Flow Chart of Financial Monitoring & Planning in WebSAMS version 2.0
Financial Monitoring & Planning (FMP)
/ School Level and Session to be retrieved from School Management Module/ / Subject to Common Setup
/ / Subject to Common Setup
/ / Subject to Common Setup
/ / Subject to Common Setup
/ Subject to Common Setup
/ /
/ Subject to Common Setup
/ / Subject to Common Setup
/ School Accounting Information
- Define the sub-module(s) to be used and the effective date
- Select budget check option if both budgeting and bookkeeping sub-modules are selected
- Create a new accounting year whenever necessary
- Re-open of a closed accounting month is allowed
- Maintain new sources of fund, ledger codes, sub-ledger codes and account codes
- Maintain new programme codes for each new accounting year. Copying by year or by session is allowed
- Maintain bank information including cheque format and bank autopay format
- Define voucher type to be used and select use of auto-generation of voucher number
- Location details is used in Capital Asset Register and Sales & Stock sub-modules to record the location of assets and stock
/ Input grant amount allocated by Education Bureau. In preparing the budget income, the budget amount will check against the grant amount
Budget income is prepared at account code level. It can be created by preparing a new budget or by copying from current year’s draft budget or from previous year’s actual amount or revised budget of one school session to another session
Budget expenditure is prepared at programme and account code level. This can be created either by preparing a new budget or by copyingfrom current year’s draft budget or from previous year’s actual amount or revised budget of one school session to another session
Generate budget information for preparing School Plan
Maintain payment, receipt, petty cash and journal vouchers. Copying from existing vouchers is allowed.
Can select auto-generation of voucher numbers. Can print vouchers ofdifferent status, viz draft, unposted and posted
If budgeting module is used, activate budget check when a voucher is saved
Can select vouchers for posting
Can print cheque on ten pre-defined cheque formats. Cheque printing is made on manual cheque provided by the bank
Allow to re-open a closed accounting month
Before proceeding to Year End Process, perform Pre Year End Process to generate reports for checking.
Capture audit adjustments separately in adjustment month
Perform Bank Reconciliation
Generate Annual Accounts
/ Set up staff master either by retrieving basic staff information from Staff and Staff Deployment Modules or by input in FMP
Can prepare monthly payroll with different payment method
Can generate three pre-defined format bank autopay files
Maintain Provident Fund Register
Generate hardcopy and softcopy of Employer’s Tax Return (IR56B) to IRD /
Setup is used to define asset category, asset master and analysis code if necessary
Can record purchase of new assets, write-off assets and asset quantity on hand
Record location details and responsible officer of assets
Transfer of asset from one location to another or from one responsible officer to another is allowed
Maintain Depreciation Summary
Provide worksheet with breakdown by location or responsible officer for stocktaking
Setup is used to define stock category, stock master, analysis code if necessary and costing method of stock
Maintain details for purchase and sales of stock and stock balance
Profit / loss on stock sales is calculatedwhen pre year process is performed
Maintain cash receipts and bank-in details
Maintain Non-recurrent Grant Register for buildings and furniture & equipment