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USER MANUAL Financial Monitoring and Planning

1. Home FMP Revised Budget Common Setup School Level amp Session Secondary Whole Day Accounting Year 1998 1999 Budgeting EDB Grant Ene rent Sp Total Current Revised Budget Amount 36 255 946 91 WES ORC Total Last Revised Budget Amount 36 255 946 91 L Total Original Budget Amount 35 481 986 44 Review Budget Approve Reversed Revise Budget Original Budget Enquiry Account Code Description y Amount Amount Report p 61001001501 Grant income ese 658 020 00 Bookkeeping Staff Cost etoo1002501 Grant Income 2 752 424 00 2 743 424 00 CAR Sales amp Stock 61001003501 Grant income 104 371 00 104 371 00 Maer aTa 61001004501 Grant income 38 817 80 000 95 250 00 95 250 00 1680000 16800 00 Non Recurrent Gra 61003001 sor sens tice 300 h income Customization 61004001501 Grant income fe1004002501 Grant income 29 574 00 29 57400 f 5 Click Add button to add a new budget line Copyright 2011 Education Bureau The Government of the HKSAR Page 94 All Rights Reserved WebSAMS User Manual Version 1 4 6 a Users can enter an account code directly or b Users can click the search picture next to Account Code text box to search and copy an account code from the pop up screen Click Copy or Select button to copy the account code and return back to budget lin
2. User Manual Version 1 4 L Notes 1 If the new programme code entered does not exist or is not effective an error validation message will appear Users should add the new programme code or update the effective status of the programme in COA Maintenance before proceeding with the copying function 2 The same Programme Code will be defaulted as a New Programme Code But users can change another Programme Code if necessary 3 If duplicated programme exists in the Copy To school level session and accounting year users will be prompted to overwrite or retain the budget If users click OK button the system will overwrite the existing programme and append non duplicated programme with the copied budget Microsoft Internet Explorer x C3 The following programme codes are duplicated 2 Programme WFMP re you sure to ovewrite the budgetis i Cancel 4 On the contrary if user click Cancel button the system will prompt users that Non Duplicated programme codes will be copied Are you sure to copy record s Microsoft Internet Explorer x 2 Non duplicate programme codes will be copied Are you sure to copy record s i Cancel a If the users click the OK button the entire selected programme codes except those duplicated programme code will be copied b If users click the Cancel button the system will abort copying all the selected programmes Microsoft Internet Explorer x
3. Za 1b SeSe Fund Source amp Ledger Coe c1 705 Staff Cost Allocated by Time Spent Sub Ledger Code oot Staff Cost Allocated by Time Spent ccount Code 001 Expenses 12 Click Save button 13 Click Back button to go back to the Revise Budget Expenditure Screen i e programme level Copyright 2011 Education Bureau The Government of the HKSAR Page 104 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects 1 The revised budget expenditure will be saved as Current Revised Budget 2 Last Revised Budget will capture Current Revised Budget upon saving LA Notes 1 Please note that no deletion is allowed in Revise Budget Expenditure 2 For ease of reference the original budget amount and the last revised budget amount of each programme are shown on the screen 3 For comparison purpose the EDB grant total current revised budget amount total last revised budget amount and total original budget amount are also shown at the top of the screen 4 For school with accounting period April to March budget amount split into 1 and 2 periods will also be dis splayed The system will also automatically apportion the 1 period and 2 period amount into 5 7 ratio by default if current revised budget amount is entered Users can revise the amount for the 1st period of Current Revised Budget Amount and the 2 period will be calculated automatically Pleas
4. 43 434 16 i gt HKEAA FMP Common Setup Budgeting EDB Grant Draft Budget income Draft Budget Exp Review Budget Approve Reverse Revise Budget Enquiry Report Bookkeeping Stalf Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant SPA Report Management Data Management gt Timetabling gt Code Management gt Security gt E Mail Customization al Copyright 2011 Education Bureau The Government of the HKSAR Page 65 All Rights Reserved WebSAMS User Manual Version 1 4 http localhost 8080 jsp fcs coa searchAccount do Microsoft Internet Explorer D Fle gdt View Favortes Joos Help A 2 9 OAD ABSSD BS adres g pi S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account f Account Source of Fund Code ALL gt Ledger Code ALL 7 Sub Ledger Code ALL Account Type aLL Account Range From ALL gt To ALL gt ER search reset M Page 1 F ot 24 WM weettom Combined Account English Description Chinese Description Effective Effective Code Date Status z G1003001001 Grant Expenses 0103 2002 F m GIO Grant Income PAAR A 0103 2000 rm GOM Prior Year Adjustments EEA 002002 m GONW Chwbadk Amount BARE ER 01020 Refundable to EMB E AHA SOH m a TRF from General Fund Subscriptions B SME 01030002 Tong Fai A C Mig m G1003
5. Repository by clicking the To File button OEBG Expenditure Budget R FBG008 E R FBG008S E This function allows the users to generate the OEBG Expenditure Budget R FBGO08 E R FBGOO8S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 131 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Current School Year 2002 14 August 2003 18 12 Home FMP Common Setup Budgeting EDB Grant Primary AM S KOE VENNI 2001 2002 Source of Fund mm 1 Ledger Code ALL to AL a tones orn Format Por Report Breset gt Bookkeeping gt Staff Cost S FBG09 09 FMP gt Budgeting gt Report OEBG Expenditure Budget R FBG008 E Built in Template Please input the print criteria CAR Sales amp Stock Daity Coll Summar Non Recurrent Gra gt Report Management The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Source of Fund Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it i
6. Summary of Budget Income and Expenditure R FBGO06 Summary of Budgeting amp Actual Income and Expenditure R FBG025 E Variance Report of Expenditure R FBG004 Copyright 2011 Education Bureau The Government of the HKSAR Page 123 All Rights Reserved WebSAMS User Manual Version 1 4 Variance Report of Income R FBG003 Consolidated Report by Accounting Year Accounting period from September to August Consolidated Budget and Expenditure Report R FBG0O16 Consolidated Budget Expenditure by Programmes R FBG013 Consolidated Budget Income by Ledger R FBG01 2 Consolidated Expenditure Report by Grant Type R FBG021 Consolidated Five Year Forecast for Income and Expenditure R FBG022 Consolidated History of Revision to Budget Income and Expenditure R FBG023 Consolidated OEBG Expenditure Budget R FBG020 Consolidated OEBG Expenditure Budget with Bi sessional Breakdown R FBG018 Consolidated OEBG Expenditure Report R FBG019 Consolidated Summary of Budget Income and Expenditure R FBG01 7 Consolidated Variance Report of Expenditure R FBG015 Consolidated Variance Report of Income R FBG014 Consolidated School Level Report by Accounting Year Accounting period from September to August Consolidated Budget and Expenditure Report R FBG0O16T Consolidated Budget Expenditure by Programmes R FBG013T Consolidated Budget Income by Ledger R FBG012T Consoli
7. 4 Account Codes must exist and must be effective Budget Income has been prepared and available for Principal to review budget in Draft status User Procedures 1 Click FMP gt Budgeting gt Draft Budget Income from the left menu 2 Select School Level Session and Accounting Year It will exclude the accounting years with an approved budget 3 Click Search button to retrieve the existing budget for the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 24 All Rights Reserved WebSAMS User Manual Version 1 4 User superl Login Time 31 07 2007 12 31 Logout Help p2ckar 4 Current School Year 2006 31 July 2007 16 52 _ cDS HKAT S FBG01 01 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income CRS CTT Prepare Budget Income Sch Level Session Primary aM z Accounting Year 200672007 x Applied Learning HKEAA FMP Common Setup Budgeting EDB Grant Draft Budget Draft Budget Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent SPA Report Manageme Data Management Data Query Tool PT TTT Cab internet Ris gt 4 If no further modification is required click Submit for Review button to submit the draft budget to Principal for review The budget screen will then be changed to display mode Only Back
8. ct 705 Staff Cost Allocated by Time Spent x 001 Staff Cost Allocated by Time Spent 7 001 Expenses 13 a If the desired account code cannot be found click Chart of Account button to maintain Chart of Account and the COA Maintenance window will pop up Users can create a new account code or change the effective status of the account code by using this function This function allows the users to continue filling in the budget details Please refer to FMP Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 78 WebSAMS User Manual Version 1 4 Common Setup COA Maintenance user manual for detail information A dump screen for the pop up window is shown below b To exit from COA Maintenance Click the cross box at the top right hand corner http localhost 8080 jsp fcs coa searchAccount do Microsoft Internet Explorer fle Edt View Favortes Tools Help S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance Account Source of Fund Code ALL Ledger Code Sub Ledger Code Account Type accomtRange Foma o bia O o o sen H Page 1 z of 24 P Bottom Combined Account English Description Chinese Description Effective Effective _Code Date Status 3001001 Grant Expenses i 01082002 Grant Income oo 0103 2002 pz Prior Year Adjustments EFRA 0103 2002 Clawhack Amount Refunded RABE BB 01032000 Refundable
9. EMB E MeOH TRF from General Fund Suksaiptions ama 23908 101032002 AC Hg H ERSAHE OAA ARE ES RREME 0103 2002 RAS A 0103 2002 LFA 0103202 AREEN OA Refundable to EMB _ ewan mesna A e was ZLS E zi ee ey 14 To amend the budget amount users can overwrite the original input figure Minan Al a AA ajaja a a a alalaja 15 If any of the budget lines is not required the users can delete the budget line by selecting the checkbox next to the account code and click Delete button Users can select one or more budget lines to be deleted at the same time Copyright 2011 Education Bureau The Government of the HKSAR Page 79 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer loj xj Ele Edt vew Favorites Tools Help a Time 20 03 2003 14 19 Logout Help PZE Current School Year 2001 20 August 2003 14 51 Y FMP gt Common Setup S FBG03 06 FMP gt Budgeting gt Review Budget gt Expenditure Budgeting EDB Grant Draft Budget I Expend ture Review Budget Expenditure School Level amp Session econda Draft Budget 4 Accounting Year 30013002 Programme Code WFMP Admin Programme Total Budget Amount for this 23 230 00 Status Review Programme Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Surn Non Recurr
10. HKEAA FMP 1 Login Time 31 07 20071231 Logout Help p2xhvas z Current School Year 2006 _ 34 July 2007 14 47 S FBG01 02 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Prepare Budget Income Sch Level Session Primary AM Accounting Year 2112 2113 0 00 Total Budget Amount 60 000 00 Status Review Budget Amount Account Code Description O G1003001501 Grant Income Cr 61003001502 Prior Year Adjustments Oo 62003001501 erant Income Please click Add button to create budget Revert to Draft Budget Back Common Setup Budgeting EDB Grant Copyright 2011 Education Bureau The Government of the HKSAR Page 26 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects The draft budget will be submitted to Principal for review The budget status will be changed from Draft to Review The budget screen will be changed to display mode No modification is allowed in Draft Budget Income application for the selected school level session and accounting year L Notes 1 Users can revert the budget back to Draft status for further modification provided that the Principal has not yet frozen the budget for approval Please refer to Chapter 2 2 3 Revert Budget Income for details All the accounts in the selected budget income will be frozen and submitted for review No individual accounts can be selected f
11. AN Copy Action has been aborted 5 Only School Levels Sessions and Accounting Years with budget in Draft status will be listed in the Copy To selection box Copyright 2011 Education Bureau The Government of the HKSAR Page 56 All Rights Reserved WebSAMS User Manual Version 1 4 6 For multi school level session schools the expenditure accounts and programmes can be copied from one school level session to another school level session or another accounting year If it is a single school level session the expenditure accounts and programmes can only be copied to another accounting year For schools with one server two WebSAMS or two servers two WebSAMS users in AM session can copy the expenditure accounts and programmes from PM session but cannot copy the expenditure accounts and programmes to PM session 7 For schools with accounting period from April to March if the users select to copy from the Committed Amount this amount represents the summation of all the unposted and posted vouchers amounts actual expenditure within this period For the amount of the 1 period it includes the unposted and posted vouchers from April to August For the amount of the 2 period it includes the unposted and posted voucher from September to March Zj WebSAMS System Version 0 9 0 BUILD 071 12002 Microsoft Internet Explorer i lo x Ele Edt Wew Favortes Tools Help _ _ l a p Time 02 10 2003 1
12. Ea joe o Bi Localintranet 7 5 Budget can be prepared for more than one year Users are allowed to prepare the Five Years Forecast of the budget and print a Five Year Forecast for Income and Expenditure R FBGO010 E 6 The system only allows users to input expenditure account code Copyright 2011 Education Bureau The Government of the HKSAR Page 105 All Rights Reserved WebSAMS User Manual Version 1 4 Negative amount is not allowed Zero amounts can be captured in the budget input screens but it will be filtered away in the enquiry screens and all Budgeting Reports 9 After the budget had been revised the current revised budget amount will be set to the last revised budget amount 10 For schools with multiple school levels sessions users should revise budget expenditure for each of the school levels sessions separately e g for bi sessional school users can revise budget expenditure for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot revise budget expenditure for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 106 All Rights Reserved WebSAMS User Manual Version 1 4 2 7 Enquiry 2 7 1 Budget and Receipts B Function Description The Budget and Receipts function will list out and compare all the budget income against the receipts by selecting the School
13. Eile Edit View Favorites Tools Help S FCS04 02 FMP gt Common Setup gt Chart of Account Maintenance gt Programme _EDB Defined Code Source of Fund ZrJjrauuua Ledger Sub Ledger Account Sch Level Session Primar AM Accounting Year YYYY YYY 2003 2004 x ER search Freret Programme a Effective Date Effective English Description Code English Description Chinese Description DDMMYYYY Status r CHIN Chinese Subject prf 01092003 English Subject RUA 0109 2003 Mathematics Subject SBE 0109 2003 Admin Programme Admin Programme 1140 2002 VV K K 9 Select School Level Session and Accounting Year 10 Click Confirm button to copy the selected programmes to the budget expenditure of the selected accounting year Once confirmed the system will bring users to Prepare Budget Expenditure screen All the budget expenditure programmes of the designated school level session and accounting year will be listed including those newly copied programmes Please refer to Chapter 2 3 1 Prepare Budget Expenditure for details in modifying the budget Li Post effects The selected programmes and its corresponding account lines will be copied over to the designated budget The school account clerk can begin to draft the budget expenditure Copyright 2011 Education Bureau The Government of the HKSAR Page 55 All Rights Reserved WebSAMS
14. T WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer x Fapuser Login Time 14 03 2003 17 44 Logout 1 Help 1 PXE Current School Year 2002 14 August 2003 19 01 Home ems S FBG09 24 FMP gt Budgeting gt Report Consolidated History of Revision to Budget Income and Expenditure R F8G023 E Common Setup Sapes Built in Template Sessea Please input the print criteria EDB Grant School Level Primary Accounting Year y YYY YYY 200172002 gt Source of Fund ALL Ledger Code ALL To fa Sub Ledger Code m deom g Format PDF anara er e a The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Source of Fund Ledger Code Sub Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 19 Consolidated OEBG Expenditure Budget R FBG020 E R FBG020S E R FBGO20T E R FBGO20TS E This function allows the users to generate the Consolidated OEBG Expenditure Budget R FBG0O20 E R FBG020S E R FBGO20T E R FBGO20TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 143 All Rights Reserved WebSAMS User Manual Version 1 4 FR webSaMs System Versic on 1
15. gt Staff gt CDS be ores Sch Level Sessfon Primary od Receipts Draft Budget Income D gt Gene Accounting Year 2002 2003 x7 C Revised Budget Income Common Setup Budgeting EDB Grant t Draft Budget Review Budgq Approve Revg Revise Budge Enquiry Report gt Bookkeeping gt Staff Cost CAR gt Sales amp Stock PT TTT Cad 1 intenet 100 4 Copyright 2011 Education Bureau The Government of the HKSAR Page 31 All Rights Reserved WebSAMS User Manual Version 1 4 3 gt Assessment gt Special Assessmet Select the School Level Session and Accounting Year from the Copy From screen as shown below Schools with single school level session are required to select accounting year only School Level Session can be selected for bi sessional or through train school User super Login Time 31 07 2007 12 31 Logout Help P3cheae Current School Year 2006 31 July 2007 17 02 S FBG01 03 FMP gt Budgeting gt Draft Budget Income gt Copy by Account gt Staff Deployment Copy by Account a gt Staff gt CDS gt HKAT Applied Learning gt HKEAA FMP gt Common Setup Budgeting EDB Grant gt SPA gt Report Manageme gt Data Management gt Data Query Tool Copy From Sch Level Session Primary AM 2003 2004 C Receipts Draft Budget Income Accounting Year C Revised Budget Income
16. 16 35210 138 687 90_ 16 352 40 138 687 90 118 757 10 133 182 90 1 439 70 1 439 70 Li Post effects 1 It will list out and compare all the budget expenditure against the committed expenditure of the selected School Level Session Accounting Year L Notes 1 If it is a Bi sessional or Through Train School the users can select the School Level Session from the selection criteria 2 The account will not be displayed if the budget amount is zero and no unposted or posted voucher has been created 3 For school with accounting period from April to March two more columns will be shown to display the corresponding 1 and 2 period amount i e April to August and September to March respectively Copyright 2011 Education Bureau The Government of the HKSAR Page 112 All Rights Reserved WebSAMS User Manual Version 1 4 2 7 3 BA BA F WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer E x Current School Year 2001 20 August 2003 17 20 HKAT gt HKEAA FMP gt Common Setup RGB udget and Committed Amount Budgeting School Level amp Session Primary AM X EDB Grant Accounting Year 2001 2002 x Account Code From ALL gt S FBG08 03 FMP gt Budgeting gt Enquiry gt Budget and Committed Amount Draft Budget Review Budgd Expenditure Budget List as at 20 August 2003 tst Period 2nd Period aoe aller B
17. BUILD 13082003a Microsoft Internet Explorer fmpuser Login Time 14 03 2003 17 44 Logout 1 Help PRE Current School Year 2002 14 August 2003 18 57 Home FMP Common Setup Budgeting EDB Grant S FBG09 22 FMP gt Budgeting gt Report Consolidated Expenditure Report by Grant Type R FBG021 E Built in Template Please input the print criteria School Level Primary Accounting Yearcyy YY N YYY 200172002 z Accounting Month 022001 Source of Fund ALL zj Ledger Code aLL x To ALL z Format PoF z The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Accounting Month Source of Fund Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 17 Consolidated Five Year Forecast for Income and Expenditure R FBG022 E R FBG022S E R FBG022T E R FBG022TS E This function allows the users to generate the Consolidated Five Year Forecast for Income and Expenditure R FBG0O22 E R FBG022S E R FBG022T E R FBG022TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 141 All Rights Reserved WebSAMS User Manual Version 1 4 Th WebSAMS System Version 1 0 0 BUILD 13082003
18. Current School Year 2001 20 August 2003 17 20 S FBG08 05 FMP gt Budgeting gt Enquiry gt Hiniget and Receipts gt Common Setup MS udget and Receipts Budgeting School Level amp Session Primary AM EDB Grant Accounting Year 2001 2002 Draft Budget I Account Code From w YJ Draft Budget 4 To fat o UR search Freet Ga Income Budget List as at 20 August 2003 Report tst Period 2nd Period crs Receipts Balance Bookkeeping Ledger Sub Ledger Account Code b a b gt Staff Cost CAR Sales amp Stock 161004 Curriculum Development Grart AIC gt Daily Coll Sumr 865 Technical Subjects T T 7 gt Mon Recurrent 7 Sot Grant income 2 500 000 21 6 500 000 zpen 50 0 00 6 000 000 50 ae Sub Ledger Total 2 500 000 21 3 500 000 29 6 000 00 50 0 00 6 000 000 50 gt 015 Activity Approach Non recurrenct Grant ad gt Report Manageme 501 Grant Income 400 000 00 460 000 33 86000033 000 880 000 33 Sika Nieaumanesand Sub Ledger Total 400 000 00 460 000 33 860 000 33 0 00 960 000 33 Ledger Total _2 900 000 21 5 960 000 62 060 000 83 0 00 16 860 000 83 Timetabling gt Code Management 2024 Acity Approach Recurrent Grant AIC i al J i ride O01 Activity Approach Recurrent Grant gt E Mail 551 __ Grant income 356 33373 501 66723 660 00096 000 660 00
19. FBGO06S E This function allows the users to generate the Summary of Budget Income and Expenditure R FBGO06 E R FBGOO6S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 133 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer ss fimpuser Login Time 14 02 2003 17 44 Logout Help PXRE Current School Year 2002 14 August 2003 18 09 Home FMP Common Setup Budgeting EDBGrant S FBG09 07 FMP gt Budgeting gt Report Summary of Budget Income and Expenditure R FBG006 E Built in Template Please input the print criteria Sch Level Session Primary AM i Accounting Yearcy YYY YYY 200172002 Source of Fund C Ledger code AL al tw AL Sub Ledger Code m jea g Version ont z Report Format ror gt Bookkeeping Preview amp Print To File Reset Back gt Staff Cost The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Vers
20. Li Post effects 1 The budget will be saved with all the changes 2 After the Principal has finished reviewing the budget the Principal can freeze the budget LA Notes 1 Users can remove a selected budget line by clicking the Delete button However the system will only confirm the deletion after users press the Save button 2 For school with accounting period from April to March the budgeted amount split into 1 and 2 periods will also be displayed The system will automatically apportion the 1 period and 2 period amount into 5 7 ratio once the budget amount has been entered Users can also update the 1 period amount and the 2 period amount will then be automatically calculated by the system A sample screen for accounting period April to March is shown below Budgeting EDB Grant Draft Budget Enquiry Report Bookkeeping Stalf Cost CAR Sales amp Stock Current School Year 2001 6 August 2003 16 29 S FBG03 02 FMP gt Budgeting gt Review Budget gt Income Review Budget Sch Level Session Primary AM Accounting Year 2013 2014 EDB Grant 0 00 Total Budget Amount 29 460 002 36 Budget Amount for 1st Period 13 316 667 54 Amount for 2nd Period 16 143 334 82 Budget Budget Amount for ist Period Amount for 2nd Period Daily Coll Sum m fot00so1sso1 jorens income 860 000 33 400 000 00 460 000 33 Non Recurrent q r 62024001551 Grant in
21. PEE Current School Year 2002 14 August 2003 18 30 Home IS FBG09 13 FMP gt Budgeting gt Report FMP c Setup Consolidated Budget Income By Ledger R FBG012 E Built in Template Budgeting Please input the print criteria EDB Grant School Level Primary Accounting Year yy Y YYYY 2001 2002 gt Source of Fund ALL X Ledger Code ALL 7 To J ALL 7 Sub Ledger Code p eo z Version Draf z Format PDF z B Preview amp Print To File Ep Reset GBack The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 16 Consolidated Expenditure Report by Grant Type R FBG021 E R FBG021S E R FBG021T E R FBG021TS E This function allows the users to generate the Consolidated Expenditure Report by Grant Type R FBG021 E R FBG021S E R FBG021T E R FBG021TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 140 All Rights Reserved WebSAMS User Manual Version 1 4 23 WebSAMS System Version 1 0 0
22. S FBG02 03 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Programme Code From ayy X To ALL 7 Enquiry Budget Status ALL x Report ER Search Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent Q 4 Follow steps 4 through 15 under Add New Budget Expenditure to modify the budget Li Post effects 1 For adding new budget budget will be created after saving 2 For modifying budget budget will be updated after saving B Notes General 1 If the EDB grant is entered in S FBG10 02 refer to Chapter 2 1 with amount greater than zero the system will perform a checking of the EDB grant amount against the budget amount Upon saving a warning message will be prompted if the budget amount exceeds the EDB grant However the budget will still be saved 2 For schools with multiple school levels sessions users should prepare draft budget expenditure for each of the school levels sessions separately e g for bi sessional school users can prepare draft budget expenditure for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot prepare draft budget expenditure for PM session or vice versa 3 Budget can be prepared for more than one year Users are allowed to prepare a five year forecast and print a Five Year Forecast for Income and Expenditure R FBG010 E Copyrig
23. To ALL z version Da SC Format PDF rrenen a pont areri Ereet Sea The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Accounting Month Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 13 Consolidated Budget and Expenditure Report R FBG016 E R FBG016S E R FBG016T E R FBGO16TS E This function allows the users to generate the Consolidated Budget and Expenditure Report R FBG0O16 E R FBG0O16S E R FBG016T E R FBG016TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 137 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer AME ints finpuser Login Time 14 08 2003 17 44 Logout Help PEE Current School Year 2002 14 August 2003 18 49 Home FMP gt Common Setup Budgeting S FBG09 17 FMP gt Budgeting gt Report Consolidated Budget and Committed Amount Report R FBG016 E Built in Template Pleas
