Accounts Payable in FMS for Academy Schools handbook. Applicable to onwards

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1 IMPORTANT NOTE: Capita SIMS has made this document available in Microsoft Word format to enable you to edit the information supplied herein. Capita SIMS cannot be held responsible for any changes, errors or omissions resulting from the subsequent editing of this supplied document. Accounts Payable in FMS for Academy Schools handbook Applicable to onwards

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3 C Contents 01 Introduction and Set Up Routines... 1 Introduction... 1 Where to Find More Information... 1 What s New in This Release?... 2 Setting Permissions (Access Rights) for Accounts Payable... 3 Accounts Payable Parameters... 5 Defining the Order Header... 6 Defining the Order Print Details... 8 Changing the Heading Sequence... 9 Defining Cheque Layout and BACS Parameters... 9 Adjusting Cheque Element Positions Specifying BACS Parameters Specifying PDF Order Parameters Setting the Postage and Packaging Warning Threshold Defining Books Adding an Order Book Closing/Deleting an Order Book Adding a Cheque Book Closing/Deleting Cheque Books Recording Suppliers Introduction Using the Supplier View Selector Adding a Supplier Deleting a Supplier Viewing/Editing a Supplier Adding Notes to a Supplier Setting Up the Electronic Data Interchange Adding/Editing the Order Method Representation of a Transferred Order Adding Additional Supplier Details Entering Payee Details Adding Construction Details Maintaining a Supplier s Catalogue Information Importing a Catalogue Adding Catalogue Parts Deleting Catalogue Parts Reviewing a Supplier s Information... 36

4 Reviewing Supplier Transactions in the Master View Reviewing Supplier Transactions in the Slave View Reviewing Cheque or BACS Payments Suppliers and eprocurement Managing Purchase Orders Required Procedures for Adding Orders Purchase Order Access Viewing a PDF Version of a Purchase Order Creating an Order Order Line Details - Selecting Centres and Codes Order Line Details - Standard Line Type Order Line Details Book Orders Order Line Details - Free Text Editing an Order Editing Order Line Details Completing Order Editing Viewing and Clearing Commitment from a Printed Order Viewing the Order Status Deleting an Order Moving an Order Authorising/Printing an Order Printing Unauthorised Orders Order Printing Free Text on Orders Batch Selection Batch Processing Individual Selection Copies of Printed Orders Cancelling an Order Adding Deliveries from a Purchase Order Managing Deliveries Introduction Switching on Deliveries Specifying the Delivery Settings Using the Deliveries Screen Editing a Delivery Note Deleting a Delivery Note Adding a New Delivery Note Adding Delivery Note Line Details Editing the Quantity Delivered... 68

5 05 Invoice/Credit Note Processing Introduction Invoice/Credit Note Processing Browser Viewing Discrepancies between an Order and an Invoice Processing an Order Invoice Entering Order Invoice Details Editing Order Invoice Line Details Completing the Order Invoice Attaching a Scanned Image to an Invoice/Credit Note Adding a Scanned Image to an Invoice or Credit Note from a Scanner Adding a Scanned Image to an Invoice or Credit Note from a File Deleting a Scanned Image from an Invoice/Credit Note Replacing a Scanned Image Attached to an Invoice/Credit Note Processing a Non-Order Invoice Entering Non-Order Invoice Details Adding/Editing Line Details (Normal Expenditure) Adding/Editing Line Details (Balance Sheet Ledger Codes) Completing a Non-Order Invoice Adding Post and Packing Details Processing a Credit Note Entering Credit Note Details Editing Credit Note Line Details Adding Credit Note Line Details Editing/Viewing Invoice or Credit Note Details Processing a Sundry Invoice Selecting Sundry Invoicing Browsing Sundry Suppliers Adding a Sundry Supplier Adding a Sundry Invoice Adding Sundry Invoice Line Details Completing a Sundry Invoice Editing a Sundry Invoice Making Payments by Manual Cheque Making Payments by Debit Card Making Payments from a Charge Account Reversing a Direct Payment Cancelling an Invoice/Credit Note Authorising Invoice/Credit Notes Batch Selection

6 Processing Batch Selection of Invoices / Credit Notes Processing Individual Selection of Invoices / Credit Note Validations Applied During the Invoice Authorisation Process Cheque Processing Introduction Cheque Processing Browser Creating a Cheque Run Adding Items for Payment Tagging Cheque Payment Items Reporting and Printing Viewing Cheque Processing Details BACS Processing Introduction Using BACS for the First Time Setting up the Bank Account Ledger Code for BACS Setting up the Parameters for BACS Processing Setting up the Mail Server to Send Electronic Remittance Advices Setting up a Supplier to Accept BACS Payments BACS Processing BACS Processing Browser Creating a New BACS Run Cancelling a Single BACS Payment Cancelling a BACS Payment Run Recreating a BACS Run File Additional Information BACS Processing Browser Functionality Tagging BACS Payment Items BACS Test File About the Audit Dialog Report Recommendation for Dealing with Duplicate Payments Printing and ing Remittance Advice Slips AP Reports and Additional Information Introduction to Accounts Payable Reports Purchase Order Reports Invoices Supplier Analysis Transactions Cheque Book Reports Deliveries

7 Payments Report Criteria View Sequence Purchase Order Reports Purchase Order Report Purchase Order Reminder Report Cost Centre Commitment Report Order Amendments Report Parts Catalogue Report Invoices Invoices and Credit Notes Report Proposed Invoice/Credit Note Authorisation Report Supplier Analysis Aged Creditor Report Supplier Account Status Report Supplier Information Report Inland Revenue S16 Report Add Inland Revenue Reporting Period CSV File Output Transactions Cost Centre Transaction Report Cheque Book Reports Cheque Book Status Report Deliveries Reports Delivery Notes Report Deliveries Not Invoiced Report Other VAT Reports VAT 126 Report VAT 126 Integrity Report VAT 126 Exclusion Report Debit Card Payments Report Charge Account Transactions Report Searching for an Item within a Browser Using the Calendar Producing a Report Exporting and Printing a Report Buttons Accounts Payable Focus Buttons Other Accounts Payable Buttons Computerised Cheques and FMS

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9 01 Introduction and Set Up Routines 01 Introduction and Set Up Routines Introduction Introduction... 1 Where to Find More Information... 1 What s New in This Release?... 2 Setting Permissions (Access Rights) for Accounts Payable... 2 Accounts Payable Parameters... 5 Setting the Postage and Packaging Warning Threshold Defining Books All aspects of setting up suppliers, raising orders and invoices and making payments for Academy schools are provided in this handbook. This will enable you to: define purchase order parameters define order books and cheque books define cheque and BACS processing parameters set up suppliers raise orders, delivery notes, invoices and credit notes process payments, either by cheque or BACS. Information is also provided on the various reports that may be run giving details only applicable to Accounts Payable. The first chapter in this handbook deals with customising your stationery, particularly the order forms you use for your purchase orders, and how to add order books and cheque books to the system. Where to Find More Information The FMS documentation is available from within FMS via the FMS Documentation Centre, unless otherwise specified. This can be accessed by selecting Help FMS Documentation. Once open, click the appropriate button (e.g. Handbooks), then navigate to the applicable option. Online help can be accessed by pressing F1 or clicking the applicable Help button. Additional supporting documentation is also available from the My Account website ( 1. Enter the required text in the Search field to display a list of documents that match the search criteria. 2. To refine the search further, click Documents and then select the required Document type, File type and/or Date range (click Show more to view additional options, if required). Accounts Payable in FMS for Academy Schools handbook 1

10 01 Introduction and Set Up Routines Alternatively, click SIMS Publications (located in the Popular Searches list) to display a list of all SIMS publications. The search results are displayed automatically. Tips for using the My Account Search Facility Here are some key tips for using the search facility in My Account. For additional explanations, please refer to the My Account website. The search results can be refined further by using the advanced filters, e.g. Sort by relevance or Sort by last modified. The following rules can be applied to your search terms: Surround a word or phrase with "double quotes" to return results containing that exact phrase. Prefix a words or phrases with + to make them essential. For example: end of year procedures +primary +detailed What s New in This Release? Ability to Process Payments using a Charge Account Focus Accounts Payable Invoice Credit Note Processing Invoice/Credit Note processing has been enhanced so that you can record payments by a selected charge account. Payments by charge account can also be reversed, when required. More Information: Making Payments from a Charge Account on page 99 New Charge Account Transactions Report Reports Accounts Payable Payments Charge Account Transactions Report This new report enables you to report on charge account transactions for a selected year, charge account and payment period, as required. You can use this report to view both paid and unpaid invoices/credit notes. More Information: Charge Account Transactions Report on page 146 Old Aged Creditor Report Format Retired Reports Accounts Payable Supplier Analysis Aged Creditor This report is now available only in the new reporting format. More Information: Aged Creditor Report on page Accounts Payable in FMS for Academy Schools handbook

11 Function View Enter Authorise Enter and Authorise Supervisor 01 Introduction and Set Up Routines Setting Permissions (Access Rights) for Accounts Payable Area Cheque Books View Yes Yes Yes Yes Yes Add Yes Yes Yes Delete Yes Yes Close Yes Yes Order Books View Yes Yes Yes Yes Yes Add Yes Yes Yes Yes Delete Yes Yes Yes Close Yes Yes AP Parameters - Order Header View Yes Yes Yes Yes Yes Edit Yes Yes Order Line Details View Yes Yes Yes Yes Yes Edit Yes Yes Authorisation Slips View Yes Yes Yes Yes Yes Edit Yes Cheque Layout View Yes Yes Yes Yes Yes Edit Yes Yes Suppliers View Yes Yes Yes Yes Yes Define Yes Yes Accounts Payable in FMS for Academy Schools handbook 3

12 Function View Enter Authorise Enter and Authorise Supervisor 01 Introduction and Set Up Routines Area Edit Catalogue Yes Yes Yes Orders View Yes Yes Yes Yes Yes Raise Yes Yes Yes Amend Yes Yes Yes Authorise Yes Yes Yes Print Yes Yes Yes Yes Cancel Yes Yes Yes Use Catalogue Yes Yes Yes Yes Yes Deliveries Add Yes Yes Yes Edit Yes Yes Yes Change setting of Record Delivery Yes Delete Yes Yes Yes Invoices View Yes Yes Yes Yes Yes Raise from order Raise from non-order Yes Yes Yes Yes Yes Yes Amend Yes Yes Yes Authorise Yes Yes Yes Cancel Yes Yes 4 Accounts Payable in FMS for Academy Schools handbook

13 Function View Enter Authorise Enter and Authorise Supervisor 01 Introduction and Set Up Routines Area Cheque Processing View Yes Yes Yes Yes Add Yes Yes Yes Cancel Yes Yes Yes BACS Processing View Yes Yes Yes Yes Add Yes Yes Yes Cancel payment Cancel Payment run Re-create payment file Yes Yes Yes Yes Yes Accounts Payable Parameters The route to working in this option is Tools Accounts Payable Parameters. To switch between the pages, either click the relevant page or press Alt plus the page number, e.g. for Order Line Details, press Alt+2. Accounts Payable in FMS for Academy Schools handbook 5

14 01 Introduction and Set Up Routines Defining the Order Header 1. In the Supplier Address Header field, insert any text you wish to be displayed above the supplier s name and address, e.g. To. 2. Type in the first line of your establishment s address in the Delivery Address Header field. 3. In the Delivery Address Text field, enter the rest of the establishment s address. 4. If you wish, you may enter a General Order Prefix, which will precede the order number, although this field may be left blank. 5. The next two fields are concerned with setting up the top and bottom margins, which are set in inches. Some experimentation may be necessary in order to obtain the results required from your printer. You are allowed to enter measurements to one decimal place. 6. If you wish to specify extra copies of the order to be printed, enter the number you require in the field marked Extra Copies. Setting the number of copies to 0 will result in no paper copy of an electronic order being produced. NOTE: If an extra copy has been selected and an order will be ed as a PDF, the extra copy will be printed. 7. The First Copy as XML check box will not be selected by default. You will only need to select this check box if you intend to raise purchase orders with certain suppliers by XML file. For further information please refer to the eprocurement in FMS using or the eprocurement using Web Services in FMS handbook. 6 Accounts Payable in FMS for Academy Schools handbook

15 01 Introduction and Set Up Routines NOTE: The eprocurement functionality in FMS is a mechanism for importing and exporting purchase orders in XML (extensible markup language) format. 8. In the next section, there are five check boxes enabling you to specify the appearance of the printed form, including the use of pre-printed stationery. To select a particular check box, either click the required check box(es) or use the arrow keys to move between the check boxes, selecting or deselecting by pressing the Spacebar. 9. The next section displays a preview of the order form, which may be printed when the Test Print button is clicked. 10. Click the Printed Orders button to add a narrative to be included on all orders, if required. 11. Once you are satisfied with the free text narrative entered, click the Save button to return to the Order Header page. 12. If you wish to add XML Order Terms and Conditions, click the XML Orders button. 13. Enter the text you wish to appear as Terms and Conditions on XML orders (up to 1,000 characters). Alternatively, you can use this area to refer readers to the location of the Terms and Conditions. 14. Once you are satisfied with the Terms and Conditions text entered, click the Save button to return to the Order Header page. 15. If you wish to add PDF Order Terms and Conditions, click the PDF Orders button. 16. Enter the text you wish to appear as Terms and Conditions on PDF orders (up to 1,000 characters). Alternatively, you can use this area to refer readers to the location of the terms and conditions. NOTE: The Terms and Conditions will always be displayed on the last page of the PDF order, so a PDF order containing Terms and Conditions will always be at least two pages long. 17. Click the Save button to return to the Order Header page. 18. Finally, click the Save button to retain your selections. If you do not wish to proceed at present, click the Cancel button to abandon the process. Accounts Payable in FMS for Academy Schools handbook 7

16 01 Introduction and Set Up Routines Defining the Order Print Details Select the Order Print Details page to choose the order form headings, their sequence and to set the width of any printed text on your order forms. NOTE: You will not see the selected headings on the screen display, only on the printed order form. 1. To change the default options you are presented with, on first accessing Order Line Details, click the Field Browser button. Field Browser button 2. The Purchase Order Fields Chooser is activated and you are permitted to transfer items from the Available Fields list to the Chosen Fields list and vice versa. 3. To select a field description, highlight the one you want and click the Choose button. Continue until your choices are displayed in the Chosen Fields list. 4. To remove a field description, highlight the one to be removed and click the Remove button. Continue until you have transferred all the item headings you do not require on your order form. 5. When you are satisfied with your choices, click the Update button. If you decide not to proceed with this option, click the Cancel button. 8 Accounts Payable in FMS for Academy Schools handbook

17 01 Introduction and Set Up Routines Changing the Heading Sequence 1. To change the order of the headings, highlight the heading you want to move and click either the Up or Down arrow button. If you have elected to include Line Total on your order form, it will always be the last column and you are not permitted to change the order. Up and Down Arrow buttons 2. It is also possible to change the heading text by deleting the text in the Printed Heading field and entering the new text. 3. If you want to change the width of the text to be entered for this particular heading on your order form, delete the current number displayed in the Width field and enter your own. 4. If you change your mind about the alterations you have made, clicking the Reset Defaults button at any time will restore the original values. 5. Clicking the Test Print button produces a printout showing the appearance of the order form according to the parameters selected. 6. Once you are satisfied with any changes you have made, click the Save button. If you decide not to proceed, click the Cancel button. Defining Cheque Layout and BACS Parameters Select the Cheque Layout/BACS Parameters page to define your cheque stationery and to define parameters for payment by BACS. 1. If you are using standard A4 printer paper with a single cheque printed on each sheet, select the check box marked Page Eject to Advance to Next Cheque. If you are using continuous stationery, leave this check box blank. Accounts Payable in FMS for Academy Schools handbook 9

18 01 Introduction and Set Up Routines 2. Make sure that the check box marked Print the words "Cheque No." is selected if you wish the words printed on all cheques. 3. The check box marked Section Separators should be selected if you want each section clearly defined. 4. Ensure that the check box marked Print Address on Advice Slip is selected if you wish the address to be included on your cheques. Kalamazoo's alliance with Capita Children's Services has been formed to provide schools with a reliable system for ordering secure cheques. Kalamazoo has designed a range of cheques that are approved by Capita to work specifically with the FMS system. Adjusting Cheque Element Positions 1. In the Cheque Element Positions section, click the Down arrow button for a list of required elements. You may adjust the position of any of the elements on the cheque to suit your particular setup, by selecting the appropriate option from the drop-down list. 2. Decide whether you wish adjustments to be made in inches or centimetres by selecting the appropriate radio button. If you need to adjust a cheque element s position from either the top or left margins, delete the default entry and enter the specification for the new position. 3. Next, produce dummy printouts by clicking the Test Print button, until you are satisfied with the result. 4. If you decide to return to the original setup, click the Reset Defaults button. 5. The right-hand side of the screen displays a preview of how the cheque will appear when printed. Specifying BACS Parameters 1. Enter the BACS ID Code, issued to your establishment by the BACS Bureau (Capita Cirencester), for a unique means of identification. This should consist of three characters, which automatically display in upper case by default. 2. In the Days kept field, enter the number of days that the BACS file is to be kept by the BACS bureau. By default, the number of days entered is 10. Any other number entered should fall between 0 and Select the Mask Bank Account check box if you do not want the full bank account number to be displayed on the BACS remittances. If you select this check box, an entry is written to the audit trail to record that this change has been made. The bank account number on subsequent BACS remittances are shown as nnnn1234, for example. 4. You must enter the name of the Out Directory that is to hold your BACS file, as you will not be able to process payments unless this is specified. Click the Field Browser button to select an existing folder. If at this point you create a new folder, you are given the option to allow the system to create the folder for you. 10 Accounts Payable in FMS for Academy Schools handbook

19 01 Introduction and Set Up Routines NOTE for Network Administrators: The Output Directory selected or created should be on the Server, with each workstation mapped to the drive and folder, e.g. G:\SIMS\BACS\Out (where G:\ represents the Server drive containing SIMS and the BACS Output Directory. For guidance on navigating to files on your local workstation when you are working in a Hosted environment, please contact your System Manager or local Support.) 5. Select the Audit check box if you wish to receive a BACS audit printout. 6. In the Print Remittance Advice field select your preferred option for the type of stationery you use, i.e. either select the Plain Stationery radio button or the Pre-printed Stationery radio button. NOTE: If you select to use pre-printed stationery then the layout prepared by Capita, Cirencester is used. Otherwise the plain stationery advice slips will use the standard layout as defined by the software, which will contain the school name and address, plus the VAT number, if this is available, inserted at the top of the slip. 7. Finally, once you have selected the parameters appropriate for your organisation click the Save button. Specifying PDF Order Parameters Select the pdf orders page to set up the FMS system to send PDF orders by and attach signatories, as required. IMPORTANT NOTE: The server for ing orders is set up via Tools Establishment Details and must be set up prior to using the functionality. Instructions for this are available from the Getting Started with FMS handbook or online help. Accounts Payable in FMS for Academy Schools handbook 11

20 01 Introduction and Set Up Routines 1. To activate the functionality within FMS to send pdf orders as s, select the Send pdf Orders as s check box. NOTE: You cannot deselect this check box if there are outstanding unprinted orders with order method 'M - PDF File'. 2. If you want to embed a scanned signature image into the PDF order, select the Use Signature image check box. NOTES: If this check box is selected, you will have to add signature images against the users. If this is deselected once signature images have been added to orders, the signatures can no longer be viewed. 12 Accounts Payable in FMS for Academy Schools handbook

21 01 Introduction and Set Up Routines Attaching a Signatory to Users without a Scanned Signature The available signatories in FMS are displayed in the ATTACH SIGNATORY TO USER section. 1. Highlight the relevant user and click the Edit button to open the Maintain Signatory page. 2. To add a new signatory, click the Add button. 3. Enter the Forename and Surname that you want to be displayed for this User ID. 4. Click the Save button. 5. Details can then be edited by clicking the Edit button. 6. Click the OK button to save the details and return to the pdf Orders page. 7. Repeat this process for each User ID as required. 8. Click the Save button on the PDF Orders page. Accounts Payable in FMS for Academy Schools handbook 13

22 01 Introduction and Set Up Routines Attaching a Signatory to Users with a Scanned Signature The available signatories in FMS are displayed in the ATTACH SIGNATORY TO USER section. 1. Highlight the relevant user and click the Edit button to open the Maintain Signatory page. 2. To add a new signatory, click the Add button. 3. Enter the Forename and Surname that you want to be displayed for this User ID. 4. Click the Signature File Import button to open the Select Signature File for Import dialog. IMPORTANT NOTES: The image must be in either.bmp,.jpg or jpeg format, up to 200 x 70 pixels in size, and up to 32kb. 5. Navigate to and highlight the appropriate signature file. 6. Click the Open button. 7. Click the Save button to return to the Maintain Signatory page. 14 Accounts Payable in FMS for Academy Schools handbook

23 01 Introduction and Set Up Routines 8. Click the OK button to save the details and return to the pdf Orders page. 9. Repeat this process for each User ID as required. 10. Click the Save button on the PDF Orders page. Setting the Postage and Packaging Warning Threshold The P&P Warning Threshold is applied to all invoices at the point at which they are authorised. Where the amount charged for P&P exceeds the amount stated in this section, a warning message is displayed. 1. In Tools Establishment Details, select the eprocurement tab. 2. Review the value in the einvoice P&P Warning Threshold field. This defaults to 10, but can be edited, if required. NOTE: The einvoice P&P Warning Threshold is applied to values exclusive of VAT. The threshold is applied to the cumulative sum of all lines that are listed as P&P. The threshold is applied to all order invoices. When set, the threshold is not applied retrospectively to invoices already in the system. Defining Books This is the section where you will define books for orders, petty cash and cheques and close them when you have finished working with them. When you access this option, you are presented with the first of three pages, displaying a browser of order books. Initially this browser is blank. Accounts Payable in FMS for Academy Schools handbook 15

