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I-SAMS Training Manual Finance Date: March 2012Version: 2.

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1 i-SAMS Training Manual Finance Date: March 2012Version: 2

2 ©2011 WCED. All rights reserved. 2 To get started on i-SAMS Finance the following needs to be done: 1.Sync down Chart of Accounts 2.Add Accounts / Adapt to your required structure 3.Capture Budgets 4.Capture Debtors take on Balances 5.Capture Creditors take on Balances 6.Capture Bank Take on Balances 7.Capture General Ledger Take on Balances 8.Check balances to make sure they balance with your old set of accounts.

3 ©2011 WCED. All rights reserved. Overview of the Finance ModuleThe Finance Modules are fully integrated into the i-SAMS administrative functions. 3

4 ©2011 WCED. All rights reserved. Exercise 1: Login Step 1: In this exercise, we demonstrate how to login. Once you have created yourself as a user and an entity, login to i-SAMS admin with your own user name, password and entity. Login – This interfaces and works within the current i-SAMS security model. Entity - An organisation e.g. school, hostel or tuck shop that gets a separate set of books. Exercise 1.1 : Login Process 1.Type in User Name 2.Type in Password 3.Select Entity 4

5 ©2011 WCED. All rights reserved. Exercise 2.1: Maintenance Entity Screen 1.Select Entities 2.Click Add Button 3. Complete Add Entity Fields Pop up screen Step 1:In this exercise, we will demonstrate Administration – For set-up and maintenance of various entities, users etc Maintenance Entity – Business Rules Must be logged in as administrator. Each entity will have its own separate set of financials. They are not linked into one set of financials. You may not delete an entity that has transactions. Financial year end is the final month of the year where 01=Jan and 12=December Exercise 2: Maintenance 4. Click Save 5

6 ©2011 WCED. All rights reserved. 1.Select Users Exercise 2.2 Maintain Users screen 1 of 2 Step 1:In this exercise we demonstrate the Maintain Users Screen User name is case sensitive Password is case sensitive Access must be granted for each screen / menu option On the screen below you complete the information E.g. User name, Password, Surname, First Name, (which must be a valid address and cell number. This is where you will add yourself as a User Select Users, Click Add. The Add User screen will pop up. Complete the Add User details Select the entity Click Save. 2. Click Add 3.Complete Add User Details Pop up screen 4. Click Save 6

7 ©2011 WCED. All rights reserved. Exercise 2.3 : Maintain User Screen 2 of 2 Step 2:In this exercise we demonstrate Maintain User Screen This is where the administrator will give your privileges to view the different screens eg General Ledger, Debtors, Creditors. Once you have added a user: Highlight User Name Click Edit Select your privileges to Full or Read Access on the pop up 5. Highlight your user name and then select Edit to view different screens 7 6. Select privileges to view different screens

8 ©2011 WCED. All rights reserved. 1.Select the General Ledger button 2.Click the GL setup Exercise 3.1 General Ledger Setup Screen 1 of 4 Step 1: In this exercise we demonstrate how to setup the General Ledger – For the structure and base of the module. From the main menu bar select the General Ledger and then click the GL Setup Exercise 3: General Ledger 8

9 ©2011 WCED. All rights reserved. Exercise 3.1 General Ledger Setup Screen 2 of 4 Step 2: A Chart of Accounts is loaded in the initial system. The following Account Codes are “Hard Coded”. Do not change the use of the following accounts and do not use other Account Codes for these postings. Exercise 3: General Ledger 9 Hard Coded Accounts Main Account Sub Account Description Full School Fees Discount Received School Fees exemptions Debtors Accounts Learners Bank/Cash Creditors

10 ©2011 WCED. All rights reserved. Exercise 3.1 General Ledger Setup Screen 3 of 4 Step 3: A Chart of Accounts is loaded in the initial system. You can add Accounts and Subaccounts to this standard Chart of Accounts where it does not cater for your school's requirements. Depending on the Account Type, use the Account Number Ranges from the following table. Exercise 3: General Ledger 10 Account Number Ranges Income INC Expenses EXP Retained Income RI Long term Loans LTL Current Liabilities CL Fixed Assets FIXASS Current Assets CURASS Bank/Cash CURASS Creditors CREDIT Suspense SUSP