24. gt Sub Ledger Code ALL 7 6b Account Type ALL Account Range From ALL gt To aLL gt E search preset M Page of52 M vBottom Lombined Account Chinese Description Effective Date Effective Code DDMMNYYY Status E PREME 27012003 r m BADA Grant income RRERA AMW Gi i 200 g r eE EE 2701203 c PARISH r prae ERE 70103 pE G Rne 270 S ERREZ TMS ml B eRe 70200 mi PEMS 27012003 r E AE 27012008 r i RRA 2701 2003 F m LATER awo a a I ff itme 7 Fill in the Budget Amount It should be greater than zero 8 To add in more budget lines users have to repeat steps 4 to 7 9 To amend the budget amount users can overwrite the original input figure Copyright 2011 Education Bureau The Government of the HKSAR Page 20 All Rights Reserved WebSAMS User Manual Version 1 4 Current School Year 2006 341 July 2007 12 47 Home S FBG01 02 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Student info Enq School Manageme Student Add a New Budget SchLevel Session Primary AM Accounting Year 2112 2113 Attendance Student Activities Award amp Punishme EDB Grant 0 00 Assessment Total BudgetAmount 240 000 00 Status Draft Special Assessme Staff Deployment Staff Grant Income G1003001501 BR il 10 000 00 cDS Prior Year Adjustments H HKAT E G1003001502 B 200 000 00 Applied Learning O Grant Income l
25. printed out for submission to the SMC Users cannot revert the budget status back to Draft under Draft Budget Expenditure function if the budget has been frozen L Notes 1 Once the programmes are selected and the Freeze for Approval button is clicked the budgets for the selected programmes will be frozen and no modification is allowed Individual programmes can be selected to freeze for approval Users can unfreeze the budget to Submit status for further modification Please refer to Chapter 2 4 6 Unfreeze Budget Expenditure for details For schools with multiple school levels sessions users should freeze the budget expenditure for each of the school levels sessions separately e g for bi sessional school users can freeze budget expenditure for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot freeze budget expenditure for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 85 All Rights Reserved WebSAMS User Manual Version 1 4 2 4 6 Unfreeze Budget Expenditure L Function Description This function allows Principal to unfreeze the frozen budget for further modification After the budget has been unfrozen Principal can directly amend the budget The budget status will be changed from Freeze to Review The budget line will be changed from display mode
26. selection box 3 The selection box for the accounting year will list out all the years created under Common Setup module 4 The EDB Grant Amount of each of the school levels sessions will be set to zero by default when a new year is created 5 For schools with multiple school levels sessions users can maintain EDB Grant amount for each of the school levels sessions separately e g for bi sessional school users should enter the EDB grant for the AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot enter the EDB grant for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 15 All Rights Reserved WebSAMS User Manual Version 1 4 2 2 2 2 1 Draft Budget Income Prepare Budget Income Function Description This function allows the users to capture the estimate of funding i e income available to the school from the EDB and other sources which will be used for running the schools For schools with an accounting year ending in March the budget for April to March will be divided into two periods April to August and September to March with the ratio of 5 7 by default Users may amend the default value of the 1 period Amount for the 2 period will be calculated automatically The amount for the 1 and 2 periods will be used for generating reports by school years Please note that
27. 100 00 0 00 Customization _ 000 00 00 61047001501 400 000 00 400 o 000 Giossooisoi K sep0000 8 000 00 0 00 61049001501 615 426 88 15 426 83 600 61701001501 y 1 535 698 00 1 445 530 00 a Top Li Post effects 1 The revised budget income will be saved as Current Revised Budget 2 Last Revised Budget will capture the amount of Current Revised Budget upon saving L Notes 1 Please note that no deletion is allowed in Revise Budget function 2 For ease of reference the original budget amount and the last revised budget amount of each budget income account are shown on the screen 3 For comparison purpose the EDB grant total current revised budget amount total last revised budget amount and total original budget amount are also shown at the top of the screen Copyright 2011 Education Bureau The Government of the HKSAR Page 98 All Rights Reserved WebSAMS User Manual Version 1 4 For school with accounting period from April to March the budget amount with its corresponding 1 and 2 periods will also be displayed The system will also automatically apportion the 1 period and 2 period amount into 5 7 ratio by default once the current revised budget amount is entered Users can revise the amount for the 1 period of Current Revised Budget Amount and the 2 period will be calculated automatically Please refer to the dump screen below T WebSAM
28. 2001 2002 7 a From 1706001001 Expenses To C1707001 001 Expenses BR search S FBG08 02 FMP gt Budgeting gt Enquiry gt Budget and Committed Amount Draft Budget Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent G7 5 The details will be shown Click Reset button to reset the search criteria to default options 7 Click Back button to go back to the enquiry menu page Copyright 2011 Education Bureau The Government of the HKSAR Page 111 All Rights Reserved WebSAMS User Manual Version 1 4 FJ WebSAMS System Version 1 0 0 BUILD 06082003 Microsoft Internet Explorer O xf Home S FBG08 03 FMP gt Budgeting gt Enquiry gt Budget and Committed Amount FMP gt Common Setup Budget and Committed Amount Budget iit School es y EDB Grant Accounting Year 200172002 ied Account Code From 1706001001 Expenses X Draft Budget Exp To 1707001001 Expenses 7 Review Budget Revise Budget Enquiry Expenditure Budget List as at 7 August 2003 Report Budget Committed Expenditure Amount Uslance Bookkeeping Ledger Sub Ledger Account Code b Staff Cost CAR Sales amp Stock 706 Approved Coll for Specific Purposes ic Daily Coll Summar Non Recurrent Gr 001 Specific Purposes Collection Portion 001 Expenses 300 102 405 00 5 505 00 Sub Ledger Total V 102 405 00 415 505 00 Report Management Customization
29. Assessme Staff Deployment Staff cps HKAT Applied Learning HKEAA FMP Common Setup Budgeting EDB Grant S FBG01 02 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Budget Income Prepare Budget Income Sch Level Session Primary AM Accounting Year 2112 2113 EDB Grant 0 00 Total Budget Amount 60 000 00 Status Review Budget Amount Account Code Description 10 000 00 Prior Year Adjustments 20 000 00 Grant Income 30 000 00 Jack Copyright 2011 Education Bureau The Government of the HKSAR Page 29 All Rights Reserved WebSAMS User Manual Version 1 4 BA BA 5 Users can amend and save the draft budget income Please refer to Chapter 2 2 1 Prepare Budget Income for details Home StudentInfo Enq School Manageme Student Attendance Student Activities Award amp Punishme Assessment Special Assessme Staff Deployment Staff CDS HKAT Applied Learning HKEAA FMP Common Setup Budgeting EDB Grant Draft Budget g Post effects 1 The submitted budget income will be reverted to draft The budget screen 31 July 2007 15 01 S FBG01 02 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Record saved successfully O Prepare Budget Income Prepare Budget Income Sch Level Session Accounting Year Primary AM 2112 2113 0 00 60 000 00 EDBGrant Total Budget
30. BUILD 16012003a Microsoft Internet Explorer E lajxj Fle Edt Yew Favortes Joos Help a jer rguse Last Login 17 01 2003 1537 Logout Help PZE Current School Year 2001 20 January 2003 18 48 Home S FBGO7 01 FMP gt Bug FMP eting gt Approve Reverse gt Reverse Common Setup Budgeting EDB Grant Draft Budget inc Draft Budget Exp Please ensure there is no revised budget and bookkeeping transaction for the accounting year to be reversed Review Budget fof SB School Level amp Session Secondary Whole Day Accounting Year to be reversed 3000 3001 3 Enquiry Report S Please click the Reverse Button to proceed the process of reversing the approved budget Staff Cost CAR Sales amp Stock Daily Coll Summa Hon Recurrent Grai Customization Copyright 2011 Education Bureau The Government of the HKSAR Page 91 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects 1 The approved budgets for the selected school level session and accounting year will be reversed to Freeze status Users can then review and unfreeze the budget for further amendment 2 Audit trail under Common Setup Module will keep track of the Reverse action LX Notes 1 After modifying the budget if required users should follow the flow to approve the budget upon receiving endorsement from SMC 2 For schools with multiple school levels sessions use
31. BUILD 17092003 Microsoft Internet Explorer i i 5 xj Ble Edt wew Favorites Tools Help a fmpuser Login Time 12 09 2003 17 16 Logout 1 Help PZE Current School Year 2002 18 September 2003 17 16 FMP S FBG02 01 FMP gt Budgeting gt Draft Budget Exp gt Copy by Programme gt Common Setup Budgeting EDB Grant Copy by Progranne opy From seiieniecniy Sch Level Session PrimaryiaM gt C Committed Amount Draft Budget Expenditure Accounting Year 2003 2004 7 C Revised Budget Expenditure Breset Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent T f f Anternet y 3 Select School Level Session and Accounting Year of the Copy From budget Schools with single school level session are required to select accounting year only The School Level Session can also be selected for bi sessional or through train school 4 Click one of the radio buttons to select copying from i Committed Amount ii Draft or iii Revised Budget Expenditure If users choose Committed Amount unposted and posted vouchers amounts actual expenditure will be retrieved from Bookkeeping and Staff Cost Modules If users choose Draft Budget Expenditure budget expenditure amount will be retrieved from the draft budget of the selected school level session and accounting year If users choose Revised Budget Expenditure budget expenditure amo
32. Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent 4 TOP TTT ad IO inene Ri0 Z Click one of the radio buttons to select copying from i Receipts ii Draft or iii Revised Budget Income If users choose Receipts unposted and posted vouchers amounts actual income will be retrieved from the Bookkeeping and Staff Cost Modules If the users choose Draft Budget Income budget income amount will be retrieved from the draft budget of the selected school level session and accounting year However if the users choose Revised Budget Income budget income amount will be retrieved from the revised budget latest revision of the approved budget of the selected school level session and accounting year Click Search button The system will display a list of Account Codes with the budgeted amount of the selected budget income The account codes and amounts will be highlighted if these account codes are inactive as at the current date Users are not allowed to select inactive account codes to be copied If users want to copy these account codes the users have to change the effective status of the account codes in the Chart of Account function Copyright 2011 Education Bureau The Government of the HKSAR Page 32 All Rights Reserved WebSAMS User Manual Version 1 4 6 Select the checkbox next to the account code for the budget line to be copied Users can select one o
33. Budgeting gt Approve Reverse gt Approve Cia hae Reminder Common Setup Budgeting EDB Grant Draft Budget Inco Please ensure both the budget income and expenditure have been freezed Draft Budget Exp Review Budget eas Revise Budget School Level amp Session Secondary Whole Day Enquiry Bookkeeping Staff Cost CAR Please click Approve Button to proceed the process of approving the budget Sales amp Stock Daily Coll Summa gt Non Recurrent Gran Customization Li Post effects 1 Budget status for both budget income and expenditure of the selected accounting year and school level session will be changed to Approved 2 Once the budget has been approved users are not allowed to unfreeze and edit the budget However revision can be made in revise budget application 3 Budget check will be performed in Bookkeeping and Staff Cost modules when saving unposted vouchers Please refer to FMP Bookkeeping Budget Check and FMP Staff Cost Payroll Voucher user manual for detail information 4 Audit trail under Common Setup Module will keep track of the Approval action L Notes 1 After receiving the approval from School Management Committee SMC the Principal can proceed to approve the budgets using this function 2 The system will ensure that both budget income and expenditure have been frozen before the budget can be approved Any accounting year with outsta
34. FBG015TS Consolidated Variance Report of Income R FBG014TS School Plan by School Year Accounting period from September to August School Plan by School Year R FBG024 School Plan by School Year Accounting period from April to March School Plan by School Year R FBG024S There are 4 types of report a Single School Level Session and Bi School Levels Sessions Reports These reports aimed for schools with accounting period from September to August They will be printed according to accounting year These reports have no suffix and ranges from FBG001 to FBG025 Copyright 2011 Education Bureau The Government of the HKSAR Page 125 All Rights Reserved WebSAMS User Manual Version 1 4 Consolidated School Level by Accounting Year These reports aimed for schools with accounting period from September to August They consolidate the budgets from multiple School Levels Sessions These reports will be printed according to accounting year and are suffixed by T These reports have ranges from FBG012T to FBGO23T Only Through Train schools can access these reports Single School Level Session and Bi School Levels Sessions School Year Reports These reports are aimed for schools with accounting period from April to March They will be printed according to school year and are suffixed by S These reports have ranges from FBGO01S to FBG024S Consolidated School Level Session Reports by Scho
35. Format PDF Diveview arnt Baterie Braet Joa The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Accounting Month Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 25 School Plan by School Year R FBG024 E R FBG024S E This function allows the users to generate the School Plan by School Year R FBG024 E R FBG024S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 149 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Current School Year 2002 14 August 2003 19 03 Home Lie S FBG09 25 FMP gt Budgeting gt Report School Plan by School Year R FBG024 E Built in Template Common Setup Budgeting EDB Grant Sch Level Session fac a A Accounting Yearcyy YY yYYY 200172002 Programme Code m hd Format PDF Breet Ioa Report Bookkeeping The below criteria can be selected from this screen to generate report
36. Grant Expenses a If the desired account code cannot be found click Chart of Account button to maintain Chart of Account COA Maintenance window will pop up Users can create a new account code or change the effective status of an account code by using this function There is no need to quit from filling in budget details Please refer to FMP Common Setup COA Maintenance user manual for detail information Copyright 2011 Education Bureau The Government of the HKSAR Page 40 All Rights Reserved WebSAMS User Manual Version 1 4 b After updating the Chart of Account click the cross box at top right hand corner and close the pop up window http 192 168 6 151 jsp fcs coa searchAccount do Microsoft Internet Explorer File Edt View Favorites Tools Help S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account EDB Defined Code Source offund Programme Ledger sub tedger IETT wank 1 Source of Fund Code aL z Ledger Code ALL 9b Sub Ledger Code ALL Account Type ALL Account Range From ALL To ALL CEB search E reset M Page 1 of 52 Bottom Combined English Description Chinese Effective Date Effective Account Code Description DDMMNYYY Status m B2001501001 Grant Expenses RRR AS 2701 2003 m B2001501501 Grant Income MELA 27012003 p m B2001501502 Prior Year Adjustments EFRA 2701 2003 F m
37. Income FBG06 Revise Budget Expenditure FBG0O7 Reverse Budget Approval FBGO8 Enquiry FBGO9 Reporting FBG10 Maintenance of EDB Grants Security SEC FBGO1 Draft Budget Income FBGO2 Draft Budget Expenditure FBG03 Review Budget by Principal FBG04 Budget Approval FBG05 Revise Budget Income FBG06 Revise Budget Expenditure FBG0O7 Reverse Budget Approval FBGO8 Enquiry FBGO9 Report eee FBG10 Maintenance of EDB Grants Common Setup FCS FBGO1 Draft Budget Income FBGO2 Draft Budget Expenditure FBG03 Review Budget by Principal FBG04 Budget Approval FBG05 Revise Budget Income FBG06 Revise Budget Expenditure FBGO7 Reverse Budget Approval FBGO8 Enquiry FBGO9 Report FBG10 Maintenance of EDB Grants Bookkeeping FBK FBGO1 Draft Budget Income FBGO2 Draft Budget Expenditure FBG07 Reverse Budget Approval FBGO8 Enquiry FBGO9 Report Copyright 2011 Education Bureau The Government of the HKSAR Page 7 All Rights Reserved WebSAMS User Manual Version 1 4 Staff Cost FSC FBG01 Draft Budget Income FBGO2 Draft Budget Expenditure FBG07 Reverse Budget Approval FBGO8 Enquiry FBGO9 Report Copyright 2011 Education Bureau The Government of the HKSAR Page 8 All Rights Reserved WebSAMS User Manual Version 1 4 Q FBGO01 Draft Budget Income e Housekeeping HSE e Retrieve School Level Session descriptions e Securit
38. Information e Report Management RPT e Retrieve report template e Bookkeeping FBK e Retrieve the Receipts and Committed Amount from Bookkeeping vouchers e Staff Cost FSC e Retrieve the Receipts and Committed Amount from Staff Cost vouchers L FBG10 Maintenance of EDB Grants e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to add edit or view the EDB Grants e Insert Audit Trail e Common Setup FCS e Budgeting Module is set to be effective in School Accounting Information e Accounting Year must exist Copyright 2011 Education Bureau The Government of the HKSAR Page 11 All Rights Reserved WebSAMS User Manual Version 1 4 2 Operation Procedures 2 1 EDB Grant 2 1 1 Edit EDB Grant L Function Description Users can input the EDB grant amount allocated by EDB for the school levels sessions in each of the accounting years as per Allocation Advice The system will enable auto validation of the budget amount against the EDB grant when users are preparing budget The EDB grant amount of each of the school levels sessions is set to zero by default when a new accounting year is created The validation feature is turned on when the EDB grant amount is greater than 0 00 Besides providing the feature for the budget to cross check against the EDB grant this function also allows the EDB grant to validate against the budget if any This is
39. Prepare Budget Expendituny EDB Grant 2003 2004 ENGL English Subject Total Budget Amount for this 100 000 00 Programme Budget Amount for 1st Period 41 666 67 18 September 2003 14 38 Budget Amount for 2nd Period 58 333 33 Status Draft Report Sales amp Stock 61013001001 Grart Expenses DN Budget Amount Budget Amount gt Stall Cost for 1st Period for 2nd Period Ce a mow 1250000 17 500 00 Ree 62020001001 Grant Expenses 7oe0000 2316657 40 833 33 Non Recurrent d Report Manageme G Chart of Account P add HC etew T save lt Jeack Please click Add button to create budget 3 The system only allows the users to enter or select Expenditure Account Code when preparing the budget expenditure 4 Negative amount is not allowed 5 Zero amounts can be captured in the budget input screens but it will be filtered away in the enquiry screens and all Budgeting Reports 6 After adding new budget lines editing budget amount or deleting budget lines users must click Save button to save all the changes Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 45 WebSAMS User Manual Version 1 4 2 3 2 Submit Budget Expenditure B Function Description This function allows the user to submit the budget expenditure to Principal for review After the programme leader or school account clerk has finished the
40. Prepare Budget Income ETAS Prepare Budoct income Prepare Budget Income Sch Level Session l PrimaryiAM 7 2003 2004 7 Budgeting EDB Grant Accounting Year Enquiry Report 3 Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent Qa E Local intranet 7 4 Follow steps 4 through 11 under Add New Budget Income to modify the budget LI Post effects 1 For adding new budget budget will be created after saving 2 For modifying budget budget will be updated after saving L Notes 1 If the EDB grant is entered in S FBG10 02 refer to Chapter 2 1 with amount greater than zero the system will perform a checking of the EDB grant amount against the budget amount Upon saving a warning message will be prompted if the budget amount exceeds the EDB grant However the system allows the budget to be saved 2 For schools with accounting period from April to March the budget amount will be split into 1 period and 2 period amount The system will automatically apportion the 1 period and 2 period amount into 5 7 ratio when the budget amount is entered Users can also update the 1 period amount and the 2 period amount will be automatically calculated by the system A sample screen for accounting period from April to March is shown below Copyright 2011 Education Bureau The Government of the HKSAR Page 22 All Rights Reserved WebSAMS User M
41. Report Please click on the hyperink to create budget for individual account code Budget Budget Amount for Amount for ist Period 2nd Period Budget Amount 5 a000 33333 33 100 000 00 Drot 188867 Oratt 70 000 00 29 166 67 f1 008 720 001 78 420 341 687 27 586 378 334 51 Greate New Programme Submit for Review Revert to Draft Budget Waaa Zowe em Jana rs Tan oy Account Code Level 1 For ease of reference the total budget for the programme is also shown on the screen For schools with accounting period from April to March budget amount together with its corresponding 1 and 2 periods will also be displayed The system will automatically apportion the 1 period and 2 period amount into 5 7 ratio when the budget amount is entered User can also update the 1 period amount and the 2 period amount will be automatically calculated by the system A sample screen for accounting period April to March is shown below Copyright 2011 Education Bureau The Government of the HKSAR Page 44 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSaMs System Version 0 9 0 BUILD 071 12002 Microsoft Internet Explorer Ee E User fmpuser Login Time 13 09 2003 10 56 Logout Help PZM Current School Year 2001 gt i S FBG02 05 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Common Setup Budgeting
42. Reserved Page 30 WebSAMS User Manual Version 1 4 2 2 4 Copy by Account B Function Description Users can create a new income budget by copying the Receipts Draft or Revised Budget Income from one School Level Session and Accounting Year to another School Level Session and Accounting Year It provides an effective and efficient means to prepare budget A Pre requisites 1 Budgeting Module must be effective 2 A Draft or Revised budget has been created or Receipts i e unposted and posted vouchers have been received from the Bookkeeping Staff Cost Modules 3 The budget or receipts for the School Level Session and Accounting Year to be copied must contain at least one budget accounting line 4 To proceed with the copying function the budget of the designated copy to school level session and accounting year should not have been created or the budget is in Draft status 5 The selected budget must contain budget lines with amount greater than 0 00 Otherwise those budget lines with amount 0 00 will be filtered out User Procedures 1 Click FMP gt Budgeting gt Draft Budget Income from the left menu 2 Click Copy by Account tab The system will bring the users to Copy From screen Current School Year 2006 _31 July 2007 16 56 Assessment a gt Special Assessme S FBG01 03 F geting gt Draft Budget Income gt Copy by Account Staff Deployment
43. Review Budget gt Income gt Staff Record saved successfully FMP Common Setup Budgeting Review Budget EDB Grant Sch Level Session Accounting Year Draft Budget Metra EDBGrant oa Total Budget Amount Budget Amount Account Code Enquiry E 1003001 ferent nem Report gt Bookkeeping Staff Cost CAR Sales amp Stock gt Daily Coll Sum Non Recurrent G Copyright 2011 Education Bureau The Government of the HKSAR Page 71 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects 1 The status for the selected budget Income will be updated to Freeze Users cannot edit the budget once it is frozen The relevant reports can be printed out for submission to SMC Users cannot revert the budget status back to Draft under Draft Budget Income function if the budget has been frozen L Notes 1 Once the budget is frozen the budget screen will be changed to display mode and no further modification is allowed 2 All the accounts in the selected budget income will be frozen and submitted for SMC s approval No individual accounts can be selected for submission 3 Users can unfreeze the budget to Submit status for further modification Please refer to Chapter 2 4 3 Unfreeze Budget Income for details 4 For schools with multiple school levels sessions users should freeze budget income for each of the school levels sessions separately e g
44. School Level Session Accounting Year or School Year Programme Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 5 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 150 All Rights Reserved
45. September 2003 12 10 FMP S FBG01 03 FMP gt Budgeting gt Draft Budget Income gt Copy by Account Common Setup Budgeting EDB Grant Copy From Draft Budget Sch Level Session Primary AM Draft Budget H Accounting Year 2003 2008 Status Daft Revel Budget Budget Amount Amount for Amount for Description 1st Period 2nd Period Enquiry 5 Report E 02019001501 Grant Income 25 000 00 35 000 00 Bookkeeping Copy To Staff Cost Sch Level Session Primaryiam CAR Accounting Year 200172002 x Non Recurrent Draft Budget Income Gi tocelintranet 7 7 If the same account code exists in the Copy To school level session and accounting year users will be prompted to overwrite or retain the existing budget If users click OK button the system will overwrite the existing budget with the copied budget Microsoft Internet Explorer xj Q Duplicate Data detected Are you sure to overwrite the data amp 1003001501 Cancel 8 a On the contrary if users click Cancel button and all the selected codes are duplicated account codes the system will abort copying all the selected accounts Microsoft Internet Explorer xj AN Copy Action has been aborted b If user click Cancel button and the selected codes consist of non duplicated account codes and duplicated account code in the Copy To school level session and accounting year users will be prompted
