Your trusted partner SIMS/FMS USER GUIDE

Transcription

1 Your trusted partner SIMS/FMS USER GUIDE 2016/2017 Freephone kcs4education.co.uk

2 KCS SIMS/FMS Setup Guide Contents 1. Introduction & Before You Begin 2. Checking & Modifying Establishment Details 3. Setting Up an Order Book 4. Setting Up General Ledger Details 5. Setting Up or Modifying KCS as a Supplier 6. Setting Up eprocurement Settings 7. Placing a Test Order 8. SIMS/FMS Frequently Asked Questions (FAQs) How do I import an order? Can I change the Cost Centre, Ledger, Fund or VAT code for groups of items? Can I cancel an order once it has been sent to KCS? Page 1

3 KCS SIMS FMS Setup Guide This brief guide will help integrate your SIMS FMS software with the KCS website: IMPORTANT To make changes to your system you will need to be running SIMS FMS as an administrator. Please note that once the integration process has been completed, the 'Print' button within FMS will send orders through to KCS; this includes all orders created directly within the FMS system. To avoid sending an order through incorrectly, please create orders via the website only. Follow the steps to start the integration process: 1) Integration requires use of eprocurement Settings within SIMS FMS. Certain users may have the Tools eprocurement Settings option disabled. If this is greyed out please contact your organisation s SIMS representative to enable it: Contract with EIS? Contact your usual support team No contract with EIS? Contact Capita A fix will be issued to update your system accordingly. 2) You will need a unique DUNs number. If you don t have or don t know your DUNs number, visit the Dun & Bradstreet website to get one This is free, and the process is usually very quick. In rare cases this may take up to 10 days. Having issues? Contact Dun & Bradstreet directly on for support. 3) Does your establishment use a proxy server to connect to the internet? Your IT department or administrator will be able to confirm this. If a proxy server is used, make a note of the following details: Address of the Proxy e.g. Username, Password and Domain 4) Contact KCS stating that you wish to integrate with the website: Fill out the contact form with the required information Continue to Step 1: Checking & Modifying Establishment Detail Page 2

4 1) Checking & Modifying Establishment Details a) Select Tools > Establishment Details Establishment Details Menu Option Tab 1: Basic Details tab will be displayed. Your establishment s details should already be filled in. Tab 1: Basic Details Window Page 3

5 b) Check that your details are correct and no information is missing. c) In the bottom left of the window is the Unique Identifier value: make sure the DUNs option is selected and that your DUNs number is correct: Basic Details Unique Identifier value: shown as an example only d) Click Save and close the Establishment Details window. Page 4

6 You will also need to ensure your Delivery Address is setup correctly. a) Select Tools > Accounts Payable Parameters Accounts Payable Window b) Within the Delivery Address Text box please ensure you have the relevant delivery address populated. This address is passed over to us and will be used to deliver the goods you have ordered. IMPORTANT Ensure there are no blank lines between the rows on the delivery address and that the postcode is the last line of the address. Do not put a telephone number in this box. Continue to Step 2: Setting Up an Order Book Page 5

7 2) Setting Up an Order Book a) In Tools, select Books Books Menu Option Page 6

8 The Define Books window will be displayed. All the Order Books currently set up will appear in this list: Define Books Window It s possible that a book with the prefix BANK, a Start number of 4001 and an End number of 5000 has previously been set up. If so, move directly to Step 3. If not, you will need to set one up: b) Click the + button in the top right hand corner of the Define Books window to add an order book and enter the details as shown below: Prefix: BANK Start Number: 4001 End Number: 5000 Payment Source: Bank Account Add Order Book Window Page 7

9 Click Save to close the Add Order Book window and Save again on the Define Books window. Continue to Step 3: Setting Up or Modifying KCS as a Supplier Page 8

10 3) Setting Up or Modifying KCS as a Supplier In Focus, select Accounts Payable and Supplier The Supplier Details window will open. Supplier Menu Option Supplier Details Window Page 9

11 A record for KCS may already exist in this list. If so, modify the existing record by double clicking it in the list. If there is more than one KCS record listed, select one to modify, then double click to open the Supplier Details window. Amend the name to make it easy to identify as for the one to use with the KCS website (ie add web into the name). If there are no KCS records or you wish to start a new one, click the + (Add Record) button at the top of the screen: a) Tab 1: Basic will be displayed. If this is a new record, enter the details as shown below. If you re modifying an existing record, check that all fields are correct: Tab 1: Basic b) Enter your KCS account number/dpn (e.g. D050000) into the Account Number field c) Make sure the following is complete: Order Method is set to W and Web Services DUNs is selected with the KCS DUNs number Page 10

