RM Finance
Upgradev8.30
USER BULLETIN No 210
December 2014
Tel No: 01992 555713
Fax No: 01992 555727
email :
Included in this Bulletin:
RM Finance Upgrade 8.30page 3
Upgrade for Standalone or Master PCpage 6
Upgrade for Serverspage 9
If your server is fully supported by Schools IT Support Service, they will complete the upgrade on your behalf
Please contact the SITSS Support helpdesk.
If you are not fully supported by SITSS and do not have the administrator permissions password, you will need to contact your IT Support Service for the password, before attempting the upgrade.
PLEASE NOTE: THIS UPGRADE CAN BE RUN AT ANYTIME
BUT
IT MUST BE DONE BEFORE THE YEAR END
Financial Systems Helpline
Tel No: 01992 555713
email :
Herts for Learning
01438 845111
Introduction
These release notes detail enhancements included in RM Finance v8.30 and include a number of previously reported items which have also been corrected.
The most significant change to this version is to the accruals routines which affect the year end accounting. These changes are designed to overcome previous shortcomings in the way accruals were posted to analysis and budget accounts and make accruals within RM Finance more consistent and easier to control.
To supplement these changes we have added a new Accruals Report within Transactions > Reports. This report is designed to help you to manage your accruals at year end. We have also updated some of the terminology and enhanced the screen layouts to help make accruals easier to use.
Additional changes have been made which include:
- The All Transaction report gross totals now include a Total line.
- Analysis, Budget and Accounts can be made inactive.
- Email address can be included on Purchase Order layouts.
- Report defaults have been adjusted to make them quicker and easier to use, such as the All Transactions report defaulting to ‘Short Format’.
- Some terminology has been updated to make it more accurate and consistent.
- A significant number of additional ‘user requested’ fixes have been implemented.
Please read through this document fully before you implement RM Finance version 8.30. Due to the changes made it is vitally important that you do not access the data file with an earlier version of RM Finance once it has been reorganised.
It is safe to go back into previous years OLDDATA files and reorganise the data as requested as this is still upgrading to V8.30
RM Finance Upgrade Version 8.30 – Must be run before rolling from Period 12 into Period 1
It has become necessary to upgrade RM Finance so that schools have the most up to date software. The upgrade file has been placed on the grid.
Please read all of the instructions below before attempting to upgrade your computer.
IMPORTANT – Read before upgrading
When a data file from a previous version of RM Finance is first opened by RM Finance v8.30.00, it will require reorganisation. This process is triggered automatically when the user first logs into the data file.
BE AWARE:
- It is important that prior to upgrading to RM Finance v8.30 you must ensure you have a full working backup of your data files, including your Fund Account.
- Once a data file has been reorganised, it must not be used with a previous version of RM Finance. Doing so may cause significant corruption to your data and may result in additional costs to remedy.
- It is therefore important to upgrade RM Finance installations on every workstation where the program is loaded to the C Drive.
If you have a stand alone machine theolder version of the program will already be on the C drive of that machine and the upgrade should be completed on that machine.
If the school has a K Drive the upgrade will have to be completed on the master machine or server.
To establish whether you have a Master Machine or Server, contact your technician.
If your data path says
C:\Program Files\RM Management Solutions\RM Finance\Finance.df1
As detailed above, the computer is likely to be a standalone computer.
If you are in any doubt please check this with your IT Technician.
Take a Backup of your Datafile
Safe Backup
On exiting RM Finance the following window will be displayed (if you have the appropriate access privileges)
- Check to include Last Years data file.
- Click on Yes to continue. The following screen will appear:
- Specify the name and location to which the archive will be saved.
(You can save a copy of the backup on your workstation, in a server location or on a memory device such as an external hard drive or a USB memory stick.)
- Click the Save button.
- Progress of the Archive will be displayed.
You can also make a manual backup of your data
You can manually copy the RM Finance data file to a secure secondary location. This secure location can be on your workstation, a server, or onto an external memory device such as an external drive or a USB memory stick.
Please ensure that you close RM Finance before you attempt to copy the finance data file. If the file is located on a server ensure that it is not being accessed from any other workstation before attempting to copy the file.
To find out where your data is held, double click on the RM Finance icon and look at the data path shown on the log in screen.
Exit RM Finance and then use Windows explorer to locate the file (depending on your settings the file may or may not have the DF1 extension at the end).
Copy the file (you may wish to include the OLDDATA folder) to another location. This will backup your finance data. Usually all your previous year data files will be located in the OLDDATA folder.
Once copied, ensure that the file size of the copy matches the file size of the original:
If you have problems making a backup of your data, please contact the Helpline.
