Financial Management System (FMS) Version 6.138 Spring 2011
Evaluation carried out by: IT Evaluation Services Date completed: 27th July 2011
Signed:
3 Matters to consider before purchase ... 4
4 Evaluation conclusion ... 7
5 Security and continuity of processing ... 8
6 Input of transactions ... 16
7 File maintenance ... 23
8 Processing ... 26
9 Performance of requisite accounting functions ... 27
10 Reports ... 32
11 Value Added Tax ... 40
12 Currency ... 53
13 Sales Order Processing and Invoice Production ... 56
14 Purchase Order Processing ... 59
15 Stock Control ... 61
16 User Documentation ... 63
17 Efficiency ... 65
18 Integration and www facilities ... 67
The suitability of accounting software for each particular user will always be dependent upon that user's individual requirements. These requirements should therefore always be fully considered before software is acquired. The quality of the software developers or suppliers should also be considered at the onset.
1.2 Fundamentally, good accounting software should:
Be capable of supporting the accounting functions for which it was designed.
Provide facilities to ensure the completeness, accuracy, confidentiality and continued integrity of these accounting functions.
Be effectively supported and maintained.
It is also desirable that good accounting software should:
Be easy to learn, understand and operate.
Make best practical use of available resources.
Accommodate limited changes to reflect specific user requirements.
It is essential, when software is implemented, for appropriate support and training to be available.
2 Approach to evaluation
2.1 Objective
To evaluate Capita FMS version 6.138 against a set of criteria developed by the ICAEW to ensure that the software meets the requirements of Good Accounting Software, as laid down in the summary.
2.2 Approach and Work performed
In order to effectively evaluate Capita FMS version 6.138, a product specialist from the Capita SIMS completed the detailed questionnaire and provided it to the evaluator to examine. The evaluator then visited the Capita SIMS office in Bedford and in conjunction with the operation of the various aspects of the software assisted by a member of Capita SIMS’s technical staff checked the answers to confirm their validity. The questions were individually reviewed and commented on and the majority of assessments were confirmed.
The evaluator discussed the assessments with a member of Capita SIMS staff in
order to clarify certain points. In the event of disagreement between Capita SIMS and the evaluator, the evaluator's decision was taken as final and the response changed accordingly.
Capita FMS version 6.138 was used throughout the evaluation. The evaluation covered the fully integrated sales, purchase and general ledgers and where appropriate sales invoicing, purchase order processing and stock lists; separate
When the evaluation had been completed, the responses were completed by the evaluator and a draft copy sent to the ICAEW for review before completion of the final report.
2.3 Software/hardware utilised
Capita FMS version 6.138 was used running under Windows XP Pro v2002 service pack 3 on an Intel Core 2 T7200 @ 2Ghz with 1Gb RAM and a 39.9Gb disk.
2.4 Report structure
The report has been broken down into its main constituents in the contents page. The evaluation questionnaire was provided by the ICAEW and has been used without alteration or amendment.
3 Matters to consider before purchase
3.1 General overview
The Capita SIMS system is designed as a Management Information System for primary and secondary schools and Local Authorities and is used by maintained schools, academies and independent schools.
FMS is provided by Capita Children’s Services and users are encouraged to provide feedback so that requests can be reviewed periodically which influences the product roadmap. Currently, FMS is released three times a year to coincidence with the SIMS Database. Backward compatibility is documented in the Release Notes.
3.2 Supplier background
Capita Children’s Services (Capita) claim to be the market-leading provider of and Finance Systems to Schools, Academies and Local Authority Children’s Services in the UK. They currently supply a Management Information System (SIMS) and Finance system (FMS – Financial Management System) to Schools, Academies and Independent schools.
Capita Children’s Services works alongside Schools and Academies across the UK and internationally; they claim their experience has proved that an effective implementation of a robust finance system can increase efficiency and significantly reduce costs.
Capita Children’s Services headquarters are based in Bedford employing 440 employees. They are part of the Capita Group Plc, a FTSE 100 company employing over 37,500 employees nation-wide.
is currently licensed to over 17,000 schools, Academies and Independent schools. FMS 6.138 is a suite of software encompassing FMS, Accounts Receivable, (Budget Planning and Equipment Register – not included in this review). It can support functionality for a school with a bank account enabling cheque and BACS payments to be made to suppliers.
FMS has the unique characteristic of having interfaces with a Local Authority central system. For schools that do not have a means of paying suppliers invoices directly (where they do not have a bank account), invoices and credit notes after being saved, can be passed electronically to the Local Authority to be paid. Once paid the invoices together with all other transactions for the School i.e. salary payments, can be transferred back electronically for reconciliation purposes.
