School Year 2001 15 August 2003 16 51 a FMP S FCS01 02 FMP gt Common Setup gt School Accounting Information Common Setup Sch Accounting AIC Year Mainte Update School Accounting Information School Code 999999 Train School PAT eee school Name Through Type 6 Veter Accounting Period September to August ETSI Sch LeveliSession Primary Whole Day Report sea Last Updated Date DDMM Y YYY Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Initial Accounting Year YYY v v YYY 2000 2001 DET ea aster Last Accounting Year Used YYYYVYYYY gt Non Recurrent Gra Report Management Note No accounting entry can be entered after the last accounting year used Customization Budget Check Option Income NoCheck Warning Error Expenditure warning Error File Edit View Favorites Tools Help Back gt OA A Asearch GFavortes meda D Sy a Address http 192 168 6 154 jsp index jsp Go User fmpuser Login Time 15 08 2003 16 51 Logout Help PERE Current School Year 2001 15 August 2003 16 52 FMP att Sch Accounting Income NoCheck Warning Error Plea ric Exp
33. Income Account under Ledger G1700 G1999 501 Income IA 502 Prior Year Adjustments EF PEAY ated Pre defined Expenditure Account under Ledger G1700 G1999 001 Expenses BF 7 Voucher type a If the school chooses to convert data for Capital Asset Register Module then the converted voucher named Conversion Capital asset purchase voucher with prefix CE will be pre defined Asset Vouchers will be created for the converted assets in WebSAMS However users are not allowed to delete create new voucher in WebSAMS with this prefix CE Copyright 2011 Education Bureau The Government of the HKSAR Page 136 All Rights Reserved WebSAMS User Manual Version 1 3 8 Converted CAR Voucher a If the school chooses to convert data for Capital Asset Register Module then Asset Vouchers will be created for converted assets in WebSAMS The defaulted voucher status of the converted vouchers are Completed And the voucher number of the asset vouchers will be in the following format CE Donation Indicator Asset Registered Date e g CEP1998 10 01 CED1999 01 01 Donation Indicator P stands for purchased asset D stands for donated asset Asset Registered Date is in the format YYYY MM DD Voucher date will be same as Asset Registered Date by default However if the asset registered date is not within the accounting years def
34. Stock gt Daily Coll Sumi Non Recurrent gt SPA For Surplus Deficit Ledger Only Bi oa naa Defined Code School Defined Code farmama Le ee a o rom o gt Data Query Tool Gs y J Go Income Account 550 551 999 gt Timetabling gt Code Management Expenditure Account 001 l 050 051 499 TT TTT O tenet Rios gt 4 AA Post effects 1 EDB defined code range will be displayed B Notes 1 The range of Ledger Code Sub Ledger Code Account Code will be displayed The initialization of account will enable the school to maintain Chart of Account 2 The range of Ledger Code Sub Ledger Code Account Code can be updated by EDB via CDS 3 Any change to the code range Reserved by EDB will be sent to school via CDS 4 Ledger Code Sub Ledger Code Account Code can be updated by EDB and sent to the school via CDS 5 Asset Liability Ledger Code consists of 5 bytes which is formed by Source of Fund Code 1 byte Ledger Code 4 bytes 6 Income Expenditure Account Code consists of 11 bytes which is formed by Source of Fund Code 1 byte Ledger Code 4 bytes Sub Ledger Code 3 bytes Account Code 3 bytes Copyright 2011 Education Bureau The Government of the HKSAR Page 26 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 2 Source of Fund Add Source of Fund LQ Function Description This function allows users to create a new source of fund Whe
35. WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edt View Favorites Tools Help Back gt O A A Asearch Favorites meda D S A ag Common Setup Subedgerii Sataua Source of Fund Code G General Operating Fund z aaa Ledger Code 61704 Accumulated Fund Account 7 COA Maintenance Sub Ledger Range From ALL 7 Voucher Type Mainte To ALL lt Location Maintenanci Report Z p Add Reset Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Management ita Management istomization all fe Local intranet File Edit View Favorites Tools Help Back gt OA Asearch fHyFavortes meda lt 4 D SY EY SAs Last Login 08 07 2003 20 07 Logout Help FXE Current School Year 2002 9 July 2003 18 37 S FCS06 02 FMP gt Common Setup gt Chart of Account Maintenance gt Sub Ledger Common Setup ad Source of Fund Code G General Operating Fund x AIC Year Mainte edor Cad COA Maintenan 61704 Accumulated Fund Account Voucher Type M Sub Ledger Range From faLL 7 Location Mainte To ALL v m Sub Ledger Code English Description Chinese Description Effective Date I Account link Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra gt Report Management Data Management Customization
36. a template file from local file system 8 Click Add button to save the entered information Copyright 2011 Education Bureau The Government of the HKSAR Page 86 All Rights Reserved WebSAMS User Manual Version 1 3 18 x T WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D SY a B User fmpSAs Last Login 04 Current School Year 2002 4 Sep 2003 11 14 Logout 1 Help FXEE tember 2003 16 57 Home FMP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Common Setup Sch Accounting ank Informabon TT cheque romen i Cheque Format Bank Code HSBC Hong Kong amp Shanghai Bank Voucher Type Mi Location Maintet Report Cheque Format Repository mo O f Cheque Format ID Template File Budgeting 1 HSBODOOL Download Cheque Format Ulead Chane Format Bookkeeping Note Cheque Format ID Upload Cheque Format Microsoft Internet Explorer age eaa CAR Sales amp Stock Daily Coll Summa S FCS08 09 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Upload Cheque Format Bank Code HSBC Template File C Documents and Settings Browse Last Created Cheque Format ID HSBC0001 Non Recurrent Gra Report Management Data Management gt Customization
37. amp PF Details 65001 Bank Government Fund el gt Code Management Payroll voucher PR Details 65001 Bank Government Fund El gt Security AE Gennes Gace p 3 Pe E Provident fund voucher GSS Details Ea Archive E Capital Asset Register Payment Voucher gt Customization Capital asset purchase voucher Details 65001 Bank Government Fund wl 11 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenarios Duplicated voucher prefix exists Prefix does not consist of 2 characters and it is not in alphanumeric Update Voucher Type Function Description This function allows users to update an existing voucher type Pre requisites 1 Voucher Type has been created Copyright 2011 Education Bureau The Government of the HKSAR Page 101 All Rights Reserved WebSAMS User Manual Version 1 3 8 User Procedures 1 Click FMP gt Common Setup gt Voucher Type Maintenance from the left menu 2 Update the fields and click Save button to save the changes User super Login Time 14 09 2011 17 09 Logout Help P3chRA School Year 2010 14 September 2011 17 19 Current Receipt voucher Government Fum X v nm Bookkeeping Journal Voucher Common Setup E Journal voucher JV Details T Sch Accounti Bookkeeping Petty Cash Voucher AI
38. budget for each of the school levels sessions of an accounting year under Budgeting Module and may require to create programme under each individual school level session Update Programme L Function Description This function allows users to update an existing programme For example users may want to change the leader of a programme or update the effectiveness of certain programmes via this function Users may set the effective status to Inactive if the programme is no longer in use B Pre requisites 1 Programme of the selected accounting year must exist User Procedures Copyright 2011 Education Bureau The Government of the HKSAR Page 33 All Rights Reserved WebSAMS User Manual Version 1 3 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Programme tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched programmes will be displayed ZJ WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer la x File Edit view Favorites Tools Help EBak gt OA A Reach Gravo gla 3a User fin Current School Year 2002 SAs Last Login 15 08 2003 16 21 Logout Help PEEK 16 August 2003 15 10 Home 1P S FCS04 01 FMP gt Common Setup gt Chart Account Maintenance gt Programme Common Setup Programme T if SUG Sch Level Session Pr
39. format under Cheque Printing function c Select Yes in Set this bank to use cheque printing to allow users to select payment method Cheque With Printing when preparing payment payroll vouchers Please refer to Bookkeeping and Staff Cost user manuals for details 5 If Autopay function is to be used in Staff Cost Module users should perform the following actions under Bank Ledger Information a Set up Bank Ledger Information b Input Bank Account Number and Bank Account Holder Name Eng these 2 fields will be captured in Autopay file for Payroll Payment in Staff Cost Module c Select Autopay Format ID the system will generate bank autopay file in the selected autopay format for Payroll Payment Please refer to Staff Cost user manual for details 6 Once the bank information is added the information cannot be deleted Bank Ledger Information Update Bank Ledger Information Q Function Description This function allows users to update an existing Bank Ledger Information Copyright 2011 Education Bureau The Government of the HKSAR Page 79 All Rights Reserved WebSAMS User Manual Version 1 3 LQ Pre requisites 1 Source of Fund Code and Ledger Code under Ledger Type Cash at Bank have been set up 2 A Cheque Format has been selected if the bank is set for Cheque Printing User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu
40. gt Non Recurrent Gra 5001 Bank Government Fund IRITE BUTS Report Management Bank Info Sub ledger Data Management sane Bank School Fund ITER SRS gt Customization 5003 Bank Textbook Grant GRITE SRR E i fox Local intranet 6 Sub Ledger hyperlink is provided for surplus deficit ledger code If Sub Ledger hyperlink is clicked the system will link to the screen under Sub Ledger tab and list out all the existing Sub Ledgers of the selected Ledger Code On that Sub Ledger screen users can perform the following actions Add anew Sub Ledger Code Update an existing Sub Ledger Code Delete an existing Sub Ledger Code Please refer to Chapter 2 3 5 for detailed information of Sub Ledger maintenance functions 7 Bank Information hyperlink is provided for ledger code of Cash at Bank ledger type If Bank Information hyperlink is clicked the system will link to the screen under Bank Information gt Bank Ledger Information tab and list out the bank information of the selected Ledger Code On that Bank Ledger Information screen users can maintain the Bank Ledger Information of the selected Ledger Code Please refer to Chapter 2 3 7 for detailed information of Bank Ledger Information maintenance functions LJ Post effects 1 Link to Sub Ledger Bank Ledger Information maintenance page 4 Notes Copyright 2011 Education Bureau The Government of th
41. gt Sub Ledger Common Setup SENT Source of Fund Code G General Operating Fund z AIC Year Mainte Ledger Cod F i z COA Maint edger Code G1709 1709 Testing Voucher Type Mi Sub Ledger Range From ALL x Location Mainte To ALL X Report Budgeting i Bookkeeping Staff Cost b Ledger Code g De ptio Chinese Description Effective Date Effective Status CAR DDMMNYYY aI Ee r 5 G1709501 SubLedger Code G1709501 PX 1508 2003 F IE Daily Coll Summa Sub Ledger Code G1709502 Sub Ledger Code G1 709502 3x 25 09 2003 zA IE gt Non Recurrent Gra gt Report Management v G1709503 Sub Ledger Code G1709503 Sub Ladger Code G1709503 P3 25 09 2003 A IE gt Data Management v G1709504 Sub Ledger Code G1 709504 Sub Ledger Code G1 709504 13 25092003 A IE eb tl F 1709505 Sub Ladger Code G1709505 Sub Ledger Code G1709505 P3 2509203 F VE Baa gt a LOE EE Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 65 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects B 1 When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information When the system prompts Record deleted successfully the sub ledger record is deleted Notes 1 Deletion of EDB preloaded sub ledger code is not recommended since preload code is for annual report generation purpose
42. since there is no function provided for the creation of Autopay Format of any bank 5 Please be informed that the name of Fortis Bank has been changed to Belgian Bank on 1 5 2004 Bank Details Update Bank Details L Function Description This function allows users to update an existing Bank Details which includes Bank Name English and Bank Name Chinese LQ Pre requisites 1 Bank Details has been created 8 User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Bank Information tab 3 Click Bank Details tab 4 Select an existing bank code from the drop down list box 5 Click Search button Details of the selected bank code will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 83 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt A A Asearch Favorites Ehmedia be AX S g Norton antivirus EA SAs Last Login 04 09 2003 11 14 Logout 1 Help PEK Current School Year 2002 4 September 2003 16 48 FMP S FCS08 04 FMP gt Common Setup gt Chart gf Account Maintenance gt Bank Information Common Setup Sch Accounting Pee AIC Year Mainte COA Mainte Voucher Type Mi Location Maintet Report Bank infonmabon Budgeting Bookkeeping Staff Cost CAR Sales a
43. to August gt Customization Are you sure to save the record Canel javascript save0 D internet 4 Confirm the action Accounting period has been set up F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Qsearch GFavortes media B 4 Sf S W User fmpSAs Last Login 15 08 2003 11 42 Logout Help PEE Current School Year 2002 15 August 2003 16 47 FMP S FCS01 01 FMP gt Common Setup gt School Accounting Information Common Seis Search School Accounting Information Sa School Code 112992 AIC Year Mai School Name SR2 Primary School AM Si Accounting Period September to August Voucher Typ Sch Level Session Primary AM Location Mai Primary AM G Report Budgeting Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Sumi gt Non Recurrent Report Manageme Data Management Customization E Local intranet 5 Select the School Level Session for viewing entering School Accounting Information 6 Click Search button School accounting information of the selected School Level Session will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 11 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer
44. updated successfully the information of the bank details is saved with the updated details L Notes 1 Bank Name English is a mandatory field and they are required to be entered 2 Bank details of both EDB preloaded and school defined bank can be amended Cheque Format Add Cheque Format L Function Description This function allows users to upload a new Cheque Format and attach to a specific bank Users can then print out the cheque using the new format in Cheque Printing B Pre requisites 1 The Cheque Format Template to be uploaded must be ready and available User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu Click Bank Information tab Click Cheque Format tab Select an existing bank code from the drop down list box Ole Go a Click Search button All the existing Cheque Formats of the selected bank will be listed Copyright 2011 Education Bureau The Government of the HKSAR Page 85 All Rights Reserved WebSAMS User Manual Version 1 3 yj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer E x File Edit view Favorites Tools Help Back gt A A Asearch Favorites EHmedia be AX S Y Norton antivirus EA User fmpSAs Last Login 04 09 2003 11 14 Logout Help PXEE Current School Year 2002 4 September 2003 16 53 FAP S FCS08 07 FMP gt Common Setup gt Chart of ccount Maintenance gt
45. 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help z Back gt O A A Asearch Favorites meda D SY a User finpSAs Last Login 08 08 2003 14 44 Logout Help PXE Current School Year 2002 12 August 2003 14 14 FMP S FCS09 02 FMP gt Common Setup gt Accounting Year Maintenance tiea Update Accounting Year ST ac ng Period September to August Accounting Year WYYVVYYY D24 Accou nting Period COA Maintenanc Voucher Type M Location Maintet September to August Status Accounting Month Report MMIYYYY Budgeting 09 2013 Closed z Bookkeeping 10 2013 i Closed z Staff Cost CAR 11 2013 Closed z Sales amp Stock 12 2013 Closed 7 Daily Coll Summay 012014 closed gt Non Recurrent Gra 02 2014 Report Management Closed i gt Data Management 03 2014 Closed z Customization 04 2014 05 2014 closed z 06 2014 Closed z 07 2014 Closed z 08 2014 Closed z A13 14 Closed z Ao gt E AJC Year Maintenance Fi http 10 15 35 37 8010 jsp index jsp Mici v gt ret Explorer File Edt View Favorites Tools Help HBBak gt A A Asearch Favorites CBristory Ge S User jennifer Login Time 12 03 2003 14 11 Logout Help PREE Current School Year 2001 12 August 2003 14 19 Home S FCS09 02 FMP gt
46. 0 July 2003 12 06 Home FMP S FCS07 01 FMP gt Common Setup gt Chart of Account Maintenance gt Account Common Setup Sch Accounting W e of Fund Code Ledger Code ALL m Voucher Type M Sub Ledger Code ALL Location Maintet Account Typs ALL Report Account Range From att Budgeting ALL z Bookkeeping ER search Add Reset Staff Cost CAR Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Data Management Customization BB tecat intranet 4 Enter Account information 5 Click Save button to save the entered information F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D SY ag SAs Last Login 10 07 2003 11 38 Logout Help FEE Current School Year 2002 2003 12 08 Home FMP S FCS07 03 FMP gt Common Setup gt Chart of Account Maintenance gt Account Common Setup Sch Accountin 9 Madd Account Details Source of Fund Code fe General Operating Fund 7 Ledger Code 1003 Approved Coll for Specific Purposes AIC Voucher Type M g 1003 Approved Coll for Specific Purposes AIC g A sub Ledger Code oor Approved Collection z Report Account Type income z Budgeting Account Code Created 501 Grant Income To 505 TRF from General Domain ControliGrants As Bookkeeping Account Code Er Range 551 999 Staf
47. 1 Education Bureau The Government of the HKSAR Page 13 All Rights Reserved WebSAMS User Manual Version 1 3 9 For bi sessional schools Budgeting Bookkeeping Different effective date can be set under different Sessions Staff Cost Capital Asset Register Sales and Stock Daily Collection Summary Non Recurrent Grant Effective date will be the same across all Sessions Once the Module is set to be effective in one Session the other Session of this Module will become effective on the same date automatically 10 For through train schools Budgeting Bookkeeping Different effective date can be set under different School Levels Sessions Staff Cost Capital Asset Register Sales and Stock Effective date will be the same across all School Levels Sessions Once the Module is set to be effective in one Session all the other School Levels Sessions of this Module will become effective on the same date automatically Daily Collection Summary Non Recurrent Grant Different effective date can be set under different School Level Effective date will be the same across all Sessions within same School Level Once the Module is set to be effective in one Session the other Session of this Module under the same School Level will become effective on the same date automatically 11 Once FMP module has been set to be effective it cannot be changed under the following scenarios Users are no
48. 17 44 Logout Help PEE Current School Year 2002 11 September 2003 10 49 Home FMP S FCS07 03 FMP gt Common Setup gt Chart of Account Maintenance gt Account y Common Setup BCEE Sch Accountin 9 Bl Add Account Details AIC Year Mainte gt CAR Chinese Description gt Report Management Data Management Source of Fund Code G General Operating Fund z d Voucher Type Mi Leagar Saai 1004 Curriculum Development GrantaC x Location Maintei Sub Ledger Code 005 Technical Subjects z Report Account Type Expenditure Budgeting Account Code Created 001 Grant Expenses Bookkeeping Account Code rd Range 051 499 Staff Cost English Description SCR ISS Effective Date 0DMMVYYY 1109 2003 es PEAS Effective Status Active 7 Non Recurrent Gra Pe gt Customization 3 T E Local intranet Users can have a full picture of EDB and school defined account code range by clicking the EDB Defined Code tab Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenarios Input Account Code does not fall within the school defined account code range as specified in COA Maintenance EDB Defined Code Copyright 2011 Education Bureau The Government of the HKSAR Page 71 All Rights Reserved WebSAMS User Manual Version 1 3 Account Code exists Inv
49. 2011 Education Bureau The Government of the HKSAR Page 47 All Rights Reserved WebSAMS User Manual Version 1 3 on 0 9 0 BUILD 0 T oso ernet Explore E al xj Fie Edt View Favorites Tools Help Back gt O A A Qsearch fHjravorites meda B S Si a g Norton Antivirus x User fmpSAs Last Login 14 10 2003 10 16 Logout Help PEE Current School Year 2002 16 October 2003 11 11 Home FMP S FCS08 01 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Record saved successfully y Common Setup Banic ledger infpnnabon i Bank Ledger Information Source of Fund G General Operating Fund bd Voucher Type Mi Meee ne Ledger Code 5000 Cash at Bank by Jason English z Report gt Budgeting Fret gt Bookkeeping gt Staff Cost gt CAR Sales amp Stock gt Daily Coll Summa Non Recurrent Gra gt Report Management Data Management gt Customization mel fox Local intranet ii click Save and Back button to save the entered information and go back to Ledger main page if users select not to maintain Bank Information at this moment 5c If ledger type other than Surplus Deficit and Cash at Bank is selected there is no need to maintain Sub Ledger Codes Bank Information Save and Link to Sub Ledger and Save and Link to Bank Info buttons are not available Click Save and Back button to save the entered inf
50. 9 Click Save button LQ Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the new school accounting information is saved 2 If Last Accounting Year Used is filled no accounting entry can be entered after the Last Accounting Year Used That is accounting entries on or before Last Accounting Year Used can still be entered 4 Notes 1 For new school select either April to March or September to August as Accounting Period Accounting Period is blank by default Users can set up school accounting information only if accounting period has been set up 2 Specify Initial Accounting Year to start using FMP Module of the selected school level session 3 Specify Last Accounting Year Used only when planning not to use FMP Module 4 Each of the school levels sessions will have its own set of school accounting information Setting up of school accounting information for the school levels sessions is independent 5 The backend FMP process will automatically retrieve the school information from School Management System in WebSAMS 6 Users are allowed to select different budget check option for income and expenditure items if Bookkeeping and or Staff Cost Modules are in use When saving an unposted voucher budget check w
