Resources Update

1. Resources Update Bexley Academies 18th October 2011

2. Areas to be covered • FMS Summer 2011 • FMS Autumn 2011 • Personnel Autumn 2011 • FMS Spring 2012 • ICAEW Accreditation

3. Summer 2011

4. 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

5. New FMS User Interface • New User Interface • Similar font and size to SIMS • Industry standard icons – Print and Save • Re-used SIMS icons – Personnel

6. New FMS User Interface • Change of order of icons

7. New FMS UI - Summer 2011

8. New FMS UI - Summer 2011

9. 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.

10. Ability to Hide “Not in Use Suppliers” • Hide ‘Not In Use’ Suppliers from:- • Accounts Payable Purchase Ordering • Accounts Payable Invoice / Credit Note

11. 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

12. Autumn 2011

13. 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

14. 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

15. 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

16. Restricted Users Functionality

17. 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

18. 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

19. 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.

20. 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

21. VAT 126 HMRC

22. VAT 126 Report

23. Petty Cash Expenditure Folios • Pretty Cash – all establishments • Expenditure Folios • VAT Registration Number required where VAT is being reclaimed

24. 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.

25. Autumn 2011 Personnel Enhancements • Personnel Reports • Ability to save reports to EXCEL

26. Spring 2012

27. 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

28. ICAEW Accreditation

29. Thank you for your time