The Chart of Accounts can be tailored to meet the schools specific needs allowing ledger codes to be mapped into report templates to external reporting purposes. A full and comprehensive Audit Trail captures all significant changes made within the database. The largest element of a school’s budget is staffing where salary projections can be generated from data held within the SIMS database seamlessly. FMS has the ability to interface with government portals using web services allowing a P2P (Purchase to Pay) system for Schools.
3.4 Typical implementation
Schools of all sizes use FMS where the typical number of users can vary between one and six users. FMS is a multi-user system although discreet areas have been designed to required exclusive use. These areas are documented.
3.5 Vertical applications
FMS 6.138 is a suite of software encompassing FMS, Accounts Receivable, Budget Planning and Equipment Register. Multi-year budgeting solutions and payroll packages are offered via partners.
3.6 Software and hardware specifications
3.6.1 Development environment
FMS is developed using Borland Delphi 4, COM, .net 2 & 4 and Crystal Reports.
3.6.2 Server platforms
Windows Server 2003 (SP2), Windows Server 2008 (SP2) both 32 bit and 64 bit versions. Also Windows XP Pro (SP3) and Windows 7 Professional 32 bit and 64 bit (SP1) for low number of users.
Server
Microsoft SQL Server 2008/SQL Express (SP2) or Microsoft SQL Server 2008 R2.
Workstation
Windows XP Pro (SP3 & above) 32 bit, Windows Vista Business (SP2) and Windows 7 Professional (SP1).
3.6.5 Protocols
TCP/IP, HTTPS, SMTP
3.6.6 Minimum client PC specification
Server
3.0 GHz processor or higher (Quad Core 2.4 GHz or higher recommended for optimum performance in secondary schools) with 2GB or higher memory (4GB recommended for optimum performance in secondary schools).
Workstation
3.0 GHz processor or higher (Quad Core 2GHz recommended for optimum performance) with memory of 1GB (2GB) or higher, 2GB or higher for Vista or Windows 7 installations.
3.6.7 Support and maintenance
Capita offer a support contract to schools and Local Authorities but Local Authorities offer extra services to schools. Corrections and updates are issued via the Internet.
3.7 Software installation and support
Installation can either be by schools with IT Technicians, by the SIMS team in Local Authorities or directly by Capita. Both Capita and Local Authorities offer consultancy support and training.
3.8 Partner network and related accreditation process
Capita train Local Authorities to be able to demonstrate the system to schools but all sales are made through Capita.
3.9 Limitations
No facility to enforce password changes or to retain previous passwords No archiving
No automatic accruals or prepayments No part payments permitted
No early settlement discounts
Unallocated credit notes are not shown in the aged reports New accounts cannot be created during transaction processing No facility for calculating late payment interest
No retrospective month end S/L & P/L reports (planned) No user defined fields
No EC VAT or Intrastat handling Cash accounting method not supported
Cannot drill down from reports only from screen enquiries Special VAT schemes and VAT tolerances not supported No 100 report produced
No VAT return identifiers (planned) Single currency only
No SOP only invoice production
No stock control only stock list for S/L and imported catalogues for P/L 4 Evaluation conclusion
Capita FMS version 6.138 is an integrated financial management system that has been specifically designed for schools and Local Authorities. The package is fully supported through Capita and by Local Authority units.
In terms of the functionality that is present in the current version and the target market for Capita FMS version 6.138, the application has a comprehensive audit trail and analysis capabilities that should be easily sufficient for the target market but it is single currency and has no Sales Order Process, Stock Control or EC VAT features.
Disclaimer
Any organisation considering the purchase of Capita FMS version 6.138 should consider their requirements in the light of proposals from Capita or Local Authorities and potential suppliers of other similarly specified products. Whilst the contents of this document are presented in good faith, ICAEW cannot accept liability for actions taken as a result of comments made herein.
5 Security and continuity of processing
5.1 What security features are
included to control access to the application?
Access to FMS is controlled by the use of a User Login and Password
Confirmed
5.2 Can access to application
functions be managed so users can only see (in menus and other links) and access those functions they are authorised to access?
Yes – access rights are assigned to each user so that users only have access to appropriate functionality
Confirmed
5.3 Is this access to the application managed by:-
5.3.1 Individual user profiles? 5.3.2 User groups based on their
job roles?
Access can be determined by individual profiles or by the use of user groups based upon their specific role i.e. User Defined Access Rights
Confirmed
5.4 If menus can be tailored would
this override the application access control?
Menu routes cannot be tailored separately from access rights. Functions restricted by access rights are greyed out
Confirmed – planned interface being changed in Autumn 2011 release
5.5 Passwords
5.5.1Is access to the software
controlled by password?
Yes - access is controlled by a user login and password
Confirmed
5.5.2Please state the basis of control available (e.g., role based etc).
Each user can be assigned a specific access right or a access right based upon a role
Confirmed
5.5.3If there is no password facility please state how confidentiality and accessibility control can be maintained within the software?
