Bulletin by alicejenny

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									       Important - For the attention of the SIMS FMS6 Operator

                 Financial Services for Schools
                           SIMS FMS6
                    USER BULLETIN No. 131
                     FMS6 Upgrade 6.144
                           March 2012




                      Included in this Bulletin


       1. Consistent Financial Reporting 2011/2012

       2. Enhancements to the Chart of Accounts Review Screen

       3. NEW Historical Analysis Reports

       4. Enabling Purchase Orders to be placed on Hold

       5. Enhancements to the Cumulative Expense Analysis Report

       6. Petty Cash Expenditure Folio

       7. New VAT 126 Report (Academies Only)




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                  1
              1. Consistent Financial Reporting 2011/2012


All the CFR reports have been updated to display the correct year.

There are minor changes to the CFR report for 2011/12:

1.1   The following CFR Heading / Codes have been removed:

I14 - SSG Pupil Focused.
NOTE: Any Fund Allocation Apportionment made to I14 will be
set to unallocated. Consequently, the Fund Allocation
Apportionment must be re-allocated to a CFR code.

B04 - Other Standards Fund Capital Balances.
NOTE: Closing Balances values from 2010/2011 are carried
forward as Opening Balances for 2011/2012. As B04 has been
removed, the B04 Closing Balance value for 2010/2011 has
been accumulated into the Opening Balance for B05 in
2011/2012.

1.2   The following codes have been re-titled:

I05         Standards Fund                  Pupil Premium


I16         Community focused extended Community focused school
            school funding and/or grants funding and/or grants
I17         Community focused extended Community focused school
            school facilities income   facilities income

E31         Community focused extended Community focused school staff
            school staff

E32         Community focused extended Community focused school
            school costs               costs

B06         Community focused extended Community focused school
            school revenue balances    revenue balances


CFR Code 2010/2011 Heading 2011/2012 Heading




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                         2
1.3    Unmapped Ledger Codes

If Ledger Codes are not mapped, Funds excluded or Fund Allocations are
not fully apportioned, a warning message is displayed at the top of the CFR
Report Criteria page




It is now possible to run the CFR Validation report to detect unmapped
ledger codes from within Reports | CFR Report |Preliminary | Tab 5.




Select Validation Report
This report will print to screen.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                         3
      2. Enhancements to the Chart of Accounts Review Screen


Focus | General Ledger | Chart of Accounts Review

The Chart of Accounts Review screen has a number of modifications:-

2.1 An additional check box to enable you to filter out the Balance Sheet
accounts from the Chart of Accounts Review - select Ledger Code browse.




To filter out the Balance Sheet accounts from the Chart of Accounts Review place
a tick in Exclude Balance Sheet Accounts




This allows you to view and print totals that reflect your net Income and
Expenditure figures.

This check box is unchecked by default and the setting
remains active whilst you are in the Chart of Accounts Review area.

Once you close the Chart of Accounts Review screen, the setting reverts back to all
ledger codes.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                          4
2.2   Chart of Accounts Review Additional Columns

Focus | General Ledger | Chart of Accounts Review

Two additional columns have been incorporated into the Chart of Accounts Review
screen.                                                                 New
                                New
                              Previous                                Variance
                             Year Actuals                            (Actuals)




These columns provide a comparison by period between this year’s actuals and
those from the previous year up to the date of printing.

The Previous Year Actual column is populated with data up to the current accounting
period together with a comparison between the current years actual and the previous
year’s actual in the Variance (Actuals) column.

2.3    Reviewing Accounts

Focus | General Ledger | Chart of Accounts Review
The Focus Bar provides the opportunity to review the accounts for All Cost Centres,
All Ledger Codes and All Funds that have been defined on your system, by
selecting the browsers for each area.

While you are reviewing specific areas it is possible to return to the original Accounts
Review area by clicking the Reset All button also situated on the Focus Bar.



Select the Show All Prev.Yr.Movement check box if you want to see all the actuals
in all the periods from the previous financial year.



Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                          5
This check box must be manually deselected if you do not want to see the actuals
from the previous financial year, clicking the Reset All button does not affect this
function.


                    3.0 NEW Historical Analysis Reports

3.1   A new historical analysis report has been provided:

Reports | General Ledger | Analysis | Historical Expense Analysis.

The report contains the following data :

Allocated (Current Budget),

Actual (Current Actual),

Variance (Current Budget less Current Actual),

Previous Year Actuals

Variation between Current Year

Previous Actuals.

An option to produce the report for ledger codes in either summary or
detail has been provided.




                                                             Select the
                                                              period




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                        6
If you do not want to report on balance sheet or ledger codes with a zero
value, select the Exclude Balance Sheet and Exclude Ledger codes
with Zero Value check boxes.

The report output is divided into two distinct sections that display sub
totals and grand totals for the following:

Ledger Codes Linked to Cost Centres




Balance Sheet Ledger Codes.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                           7
           4. Enabling Purchase Orders to be placed on Hold

It is possible to place a purchase order ‘On Hold’, in a similar way to
Accounts Payable Invoices and Credit notes.

To place order on hold place a tick in the hold box, Save.




Purchase Orders with the status of ‘On Hold’ cannot be authorised until the status is
changed.

To change the status of hold remove the tick from ‘On Hold’ on the purchase order
processing screen.


