RM Finance
Housekeeping
USER BULLETIN No. 196
February 2014
Tel No: 01992 555713
Fax No: 01992 555727
email :
Included in this Bulletin:
Year End Housekeeping
- School Number
- Recently Added Analysis Codes
- LMSFR Reports
- Adding New Codes to the LMSFR Reports
- LMSFR9
- Checking the LMSFR Reports
- Floating Analysis Codes
- Line Links/Sort keys
- Writing Back Out of Date Cheques
- Purchase Orders
- VAT
- RM CFR Assistant Upgrade Information
- RM Finance - Standards.cvt
- Electronic Income Collection Coding
- Inter-School Transactions
Financial Systems Helpline
Tel No: 01992 555713
email :
Herts for Learning
01438 845111
Year End Housekeeping
Once the year end has been completed and the RM export has been created and submitted through Anycoms the file is subjected to a series of checks. Each year it is found that there are several commonly occurring errors that prevent the file from passing the checks.
In order to prevent queries with your year end data please read and action the information included in this bulletin.
School Number
It is important to check that your school number is a 3 digit code.
Click on Systems Manager
Click on Organisation Details
It appears twice in this box
Make sure the School Numberindicated is your 3 digitschool number
Make sure that the Financial Year is set to 2013
If you make a change, click on OK to save the change.
Recent New Analysis Codes
There have been some new codes added during the year. A table showing the codes, along with the LMSFR reports they belong is shown below.
If you have not set the codes up and need to use them
Click on Records
Click on Income/Expenditure Analysis
Click on New Record
Make sure the radio spot is against Income
Enter the Analysis 720741
Enter the description as shown
Enter Sort KeyI18
Enter Report Link 56
Click on OK
If you have received this grant, you may also wish to set up a new Budget Code. Please follow both steps below.
Step 2To set up a new budget codefirstly create a new heading
Click on Records
Click on BudgetHeadings
Click on New Record
Enter
Budget Heading I18
Enter the Description as Shown
Click on OK and close the window
Step 3 To set up the new budget code
Click on Records
Click on BudgetAccounts
Click on New Record
Enter Budget ADGRANT
Enter the description asshown
Click on the drop down
box next to BudgetHeading
Select I18
Click on OK and close thewindow
Please refer to the box above for the line links and CFR Codes for the other analysis/ledger codes, should you need to set them up.
LMSFR Reports in the Custom Tab
The list of reports should include
LMSFR2
LMSFR3
LMSFR4
LMSFR5
LMSFR5a
LMSFR6
LMSFR7
LMSFR8
LMSFR9
LMSFR10
LMSFR11
LMSFR Export
VAT Summary
There should be no other LMSFR reports in the list and they should not be called anything else other than the name shown. Please make sure that they are pre-fixed LMSFR and not LMFSR for instance.Please check them carefully, it can be difficult to spot them if they are wrong.
Should you see an LMSFR report where the letters/numbers are the wrong way around please call the helpline for further advice.
Adding the New Code 700471to the LMSFR8, LMSFR11
Please refer to the table on page 3 to see which analysis codes appear on which LMSFR reports.
If you added any new analysis/ledger codes in RM Finance you should also add them onto the LMSFR Reports.
Example
Adding codes to the LMSFR8
Click on Reporting
Make sure the Custom tab is highlighted.
Click on Additional Reports
Click on Next Record until the LMSFR8 is showing on the screen
Click on Edit
(do not click on delete)
Click on Find Analysis Record
In the Select Analysis box use
The scroll bar to find 700471
Click on the code
Press Ctrl on your keyboard and hold it down
Scroll until you find the other codes
Click on each code
Once each code has been highlighted
Release Ctrl and click on Select
Click on OK
Using the table continue to add the other new codes to the appropriate LMSFR reports in the same way.
LMSFR9
This reports shows income and expenditure for High Needs.
The reports should now show;
Expenditure codes -050, 401820, 405400, 046, 055, 401720
Income codes – 700381, 700401, 700351, 700341
Code 700341 should be added to the report. Please use the guidance above to add this code.
Code 700391 should be removed from the report
To remove the code from the report;
Click on Reporting
Make sure the Custom tab is highlighted.
Click on Additional Reports
Click on Next record until the LMSFR9 is showing
Click on Edit record
Highlight code 700391
Click on Remove Selected Lines
Click on OK
To check all the LMSFR reports are showing the correct codes.