46. b To exit from the COA pop up window click the cross box at the top right hand corner gt http localhost 8080 jsp fcs coa searchAccount do Microsoft Internet Explorer Ele Edt Yew Favorites Tools Help S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account Source of Fund Code ALL Ledger Code ALL Sub Ledger Code ALL X Account Type ALL Account Range From ALL To ALL BB search M Page 1 F of 24 M Bottom Combined Account English Description Chinese Description Effective Effective Code Date Status Grant Expenses PRBSOB PASS 0103 2002 m GIM Grant Income RREA uaa r m GIONMN Prior Year Adjustments EEANN 0103 2002 pe m CIM Clawback Amount Refunded BHABE EB 01032002 m Refundable to EMB DE PAEO m CIOM TRF from General Fund Suksciptions HEER ERE 010200 Tong Fai AC mae mo GLOO3001505 TRF from General Domain HRM 00200 ControlGrants AIC ARERR NA OEMS m CIM Grant Expenses RREME 0103 2002 p m GI050 Grant Income MRS OEM A 0103 2002 pz m COMM Prior Year Adjustments EFRAIN 0103 2002 fe m GI Cawback Amount Refunded BEALE E 0103200 p Refundable to EMB E PSNR 5 C i T B Local intranet 7 10 Click Add button to add a new budget line 11 a Users can enter an account code directly or b Users can click the search picture next to Account Code text box to search and copy an account
47. be filtered in enquiry screen and all Budgeting Reports 9 After adding new budget lines editing budget amount or deleting budget line users must click Save button to save all the changes Copyright 2011 Education Bureau The Government of the HKSAR Page 82 All Rights Reserved WebSAMS User Manual Version 1 4 2 4 5 Freeze Budget Expenditure for Approval L Function Description This function allows Principal to freeze the budget prepared by the programme leader or school account clerk and submit the budgeting reports for School Management Committee s SMC approval After the budget is frozen for approval the budget cannot be amended Please note that for the purpose of duties segregation the school account clerk does not have default access rights to freeze the budget Q Pre requisites 1 Draft Budget Expenditure has been prepared and the budget has been submitted to Principal for review 2 Budget has not yet frozen for approval User Procedures Programme Level 1 Click FMP gt Budgeting gt Review Budget from the left menu 2 Click Expenditure tab 3 Select School Level Session and Accounting Year of the budget Schools with single school level session are required to select accounting year only School Level Session is required to be selected for bi sessional or through train school ebSA e ersio 0 0 B D 092003a oso e plo Dj x File Edt View Favorites Tools Help a se
48. be effective in the School Accounting Information Programme Code must exist apply to Expenditure only Programme Code must be effective apply to Expenditure only Account Code must exist Account Code must be effective Accounting Year must exist Copyright 2011 Education Bureau The Government of the HKSAR Page 9 All Rights Reserved WebSAMS User Manual Version 1 4 L FBGO0O4 Budget Approval e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to approve or reverse the budget e Insert FMP Audit Trail e Common Setup FCS e Budgeting Module is set to be effective in School Accounting Information L FBGO5 Revise Budget Income e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to revise the budget for the School Level Session e Insert Audit Trail e Common Setup FCS e Budgeting Module is set to be effective in School Accounting Information e Account Code must exist e Account Code must be effective e Accounting Year must exist L FBGO6 Revise Budget Expenditure e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to revise the budget e Insert Audit Trail e Common Setup FCS e Budgeting Module is set to be effective School Accounting Information e Programme Code must exist Programme Code must be
49. budget expenditure preparation the programme leader or school account clerk should submit the budget expenditure to Principal for review Users can submit individual programme for review After the budget expenditure for the programmes have been submitted for review the budget status of those selected programmes will be changed from Draft to Review Those budget lines will be changed to display mode No modification is allowed for these selected programmes B Pre requisites 1 Budgeting Module must be effective 2 An Accounting Year has been created 3 Programme Code must exist and must be effective 4 The Chart of Account Source of Fund Ledger Codes Sub Ledger Codes and Account Codes has been set up on Account Code must exist and must be effective Budget Expenditure has been prepared and available for Principal to review User Procedures 1 Click FMP gt Budgeting gt Draft Budget Expenditure from the left menu 2 Select School Level Session and Accounting Year It will exclude the accounting years with an approved budget 3 Click Search button to retrieve the existing budget for the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 46 All Rights Reserved WebSAMS User Manual Version 1 4 J3 WebSAMS System Version 1 0 0 BUILD 1 7092003 Microsoft Internet Explorer Ele Edit View Favorite
50. by School Year Accounting Period from April to March School Plan by School Year B Pre requisites Adobe Acrobat Reader and Microsoft Office 2000 are required in order to view the reports User Procedures 1 Click FMP gt Budgeting gt Report from the left menu 2 Users can select another category and language All reports under the selected category will be displayed 3 Click on the Report Name ID link and the list of built in and user defined report templates are displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 119 All Rights Reserved WebSAMS User Manual Version 1 4 FMP gt Common Setup Budgeting EDB Grant Draft Budget Draft Budget Review Budge Approve Reve Revise Budge Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent Data Comunica SPA Report Manageme Data Management Current School Year 2010 14 September 2011 17 10 S FBG09 01 FMP gt Budgeting gt Report Category FBG Budgeting Report by Accounting Year v Language English Chinese Report Name ID Link Report Name ID YBudget and Expenditure Report R FBG005 E Built In soe 555 DOEBG Expenditure Budget R FBG008 E DOEBG Expenditure Report R FBG007 E D Summary of Budget Income and Expenditure R FBG006 E Summary of Budgeting amp Actual Income and Expenditure R FBG025 E variance
51. code from the pop up screen i Click Copy or Select button to copy the account code and return back to budget line input screen Copyright 2011 Education Bureau The Government of the HKSAR Page 103 All Rights Reserved WebSAMS User Manual Version 1 4 ii Click Close to abort and return back to budget line input screen Z WebSAMS System Version 1 0 0 BUILD 17092003a Microsoft Internet Explorer File Edt View Favorites Tools Help x Login Time 13 09 2003 18 16 Logout Help PZE Current School Year 2002 18 September 2003 19 21 Home FMP S FBG06 04 FMP gt Budgeting gt Revise Budget gt Expenditure Common Setup Expenditure Budgeting Revise B i E di evise Budget Expenditure EDB Grant Sch Level Session Pamary AM Draft Budget I Accounting Year 2003 2004 MEENTE Programme Code CHIN Chinese Subject ioe Total Current Revised Budget Amount E TotalLast Revised Budget Amount Revise Bud Total Original Budget Amount Enquiry Original Report Budget Amount Bookkeeping Staff Cost CAR 01007004051 aL Subject Expense Engineering Studies Sales amp Stock orase0010st enn Ext Reading Bk Materials Exp Daily Coll Sumi 2027001001 T Non Recurrent q Report Manageme peno Customization E Blade Tl seve Keak Retrieve Account Details Microsoft Internet Explorer Input Account Code Account Code c1705001 001
52. effective Account Code must exist Account Code must be effective Account Year must exist L FBGO7 Reverse Budget Approval e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to reverse the budget for the School Level Session e Insert FMP Audit Trail e Common Setup FCS e Budgeting Module is set to be effective in the School Accounting Information e Bookkeeping FBK e Check for the existence of Bookkeeping Budget Check Transactions e Staff Cost FSC e Check for the existence of Staff Cost Budget Check Transactions Copyright 2011 Education Bureau The Government of the HKSAR Page 10 All Rights Reserved WebSAMS User Manual Version 1 4 LQ FBGO08 Enquiry e Housekeeping HSE e Retrieve the School Level Session descriptions e Security SEC e Check the users access right to enquire the budget for the School Level Session e Common Setup FCS e Budgeting Module is set to be effective in the School Accounting Information e Bookkeeping FBK e Retrieve the Receipts and Committed Amount from Bookkeeping vouchers e Staff Cost FSC e Retrieve the Receipts and Committed Amount from Staff Cost vouchers L FBGO9 Report e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to print report e Common Setup FCS e Budgeting Module is set to be effective in School Accounting
53. i Cancel 5 a On the contrary if users click Cancel button and all the selected codes are duplicated account codes the system will abort copying all the selected accounts b If user click Cancel button and the selected codes consist of non duplicated account codes and duplicated account code in the Copy To school level session and accounting year users will be prompted to continue copying non duplicated account codes If users click OK button only non duplicated account codes are copied If users click Cancel button the action will be aborted Microsoft Internet Explorer x 2 Non duplicate account codes will be copied Are you sure to copy recordis i Cancel Copyright 2011 Education Bureau The Government of the HKSAR Page 61 All Rights Reserved WebSAMS User Manual Version 1 4 6 For multi school level session schools the expenditure accounts can be copied from one school level session to another school level session or another accounting year If it is single school level session the expenditure accounts can be only copied to another accounting year For schools with one server two WebSAMS or two servers two WebSAMS users in AM session can copy the expenditure accounts from PM session but cannot copy the expenditure accounts to PM session 7 For schools with accounting period from April to March if the users select to copy from Committed Amount the committed amoun
54. income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot review budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 69 All Rights Reserved WebSAMS User Manual Version 1 4 2 4 2 Freeze Budget Income for Approval L Function Description This function allows the Principal to freeze the budget prepared by the school account clerk and to submit the budgeting reports for School Management Committee s SMC approval After the budget is frozen for approval the budget cannot be amended Please note that for the purpose of duties segregation the school account clerk does not have default access rights to freeze the budget LQ Pre requisites 1 Draft Budget Income has been prepared and the budget has been submitted to Principal for review 2 Budget has not yet frozen for approval 8 User Procedures 1 Click FMP gt Budgeting gt Review Budget from the left menu 2 Select School Level Session and Accounting Year of the budget Schools with single school level session are required to select accounting year only School Level Session is required to be selected for bi sessional or through train school 3 WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer 5 xj E EA orn Tee i i LE ser dennywoo Login Time 20 08 2003 10 27 Logout He
55. school users can approve budget for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot approve budget for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 90 All Rights Reserved WebSAMS User Manual Version 1 4 2 5 2 Reverse Budget Approval L Function Description This function allows the Principal to reverse the budget approval on behalf of the School Management Committee SMC after receiving the endorsement from the SMC Budget should only be reversed when the budget is found incorrect right after the budget has been approved For future adjustment users should revise the budget instead B Pre requisites 1 Approved Budget has not been revised and no unposted voucher has been created in the Bookkeeping Staff Cost Modules User Procedures 1 Click FMP gt Budgeting gt Approve Reverse from the left menu 2 Click Reverse tab Select from the selection boxes School Level Session and Accounting Year to be Reversed Only approved school levels session and accounting years will be listed 4 Click Reverse button to reverse the approved budget year If the approved budget has been revised or unposted vouchers have been created after the budget has been approved an error message will be prompted when users click Reverse button Th WebSAMS System Version 0 9 0
56. to continue copying non duplicated account codes If users click OK button only non duplicated account codes are copied If users click Cancel button the action will be aborted Copyright 2011 Education Bureau The Government of the HKSAR Page 35 All Rights Reserved WebSAMS User Manual Version 1 4 Microsoft Internet Explorer x 2 Non duplicate account codes will be copied Are you sure to copy records f Cancel 9 If users choose to copy from Revised Budget Income and the budget in the selected school level session and accounting year has not been approved no record will be retrieved in the search result Copyright 2011 Education Bureau The Government of the HKSAR Page 36 All Rights Reserved WebSAMS User Manual Version 1 4 2 3 Draft Budget Expenditure 2 3 1 Prepare Budget Expenditure L Function Description This function allows the users to capture the estimate of expenses i e expenditures spent by different programmes in the school Users are required to create a budget based on the programme level If the users want to allocate budget expenditure to programmes other than the default Administrative Programme the users have to create a programme code in the COA Maintenance function For schools with an accounting year ending in March the budget for April to March will be split into two periods April to August and September to March with the ratio of 5 7 Users may
57. 0 0 BUILD 13082003a Microsoft Internet Explorer Ele Edt vew Favortes Jooks Help a Unk gt EB Login Time 14 03 2003 17 44 Logout 1 Help PEE Current School Year 2002 14 August 2003 18 55 Home FMP Common Setup Budgeting EDB Grant S FBG09 21 FMP gt Budgeting gt Report Consolidated OEBG Expenditure Budget R FBG020 E Built in Template Please input the print criteria School Level Primary Accounting YearvyyyvrvyvY 200172002 gt Source of Fund a z Ledger Code AL S fat z Version Oran J Format ror z Bren erme E Sonn The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Source of Fund Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 20 Consolidated OEBG Expenditure Budget with Bi sessional Breakdown R FBG018 E R FBG018S E R FBG018T E R FBG018TS E This function allows the users to generate the Consolidated OEBG Expenditure Budget with Bi sessional Breakdown R FBG018 E R FBG0O18S E R FBG0O18T E R FBG018TS E based on the selected print criteria Copyright 2011 Educatio
58. 0 100 00 100 00 i r Security gt E Mail gt Customization L 001 Activity Approach Recurrent Grart 860 000 36 880 000 96 0 00 a l edger Total 360 000 96 860 000 96 0 00 zj 2 7 4 Budgeting Status of Income and Expenditure L Function Description The Budgeting status of Income and Expenditure will list out the budgeting status for each accounting year that falls within the selected accounting years range LQ Pre requisites 1 Budget has been prepared User Procedures 1 Click FMP gt Budgeting gt Enquiry from the left menu 2 Select the enquiry of Budget Status of Income and Expenditure 3 Click Go button Copyright 2011 Education Bureau The Government of the HKSAR Page 116 All Rights Reserved WebSAMS User Manual Version 1 4 2 WebSAMS System Version 1 0 0 BUILD 06082003 Microsoft Internet Explorer gin Time 07 03 2003 10 50 Logout Help PXM Current School Year 2001 7 August 2003 11 54 Home FMP Common Setup Enquiry Budgetin at Eaey Budgeting Status of Income and Expenditure EDB Grant ee n ture Draft Budget Draft Budget S FBG08 01 FMP gt Budgeting gt Enquiry gt Bookkeeping gt Staff Cost CAR Sales amp Stock gt Daily Coll Sum Non Recurrent G4 7 08 2003 10 50 Logout Help PXE urrent School Year 2001 7 August 2003 11 56 Home FMP Common Setup S FBG038 08 FMP g
59. 0 56 gt Customization Sub Ledger Total __ 358 333 73 501 667 23 860 000 96 0 00 960 000 96 Ledger Total __ 380 303 73 504 667 23 860000 6 000 86000036 j fgj0ne a 2 7 2 Budget and Committed Amount LL Function Description The Budget and Committed Amount function will list out and compare all the budget expenditure against the committed amount by selecting the School Level Session and Accounting Year Committed amount comprises of unposted and posted vouchers LQ Pre requisites 1 The budget has been prepared or unposted vouchers have been created in Bookkeeping Staff Cost Modules 8 User Procedures 1 Click FMP gt Budgeting gt Enquiry from the left menu 2 Select Budget and Committed Amount 3 Click Go button Copyright 2011 Education Bureau The Government of the HKSAR Page 110 All Rights Reserved WebSAMS User Manual Version 1 4 Z WebSAMS System Version 1 0 0 BUILD 06082003 Microsoft Internet Explorer Current School Year 2001 7 August 2003 11 46 Home FMP gt Common Setup Budgeting EDB Grant Draft Budget I Draft Budget Report gt Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent G7 aj Done Current School Year 2001 7 August 2003 11 46 Home FMP Common Setup Budgeting Budget and Committed Amount y Lal EDB Grant School Level amp SessionSecon Whole Day Acc Year Draft Budget
60. 00 00 Draft gt Sales amp Stock ENGI Enghsh Subyect 10 000 00 Oran gt Daily Coll Summar A Mathematics Subject 6 000 00 Drant Draft gt WNon Recurrent Gra EMP 30 000 00 gt Report Management Customization Revert to Draft Budget aaa Zoeter LY save Geaa COE E internet a Copyright 2011 Education Bureau The Government of the HKSAR Page 47 All Rights Reserved WebSAMS User Manual Version 1 4 7 WebSAMS System Version 1 0 0 BUILD 30092003 Microsoft Internet Explorer loj xj Ele Edt Yew Favortes Tools Help Ea 02 10 2003 18 52 Logout 1 Help PXM urrent School Year 2002 2 October 2003 18 53 FMP Common Setup S FBG02 05 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Prepare Budget Expenditure Budgeting EDB Grant Draft Budget a 5 inary AM SchLevelSession Primary aaa Accounting Year 2005 2006 BOISE Programme Code WFMP Admin Programme Enquiry R Total Budget Amount for 3 280 00 Statas Review eport this Programme Ee Amount Account Code st 700501001 Expenses 3 280 00 io gt Bookkeeping Staff Cost gt CAR Sales amp Stock Daily Coll Sum Please click Add button to create budget gt Non Recurrent Jack 6 Internet y 6 Click Back button to return to the main screen of budget expenditure with programme level LI Pos
61. 001505 TRF from General Domain Hea 010200 ControlGrants AIC TERP ENNG m GOMMI Grant Expenses REHE 0103 2002 m G10005501 Grant Income RAO A 0103 2002 z m GOM Prior Year Adjustments LF ATES 0103 2002 fe m Gion4o05503 Clawhack Amount Refunded ESAS EH 10103 2002 F Refundable to EMB PBID E r PAA ANIAN A eee A A ie frees a ha at E Le a Enn O 6 a Users can enter an account code directly or b Users can click the search picture next to Account Code text box to search and copy an account code from the pop up screen i Click Copy or Select button to copy the account code and return back to budget line input screen ii Click Close to abort and return back to budget line input screen Copyright 2011 Education Bureau The Government of the HKSAR Page 66 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAaMs System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer lB x Ble Edt yew Favortes Tools Hep gt HKAT gt HKEAA r 21017002501 Grant income FMP r 61017004501 Grant Income Common Setup rm 61018001501 Grant income r eee r 1012001501 Grant come 2S7 ar00 EDB Grant l J 161020001 Draft Budget Income z e 5 so penean 499 170 15 Draft Budget Exp 5 61022001501 Grant income Review Budget 1025001501 Grant Income peel verona ee r
62. 003 13 58 FMP gt Common Setup Budgeting PT Dey Prevare Budact Expenditure EDB Grant Prepare Budget Expenditure Sch Level Session Primary AM Accounting Year 2003 2004 7 Programme Code From far S FBG02 03 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Non Recurrent q 4 Select Programme Codes to revert the budget status to Draft Users can select one or more programmes codes to be reverted at the same time Z WebSAMS System Version 1 0 0 BUILD 25082003a Microsoft Internet Explorer iojxj Staff Deployment al Common Setup eee Sch Level Session EDB Grant Accounting Year Draft Budget h Programme Code From ALL To ALL EDB Grant 00 000 000 00 Total Budget Amount 112 384 965 76 Please click on the hyperlink to create budget for individual account code Enquiry Budget Amount Report Description Budget Status gt Bookkeeping testerwa programme 26 313 041 88 gt Staff Cost gt CAR gt Giai nti gt Sales amp Stock festesrwat programme 0099 29 879 436 00 Review hesterwa programme 2 23879436 ool Review gt Daily Coll Summ Mara Admin Programme 26 313 051 88 Review Non Recurrent G Report Manageme 5 Click the Revert to Draft Budget button to change the budget status back to Draft status However users cannot revert the budget status back to
63. 017 E R FBG0O17S E R FBG017T E R FBG017TS E This function allows the users to generate the Consolidated Summary of Budget Income and Expenditure R FBGO17 E R FBG0O17S E R FBG0O17T E R FBG017TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 146 All Rights Reserved WebSAMS User Manual Version 1 4 T webSams Syste on 1 0 0 BUILD 13082003a Microsoft Internet Explorer Ey ej uns gt EB fimpuser Login Time 14 08 2003 17 44 Logout Help PEE Current School Year 2002 14 August 2003 18 51 S FBG09 18 FMP gt Budgeting gt Report Consolidated Summary of Budget Income and Expenditure R FBG017 E Built in Template Please input the print criteria School Level Primary Accounting Yearcvvvvvyv 200172002 Source of Fund ALL z Ledger Code AL ra z Sub Ledger Code ALL To ALL z Version Drat 2 Format PDF X Report gt Bookkeeping B Preview amp Print AT File Bp Reset aac Staff Cost The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository by clicking the T
64. 1 501 Grant income gt Stalf Cost CAR Sales amp Stock o1030001501 Grant Income 161032001501 Grant Income gt Daily Coll Summary 1045001501 Grant income Non Recurrent Grant 161045001501 Grant income gt SPA i61047001501 Grant Income Report Management 1048001501 Grant come gt Data Management 3 9 4 3 9 9 9 3 9 3 9 9 9 9 9 3 9 3 5 61053001501 Grant Income 61701001501 income Timetabling Code Managemen Security gt E Mail Customization Freeze for Approval 5 a If the desired account code cannot be found click Chart of Account button to maintain Chart of Account COA Maintenance window will pop up Users can create a new account code or changing the effective status of an account code by using this function No need to quit from filling in budget details Please refer to FMP Common Setup COA Maintenance user manual for detail information A dump screen for the pop up window is shown below b To exit from COA Maintenance users have to click the cross box at the top right hand corner Copyright 2011 Education Bureau The Government of the HKSAR Page 64 All Rights Reserved WebSAMS User Manual Version 1 4 Th WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer en s pin Time 20 08 2003 10 27 Logout Help PME anani e Current School Year 2002 20 August 2003 11 11 gt HKAT
65. 30 000 00 HKEAA k etup Please click Add button to create budget Budgeting EDB Grant DraftBudget Draft Budget 62003001501 B Chart of Account Submit for Review add XZ delete save lt Back TT TTT Ca internet Rice s 7 10 If any of the budget lines is not required users can delete the budget lines by selecting the checkbox next to the account code and clicking the Delete button Users can select one or more budget lines to be deleted at the same time 11 Click Save button b Modify Budget Income To modify an existing budget of an accounting year users should follow these procedures 1 Click FMP gt Budgeting gt Draft Budget Income from the left menu 2 Select School Level Session and Accounting Year It will exclude the accounting years with an approved budget 3 Click Search button to retrieve the existing budget for the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 21 All Rights Reserved WebSAMS User Manual Version 1 4 Ay WebSAMS System Version 0 9 0 BUILD 07 112002 Microsoft Internet Explorer 4 xj Ble Edt yew Favortes Tools Help El 12 09 2003 10 56 Logout Help PXE trent School Year 2001 18 September 2003 11 03 FMP gt Common Setup S FBG01 01 FMP gt Budgeting gt Draft Budget Income gt
66. 61028001501 Grant income Revise Budget A f ace r 61027001501 Grant income Enquiry Report T 61028001501 Grant Income gt Bookkeeping r a 030001501 Grant income gt Staff Cost r Gios Grant rcome CAR f f 61045001501 Grant income Sales amp Stock 1 i i Daily Coll Summary 5 m so Grent income Non Recurrent Grant r 61047001501 Grant Income gt SPA r fe1048001501 Grant income gt Report Management r ot 053001501 Grant income Data Management 161701001501 gt Timetabling al Code Management gt Security aTi gt E Mail E x Chart of Account Freeze for Approval Pada Hdglete L gave eget X 8 9 o Retrieve Account Details Microsoft Internet Explorer s E 10 x Input Account Code Account Code C70 E copy Fund Sub Ledger Code To amend the budget amount users can overwrite the original input figure 8 If any of the budget lines is not required users can delete budget line by selecting the checkbox next to the account code and click Delete button Users can select one or more budget lines to be deleted at the same time 9 Click Save button to save all the changes or Copyright 2011 Education Bureau The Government of the HKSAR Page 67 All Rights Reserved WebSAMS User Manual Version 1 4 10 Click Back button to return back to Review Budget Income search page without saving the record
67. 7 34 FMP S FBG02 06 FMP gt Budgeting gt Draft Budget Exp gt Copy by Account Common Setup Budgeting EDB Grant i SchLevel Session Primam Z C Committed Amount Draft Budget Expenditwe Accounting Year 200172002 gt C Revised Budget Expenditure Programme Code CHIN Chinese Programme x ER search E Reset mennaan Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent G2 B Draft Budget xp i e 3 Select School Level Session Accounting Year and programme code of the Copy From budget Schools with single school level session are required to select accounting year only The School Level Session can also be selected for bi sessional or through train school D WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Eile Edt View Favorites Tools Help aser Login Time 13 09 2003 17 13 Logout Help PZM Current School Year 2001 18 September 2003 17 34 FMP Common Setup Budgeting Copy by Account EDB Grant ae opy From A x Primaryian x Accounting Year 200172002 x Sch LevelSession Programme Code CHIN Chinese Programme Committed Amount Draft Budget Expenditure C Revised Budget Expenditure Enquiry Report Bookkeeping gt Staff Cost CAR gt Sales amp Stock gt Daily Coll Sum Non Recurrent G4 Copyrig
68. 9 00 Logout Help PZE Current School Year 2001 2 October 2003 19 03 y Setup S FBG02 02 FMP gt Budgeting gt Draft Budget Exp gt Copy by Programme Budgeting EDB Grant Draft Budget GEZTTTETENIED Copy by Account Prepare Budget Expenditure Copy From Sch Level Session Secondary W hole Day Accounting Year 2003 2004 Status Committed Amount Budget Budget Programme Budget Amount for ast for and Code Period Period m were Admin Programme 31121 38 31 121 98 ooo WFNP Enquiry Report Bookkeeping Copy To Staff Cost 5 Sch Level Session Primary AM x PEST Accounting Year 2001 2002 Daily Coll Sum Confirm Create New Programme lt Back Non Recurrent 4 C i E tecalintranet y 8 If the users choose to copy from Revised Budget Expenditure and the selected school level session and accounting year budget has not been approved no record will be retrieved in the search result Copyright 2011 Education Bureau The Government of the HKSAR Page 57 All Rights Reserved WebSAMS User Manual Version 1 4 2 3 5 Copy by Account L Function Description Users can create a new expenditure budget by copying accounts of the Committed Amount Draft or Revised Budget Expenditure from one School Level Session and Accounting Year to another School Level Session and Accounting Year It allows users to copy selected account codes of a prog
