FMS Version (6.140) FMS User Manual
Contents
1. Route 5 1 Step 1 From the application bar Budget Management Fund Allocation Step 2 Step 3 OR Step 4 Type in the amount of increase decrease Do not enter minus signs Step 5 Type in the period number Step 6 Type in a relevant narrative e g Formula Funding Rates adjustment Carry forward balance etc Step 7 Press Capital Grant Funding Route 5 2 Capital grants are not input as funding These grants should be input through the budgeting virement routes described on page 16 with an income budget which offsets the expenditure budgets An increase in grant funding would require a virement in FMS increasing both expenditure and income accounts 13 4 3 4 4 Funding Checks Route 5 1 Step 1 From the application bar Budget Management Fund Allocation Step 2 Select School Budget Share by double clicking This will show you how much has been entered in the funding area and how much has been budgeted i e allocated to cost centres and also gives a balance between the two figures In this instance the term Reserves means unallocated funding This balance should always be zero as any funding adjustments should be vired into a budget account Step 3 Select the History tab The history will tell you how the total amount of funding has been made up and by whom and when it was entered it on to the computer Figures which show as negative amounts are funding reduct2. Petty Cash Reimbursements Route 5 1 and 4 4 Step 1 Step 2 Step 3 Note that Step 1 is not necessary for schools using a Local Bank Account these schools should start from Step 2 Route 5 1 Budget Management Fund Allocation Double click on Code 99 LEA Reimbursements Select Increase Allocation Type in the amount select the period number Overtype the narrative e g P C Claim 3 Press Answer Yes Route 4 4 General Ledger Petty Cash Press to add Click on Reimbursement Press Enter the period number Type in the amount Local Bank Accounts schools should select the cheque book and type in the cheque number Type in the narrative e g P C Claim 3 Press to post Answer Yes 35 8 2 Petty Cash Expenditure Route 4 4 Step 1 Step 2 General Ledger Petty Cash Press to add Select Click on Expenditure Press Press to add lines of expenditure Using the buttons select the Cost Centre Select the Ledger Code Type in the Description Type the gross amount into Total inc VAT Select the appropriate VAT code The net cost and the VAT values will be automatically calculated Click EJ on as needed to add further lines to the claim y When you have finished entering the expenditure Press A to save Press i to post Type in a narrative e g Petty Cash Claim 3 Press 36 8 3 9 0
3. 9 1 Printing a Petty Cash Claim Reports on Menu Bar Step 1 From the Menu bar Reports General Ledger Petty Cash Ledger Code Expenditure Step 2 Financial year will default to the current year Press to select the correct Petty Cash Account Transaction Date from Press tt Select the day immediately after the previous claim ended Ii Ea Transaction Date to Press Select today s date or leave blank which will also give today s date Press OK The report will appear on the screen Press to print LOCAL BANK ACCOUNTS Local Bank Orders and Invoices Route 1 4 Orders to be paid through the Local Bank Account are processed in exactly the same way as orders which are to be paid centrally It is at the invoicing stage that you amend details to pay the invoice through the Local Bank Account Step 1 To enter a Local Bank Account invoice Accounts Payable EA Invoice Credit Note Processing Press to add an invoice Step 2 Select Order or Non Order as appropriate Select the Supplier 37 9 2 Step 3 Type in the Invoice Number and Date Select the Order Enter the Invoice total including VAT Pay From Press Select Local Bank Account This adds a new field Check that the Posting Period matches the month that the cheque relates to and amend if necessary Step 4 Press to edit the invoice lines Enter the quantity invoiced Press to save each line of the invoice Press to s
4. Invoice Queries INCOME Non Invoice Income School Meals Income VAT Page No Oo 10 0 11 0 11 1 11 2 11 3 11 4 11 5 11 6 11 7 12 0 12 1 12 2 12 3 12 4 12 5 12 6 13 0 13 1 13 2 13 3 13 4 PETTY CASH Petty Cash Reimbursements Petty Cash Expenditure Printing a Petty Cash Claim LOCAL BANK ACCOUNTS Local Bank Orders and Invoices Cheque Books Cheque Printing How to Cancel a Cheque Printing a Bank Account Claim Bank Account Reimbursements Bank Account Reconciliation Direct Debits JOURNALS RECONCILIATION Central Authorisation Reconciling Staff Salary Payments Reconciling Invoices Credit notes and Committed Income Amending Invoices Before Reconciliation Entering Central Payments and Receipts Balancing the Reconciliation If the Reconciliation Does Not Balance FMS REPORTS Chart of Accounts Review Cost Centre Transaction Report User Defined Reports Amending the User Defined Report Creating a New User Defined Report Initial Budget and Virements Report YEAR END PROCEDURES Defining a New Financial Year Pre Closedown Checks The Preliminary Closedown The Final Closedown 1 0 1 1 INTRODUCTION The Opening Screen Icons lf you hover the mouse pointer over each icon a narrative will appear which identifies the function of the icon Clicking on each icon will produce another set of icons down the left hand side of the screen Hover over these to identify their functions Acco
5. Orders can be printed individually as they are input or you can choose to input several and then print them all together afterwards Printing Individual or Multiple Orders Step 1 Accounts Payable Caid Purchase Order Processing 4 Step 2 Click to the left of the order number of any order you wish to print F A small flag will appear next to the order details Step3 Press pint Tagged When printing has finished you will be asked if the print was successful Click Yes or No as appropriate If you select No you will be able to reprint 23 5 7 5 8 Cancelling Orders Clearing Commitments Route 1 2 lf you place an order which subsequently cannot be either fully or partly delivered you will need to cancel all or part of your order This is to ensure that any commitments against budgets will be cancelled thus increasing your balance available to spend Step 1 From the application bar Accounts Payable Purchase Order Processing Step 2 Select the relevant order Step 3 Press top right of screen This will cancel the order if the order status shows either Printed or Authorised OR this will clear any outstanding commitment if the order status shows Partly Invoiced Step 4 Click Yes at the prompt Are you sure Step 5 Type in a narrative to explain why the order was cancelled Click Cancelling Part of an Order Route 1 2 It is also possible
6. Expense Limit Income Limit Expense Allocated and Income Allocated Click on Use the scroll bars to move to the right of the screen where you will find one or more accounts where the expense income limit and expense income allocation do not match Step 3 Check that you have the correct figures allocated if so change the expense income limits to match the allocated figures Try again to fix the budget by repeating Step 1 16 4 6 Amendments to Budget Allocations Virements Route 5 2 lt is important to have the same budget allocations on FMS as those on the Monthly Budget Report This helps you to reconcile both systems and give an accurate financial position for your school Step 1 First check that you have nothing in reserves Budget Management Fund Allocation Step2 Budget Management Cost Centre Allocation Select by double clicking the cost centre that you wish to change Step 3 Select the ledger code you wish to increase decrease Click to edit Step 4 Enter the revised budget amount against Budget to Allocate Use the spreading keys if necessary to enter the new profile figures in the appropriate months Answer Yes when asked if you wish to increase the Expense Income limit Step 5 Press Step 6 Press You must enter a narrative for the Audit trail E i Press Save Step 7 Repeat Step 1 to ensure that reserves are zero Note that if you have left this screen open it will not have update