24 01 Introduction and Set Up Routines To switch between the pages, either click the page you want with the left mouse button or select by pressing Alt and the page number, e.g. Petty Cash Folio Books = Alt+2. For information about defining Petty Cash books, please see the setting up procedures in the General Ledger FMS handbook. If you intend to send orders electronically, you will need to select a book to be the default XML book. For further information please refer to the eprocurement in FMS using or the eprocurement using Web Services in FMS handbook. Adding an Order Book 1. To add an order book click the Add Item button or press the F2 key. Add Item button 2. Ensure the Prefix field has the focus and enter the name of the order book you are defining. Once you have defined an order book, the prefix is automatically selected. You may, however, type in another prefix, particularly if you wish to add another order book to the system. 3. Enter the page number you require to start the new book in the Start Number field. From now on all order books added will automatically start from the end date of the previous book. If a partially used book has been closed and you have elected to re-use any unused numbers, then this is taken into account when a new book is defined. 16 Accounts Payable in FMS for Academy Schools handbook

25 01 Introduction and Set Up Routines 4. The End Number, which you must enter when opening an order book for the first time, is displayed in this field and are automatically entered after the first book has been defined, taking the parameters determined then, as the model for all future books. 5. To select the Payment Source, click the Field Browser button or press the F3 key. Initially the source for payment is central, but once local bank accounts have been added these are included in the selection. Field Browser button 6. When you need to select the payment source from a list, highlight the one required and click the Select button. Clicking the Cancel button will abandon this process. 7. To record the information in the Order Book browser, click the Save button. If you decide to click the Cancel button, no data is saved. Closing/Deleting an Order Book You can only close an order book that has been completely or partially used. It is not possible to delete a used book from the system. The only time you may delete an order book is if it remains unused. 1. To close an order book, click the Close Book button. If the book is only partially used you are asked if you wish to free the numbers to use in new order books. Select Yes if you wish to free the numbers. 2. To delete an unused order book from the system click the Delete Item button or press the F4 key. The book is deleted immediately. Delete Item button 3. Your choices will only take effect when you click the Save button. 4. If you decide not to continue with this process, click the Cancel button and changes will not be saved. Adding a Cheque Book Select the third page to add a new cheque book to the system. This displays a browser of all cheque books that have been defined, which on new installations are blank. NOTE: If you are intending to process sundry payments, it is recommended that you add a cheque book to the system specifically for sundry cheque payments. Accounts Payable in FMS for Academy Schools handbook 17

26 01 Introduction and Set Up Routines 1. To add a new cheque book, click the Add Item button to open the Add Cheque Book dialog. Alternatively, select this option by pressing the F2 key. 2. Choose the Field Browser button or press the F3 key to select a bank account. If you have several different bank accounts, highlight the one you wish to add a new cheque book to and click the Select button. Field Browser button 3. Select the Start Number field and enter the first number in the cheque book. 4. Next, select the End Number field and enter the last number to appear in the cheque book. 5. Subsequent cheque books added will select the start and end numbers automatically. 6. Finally, to keep your new cheque book, click the Save button. Clicking the Cancel button will abandon the procedure without saving any information entered. Closing/Deleting Cheque Books Open books with some used numbers may be closed and the numbers released and re-used in a new book. Any unused cheque books may be deleted from the system. 1. To close a cheque book, click the Close Book button. You are asked if you want any unused numbers freed for use in new books. Select Yes if you require the numbers to be freed. 2. To delete an unused cheque book click the Delete Item button or press the F4 key. The book is deleted immediately. Delete Item button 3. Your choices will only take effect when you click the Save button. 4. To abandon any changes you have made, click the Cancel button. 18 Accounts Payable in FMS for Academy Schools handbook

27 02 Recording Suppliers 02 Recording Suppliers Introduction Introduction Adding a Supplier Adding Notes to a Supplier Setting Up the Electronic Data Interchange Adding Additional Supplier Details Maintaining a Supplier s Catalogue Information Reviewing a Supplier s Information Suppliers and eprocurement This section deals with adding, editing and reviewing your suppliers list, plus importing catalogue information. The information stored in this section is used in various parts of the system, e.g. raising purchase orders, processing invoices, etc. 1. To access this function, click the Accounts Payable button. Accounts Payable button 2. Next, click the Supplier Details button. Alternatively, select Focus Accounts Payable Suppliers. Supplier Details button Accounts Payable in FMS for Academy Schools handbook 19

28 02 Recording Suppliers 3. A browser is displayed containing a complete list of suppliers indicating whether each one is currently In Use or On Hold, depending on which of the check boxes is selected on the right-hand side of the dialog. This information is recorded when you add or edit a supplier. NOTE: You may decide to place a supplier On Hold for a variety of reasons, e.g. a problem has occurred with an order that has been placed. Until the problem has been resolved and the check box deselected, no orders, invoices, etc. may be processed. If you want to see only current suppliers, ensure that the Hide Not In Use Suppliers check box is switched on via Tools Establishment Details System Parameters. 4. To find a specific supplier, select the Name, Code or DUNs radio button and then enter the first part of the name or code or number in the Looking for field. This helps you to locate the supplier that you require quickly. If you have assigned an XML Reference to a supplier in order to send orders by XML file, click the Find by XML Ref button to locate the supplier. Please refer to the eprocurement in FMS using handbook for further information. 5. To change the type of suppliers that can be viewed in the browser, click the Field Browser button (please see Using the Supplier View Selector on page 21). Field Browser button 6. For more detailed information about a supplier, highlight the one you require and click. Alternatively, click the Focus Browser button from the Focus Bar or select Supplier Browser. Focus Browser button 7. New installations will, of course, be blank. To move between the pages, either select the relevant page by clicking on the required page heading, or by selecting Alt and the page number, e.g. Alt+2 accesses the Additional page. 20 Accounts Payable in FMS for Academy Schools handbook

29 02 Recording Suppliers Using the Supplier View Selector By default, the view selected is to view All suppliers. If you have marked a number of suppliers as being On Hold, you also have the option to view only those suppliers that are marked as In Use. If you have selected to use the sundry payment option, you are also able to select from the following options. All (Ex. Sundry Suppliers) - displays all suppliers except the sundry suppliers that have been added. In Use (Ex Sundry Suppliers) - displays all sundry suppliers currently in use, with the exception of sundry suppliers. Sundry Suppliers - displays a list of sundry suppliers only. 1. Highlight the view you require. 2. Click the Select button. NOTE: It is not possible to add a new supplier for sundry payment processing through the Suppliers route. Only existing suppliers can be edited. To add a new supplier accepting sundry payments, select Accounts Payable Invoice/Credit Note Processing. More Information: Adding a Sundry Supplier on page 94 Adding a Supplier 1. From the Focus Bar click the Add Record button or press Ctrl+F2. Add Record button Accounts Payable in FMS for Academy Schools handbook 21

30 02 Recording Suppliers 2. This activates the first of the page tabs, Basic, where you must enter the essential information about the supplier. Alternatively, select Supplier Add. 3. The date is populated automatically but you can delete the entry and enter a different date. NOTE: The date is automatically entered for the day that the account is first opened. This must be on or before the date of the first order/invoice. The Balance field remains greyed out until the first transaction has taken place. 4. Enter the name of the supplier, the LA Reference number and the supplier s VAT Registration number, if the supplier is VAT registered. NOTE: If you want the system to validate this Supplier s LA Reference when producing authorisation slips to accompany invoices, you must enter the information into this field. 5. Enter the supplier s Address and Postcode, as well as the name of any Contact that you have within the company. If you know the Telephone and Fax numbers, these can be entered here. 6. Enter the address to be used for normal communication with the supplier. NOTE: This address is not used to send orders by XML file. 7. If you have an address for sending eorders to, this can be entered in the eordering field. NOTE: If Order Method M - PDF File is selected, an address must be entered into this field as this is the address to which the order will be sent. 8. In the Delivery Code and Delivery Terms fields, enter a delivery code and any delivery terms that have been agreed with the supplier. 22 Accounts Payable in FMS for Academy Schools handbook

31 02 Recording Suppliers NOTE: If you wish, the delivery code can be entered as the school number and, if applicable, the building location number. Users of electronic ordering will find that details included here are transferred when the order is printed or transferred. 9. Enter your customer account number as assigned to you by the supplier in the Account Number field. This is mandatory for orders sent via an XML file. 10. If you have negotiated to receive a discount from the supplier, enter the contract number in the Contract Number field. This number will need to be quoted on orders to the supplier to ensure that the discount is given. 11. The next two fields, Credit Terms and Credit Limit, relate to any credit terms that have been negotiated, e.g. 30 days, which determines when invoices become due for settlement. Any agreed credit limit should also be entered. These two fields can be left blank if a credit limit and terms have not been negotiated. 12. If a supplier has set a minimum value for orders, enter the amount in the Min. Order field. 13. Click the Field Browser button to select the Order Method that will be used for the supplier details you are entering. There are four options available: EDI Transfer PDF Order NOTE: If a supplier has already been linked to a portal, they must be removed from the portal before they can be selected to have PDF orders ed. Printed Web Services NOTE: This can only be selected if the supplier has already been linked to a Web Services via Tools eprocurement Settings and a DUNs number must be entered before the record can be saved. XML File Field Browser button The data is recorded on the Audit Trail for each Purchase Order. 14. If the On Hold check box is selected, this means that the supplier is not currently being used and no orders or invoices can be processed. If the In Use check box is selected, this indicates a supplier who is currently supplying goods to your establishment. 15. If the supplier provides a service to your establishment, e.g. as a guest speaker or as a consultant, record the type of service provided in the Service field. This can be no more than 50 characters in length. Accounts Payable in FMS for Academy Schools handbook 23

32 02 Recording Suppliers 16. The default setting for the Unique Identifier is n/a. For suppliers other than those you set up to handle XML order files, leave this check box selected. If you are intending to import/export orders/invoices/credit notes using Web Services, select the DUNs radio button and enter a valid DUNs number. Please refer to the eprocurement using Web Services in FMS handbook for more information. 17. Click the Save Record Changes button or press F9. Alternatively, select Supplier Save. Save Record Changes button 18. If you make any alterations to the supplier record before you have saved the information and decide to return to the original data, click the Undo Record Changes button or press Esc. Alternatively, select Supplier Undo. Deleting a Supplier Undo Record Changes button More Information: Setting Up the Electronic Data Interchange on page 25 You can only delete a supplier if there are no outstanding transactions recorded for them. If you try to delete a supplier, you are asked if you are sure that you wish to proceed. Opting to continue either enables the deletion to commence or a message is displayed stating that the supplier is being used elsewhere in the system. There are two ways to delete a supplier 1. In the Supplier browser, highlight the supplier you wish to delete and click the Delete Record button from the Focus Bar or select Supplier Delete. Delete Record button 2. In the supplier Basic information page, highlight the supplier in the Supplier browser and either double-click on the name or click the Focus Browser button from the Focus Bar or press Ctrl+F3. Alternatively, select Supplier Browser. Focus Browser button Viewing/Editing a Supplier 1. Highlight the supplier you wish to view or edit in the Supplier browser. 2. Either double-click on it or click the Focus Browser button from the Focus Bar. You may also press Ctrl+F3 or select Supplier Browser. 3. This activates the first of the page tabs, Basic. If there are any alterations you wish to make to the data, select the field to be edited, delete the existing information and enter the new details. 4. If you decide to abandon any of the changes made, click the Undo Record Changes button or press the Esc key. Alternatively, select Suppliers Undo to abandon any changes you have made. 24 Accounts Payable in FMS for Academy Schools handbook

33 02 Recording Suppliers Undo Record Changes button 5. To save any new information or changes made, either click the Save Record Changes button, press the F9 key, or select Suppliers Save. Save Record Changes button Adding Notes to a Supplier You can record general notes against a supplier at any time. This enables you, for example, to create an instant record of any exchanges between the establishment and the supplier at the time of the exchange. 1. Select Focus Accounts Payable Supplier to display the Supplier Details browser. 2. Search for and select the required supplier. 3. To add a note, click the Note button adjacent to the Import a Supplier Definition button. Freehand notes can be added up to 7000 characters. Note button 4. Click the OK button to save the record. 5. The record can be printed by clicking the Print button. Setting Up the Electronic Data Interchange If a supplier has the facility to handle electronic orders, you are able to create or modify existing supplier records to support orders being sent electronically. This means that when an order has been created, it can be written to disk at the same time as being printed. You must, however, nominate a carrier for the order so that the order can be written to the specified carrier s directory. This is not created until the first order using EDI is sent to print. A separate directory is created for each carrier. Accounts Payable in FMS for Academy Schools handbook 25

34 02 Recording Suppliers When the order is printed, you will see the following message displayed on the printed copy, Copy of PO - submitted by EDI. NOTE: Please remember that unless the number of copies of an order to be printed is set to greater than 0 in Accounts Payable Parameters, a paper copy is not produced. Adding/Editing the Order Method 1. To add the EDI facility to a supplier, select Suppliers Basic, via the menu route, or using the appropriate buttons on the Application Bar. 2. In the Order Method field, click the Field Browser button. This activates a browser of order method options. Field Browser button 3. Highlight EDI and click the Select button. 4. A text field marked EDI Directory is now available. Each individual carrier should have a unique eight character identifier. Enter the carrier identifier directory in the EDI Directory text field. This can be no longer than eight characters in length. Once this information is saved the directory structure for storing electronic orders ready for export will be: Transfer Out (EDI Directory identifier). 5. To add the EDI facility to an existing supplier, highlight the supplier name in the Supplier browser and either double-click or click the Focus Browser button on the Focus Bar to access the Basic page. Change the Order Method details by following the previous procedure. Representation of a Transferred Order The following is a printed example of an order despatched using EDI. HSIMS FMS Version 6 System Manager PURORD01OMFTF Not after 12 noon G S1001 Hope Education Hyde Buildings Ashton Road Hyde Cheshire D The School Wye Street Monnow Town MT1 1BB UK 1 ASAP L MAXI MODELLING STRAWS (PKT OF 900) PACK History MA Accounts Payable in FMS for Academy Schools handbook

35 02 Recording Suppliers L GLOY REFILL (5 LTRS) EACH History MA L SUGAR PAPER 635 X 508 (25 X 20) THICK BLUE REAM History MA L SUGAR PAPER 635 X 508 (25 X 20) THICK GREEN REAM History MA L SUGAR PAPER 635 X 508 (25 X 20) THICK CANARY REAM History MA L SUGAR PAPER 635 X 508 (25 X 20) THIN BLACK REAM History MA T System Manager Order Header Contents H SIMS FMS Version 6 PURORD010MFTF etc G System Manager This indicates that this is the header of standard order. If the letter F is displayed, this indicates that the order is a free text order. The current FMS series version. This indicates that the document is a Purchase Order raised in FMS. The letter T shows that a catalogue was used. If last letter is also a T this shows that the order is a freetext order. Finally, the number displayed identifies the supplier. This shows the date, , and order number, G , for the order. This identifies the person raising the order, which in this example is the System Manager. Accounts Payable in FMS for Academy Schools handbook 27

36 02 Recording Suppliers Special Instructions Supplier Detail Establishment Detail Identifies any special delivery instructions that were entered, e.g. not after 12 noon. This field states the LEA reference for the supplier, supplier name, address and telephone number. Other information, such as the VAT registration number will also be shown. The establishment name, address and telephone number is shown next, along with any special delivery instructions. The delivery address will always be taken from Establishment Details, even if it is amended on the PO. Order Line Details L001 etc Description Unit (Pack, Ream) Quantity Unit Cost Discount Line Value Expenditure Code LEA Reference The letter L followed by the first three digits shows the order line number. If the item ordered is from a supplier catalogue, this number is shown next. The item description is shown next. If the item is a catalogue item, how the item is offered for sale is shown next, e.g. pack, ream, etc. How many items have been ordered is displayed next, e.g This will show how much one item costs, e.g Where discount is to be applied, this is shown next. This is shown as zeros, if no discount applies. Each line will show the total cost of the items ordered on the line, e.g This is made up of the selected ledger code and cost centre, e.g. History MA. Each line also displays the LEA Reference code. NOTE: For free text orders, the description is displayed after the Expenditure Code. Order Trailer T This indicates this is the order trailer. 006 The number of lines on the order The total cost of the order. System Manager The person authorising the order. 28 Accounts Payable in FMS for Academy Schools handbook

37 02 Recording Suppliers Date This is recorded as YYYYMMDD. If you wish to view the contents of the export directory, this may be transferred and reviewed in Excel, Word, or your preferred choice of spreadsheet or text editor. If you decide to cancel the order at a later date, this is not recorded in the export directory, as the order may already be receiving attention. It is recommended that the supplier be contacted by some other means and the order cancelled. NOTE: If you elect to use the EDI method for your orders, please be aware that free text orders should not contain more than one order line as it may not be possible for your carrier to process multi-line free text orders. Adding Additional Supplier Details 1. If you have additional information about a supplier, such as their bank account details, highlight the supplier in the Supplier browser and either click the Focus Browser button, or select Supplier Browser. Focus Browser button 2. Select the Additional tab, either by double-clicking on the heading or by pressing Alt+2. Alternatively, select Supplier PageList Additional. Your supplier s bank details can be recorded here to enable you to make payments by cheque or by BACS. Accounts Payable in FMS for Academy Schools handbook 29

38 02 Recording Suppliers NOTE: If your supplier uses a separate payee, e.g. a factoring agent, to handle payments, you do not need to complete the bank details for the supplier, only for the payee. However, in the supplier Bank Details section, you will need to select the BACS Payable Supplier check box, enter the Account Name, if not entered by default, and enter the Payment Reference No. This number should be given to you by your supplier. 3. If you intend to make payments to your supplier using the BACS system, select the BACS Payable Supplier check box. NOTE: Selecting this check box does not prevent you making payments by cheque. 4. Opting to pay by BACS causes the following fields to become mandatory for recording bank details. The Account No. is the supplier s bank account number, which should consist of seven or eight digits. NOTE: If less than seven or more than eight digits are detected, a warning is issued if the system ascertains that a BACS user number has been entered and you are asked to confirm whether you wish to continue. Selecting No enables you to continue editing information entered. The Account Code field is mandatory, whichever payment method is preferred and defaults to zero. However, should this field be required, then the single digit code allowed should be issued by the supplier. Leave the default setting in place if you do not need an Account Code. The Account Name defaults to the supplier s name entered on the Basic page. An entry of up to 50 characters is permitted, but you should be aware that only the first 18 characters are used on the BACS file. Enter the supplier s bank Sort Code number. The Payment Reference No. should be no more than 18 characters and is used by the supplier, or their nominated Payee, to identify the organisation making payment. Where a number is entered, it must be the number that has been assigned to your organisation by the supplier. NOTE: This field cannot start with the letters CONTRA. An error message will result in the event of the payment reference starting with these letters. 5. If known, you may wish to enter the Bank Name and Branch for the supplier s bank account. More Information: Setting up a Supplier to Accept BACS Payments on page 118 Entering Payee Details If the supplier uses an agent for handling payments, you will need to add the details of the payee name and their details. 30 Accounts Payable in FMS for Academy Schools handbook

39 02 Recording Suppliers 1. Select the Payee in Use check box if the supplier uses a separate company for handling payments. 2. To select a payee, click the Field Browser button. New installations will need to add the payee details from the Payee Browse which should now be displayed. Field Browser button 3. If the payee is listed, highlight the relevant line and click the Select button. 4. To add new payee details, click the Add button to activate the Payee Details form. 5. Enter the Name of the payee, followed by their VAT Registration number (if they are VAT registered), the LA Reference number and the Account Number. Accounts Payable in FMS for Academy Schools handbook 31

40 02 Recording Suppliers NOTE: When defining the parameters for your Authorisation Slips you are given the option to allow the system to validate the Supplier s LA Reference. If you decide to select this option, the system will also check for a valid LA Reference allocated to a payee used by a supplier. If either the payee or supplier reference number is missing, the authorisation slip print or export routine will fail. 6. Enter the payee s address and postcode. 7. Enter the Contact name of any person you deal with in the company on a regular basis. This field can be left blank. Enter the Telephone number of the supplier and their Fax number if they have one. Additional Resources: Defining Authorisation Slips for Central Authorisation in the Introduction and Setup Routines chapter of the Central Processing and Non-Invoiced Income in FMS handbook Adding Payee Bank Details 1. Opting to pay by BACS makes the following fields mandatory for recording bank details: Account No. This is the payee s bank account number. Account Code. This field defaults to zero. However, should this field be required, then the single digit code allowed, should be issued by the supplier. Account Name. Enter the Account Name for the payee. An entry of up to and including 50 characters is permitted, but you should be aware that only the first 18 characters are used on the BACS file. Sort Code. The payee s bank sort code number. 2. Bank Name and Branch. If known, you may wish to enter the name of the bank and the branch address for the payee s bank account. Viewing/Editing Payee Details 1. To view a record, highlight the supplier or payee of your choice and click the View/Edit button. NOTE: You may need to enter a valid LA Reference, particularly if this number is to be validated by the system when producing the authorisation slips for selected Invoices. 2. Enter any changes to the details recorded that you wish to make and click the Save button. Deleting Payee Details 1. If the details recorded for a particular supplier are no longer correct, they may be deleted. Click the Field Browser button in the Payee Details section of the Additional page. Field Browser button 32 Accounts Payable in FMS for Academy Schools handbook

41 02 Recording Suppliers 2. The Payee browser is displayed. Highlight the payee whose details are to be deleted and click the Delete button. You cannot delete the details if the information contained is used by another supplier. A message is displayed stating the reason why the details cannot be deleted. Adding Construction Details 1. If the supplier is a member of the construction industry, select the Construction Industry check box at the bottom of the Additional page. 2. Enter the supplier s CIT Reference number as issued by the Inland Revenue and the Expiry Date of the certificate. NOTE: If the supplier is a member of the construction industry but is not registered for tax or his certificate has expired, you must not pay the total invoice sum to the supplier. One payment should be made to the supplier and the balance (tax due) must be paid direct to the Inland Revenue. Accounts Payable in FMS for Academy Schools handbook 33

42 02 Recording Suppliers Maintaining a Supplier s Catalogue Information A number of suppliers provide a catalogue of their products on a disk that have been prepared by Capita SIMS. Please do not attempt to import data from disks that are not authorised by Capita SIMS. 1. If you want to import or view a supplier s catalogue, highlight the supplier s name in the Supplier browser and double-click the name or click the Focus Browser button from the Focus Bar. You can also access this facility through Supplier Browser on the Menu Bar. Focus Browser button 2. Click the Catalogue page or press Alt+3. Alternatively, select Supplier PageList Catalogue. 3. Once a catalogue has been entered into FMS, ensure that the Catalogue In Use check box is selected. 4. If you require a printed copy of the catalogue, click the Print Catalogue button. 5. If you want to delete the entire catalogue, click the Clear Catalogue button. Click the Yes button to confirm that you wish to delete the whole catalogue. More Information: Adding a Supplier on page 21 Importing a Catalogue 1. To import a catalogue into the system click the Import Catalogue button, on the Catalogue page. 2. You are asked to specify the location for the catalogue. If you are not sure about the location, click the File Import Browser button to access the Select Catalogue Location screen. 34 Accounts Payable in FMS for Academy Schools handbook

