rm finance online · 2017. 6. 28. · introduction this bulletin has been created to help schools...

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© Herts for Learning 2017

RM Finance Online

Upgrade Bulletin

BULLETIN No. 001

June 2017

Tel No: 01992 555713 Fax No: 01992 555727

email : [email protected]

Contents Introduction ............................................................................................................................................ 2

Considerations ........................................................................................................................................ 2

Pre-Upgrade Checks ................................................................................................................................ 2

Payments............................................................................................................................................. 2

BACS .................................................................................................................................................... 3

Comprehensive System reconciliation ................................................................................................ 3

Reports to run beforehand ................................................................................................................. 4

Upgrade................................................................................................................................................... 4

Migration Process ................................................................................................................................... 4

Set Up RM Finance Online ...................................................................................................................... 7

Hertfordshire Reports ......................................................................................................................... 7

CONTINGENCY Heading/Budget ......................................................................................................... 9

Schools Using BACS ........................................................................................................................... 10

Schools Using Cheque Printing ......................................................................................................... 11

VAT Reimbursements........................................................................................................................ 12

Post Upgrade Checks ............................................................................................................................ 13

Financial Systems Helpline Tel No: 01992 555713 Email: [email protected]

Herts for Learning 01438 845111 www.hertsforlearning.co.uk

http://www.hertsforlearning.co.uk/

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Introduction This bulletin has been created to help schools upgrade the RM Finance data into the web-based version of the system, RM Finance Online. It consists of,

Considerations before proceeding with the upgrade

Pre upgrade checks

Upgrade process

Post upgrade checks

Declaration to reviewed and signed by the headteacher The upgrade will include only the current year data. Once we have more information about the process around collecting prior years’ data we will inform you.

Considerations The data migration takes a few minutes. All transacting must cease and there should be no users logged into RM Finance whilst the process is completed. Please make sure that RM Finance is closed. The upgrade process will take the entire data file across into the online system. You will be able to see the details of all the transactions that you have posted in financial year 2017 in the upgraded version. RM Finance can still be used for interrogation in the shorter term.

Pre-Upgrade Checks Before you log into RM Finance, please check the name and location of the data file. This can be found on the log in screen. Please make a note on the checklist for later. You must perform the following checks before you attempt to upgrade the software.

Payments Please ensure that there are no cheque payments in the payment queue. In RM Finance navigate to Transactions >> Payments

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Click on Print Payments. There should be no payments pending. If you have payments pending, create a cheque run to draw them off before proceeding with the upgrade, or reverse them.

BACS Please ensure that there are no BACS payments in your payment queue. In RM Finance Navigate to BACS >> Payments Pending Report Click on print and select screen for the report destination. If there are payments pending on the report, create a payment run, if necessary, delay the upgrade until this has been processed fully. Alternatively reverse the transactions.

Comprehensive System reconciliation This reconciliation should be completed every month however you must complete another one now. If you find a difference, you must investigate and resolve before migrating the data. Print the reconciliation to be able to compare with the upgraded version later.

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Reports to run beforehand From the Financial Summaries button Financial Summaries Overall Including VAT Budget Summary School Bank Petty Cash Bank Check that the Central Bank show Zero From Reporting print the following reports, From the Records List of Budget Accounts Profile Profiles - Year to Date Analysis Budget v Actuals v Committed % of Budget Spent (if using purchase orders) From the Custom Tab LMSFR3 LMSFR4 LMSFR5 LMSFR5a Make a note of the balances from the reports in the appropriate boxes on the tick list, please see appendix A. This will make it easier to confirm that the upgrade has been successful.

Upgrade The upgrade will perform a large number of checks as part of the automated process. For example First Voucher Last Voucher Period The reconciled balances for each bank Please see appendix A for the full list. The report will be accessible once the migration has taken place.

Migration Process Once you have logged onto RM Unify and been given access to RM Finance Online for the first time

you will see the following screen.

Follow the instructions below to complete the upgrade process.

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Click on Create Establishment

The software will take a few minutes to prepare, do not refresh the screen.

Click on Upload to collect your datafile for the upload process.

Your file is likely to be in K:\RM Finance

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Make sure you select the df1 file. Your file will most likely be called finance.df1.

Make sure the financial year is correct, 2017.

Select the month of April, the beginning of the financial year, not the current month.

The screen should look like the screen capture above.

Once the information has been selected, the Migrate button becomes active.

Click on Migrate

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The file will take a few minutes to process.

You will see the screen confirming that the data has upgraded successfully.

Click on your name in the top right hand corner of the system and the “Download Migration Report”

will now be visible. Click on the report and print. The report should be kept with the checklist for

audit purposes.

If you do not receive the “Success!” screen, there may be an issue with the data.