69. ARE EEE EERE 1 2 7 2 Budget and Committed Amount ccccccccccesscessseceeseceeneeceseceesaeceeaaeceeceecseeeeaeceeaeeceeeees I 2 7 3 Budget Income and Expenditure by Sub Ledger cc ccccccccscccssssceesseceeneeteseeeeseceeneeeeenees 1 2 7 4 Budgeting Status of Income and Expenditure 0 cccccccccceseceesssceeseceeneeceseeeeseceeeeeesnees I 2 8 IREPORT os E E O E aa ubad Se seb ANE E o sda SEEE S NEEE a TE EEEE A iad evel 1 2 8 1 Generate Report oers ates enoe EEE TaN dns haa Sada oes SIE Ree eisat I Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved WebSAMS User Manual Version 1 4 1 Module Overview 1 1 Introduction 1 1 1 Objective The Budgeting Module provides an effective tool for financial monitoring and planning and the use of resources amongst programmes so as to meet the expected goals Various functions are provided to assist the schools in monitoring actual incomes and expenditures against budget incomes and expenditures Year end closing concept does not apply here and therefore there is no Pre Year End and Year End process in this Module This module allows the users to maintain the yearly budget for both income and expenditure The functions include EDB Grant Draft Budget o Income including copying function o Expenditure including copying function Review Budget o Income o Expenditure Approve Reverse o Budget Approval o Reverse Budget Approval Revise Bud
70. Amount G1003001501 Grant Income A a p G1003001502 Prior Year Adjustments Grant Income f 62003001501 Please click Add button to create budget Chart of Account Submit for Review p add XZ Delete J save Back will be changed to edit mode User can amend the budget income lines Notes Logout Help pZ 4 Current School Year 2006 Y The school account clerk can revert the budget back to the Draft status while the Principal is still reviewing the budget i e the budget is in Review status After the modification of the budget the users should follow the business flow and submit the budget to Principal for review Please refer to Chapter 2 2 2 Submit Budget Income for details In an event of a budget reversal to Draft status all the accounts in the selected budget income will be reverted The system does not allow individual accounts to be selected for this event For schools with multiple school levels sessions users should revert draft budget income for each of the school levels sessions separately e g for bi sessional school users can revert draft budget income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot revert draft budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR All Rights
71. B2001501503 Clawback Amount Refunded ERARE E 2701 203 F Refundable to EMB EAEE ALEE Ho m B20 TRF from General Fund Heme S 2701003 p Subksexiptions Tong Fai AJC She EHS m B2001501505 TRF between General Domain Mi 2701 2003 F Control Grants A C SIRA WEZENS m Eo TRF Special DomainGrans IEAM 27012003 p AK RAE m B200L502001 Grant Expenses WHOM 270100 fF ne te hate ee F o amme A 10 Fill in the Budget Amount It should be greater than zero 11 To add in more budget lines users have to repeat steps 7 to 9 12 To amend the budget amount users can overwrite the original input figure 13 If any of the budget lines is not required users can delete budget line by selecting the checkbox next to the account code and clicking Delete button Users can select one or more budget lines to be deleted at the same time 14 Click Save button 15 Click Back button to go back to the main Budget Expenditure Screen S FBG02 04 i e Programme Level Users can continue filling in budget expenditure for other required programmes Copyright 2011 Education Bureau The Government of the HKSAR Page 41 All Rights Reserved WebSAMS User Manual Version 1 4 092003 Microsoft Internet Explorer FMP S FBG02 05 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure gt Common Setup Budgeting EDB Grant ep dies BudgrtExpr
72. Budgeting gt Report Consolidated Budget Expenditure By Programmes R FBG013 E Built in Template Please input the print criteria School Level Primary J Accounting Year vY YYYY 2001 2002 Programme Code me Aa Source of Fund a a Ledger Code AL it fAL z Sub Ledger Code AL jo z Version oat Format ror J 1E Preview amp Print E To File KP Reset GBack The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Programme Code Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the Preview amp Print button or ii generate and store the reports in Report Management Repository by clicking the To File button The selection for Version is omitted if it is a school year report 4 15 Consolidated Budget Income by Ledger R FBG012 E R FBG012S E R FBG012T E R FBG012TS E This function allows the users to generate the Consolidated Budget Income by Ledger R FBG0O12 E R FBG012S E R FBG012T E R FBG012TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 139 All Rights Reserved WebSAMS User Manual Version 1 4 err ion Jx Ele gdt yew Favores Tools Hep uw E i finpuser Login Time 14 08 2003 17 44 Logout Heip
73. Draft if the status is Freeze i e already frozen by Principal for approval Copyright 2011 Education Bureau The Government of the HKSAR Page 50 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects 1 The selected budget expenditure lines will be reverted to Draft status The budget expenditure lines will be changed to edit mode User can amend the budget expenditure lines L Notes 1 Users can only revert the budget back to Draft status while the Principal is still reviewing the budget i e the budget is in Review status 2 After finished modifying the budget users should follow the business flow and submit the budget to Principal for review Please refer to Chapter 2 3 2 Submit Budget Expenditure for details 3 For schools with multiple school levels sessions users should revert the draft budget expenditure for each of the school levels sessions separately E g for bi sessional school the users can revert the draft budget expenditure for AM session but the PM session will not be affected For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot revert draft budget expenditure for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 51 All Rights Reserved WebSAMS User Manual Version 1 4 2 3 4 Copy by Programme L Function Description Users can create a new expendi
74. Draft Budget Exp Copy From Sch Level Session Primary AM Accounting Year 2001 2002 Programme Code WFMP Admin Prograrame Budget Amount rae Amount for 2nd i Period ir 1004005001 Grant Expenses 6 000 000 50 2 800 000 21 3 500 000 29 gt Copy by Account Budgeting EDB Grant Draft Budget Status Draft Budget Exp Review Budge Aimee eve 16 X Enquiry Report Bookkeeping Staff Cost CAR Z Sales amp Stock Iv Daily Coll Summ Non Recurrent Ie 1004015001 Grant Expenses 260 000 33 400 000 00 460 000 33 62024001001 Grant Expenses 860 000 96 358 333 73 501 667 23 3011001001 Grant Expenses 4 000 000 00 416 666 67 583 333 33 Copy To Sch Level Session Accounting Year Primary AM z 2017 2018 7 From ALL gt Data Mandagie To ALL gt Timetabling gt Management Ad Confirm Create New Programme Draft Budget Exp 7 Select the designated School Level Session and Accounting Year and a range of Programme Codes If the desired programme code does not exist in the Programme Code selection box users can click Create New Programme button to create new programme COA Maintenance window will pop up for the users to create new programme or update the effective status Users are not required to quit from filling in Copy by Account details For details please refer to user manual for Common Setup Module Copyright 2011 Educatio
75. Enquiry Please click on the hyperlink to create budget for individual account code Report Bookkeeping Programme Code Description Budget Status gt Staff Cost gt CAR rm CHiN Chinese 50 002 887 00 Freeze Sales amp Stock mj Engish 2 887 00 Freeze Daily Coll Sumi 7 MATH Maths 2 887 00 Freeze Non RecurrentG Tr Weme Admin Programme 1 315 000 00 Freeze SPA Report Managemen Create New Programme Submit for Review Revert to Draft Budget add Z veletw LI Save Back Data Management Data Query Tool gt Timetabling Code Management Security gt E Mail Archive gt Customization Copyright 2011 Education Bureau The Government of the HKSAR Page 38 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Microsoft Internet Explorer File Edt View Favorites Tools Help S FCS04 01 FMP gt Common Setup gt Chart of Account Maintenance gt Programme Programme Sch Level Session Primary AM x Accounting Year YYYY YYYY 2003 2004 7 5 Click on the hyperlink of programme code to create budget expenditure It is not necessary to add budget for all the listed programmes Users should only prepare budgets for those relevant programmes Those irrelevant programmes can be left out 6 Users can remove a selected programme by clicking the Delete button However the system will only commit the changes after users pr
76. FMP Common Setup Budgeting EDB Grant Draft Budget H Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent Q gt SPA Report Manageme Data Management S FBG03 04 FMP gt Budgeting gt Review Budget gt Expenditure Pm expenditure Review Budget Expenditure School Level amp Session i Accounting Year Programme Code 2001 2002 From ALL To ALL 0 00 17 720 302 19 EDB Grant Total Budget Amount Budget Amount for 1st Period 425 042 4 Budget Amount for 2nd Period 10 295 259 74 Budget Budget Amount Programme Description Amount for 1st Code Period Budget Amount for 2nd Period Budget Status Chinese Programme aaa HD Draft F ar 300 00 r Wee Staff Programme Admin Prograrame 4167 720 001 a 675 000 61 5 045 001 18 Dra 258 33 Draft BE Local intranet D If the EDB grant is entered in S FBG10 02 the system will perform a checking of the EDB grant amount against the budget amount Upon saving a warning message will be prompted if the budget amount exceeds the EDB grant Budget will still be saved Copyright 2011 Education Bureau The Government of the HKSAR Page 81 All Rights Reserved WebSAMS User Manual Version 1 4 Users can only enter Expenditure Account Code Negative amount is not allowed 8 Zero amount can be captured in the budget input screens but it will
77. Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 3 Budget Income by Ledger R FBG001 E R FBG001S E This function allows users to generate the Budget Income by Ledger R FBG001 E R FBG001S E based on the selected print criteria p WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Ble Edt yew Favores Toos Hebb uw E ioe u Current School Year 2002 14 August 2003 17 45 IS FBG09 02 FMP gt Budgeting gt Report Budget Income by Ledger R FBG001 E Built in Template Please input the print criteria Sch Level Session Primary AM Accounting Year yyy YN YYY 2001 2002 z Source of Fund ALL x i Ledger Code ALL To a z Sub Ledger Code fa gt To ALL x Version Dran gt Format POF z onnar arri Broe Aa The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the Preview amp Print button or ii generate and store the report in Report Management
78. Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 24 Consolidated Variance Report of Income R FBG014 E R FBG014S E R FBG014T E R FBG014TS E This function allows the users to generate the Consolidated Variance Report of Income R FBG014 E R FBG014S E R FBG014T E R FBGO014TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 148 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer l gj x Ele Edt yew Favorites Joos Help o w User fmpuser Login Time 14 03 2003 17 44 Logout 1 Help PXE Current School Year 2002 14 August 2003 18 34 Home FMP Common Setup Budgeting EDB Grant S FBG09 15 FMP gt Budgeting gt Report Consolidated Variance Report of Income R FBG014 E Built in Template Please input the print criteria School Level Primary Accounting Year yY Y YN YYY 200172002 gt Accounting Month oav2001 z 3 Source of Fund ALL z Ledger Code ALL j To ALL Sub Ledger Code ALL x To JALL Version Dran
79. G02 03 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Pee Dea vere Bader Expenditure Prepare Budget Expenditure SchLevel Session Primary AM Accounting Year 2003 2004 7 Programme Code Frora ALL 7 To ALL X Common Setup Budgeting EDB Grant Budget Status Enquiry Report sara aa Pre tt s Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent Q D Internet Vy Programme Level 4 If the desired programme does not exist click Create New Programme button to create a new programme code for budget preparation COA Maintenance window will pop up Click Programme tab to add in new programme or change the effective status Please refer to FMP Common Setup COA Maintenance user manual for detail information After creating new programmes users can add these new programmes to the budget by pressing the Add button Users can then prepare account code level budget for these programmes The following is the pop up COA Maintenance window FMP Common Setup S FBG02 04 FMP gt Budgeting gt Draft Budget Expenditure gt Prepare Budget Expenditure Budgeti udgeting Prepare Budget Expenditure EDB Grant Sch Level Session Primary AM Draft Budgett Accounting Year 2006 2007 Draft Budget amp Programme Code From ALL To ALL Review Budge EDB Grant 1 000 000 00 Approve Reve Total Budget Amount 51 323 661 00 Revise Budge
80. Level Session and Accounting Year Receipts comprise of all the unposted and posted vouchers within the selected accounting year LQ Pre requisites 1 Budget has been prepared or unposted vouchers have been created in Bookkeeping Staff Cost Modules User Procedures 1 Click FMP gt Budgeting gt Enquiry from the left menu 2 Select Budget and Receipts 3 Click Go button 2 WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer 2 5 xj File Edt Wew Favorites Tools Help puser Login Time 18 09 2003 17 13 Logout 1 Help PZM Current School Year 2001 18 September 2003 17 49 FMP gt Common Setup Budgeting EDB Grant quir i Draft Budget quiry Budget and Receipts bd Go Draft Budget H S FBG08 01 FMP gt Budgeting gt Enquiry Bookkeeping gt Staff Cost CAR Sales amp Stock gt Daily Coll Sumi Non Recurrent G4 CE Bf Local intranet 7 4 Enter the search criteria click Search button Copyright 2011 Education Bureau The Government of the HKSAR Page 107 All Rights Reserved WebSAMS User Manual Version 1 4 J3 WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer s pin Time 18 09 2003 17 13 Logout Help PME Current School Year 2001 18 September 2003 17 52 FMP SEER S FBG08 04 FMP gt Budgeting gt Enquiry gt Budget and Receipts Budgeting EDB Grant B
81. Report of Expenditure R FBG004 E Variance Report of Income R FBG003 E Click amp or the link to display the report template s and then click the template you need to create the report 4 Click on the Report Template link to view the report search criterions Users may narrow down the search by changing the various search criterions presented on the screen 6 Click Preview amp Print button to open a new window to preview the report Users can choose to generate the report backend by clicking on To File button a Users are required to fill in the report descriptions Report will then be generated and stored in Report Repository No report window will pop up b Users can click the hyperlink to go to Report Repository to download the report or click Report Management gt Repository from the left menu to download the report later Copyright 2011 Education Bureau The Government of the HKSAR Page 120 All Rights Reserved WebSAMS User Manual Version 1 4 Z WebSAMS System Yersion 0 9 0 BUILD 16012003a Microsoft Internet Explorer Current School Year 2001 21 January 2003 10 57 Home S FBG09 06 FMP gt Budgeting gt Report gt Budget and Actual Expenditure Report R FBG005 E Budget and Actual Expenditure Report R FBG005 E Please Input The Print Criteria FMP Common Setup Budgeting EDB Grant School Level amp Session Secondary Whole Day Draft Budget Inca Accounting Y
82. Repository by clicking the To File button The selection for Version is omitted if it is a school year report Copyright 2011 Education Bureau The Government of the HKSAR Page 128 All Rights Reserved WebSAMS User Manual Version 1 4 4 4 Expenditure Report by Grant Type R FBG009 R FBGO09S E This function allows the users to generate the Expenditure Report by Grant Type R FBGO09 R FBGOO09S E based on the selected print criteria 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Ble Edt Yew Favores Tools Help z o w fmpuser Login Time 14 03 2003 17 44 Logout Help PEE Current School Year 2002 14 August 2003 18 13 Home FMP gt Common Setup Budgeting EDB Grant S FBG09 10 FMP gt Budgeting gt Report Expenditure Report by Grant Type R FBG009 E Built in Template Please input the print criteria Sch Level Session Primary AM J Accounting Year y YY N YYY 200172002 Accounting Month fosr2001 Source of Fund am o SSS Ledger Code AL gj reja z Format po a Report B Preview amp Print ER To File E Reset GBack Bookkeeping The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Accounting Month Source of Fund Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the P
83. S System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer xj Ele Edt Yew Favorkes Joos Hep e mnifer Login Time 20 08 2003 15 00 Logout Help PZE Current School Year 2001 20 August 2003 15 42 HKAT HKEAA FMP Common Setup Budgeting Sch LevelSession inary A 2011 2012 EDB Grant Accounting Year olidi EDB Grant 1 000 000 00 Draft Budget Total Current Revised Budget Amount 29 460 457 36 Total Last Revised Budget Amount 29 460 002 36 Total Original Budget Amount 17 720 002 19 Bottom Report Bookkeeping gt Staff Cost gt CAR 61003001501 Grart income ss00f 000 455 00 455 00 0 00 Sales amp Stock 1004005501 Grant income 000 000 50 2 500 00021 3 500 000 23 6 000 000 50 6 000 000 50 Daly Coill Surm 61004015501 Grant come 860 000 33 400 000 00 460 000 33 860 00033 860 000 33 gt WNon Recurrent g d SPA 62024001551 Grart income 4 000 000 00 1 666 666 67 2 933 393 33 4 000 000 00 860 000 96 gt Report Manageme 2068001501 Grant income 1 200 00063 500 000 26 700 000 37 1 200 00063 0 00 Data Management 63011001501 Grant income 6 000 000 00 2 500 000 00 3 590 000 00 6 000 000 00 1 000 000 00 gt T imetabling 3011001551 Grant income 2 400 000 50 400 000 50 2 000 000 23 400 000 27 2 400 000 50 0 00 gt Code Management lt E 1 x s00000040 3 750 00017 000 23 9 000 000 40 9 000 000 40 gt Security 0050055 Gran
84. UILD 17092003 Microsoft Internet Explorer 15 xj Ele Edt wew Favortes Tools Help a FMP Common Setup Budgeting EDB Grant Draft Budget I Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent g User fmpuser Login Time 13 09 2003 11 06 Logout Help PZE Current School Year 2002 18 September 2003 14 10 S FBG02 05 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Prepare Budget Expenditure Prepare Budget Expenditure Sch Level Session Accounting Year 2003 2004 Programme Code CHIN Chinese Subject Total Budget Amount for this 6 000 00 Statas Daf Programme Grant Expenses F lo2027001001 Please click Add button to create budge I eo lel 7 I en 8 a Users can enter an account a directly or b Users can click the search picture next to Account Code text box to search and copy an account code from the pop up screen i Enter the account code and click Copy or Select button to copy the selected account code and return back to budget line input screen ii Click Close to abort and return back to budget line input screen Retrieve Account Details Microsoft Internet Explorer Input Account Code 9 Account Code 62027001001 Search Ackount Code Fund Sourde amp Ledger Code G2027 ASL Chinese Lang amp Culture 7 Sub Ledger Code 001 ASL Chinese Lang amp Culture 7 i foot
85. Ww SShus BLRGAK USER MANUAL Financial Monitoring and Planning Budgeting Document 27e WebSAMS User Manual Version 1 4 Table of Contents L MODULE OVERVIEW scscscsssssssscscescscccsscensccesssscnssssssscssesssesscsssseneesessssenecsecsssssesseesseses 1 1 INTRODUCTION ntie er EES cesar ett Sable eleeed E E E E 1 1 1 1012512 AA U EAEE E EE E A E 1 2 FUNCTION CHART iere ante E E vos AE ee ab ches sas eE E Eee EEEE ah 1 3 FLOW DIAGRAM rires eer ontsu oaeee E EEEE NEEE EEE EE ENE Ee aeh 1 4 INTERACTIONS WITH OTHER MODULEG scccsccecessessscecececeesesssseceeececsesersaeeeeeeeceesenseaeees 2 OPERATION PROCEDURES vhr seoor osseo seso assosioi erson ss Esses teess E seso snars seesi 2 1 EDB GRAN T aea e T pa Ea a E a EE aT EEA E TRE E ETA T 2 1 1 Edit EDB Grant eresian AREER AEE a RE LEG T e ede ee aoe an 2 2 DRAFT BUDGET INCOME aurin r EE GEE EE TE EE T EE ei 2 2 1 Prepare Budget Income orreri iani Sousa cha sada ones cath a Naa ands aerer ike os inaa asa Pitapis 2 2 2 Submit Budget INCOME rriteni a ha A eee Eas Reh EO ANE a 2 2 3 Revert Budget INCOME siririn saad enasaaeden stages vase ckaenspbadcndascadabssnrageduasecideseses 2 2 4 Copy by ACCOUNT criti secdnt 5 tes Buea ie a ect TE A Tice ta Us BE a 2 3 DRAFT BUDGET EXPENDITURE 33 coccaese sees ceedn sods EE E ARE dane Deh EE EE deeds 2 3 1 Prepare Budget Expenditure ccccesccssesnessseeseeesseensecnsecusecusecsseceseeeseeeeneeeneeeaeeenaee
86. Year 2005 2006 7 customization if tg Internet Z 3 Budget line with zero amounts will not be shown in the copying screen 4 Only School Levels Sessions and Accounting Years with budget in Draft status will be listed in the Copy To selection box 5 For schools with multiple school levels sessions the income accounts can be copied from one school level session and accounting year to another school level session and accounting year For schools with one server two WebSAMS or two servers two WebSAMS users in AM session can copy the income accounts from PM session but not copy the income accounts to PM session 6 For schools with accounting period from April to March if the users select to copy from Receipts the receipts representing the unposted and posted vouchers amounts actual income will be grouped into the 1 and 2 period For the amount of the 1 period it includes all the unposted and posted vouchers from April to August For the amount of the 2 period it includes unposted and posted vouchers from September to March Copyright 2011 Education Bureau The Government of the HKSAR Page 34 All Rights Reserved WebSAMS User Manual Version 1 4 Z WebSAMS System ersion 0 9 0 BUILD 07 112002 Microsoft Internet Explorer 5 xj File Edit View Favorites Tools Help ser fmpuser Login Time 18 09 2003 10 56 Logout Help PME Current School Year 2001 18
87. a Microsoft Internet Explorer e jx ce finpuser Login Time 1403 2003 17 44 Logout Help 1 PLES Current School Year 2002 14 August 2003 18 58 Home FMP gt Common Setup Budgeting EDBGrant S FBG09 23 FMP gt Budgeting gt Report Consolidated Five Year Forecast for Income and Expenditure R FBG022 E Built in Template Please input the print criteria School Level Primary Accounting Year YYYY YYY 2001 2002 gt Source of Fund ALL Ledger Code ALL To ALL z Format PDF BB preview a print areri Eroe dea Report Bookkeeping Staff Cost The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Source of Fund Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 18 Consolidated History of Revision to Budget Income and Expenditure R FBG023 E R FBG023S E R FBG023T E R FBG023TS E This function allows users to generate the Consolidated History of Revision to Budget Income and Expenditure R FBG023 E R FBG023S E R FBG023T E R FBG023TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 142 All Rights Reserved WebSAMS User Manual Version 1 4
88. aft Budget Exp gt Copy by Programme Common Setup Budgeting EDB Grant Wo cet Copy From Sch Level Session Primary AM Iget Accounting Year 2003 2008 Review Budge Status Draft Budget Exp Programme Budget Amount Approve Revi Code Revise Budge Chinese Subject Enquiry English Subject Report Description Mathematics Subject Bookkeeping Staff Cost CAR CopyTo Sales A Stock Sch Level Session Primary AM Accounting Year 2005 2006 Admin Programme O D Internet Z 7 By default the designated programme code will be the same as the selected code to be copied Users may choose to change the designated programme code by overwriting the code in New Programme code textbox The New Programme Code must be in 4 characters and exist in Chart of Account for the designated School Level Session and Accounting Year Copyright 2011 Education Bureau The Government of the HKSAR Page 54 All Rights Reserved WebSAMS User Manual Version 1 4 8 Users can also click Create New Programme button to pop up the COA Maintenance window to create new programme Users do not have to quit from filling in Copy by Programme details For details please refer to user manual on Common Setup Module To exit from the COA pop up window click the cross box at the top right hand corner Z WebSAMS System Microsoft Internet Explorer _
89. alance gt Bookkeeping Expenditure Amount Ledger Sub Ledger Account Code a b b Staff Cost b gt CAR gt Sales amp Stock 61003 Approved Coll for Specific Purposes AC gt Daily Coll Sumi gt Non Recurrent QA i gum 001 Grant Expenses 000 o 000 251 000 35 251 000 95 gt SPA Sub Ledger Total f 0 00 0 00 0 00 251 000 95 25 00030 gt Report Manageme Ledger Total 6 00 0 00 6 00 251 000 95 251 000 95 Data Management 61004 Curriculum Development Grant AC gt Timetabling L 005 Technical Subjects A A 001 Grant Expenses 2500000 21 9 500 20029 6 000 20050 0 00 6 000 20050_ gt Security Sub Ledger Total _ 2 500 000 21 3 500 200 29 6 000 200 50 0 00 000 200 50 gt EMail O15 Activity Approsch Non recurrenct Granty Fie 255 zA ae 001 Grant Expenses 400 000 00 460 000 33 60 000 33 0 00 680 000 33 Customization 3 Sub Ledger Total 400 000 00 460 000 33 860 000 33 0 00 860 000 33 Ledger Total Budget Income and Expenditure by Sub Ledger Function Description The Budget Income and Expenditure by Sub Ledger will list out and compare all the budget income against expenditure at the sub ledger level The search result can be defined by selecting a combination of School Level Session accounting year version Draft Approved Revised ledger code range and sub ledger code range P
90. am School Management Committee a Overall Flow Approve outside the system eet steep at ES PEE EE E ae nce tbetr entree E E te resdarae ave marcesdte rae E A a AAT E E E A Wivatar eee A T Sa A A A SAE i EDB Grant Input by Clerk Draft Budget Income Review Freeze Approval Revise Prepare and Input by Prepare and Prepare and Input by Input by Clerk Input by Input by Principal Programme Principal Principal Leader Clerk Draft Budget Expenditure Prepare and Input by Programme Leader Clerk WebSAMS System b Income Basic Setup Common Setup Module gt Create Accounting Year Submit Budget for Revert Budget to Review Draft Status Review Budget Income Freeze Budget for Unfreeze Budget to Approval Review Status gt Set up Chart of Account Frozen Budget Pending for Approval Condition Condition Budget Income and Approve Budget Reverse Budget No revision of Expenditure are frozen approved budget No bookkeeping transactions Approved Budget No staff cost transactions Revise Budget Income Copyright 2011 Education Bureau The Government of the HKSAR Page 4 All Rights Reserved WebSAMS User Manual Version 1 4 c Expenditure Basic Setup Common Setup Module gt Create Accounting Year ae gt Set up Chart of Account Draft Budget Expenditure Copy by Account Submit Budget for Revert Budget to Review Draft Status Review Budget Expenditure Freeze Budget for Un