7. Press Step 2 Click on the browser icon This will display a list of the items currently awaiting reconciliation on the bank account Highlight the first item from the statement Press Repeat this for each item on the statement until you have finished selecting the cheques receipts Note down on the Reconciliation of Bank Account form the totals which now show under the Payments and Receipts columns on the unreconciled part of the screen the top half of the screen S Press to save 42 9 8 Step 3 Complete the Reconciliation of Bank Account form following the instructions printed on the form Direct Debits Route 4 3 some schools have monthly direct debits going through the local bank account These will need to be entered each month Step 1 Step 2 Step 3 General Ledger Manual Journal Processing Press to add arecord This brings up a Journal Wizard Select Cash Book Click Enter the period iQ Select the supplier If the supplier is not on the list you will need to add them 7 Follow the instructions on page 11 Note It is possible to enter the charge with the supplier line left blank however completing the supplier details allows you to review payments made through the Suppliers screen making it much easier for you to check any subsequent queries or provide information about how much the direct debit is costing Enter a narrative describing
8. Select the cost centre to be charged This should be the same as the cost centre from which the goods have been ordered so that the true cost of the goods purchased is shown against the correct budget 29 6 6 select the ledger code to be charged which should be the same one the goods have been ordered against Type in the amount Press Continue with Steps 15 and 16 Amending Codes Cost Centres to be Charged Route 1 4 When the original order is generated a ledger code and cost centre are chosen to pay for the items If when the items arrive it has been agreed that they should be charged to a different area of the budget it is possible to change the details at this point Step 1 Accounts Payable Invoice Credit Note Processing A list of invoices and credit notes appears on the screen Find the entry you wish to amend Double click on it to bring it up on screen Step 2 Highlight the line to be amended Click on Step 3 Click on next to the cost centre Click on Cy under View Change this to All Then choose new cost centre you require from the list Do the same with the ledger code but under View select Linked Then choose new cost centre you require from the list Where only one code is linked this will fill automatically Save Press Press m 30 6 7 6 8 Invoice Authorisation Route 1 4 When all invoices and credit notes are entered they must be authorised before an
9. entered as a negative figure i e with a minus sign lf the ledger code is an income code codes from 800 to 999 a credit is entered as a positive figure i e without a minus sign a charge is entered as a negative figure i e with a minus sign Choose the period the month of the Report print Press Type in the treasurer s reference e g MTR3 Type in the narrative i e an appropriate description taken from the print Press A to save Answer Yes LI 49 11 6 Balancing the Reconciliation Use the form which is included with the Monthly Transaction Report Step 1 Step 2 Step 3 Step 4 From the menu bar select Reports General Ledger Fund Review Confirm the financial year you wish to view Press Enter the value from the line School Budget Share under Actual into box A on the balancing sheet from the Transaction Report Enter any unreconciled items do not forget to check the previous months balance sheet for any items which are still outstanding and enter these too into the section headed Unreconciled Items Total these to provide the figure for box B To calculate outstanding Petty Cash From the menu bar Reports General Ledger Petty Cash Ledger Code Expenditure Listing this shows the values with the VAT separate Select the year and Account Press if necessary Transaction Date from Press Er Start with the day after the close date of the last Petty Ca
10. need to add them Close the order screen and follow the instructions for setting up a new supplier on page 10 and 11 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 Delivery instructions usually A S A P press for options Special Instructions type in any other instructions if applicable You will now be at the order line description section of the screen Press to add Cost Centre TQ to browse Ledger Code Q to browse Fund Code should fill automatically to School Budget Share VAT code will fill automatically based on the ledger code selected but you can change it if you need to Line type Should be Standard If you have a catalogue on the system for the supplier Step 14 Step 15 Part Number either type in the number and press TAB which will fill the catalogue details or Press then Browse to view the catalogue Highlight the required item and press or highlight and double click to choose Type in the quantity to be ordered The total cost of the item will be automatically calculated If you do not have a catalogue on the system for the supplier Step 14 Part Number if there is a part or catalogue number enter it here Description type in the item description book title etc 19 5 3 Step 15 Step 16 Step 17 Type in the quantity the unit cost the order unit if applicable and the discount if applicable The total cost of
11. o Nest gt gt Click to view options Highlight the required group click Click Click Select School Budget Share Type in the new code as it appears on the guidance notes Type in the description as it appears on the guidance Click The next screen which appears allows you to review and edit the information automatically placed there from the operations above If any information needs amending you can TAB through the screen to the relevant fields and type in the correct entry You will need to enter a VAT code You should also change the Normal Profile to one more appropriate than Manual Entry Note The small Services tick box is only relevant to schools that have to complete a VAT return amp thus can be left empty Step 8 Click 2 3 3 0 3 1 Linking Ledger Codes to Cost Centres Tools on Menu Bar Step 1 Step2 Step 3 Step 4 Step 5 Step 6 Step 7 SUPPLIERS From the menu bar Tools General Ledger Set up select Tab 6 C Centre Ledger Links Press to add Select the cost centres with a single click Press OR select the cost centres by double clicking When you have selected all the cost centres to be linked TAB to the ledger code list OR move to the code list by using the mouse to click on one of the codes select the expenditure codes that you want to be linked in turn and press the thin arrow When the expenditure codes have been selected The compu
12. or other relevant information in the narrative for cross reference purposes Step 1 From the application bar General Ledger Manual Journal Processing Press to add record 44 Step 2 Select Normal Press Step 3 Type in the period and an appropriate narrative Press Press Step 4 Press EJ Select the ledger code and cost centre to debit Step 5 Type in the amount Step 6 Select debit Step 7 Type in a narrative for the line Step 8 Press Step 9 Select the ledger code and cost centre to credit Step 10 Type in the amount Step 11 Select credit Step 12 Type in the narrative for the line Step 13 lf there are more entries to your journal Press OTHERWISE Press The bottom line should show the Balance as Balanced The debit and credit figures should be the same If this is not the case you will not be able to post the journal Press to save Step 14 Press i to post the journal The entries will now appear as reconciled entries on the budget accounts used 45 11 0 11 2 RECONCILIATION When the Monthly Transaction Report print arrives in school FMS should be reconciled to it The Transaction Report tells you how much has been actually charged to your school budget for the month shown Included with the print is a balancing sheet This should be completed each month as it provides a check that no expenditure is showing against the schools accounts which should not be