12 d) Select Tab 5: eprocurement and enter the details as shown below: Tab 5: eprocurement Purchasing Web Address: Address Source 1: Address Destination: XML Supplier Reference: ref1 IMPORTANT Ensure that these values have been entered correctly and that there are no blank spaces present (eg at the end of the Web Address field). Any incorrect entries will cause your integration to fail e) Click the Save Records button at the top of the screen to save these settings and close the Supplier Details window. Continue to Step 4: Setting Up General Ledger Details Page 11

13 4) Setting Up General Ledger Details a) In Tools, select General Ledger Setup b) Select Tab 9: eprocurement Templates General Ledger Setup Menu Option Tab 9: eprocurement Templates Page 12

14 c) Add a general ledger template to assign incoming orders a cost centre and ledger code: Click the + button in the top right hand corner to open the eprocurement Template Details window. eprocurement Template Details Window d) Complete the Originator field with your organisation name e) Enter CC MN into the CC Mnemonic field f) Click the magnifying glass button alongside Cost Centre to open the Cost Centres window. Cost Centres Window Choose a cost centre from the list. Any cost centre and ledger code applied to an incoming order can be amended in your SIMS FMS system once the order has been imported. g) Click on the code required and click Select. You will return to the eprocurement Template Details window. Page 13

15 A ledger code relating to the chosen Cost Centre now needs to be added. h) Add a ledger code to your Cost Centre: click the magnifying glass button alongside Ledger Code to open the Ledger Codes window. Ledger Codes Window i) Click on ledger code required and click Select. You will return to the eprocurement Template Details window. j) Tick the Set Default Template k) Tick the Set Default P&P Template l) Click Save to save your General Ledger details. Continue to Step 5: Setting Up eprocurement Setting Page 14

16 5) Setting Up eprocurement Settings a) In Tools, select eprocurement Settings eprocurement Menu Option The Settings for eprocurement (Web Services) window will open. Web Services Window Step 1 Page 15

17 b) Add a new entry to Web Services by clicking the + button in the top right hand side of the window. c) The Service Details window will open. Enter the details as below: Service Details Window Provider Type: Portal Name: KCS4Education URL: Priority: 1 Active: (Tick) Password duration (in days): 5000 d) In User ID, enter your DPN/KCS account number e) In Password, enter your DPN/KCS account number IMPORTANT Ensure that these values have been entered correctly and that there are no blank spaces present (eg at the end of the Web Address field). Any incorrect entries will cause your integration to fail f) Click Save and close the Service Details window. The Web Services window will now show the newly entered service under Web Services. Page 16

18 g) To test the connection, simply click the Test button beneath the Web Services section. If successful, you will see the following message: Test connection success message Web Services Window Step 2 h) On the right hand side of the window, alongside Linked Suppliers, click the magnifying glass button to open the Choose Suppliers window. Select the KCS account you wish to use, as identified by name when setting up KCS as a supplier. Page 17

19 Choose Suppliers Window Step 1 i) Click the Choose button to move the supplier down into the Linked Suppliers display. Choose Suppliers Window Step 2 j) Click Update to close this window. The selected account will now appear below Linked Suppliers. Page 18

20 k) In the General Settings section, alongside Default XML Order Book, click the magnifying glass button and select BANK (if you do not have this option, see Step 2) l) In Establishment DUNs Number, enter your DUNs number m) Under Internet Connectivity, if your establishment uses a Proxy Server to connect to the Internet, tick the 'I access the Internet through a Proxy Server' box and fill in the details. If you don t use a Proxy Server then leave this unticked. Default Proxy Settings Page 19

21 n) Click the Test button at the bottom of Web Services window. If the test fails, please run though the steps again, checking that the settings have been entered as they appear in this guide. If a subsequent test also fails, please contact sales@kcs4education.co.uk If the test is successful, SIMS FMS has now been successfully linked to the KCS website. When an order is placed on it will feed automatically into SIMS FMS to be imported. You may now find it useful to continue to Section 6: Placing a Test Order Remember: the next day delivery cut-off time of 12:00 applies only to orders that have entered the KCS ordering system. Until orders have been authorised on your SIMS FMS system, they will not be received by KCS. Page 20

22 6) Placing an Order To place an order follow the steps below: a) Open your default web browser and enter The KCS homepage will load: Homepage b) Click 'Log In' in the top right hand corner and enter your KCS user name and password. Login page If login is unsuccessful, please double check that the details you are entering are correct. If you continue to have trouble, contact Page 21