A password is required Confirmed
5.5.4Are single user systems access
controlled by password?
Yes – all systems are controlled by a password
5.5.5Does the software allow for each user to have separate log on (user ids)?
If No:-
5.5.5.1 How does the software
track user activity?
Yes – each user has a unique user login determined by “User Code”. All appropriate entries are recorded in the Audit Trail N/A
Confirmed
5.5.6Is each user required to have a personal password?
Yes – each user has a personnel password
Confirmed
5.5.7Are passwords one-way
encrypted? [i.e. Is it impossible for anyone to see other user’s passwords in the software?]
Yes – it is not possible for the supervisor or user to see another user’s password
Confirmed
5.5.8Are passwords masked when
entered by any user logging in?
Passwords are masked when entered
Confirmed
5.5.9Is password complexity available at application level?
If Yes:-
5.5.9.1 Please specify [e.g. Number of digits, requirement for special characters, numeric, upper/lower case etc.]
Yes – but limited
Passwords must be at least 6 characters in length as requested by Local Authority Auditors.
Confirmed
Confirmed
5.5.10 Is there a facility to enforce password changes after a chosen period of time?
No Confirmed
5.5.11 Is there a facility to specify a minimum age for passwords (e.g. 1 day)?
No Confirmed
5.5.12 How many previous passwords
are retained by the system to limit users recycling passwords (e.g. 24 or 32)?
Previous passwords are not checked when a new password is created
Confirmed
5.6 Please state how security allows
for access to be specified separately for :-
5.6.1 Read? Specific access right templates have been provided that allows a user to be able to Read Only
Confirmed
5.6.2 Read and write? Specific access rights templates
have been provided that allows a user to be able to Read and Enter Only
Confirmed
5.6.3 Delete and amend? Specific access rights templates
have been provided that allows a user to be able to Read, Enter, Delete (which causes a reversal transaction to be generated) and Amend i.e. Enter and Authorise and Supervisor.
Confirmed
5.7 Are any data files, such as budgets or price updates, imported by users validated by the application software before main data files are updated?
Budgets can be imported from the SIMS FMS Budget Planning module or from accredited Third Party Budgeting software. With Third Party software, a user login and passwords is required to be entered before the budgets can be imported.
Supplier catalogues can be imported only from a file that has been created by SIMS.
All or nothing accepted by validation procedures
Confirmed
5.8 Does the software require higher
or specific levels of user access for changes to sensitive data, such as customer credit limits?
Users with the access rights of “Enter and Authorise” or “Supervisor” can modify sensitive data. Additionally, if a user has been assigned a specific access right that data can be modified.
Confirmed
5.9 Please specify the specific security procedures (by
passwords or warnings) over the:-
5.9.1 Update of ledgers Security by user rights – Read &
Enter.
5.9.2 Closing of accounting periods
Security by user rights - a warning message is displayed when periods are closed.
Confirmed
5.9.3 Deletion of transactions Transactions cannot be deleted,
only reversed; the entry is recorded in the Audit Trail.
Confirmed
5.9.4 Archiving of transactions. No archiving. Confirmed
5.10 Is it impossible to delete a transaction?
If No:
5.11 How are deletions controlled by
the system?
Yes
N/A
Confirmed
5.12 Are deleted transactions retained in the audit trail and denoted as such?
N/A
5.13 Can a report be produced
detailing all current users, via user groups if relevant, and their authority levels and/or access rights?
This information can be viewed but cannot be printed.
Confirmed – planned to be able to print report in Autumn 2011 release
5.14 If data can be accessed by separate reporting facilities, such as ODBC or separate report writer, is the user access security control applied?
If No:-
5.15 Please explain any other protection in place to prevent unauthorised access to data with such facilities.
Yes – all external reporting facilities are subject to standard user access controls of having a current FMS User ID and Password.
N/A
Confirmed
5.16 Is the level of security (described with this section) appropriate for the expected size of business using the software?
The level of security has been developed over the last 20 years with comments and feedback from Local Authorities Auditors. FMS is currently
adopted in around 130 Local Authorities in England, Wales and Northern Ireland.
5.17 Is there a clear indication in the software or manuals as to how the data is:-
5.17.1 Backed-up?
5.17.2 Recovered?
Detailed guidance in the handbook upon how to restore the FMS Transaction Database. Additionally, Local Authorities provide their own guidance.
Confirmed
5.18 Back ups
How are back ups provided:- 5.18.1.1 Within the software
application?
5.18.1.2 Within the operating
software?
The ability to backup the database is provided via menu route Tools - FMS Transaction Backup using the software. Other options may have been adopted.
Confirmed
Confirmed
5.18.2 Are backup procedures
automatic?