13. the item will be automatically calculated Press if this is the last line on the order OR if there are more items to add If following lines are very similar you can copy the last line and then edit it by pressing then to edit click F When you have entered all lines of the order Press to save the order Note If you are entering a very long order you may wish to save part way through to ensure that you do not lose your work Save again when you have finished Step 18 Step 19 Step 20 to authorise top right of screen Press to print the order When it has finished printing you will be asked if the print was successful Press Yes if successful or Press No if printing was not successful to be able to reprint Free Text Orders Route 1 2 Step 1 Step 2 Step 3 From the application bar Accounts Payable Purchase Order Processing Press to add an order Select Free Text Select the order book Press to browse 20 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Step 15 Step 16 Step 17 Step 18 Pay From Central Press to browse Select the supplier Press select Delivery instructions Press to browse Type in Special Instructions if applicable to browse You will now be at the contract free text section of the screen Press EJ to add Select the Cost Centre P
14. to do this if you print it out as you can then mark off the matching items on the prints Click with the transaction list displayed on the screen to get a printout of all transactions which have been reconciled against the selected month 51 Any items which appear on only one of the prints other than petty cash and bank account entries on the chart of accounts print or where the entries show with different values will be the cause of the problem 12 0 FMS REPORTS 12 1 FMS offers a large variety of reports which you will find useful in tracing errors and providing information to your Governing Body however you will probably find that the following three will be most useful to you Chart of Accounts Review Route 4 2 This report is particularly useful if you wish to look at reconciled transactions against a particular ledger code or cost centre or if you wish to quickly see the whole financial position of your school Step 1 From the application bar General Ledger Chart of Accounts Review You will then see a list of options at the top of the screen Step 2 Select against All Cost Centres The screen will show you the total amounts committed invoiced and actual against each account in summary along with an amount remaining against each account Press if you wish to produce a printed copy of this report Note If you click into the box Exclude Cost Centres with Zero Value the report will modify
15. where the goods will no longer be received To check outstanding orders from the menu bar Reports Accounts Payable Purchase Order Reports Purchase Orders Click on Outstanding Orders Financial year should be the year you are about to close Leave all the other fields blank to get all outstanding orders for the financial year in question Press Preliminary Closedown Tools on Menu Bar Preliminary closedown must only be done after the 31 of March Before closing the old year you should ensure that you have nothing in Reserves in the new year To do this go into the new financial year and check reserves are zero for the School Budget Share 58 13 4 Step 1 From the menu bar Tools Define Financial Years Define Edit Years Ensure that the year you are about to close is highlighted Select gt This will perform checks on all transactions types If all the transactions do not pass the check the system will produce a report detailing what needs to be corrected lf the transactions pass the checking process select Step 2 Select Click on This will ensure you only transfer Purchase Orders and petty cash bank account balances Step 3 To continue with the closedown Click on Perform Close Answer Yes Because all the checks have already been run the actual closedown should be very quick The old year should now read Closed Not Finalised step 4 Click on Note G
16. FINANCIAL MANAGEMENT SYSTEM VERSION 6 140 This section of the manual is intended to be used as a guide to the facilities available in the SIMS FMS system Its aim is to give simple instructions for the procedures most commonly used Please note that in this version of FMS manual where a number is given after a section heading the number before the denotes the icon across the top of the screen and the number after the denotes the icon down the left hand side of the screen CONTENTS INTRODUCTION The Opening Screen Standard Buttons Useful Tips CHANGES TO THE ACCOUNTING STRUCTURE Creating a New Cost Centre Budget Account Creating Ledger Codes Expenditure and Income Codes Linking Ledger Codes to Cost Centres SUPPLIERS setting up New Suppliers Adding a Catalogue Editing Suppliers FUNDING AND BUDGETING Inputting Original Funding and Funding Adjustments Capital Grant Funding Funding Checks Entering the Original Budget Allocation Fixing the Budget Amending Budget Allocations Virements ORDERING Adding an Order Book Normal Catalogue Orders Free Text Orders Reviewing Amending Orders Authorising orders Printing Orders Cancelling Orders Clearing Commitments Cancelling Part of an Order INVOICES Paying an Invoice Against a Normal Order Paying an Invoice Against a Free Text Order Non Order Invoices Credit Notes Postage and Packing Amending Codes Cost Centres to be Charged Invoice Authorisation
17. ave just typed and click on the right mouse button Click Copy To continue allocating budgets move through the remaining accounts by using either the up amp down arrows from the toolbar or the button which is next to them to bring up the list Repeat steps 3 to 9 for each budget to be allocated but for the narrative in Step 9 click on the right mouse button and select Paste Step 11 To ensure that all of the funding has been allocated click Reserves should be zero The allocation and budgeted columns should be the same If there is a figure in Reserves check the budgets allocated for errors remember to enter any contingency figures 15 4 5 Fixing the Budget Route 5 2 When all of the budget allocations match the Approved Budget including allocations to the contingency lines the budget should be fixed This saves your original input and provides an audit trail to register all subsequent changes made to the budget Step 1 From the application bar Budget Management Cost Centre Allocation Fix the budget top right of screen Note 1 Fixing the budget cannot be undone Once the budget has been fixed you can still amend any budget by doing a virement Note 2 You will not be able to fix the budget if the expense income limits do not match the expense income allocations on each account lf you encounter problems when trying to fix the budget Step 2 Click on Put ticks against
18. ave the invoice Press to authorise Cheque Books Tools on Menu Bar To add a new cheque book Step 1 Step 2 From the menu bar Tools Books Select Tab 3 Cheque Books Click on to add a cheque book Click on to select the bank account Enter the first cheque number from the cheque book as Start Number Enter the last cheque number from the cheque book as End Number ean Click on before leaving the open window 38 9 3 Cheque Printing Route 1 5 After invoices have been input as Local Bank Account a cheque needs to be printed for each invoice It is important that you print the cheques in the order they were written otherwise FMS may allocate the wrong cheque numbers to invoices and you will not be able to reconcile and balance the bank account It is strongly recommended therefore that you print each cheque individually to ensure that the cheque numbers are correctly allocated Step 1 Accounts Payable Cheque Processing to add Press Step 2 Press to select the bank account details P i Press o gt to select the cheque book Take note to ensure that the Next Cheque No is the correct number If for example you have spoiled a cheque or you have written a cheque for Petty Cash you will need to overwrite this number so that it misses out the spoiled used cheque Press Step 3 Select the invoice which matches up to the next cheque number Click to the left of t