To check that the relevant codes have been added firstlyprint the LMSFR3.
- To check that the LMSFR8 contains all income codes except OB, 746101 and 700111, add the total revenue income to the total capital income from the LMSFR3.
- Check that line 40 from the LMSFR3 agrees with the total of the LMSFR11. If it does not please check that all the codes shown on the Goldsheets for CFR area I07 have been included on the LMSFR11.
- Check that line 41 from the LMSFR3 agrees with the total of the LMSFR10. If it does not please check that all the codes shown on the Goldsheets for CFR area I08 have been included on the LMSFR10.
- The LMSFR9 shows 050, 401820, 405400, 046, 055, 401720,700381, 700401, 700351, 700341
Floating Analysis/Ledger Codes
In a previous version of RM Finance some of the analysis codes lost the flag to inform the system whether they were income or expenditure codes when rolling over from Period 12 to Period 1.
If your school upgraded to the 8.20 version of RM Finance before rolling into Period 1 this financial year, this will have been solved.
To check for floating codes;
Click on Records and Reports
Select Income and Expenditure
Select Destination to Screen
Click on Print
Make sure a tick is next to
Sort and Subtotal by Analysis Sort Key
Show Full Detailed Reports
Click on Print
Check the top of the report, the very top analysis record should be 746101 for VAT.
If you have a different analysis at the top of the report;
Click on Records
Income/Expenditure Analysis
Find Record and type in the analysis code
Click on OK
Click on Edit Record
Change the radio spot to Expenditure
Click on OK
Click on Edit Record
Change the radio spot to Income
Click on OK
The example shown is 700111. Your floating codes may be different. Remember that 746101 should be the topmost code.
Run the report again to check that the changes have been made, if they were needed.
Line Links/Sort Key
Using same the Income and Expenditure report shown at the top of this page scroll up and down and to check that;
All codes have a sort key
All except 2 codes have a link
The 2 codes that are not linked are;
746101
OB
If you have any analysis codes that have a sort key or line link missing, refer to the Goldsheets for the sort keys and line links.
To give a code a sort key and link
Records
Income Expenditure Analysis
Click on Find Record
Enter the codes and click on OK
Click on Edit
Enter the Report Link at the bottom of the page
Enter the Sort Key at the top of the page.
Click on OK.
Repeat for any other links that are missing.
Writing back old cheques
Please write back any old cheques that are on your system.
To check if the reconciliation is showing any old cheques;
Click on Transactions
Reconciliation
Select School Bank
In the example shown the top three cheques should be reversed. The cheques have a U beside them. This means that they are unreconciled items brought forward from last years records.
To reverse the brought forward payments
Note the cheque number
Close Window
Click on Yes to the next message
Click on Enquries
Click on Find Record
Type the cheque number into the reference box and click on OK
Note the information about budget, analysis net, gross and vat and the date of the transaction.
Close the window
Click on Transactions
Adjustments & Corrections
Expenditure Adjust/Correct
Enter the information and click on OK
Select School Bank
Click on Yes to the next question.
Close the window.
If a cheque posted in the current year needs to be written back.
Find the transactions in the enquiry screen
Note the number in the box next to the date, in this case 3. This is the month that the transaction was posted in.
Close the window
To reverse this cheque
Click on Transactions
Adjustments & Corrections
Click on Expenditure Reversal
Enter from 3 to 3
Click on OK
Highlight the line
Click on the Reverse
Click on Yes to the next message
Change the date to the original date of the transaction
Change the narrative to say Written Back instead of Corrected
Finally click on OK.
Purchase Orders
Please check the amount showing on:-
Financial Summary – Overall Including VAT and the Budget Summary are the same as the amounts showing on the Commitment Summary
To print the commitment summary
Click on Records
Click on the Transactions tab
Select the Commitment Summary
Select Screen or Printer and click on Print
If the figures do not agree, please contact the Helpline.
VAT
There is system reconciliation available on the grid which includes a VAT reconciliation. Please see the link below.
The most common differences may be due to duplicate VAT claims which have been submitted and paid. Equally differences can occur when transactions are posted in RM Finance after the VAT Claim has been submitted but before the system is rolled into the next period.
Differences are highlighted by completingfull system reconciliation every month. It will highlight any problems that have occurred during that month.