11 ©2011 WCED. All rights reserved. 3. Click the Add Button Exercise 3.1 General Ledger Setup Screen 4 of 4 Step 4: This is how to add new Account Codes to the standard General Ledger Chart of Account s Click the add button and then add the Account Number, Sub Account and Description Exercise 3: General Ledger 4.Complete pop-up Account Details screen 5.Click Save 11

12 ©2011 WCED. All rights reserved. Exercise 4.1 Budget Process Step 1:In this exercise we demonstrate how to setup the Budget Budget Process Click the GL button then the budget. tab. The current Financial Year should show.. Once the information has been entered, select Lock. Credit values are entered as positive. Exercise 4: Budgets 1.Select GL 2.Click budget 3. Click Lock button 12

13 ©2011 WCED. All rights reserved. 1.Select Zero Based 2.Click Select button Exercise 4.2: Budgets Options Popup Screen Step 1: In this exercise we demonstrate budget Options Popup screen Budgets – If you have never captured a budget on the system before this screen will pop up when you select your year. 13

14 ©2011 WCED. All rights reserved. 1. Select GL 2. Click on Take on balances Step 1:In this exercise we demonstrate the Take on Balances Select General Ledger from the main menu bar and then select Take on Balances. Ensure the correct financial year and month have been selected. Exercise 5.1: Take-On Balances Process 1 of 2 Exercise 5: Take on Balances 14

15 ©2011 WCED. All rights reserved. 3. Click the Process button Step 2:In this exercise we demonstrate the Take on Balances Once you have put in your take on balances, click the Process button Exercise 5.1: Take-On Balances Process 2 of 2 4. Add Opening Balances if zero 15

16 ©2011 WCED. All rights reserved. Step 1:In this exercise we explain how the migration process works Exercise 6.1 : Migration Process Migration Migration of balances from either SASAMS or an Excel spreadsheet will be provided. From Source As with the migration of learners, a script/ extract program will be provided to run against SASAMS to provide JSON files in the required format. The files can then be copied to the iSAMS server for migration. The format required will be specified for all other systems in Excel Users who provide data in Excel format will be able to convert the Excel sheet into a similar JSON structure as that provided from SASAMS. Only chart of accounts and balances will be extracted for migration of take-on balances. To iSAMS The migration will be kicked off from a page similar to that provided for learners and staff It will pick up and read the JSON files and list the accounts and sub-accounts of the extract as well as the structure within iSAMS. A mapping facility will be provided to match old to new. Once all accounts have been mapped, the take-on balances will be migrated to the relevant cost centre Exercise 6: Migration 16

17 ©2011 WCED. All rights reserved. 1.Select General Ledger 2.Click Journals 3.Select Add Journal button 4. Add Journal detail on pop up screen 5. Click Save Exercise 7.1: Journal Process1 of 3 Step 1: In this exercise we demonstrate how to Add Journals Journals – Business Rules Select General Ledger from main menu bar Click Journals on the sub menu Click Add a Journal and Complete the Journal Detail pop up screen Click Save Exercise 7: Journals 17

18 ©2011 WCED. All rights reserved. Exercise 7.1: Journal Process2 of 3 Step 1:In this exercise we demonstrate how to Add Journals Journals – Business Rules (Continued) Once you have clicked the Standing Button option, Highlight the field in the pop up screen Click Select Exercise 7: Journals 5. Click Standing button 6.Highlight a field in the pop up screen 7.Click Select 18

19 ©2011 WCED. All rights reserved. Step 1:In this exercise we demonstrate how to add, delete or select Standing Journals. You have the option to either add, delete or select a standing journal. Exercise 7.2: Standing Journals 3 of 3 8. Or Select Add Item button 9. Complete Add a Journal Item Pop up block 10. Click Save 19

20 ©2011 WCED. All rights reserved. 1.Tick the relevant boxes to close a period after the month end. 2.At the Year End click Year End after the period has closed Exercise 8.1: Period End Step 1:In this exercise we demonstrate Period EndPeriod End Business Rules Period end rolls Debtors, Creditors and Cashbook into new period so that all transactions other than journals are done on new period. Once you have rolled a new period, you may not process in previous periods. GL journals can still be done in previous periods only if the Quarterly Report (043) for those periods has not been submitted. A period cannot be closed until all periods prior to such period have also been closed. There can be more than two periods open at once (i.e. the current period + 1 or more previous) At year-end, the period can be rolled over into the next financial year while journals can still be captured for the previous year until the year-end is processed. Exercise 8: Period End 20