19. d Close it and then reopen NOTE 1 Virements should always consist of two adjustments otherwise you will be left with a figure in reserves NOTE 2 Remember to complete a Virement form and send it to the Schools Finance team so that the Monthly Budget Report can be updated 17 5 0 5 1 5 2 ORDERING Adding or Closing an Order Book Tools on Menu Bar Step 1 From the drop down menu bar select Tools Books Select Tab 1 Order Books Step 2 Press to add a book Type in your school main account number followed by the next letter available on the order book sequence e g 300B Step 3 Start number main account followed by 001 e g 300001 Step 4 Last number main account followed by 999 e g 300999 Step 5 Payment Source click Select Central This applies to ALL SCHOOLS even ones with a local cheque account Step 6 Press The order book is now opened ready to be used Note to close a previous year book simply highlight it amp press Do not reallocate unused numbers Normal Catalogue Orders Route 1 2 Step 1 From the application bar Accounts Payable Purchase Order Processing Press to add an order Step 2 Select Standard Tw Step 3 Select the order book Press Step 4 Pay From select Central to browse 18 Step 5 Supplier Press to browse select the supplier from the list Note If the supplier is not already on the computer you will
20. e information A solid outline represents a fully invoiced item A dotted outline represents a partly invoiced line The column headed S gives information on the status of the items on the line A red cross in this box indicates that the item has been cancelled T indicates that the item has been transferred to the new year TS that it is an item transferred relating to an invoice for new year F indicates that the order has been carried forward from the previous year FS that the order supports an invoice carried forward from the previous year TR FR are items supporting other transactions which have been cancelled 22 5 5 5 6 Authorising Orders Route 1 2 Orders must be authorised before they can be printed Orders are normally authorised as they are produced However if you have not authorised the order as you processed it you can do this as a separate exercise Step 1 From the main menu Accounts Payable Purchase Order Processing All the orders on the system will appear on the list The column Order Status will read Not Yet Authorised for any order where this is the case Step 2 Click to the left of the order number of any orders you wish to authorise F a small flag will appear next to the order details Step 3 Press Authorise Tagged Printing Orders Route 1 2 All orders which have been input should ALWAYS be printed so that they can be appropriately authorised by a suitable signatory
21. e which the credit note relates to You can leave this field blank if there is no direct link to a particular invoice Type in the credit note total including VAT No need for minus sign Press TAB Pay From Central unless this invoice relates to a Local Bank A C transaction in which case Press and select Local Bank Account Press TAB twice 28 6 5 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Step 15 Step 16 Step 17 Step 18 Step 19 Type Narrative if you wish to or leave blank Press TAB You will now be in the Item Description Field Click to add a line Type in the item description Select the cost centre JA to browse Select the ledger code Q to browse Select the relevant VAT code Type in the Net amount The VAT amount will be calculated automatically Select if this is the final item on the credit note o if there are more lines and repeat Steps 11 to 16 Check that the credit note total at the bottom agrees with the credit note total at the top and that the VAT amount bottom left is correct Press to save changes Press to authorise the credit note Postage And Packing Route 1 4 In some instances postage and packing will have been included on an invoice but this figure will not show on the order This can be added when inputting the invoice Follow all the invoice instructions pages 25 to 28 to the end of Step 15 hen press IE
22. er year you are in when you run the report Select Press Repeat this for the following lines Current Orders Cleared and Reconciled Press a ip Click on 12 6 Initial Budget and Virements Report Reports on Menu Bar Step 1 Step 2 From the Menu bar Reports General Ledger Audit Audit Trail The year will fill with the current year User Click and select or leave blank for all users Audit type Select G General Ledger Audit Sub Type Select C Budget Accounts Set Up Audit Date Enter appropriate start and finish dates or leave blank for the full financial year Press Note This report is not easy to read It shows the budget figure before and after the adjustments rather than the value of the adjustment The report runs in date order and identifies accounts by their cost centre code i e 1101001 for Teachers Note The audit trail route has numerous reports which you select by choosing different Audit Types and Sub Types as above As an example it is possible in this screen to track what changes have been made to order and by whom or to check when bank account statements have been reconciled 56 13 0 13 1 13 2 YEAR END PROCEDURES Defining a New Financial Year Tools on Menu bar A new financial year will need to be set up each March April as the old year draws to aclose A maximum of two financial years should be open at any one time DO NOT define a new year unless the Fi
23. es you will lose your work and it will be necessary to repeat the steps above Amending Invoice Details During Reconciliation Route 2 2 If the invoice details on the reconciliation screen are incorrect the wrong amount or the wrong cost centre ledger code have been used you may amend this Step 1 Select the appropriate invoice double click Step 2 Press to the right of the document number This takes you to the invoicing screen Press on the invoice detail lines Step 3 Amend the incorrect details l Press Bi to save 48 11 5 Entering Direct Central Payment and Receipts Route 2 4 This area is used where no commitment exists already in FMS for an item which appears on the Monthly Transaction Report This covers such transactions as gas or electricity charges rates centrally credited income etc Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 From the application bar Central Central Payment The screen which appears will show previous entries made through this route Press to add select Payment for ALL expenditure or credits which are to be added against EXPENDITURE accounts or Receipt for any income or charges against INCOME accounts select the ledger code and the cost centre to browse Type in the amount lf the ledger code is an expenditure code codes from 001 to 599 a charge is entered as a positive figure i e without a minus sign a credit is
24. f how to do this 40 9 5 Printing a Bank Account Claim Reports on Menu Bar Step 1 Step 2 From the menu bar Reports General Ledger Bank Bank Claim Press to add a claim Enter the Start Date as the day on which the previous claim was printed Enter the End Date as yesterday s date Save Press Press to print the claim 9 6 Bank Account Reimbursements Routes 5 1 and 5 3 Step 1 Step 2 BUDGET Budget Management Fund Allocation Double click on Fund 99 Bank Reimbursements Select Increase Allocation Type in the amount of the reimbursement Enter the period number Enter a narrative e g Bank Claim 4 5 11 Press Answer Yes Budget Management Fund to Bank Journals Press to add Select Increase Bank 4 9 7 Enter the period number Select FC99 Bank Reimbursements Type in the amount Enter the narrative Press L to save Wi Answer Yes Bank Account Reconciliation Route 4 1 You should receive a bank statement each month This should be reconciled back to FMS as a check that the bank account balances Use the Reconciliation of Bank Account form provided by Financial Services to ensure that the bank account balances Step 1 First you need to reconcile the transactions on the bank statement General Ledger Bank Reconciliation Press to add Select the bank account Type in the statement number and date
25. hare in 5 1 60
26. he invoice A flag La will appear next to the item you have tagged DO NOT press the Tag icon as this will tag either all invoices awaiting cheques or all invoices to a particular supplier and will produce only one cheque per supplier regardless of how many invoices the supplier may have This results in the cheque numbers being incorrectly allocated The next screen will display the cheque number payee and value If these are correct Press if not Press 1 An FMS cheque will now be printed Answer Yes if OK 39 9 4 Cancelling a Cheque Route 1 5 Step1 Step 2 Accounts Payable Cheque Processing Select the cheque number from the list Double click on the print run highlighted Highlight the cheque you wish to cancel Press Answer Yes Type a narrative Note This means that the invoice now reappears on the list of invoices awaiting cheques Unless you cancelled the cheque because you assigned the wrong number to it you now will have to cancel the invoice and then the order to clear the commitment Step 3 Step 4 lf you wish to delete the invoice associated with the cancelled cheque Accounts Payable Invoice Credit note Processing Highlight the invoice and double click When the invoice details are displayed click on pa Cancel Invoice Credit Note Answer Yes If you will not be replacing the invoice you should also cancel the order See page 24 for details o