51. 9 Special Handling Code 102 001 G1701 501 301 G1702 501 601 G1704 501 4ZZ 001 G1705 501 5XX to 9XX 001 999 G1700to 500 999 for G1999 Grants outside OEBG G2700 to 500 999 for G2999 OEBG General Domain c With the implementation of OEBG on 01 09 2000 sub ledger codes which are not applicable under OEBG will be defined as Inactive with effect from 01 09 2000 d One set of Preload Sub Ledger Code is provided in WebSAMS for report generation purpose After data conversion from SAMS if the converted sub ledger code already exists in the set of Preload Sub Ledger Code its description under SAMS will be replaced by the Preload Sub Ledger Code description e Effective date of converted active and inactive sub ledger codes will be as follows Effective Date Under For Active Ledger Sub Ledger Range Code For Inactive Sub Ledger Code 1XXX 01 01 1996 1 9 2000 if defined as inactive by EDB Date of Conversion Others 2XXX 01 09 2000 Date of Conversion BXXX 01 09 2000 Date of Conversion Others 01 01 1996 Date of Conversion Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 133 WebSAMS User Manual Version 1 3 Effective Status of WebSAMS Sub Ledger Codes will be set as Inactive if its corresponding ledger code is Inactive Otherwise the effective status of WebSAMS Sub Ledger
52. Bank Information Common Setup E Sch Accounting AIC Year Mainte COA Mainte Voucher Type Mi Location Maintet Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management gt Customization PB vocal intranet 6 Click Add button Upload Cheque Template window will pop up Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Fie Edit View Favorites Tools Help Bak gt OA GY Asearch GiFavorites Meda 4 B SS OY User fimpSAs Last Login 04 08 2003 15 18 Logout Help PXE Current School Year 2002 4 August 2003 15 48 FMP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Common Setup Sch Accounting cheque rosnet AIC Year MainteriC heque Format Bank Code HSBC Hong Kong amp Shanghai Bank 7 Bank Informaton Voucher Type Mi ER Search E Reset Location Maintei Report Cheque Format Repository e Cheque Format ID Template File Budgeting 1 HSBCo0OL Download Cheque Format Upload Cheque Format Bookkeeping Note Cheque Format ID is auto generated by the system in this format lt Bank Code lt system sequence no gt Staff Cost CAR Sales amp Stock Bada Jeact Daily Coll Summa Non Recurrent Gra Report Management 6 Data Management gt Customization ES Local intranet 7 Select
53. Bureau The Government of the HKSAR Page 6 All Rights Reserved WebSAMS User Manual Version 1 3 Q FCS01 Maintenance of School Accounting Information B e School Management SCH e Retrieve School Name e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Insert audit trail to Security e Check users access rights to create update School Accounting Information FCS02 EDB Defined Code e Communication and Delivery System CDS e Distribute the new EDB Defined Code to the school FCS03 Maintenance of Source of Fund e Security SEC e Insert audit trail to Security e Check users access rights to add update source of fund FCS04 Maintenance of Programme and Programme Members e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Insert audit trail to Security e Check users access rights to add update delete programme and programme members FCS05 Maintenance of Ledger e Security SEC e Insert audit trail to Security e Check users access rights to add update delete ledger FCS06 Maintenance of Sub ledger e Security SEC e Insert audit trail to Security e Check users access rights to add update delete sub ledger FCS07 Maintenance of Account e Security SEC e Insert audit trail to Security e Check users access rights to add update delete account FCS08 Maintenance of Bank I
54. C Year Main E Petty cash Government Fund Gc Details 65101 v Petty Cash Government Fund T COA Basten q Staff tv 2 2 E Provident fund voucher ORSO amp PF Details 65001 v Bank Government Fund Pal Location Mai l eses Report E Payroll voucher PR Details 65001 Bank Government Fund W gt Budgeting Staff Cost Journal Voucher Bookkeeping E Provident fund voucher GSS PJ Details El Be Capital Asset Register Payment Voucher i i CAR R F Capital asset purchase voucher CA Details 65001 Bank Government Fund Fal Sales amp Stock Il ST Aes men E Karina CAR KK Details 65001 Bank Government Fund Eal L sales and Stock Payment Voucher L Data Comunica E Stock Purchase voucher SP Details 65001 v Bank Government Fund wl SPA gt E Regina Stock Purchase Voucher SR Details 65001 v Bank Government Fund FA Report Manageme l Data Management m tio e errire Data Query Tool E Stock Sales voucher ss Details 65001 v Bank Government Fund T Timetabling fy Top Code Management Note Format of auto generated voucher number lt Voucher Type Prefix gt YY MM lt system sequence no gt Bada Se detete Reset save Securi LX Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Recor
55. Common Setup gt Accounting Year Maintenance Student Info Enq School Manageme Update Accounting Year ours Accounting Period April to March Eee Accounting Year YYY VY YYY 2013 2014 Accounting Period Student Activities gt Award amp Punishme April to March Special Assessmet Accounting Month Status Assessment ARAN Staff Deployment gt Staff 04 2013 Closed z a 05 2013 Closed z HKAT 06 2013 Closed z HKEAA 07 2013 FMP Common Setup Opened ea Closed gt 09 2013 Closed z 10 2013 Closed gt 11 2013 Closed z Location Mair 12 2013 Closed z Report 01 2014 Closed z Budgeting 02 2014 Closed z Bookkeeping TAA gt Staff Cost Closed z cna A1314 closed z gt Po m p al a 5 Users may ope unting months at this point or in a later time To open an accounting month change the Status of the Accounting Month to Opened Opening of accounting month is required if Bookkeeping or Staff Cost Modules is in use 6 Click Save button Internet Copyright 2011 Education Bureau The Government of the HKSAR Page 20 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data o
56. Cost Allocated by Time Spent 5XX to 999 G1700 to G1999 for Grants outside OEBG G2700 to G2799 for OEBG General Domain d One set of Preload Ledger Code is provided in WebSAMS for report generation purpose After data conversion from SAMS if the converted ledger code already exists in the set of Preload Ledger Code its description under SAMS will be replaced by the Preload Ledger Code description e Effective date of converted active and inactive ledger codes will be as follows Effective Date Ledger Range For Active Code For Inactive Code 1XXX 01 01 1996 Date of Conversion 2XXX 01 09 2000 Date of Conversion 3XXX 01 09 2000 Date of Conversion Others 01 01 1996 Date of Conversion 5 Sub Ledger Code a All sub ledger codes active and inactive will be converted from SAMS All converted codes will be under Source of Fund Code G in WebSAMS b WebSAMS Sub Ledger Codes will be converted from SAMS Sub Ledger Codes Copyright 2011 Education Bureau The Government of the HKSAR Page 132 All Rights Reserved Version 1 3 SAMS WebSAMS EDB Defined School EDB Sub Defined Defined School Defined Ledger Ledger Sub Ledger Ledger Sub Ledger Sub Ledger 1XX 001 999 G10XX 001 999 2XX 001 499 500 999 G20XX 001 499 500 999 2ZZ 001 999 G2ZZZ 001 999 3XX 001 499 500 999 G30XX 001 499 500 99
57. DB whilst school defined account code can be created at the school Surplus deficit account code is a 11 byte code with the first byte indicating source of fund for example G indicates General Operating Fund A set of EDB defined and common school defined codes is preloaded to the system Users can maintain bank information including cheque format and bank autopay format Reports can be generated for verification and recording purpose Copyright 2011 Education Bureau The Government of the HKSAR Page 2 All Rights Reserved WebSAMS User Manual Version 1 3 1 2 Function Chart Common Setup School Accounting Information Accounting Year Maintenance EDB Defined Code Source of Fund Programme Ledger Sub Ledger Account Chart of Account Maintenance Voucher Type Maintenance Bank Information Bank Ledger Information Bank Details Cheque Format Autopay Format Location Maintenance Reporting Copyright 2011 Education Bureau The Government of the HKSAR Page 3 All Rights Reserved WebSAMS User Manual Version 1 3 1 3 Flow Diagram Basic Setting Flow Diagram Setup School Accounting Information Maintain Chart of Account gt Setup Source of Fund Maintain Chart of Account gt Setup Ledger Maintain Chart of Account gt Setup SubLedger Maintain Chart of Account gt Setup Account Maintain Chart of Account gt Setup Bank Information Setup Voucher Type Setup Lo
58. Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization Location Code English Description Chinese Description Current School Year 2002 S FCS11 01 FMP gt Common Setup gt Location Maintenance fmpSAs Last Login 10 09 2003 17 44 Logout Help PEZ 11 September 2003 14 41 http flocalhost 8080 sp fcs maintainLocation do 3 A list of matched location codes will be displayed WebSAMS System Version 0 9 0 Bi File Edit View Favorites Tools 112002 Microsoft Internet Explorer IE Local intranet Help Heak gt OA A Qsearch Favorites media D 4 Sf H Y FMP Common Setup Sch Accounting AIC Year Mainte COA Maintenanc Voucher Type Mi Location Maint Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Data Management gt C Location Code English Description Chinese Description Ei sears User fmpSAs Last Login 10 09 2003 17 44 Logout Help PEK Current School Year 2002 11 September 2003 14 42 S FCS11 02 FMP gt Common Setup gt Location Maintenance ALL bad m m a Bottom E Location Code English Description Chinese Description Effective Status o GENERAL General Office CUR A o ONLOAN 12345678
59. English Description Chinese Description Effective Date and Effective Status of the Ledger Code defined by the school For report generation purpose English Description and Chinese Description of Ledger Codes defined by EDB are not allowed to be amended Users can only amend the Effective Date and Effective Status of the Ledger Codes defined by EDB Pre requisites 1 Ledger Code has been created User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Ledger tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched ledger codes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 50 All Rights Reserved WebSAMS User Manual Version 1 3 bSAMS System ersion 0 9 0 Bi 112002 Microsoft Internet Explorer ae x Fie Edt View Favorites Tools Help Back gt O A A Asearch Favortes meda D Sy a g User fmpSAs Last Login 14 08 2003 11 49 Logout 1 Help PXE Current School Year 2002 15 August 2003 15 12 S FCS05 01 FMP gt Common Setup gt Chart of Account DXi FMP Common Setup E Source of Fund Code G General Operating Fund z AIC Year Maint Ledger Type Cash at Bank x COA Maintenatiq Ledger Range From 5001 Bank Government Fund 7 Voucher Type Ai Location kisini i 65003 Bank Textbook Grant__ v7 Report Budgetin
60. GI Source of Fund Code G General Operating Fund gt Ledger Type ALL X Ledger Range From 3 F Voucher Type Mai 63017 Capacity Enhancement Grant Location Maintenanc To 65003 Bank Textbook Grant Report z p Add Reset Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Management ita Management istomization E Done Ea El fox Local intranet 5 View edit details of the sub ledger or bank information of the ledger code by clicking the Sub Ledger Bank Information hyperlink Copyright 2011 Education Bureau The Government of the HKSAR Page 55 All Rights Reserved WebSAMS User Manual Version 1 3 WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer F laj xj Fie Edt view Favorites Tools Help Back gt Q A Qsearch GaFavorites meda 4 D 3 a a B Current School Year 2002 15 August 2003 15 20 S FCS05 02 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger Home FMP y Common Setup Ledger SALLE Source of Fund Code G GeneralOperatingFund z a Ledger Type ALL hd n J Ledger Range From 63017 Capacity Enhancement Grant 3 Location Mainte ug 65003 Bank TexthookGrant H Budgeting Bookkeeping Staff Cost gt CAR Capacity Enhancement Grant ARMENE ERREP gt Sales amp Stock Daily Coll Summa Student Guidance Service Grant SGSG FESR
61. Income Expenditure Account Link 2 ieee cesceseceseceseceseceseesseessneeeaeecaeecsaecaaecsaecaecnaeenseeess 66 2 3 6 ACCOUNT anaien r aplneces tis CEL Baia ae soe Ege ee ea ion AG Beh gh dg Tea ai age ae a 69 Add Account COdG 9502 08 tociedievtes ean E e A E E ch eae is E Sesion a E EE ete 69 Updat Account rerom iee a ee ete ie ee ee ee 72 Delete Account einer a ears cae a a e Ban alah CA eae 74 2 3 7 Bank INfOTIM Quon caves eike eate l a AE vob shane tadadeahcotansaiadades eh sdakeels 77 Bank Ledger Information Add Bank Ledger Information eee eee eseeeneecnseceseceeeeseeees 77 Bank Ledger Information Update Bank Ledger Information eee eeeesseceseceeceneeeseeees 79 Bank Details Add Bank Details smireni enana iee a ee E aa 81 Bank Details Update Bank Details sseeeeeseeeeseeeeeseeeeesesressresrestesresresesresstrressrenresrenresressese 83 Cheque Format Add Cheque Format eessseeeeseeseesesreesesrrsstsstrsteerestresesrtssetressrestesresresteesene 85 Cheque Format Download Cheque Format 0 cesceeceseceeeeeeeeeseeeeseeeaeecseecaaecsaecaecnaeenseeees 88 Cheque Format Upload Cheque Format 00 0 cescescescsseceseeeseeeeeeeeaeeeseecaaecaaecsaecsaecsseesseenss 91 Autopay Format Search Autopay Format cee ceeceseceseeeseeeseeeeseeeseecseecaaecsaecaeenaeesseenss 95 2 4 VOUCHER TYPE MAINTENANCE ociera a ri EAE EE EEEE EAEE Ea 97 2 4 1 Maintain Voucher Type eseese niiae Baa cand oneei eeki eii Ti i
62. Location Maintenance Report Copyright 2011 Education Bureau The Government of the HKSAR Page 1 All Rights Reserved WebSAMS User Manual Version 1 3 The followings are some of the features of Common Setup Module a k Accounting Period either from September to August or from April to March should be defined for the first time user Once it is confirmed it cannot be changed Users can set up budget check option for income and expenditure items if Bookkeeping and or Staff Cost Modules are in use Different options may be adopted for income and expenditure items Budget check will be carried out to check the voucher accounting lines amount of Bookkeeping and Staff Cost voucher against the budget amount if the budget of the selected accounting year is approved All modules are integrated but the system allows selection of a module to be used independently and adoption of one or more modules at different times If users choose not to use Budgeting Module then all the unposted vouchers created in Bookkeeping Module will not go through budget check process If users choose to set Budgeting Module effective date later than that of Bookkeeping Module then all the unposted vouchers created before the Budgeting Module effective date will not go through budget check process If users choose not to use Capital Asset Register or Sales and Stock Modules then all asset or purchase sales vouchers created in Bookkeeping
63. Mapping Report R FCSO009 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 123 All Rights Reserved WebSAMS User Manual Version 1 3 3 WebSAMS System ersion 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Reach GFavortes Meda Gy SY S User jasonyan Login Time 14 08 2003 21 03 Logout Help PEK Current School Year 2002 14 August 2003 21 16 Home a S FCS12 09 FMP gt Common Setup gt Report Student Info Enq i gt School Manageme Ledger Code Mapping Report R FCS009 E Built in Template gt Student Please Input The Print Criteria gt Attendance Sects Format zel gt Award amp Punishme Preview amp Print E To File 9 Reset lt Back Assessment Special Assessme gt Staff Deployment gt Staff gt CDS gt HKAT gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock agp rtemet The following print criteria can be selected from this screen to generate the report Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To F
64. Module will not be transmitted to Capital Asset Register or Sales and Stock Modules upon posting the vouchers If users choose to set Capital Asset Register or Sales and Stock Modules effective date later than that of Bookkeeping Module then all asset or purchase sales vouchers created in Bookkeeping Module before the effective date will not be transmitted to Capital Asset Register or Sales and Stock Modules upon posting the vouchers No message will be displayed to remind users to fill in asset or stock details when posting such vouchers When performing Bookkeeping year end process if Staff Cost or Sales and Stock Modules are not effective as at the selected accounting year the system will skip the checking of Staff Cost payroll months status and Sales and Stock year end status Users can open an accounting month and subsequently open the corresponding payroll month for payroll preparation in Staff Cost Module and create vouchers in Bookkeeping Module Re opening a closed accounting month is allowed In case of creating vouchers in a re opened accounting month in Bookkeeping Module those vouchers will be captured in a report of Bookkeeping Module Programme can be created for each of the accounting years An administration programme with programme code WFMP is generated for each of the school levels sessions by the system automatically when a new accounting year is created EDB defined account code is created and maintained by E
65. O01 C FMP tE E AAN Please Input The Print Criteria Common Setup Sch Accounting AIC Year Mainter COA Maintenanc Sch Level Session Primary AM Accounting Year YYYY YYY 20022003 z Voucher Type M Location Mainte Programme coge fALL zl To at Effective Status ALL z Budgeting gt Bookkeeping E Preview amp Print ER To File F Reset Jeack gt Staff Cost CAR Sales amp Stock Format PDF lt Daily Coll Summar Non Recurrent Gra Report Management Data Management Customization OOL L BE Local intranet 5 Enter the print criteria and click Preview amp Print button to online generate the report A report window will pop up Print the report to local print queue or save to local hard disk from the pop up window Copyright 2011 Education Bureau The Government of the HKSAR Page 115 All Rights Reserved WebSAMS User Manual Version 1 3 6 Users can choose to generate the report backend by clicking To File button a Users are required to fill in report description The report will then be generated and stored in Report Management Repository No report window will pop up b Users can click the hyperlink to go to Report Management Repository to download the report or click Report Management gt Repository from the left menu to download the report later Explorer User Prompt E x Cancel Script Prompt Please
66. Page 45 All Rights Reserved WebSAMS User Manual Version 1 3 yj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer E fe x Fie Edit View Favorites Tools Help EBak gt OA A Asearch GFavortes Meda A Ay Sj a Norton antivirus EA FMP Common Setup Sch Accounting AIC Year Mainte COA Mainte Voucher Type M Location Maintet Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization User fmpSAs Last Login 14 10 2003 10 16 Logout Help PEE Current School Year 2002 16 October 2003 11 09 S FCS05 03 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger Ledger Add Ledger Details Source of Fund Code E General Operating Fund z 5 Ledger Type Grants outside OEBG 7 Ledger Code Created 1003 Approved Coll for Specific Purposes A C To 1888 1888 by jason Ledger Code e Range 1700 1999 English Description Code 1900 Chinese Description aE CRE 1900 Effective Date DDMM YYYY 1610 2003 Effective Status Active Save and Back Save and Link to Sub Ledger lt JBack T E tocal intranet The system will link to Maintenance of Sub Ledger page Please note that default sub ledger code will be created for Surplus Deficit Ledger Code Please refer to Chapter 2 3 5 for detailed information of Sub Ledge
67. S0abodef ghijl 234567800abodefghijl 234567800 T MAAGNAT CSMAN ica bNA CESBaR ENA o RM 101 Staff Room Staff Room cd m RM202 Chass Room Class Room K m RM203 Common Room Common Room A o RM 404 General Science Lab General Science Lab cd o RM 505 Music Room Musci Room cd m RM605 School Hall School Hall E Library cd Store Room A RM304 Rm 304 Academic Building EE NEEE F O RM308 Rm 308 Academic Building BBA BIC cd IEE Local intranet 4 Select a location by clicking the checkbox next to the Location Code Users can select one or more location records to be deleted at the same time 5 Click Delete button Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 112 WebSAMS User Manual Version 1 3 Li Post effects 1 When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information When the system prompts Record s deleted successfully the location record is deleted L Notes 1 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Location Code is being used in Capital Asset Register or Sales and Stock Module 2 Users may consider to update the location and set the effective status to Inactive if the location code is being used in Capital Asset Regist
68. SAMS User Manual Version 1 3 Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Asearch Favorites Ehmedia Le AX S Norton antivirus EA User fmpSAs gin 25 09 2003 12 57 Logout Help PXEK Current Schog aa 25 September 2003 19 53 S FCS06 01 FMP gt Common Setup gt Chart of Account Maintenance gt Sub Lefyer FMP Common Setup Sub Ledger ALLE Source of Fund Code G General Operating Fund eee 61709 1709 Testing 7 COA Maintenai d Sub Ledger Range From z Voucher Type Ai s 7 Wwe To ALL v Ledger Code Location Maint gt Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization E tocal intranet 5 Select a sub ledger by clicking the checkbox next to the Sub Ledger Code Users may select one or more sub ledger codes to be deleted at the same time 6 Click Delete button WebSAMS System Versi ILD 07112002 oft Internet Explor F Fie Edt view Favorites Tools Help Bak gt A A Asearch Favortes meda Gy S Sf El Bw Norton antivirus E User fmpSAs Last Login 25 09 2003 12 57 Logout Help PEK Current School Year 2002 25 September 2003 19 54 a S FCS06 02 FMP gt Common Setup gt Chart of Account Maintenance
69. Save and Link to Bank Info button to save the new ledger code and proceed to maintain Bank Information of the newly created Ledger Code Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer a 8 x Fie Edit View Favorites Tools Help Back gt A A Reach GFavortes Meda D S Sf Ew SAs Last Login 14 08 2003 11 49 Logout Help FXE Current School Year 2002 15 August 2003 15 03 Home FMP Common Setup 3 Sch Accounti Add Ledger Details l Source of Fund Code G General Operating Fund ed S FCS05 03 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger Ledger Ledger Type casnateank Voucher Type M Ledger Code Created 5001 Bank Govemment Fund To 5003 Bank Textbook Grant ec Ledger Code EO Range 5000 5099 Report English Description 5004 Testing gt Budgeting Chinese Description 5004 Testing Pa elit Effective Date DDMM YYYY ome A an ps Effective Status active gt Sales amp Stock Save and Back Save and Link to Bank Info lt Back gt Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization e fox Local intranet The system will link to Maintenance of Bank Information page Users should add in bank ledger information for the new bank ledger Please refer to Chapter 2 3 7 for detailed information of Bank Information maintenance functions OR Copyright