43 02 Recording Suppliers 3. Select the drive by clicking the Down arrow button in the Drives section. This displays a drop-down list of drives set up on your PC. Select the drive location that contains the catalogue to be imported. 4. Navigate to the directory holding the catalogue and select the required catalogue file from the list of file names. 5. Click the Select button to continue with the import. The drive, directory and file are automatically placed in the location field of the Supplier Catalogue Import section. If you wish to abandon the process click the Cancel button. 6. After checking that the location is correct, click the Select button to import the catalogue. If you don t wish to continue importing a catalogue at present, click the Cancel button. Adding Catalogue Parts 1. If you do not have a supplier s catalogue on disk, you can add individual catalogue items manually by clicking the Add Item button or pressing the F2 key to display the Edit Part Definition dialog. Add Item button 2. Ensure that the Available check box is selected, indicating that the item to be entered is obtainable. 3. Type in the correct part number for the item to be listed. 4. The Book check box should only be selected when entering books into your catalogue system. This will activate the Author field, enabling you to type in the name of the book s author. 5. In the Description field, enter the name of the items to be included in the catalogue. 6. Specify how the items are sold in the Order Unit field, e.g. singly, packs, pairs, etc. 7. In the Unit Cost field, enter the amount being charged for the item. 8. The Contract field may be left blank, you only need to enter a number here if a discount has been negotiated with the supplier. 9. Click the Save and Next Part button to continue adding items to the catalogue. Accounts Payable in FMS for Academy Schools handbook 35

44 02 Recording Suppliers 10. When you have finished entering the catalogue items, click the Save button. 11. To abandon entering catalogue items, click the Cancel button. Editing Catalogue Parts 1. You may need to edit the catalogue items if, for example, the price has increased. To do this, highlight the item and click the Edit Item button or press the F5 key. Edit Item button 2. Select the field to be edited, delete the existing data and enter the correction. More Information: Adding Catalogue Parts on page 35 Deleting Catalogue Parts 1. If an item is no longer available from a supplier, you may need to delete it from the catalogue. 2. Click the Delete Item button or press the F4 key. You are asked if you are sure that you wish to delete the item from the system. If you select Yes the item is deleted, selecting No retains the item in the catalogue. Delete Item button Reviewing a Supplier s Information You can review previous transactions that have been recorded against a specific supplier on the Review page. This page enables you to track orders, deliveries, invoices, credit notes and payments. There are two views or means of viewing the information from this page, the Master View, opened by default, and the Slave View, accessed when the View Links button is selected. The Master View can be used to select the principle transaction type for review, the Slave View is easiest to use when searching for linked transactions. All types of payment are displayed including cheque payments and those processed through BACS. It is also possible to review transactions that have been transferred between financial years. A symbol placed in the Cross Year column is an indication of this. A symbol placed in the Cross Year column is an indication of this. NOTE: The User initials displayed are those of the user who authorised the order. 1. From the Supplier browser highlight the supplier you wish to review and either double-click, click the Focus Browser button, or press Ctrl+F3. Alternatively, select Supplier Browser. Focus Browser button 36 Accounts Payable in FMS for Academy Schools handbook

45 02 Recording Suppliers 2. The Supplier Details page is displayed. Click the Review tab. NOTE: If you wish to process Purchase Orders, Delivery Notes, Payments, Invoices or Credit Notes while using this option, ensure that the Allow full AP processing in Supplier Review check box is selected via Tools User Options. If this check box is not selected you can only view associated transactions. No additions or editing may take place. More Information: Reviewing Cheque or BACS Payments on page 39 Reviewing Supplier Transactions in the Master View 1. By default, the browser in the Review page displays orders that have been raised for the selected supplier. To view associated documents, highlight a specific order and click the View Links button. 2. If you wish to review any other Accounts Payable transaction instead of Purchase Orders, click the Field Browser button. 3. Transactions can be added, edited or viewed, by clicking the appropriate button. Accounts Payable in FMS for Academy Schools handbook 37

46 02 Recording Suppliers Viewing Links 4. However, you can only edit specific transactions that remain in an editable state, e.g. unauthorised. Additions and any changes made are not displayed until you click the Refresh button. 1. If you select to view Purchase Orders, Delivery Notes, Invoices, Credit Notes or Payments for a particular supplier in the main view, the following Accounts Payable documents linking to the master view can also be selected. Master View Purchase Orders Credit Notes Deliveries Invoices Payments Slave View Credit Notes, Deliveries, Invoices, Payments Invoices, Payments, Purchase Orders Purchase Orders Credit Notes, Payments, Purchase Orders Credit Notes, Invoices, Purchase Orders 2. To select the type of document you wish to view in the Slave View, click the Field Browser button. Field Browser button Reviewing Supplier Transactions in the Slave View 1. To view a specific transaction, click the View Item button. View Item button NOTE: It is recommended that you do not attempt to add or edit transaction documents in the Slave View. These should be done through the Master View. 2. Should you decide to make changes in this section, these changes are not reflected in the information displayed until you click the Refresh button. 3. If you wish to finish reviewing related documents at any time click the Hide Links button. 38 Accounts Payable in FMS for Academy Schools handbook

47 02 Recording Suppliers NOTES: If you wish to process Purchase Orders, Delivery Notes, Payments, Invoices or Credit Notes while using this option, ensure that the Allow full AP processing in Supplier Review check box is selected via Tools User Options. If this check box is not selected you can only view associated transactions. No additions or editing may take place. Reviewing Cheque or BACS Payments The Reference column displays either cheque or BACS payments. If a payment has been made by cheque, the cheque number is displayed. BACS payments will show the BACS run number in the column. The Type column displays a C to indicate a cheque payment and a B for BACS payments. If you decide to process payments from the Master View of Supplier Review, a message dialog asks if you wish to process payments via Cheque Processing or BACS Processing. Suppliers and eprocurement For information about eprocurement and sending orders to suppliers as XML files, please refer to the eprocurement in FMS using or the eprocurement using Web Services in FMS handbook. Accounts Payable in FMS for Academy Schools handbook 39

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49 03 Managing Purchase Orders 03 Managing Purchase Orders Required Procedures for Adding Orders Purchase Order Access Creating an Order Editing an Order Viewing and Clearing Commitment from a Printed Order Viewing the Order Status Deleting an Order Moving an Order Authorising/Printing an Order Cancelling an Order Adding Deliveries from a Purchase Order Required Procedures for Adding Orders Before creating orders in FMS, you must carry out the following: 1. Define the various settings required in Accounts Payable Parameters. 2. Add and open an order book in Define Books. 3. Followed the procedures required for General Ledger Setup. The following ledger codes need setting up: VAT Input VAT Output Expenditure Code Income Code Creditor Control (for local cheque processing) Bank Account (for local cheque processing). 4. Add and open a cheque book for the defined bank account in Define Books. IMPORTANT NOTE: All commitment on Purchase Orders takes into account any discount that has been applied to an order. This applies to existing orders in FMS as well as to new orders. More Information: Defining Books on page 15 Accounts Payable Parameters on page 5 Accounts Payable in FMS for Academy Schools handbook 41

50 03 Managing Purchase Orders Purchase Order Access This section is about how to create orders, edit them, get them authorised and printed. 1. To access this function, click the Accounts Payable button from the Application Bar. Accounts Payable button 2. Click the Purchase Order Processing button from the Application Bar. Purchase Order Processing button 3. Alternatively, select Focus Accounts Payable Purchase Order. When you access this for the first time, you will see a blank browser. As orders are created, they are recorded in this list which then acts as a quick reference guide to every order raised throughout the financial year. 4. Once populated, the list can be sequenced by Order Number, Date and Source by selecting the appropriate radio button. When the Date radio button is selected, the Calendar button adjacent to the Looking for field is activated. The list can also be sequenced in Ascending or Descending order by selecting the appropriate check box. 5. You can also click the View browser button and select which type of purchase orders to display, e.g. Authorised. 42 Accounts Payable in FMS for Academy Schools handbook

51 03 Managing Purchase Orders Viewing a PDF Version of a Purchase Order A PDF image of a purchase order can be produced for any saved order with any Order Status. Orders can be viewed in Open and Finalized years. NOTE: The order will always be displayed in the FMS default format. The Authorisers name and signature image will only be displayed for orders with 'Order Method - M'. 1. In Focus Accounts Payable Purchase Order, highlight the required order. 2. Click the PDF Preview button. PDF Preview button 3. The order is displayed on-screen and can be printed, as required. Creating an Order 1. To create an order click the Add Record button from the Focus Bar or press Ctrl+F2. Alternatively, select Purchase Order Add. Add Record button Accounts Payable in FMS for Academy Schools handbook 43

52 03 Managing Purchase Orders 2. The Select Order Type dialog is displayed, from which you need to select the order type. Click the Standard radio button for orders requiring part numbers, etc. or click Free Text radio button for recording orders for non-catalogue items, e.g. electricity supply, replacing broken glass, etc. 3. If you have only one order book open, this is automatically recorded in the Book field. If you have more than one order book open, click the Field Browser button or press the F3 key to select the book you want to use from the browser displayed. Field Browser button You do not need to enter the order number yourself, as this is done automatically, initially by allocating a temporary number. 4. If you need to select the payment source, choose the Field Browser button and select the payment method you require from the list displayed. The Date defaults to today s date. If the supplier accepts orders via XML file, then the Source will state XML. FMS is the recorded source for non XML orders. 5. To select the Supplier, click the Field Browser button or press the F3 key for a list of suppliers and their relevant details. From the browser highlight the supplier you want and click the Select button. If you click the Cancel button you are returned to the purchase order form and no supplier will have been selected. NOTE: If the Hide Not in Use Suppliers check box is switched on through Tools Establishment Details System Parameters, only current suppliers are displayed for selection. 6. In the field marked Delivery Address, enter the address the items are to be despatched to. Once you have entered the address in Accounts Payable Parameters, it is automatically recorded each time you raise an order, but may be changed at any time. 44 Accounts Payable in FMS for Academy Schools handbook

53 03 Managing Purchase Orders 7. Once the order has been completed, the Status of the order is recorded, e.g. Authorised. Click the View Item button to view the status in greater detail. View Item button 8. Click the Field Browser button or press the F3 key for a list of delivery instructions. Highlight the one that is most applicable to the order you are sending and choose the Select button. If you do not want to continue with this process click the Cancel button. 9. Select the On Hold check box if you want to delay before authorising the purchase order. The address that is held for the supplier (which is used when PDF orders are ed to the supplier) and the Order Method, e.g. Print. are displayed as read-only fields. 10. The Special Instructions line enables free text to be entered for any additional information you might want to record regarding the delivery of the items ordered. This might be a specific time when no-one is available to take delivery. Select this field if you wish to add further instructions, although you may leave this blank if nothing is to be added. The next three fields, Supplier XML Reference (for XML orders only), Supplier Contact Name and the Originator, are populated automatically. NOTE: The Supplier Contact Name is populated only if it is present in the imported XML file. 11. To start adding the items to be ordered click the Add Item button or press the F2 key. Add Item button Accounts Payable in FMS for Academy Schools handbook 45

54 03 Managing Purchase Orders NOTE: As items are added to the order, each order line is numbered by the system and is sequential with no gaps. If order lines are added or deleted, line numbers are updated and re-sequenced automatically. 12. On the purchase order form, an order line may be deleted so long as the order has not been printed, by clicking the Delete Item button or by pressing the F4 key. Delete Item button 13. If you wish to copy an order line, click the Copy Item button or press the F5 key. Copy / Clone Item button 14. To save your order either click the Save Record Changes button from the Focus Bar or select Purchase Order Save. The Authorise button will not be available until your order has been saved. Save Record Changes button Order Line Details - Selecting Centres and Codes 1. The first thing you will need to do is select the Cost Centre, Ledger Code, Fund Code and VAT Code for the items to be ordered. 2. Before you can raise an order against a cost centre, it is essential that you have allocated funds to your cost centres. 46 Accounts Payable in FMS for Academy Schools handbook

55 03 Managing Purchase Orders To choose a cost centre click the Field Browser button or press the F3 key. If you are a Restricted User, you can only select from one of the cost centres or cost centre collections to which you have been granted access rights. All other cost centres within FMS will not be displayed for selection. 3. From the list, highlight the cost centre and click the Select button. Field Browser button 4. If you have linked the cost centre to only one ledger code, this is automatically recorded in the next field, as will the fund code and VAT code. If you have more than one ledger code linked to a specific cost centre, click the Field Browser button, or press the F3 key. If you are a Restricted User, you can only select one of the ledger codes that is associated with the cost centre or cost centre collections previously selected. All other ledger codes within FMS will not be displayed for selection. 5. Highlight the ledger code you want and click the Select button. 6. Next, select the fund code and VAT code by clicking the appropriate Field Browser buttons, highlighting the relevant codes and click the Select button. Additional Resources: Cost Centre Allocation in the Budget Management - Cost Centre Allocation chapter of the Budget Management and Personnel Links in FMS handbook Order Line Details - Standard Line Type Catalogue Orders Select the Standard radio button in the Line Type field. 1. You need to enter the part number for the item you are ordering. If you have installed the supplier s catalogue, click the Select Part button. 2. Start entering the item description and click the Search button. This will result in only those items containing your description being shown. Alternatively, you may click the Browse All button to display the complete catalogue listing. 3. Highlight the item to be ordered and click the Select button. If you have made a selection from the catalogue list, the item description is automatically recorded. The Unit Cost, Order Unit and Total Cost for ordering one item will also be recorded. 4. To order more than one item, select the Quantity field, delete the information and enter the new amount. The Total Cost automatically update. Non Catalogue Orders 1. If you do not have the supplier s catalogue on your system, enter the part number manually. 2. Enter a brief description of the item to be ordered. 3. Select each of the fields in turn and enter the Quantity, Unit Cost and Order Unit (pack, box, etc.). Accounts Payable in FMS for Academy Schools handbook 47

56 03 Managing Purchase Orders Completing Order Line Details 1. If you have not negotiated a discount with this supplier, there is no need to complete the Discount and Contract fields. NOTE: Please remember that discount added to an order is reflected in the final commitment for the order. Commitment is the total of the order less the discount that has been applied to it. The Total Cost updates automatically. 2. Once you have completed entering the order line details, click the Save button to record the data on to the order form. If you are a Restricted User and you have exceeded your allocated spending threshold, the following error message is displayed. If this occurs, you must revisit the order line and amend the details until the line no longer exceeds your spending threshold. If this is not possible, a different member of staff who does have restricted access rights must raise the order instead. 3. To add further lines to your order, click the Next Line button. NOTE: You can mix part orders with book orders on the same order form but you will not be able to mix free text orders with other types of order on the same form. 4. If you decide to abandon this process, click the Cancel button. Order Line Details Book Orders You will only need to select the Book radio button when you wish to submit a book order. 1. Select the Cost Centre, Ledger Code, Fund Code and VAT Code for the items to be ordered. Before you can raise an order against a cost centre it is essential that you have allocated funds to your cost centres. 2. Enter the ISBN number. 3. Enter the author s name and book title. 4. Enter the quantity, unit cost and order unit. You will only need to enter the contract number and discount allowed, if you have negotiated with the supplier to receive discount. The Total Cost is entered automatically. NOTE: Please remember that discount added to an order is reflected in the final commitment for the order. Commitment is the total of the order less the discount that has been applied to it. 48 Accounts Payable in FMS for Academy Schools handbook

57 03 Managing Purchase Orders 5. Once you have completed entering the order line details, click the Save button to record the data on to the order form. 6. To add further lines to your order, click the Next Line button. Please note that you may mix part orders with book orders on the same order form. You will not be able to mix free text orders with other types of order on the same form. Additional Resources: Cost Centre Allocation in the Budget Management - Cost Centre Allocation chapter of the Budget Management and Personnel Links in FMS handbook Order Line Details - Free Text 1. First, select the cost centre, ledger code, fund code and VAT code for the items to be ordered. The process is identical to the one given for adding Standard orders. 2. Before you can raise an order against a cost centre it is essential that you have allocated funds to your cost centres through the Budget Management - Cost Centre Allocation option. 3. Once the relevant codes have been entered, you can add the details of the item(s) being ordered in the Free Text Block. 4. Enter the contract number if you have negotiated discount with the supplier. Next, enter the percentage of discount you are allowed. NOTE: Please remember that discount added to an order is reflected in the final commitment for the order. Commitment is the total of the order less the discount that has been applied to it. 5. Finally, enter the cost of the order in the Cost field. The Total Cost records automatically. 6. Once you have completed entering the order line details, click the Save button to record the data on to the order form. Accounts Payable in FMS for Academy Schools handbook 49

58 03 Managing Purchase Orders If you are a Restricted User and you have exceeded your allocated spending threshold, the following error message is displayed. If this occurs, you must revisit the order line and amend the details until the line no longer exceeds your spending threshold. If this is not possible, a different member of staff who does have restricted access rights must raise the order instead. 7. To add further lines to your order, click the Next Line button. You may mix part orders with book orders on the same order form. However, you will not be able to mix free text orders with standard orders on the same form. NOTE: If the selected supplier has been set up to receive electronic orders via an EDI carrier, you will only be able to send free text orders consisting of one order line. 8. If you decide to abandon this process, click the Cancel button. Editing an Order More Information: Order Line Details - Selecting Centres and Codes on page 46 NOTES: The only orders that can be edited are those that have been saved and not yet authorised. However, it is possible to clear a commitment once printing has taken place. If you edit an order containing a cost centre, ledger code and fund code combination that has been hidden since the order was originally raised, you will be unable to save the record until a new combination has been selected. 1. From the list of orders displayed in the browser when Purchase Order Processing is first accessed, highlight the order you wish to edit and either double-click on the line, click the Focus Browser button, or press Ctrl+F3. Alternatively, select Purchase Browser. Focus Browser button 2. The order is presented for you to view and make the necessary changes. 3. To edit the order book or the supplier, click the appropriate Field Browser button and make your new selection from the lists displayed. You will only be able to do this as long as an order remains unauthorised. Field Browser button 50 Accounts Payable in FMS for Academy Schools handbook

59 03 Managing Purchase Orders 4. To change the delivery address, select the address panel, delete the incorrect data and enter the new information. 5. If you wish to change the Delivery Instruction, click the Field Browser button or press the F3 key and select the new instruction by highlighting the one you want and clicking the Select button. Editing Order Line Details 1. To edit individual order lines click the Edit Item button or press the F5 key. You are presented with the Order Line Details dialog. Edit Item button 2. To edit the cost centre, ledger code, fund code or VAT code, click the appropriate Field Browser button and select the new centre or codes, by highlighting the ones you want to use and clicking the Select button. 3. To edit the line details, select the area to be edited, delete the original information and enter the new, either manually or through selecting a new catalogue part. 4. To record any changes you have made, click the Save button. If you do not wish to continue at present, click the Cancel button. Batch Editing Order Line Details To apply a ledger code, fund code and cost centre to several lines at once: 1. Select the lines you wish to update by either: Using the Tag All button to tag all the lines, or Right-click in the table to the left of the Line No. column Tagged lines will have a flag beside them. 2. Click the Edit Tagged button. 3. Select a Cost Centre, Ledger Code and Fund Code by using the Field Browser button. 4. Click the Save button. 5. To record any changes you have made, click the Save button. If you do not wish to continue at present, click the Cancel button. Completing Order Editing 1. Selecting either of the above two options will take you back to the order form, where you may delete an order line by clicking the Delete Item button or by pressing the F4 key. Delete Item button 2. You may also copy an existing line by clicking the Copy Item button or by pressing the F6 key. Copy / Clone Item button Accounts Payable in FMS for Academy Schools handbook 51

60 03 Managing Purchase Orders 3. If you are satisfied with the alterations that you have made, click the Save Record Changes button from the Focus Bar or press the F9 key. You may also save your alterations by selecting Purchase Order Save. Save Record Changes button 4. If you decide that the alterations shouldn t have been made, click the Undo Record Changes button from the Focus Bar or press Esc. Remember that this will only work as long as you haven t saved the changes first. Undo Record Changes button 5. You are asked if you are sure that you want to undo your changes. Selecting Yes will undo the changes and return you to the main browser page. You may also access this facility through selecting Purchase Order Undo. Viewing and Clearing Commitment from a Printed Order Once an order has been printed it is still possible to clear an order line. Reasons for doing this may include an error in ordering the item in question; discovering that it is not necessary to order the item on that particular order, etc. It is also possible to clear commitments for partly invoiced items, but not once items become fully invoiced. The exception to this is that once items have been recorded as delivered on a delivery note, it will not be possible to delete or clear commitment for that particular Purchase Order. 1. From the Purchase Order browser, highlight the order you wish to clear a commitment from. 2. Click the Focus Browser button from the Focus Bar. Alternatively, select Purchase Order Browser or press Ctrl+F3. Focus Browser button 3. The order form is displayed. Highlight the line you wish to cancel the commitment on and click the Clear Commitment button. Clear Commitment button 4. You are asked to confirm that you wish to cancel the selected order line. Upon confirmation you are asked to enter an explanation for the Audit Log. A symbol to indicate that the line has been cancelled is placed next to the row. Clear Commitment symbol 5. To save the updated information, click the Save Record Changes button from the Focus Bar or select Purchase Order Save (F9). Save Record Changes button 52 Accounts Payable in FMS for Academy Schools handbook

61 03 Managing Purchase Orders 6. If you decide not to save the alterations you have made and wish to reverse the changes, click the Undo Record Changes button. You may also select Purchase Order Undo (Esc). Undo Record Changes button Viewing the Order Status 1. As the list of orders extends, you might wish to select a specific order status to view. The default setting in the View field is All. To change the viewing type, click the Field Browser button or press the F3 key. Field Browser button 2. From the displayed list, select and highlight the status type you wish to view: Authorised Cancelled Fully Delivered Fully Invoiced Outstanding Part Delivered Partly Invoiced Printed Unauthorised 3. Choose the Select button when you have made your choice. 4. If you decide not to proceed, click the Cancel button instead. 5. If you wish to view a specific order from the new list, highlight it, double-click or click the Focus Browser button from the Focus Bar. You may also select Purchase Order Browser. Focus Browser button If lines on the order have either been fully or partly invoiced, then the appropriate symbol is displayed in the adjacent column. Fully Invoiced Symbol Part Invoiced Symbol Deleting an Order 1. To delete an unauthorised order, choose the order to be deleted from the browser by highlighting it. 2. Click the Delete Record button from the Focus Bar or select Purchase Order Delete. Accounts Payable in FMS for Academy Schools handbook 53