21 ©2011 WCED. All rights reserved. Exercise 9.1: Report Process Step 1 In this exercise we demonstrate the Report ProcessReports – Business Rules All reports must have parameter for ‘Year’ and ‘Output Type’ (PDF, Excel) Budget vs Actual: by Period or by Quarter; shows original budget +- adjustment, Actual, Committed (per Purchase Orders) Trial Balance – must be able to run it for a period or multiple periods (From/ To Period). Detailed Ledger (summary or detail). Must work from date to date. This is a GL transaction report and it must display the type of transaction and the doc/ ref number for each transaction. Exercise 9: General Ledger Reports List of Reports for General Ledger: -Income Statement -Trial Balance -Balance Sheet -Submit Quarterly Report -Budget vs Actual -Print Journals -Detailed Ledger – Date range -Detailed Ledger - Period 1.Select GL 2.Select Reports 3. Select the parameters 4. Run Report 21

22 ©2011 WCED. All rights reserved. Exercise 9.2: Quarterly Report Business Rules Step 1:In this exercise we explain Quarterly Report business rules Quarterly Report – Business Rules This is important for Province This report must be viewable at any time during the quarter. It will have a ‘Submit’ option, governed by additional security options, such that anyone can view but only selected person can ‘Submit’ Once the report has been submitted, the data on that report must be sync’d to Province so that it can be viewed and accessed by Head Office staff. This must in turn set a flag such that the Business Rules in GL module can be applied (i.e. journals can be done in previous periods until the quarterly report has been submitted) Once this has been submitted, all previous periods are automatically closed. 22

23 ©2011 WCED. All rights reserved. Exercise 10.1: Debtors Process Step 1:In this exercise we demonstrate Debtors Process Exercise 10: Debtors 23

24 ©2011 WCED. All rights reserved. Exercise 10.2: Debtors Process Step 1:In this exercise we demonstrate Debtors Process Exercise 10: Debtors 24

25 ©2011 WCED. All rights reserved. 1.Click Debtors Group 2. Click Debtors Category 3. Click Add Button 4. Insert Add a new Category in the pop up screen Exercise 11.1: Debtors Category Screen Step 1:In this exercise we demonstrate Debtors ProcessDebtors Category – Business Rules Each Debtor can have a “Category” such as Parents, Sundry Debtors or hostel. This is distinct from “Type” ‘Categories” and “Types” can be used for reporting in the way that the school prefers. 5. Click Save Exercise 11: Debtors Categories 25

26 ©2011 WCED. All rights reserved. Exercise 11: Debtors Types Exercise 11.1: Debtor Types Process Step 1:In this exercise we demonstrate Debtors TypesDebtors Types – Business Rules This is used for creditworthiness. This is for the schools use if they want to categorise Debtors by slow payers and handed over accounts. 1.Select Debtors from main menu 2.Select Debtor Types 3.Click Add 4.Complete Add a new Debtor Type pop up screen 5.Click Save 26

27 ©2011 WCED. All rights reserved. Exercise 12.1: Debtor Maintenance – General Information Step 1 In this exercise we demonstrate Debtors Maintenance – General Information Debtor Maintenance – General Information – Business Rules All learners must be linked to Debtor. An exception report for non-linked learners will be provided. All Debtors must have a Category and Type Must be able to create a debtor against ‘Applications’ as well Accession number is for cross reference purposes to SASAMS or other systems only. Payment Frequency can be: Term, Bi-Annual, Annual, Monthly. Debit order will display the day when it is done, though the set-up is done separately. Exercise 12: Debtors Maintenance 1.Select Debtors from the top menu 2.Select Debtors 3.Click Add button 4.Complete Edit Debtor Details pop up screen 5.Click Save 27

28 ©2011 WCED. All rights reserved. 1.Select Debtors 2.Click Debtors 4. Select Add button 3.Select contact information tab 5. Complete the Debtor Details pop up screen 6. Click Save Exercise 12.2: Debtor Maintenance – Contact Information Step 1In this exercise we demonstrate Debtors Maintenance – Contact Information Debtor Maintenance – Contact Information Business Rules Debtor must have at least one valid contact. 28

29 ©2011 WCED. All rights reserved. Exercise 12.3: Debtor Maintenance – Address Information Step 1:In this exercise we demonstrate Debtors Maintenance – Address Information Debtor Maintenance – Address Information – Business Rules Debtor must have at least one Address Detail Able to be picked up from Parent module where applicable 3.Select addresses information tab 5.Complete the Debtor Details pop up screen 6. Click Save 1.Select Debtors from menu bar 2.Select Debtors 4. Click Add 29