27. ick Click the browser next to Row Set Click the pencil to edit the report scroll down until you find the area you wish to edit Click the pencil to edit the line A box will appear showing all the cost centres which are linked to this line Click on the browser 54 12 5 Step 5 Select the cost centre s to wish to add from the list on the left hand side by highlighting and clicking the small arrow gt ave Press again on the next screen you go back to Press Click on L Creating a new User Defined Report Reports on Menu Bar The user defined report selects information from the financial year which is open at the time you run the report It is therefore not necessary to create a new report each financial year You may wish to do this however so that you can tailor the report to include only accounts which were relevant for each year or to give the reports a specific title Step 1 Step 2 Step 3 Step 4 Reports General Ledger User Defined Reports Highlight the report you wish to copy IF Clone Report Type in the required report name Click Highlight the new report Double Click Click on the browser next to Column Set Click on to edit Highlight Original Click Click on the browser next to Year 55 Change the year to the one you want the new report to produce information on or select Current this will produce information on whichev
28. ions The figures without a minus sign are funding increases Entering the Original Budget Allocation Route 5 2 When you have calculated the school budget for the year i e the budget figures submitted on the Approved Budget Form these have to be input to FMS You must break down your budget by cost centres for this section so that each cost centre that you wish to spend from is given an allocation otherwise when placing an order the computer will tell you that there is no money available and you will not be able to progress To input the budget Step 1 Budget Management Cost Centre Allocation Step 2 select by double clicking the cost centre that you wish to allocate to This will show the list of the codes which are linked to that cost centre Step 3 At this stage leave blank the Expense Limit and Income Limit boxes 14 Step 4 Step 5 Step 6 Step 7 Step 9 Step 10 Select single click which highlights the line the ledger code you wish to allocate all or part of the budget to This will usually be the first code on the list Press Choose a profile for the amount allocated Press to select Enter the amount against Budget to Allocate Note There is no need to enter a narrative on this screen You will be asked if you want to increase the expense income budget limit automatically Click Yes Press L Type in a narrative e g Initial Budget Highlight the narrative you h
29. it Notes and Committed Income Route 2 2 When invoices have been passed to Business Support Centre for payment and they have been processed the transactions will appear on the Monthly Transaction Report under Invoices and other Expenditure Charges Income which has been paid in through the Paying in Voucher system will appear under School Income Note All invoices and income items must be authorised before they can be reconciled see 11 1 page 46 Step 1 From the application bar Central Manual Reconciliation The screen will show a list of all invoices and credit notes and committed income waiting to be reconciled These appear in invoice number order Step 2 select the appropriate invoice credit note by double clicking Step 3 Select the period number i e the month of the Transaction print Step 4 Type in the Treasurers Ref e g MTR3 47 Step 5 Click the box marked Tag for reconciliation A tick will appear Step 6 Press to save Answer Yes Note You are able to amend invoices in this area see below for instructions A small flag F will appear at the side of the entry This means gt that the entry has been tagged Tag all the other items from the Transaction Report in this way Step 7 When you have finished tagging the invoices and income Press Answer Yes Answer Yes again to keep your changes Note If you leave this screen without reconciling the tagged entri
30. ith that supplier ae Press i to save Adding a Cataloque to a Supplier Route 1 1 lf you order large amounts of stock from one supplier and that supplier has a catalogue on disk you will be able import the details onto FMS 11 3 3 Step 1 Step 2 To add a catalogue Accounts Payable Supplier Details Select the supplier and then double click Select 3 Catalogue Press ensure you have inserted the disc Type in D at the prompt Specify Location Once the catalogue has loaded it will appear in the bottom half of the screen Answer Yes to confirm that you want to keep your changes as you leave this screen You can edit the information in the catalogue at a later date Note It is also necessary to click in the box Catalogue in use in order to activate the newly imported catalogue This should show as ticked Editing Su liers Route 1 1 Step 1 Step 2 Step 3 Step 4 Accounts Payable Supplier Details Select the supplier that you wish to edit by double clicking Type the amendment into the relevant field Press to save the new details B 12 4 0 4 1 4 2 FUNDING AND BUDGETING lt is essential the funding values on SIMS are kept up to date with any adjustments received by the school throughout the year Initial funding figures and adjustments through the year are input in the same manner Inoutting Original Funding and Funding Adjustments
31. luding VAT Press TAB To be paid by the invoice date will appear but you may overtype it Pay From Central unless this invoice relates to a Local Bank A C transaction in which case press and select Local Bank Account Press TAB twice Type Narrative e g Quarterly rental April June Press TAB Click to add a line Type in the item description Select the cost centre JA to browse Select the ledger code JA to browse Select the VAT code Type in the Net amount The VAT amount will be calculated automatically 27 6 4 Step 15 Step 16 Step 17 Step 18 select if this is the final item on the invoice Or if there are more lines and repeat Steps 10 to 15 Check that the invoice total at the bottom agrees with the invoice total at the top and that the VAT amount bottom left is correct lf the VAT amount is different double click on the VAT line and overtype the amount Save Press Press to save Press to authorise the invoice Credit Notes Route 1 4 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 From the application bar Accounts Payable Invoice Credit Note Processing Press to add an invoice Select Credit Note Select the supplier Click for a list of Suppliers Type in the Credit note number without any spaces Press TAB Type in the Credit note date DD MM YYYY Press TAB Press to list invoices for the supplier Select the invoic
32. nal Closedown has been done for the year prior to the one you are currently using Step1 From the menu bar Tools Define Financial Years Define Edit Years Amend the Year Description to read for e g 11 12 Tick Check Spending Against C C Tick Order Book Open Click on Copy Service Term Mappings Calendar Month should be indicated Check the start date against Next Year Begins is correct The new year will now appear in the box at the top of the open window The State will show as Not Started Step 2 Click Pre Closedown Checks Reports on Menu Bar Step 1 Do a system Check Make sure you are in the year to be closed down Before running the preliminary closedown you will need to print a list of all outstanding transactions that still need to be dealt with This report can be found from the menu 57 13 3 Reports Year End system Checks The financial year will default to the oldest year opened Choose ALL Transaction Type Click Click Any items which would cause a problem when trying to closedown the accounts will appear on a report with details of anything that needs to be done before the closedown can be run Often items have not been posted or authorisation slips not printed where this is the case take the appropriate action Cancel any items that are out of date or do not need to be transferred Step 2 Check outstanding orders and cancel any