62 03 Managing Purchase Orders Delete Record button 3. You are asked if you are sure you want to delete the record. Clicking Yes removes the order from the system. It is also possible to delete the order while working on the purchase order form: 4. If you decide not to continue to process an order, click the Delete Record button or choose Purchase Order Delete. 5. You are asked if you are sure you want the record deleted. The record is erased if you click Yes. 6. Remember that once an order has been authorised you are not permitted to delete it. Select the Cancel option instead. Moving an Order More Information: Cancelling an Order on page 58 An order created in FMS can be moved and will retain all ledger codes, funds, cost centres and links as originally defined. An order can only be moved if the year to which it is it being moved has the following items from the order defined: Ledger codes, Fund codes and Cost Centres for all lines Relevant links for the previous three items VAT codes for all lines The Pay From bank account If any of these are missing, you will receive an error message to that effect. An order can be moved from the current financial year to the previous or following financial year with the following conditions: The financial year the order is currently in and the financial year it is being moved to must have a status of Started. Only unauthorised orders can be moved. NOTE: You should not edit an order until you have moved it to the year you want it in. When an order is moved, it is completely deleted from the original year and appears in the new year as though it was originally created there. 1. Select Focus Accounts Payable Purchase Order to open the Purchase Order Processing screen. 2. Highlight the order you wish to move to another year. 3. Click the Move Current Order to Next/Previous Year button. 4. A dialog will display asking you to confirm that you want to move the selected purchase order to the other open year on your system. Click the Yes button to move the purchase order. 5. A dialog advises you that the purchase order has moved out of the current year. Click the OK button. 54 Accounts Payable in FMS for Academy Schools handbook

63 03 Managing Purchase Orders Authorising/Printing an Order There are three ways in which orders may be prepared for authorisation or printing: Click the Tag button from the Purchase Order browse Select Purchase Order Batch Selection Tag Highlight and select individual orders either by clicking on the order or by using the arrow keys to highlight a specific order and pressing the spacebar. Printing Unauthorised Orders Order Printing Free Text on Orders It is possible to print orders before they have been authorised so that they can be circulated for review to the relevant people. The print is exactly the same as if the order was printed after authorisation with the following exceptions: The title, supplier address and page number will have the suffix Un-Authorised Print. The print will always be sent to the default printer irrespective of the Order Method set in the Focus Accounts Payable Supplier: Basic. When orders are ready to be printed and despatched to the relevant supplier, the number of copies that are produced are governed by number of extra copies selected in Tools Accounts Payable Parameters. Copies of Printed orders, will state, Copy of PO. Copies of orders despatched by EDI, will state, Copy of PO - submitted by EDI. All duplicates of original XML files are marked as copies. The free text that are printed on purchase orders depends on the order method selected for the supplier in Accounts Payable Supplier: Basic and the free text narrative entered when defining the parameters for Accounts Payable in Tools Accounts Payable Parameters: Order Header. Selecting the Printed or EDI Transfer order method, will result in the narrative entered when the Printed Order button was selected, being included on the order. Selecting the XML order method, results in the narrative entered when the XML Orders button was selected, being included on the order. Additional Resources: eprocurement in FMS using handbook eprocurement using Web Services in FMS handbook More Information: Setting Up the Electronic Data Interchange on page 25 Defining the Order Header on page 6 Adding a Supplier on page 21 Accounts Payable in FMS for Academy Schools handbook 55

64 03 Managing Purchase Orders Batch Selection 1. Click the Tag button to access the batch selection option for purchase orders or select Batch Selection Tag from the Purchase Order Menu on the Menu Bar. 2. You are presented with three options for selecting orders to be tagged: For Supplier, By Status, By Date. Each field has two radio buttons from which you may make a choice. 3. If you select the All radio button for all three options, then all the orders you have entered are tagged. For Supplier Specific Not Browse Select this radio button when you want to specify the criteria by which the orders are tagged. If you want to exclude orders to a certain supplier from being tagged, then check this field. To select one supplier for tagging, then make sure that this field is not selected. Click the Field Browser button or press the F3 button to display your list of suppliers. Highlight the supplier of your choice. By Status Specific Not Browse Select this radio button when you want to specify the criteria by which the orders are tagged. If you wish to exclude orders that have reached a specific status from being tagged, e.g. they are already authorised, select this field to check it. To select one category for tagging, ensure this field is not selected. Click the Field Browser button or press the F3 button to display the list of status categories. 56 Accounts Payable in FMS for Academy Schools handbook

65 03 Managing Purchase Orders Highlight the category of your choice. By Date Specific Not Browse Select this radio button when you want to specify the criteria by which the orders are tagged. If you wish to exclude orders according to their date, select this check box. To select a date category for tagging orders, make sure that this check box is not selected. Click the Field Browser button or press the F3 button to display the list of categories for selecting the date. Highlight the category of your choice. You are now able to select a date by choosing the Calendar button. 4. Once you are satisfied with the criteria you have chosen for tagging orders, click the Tag button. 5. If you decide not to proceed with the authorisation of orders, click the Cancel button. 6. Even if you selected to tag the orders according to the criteria you chose for batch selection, you may still change your mind by clicking the Un-tag All button. Batch Processing More Information: Using the Calendar on page To authorise your tagged orders, either click the Authorise Tagged button or select Purchase Order Batch Processing Authorise Tagged. 2. To print your orders click the Print Tagged button from the Purchase Order browser. You may also select Purchase Order Batch Processing Print. Individual Selection 1. Make sure that the order you wish to tag has the focus and is highlighted. Either click in the space next to the order or press the spacebar. 2. A yellow flag is positioned next to the order and you may now select to authorise or print it by choosing the Authorise Tagged button or the Print Tagged button. You may also select Purchase Order Authorise, the Authorise Current Order button from the Focus Bar or press F8 on the keyboard. Authorise Current Order button 3. Further options available to allow you to print orders are: click the Print Order button from the Focus Bar or select Purchase Order Print. Print Order button 4. You also have the option to click the Un-tag All button, if for any reason, you change your mind about the orders requiring authorisation or printing. Accounts Payable in FMS for Academy Schools handbook 57

66 03 Managing Purchase Orders Copies of Printed Orders Once orders have been printed, ed or sent as an XML file, selecting to reprint a specific order gives you the option to either re-print the full order or to obtain a single copy. 1. Select the Full re-print set radio button to print copies of the original order. Selecting this option will observe the selected order output method in Supplier: Basic Details and the multiple copies setting in Accounts Payable Parameters, plus any address set for sending duplicate XML orders to a third party. 2. Select the Single paper copy radio button for a single copy of the order to be printed by the default printer. NOTE: All reprints, EDI and XML files are clearly marked as copies. Cancelling an Order You may cancel any authorised or printed order by following the procedure detailed below. The only exception to this is that once a delivery note has been recorded against the order, you will no longer be permitted to cancel. 1. From the browser of orders, highlight the one you wish to cancel. 2. Either select Purchase Order Cancel, or click the Cancel Order button from the Focus Bar. Cancel Order button 3. You are asked whether you wish to proceed with cancelling the order. If an authorised order was selected for cancellation, choosing Yes will change the order status to Cancelled Before Print. If a printed order was selected for cancellation, choosing Yes changes the order status to Cancelled After Print. 4. If the order has been despatched electronically, the cancelled order is not recorded as cancelled in the export directory. The supplier may already be processing the order. It is, therefore recommended that the supplier is communicated with in another way and the order cancelled. Adding Deliveries from a Purchase Order It is possible to select a Purchase Order from the Purchase Order browser and to add a delivery note from this focus. Either highlight the order in the browser that the delivery note is to be attached to, or select the order form, either by double-clicking on the browser order line or by clicking the Focus Browser button. NOTE: This is only operational if the Record Deliveries check box has been selected through Tools Define Financial Years. This check box may be selected at any time during the financial year by highlighting the year and clicking the Edit Item button. 1. To add the delivery note, either click the Deliveries button on the Focus bar or select Purchase Order Delivery. 58 Accounts Payable in FMS for Academy Schools handbook

67 03 Managing Purchase Orders Deliveries button This gives you access to the delivery note which will have all the relevant details completed automatically from the original order form. 2. Select the Delivery Note Number field and enter the note number. 3. It is possible to change any of the details already in place (please see Adding a New Delivery Note on page 65). 4. To enter the quantity of items delivered, you have the option to either enter each delivery line individually, or by pressing F7 you may record all the items from the original order as having been delivered. 5. Once the details have been correctly entered, either click the Save Record Changes button, or select Delivery Note Save. Save Record Changes button Accounts Payable in FMS for Academy Schools handbook 59

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69 04 Managing Deliveries 04 Managing Deliveries Introduction Introduction Using the Deliveries Screen Editing a Delivery Note Deleting a Delivery Note Adding a New Delivery Note This function enables you to record deliveries received from a specific supplier and to match them against the original order raised. A delivery note is issued for a single, standard order, but you may receive and create more than one delivery note per order, particularly useful when items are delivered over several days. The facility for recording multiple delivery notes for a single order is built into the functionality. NOTE: You can only record delivery notes for standard, not free text, orders. Switching on Deliveries 1. Select Tools Define Financial Years Define/Edit Years to display the Define Years dialog. Accounts Payable in FMS for Academy Schools handbook 61

70 04 Managing Deliveries 2. Highlight the current year and click the Edit button to display the Edit Financial Year dialog. 3. Select the Order Book Open Restricted Users check box if you want users with restricted access to be able to raise orders. 4. Select the Record Deliveries check box and click the Save button to return to the Define Years dialog. 5. Click the Save button on the Define Years dialog to retain the new setting. Specifying the Delivery Settings 1. Select Tools Accounts Payable Parameters and select the Deliveries tab. 62 Accounts Payable in FMS for Academy Schools handbook

71 04 Managing Deliveries 2. Select the Delivery Note Number Mandatory check box if you want to insist that every delivery received is recorded with its relevant delivery note details. 3. Select the Prevent Over Delivery check box to ensure that only the number of goods that have been ordered are received for delivery. If this check box is selected, when adding or editing a delivery note, the total number of delivered items is calculated and the Quantity Delivered field turns red if the number of items entered exceeds the number of items in the original purchase order line. When you select either or both of these check boxes, an entry is written to the audit trail and the Delivery Note Number field in the Deliveries screen is mandatory until such time as the check box is deselected. Using the Deliveries Screen To add or edit Delivery Notes, either click the Accounts Payable button followed by the Deliveries button, or select Focus Accounts Payable Deliveries. Accounts Payable button Deliveries button The Deliveries screen displays a list of all the delivery notes that have been recorded to date in the current financial year. By selecting the appropriate button on the Focus Bar or menu option from the Deliveries Menu, you may add, edit or delete delivery notes. NOTE: Attempting to access this focus with the record deliveries option switched off in Define Financial Years, results in a warning message advising that the system is not recording deliveries. Accounts Payable in FMS for Academy Schools handbook 63

72 04 Managing Deliveries If you have only just switched on the Record Deliveries function, the Deliveries screen is empty. 1. By selecting one of the following radio buttons in the Sequence field you can change the way the grid is ordered: Delivery Note Number (this is the default order) Delivery Note ID Delivery Note Date Order Number 2. The Looking for field will then respond to the currently selected order. 3. The View option enables you to select the delivery notes displayed in the browser. Click the Field Browser button in order to select a specific supplier. Field Browser button 4. To add a new delivery note to the system, click the Add Record button on the Focus Bar or select Delivery Note Add. Add Record button 5. If you wish to edit an existing delivery note, highlight the relevant note and click the Focus Browser button. Focus Browser button 64 Accounts Payable in FMS for Academy Schools handbook

73 04 Managing Deliveries 6. You are able to delete a specific, highlighted delivery note by clicking the Delete Record button. For conditions which apply concerning the deletion of delivery notes, please refer to Deleting a Delivery Note. Delete Record button Editing a Delivery Note You are allowed to edit a delivery note already on the system, including any for a supplier that has been placed On Hold. Any actions are recorded in the Audit Trail when the Save Record Changes button is clicked (please see Adding a New Delivery Note on page 65). Save Record Changes button Deleting a Delivery Note You can delete a delivery note at any time, by clicking the Delete Record button, but it must be deleted in its entirety. When you delete a delivery note you are asked to give an explanation for the deletion, which are recorded in the Audit Trail. However, there are two factors that you must bear in mind before attempting deletion. Delete Record button A delivery note may not be deleted, if doing so would cause the reduction of delivered items to fall below the number of invoiced items on any one order line. If any item has already been imported into Equipment Register, then you will not be permitted to delete the delivery note. Adding a New Delivery Note A new delivery note can only be created for a single order with a specific supplier. If the supplier has been placed On Hold, it is still possible to create a new delivery note. To add a new delivery note from the Deliveries focus, click the Add Record button or select Delivery Note Add. Add Record button Accounts Payable in FMS for Academy Schools handbook 65

74 04 Managing Deliveries To select the Supplier for the delivery you have received, click the Field Browser button. Highlight the supplier and click the Select button. Field Browser button 1. By default, the Delivery Date is the system date. To record the actual date the delivery was made, click the Calendar button and select the date from the pop-up calendar. Calendar button 2. The Delivery Note Date defaults to the system date. If you wish to change this date, click the Calendar button and select the date from the pop-up calendar. 3. Delivery Note ID - The system assigns a unique delivery note identification number, which is non-editable and specific to delivery notes only. Gaps will occur in the numbering system when, for example, a delivery note is deleted, as it is not possible for the same identification number to be used twice. 4. The number on the original delivery note must be entered into the Delivery Note Number field. 5. Click the Field Browser button adjacent to the Order Number field for a list of authorised or printed orders still outstanding with the selected supplier. Highlight the order number which corresponds to the delivery received and click the Select button. 66 Accounts Payable in FMS for Academy Schools handbook

75 04 Managing Deliveries 6. The Notes facility is provided in case you wish to make notes about the delivery. Click the Note button for access to the Note Pad. Anything recorded here are visible on screen but are not printed or exported. Note button NOTE: If a delivery has the wrong number on it, you should delete the delivery note and create a new one with the correct order number. 7. Once the delivery note is completed, click the Save Record Changes button. Save Record Changes button More Information: Adding Delivery Note Line Details on page 67 Using the Calendar on page 148 Adding Delivery Note Line Details The Line Details correspond with the lines added to the original order. The quantity delivered can be completed automatically by selecting Delivery Note Deliver All or by pressing F7. This will, however, add the total number of items ordered on the delivery note, providing they have not been recorded to other delivery notes previously created. Select the Hide Fully Delivered Items check box if you only want to view order lines on the delivery note that have not yet been delivered. Deselect the check box if you prefer to see all the order lines on the delivery note whether they have been delivered or not. The quantity delivered for a single item on all delivery notes entered may be greater than the number on the original order. However, should this occur, you will receive a warning. Accounts Payable in FMS for Academy Schools handbook 67

76 04 Managing Deliveries If you have already entered Invoices on to the system, you may still enter a corresponding delivery note. You should be aware, however, that the number of items recorded as delivered must match exactly the number entered for the Invoice. The quantity of items on all corresponding delivery notes cannot be less than on the original invoice. Similarly, if you are entering a delivery note which includes items that have been imported into Equipment Register, then the quantity delivered may not fall below the quantity imported. The following columns for recording the items delivered are displayed: Part Number This is automatically inserted into the delivery note and is generated from the part number on the original order. Item Description This gives a brief description of the part ordered and is generated automatically from the original order. Quantity Ordered This shows the total amount of an item actually ordered and is taken from the original purchase order. Quantity Outstanding This is calculated automatically by the system taking the quantity ordered and reducing the amount, first by the amount delivered on previous release notes, if any, and then by the quantity delivered on the current delivery note. Quantity Delivered You will need to enter the quantity delivered for each line of the order. By default, this column is set to zero for all the line order details. Only enter the quantities for items that have actually been delivered, adding a new delivery note to the system as further items for the same order are delivered. Editing the Quantity Delivered 1. To add the quantity of items delivered, click the Edit Item button. Edit Item button 2. In the Quantity Delivered field, enter the number of items received. 3. Click the Save button to record the number in the appropriate column on the delivery note. 68 Accounts Payable in FMS for Academy Schools handbook

77 04 Managing Deliveries Remember to save the delivery note, once you have completed entering the information. Accounts Payable in FMS for Academy Schools handbook 69

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79 05 Invoice/Credit Note Processing 05 Invoice/Credit Note Processing Introduction Introduction Invoice/Credit Note Processing Browser Viewing Discrepancies between an Order and an Invoice Processing an Order Invoice Entering Order Invoice Details Attaching a Scanned Image to an Invoice/Credit Note Processing a Non-Order Invoice Entering Non-Order Invoice Details Adding/Editing Line Details (Balance Sheet Ledger Codes) Adding Post and Packing Details Processing a Credit Note Entering Credit Note Details Adding Credit Note Line Details Processing a Sundry Invoice Selecting Sundry Invoicing Browsing Sundry Suppliers Adding a Sundry Supplier Adding a Sundry Invoice Editing a Sundry Invoice Making Payments by Manual Cheque Making Payments by Debit Card Making Payments from a Charge Account Reversing a Direct Payment Cancelling an Invoice/Credit Note Authorising Invoice/Credit Notes Additional Resources: For details on importing invoices and orders electronically, refer to the eprocurement using Web Services in FMS handbook This field is about processing any invoices and credit notes you receive; adding, editing, reviewing, authorising and cancelling them and, when selected in Tools Establishment Details: System Parameters, raising invoices for payment by sundry cheque. Suppliers capable of handling sundry invoices and payments are also added from Invoice/Credit Note Processing. Accounts Payable in FMS for Academy Schools handbook 71

80 05 Invoice/Credit Note Processing 1. To access this option, click the Accounts Payable button from the Application Bar. Accounts Payable button 2. Next, click the Invoice/Credit Note Processing button from the Application Bar. You may also select Focus Accounts Payable Invoice/Credit Note. Invoice/Credit Note Processing button 3. Before adding invoices to the system you will need to have set up the following: Defined the various settings required in Tools Accounts Payable Parameters. Added and opened an order book in Tools Books. Followed the procedures required for Tools General Ledger Setup. The following ledger codes need setting up first: VAT Input VAT Output Expenditure Code Income Code Creditor Control (for local cheque processing) Bank Account (for local cheque processing). Added and opened a cheque book for the defined bank account in Define Books. Additional Resources: Getting Started with FMS handbook More Information: Defining Books on page 15 Accounts Payable Parameters on page 5 Processing a Sundry Invoice on page 92 Invoice/Credit Note Processing Browser On entry, you are presented with a browser of invoices, credit notes and, where applicable, sundry payments, that have already been processed. Initially, this page is blank until new invoices or credit notes are entered. As invoices/credit notes are processed, you will find that the browser provides a useful review of the status of each invoice, etc. Any invoices (imported or manually entered into FMS) where there is a discrepancy between the order and the invoice will have a yellow triangle icon warning displayed in the right-hand column. 72 Accounts Payable in FMS for Academy Schools handbook

81 05 Invoice/Credit Note Processing An invoice/credit note can be printed by clicking the Print Record button. This will produce a screen version of the invoice/credit note which may subsequently be printed. By default, the browser will display unauthorised orders at the top of the list, then the invoices in invoice/credit note number order. The browser can be sequenced according to Inv./Credit Note No., Date (this activates the Looking for Calendar button), Trans ID, Source, Supplier or Amount by selecting the appropriate radio button. In addition, the browser can be sequenced in Ascending or Descending order by selecting the appropriate radio button. You can restrict the number of invoices and credit notes displayed in the browser according to Type and Status. 1. To select a specific Type to view, click the adjacent Field Browser button, highlight the required type and click the Select button. Accounts Payable in FMS for Academy Schools handbook 73

82 05 Invoice/Credit Note Processing 2. To select a specific Status, click the Field Browser button, highlight the required status and click the Select button. Viewing Discrepancies between an Order and an Invoice Where a warning triangle is displayed beside an invoice in the Invoice/Credit Note Processing browser, this indicates a discrepancy between the order and the invoice. To view the difference: 1. Double-click on the invoice to display it. 2. Click the View Invoice/Order Differences button. View Invoice/Order Differences button 3. The Invoice Order Differences dialog displays any differences in line number, part number, description, cost and discount. 4. Click the OK button to close the dialog. Processing an Order Invoice This field is concerned with adding new invoices to the system for items that have been ordered through Purchase Order Processing. 1. From the Application Bar, click the Add Record button or press Ctrl+F2. You are asked to select the type of invoice you wish to process from the Select Invoice Type pop-up screen. Add Record button 74 Accounts Payable in FMS for Academy Schools handbook

83 05 Invoice/Credit Note Processing 2. Select the Order Invoice radio button from Select Invoice Type and click the Select button. If you click the Cancel button at this point you are returned to the main browser screen. Entering Order Invoice Details NOTE: Invoice lines include a line number, this applies to all invoices and is applied retrospectively to orders on the system. When invoices are entered manually, the numbers are re-sequenced if lines are deleted during an edit and will self heal, e.g. for a 5 line invoice with line numbers, 1, 2, 3, 4, 5, if line number 4 is removed, the line numbers will become 1, 2, 3, 4 so that lines correctly link back to the paper copy of the invoice sent by the supplier. 1. To start processing the invoice, select the Supplier by clicking the Field Browser button or pressing the F3 key. Field Browser button 2. In the next two fields at the top of the form, enter the Invoice Number and the Invoice Date. The date the invoice is to be paid is automatically entered into the Paid By Date field. 3. To find the relevant Order Number click the Field Browser button or press the F3 key. 4. From the Orders Browser, highlight the number and then click the Select button. Click the Cancel button to abandon the selection process. The information from the original order is automatically recorded. 5. Enter the Invoice Total. 6. If you discover a problem when entering an invoice, selecting the On Hold check box stops you authorising the current invoice. You are able to continue the process when the On Hold field is deselected, although you will need to save the invoice first, close down the procedure and reselect the invoice before authorisation can take place. Accounts Payable in FMS for Academy Schools handbook 75