91. amend the default value of the 1 period and the amounts for 2 period will be automatically calculated B Pre requisites 1 Budgeting Module must be effective 2 An Accounting Year has been created 3 Programme Code must exist and must be effective 4 The Chart of Account Source of Fund Ledger Codes Sub Ledger Codes and Account Codes has been setup on Account Code must exist and must be effective 6 To add a new budget expenditure the budget of the selected accounting year should not exist 7 To modify budget expenditure the budget of the selected accounting year must exist and the budget must be in Draft status i e has not been submitted to Principal for review User Procedures a Add new budget expenditure 1 Click FMP gt Budgeting gt Draft Budget Expenditure from the left menu 2 Select School Level Session and Accounting Year It will exclude the accounting years with an approved budget 3 Click Add button to begin preparing a new budget The system will list out all the existing and effective programmes with default budget amount as zero Copyright 2011 Education Bureau The Government of the HKSAR Page 37 All Rights Reserved WebSAMS User Manual Version 1 4 x WebSAMS System ersion 1 0 0 BUILD 17092003 Microsoft Internet Explorer File Edit View Favorites Tools Help irent School Year 2002 18 September 2003 13 58 FMP S FB
92. an optional function If this function is not used i e the EDB grant amount is 0 00 the budget amount will not be validated against the EDB grant amount B Pre requisites 1 Budgeting Module must be effective 2 Accounting Year has been created User Procedures 1 Click FMP gt Budgeting gt EDB Grant from the left menu 2 Select the School Level Session Copyright 2011 Education Bureau The Government of the HKSAR Page 12 All Rights Reserved WebSAMS User Manual Version 1 4 gt Student gt Attendance gt Student Activities gt Award amp Punishme gt Assessment gt Special Assessme C O User super Login Time 31 07 2007 10 21 Logout Help PZM Current School Year 2006 _ 31 July 2007 11 29 S FBG10 01 FMP gt Budgeting gt EDB Grant Search EDB Grant Sch Level Session Primary AM Accounting Year 2002 2003 gt Staff Deployment gt Applied Learning gt HKEAA FMP gt Common Setup Budgeting _ EDB Grant Draft Budget Draft Budget Review Budgd Approve Reve Revise Budge Enquiry Report gt Bookkeeping gt Staff Cost gt CAR Sales amp Stock gt Daily Coll Sum Non Recurrent 4 gt Report Managemeres EEEE 3 internet 100 4 3 Select the Accounting Year 4 Click Search button 5 Fill in the EDB Grant Amount If the selected Accounting Year is newly created or the grant amount has not b
93. and Revert to Draft Budget buttons will appear on the screen Copyright 2011 Education Bureau The Government of the HKSAR Page 25 All Rights Reserved WebSAMS User Manual Version 1 4 Current School Year 2006 34 July 2007 14 42 Home Student Info Engg gt School Manageme Student gt Attendance gt StudentActivities gt Award amp Punishme Assessment Special Assessme gt Staff Deployment gt Staff CDS gt HKAT AppliedLearning gt HKEAA FMP Common Setup Budgeting EDBGrant Draft Budget Draft Budget Enquiry Report Bookkeeping StaffCost CAR Sales amp Stock gt Daily Coll Sum gt Non Recurrent r S FBG01 02 FMP gt Budgeting gt Draft BudgetIncome gt Prepare BudgetIncome Prepare Budget Income Sch Level Session Primary AM Accounting Year 2112 2113 EDBGrant 0 00 Total BudgetAmount 60 000 00 Status Draft G1003001501 Grant Income 10 000 00 61003001502 BR cies Se a 20 000 00 c200300150 BR erentincome 30 00 00 Please click Add button to create budget Chart of Account Submit for Review add pe Delete J Save eack 5 Click Back button to return back to the Search Budget screen School Manageme Student Attendance StudentActivities Award amp Punishme EDBGrant Assessment Special Assessmene Staff Deployment Staff CDS HKAT Applied Learning
94. anual Version 1 4 Zj WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer 3 5 xj Ele Edt yew Favortes Tools Hep a FMP Common Setup Budgeting EDB Grant Sch Level Session Draft Budget 8 Accounting Year EOB Grant 3 000 000 00 Total Budget Amount 60 000 00 Budget Amount for 1st Period 25 000 00 Bu Amount for 2nd Period 35 000 00 Status Drift Budget Amount for 2nd Period Budget Amount for 1st Bookkeeping Period Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent amp pr gezor Manageme Bima Hse Iex C T Elantra Pease cick Add button to create budget 3 Budget can be prepared for more than one year Users are also allowed to prepare a five year budget forecast and print the Five Year Forecast for Income and Expenditure Report R FBG10 E 4 The system only allows the users to enter or select an active Income Account Code when preparing the budget Negative amount is not allowed Accounting line with 0 00 can be captured in the budget input screens However it will be filtered out in the enquiry screens and all Budgeting Reports 7 After adding new budget lines editing budget amount or deleting budget lines users must click Save button to save all the changes 8 After finished preparing the budget users should submit the budget to Principal for review Please refer to Chapter 2 2 2 Submit Budget Income for deta
95. by clicking the To File button 4 6 History of Revision to Budget Income and Expenditure R FBG011 E R FBG011S E This function allows the users to generate the History of Revision to Budget Income and Expenditure R FBG011 E R FBG011S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 130 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer fmmpuser Login Time 14 03 2003 17 44 Logout Help PRE Current School Year 2002 14 August 2003 18 17 Home FMP Common Setup Budgeting EDBGrant S FBG09 12 FMP gt Budgeting gt Report History of Revision to Budget Income and Expenditure R FBG011 E Built in Template Please input the print criteria Sch Level Session Primary AM Accounting Yearcyvvviv vy 2001 2002 gt Source of Fund wooo Lodger Code AL z rf z Sub eer Code m jem al Format PDF X Report E Preview a priat EA To rite EJ Reet Gead Bookkeeping Staff Cost The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Source of Fund Ledger Code Sub Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the Preview amp Print button or ii generate and store the report in Report Management
96. come 4 000 000 00 1 885 685 67 2 333 333 33 gt SPA T G28001501 Grant income EEIE 0000 26 700 000 37 Gee 193011001501 Grant ncome i 3 500 000 00 Data Management E 6 000 000 00 2 500 000 00 200 gt Timetabling de eo Grant income 2 400 000 50 2 00000023 400 000 27 era teu r k1700500551 Grant income Korina I 9 000 00040 3 750 007 250 000 23 Security Top gt E Mail COLON Chart of Account Freeze for approval aa Zosen im ona i T Elantra Copyright 2011 Education Bureau The Government of the HKSAR Page 68 All Rights Reserved WebSAMS User Manual Version 1 4 If the EDB grant is entered in S FBG10 02 the system will perform a checking of EDB grant amount against the budget amount Upon saving a warning message will be prompted if the budget amount exceeds the EDB grant Budget will still be saved Budget can be prepared for more than one year Users are also allowed to prepare a five year budget forecast and print Five Year Forecast for Income and Expenditure Report R FBG10 E Users can only enter Income Account Code Negative amount is not allowed Zero amount can be captured in the budget input screens but it will be filtered in enquiry screens and all Budgeting Reports For schools with multiple school levels sessions users should review budget income for each of the school levels sessions separately e g for bi sessional school users can review budget
97. d the budget Please note that for the purpose of duties segregation the school account clerk does not have default access rights to freeze the budget For schools with accounting year ended in March the budget for April to March will be divided into two periods April to August and September to March with the ratio of 5 7 Users may amend the default value of the 1 period and the amount for 1 and 2 period will be used for printing reports by school years B Pre requisites 1 Draft Budget Expenditure has been prepared and the budget has been submitted to Principal for review 2 Budget has not yet frozen for approval 8 User Procedures Programme Level 1 Click FMP gt Budgeting gt Review Budget from the left menu 2 Click Expenditure tab 3 Select School Level Session and Accounting Year of the budget Schools with single school level session are required to select accounting year only The School Level Session is required to be selected for bi sessional or through train school Copyright 2011 Education Bureau The Government of the HKSAR Page 75 All Rights Reserved WebSAMS User Manual Version 1 4 D WebSAMS System Version 1 0 0 BUILD 17092003a Microsoft Internet Explorer v FMP gt Common Setup Budgeting EDB Grant Wesel Sch LeveliSession UCTE Accounting Year ate z Programme Code From ALL 7 X Budget Status Enquiry Report Bookkeeping Staff C
98. dated Expenditure Report by Grant Type R FBG021T Consolidated Five Year Forecast for Income and Expenditure R FBG022T Consolidated History of Revision to Budget Income and Expenditure R FBG023T Consolidated OEBG Expenditure Budget R FBGO20T Consolidated OEBG Expenditure Budget with School Level Breakdown R FBGO018T Consolidated OEBG Expenditure Report R FBG019T Consolidated Summary of Budget Income and Expenditure R FBG017T Consolidated Variance Report of Expenditure R FBG015T Consolidated Variance Report of Income R FBG014T Budgeting Report by School Year Accounting Period from April to March Budget and Expenditure Report R FBG005S Budget Expenditure by Programmes R FBG002S Budget Income by Ledger R FBG001S Expenditure Report by Grant Type R FBGO09S Five Year Forecast for Income and Expenditure R FBG010S History of Revision to Budget Income and Expenditure R FBG011S OEBG Expenditure Budget R FBG008S OEBG Expenditure Report R FBG007S Summary of Budget Income and Expenditure R FBGO06S Variance Report of Expenditure R FBG004S Variance Report of Income R FBGO03S Copyright 2011 Education Bureau The Government of the HKSAR Page 124 All Rights Reserved WebSAMS User Manual Version 1 4 Consolidated Report by School Year Accounting Period from April to March Consolidated Budget and Expenditure Report R FBG016S Consolidated Budg
99. e input screen Click Close to abort and return back to budget line input screen T WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer Home 61016002501 26 000 00 FMP 1017001501 poo p00 00 27 000 000 00 Common Setup e101 m2501 gt T00 Budgeting EDB Grant Meter as 01018001501 260 000 00 61017003501 900 000 00 Wee ass 1G1026001501 280 3 380 00 Review Budget RATEN Ori 5 800 00 ApproveRevers Revise Budget Enquiry Report 1030001501 61026001501 i 920 61029001501 T 2 500 00 Bookkeeping 61032001501 Staff Cost gt CAR Sales amp Stock Daily ea 21038001501 h 24 030 00 1 61033001501 7 8000 00 61034001501 Grant ir i 0 00 CLECE 1045001501 f 7 100 00 gt Report Management 61047001501 J 400 000 00 gt Customization Es ra Ea k aa E 161048001501 8 000 00 161049001501 k 615 426 88 61701001501 7 EE 1 535 496 00 1 445 530 00 0 00 0 00 Copyright 2011 Education Bureau The Government of the HKSAR Page 95 All Rights Reserved WebSAMS User Manual Version 1 4 F Retrieve Account Details Microsoft Internet Explorer Input Account Code Account Code cl 705001001 HB copy B5 ciose 7 a If the desired account code cannot be found click Chart of Account button to maintain Chart of Account Users can create a n
100. e budget LI Post effects 1 The selected budget lines will be copied over to the designated budget The school account clerk can begin to draft the budget income B Notes 1 The selected accounts with their corresponding budget amounts will be copied 2 Inactive account codes are not allowed to be selected for copying These account codes will be highlighted and displayed at the bottom of the Copy From budget line table Copyright 2011 Education Bureau The Government of the HKSAR Page 33 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Yersion 1 0 0 BUILD 17092003 Microsoft Internet Explorer File Edt Yew Favorites Tools Help pus in Time 18 09 2003 11 06 Logout Help PZM Current School Year 2002 18 September 2003 12 05 FMP Common Setup Budgeting EDB Grant Copy From Sch Level Session Primary AM Accounting Year 2003 2004 Status pect code o l ir on E 1003001501 Grant Income 10 000 00 S FBG01 03 FMP gt Budgeting gt Draft Budget Income gt Copy by Account Enquiry Report E 1004001552 Integrated Science Grant CDG Tf 20 000 00 Bookkeeping m 61074001504 TRF from General Fund Subscription AJC 5 000 00 ee CAR Remarks The above highlighted account codes are inactive and cannot be copied Sales amp Stock Daily Coll Sumi Copy To AAY Sch Level Session Primary AM gt Report Manageme Accounting
101. e input the print criteria EDBGrant School Level Primary Accounting Year YYYY YYY 200172002 gt Accounting Month 092001 x Source of Fund ALL E Ledger Code aL Z rfj z Sub Ledger Code ALL gt To ALL z Format POF z B Preview amp Print To File ED reset lt Jaack The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Accounting Month Source of Fund Ledger Code Sub Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 14 Consolidated Budget Expenditure by Programmes R FBG013 E R FBG013S E R FBG013T E R FBG013TS E This function allows users to generate the Consolidated Budget Expenditure by Programmes R FBG013 E R FBG013S E R FBG013T E R FBG013TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 138 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer 8 x Ble gdt yew Favorites Tools Help l uws fmpuser Login Time 14 03 2003 17 44 Logout Heip PXME Current School Year 2002 14 August 2003 18 32 Home FMP gt Common Setup Budgeting EDB Grant S FBG09 14 FMP gt
102. e refer to the dump screen below T WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer lO x Be Eat iow Faeries Teos Hp p l i Ea nifer Login Time 23 08 2003 19 22 Logout Help PZM Current School Year 2001 28 August 2003 19 24 FMP gt Common Setup S FBG06 04 FMP gt Budgeting gt Revise Budget gt Expenditure Budgeting EDB Grant Expen di tire Revise Budget Expenditure Sch Level Session Primary AM eves es8 Accounting Year 2011 2012 Programme Code WFMP Admin Programme Total Current Revised Budget Amount 20 460 001 96 Total Last Revised Budget Amount 20 460 001 96 Enquiry ee Total Original Budget Amount 8 720 001 79 Report Current Original Bookkeeping Revised Budget 2nd Period Amount Staff Cost gt CAR L Sales amp Stock 61004005001 Grant Expenses 6 000 000 50 50 2 2 500 000 21 3 500 000 29 6 000 000 50 6 000 000 50 gt Daily Coll Sumi 61004015001 Grant Expenses 6000033 400 000 00 480 000 33 860 000 33 860 000 33 r A Ei ETE 2024001001 jpa Expenses 4 000 000 00 1 666 666 67 2 333 333 33 4 000 000 00 860 000 96 Piss 2068001001 frone Expenses ame EE 700 000 37 1 200 00063 000 Report Manageme L i 2 63011001001 Grant Expenses Tea 3 500 000 00 Mtge ely gt Data Management gt Timetabling 63011001051 Grant Expenses E 000 000 400 000 27 2 400 000 50 0 00 AR Char of acount aaa Cem
103. earcvyVYNYYY I 1998 1999 z Draft Budget Exp osn 998 z Review Budget Approve Reversi Revise Budget Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summar Non Recurrent Gra Customization Copyright 2011 Education Bureau The Government of the HKSAR Page 121 All Rights Reserved WebSAMS User Manual Version 1 4 Z WebSAMS System ersion 1 0 0 BUILD 17092003a Microsoft Internet Explorer Eile Edit Yiew Favorites Tools Help Current School Year 2002 19 September 2003 11 45 FMP S FBG09 06 FMP gt Budgeting gt Report Common Setup I l nile P f Report has been submitted for generation Please go to the Reposito Budgeting view the generated report EDB Grant Budget and Committed Amount Report R FBG005 E Draft Budget Built in Template TET Please input the print criteria Sch Level Session Primary AM Accounting Year yyy YYYY 2003 2004 z Accounting Month 092003 Enquiry Source of Fund ALL X Report Ledger Code fall E To fall a gt Bookkeeping Sub Ledger Code pa aoa H Staff Cost Format POF z ai Sales amp Stock Daily Coll Sum Non Recurrent LQ Post effects 1 If Preview amp Print button is clicked the selected report is generated for users to preview in a pop up window 2 If To File button is clicked the selected report is generated and stored in Report Management Repository A
104. earning HKEAA FMP Common Setup Budgeting EDB Grant Draft Budget Draft Budget Review Buda Approve Reve CEE T Ge internet Ro A 1 Time 31 07 20071231 Logout Help dr2chvas Current School Year 2006 31 July 2007 12 42 Home Studentinfo Enq S FBG01 02 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income O Prepare Budget income Sch Level Session i Accounting Year 2112 2113 School Manageme Student Attendance Student Activities Award amp Punishme EDBGrant 0 00 Assessment Total Budget Amount 100 000 00 Status Draft Special Assessme Staff Deployment Staff T rocon 000 00 E 3 ko e e C eoa A 1003001501 Kicase click Add button to create Duda A HKAT Applied Lear HKEAA Chart of Account Submit for Review Add JZ Delete J save lt Back FMP Common Setup Budgeting EDB Grant a lige i Asr DTG ERS Ores 18 SAGD for Rename EM Wl Doc 27c AUM FMP B il Doc 27s AUM FMP B E Merosoft office Pictu g5 websams System EN 5 Rae 12 42 5 a Users can enter an account code directly or b Users can click the search picture next to Account Code text box to search and copy an account code from the pop up screen i Enter the account code and click Copy or Select button to copy the selected account code and return back to budget line input screen Copyright 2011 Education Bureau The Gover
105. een filled in before this field will show a zero amount Users can fill in an amount greater than zero and the auto validation feature will then be activated after the grant has been saved Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 13 WebSAMS User Manual Version 1 4 BeetmroughTamscheh Dia Teein Time 3107 2007 1021 Loci 1 Wee PAME Current School Year 2006 31 July 2007 11 30 gt Student gt Attendance gt Student Activities S FBG10 02 FMP gt Budgeting gt EDB Grant z Edit EDB Grant gt Award amp Punishme Sch Level Session Primary AM gt Assessment Accounting Year 2002 2003 gt Special Assessme pei tel 1 000 000 00 Seca bal save lt Jeack gt Applied Learning gt HKEAA FMP gt Common Setup Budgeting Berant Draft Budget Draft Budget Review Budgq Approve Reve Revise Budge Enquiry Report gt Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Sum Non Recurrent q gt Report Managemeres PT TTT Cap reme R10 4 6 Click Save button LI Post effects 1 It will enable the auto validation of the budget amount against the EDB grant when users are preparing budget The validation feature is turned on when the EDB grant amount is greater than 0 00 2 For checking purpose the EDB grant amount will appear in the budget income expend
106. el Session Accounting Year or School Year Accounting Month Programme Code Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL Sort By Voucher Date Voucher Number You can i view the report 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 The selection for Version is omitted if it is a school year report 4 12 Variance Report of Income R FBG003 E R FBG003S E This function allows the users to generate the Variance Report of Income R FBG003 E R FBG003S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 136 WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer le x ie Edt wem Faves Ios Heb E __ vs ser finpuser Login Time 14 08 2003 17 44 Logout 1 Help PLNE Current School Year 2002 14 August 2003 18 02 Home 7 a S FBG09 04 FMP gt Budgeting gt Report oC n Setup Variance Report of Income R FBG003 E Built in Template Budgeting Please input the print criteria EDBGrant Sch Level Session Primary AM Accounting Year YYYY YYY 2000 2001 z Accounting Month 09 2000 Source of Fund ALL Ledger Code ALL x To ALL 7 Sub Ledger Code ALL z
107. ent G3 r G1003001001 a ioe Chart of account P add Hoetet save eaa 16 Click Save button to save all the changes 17 Click Back button to go back to the Budget Expenditure Main Screen S FBGO02 04 Programme Level Li Post effects 1 The budget will be saved with all the changes 2 After reviewing the budget the Principal can freeze the budget for approval L Notes General 1 Budget can be prepared for more than one year Users are allowed to prepare a five years forecast of the budget and print Five Year Forecast for Income and Expenditure R FBG010 E 2 For schools with multiple school levels sessions users should review budget expenditure for each of the school levels sessions separately e g for bi sessional school users can review budget expenditure for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot review budget expenditure for PM session or vice versa Programme Level 1 It allows users to compare the amount of EDB Grant with the total budget expenditure for all the programmes Both amounts are shown on the screen 2 If a particular Programme has not been created users can click the Create New Programme button to create a new programme 3 Users can add the newly created programmes by pressing Add button and Save button Copyright 2011 Education Bureau The Gover
108. eport Management 000 0 00 0 00 Customization re a A 6 Click Add button to add a newly created programme and press the Save button 7 Click on the Programme Code hyperlink to view the budget lines Copyright 2011 Education Bureau The Government of the HKSAR Page 101 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 0 9 0 BUILD 16012003a Microsoft Internet Explorer FMP Common Setup Budgeting EDB Grant Draft Budget Inco Dreft Budget Exp Review Budget Approve Reversd Revise Budget Enquiry gt Sales amp Stock gt Deity Coll Summer Non Recurrent Gra Customization S FBG06 02 FMP gt Budgeting gt Revised Budget gt Expenditure School Level amp Session Secondary Whole Day Accounting Year 1998 1999 Revised Budget Expenditure From 0001 Administrative Programme To ACOO Academic Administration EDB Grant 0 00 Total Current Revised Budget Amount 32 950 936 56 Total Last Revised Budget Amount 32 950 936 56 32 832 503 56 Description Current Revised Budget Original Budget Amount Level Account Code 8 Enter the Revise Budget Amount into Current Revised Budget Amount column It must be greater than zero Current Revised Budget Amount column displays the budget amount of the current revision of the approved budget Last Revised Budget Amount column displays the last revised budget amount of
109. ess the Save button a eet tere 8177 as tenet tee eee B Current School Year 2006 31 July 2007 15 17 HKEAA FMP S FBG02 04 FMP gt Budgeting gt Draft Budget Expenditure gt Prepare Budget Expenditure Prepare Budget Expenditure Sch Level Session Primary AM Common Setup Budgeting EDB Grant Draft Budgett Accounting Year 2006 2007 Draft Budget H Programme Code From ALL To ALL Review Budge EDB Grant 1 000 000 00 Approve Reve Total Budget Amount 51 323 661 00 Revise Budge Enquiry Please click on the hyperlink to create budget for individual account code rt SRE Budget Amount Bookkeeping Programme Code Description 5 Budget Status gt f C 50 002 887 00 Freeze gt tock 4 2 887 00 Freeze Daily Coll Sumi 2 887 00 Freeze Non Recurrentq amin Programme 1 315 000 00 Freeze SPA gt R a ppor Managemen Create New Programme Submit for Review Revert to Draft Budget T aaa pe Delgte LJ Save Back Data Management Data Query Tool gt Timetabling Code Management Security gt E Mail Archive gt Customization Copyright 2011 Education Bureau The Government of the HKSAR Page 39 All Rights Reserved WebSAMS User Manual Version 1 4 Account Code Level 7 Click Add button to add a new budget line A blank budget line will appear Z WebSAMS System Version 1 0 0 B
110. et Expenditure by Programmes R FBG013S Consolidated Budget Income by Ledger R FBG012S Consolidated Expenditure Report by Grant Type R FBG021S Consolidated Five Year Forecast for Income and Expenditure R FBG022S Consolidated History of Revision to Budget Income and Expenditure R FBG023S Consolidated OEBG Expenditure Budget R FBG020S Consolidated OEBG Expenditure Budget with Bi sessional Breakdown R FBGO018S Consolidated OEBG Expenditure Report R FBG019S Consolidated Summary of Budget Income and Expenditure R FBGO017S Consolidated Variance Report of Expenditure R FBG015S Consolidated Variance Report of Income R FBG014S Consolidated School Level Report by School Year Accounting Period from April to March Consolidated Budget and Expenditure Report R FBGO16TS Consolidated Budget Expenditure by Programmes R FBG013TS Consolidated Budget Income by Ledger R FBG012TS Consolidated Expenditure Report by Grant Type R FBG021TS Consolidated Five Year Forecast for Income and Expenditure R FBG022TS Consolidated History of Revision to Budget Income and Expenditure R FBGO023TS Consolidated OEBG Expenditure Budget R FBGO20TS Consolidated OEBG Expenditure Budget with School Level Breakdown R FBG018TS Consolidated OEBG Expenditure Report R FBG019TS Consolidated Summary of Budget Income and Expenditure R FBG0O17TS Consolidated Variance Report of Expenditure R
111. ew account code or change the effective status of an account code by using this function COA Maintenance window will pop up No need to quit from filling in budget details Please refer to FMP Common Setup COA Maintenance user manual for detail information A dump screen for the pop up window is shown below b To exit from the COA maintenance click the cross box at the top right hand corner Copyright 2011 Education Bureau The Government of the HKSAR Page 96 All Rights Reserved WebSAMS User Manual Version 1 4 T http localhost 8080 jsp fcs coa searchAccount do Microsoft Internet Explorer Fi eX Fle Edt yew Favortes Tools Help ZA QAJ QBS Be S Address S heto focahos s0a0 jspitesicoalse S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account Account Source of Fund Code ALL Ledger Code C Sub Ledger Code ALL X Account Type fac a Account Range From ae o a t pae o ER search Ep reset M Page 1 7 of 24 Bottom Combined Account English Description Chinese Description Effective Effective Code Date Status r Grant Expenses WEH 0103 2002 pz m SN Grant nome REA a e m cIa Prior Year Adjustments EFRAIN 0103 2002 Fe GLONIOI SOR Chawbacl Amount Refunded BB ABSCEB 010200 Refundable to EMB E HAIDA fa 1003001 S04 TRF from General Fund Subscaptions HETER BME 0103 2002 E T
112. ew but has not been frozen User Procedures 1 Click FMP gt Budgeting gt Draft Budget Income from the left menu 2 Select School Level Session and Accounting Year It will exclude the accounting years with an approved budget 3 Click Search button to retrieve the existing budget for the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 28 All Rights Reserved WebSAMS User Manual Version 1 4 Home StudentInfo Enq School Management Student Attendance Student Activities Award amp Punishme Assessment Special Assessmerf Staff Deployment Staff cDS HKAT Applied Learning HKEAA FMP Common Setup Budgeting EDB Grant Logout Help PZ 4 1 Login Time 31 07 2007 12 31 Current School Year 2006 31 July 2007 15 00 S FBG01 01 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Prepare Budget Income Prepare Budget Income Sch Level Session l i AM 2112 211 Accounting Year Ex websams system Eh 7 a 4 Click Revert to Draft Budget to revert the budget to Draft status The screen will be changed to edit mode Logout Help xmi e 1 Login Time 31 07 2007 1231 Current School Year 2006 34 July 2007 14 47 Home Studentinfo Enq School Manageme Student Attendance Student Activities Award amp Punishme Assessment Special