70. Sj xi A gt CAR gt Sales amp Stock S FCS08 09 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Daily Coll Summai Upload Cheque Format Bank Code HSBC Template File Existed gt Non Recurrent Gra Report Management n Template File Last Created Cheque Format ID HSBCOO0 Data Management gt Customization Ei fea Local intranet L Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the new cheque format is uploaded to the system The old cheque format will be overwritten There is no change of Cheque Format ID L Notes Users are allowed to upload and overwrite the preloaded cheque formats 2 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Invalid cheque template file Copyright 2011 Education Bureau The Government of the HKSAR Page 94 All Rights Reserved WebSAMS User Manual Version 1 3 Autopay Format Search Autopay Format LL Function Description This function allows users to search for the Autopay Format available to the selected bank Please note that only searching function is provided There is no downloa
71. Ww SShus BLRGAK USER MANUAL Financial Monitoring and Planning Common Setup Document 27e Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved WebSAMS User Manual Version 1 3 Table of Contents 1 MODULE OVERVIEW sccstsvascsseasevtice tivadestestosncucsuiasopecsuvesssatadesposvaususteiabeissstecstaveneepeasedscnsiuacssnts 1 1 1 INTRODUCTION edee a E AE ETO E A tal east i det E A O 1 1 1 1 Objective et aiee e sh seta tedaderts lateandbatavet O e Eee EE RE A E EEN e ts EEA E EA ae AEREE 1 1 2 FUNCTION CHAR Tenine ne aaan aa AA a e aaa aT 3 1 3 FEOW DIAGRAM oend a ot A T E A ee ee 4 1 4 INTERACTIONS WITH OTHER MODULES cccssssscecesssececessececessaececsesaececsesseeecnesaeeecsesaeeeensaes 6 2 OPERATION PROCEDURES wiisosciscssstasseutscvsspuiesiustsusastetabstneseudacussgucsuiussbosenestebienivendecunrauiensiaes 9 2 1 MAINTENANCE OF SCHOOL ACCOUNTING INFORMATION c csssccceessececeesececeesececseseeeeenaes 9 Create School Accounting Information 0 cee ceeceecceseeeseeeeseeeseeeseecseecssecaecnseceseeeseeeseeeeeeeeaee 9 Update School Accounting Information 0 cee cesceseceeeceseeeseeeseeeeaeeeaeecsaecaaecsaecaecnaeenseeess 14 2 2 MAINTENANCE OF ACCOUNTING YEAR AND ACCOUNTING MONTH sesceeceseeseeeeeeeeeees 18 Create Accounting Year iiccecepse e Rh seLee cs sahesaeed eects Aes ek Ses T EET 18 Maintain Accounting Month ou eee esessecssecssecesecesec
72. a lt 4 D S Si a g 9 July 2003 18 09 Current School Year 2002 Home FMP S FCS05 02 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger y Common Setup Ledger Solem Source of Fund Code G General Operating Fund FR a Ledger Type Cash at Bank jaintenanc Voucher Type Mi Ledger Range From 65001 Bank Government Fund 7 Location Mainte To 65003 Bank Textbook Grant x English Description Chinese Description Effective Effective Bank Info Date Status Sub ledger link ay Bank Government Fund STEM BS 0103 2002 gt Daily Coll Summa 5002 Bank School Fund Tex Ses 0103 2002 F Non Recurrent Gra aeris Shaner M T G5003 Bank Textbook Grant SRTR SNRA 0103 2002 A Bank Data Management gt Customization mmj fox Local intranet LQ Post effects 1 When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information When the system prompts Record deleted successfully the ledger record is deleted tL Notes 1 Deletion of EDB preloaded ledger code is not recommended since preload code is for annual report generation purpose and all the deleted ledger codes will be subsequently transferred back from EDB end to School end via CDS and loaded into the system 2 Error messages will be prompted if there is any error and users are not allowed to procee
73. alid date format Update Account Q Function Description This function allows users to update an existing Account Code Users can amend English Description Chinese Description Effective Date and Effective Status of the Account Code under school defined ledger code range For report generation purpose English Description and Chinese Description of Account Codes under EDB defined ledger code range are not allowed to be amended Users can only amend the Effective Date and Effective Status of the Account Codes under EDB defined ledger code range LQ Pre requisites 1 Account Code has been created 8 User Procedures _h Click FMP gt Common Setup gt COA Maintenance from the left menu Click Account tab Select the search criteria from the drop down list box Click Search button A list of matched account codes will be displayed File Edit view Favorites Tools Help ba Back gt O A A Qsearch Favorites meda 4 B 3 Sf a W Norton Antivirus B User fmpSAs Last Login 25 09 2003 12 57 Logout Help PEZ ent School Year 2002 25 September 2003 20 12 218 x Home FMP Common Setup Sle UT Source of Fund Code G General Operating Fund x bulcillidiellie Ledger Code 61709 1709 Testing S FCS07 01 FMP gt Common Setup gt Chart of Accout sees Sub Ledger Code 7 Voucher Type Mi g 61709501 Sub Ledger Code 61709501 gt Account Type m Location Mainte y ALL v
74. ance gt Programme Common Setup Programme Sch Accounting programme Details LLACA Accounting Year YYYY YYY 2010 2011 ch Level Session Primary AM rogramme Code CHIN English Description Chinese Location Mainte a 2 A Chinese Description BoSS j Effective Date DDMIMVYYY Mozo Ea spea Effective Status ave Bookkeeping Active Z Remarks Staff Cost gt CAR Programme Member gt gt Sales amp Stock TEE a ee Daily Coll Summa F AMOI LAU WAILOK sii K Non Recurrent Gra eL E aag Note At least one leader to select gt Data Management E ma Si vetete H save Back gt Customization B B 1 Ei fox Local intranet Post effects Add Programme Member User Procedure 7a When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the programme is saved with the members added Delete Programme Member User Procedure 7b When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information When the system prompts Record s deleted successfully the information of the programme is saved with the updated details Save Programme Details User Procedure 8 When the Save button is clicked the system will prompt for con
75. and Effective Status are mandatory fields and they are required to be entered For report generation purpose English Description and Chinese Description cannot be amended 3 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Invalid date format 4 Changes to the Sub Ledger s effectiveness will be propagated down to the related Account Code That is if users change the Effective Date and Effective Status of Sub Ledger then the Effective Date and Effective Status of all of its related Account will have the same change automatically Delete Sub Ledger L Function Description This function allows users to delete an existing sub ledger code Alternatively users may choose to deactivate existing sub ledger code by updating its Effective Status to Inactive B Pre requisites 1 Sub Ledger Code has been created 2 Sub Ledger Code can be deleted only if Budgeting Bookkeeping and Staff Cost Modules are not effective as at the system date 8 User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Sub Ledger tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched sub ledger codes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 64 All Rights Reserved Web
76. and all the deleted sub ledger codes will be subsequently transferred back from EDB end to School end via CDS and loaded into the system 2 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Existence of Account Codes under the Sub Ledger code 3 Sub Ledger code can be deleted only if Budgeting Bookkeeping and Staff Cost Modules are not effective as at the system date If any one of these 3 modules is in use Delete button will be in dimmed mode In this case users should deactivate the sub ledger code by updating its Effective Status to Inactive 4 Default EDB defined sub ledger codes created by the system when creating a new ledger code cannot be deleted The checkbox will be disabled Income Expenditure Account Link Function Description This function allows users to maintain income expenditure account by linking from an existing Sub Ledger Pre requisites 1 Sub Ledger Code has been created User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Sub Ledger tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched sub ledger codes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 66 All Rights Reserved WebSAMS User Manual Version 1 3 Z
77. arch criteria from the drop down list box B N Click Search button A list of programmes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 38 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt O A A Asearch Favorites meda D SY a g FMP Common Setup Sch Accounting AIC Year Mainte COA Mainte Voucher Type Mi Location Maintet Report Primary Am 7 2002 2003 z Sch Level Session Accounting Year Yyy Y v YYY Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization 5 Select a programme by clicking the checkbox next to the Programme Code Users may select one or more programmes to be deleted at the same time FB Local intranet 6 Click Delete button 3 WebSAMS System Yersion 0 9 0 BUILD 071 12002 Microsoft Internet Explorer Fie Edit View Favorites Tools Help Heak gt OA A Qsearch firavortes meda D 3 SI H User fmpSAs Last Login 03 06 2003 11 33 Logout Help PXE Current School Year 2002 3 June 2003 18 52 Home S FCS04 02 FMP gt Common Setup gt Chart of Account Maintenance gt Programme FMP Common Setup Sch Accounting AIC Year Mainte
78. at Bank Code HSBC Hong Kong amp Shanghai Bank Y Voucher Type M Location Maintet Report 1 fHSBOX Saving E tix gt Bookkeeping _ BB HSBCOL Note Cheque Format ID is aut gt Staff Cost Bau en tataii Save in Qj Cheque Template z 0AE CAR i Boim 2 R HSBC0001 E rpt Download t gt Sales amp Stock Tiana ib Daily Coll Summai T Close th gt Non Recurrent Gra Report Management Data Management gt Customization File name IR HSBCO001 E rp Save as type Crystal Reports z Cancel My Network P ial ios Local intranet Li Post effects 1 The selected cheque template file is downloaded L Notes 1 Users should view revise the downloaded cheque template using Crystal Reports application 2 After users have revised the template users can add a new cheque format with this revised one or upload this revised format and overwrite an existing format Cheque Format Upload Cheque Format L Function Description This function allows users to upload Cheque Format and overwrite an existing one LQ Pre requisites 1 The Cheque Format Template to be uploaded must be ready and available User Procedures Copyright 2011 Education Bureau The Government of the HKSAR Page 91 All Rights Reserved WebSAMS User Manual Version 1 3 _ Click FMP gt Common Setup gt COA Maintenance from the left menu C
79. ate the report Date Range Format PDF Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 2 Bank Details R FCS007 E This function allows users to generate the Bank Details R FCS007 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 118 All Rights Reserved WebSAMS User Manual Version 1 3 3 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A search GFavortes meda Eby SY S E User jasonyan Login Time 14 08 2003 21 03 Logout Help PXE Current School Year 2002 14 August 2003 21 14 Home a S FCS12 07 FMP gt Common Setup gt Report Student Info Enq Bank Details R FCS007 E gt School Manageme ESA Built in Template Poe Please Input The Print Criteria gt Attendance gt Student Activities Source of Fund fur o Percent Ledger Code fact 7 To pa zj gt Assessment Format ror z gt Special Assessme E Preview amp Print E to File M Reset Back gt Staff Deployment gt Staff gt CDS gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp S
80. aved with the updated details Copyright 2011 Education Bureau The Government of the HKSAR Page 16 All Rights Reserved WebSAMS User Manual Version 1 3 2 Any change of Budget Check Option will be effective immediately when the system prompts Record updated successfully L Notes 1 Please refer to Chapter 2 1 Maintenance of School Accounting Information Create School Accounting Information Notes Point 2 to 10 2 When Initial Accounting Year is in display mode and not available for amendment users are not allowed to create any accounting year before the Initial Accounting Year Copyright 2011 Education Bureau The Government of the HKSAR Page 17 All Rights Reserved WebSAMS User Manual Version 1 3 2 2 Maintenance of Accounting Year and Accounting Month B If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details Create Accounting Year Function Description This function allows users to create new accounting year which will be used in Bookkeeping Budgeting Staff Cost Capital Asset Register and Sales and Stock Module Depending on the Accounting Period selected at the first time setup an Accounting Year is either from April to March or September to August When creating a new accounting year all the twelve accounting months within the year plus an adjustment month will be created The adjustment month is used to capture year end a
81. cable 11 Sales and Stock Converted Setup Codes a b Ledger Code and Stock Item of SAMS are converted to WebSAMS as Category Code and Stock Code Ledger Code in SAMS with a zero inserted after the second digit is converted to Category Code in WebSAMS Copyright 2011 Education Bureau The Government of the HKSAR Page 137 All Rights Reserved WebSAMS User Manual Version 1 3 For example Category Code In SAMS before Data Conversion Ledger Code English Description Chinese Description 561 Stock of Books and Stationery SRNR 562 Stock of School Uniforms MIRE 563 Stock of Tuckshop Items NS i bee In WebSAMS after Data Conversion Category Code English Description Chinese Description 5601 Stock of Books and Stationery Sie CAGES 5602 Stock of School Uniforms REAR TEE 5603 Stock of Tuckshop Items JETE Stock Code In SAMS before Data Conversion Stock Item English Description Chinese Description 001 Badges ROE 002 Student Handbook ZEF 003 File Bag ENIF In WebSAMS after Data Conversion Stock Code English Description Chinese Description 001 Badges Kee 002 Student Handbook EAE Et 003 File Bag Bx 12 Reports under this category Ledger Code Mapping Report R FCS009 E Mapping of FMP Sub Ledger Codes for Accounting Year 2000 2001 R FCS011 E I E Account
82. cation Set up Bank Details Set up Cheque Format Set up Autopay Format Maintain Bank Ledger Information Copyright 2011 Education Bureau The Government of the HKSAR Page 4 All Rights Reserved WebSAMS User Manual Version 1 3 Yearly and Monthly Setting Flow Diagram Create new Accounting Year Open Accounting Month s Maintain Chart of Account gt Set up Programme Maintain Chart of Account gt Set up Programme Member Copyright 2011 Education Bureau The Government of the HKSAR Page 5 All Rights Reserved WebSAMS User Manual Version 1 3 1 4 Interactions with other modules School Management SCH FCSO1 Maintenance of School Accounting Information FCS12 Reporting Communication and Delivery System CDS FCS02 EDB Defined Code Report Management RPT FCS12 Common Setup FCS FCSO1 FCS04 FCS12 Securit FCS01 FCS03 FCS04 FCS05 FCS06 FCS07 FCS08 FCS10 FCS11 FCS12 Housekeepin Reporting HSE Maintenance of School Accounting Information Maintenance of Programme and Programme Members Reporting SEC Maintenance of School Accounting Information Maintenance of Source of Fund Maintenance of Programme and Programme Members Maintenance of Ledger Maintenance of Sub ledger Maintenance of Account Maintenance of Bank Information Voucher Type Maintenance Location Maintenace Reporting Copyright 2011 Education
83. ccounting year 2002 2003 will be set to Opened status in Sales and Stock Module upon creating the accounting year 2002 2003 afterwards Under the above examples a amp b users cannot create any purchase and sales vouchers in Sales and Stock Module in the newly created accounting year 2002 2003 to maintain stock movement in that accounting year However users may create Sales and Stock Payment Receipt Vouchers in the newly created accounting year 2002 2003 in Bookkeeping Module These vouchers will be transmitted to Sales and Stock Module after voucher posting in Bookkeeping Module Users are allowed to proceed to Bookkeeping or Staff Cost Module to prepare vouchers or payroll for the months or proceed to Budgeting Capital Asset Register or Sales and Stock Modules to prepare budget asset or stock details for the accounting year L Notes 1 Twelve accounting months September to August or April to March plus an adjustment month will be generated by the system according to the accounting period specified The status is Closed by default Adjustment month AYY YY is used to capture year end adjustments e g Audit Adjustment Users can capture audit adjustments as suggested by Copyright 2011 Education Bureau The Government of the HKSAR Page 21 All Rights Reserved WebSAMS User Manual Version 1 3 auditor separately in this extra adjustment month for easy identification of normal accounting entries for aud
84. cher number option has not been selected a Voucher number must be unique throughout the system Please ensure that the same voucher number will not be repeated for other vouchers in future b If the same voucher is to be repeated annually such as Hardware maintenance fee users may consider to put the year in the first four digits of the voucher number for example YYYYNNNNNN value 2003VOU001 where YYYY represents the Year and NNNNNN represents the Voucher No There are 10 digits for users to manually input the voucher number c If the same voucher is to be paid monthly such as payment of rental users may consider to put the year and month in the first six digits of the voucher number for example YYYYMMNNNN value 200301V001 where YYYY represents the Year MM represents the Month and NNNN represents the Voucher No There are 10 digits for users to manually input the voucher number d Voucher Prefix will be added in front of the voucher number input by users Upon saving of voucher the number of digits will become 12 Copyright 2011 Education Bureau The Government of the HKSAR Page 99 All Rights Reserved WebSAMS User Manual Version 1 3 because 2 digits of voucher prefix are added by the system e g GP2003VOQU001 or GP200301V001 Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the info
85. confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new source of fund is saved tL Notes 1 Source of Fund Code should be alphanumeric only 2 Source of Fund Code A to G is reserved by EDB 3 Duplicated Source of Fund Code is not allowed 4 Source of Fund Code English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 5 Changes to the Source of Fund s effectiveness will be propagated down to the related Ledger Code Sub Ledger Code and Account Code That is if users change the Effective Date and Effective Status of Source of Fund then the Effective Date and Effective Status of all of its related Ledger Sub Ledger and Account will have the same change automatically Users are not allowed to delete source of fund once it has been created Separate books of accounts can be maintained under individual source of fund code Users can print out one book of accounts by selecting the source of fund under Bookkeeping Module 8 Most of the Annual Accounts Reports Bookkeeping Module are hardcoded based on Source of Fund Code G That is Source of Fund Code other than Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 28 WebSAMS User Manual Version 1 3
86. counting Period cannot be changed after saving Staff Cost 3 For School with Accounting Period to be changed in the near future it is recommended CAR NOT to adopt FMP before the change and leave this setting as blank for the time being Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Customization tg anternet 2 Select the Accounting Period for the school i e April to March or September to August Please ensure that the correct Accounting Period is chosen as Accounting Period cannot be changed after saving the record Zj WebSAMS System Version 1 0 0 BUILD 13082003 crosoft Internet Explorer ale x Fie Edit View Favorites Tools Help Bak Q A Qsearch Favorites Media 3m 3 aax User fmpuser Login Time 15 08 2003 16 14 Logout Help PXE Current School Year 2001 15 August 2003 16 07 S FCS01 01 FMP gt Common Setup gt School Accounting Information FMP Common Setup Search School Accounting Information Sch Accounting School Code LLAC OLO School Name COA Maintenanc Voucher Type Mi tec Reminder Report September to August Budgeting 1 Please ensure the correct Accounting Period is chosen Bookkeeping 2 Please note that Accounting Period cannot be changed after saving Staff Cost 3 For School with Accounting Period to be changed in the near future it is recommended CAR NOT to adopt FMP before the change and leave this setting as blank for t
87. criteria 2 1 Audit Trail Log R FCS005 E This function allows users to generate the Audit Trail Log R FCS005 E based on the selected print criteria This report can be generated in PDF format only Copyright 2011 Education Bureau The Government of the HKSAR Page 117 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Heak r gt OA A Asearch Favorites Fmeda Dr 4 Sf SB User jasonyan Login Time 14 08 2003 21 03 Logout Help Pama Current School Year 2002 14 August 2003 21 12 Home a S FCS12 05 FMP gt Common Setup gt Report Student Info Enq Audit Trail L R FCS005 E s udit Trail Log R E ee ee Built in Template Student Please Input The Print Criteria gt Attendance See cums Date Range fron Ft jaca A PDF Serie Format gt Assessment E Preview amp Print E to File Reset lt Back Special Assessmer Staff Deployment gt Staff CDS gt HKAT gt HKEAA FMP Common Setup Sch Accountit AIC Year Mai COA Mainten Voucher Typ Location Maii Report gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock http 192 168 6 151 jsp fes FcsReport RFCSOOS jsp Internet The following print criteria can be selected from this screen to gener
88. d successfully the information of the ledger record is saved with the updated details L Notes 1 To amend information of Ledger Code defined by the school English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 2 To amend information of Ledger Code defined by EDB Effective Date and Effective Status are mandatory fields and they are required to be entered For report generation purpose English Description and Chinese Description cannot be amended 3 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Invalid date format 4 Changes to the Ledger s effectiveness will be propagated down to the related Sub Ledger Code and Account Code That is if users change the Effective Date and Effective Status of Ledger then the Effective Date and Effective Status of all of its related Sub Ledger and Account will have the same change automatically Copyright 2011 Education Bureau The Government of the HKSAR Page 52 All Rights Reserved WebSAMS User Manual Version 1 3 Delete Ledger B Function Description This function allows users to delete an existing ledger code Alternatively users may choose to deactivate existing ledger code by updating its Effective Status to Inactive LQ Pre requisites Ledger Code has b