30 ©2011 WCED. All rights reserved. 1.Select Debtors 2.Click Debtors 3.Select Linked to Learner Tab 5. Complete learner link to parent details pop up screen by selecting the Grade and Class 6. Click Save Exercise 12.4: Debtor Maintenance Screen – Learner Link Information Step 1:In this exercise we demonstrate Debtors Maintenance – Learner link Debtor Maintenance – Learner Link – Business Rules User can only link a learner that is not currently linked to another Debtor Multiple learners can be linked to a single debtor. Exemption details must be captured and this will be used to generate sign-off Provincial Report (See Reports) 4.Click Add button 30

31 ©2011 WCED. All rights reserved. Exercise 12.4: Debtor Maintenance Screen – Learner Exemption Information Step 2: We show how to add Learner Fee Exemption DataDebtor Maintenance – Fee Exemptions If the Exempt Box is checked: Exemption Type: Bursaries/Conditional/Full/Partial; Unit: Amount/Percentage; and Value must be entered 31

32 ©2011 WCED. All rights reserved. Exercise 13.1: Debtors – Take on Balances Step 1:In this exercise we demonstrate Debtors – Take on Balances Debtor Take on Balances – Business Rules Year and Month must be in take on period only. Debtors Account # search function Sort by account # Sort by name Search in name Enter + amount if money is owed to the school, enter – amount if Debtor has overpaid or prepaid. 1.Select Debtors 2.Click Take on Balances 3.Select current Month 4.Edit cells button 5.Click Process button Exercise 13: Debtors – Take on Balances 32

33 ©2011 WCED. All rights reserved. Exercise 14.1: Debtors Migration Step 1:In this exercise we explain Debtors Migration Migration will be done from SASAMS or spreadsheet From SASAMS or Excel As with the migration of learners, a script/ extract program will be provided to run against SASAMS to provide JSON files in the required format. The files can then be copied to the iSAMS server for migration. From SASAMS the migration will use the accession number as the link Users who provide data in Excel format will be able to convert the Excel sheet into a similar JSON structure as that provided from SASAMS From Excel a debtors number will need to be given in place of accession number Only debtors balances will be extracted for migration of take-on balances. To i-SAMS The migration will be kicked off from a page similar to that provided for learners and staff It will pick up and read the JSON files and list the debtors number and balance and load it in as a take-on balance. Exercise 14: Debtors Migration 33

34 ©2011 WCED. All rights reserved. 1.Select Debtors 2.Select Fee Structure 3.Click Add Button 4. Select Grade and Amount 5. Click Add 6. Currently used only for notation Exercise 15.1: Debtors Fee Structure Process Step 1:In this exercise we demonstrate Debtors Fee Structure Debtor Fee Structure – Business Rules The discounts/ rebates on annual, monthly etc are for information only. In this iteration they are not used for calculation of discount Additional options should be configurable by school (e.g. discount for debit order) This option should not be available for No-Fee schools. (No Fee schools are marked on the CEMIS Master List) Most users may only change the date within the current period. If the date is changed to a future period, then it must prompt for an Admin password. Invoice number to follow on from previous invoice number. If the date is in a future period, then the system should handle the ‘journal’ transaction for ‘Income Raised in Advance’. Exercise 15: Debtors – Fee Structure 34

35 ©2011 WCED. All rights reserved. Exercise 16.1: Debtor Invoice Groups Process1 of 4 Step 1:In this exercise we demonstrate Debtors Invoicing Groups Debtor Invoicing Groups set up bulk invoicing information: The ID is setup by the system. The Name identifies the invoice on debtor statements. The School Fees flag uses the Fee Structure otherwise the invoice Amount must be entered. The Debtor Invoicing Group links to a GL Income Account #. Exercise 16: Debtor Invoice Groups 35 System generates: “School Fees” per Fee Structure Fee amount School Fee Account No Debtor Invoicing Group User enters: Description Invoice amount GL Account No School Fees Flag? YN

36 ©2011 WCED. All rights reserved. Exercise 16.1: Debtor Invoice Groups Process2 of 4 Step 1:In this exercise we demonstrate Debtors Invoicing Groups Debtor Invoicing Groups set up bulk invoicing information: The ID is setup by the system. The name identifies the invoice on debtor statements. The School Fees flag uses the Fee Structure otherwise the invoice amount must be entered. The Debtor Invoicing Group links to a GL Income Account #. Exercise 16: Debtor Invoice Groups 1.Select Debtors 2.Select Invoice Groups 3.Click Add button 36