33. ns can be changed in the section on the bottom of the screen The report will be sent to the screen Press to print the report At the top of the report there will be amounts allocated budget amounts and the amounts at various stages of expenditure ordered invoiced and reconciled Below these you will see a breakdown of transactions and their status This is particularly useful at year end when you are trying to clear out orders and invoices 53 12 3 12 4 User Defined Reports Reports on Menu Bar A General Budget Report can be found under User Defined Reports This is the FMS equivalent of the Monthly Budget Report which has the added benefit of showing all the committed expenditure Step 1 Step 2 From the menu bar Reports General Ledger User Defined Reports Highlight the report you want Click on Produce Report The report will appear on screen Click on Print Report to produce a printed copy Amending the User Defined Report Reports on Menu Bar lf you add any accounts to your structure during the year you may need to amend the report to include these accounts It will not be necessary to amend the report for any additional accounts within the Curriculum range as the standard report has been set up to pick up all accounts in the 400 range Step 1 Step 2 Step 3 Step 4 From the menu bar Reports General Ledger User Defined Reports Highlight the report you want to amend double cl
34. o back into the new year and cancel out the balance which now appears in Reserves against School Budget Share not against LEA reimbursements Route 5 1 Final Closedown Tools on Menu Bar Final Closedown should not be done until you have reconciled and balanced the final Monthly Transaction Report for the year You should also produce a list of all unreconciled expenditure and income which you should check carefully before performing the closedown To produce this go into route 2 2 as though you are going to reconcile an invoice but click on as 59 Check each item on the print Any items which are not genuinely outstanding and which are not still expected to appear should be cancelled This can only be done by reconciling them and putting in an entry through as a Direct Central Payment or Credit through Route 2 4 to balance them out You should perform a system check as above before doing a Final Closedown Before closing the old year you should ensure that you have nothing in Reserves in the new year Check this in the new year in 5 1 To perform the Final Closedown Step 1 Step 2 From the menu bar Tools Define Financial Years Define Edit Years Ensure that the correct year is highlighted Final Clase Select ne Click on Answer Yes otek on The old year will now read Finalised Note Go back into the new year and cancel out any balance which now appears in Reserves against School Budget S
35. ress to browse Select the Ledger Code Press to browse Select the relevant VAT code Type in the description for the item service you are ordering Type in a contract number and discount if applicable Type in the cost Press if this is the last line on the order OR if there are more items to add Then repeat steps 9 to 14 When you have entered all lines of the order Press to save the order Press to authorise An order number is now allocated k am Press to print the order 21 5 4 Reviewing Amending Orders Route 1 2 lt is possible to view an order which has been entered to FMS and to make amendments to it prior to authorisation You cannot alter an order once you have authorised it Step 1 To view or select an order to be amended From the application bar w Accounts Payable co Purchase Order Processing Step 2 Select the order number and double click to view Step 3 lf you need to amend an order prior to authorising Press Click on the area you need to change If changing a cost centre or ledger code you need to click on the appropriate Pa Click on the focus button next to View and select All Choose new cost centre code from the list and press Press Press Li Ep When reviewing orders additional information is available When you have the order open two additional columns appear to the right of the invoice lines The column headed I gives invoic
36. s TAB To be paid by the invoice date will appear but you can overtype it Pay From Central unless this invoice relates to a Local Bank A C transaction in which case Press and select Local Bank Account Press TAB twice Narrative You may type in any note you wish to make Press TAB You will now be in the Item Description Field select the first item on the invoice Press to edit the line or double click the line 25 6 2 Step 12 On the new screen you will see the line details Type in the quantity invoiced and any price changes The net amount will be calculated automatically Note It is also possible to change a ledger code cost centre to which an order or individual lines on an order have been charged See page 30 section 6 6 WARNING If the supplier sent you more items than you ordered and you decide to keep them the system will not allow you to enter a higher number received than has been ordered you will either have to generate a second dummy invoice or alter the unit price so that the total price is correct Step 13 Press Repeat Steps 11 to 13 for each item on the invoice Step 14 When you have entered all of the details from the invoice check that the invoice total agrees with the invoice total at the top and that the VAT amount bottom left is correct lf the VAT amount is different double click on the VAT line and overtype the amount Press Step 15 Press to save changes Step 16 Pres
37. s to authorise the invoice i Note Invoice All Option In circumstances where the invoice details match exactly the items ordered F7 can be pressed to invoice all after Step 10 above This can be very useful on a large order in terms of speeding up the invoice process If one or two items have not been invoiced you can still use this then highlight the item s not delivered amp click to make the Quantity Invoiced line zero Paying an Invoice against a Free Text Order Route 1 4 Follow the instructions above After Step 14 you will be asked Does this invoice line complete this free text order Click either Yes which will finalise the order or No which keeps the order open for more invoices to be added later Continue with Steps 15 and 16 26 6 3 Non Order Invoices Route 1 4 Step 1 Step 2 From the application bar Accounts Payable Invoice Credit Note Processing Press to add an invoice Select Non Order Invoice Select the supplier Click for a list of Suppliers lf supplier is not already on the computer Close the invoice screen then follow the instructions for adding a supplier on page 10 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Type in the invoice number this must not contain spaces Press TAB Type in the invoice date DD MM YYYY Press TAB Type in the invoice total inc
38. sh claim which appeared on a Transaction Report Transaction Date to Press End Use today s date H Press Enter the total from the NET column into box C Applies to schools with an imprest bank account only if you do not have a bank account move to step 5 From the menu bar Reports General ledger Bank Bank History 50 FEE Date from Press Start with the day after the close date of the last bank account claim to have appeared on the transaction reports FEE Date to Press Use today s date Click Calculate The total under Payments on the Bank History print LESS all Petty Cash payments LESS all VAT on invoices To calculate the VAT you will need to view each transaction listed on the Bank History and note the VAT amounts Enter this value into box D on the balancing sheet Step 5 On the balancing sheet calculate the total of A B C D This should equal the total printed on the bottom of the report If it does not you need to investigate why and rectify it 11 7 Ifthe Reconciliation Does Not Balance Step 1 General Ledger EY Chart of Accounts Review Highlight the month you are trying to balance Double click or click Ensure that both Period From and Period To display the same month This will display everything which has been reconciled for the month selected Compare this to the Monthly Transaction Report to identify any errors or omissions It is easier