89. d or upload function since amendment of Autopay Format is not allowed B Pre requisites 1 The preload Autopay Formats have been set up User Procedures Click FMP gt Common Setup gt COA Maintenance from the left menu Click Bank Information tab Click Autopay Format tab A N Select an existing bank code from the drop down list box 5 Click Search button E WebSAMS System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Fi Norton AntiVirus B lt 26 Logout Help PEE 3 September 2003 17 00 Home FMP Common Setup Sch Accounting Voucher Type Mi n Location Mainte Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management gt Data Management gt Customization fox Local intranet 6 The Autopay Format result page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 95 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer es BAE Fie Edit View Favorites Tools Help Heak gt O 2 A Asearch Favorites Ehmedia A G AX S Norton Antivirus E User finpSAs Last Login 02 09 2003 11 26 Logout Help PXE Current School Year 2002 3 September 2003 17 05 Home S FCS08 11 FMP gt Common Setup gt Chart of Account Ma
90. d until the error is being rectified Errors occur under the following scenario Existence of Sub Ledger or Account Codes under the selected Ledger Code 3 Ledger code can be deleted only if Budgeting Bookkeeping and Staff Cost Modules are not effective as at the system date If any one of these 3 modules is in use Delete button will be in dimmed mode In this case users should deactivate the ledger code by updating its Effective Status to Inactive Copyright 2011 Education Bureau The Government of the HKSAR Page 54 All Rights Reserved WebSAMS User Manual Version 1 3 Sub Ledger Bank Information Link L Function Description This function allows users to maintain Sub Ledger Bank Information by linking from an existing Ledger LQ Pre requisites 1 Ledger Code has been created 2 EDB Pre defined Code has been set up User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Ledger tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched ledger codes will be displayed on 0 9 0 BUILD 0 00 oso ernet Explore lej x File Edt View Favorites Tools Help Back gt O A A Qsearch Favorites media 3 D i FY Current School Year 2002 16 August 2003 15 20 Home 1P IS FCS05 01 FMP gt Common Setup gt Chart of Acco Maintenance gt Ledger Common Setup a I
91. d updated successfully the voucher type information is saved with the updated details 4 Notes Voucher Type Description is mandatory field and it is required to be entered Users may update more than one voucher type at the same time Users can update the Default Bank Cash Ledger A C of a voucher type at any time during the year After that new vouchers created in Bookkeeping and Staff Cost Modules will refer to the newly selected Default Bank Cash Ledger A C All the vouchers previously created will not be affected Nevertheless account defaulted can be changed at the time of voucher creation 4 Users can update the Auto Generate Voucher No option at any time during the year If users have selected not using Auto Generate Voucher Number feature they have to enter voucher number manually when creating Copyright 2011 Education Bureau The Government of the HKSAR Page 102 All Rights Reserved WebSAMS User Manual Version 1 3 vouchers in different modules Please note that all the vouchers previously created will not be affected 5 Auto generate voucher number consists of 13 digits and manual input voucher number consists of 12 digits at maximum 2 digits for prefix and 10 digits for users to input manually Users can still manually input voucher number at the time of voucher creation even though with auto generate option selected 6 Error messages will be prompted if there is any error and users are not all
92. d voucher ORSO amp Bank Government Fund Payroll voucher Capital asset purchase voucher Bank Government Fund Bank Government Fund Karina CAR Bank Government Fund Stock Purchase voucher Bank Government Fund Regina Stock Purchase Voucher Bank Government Fund Data Management Bank Government Fund Data Query Tool Timetabling gt Code Management Securit impSAs Last Login 13 08 2003 23 47 Logout 1 Help PERE 14 August 2003 19 36 FMP Common Setup Sch Accounting Wa Default Bank Cash Ledger A C G5001 Bank Government Fund z i OTS auto gen voucher no YN i Report gt Budgeting Bookkeeping Staff Cost CAR Sales amp Stock gt Daily Coll Summa Non Recurrent Gra Report Management Data Management Customization Enter Voucher Type information Click Save button to save the entered information Note that Prefix Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 98 WebSAMS User Manual Version 1 3 A unique prefix must be assigned to each of the voucher types Default Bank Cash Ledger A C Default Bank Ledger A C is for the use in Bookkeeping Payment Receipt Voucher Staff Cost Payment Voucher Capital Asset Register Payment Voucher and Sales and Stock Payment Receipt Vouche
93. dd a new Bank Details of that bank and upload the corresponding Cheque Format for that bank subsequently Pre requisites 1 Users should have information of the new bank 2 Cheque format is ready if Cheque Printing will be used User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Bank Information tab 3 Click Bank Details tab 4 Click Add button Add Bank Details page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 81 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Qsearch GFavortes meda ES 2003 15 00 FMP Common Setup Bank Informanon Sch Accounting ANNIE Annie Voucher Type Mi ER search Reset Location Maintet Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization BB tecatintranet 5 Enter Bank Particulars 6 Click Save button to save the entered information WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt O A A Asearch fHjravorites meda D Sy ag Current School Year 2002 2003 15 02 S FCS08 06 FMP gt C
94. djustments Pre requisites 1 The Accounting Period i e April to March or September to August has been set in School Accounting Information User Procedures 1 Click FMP gt Common Setup gt Accounting Year Maintenance from the left menu 2 Click Add button on 0 9 0 BUILD 0 00 oso erne plore E E 18 x Fie Edt View Favorites Tools Help eBak O Bsearch Favorites meda 4 B S Sf ES y SAs Last Login 14 08 2003 11 49 Logout Help PXEE Current School Year 2002 15 August 2003 11 43 Home FAP 09 01 FMP gt Common Setup gt Accounting Year Maintenance Common Setu 7 Maintain Accounting Year 2a bans Accounting Period September to August A Accounting Year YYYY YYYY 3002 2003 Voucher Type M sera aaa Location Maintei Report gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Summa gt Non Recurrent Gra Report Management gt Data Management gt Customization inl fox Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 18 All Rights Reserved WebSAMS User Manual Version 1 3 3 Fill in the new accounting year in the Accounting Year textbox 4 Click Save button The twelve accounting months within the year plus the adjustment month will be displayed The default status of all the months is Closed For school with accounting period S
95. e HKSAR Page 56 All Rights Reserved WebSAMS User Manual Version 1 3 1 Ledger code other than Surplus Deficit and Cash at Bank ledger type will not have such hyperlink Copyright 2011 Education Bureau The Government of the HKSAR Page 57 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 5 Sub Ledger If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details Add Sub Ledger Code L Function Description This function allows users to create a new sub ledger code Please note that a set of preload sub ledger code has been loaded into the system Preload Code is for report generation purpose especially reports involving annual accounts Users are recommended to maintain sub ledger code before proceeding to handle the effectiveness of Bookkeeping Budgeting and Staff Cost Modules Once Bookkeeping Budgeting or Staff Cost Module is set to be effective all sub ledger codes are not allowed to be deleted B Pre requisites 1 Source of Fund and Surplus Deficit Ledger Code has been created 2 EDB Pre defined Code has been set up 3 The new Sub Ledger Code should not exist 8 User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Sub Ledger tab 3 Click Add button Add Sub Ledger Details page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 58 All Rights Reser
96. e a set of EDB pre defined income expenditure account codes simultaneously B Notes Copyright 2011 Education Bureau The Government of the HKSAR Page 60 All Rights Reserved WebSAMS User Manual Version 1 3 1 Source of Fund Code Ledger Code Sub Ledger Code English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered 2 When adding new Sub Ledger Code after selecting Source of Fund Code Ledger Code the page will show the range of sub ledger code already created The range of sub ledger code in which users are allowed to create will also be displayed next to the sub ledger code input field ebSA on 0 9 0 BUILD 0711200 oso plo E 18 x File Edit view Favorites Tools Help Back gt O A A Qsearch ajravorites meda 4 B 3 Sf S W Norton Antivirus User fmpSAs Last Login 10 09 2003 15 13 Logout Help PEK Current School Year 2002 10 September 2003 19 04 Home gt S FCS06 03 FMP gt Common Setup gt Chart of Account Maintenance Sub Ledger 2 Common Setup Sub ledger Sch Accounting agg Sub Ledger Details ia Source of Fund Code G General Operating Fund z Ledger Code 1702 Gratuity Reserve Account Voucher Type Mi x bie Sub Ledger Code Created 501 Gravity Reserve Account To 501 Gravity Reserve Account Location Maint nat Sub Ledger Code Range 500 999 Budgeting English D
97. e data converted from SAMS please also read Chapter 2 7 Data Conversion for details Add Account Code L Function Description This function allows users to create a new account code Please note that a set of pre load account code has been loaded into the system Preload Code is for report generation purpose especially reports involving annual accounts Users are recommended to maintain account code before proceeding to handle the effectiveness of Bookkeeping Budgeting and Staff Cost Modules Once Bookkeeping Budgeting or Staff Cost Module is set to be effective all account codes are not allowed to be deleted B Pre requisites 1 Source of Fund Ledger Code and Sub Ledger Code have been created 2 The new Account Code should not exist 3 EDB Pre defined Code and Account Type Expenditure Income Account type have been set up User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Account tab 3 Click Add button Add Account Details page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 69 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt OA A Asearch Favorites Smeda B S a aA Last Login 10 07 2003 11 38 Logout Help PEK Nt School Year 2002 1
98. eck Warning Error Lye CALEG Expenditure Warning Error COA Maintenanc Voucher Type Mi Location Mainte Report Effective Date DD MMIYYYY Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summis Capital Asset Register Sales and Stock gt Non Recurrent Gia gt Report Management Daily Collection Summary Customization Note 1 If you plan to start using Budgeting Module for the coming Accounting Year please set the Budgeting Module Effective Date on or before the start of the Accounting Year or any date before entering Book if Cost transactions 2 Budgeting Bookkeeping Di e date can be set under different School Level and Session 3 Staff Cost Capital Assef 4 d Stock Effective date will be same across all School Levels and Sessions Once the Module is set effective in one session all the other School Level lodule will become effective on the same date automatically same School Once the Module is set effective in one session the other session of this Module under the same School Level will become effective on the same date automatica tg inteme Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the school accounting information is s
99. ed with the updated details L Notes 1 English Description Chinese Description and Effective Status are mandatory fields and they are required to be entered 2 If the effective status of Location Code is set to be Inactive it will not be available in both Capital Asset Register and Sales and Stock Modules for asset and stock maintenance purpose respectively Inactive location with asset and stock balance nevertheless can still be retrieved in the report Delete Location L Function Description This function allows users to delete an existing location Alternatively users may consider to deactivate the existing location by updating its Effective Status to Inactive B Pre requisites 1 Location Code has been created User Procedures 1 Click FMP gt Common Setup gt Location Maintenance from the left menu 2 Enter the search criteria and click the Search button to search for location records Copyright 2011 Education Bureau The Government of the HKSAR Page 111 All Rights Reserved WebSAMS User Manual Version 1 3 F WebSAMS System Version 0 9 0 File Edit View Favorites Tools 07112002 Microsoft Internet Explorer Help eeke gt OD Al Osh rones gueie GB SAR Norton Antivirus E FMP Common Setup Sch Accounti 1g AIC Year Mair te COA Mainteni inci Voucher Type mi Budgeting Bookkeeping Staff Cost CAR Sales amp Stock
100. een created EDB Pre defined Code has been set up 3 Ledger Code can be deleted only if Budgeting Bookkeeping and Staff Cost Modules are not effective as at the system date User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Ledger tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched ledger codes will be displayed Sar Od dees ae Oe Home 1P Common Setup LEUL Source of Fund Code G General Operating Fund x Ledger Type Cash at Bank 7 ce Ledger Range From 65001 Bank Government Fund gt Voucher Type Mainte g g 65001 Bank Government Fund Location Maintenanc To 65003 Bank Textbook Grant Report COAN Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Management ita Management istomization al E Done m e fox Local intranet 5 Select a ledger by clicking the checkbox next to the Ledger Code Users may select one or more ledger codes to be deleted at the same time 6 Click Delete button Copyright 2011 Education Bureau The Government of the HKSAR Page 53 All Rights Reserved WebSAMS User Manual Version 1 3 2 WebSAMS System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Bak gt gt A Qsearch GaFavorites med
101. eie 97 Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved WebSAMS User Manual Version 1 3 Add Voucher Ty pe scissile eae iaan lethal aut eatin tein aad 97 Update Voucher Type erronee nts edna es eee be eee hide eed 101 Delete Voucher Vy pe sess sence dil tee aie di eae ie eS bbe Bakeware 103 View Last Generated NO ereer ieee aieent c Reis easel odbc EEEREN estas ts ewe idole ues Paka 104 2 5 LOCATION MAINTENANGE fsss5ccdeesssccecesescagcenssceceasasdageandacnecanascagcansacacnasagcadsenssccedenassagseossens 107 2 5 1 Maintain LOCATION 55 foe I ORE GIA EE EES 107 Add We e721 010 PEE eee ae eC Se Ane oer ee ee On ee a E ee ee ee eee eS 107 Update Location neern eN reei eis hs ee ee ee i te ee tle 109 Delete LOCA OM srssce cc ceceserrty se i a E RS NL OEE LI Couche A ibaa oh ee ie ie 111 2 6 REPORT nae neie taeae e a eenean Eeee E Ee EEEO EE A E RETEN 114 Generate Reporters iii a a i ia aoai dee sate ai 114 2 7 DATA CONVERSION aeo h a E TEE EET E ee RL a see ea et 129 Converted EMP Data lesia e e es oe NONE OA AER 129 Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved WebSAMS User Manual Version 1 3 1 1 1 Module Overview Introduction Objective The design of Financial Monitoring and Planning Module caters aided schools only Its main purpose is to facilitate aided schools to handle budget planning and financial recording a
102. ement ita Management istomization Ej Done T E tocal intranet 5 Select a programme by clicking the checkbox next to the Programme Code Users may select one or more programmes to be copied at the same time 6 Click Copy To button All the selected programme codes will be listed in Copy To page F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer AE Fie Edit View Favorites Tools Help Heak gt 2 A Qsearch Favorites ECmedia De BAX a Norton antivirus E User fmpSAs Last Login 10 09 2003 15 13 Logout Help PEE Current School Year 2002 10 September 2003 18 34 S FCS04 02 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Common Setup Programme Sel IT Sch Level Session Primary am gt ue Accounting Year YYYY YYY 2010 2011 gt 5 Voucher Type sema Location Mainte Report Programme Co English Description eee Effective Date Effective Chinese Description DDMMNYYY p K Budgeting 1802 0003 Bookkeeping Staff Cost RX 1802 2003 A CAR MA Maths ga 1802 2003 A Sales amp Stock WFMP Admin Programme TR LESTE 1702 2003 cal Daily Coll Summa gt Non Recurrent Gra gt Report Management D mia GB copy t Moelete Data Management Customization BE Local intranet 7 Select the target School Level Session and Accounting Year
103. enditure Warning C Error COA Maintenanc Voucher Type Mi Location Maintet Report Effective Date DD MMIYYYY Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Capital Asset Register Sales and Stock Daily Coll Summa gt Non Recurrent Gra gt Report Management Daily Collection Summary Customization Non Recurent Grant 1 If you plan to start using Budgeting Module for the coming Accounting Year please set W Budgeting Module Effective Date on or before the start of the Accounting Year or any date before entering Bookkeeping or Staff Cost transactions the other School Levels and Sessions o become effective on the same date automatics 4 Daily Collection Summary Non Recygy rent effective date can be set under Level Effective date will be same across all sessions within an pne session the other session of this e same School Level will become effective on the same date 7 a T T E temet 7 Enter the School Accounting Information such as Initial and Last Accounting Year Used fill in Last Accounting Year Used only when planning not to use FMP Module in a specified year and thereafter Budget Check Option and Module s Effective Date 8 To activate FMP modules select modules by clicking the checkbox next to the module name and fill in Effective Date Copyright 2011 Education Bureau The Government of the HKSAR Page 12 All Rights Reserved WebSAMS User Manual Version 1 3
104. ent Voucher CAR r r T r E Capital asset purchase voucher CA Details G5001 Bank Government Fund Fal Sales amp Stock l Daily Coll Sumi O Kri KK Details 65001 Bank Government Fund wl Non Recurrent 4 yes and Stock Payment Voucher a Data Comunicat m pck Purchase voucher SP Details 65001 v Bank Government Fund Eal oes SR Details 65001 Bank Government Fund Pal gt Report Manageme gt Data Management gt Data Query Tool P y ss Details 65001 Bank Government Fund Fal gt Timetabling gt Code Management Note Format of auggGenerated voucher number lt Voucher Type Prefix gt YY MM lt system sequence no gt gt Securit add delete Reset Save L Post effects 1 When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record s deleted successfully the voucher type record is deleted 4 Notes 1 Users are not allowed to delete voucher type if it has already been used to create vouchers Error message will be prompted in this case Voucher type cannot be deleted even if all of its vouchers have been deleted 3 Each voucher classification must have at least one voucher type Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenarios
105. enter the description of the report for easy reference during p4port retrieval Programme Code Master List Report Primary 4M 2002 2003 E WebSAMS System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Bak gt Q A Qsearch Favorites meda D St FY Norton Antivirus X User fmpSAs Last Login 10 09 2003 17 44 Logout Help PEE Current School Year 2002 11 September 2003 14 17 Home FMP S FCS12 12 FMP gt Common Setup gt Report Report has been submitted for generation Please go to the Repository function of Report Management modulejto view the generated report Report generated successfully Programme Code Master List R FCS001 E Built in Template Please input the print criteria Common Setup Sch Accounting AIC Year Mainte COA Maintenanc OTA LL Sch LeveliSession Primary AM OEELA Accounting Year yyyyvvvy 2002 2003 Programme Code ALL E To fall gt Budgeting Effective Status ALL a Bookkeeping Format PDF Staff Cost gt CAR gt Sales amp Stock E Preview amp Print E To File MJ Reset lt Back Daily Coll Summa Non Recurrent Gra gt Report Management gt Data Management gt Customization Cl gt E Done Bl fox Local intranet L Post effects 1 The selected report is generated for users to preview in a pop up window if Preview amp Print button is clicked 2 The selected
106. eptember to August the twelve months from September to August will be listed For school with accounting period April to March the twelve months from April to March will be listed Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer e x File Edit View Favorites Tools Help Back gt 2 A Asearch Favorites Zmeda B Sf a g Norton antivirus E User fmpSAs Last Login 14 10 2003 10 16 Logout 1 Help PXKE Current School Year 2002 16 October 2003 10 57 Home Faas S FCS09 03 FMP gt Common Setup gt Accounting Year Maintenance Common Setup Sch Accounting COA Maintenang Add Accounting Year Accounting Period Accounting Year YYYY VYYY Voucher Type Mi Location Mainte Report Reminder 1 If Sales amp Stock Module is in use costing method for the newly created Accounting Year Pel esa will be set as First In First Out automatically Lee 2 Please go to Sales amp Stock gt Setup gt Default Costing Method afterwards to change the Eada costing method if necessary and as soon as possible AR sava Jeack Sales amp Stock gt Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization E E Done al fox Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 19 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 0 9
107. equired to be entered 3 Changes to the Source of Fund s effectiveness will be propagated down to the related Ledger Code Sub Ledger Code and Account Code That is if users change the Effective Date and Effective Status of Source of Fund then the Effective Date and Effective Status of all of its related Ledger Sub Ledger and Account will have the same change automatically Copyright 2011 Education Bureau The Government of the HKSAR Page 30 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 3 Programme If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details Add Programme L Function Description This function allows users to create a new programme which aims to classify expenditure into programme level Programme will be used in Bookkeeping Budgeting and Staff Cost Modules Each of the school levels sessions and accounting years will have its own set of programmes Pre requisites 1 Accounting year has been created User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Programme tab 3 Click Add button Add Programme Details page will be displayed abSA on 0 9 0 BUILD 0711200 osoft Internet Explore E 18 x File Edit View Favorites Tools Help Back gt amp 2 A Qsearch Favortes meda F St SB pSAs Last Login 08 07 2003 20 07 Logout Help PXRE urrent School Year 2002 9 Ju