113. for bi sessional school users can freeze budget income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot freeze budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 72 All Rights Reserved WebSAMS User Manual Version 1 4 2 4 3 Unfreeze Budget Income L Function Description This function allows the Principal to unfreeze the frozen budget for further modification After the budget has been unfrozen Principal can directly amend the budget The budget status will be changed from Freeze to Review The budget screen will be changed from display mode to edit mode LQ Pre requisites Budget Income has been frozen and the budget has not been approved User Procedures 1 Click FMP gt Budgeting gt Review Budget from the left menu 2 Select School Level Session and Accounting Year of the budget Schools with single school level session are required to select accounting year only The School Level Session are required to be selected for bi sessional or through train school Z WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer Ble Edt yew Favorites Tools Help User dennywoo Login Time 20 08 2003 10 27 Logout Help PXZM Current School Year 2002 20 August 2003 11 10 v FMP gt Common Setup eee XZ Expendi
114. freeze Budget to Approval Review Status gt Set up Programme Frozen Budget Pending for Approval Condition Condition Budget Income and Approve Budget Reverse Budget No revision of Expenditure are frozen approved budget No bookkeeping transactions Approved Budget No staff cost transactions Revise Budget Expenditure Copyright 2011 Education Bureau The Government of the HKSAR Page 5 All Rights Reserved WebSAMS User Manual Version 1 4 d Enquiry and Report Retrieve Bookkeeping Voucher read only Bookkeeping Module Budget and Committed gt Payment Voucher Amount gt Journal Voucher gt Petty Cash Voucher Budget Income and Retrieve Staff Cost Voucher read only l Staff Cost Module e gt Payroll Voucher Payment Voucher gt Provident Fund Voucher GSS Journal Voucher gt Provident Fund Voucher ORSO amp MPF Payment Voucher e Budget Check Check when voucher is saved as unposted Bookkeeping Staff Cost Update Receipts and Committed Budget Approved Amount Copyright 2011 Education Bureau The Government of the HKSAR Page 6 All Rights Reserved WebSAMS User Manual Version 1 4 1 4 Interactions with Other Modules Report Management RPT FBGO9 Report Housekeeping HSE FBGO1 Draft Budget Income FBGO2 Draft Budget Expenditure FBG03 Review Budget by Principal FBG04 Budget Approval FBG05 Revise Budget
115. fter clicking the To File button a textbox will pop up and users may fill in the description of the report in the textbox during report retrieval in Report Management Repository for easy reference 4 Notes 1 Different types of schools have different report categories They are as follows Whole Day with Accounting Period from September to August Budgeting Report by Accounting Year School Plan by School Year Bi sessional AM _ amp PM with Accounting Period from September to August Budgeting Report by Accounting Year Consolidated Report by Accounting Year School Plan by School Year Through Train with Accounting Period from September to August a Whole Day Secondary and Whole Day Primary Budgeting Report by Accounting Year Consolidated School Level Report by Accounting Year School Plan by School Year Copyright 2011 Education Bureau The Government of the HKSAR Page 122 All Rights Reserved WebSAMS User Manual Version 1 4 b Whole Day Secondary and Bi sessional AM PM Primary Budgeting Report by Accounting Year Consolidated Report by Accounting Year Consolidated School Level Report by Accounting Year School Plan by School Year Whole Day with Accounting Period from April to March Budgeting Report by Accounting Year Budgeting Report by School Year School Plan by School Year Bi sessional AM amp PM with Accounting Period from April to March Budgeting Rep
116. ged from Freeze to Review Budget screen will be changed from display mode to edit mode Users can make further amendments D D Notes 1 Budget income can only be unfrozen if the budget status has been frozen i e budget status Freeze and the budget has not been approved 2 All the accounts in the selected budget income will be unfrozen No individual accounts can be selected 3 After finished modifying the budget users should follow the business flow and freeze the budget Please refer to Chapter 2 4 2 Freeze Budget Income for Approval for details 4 For schools with multiple school levels sessions users should unfreeze budget income for each of the school levels sessions separately e g for bi sessional school users can unfreeze budget income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot unfreeze budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 74 All Rights Reserved WebSAMS User Manual Version 1 4 2 4 4 Edit Budget Expenditure B Function Description This function allows the Principal to review and amend the budget prepared by the programme leader or school account clerk and submit the budgeting reports for School Management Committee SMC approval Before the budget is frozen for approval the Principal can directly amen
117. get o Income o Expenditure Enquiry Report The following are some of the features of Budgeting Module a Users can input the EDB grant amount allocated by EDB as per Allocation Advice b Users can prepare and review Budget Income at the account level and Budget Expenditure at both the programme and account level c Principal can approve reverse budget with endorsement of School Management Committee d Users can revise the approved budget income expenditure with proper authorization Copyright 2011 Education Bureau The Government of the HKSAR Page 1 All Rights Reserved WebSAMS User Manual Version 1 4 Users can enquire on line information of budget income expenditure against receipt and committed amount Users can copy Budget Income and Expenditure to another school level session and accounting year This provides an effective and efficient means to prepare the budget When saving unposted vouchers in Bookkeeping and Staff Cost Modules budget check will be performed if the budget of the year has been approved The system will check the voucher accounting line amount against the budget amount and display messages for any insufficient fund Please refer to Bookkeeping and Staff Cost user manual for budget check details Users may choose to use Budgeting Module only or any other FMP modules However for better financial monitoring purpose it is recommended that if users plan to start using Budge
118. get will be listed Select the School Level Session and Accounting Year 3 Click Search button Copyright 2011 Education Bureau The Government of the HKSAR Page 93 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 1 0 0 BUILD 27082003 Microsoft Internet Explorer lB x ife in Time 28 08 2003 18 42 Logout Help PZE Current School Year 2002 28 August 2003 18 44 FMP S FBG05 01 FMP gt Budgeting gt Revise Budget gt Income Common Setup Budgeting EDB Grant y Revise Budget Draft Budget I Sch Level Session Primary AM Draft Budget Accounting Year rsgart 999 Review Budge Approve Reve Revise Budg Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent E O D nenet 4 4 Enter the Revised Budget Amount into the Current Revised Budget Amount column It must be greater than zero Current Revised Budget Amount column displays the budget amount of the current revision of the approved budget Last Revised Budget Amount column displays the last revised budget amount of the approved budget Original Budget Amount column displays the original budget amount of the approved budget 2 WebSAMS System Version 0 9 0 BUILD 16012003a Microsoft Internet E 18 x Ble Edt Yiew Favortes Tools Help a fay gm 200172003 15 40 Logout Help PZE Current School Year 2001 21 January 2003 10 05
119. gout Help PZM Current School Year 2002 20 August 2003 11 10 FMP gt Common Setup S FBG03 01 FMP gt Budgeting gt Review Budget gt income Budgeting EDB Grant Review Budget Draft Budget Income School Level amp Session Accounting Year 2002 2003 x incon Revise Budget Enquiry Report Bookkeeping gt Staff Cost gt CAR Sales amp Stock gt Daily Coll Summary Non Recurrent Grant 5 O T E internet 7 Copyright 2011 Education Bureau The Government of the HKSAR Page 63 All Rights Reserved WebSAMS User Manual Version 1 4 3 Click Search button The budget will be displayed 4 Click Add button to add a new budget line A blank line will appear Th websams System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer Fle Edt wiew Favortes Tools Help Current School Year 2002 20 August 2003 11 11 43 434 16 1017001501 Grant income te27ses235 jo1017002501 Grant income 20 538 00 HKAT HKEAA FMP 61017004501 Grant income 192 445 00 61018001501 Grant income T assos 61012001501 Grant Income 45787500 61020001501 Grant income 489470145 161022001501 Grant income 0 Common Setup Budgeting EDB Grant Draft Budget Income Draft Budget Exp Approve Reverse Revise Budget Enquiry Report e1025001501 Grant Income 61028001501 Grant income 61027001501 Grant income Bookkeeping 102800
120. he budget on behalf of School Management Committee SMC upon receiving the endorsement from SMC After the budget is approved the budget status will be changed from Freeze to Approved Modification on this approved budget can be made through the Revise Budget function Users can refer to this approved budget amounts as Original Budget amounts in the Revise Budget Enquiry and Reports B Pre requisites 1 Both Budget Income and Expenditure all Programmes of budget expenditure of the accounting year have been frozen that is budgets are in Freeze status User Procedures 1 Click FMP gt Budgeting gt Approve Reverse from the left menu 2 Select from the selection boxes School Level Session and Accounting Year to be approved Only school levels sessions and accounting years with Budget Income and Expenditure all programmes of budget expenditure being frozen will be listed 3 Click Approve button to approve both budget income and expenditure of the selected accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 88 All Rights Reserved WebSAMS User Manual Version 1 4 Fj WebSAMS System Version 0 9 0 BUILD 16012003a Microsoft Internet Explorer 18 xj Ele Edt View Favorites Toos Help a fer fpuser Last Login 17 01 2003 1537 Logout Help PE Current School Year 2001 20 January 2003 18 48 Home FMP S FBG04 01 FMP gt
121. ht 2011 Education Bureau The Government of the HKSAR Page 43 All Rights Reserved WebSAMS User Manual Version 1 4 4 After finished preparing the budget users should submit the budget to Principal for review Please refer to Chapter 2 3 2 Submit Budget Expenditure for details Programme Level 1 Common Setup Bookkeeping gt Staff Cost CAR gt Sales amp Stock gt Daily Coll Summa Non Recurrent Grams Report Management Customization Users cannot fill in the budget amount at programme level The system will display the total budget amount of all the budget expenditure accounts for each of the programme For schools with accounting period from April to March the budget amounts together with its corresponding 1 and 2 periods will also be displayed T WebSAaMs System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer o xj Ele Edt wew Favortes Tools Help User fmpuser Login Time 13 09 2003 10 56 Logot Help TRMA Current School Year 2001 18 September 2003 14 30 S FBG02 04 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Prepere Bodget Expenditure Budgeting A Sch Level Session Accounting Year 2008 2004 Programme Code From ALL To ALL EDB Grant 3 000 000 00 Total Budget Amount 1 008 970 001 78 Cou a TS Budget Amount for 1st Period 420 445 833 94 Budget Amount for 2nd Period 588 524 167 84 Enquiry
122. ht 2011 Education Bureau The Government of the HKSAR Page 59 All Rights Reserved WebSAMS User Manual Version 1 4 Z WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Click one of the radio buttons to select copying from i Committed Amount ii Draft and iii Revised Budget Expenditure If users choose Committed Amount the amount will consists of the summation of the unposted and posted vouchers amounts actual expenditure retrieved from the Bookkeeping and Staff Cost Modules If the users choose Draft Budget Expenditure budget expenditure amount will be retrieved from the draft budget of the selected school level session and accounting year If the users choose Revised Budget Expenditure budget expenditure amount will be retrieved from the revised budget latest revision of the approved budget of the selected school level session and accounting year Click Search button The account codes with budgeted or committed amount depends on the selection in Step 4 will be listed out Select the checkbox next to the account code Users can select one or more budget account lines to be copied at the same time AE Bile Edt yew Favortes Tools Help Draft Budget SPA Pua Zol Programme Code zin Time 23 08 2003 15 51 Logout Help PZM Current School Year 2001 28 August 2003 16 28 FMP a gt Common Setup S FBG02 07 FMP gt Budgeting gt
123. ils 9 For schools with multiple school levels sessions users should prepare draft budget income for each of the school levels sessions separately e g for bi sessional school users can prepare draft budget income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot prepare draft budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 23 All Rights Reserved WebSAMS User Manual Version 1 4 2 2 2 Submit Budget Income B Function Description This function allows the users to submit the budget income to Principal for review When school account clerk has finished the budget income preparation the school account clerk should submit the budget income to Principal for review Users should submit all the accounts for review in one time i e users cannot submit individual account for review After the budget income has been submitted for review the budget status will be changed from Draft to Review The budget screen will be changed to display mode No modification is allowed in Draft Budget Income function for the selected school level session and accounting year B Pre requisites 1 Budgeting Module must be effective 2 Accounting Year has been created 3 The Chart of Account Source of Fund Ledger Codes Sub Ledger Codes and Account Codes has been setup
124. ion is omitted if it is a school year report 4 10 Summary of Budgeting amp Actual Income and Expenditure R FBG025 E This function allows the users to generate the Summary of Budgeting amp Actual Income and Expenditure R FBG025 E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 134 All Rights Reserved WebSAMS User Manual Version 1 4 ea a a e e Current School Year 2010 14 September 2011 17 05 FMP S FBG09 74 FMP gt Budgeting gt Report common Summary of Budgeting amp Actual Income and Expenditure R FBG025 E Budgeting Built in Template EDB Grant Please input the print criteria Draft Budget I i Sch Level Session Primary AM Draft Budget Primary PH Secondary Whole Day Accounting Year YY Y Y YYY 2002 2003 Source of Fund All X Enquiry Ledger Code All To All w Report Sub Ledger Code All v To All v Version Draft v Format Staff Cost Ene vr gt CAR E Preview amp Print 5 To File Reset lt JBack The below criteria can be selected from this screen to generate report gt Bookkeeping School Level Session Accounting Year Source of Fund Ledger Code Sub Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the Preview amp Print button or ii generate and store the report in Repor
125. iture screens and some of the budgeting reports such as Budget Income by Ledger Report R FBG001 E and Budget Expenditure by Programmes R FBGO002 E B Notes 1 Upon saving the EDB grant amount the system will check the EDB grant against the total budget income and expenditure If the total budget exceeds the EDB grant a warning message will be displayed But the system will still save the record Please see the dump screen below Copyright 2011 Education Bureau The Government of the HKSAR Page 14 All Rights Reserved WebSAMS User Manual Version 1 4 Current School Year 2006 31 July 2007 11 31 gt Student gt Attendance gt Student Activities S FBG10 02 FMP gt Budgeting gt EDB Grant Record updated success fulls WE RE o 51045 Total Budget Amount is greater than EDB Grant Amount gt Assessment gt Special Assessmer Edit EDB Grant Sch Level Session Primary AM gt Staff Deployment Accounting Year 2002 2003 gt Staff EDB Grant Amount 1 000 000 00 gt HKAT gt Applied Learning gt HKEAA FMP gt Common Setup Budgeting EDBGrant Draft Budget Draft Budget gt Bookkeeping gt Staff Cost gt CAR Sales amp Stock gt Daily Coll Sum Non Recurrent q gt Report Managemeres Done PT TTT Lap remet 100 4 2 School with single school level session is not required to select from the School Level Session
126. k Non Recurrent G4 5 ff fap internet Copyright 2011 Education Bureau The Government of the HKSAR Page 86 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects 1 The status for budget expenditure will be changed from Freeze to Review Budget lines will be changed from display mode to edit mode Users can make further amendments L Notes 1 Budget expenditure can be unfrozen if the budget has been frozen i e budget status Freeze and the budget has not been approved Individual programmes can be selected to unfreeze After finished modifying the budget users should follow the business flow and freeze the budget for SMC to approve Please refer to Chapter 2 4 5 Freeze Budget Expenditure for Approval for details For schools with multiple school levels sessions users should unfreeze budget expenditure for each of the school levels sessions separately e g for bi sessional school users can unfreeze budget expenditure for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot unfreeze budget expenditure for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 87 All Rights Reserved WebSAMS User Manual Version 1 4 2 5 Approve Reverse 2 5 1 Budget Approval L Function Description This function allows the users to approve t
127. lp PAME Current School Year 2002 20 August 2003 11 10 FMP Common Setup Budgeting EDB Grant Draft Budget income School Level amp Session Accounting Year 2002 2003 x Revise Budget Enquiry Report Bookkeeping Staff Cost gt CAR gt Sales amp Stock gt Daily Coll Summary gt Non Recurrent Grant a a 3 Click Search button The budget will be retrieved 4 Click Freeze for Approval button to freeze the budget for School Management Committee s approval The budget will be changed to display mode Only Back and Unfreeze buttons will appear on the screen ID Internet Copyright 2011 Education Bureau The Government of the HKSAR Page 70 All Rights Reserved WebSAMS User Manual Version 1 4 F WebSAMS System Version 1 0 0 BUILD 27082003 Microsoft Internet Explorer S lolx Current School Year 2007 28 Auaust 2003 16 54 FMP i dget gt gt ee S FBG03 02 FMP gt Budgeting gt Review Budg Income Budgeting EDB Grant z Review Budget Sch Level Session Accounting Year EDB Grant zo Total Toa eles Amam A ee Amount Revise Budge Enquiry Report Bookkeeping m fetoosoorsor 003001501 Staff Cost or Chart of Account Freeze for Approval P aaa Z oelete save Jack Sales amp Stock Daily Coll Sum Non Recurrent amp Current School Year 2002 26 August 2003 19 41 Staff Deployment al S S FBG03 02 FMP gt Budgeting gt
128. mization l E i gt Bey SSS Post effects re ae d CE uoaa Z It will list out the budgeting status according to the selected accounting year range The budget status will be grouped by accounting year and budget type Income Expenditure Expenditure budget may have more than one budget status in a particular School Level Session and Account Year since users can draft submit and freeze expenditure programmes individually Notes 1 If it is a Bi sessional or Through Train School users can select School Level Session from the selection criteria Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 118 WebSAMS User Manual Version 1 4 2 8 Report 2 8 1 Generate Report L Function Description Users can generate the Budgeting reports through this report function All categories list contains all the reports available under the Budgeting module These reports are further grouped separately into different categories according to number of school level session and accounting period Users can view the reports for the following categories Budgeting Report by Accounting Year Consolidated Report by Accounting Year Consolidated School Level Report by Accounting Year Budgeting Report by School Year Accounting Period from April to March Consolidated Report by School Year Accounting Period from April to March Consolidated School Level Report
129. n Bureau The Government of the HKSAR Page 144 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSaMs System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer l x Ele Edt wew Favorites Joos Help E o va ser fmpuser Login Time 14 02 2003 17 44 Logout Help PEE Current School Year 2002 14 August 2003 18 52 S FBG09 19 FMP gt Budgeting gt Report Consolidated OEBG Expenditure Budget with Bi sessional Breakdown R F5 amp G018 E FMP Common Setup Budgeting EDB Grant Built in Template Please input the print criteria School Level Primary Accounting Yearcvy YY YYY 200172002 4 Source of Fund ALL edger coe aad E AC Version foa Format PDF X Report E Preview a print Ite rie Ef Reet eack Bookkeeping Staff Cost The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Source of Fund Ledger Code Version Draft Original Revised Format PDF WORD RICHTEXT EXCEL You can i view the report 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 The selection for Version is omitted if it is a school year report 4 21 Consolidated OEBG Expenditure Report R FBG019 E R FBG019S E R FBG019T E R FBG019TS E This function allows the users to generate the C
130. n Bureau The Government of the HKSAR Page 60 All Rights Reserved WebSAMS User Manual Version 1 4 9 Click Confirm button to copy the selected budget account lines to the designated budget Once confirmed the system will bring users to Prepare Budget Expenditure screen All the budget lines of the designated school level session and accounting year will be listed including those newly copied budget lines Please refer to Chapter 2 3 1 Prepare Budget Expenditure for details in modifying the budget Li Post effects 1 The selected budget accounting lines will be copied over to the designated budget The school account clerk can begin to draft the budget expenditure L Notes 1 The selected accounts with its corresponding budget amounts will be copied 2 Users may select an account with its corresponding amounts for copying over to several programmes 0 00 budgeted amount will not be shown in the copying screen If the same account code exists in the Copy To school level session and accounting year users will be prompted to overwrite or retain the existing budget If users click OK button the system will overwrite the existing budget with the copied budget Microsoft Internet Explorer E x l C Duplicate Data detected Are you sure to overwrite the data lt 2 Following Account Codes are existed in the Following Programme Code 61004005001 Account Code in WFMP Programme Code
131. naes 2 3 2 Submit Budget Expenditure cccscccssscssscesssesseccseccesecevecesscesseceacecanseanseneeeseesseesneeeneeees 2 3 3 Revert Budget Expenditure issesiseerisrearieneneeenisnnpieent ieaiai ie 2 3 4 Cop DY ad RON TOMINE SEa AE R AE EA E A A AA AR 2 3 5 CODY DY ACCOUNT areeni iee eE REER Ee E SENE de Se NES EEEE TER E TEE eas 2 4 REVIEW BUDGET rerai reaa esa 0 EGS aE STR a SPER aE 2 4 1 Edit Budget INCOME saei neea a a a n e a soy a a aeia 2 4 2 Freeze Budget Income for Approval sssssssesesesseseeeesseesrerssrerresreeresresserrrssresrssresres 2 4 3 Unfreeze Budget INCOME ceritera aa A eei AE EE AEREE E AEREE ELERESE 2 4 4 Edit Budget Expenditure s ccssscsicczesseus out yeunedende tote seeneubbes EEE E E E RRi 2 4 5 Freeze Budget Expenditure for Approval cccccccccsssccessseceeseeeesecteaeceeceeceeeeeaeceeaaeenaes 2 4 6 Unfreeze Budget Expenditure ccccccscccsssecesceesseceececeeceeceseceesaecseaceceeeeeesaeeeeaaeceeaeeeeaes 2 5 APPROVE REVERSE DEEE RR NEE EE ET NE I E A E EE E A 2 5 1 Budget Approval oreeson et ia EEEE TEO TOA 2 5 2 Reverse Budget Approval ainiin eak aeon EEE E E bac A EE ERE EEE aT 2 6 REVISE BUDGET maraa naa a a e a e a a a Sage PE Sue hese 2 6 1 Revise Budget INCOME nininini a i i i 2 6 2 Revise Budget Expenditure cccccccsccccsscceesseceseceesseceesneceeneecseceeaecseaeeceeeeeaeceeaaeceenees 1 Pa AEE ELO E pea ile i carte E ENSEN N A NEA 1 2 7 1 Budget And Receipts sice onenian inean EEA ONE ENEA E E
132. nding budget income expenditure pending for review and not yet frozen will not be included in the drop down list of the Accounting Year to be approved 3 To facilitate the users to check the budget status and to ensure both Budget Income and Expenditure are frozen it is recommended that users should enquire the Budgeting Status of Income and Expenditure by using the enquiry function refer to Chapter 2 7 Copyright 2011 Education Bureau The Government of the HKSAR Page 89 All Rights Reserved WebSAMS User Manual Version 1 4 2 WebSAMS System ersion 1 0 0 BUILD 13082003c Microsoft Internet Explorer Ele Edit Wew Favorites Tools Help Home FMP gt Common Setup Budgeting Budgeting Status of Income and Expenditure EDB Grant School Level amp SessionSecondary Whole Day Accounting Year fal St Sd Draft Budget Inc a From ALL Z To ALL z Draft Budget Exp Review Budget S FBG08 09 FMP gt Budgeting gt Enquiry gt Budgeting Status of Income and Expenditure Approve Revers Revise Budget Budget Type Enquky IRRA noome j Report Bookkeeping Income Expenditure Staff Cost CAR Sales amp Stock Thoome Expenditure Daily Coll Summa Income Expenditure Non Recurrent Gra Report Management Customization 4 For schools with multiple school levels sessions users should approve budget for each of the school levels sessions separately e g for bi sessional
133. nditure Prepare Budget Expenditure Sch Level Session Primary AM Accounting Year 2003 2004 Programme Code CHIN Chinese Subject Total Budget Amount for 7 000 00 Status Draft this Programme Enquiry Report Bookkeeping Staff Cost T CAR Sales amp Stock Daily Coll Sum A E Non Recur 01038001 051 chin Ext Reading Bk Materials Exp 02027001 001 cowo B Please click Add button to create budget Grant Expenses Report Manag Customization b Modify Budget Expenditure To modify an existing budget of an accounting year users should follow these procedures 1 Click FMP gt Budgeting gt Draft Budget Exp from the left menu 2 Select School Level Session and Accounting Year It will exclude the accounting years with an approved budget 3 Click Search button to retrieve the existing budget for the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 42 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 17092003 Microsoft Internet Explorer Ele Edt View Favorites Tools Help Current School Year 2002 18 September 2003 13 58 FMP Common Setup Budgetin wcities Gopi by Programme Copy by Account Zo EDB Grant Prepare Budget Expenditure Sch Level Session Primary AM 2 Accounting Year 2003 2004
