EA School Income Form

Transcription

1 EA School Income Form EA School Income Form ifs Kirstie McAllister Drafted: November 2016 Updated: September 2018

2 EA School Income Form Raising Invoices Purpose: Benefits: To replace the manual Request for Invoice form and to capture all coding and VAT correctly and efficiently. This process will allow the income to be credited to the school LMS budget within 5 working days from date of submission of electronic form. It is the responsibility of EA to recoup payment. Recording General Income Purpose: Benefits: To capture the coding for all general income electronically and to capture all VAT correctly and efficiently. This process will allow the income to be credited to the school LMS budget within 3-5 working days from date of lodgement. You use the same form both for raising an invoice and for recording general income, but some of the data entered will be different, as set out below. Logging on Log on to Oracle: * Click onto the icon on your school C2K pc, OR * Using the following url, log on to the Oracle through the internet (save this as a favourite) - Enter your User Name and password and click Login. Enter user name and password click Login User name = your staff number Password = this needs to be 10 characters, with at least one capital, one number, and no two consecutive characters 2

3 The following Oracle home screen will open: Click on EA School Income 1. Click on EA School Income. The following screen will appear. 3

4 2. Click Next. The following screen will appear. Click Save 3. Click Save (this will save the excel web adi form to your Downloads folder). The form will not load properly unless you save it first. Click Open 4

5 4. Click Open the document will take a moment be created so wait until the confirmation message is displayed. Click Close 5. Click Close. The form will open as shown below. 5

6 Details on each field are contained in the table below step by step instructions follow after. Schools will most likely use this form for recording General Income. *Each of the drop down menus (Customer name, School/Department and Type of Services) are searchable. When recording general income lodgement use: Customer name * Pick your school (or EA department) from list by Mandatory searching for your cost code *. The format will be GENINC followed by your cost code followed by your school name: e.g. GENINC EA TEST PS School/Department * Pick your school (or EA department) from list by Mandatory searching for your cost code *: e.g EA TEST PS Type of Service * Pick from list * Mandatory Line Description Free text type in details of lodgement (this will Mandatory Spl Instr appear on your LMS/budget report) Enter details relating to use of function code Leave blank if no special instructions required Any additional information relating to your lodgement can be added to Line Description field Quantity Should always be 1 Mandatory Unit Selling Price Enter amount of lodgement Mandatory When raising an invoice use: Customer name Pick Customer Name from list * Mandatory School/Department Pick School Name from list * Mandatory Type of Service Pick from list * Mandatory Line Description Free text type in details of invoice Mandatory Both the Type of Service and Line Description will be printed on the invoice Spl Instr Enter details relating to: Leave blank if no special Split between cost centres instructions required Use of function code Instructions re attachments (i.e. supply address for AR to forward invoice to) Quantity Enter quantity Mandatory Unit Selling Price Enter amount Mandatory 6

7 Customer 1. Double click on first cell of the customer (Cell C5) to open Customer Name Number search screen. Double click in first blank cell 2. Enter search criteria after %. When recording a general income lodgement, enter your cost centre or school name after the %. If your school is not on the list, please complete the Customer Creation form ( and to cashiersarmagh@eani.org.uk with the details. 7

8 3. Click Go. The search will call back your school with GENINC in front of it. This means that this school/location is making a GENeral INCome lodgement into the EA account. Enter cost centre after % and click Go Choose school and click Select 4. Choose your school and click Select. The school name and number will be displayed on the form. 8

9 School/Department 1. Double click on first cell of the School/Department (Cell D5) to open the Sales Person search screen. 2. Enter school cost code after % and click on go Enter cost code after % and click Go 9

10 3. Click Go. The search will call back the school. Choose school and click Select 4. Choose school name and click Select. The school/department will be displayed on the form. If your school is not on the list, please with your school name and cost centre. 10

11 Type of Services 5. Double click on first cell of the Type of Services (Cell E5) to open the Type of Services search screen. The table below shows all of the different types of services (income) available through the income form. If you cannot find a relevant income type, please contact your local AR office for advice. Income type Access NI Costs Administrative Charges Income After Schools Club (non extended schools) Big Lottery Funding Catering Income - External functions (Vatable) Commissions Received Concert Income Conscience Money Donations EA Residences Rental Income Examination Fees Income Extended Schools Income Fundraising Income Comment Income from events where you have charge admission Gifts other than fundraising Charges to pupils for out of school hours activities e.g. Fairs, sponsored events 11