37 ©2011 WCED. All rights reserved. Exercise 16.1: Debtor Invoice Groups Process3 of 4 Step 2: In this exercise we demonstrate Debtors Invoicing groups Debtor Invoicing Groups set up bulk invoicing information: The ID is setup by the system. The name identifies the invoice on debtor statements. The School Fees flag uses the Fee Structure otherwise the invoice amount must be entered. The Debtor Invoicing Group links to a GL Income Account #. 3. Click Add button 4.Complete Add Debtor Invoice Group detail in Pop up screen 5.Click Add 37

38 ©2011 WCED. All rights reserved. Exercise 16.1: Debtor Invoice Groups Process4 of 4 Step 2: In this exercise we demonstrate Debtors Invoicing groups Debtor Invoicing Groups set up bulk invoicing information: The ID is setup by the system. The name identifies the invoice on debtor statements. The School Fees flag uses the Fee Structure otherwise the invoice amount must be entered. The Debtor Invoicing Group links to a GL Income Account #. 6. Click Add button 7.Complete Add Debtor Invoice Group detail in Pop up screen by selecting grade, class and learners 8. Click Add Learner button 38

39 ©2011 WCED. All rights reserved. Exercise 17.1 : Transaction Screen Step 1:In this exercise we demonstrate Transactions This comprises of three transaction types namely: 17.2 – Bulk Invoicing 17.3 – Invoicing 17.4 – Credit Notes Debtor Transactions – Business Rules Generally users may only change the date within the current period. If the date is changed to a future period, then it will prompt for an Admin password. Invoice number will follow on from previous invoice number. If the date is in a future period, then the system will handle the ‘journal’ transaction for ‘Income Raised in Advance’. Exercise 17: Debtors - Transactions 1.Select Debtors from main menu bar 2.Select Transactions 39

40 ©2011 WCED. All rights reserved. 1.Select Debtors 2.Select Transactions 3.Select Bulk Invoice 4.Select Invoice Group 5.Select the date 6.Select the calculate button 7.Click Process Exercise 17.2 : Debtor Bulk Invoice Screen Step 1:In this exercise we demonstrate Debtors Fee Structure – Bulk Invoicing Debtors Bulk Invoice Screen – Business Rules First step is to select the Debtor off the main menu bar, then select transactions. From the drop down menu select Bulk Invoice, Select invoice group that has already been created in the Invoice Groups. Select Date and then click Calculate Click Process. 40

41 ©2011 WCED. All rights reserved. 1.Select Debtors button 2.Select Transactions Exercise 17.3: Debtor Invoice Screen 1 of 2 Step 1:In this exercise we demonstrate the Debtors Invoice Screen Debtor Invoice Screen – Business Rules Select Invoice from the Transaction Type dropdown menu, enter the date and click calculate. Select the Debtor from the Debtor drop down menu and click the arrow block and the account no and debtor will automatically appear. Click Add Item 3.Select Date 4.Click Calculate 5.Select Debtor 6.Click Arrow 7.Click Add Item 41

42 ©2011 WCED. All rights reserved. Exercise 17.3: Debtor Invoice Screen 2 of 2 Step 2:In this exercise we demonstrate the Debtors Invoice Screen Debtor Invoice Screen – Business Rules Complete Add an Invoice Item detail on the pop up screen and click the add button to complete the invoice line item. Repeat for further line item and then select Process on the main screen 8. Complete Add an Invoice Item 9. Click Add button 42

43 ©2011 WCED. All rights reserved. Exercise 17.4: Debtor Credit Note Screen 1 of 2 Step 1:In this exercise we demonstrate Credit NoteDebtor Credit Note Screen – Business Rules Select Credit Note from the Transaction Type dropdown menu, enter the date and click calculate. Select the Debtor from the Debtor drop down menu and click the arrow block and the account no and debtor will automatically appear. Click Add Item 1.Select Debtors button 2.Select Transactions 3.Select Date 4.Click Calculate 5.Select Debtor 6.Click Arrow 7.Click Add Item 43