84 05 Invoice/Credit Note Processing Editing Order Invoice Line Details NOTE: If you edit an invoice containing a cost centre, ledger code and fund code combination that has been hidden since the invoice was originally entered, you will be unable to save the record until a new combination has been selected. 1. By default, the first line of the invoice should be highlighted allowing you to start editing the items received from the top. Make sure the invoice line you wish to edit is highlighted and click the Edit Item button or press the F5 key to activate Edit Line Details. Edit Item button 2. In Edit Line Details, select the Quantity Invoiced field and enter the number of invoiced items received. The rest of this form is automatically updated. Click the Save button to record the information to the invoice you are completing. The amount of VAT, if any, will now be automatically recorded. Clicking the Cancel button at this point will abandon selecting the quantity and return you to the main invoice. 3. Continue until all the invoiced items are recorded. 4. If you are satisfied that the invoice is correct and all the items have been delivered, you may press the F7 key to process all the lines at once, instead of using the edit facility and checking each line in turn. Selecting Invoice All from the Invoice/Cr.Note Menu performs the same function. More Information: Editing/Viewing Invoice or Credit Note Details on page 91 Completing the Order Invoice 1. Click the Post and Packing button to record the amount charged for postage and packing on the invoice. 76 Accounts Payable in FMS for Academy Schools handbook

85 05 Invoice/Credit Note Processing Post and Packaging button 2. Enter the details and click the Save button. 3. Once you have completed entering the information on to the invoice, click the Save Record Changes button, or select Invoice/Cr.Note Save. Saving the Invoice automatically assigns a sequential Transaction Number which may not be edited. Save Record Changes button 4. If you wish to undo any changes before saving the invoice, click the Undo Record Changes button, press the Esc key or select Invoice/Cr.Note Undo. Undo Record Changes button 5. When you have finished editing, the order invoice can be authorised. You may authorise invoices individually or you may prefer to select a batch of invoices to be authorised at the same time (please see Authorising Invoice/Credit Notes on page 101). 6. If the order invoice is to be paid from your local bank account, you will have the option to pay the invoice by manual cheque (please see Making Payments by Manual Cheque on page 97). More Information: Adding Post and Packing Details on page 89 Attaching a Scanned Image to an Invoice/Credit Note It is possible to attach a scanned image of a supplier s invoice/credit note or any other related documents to an FMS invoice/credit note. The scanned image can either be attached directly from a local or central scanner, or imported from another location as a.bmp or.jpeg file. This enables you to view an image of the original document without having to keep a paper copy or manage extensive filing for each of your supplier s records. The details of how to switch on the Scanned Images functionality can be found in the Getting Started with FMS handbook. Adding a Scanned Image to an Invoice or Credit Note from a Scanner 1. Select Focus Accounts Payable Invoice/Credit Note to display the Invoice/Credit Note Processing browser. 2. Alternatively, click the Accounts Payable button followed by the Invoice/Credit Note Processing button. Accounts Payable button Invoice/Credit Note Processing button Accounts Payable in FMS for Academy Schools handbook 77

86 05 Invoice/Credit Note Processing 3. Search for and locate the required invoice or credit note from the list displayed. 4. Double-click the invoice or credit note to display the details of the transaction. 5. In the bottom right-hand corner of the transaction, click the Supporting Documents button to display the FMS Scanned Images dialog. 78 Accounts Payable in FMS for Academy Schools handbook

87 05 Invoice/Credit Note Processing The header of the dialog displays the invoice or credit number so that you can ensure that you are attaching the scanned image to the correct transaction. 6. If your scanned image is available via a local or central scanner, click the Add From Scanner button to display the Select Scanner dialog. 7. Highlight the description of the appropriate scanner and click the OK button. WIA scanners are supported but TWAIN devices are not, at present. Accounts Payable in FMS for Academy Schools handbook 79

88 05 Invoice/Credit Note Processing 8. Navigate to the location of the image and double-click on it to view it in the FMS Scanned Images dialog. It is possible to attach multiple images to an invoice/credit note in this way. The various buttons at the bottom of the dialog enable you to resize the image to a suitable dimension. If you have attached multiple images, the Next, Previous and Start and End buttons are activated enabling you to scroll through the attached images. You can also use the Rotate Image 180 Degrees button, Fit to Page or Actual Size buttons to change the orientation of the attached image. The Copy Image To File button on the left-hand side of the dialog can be used to save the attached image as a.bmp or.jpg file to the hard drive on your own PC. You can then attach this file to an Accounts Payable in FMS for Academy Schools handbook

89 05 Invoice/Credit Note Processing 9. Click the Save (1) New Image button and then click the OK button to return to the Invoice/Credit Note Processing dialog. The Scanned Images button in the bottom right-hand corner of the dialog indicates that an image or multiple images have been attached to the current transaction by displaying the number of images in brackets, e.g. Scanned Images (3). 10. Click the Save Record button to finally save the scanned image(s) to the required invoice/credit note. Save Record button Adding a Scanned Image to an Invoice or Credit Note from a File 1. Follow the instructions detailed in Adding a Scanned Image to an Invoice or Credit Note from a Scanner up to Step Instead of clicking the Add from Scanner button, click the Add from File button to display the Open dialog. Add from File button Accounts Payable in FMS for Academy Schools handbook 81

90 05 Invoice/Credit Note Processing 3. Navigate to the stored location of the required image(s), highlight the Name and click the Open button to view the image in the FMS Scanned Images dialog. The various buttons at the bottom of the dialog enable you to resize the image to a suitable dimension. If you have attached multiple images, the Next, Previous and Start and End buttons are activated enabling you to scroll through the attached images. You can also use the Rotate Image 180 Degrees button, Fit to Page or Actual Size buttons to change the orientation of the attached image. 82 Accounts Payable in FMS for Academy Schools handbook

91 05 Invoice/Credit Note Processing 4. Click the Save (1) New Image button and then click the OK button to return to the Invoice/Credit Note Processing dialog. The Scanned Images button in the bottom right-hand corner of the dialog indicates that an image or multiple images have been attached to the current transaction by displaying the number of images in brackets, e.g. Scanned Images (3). 5. Click the Save Record button to finally save the scanned image(s) to the required invoice/credit note. Save Record button Deleting a Scanned Image from an Invoice/Credit Note 1. If you have inadvertently attached the wrong scanned image or the scanned image is now out of date, scroll through the scanned images that are attached to the invoice/credit note until you locate the scanned image to be deleted. The scanned image is displayed in the FMS Scanned Images dialog. 2. Click the Delete Image button to remove its association with the invoice/credit note. Alternatively, click the Delete All button to remove all previously attached scanned images that have been associated with the invoice/credit note. 3. Click the OK button to return to the Invoice/Credit Note Processing dialog. 4. Click the Save Record button to finally save the scanned image(s) to the required invoice/credit note. Save Record button Accounts Payable in FMS for Academy Schools handbook 83

92 05 Invoice/Credit Note Processing Replacing a Scanned Image Attached to an Invoice/Credit Note 1. If you wish to replace an existing scanned image that is associated with an invoice/credit note, scroll through the scanned images that are attached to the invoice/credit note until you locate the scanned image to be replaced. If multiple images are attached to the invoice/credit note, use the up and down arrows to scroll through until you find the image to be replaced. The scanned image is displayed in the FMS Scanned Images dialog. 2. Click the Replace Image button and select an alternative scanned image by following the relevant instructions in Adding a Scanned Image to an Invoice or Credit Note from a Scanner or Adding a Scanned Image to an Invoice or Credit Note from a File. 3. Click the Save Record button to save the updated scanned image(s) to the required invoice/credit note. The new image is saved in place of the original image. Save Record button Processing a Non-Order Invoice A non-order invoice is sent for goods or services that have not been previously ordered, e.g. telephone bill, electricity bill or items ordered over the telephone. Included in this category are invoices for paying guest speakers or a consultancy fee (services). These must be recorded in order to submit the Inland Revenue S16 Report. If you use a local bank account for raising non-order invoices, the following ledger code types are also available: AO CP LS PY Asset Capital Liability Payroll NOTE: As ledger codes of this type cannot be linked to cost centres, transactions of this nature will not be displayed on cost centre reports. 1. You may need to add the supplier to the Supplier browser, in which case please see Adding a Supplier. 2. Select Focus Accounts Payable Invoice/Credit Note or click the Accounts Payable button followed by the Invoice/Credit Note Processing button to display the Invoice/Credit Note Processing browser. Accounts Payable button 84 Accounts Payable in FMS for Academy Schools handbook

93 05 Invoice/Credit Note Processing Invoice/Credit Note Processing button 3. Click the Add Record button on the Focus Bar or press Ctrl+F2 to display the Select Invoice Type dialog. Add Record button 4. Select the Non-Order Invoice radio button and click the Select button. Entering Non-Order Invoice Details 1. To select the supplier click the Field Browser button or press the F3 key. Field Browser button 2. Enter the Invoice Number and the Invoice Date. 3. The Paid By Date is recorded automatically, but can either be overwritten or deleted and a new date entered. 4. The Posting Period defaults to the lowest open period for the system date. If you wish to change this, click the Field Browser button, highlight the required period and click the Select button. 5. Enter the total amount due on the invoice in the Invoice Total field. Accounts Payable in FMS for Academy Schools handbook 85

94 05 Invoice/Credit Note Processing 6. Enter the payment source into the Pay From field. NOTE: This field becomes non-editable if a Balance Sheet Ledger Code is selected for any of the invoice lines on the invoice. Should this line be subsequently deleted, this field will still remain non-editable, even if no other Balance Sheet Ledger Codes appear on the invoice. 7. If, for example, you discover a problem with the invoice, select the On Hold field to stop processing. You will only be able to continue processing the invoice by deselecting the check box. Adding/Editing Line Details (Normal Expenditure) 1. To add the items to the invoice click the Add Item button or press the F2 key. Add Item button 2. To edit each line on an invoice, before the invoice has been authorised, highlight the line and click the Edit Item button to display the Edit Line Details dialog. 3. Enter details of the goods or services provided in the Item Description field. 4. To assign the expenditure to a cost centre, click the Field Browser button or press the F3 key. Highlight your chosen cost centre from the list and click the Select button. Clicking the Cancel button will abandon any choices you have made and return you to Edit Line Details. 5. If the cost centre is linked to a specific ledger and fund code, these are recorded automatically. If several links exist or you wish to assign different ledger or fund codes select the Field Browser button or press the F3 key for the relevant fields and choose from the ledger code and fund code lists by highlighting your choice and choosing the Select button. Field Browser button 6. If the invoice being processed is for a service, select the Services check box. 86 Accounts Payable in FMS for Academy Schools handbook

95 05 Invoice/Credit Note Processing NOTE: This box must be checked for all suppliers providing a service, so that an accurate Inland Revenue S16 Report is generated. 7. Similarly the VAT code will also be recorded automatically but may be changed by clicking the Field Browser button or pressing the F3 key for a list of VAT codes appropriate to the type of expenditure. 8. Finally, enter the net amount, excluding VAT and click the Save button to record the information to the invoice. If you decide not to proceed with this process, click the Cancel button. 9. To continue adding further lines to the invoice, click the Next Line button. Adding/Editing Line Details (Balance Sheet Ledger Codes) Before Balance Sheet ledger codes can be added to Non-Order Invoices, it is necessary to ensure that a bank account has been defined and that the Allow Balance Sheet check box has been selected on the System Parameters page in Tools Establishment Details. NOTE: The system does not permit the use of Balance Sheet Ledger Codes for invoices and credit notes that are paid centrally. 1. To add the items to the invoice click the Add Item button or press the F2 key. Add Item button 2. To edit each line on an invoice, before the invoice has been authorised, highlight the line and click the Edit Item button. Edit Item button The Edit Line Details dialog is displayed. 3. Enter the Item Description. 4. Select the Ledger Code by clicking on the Field Browser button. The following Balance Sheet ledger code types are available: Accounts Payable in FMS for Academy Schools handbook 87

96 05 Invoice/Credit Note Processing Ledger Type AO LS CP PY Ledger Description Asset Liability Capital Payroll As these ledger codes cannot be linked to a Cost Centre or Fund, you will need to be able to view all the ledger codes and must select the All option when selecting the ledger code View in the Ledger Code Browser. NOTE: Once a Balance Sheet Ledger Code type has been selected, both the Cost Centre and Fund fields become unavailable and are therefore non-editable. You should also note that the Budget Remaining fields will also be set to zero. 5. To complete the invoice, continue entering the line details. If appropriate, select the Services check box, select the VAT Code from the VAT Code browser and enter the Net Amount excluding VAT. NOTE: A valid VAT code must be entered manually, as the VAT code will not be set by default. 6. Either click the Next Line button to continue adding lines to the invoice, or click the Save button to write the details to the lines on the invoice. Completing a Non-Order Invoice 1. Once the line details have been entered, if you need to enter postage and packing on your invoice, click the Post and Packing button and enter the information to the Post and Packing Details form. Post and Packing button 2. To save the invoice click the Save Record Changes button or press the F9 key. Alternatively select Invoice/Cr.Note Save. At this stage, a Transaction Number is automatically assigned. Save Record Changes button 88 Accounts Payable in FMS for Academy Schools handbook

97 05 Invoice/Credit Note Processing 3. To undo any of the changes that you have made click the Undo Record Changes button or press the Esc key. You can also select Invoice/Cr.Note Undo. Undo Record Changes button 4. Once you are certain that the invoice will require no further editing, you may wish to select the invoice for authorisation (please see Authorising Invoice/Credit Notes on page 101). 5. If a local back account has been selected as the source of payment for the invoice, you may wish to make the payment by manual cheque. Click the Manual Cheque Processing button to open the Manual Cheque Processing dialog (please see Making Payments by Manual Cheque on page 97). Manual Cheque Processing button More Information: Adding Post and Packing Details on page 89 Adding/Editing Line Details (Normal Expenditure) on page 86 Adding/Editing Line Details (Balance Sheet Ledger Codes) on page 87 Adding Post and Packing Details 1. To add post and packing details to an invoice, click the Post and Packing button. Post and Packing button 2. To select the cost centre to assign the post and packing details to, click the Field Browser button or press the F3 key. Highlight the cost centre and click the Select button to record the data. 3. If the ledger code is not automatically assigned because the cost centre is linked to more than one ledger code, click the Field Browser button or press the F3 key. 4. The Fund and VAT codes are automatically allocated, but may be changed if you wish to use different codes. Click the Field Browser button or press the F3 key for either of the two remaining codes. Highlight the code of your choice and click the Select button to record the data. 5. Clicking any of the Cancel buttons on the browsers will abandon the selection process. 6. Finally, enter the net amount charged for postage and packing. When you are satisfied that the details are correct, click the Save button. If you decide not to add postage and packing, click the Cancel button. Processing a Credit Note Credit notes can be created for all order and non-order invoices, including those raised against the balance sheet ledger codes of type AO (Asset), CP (Capital), LS (Liability) and PY (Payroll). 1. From the Focus Bar click the Add Record button or press Ctrl+F2. Alternatively, select Invoice/Cr.Note Add. Accounts Payable in FMS for Academy Schools handbook 89

98 05 Invoice/Credit Note Processing Add Record button 2. You are asked to select the type of invoice you wish to process from the Select Invoice Type pop-up screen. Select the Credit Note radio button and click the Select button. If you click the Cancel button at this point you are returned to the main browser screen. Entering Credit Note Details 1. Click the Field Browser button or press the F3 key to access the Supplier browser. From the browser, highlight the name of the supplier and click the Select button. If you do not wish to proceed at present click the Cancel button. Field Browser button 2. Enter the credit note number and the credit date. 3. To find the related invoice number, click the Field Browser button or press the F3 key. Select the number and click the Select button. Only click the Cancel button if you do not wish to proceed at present. 4. Enter the total amount shown on the credit note. 5. Select the On Hold check box if you discover a problem with a credit note you have received from a supplier. This will stop processing taking place and you will not be able to continue until the box is deselected. 90 Accounts Payable in FMS for Academy Schools handbook

99 05 Invoice/Credit Note Processing Editing Credit Note Line Details 1. Click the Add Item button or press the F2 key to activate Edit Line Details which you will need to complete using the information on the original credit note. This form is exactly the same as given for entering invoice line details. Add Item button 2. To save the credit note, once the line details have been completed, click the Save Record Changes button or press the F9 key. Alternatively select Invoice/Cr.Note Save. The Transaction Number is assigned automatically at this stage. 3. To undo any of the changes that you have made, click the Undo Record Changes button or press the Esc key. You may also select Invoice/Cr.Note Undo. Undo Record Changes button 4. When you elect to save the credit note you are asked if you wish to authorise it. Selecting Yes automatically changes the status from unauthorised to authorised. Adding Credit Note Line Details 1. Enter the Item Description that applies to the amount being credited. 2. Click each relevant Field Browser button and select the Cost Centre, Ledger Code, Fund Code and VAT Code. NOTE: If the ledger code selected is ledger type AO (Asset), CP (Capital), LS (Liability) or PY (Payroll), the Cost Centre and Fund Code fields are unavailable for selection. 3. Enter the Net Amount being credited. 4. Click the Save button and complete the credit note entries. Editing/Viewing Invoice or Credit Note Details Only invoices and credit notes which are unauthorised are permitted to be edited, although you won t be able to change the name of the supplier. Accounts Payable in FMS for Academy Schools handbook 91

100 05 Invoice/Credit Note Processing NOTE: Please be aware that should you attempt to change the cost centre selected, to one with a nine digit code, then the transaction will fail to process. This is because cost centres with that number of digits attached to an unlinked ledger code, may result in your data requiring a data fix. 1. From the Invoice/Credit Note Processing browser, highlight the invoice or credit note you wish to view or edit. 2. Either double-click on it or click the Focus Browser button from the Focus Bar. Alternatively you may select Invoice/Cr.Note Browser or press Ctrl+F3. Focus Browser button 3. You are not permitted to change the name of the supplier but you may view the details by clicking the View Item button. Once invoices and credit notes have been authorised, use this button to view available fields. View Item button 4. If you wish you may edit the invoice total, by selecting the field, deleting the total and entering a new one. 5. Similarly, you may edit the date that the payment becomes due, by selecting the Paid By Date field, deleting the date and entering a new one. You will not, however, be allowed to edit the period. 6. To edit the line details of an unauthorised invoice click the Edit Item button or press the F5 button. This will give you access to Edit Line Details. Edit Item button 7. To record any changes you have made, click the Save button. 8. If you do not wish to save your changes, click the Cancel button. Processing a Sundry Invoice Sundry payments are made through Invoice/Credit Note Processing and are made by raising a Sundry Invoice. You will only be able to add a sundry invoice if you have defined a bank account in Tools General Ledger Setup: Ledger Codes and have switched Allow Sundry Payment Processing on in Tools Establishment Details. Before adding Sundry Invoices and Payments you should be thoroughly aware of the following implications this will have on all your VAT reports. As VAT from sundry payments are included in the VAT reports within FMS, these payments must be backed up by a VAT invoice as required by Her Majesty s Revenue and Customs office. Refunding deposits also have an effect, as the values held within your VAT reports are distorted. Even if you assign an exempt or zero VAT rate, the net input os distorted by the value of the refund. If you require further advice and assistance on this matter, you are advised to contact your usual support team. 92 Accounts Payable in FMS for Academy Schools handbook

101 05 Invoice/Credit Note Processing Selecting Sundry Invoicing 1. To add suppliers capable of handling sundry payments and raising a sundry invoice, click the Add Record button. Add Record button This will open the Select Invoice Type dialog. 2. Select the Sundry Invoice radio button. 3. Click the Select button. This will open a standard Non-Order Invoice/Credit Note Processing form. However, you should note the following differences. New sundry suppliers can be added from this form. The Invoice number defaults to Sundry. Only local bank accounts are available for selection in the Pay From field. 4. To either select a supplier or add a new sundry supplier, click the Field Browser button. This will open the Sundry Supplier Browser. Browsing Sundry Suppliers This is a standard browser, containing a list of the sundry suppliers added to the system. Accounts Payable in FMS for Academy Schools handbook 93

102 05 Invoice/Credit Note Processing NOTE: Only sundry suppliers are included in the browser. No other suppliers stored on your system are included. The browser is sequenced, either according to Supplier Name or Code, depending on the sequencing radio button selected. 1. By default, the suppliers in the browser are those for all years that have been started, which may include the current financial year and the previous financial year before the year is closed. To change this view, click the Field Browser button and select All from the Type browser. NOTE: Only two options are available, All and Current (displayed by default). 2. To add a new sundry supplier, click the Add button. 3. If the required sundry supplier has already been added to the system, highlight in the browser and click the Select button. Adding a Sundry Supplier 94 Accounts Payable in FMS for Academy Schools handbook

103 05 Invoice/Credit Note Processing 1. Enter the name of the supplier in the Name field. This is a mandatory field and you can enter up to 62 alphanumeric characters. 2. Enter the supplier s address in the Address field. Only the first line of the supplier s address is mandatory. You can enter up to 30 alphanumeric characters in this field. 3. If known, enter the supplier s Post Code. This field is not mandatory and permits up to eight alphanumeric characters to be added. NOTE: When the sundry supplier is saved, the system will check that there are no existing suppliers with the same name and address (first line). If another supplier is detected with the same name and the same first line in the address, a warning message is given. You are given the option to proceed with this supplier or to return to the Add New Sundry Supplier dialog. 4. Click the Save button to save the sundry supplier and return to the browser. Adding a Sundry Invoice Initially you will have no sundry suppliers set up on the system as it is anticipated that any available for selection here will not be included in your normal list of suppliers. 1. Click the Field Browser button and select the sundry supplier (please see Adding a Sundry Supplier on page 94). NOTE: Remember, only sundry suppliers are available for selection. 2. By default, Sundry is displayed in the Invoice Number field. You can either delete and add an invoice number, or overtype with the correct invoice number. 3. The Invoice Date displays the system date. Again this can be overtyped or deleted and the correct date entered. 4. Enter the sundry Invoice Total. 5. The Paid by Date also defaults to the system date, which can either be overtyped or deleted and a new date entered. NOTE: There is no link between the Invoice Date and the Paid By Date. 6. To select the Pay From source, click the Field Browser button. The Select Bank Account dialog will only display local bank accounts defined for the current financial year. 7. The Posting Period defaults to the period corresponding to the system date. If you need to change this, click the Field Browser button, highlight the required period and click the Select button. 8. To add the line details to a sundry invoice, click the Add Item button. Add Item button Accounts Payable in FMS for Academy Schools handbook 95