RM CFR Assistant Upgrade Information
This upgrade should be completed before importing the data from RM Finance and generating the year end exports. The upgrade is currently not available. A bulletin will be issued along with the upgrade.
RM Finance – Standard.cvt
The Standard.cvt updates the standard set of analysis codes in the software when the datafile rolls over from Period 12 to Period 1.
Due to the number of new analysis codes issued this year, a new Standards.cvt file has become necessary. The file is available from the grid, please see the link below. Using the new Standard.cvt file will prevent schools from having to set up the new analysis codes again in the software next financial year.
The file must be loaded before rolling into period 1 otherwise the new codes may be deleted during this process.
To load the Standard.cvt.
Find out where the Standard.cvt should be placed
Click on File
About RM Finance
Note the path of the application
The example above shows the path of the application on the C Drive
In most cases schools application will be at the address K:\RM Finance
Take a back up of the finance datafile before beginning the process.
Log into RM Finance and Click on the exit button
Click on Yes
Click on Yes
Give the back up a name
Save the back up to your system, or for example a flash drive
The upgrade can be found at the link below.
Follow the link
Right click the Standards.cvt - do not open
Save target as
Using the Save In box at the top of the of the screen follow the path of your data, noted previously
Click on Save
You should see the Confirm File Replace message
Click on Yes.
If you do not see the message the file may have been duplicated because thefile extension may have changed in the download process. If this is the case the file will not work.
To check
Follow the file path as noted above.
You may see two standard files
Try the process again.
If the process still does not overwrite the existing Standard.cvt please call the helpline for further advice.
Electronic Income Collection Coding
There has been a change to the treatment of school meals incomefor those schools using systems other than Wisepay since Hertfordshire Catering Ltd (HCL) was formed.
Pre Hertfordshire Catering Ltd
Schools that did not use Wisepay for their income collection would receive the dinner money income into the general account. The collected income would be paid into the HCC Income Collection account from the general account.The transactions would have been recorded in RM Finance as income to CFR I09 Catering Income and expenditure to E25 Catering Expenditure. These transactions would have balanced against each other. This was the recommended process.
Post Hertfordshire Catering Ltd
HCL have sent invoices to all schools using their servicesince they were formed. The new invoices are coded using the same codes in CFRI09 Catering Income and E25 Catering Expenditure, as detailed in Bulletin 192.
Schools using other electronic income collection systems still have to collect the dinner money in the schools general account.The income has to be paid into to HCL account. The recommended practice for recording transactions in RM Finance is no longer correct.
Why the codings need to change
Where schools are using income collection systems other than Wisepay the income and expenditure for E25 and I09 is being doubled up due to the posting of the new invoices from HCL. This is not correct and needs to be amended.
What to do
If your school has been recording the electronic income in the way described above the amount reflecting the expenditure paid to HCL should be recorded as an income correction to CFR I09. The effect of this is to negate the electronic income. The change needs to be made for all income collected since September 2013.
To find the transactions to be recoded
In RM Finance
Click on Enquiries
Click on Find Record
In budget type your budget code, in this example ELECEXP
Click on OK
Click on the Budget box to see a report.
The figure indicated is the amount that should be recoded using the code indicated.
This information held innRM Finance for your school will be different.
Where you have multiple codes a correction should be completed for each one.
Print and close the report.
To reverse the amount
In Transactions
Click on Adjustments and Corrections
Click on Expenditure Adjust/Correct
Enter your schools information in the same way as shown but using the codes from your system.
Click on OK
SelectSchool bank
Click on Yes
Close the screen
To repost the amount
In Enquiries
Find record
In Budget type ELECINC, or the budget account used at your school.
Click on OK
The report will show the codes used.
Print and close the report
In Transactions
Adjustments and Corrections
Click on Income Adjust/Correct
Enter your schools information in the same way as shown but using the codes and amounts from your system.
Click on OK
SelectSchool bank
Click on Yes
If you have used more than one analysis code for the electronic income paid to HCL, the process should be repeated until all the expenditure has been reversed and reposted.
Please Note
This section only relates to schools using electronic income systems other than Wisepay.
Inter-school Transactions
- No inter-school transfers of money should be made after 15th March between Hertfordshire Schools.
- If you receive income from another HertfordshireSchool please ensure that it is paid into your bank by the 15th March in order that the funds are cleared on the final March bank statement.
If you are unsure of any of the above procedures please contact the
Helpline 01992 555713 Option 2
Or
email :
1