44 ©2011 WCED. All rights reserved. Exercise 17.4: Debtor Credit Note Screen 2 of 2 Step 2:In this exercise we demonstrate the Credit Note Screen Debtor Credit Note Screen – Business Rules If user selects Invoice, Invoice Group will be greyed out. If the transaction is in the current period: GL – DR Debtors Control account, CR GL Revenue code linked to Invoice Group If the transaction is in a future period: GL – DR Debtors Control account, CR Income in Advance Pop up with option to print after user has selected Process The ‘Process’ button will generate and then display a document number 8. Complete Add an Invoice Item 9.Click Add button 10. Click Process button 44

45 ©2011 WCED. All rights reserved. 1.Select Debtors 2. Click Add 3. Complete Debit Order details on pop up screen 4. Click Add Exercise 18.1: Debit Order Screen 1 of 2 Step 1:In this exercise we demonstrate Debit Order Set-upDebit Order Setup – Business Rules The Debit Order name and the day of month will be added in the left hand column. Debtors are linked to the debit order name in the right hand column. The debit order details / day of month can be changed as and when required. This only processes the receipts. Exercise 18: Debit Order Setup 45

46 ©2011 WCED. All rights reserved. Exercise 18.1: Debit Order Screen 2 of 2 Step 2:In this exercise we demonstrate Debit Order Set-upDebit Order Setup – Business Rules This is where you will add the Debtor Information. 5. Click Add Debtor 6.Complete Add Debit Order Debtor Link details on pop up screen 7.Click Add 46

47 ©2011 WCED. All rights reserved. Exercise 19.1: Exemptions Screen Step 2:In this exercise we demonstrate ExemptionsExemptions – Business Rules This is where you will effect exemptions to the Debtor Information. Firstly setup the exemptions in the learner link tab under Debtors. Exercise 19: Exemptions 1.Select Debtors 2.Select Exemptions 3. Click the Process Column 4. Click Process 47

48 ©2011 WCED. All rights reserved. 1.Select Debtors 2.Select Reports 3.Select Report Parameters 4.Run Report Exercise 20.1: Debtor Reports Process Step 1:In this exercise we demonstrate Debtor Reports Business Rules: Exemption Report These reports are viewable at any time during the quarter. Exercise 20: Debtor Reports -Invoices -Statement -Detailed Ledger -Exemption Report -Credit Notes -Exception Report – Learners not linked to Debtor -Debtors Summary 48

49 ©2011 WCED. All rights reserved. Exercise 21.1: Creditors Process1 of 3 Step 1:In this exercise we demonstrate Creditors Outline Creditors Workflow Exercise 21: Creditors 49

50 ©2011 WCED. All rights reserved. 1.Select Creditors 2. Creditors name is displayed in the creditors screen Exercise 21.1: Creditors Process2 of 3 Step 1:In this exercise we demonstrate CreditorsCredit Order Setup – Business Rules The Creditor’s name will be displayed in the Creditors Maintenance screen Exercise 21: Creditors 50

51 ©2011 WCED. All rights reserved. 1.Select Creditors Exercise 22.1: Creditors Maintenance screen – General Information 3 of 3 Exercise 22: Creditors Maintenance 4. Complete Add Creditor Details in pop up screen 3. Click Add Button 5. Click Save Step 1:In this exercise we demonstrate creditors maintenance – general information Creditor Maintenance – General Information – Business Rules Creation of creditors where account and name is mandatory Comments are free text for any required notes Take-on balance can be captured at this point or can be done from the take-on screen 51

52 ©2011 WCED. All rights reserved. 1.Select Creditors 2.Select Creditors Tab Exercise 22.2: Creditor Maintenance Screen – Contact Details Step 1:In this exercise we demonstrate creditors maintenance – contact details. Creditor Maintenance – Address Details – Business Rules Creditor to have at least one Contact Address. Select Creditors from the main menu bar. Select Creditor from sub menu, click the Contact Details tab, Add Creditor Contact information and Click Save. 3. Select Contact Details 5. Complete Add Creditor Contact detail on pop up screen 4. Select Add buttons 6. Click Save 52

53 ©2011 WCED. All rights reserved. Exercise 22.3: Creditor Maintenance Screen – Address Details Step 1:In this exercise we demonstrate creditorsCreditor Maintenance – Address Details – Business Rules Select Creditors from main menu, select Creditors from the sub menu. Select the Address details tab and click the Add button and complete the Add Address Details on the pop up screen. Click Save. Creditor to have at least one Contact Address. 3. Select Address Details 5. Complete Add Address detail on pop up screen 4. Select Add buttons 1. Select Creditors on main menu 2. Select Creditors 6. Click Save 53