108. er Type ALL z ee aeu Format PDF x gt Assessment E Preview amp Print E To File Reset lt Back Special Assessme gt Staff Deployment gt Staff gt CDS gt HKAT gt HKEAA FMP Common Setup Sch Account AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR D D B iteme The following print criteria can be selected from this screen to generate the report Voucher Type Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 3 WebSAMS report is built on PDF format with Crystal Report Application minor alignment issue may be possibly located when printing in other formats Copyright 2011 Education Bureau The Government of the HKSAR Page 128 All Rights Reserved WebSAMS User Manual Version 1 3 2 7 Data Conversion B Function Description For schools using existing SAMS they are required to convert the data from SAMS to WebSAMS through the Data Conversion Kit For non government schools the schools can choose whether it is required to convert FMP data from SAMS If the schools choose not to convert FMP data from SAMS the system will treat the schools as new FMP school users in WebSAMS Only preload data will be loaded into the system The schools a
109. er or Sales and Stock Module Copyright 2011 Education Bureau The Government of the HKSAR Page 113 All Rights Reserved WebSAMS User Manual Version 1 3 2 6 Report If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details Generate Report B Function Description This function allows users to generate reports for verification and recording purpose Reports are grouped into different categories according to their report nature Users can view the reports of the following categories All Categories Common Setup Data Conversion All Categories and Data Conversion categories are available only for school with FMP data converted from SAMS system LQ Pre requisites 1 Adobe Acrobat Reader and Microsoft Office 2000 are required in order to view the reports 8 User Procedures 1 Click FMP gt Common Setup gt Report from the left menu 2 Users can select category and language All reports under the selected category will be displayed 3 Click on the Report Name ID link and a list of built in and user defined report templates is displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 114 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 1 0 0 BUILD 02072003a Microsoft Internet Explorer File Edit View Favorites Tools Help Heak gt 2 A Qsearch Favorite
110. erwrite any of the existing one B Pre requisites 1 At least one Cheque Format must be available in the system User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu Copyright 2011 Education Bureau The Government of the HKSAR Page 88 All Rights Reserved WebSAMS User Manual Version 1 3 Click Bank Information tab Click Cheque Format tab Select an existing bank code from the drop down list box oe Se Of Click Search button All the existing Cheque Formats of the selected bank will be listed 2 WebSAMS System ersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back r gt OA A Asah Favorites Hued A D S Sf H E User fmpSAs Last Login 04 09 2003 11 14 Logout Help PXE a Current School Year 2002 4 Sep Home Fa S FCS08 07 FMP gt Common Setup gt ChaX of Account Maintenance gt Bank Information Common Setup Sch Accounting Pere Formet fy a heque Format Bank Code Bank infonmaton Voucher Type Mi Location Mainte Report gt Budgeting Bookkeeping Staff Cost gt CAR gt Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization ieri fox Local intranet 6 Select a cheque format by clicking the Download Cheque Format link A download file window will pop up Copyright 2011 Education Bureau The Governmen
111. es and Stock Module under these two classifications If Bookkeeping Module is in use users have to create an additional Bookkeeping Payment Voucher or Receipt Voucher respectively in order to record the stock purchase and stock selling amount in the books of accounts User super Login Time 14 09 2011 17 09 Logout Help PXRA Current School Year 2010 _14 September 2011 17 33 FMP a a Common Setup S FCS10 01 FMP gt Common Setup gt Voucher Type Maintenance Bottom Default Auto gen Voucher Type Description Prefix Last generated no BankiCash Ledger Description voucher no Ledger AIC YIN View last generated A i i Details 65001 Bank Government Fund F Budgeting no by clicking Bookkeepi iT ile i Details 65002 Bank School Fund a q Details hyperlink z Staff Cost i Details A5000 test log 64 Ea Soe Bookkeeping Receipt Voucher Sales amp Stock z Receipt voucher Government Fum Details 65001 Bank Government Fund el Daily Coll Sumi Non Recurrent Bopkkeepiig Journal Voucher Data Comunica E Journal voucher JV Details W SPA Bookkeeping Petty Cash Voucher gt Report Managemen E Petty cash Government Fund 6c Details 65101 E Petty Cash Government Fund i Fa gt Data Management eu pm E Staff Cost Payment Voucher gt Data Query Tool gt Timetabling E Provident fund voucher ORSO
112. escription Bookkeeping Chinese Description eco Effective Date DDMMYYYY homa gt CAR Effective Status m gt Sales amp Stock Active 7 E Save and Back Save and Link to Account lt JBack gt Non Recurrent Gra gt Report Management gt Data Management gt Customization a E aaia fox Local intranet 3 Users can have a full picture of EDB and school defined sub ledger code range by clicking the EDB Defined Code tab 4 Users can choose to link to add I E Account Code after adding new sub ledger code successfully 5 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Sub Ledger Code is not within the Sub Ledger Type range as specified in COA Maintenance EDB Defined Code Sub Ledger Code exists Invalid date format 6 Changes to the Sub Ledger s effectiveness will be propagated down to the related Account Code That is if users change the Effective Date and Effective Status of Sub Ledger then the Effective Date and Effective Status of all of its related Account will have the same change automatically Copyright 2011 Education Bureau The Government of the HKSAR Page 61 All Rights Reserved WebSAMS User Manual Version 1 3 Update Sub Ledger B Function Description This function allows users to update an existing sub ledger Users can amend
113. esecesecsseesseeesaeeeaeeeaeecaaecsaecsaecaecsaeenseenes 22 2 3 COA MAINTENANGE cairia sot aE a ERE UIA EETA E set AENA 25 2 3 1 EDB Defined C lera e EET E ONE en E aaen 25 2 3 2 SOUTCE Of FUN oe ices bet sews uals a E e EE eaa 27 Add Source Of Fund sser Ni ath dete eet ae A ees Se ete eta aI iets 27 Update Source of Fund ssscca secs eects caters ch ees tenes Mobis oceans lew tenes eek E T 29 2 3 3 Protan 0c asses ee se eGo Wa Heda SN a apt goa oa a Sena dS aS A A Sea 31 Add Programme ssn treenin E tees ceed ictcoeceealt ee gid e e ie 31 Update Pro gramme meiset osike tastier solctenascacesbesaceaes sideneiet E E Ee E E ECAA OE a 33 DINA a tolear n aii ESEA T AA EAE EE AE betel A E E A ele 38 Copy Programme neoe ar aE eE ET hens AEE E ene e eae eis 40 2 3 4 Teder onea E E SAE EE E EEEE SE EE E Toe ree A 44 Add hed ger Code sectaietcuieosael cee EEEN E ales E AA E E a i 44 Update Eed2 T inna on onee sent hen ea pa aa ee Ras date a EaR Pan 50 Delete Led 2er cece iach oe e E eN e E a A E AE ate AA O E EA N EREE 53 Sub Ledger Bank Information Link esseeesseeeeeseseessessessersrsstesrestesrestessesrisseestsstentesresesresss 55 2 3 5 SUD LCA BET arenie tates sa ba Sa LE oc LB Guages Sites a Le ee easing esse 58 Add Stibsb d ger Code sieca eee ses wea e eee te dae anise Ulsan TE E E teense ieee oek 58 Update Sub Ledgeri osoen teie e R ct ERA a a sa cnunia ont eS TERT A aA 62 Delete SubsLed ser vsiss nescence ates uit sae accel ane eee T 64
114. et accounting period only available to new FMP school users and accounting information for each school level session Once the accounting period is set it cannot be changed Please note that school with converted FMP data from SAMS system is not required to set up accounting period in this function The accounting period for such school is converted from SAMS Q Pre requisites 1 Users have entered the school information under School Management System User Procedures 1 Click FMP gt Common Setup gt Sch Accounting Info from the left menu For school with converted FMP data from SAMS system please go to User Procedures Step 5 Copyright 2011 Education Bureau The Government of the HKSAR Page 9 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Fie Edit View Favorites Tools Help p Bak gt gt O a Bsearch Favorites media 3m 3 aax User finpuser Login Time 15 08 2003 16 14 Logout Help PRR Current School Year 2001 15 August 2003 16 06 S FCS01 01 FMP gt Common Setup gt School Accounting Information FMP Common Setup Search School Accounting Information Sch Accounting School Code BOP Lela TT School Name Da iss SLL Ol ECU Accounting Period m Voucher Type M tec Reminder Report Budgeting 1 Please ensure the correct Accounting Period is chosen Bookkeeping 2 Please note that Ac
115. et as not effective i e no effective date will be set in Common Setup School Accounting Information by default Copyright 2011 Education Bureau The Government of the HKSAR Page 129 All Rights Reserved WebSAMS User Manual Version 1 3 If the school chooses to convert data for Capital Asset Register Module then Capital Asset Register Module will be set to be effective as at the first date of its initial accounting year For example if the initial accounting year is 1998 1999 and its accounting period is September to August then the effective date will be set as 1 9 1998 However if initial accounting year is not provided in SAMS then the effective date will be set as 1 1 1996 2 Accounting Year a All the accounting years existed in SAMS will be converted over The status of these converted accounting years will be set as Opened and all of their accounting months will be set as Closed An additional Adjustment Month will be created for each of the converted accounting years Users should open the last accounting month of the last converted accounting year and then create journal vouchers to record the account closing balances After posting the vouchers users are required to close the accounting month and perform Provisional Year End Closing of the last converted accounting year in Bookkeeping Module so that the closing balances will be rolled over to the next accounting year as opening balance
116. f Cost English Description Aout oo CAR Chinese Description Eomp SSS SS Sales amp Stock Effective Date DDMMAY YYY mowa e Daily Coll Summa Effective Status Active v Non Recurrent Gra Report Management Data Management gt Customization Copyright 2011 Education Bureau The Government of the HKSAR Page 70 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new account is saved L Notes Source of Fund Code Ledger Code Sub Ledger Code Account Type Account Code English Description Chinese Description Effective Date and Effective Status are mandatory fields and they are required to be entered When adding new Account Code after selecting Source of Fund Code Ledger Code Sub Ledger Code and Account Type the page will show the range of account code already created The range of account code in which users are allowed to create will also be displayed next to the account code input field on 0 9 0 BUILD 0 00 oso ernet Explore iix Fie Edit View Favorites Tools Help Back gt amp A A Qsearch Favortes Ehmeda B 3 a a g Norton Antivirus B User fmpSAs Last Login 10 09 2003
117. firmation Once confirmed the system will validate the information When the system prompts Record updated successfully the information of the programme is saved with the updated details Notes Warning messages will be prompted if there is any error and users will be advised to rectify the error before proceeding Warnings occur under the following scenarios Copyright 2011 Education Bureau The Government of the HKSAR Page 37 All Rights Reserved WebSAMS User Manual Version 1 3 No Programme member is selected Programme leader is not appointed 2 Maintenance of Programme will perform staff synchronization automatically if Staff Cost Module is not effective If Staff Cost Module is effective staff synchronization will be preformed automatically in Staff Cost Module 3 For administration programme WFMP users are not allowed to amend English Description Chinese Description Effective Date and Effective Status Delete Programme L Function Description This function allows users to delete an existing programme if no module is referencing to this programme Alternatively if the programme is no longer in use users may update the programme and set the effective status to Inactive LQ Pre requisites 1 Programme of the selected accounting year must exist User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu Click Programme tab Select the se
118. g gt HKEAA FMP Common Setup gt Budgeting ciir COA Maintenance I E i O nenet R10 4 4 Enter the new Source of Fund information 5 Click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 27 All Rights Reserved WebSAMS User Manual Version 1 3 WebSAMS System ersion 1 4 2 BUILD 30072007 EDB Windows Internet Explorer E s aj x Go http ncs prtsvr106 jspfindex jsp 4 X coogle Eile Edit view Favorites Tools Help Ve a WebSAMS System Version 1 4 2 BUILD 30072007 EDB User super Login Time 31 07 2007 10 21 Logout Help PRM Current School Year 2006 _ 31 July 2007 10 21 Home a Student Info Enq gt School Manageme S FCS03 01 FMP gt Common Setup gt Chart of Account Maintenance gt Source of Fund Domp gt Student Source of Fund Code gt Attendance gt Student Activities gt Award amp Punishm Assessment English Description Chinese Description Effective Date DD MM YYYY Effective Status 2670272003 Ea Active gt Special Assessme Staff Deployment gt Staff CDS gt HKAT gt Applied Learning gt HKEAA FMP Common Setup Sch Accounti AIC Year Mail Voucher Type Location Mail Report gt Budgeting mir COA Maintenance I I T _ LaO neme R10 4 L Post effects 1 When the Save button is clicked the system will prompt for
119. g Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization ios Local intranet 5 View edit details of a Ledger by clicking the Ledger Code hyperlink Edit Ledger Details page will be displayed F WebSAMS System Version 0 9 0 BUILD 07 112002 Microsoft Internet Explorer File Edt Viw Favorites Tools Help a Back gt gt O A A Asearch Favorites Meda Ay SY ag User fmpSAs Last Login 08 07 2003 20 07 Logout 1 Help PEZ Current School Year 2002 2003 17 58 S FCS05 02 FMP gt Common Setup gt Chart of Account Maintenance gt Ledger FMP Common Setup LLI Source of Fund Code G General Operating Fund z AIC Year Mainte Ledger Type Cash at Bank bed Ledger Range From oso Bank Government Fund z Voucher Type Mi Locilion iiainis To 65003 Bank Textbook Grant x Report ER Search Budgeting English Description Chinese Description Effective Effective Bank Info Date Status Sub ledger link E Bank Govemment Fund SRT BUTER 0103 2002 Bookkeeping Staff Cost CAR Sales amp Stock Setup Bank School Fund RTP SS 0103 2002 E ITER SRPA Maintenance Pre Year End Year End Bank Textbook Grant 0103 2002 Enquiry Report gt Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization
120. ger Code hyperlink Edit Sub Ledger Details page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 62 All Rights Reserved WebSAMS User Manual Version 1 3 Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D SY ag Home P S FCS06 02 FMP gt Common Setup gt Chart of Account Maintenance gt Sub Ledger Common Setup Seu NIT Source of Fund Code G General Operating Fund 7 AIC Year Maintei aaa Coa COA Maintenanci G1016 Mortgage Interest Subsidy Scheme AC hd EEA TA Sub Ledger Range From 61016001 Teaching Staf X Location Mainte To 61016002 Teaching Supporting Staff gt Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa English Description Chinese Description Effective Date Effective Status cal IE Teaching Staff PEAS 0103 2002 Teaching Supporting Staff HFZRAA 0103 2002 A I E Non Recurrent Gra Report Management Data Management Customization E tocal intranet 6 Amend the sub ledger information in Sub Ledger Details table 7 Click Save button to save the changes F WebSAMS System Version 0 9 0 BUILD 07 112002 Microsoft Internet Explorer Help Fie Edit View Favorites Tools Heak gt A A Qsearch Favorites Ameda
121. gt HKEAA FMP Common Setup Sch Accountit AIC Year Mai COA Mainten Voucher Typ Location Maii Report gt Budgeting gt Bookkeeping gt Staff Cost gt CAR i internet The following print criteria can be selected from this screen to generate the report Source of Fund Ledger Type Current Status All Active Inactive Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 4 Chart of Account I E Account Code R FCS004 E This function allows users to generate the Chart of Account I E Account Code R FCS004 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 120 All Rights Reserved WebSAMS User Manual Version 1 3 3 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt OA A Asearch Favorites Smeda D SY ag E User jasonyan Login Time 14 08 2003 21 03 Logout Help PEE Current School Year 2002 14 August 2003 21 11 Home a S FCS12 04 FMP gt Common Setup gt Report Student Info Enq Chart of Account IJE Account Code R FCS004 E gt School Manageme PAN Built in Template Zoe Please Input The Print Criteria gt Attendance gt Student Ac
122. gt Staff E Preview amp Print E To File Reset lt Back gt CDS gt HKAT gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ Format PDF X gt Budgeting gt Bookkeeping gt Staff Cost gt CAR D D B iteme The following print criteria can be selected from this screen to generate the report School Level Session Accounting Year Programme Code Range Effective Status All Active Inactive Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 11 Voucher Type List R FCSO06 E This function allows users to generate the Voucher Type List R FCSO06 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 127 All Rights Reserved WebSAMS User Manual Version 1 3 3 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Reach GFavortes Meda Gy SY S User jasonyan Login Time 14 08 2003 21 03 Logout Help PEK Current School Year 2002 14 August 2003 21 13 Home a S FCS12 06 FMP gt Common Setup gt Report Student Info Enq s een Please Input The Print Criteria gt Attendance re vouch
123. has been created 2 Account Code can be deleted only if Budgeting Bookkeeping and Staff Cost Modules are not effective as at the system date User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Account tab 3 Select the search criteria from the drop down list box 4 Click Search button A list of matched account codes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 74 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Tools Help File Edit View Favorites lent School Year 2002 16 August 2003 15 33 S FCS07 01 FMP gt Common Setup gt Chart of Account Maintenance gt Acco Common Setup aL ULO Source of Fund Code K KK Lam Fund z ala Ledger Code K1700 IT Enhancement Grant 7 COA Maintenanc gt Sub Ledger Code K1700501 IT Enhancement Grant 7 Voucher Type Mi inte Account Type Location Mainter anc Lie ae k rom Report Account Range w o Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Management ita Management istomization E Done T E tocal intranet 5 Select an account by clicking the checkbox next to the Account Code Users may select one or more account codes to be deleted at the same time 6 Click Delete butt
124. he time being Sales amp Stock Tel save Daily Coll Summa 999999 Through Train School Type 6 Accounting Period Non Recurrent Gra Report Management Customization 23 E tg inteme 3 Click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 10 All Rights Reserved WebSAMS User Manual Version 1 3 T WebSAMS System Yersion 1 0 0 BUILD 13082003a Microsoft Internet Explorer laj xj File Edit view Favorites Tools Help Back gt O A A Asearch Favorites meda D SY a g User finpuser Login Time 15 08 2003 16 14 Logout Help PRR Current School Year 2001 15 August 2003 16 07 FIP S FCS01 01 FMP gt Common Setup gt School Accounting Information SE School Code 999999 LLAC School Name Through Train School Type 6 COA Maintenancj a Pi Accounting Period September to August z Voucher Type M ei Reminder Report Budgeting 1 Please ensure the correct Accounting Period is chosen Bookkeeping 2 Please note that Accounting Period cannot be changed after saving Staff Cost 3 For School with Accounting Period to be changed in the near future it is recommended CAR NOT to adopt FMP before the change and leave this setting as blank for the time being Sales amp Stock Daily Coll Summa Microsoft Internet Explorer xj Non Recurrent Gra Q Please read the REMINDER first Ae MEL Ee You have selected Accounting Period September
125. ht 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 106 WebSAMS User Manual Version 1 3 2 5 Location Maintenance If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details 2 5 1 Maintain Location Add Location L Function Description This function allows users to create a new location in the system Location created will be used in Capital Asset Register and Sales and Stock Modules to specify the location of asset and stock B Pre requisites 1 Location codes General and On Loan will be preloaded 2 New location code to be added does not exist User Procedures 1 Click FMP gt Common Setup gt Location Maintenance from the left menu 2 Click Add button Add Location Details page will be displayed on 0 9 0 BUILD 0 00 oso erne plore 5 xj File Edit View Favorites Tools Help SBak gt O A Qsearch Favorites meda Gye S St a B User fmpSAs Last Login 10 07 2003 11 38 Logout Help PEE Current School Year 2002 10 July 2003 16 48 Home S FCS11 01 FMP gt Common Setup gt Location Maintenance FMP Common Setup PE Location Code ALL X AE English Description 4 Chinese Description A i gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Summa gt Non Recurrent Gra Report Management gt Data Management
126. hts Reserved WebSAMS User Manual Version 1 3 LO Z WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Reach Favortes meda Gy Yi S g Address amp http 192 168 6 154 jsp index jsp User fmpuser Login Time 15 08 2003 16 51 Logout Help PXEE Current School Year 2001 15 August 2003 16 51 FMP S FCS01 02 FMP gt Common Setup gt School Accounting Information alas odna School Code 999999 AIC Year Maintei LAE School Name Through Train School Type 6 Veter Accounting Period September to August ETS NETIC Sch LeveliSession Primary Whole Day eon Last Updated Date DDMM Y YYY Budgeting Bookkeeping Staff Cost CAR Sales amp Stock DET ie mater Last Accounting Year Used YYYY YYY Initial Accounting Year YYY v v YYY gt Non Recurrent Gra gt Report Management Note No accounting entry can be entered after the last accountir Customization Budget Check Option Zj WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Fie Edit View Favorites Tools Help Bak Gt Qsearch SyFavorites Media S44 4 Address Fy http 192 168 6 154 jsp index jsp User fmpuser Login Time 15 08 2003 16 51 Logout Help Pema Current School Year 2001 15 August 2003 16 52 FMP Common Setup gouUdget Check Opti Sch Accounting Income NoCh
127. ile button 2 8 Location Details R FCS008 E This function allows users to generate the Location Details R FCS008 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 124 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Fie Edit View Favorites Tools Help Back gt Q A Qsearch Favorites meda 4 D 3 a a B User jasonyan Login Time 14 08 2003 21 03 Logout Help PEE Current School Year 2002 14 August 2003 21 15 Home 4 S FCS12 08 FMP gt Common Setup gt Report Student Info 1 kakia PRENGA NEON Location Details R FCS008 E Built in Template gt Student Please Input The Print Criteria gt Attendance gt Student Activities Location Code ALL To ALL 7 eanu Effective Status aL z gt Assessment Format PDF hd gt Special Assessme E Preview amp Print E to File M Reset Back gt Staff Deployment FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR tg iteme The following print criteria can be selected from this screen to generate the report Location Code Range Effective Status All Active Inactive Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking
128. ill be performed based on the budget check option defined if the budget of the selected accounting year has been approved If budget check option is set to Warning and if any accounting line amount exceeds the budget amount a warning message will be displayed and saving of the voucher will be carried on If budget check option is set to Error and if any accounting line amount exceeds the budget amount an error message will be displayed and saving of the voucher will be aborted In this case users should save the voucher as Draft and revise the budget Then retrieve the draft voucher and save it as unposted voucher again 7 A set of preload ledger sub ledger and income expenditure account codes has been loaded into the system Preload Code is for report generation purpose especially reports involving annual accounts Users are recommended to maintain ledger sub ledger and income expenditure account codes before proceeding to handle the effectiveness of Bookkeeping Budgeting and Staff Cost Modules Once Bookkeeping Budgeting or Staff Cost Module is set to be effective all ledger sub ledger and income expenditure account codes are not allowed to be deleted 8 If users plan to start using Budgeting Module for the coming Accounting Year please set the Budgeting Module Effective Date on or before the start date of the Accounting Year or any date before entering Bookkeeping or Staff Cost transactions Copyright 201
129. imary AM z A GUU Accounting Year vYYYiVYYY 2010 2011 z EECOR maintenance O 1 Ey Voucher Type Mainte Segch Ema Location Maintenanc Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Management ita Management istomization a Done elie fox Local intranet 5 View edit a programme by clicking the Programme Code link Copyright 2011 Education Bureau The Government of the HKSAR Page 34 All Rights Reserved WebSAMS User Manual Version 1 3 F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Heak gt 2 A search Favorites eda D 4 Sf H BW 4 August 2003 12 30 Current School Year 2002 S FCS04 02 FMP gt Common Setup gt Chart of Account Maintenance gt Programme FMP Common Setup peut INUIT Sch Level Session Primary AM 7 UC Accounting Year vYYVVYYY 2010 2011 Voucher Type mage Location Maintet Programme Code English Description Chinese Description Effective Date enne Chinese p E Report 1802 2003 English Rx 1802 2003 Maths ee 1802 2003 FRL 1702 2003 Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Setup kal a a Maintenance Pre Year End Year End Enquiry Report Daily Coll Summa gt Non Recurrent Gra Repor
130. ined in Common Setup then the voucher date will be set as the first date of the initial accounting year i e either September 1 or April 1 of the initial accounting year For example if the Asset Registered Date is 1 1 1998 and the initial accounting year is 2000 2001 with Accounting Period from September to August then the asset will be grouped under the voucher with voucher date 1 9 2000 Voucher amount will be set as the total asset amount grouped under this voucher Assets with the same Donation Indicator and Asset Registration Date will be grouped into the same voucher All the Voucher Particulars of the converted vouchers are set as Converted Voucher Capital Asset Register 9 Location a b Location code will be converted from School Management Room Details in SAMS For bi sessional school AM and PM will be appended to the location code For example RM105AM RM106PM 10 Capital Asset Register Converted Data Setup a This function is available in Capital Asset Register Module if the school chooses to convert asset data Users can re group the assets in WebSAMS via this function It allows users to change the newly converted asset code to another category and asset code Please refer to Capital Asset Register user manual for details Analysis Code 1 and 2 will be set as N A Not Applicable If responsible officer is blank in SAMS then it will be set as N A Not Appli
131. intenance gt Bank Information FMP Common Setup Bank Information Sch Accounting AIC Year Maintei Autopay Format COA Maint Bank Code BEA Bank of East Asia Veeder ine Location Maintet Report Autopay Format Repository a no UU U Autopay Format I 1 0001 Bank of East Asia Autopay Autopay omat Budgeting Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Data Management gt Customization Ei ios Local intranet Li Post effects 1 All the preloaded autopay formats of the selected bank will be listed 4 Notes 1 The following 3 commonly used autopay formats are preloaded into the system Bank of East Asia Autopay Hang Seng Bank Autopay MRI The Hongkong and Shanghai Banking Corporation Limited Autopay MRI 2 Autopay format is for the use of payroll preparation The setup of autopay profile for each of the banks is available in Staff Cost Module Please refer to Staff Cost user manual for details Copyright 2011 Education Bureau The Government of the HKSAR Page 96 All Rights Reserved WebSAMS User Manual Version 1 3 2 4 Voucher Type Maintenance If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details 2 4 1 Maintain Voucher Type Add Voucher Type L Function Description This function allows users to create a new voucher type for
132. ion and Effective Status are mandatory fields and they are required to be entered 2 For the first time setup location information will be retrieved from WebSAMS School Management System upon Data Conversion from SAMS 3 For bi sessional schools AM and PM will be appended to SAMS location codes upon data conversion 4 It is not allowed to have duplicated records with the same location codes The system will prompt error messages Users may choose to edit the information or abort the action Copyright 2011 Education Bureau The Government of the HKSAR Page 108 All Rights Reserved WebSAMS User Manual Version 1 3 Update Location Q Function Description This function allows users to update an existing location If the location is no longer in use and it is being referred by existing assets or stocks users can set its effective status to Inactive Pre requisites 1 Location Code has been created User Procedures 1 Click FMP gt Common Setup gt Location Maintenance from the left menu 2 Enter the search criteria and click the Search button to search for location records Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt A A Asearch GFavortes Smeda G A S g Norton Antivirus E f SAs Last Login 09 09 2003 14 55 Logout Help PRA Current School Year 2002 10 September 2003 16 17
133. it adjustments The status is Closed by default In the above example in User Procedures A13 14 is the adjustment month of accounting year 2013 2014 The adjustment month format is the same for both accounting periods Procedures for voucher creation in this adjustment month are identical to the other twelve months Transactions in the adjustment month will be grouped together with other transactions in the last accounting month i e March or August However it is optional for users to record year end adjustment in adjustment month or last accounting month of an accounting year Adjustment month is available only under Bookkeeping Module 3 Only three accounting months can be opened concurrently within one accounting year If the current accounting year is not yet finalized users can keep the last accounting month e g 08 2004 as Opened while let the first accounting month e g 09 2004 of the next accounting year be Opened to record new accounting year transactions 4 lf only Budgeting Capital Asset Register Sales and Stock Daily Collection Summary or Non Recurrent Grant Module is in use there is no need to open any accounting month 5 It is not allowed to close an accounting year via this function Users have to perform Final Year End Closing in Bookkeeping Module if Bookkeeping Module is in use It is not required to close the accounting year if Bookkeeping Module is not in use However users may need to c
134. l Version 1 3 3 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Reach GFavortes Meda Eby SY S E User jasonyan Login Time 14 08 2003 21 03 Logout Help PEE Current School Year 2002 14 August 2003 21 17 Home a S FCS12 10 FMP gt Common Setup gt Report Student Info Enq r gt School Manageme VE Account Goca Mapping Rapor R TGSOIDE Built in Template gt Student Please Input The Print Criteria gt Attendance gt Student Activities gt Award amp Punishme Preview amp Print E To File 9 Reset lt Back gt Assessment Format PDF X Special Assessme gt Staff Deployment gt Staff gt CDS gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock D D B internet The following print criteria can be selected from this screen to generate the report Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 7 Ledger Code Mapping Report R FCS009 E This function is available for school with converted FMP data from SAMS system It allows users to generate the Ledger Code
135. lication 3 List of Asset Category R FCA013 E 4 Authority Log Refrain of Modification FPR4030E 4 Authority Log Refrain from Modification R FCA008 E Sales and Stock 1 Relationship between Ledger A C amp Stock Items FPR5030E List of Stock Category R FSS013 E List of Stock Master R FSS014 E Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 139
136. lick Bank Information tab Click Cheque Format tab Select an existing bank code from the drop down list box oO ee oe Click Search button All the existing Cheque Formats of the selected bank will be listed Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt OA A Asearch Gyravorites aD S59 4 Norton Antivirus E Home FMP Common Setup Sch Accounting AIC Year Mainte ee Bank Code Voucher Type Mi Location Mainte Bank information Report gt Budgeting gt Bookkeeping Staff Cost CAR Sales amp Stock gt Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization ay fox Local intranet 6 Select a cheque format by clicking the Upload Cheque Format link Upload Cheque Template window will pop up Copyright 2011 Education Bureau The Government of the HKSAR Page 92 All Rights Reserved WebSAMS User Manual Version 1 3 Heak gt 2 A search Favorites eda D 4 Ef H BW fmpSAs Last Login 04 08 2003 15 18 Logout Help PEZ Current School Year 2002 4 August 2003 15 53 FIP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Common Setup Sch Accounting T cheque Foner A AIC Year MainteriCheque Format oo Bank Code HSBC Hong Kong amp Shanghai Bank Voucher Type M ER search Loca
137. lose the Sales and Stock year if Sales and Stock Module is in use Maintain Accounting Month Q Function Description This function allows users to open any of the existing accounting months Users may open a closed accounting month via this function However no accounting month can be opened if the accounting year has been final closed After opening an accounting month vouchers can be created in Bookkeeping Module and payroll month can be opened in Staff Cost Module LQ Pre requisites 1 Accounting Year has been created 8 User Procedures 1 Click FMP gt Common Setup gt Accounting Year Maintenance from the left menu 2 All the existing accounting years will be listed in the drop down list box Select the Accounting Year 3 Click Search button Status of all the accounting months will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 22 All Rights Reserved WebSAMS User Manual Version 1 3 F WebSAMS System version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D SY ag User fmpSAs Last Login 14 08 2003 11 49 Logout Help PEE Current School Year 2002 15 August 2003 12 05 FMP S FCS09 01 FMP gt Common Setup gt Accounting Year Maintenance Common Setup 4 Maintain Accounting Year Se Accounting Period Septeraber to August AIC Year Maint
138. ly 2003 16 28 Home FMP S FCS04 01 FMP gt Common Setup gt Chart of Account Mg ftenance gt Programme Common Setup Programme SULLU Sch Level Session Primary AM gt AIC Year counting Year YYYY YYY 2002 2003 z EA search z Add Reset Voucher Type Mi Location Mainte Report gt Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Setup Maintenance Pre Year End Year End Enquiry Report gt Daily Coll Summai gt Non Recurrent Gra gt Report Management gt Data Management gt Customization m IEE Local intranet 4 Enter the new Programme information 5 Click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 31 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt O A A Asearch GFavorites Media 3m 3 aax User fmpSAs Last Login 08 08 2003 14 44 Logout 1 Help PXE Current School Year 2002 12 August 2003 15 48 S FCS04 06 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Common Setup Sch Accounting Programme Add Programme Details LLA AETLI Sch LeveliSession Primary AM s Te Accounting Year vYYYYiVYYY 2002 2003 z Garn cat Programme Code 0008 Te Ee English Description Programme 0008 Tati 0008 Budgeting Effecti
139. m Liabilities 91 G7300 G7399 Payable 99 G7400 G7499 Other Liabilities The following SAMS codes will not follow the above conversion rule and they will be specially handled SAMS SAMS WebSAMS Sub Ledger Description Ledger Ledger Ledger Code Code under both Type Code SAMS and WebSAMS 01 541 G5401 N A Furniture amp Equipment 01 542 G5402 N A Furniture amp Equipment Special Class 51 601 G1704 501 Accumulated Fund Account 61 301 G1702 501 Gratuity Reserve Account c For Surplus Deficit Ledger Code i e Ledger Type belongs to 71 the data conversion kit will insert a zero between the first and second byte of SAMS ledger code Copyright 2011 Education Bureau The Government of the HKSAR Page 131 All Rights Reserved WebSAMS User Manual Version 1 3 SAMS WebSAMS Range of Range of Ledger er Ledger Code Code Description From To From To Surplus Deficit Ledger 101 199 G1000 G1999 Grants Outside OEBG 201 299 G2000 G2999 OEBG General Domain 301 399 G3000 G3999 OEBG Special Domain The following SAMS codes will not follow the above conversion rule and they will be specially handled SAMS Ledger WebSAMS Ledger Code Description under both Code SAMS and WebSAMS 102 G1701 General Fund Subscription TF A C 2ZZ G2ZZZ OEBG General Domain Control A C 4ZZ G1705 Staff
140. mended Users should prepare vouchers of such voucher type in Staff Cost Module Capital Asset Register Payment Voucher Classification 7 Vouchers with voucher type under this classification can be created in Bookkeeping Module if Capital Asset Register Module is effective The voucher details e g voucher date and amount will be transmitted to Capital Asset Register Module after the voucher has been posted in Bookkeeping Module Users have to enter related asset details e g asset item quantity location in Capital Asset Register Module afterwards 8 Vouchers can be created directly in Capital Asset Register Module under this classification If Bookkeeping Module is in use users have to create an additional Bookkeeping Payment Voucher in order to record the payment in the books of accounts Sales and Stock Payment Receipt Voucher Classifications 9 Vouchers with voucher type under these two classifications can be created in Bookkeeping Module if Sales and Stock Module is effective The voucher Copyright 2011 Education Bureau The Government of the HKSAR Page 100 All Rights Reserved WebSAMS User Manual Version 1 3 B B details e g voucher date and amount will be transmitted to Sales and Stock Module after the voucher has been posted in Bookkeeping Module Users have to enter related stock details e g stock item quantity in Sales and Stock Module afterwards 10 Vouchers can be created directly in Sal
141. mp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management gt Customization 6 Update the fields and click Save button to save the changes 2 WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer _ File Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D Sy a User fmpSAs Last Login 04 08 2003 15 18 Logout Help PRE Current School Year 2002 4 August 2003 15 46 S FCS08 05 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information FMP Common Setup Sch Accounting AIC Year Mainte COA Maint Voucher Type M Location Maintet bene Bank Particular Budgeting Bank Code BEA Bookkeeping Bank Name English Bank of Est Asia Staff Cost Bank Name Chinese lt o o car Hse Sales amp Stock Bank Infonnation eene Details Tl Bank Code BEA Bank of East Asia ER search Daily Coll Summa Non Recurrent Gra Report Management Data Management gt Customization OO T E Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 84 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record
142. n Common Setup Bank inform ion Sch Accounting Bank Ledger Information iy W T AIC Year Mainter Bank Ledger Information COA Mainte Source of Fund a Curriculum Fund x RLI Ledger Code E000 Cash at Bank by Jason English z 2 Location Maintei Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Data Management Customization i ES Done Ela oa Local intranet 4 Click Add button 5 Enter Bank Ledger information 6 Click Save button to save the entered information Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Back gt O A A Asearch GFavortes meda B Sy ES B SAs Last Login 10 07 2003 11 38 Logout Help FXE Current School Year 2002 Home FMP Common Setup Sch Accounting Banictedger A Bank Ledger Information Source of Fund G General Operating Fund 7 ALLI Ledger Code 5002 Bank School Fund gt Location Mainte Report Bank Code HSBC Hong Kong amp Shanghai Bank gt Budgeting Bank Account Number fii 1111111 Bookkeeping Bank Account Holder Name Eng Testing Aom S Staff Cost Bank Account Holder Name Chi flestngAcomt CAR Cheque Format ID oa a Autopay Format ID S FCS08 03 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Daily Coll Summa EELEE
143. n users want to allocate fund to different fund source source of fund code can be created For example source of fund code Q is created for Quality Education Fund Consequently ledger sub ledger and account codes can be created under the newly created source of fund code for fund allocation LQ Pre requisites 1 Source of Fund Code G General Operating Fund has been preloaded User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Source of Fund tab 3 Click Add button Add Source of Fund Details page will be displayed WebSAMS System Yersion 1 4 2 BUILD 30072007 EDB Windows Internet Explorer aj x go y http ncs prtsvr106 jsp index jsp File Edit view Favorites Tools Help wa Websams System Version 1 4 2 BUILD 30072007 EDB ra Home L User super Login Time 31 07 2007 10 21 Logout Help PXM i i t Current School Year 2006 __31 July 2007 10 21 Home al Student Info Enq School Manageme S FCS03 01 FMP gt Common Setup gt Chart of Account Maintenance gt Source of Fund Source of Fund gt Student Source of Fund Code 2 ff x gt Attendance English Description FF gt Student Activities Chinese Description FF Effective Date DD MM YYYY 26702 2003 gt Award amp Punishm Assessment Special Assessmet Staff Deployment Staff cDS HKAT Applied Learnin
144. nformation e Security SEC Copyright 2011 Education Bureau The Government of the HKSAR Page 7 All Rights Reserved WebSAMS User Manual Version 1 3 e Insert audit trail to Security e Check users access rights to add update Bank Ledger Information and Bank Details e Check users access rights to download upload cheque format B FCS10 Voucher Type Maintenance e Security SEC e Insert audit trail to Security e Check users access rights to add update delete voucher type 4 FCS11 Location Maintenance e Security SEC e Insert audit trail to Security e Check users access rights to add update delete location B FCS12 Reporting e School Management SCH e Retrieve School Name e Report Management RPT e Retrieve Report Template e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access rights to preview and print save report to file Copyright 2011 Education Bureau The Government of the HKSAR Page 8 All Rights Reserved WebSAMS User Manual Version 1 3 2 Operation Procedures 2 1 Maintenance of School Accounting Information If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details Create School Accounting Information L Function Description This function allows users to create school accounting information for the first time setup Users are required to s
145. nting Year 2002 2003 Primary PM When the programmes for the year concerned are similar to any programme of the previous year this function facilitates users to copy the programmes over so that users do not have to create all programmes again LQ Pre requisites 1 Programme Code other than WFMP exists in the source school level session and accounting year User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu Click Programme tab Select the search criteria from the drop down list box Pp hd Click Search button A list of programmes will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 40 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edt View Favorites Tools Help Bak Of Gt Qsearch G Favg TIEM ERE Ri User finpSAs Last Login 15 08 2003 16 21 Logout Help PXE Current School Year 2002 16 August 2003 15 14 S FCS04 01 FMP gt Common Setup gt Chart Account Maintenance gt Programme Common Setup Programme i a UTC Sch Level Session Primary am z a Accounting Year YYYY YYYY 200272003 Z COA Maintenance Voucher Type Mainte Location Maintenance Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant port Manag
146. okkeeping F Payment voucher Government Fum GP Bank School Fund 3 Staff Cost F New Generation Flow NG Details 45000 testlog 64 Fa CAR Sales amp Stock r P F Receipt voucher Government Fum GR Details 65001 Bank Government Fund 7 gt Daily Coll Sumi Non Recurrent C Data Comunica F Journal voucher 7 gt SPA CS E Petty cash Government Fund Gc Details 65101 Petty Cash Government Fund 7 gt Data Management E Data Query Tool gt Timetabling F Provident fund voucher ORSO amp PF Details 65001 Bank Government Fund Vv Code Management F Payroll voucher PR Details 65001 Bank Government Fund 7 T T Capital asset purchase voucher CA Details 65001 Bank Government Fund 7 K 3 A pop up window is displayed for showing the detail of last generated no Copyright 2011 Education Bureau The Government of the HKSAR Page 105 All Rights Reserved WebSAMS User Manual Version 1 3 BA S FCS10 03 FMP gt Common Setup gt Voucher Type Maintenance Voucher Type Description New Generation Flow Prefix NG Accounting Year Last generated no 2002 2003 2004 2 2005 2006 2007s 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2090 2091 2112 2113 Post effects N A Notes N A o 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 Copyrig