134. nditure Budgeting BEE Revise Budget Expenditure Draft Budget Sch Level Session ary AM VEETEE Accounting Year 2003 2004 z CEU TTS Programme Code From ALL CIs Approve Revel Revise Budg Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sumi Non Recurrent 5 If the desired programme code cannot be found click Create New Programme button to maintain programme COA Maintenance window will pop up Users can create a new programme code or changing the effective status of a programme code by using this function Please refer to FMP Common Setup COA Maintenance user manual for detail information TJ WebSAMs System Version 1 0 0 BUILD 17032003 Microsoft Internet Explorer ee Biol x User fmpuser Login Time 19 09 2003 1237 Logout 1 Help PZE Current School Year 2002 19 September 2003 12 40 5 F8G06 02 FMP gt Budgeting gt Revise Budget gt Expenditure Common Setup Budgeting EDS Grant Draft Budget inc Draft Budget Ex Ce git i EOBGrant 3 000 000 Total Currert Revised Budget Amount 3 000 00 Total Last Revised Budget Amount 3 000 00 Total Original Budget Amount 3 000 00 Current Revised Last Revised Programme Budget Amount Budget Amount Code Chinese Sutiect 7 900 00 7 900 00 7 000 00 Sales amp Stock 10 000 00 10 000 00 10 000 00 Daily Coll Si 6 000 00 6000 00 6 000 00 WNonRecurrent Gr 30 000 00 30 000 00 30 000 00 gt R
135. nes and add in new budget lines History of Revision to Budget Income and Expenditure Report R FBG011 E will capture all the revision history For schools with an accounting year ending in March the budget for April to March will be split into two periods April to August and September to March with a ratio of 5 7 Users may amend the default value of 1 period and the amount for 1 and 2 period will be used for generating reports by school years LQ Pre requisites 1 Endorsement must be received from School Management Committee SMC before the Principal or the school account clerk is allowed to edit the budget 2 The budget must be approved 8 User Procedures Programme Level 1 Click FMP gt Budgeting gt Revise Budget from the left menu 2 Click Expenditure tab 3 School Level Session and Accounting Year with approved budget will be listed Select the School Level Session and Accounting Year and the Programme Code range 4 Click Search button Copyright 2011 Education Bureau The Government of the HKSAR Page 100 All Rights Reserved WebSAMS User Manual Version 1 4 Z WebSAMS System Version 1 0 0 BUILD 17092003a Microsoft Internet Explorer _ 0 x File Edit Yiew Favorites Tools Help in Time 18 09 2003 18 16 Logout Help PXA Current School Year 2002 18 September 2003 19 23 FMP Conon Setar S FBG06 01 FMP gt Budgeting gt Revise Budget gt Expe
136. nment of the HKSAR Page 18 All Rights Reserved WebSAMS User Manual Version 1 4 ii Click Close to abort and return back to budget line input screen F Retrieve Account Details Microsoft Internet Explorer Input Account Code Account Code G1026001 504 Search Account Code Fund Source amp Ledger Code 61026 Staff Development Grant AIC SMI SBM Sub Ledger Code 001 Staff Development gt Account Code 504 TRF from General Fundi Subscription AC 7 6 a If the desired account code cannot be found click Chart of Account button to maintain Chart of Account COA Maintenance window will pop up Users can create a new account code or change the effective status of an account code by using this function There is no need to quit from filling in budget details Please refer to FMP Common Setup COA Maintenance user manual for detail information b After updating the Chart of Account click the cross box at top right hand corner and close the pop up window Copyright 2011 Education Bureau The Government of the HKSAR Page 19 All Rights Reserved WebSAMS User Manual Version 1 4 3 http 192 168 6 151 jsp fcs coa searchAccount do Microsoft Internet Explorer L Fle Edt yew Favortes Tools Help S FCS07 02 FMP gt Common Setup gt Chart of Account Maintenance gt Account Source of Fund Code falL X Ledger Code ALL
137. nment of the HKSAR Page 80 All Rights Reserved WebSAMS User Manual Version 1 4 4 Users can remove a selected programme by clicking the Delete button However the system will only confirm the deletion after users press the Save button 5 For schools with accounting period April to March budget amount split into 1 and 2 periods will also be displayed The system will also automatically apportion the 1st period and 2nd period amount into 5 7 ratio if the budget amount has been entered Account Code Level 1 If a particular account code has not been created users can click Chart of Account button to create a new one 2 Users can remove a selected budget line by clicking the Delete button However the system will only confirm the deletion after users press the Save button 3 For ease of reference the total budget for the programme is shown on the screen 4 For school with accounting period April to March budget amount split into 1 and 2 periods will also be displayed The system will also automatically apportion the 1 period and 2 period amount into 5 7 ratio by default if the budget amount has been entered Users can also update the 1 period amount 0 x E WebSAMS System Yersion 0 9 0 BUILD 071 12002 Microsoft Internet Explorer File gdt View Favorites Tools Help nifer Login Time 20 03 2003 15 00 Logout Help PZM Current School Year 2001 20 August 2003 15 01
138. nting Year It will exclude accounting year with approved budget 3 Click Add button to prepare a new budget for the selected school level session and accounting year cDS HKAT Applied Learning HKEAA FMP Common Setup Budgeting EDB Grant Draft Budget Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent SPA Report Manageme Data Management Data Query Tool Current School Year 2006 31 July 2007 16 52 S FBG01 01 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Persona Prepare Budget income Prepare Budget Income Sch Level Session Primary AM x Accounting Year 200672007 z CEE T iO internet Ris 4 4 Click Add button to add a new budget line A blank line will be displayed Copyright 2011 Education Bureau The Government of the HKSAR Page 17 All Rights Reserved WebSAMS User Manual Version 1 4 Current School Year 2006 31 July 2007 12 31 Home S FBG01 02 FMP gt Budgeting gt Draft Budget Income gt Prepare Budget Income Student Info Enq Schoo Managemet AT EE I Prepare Budget income SEL Prepare Budget Income Attendance Sch Level Session Primary AM Student Activities Accounting Year ABET CESS EDB Grant 0 0 nonr Total Budget Amount 0 00 Status Draft Special Assessme Staff Deployment Staff Please click Add button to create budget cDS LET Ema Applied L
139. o File button The selection for Version is omitted if it is a school year report 4 23 Consolidated Variance Report of Expenditure R FBG0O15 E R FBG015S E R FBG015T E R FBGO15TS E This function allows the users to generate the Consolidated Variance Report of Expenditure R FBGO15 E R FBG015S E R FBG0O15T E R FBG0O15TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 147 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer 8 x File gdt yew Favorites Toos Help Links a fmpuser Login Time 14 03 2003 17 44 Logout Help PRE Current School Year 2002 14 August 2003 18 44 Home FMP Common Setup Budgeting EDB Grant S FBG09 16 FMP gt Budgeting gt Report Consolidated Variance Report of Expenditure R FBG015 E Built in Template Please input the print criteria School Level Priraary J Accounting Yearcy vY Y Y YYY 200172002 Accounting Month foar2o01 Programme codo fs te fa Source of Fund ALL Leder Code Atal w AL Report Sub Ledger Code fay To fac Ca version ort Format POF X 1B Preview amp Print ER To File E Reset Back The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Accounting Month Programme Code Source of
140. oft Internet Explorer S FCS04 02 FMP gt Common Setup gt Chart of Account Maintenance gt Programme _EDB Defined Code Source of Fund IJA Ledger Sub Ledger Account _ Sch Level Session Primary AM Accounting Year YYYY YYYY 2003 2004 Page comnonc E CHIN Chinese Subject Pac ee r ENGL English Subject XH 0109 2003 F r Mam Mathematics Subject SB oo Ff m WEME Admin Programme Admin Programme 11 10 2002 F E Done CE internet A 7 If any of the budget lines is not required users can delete budget line by selecting the checkbox next to the programme code and click Delete button Users can select one or more budget lines to be deleted at the same time 8 Click Save button to save all the changes Click on the hyperlink of programme code to create budget expenditure at account code level Account Code Level 10 Click Add button to add a new budget line A blank line will appear 3 WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer Current School Year 2001 20 August 2003 14 46 FMP gt Common Setup S FBG03 06 FMP gt Budgeting gt Review Budget gt Expenditure Budgeting Expenditure EDB Grant Review Budget Expenditure School Level amp Session ondary Accounting Year 3001 3002 Programme Code WFMP Admin Programme Total Budget Amount for this 23 230 00 Statas Review Programme Enqui
141. ol Year These reports are aimed for schools with accounting period from April to March They consolidate budgets from multiple School Levels Sessions These reports will be printed according to School Year and are suffixed by TS These reports have ranges from FBG012TS to FBGO23TS 4 Different reports may have different set of input criteria 4 1 Budget and Expenditure Report R FBG005 E R FBGO05S E This function allows the users to generate the Budget and Expenditure Report R FBGO0O5 E R FBGOO5S E based on the selected print criteria WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer Tlel xj Ble Edt Yew Favorites Tools Help k uw User fmpuser Login Time 14 03 2003 17 44 Logout Help PEE Current School Year 2002 14 August 2003 18 07 Pe S FBG09 06 FMP gt Budgeting gt Report irc Please input the print criteria EDB Grant Sch Level Session Primary AM Accounting Yearcvvyvavyv 200172002 Accounting Month 092001 Source of Fund Lodger Code fat a Sub Ledger Code p tO ALC Report Format POF gt Bookkeeping E Preview amp Print ii To File ED Reset Back gt Staff Cost Copyright 2011 Education Bureau The Government of the HKSAR Page 126 All Rights Reserved WebSAMS User Manual Version 1 4 The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Accounting M
142. ong Fai AC WE m GIOS TRF from General Domain HRA 0103202 m ControlGrants AC RENREN m COUM Grant Expenses RREME 0103 2002 pe m GlOOso0s501 Grant Income WEA 0103 2002 pe GOO Prior Year Adjustments EFRAIN 0103 2002 fe m Gio0s005503 Clawhack Amount Refunded BARE CEB 01032002 p Refundable to EMB E PBPA E TT N O E N O T A E PEIN i O T anat 7 8 Click Save button 9 Click Back button to return back to Revise Budget Income search page without saving the record Copyright 2011 Education Bureau The Government of the HKSAR Page 97 All Rights Reserved WebSAMS User Manual Version 1 4 2 WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer Home 161016001501 das 61016002501 Common Setup e101 7001501 000 27 000 000 00 27 000 000 00 Budgeting eae SE ES EDB Grant pamona 000 150 000 00 150 000 00 ETAT 61017003501 oo aa Draft Budget Exp 61018001501 Review Budget 161026001501 Approve Revers Mise Budget Enquiry 161026001501 1027001501 Report 461029001501 t 2500 2 500 00 Bookkeeping ot 030001501 gt 13500 w 1350000 Staff Cost gt CAR Sales amp Stock 01033001501 i 800000 8 000 00 61032001501 f s000 1350000 13 500 00 E 61034001501 0 0 00 000 Non Recurrent Graalverreen ty 24 030 00 565 356 63 Report Management i z t 161045001501 97 100 00 97
143. onsolidated OEBG Expenditure Report R FBG019 E R FBG019S E R FBG019T E R FBGO019TS E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 145 All Rights Reserved WebSAMS User Manual Version 1 4 F webSams System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer 16 file Edt View Favorites Tools Help Links a er fimpuser Login Time 14 03 2003 17 44 Logout 1 Help 1 PXLRE Current School Year 2002 14 August 2003 18 53 S FBG09 20 FMP gt Budgeting gt Report te Setup Consolidated OEBG Expenditure Report R FBG019 E Built in Template Dugang Please input the print criteria EDB Grant School Level Primary Accounting Yearcy yY YAYYY 2001 2002 z Accounting Month 09 2001 z Source of Fund a z Ledger Code AL SJ rofa z Format PDF Report E Preview amp Print To File EJ Reset lt Jeack gt Bookkeeping gt Staff Cost CAR gt Sales amp Stock The below criteria can be selected from this screen to generate report School Level Accounting Year or School Year Accounting Month Source of Fund Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 22 Consolidated Summary of Budget Income and Expenditure R FBG
144. onth Source of Fund Ledger Code Sub Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 2 Budget Expenditure by Programmes R FBG002 E R FBG002S E This function allows users to generate the Budget Expenditure by Programmes R FBG002 E R FBG002S E based on the selected print criteria 2 webSaMs Syste ersion 1 0 0 BUILD 13082003a Microsoft Internet Explorer Current School Year 2002 14 August 2003 17 59 S FBG09 03 FMP gt Budgeting gt Report Budget Expenditure by Programmes R FBG002 E Built in Template Please input the print criteria Sch Level Session Pamary AM Accounting Yearcvyy viv vv 2000 2001 Programme Code ALL x To ALL z Source of Fund ALL ba Ledger Code ALL Z To fAL z Sub Ledger Code ALL zj To ALL z Version Dran z Format o z E Preview amp print ER To File Kp Reset GBack The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Programme Code Source of Fund Ledger Code Copyright 2011 Education Bureau The Government of the HKSAR Page 127 All Rights Reserved WebSAMS User Manual Version 1 4 Sub Ledger Code Version Draft Original Revised
145. ool Level Session from the selection criteria 2 The Sub Ledger will not be displayed if the budget amount is zero and the summation of all the unposted and posted vouchers is zero Copyright 2011 Education Bureau The Government of the HKSAR Page 115 All Rights Reserved WebSAMS User Manual Version 1 4 A WebSAMS System Version 0 9 0 BUILD 071 12002 Microsoft Internet Explorer 5 x file EGR View Favortes Took Help anas fer Lo Current School Year 2001 20 August 2003 17 20 gt HKAT gt HKEAA S FBG08 07 FMP gt Budgeting Enquiry gt Budget Income and Expenditure by Sub Ledger FMP Budget Income and Expenditure by Sub Ledger Sch Level Session Primary AM X Budgeting EDB Grant Accounting Year 2001 2002 x drat Budget Version Draft Approved Revised Meter Ledger Code From ALL gt gt Common Setup To ALL X Sub Ledget Code From fait X t aL SSS J Bookkeeping Staff Cost Expenditure Difference CAR Ledger Code Sub Ledger Code a b Sales amp Stock Daily Coll Sum litikak 005 Technic Subjects 6 000 0000 __6 000 2000 _ 200 00 gt SPA O15 Activity Approach Non recurrenct Grant 850 000 33 860 000 35 0 00 Ledger Total 6 860 000 83 6 860 200 83 200 00 Report Manageme Data Management 61009 Other Recurrent Grant AC gt Timetabling 001 Other Recurrent 0 00 100 00 109 00 ee E Ledger Total 0 0
146. or submission For schools with multiple school levels sessions users should submit draft budget income for each of the school levels sessions separately e g for bi sessional school users can submit draft budget income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot submit draft budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 27 All Rights Reserved WebSAMS User Manual Version 1 4 2 2 3 Revert Budget Income B Function Description This function allows the users to revert the submitted budget income to Draft status If the budget requires an amendment after it has been submitted for review the Principal may revert the budget to Draft for the School Account Clerk to work on the budget again provided that the budget has not been frozen by the Principal After the budget income is reverted to Draft status the budget status will be changed from Review to Draft The budget screen will be changed from display mode back to edit mode B Pre requisites 1 Budgeting Module must be effective 2 Accounting Year has been created 3 The Chart of Account Source of Fund Ledger Codes Sub Ledger Codes and Account Codes has been set up 4 Account Codes must exist and must be effective Budget Income has been submitted to Principal for revi
147. ort by Accounting Year Budgeting Report by School Year Consolidated Report by Accounting Year Consolidated Report by School Year School Plan by School Year Through Train with Accounting Period from April to March a Whole Day Secondary and Whole Day Primary Budgeting Report by Accounting Year Budgeting Report by School Year Consolidated School Level Report by Accounting Year Consolidated School Level Report by School Year School Plan by School Year b Whole Day Secondary and Bi sessional AM PM Primary with Accounting Period from April to March Budgeting Report by Accounting Year Budgeting Report by School Year Consolidated Report by Accounting Year Consolidated Report by School Year Consolidated School Level Report by Accounting Year Consolidated School Level Report by School Year School Plan by School Year Consolidated Reports are only available for Bi sessional Schools and Through Train Schools The following reports are available Budgeting Report by Accounting Year Accounting period from September to August Budget and Expenditure Report R FBG005 Budget Expenditure by Programmes R FBG002 Budget Income by Ledger R FBG001 Expenditure Report by Grant Type R FBG009 Five Year Forecast for Income and Expenditure R FBG010 History of Revision to Budget Income and Expenditure R FBGO11 OEBG Expenditure Budget R FBG008 OEBG Expenditure Report R FBG007
148. ost CAR Sales amp Stock PED Coll Sum Non Recurrent 4 Click Search button The budget will be retrieved 5 Click Add button to add an existing programme and press Save button WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer s lol xj File Edt Yiew Favorites Toos Help FMP gt Common Setup Budgeting EDB Grant School Level amp Session Draft Budget H Accounting Year Se Programme Code From ALL To ALL EDB Grant 767 678 870 00 Total Budget Amount 23 230 00 Enquiry Budget Report Programme Description Amount Budget Status Book Code ookkeenina Staff Co gt CAR pee Sales amp Stock Daily Coll Sum Non Recurrent G2 Freeze for Approval Unfreeze D sma Create New Programme 6 If the desired programme code cannot be found click Create New Programme button to maintain programme COA Maintenance window will pop up Users can create a new programme code or changing the effective status of a programme code by using this function Please refer to FMP Common Setup COA Maintenance user manual for detail information A dump screen for the pop up window is shown below To exit from COA Maintenance users have to click the cross box at the top right hand corner Copyright 2011 Education Bureau The Government of the HKSAR Page 76 All Rights Reserved WebSAMS User Manual Version 1 4 2 WebSAMS System Micros
149. r Login Time 13 09 2003 18 16 Logout Help PXM Current School Year 2002 18 September 2003 19 25 FMP gt Common Setup S FBG03 03 FMP gt Budgeting gt Review Budget gt Expenditure income UENCE Budgeting MI Review Budget Expenditure WCHETTEI SchLevel Session arylh WETTEE Accounting Year 2002 2003 7 Programme Code From l ALL x ApproveRe To aL x Revise Budge Budget Status Enquiry Report gt Bookkeeping Staff Cost a EJ Sales amp Stock gt Daily Coll Sum Non Recurrent amp 4 Click Search button The budget will be retrieved Copyright 2011 Education Bureau The Government of the HKSAR Page 83 All Rights Reserved WebSAMS User Manual Version 1 4 5 Check in the selection box to select the individual programmes 6 Click Freeze for Approval button to freeze the selected programmes for approval Those budget lines will be changed to display mode No modification is allowed for those programmes once the budget status changes from Review to Freeze The screen for account code level of this programme will display a Back button only Z WebSAMS System Version 1 0 0 BUILD 25082003a Microsoft Internet Explorer File Edit Wew Favorites Tools Help Current School Year 2002 26 August 2003 20 07 FMP gt ing gt Revi dget gt gt Common Setup S FBG03 04 FMP gt Budgeting gt Review Budget g
150. r more budget lines to be copied at the same time Z WebSAMS System Version 1 0 0 BUILD 17092003 Microsoft Internet Explorer Bie Edt yew Favortes oos Hep puse in Time 13 09 2003 11 06 Logout 1 Help PZM Current School Year 2002 18 September 2003 12 00 Home FMP gt Common Setup BJEN Budgeting Copy From EDB Grant Sch Level Session Primary AM 7 f Accounting Year 2003 2004 Status Daft sect code Se sans on 61003001501 Grant income 10 000 00 S FBG01 03 FMP gt Budgeting gt Draft Budget Income gt Copy by Account Enquir 61004001552 Integrated Science Grant CDG 20 000 00 Report 161074001504 TRF from General Fund Subscription A C f 5 000 00 gt Bookkeeping 62003001501 Grant income Set gt Staff Cost i j gt CAR Copy To Sch Level Session Primary AM ETM Accounting Year aoosn006 7 a Confirm lt Jeack D Internet 7 7 Select School Level Session and Accounting Year for the designated Budget in Copy To section 8 Click Confirm button to copy the selected budget line s to the budget income of the selected accounting year Once confirmed the system will bring the users to the Prepare Budget Income screen All the budget lines of the designated school level session and accounting year will be listed including those newly copied budget lines Please refer to Chapter 2 2 1 Prepare Budget Income for details in modifying th
151. ramme to another programme or several programmes It provides an effective and efficient means to prepare budget B Pre requisites 1 Budgeting Module must be effective 2 A Draft or Revised budget has been created or Committed Amount i e unposted and posted vouchers have been paid from Bookkeeping Staff Cost Modules 3 The budget or committed amount for the School Level Session and Accounting Year to be copied must contain at least one budget accounting line 4 To proceed with the copying function the budget of the designated copy to school level session and accounting year should not have been created or the budget is in Draft status 5 The new programme code must exist and be effective in the Copy to School Level Session and Accounting Year 6 The selected budget must contain budget lines with amount greater than 0 00 Otherwise those budget lines with amount 0 00 will be filtered out Yi User Procedures 1 Click FMP gt Budgeting gt Draft Budget Exp from the left menu 2 Click Copy by Account tab The system will bring users to a Copy From screen Copyright 2011 Education Bureau The Government of the HKSAR Page 58 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Of xj puser Login Time 18 09 2003 17 13 Logout Help PZM Current School Year 2001 18 September 2003 1
152. re requisites 1 Budget has been prepared or vouchers have been created User Procedures 1 Click FMP gt Budgeting gt Enquiry from the left menu 2 Select the enquiry of Budget Income and Expenditure by Sub Ledger Click Go button Copyright 2011 Education Bureau The Government of the HKSAR Page 113 All Rights Reserved WebSAMS User Manual Version 1 4 Current School Year 2001 7 August 2003 11 50 S FBG08 01 FMP gt Budgeting gt Enquiry aves Enquiry Budget Income and Expenditure by Sub Ledger x EDB Grant Draft Budget I Draft Budget FMP gt Common Setup Report gt Bookkeeping Staff Cost gt CAR gt Sales amp Stock pe Non Recurrent 4 2003 10 50 Logout Help PXE urrent School Year 2001 7 August 2003 11 51 FMP S FBG08 06 FMP gt Budgeting gt Enquiry gt Budget Income and Expenditure by Sub Ledger gt Common Setup Budget Income and Expenditure by Sub Ledger Budgeting EDB Grant Draft Budget I Draft Budget SchLevel Session Secondary Whole Day Accounting Year 2001 2002 Version Draft Approved C Revised Ledger Code From C1706 Approved Coll for Specific Purposes AIC To 61009 Other Recurrent Grantac x Sub Ledger Code Fom far i To ALL 7 U March Staff Cost can 4 Sales amp Stock Daily Coll Sumrg Non Recurrent GJ m e E Z The details will be shown Click Reset button to reset the
153. review amp Print button or ii generate and store the report in Report Management Repository by clicking the To File button 4 5 Five Year Forecast for Income and Expenditure R FBG0O10 E R FBGO0010S E This function allows the users to generate the Five Year Forecast for Income and Expenditure R FBG0O10 E R FBG0010S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 129 All Rights Reserved WebSAMS User Manual Version 1 4 p WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer x r finpuser Login Time 14 02 2003 17 44 Logout Help PRE Current School Year 2002 14 August 2003 18 16 Home nes S FBG09 11 FMP gt Budgeting gt Report re Setup Five Year Forcast for Income and Expenditure R FBG010 E Built in Template Budgeting Please input the print criteria EDBGrant Sch LeveliSession Primary AM Accounting Year yY YY YYY 2001 2002 x Source of Fund fa zi Ledger Code fat a refa z Format PDF Preview amp Print To File Reset Back The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Source of Fund Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report online by clicking the Preview amp Print button or ii generate and store the report in Report Management Repository
154. rs should reverse budget for each of the school levels sessions separately e g for bi sessional school users can reverse budget for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot reverse budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 92 All Rights Reserved WebSAMS User Manual Version 1 4 2 6 2 6 1 Revise Budget Revise Budget Income Function Description This function allows the users to revise an approved budget income Users may edit any of the existing budget lines and add in new budget lines History of Revision to Budget Income and Expenditure Report R FBG0O11 E will capture all the revision history For schools with accounting year ending in March the budget for April to March will be split into two periods April to August and September to March with the ratio of 5 7 Users may amend the default value of the 1 period and the amount for 1 and 2 period will be used for generating reports by school years Pre requisites 1 Endorsement must be received from School Management Committee SMC before the Principal or the school account clerk edits the budget 2 The budget must be approved User Procedures 1 Click FMP gt Budgeting gt Revise Budget from the left menu 2 School Level Session and Accounting Year with approved bud
155. ry Report Bookkeeping r G10030101 Grant Expenses Staff Cost CAR Chart of Account Aaa Hoetete 1 save Jeack Sales amp Stock Daily Coll Sum Non Recurrent G3 10 S B iteme Z Copyright 2011 Education Bureau The Government of the HKSAR Page 77 All Rights Reserved WebSAMS User Manual Version 1 4 11 a Users can enter an account code directly or b Users can click the search picture next to Account Code text box to search and copy an account code from the pop up screen i Click Copy or Select button to copy the account code and return back to budget line input screen ii Click Close to abort and return back to budget line input screen WebSAMS System Yersion 1 0 0 BUILD 30072003c Mic File Edt View Favorites Tools Help Home FMP Common Setup Budgeting EDB Grant Draft Budget Income Draft Budget Exp A Retrieve Account Details Microsoft Internet Explorer 11b i 12 Fill in the Budget Amount It should be greater than zero Approve Reverse Revise Budget Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Summary Non Recurrent Grant School Level amp Session Accounting Year Programme Code Total Budget Amount for this Programme r G10030101 BEE Input Account Code Account Code Search Account Code Fund Source amp Ledger CoNe Sub Ledger Code ccount Code cl 705001001