54 ©2011 WCED. All rights reserved. Exercise 23.1: Creditors – Take on Balances 1.Select Creditors 2.Click Take on Balances 3.Select Current Month 4.Edit cells if the take on balances have not already been carried over 5.Click Process button Exercise 23: Creditors – Take on Balances Step 1:In this exercise we demonstrate creditors take on balances Creditor Take-On Balance – Business Rules Year and Month must be in take-on period only. Enter amount: With a minus “-” sign, if the school owes to the creditor With no sign or “+”, if creditor has been overpaid or prepaid 54

55 ©2011 WCED. All rights reserved. Exercise 24.1: Creditor Purchase Order Process 1of 2 Step 1:In this exercise we demonstrate creditors purchase orders Creditor Purchase Order – Business Rule P/O number generated. Select Creditor off main menu and select Purchase Order. Select Creditor Account name, click add PO button and complete the Add New Purchase Order pop up. Click Create. Exercise 24: Creditor Purchase Orders 1.Select Creditors off main menu 2.Select PO Tab 4. Click Add PO button 3.Select Creditor Acc Name 5. Select Create 55

56 ©2011 WCED. All rights reserved. Exercise 24.1: Creditor Purchase Order Process 2 of 2 Step 2:In this exercise we demonstrate creditors purchase order Creditor Purchase Order – Business Rule - Continued A purchase order does not write a ‘real’ transaction to GL, but does commit costs against budget. These committed costs are used in the report for Budget/ Actual to show available budget. An order cannot be deleted once saved/ processed. An order can be wholly or partially cancelled to reverse any committed costs still outstanding.. A reversal/ cancellation does not remove the order. It simply marks it as reversed and releases any commitments. 6.Highlight Purchase order created 7.Select Add 8. Complete Add PO Item details from the pop up screen 9. Click Create 56

57 ©2011 WCED. All rights reserved. Exercise 25.1: Creditor Invoices Process Step 1:In this exercise we demonstrate creditors invoices Creditor Invoices – Business Rule Where an invoice is received for a previous financial year or the delivery date is in a previous year, the system will write the journal transaction to accrue the costs. Payment is in current period. An invoice cannot be linked to a reversed order. More than one invoice may be linked to an order or to any of its lines but only to a maximum of the quantity ordered, i.e. if all quantity is received then no further invoice can be linked. The invoice may change the value of the order or the quantities. If more or less was invoiced than ordered and this is acceptable, then the adjustment should be allowed. If the delivery is less than the quantity ordered, the remaining commitment/ order can be reversed / cancelled. Exercise 25: Creditor Invoices 1.Select Creditors 2.Select Invoicing 4. Select Add Invoice 3.Select Creditor Acc Name 5.Complete Add Invoice Details pop up screen 6.Click Save 57

58 ©2011 WCED. All rights reserved. Exercise 26.1: Creditor Reports Process Step 1:In this exercise we demonstrate creditors reportsCreditor Report Business Rules Select Creditors from the top main menu bar, Click Reports tab and select your Report. Select Report Parameters and Click Run Report Exercise 26: Creditors Reports 1.Select Creditors 2.Click Reports 3. Select Report Parameters - Invoices - Age Analysis - Detailed Ledger - Invoice Details - Remittance Advice - Unallocated / Outstanding Purchase Orders - Purchase Order Details 58

59 ©2011 WCED. All rights reserved. Exercise 27.1: Cashbook Process Step 1:In this exercise we demonstrate cashbookCashbook Setup – Business Rules Each Cashbook must be linked to an Account number Exercise 27: Cashbook 1.Select Cashbook 2.Click Add button 3.Complete Add CR Account pop up screen 4.Click Save 59

60 ©2011 WCED. All rights reserved. Exercise 28.1: Cashbook Take-On Balance Process Step 1:In this exercise we demonstrate cashbook take on balances Cashbook Take-On Balance – Business Rules Select Cashbook, click Take on Balances and then select the month. Enter balances and Click Process. Exercise 28: Cashbook Take-On Balances 1.Select Cashbook 2.Select Take on Balances 3.Select Month 4.Enter Balances 5.Click Process 60