This functionality has been introduced to allow an “incomplete” Purchase
Order to be placed On Hold rather than Unauthorised where it can be
authorised, printed and dispatched to the supplier.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                           8
            5. Enhancements to the Cumulative Expense Analysis Report

      The following improvements have been made to the existing Cumulative
      Expense Analysis report:


      If you do not want to report on balance sheet or ledger codes with a zero
      Value.

      Select the

      Exclude Balance Sheet

      and

      Exclude Ledger codes with Zero Value check boxes.




     Select the
     Exclude
   Balance sheet
     accounts


 Select the
  Exclude
Ledger codes
 with Zero
   Value




      The report output is now divided into two distinct sections that display sub
      totals and grand totals for the following:




      Financial Systems Helpline
      Tel. No.: 01992 555753 Option 1
      Fax No: 01992 555727
      Email: fss.helpdesk@hertscc.gov.uk
      Bulletin 131 March 2012                          9
Ledger Codes Linked to Cost Centres




Balance Sheet Ledger Codes.




Totals for commitment have been modified to two decimal places, in line
with the Chart of Accounts Review reports.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                       10
                     6. Petty Cash Expenditure Folio

When recording Petty Cash Expenditure Folio, where an element of VAT is
being entered and reclaimed, the VAT Number from the supporting VAT
receipt must be entered in the new VAT Registration No. field.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                      11
                7. New VAT 126 Report – Academies Only

        Schools still need to submit the Vat Submittal in the normal way



7.1 The inclusion of the FMS VAT 126 transaction extract has been provided
which will enable non registered VAT Academies to review this prior to
submission to HMRC.

The VAT 126 transaction extraction will display data drawn from the FMS database
hence the manner in which transactions have been entered is critical.

In some circumstances the extract can be printed and included in the VAT submittal
whilst in other circumstances the extract may need to be saved, manipulated and
printed before submission.

The FMS VAT 126 transaction extract will need to be generated for all VAT
Periods defined although transactions will only be displayed on the reports
after 31/03/2011.

The FMS VAT 126 transaction extract will include data where:

VAT Periods have been defined within FMS

The VAT element of transactions have been accounted for against
VAT Input (VI) ledger code(s).




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                        12
The transactions that will be included are summarised as follows:

Accounts Payable Order                     When the initial cheque was
Invoice                                    confirmed as printed

Accounts Payable Non-                      When the initial cheque was
Order Invoice                              confirmed as printed

Accounts Payable Credit                    When the initial cheque was
Note                                       confirmed as printed

Accounts Payable Sundry                    When the initial cheque was
Invoice                                    confirmed as printed

Petty Cash Folios                          When the Petty Cash Folio was
                                           posted

Cash Book Journals                         When the Cash Book Journal was
linked to a supplier                       posted

Recurring Journals linked                  When the Recurring Journal was
to a supplier                              Posted




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                        13
7.2   To Preview and correct a VAT 126 Report

Reports | General Ledger | VAT | VAT 126 Transaction extract

To add a new VAT 126 report click on add




It will automatically enter the next Vat period that has not had the VAT 126
Submitted.




You have the option to preview the VAT 126 report before Submitting.



Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                       14
Preview
              Supplier VAT                                     VAT Period
               Registration                                    Claimed from
                Number                                          xx/xx/20xx
             Each line should have                                  To
             a Vat Reg. number in                               Xx/xx/20xx
             order for the vat to be
                   reclaimed




                             Total of VAT 126
                                   Claim



If you do have Vat registration numbers missing you will need to enter these against
the supplier.

To do this you will need to find which supplier relates to the VAT claimed.

Focus| General Ledger| Chart of Accounts review

Click on the browse for All Ledger Codes




In ‘View Type’ type in V




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                         15
This will automatically select VAT input

Double click on to the VAT code you are claiming from (e.g. Code A 20% VAT)




Double Click on to the period you are currently submitting on the VAT 126.




Select the period



Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                        16
The information from each invoice that has VAT to reclaim will appear in the
Transaction Browse.

The Supplier name will appear in the Narrative.

To see more information on the invoice you can double click into each line and the
invoice will appear.




You will then need to find a copy of the original invoice to retrieve the Suppliers VAT
Registration number for each VAT line that did not have a VAT Registration number.

The suppliers VAT registration number will now need to be entered into the Supplier
details.


Focus| Accounts Payable | Supplier

In supplier details find the supplier (e.g Ken Booth & Co. Ltd)

You will need to enter the VAT Registration No.




You can now run the VAT126 Preview ( Page 12)




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                           17
As you can see the VAT number has now been entered into the Suppliers VAT
Registration Number Column.




Once you are positive that the amount and report is correct. You are now ready to
Submit.

7.3   Submitting the VAT 126

Reports| General Ledger | VAT | VAT 126

Add

The VAT period will automatically be produced for you.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                       18
The Submit Report option will be greyed out.

You will need to place a tick in the ‘I Confirm that transactions are ready for
Submittal’.



The Submit Report option will now be available.
Click on ‘Submit Report’




The report will appear to screen

Select Print


The following message will be produced.




Check that the report has printed successfully and click on Yes.

Your VAT 126 has now been submitted in FMS.

This will need to be sent to HMRC with any other supporting documents they require.




Financial Systems Helpline
Tel. No.: 01992 555753 Option 1
Fax No: 01992 555727
Email: fss.helpdesk@hertscc.gov.uk
Bulletin 131 March 2012                           19

								
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