resources update
DESCRIPTION
Resources Update. Bexley Academies 18 th October 2011. Areas to be covered. FMS Summer 2011 FMS Autumn 2011 Personnel Autumn 2011 FMS Spring 2012 ICAEW Accreditation. Summer 2011. New FMS User Interface. New User Interface - PowerPoint PPT PresentationTRANSCRIPT
Resources Update
Bexley Academies
18th October 2011
Areas to be covered
FMS Summer 2011
FMS Autumn 2011
Personnel Autumn 2011
FMS Spring 2012
ICAEW Accreditation
Summer 2011
New FMS User Interface
• New User Interface A new user interface was introduced initially to FMS but excluding
Account Receivable and Equipment Register. In summary the changes are:-• Icons have been redesigned – New User Interface• The “Module” icons remain displayed across the screen whilst
“Processing” icons are displayed down the left hand side of the screen
• Modern behavior for selected icons• Use of standard Windows 7 font• Modified colour scheme• Improved legibility within grids• Ability to resize screens – Appendix B• Selective field labels have been modified:-
• LEA has been updated to be LA• Facsimile has been updated to be Fax
New FMS User Interface
New User Interface Similar font and size to SIMS Industry standard icons – Print and Save
Re-used SIMS icons – Personnel
New FMS User Interface
Change of order of icons
New FMS UI - Summer 2011
New FMS UI - Summer 2011
UAT Workshop Customer Comments…
Very user friendly and I think will be very acceptable to school users.
Only issue is that accounts receivable not updated so looks a bit strange when you go between the areas.
Looks a lot more modern which will please new users.
There will always be users who are unhappy with the changes.
I forgot to bring my glasses to the workshop but I was still able to read from the new FMS screens – I have always needed my glasses to read the screens in the old version.
Ability to Hide “Not in Use Suppliers”
• Hide ‘Not In Use’ Suppliers from:-• Accounts Payable
Purchase Ordering• Accounts Payable
Invoice / Credit Note
Synchronisation of Rooms between
FMS and SIMS
• Deleted Rooms will be removed from FMS
• Messages displayed when rooms are removed from FMS
• Modifications recorded in Audit Trail - Audit Type ER
Autumn 2011
Supporting Documents
Supporting Documents - Accounts Payable
Types of transactions:- Invoices Non-Order Invoices Credit Notes Sundry Invoices
Source:- Local scanner Network scanner
Formats:- Bitmaps JPEG’s PDF’s
Restricted Users
Restricted Users Budget holders – raise requisitions - NOT authorise or print Associated with their cost centres (Cost Centre Collection - CCC) Threshold set for each budget holder Do NOT have the ability to add an Invoice or Credit Note – Bursar role Ability to authorise Invoices, Credit Notes – if all lines in their CCC Review Chart of Accounts Generate selective reports Ability to limit Restricted Users raising Purchase Orders
After half term towards the end of the financial year
Ordering Ability to place Purchase Order “On Hold” i.e. not complete Need to be taken off “On Hold” to be authorised
Autumn 2011 FMS Enhancements
Chart of Accounts Enhancements Display linked ledger codes for cost centres Display linked cost centres for ledger codes Hide Balance Sheet ledger codes from ledger code report Two new columns
Previous Years Actuals Variation
Previous Years Actual For ALL periods Elapsed period in the previous financial year but in the current year
Purchase Order
Deliveries
Order Invoices Non-Order Invoices
Sundry Invoices
Credit Notes CoAR Reports
Restricted User Cost Centres
Y Y Y Y Y Y Y Y
View Y Y Y Y Y Y Y Y
Add Y Y N N N N N/A N/A
Edit Y Y N N N N N/A N/A
Save Y Y N N N N N/A N/A
Delete Y Y N/A N/A N/A N/A N/A N/A
Authorise N N/A Y Y Y Y N/A N/A
Print Y N/A Y Y Y Y Y Y
Re-print Y N/A Y Y Y Y N/A N/A
Cancel N N/A N N N N N/A N/A
Import N N/A N/A N/A N/A N/A N/A N/A
Move N N/A N/A N/A N/A N/A N/A N/A
Add Del Note Y N/A N/A N/A N/A N/A N/A N/A
Manual Cheque N/A N/A N N N N N/A N/A
Threshold applicable to Purchase Order (exc VAT)
Save N/A N/A N/A N/A N/A N/A N/A
Restricted Users Functionality
Deliveries Enhancements
Deliveries Enhancements Ensure that Delivery Note Numbers are recorded. Allow for “over” deliveries to be not recorded. Display un-delivered Purchase Order lines when adding Deliveries
Autumn 2011 FMS Enhancements
Modifications to Cumulative Expense Reports Modifications – option to split report into sections – I&E and B/S Ability to exclude Balance Sheet ledger codes Ability to exclude Balance Sheet ledger codes & zero balance
ledger codes
NEW Historical Analysis report Current Budget (Allocated) Current Actual (Actual) Variance Previous Year Actual Variance (Actual) – (Current Actual less Previous Year Actual) Ability to exclude Balance Sheet ledger codes & zero balance
ledger codes
Autumn 2011 FMS Enhancements
BACS Run Report Display when supplier bank details were last updated and by whom
Automatic Reconciliation The “nearest” match transaction will appear at the top of the
suspense screen when matching Accounts Payable transactions
Opening Balance Journals in last accounting period The ability to create Opening Balance Journals during the last
accounting period of the first accounting year (Preliminary Closure). FMS 6.141 released 15/09/2011 to Academies only.
Interface with Third Party Budgeting software Provide the ability to transfer data to and from Third Party
Budgeting software used by Academies.
VAT 126 Report
VAT 126 Report Academies who are NOT registered for VAT The VAT 126 has specific requirements whereby the Academy can
only claim for VAT paid for educational activities and where the transaction has been paid or posted transactions.
Academies will need to printed all VAT 126 report from the start of the financial year
Based upon:- VAT Periods VAT Input (VI) ledger codes
Transactions:- Paid Invoices and Credit Notes Posted Journals linked to a supplier Posted Petty Cash Transactions
Export to Excel – formula can be applied
VAT 126 HMRC
VAT 126 Report
Petty Cash Expenditure Folios
Pretty Cash – all establishments Expenditure Folios VAT Registration Number required where VAT is being reclaimed
Autumn 2011 FMS Enhancements
Audit Trail modifications Restricted Users
Restricted Cost Centre Collection Restricted Users Threshold
Purchase Orders Additional information for Unauthorised Purchase Orders. Ability to trace a Unauthorised Order to an Authorised Order Increased information for Printed Purchase Order
Supporting Documents Updated to reflect when scanned documents functionality has been defined Updated to reflect when scanned documents are added, edited and deleted
BACS Details of Sort and Account Numbers and Value of BACS payments
Central Authorisation File Location of where the central authorisation file has been created Details of transactions included in the Central Authorisation file.
Autumn 2011 Personnel Enhancements
Personnel Reports Ability to save reports to EXCEL
Spring 2012
Spring 2012 FMS
Asset Management Extension to Equipment Register
Define Threshold Define Asset Types Add a new asset into Asset Management Add an “existing” asset into Asset Management Depreciation types – Straight Line Calculation and posting of Depreciation journals Asset List Report
ICAEW Accreditation
CapitaPriory Business ParkCardingtonBedfordMK44 3JZ
www.capita-cs.co.uk
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