61 ©2011 WCED. All rights reserved. Exercise 29.1: Cashbook Receipts Process1 of 2 Step 1:In this exercise we demonstrate cashbook receiptsCashbook Receipts – Business Rules Select Cashbook, click Receipts and select Cashbook transaction and then complete the Add a New Cashbook Transaction pop up screen. Click Save Exercise 29: Cashbook Receipts 1.Select Cashbook 2.Click Receipts 3.Select Cashbook Transaction 4.Complete Add a New Cashbook Transaction detail on the pop up screen 5. Click Save 61

62 ©2011 WCED. All rights reserved. Exercise 29.2: Cashbook Receipt Process2 of 2 Step 1:In this exercise we demonstrate cashbook receipt allocation Cashbook Receipt Allocation – Business Rules In order to Add Cashbook Transaction Details – Click Add Item and Complete the pop up screen. Click Save. Select Process if all transactions have been captured. 6. Select Add Item 7.Complete Add Item details on pop up screen 8.Click Save 9. Select Process 62

63 ©2011 WCED. All rights reserved. Exercise 30.1: Cashbook Payments/Discount Process1 of 4 Step 1:In this exercise we demonstrate cashbook paymentsCashbook Payments – Business Rules Only for this current period. These are payments going to creditors. Exercise 30: Cashbook Payments 1.Click Cashbook 2.Select Payments 3.Select Cashbook Transaction 5. Complete Add a new cashbook transaction on pop up screen 4. Click Add 6. Click Save 63

64 ©2011 WCED. All rights reserved. Exercise 30.1: Cashbook Payments/Discount Process 2 of 4 Step 1:In this exercise we demonstrate cashbook payments/discounts Cashbook Payments – Business Rules To add a cashbook transaction detail: Highlight the Cashbook Transaction field Select Add Item Complete the Add an Item pop up screen Click Save. 7. Select Add Item 8. Complete Add an item on pop up screen 9. Click Save 64

65 ©2011 WCED. All rights reserved. Exercise 30.1: Cashbook Payments/Discount Process3 of 4 Step 1:In this exercise we demonstrate Cashbook PaymentsCashbook Payments/Discount – Business Rules To enter a discount Highlight the Cashbook Transaction field Select Add Item Complete the Add an Item pop up screen Click Save. 10.Enter discount amount 11. Click Allocate 65

66 ©2011 WCED. All rights reserved. Exercise 30.1: Cashbook Payments / Discount Process4 of 4 Step 1:In this exercise we demonstrate Cashbook Payments/Discounts Cashbook Payments/Discount – Business Rules Discount amount reflected here. 12.Discount amount reflected here 13. Select Close 66

67 ©2011 WCED. All rights reserved. Exercise 31.1: Cashbook – Debit Orders Screen Step 1:In this exercise we demonstrate Cashbook Debit Orders Receipts and Payments can be marked as allocated for the purpose of bank reconciliation report. A full reconciliation module with the facility to mark and track outstanding cashbook transactions will be included as Phase 2. Cashbook Debit Orders – Business Rules Select Cashbook from main menu bar Click Debit Orders Highlight the Debit Order Name. If there are Debit Order Transaction Details it allows you to select all and click Process Exercise 31: Cashbook Debit Orders 1.Select Cashbook on main menu bar 2.Click Debit Orders 3.Click Select All 4. Click Process 67

68 ©2011 WCED. All rights reserved. Exercise 32.1: Cashbook Reports Screen Step 1:In this exercise we demonstrate Cashbook ReportsAllocated Payments and Receipts in Cashbook Exercise 32: Cashbook Reports 1.Select Cashbook 2.Click on Reports 3. Add Report Parameters 4. Click View Report -Detail Ledger -Transaction List 68

69 ©2011 WCED. All rights reserved. Step 1:In this exercise we explain Sync to Province Exercise 33: SYNC TO PROVINCE Sync to Province Individual transactions will not be sync’d to Province. There will be points at which specific summarised data will be sync’d. These processes are as follows: Quarterly Return (043): Upon sign-off by Principal. This should also take any budget adjustments to Province Approved Budget: Upon approval and sign-off Chart of Accounts with closing balances per period, upon period close Year-end closing balances upon year close Debtor and Creditor Balances (aged) at each year end, or on request Annual Survey Data – To be completed as phase 2 and when survey for 2012 is finalised A sync down of the original chart of accounts will be provided as part of a master sync, only done once on initial set-up. Any further items for sync down will be done under SLA as part of phase 2 of the development


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