104 05 Invoice/Credit Note Processing Adding Sundry Invoice Line Details 1. Enter details of the goods or services provided in the Item Description field. 2. To assign the expenditure to a cost centre, click the Field Browser button or press the F3 key. Highlight the required cost centre from the list and click the Select button. 3. If the cost centre is linked to a specific ledger and fund code, these are recorded automatically. If several links exist or you wish to assign different ledger or fund codes select the Field Browser button or press the F3 key for the relevant fields and choose from the ledger code and fund code lists by highlighting your choice and choosing the Select button. Field Browser button NOTE: Selecting an EX type ledger code activates the Services check box. This box must be selected for all suppliers providing a service, so that an accurate Inland Revenue S16 Report is generated. 4. If the invoice being processed is for a service, select the Services check box. 5. Similarly, the VAT code will also be recorded automatically but may be changed by clicking the Field Browser button or pressing the F3 key for a list of VAT codes appropriate to the type of expenditure. 6. Finally, enter the net amount, excluding VAT and click the Save button to record the information to the invoice. If you decide not to proceed with this process, click the Cancel button. 7. To continue adding further lines to the invoice, instead of clicking the Save button, click the Next Line button. Completing a Sundry Invoice 1. If you need to add post and packing details to the sundry invoice, click the Post and Packaging Details button. 2. Once the line details have been added, the invoice should be saved. Click the Save Record Changes button or select Invoice/Credit Note Save. 96 Accounts Payable in FMS for Academy Schools handbook

105 05 Invoice/Credit Note Processing 3. If you are certain that no changes are required, the sundry invoice can be authorised. However, you must be certain that no further editing is necessary, as once the invoice is authorised, no changes can be made. To authorise the invoice, either click the Authorise Invoice/Credit Note button or select Invoice/Cr.Note Authorise from the Menu Bar (please see Authorising Invoice/Credit Notes on page 101). Authorise Invoice/Credit Note button 4. The sundry invoice can now be paid, either by raising a manual cheque; through normal cheque processing or by BACS, which must have been set up in Accounts Payable Parameters and Suppliers. To open the Manual Cheque Processing dialog, either click the Manual Cheque Processing button or select Invoice/Cr.Note Manual Cheque. Manual Cheque Processing button More Information: Making Payments by Manual Cheque on page 97 Creating a Cheque Run on page 107 Editing a Sundry Invoice A sundry invoice may be edited at any time prior to invoice authorisation, main details and line details. 1. To edit the line details on a sundry invoice, highlight the line to be edited and click the Edit Item button. Edit Item button 2. Lines can also be deleted from the invoice by highlighting the line you wish to delete and clicking the Delete Item button. Delete Item button 3. Once you have completed editing the invoice either save the changes by clicking the Save Record Changes button or selecting Invoice/Cr.Note Save. Save Record Changes button 4. Changes can be reversed at any time by, either clicking the Undo Record Changes button or selecting Invoice/Cr.Note Undo Changes. 5. The invoice is now ready to be completed and authorised. Making Payments by Manual Cheque Completing this process in FMS enables you to raise a manual cheque, rather than a system generated cheque, for a selected invoice. Accounts Payable in FMS for Academy Schools handbook 97

106 05 Invoice/Credit Note Processing NOTE: Manual Cheque Processing is only available for invoices where the local bank account has been selected for payment. The bank account against which the manual cheque is to be drawn, the bank account number and the bank sort code, are determined by the bank selected in the Pay From field on the invoice and is non-editable. 1. The first thing you will need to do is to select the cheque book to be used from the Available Cheque Books list. If there is more than one cheque book in the list, highlight the book you require and click the Choose Item button. NOTE: It is recommended that you do this before writing out the actual cheque to ensure that the cheque number in the cheque book is also available on the system. 2. The selected cheque book will now be displayed and the system will determine the next available cheque number which will also be displayed. This number can either be overwritten or deleted and the corresponding number from the written cheque entered. You can check the used cheque numbers by running the Cheque Number Report. To do this, select Reports General Ledger Bank Cheque Number Report. NOTE: Should the number you enter be the last number in the cheque book, you are warned that this action will close the cheque book, even if unused numbers exist. If you select the Yes option, the system will complete the transaction and the cheque book is closed. 3. The Payment Period defaults to the lowest open period to the system date. If you wish to change this, click the Field Browser button, highlight the required period and click the Select button. 4. The Cheque Narrative field is mandatory and must be completed. 60 alphanumeric characters are permitted. 5. To post the payment, click the Post button. 98 Accounts Payable in FMS for Academy Schools handbook

107 05 Invoice/Credit Note Processing NOTE: The manual cheque payment is recorded in the Cheque Processing browser and the invoice status is updated to Paid. More Information: Cheque Processing Browser on page 106 Making Payments by Debit Card This process enables you to record the payment of an invoice/credit note by debit card. NOTE: Debit card details must have been entered in the bank ledger code definition for this option to be available. 1. In the Invoice/Credit Note Processing browser, highlight the relevant invoice/credit note with a status of Fully Authorised and click the Direct Payment Processing button to display the Debit Card Payment dialog. Direct Payment Processing button 2. If only one debit card is recorded, the details are displayed automatically. If there is more than one, click the Browse button and select the appropriate debit card. 3. Click the Pay button. Making Payments from a Charge Account This process enables you to record the payment of an invoice/credit note from a charge account. NOTE: A charge account ledger type must have been recorded for this option to be available. 1. In the Invoice/Credit Note Processing browser, enter the details of the invoice in the usual way, ensuring that you select the appropriate charge account in the Pay From field. 2. Process and authorise the invoice as normal. Accounts Payable in FMS for Academy Schools handbook 99

108 05 Invoice/Credit Note Processing 3. Once the invoice has been fully authorised, either select it in the browser or open the record and then click the Direct Payment Processing button. 4. If only one charge card is associated with the account in FMS, this will be displayed automatically. If multiple cards are recorded, click the Field Browser button and select the correct one. 5. Click the Pay button. Reversing a Direct Payment 1. In the Invoice/Credit Note Processing browser, locate and highlight the paid invoice/credit note. 2. Click the Direct Payment Reversal button. Direct Payment Reversal button 3. Enter a Reason for Payment Cancellation. This will be recorded in the audit trail. 4. Click the Reverse Payment button. Cancelling an Invoice/Credit Note NOTE: Once an invoice or credit note has been Passed for payment the cancel option will not be available. 1. Highlight the invoice you wish to cancel and click the Cancel Invoice/Credit Note button from the Focus Bar or select Invoice/Cr.Note Cancel. 100 Accounts Payable in FMS for Academy Schools handbook

109 05 Invoice/Credit Note Processing Cancel Invoice/Credit Note button 2. You are asked if you really want to cancel the invoice, giving you the option to change your mind. 3. Selecting Yes does not remove the invoice or credit note from the browser, but the status section will record that it has been Cancelled. Authorising Invoice/Credit Notes There are three ways in which invoices and credit notes may be prepared for authorisation. 1. Choose the Tag Unauthorised button from the Invoice/Credit Note browser. 2. Select Invoice/Cr.Note Batch Selection Tag. 3. Highlight and select an individual invoice/credit note either by clicking in the left margin of the browser field, or by using the arrow keys to highlight a specific order and pressing the spacebar. Batch Selection 1. Click the Tag button to access the batch selection option for invoices and credit notes or select Batch Selection Tag from the Invoice/Credit Note menu. 2. You are presented with two options for selecting invoices or credit notes to be tagged: For Supplier, or By Date. Each section will have two radio buttons from which you may make a choice. 3. If you decided to click the All radio button for the two options, then all the unauthorised invoices/credit notes you have entered would be tagged. For Supplier Specific Not Select this radio button when you want to specify the criteria by which the invoices or credit notes are tagged. If you want to exclude invoices or credit notes to a certain supplier from being tagged, then select this check box. To select one supplier for tagging, make sure that this field is not selected. Accounts Payable in FMS for Academy Schools handbook 101

110 05 Invoice/Credit Note Processing Browse Click the Field Browser button or press the F3 button to display your list of suppliers. Highlight the supplier of your choice and click the Select button. By Date Specific Not Browse Select this radio button when you want to specify the criteria by which the invoices or credit notes are tagged. If you wish to exclude invoices or credit notes according to their date, select this check box. To select a date category for tagging orders, make sure that this check box is not selected. Click the Field Browser button or press the F3 button to display the list of categories for selecting the date. Highlight the category of your choice. Select a date by clicking the Calendar button. 4. Once you are satisfied with the criteria you have chosen for tagging invoices or credit notes, click the Tag button. 5. If you decide not to proceed with the authorisation process, click the Cancel button. 6. Even if you selected to tag invoices or credit notes according to the criteria you chose for batch selection, you may still change your mind by clicking the Un-tag All button. More Information: Using the Calendar on page 148 Processing Batch Selection of Invoices / Credit Notes 1. If you now decide to authorise your tagged invoices/credit notes, either click the Authorise Tagged button or select Invoice/Cr.Note Authorise. 2. Another option is to select Invoice/Cr.Note Batch Processing Authorise, click the Authorise Invoice/Credit Note button from the Focus Bar, or press F8 on the keyboard. This option authorises selected invoices. Authorise Invoice/Credit Note button Processing Individual Selection of Invoices / Credit Note 1. Make sure that the invoice or credit note you wish to tag has the focus and either click in the space next to your choice or press the spacebar. 2. A yellow flag is positioned next to the invoice or credit note and you may now select to authorise by choosing the Authorise Tagged button. You may also select Invoice/Cr.Note Authorise, click the Authorise Invoice/Credit Note button on the Focus Bar, or press the F8 key on the keyboard to authorise individual invoices. 3. You also have the option to click the Un-tag All button, if for any reason, you change your mind about the invoices or credit notes requiring authorisation. 102 Accounts Payable in FMS for Academy Schools handbook

111 05 Invoice/Credit Note Processing NOTE: You will not be able to authorise invoices with On Hold status. These will remain listed as unauthorised until the On Hold check box has been deselected on the invoice. Additional Resources: Central Authorisation in the Central Processing and Non-Invoiced Income in FMS handbook Validations Applied During the Invoice Authorisation Process When the invoice is authorised, FMS will check the following: If Record Deliveries is switched on and insufficient deliveries have been recorded, a message is displayed stating that an invoice cannot be authorised for items that have not been delivered. If the einvoice P&P Warning Threshold set up in Tools Establishment Details is exceeded, a warning message is displayed. Accounts Payable in FMS for Academy Schools handbook 103

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113 06 Cheque Processing 06 Cheque Processing Introduction Introduction Cheque Processing Browser Creating a Cheque Run Cheque Processing will only apply if you make payments using a local bank account. Before using this option, you will need to ensure that the following procedures have been carried out: Define and save cheque layout in Accounts Payable Parameters. Define ledger codes for Creditor Control and Bank Account in General Ledger Setup. Add a cheque book to the system in Tools Define Books. If you intend to raise orders using your local bank account, you will also need to define an order book for this purpose. Invoices must also be entered, selecting bank payment rather than payment by a Central Agency. To access Cheque Processing, either click the Accounts Payable button from the Application Bar, followed by the Cheque Processing button, or select Accounts Payable Cheque Processing from the Focus Menu. Accounts Payable button Cheque Processing button The first section you see is the browser which, on a new installation, is empty. This contains information pertaining to cheque runs that have been previously processed. More Information: Defining Cheque Layout and BACS Parameters on page 9 Adding a Cheque Book on page 17 Adding an Order Book on page 16 Accounts Payable in FMS for Academy Schools handbook 105

114 06 Cheque Processing Cheque Processing Browser The browser will display the status regarding previous cheque runs plus any manual cheques that have been entered as invoice payments using your local bank account. You will also be able to see the bank and account number for each run, the number of cheques processed and reconciled, as well as the number of cheques which were spoiled. 1. To restrict the number of cheque runs listed in the browser, click the View Field Browser button. Field Browser button 2. The list can be sequenced by selecting the Date or Run radio buttons. In addition, it can be sequenced in Ascending or Descending order depending on the radio button selected. 3. New cheque runs may also be added from the browser. Either click the Add Record button from the Focus Bar or select Cheque Processing Add or press Ctrl+F2. Add Record button 106 Accounts Payable in FMS for Academy Schools handbook

115 06 Cheque Processing Creating a Cheque Run 1. If you have only one bank defined, this is displayed by default. If, however, you use more than one bank you will need to click the Field Browser button, or select the F3 key, or select Cheque Processing Browser to choose the bank for the particular run being processed. Field Browser button The account number and bank sort code are entered automatically for the bank selected. 2. If you have several cheque books defined, choose the cheque books you wish to print from, paying attention to the order in which you want them to be used. 3. Highlight and click the Choose Selected Item button to transfer each cheque book from the Available List. Choose Selected Item button 4. If you wish to return cheque books to this list, highlight the book to be returned and click the Remove Selected Item button. Remove Selected Item button 5. To scroll through the cheque book order, click either the Up or Down arrow buttons. Up Arrow button Down Arrow button Accounts Payable in FMS for Academy Schools handbook 107

116 06 Cheque Processing 6. The Payment Period selected defaults to the current financial period, but may be changed by clicking the Field Browser button, highlighting the relevant period and clicking the Select button to save and record the change. If the payment due date falls into the next period and you wish to pay early, then this must be the period selected. 7. Enter a brief description for the cheque run in the Cheque Run Narrative, e.g. Equipment Invoices. 8. To continue, click the Next button. Alternatively, click the Cancel button to abandon the process. Adding Items for Payment A browser screen detailing outstanding transactions committed to the local bank account is displayed. The current balance held in the bank account is displayed and as items for payment are tagged, the total is also displayed along with the updated bank balance. 1. By default, the browser only displays transactions for those suppliers who are not BACS enabled. In order to see these supplier transactions, select the Show BACS enabled Supplier Transactions check box. NOTE: If this check box is selected, this is the default view the next time that the browser is displayed. 2. If you wish to restrict the cheque run being processed to sundry invoices only, select the Show Sundry Invoices Only check box. By default, this check box is not selected and all invoices, including sundry invoices, are for payment. NOTE: You will only be able to restrict cheque processing to sundry invoices if the Allow Sundry Payment Processing check box has been selected in Tools Establishment Details: System Parameters. 3. Invoices may be tagged in one of two ways. Either click next to a selected invoice or click the Tag button for processing batches of cheques. 108 Accounts Payable in FMS for Academy Schools handbook

117 06 Cheque Processing 4. Invoices that have been flagged for payment may be deselected by clicking the Un-Tag All button. 5. Click the Next button to continue. As the Invoices are selected your current bank balance is updated taking into account all tagged items. Tagging Cheque Payment Items For Supplier All Specific Not Select this radio button to pay the Invoices received for all suppliers. Select this radio button and then click the Field Browser button to select Invoices from a specific supplier. Select the Not check box if you wish to exclude Invoices received from a specific supplier. Click the Field Browser button to select the supplier to be excluded. By Amount All Greater Than Less Than This radio button is selected by default and tags all the cheque payment items according to the criteria set in the other two sections. If you only wish items greater than a specified amount to be included then select this radio button. Enter the amount the payments to be paid should exceed. If you wish the payment items to be less than a specified amount, select this radio button. Enter the amount the payments should not exceed. By Date Specific Not Select this radio button when you want to specify the criteria by which the cheque payment items are tagged. Otherwise click the All button. If you wish to exclude cheque payment items according to their date, select this check box. To select a date category for tagging cheque payments, make sure that this check box is not checked. Accounts Payable in FMS for Academy Schools handbook 109

118 06 Cheque Processing Browse Click the Field Browser button or press the F3 button to display the list of categories for selecting the date. Highlight the category of your choice. Select a date by choosing the Calendar button. 1. Once you are satisfied with the criteria that you have selected, click the Tag button. 2. To go back to the previous section, click the Back button. If you want to continue with the cheque run process, click the Next button or to abandon this process completely, click the Cancel button. More Information: Using the Calendar on page 148 Reporting and Printing You will now see a browser containing a list of all the cheques waiting to be printed, along with a summary of bank balances and processing totals. The cheques are displayed in ascending cheque order, with the cheque numbers assigned to each payee in ascending payee name order. Should the payee name start with a numerical character, then the cheque number assigned will be after those assigned to payees listed according to their alphabetical order, e.g. Cheque Number Payee ABC Suppliers British Telecom Creepy Creatures Supplies A Taxis NOTE: In most cases the Payee Name is that of the supplier, unless an alternative name has been entered on the Additional page in Suppliers. 1. If you wish to produce a report detailing a list of cheques that are to be printed, click the Cheque Run Report button. Confirm Cheque Run button NOTE: The Cheque Run Report also displays cheques in the same order as the cheques selected for printing, i.e. ascending payee name. 2. Click the Print button when you wish to print the cheques listed. 110 Accounts Payable in FMS for Academy Schools handbook

119 06 Cheque Processing 3. Once printing has taken place, you are asked if the cheques printed successfully. Selecting Yes confirms that the cheques printed successfully. If you select No, maybe as a result of a problem with the print run, you are asked to record the reasons why the print run was not successful. Clicking the Cancel button enables you to confirm later whether the print run was successful or not. IMPORTANT NOTE: It is important to confirm successful cheque printing. If cheques have been printed correctly and you do not confirm that they have, their status will remain as Pending. This means that the same invoice could then be paid by another payment method. 4. If the print run was not successful you may be asked if any of the cheques were spoiled and asked to enter the number of cheques involved. The system will then calculate which cheques were created and which ones were spoiled. Only those which were spoiled are marked as such in the system. Any associated invoices or credit notes are untagged and returned to the list of items awaiting payment. 5. Click the Confirm Cheque Run button when you are ready to confirm that a cheque run printed successfully. More Information: Adding Additional Supplier Details on page 29 Viewing Cheque Processing Details 1. Cheque Processing Details can be reviewed immediately after a cheque run or from the Cheque Processing Browser. In the browser focus, highlight the cheque run you wish to review and click the Focus Browser button. Focus Browser button 2. The printed cheques are now displayed. If you wish to cancel one of the printed cheques, click the Cancel Commitment button. You are asked to give a brief description stating why you wish to cancel the cheque. Accounts Payable in FMS for Academy Schools handbook 111

120 06 Cheque Processing 3. Once the print run has been confirmed as being successful a check is made to see if there is a pending files containing any zero payment reports. If there are, the Zero Payment Report button becomes functional and you may click it to obtain the report. If no pending file is found, this button is greyed out and non-functional. 4. You are also given a further opportunity to print the report detailing the cheques included in the print run. Click the Cheque Run Report button to do this. 5. At the bottom of the screen you will see the payment details listed for each cheque. If you wish to view the invoice relating to a particular cheque, highlight the relevant cheque and click the View Item button or press F5. View Item button 112 Accounts Payable in FMS for Academy Schools handbook

121 07 BACS Processing 07 BACS Processing Introduction Introduction Using BACS for the First Time BACS Processing Additional Information BACS processing provides an alternative to Cheque Processing for paying Accounts Payable Invoices, including Sundry invoices for establishments with a bank account. A full range of functionality is provided, enabling the creation, management and cancellation of BACS payments. FMS supports the BACS 12 th edition format. The BACS file may be supplied to anyone providing BACS bureau functionality. Additionally you can load this file into Internet Banking software, such as that provided by Lloyds TSB. Using BACS for the First Time The following information is intended to give a quick guide to the processes involved in setting up the BACS system for the first time. NOTE: Do not alter the default settings until you have been specifically advised to do so or until these instructions indicate that you should do so. Additional Resources: For further information about defining ledger codes, refer to the Getting Started with FMS handbook More Information: Adding Additional Supplier Details on page 29 Defining Cheque Layout and BACS Parameters on page 9 Setting up the Bank Account Ledger Code for BACS 1. If you have not already defined the bank account then you should create one now. For more information, please refer to the General Ledger Setup in the Getting Started with FMS handbook. Accounts Payable in FMS for Academy Schools handbook 113

122 07 BACS Processing 2. To enable a bank to be used for BACS payments, select Tools General Ledger Setup and select Tab 5: Ledger Codes. 3. Locate the bank account you wish to make BACS payments from and click the Edit button to display the Ledger Code Definition dialog. 4. Enter an Account Code. Only numbers can be entered and the field defaults to 0. You should accept the default value unless you have been specifically told to use an alternative by your bank. 114 Accounts Payable in FMS for Academy Schools handbook

123 07 BACS Processing NOTE: Only a small number of banks use this value. 5. Enter the BACS User Number provided by BACS, your bank or your BACS bureau. This is a six digit number. If you are using internet banking and have not been advised of this number, enter a dummy number e.g or The system uses this field to determine which bank accounts may be used for BACS payments. It must be completed if you intend to use this account for BACS payments. 6. If you are intending to transmit BACS payments through a BACS bureau, enter the BACS Bureau Number. This is in the format of a B followed by five numerics and is provided by your BACS bureau. If you intend to upload the BACS file to internet banking software, this field may be left empty if it is not required by that software. 7. Select the User Defined check box to enable you to specify the file extension of the BACS files that are created. Selecting this check box activates the BACS File Extension field. 8. Enter an appropriate BACS File Extension if your BACS bureau requires a different file extension for the files that you submit, e.g. TXT files. The actual content of the BACS file is unaffected by a change to the file extension. If the User Defined check box is not selected, all BACS files that are created will have the standard file extension of.001,.002, etc. 9. Select the appropriate BACS File Type by clicking the Search button and selecting it from the list. NOTE: Please contact your Support Unit for advice on which file type to select for your bank. 10. Click the Save button to save the ledger code. Accounts Payable in FMS for Academy Schools handbook 115