12 Income type Grant Income Hire of Equipment to Non-Pupils Hire of Equipment to Pupils Hire Of Facilities (VAT) Hire of Facilities (Non VAT) Hire of Vehicles (Non VAT) Hire of Vehicles (VAT) Income From Non-Vocational Training Courses Income From Vocational Training Courses Insurance Claims Income Legal Fees Income Legal Services Provision Maps and Atlas Sales Music Accessory Sales Printing & Photocopying - Books/Booklets/Leaflets Printing & Photocopying - Exam Booklets Printing & Photocopying - Posters, Photocopies Recovery of Cleaning Costs Recovery of Maintenance Costs Recovery Of Non-Payroll Costs (Non VAT) Recovery Of Non-Payroll Costs (VAT) Recovery of Payroll Costs (Non VAT) Recovery of Payroll Costs (VAT) Recovery of Student Award Overpayments Renewable Energy Income (Non VAT) Renewable Energy Income (VAT) Residential Charges Income - Non School Residential Charges Income - Schools Sale Of 1/3 Pints Of Milk (EU Subsidy) Sale of Educational Materials/Resources to Pupils Sale Of Snacks/Breaks/Cash Cafeteria Food Sale of Meals Income - Non Pupils Sale of Meals Income - Pupils Sale of Snacks/Breaks/Cash Cafeteria Food School Trips SLA Income Libraries Swimming Lessons Telephone/Fax Income from Private Usage Tuition Fees Income Comment See detailed guidance on when VAT applies. Remember you still need to complete the hire of facilities form See detailed guidance on when VAT applies. Remember you still need to complete the hire of facilities form Could be charge for private use Charges to pupils for residential events, if retained by school Do not use meals only 12

13 Income type Uniform Sales (Branded) Uniform Sales (Non-Branded & Age 14+) Uniform Sales (Non-Branded & Age <14) Vending Machine Sales Washing Machine/Tumble Dryer Income Wayleaves Income Comment Income from vending machines 6. Enter search criteria after %. This would be part or all of the income type description as in the table above the search will bring back anything containing this (this is not case sensitive). For example, enter %facilities as your search criteria and both Hire of Facilities Non Vatable and Hire of Facilities Vatable will be shown in the Results. Enter search criteria after % and click Go 13

14 7. Click Go. The search will call back any services meeting the criteria. Choose correct service and click Select For Hire of Facilities please ensure you choose correct VAT Status. Refer to EA for guidance. 8. Choose Type of Service and click Select. The Type of Services will be displayed on the form. 10. Enter the following fields (free text) as follows: Line Description Spl Instr (Func Code and etc.) Quantity Unit Selling Price Messages Enter details this is what will appear on the budget reports For income this normally will be left blank unless there is a specific function code that is needed. Should always be 1 (for one lodgement being made) Enter amount of lodgement Leave blank (system use only) The completed form will look similar to this: 14

15 11. Click on Oracle tab Click on Oracle 12. Click on Upload Click on Upload 13. The following screen will appear. Click Upload (do not change any of the parameters). Click Upload 15

16 14. Confirmation will be received. Ensure there are green smiley faces in the Messages column. Click Close. Click Close 15. If there is missing or incorrect data, a red frowning face will appear with message of an incorrect value. The cell with the error will be marked in red in the top right corner. No lines will be uploaded. The value that is given in the cell where the error occurs is detailed below: Cell where Error exists in: How to correct error exists C1 C Column = Customer Select customer again from search window C2 D Column = School/Department Select school again from search window C3 E Column = Type of Service Select Type of Service again from search window C4 F Column = Line Description Ensure there is data entered C5 G Column = Spl Instru Unlikely to be this field as this is freetext and not mandatory C6 H Column = Quantity Enter 1 (for one lodgement) C7 I Column = Unit Selling Price Enter number only (with decimal point if required) no pound sign or commas 16

17 16. Correct data and Upload again. 17. Multiple lodgements can be competed on the one form. See the below table for details. One lodgement for one type of income One lodgement for more than one type of income More than one lodgement to be recorded, for example 3 lodgements have been made and you wish to record all 3 as separate lodgements using the one form Enter one line and upload Enter one line for each type of income and upload all at the same time Enter the first lodgement as one line (row 5) and upload Enter the second lodgement as a new line (row 6) and upload Enter the third lodgement as a new line (row 7) and upload This method will create 3 separate records in the finance system If all lines are uploaded together, one record will be created 18. Save a copy of the spreadsheet for your records using File > Save As. This can also be printed. 19. Save a blank copy of the form this can be used for the next time you need to complete the form see point 20 below. 20. Close windows and exit Oracle by closing all forms. 17

18 20. Next time you need to use the form, open the blank copy, and enter customer name by double clicking in Cell C5. You will be prompted to log into Oracle. 21. Enter your user name and password and click on Login. Enter user name and password and click 22. Click on EA School Income from the list shown, and click on Select this is found by scrolling to the right. Click on EA School Income and then scroll over and Click Select 23. The form can be completed and uploaded. 24. Save a copy by File > Save As. This will allow the spreadsheet to be saved without overwriting the blank copy. 18