156. s Tools Help 99 2003 11 06 Logout 1 PEE trent School Year 2002 18 September 2003 13 58 FMP gt Common Setup S FBG02 03 FMP gt Budgeting gt Draft Budget Exp gt Prepare Budget Expenditure Budgeting EDB Grant Prepare Budget Expenditure Prepare Budget Expenditure Sch Level Session Primary AM Accounting Year 2003 2004 x Programme Code From AL E X To ALL x Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent 4 Select the Programme Codes to submit for Principal review Users can select one or more programme codes to be submitted at the same time 5 Click Submit for Review button to submit the draft budget expenditure to Principal for review Those budget lines will be changed to display mode No modification is allowed for those selected programmes The Budget Status will be changed from Draft to Review And the screen for account code level of this ramme will display a Back button only FMP gt Common Setup axonne Prepare Budget Expenditure oe Sch Level Session Primary AM WR IS Accounting Year 2003 2004 Programme Code From ALL To ALL Review Budget EDB Grant 3 000 000 00 atiii Total Budget Amount 52 000 00 Revise Budget Enquiry Please cick on the hyperlink to create budget tor individual account code Report n Programme Budget Amount Bookkeeping Staff Cost HN aes Chinese Subject 6 0
157. s a school year report OEBG Expenditure Report R FBG007 E R FBG007S E This function allows the users to generate the OEBG Expenditure Report R FBG007 E R FBG007S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 132 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System Version 1 0 0 BUILD 13082003a Microsoft Internet Explorer t fimpuser Login Time 14 03 2003 17 44 Logout 1 Help PERE Current School Year 2002 14 August 2003 18 10 S FBG09 08 FMP gt Budgeting gt Report OEBG Expenditure Report R FBG007 E Built in Template Please input the print criteria Sch Level Session Primary AM Accounting Yearcvvvvavvyy 2001 2002 Accounting Month fosr2001 Source of Fund a o CUS Ledger Code aL z roj z Format PDF Report E Preview a print EA Te rite Ep Reset Juack Bookkeeping gt Staff Cost gt CAR gt Sales amp Stock The below criteria can be selected from this screen to generate report School Level Session Accounting Year or School Year Accounting Month Source of Fund Ledger Code Format PDF WORD RICHTEXT EXCEL You can i view the report 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 4 9 Summary of Budget Income and Expenditure R FBGOO6 E R
158. search criteria to default options Click Back button to go back to the enquiry menu page Copyright 2011 Education Bureau The Government of the HKSAR Page 114 All Rights Reserved WebSAMS User Manual Version 1 4 Version FMP Seer Ledger Code From C1706 Approved Coll for Specific Purposes AC Budgeting To 61009 Other Recurrent Grant AC 7 EDB Grant Sub Ledger Code Draft Budget Inc Draft Budget Exp Revise Budget Expenditure Difference Enquiry Ledger Code Sub Ledger Code a b Report Bookkeeping 1706 Approved Coll for Specific Purposes Staff Cost ja 61 900 00 CAR 001 _Blectricity Purpose 002 Specific Purposes Colection Portion 155 040 00 155 040 00 0 00 Sales amp Stock 251 940 00 313 840 00 61 900 00 Daily Coll Summa Be Non Recurrent Gr gt Report Management Envircewnental Protection Fund _ 2 500 00 2 500 00 Ledger Total 6 00 2 500 06 2 500 00 Customization 1001 Block Grant A C 004 Substitute Teacher edget Total 270 000 00 270 000 00 Li Post effects 1 It will list out all the budget income against expenditure for easy comparison The search result can be defined through a combination of criterions such as School Level Session accounting year version Draft Approved Revised ledger code range and sub ledger code range L Notes 1 If it is a Bi sessional or Through Train School the users can select the Sch
159. ses AJC E Daily Coll Summa i Non Recurrent Gra ooi pacino Aupo c lon Portion Report Management Customization E aaa ited 155 040 00 451 680 00 3 360 00_ Sub Ledger Total 155 040 00 151 680 00 3 360 00 Ledger Total 251 940 00 246 480 00 5 460 00 je r L 1707 Environmental Protection Fund i i ji R i 001 Environmental Protection Fund L f i S income 3000 64000 2500 00 Sub Ledger Total sanal 6 400 00 2 500 00 Ledger Total 3 900 00 6 400 00 2 500 00 ajre 7 Ej Done ff Internet z Post effects 1 It will list out and compare all the budget income against the receipts of the selected School Level Session and Accounting Year Notes 1 If it is a Bi sessional or Through Train School the users can select the School Level Session from the selection criteria 2 The account will be filtered away if the budget amount is zero and no unposted voucher has been created 3 For school with accounting period from April to March two more columns will be shown to display the corresponding 1 and 2 period budget i e April to August and September to March respectively Copyright 2011 Education Bureau The Government of the HKSAR All Rights Reserved Page 109 WebSAMS User Manual Version 1 4 3 WebSAMS System Version 0 9 0 BUILD 071 12002 Microsoft Internet Explorer ioj xj Ble Edt Yew Favortes Jocs tiep ifer Login Time 20 03 2003 1500 Logot Help PZE
160. t Budgeting gt Enquiry gt Budgeting Status of Income and Expenditure Budgeting Budgeting Status of Income and Expenditure EDB Grant School Level amp Second ole Day Session ii Accounting Year From 1998 1999 To 20002001 Draft Budget BR Search Preset lt Jpack Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Sum Non Recurrent 4 a 5 The details will be shown Click Reset button to reset the search criteria to default options Click Back button to go back to the enquiry menu page Copyright 2011 Education Bureau The Government of the HKSAR Page 117 All Rights Reserved WebSAMS User Manual Version 1 4 3 WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer file Edt yew Favorites Tools Help 31922 Logout Help PACHA urrent School Year 2001 28 August 2003 19 49 gt HKAT gt HKEAA FMP S FBG08 09 FMP gt Budgeting gt Enquiry gt Budgeting Status of Income and Expenditure Common Setup Budgeting Status of Income and Expenditure Sch Level Session Primary AM Accounting Year From ALL hd i To ALL 7 Budgeting EDB Grant R search EF reset Geaen Accounting Year Budget Type Bookkeeping Staff Cost CAR Sales amp Stock Daily Coll Su Non Recurrernt SPA Report Manageme Data Management Timmetabling Code Management Security gt E Mail gt Custo
161. t Expenditure Record saved successtully EE expenditure Review Budget Expenditure Sch Level Session Pamary AM Accounting Year 2006 2007 Programme Code From ALL To ALL Budgeting EDB Grant Draft Budget H Perea tr EDB Grant 9 Total Budget Amount 3 280 00 a _ S Budget prog ae Description Amount Budget Status Report Bookkeeping O WME Admin Programme 3 E Staff Cost CAR Sales amp Stock Daily Coll Sum unfreeze E aaa Zoeter E save Bac Non Recurrent GM4 T B Internet 4 File Edit View Favorites Tools Help Current School Year 2002 26 August 2003 20 08 FMP gt Common Setup S FBG03 06 FMP gt Budgeting gt Review Budget gt Expenditure Budgeting EDB Grant Expenditure Review Budget Expenditure Sch Level Session i ETET Accounting Year Programme Code Total Budget Amount for this 280 Status Freeae Revise Budget Programme Enquiry Budget Amount Account Code Description Report Bookkeeping Ir 1700501001 Expenses 3 280 00 Staff Cost Sales amp Stock Daily Coll Sum Non Recurrent Gog Copyright 2011 Education Bureau The Government of the HKSAR Page 84 All Rights Reserved WebSAMS User Manual Version 1 4 Li Post effects 1 The status for the selected budget expenditure will be updated to Freeze Users cannot edit the budget once it is frozen The relevant reports can be
162. t Management Repository by clicking the To File button Variance Report of Expenditure R FBG004 E R FBG004S E This function allows the users to generate the Variance Report of Expenditure R FBG004 E R FBGO04S E based on the selected print criteria Copyright 2011 Education Bureau The Government of the HKSAR Page 135 All Rights Reserved WebSAMS User Manual Version 1 4 gt HKEAA FMP gt Common Setup Budgeting EDB Grant Draft Budget Ii Draft Budget H Review Budge Approve Reve Revise Budget Enquiry Report gt Bookkeeping gt Staff Cost gt CAR Sales amp Stock gt Daily Coll Sumi gt Non Recurrent S FBG09 05 FMP gt Budgeting gt Report User super Login Time 03 09 2009 09 58 Logout Help PIMA Current School Year 2007 _8 September 2009 12 52 Variance Report of Expenditure R FBG004 E Built in Template Please input the print criteria Sch Level Session Accounting Year Y YYYY YYY Accounting Month Programme Code Source of Fund Ledger Code Sub Ledger Code Version Format Sort By Voucher Date O Voucher No Primary AM 2009 2010 E 09 2009 EJ All E To All All All To All All Gd To all Draft PDF i Preview amp Print To File Reset lt Back The below criteria can be selected from this screen to generate report School Lev
163. t effects 1 The draft budget will be submitted to Principal for review The budget status for the programme will be changed from Draft to Review The budget line will be changed to display mode No modification is allowed in Draft Budget Expenditure function for the budget line L Notes 1 The users can revert the budget back to Draft status for further modification provided that the Principal has not yet frozen the budget for approval Please refer to Chapter 2 3 3 Revert Budget Expenditure for details 2 Individual programme can be selected for submission Selected budget expenditure programme will be frozen and submitted for review 3 For schools with multiple school levels sessions users should submit draft budget expenditure for each of the school levels sessions separately e g for bi sessional school users can submit draft budget expenditure for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot submit draft budget expenditure for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 48 All Rights Reserved WebSAMS User Manual Version 1 4 2 3 3 Revert Budget Expenditure B Function Description This function allows the users to revert the submitted budget expenditure lines to the Draft status If any of the budgeted programmes requires an amendment af
164. t income Karina 9 000 000 40 3 750 000 17 5 250 000 gt E Mail Top Customization x Chart of Account Pasa sve lt Joack Bib vocal intranet F 10 Budget can be prepared for more than one year Users are also allowed to prepare a five year budget forecast and print a Five Year Forecast for Income and Expenditure Report R FBG10 E For Draft Budget Income application the system only allows users to enter Income Account Code Negative amount is not allowed Zero amounts can be captured in the budget input screens but it will be filtered away in the enquiry screens and all Budgeting Reports After the budget has been revised the current revised budget amount will be set to the last revised budget amount For schools with multiple school levels sessions users should revise budget income for each of the school levels sessions separately e g for bi sessional school users can revise budget income for AM session and PM session separately For schools with one server two WebSAMS or two servers two WebSAMS users in AM session cannot revise budget income for PM session or vice versa Copyright 2011 Education Bureau The Government of the HKSAR Page 99 All Rights Reserved WebSAMS User Manual Version 1 4 2 6 2 Revise Budget Expenditure B Function Description This function allows the users to revise approved budget expenditure Users may edit any of the existing budget li
165. t representing the unposted and posted vouchers amounts actual expenditure will be grouped under 1 and 2 period For the amount of the 1 period it includes unposted and posted vouchers from April to August For the amount of the 2 period it includes unposted and posted voucher from September to March 6 WebSAMS System Version 0 9 0 BUILD 07112002 Microsoft Internet Explorer Ble Edt yew Favorites Tools Help Ea Current School Year 2001 2 October 2003 19 04 FMP gt Common Setup S FBG02 07 FMP gt Budgeting gt Draft Budget Exp gt Copy by Account Budgeting _Copy by Programme ISISPAZZIND Prepare Budget Expenditure EDB Grant Copy From Wee Sch Level Session eae hole Day Accounting Year Status Committed Amount Programme Code WIMP A Ai Progamme Budget Budget ao Amount Amount meee Amount for 1st for 2nd Period Period Enquiry oon I 61004005001 Grant Expenses Bookkeeping Staff Cost Copy To CAR Sch Level Session PrimaryiAM X Sales amp Stock Accounting Year 2001 2002 Daily Coll Summ Programme Code Non Recurrent 8 If the users choose to copy from Revised Budget Expenditure and the selected school level session and accounting year budget has not been approved no record will be retrieved in the search result Copyright 2011 Education Bureau The Government of the HKSAR Page 62 All Rights Reserved WebSAMS User Manual Version 1 4 2 4 Re
166. ter it has been submitted for review the programme leader or school account clerk can revert the programme to change the budget status back to Draft provided that the budget has not been frozen by the Principal After the budget expenditure line is reverted to Draft status the budget status will be changed from Review to Draft The budget line will be changed from display mode back to edit mode B Pre requisites 1 Budgeting Module must be effective 2 An Accounting Year has been created 3 Programme Code must exist and must be effective 4 The Chart of Account Source of Fund Ledger Codes Sub Ledger Codes and Account Codes has been set up a1 Account Code must exist and must be effective Budget Expenditure line has been submitted to Principal for review but has not been frozen 8 User Procedures 1 Click FMP gt Budgeting gt Draft Budget Expenditure from the left menu 2 Select School Level Session and Accounting Year It will exclude accounting year with approved budget 3 Click Search button to retrieve the existing budget for the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 49 All Rights Reserved WebSAMS User Manual Version 1 4 E WebSAMS System Yersion 1 0 0 BUILD 1 7092003 Microsoft Internet Explorer 09 2003 11 06 Logout Help PZE trent School Year 2002 18 September 2
167. the approved budget Original Budget Amount column displays the original budget amount of the approved budget Z WebSAMS System Version 0 9 0 BUILD 16012003a Microsoft Internet Explorer Home FMP Common Setup Budgeting EDB Grant Draft Budget Inco Draft Budget Exp Review Budget Approve Reversd Revise Budget Enquiry Report Bookkeeping Staff Cost CAR Sales amp Stock gt Daily Coll Summa Non Recurrent Gra Customization Current School Year 2001 21 January 2003 11 54 Secondary Whole Day 1998 1999 0001 Administrative Programme Total Current Revised Budget Amount 32 942 936 56 Total Last Revised Budget Amount 32 942 936 56 Total Original Budget Amount 32 824 503 56 o Last Revised Budget Amount Original Budget Amount a P T awe Copyright 2011 Education Bureau The Government of the HKSAR Page 102 All Rights Reserved WebSAMS User Manual Version 1 4 9 a If the desired account code cannot be found click Chart of Account button and the COA Maintenance window will pop up Users can create a new account code or change the effective status of account code by using this function The system allows the users to perform the Chart of Account function while remaining in the filling in of budget details function Please refer to FMP Common Setup COA Maintenance user manual for detail information A dump screen for the pop up window is shown below
168. the budget income does not need to be determined for individual programme Features include 1 Users can choose to select the account code or enter the account code manually for fast input of the budget 2 Only one set of draft budget can be maintained by this function for each year The budget year can be the current or future budget year 3 Estimates for available funding will be maintained separately for AM and PM session for bi sessional primary school and each school level session for through train school 4 The budget can be modified only if it has not been submitted to the Principal for review Pre requisites 1 Budgeting Module must be effective 2 Accounting Year has been created 3 The Chart of Account Source of Fund Ledger Codes Sub Ledger Codes and Account Codes has been setup 4 Account Codes must exist and must be effective 5 To add a new Budget Income the budget for the selected accounting year must not exist 6 The budget of the selected accounting year must exist and must be in the Draft status i e has not been submitted to Principal for review for amendment of the budget Copyright 2011 Education Bureau The Government of the HKSAR Page 16 All Rights Reserved WebSAMS User Manual Version 1 4 D User Procedures a Add New Budget Income 1 Click FMP gt Budgeting gt Draft Budget Income from the left menu 2 Select School Level Session and Accou
169. ting for the coming year they should set the Budgeting Module Effective Date on or before the start of the Accounting Year or before entering any Bookkeeping or Staff Cost transactions If the users choose not to use the Budgeting Module then all the unposted vouchers created in Bookkeeping and Staff Cost Modules will not go through the budget check process Besides if the users choose to set Budgeting Module effective date later than Bookkeeping and Staff Cost Modules effective dates then all the unposted vouchers created before the Budgeting Module effective date will not go through the budget check process Copyright 2011 Education Bureau The Government of the HKSAR Page 2 All Rights Reserved WebSAMS User Manual Version 1 4 1 2 Function Chart Budgeting EDB Grant Draft Budget Income gt Copy by Account gt Prepare Budget Income Draft Budget Expenditure gt Copy by Programme gt Copy by Account gt Prepare Budget Expenditure Review Budget gt Income gt Expenditure Approve Reverse gt Budget Approval gt Reverse Budget Approval Revise Budget gt Income gt Expenditure Enquiry Budget and Receipts Budget and Committed Amount Budget Income and Expenditure by Sub Ledger Budgeting Status of Income and Expenditure Report Copyright 2011 Education Bureau The Government of the HKSAR Page 3 All Rights Reserved WebSAMS User Manual Version 1 4 1 3 Flow Diagr
170. to edit mode Q Pre requisites Budget Expenditure has been frozen and the budget has not been approved 8 User Procedures 1 Click FMP gt Budgeting gt Review Budget from the left menu 2 Click Expenditure tab Select School Level Session and Accounting Year of the budget Schools with single school level session are required to select accounting year only The School Level Session are required to be selected for bi sessional or through train school 4 Select Programme Codes to be unfrozen Click Unfreeze button to allow users to modify the budget again And the Budget Status will be changed from Freeze to Review e WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer File dit Yiew Favorites Tools Help FMP gt Common Setup S FBG03 04 FMP gt Budgeting gt Review Budget gt Expenditure Record updated successfully Budgeting ae caa CIT Review Budget Expenditure ETT School Level amp Session Secondary Whole Day _ Accounting Year 3001 3002 Programme Code From ALL To ALL EDB Grant 767 678 870 00 Total Budget Amount 23 230 00 Enquiry _ aaaaaaaaaaaaaaaaasasasaaaaasaasamammsmsmmns vV Report Budget Bookkeeping Hs are Description Amount Budget Status Staff Cost e cee Admin Programme rar Freeze Sales amp Stock Daily Coll Sum qreate New Programme Freeze for Approval p Add X Delete save Bac
171. ture EDB Grant P she Review Budget Draft Budget Income School Level amp Session Primary AM Draft Budget Exp Accounting Year 2002 2003 7 ApproveReverse S FBG03 01 FMP gt Budgeting gt Review Budget gt Income Revise Budget Enquiry Report gt Bookkeeping gt Staff Cost CAR gt Sales amp Stock gt Daily Coll Summary Non Recurrent Grant Click Search button The budget will be retrieved 4 Click Unfreeze button to allow users to modify the budget again The Budget Status will be changed from Freeze to Review Copyright 2011 Education Bureau The Government of the HKSAR Page 73 All Rights Reserved WebSAMS User Manual Version 1 4 WebSAMS System ersion 1 0 0 BUILD 25082003a Microsoft Internet Explorer File Edit View Favorites Tools Help urrent School Year 2002 26 August 2003 19 49 Staff Deployment al S FBG03 02 FMP gt Budgeting gt Review Budget gt Income Staff v FMP Common Setup income Review Budget Budgeting Sch Level Session EDB Grant Accounting Year EDB Grant 20 00 Total Total Budget Amount 000 States Freee Amount 50 00 Statas Budget Account Code Amount Revise Budget Enquiry io 1003001501 Grant Income Report Bookkeeping Unfreeze Staff Cost CAR Sales amp Stock 4 Daily Coll Sur Non Recurrent G4 Li Post effects 1 The status for budget income will be chan
172. ture budget by copying the programmes of Committed Amount Draft or Revised Budget Expenditure from one School Level Session and Accounting Year to another School Level Session and Accounting Year It provides an effective and efficient means to prepare budget Q Pre requisites 1 Budgeting Module must be effective 2 A Draft or Revised budget has been created or Committed Amount i e unposted and posted vouchers have been paid from Bookkeeping Staff Cost Modules 3 The budget or committed amount for the School Level Session and Accounting Year to be copied must contain at least one budget accounting line 4 To proceed with the copying function the budget of the designated copy to school level session and accounting year should not have been created or the budget is in Draft status 5 The new programme code must exist and be effective in the Copy to School Level Session and Accounting Year 6 The selected budget must contain budget lines with amount greater than 0 00 Otherwise those budget lines with amount 0 00 will be filtered out User Procedures 1 Click FMP gt Budgeting gt Draft Budget Exp from the left menu 2 Click Copy by Programme tab The system will bring users to Copy From screen Copyright 2011 Education Bureau The Government of the HKSAR Page 52 All Rights Reserved WebSAMS User Manual Version 1 4 Th WebSAMS System Version 1 0 0
173. udget and Receipts Sch Level Session PrimaryiAM Weitere Accounting Year 2001 2002 CEET Account Code From m e E ER search P reset lt Jeack Report Bookkeeping swil a CAR Sales amp Stock Daily Coll Sumn C E oanret 5 The details will be shown 6 Click Reset button to reset the search criteria to default options 7 Click Back button to go back to the enquiry menu page Copyright 2011 Education Bureau The Government of the HKSAR Page 108 All Rights Reserved WebSAMS User Manual Version 1 4 J websams System Version 1 0 0 BUILD 06082003 Microsoft Internet Explorer Fle Edt Yew Favorites Tock Help lB xi FMP S FBG08 05 FMP gt Budgeting gt Enquiry gt Budget and Receipts gt Common Setup Budgeting EDB Grant Budget and Receipts School Level amp Session Sanda hole Da Accounting Year Draft Budget inc tad 2001 2002 Account Code From 1706001501 income x Draft Budget Exp To 1707001501 income x Review Budget Approve Revers Revise Budget Enquiry Report Income Budget List as at 7 August 2003 fime 07 08 2003 10 50 Logout 1 PME Current School Year 2001 T August 2003 11 35 Balance Bookkeeping Ledger Sub Ledger Account Code a b Staff Cost CAR Sales amp Stock 1706 Approved Col tor Specific Purpo
174. unt will be retrieved from the revised budget latest version of the approved budget of the selected school level session and accounting year Copyright 2011 Education Bureau The Government of the HKSAR Page 53 All Rights Reserved WebSAMS User Manual Version 1 4 T WebSAMS System Version 1 0 0 BUILD 17092003 Microsoft Internet Explorer E JAIS Ele Edt yew Favortes Jos Hep e puser Login Time 12 09 2003 17 16 Logout Help PZE Current School Year 2002 18 September 2003 17 16 FMP S FBG02 01 FMP gt Budgeting gt Draft Budget Exp gt Copy by Programme Common Setup Budgeting EDB Grant by From Sch Level Session Primarsam gt C Committed Amount Draft Budget Expenditure Accounting Year 2003 2004 gt C Revised Budget Expenditure Enquiry 5 Report gt Bookkeeping gt Staff Cost CAR gt Sales amp Stock Daily Coll S gt Non Recurrent E internet y 5 Click Search button The budget amounts for all programmes are shown Select the check box next to the programme code for the budget line to be copied User can select one or more programme codes to be copied at the same time E WebSAMS System Version 1 0 0 BUILD 17092003 Microsoft Internet Explorer Ele Edt View Favorites Tools Help si gin Time 18 09 2003 17 16 Logout Help PZE Current School Year 2002 18 September 2003 17 21 FMP S FBG02 02 FMP gt Budgeting gt Dr
175. view Budget 2 4 1 Edit Budget Income L Function Description This function allows Principal to review and amend the budget prepared by the school account clerk before submitting the budgeting reports for School Management Committee SMC to approve Before the budget is frozen for approval Principal can directly amend the budget Please note that for the purpose of duties segregation the school account clerk does not have default access rights to review budget For schools with accounting year ended in March the budget for April to March will be divided into two periods April to August and September to March with the ratio of 5 7 Users may amend the default value of the 1 period And the amount for 1 and 2 period will be used for printing reports by school years LQ Pre requisites 1 Draft Budget Income has been prepared and the budget has been submitted to Principal for review 2 Budget has not yet frozen for approval 8 User Procedures 1 Click FMP gt Budgeting gt Review Budget from the left menu 2 Select School Level Session and Accounting Year of the budget Schools with single school level session are required to select accounting year only School Level Session is required to be selected for bi sessional or through train school Z WebSAMS System Version 1 0 0 BUILD 13082003c Microsoft Internet Explorer E 5 xj e e ER en Taote Toos e User dennywoo Login Time 20 08 2003 10 27 Lo
176. y SEC e Check users access right to allow users to add edit view delete or submit the budget for review e Insert Audit Trail e Common Setup FCS e Budgeting Module is set to be effective in School Accounting Information e Account Code must exist e Account Code must be effective e Accounting Year must exist e Bookkeeping FBK e Retrieve the Receipts from the Bookkeeping vouchers e Staff Cost FSC e Retrieve the Receipts from the Staff Cost vouchers LQ FBG02 Draft Budget Expenditure e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to allow users to add edit view delete or submit the budget for review e Insert Audit Trail e Common Setup FCS Budgeting Module is set to be effective in School Accounting Information Programme Code must exist Programme Code must be effective Account Code must exist Account Code must be effective Accounting Year must exist e Bookkeeping FBK e Retrieve the Committed Amount from the Bookkeeping vouchers e Staff Cost FSC e Retrieve the Committed Amount from the Staff Cost vouchers B FBGO03 Review Budget by Principal e Housekeeping HSE e Retrieve School Level Session descriptions e Security SEC e Check users access right to allow users to add edit view delete or freeze the budget for the School Level Session e Insert Audit Trail e Common Setup FCS e Budgeting Module is set to

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