124 07 BACS Processing Setting up the Parameters for BACS Processing 1. Select Tools Accounts Payable Parameters and select Tab 4: Cheque Layout/BACS Parameters. The BACS section is located in the bottom portion of the page. 2. Enter the ID Code that identifies you to the BACS bureau. This code is provided by the BACS bureau. This is a unique means of identification and should consist of three characters. If you are not using a bureau, enter a dummy value, e.g. 123 or ABC. 3. Select the Mask Bank Account check box if you do not want the full bank account number to be displayed on the BACS remittances. If you select this check box, an entry is written to the audit trail to record that this change has been made. The bank account number on subsequent BACS remittances are shown as nnnn1234, for example. 4. Select the Out Directory where you wish to create the BACS file, by clicking the Field Browser button. Locate the correct folder and click the Save button. NOTE for Network Administrators: The Out Directory selected or created should be on the server, with each workstation mapped to that drive and folder, e.g. X:\SIMS\BACS\Out (where X: denotes the server drive containing the SIMS and the BACS Output Directory). As the BACS file contains financial data, consideration should be given to the security of this folder. 5. Enter the number of days you wish the file to be kept by BACS in the Days kept field. The default is If you require an audit printout from BACS, select the Audit check box. 116 Accounts Payable in FMS for Academy Schools handbook

125 07 BACS Processing 7. Click the Save button. Setting up the Mail Server to Send Electronic Remittance Advices FMS can be set up so that BACS Remittance Advices can be sent to individually selected suppliers by in PDF format. In order to send remittance advices by , the mail server must be set up. NOTE: You need to complete this step only if you intend to use for remittance advices. 1. Select Tools Establishment Details and select Tab 5: BACS eadvices. 2. Enter the Mail Server to which the BACS remittance advices will be sent. 3. Enter the Port Number through which the mail server is accessed. This defaults to 25 or the last entered value. NOTE: The maximum port number that can be entered is If you use an system that supports the use of STARTTLS encryption, select the Use STARTTLS Encryption check box. 5. If a username and password is required in order to access the mail server, select the Requires Authentication check box. NOTE: This may not be required if the mail server uses a secure logon method, such as Windows Authentication. Accounts Payable in FMS for Academy Schools handbook 117

126 07 BACS Processing 6. If the Requires Authentication check box is selected, enter the Username and Password for the mail server. 7. Enter the address to which returned s should be sent in the Return Address field. 8. The Subject Line contains the text that is entered in the subject line of the sent to the supplier. It defaults to BACS Payment from <school name> and can be edited to suit your requirements. 9. The Message (Body) field contains the body text for the being sent to the supplier. Default text is provided, which should be edited to suit your requirements. A maximum of 1500 characters are available. 10. To retain a copy of the PDF generated files, select the Keep Remittance Files check box. When selected, every PDF file created is saved in the Remittances folder (specified in the Out Directory in Tools Accounts Payable then Tab 4: Cheque Layout/BACS Parameters). The file is named: Remittance_Advice_NNNNNN_BBB.PDF, where NNNNNN is the supplier ID and BBB is the BACS run number. If the check box is not selected, no copies of the PDF are retained. 11. To test the mail server setup, click the Test Mail Server Setup button. If the connection is successful, an confirmation is sent to the address specified in the Return Address field. If the connection fails, a message is displayed to this effect. In the event of a failure, the details entered and the connection to the network/internet should be checked. Further assistance should be obtained from your usual support personnel. Setting up a Supplier to Accept BACS Payments 1. To enable BACS payments to be made to a supplier, either click the Accounts Payable button followed by the Suppliers button, or select Focus Accounts Payable Supplier to display the Supplier Details browser. Select the appropriate supplier and open them and then click Tab 2: Additional. Accounts Payable button Supplier Details button 118 Accounts Payable in FMS for Academy Schools handbook

127 07 BACS Processing 2. To enable BACS payments to be made to this supplier, select the BACS Payable Supplier check box. NOTE: You can still make payments by cheque, even if BACS is selected. 3. Enter the supplier/payee's bank account number in the Account No. field. NOTE: If the BACS Payable Supplier check box is selected then a warning message is displayed if the Account No. does not contain eight digits. 4. Enter the supplier/payee's bank Account Code. This field is mandatory and defaults to 0. Should this field be required, then the single digit code should be issued by the supplier. 5. Enter the supplier/payee's bank Account Name. This defaults to the supplier s name from Tab 1 and may be edited, if required, to the name given to you by the supplier. An entry of 50 characters is permitted, but note that only the first 18 characters are used in a BACS file. 6. Enter the supplier/payee's bank Sort Code. 7. Enter the supplier/payee's Bank Name. 8. The address for the particular Branch of the bank, if known, can be recorded. 9. Enter the Payment Reference No. This number should be no more than 18 characters and is used by the supplier, or their nominated Payee, to identify the organisation making payment. NOTES: This field cannot start with the letters CONTRA. An error message is displayed in the event of the reference starting with these letters. If a payee is selected, then steps 3 8 should be recorded for the payee s bank account. Item 9 should identify the Payment to in Payee Details. 10. If you wish to the Remittance Advice to the supplier, select the PDF Remittance Advice check box. Accounts Payable in FMS for Academy Schools handbook 119

128 07 BACS Processing If selecting this option, the Mail Server settings must be set up in Tools Establishment Details then the BACS eadvices tab (please see Setting up the Mail Server to Send Electronic Remittance Advices on page 117). 11. If the PDF Remittance Advice check box has been selected, enter the supplier s address in the Address field. NOTE: If the BACS Payable Supplier check box is selected then the system validates that the appropriate fields have been populated. BACS Processing BACS Processing Browser 1. Click the Accounts Payable button followed by the BACS Processing button. Alternatively, select Focus Accounts Payable BACS Processing to display the BACS Processing browser. BACS Processing button The initial display is a browser containing all BACS runs to date, including those that have been cancelled. 2. To create a new BACS run, click the Add Record button or select BACS Processing Add. Add Record button 3. To review the details of a specific BACS run, click the Focus Browser button, or select BACS Processing Browser. Focus Browser button From the browser, you can also print/reprint Remittance Advice Slips, recreate a BACS run, cancel payments or an entire BACS run (please see BACS Processing Browser Functionality on page 128). 120 Accounts Payable in FMS for Academy Schools handbook

129 07 BACS Processing Creating a New BACS Run 1. With the BACS Processing browser displayed, click the Add button to add a new BACS run to the system using the BACS Processing wizard. NOTE: FMS generates a number specific to BACS Processing, which is used as the BACS file number. This means that the numbers generated are sequential, with no gaps, as cancelled files still retain the original file number. The BACS User Number, Account Number and Sort Code are read-only. This information is taken from Accounts Payable Parameters and the Bank Account ledger code defined to handle BACS processing. 2. Select the bank account from which the BACS run is paid. If the Bank field is blank, click the Field Browser button. In the Select Bank Account dialog, highlight the correct bank account and click the Select button. Field Browser button NOTE: Where only one bank account has been defined, this account is selected by default. 3. The Payment Period defaults to the current period. If the date selected falls in a different period, click the Field Browser button and select a different period. NOTE: Payment can be made in open periods only. 4. To select the BACS Processing Date, click the Calendar button and select a date. The date selected must be greater than today s date (system date) and must be a weekday (Monday - Friday). By default, the date displayed is the system date plus one day. Accounts Payable in FMS for Academy Schools handbook 121

130 07 BACS Processing NOTES: If the BACS processing date is not a bank working day, the BACS file is rejected by the BACS system. This also applies to public/bank holidays, which will not be validated, owing to the variance in public holidays between countries, e.g. England and Northern Ireland. FMS will only validate that the date selected is not a Saturday or a Sunday and that the date occurs in the future. A warning is given if the date fails this validation. It is recommended that the processing date should not be set for more than 31 days in advance. However, no validation of this is made. 5. If you wish to produce a test run before submitting the live run, select the Treat the BACS run as a test run check box. You should, however, consult your BACS Bureau as to the advisability of sending test transmissions. If your bureau allows test transmissions, you should also check when they would prefer you to carry this out, how often it may done and what the content of the test file should be. 6. If the file is imported into internet banking software, you should consult the user manual or the bank s help line to ensure that you can delete or cancel any imported transactions. NOTE: If the Treat the BACS run as a test run check box is selected, FMS creates a file for transmission. However, FMS will not update any associated documents as having been paid and no journals is posted. The file is then transmitted to the BACS Bureau (e.g. Capita, Cirencester), who then transmit the file to the BACS system. The file is processed by BACS, who ensure that the file meets BACS system requirements. At this stage, no money is transferred to or from your accounts and therefore no transactions are recorded on your bank statement. The sole purpose of creating this test file is to ensure that the correct data is being used to create the file and to make sure that the file could be processed by BACS without error. 7. If required, enter a description of the BACS run, containing no more than 60 characters, in the Run Narrative field. 8. Click the Next button to continue. 122 Accounts Payable in FMS for Academy Schools handbook

131 07 BACS Processing 9. The BACS Processing Items for Payment page enables you to select which invoices are to be paid in the BACS run and the credit notes that are to be set against the invoices selected for payment. The only invoices and credit notes that are available for payment are those for suppliers defined as being payable via BACS on the Additional page in Accounts Payable Suppliers. The invoices and credit notes listed are sequenced according to the Sequence radio button selected. By default, this is set to Supplier. Other relevant information shown here includes supplier name and ID, the invoice/credit note number, the date the payment is to be made by, the person authorising the transaction and the amount. NOTES: Where the Payee Name and the Supplier Name are the same, this is shown twice. However, where several suppliers use the same Payee, you are able to see the name of the supplier requiring the payment. The procedure given here is the same whether you are creating a live BACS run or a test run. 10. Invoices can be selected for payment by one of the following methods: Click next to the invoice/credit note to be included in the BACS run. A flag indicates each line selected. Click the Tag button (please see Tagging BACS Payment Items on page 129). Invoices that have been flagged for payment may be deselected by clicking the Un-Tag All button or by clicking the flag a second time. 11. Click the Next button to continue. NOTE: As the invoices are selected, your current bank balance is updated, taking into account all tagged items. Accounts Payable in FMS for Academy Schools handbook 123

132 07 BACS Processing The Summary of BACS to be generated page is displayed. The Bank Balance field displays the current balance, the amount being processed through BACS and the new balance displayed once processing has taken place. Invoices and credit notes for each supplier are aggregated, so that the amount shown is the total payable to the suppliers listed. To produce a report, click the BACS Run Report button. The resulting report is ordered by supplier and shows all relevant information concerning the invoices selected for payment. You can also see invoices that require nil payment, i.e. where invoices are exactly matched to credit notes. Additional data fields have been included in this report to improve security. The Creation Date of the BACS run is displayed together with the Processing Date. If the bank Sort Code and Account Number have been amended since they were first recorded in FMS, then the date that the information was Updated and the ID of the User who made the amendments are displayed on the report. Two lines are available for the use of authorised signatories. 12. When you are ready to produce the BACS file, click the Create button. 13. If the Audit check box has been selected on the Cheque Layout/BACS Parameters page in Tools Accounts Payable Parameters, a dialog is displayed providing you with the option to obtain a printout of the transactions being processed by BACS. 14. Enter a value (1 or 2) or leave as 0 if you do not require an audit report. The BACS file is created with a file name assigned by the system, based on your BACS ID and a system generated file number. Within the BACS file, a single line is entered for each supplier to be paid, aggregating all the invoices and credit notes selected. Should the balance of invoices and credit notes result in a nil payment then a line is not created in the transmission file for that supplier. However, you can view the details by selecting a specific BACS file from the main BACS Processing browser. You can also print a remittance advice for that supplier. 124 Accounts Payable in FMS for Academy Schools handbook

133 07 BACS Processing NOTE: If the file produced has no transaction lines then the file is deleted. However, a transaction record is maintained, which includes the BACS file number. A dialog is displayed confirming that the BACS file has been created successfully and advises you to make a backup copy of the file. NOTE: If the BACS run was a test run, please see Cancelling a BACS Payment Run. If the BACS run was not successful, no further action is taken and the selected invoices and credit notes are available for future BACS runs. However, if a nil balance was recorded against all transactions, you are warned that a BACS transmission file was not created. 15. Click the OK button. The invoices and credit notes listed in the BACS file are automatically updated and a single journal is posted, between the bank and creditor control, for the full amount on the BACS file. A message dialog is displayed informing you that the BACS run is completed, stating the number of suppliers paid in the BACS run, the total number of transactions and the total BACS run value. 16. Click the OK button. A message dialog is displayed asking if you wish to print remittance advice slips. 17. If you click the Yes button, FMS either prints the slips using the default printer, with each supplier printed on a separate sheet of paper, or sends a PDF remittance advice via , if this option has been selected for the supplier (please see Printing and ing Remittance Advice Slips on page 131). If a nil balance was recorded against all transactions, a warning dialog is displayed, informing you that a BACS transmission file was not created. The BACS processing details for each completed run are displayed automatically. Accounts Payable in FMS for Academy Schools handbook 125

134 07 BACS Processing Cancelling a Single BACS Payment 1. You can cancel a single BACS payment from within a run by highlighting the relevant entry and clicking the Cancel Payment button. A warning message is displayed, requiring confirmation to continue with the cancellation. No action is taken should you decide to keep the payment. NOTES: A transaction may be cancelled even if it has been reconciled to a bank statement. However, you will first need to unreconcile the payment from the Bank Statement, by selecting Focus General Ledger Bank Reconciliation. Please remember that a single payment to a supplier refers to a combination of all invoices and credit notes. Cancelling the payment automatically cancels all the items within the transaction. 2. If you decide to cancel the payment from the BACS run, you are asked to enter a reason for the cancellation. The following actions are taken: Resets the status of any associated invoices and credit notes to not paid. These transactions are available for selection on a subsequent BACS or cheque processing run. Posts a journal between the bank and creditor control for the amount of the transaction. This debits the bank and credits the creditor control. Writes a single entry to the audit log, inserting the supplier name and number, the BACS file number and the reason you entered for cancelling the payment. NOTES: It is possible that payment to one or more suppliers may fail in a BACS file due to incorrect transaction details. Should this occur, then the full amount of the BACS file run appears on the bank statement, followed by a contra entry for each failed supplier payment, correcting the bank balance for the failures. Should all the transactions fail on a BACS run, the BACS file is not invalidated. The bank statement shows a contra entry for each transaction in the file. Cancelling a BACS Payment Run IMPORTANT NOTE: There may be occasions when a created BACS file has been passed to BACS for processing, but the file has been corrupted and cannot be read. Should this occur, you are advised not to cancel the BACS run but to resubmit the original, as it is not possible to recreate, using the recreate option, a BACS run file that has been cancelled. This option enables you to cancel a complete BACS run. However, if the BACS run has already been reconciled in error on the bank statement held within the system, an error message to this effect is displayed and the cancellation procedure is aborted. 1. To cancel a BACS Payment run, highlight the relevant BACS file in the BACS Processing browser. 126 Accounts Payable in FMS for Academy Schools handbook

135 07 BACS Processing 2. Click the Cancel BACS Payment Run button or select BACS Processing Cancel BACS Payment Run. Cancel BACS Payment Run button 3. Once you have selected to cancel a BACS run, you are asked to confirm your decision in order to continue. Should you decide not to continue, no action is taken and you are returned to the browser. 4. If you decide to continue with the cancellation, the following actions are carried out: You are asked to give a reason for cancellation. All invoices and credit notes listed in the run are reset to not paid. This makes them available for any subsequent BACS Payment or Cheque Processing run. A journal is posted between the bank and creditor control, debiting the bank and crediting the creditor control with the full amount of the BACS run. Writes an entry in the audit log containing the BACS file number. As a result, the original BACS run and the subsequent cancellation do not appear on any bank statement and is, therefore, not available for bank reconciliation. NOTE: If a BACS file fails as a result of being corrupt or the bank details given are incorrect, there is no need to cancel the run, as the file never appears on the bank statement. Recreating a BACS Run File An option is provided that enables you to recreate the BACS file for a BACS Payment run. However, this option is only available to users with the highest level of access, level 5. You can only recreate a file that has no cancelled transactions or that has not been cancelled. If you decide that you need to recreate a BACS run, you must ensure that the same bank account is used. Any changes made to the bank ledger definition since the original BACS run are observed when the file is recreated, as the original settings are no longer available. NOTE: You may need to recreate a BACS run if the original has been corrupted during transmission, or the BACS Bureau was unable to read the file and the original is no longer available. An exact duplicate of the original file is created. WARNING: You must ensure that the original file has not been processed by the BACS system. If it has and you recreate a BACS run, this results in duplicate payments being made. 1. To recreate a BACS run, highlight the relevant BACS file in the BACS Processing browser. Accounts Payable in FMS for Academy Schools handbook 127

136 07 BACS Processing 2. Either click the Recreate BACS Run File button, or select BACS Processing Recreate BACS Run File. Recreate BACS Run File button 3. A warning message is displayed asking if you wish to continue. If you continue with the process, the system recreates and overwrites the original BACS file. No action is taken if you decide to cancel. 4. You are given the option to change the processing date. By default, the new processing date is the system date plus one. Either delete and enter a new processing date, or highlight and overwrite the original date. The contents of the recreated file are an exact copy of the original, maintaining the original file number and name. If, in the meantime, changes have been made to the supplier definition or to parameter settings in Accounts Payable Parameters, these are observed, as the original settings are no longer available. Once the file has been produced, the system writes to the audit trail that the file has been recreated. WARNING: If the original file was copied or moved to an alternative location, you must ensure that the new file overwrites the original or that the original is deleted. Additional Information BACS Processing Browser Functionality 1. When the BACS Processing screen is opened, the initial display is a browser containing all BACS runs to date, including those that have been cancelled. The browser view can be restricted to a specific type of BACS run by clicking the View Field Browser button. The available options are All (displayed by default), Cancelled File, Cancelled Transactions and Valid File. The list can be sequenced by Date or File Number, depending on which Sequence radio button is selected. When the Date radio button is selected, the Calendar button adjacent to the Looking for field is activated. In addition, the list can be sequenced in Ascending or Descending order, depending on the radio button selected. The type of BACS run and the current status of each run is displayed. The Type column indicates whether a BACS run transmitted normally and whether it is a recreated file or a test file. The Status column indicates whether individual transactions in a run or the whole run have been cancelled. 2. Using the Add functionality creates a new BACS run. 3. To review the details of a specific BACS run, click the Focus Browser button, or select BACS Processing Browser. From the browser you can also: 128 Accounts Payable in FMS for Academy Schools handbook

137 07 BACS Processing print the Remittance Advice Slip (please see Printing and ing Remittance Advice Slips on page 131). recreate a BACS run file (please see Recreating a BACS Run File on page 127). cancel a BACS Payment run (please see Cancelling a BACS Payment Run on page 126). Tagging BACS Payment Items 1. Click the Tag button on the BACS Processing dialog to display the Tag BACS Payment Items dialog. 2. Various options are provided to tag specific items: For Supplier Select the All radio button if you wish to pay the invoices received for all suppliers identified as being able to accept payment by BACS. Select the Specific radio button and then click the Field Browser button to select invoices from a specific supplier. Select the Not check box if you wish to exclude invoices received from a specific supplier. Click the Field Browser button to select the supplier to be excluded. By Amount Select the All radio button if there is no restriction on the amount to be paid. Select the Greater Than radio button to activate a field where you can specify an amount that the invoices must exceed in order to be paid. Select the Less Than radio button to specify an amount that the invoices must be less than in order to be paid. Pay By Date Select the All radio button if the BACS run is to include all invoices on the system, regardless of date. Select the Specific radio button to specify invoices for payment before/after, between or by a certain date(s). Select the criteria by first clicking the Field Browser button and then the Calendar button. 3. Click the Tag button to tag the selected items and return to the BACS Processing page. Accounts Payable in FMS for Academy Schools handbook 129

138 07 BACS Processing BACS Test File Before fully processing payments via BACS, it is possible to send a test run in order to check for errors within the file itself. However, when using a bank s Internet Banking Software, this test status may not be recognised. Before importing a test file, you should ensure that you are able to delete all the transactions of the test file. If the transactions are sent from the Internet Banking Software then there is a real danger that a double payment may be made when the invoices are processed within FMS to make the real payment. It is essential that transactions imported to the Internet Banking Software for test purposes are deleted as soon as it has been confirmed that everything is correct, and that this deletion is made as soon as possible after import so that it is not forgotten. NOTES: You will also receive a warning that FMS will not be updated from a test file. Please remember to consult your BACS Bureau about the advisability of sending test transmissions before selecting this option. If the BACS run created was a test run, a message dialog states that the file has been created for test purposes only. No transactions are posted and no journals or bank movements recorded. However, if a nil balance was recorded against all transactions, you will receive an error message stating that the run has failed. This is because you are not permitted to create a test run with a nil balance. Should you wish to test that a supplier has been set up correctly to use BACS, you are advised to only select invoices and not any matching credit notes you may have received. About the Audit Dialog Report The Audit Dialog Report is included to check the accuracy of the files transmitted to BACS, and is totally controlled by BACS. A sample of the transactions is taken from the BACS input file, up to a maximum of 50 transactions, or until the end of the file, whichever occurs sooner. For example, you may have 25 payments listed in the BACS run and decide to have every fifth entry checked. Therefore, you would enter the number 5 in the field provided on this dialog. You may use this option intermittently or on a regular basis. NOTE: An Audit Dialog Report only occurs if the Audit check box has been selected when defining parameters for Accounts Payable. 1. To produce the Audit Dialog Report, enter a number between 0 and however many items are in your BACS file, up to a maximum of 99. You can enter 0 (displayed by default) if you do not wish to produce a report for that particular run. 2. Click the OK button to continue. More Information: Defining Cheque Layout and BACS Parameters on page Accounts Payable in FMS for Academy Schools handbook

139 07 BACS Processing Recommendation for Dealing with Duplicate Payments If a BACS run file is recreated, or an existing file that has already been processed by BACS is re-submitted, you will need to reclaim duplicate payments made to the suppliers. It is recommended that you request a cash/cheque refund and not a credit note, because although the bank statement will show two payments having been made, your system records will not. This is because a journal is not recorded when the file is recreated or resubmitted. Consequently, the payment is recorded only once on your system. If you wish to record the double payments and refunds within FMS then cash book journals should be created to replicate the transactions. Printing and ing Remittance Advice Slips The system enables you to print or remittance advice slips. You have the option to reprint/resend the slips for the entire BACS run, or only for a selected supplier. This depends on the screen view. In a mixed BACS run (where some remittance advices are to be printed and some ed), the printed remittance advices are sent to the printer first and then those to be ed are sent to the mail server. Producing Remittance Advice Slips Remittance advices can be printed at the time the BACS run is created. However, if this was not done, or copies are required, these can be printed later. To produce printed remittance advice slips for all the suppliers in a BACS run, highlight the run required in the browser and either click the Print Remittance Advice Slips button or select BACS Processing Print Remittance Advice. Print Remittance Advice Slip button To produce a remittance advice slip for an individual supplier in a BACS run, open the required run (containing the supplier payment for which the remittance advice is to be printed) in the browser and select the supplier within the BACS run. Click the Print Remittance Advice Slip button in the browser. Any advice slips that are being recreated will include the word Copy in the title. Printed Remittance Advice Slips The advice slip is either printed to plain stationery or pre-printed stationery, depending on the radio button selected when BACS parameters were defined in Accounts Payable Parameters Tab4: Cheque Layout/BACS Parameters. Accounts Payable in FMS for Academy Schools handbook 131