In this case, RM will contact you directly to deal with the discrepancy because this flags up at their

end.

If the upgrade has been a success, click on Home to access the program.

Set Up RM Finance Online There is some checking and setting up to be done before starting to use the upgraded software.

Hertfordshire Reports To set the LA to Hertfordshire, navigate to

>> System

>> System Set UP

>> Edit

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Ensure the LA number says 919.

Click on Edit

Select Hertfordshire from the LEA Reports drop down box.

Click on Save.

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CONTINGENCY Heading/Budget The heading for this budget account does not come across to the online version of RM Finance and

will have to be re-set up.

To set up the heading for ECONTING navigate to

>> Records

>> Budget Records

>> Budget Headings

Click on Add

Budget Heading = ECONTING

Budget Description = Contingency

Click on Save

Now add the heading to the Contingency budget

>> Records

>> Budget Records

>> Budget Accounts

Type CONTING in the quick search box

Click on Edit

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Select ECONTING from the Budget Heading drop down box.

Click on Save.

Schools Using BACS Make sure that the Barclays format is selected for BACS generation. To check the BACS format

>> System

>> System Set Up

>> Bank Details

Click on Edit next to the School Bank

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Ensure that BACS Transfer format says Barclays. Click on Save.

Schools Using Cheque Printing You must re-configure the system to make sure the printing aligns with the paper forms. To change the settings for cheque printing

>> System

>> System Set Up

>> Cheque Remittance

Click on Edit

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Please replicate the settings shown above and click on save. Located on the right hand side of the screen is the Print sample box. Please print a sample and compare to a cheque by holding up to the light. If the printing does not quite fit in the boxes please adjust the settings gradually and re-check. Click on Save

VAT Reimbursements To check the BACS format

>> System

>> System Set Up

>> Options >> Transactions

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For Income transactions, ensure that the radio spot is next to Budget NOT required. Click on Save.

Post Upgrade Checks The checks involve running the pre-upgrade reports in the online version and checking to ensure the figures are the same. You may also wish to print the post upgrade reports to keep with this tick list. If you find that the reports do not print to screen, you may need to add the site to the trusted site list in the internet program and/or disable pop up blockers. Please seek advice from your IT technician. Printing Options Print Page (use in conjunction the arrows immediately above)

Print Report Export (various formats)

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Financial Summaries area Print Overall Including VAT Budget Summary School Bank Petty Cash Bank Check that the Central Bank show Zero Reporting Area From the Records >> Budgets

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Print List of Budget Accounts Profile Profiles - Year to Date Analysis Budget v Actuals v Committed % of Budget Spent (if using purchase orders). From the Custom Tab LMSFR3 LMSFR4 LMSFR5 LMSFR5a Please note click on Generate report.

Checks After printing the various reports, complete and check to the pre-upgrade versions, Comprehensive System Reconciliation There are still no payments in your payment queue(s). Make a note of the balances from the reports in the appropriate boxes on the tick sheet. Once you have confirmed that the figures are the same and the upgrade has been successful please ask your headteacher to review and confirm that this by signing the tick sheet.

If you are unsure of any of the above procedures please contact the

Helpline on 01992 555713

Or

email : [email protected]

mailto:[email protected]

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APPENDIX A

RM Finance Online Pre and Post Upgrade Checks

What

Pre-Upgrade

Total Value £

or Done Y/N

Post Upgrade

Total Value £

or Done Y/N

Agrees?

Y/N

Location of the Finance Data File

Location:

Location of the HCCOLD data(library files)

Location:

Ensure there are no cheque payments pending

Ensure there are no BACS payments pending

Comprehensive System Reconciliation

Financial summaries - Overall incl VAT

Financial summaries - Budget Summary - Total Funds Available

Financial summaries - Budget Summary - Accrued Brought Forward

Financial summaries - School Bank

Financial summaries - Petty Cash

Financial summaries - Central Bank

LMSFR3 VAT Debtor Line 61

LMSFR3 Line T6

LMSFR3 Line T7

LMSFR3 Line T8

LMSFR3 Line T9

LMSFR4 Line 9

LMSFR4 Line 13

LMSFR4 Line 16

LMSFR4 lines 9-16 agree

LMSFR4 Line 23

Budget Summary Accrued B/forward, LMSFR3 T7, LMSFR4 Line 23

Agrees

LMSFR5 Cash book balance

LMSFR5a Cash book balance

List of Budget Accounts Balance

Budget Profile Year to Date - Total Actual & Committed Column

Budget v Actual v Commited % Budget Spent - Total Committed

Column

Signed: Headteacher

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APPENDIX B

rm finance online · 2017. 6. 28. · introduction this bulletin has been created to help schools...

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