147. ol Year 2002 14 August 2003 21 07 S FCS12 02 FMP gt Common Setup gt Report Chart of Account Ledger Code R FCS002 E Built in Template Zoe Please Input The Print Criteria gt Attendance gt Student Activities Source of Fund ALL oe au Ledger Type ALL gt Assessment Ledger Code fal to fall gt Special Assessmer Current Status AL gt Staff Deployment Format PDF m ii E Preview amp Print EA To File P Reset lt Back CDS gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR E l Internet The following print criteria can be selected from this screen to generate the report Source of Fund Ledger Type Ledger Code Range Current Status All Active Inactive Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 6 E Account Code Mapping Report R FCS010 E This function is available for school with converted FMP data from SAMS system It allows users to generate the I E Account Code Mapping Report R FCS010 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 122 All Rights Reserved WebSAMS User Manua
148. om the left menu 2 EDB Defined Code page is displayed by default Users should click EDB Defined Code tab if they have switched to other functions in COA Maintenance WebSAMS System 1 4 2 BUILD 30072007 EDB Windows Internet Explorer File Edit View Favorites Tools Help Ve a Pwebsams system Version 1 4 2 BUILD 30072007 EDB User super Login Time 31 07 2007 10 21 Logout Help PRM Current School Year 2006 _ 31 July 2007 10 14 S FCS02 01 FMP gt Common Yp gt Chart of Account Maintenance gt ED8 Defined Code EDB Defined Code EDB Defined Code School Defined Code gt Mtendance a a gt Student Activiti are Range of Asset Ledger Code 5000 6999 gt Award amp Punishm Caan at Bani 5000 5099 gt Assessment Poa Cash in Hand 5100 5199 Staff Deployment gt Staff Bank Fixed Deposits 5200 5299 gt CDS gt HKAT odisse 5300 5499 gt Applied Leaning gt HKEAA 5500 5599 FMP e Stock 5600 5699 Receivable T jj 5700 5799 Deposits 5800 5899 Other Assets 5900 5999 Reserved by EMB 6000 6999 gt Bookkeeping gt Staff Cost Intangible Asset 6000 6100 gt CAR gt Sales amp Stock NEW ASSET 1 6000 6000 gt Daily Coll Sumi ea ey EMB ASSET 6000 6010 gt SPA EEE Reserved by EMB 6001 6998 gt Data Management t L Reserved by EMB 6050 6990 gt Data Query Tool Puta Reserved by ED 6500 6998 gt
149. omization OOE T E Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 35 All Rights Reserved WebSAMS User Manual Version 1 3 ft Internet Explorer Heak gt A Asearch Favorites Meda A Ay St Sw Norton antivirus EA User fmpSAs Last Login 10 09 2003 15 13 Logout Help PXKE Current School Year 2002 10 September 2003 18 25 S FCS04 04 FMP gt Common Setup gt Chart of Account Maintenance gt Programme FMP Common Setup Sch Accounting add Programme Member LLS COOLE Accounting Year o SchLevelSession Primary AM Programme Code CHN English Description Chinese Chinese Description p Programme Voucher Type Mi Location Maintet Report Budgeting Bookkeeping Staff Code Staff Cost CAR Sales amp Stock AMO1 LAU WAI LOK Sie x C201 HUI CHOI WAH FEE z Daily Coll Summat Non Recurrent Gra gt Report Management Data Management Customization LO T E tocal intranet b To remove a programme member i select the programme member by clicking the checkbox next to the Staff Code and ii click Delete button to remove the selected programme member from the programme Users can select one or more programme members to be deleted at the same time F websams System Yersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Heak gt OA G seach Favores Hued G
150. ommon Setup gt Chart of Account Maintenance gt Bank Information FMP Common Setup Sch Accounting AIC Year Mainte COA Mainte Voucher Type Mi Bank Infopmabon D Banieperails Add Bank Details Bank Code HSBC Hong Kong amp Shanghai Bank ER search ja Add Reset Location Mainte Sepa Bank Particular Bank Code JBANK Bank Name English J Bank Bank Name Chinese J Bank At Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization OO T E tocal intranet Post effects Copyright 2011 Education Bureau The Government of the HKSAR Page 82 All Rights Reserved WebSAMS User Manual Version 1 3 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the new bank detail is saved L Notes 1 Bank Code and Bank Name English are mandatory fields and they are required to be entered Bank Code cannot be amended or deleted once it has been created Creating a new Bank Details is only necessary when users aim to use Cheque Printing function for the newly opened bank account Otherwise there is no need to do so 4 Creating a new Bank Details does not have any interaction with Autopay Format
151. on le xj icrosoft Internet Explorer Back gt OA A Asearch GFavortes meda D Sey a g SAs Last Login 04 08 2003 10 40 Logout Help PXE Current School Year 2002 4 August 2003 15 21 S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account FMP Common Setup SETS TACIT Source of Fund Code K KK Lam Fund ied TC Ledger Code K1700 IT Enhancement Grant Sub Ledger Code K1700501 IT Enhancement Grant x Voucher Type Mi Account Type Location Mainte Eu an d ror Report Account Range fac o CSS o Budgeting ALL A Staff Cost CAR A English Description Chinese Description Effective Date Effective Status Sales amp Stock Expenses EE a 3 F Daily Coll Summa Grant Expense Grant Expense B88 21402 2003 A gt Non Recurrent Gra Report Management RA 2102 2003 LEENE 21402 2003 Grant Received S 8H 21 02 2003 a Data Management a Customization a E Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 75 All Rights Reserved WebSAMS User Manual Version 1 3 1 When the Delete button is clicked the system will prompt for confirmation Once confirmed the system will validate the information When the system prompts Record deleted successfully the account record is deleted L Notes 1 Deletion of EDB preloaded Account Code i
152. on Setup gt Chart of Account Maintenance gt Bank Information Common Setup Sch Accounting AIC Year Mainte COA Maint Voucher Type Mi Bank information M rene Fomnar i Bank Code HSBC Hong Kong amp Shanghai Bank You are downloading the file R HSBC0001 E rpt from localhost Location Mainte Report Budgeting a Q Bookkeeping Ena EEE Note Cheque Format ID is auto ge cs CAR Would you like to open the file or save it to your computer Sales amp Stock Cancel More Info Daily Coll Summa I Always ask before openind his type of file emplate File gt Non Recurrent Gra Report Management Data Management Customization LO BE Local intranet 8 Specify the destination directory and click Save button Copyright 2011 Education Bureau The Government of the HKSAR Page 90 All Rights Reserved WebSAMS User Manual Version 1 3 T WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer a 18 x File Edit view Favorites Tools Help Bak gt Bsearch Favorites meda D St EY Norton Antivirus lt User finpSAs Last Login 04 09 2003 11 14 Logout Help PEE Current School Year 2002 4 September 2003 17 28 Home FAP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Common Setup Sch Accounting AIC Year Mainte Bank Information D cheque Fomnat T Cheque Form
153. ormation and go back to Ledger main page B Post effects 1 When the Save and Back button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new ledger record is saved 2 When the Save and Link to Sub Ledger button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields The system will redirect to the Maintenance of Sub Ledger Code page of the newly created Ledger Code and prompt Record saved successfully the information of the new ledger record is saved 3 When the Save and Link to Bank Info button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields The system will redirect to the Maintenance of Bank Information page of the newly created Ledger Code and prompt Record saved successfully the information of the new ledger record is saved Copyright 2011 Education Bureau The Government of the HKSAR Page 48 All Rights Reserved WebSAMS User Manual Version 1 3 4 Upon the creation of surplus deficit ledger the system will auto generate EDB pre defined sub ledger code 501 same English and Chinese
154. owed to proceed until the error is being rectified Errors occur under the following scenario Voucher Type Description is not provided Delete Voucher Type L Function Description This function allows users to delete an existing voucher type LQ Pre requisites 1 Voucher Type has been created 2 No voucher has been created for the selected voucher type Yi User Procedures 1 Click FMP gt Common Setup gt Voucher Type Maintenance from the left menu 2 Select a voucher type by clicking the checkbox next to the Voucher Type Users may select one or more voucher types to be deleted at the same time 3 Click Delete button Copyright 2011 Education Bureau The Government of the HKSAR Page 103 All Rights Reserved WebSAMS User Manual Version 1 3 User superl Login Time 14 09 2011 17 09 Logout Help PXA School Year 2010 _ 14 September 2011 17 19 Current _ Receipt voucher Government Fum X E A Bookkeeping Journal Voucher E Journal voucher JV Details el Bookkeeping Petty Cash Voucher E Fetty cash Government Fund GC Details G5101 Petty Cash Government Fund E Staff Cost Payment Voucher E Provident fund voucher ORSO amp PF Details 65001 v Bank Government Fund Eal E Payroll voucher PR Details amp 5001 Bank Government Fund W Budgeting o r Bookkeeping F Provi y 2 GSS Ps Details A SURES a Asset Register Paym
155. r Account defaulted can still be changed at the time of voucher creation Default Cash Ledger A C is for the use in Bookkeeping Petty Cash Voucher For Journal Voucher there is no need to select any Default Bank Cash Ledger A C Auto generate voucher no Y N Voucher number auto generation feature can be set up for all voucher classifications when creating vouchers The format of auto generation voucher number is lt Voucher Type Prefix gt YY MM lt system sequence no gt E g GP02 09 00001 Each pair of accounting year and voucher type has its own sequence no They do not share the same sequence no When creating vouchers in Bookkeeping Staff Cost Capital Asset Register and Sales and Stock Modules the word Auto will appear in the voucher number textbox by default if the selected voucher type has been set to use system auto generate number There is a total of 13 digits for the auto generate voucher number e g GP03 01 00001 where 03 01 represents January 2003 and 00001 represents that this is the first voucher of year 2003 The system will automatically go to 00002 for the second voucher of year 2003 under the same voucher type When creating a new voucher of the next year system will create a new set of sequence number and prior years sequence number will be retained Users can use the auto generate number or they can enter their own voucher number by overwriting the word Auto If auto generate vou
156. r maintenance functions OR Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt OA A Asearch SyFavorites Emedia A be AX Fw Norton Antivirus E Home FMP Common Setup Sch Accounting AIC Year Mainte COA Mail Voucher Type Mi Location Mainte Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization User fmpSAs Last Login 14 10 2003 10 16 Logout I Help PEE Current School Year 2002 16 October 2003 11 09 S FCS06 02 FMP gt Common Setup gt Chart of Account Maintenance gt Sub Ledger Record saved successfully Sub ledger Source of Fund Code e General Operating Fund x lt Ledger Code o1900 Ledger Code 1900 z Sub Ledger Range Fom att z To ALL v English Description Chinese Description Effective Date Effective Status DDMMNYYY m 1900501 Ledger Code 1900 FRERES 1900 16 10 2003 E E OO T E Local intranet Copyright 2011 Education Bureau The Government of the HKSAR Page 46 All Rights Reserved WebSAMS User Manual Version 1 3 ii click Save and Back button to save the entered information and go back to Ledger main page if users select not to maintain Sub Ledger Codes at this moment 5b If Cash at Bank Ledger Type is selected either i click
157. r code has been loaded into the system Preload Code is for report generation purpose especially reports involving annual accounts Users are recommended to maintain ledger code before proceeding to handle the effectiveness of Bookkeeping Budgeting and Staff Cost Modules Once Bookkeeping Budgeting or Staff Cost Module is set to be effective all ledger codes are not allowed to be deleted B Pre requisites 1 EDB Preload Code has been loaded 2 Source of Fund Code has been created 3 The new Ledger Code should not exist User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Ledger tab 3 Click Add button Add Ledger Details page will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 44 All Rights Reserved WebSAMS User Manual Version 1 3 2 WebSAMS System Yersio 9 0 BUILD 07112002 Microsoft Internet Explorer Fie Edit View Favorites Tools Help eeke gt OD Al Osh rones gueie 9B 3 a aE IN Current School Year 2002 9 July 2003 17 10 FMP Common Setup LLEI Source of Fund Code ALL AIC Year Mainte COA Mi d Voucher Type M Location Mainte a Fa ___ _ peron Era Budgeting Ledger Type ALL X Ledger Range From aL Bookkeeping Staff Cost CAR Sales amp Stock Setup Maintenance Pre Year End Year End Enquiry Report gt Daily Coll Summa gt Non Recurrent Gra
158. r confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Programme lt Programme Code gt copied successfully created new Programme lt Programme Code gt the programme information has been copied and created in the target school level session and accounting year Lt Notes 1 Default programme WFMP cannot be copied 2 Warning messages will be prompted if there is any error and users will be advised to rectify the error before proceeding Warnings occur under the following scenarios New Programme Code is not entered Copyright 2011 Education Bureau The Government of the HKSAR Page 42 All Rights Reserved WebSAMS User Manual Version 1 3 Programme with the specified New Programme Code already exists 3 Maintenance of Programme will perform staff synchronization automatically if Staff Cost Module is not effective If Staff Cost Module is effective staff synchronization will be performed automatically in Staff Cost Module Copyright 2011 Education Bureau The Government of the HKSAR Page 43 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 4 Ledger If users have data converted from SAMS please also read Chapter 2 7 Data Conversion for details Add Ledger Code L Function Description This function allows users to create a new ledger code Please note that a set of preload ledge
159. r missing fields When the system prompts Record updated successfully the information of the accounting year is saved with the updated details The status of the newly created accounting year in Bookkeeping Module will be set to Opened When creating a new accounting year in Common Setup Module the accounting year in Sales and Stock Module will be set to Opened status by default Users can start to maintain stock movement in that accounting year after having the costing method set However if the status of the following accounting year if any is already closed in Sales and Stock Module then the status of the newly created accounting year in Sales and Stock Module will be set to Closed i e considered as final year end closed For example a If accounting year 2003 2004 in Sales and Stock Module is already Closed then accounting year 2002 2003 will be set to Closed status in Sales and Stock Module upon creating the accounting year 2002 2003 afterwards b If accounting year 2007 2008 in Sales and Stock Module is already Closed before users create accounting year 2002 2003 and accounting year in between is not yet created then accounting year 2002 2003 will be set to Closed status in Sales and Stock Module upon creating the accounting year 2002 2003 c If accounting year 2007 2008 in Sales and Stock Module is already Closed and accounting year 2006 2007 is still Opened then a
160. re required to prepare FMP setup before using FMP functions If the schools choose to convert FMP data from SAMS besides loading in preload data school setup information and Chart of Account will be converted from SAMS The schools may also further choose whether it is required to convert registered assets for Capital Asset Register Module so that registered assets and asset vouchers will be converted and constructed For government schools the kit will not convert any FMP data from existing SAMS For detailed procedures on how to convert SAMS data through the Data Conversion Kit please refer to Data Conversion Kit User Guide LQ Pre requisites 1 The school is currently using SAMS 2 The school chooses to convert FMP data from SAMS Converted FMP Data The following data will be converted from SAMS to WebSAMS if the schools choose to convert FMP data from SAMS 1 School Accounting Information a Accounting Period Accounting period will be directly converted from SAMS That is either September to August or April to March b Initial Accounting Year Initial accounting year for each of the school levels and sessions will be converted from SAMS Since there is only one initial accounting year in SAMS for all the school levels and sessions the Data Conversion Kit will set the same initial accounting year for all the school levels and sessions defined in WebSAMS c Modules Effectiveness All modules will be s
161. reee Accounting Year YYYY YYYY 20132014 Voucher Type M Location Maintet Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Data Management Customization E Local intranet 4 Change the Status of the Accounting Month to Opened 5 Click Save button p WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer _ File Edit View Favorites Tools Help Back gt O A A Asearch fHjravorites meda D ag User fmpSAs Last Login 14 08 2003 11 49 Logout Help PEE Current School Year 2002 15 August 2003 12 07 FMP S FCS09 02 FMP gt Common Setup gt Accounting Year Maintenance C Set i ommon Setup BUpdate Accounting Year A Accounting Period September to August AIC Year Maint COA Maintenanc Accounting Year YYY Y Y YYY 2013 2014 Voucher Type Mi Location Mainte Accounting Month Status Report MMY i Budgeting 09 2013 Closed z Bookkeeping 10 2013 Closed z Staff Cost 11 2013 CAR Closed 7 Sales amp Stock 12 2013 Closed z Daily Coll Summa 01 2014 Closed gt gt Non Recurrent Gra 02 2014 Closed z Report Management Data Management Open Accounting Customization Month 5 07 2014 Closed z 08 2014 sae DO Adjustmen
162. report is generated and stored in Report Management Repository if To File button is clicked Users may enter the description of the report for easy reference during report retrieval in Report Management Repository 4 Notes 1 List of Common Setup reports are Copyright 2011 Education Bureau The Government of the HKSAR Page 116 All Rights Reserved WebSAMS User Manual Version 1 3 All Categories Audit Trail Log R FCS005 E Bank Details R FCS007 E Chart of Account Sub Ledger Code R FCS003 E Chart of Account I E Account Code R FCS004 E Chart of Account Ledger Code R FCS002 E I E Account Code Mapping Report R FCS010 E Ledger Code Mapping Report R FCSO09 E Location Details R FCS008 E Mapping of FMP Sub Ledger Codes for Accounting Year 2000 2001 R FCS011 E Programme Code Master List R FCS001 E Voucher Type List R FCSO06 E Common Setup Audit Trail Log R FCS005 E Bank Details R FCS007 E Chart of Account Sub Ledger Code R FCS003 E Chart of Account I E Account Code R FCS004 E Chart of Account Ledger Code R FCS002 E Location Details R FCS008 E Programme Code Master List R FCS001 E Voucher Type List R FCSO06 E Data Conversion I E Account Code Mapping Report R FCS010 E Ledger Code Mapping Report R FCSO09 E Mapping of FMP Sub Ledger Codes for Accounting Year 2000 2001 R FCS011 E Different reports may have different set of input
163. rmation and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new voucher type is saved B Notes 1 Voucher Classification Voucher Type Description Prefix and Default Bank Cash Ledger A C are mandatory fields and they are required to be entered 2 Auto generate voucher number consists of 13 digits and manual input voucher number consists of 12 digits at maximum 2 digits for prefix and 10 digits for users to input manually Users can still manually input voucher number at the time of voucher creation even though with auto generate option selected 3 When creating a new voucher type the default last generated number will be set to 0 After voucher has been created using the auto generate voucher number feature this last generated number will be incremented Bookkeeping Payment Receipt Journal Petty Cash Voucher Classifications 4 Vouchers with voucher type under these four voucher classifications can be created under Bookkeeping Module Staff Cost Payment Journal Voucher Classifications 5 Vouchers with voucher type under these two voucher classifications can be created under Staff Cost Module The voucher details will be transmitted to Bookkeeping Module if Bookkeeping Module is effective 6 Vouchers can also be created in Bookkeeping Module under these two voucher classifications if Staff Cost Module is effective However this is not recom
164. s 3 Programme Code a All the programme codes will be converted from SAMS including programme members and programme leaders Default programme code WFMP will be created for each of the converted accounting years 4 Ledger Code a b All ledger codes active and inactive will be converted from SAMS All converted codes will be under Source of Fund Code G in WebSAMS For Asset or Liability ledger codes the data conversion kit will firstly check the ledger type of each of the SAMS ledger codes and then assign WebSAMS ledger code under that particular ledger type sequentially The system will ensure that the assigned WebSAMS ledger code must fall within the pre defined range The mapping of Asset or Liability ledger type to WebSAMS Ledger Code range is as follows Copyright 2011 Education Bureau The Government of the HKSAR Page 130 All Rights Reserved WebSAMS User Manual Version 1 3 SAMS WebSAMS Ledger Type Range of Ledger Code emda both SAMS From To 01 G5300 G5499 Fixed Assets Building Furniture amp Equipment 11 G5500 G5599 Investment 21 G5600 G5699 Stock 22 G5700 G5799 Receivable 23 G5800 G5899 Deposits 31 G5200 G5299 Bank Fixed Deposits 32 G5000 G5099 Cash at Bank 36 G5100 G5199 Cash in hand 49 G5900 G5999 Other Assets 51 G7000 G7099 Capitalized Expenditure 61 G7100 G7199 Reserves amp Funds 81 G7200 G7299 Long Ter
165. s media D Gt SW User jasonyan Login Time 10 07 2003 17 06 Logout Help Pixma Current School Year 2002 10 July 2003 17 00 Student Activities S FCS12 01 FMP gt Common Setup gt Report gt Award amp Punishme Assessment Septet category Ai Categories z gt Staff Deployment Language English Chinese gt Staff gt CDS ian 3 Report Name ID link HKEAA FMP eri Audit Trail Log R FCS005 E Sch Accounti Template Description Creation Date AIC Year Mai Built in Template Built In COA Maintena Report Name ID Voucher Type Location Maii Report PLEA Code M R R FC gt Budgeting Ledger Code Mapping Report R FCS009 E PLocation Details R FCS008 E ng of FMP S gt Bookkeeping Ma Staff Cost o 0 ar Dvoucher Type List R FCS006 E Sales amp Stock Click or the link to display the report template s and then click the template you need to create the report Daily Coll Sumi Non Recurrent SPA gt Report Manageme Data Management a O internet 4 Click on the Report Template link T WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt OA A Qsearch Favorites meda D 3 Sf Ew User fmpSAs Last Login 13 08 2003 23 47 Logout Help PXE Current School Year 2002 14 August 2003 20 55 FMP gt Common Setup gt Report ISK R FCS
