A journal in FMS moves money from one place to another so must be balanced before it can be posted. Make sure the debit and credit columns have the same total so that it is marked *Balanced* If there is an actual balance then the post box will not be available.
Cost Centre allocations can be entered either manually or imported from budget setting software. If the school uses a budget import facility it is important to check which years are required when importing and to choose appropriately; eg if importing for 2016 financial year only also choose 2017 if required. KB18629
The user needs to have supervisor access rights. The next year needs to have been opened. The date needs to be after the last day of the financial year (31 March or 31 August) KB18527
If an invoice has been created in accounts receivable and has been printed it can’t be cancelled. To reverse the error – In Accounts Receivable, create a Receipt as if you have received payment for the invoice. Post it via the paying-in slip. In FMS | General Ledger | Manual Journal Processing – create a Cash Book…
Focus > Equipment > Highlight the equipment you would like to split > Click view/edit. Click the icon (top right) Option 1 – Create one new record – Create one new record by splitting a number of items from the original quantity. Enter the number of items to be split from original quantity The new equipment…
Focus > Equipment > Add > Complete the Basic details tab. The system will generate a new Equipment Number (the next available in the system) when you click the Save button, after entering the new equipment details. Click Save
Focus > Room > Highlight the room the equipment is currently situated > Click View. Select the item(s) and click the icon (top right of the screen) Highlight the room the equipment is to be moved > Click Move. Both records are updated and saved. Reviewed 14/05/2018 kb18312
Follow the below to remove equipment from Equipment Register. Focus > Equipment > Highlight the item > Click View/Edit. To delete the Item click the – icon on the focus bar and enter the reason for deletion. Click Save.
A current user of FMS with Supervisor level access needs to log in and
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A budget appears in Focus>Budget Management>Cost Centre Allocation but there are no ledger codes so it is not possible to remove it Go to Tools>General Ledger Setup>C/Centre Ledger Links Click on the radio button for Hidden If there are any for the cost centre concerned then unhide all of them, save The budget should then show…
Insurance Premium Tax (IPT) is not the same as Value Added Tax (VAT) and therefore cannot be reclaimed as VAT. When processing invoices including IPT you will need to pay this tax along with the fee. Reviewed 14/05/2018 KB17874
Please see below steps, if you need to add a bank account or additional bank in FMS In FMS, select: Tools> General Ledger setup> Click tab 5, Ledger codes> Click green plus button and select the ledger code type, in this case “Bank Account” Click the spy glass and select the group the ledger code…
In some instances it is necessary to cancel a payment within FMS, also known as contra payment. Please see the below scenarios of how to deal with cancelling a payment within FMS. Scenario 1 – Invoice status- Authorised If you have processed an invoice and have marked the invoice as “Authorised”, you can cancel the invoice by…
This appears when the service term mapping cannot be found for the ledger code associated with the current reconciliation item in Personnel Links. Start in Personnel and make a note of the Service Term and Financial Sub Group for the relevant contract In FMS check the service term/ledger code mapping under: Focus > Personnel links…
In FMS go to Accounts Payable>Suppliers and open the Supplier the missing Invoice was for. Open the Additional Tab and Enter the correct Account Number and Sort Code, then save the changes. Once you have done this you will need to amend the BACS file to include the new Bank Details. Further information on amending…
BACS run is not appearing in the browse to add to the bank statement. Check the list of BACS runs – are there any with duplicate references with a Type of ‘R’? If so the school has used the recreate file button rather than manually re-input the data. To resolve:- Create a new BACS run…
Following the introduction of HCSS Budgeting throughout Devon maintained schools it has been decided that a rolling FAQ for important information and known issues would be created. This will be updated as and when we get new information. 17/05/2016 – Staff members that have had a break of service are not showing to import via the P7…
Within FMS; Under Tools > Find A/P Transactions, you can then search for key words in the ‘Find transactions pertaining to’ box. This will search all invoices, purchase orders, credit notes & deliveries and can be defined using the tick boxes. You can only search for the year you are currently in, so…
When running the Preliminary Close within FMS the following message is displayed: “All Fund Allocations must be fully apportioned for CFR before FINAL close can take place.” Go to Focus | Budget Management | Fund Allocation | Double click on the fund. Go to tab 2 – History and open the Narrative. Within here enter an amount…
Once the completed scenario has been approved by governors and published within HCSS Budgeting schools will need to import the scenario into FMS. The first step of this will be to log into the HCSS Budgeting Web Companion and log into the FMS link. Once logged in you will need to use the bottom section of…
Setup the Bank Account Go to Tools>General Ledger Setup>Tab 5 Ledger Codes (if you have not already defined your bank account then you should create one now) Enter the Account Name, Sort Code and Account Number details. Account Code – only numbers can be entered here and the field defaults to 0. You should accept…
FMS PROCESSES REQUIRED FOR CHANGING FROM CENTRAL TO LOCAL PAYMENTS Tools>General Ledger Setup>ledger codes Add bank acct (usually BK01) Add petty cash (usually PC02) Tools>Books> Cheque Books – add Order books – add LPS one Petty Cash books – add LPS one Tools>Non-Invoiced Income Parameters Change from Central to Local Tools>Define VAT Periods Set up…
Files for reconciliation should be downloaded to the \Sims\Transfer\In folder but must be in the format required for FMS. North Somerset use the format YY_1234R.12A If there is only one file to download there is not usually a problem but if more than one are downloaded all together then AnyComms will zip the file, giving…
Problem:When viewing opening and closing balances in bank reconciliation,the balances are incorrect Solution: Please open the bank reconciliation browse and press F7 key. FMS will then verify your bank statements and adjust the opening and closing balances to what they should be. Please contact the Scomis Service desk, if you require further assistance. Reviewed 13/04/2018 kb16988…
The following presumes that the bank has rejected the file for some reason which needs amending in FMS, in this example it is an incorrect bank account for a supplier. Firstly, cancel the BACS run and make the changes to the bank account details in FMS via Focus>Accounts Payable>Suppliers Then go to Focus>Accounts Payable>BACS Processing…
On occasion it is necessary to apportion salaries to a different fund, eg 30% of a Teaching Assistant post from Fund 10 to fund 91. These are the steps required in FMS. Step 1 – Tools>General Ledger Setup Tab 2 – ensure a cost centre exists for both funds Tab 5 – ensure the required…
When running the BACS report not all chosen suppliers appear on the print out. This is a known issue, please log a call for patch 19221 to be run on your data. Reviewed 13/04/2018 KB16187
Fatal Error generated when accessing areas of FMS This is usually a permissions issue where the user does not have create/write permissions for the directory path where the FMS SQL database is located eg: c:\program files\sims\fmssql or the user does not have permissions to the LOCKDIR directory containing the PDOXUSRS.NET file. TO RECTIFY Make sure…
Emailed PDF orders are created dynamically when they are required so will not be stored anywhere. The user can look in their sent items or do a PDF print preview of the order after the event to view the order. Reviewed 13/04/2018 KB15246
Should the totals in the Bank Statement Summary report appear to be wrong, the Bank statements balance need to be verified. To do this: Click on Focus – General Ledger – Bank Reconciliation. Then click on the new menu option along the top called “Bank Reconciliation” and click “Verify Balances” (or press the F7 key) Once this…