Do not continue with the RM Finance upgrade until you are confident you have a working backup of your data file.
You will also need to make a backup of your Fund Account datafile
It is important to make sure that you are logged into the PC using the password with full administrator rights.The new version is available from the grid.
To establish whether you have administrator rights on your password, contact your technician.
Create a folder named RM Upgrade 2014
Upgrade Instructions - Standalone and Master Machines
Open the Hertfordshire Grid for Learning
School Admin > Financial Services for Schools
Click on Bulletins, Manuals, Software
Click on RM Systems
Click on Software and Upgrades
Right click on the file RMF830
Save Target As
Save this file to the new folderRM Upgrade 2014
Once the download is complete, click on Close
Remove the old version of RM Finance
Click on Start
Click on Settings
Click on Control Panel
Click on Add Remove Programs
Scroll down and locate RM Finance program
Click on Change/Remove button
Click on Remove
Click on Next
Click on ok
The program will be removed
Click on Finish
Open the folder RM Upgrade 2014 folder
Double click on the file compressed file RMF 830
The upgrade files will automatically extract, this will take a few moments.
Follow the Setup Wizard
Click on Next
Click on Yes
Click on Next
The screen shows that the program will be loaded to the C Drive.
Do not change the path.
Finally the InstallShield Wizard shows that the process is complete.
Click on OK
Click on Finish
Log In
When you log into the new version of RM Finance for the first time you will see the Change Datafile Screen
Check the path and make sure you select the one appropriate to your school.
Standalone path will be C Drive
Shared path will be K Drive etc.
Select the datafile Finance.df1
Click on Open
Click Yes to the message.
There may be a delay before you see the log in screen, the system will make some changes.
You will then see the log in screen, showing the new Version 8.30
You may now log in.
Upgrade Instructions - Server
It is important to make sure that you are logged onto the server using the password with full administrator rights.
If your server is fully supported by Schools IT Support Service, they will complete the upgrade on your behalf
Please contact the SITSS Support helpdesk.
If you are not fully supported by SITSS and do not have the administrator permissions password, you will need to contact your IT Support Service for the password, before attempting the upgrade.
Create Folder RM Upgrade 2014
Open the Hertfordshire Grid for Learning.
Schools AdminFinancial Services for Schools.
Click on Upgrades
Open the Hertfordshire Grid for Learning
School Admin > Financial Services for Schools
Click on Bulletins, Manuals, Software
Click on RM Systems
Click on Software and Upgrades
Right click on the file RMF830
Save Target As
Save this file to the new folder RM Upgrade 2014
Once the download is complete, click on Close
Remove the old version of RM Finance
Click on Start
Click on Settings
Click on Control Panel
Click on Add Remove Programs
Scroll down and locate RM Finance program
Click on Change/Remove button
Click on Remove
Click on Next
Click on OK
The program will be removed
Click on Finish
The server may hold the programs in the D Drive and the Finance Root or it may be in another location.
The upgrade files will automatically extract, this will take a few moments
Follow the Wizard
The next screen shows that the program will be loaded to the C Drive, this must be changed
Click on Browse
Search for D:\Financeroot
(This is the usual location, but please confirm with your IT Technician)
Click on OK
Click on Next
Finally the InstallShield Wizard shows that the process is complete.
Click on OK
Click on Finish
To check the install/upgrade has been effective, the version number and local authority (activate) version can be checked on the RM Finance login screen (as seen below).
If either the version number or the local authority version you have installed is incorrect then it is important that you do not continue to use the software.
Please contact your local IT support.
Change to Accruals Functionality
Overview
RM Finance 8.30 implements a number of enhancements to the accruals system over previous versions to make them more consistent, easier to control, and brings them into line with traditional accruals practice.
To manage this we have made a number of changes to the interface and reports, and introduced a new Accruals Report.
Changes to terminology
Receipts in Advance
Previous versions of RM Finance used the term accruals to signify both the accruals system and also the ‘Receipt in Advance’ type of accrual. This mixed use of terminology caused confusion when working with the system. This has now been corrected.
Where the term ‘Accruals’ was used to solely refer to the ‘Receipts in Advance’, this text is now changed to say ‘Receipts in Advance’. This makes the screens and navigation in RM Finance 8.30 consistent.
Version 8.20.00Version 8.30.00
NOTE: Receipts in Advance still uses the transaction type ACR (all transaction types remain the same)
Pending and Processed Accruals types
Accruals now have a status that describes the processing state of that accrual. This new accruals status is either:
- Pending – an accrual entered in Period 12 that is waiting to be reversed through the year end.