166. s not recommended since preload code is for annual report generation purpose and all the deleted account codes will be subsequently transferred back from EDB end to School end via CDS and loaded into the system 2 Account Code can be deleted only if Budgeting Bookkeeping and Staff Cost Modules are not effective as at the system date If any one of these 3 modules is in use Delete button will be in dimmed mode In this case users should deactivate the account code by updating its Effective Status to Inactive 3 Default account codes created by the system when creating a new ledger or sub ledger code cannot be deleted The checkbox will be disabled Copyright 2011 Education Bureau The Government of the HKSAR Page 76 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 7 Bank Information B Function Description The Bank Information allows users to specify which cheque format and or autopay format will be used if users would like to make use of Cheque Printing function in Bookkeeping Module Cheque Printing and or Autopay function in Staff Cost Module This setup function is optional The workflow of the Bank Information is summarized as follows Upload Cheque Format Set up Bank Details Set up Bank Ledger Information View Autopay Format One EDB pre defined set of five Bank Details six Cheque Format and three Autopay Format are provided Users may crea
167. s well as to carry out financial monitoring and evaluation It includes a Common Setup function and 7 modules namely Budgeting Bookkeeping Staff Cost Capital Asset Register Sales and Stock Daily Collection Summary Non recurrent Grant Common Setup Module provides effective tools to maintain basic setting for the preparation of all FMP modules Functions are available to define the FMP modules to be used and module s effective date New accounting years which will be used in Bookkeeping Budgeting Staff Cost Capital Asset Register and Sales and Stock Modules can be created Users can maintain Chart of Account by means of sources of fund ledger codes sub ledger codes account codes and programme codes Users can maintain bank information including cheque format and bank autopay format Voucher type may also be defined for the creation of vouchers in Bookkeeping Staff Cost Capital Asset Register and Sales and Stock Modules In addition to retrieve location information once for all from School Management during data conversion new location details can be added Common Setup Module in FMP provides the following functions School Accounting Information Accounting Year Maintenance Chart of Account Maintenance EDB Defined Code Source of Fund Programme Ledger Sub Ledger Account Bank Information Bank Ledger Information Bank Details Cheque Format Autopay Format Voucher Type Maintenance
168. t Management Eria copy v oelet Data Management Customization O T E tocal intranet 6 Amend the programme information in Programme Details table 7 Users may perform the following processes to maintain Programme Member a To add a new programme member i click Add button and ii select the staff members to be added by selecting from the Staff Code drop down list box and then iii click Save button F WebSAMS System Version 0 9 0 BUILD 071 12002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Asearch GFavortes CDmedia YH D HX a Bw Norton Antivirus User fmpSAs Last Login 10 09 2003 15 13 Logout Help PRA Current School Year 2002 10 September 2003 18 23 oe S FCS04 03 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Common Setup Programme Sch Accounting programme Details LLA gC Accor Year YYYYIVYYY 2010 2011 Voucher Type fil Location Mainte evelSe ary Programme Code CHIN English Description Chinese Description Effective Date DDAMiMiyYYY 1802 2003 E Report gt Budgeting Effective Status Active z gt Bookkeeping Remarks gt Staff Cost gt CAR Programme Member SSS a gt Daily Coll Summat no record gt Non Recurrent Gra Note At least one leader to select Baga save Keak Report Management Data Management Cust
169. t Month A13 14 T tocalintranet Copyright 2011 Education Bureau The Government of the HKSAR Page 23 All Rights Reserved WebSAMS User Manual Version 1 3 Li Post effects 1 Selected accounting months will be opened 2 Users are allowed to proceed to Bookkeeping Module to create vouchers or Staff Cost Module to open payroll month for preparing payroll L Notes 1 Adjustment month AYY YY is used to capture year end adjustments e g Audit Adjustment Users can capture audit adjustments as suggested by auditor separately in this extra adjustment month for easy identification of normal accounting entries for audit adjustments The status is Closed by default In the above example in User Procedures A13 14 is theadjustment month of accounting year 2013 2014 The adjustment month format is the same for both accounting periods Procedures for voucher creation in this adjustment month are identical to the other twelve months Transactions in the adjustment month will be grouped together with other transactions in the last accounting month i e March or August However it is optional for users to record year end adjustment in adjustment month or last accounting month of an accounting year Adjustment month is available only under Bookkeeping Module 2 Only three accounting months can be opened concurrently within one accounting year If the current accounting year is not yet finalized users can keep the last accoun
170. t allowed to update the effectiveness of Budgeting Module once there are budget details for Budgeting Module in the system Users are not allowed to update the effectiveness of Bookkeeping Module once vouchers have been created under Bookkeeping Module Users are not allowed to update the effectiveness of Staff Cost Module once there are payroll entries in Staff Cost Module Users are not allowed to update the effectiveness of Capital Asset Register Module once Capital Asset Register payment vouchers have been created Users are not allowed to update the effectiveness of Sales and Stock Module once Sales and Stock purchase sales vouchers have been created Users are not allowed to update the effectiveness of Daily Collection Summary and Non Recurrent Grant Modules once there is transaction in that module Update School Accounting Information L Function Description Copyright 2011 Education Bureau The Government of the HKSAR Page 14 All Rights Reserved WebSAMS User Manual Version 1 3 This function allows users to update school accounting information Users may set the effective status of FMP modules enter Last Accounting Year Used or change the Budget Check Option by this update function LQ Pre requisites 1 2 Users have entered the school information under School Management System School Accounting Information has been created for new FMP school users 8 User Procedures
171. t of the HKSAR Page 89 All Rights Reserved WebSAMS User Manual Version 1 3 F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Heak gt OA A Aseh Favores rede G D S ot Ew pSAs Last Login 04 08 2003 15 18 Logout Help PEEK Current School Year 2002 4 August 2003 16 08 FIP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Common Setup Sch Accounting cheque Fonnat Ty AIC Year MainteriCheque Format oo Bank Code HSBC Hong Kong amp Shanghai Bank Voucher Type ae Location Mainte Report Bank Informaton Cheque Format Repository Cheque Format ID Templ ite File Budgeting SBD Note Cheque Format ID is auto generated by the system in this format Ba ode lt system sequence no gt Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa Non Recurrent Gra Report Management Data Management gt Customization O T E tocal intranet 7 Click Save button to download the template file and store into local file system T WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Fie Edit View Favorites HBa gt OA GY Bsearch G jFavorites Media UEA eE Ri User fmpSAs Last Login 04 08 2003 15 18 Logout Help PEE Current School Year 2002 4 August 2003 16 09 Tools Help FMP S FCS08 08 FMP gt Comm
172. te additional set if found necessary by following the procedures under respective functions Afterward users should set up the corresponding Bank Ledger Information Bank Ledger Information Add Bank Ledger Information Function Description This function allows users to create a new Bank Ledger Information Adding a new Bank Ledger Information is only necessary when users would like to use Cheque Printing function in Bookkeeping Module or Cheque Printing and or Autopay functions in Staff Cost Module Otherwise it is optional to be set up Pre requisites 1 Source of Fund Code and Ledger Code under Ledger Type Cash at Bank have been set up 2 The required Cheque format and Autopay format exist in Cheque Format and Autopay Format functions User Procedures 1 Click FMP gt Common Setup gt COA Maintenance from the left menu 2 Click Bank Information tab 3 Click Bank Ledger Information tab Copyright 2011 Education Bureau The Government of the HKSAR Page 77 All Rights Reserved WebSAMS User Manual Version 1 3 WebSAMS Syst icrosoft Internet Explorer AFFAIRS Fie Edit View Favorites Tools Help Back gt O A A Asearch G Favorites ba 3 aay User finpSAs Last Login 10 07 2003 11 38 Logout Help PXE Current School Year 2002 10 July 2003 14 47 Home FMP S FCS08 01 FMP gt Commonfetup gt Chart of Account Maintenance gt Bank Informatio
173. tem will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Note Cheque Format ID is auto generated by the system in this format lt Cheque Format ID gt the new cheque format is added to the system L Notes 1 The following 6 commonly used cheque formats are preloaded by EDB and are available in the system BEA0001 Bank of East Asia 16 5cm x 7 5cm BELGIANOO001 Belgian Bank 18 7cm x 8 7cm FORTISO001 Fortis Bank 18 7cm x 8 7cm HS0001 Hang Seng Bank 15 8cm x 8 2cm HS0002 Hang Seng Bank 20 2cm x 8 7cm _HSBC0001 The Hongkong and Shanghai Banking Corporation Limited 15 9cm x 8 2cm 2 Error messages will be prompted if there is any error and users are not allowed to proceed until the error is being rectified Errors occur under the following scenario Invalid cheque template file 3 If users plan to use this newly created cheque format in Cheque Printing they should edit Bank Ledger Information by changing the Cheque Format to this newly created one 4 Please be informed that the name of Fortis Bank has been changed to Belgian Bank on 1 5 2004 Cheque Format Download Cheque Format B Function Description This function allows users to download an existing Cheque Format Users can amend this downloaded format and upload the revised format as a new cheque format or ov
174. the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 9 Mapping of FMP Sub Ledger Codes for Accounting Year 2000 2001 R FCS011 E This function is available for school with converted FMP data from SAMS system It allows users to generate the Mapping of FMP Sub Ledger Codes for Accounting Year 2000 2001 R FCS011 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 125 All Rights Reserved WebSAMS User Manual Version 1 3 3 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt A A Reach Favorites Meda B SY S User jasonyan Login Time 14 08 2003 21 03 Logout Help PLEK Current School Year 2002 14 August 2003 21 18 Home al Student Info Enq School Manageme gt Student gt Attendance Sei Format PDF F gt Award amp Punishme Preview amp Print To File P9 Reset lt Back Assessment S FCS12 11 FMP gt Common Setup gt Report Mapping of FMP Sub Ledger Codes for Accounting Year 2000 2001 R FCS011 E Built in Template Please Input The Print Criteria Special Assessme gt Staff Deployment gt Staff gt CDS gt HKAT gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budge
175. ting gt Bookkeeping gt Staff Cost gt CAR D D B iteme The following print criteria can be selected from this screen to generate the report Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 10 Programme Code Master List R FCS001 E This function allows users to generate the Programme Code Master List R FCS001 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 126 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Asearch Favorites meda D SY ES Bw E User jasonyan Login Time 14 08 2003 21 03 Logout Help PXE Current School Year 2002 14 August 2003 21 05 Home 4 S FCS12 12 FMP gt Common Setup gt Report Sco i mane PONENDOSI ieertecetne Programme Code Master List R FCS001 E Built in Template gt Student Please Input The Print Criteria gt Attendance ruden nctinnies Sch Level Session Primary AM Accounting Year YYYY YYYY 1998 1999 7 gt Award amp Punishme aasonement Programme Code ALL f To ALL z gt Special Assessme ae ALL X gt Staff Deployment
176. ting month e g 08 2004 as Opened while let the first accounting month e g 09 2004 of the next accounting year be Opened to record new accounting year transactions 3 If only Budgeting Capital Asset Register Sales and Stock Daily Collection Summary or Non Recurrent Grant Module is in use there is no need to open any accounting month 4 It is not allowed to close an accounting month via this function Users may choose to close an accounting month via Payroll Month function in Staff Cost Module if Bookkeeping Module is not in use or via Month End function in Bookkeeping Module if Bookkeeping Module is in use as well 5 Vouchers created in Bookkeeping or Staff Cost Module during re opening of an accounting month can be retrieved in List of Vouchers Entered During Re opening of Accounting Month R FBK041 E report in Bookkeeping Module Copyright 2011 Education Bureau The Government of the HKSAR Page 24 All Rights Reserved WebSAMS User Manual Version 1 3 2 3 COA Maintenance 2 3 1 EDB Defined Code LL Function Description This function allows users to check the code range of Ledger Sub Ledger Account Code defined by EDB and the school This range is maintained by EDB Any change will be sent to the school via CDS B Pre requisites 1 The initial setting has been done by EDB and propagated to the school User Procedures 1 Click FMP gt Common Setup gt COA Maintenance fr
177. tion Effective Date Effective DDMMNYYY Status Expenses Hz 15408 2003 A Income WA 1508 2003 E ajajaa A Bais Prior Year Adjustments ES RAE 15 08 2003 K Income Account Code G1709501551 Income Account Code 2500 2008 E 1709501551 Bx IEE Local intranet 6 Amend the account information in Account Details table 7 Click Save button to save the changes Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Edit View Favorites Tools File Help lt Back gt OA A Asearch Favorites Meda ga Saga Norton antivirus E Home FMP Common Setup Sch Accounting AIC Year Mainte Voucher Type Mi Location Mainte Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra gt Report Management Data Management Customization User fmpSAs Last Login 25 09 2003 12 57 Logout Help PXE Current School Year 2002 25 September 2003 20 13 S FCS07 04 FMP gt Common Setup gt Chart of Account Maintenance gt Account Account Edit Account Details Source of Fund Code 2 Ledger Code Sub Ledger Code Account Type English Description Chinese Description Effective Date DDMMiyYYY Effective Status G General Operating Fund 1709 1709 Testing 501 Sub Ledger Code G1 709501 Income Income Account Code G1709501551 Income Account Code GIMOSSOISSI PX SS Bomm
178. tion Mainte Report Bank Informaton Cheque Format Repository Template Fl HSBCO0O1 Download Cheque Format Note Cheque Format ID is auto generated by the system in this format lt Bank Code lt system sequence no gt RAON CAR Sales amp Stock Budgeting Bookkeeping Daily Coll Summa Non Recurrent Gra Report Management Data Management gt Customization OO T E tocal intranet 7 Specify the cheque template file path and click Save button to save the changes Copyright 2011 Education Bureau The Government of the HKSAR Page 93 All Rights Reserved WebSAMS User Manual Version 1 3 T WebSAMS System ersion 0 9 0 BUILD 07112002 Microsoft Internet Explorer j 18 xj File Edit view Favorites Tools Help Heak gt 2 A Asearch Favorites EChmedia G AX a Norton antivirus EJ User finpSAs Last Login 04 09 2003 11 14 Logout 1 Help PXE Current School Year 2002 4 September 2003 17 12 Home FAP S FCS08 08 FMP gt Common Setup gt Chart of Account Maintenance gt Bank Information Selina Sch Accounting TT cheque Format i AIC Year MainterliC he que Format LL Bank Code HSBC Hong Kong amp Shanghai Bank ET Location Maintei Report Cheque Format Repository Budgeting wee 1 HSBC0001 Download Cheque Format Upload Cheque Format siaapiee ta Note Cheque Format ID is E Upload Cheque Format Microsoft Internet Explorer E A
179. tivities Source of Fund ALL roe au Ledger Type ALL gt Assessment Current Status AL F Benet Format PDF gt Picea E Preview amp Print E To File P Reset lt Jpack gt Staff gt CDS gt HKEAA FMP Common Setup Sch Accountit AIC Year Maii COA Mainten Voucher Typ gt Budgeting gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock D D B iteme The following print criteria can be selected from this screen to generate the report Source of Fund Ledger Type Current Status All Active Inactive Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 5 Chart of Account Ledger Code R FCS002 E This function allows users to generate the Chart of Account Ledger Code R FCS002 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 121 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt amp A A GQsearch Favortes Ameda A B 3 ga ay Home Student Info Enq gt School Manageme User jasonyan Login Time 14 08 2003 21 03 Logout Help PEE Current Scho
180. tock D B internet The following print criteria can be selected from this screen to generate the report Source of Fund Ledger Code Range Format PDF WORD RICHTEXT EXCEL Users can i view the reports online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 2 3 Chart of Account Sub Ledger Code R FCS003 E This function allows users to generate the Chart of Account Sub Ledger Code R FCS003 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 119 All Rights Reserved WebSAMS User Manual Version 1 3 Zj WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Fie Edit View Favorites Tools Help Heak v gt OA A Asearch Favorites meda Dr 3 Sf SB User jasonyan Login Time 14 08 2003 21 03 Logout Help PXE Current School Year 2002 14 August 2003 21 10 Home a Student Info Enq S FCS12 03 FMP gt Common Setup gt Report Chart of Account Sub Ledger Code R FCS003 E gt School Manageme hae Built in Template Student Please Input The Print Criteria gt Attendance ELE source of Fund ALL lt EEE Ledger Type ALL 7 gt Assessment Current Status ALL Beene Format PDF Su nepioymant E Preview amp Print EA To File P Reset lt Back
181. ub Ledger Code 61701508 Sub Ledger Code 61701508 v TEC Account Type ALL Report Account Range From ALL E gt Budgeting To ALL m Bookkeeping ES i eres R Combined Account Code English Description Chinese Description Effective Date Effective Sales amp Stock DDMMNYYY Status Pe G1701 508001 Expenses Be 2509 2003 a LIGA Gi701 508501 Toome HEA 25 09 2003 A Report Management h 3 i 1701508502 Prior Year Adjustments LERNAS 2509 2003 F gt Data Management gt Customization E COA Maintenance O T E tocal intranet 7 Click Save and Back button to save the entered information and go back to Sub Ledger main page B Post effects 1 When the Save and Back button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record saved successfully the information of the new sub ledger record is saved 2 When the Save and Link to Account button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields The system will redirect to the Maintenance of Account Code page of the newly created Sub Ledger Code and prompt Record saved successfully the information of the new sub ledger record is saved 3 Upon the creation of Sub Ledger the system will auto generat
182. ve Date DMM YYY OLOZ Bookkeeping Effective Status Active 7 Staff Cost Remarks Created by Jason CAR Sales amp Stock Report Chinese Description Daily Coll Summa Non Recurrent Gra Report Management Data Management Customization E COA Maintenance sl FB Local intranet 6 The Add Programme Member page will be displayed A maximum of 5 programme members can be assigned at a time 7 Add Programme Member by selecting from the Staff Code drop down list box 8 Select Leader for that programme F WebSAMS System Version BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt O A A Qsearch GFavortes meda B 4 Ef S W User fmpSAs Last Login 08 08 2003 14 44 Logout Help PEE Current School Year 2002 12 August 2003 15 50 os S FCS04 04 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Common Setup Programme Sch Accounting AIC Year Mainte 2002 2003 lt SchLevel Session Primary AM Voucher Type M Programme Code ao i x English Description gramme eee Chinese Description TIFE 0008 Report Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra Report Management Staff Code 1 7339 CHEUNG SIU VINA gt 2 7338 CHAN TAIMAN BIAS 3 x Data Management Customization E COA Maintenance Be Local intranet
183. ved WebSAMS User Manual Version 1 3 F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit View Favorites Tools Help eeke gt OD Al Osh rones gueie G SAR pSAs Last Login 15 08 2003 16 21 Logout Help PEKE N Current School Year 2002 16 August 2003 15 23 S FCS06 01 FMP gt Common Setup gt Chart of Account Maintenan gt Sub Ledger Common Setup Sub edger a LUELUE Source of Fund Code AIC Year Maintenanc COA Maintenance Voucher Type Mainte Ledger Code Sub Ledger Range From acc To ALL v Location Maintenance Report Dwa Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant sport Management ita Management istomization El Done OO i E tocal intranet 4 Select a Source of Fund Code and Ledger Code 5 Enter a Sub Ledger Code in Sub Ledger Code field and enter other Sub Ledger information F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt OA A Asearch GFavortes meda D Sy a B Norton Antivirus E User fmpSAs Last Login 20 09 2003 13 42 Logout 1 Help PEK Current School Year 2002 25 September 2003 16 05 S FCS06 03 FMP gt Common Setup gt Chart of Account Maintenance gt Sub Ledger FMP Common Setup Sch Accounting AIC Year Mainte COA Maintet Voucher Type Mi
184. yperlink Edit Location Details page will be displayed 5 Amend the location information in Location Details table Click Save button to save the changes 9 0 BUILD 07112002 Microsoft Internet Explorer File Edit view Favorites Tools Help Back gt A A Asearch GFavorites media A D GS EB Norton antivirus E User fmpSAs Last Login 02 09 2003 11 26 Logout Help PXE Current School Year 2002 3 September 2003 16 31 Home FMP S FCS11 04 FMP gt Common Setup gt Location Maintenance Common Setup Sch Accounting AIC Year Mainte COA Maintenanc Voucher Type Mi Location Mail Report Edit Location Detalls Location Code RM304 English Description Rra 304 Academic Building Chinese Description PARUE Effective Status Active 7 Budgeting Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summa gt Non Recurrent Gra gt Report Management Data Management Customization Location Maintenance OO T E tocal intranet Post effects Copyright 2011 Education Bureau The Government of the HKSAR Page 110 All Rights Reserved WebSAMS User Manual Version 1 3 1 When the Save button is clicked the system will prompt for confirmation Once confirmed the system will validate the information and prompt for any invalid data or missing fields When the system prompts Record updated successfully the information of the location is sav

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