39. ter the total value of the cash cheque Vat Code select as appropriate Press TAB and the Net Amount and VAT will be automatically calculated m Press to save All income which has been saved has to be Paid In Click on on the toolbar 33 7 2 Tag each item you want to pay in by clicking once to the left of the line a flag will appear against each tagged line F Tag All or press to tag everything which has been input Step 5 lf you want to print a receipt for income which you have processed you may do it now by clicking Step 6 With the items you want to pay in tagged click on Reference enter today s date Press the tab key to get to Cash Type the total value in cash and or cheques m Press E Press Answer Yes Frint P j Press Answer Yes School Meals Income VAT Complications If dinner money which is being banked into the School Budget includes an amount for paid adult meals the Paying in Voucher will show a VAT value on those meals When entering this to FMS if you select the current VAT rate FMS will calculate VAT on the whole of the gross amount You will not be able to balance this back to the Paying in Voucher There is no facility in FMS to overtype the VAT value or change the net amount Therefore it is recommended that you enter O for Zero rated VAT and enter the NET rather than the GROSS amount for these transactions 34 8 0 8 1 PETTY CASH
40. ter will now link all of the expenditure codes selected to all of the budget accounts selected Click OK Press Setting up New Suppliers Route 1 1 Before an order can be placed FMS requires the suppliers details to be set up Take care when entering supplier details as the information typed in here will appear on your printed orders 10 3 2 Step 1 Step 2 Step 3 Step 4 Step 5 From the application bar Accounts Payable Supplier Details Press to add a supplier select the Basic field from the tabs at the top of the supplier screen Type in the following supplier details the other details can be left blank but you may find it useful to enter the telephone number or email address for your own reference purposes Name Ensure full and correct details are entered as these will appear on the printed orders LEA Reference Enter the Creditor Reference Number here This can be found on your Monthly Transaction Report It is likely that this will not be known when you first set up a new supplier but it can be added at a later date VAT Registration Number Enter the VAT registration number which can be found on the company s invoice Note that not all suppliers will be VAT registered and that for these suppliers this should be left blank Address If the address is not known this line cannot be left blank something must be entered Ensure that the correct address is entered prior to generating any order w
41. there and confirms that FMS is being kept up to date Central Authorisation Route 2 1 Invoice and credit notes will not be available for reconciliation until this step has been completed Step 1 From the application bar Central Central Authorisation Step 2 A list of invoices and credit notes will appear select A flag will appear to the left of each item on the list F Click on Click Answer Yes Answer Yes again when asked if the print run was OK Reconciling Staff Salary Payments Route 2 4 This is the mechanism by which staff costs which are not already committed to the system are input Reconcile the totals for each category of staff shown on the print Step 1 From the application bar Central Central Payment 46 Step 2 Press to add Step 3 Select Payment Step 4 Select the cost centre to browse Using the code which appears on the print under Code for Reconciling enter the ledger code Type in the amount select the period the month of the Transaction Report print lt is necessary to type something into either the Treasurer s Ref or the Narrative in order to be able to save the transaction Use MTR Monthly Transaction Report and the month number if you do not already have a reference which you enter into the Treasurers Ref Step 5 Press to save Answer Yes Step 6 Repeat steps 2 to 5 for each line of employee expenditure Reconciling Invoices Cred
42. tion Options can be accessed either by clicking the icon on the application bar or by selecting the relevant word on the menu bar Red highlighting lf you leave any field blank that requires an entry that field will be shaded in red You will not be able to save the data on the screen until you have entered data in the highlighted field Help There is a help manual built in to FMS and this is easily accessed by pressing Pressing this icon will give help appropriate to the area being used at the time Payment methods Unless you are a school with a local cheque account the payment method is always central as invoices etc are paid centrally that is by the Business Support Centre Income is always central even if you have a local cheque account Security lt is important that each user has their own ID and password as each entry on FMS leaves an audit trail CHANGES TO THE ACCOUNTING STRUCTURE Creating a New Cost Centre Tools on Menu Bar lt will occasionally be necessary to create new cost centres in FMS DO NOT set up additional accounts outside of the Curriculum area unless you have been instructed to do so by the School Finance team Step 1 From the menu bar Tools General Ledger Set up Select Tab 2 Cost Centres 2 2 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Select the cost group with a single mouse click into which the cost centres need to be added Press Add cost cen
43. tion as required In Reports General Ledger is a User Defined Report which has been set up to match the format of the Monthly Budget Report and which is intended to be used for budget monitoring by senior management and governors Tools This area is used for setting up or making amendments to the structure of the system It covers all areas from setting up the order header adding cost centres and expenditure codes or adding new order books to setting up a new financial year Window Where you have more than one window open at one time this allows you to switch between windows arrange them on the screen so that more than one window can be viewed or close them Help This provides a useful online help manual which if opened in the middle of a process is context sensitive Select Help Current with any screen open for this Standard Buttons The following buttons appear on most menus within FMS though the colour may vary according to the process you are in add new record delete record close active window open browser view highlighted item edit highlighted item save changes undo changes print Useful Tips Terminating an action In many areas you will be given the opportunity to cancel a transaction at the last moment In the majority of cases if you wish to save a transaction press m JEF 2 0 2 1 otherwise press and this will terminate the current action Selecting an op
44. to cancel individual lines on an order without waiting until the order has been invoiced Follow Steps 1 and 2 above then Step 3 Select the relevant order by double clicking Highlight the line you wish to cancel Press to the right hand side of the order lines Step 4 Answer Yes to clear the commitment for that line Enter a narrative in the audit log Click Note You cannot cancel part of a line i e if you order 20 of any item but then reduce that to 10 you cannot cancel 10 and leave 10 waiting to be invoiced You must wait until you have invoiced the line first and then cancel the remaining items 24 6 0 6 1 INVOICING Paying an Invoice against an Order Route 1 4 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 From the application bar Accounts Payable Invoice Credit Note Processing Press to add an invoice Select Order Invoice Select the supplier Press for supplier list lf you know the order number you can speed matters up by finding your order in the order number box Press to select from the list This will also complete the supplier details Type in the Invoice Number this must not contain spaces Press TAB Type in the invoice date DD MM YYYY Press TAB Press to list outstanding orders for that supplier select the order number the invoice relates to Press TAB twice Type in the invoice total including VAT Pres
