FMS User Manual revised 2014 - Schools' Choice

1 SIMS FMS. user Manual Contents Page No Introduction 4. Buttons 5. Setting Up 7. Managing Users: Add user 7. Edit user 7. Delete user 8. Define & Change Access Rights 8. Passwords 9. Individual Access Rights 10. Creating the Structures: Funds 12. Cost Centres 13. Ledger Codes 14. Cost Centre Ledger Links 15. Profile Models 15. Central Links 15. Deleting Structures 16. Printing the Structures 16. Books: Order Books 17. Petty Cash Books 18. Cheque Books 18. Further Setting Up: Add financial year 19. VAT Periods 19. Salary periods 19. Financial Years Descriptions 19. Open a new financial year 19. Petty Cash Setup 19. Personnel Links: Salary Projections 21. Mapping Service Terms 21.

2 Checking Staff Commitments 21. Clearing Staff Commitments 22. Estimating Pay Awards 22. Salary Calculator 22. Schools' Choice Endeavour House 8 Russell Road Ipswich Suffolk IP1 2BX Page 1 of 63. Contents Page No Allocating the Budgets 25. Funds: Allocating the Fund 25. Correcting Mistakes 25. Cost Centres: Allocating to Cost Centres 25. Checking the Budget 26. Printing the Budget 26. Fixing the Budget 27. Virements 27. Virement Report 27. Accounts Payable 28. Suppliers & Catalogues: Selecting a Supplier 28. Adding a Supplier 28. Starting a new catalogue 28. Purchase Orders: Review Orders 29. Raise Orders 29. Add parts to a catalogue 30. Free text orders 30. Authorise Orders 31.

3 Printing Orders 31. Cancelling Orders 31. Invoices & Credit Notes: Adding an Invoice 32. Post & Packing 33. Authorise Invoices 33. Print Authorisation Slips 33. Print Cheques 33. Cancelling a cheque 34. Cancelling Invoices 34. Accounts Payable Links 35. Manual Journals: Normal 36. Reversing 36. Standard template 36. Opening Balance 36. Cash Book 36. VAT Reimbursement 36. VAT Transfer 36. Manual Journal Wizard 36. Petty Cash: Reimbursing the Petty Cash Account 38. Recording Expenditure 38. Schools' Choice Endeavour House 8 Russell Road Ipswich Suffolk IP1 2BX Page 2 of 63. Contents Page No Income Procedures 39. Non Invoiced Income: Receipts 39. Paying in Slips 39. Reports 40. Invoiced Income Setting Up 41.

4 (Accounts Receivable) Adding Debtors 43. Adding Charge Details 44. Processing Invoices 45. Recording Receipts 46. Paying in Receipts 46. Credit Notes 48. Write off a Bad Debt 49. Reports 50. Bounced Cheques 50. Managing the Bank Account 51. LEA Income/Expenditure: XX's 51. ZZ's 51. Fund to Bank Corrections 51. Reconciliation: Reconciling FMS to Bank Account 51. Direct Debits/Credits 52. Banking account reporting: Bank History 52. Bank Statement Summary 52. Fund to Bank 52. VAT Claiming VAT 53. Reimbursing VAT 55. Closing Periods Closing Periods 56. Reconciliation to Oracle Reconciling FMS to Oracle 56. Appendices: Standard Reports & Pathways 57. Glossary of Terms 59. Index/Route Finder 60.

5 Schools' Choice Endeavour House 8 Russell Road Ipswich Suffolk IP1 2BX Page 3 of 63. Introduction The following notes explain how to set up the basic structure on SIMS. Some of the following notes will not be needed for the SIMS Finance module as a result of the pre-set information. This pre-set information represents the minimum framework from which the standard reports required by the LA and the DfE can be produced. These system notes have been produced to reflect the way in which SIMS will operate in Suffolk. Certain terminology may differ from what you are used to, such as ledger code'. which we term subjective' in Suffolk, for example, some of these terms have been included in a Glossary at the back of these notes.

6 Pre-set Information Cost centre structure - this is defined in such a way as to reflect the Budget Plan. Sub-cost centres can be added as required and this is explained later and names can be changed where appropriate, to reflect your school requirements. Ledger codes (subjectives) the system uses Oracle subjectives that are termed Ledger Codes . All ledger codes available for SIMS have been included and schools must not add or delete any ledger codes unless otherwise authorised by County Finance. Bank Account a dummy sort code and account number have been entered onto the system for training purposes these will need to be amended with the correct details for the school. VAT codes these have been entered onto the finance system as follows: Input VAT on Output VAT on expenditure income Standard rated 20% Standard rated 20%.

7 VAT on Energy VAT on Energy Zero rated Zero rated VAT exempt More than one financial year may be open in FMS at any one time and it will default to the latest open year. To select a different year, select Focus > Change Financial Year or click on the year number at the bottom right hand corner of the screen for a list of available years. This Manual is intended to help with the most common tasks needed within Suffolk schools. More information and up to date FMS manuals are available via Help>FMS Documentation on the tool bar within FMS. Release notes for upgrades are also available through that route. Schools' Choice Endeavour House 8 Russell Road Ipswich Suffolk IP1 2BX Page 4 of 63.

8 Buttons Various buttons with menu equivalents are available on the Application Bar' and the Focus Bar'. The blue-backed buttons relate to records, and the grey-backed buttons relate to individual items. Main Focus Bar Buttons and Menu Options Focus Browser button/option This button is used to toggle between a browser containing a list of records and any single, selected record. Selecting Browser from any of the Focus Specific menus on the Menu Bar will carry out the same function. Previous Record button/option If you wish to see the previous record to the one you are currently viewing, click this button. Alternatively, select Previous from any Focus Specific menu on the Menu Bar to view the previous record to the one on display.

9 Next Record button/option If you wish to see the next record to the one you are currently viewing, click this button. Selecting Next from any Focus Specific menu on the Menu Bar will also allow you to review the next record. Add Record button/option Clicking this button allows you to add a new record to the system, , an invoice, purchase order etc. As an alternative the same option may be accessed via any Focus Specific menu on the Menu Bar. Just select the Add option. Delete Record button/option In certain cases it may be possible to delete a highlighted record from the system by clicking this button. If you prefer you may select the Delete option from any Focus Specific menu on the Menu Bar.

10 Edit Item button Clicking on this button allows you to edit the details of a highlighted item. Schools' Choice Endeavour House 8 Russell Road Ipswich Suffolk IP1 2BX Page 5 of 63. Save Record Changes button/option To save a record or any changes made to a record, click this button. Selecting Save from any of the Focus Specific menus on the Menu Bar, is another way to save records to the system. Undo Record Changes button/option If you decide that you do not wish to save alterations made to a record, click this button. Remember that this option is only available before clicking the Save Record Changes button. Alternatively, select the Undo option from any Focus Specific menu on the Menu Bar.