23 Once logged in successfully, you will be returned to the home page. c) Once logged in, find the products you need and build your basket. KCS website Search and Navigation bar KCS Website Quick Order d) Once you ve found all that you need, just go to the Checkout page, review your order and click the Submit Your Order button. Submit Order button At this point, the order is sent from the KCS website into your SIMS FMS system and waits to be imported. This process can take up to 5 minutes. e) To import the order, go into SIMS FMS. In Focus, select Accounts Payable and select Import Orders/Invoices/Credit Notes. Page 22

24 Import Orders Menu Option f) The Import Progress window will open. Click the Import button in the bottom left hand corner of the window. Import Progress Window Page 23

25 One order will be imported and a message box will appear to tell you that this has been successful. Now imported, the order needs to be authorised. g) In Focus, select Accounts Payable and select Purchase Order Purchase Order Menu Option The Purchase Order Processing window will open, showing past and present orders. Orders that have already been authorised and sent to KCS will appear as Printed in the Order Status column. Orders that have not been authorised appear as Not Yet Authorised Purchase Order Window Page 24

26 h) Double click the Not Yet Authorised order to open the Purchase Order Processing window. All the items in the order will be shown: in this case, there is only one item: the test product. Purchase Order Processing Window At this point, changes can be made: items can be deleted (but cannot be added) and Cost Centre, Ledger, Fund and VAT codes can be changed. For information on how to edit this data, see Section 7) SIMS FMS Frequently Asked Questions. i) Double click the product. Check that the VAT code has defaulted to the correct value (tax code Y is correct for KCS in Kent). Please note: If the VAT code is not correct, you will need to remember to use the method described in Section 7 to change all items to the correct code on your future KCS orders, before they are authorised. j) Depending on the process set up by your establishment, you may you may require a preauthorisation print of the order: click the Print button at the top of the screen. This printout will be labeled Not Yet Authorised. Page 25

27 Print button k) To authorise the order, click Authorise Current Order on the top bar. Authorise Current Order KCS SIMS/FMS Setup Guide Page 26 KCS

28 l) Finally, to send the order to KCS, press the Print Order button. Your order has now been sent to KCS! Remember: the next day delivery cut-off time of 12:00 applies only to orders that have entered the KCS ordering system. Until they have been authorised and Print has been pressed on your SIMS FMS system, they will not be received by KCS). Once authorised, printouts of the order will be labeled Submitted via Web Services. You may find this a useful printed record. Your SIMS FMS system has now been successfully integrated with the KCS website Page 27

29 7) SIMS FMS Frequently Asked Questions How do I Import an order? Once an order has been placed on the KCS website it will need to be imported into your SIMS FMS system until it is imported, it will not appear to be Authorised. To import orders, in Focus, select Accounts Payable and select Import Orders/Invoices/Credit Notes and click the Import button in the bottom left hand corner of the window. Once imported, the order will need to be authorised by the appropriate member of staff before it is automatically entered directly into KCS' ordering system. See section 6h) of this guide for an illustrated guide to importing an order. Page 28

30 Can I change the Cost Centre, Ledger, Fund or VAT code for groups of items? To change the details of one or more than one product in an order, the products need to be tagged from within the Purchase Order Processing window (In Focus, select Accounts Payable, select Purchase Order and double click the order). Please note: only orders that have not yet been authorised can be edited in this way. To tag a single item, click in the grey space at the left hand side of the product: A small flag icon will appear in the space. A Tagged Product To tag all the products, or un-tag all of them, there are buttons at the bottom left of the window labelled Tag All and Un-Tag All. Once the required items have been tagged, click the Edit Tagged button at the bottom right of the window. Options for changing the Cost Centre Code, Ledger Code, Fund Code and VAT code of all tagged items are available here. If the required option is not available, you may be running an older version of SIMS. A version of 1.36 or greater is required for all of the above options to be available (you can check your SIMS version by selecting Help and selecting About SIMS FMS Module). If you have a version of SIMS lower than 1.36, please contact your authority's SIMS representative and request an update. Page 29

31 Can I cancel an order once it has been sent to KCS? Unfortunately, once an order has been sent to KCS, there is no way of cancelling it through your SIMS FMS system or the KCS Website. If you need to change or cancel an order at this point, please contact the KCS Sales Team as soon as possible on , or by ing sales@kcs4education.co.uk. Quoting your Account Number and the Order number will help them find the order quickly. If you have a question that does not appear in this section please contact sales@kcs4education.co.uk. Page 30