45. to show only those which have either a budget or expenditure income Click this box again to remove the restriction The report shown on the screen is active Double click on one of the cost centres to be taken to a screen showing monthly reconciled totals against the cost centre selected If you select a month where there have been some transactions it will give you a list of all of the transactions which make up the months total Be aware however that this only shows reconciled entries and does not include orders raised or income committed 52 12 2 Cost Centre Transaction Report Reports on Menu Bar This report is useful if you wish to look at transactions against a particular cost centre e g if you want to be able to print out a report of expenditure against a particular account to give to the person who is responsible for that budget account lt is also the best way to investigate what expenditure income has been entered against any account Step 1 Step 2 Step 3 From the menu bar Reports General Ledger Transactions Cost Centre Transactions Select either Cost Centres for individual cost centres OR Cost Centre Groups to view a group of Cost Centres i e Employees Premises etc use the small arrow button to select the cost centres Click on Click on Note Restrictions on the date range can be made if you wish in the section at the top of the screen Also the order of the transactio
46. tre Type the code number follow the SIMS guidance notes sent out by The School Finance team If you are setting up a new Curriculum account you will need to check the numbers already used To do this before pressing the add icon double click on the Curriculum heading a single click on each cost centre listed under Curriculum will then show the number in the Code box under Cost Centre Details Make a note of the last number used and use the next available number ensuring that you follow the same format Type in the name for the new cost centre e g Maths English etc in the Description field Press the Tab key An abbreviation will automatically appear after you have completed step 5 If wish to change this you can overtype it Type in the name of the Budget Holder if applicable or leave blank The Threshold field defaults to 100 Press if the cost centre is the last one to be added OR if you need to add more When you create new cost centres you must then link ledger codes to them Creating Ledger Codes Expenditure and Income Codes Tools on Menu Bar lf the ledger codes you need are not set up already you will have to create them Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 From the menu bar Tools General Ledger Set up Select Tab 5 Ledger Codes Press to add this brings up a wizard Select Expenditure or Income from the list as appropriate
47. unts Payable Accounts Payable covers all aspects of paying bills from setting up suppliers raising orders processing invoices credit notes and where applicable processing cheques Central This area deals with reconciliation between SIMS FMS and the Leeds City Council Financial Management System Non Invoiced Income Income paid into the School Budget through the Paying In Voucher system should be committed to FMS here General Ledger General Ledger covers processing of journals petty cash bank reconciliation and the production of some expenditure reports through the Chart of Accounts Review screen Budget Management This area deals with the allocation of the school s budget virements between budget headings and bank account and petty cash reimbursements D Personnel Links this area is not currently used in Leeds schools Change Financial Year Click to select the year you wish to work in Calculator Menu Bar Focus This provides an alternative route into most of the functions covered by the icons listed above Note Accounts Receivable which appears on the list under Focus is not used in Leeds schools as debtors accounts are raised centrally Edit Performs the usual Windows edit functions cut copy paste etc Reports These are pre set reports on the expenditure and income which has been entered onto the system where the user can restrict the selection of informa
48. what the charge is for Against Ledger Code click on the browser icon Select BK Local Bank Account Against Reference type in the bank statement number This completes the journal header You now have to enter the charge s Press to enter a line Press 43 10 0 10 1 select by using the browser the ledger code and cost centre to debit Step 4 Type in the amount take care regarding the VAT code and ensure that you click on Gross next to the value if the amount includes VAT Step 5 Select debit Step 6 Type in the narrative which describes what the payment represents Step 7 Press Update amp Next Line OR if the charge is only to be coded to one area The bottom line should show the Balance as Balanced Press to save Step 8 Press E to post the journal Note Each debit showing on the bank statement should have a separate entry in order that it can be reconciled individually The debits will need to be reconciled along with other entries on the bank statement JOURNALS Journal Processing Route 4 3 Journals may be used to recharge monies that have been reconciled on FMS e g recharging photocopying expenditure to the relevant departments Be aware that a journal only moves an amount of money from one cost centre ledger code to another It does not move the actual transaction Therefore ensure that the amount is accurate and enter the order invoice number
49. y further processing can be done to them In a similar manner to order authorisation this can be done collectively if you choose to do so Step 1 Step 2 Step 3 From the application bar Accounts Payable Central Authorisation A full list of invoices and credit notes will appear Select or click to the left of individual invoices select All or Specific where you want to restrict the items to be authorised Click Tag A small flag will appear at the left hand side of each invoice F This indicates that they have been tagged Select Answer OK The Status column should now show that those invoices credit notes are Authorised Invoice Queries Route 1 1 lf a supplier queries an order or payment of an invoice you can review transactions relating to this company Step1 Accounts Payable Supplier Details 31 7 0 7 1 Step2 Step 3 INCOME Select the supplier by double clicking Click on tab 4 Review Click on next to View Choose from Credit Notes Invoices Payments Purchase Orders Select Press The next screen will show the status of the transaction Double click on a transaction or highlight and press for further details lf you wish to match up orders invoices or credit notes invoices Choose Purchase Orders or Credit Notes in View Click on Click on next to View which appears underneath the listing Choose Invoices B
50. y highlighting the order in the top part of the screen the relevant invoices will be shown in the bottom part of the screen Click on to view the invoice details Non Invoice Income Route 3 1 Income which is paid into the school budget through the Paying In Voucher system should be committed to FMS as Non Invoice Income This is done in two stages First each PIV should be entered as a separate transaction as in Steps 1 3 below Then these transactions have to be Paid In Several PIVs may be Paid In together if you wish this is quicker and provided the PIVs have been entered individually through Steps 1 3 they will still appear as individual transactions to reconcile 32 Step 1 Step 2 Step 3 Step 4 From the application bar Non Invoiced Income Receipts Press to add Click HF Change the Date to the date the item was banked Reference type in any reference you wish Method select either Cash or Cheque as appropriate Amount enter the total of the cash cheque Received From enter the paying in voucher number e g PIV123456 this is the line which appears on the reconciliation screen for you to match up to the Transaction Report Press to add CC Press Select the Cost Centre from the list LC Press Select the Ledger Code from the list Narrative Type in what the money relates to e g From PTA to pay for toys in Nursery Gross Amount en
Download Pdf Manuals
Related Search