140 07 BACS Processing NOTE: If you have selected to use pre-printed stationery then the layout prepared by Capita, Cirencester should be used. Otherwise, the advice slips use the standard layout as defined by the software, which contains the school name and address, plus the VAT number, if this is available, inserted at the top of the slip. Additionally, at the bottom of the page, the following detail is printed: the intended payment date, details of the bank paid to, the Payment reference, the Supplier Name and Payee account numbers. ed Remittance Advice Slips Remittance advice slips are ed as a PDF file to the supplier if the following criteria have been met: the BACS eadvices details have been set up (please see Setting up the Mail Server to Send Electronic Remittance Advices on page 117). NOTE: If the mail server configuration is not complete, remittance advices for suppliers flagged for eadvices are sent to the default printer. in Focus Supplier Supplier Details, Tab:2 Additional, the PDF Remittance Advice check box has been selected and an address entered (please see Setting up a Supplier to Accept BACS Payments on page 118). NOTE: In the event of send failures, the error message is sent to the Audit Trail. 132 Accounts Payable in FMS for Academy Schools handbook

141 08 AP Reports and Additional Information 08 AP Reports and Additional Information Introduction to Accounts Payable Reports Report Criteria Purchase Order Reports Invoices Supplier Analysis Transactions Cheque Book Reports Deliveries Reports Other VAT Reports Debit Card Payments Report Charge Account Transactions Report Searching for an Item within a Browser Using the Calendar Producing a Report Buttons Computerised Cheques and FMS Introduction to Accounts Payable Reports The report options available have been placed in five different groups: Purchase Order Reports, Invoices, Supplier Analysis, Transactions and Cheque Book Reports. An additional report, which may prove useful for determining available cheque numbers for Manual Cheques and Cheque Processing, can be selected from Reports General Ledger Bank Cheque Number Report. Further information can be found in the General Ledger FMS handbook. NOTE: Wherever order commitment is included in any of these reports, this is calculated as the full value of the item/s ordered less any discount that has been applied. Access to this reporting facility is through Reports Accounts Payable. The reports available through the five listed options are as follows: Purchase Order Reports Purchase Order Purchase Order Reminder Cost Centre Commitment Accounts Payable in FMS for Academy Schools handbook 133

142 08 AP Reports and Additional Information Order Amendments Parts Catalogue Invoices Proposed Invoice/Credit Note Authorisation Invoices & Credit Notes Supplier Analysis Transactions Aged Creditor Supplier Account Status Supplier Information Inland Revenue S16 Report Cost Centre Transaction Cheque Book Reports Deliveries Cheque Book Status Delivery Notes Deliveries Not Invoiced Payments Debit Card Payments Report Report Criteria Each of the above reports has a criteria list which you will need to complete before a report can be produced for review. The criteria selections made are recorded on the top left-hand side of the report. 134 Accounts Payable in FMS for Academy Schools handbook

143 08 AP Reports and Additional Information View This section deals with the appearance of the report. Decide exactly what you want included in your report, select radio buttons accordingly and ensure that any check boxes relevant to the report are checked, particularly when considering whether you want a detailed or summary report. 1. Click the Field Browser button or press the F3 key if you need to change the financial year for the report, select a specific supplier, cost centre, cost centre group or the current status of suppliers. Clicking the Select button will record your choices to the relevant fields. If you decide not to select particular suppliers, cost centres or cost centre groups, your reports show all the transactions that have taken place during the year regardless of supplier, cost centre or cost centre group. Field Browser button 2. Some of these reports allow you to specify a batch of orders between set dates and/or specific order numbers. If you choose not to specify dates or order numbers, the report will cover every order raised. A calendar is provided to allow you to find the dates you require quickly and easily. Click the Calendar button, or use the Tab key and press the Spacebar to access the calendar option. Calendar button Sequence 1. This section of the report criteria form deals with the order in which information is presented. Select the radio button indicating your preference for sequencing, from the headings offered. 2. Once you are satisfied with the criteria selected, choose the OK button to display the report. If you decide not to continue, click the Cancel button. 3. The report may now be saved or printed. More Information: Using the Calendar on page 148 Producing a Report on page 148 Purchase Order Reports A series of reports are available from Reports Accounts Payable Purchase Order Reports, enabling you to keep track on orders that have been raised. Purchase Order Report A report is presented showing the current status of any orders that have been placed with a specific supplier or all the suppliers on the system. This may be every order or a batch of orders, depending whether dates and/or order numbers were specified. You can also select whether the report displays all orders (the default), only orders imported from an XML file, or only orders created within FMS. Accounts Payable in FMS for Academy Schools handbook 135

144 08 AP Reports and Additional Information NOTE: The report shows orders raised in the year. Orders that were transferred into the year from the previous year are not counted, orders that were raised in the year are counted and orders that were raised in the year and transferred to the next year are counted. Purchase Order Reminder Report When this option is selected, a report is produced detailing orders with specific suppliers or all suppliers on the system and records any reminders that have been issued regarding the non-delivery of ordered items. All orders are displayed, unless dates and/or order numbers were specified. Cost Centre Commitment Report Detailed Summary The type of detailed report displayed will depend on whether you chose Order Detail or Line Detail when selecting the report criteria. Selecting Order Detail produces a report for a specific cost centre or all cost centres that have raised orders, detailing the cost of the items ordered. Selecting Line Details produces a report displaying not only the information on the cost of items but also lists the items ordered and the quantity. If a summary report was selected, only the cost centre(s) and the amount is displayed, with no extra detail. Order Amendments Report A report is produced showing orders with specific suppliers (or all suppliers) that have been amended since they were originally raised. The original order plus the amended order is displayed. If you do not want all the amended orders for the financial year included in the report, you have the option to specify either a particular period and/or order numbers. Parts Catalogue Report Invoices If any supplier catalogues have been imported or manually entered on to your system, you may select to print a complete list of items from a specific catalogue by selecting a supplier from the criteria section. More Information: Report Criteria on page 134 Two reports may be produced, enabling you to keep a check on invoices and credit notes entered. These may be selected from Reports Accounts Payable Invoices. 136 Accounts Payable in FMS for Academy Schools handbook

145 08 AP Reports and Additional Information Invoices and Credit Notes Report Detailed Summary A detailed report is produced showing invoices and credit notes from a specific supplier or all the suppliers on the system, depending on your selection. Each invoice number is listed, along with the original order number, the status of the invoice, ledger code and cost centre, the items ordered, payment details and the invoice date. The report produced contains much less detail, showing the invoice number, related order number, status of invoice; payment details and the invoice date. Proposed Invoice/Credit Note Authorisation Report Providing you have selected the field requesting a list of only those invoices and credit notes which remain unauthorised, a report is produced giving you this information. In the criteria section you are also able to select how the data is displayed in the report. More Information: Report Criteria on page 134 Supplier Analysis Selecting Reports Accounts Payable Supplier Analysis enables you to review the association with suppliers entered on to your system. Aged Creditor Report A report is produced on any suppliers that you have not used for some time. This report is especially useful for viewing suppliers for whom there is a balance outstanding. The Detailed report will give you information about all the suppliers on your system or a chosen supplier, including current status. Invoices are listed, plus outstanding commitments and the length of time the balances remain unpaid. You can select the financial year for the report. The Summary report provides the supplier name and any outstanding balances, plus the period category, indicating the length of time balances remain unpaid. Accounts Payable in FMS for Academy Schools handbook 137

146 08 AP Reports and Additional Information 1. Select Reports Accounts Payable Supplier Analysis Aged Creditor to display the Report Criteria - Aged Creditor dialog. 2. Select either the Detailed Report or Summary Report radio button. 3. By default, the current Financial Year is displayed. To create a report from another year, click the Field Browser button or press F3 to choose from the other years defined on your system. 4. To select the Supplier, click the Field Browser button or press F3. 5. Either: To display aged creditors within specific dates, enter a Transaction Date range using the date fields provided; or To produce a report displaying aged creditors at a specific point in time, click the Field Browser button adjacent to the Up to Financial Period field and select the required financial period. 6. Select one of the following radio buttons to sequence the report: Select the Creditor Name radio button to order the report according to creditors. Select the Creditor Code radio button to order the report according to the assigned creditor code. 7. Click the OK button to display the report, which can be saved or printed. Supplier Account Status Report This report enables the viewing of all of the activity with your suppliers, enabling the effective monitoring of your spend with each supplier. You have the option to review the current status with a specific supplier or you may choose to review all the suppliers currently on your system. A report will show any transactions that have taken place during the financial year and their current status. Summary Supplier Account Status Report 1. Select Reports Accounts Payable Supplier Analysis Summary Supplier Account Status to display the Report Criteria dialog. 2. Select the Financial Year and/or the Supplier. 138 Accounts Payable in FMS for Academy Schools handbook

147 08 AP Reports and Additional Information 3. Click the OK button to produce the report, which can then be printed or exported as required. Detailed Supplier Account Status Report 1. Select Reports Accounts Payable Supplier Analysis Detailed Supplier Account Status to display the Report Criteria dialog. 2. Select the Financial Year and Supplier by clicking the relevant Field Browser button. 3. Select the appropriate Sequence radio button, either Supplier Name or Supplier Code. 4. Click the OK button to display the report. This can be saved, printed or exported (to Excel, PDF, Word, CSV, TSV or XML). Supplier Information Report Detailed Summary The report shows all the information entered about every supplier or a specific supplier that is either currently available or being used. If you opt for this type of report, you are presented with a brief description of a specific supplier or all the suppliers currently available or being used. Inland Revenue S16 Report This report meets the requirement from the Inland Revenue for schools to provide a report stating the total amount paid to the suppliers of services, e.g. consultants, visiting speakers, etc. and are produced in CSV format. NOTE: There is a distinction between services, e.g. consultancy, and supplies, e.g. goods. Therefore, in order to provide the relevant information, the system will need to be able to identify payments for supplies and services. You are recommended to set up the following procedures to enable the system identify services relevant for this report. Set up expenditure ledger codes as being primarily used for services. Enter a text description in Accounts Payable Suppliers Tab1: Basic, of the service provided by the supplier. In Tools Establishment Details, enter the School Code, LEA Code and the Borough (your area) name. Although these fields are not mandatory, you will unable to generate the report unless this information is present on the system. In addition, when entering Invoices or Credit Notes, you should tag any documents that require payment for services. Accounts Payable in FMS for Academy Schools handbook 139

148 08 AP Reports and Additional Information The report must be generated and returned to the Inland Revenue on an annual basis and should cover the financial year. It is important that the following conditions are met, so that the system is able to generate the report using all the data required. Information entered in connection with services provided to the establishment must be flagged as being reportable services. The service must have been paid for, i.e. for locally paid items the cheque must have been successfully printed and for centrally paid items the payment must have been reconciled. Preliminary close at year end must have been run. The date payment was made must be within the reporting period, which applies to the date the cheque was printed or the date a central payment was reconciled. The first time that this report is run, you are required to select a start date for the report. 1. To add a new reporting period for this report, click the Add Item button. First time users will need to select the Start Date for the report. Subsequent reports, once they have been logged as successful, will default to the end date of the last report, plus one day, e.g. end date = 05/04/2008, start date = 06/04/2008. Add Item button 2. You will not need to select the End Date for the report, as this defaults to before the system date minus one day, i.e. yesterday. The date will automatically default to the end of the financial year. 3. To print the Inland Revenue Report, either as a conventional reports or in CSV format as required by the Inland Revenue, click the Print Item button. Print Item button Additional Resources: General Ledger Setup - Ledger Codes in the Getting Started with FMS handbook Define Establishment Details in the Getting Started with FMS handbook Add Inland Revenue Reporting Period 1. Enter the initial Start Date for the report. The End Date defaults automatically to the system date minus one day, e.g. yesterday. This should also be at the end of the financial year in which the Start Date occurs. 2. To print a conventional report from this dialog, click the Print button and this will produce a screen version of the report which may subsequently be printed. 140 Accounts Payable in FMS for Academy Schools handbook

149 08 AP Reports and Additional Information 3. When you wish to produce the report in CSV format, as required by the Inland Revenue, click the CSV File button. You will not be able to produce this file until after preliminary close has been run at Year End. Any centrally paid services obtained during the financial year must have been reconciled before running this report, as it will not be possible to transfer unreconciled service payments to the next Inland Revenue reporting period. NOTE: There are no restrictions on the number of times a report is created in CSV format. However, selecting a report that has already been created will result in a message asking you to confirm that you wish the existing report to be overwritten. Print Inland Revenue S16 Report The Start and End Dates are added automatically either from the information entered when the Inland Revenue period was added initially, or from previous report dates submitted to the Inland Revenue. 1. If you wish to produce a conventional report, first to screen and then subsequently printed, click the Print button. 2. To produce the report in CSV format as required by the Inland Revenue, click the CSV File button. You should be aware that you will not be able to create this report until after preliminary close has been run at Year End and all outstanding central service payments have been reconciled for the financial year to be closed. CSV File Output When the CSV file is created it is stored in the system defined Transfer\Out directory. Transactions that are included on the report are at line level detail, but must meet the following criteria: The transaction detail must have been flagged as being a reportable service. The service must have already been paid for, i.e. locally paid services must have had the cheque printed and centrally paid services must have been reconciled. The date the payment was made must have occurred within the reporting period, i.e. the date the cheque was printed or the date the service payment was reconciled. A preliminary close must have been run at Year End. Each service supplier is reported on a single line with all the relevant payments consolidated to show a single figure. All the figures on the report are net of VAT. When the CSV file is created, the file name is generated automatically and is constructed as follows: The three figure LEA code as entered in Establishment Details. The four figure school code as entered in Establishment Details. The Start Date for the report. More Information: Report Criteria on page 134 Accounts Payable in FMS for Academy Schools handbook 141

150 08 AP Reports and Additional Information Transactions Only one report is currently available from Reports Accounts Payable Transactions which details transactions according to cost centre(s). Cost Centre Transaction Report Selecting this type of report produces information regarding invoices that have been assigned to a specific cost centre or to all cost centres. Unless the invoice dates have been selected, all invoices pertaining to the cost centre(s) are displayed. Cheque Book Reports One report may be selected from Reports Accounts Payable Cheque Book Reports. Cheque Book Status Report A report is generated showing the current status of all cheque books that you have defined. You are able to see the details about each Bank Account, the range of cheques defined in each cheque book and the number of cheques remaining. Deliveries Reports Two reports may be selected from Reports Accounts Payable Deliveries. Delivery Notes Report Summary Report Detail Report This provides a report which contains the following information, based on the criteria selected: supplier name and number, delivery number and date, delivery note ID, order number and date and the status of each delivery which is either, Part Delivered or Fully Delivered. This provides a report which contains the following information, based on the criteria selected: header containing supplier and delivery note information, detail containing part number and description, order number and quantity ordered, cost, discount, line total, quantity delivered, quantity to be delivered and cost outstanding. Deliveries Not Invoiced Report Summary Report This produces a report about items which have been delivered, but an Invoice has not been received. When selecting criteria for the report this is the default option. A report is produced giving basic information showing the order number, the quantity ordered, the quantity delivered, quantity invoiced and the value of items delivered and not yet invoiced. 142 Accounts Payable in FMS for Academy Schools handbook

151 08 AP Reports and Additional Information Detailed Report A report is produced giving more detailed information about items ordered and delivered. The information consists of the order number, part number, item description, cost, discount, quantity ordered, delivered and invoiced, plus the value of items that have been delivered but not yet invoiced. More Information: Report Criteria on page 134 Other VAT Reports VAT 126 Report IMPORTANT NOTE: The accounting for VAT in non-registered VAT Academies is complex and we strongly advise you to seek advice from your external financial/vat advisor. This is particularly important when there is a mixture of non-business and business activities and the consequential ability to reclaim VAT. Following the Royal Assent of the Budget in July 2011, it became possible for Academies who are not registered for VAT to reclaim VAT on transactions for non-business activities via HMRC's VAT 126 instrument. This means that Academies are able to reclaim VAT which has been incurred on normal pupil/student related educational activities and running costs but not against business activities. The VAT 126 Transaction Extract is provided to enable you to review this prior to submission to HMRC. In some circumstances, the extract can be printed and included in the VAT submittal, or it may need to be saved, manipulated and printed before submission. Knowledge Base number KB is available with further detail. The FMS 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/ Select Reports General Ledger VAT VAT 126 Report to display the VAT 126 Reports dialog. 2. Select the period you wish to run the report for by clicking the Add button. Accounts Payable in FMS for Academy Schools handbook 143

152 08 AP Reports and Additional Information NOTE: You can only add the next unsubmitted period. 3. Click the Preview button to view the report on-screen. This can then be exported for further manipulation, if required. 4. If the report is ready for submittal, select the I Confirm that transactions are ready for submittal check box. 5. Click the Submit Report button. NOTE: The Submit Report button is only available after the last day of the period for which you wish to produce the report. 6. Once the report has been printed the following dialog is displayed: 7. Once the Yes button has been clicked, the submittal report for this period cannot be run again. It can be viewed and re-printed but the Submit button is disabled. VAT 126 Integrity Report This report provides details of submitted VAT 126 reports and displays any discrepancies in the value of VAT for a transaction that has been previously reported in a VAT 126 report. This information can then be used when submitting subsequent VAT 126 submittals. The report can be exported and pasted into subsequent VAT 126 submittals or printed off and added as an addendum to inform HMRC of these adjustments. 144 Accounts Payable in FMS for Academy Schools handbook

153 08 AP Reports and Additional Information 1. Select Reports General Ledger VAT VAT 126 Integrity Report. The report is displayed on screen. The report displays the Date, VAT Registration Number, Description of Supply, Address, VAT Amount and Status (Contra or Revised). 2. The report can be printed or exported (to Excel or Word), by clicking the appropriate buttons. VAT 126 Exclusion Report This report displays a list of transactions where Input VAT (VI) on expenditure has been included within a transaction but falls into one of the following categories: Accounts Payable Invoices / Credit Notes which have been entered into FMS and are dated prior to 1st April The 1st April 2011 was the date from which VAT was recoverable for Academies. Petty Cash folios where the net value of the folio exceeds 250. Where a transaction exceeds 250, the recovery of VAT needs to be supported by an invoice which is paid as an invoice. Cash Book Journals where no supplier has been selected. This report is intended to assist in the reconciliation between the VAT 126 Reports and the standard VAT Reports. NOTE: The VAT 126 report is the mechanism for recovering VAT where the Academy is not registered for VAT. Consequently, the report will not display any Output VAT (VO) on Income which could be included in the standard VAT reports. If Output VAT has been recorded, the VAT 126 report should not be used as a mechanism to recover VAT from HMRC. 1. Select Reports General Ledger VAT VAT 126 Exclusion Report to display the Report Criteria - VAT Exclusion Report dialog. 2. Select the appropriate radio button to either run the report for a Specific VAT Period or Up to and Including VAT Period. 3. The Financial Year field automatically displays the currently selected year but you can select an alternative year by clicking the Field Browser button and selecting the year from the Year Browse. Click the Select button to return to the Report Criteria dialog. 4. Select the VAT Period by clicking the Field Browser button and selecting it from the VAT Period Browse. Click the Select button to return to the Report Criteria dialog. Accounts Payable in FMS for Academy Schools handbook 145

154 08 AP Reports and Additional Information 5. Click the OK button to display the report. The report is displayed in a similar layout to the VAT 126 report. 6. The report can be exported and pasted into subsequent VAT 126 submittal or printed off and added as an addendum to inform HRMC of these adjustments. Debit Card Payments Report This produces a report of debit card payments for a selected year, bank account and payment period. 1. Select Reports Accounts Payable Payments Debit Card Payments Report to display the Report Criteria - Debit Card Payment dialog. 2. Select the correct Financial Year using the Field Browser button. 3. Select the required Bank Account using the Field Browser button. 4. If required, select the from and to Processed Date by clicking the associated Calendar button and selecting the dates. 5. The report will be displayed with all group details expanded by default. This can be changed by deselecting the Expand all group details check box. 6. Click the OK button. 7. The report can be printed and/or exported to Word, Excel, PDF,.CSV,.TSV or XML. Charge Account Transactions Report This produces a report of charge account transactions for a selected year, bank account, status and payment period. You can use this report to view both paid and unpaid invoices/credit notes. 146 Accounts Payable in FMS for Academy Schools handbook

155 08 AP Reports and Additional Information 1. Select Reports Accounts Payable Payments Charge Account Transactions Report to display the Report Criteria - Charge Account Transactions dialog. 2. Select the correct Financial Year using the Field Browser button. 3. Select the required Charge Account using the Field Browser button. 4. Select the appropriate Status using the Field Browser button. 5. If required, select the from and to Processed Date by clicking the associated Calendar button and selecting the dates. 6. By default, the report will be displayed with all group details expanded. This can be changed by deselecting the Expand all group details check box. 7. Click the OK button. 8. The report can be printed and exported to Word, Excel, PDF,.CSV,.TSV or XML. Searching for an Item within a Browser 1. If you require a specific entry, use the Looking for field to help you locate the item. Either enter the first group of letters or numbers of a specific data entry and the browser will scroll until the relevant item is found or the nearest match has been made. The information you enter will depend on the order selected in the Sequence section for displaying the information. 2. If you are searching for a specific date, click the Calendar button provided to locate the date you are looking for. 3. In the Sequence section you are given a choice for displaying the order in which the information is shown. From a selection of two or more radio buttons, choose the radio button indicating your preference for the display order of the information. NOTE: Some Lookup Browsers do not contain a Sequence section. The method of searching for a required field is, however, still the same as described in Looking for. Accounts Payable in FMS for Academy Schools handbook 147