- Processed – an accrual that is the reversal of a pending accrual.Accruals will show as processed in period 1.
Changes to record screens
To accommodate the new types of accruals, the following screens have been updated to reflect the new (Pending) status of the accruals:
Records > Budget Records > Budget Accounts:
Records > Analysis Records > Income and Expenditure Analysis:
Drilling down on the Nett Current Year Total will show all the transactions (including all accruals) which have been posted to that Budget Account for the current year.
The transaction report total has also been updated to reflect the change of name for Receipts in Advance and adds a TOTAL line which adds up all the transaction types based on the report selection criteria:
Update to the enquiries screen
A description of the Accrual types can now be seen in the Enquiries screen .
Accrual adjustments & Corrections
If you need to make a correction to a previously posted accrual, this can be done through the Transactions > Adjustments & Correction > Accruals facility.
This will display the current period in both the ‘From’ and ‘To’. You can no longer change these period values as accrual reversals now only work in Period 12 on Pending type accruals (i.e. accruals posted into the current period).
Accruals Report (new)
To supplement the new accrual types a new accruals report has been created.
This can be accessed from the Reports > Transactions > Accruals Reports menu.
The report options allow you specify your transaction criteria, including restrictions on budget range, transaction posting period range, and accrual date range. Output will revert to your default report destination.
The processed accruals are the result of reversals from the previous year.
The accruals report also has a totals section:
This shows the key to the accrual type along with the totals for each type. When using the period 12 selection, the ‘Pending’ transactions will be shown in the report (Receipts in Advance, Prepayments, Debtors, and Creditors).
Other Functionality
Adjustment to All Transaction report totals section
Transaction based reports show a totals section at the end of the report. The totals values summarise the values of the individual types of transactions shown on the report. A typical example is shown below:
Changes made to this are as follows:
‘Total Income’ has been changed to ‘Income’
‘Expenditure against Budget’ has been changed to ‘Expenditure’
‘Accruals’ has been changed to ‘Receipts in Advance’ in line with the new accruals routines.
‘Budget Amendments’ has been changed to ‘Budgets’
A TOTAL line has been added which is calculated from all the transaction types listed above. This gives you an ‘at a glance’ position of the accounts based on the transaction criteria for the report being viewed. This total is also useful should the report being viewed be the result of the ‘drill down’ selection.
The Budgets value has been moved under the TOTAL line as this value isn’t included in the TOTAL calculation.
School email address appears on purchase orders
Purchase orders can display either the schools fax number or the schools email address.
The email address can now be entered through System Manager > Organisation Details:
NOTE:
In System Manager> Documents
If no Purchase Order Style is selected your Purchase Order Style will be ORDER Plain
To show the schools email address on the purchase order, select a suitable Purchase Order Style (see the list below for compatible Purchase Order layouts). Select the ‘Include School Email on Order’ option to change the purchase order so that the email address is shown. When this option is unselected the fax number will display (as before).
Compatible Purchase Order Styles that can show the schools email address:
ORDER Letter HD
ORDER NY
ORDER Plain
ORDER Plain Cnd
ORDER PrePrint1
ORDER PrePrint2
ORDER PrePrint3
The school email address will display the Purchase Order layout based on the Style selected. An example can be seen below using the ‘ORDER Plain’ layout:
Inactive tick box on Budget, Analysis and Supplier records
Budget Accounts, Income / Expenditure Analysis Accounts, and Income / Supplier Accounts can now be made inactive.
Once accounts have been used (i.e. they have a transaction posted to them) these types of accounts cannot be deleted from the system.
The option to make accounts inactive prevents them from being used and removes them from pick lists (tabbed lists from transaction entry screens). Entering the short name of an inactive account is also prevented.
Previously entered transactions or purchase / express orders are not affected and will remain in the system.
To change an account to be ‘Inactive’, locate the record:
Select ‘Edit Record’ from the Controls panel and then select the ‘Inactive’ toggle. The following message will be displayed:
Click on Yes
Selecting ‘Yes’ will confirm the Inactive setting, then select OK to save the record, and the account will no longer be selectable throughout RM Finance.
The inactive flag is also on the Income / Expenditure Analysis records:
The inactive flag is available on the Income Source / Suppliers Accounts:
Please note that you cannot make a default account ‘Inactive’.
Reports ‘Exclude Inactive Records’ option (set by default)
To complement the new ‘Inactive’ flag against the Budget, Analysis, and Account records, a new option to ‘Exclude Inactive Records’ has been added to all the ‘Records’ reports.
This new option is selected by default, so all accounts that are flagged inactive will not appear on any records reports unless the ‘exclude Inactive Records’ option is deselected before the report is run.