No Confirmed
5.18.3 Is the user forced or prompted to back-up at certain intervals?
No Confirmed
5.18.4 Can the intervals be customised? The interval of backups can be
customised by using third party backup facilities.
Confirmed
5.19 Recovery
5.19.1 Please state how the software facilitates
recovery procedures in the event of software failure? (E.g. roll back to the last completed transaction).
The database uses standard SQL Server 2008 techniques hence transactions that fail will roll back to the last saved transaction.
Confirmed
5.19.2 If software failure occurs part way through a batch or transaction, will the operator have to re-input the batch or only the transaction being input at the time of the failure?
Transactions are saved individually rather than a batch. Where a file is imported (from the Local Authority), if the file has been fully imported the file would not be able to be re-imported but could be processed.
5.19.3 Are these automated? No, has to be undertaken manually.
Confirmed
5.19.4 Do the recovery procedures work?
Yes – there has been no reported issues of data being lost.
Confirmed
5.20 What features are available within the software to help track down processing problems?
Run trial balance and check balances.
Confirmed
5.21 Are software messages clear? The messages within the
software are clear and meaningful as the majority of users do not have a formal accounting background or qualifications
Confirmed
5.22 Are user responses properly
structured to ensure that
erroneous key strikes do not lead to inappropriate actions?
The majority of data fields have validation that ensures that the entered data is valid i.e. alpha, numeric or text. Fields also have restriction upon the size of value that can be entered and on the occasions where unusual values are permitted i.e. negative values, confirmation messages are displayed.
Confirmed
5.23 I s there a software log which details:-
5.23.1 Error messages? No Confirmed
5.23.2 Security violations? Yes – this can be configured
within SQL Server.
Confirmed
5.24 Audit trail
5.24.1 Does the software have a detailed audit trail?
Yes, a comprehensive Audit Trail is maintained. That can be viewed by user, date range and area.
Confirmed
5.24.2 Is it impossible to turn off or delete the audit trail?
It is not possible to delete or turn off the Audit Trail.
5.24.3 Are all master file changes recorded in the audit trail? If Yes:- 5.24.3.1 Does each change have a system generated reference allocated? Yes Yes Confirmed Confirmed 5.24.3.2 Are the originator and authoriser identified? Yes Confirmed 5.24.3.3 Is the change date and time stamped?
Yes Confirmed
5.24.4 Are all standing data changes recorded in the audit trail? If Yes:- 5.24.4.1 Does each change have a system generated reference allocated? Yes
Yes – all standing data is recorded in the Audit Trail with each entry being separately indentified based upon a date/time stamp. A unique number is not allocated
Confirmed Confirmed 5.24.4.2 Are the originator and authoriser identified?
Yes – the user making the entry of data is recorded in the Audit Trail
Confirmed
5.24.4.3 Is the change date and time stamped?
Yes – each change is date and time stamped.
Confirmed
5.24.5 Is all input data included within the audit trail, including amendments, deletions, journals etc?
Yes – whenever any input data is entered it is recorded in the Audit Trail
5.24.6 Does the software allocate a system generated unique reference number to each transaction?
Yes – each new record has a unique transaction number allocated. The transaction number are different dependent upon the ledger involved i.e. Purchase Ledger, Sales Ledger and Nominal Ledger.
Confirmed
5.24.6.1 Is this stamped with a user id?
Yes – each new record is associated with a user
Confirmed 5.24.6.2 Is this unique reference number presented to the user at time of input?
Yes – the unique number (Transaction ID) is displayed in the screen at the time of input to the user.
Confirmed
5.24.6.3 Is the transaction date and time stamped?
Yes – the unique number is date and time stamped.
Confirmed
5.24.7 Are all imported /interfaced transactions allocated a software generated reference number?
Yes – all imported transactions are allocated a unique reference number
Confirmed
5.24.8 How are transactions differentiated within the audit trail?
No differentiation – use next number.
Confirmed
5.25 What are the procedures for
handling dates? (E.g. 2 digit years, 4 digit years).
The format of dates is DD/MM/YYYY
Confirmed
5.25.1 In the case of two digits what is the break point for the century?
N/A
5.25.2 Are dates handled consistently throughout the software?
Yes – dates are handle in a consistent manner
6 Input of transactions
The following sections in Input of transactions, File maintenance, Processing and Reports are primarily aimed at the three main accounting ledgers and where applicable Sales Order Processing, Sales Invoicing, Purchase Order Processing and Stock Control.
6.1 Is data input controlled by self-explanatory menu options?
Data input is controlled by specific labelled menu routes.
Confirmed
6.2 Are these menus
application-specific?
The menu routes are specific to FMS.
Confirmed
6.3 Does the software provide input
validation checks such as account code validation, reasonableness (limits, VAT or discount checking) and validity checks (VAT check-digit calculations)?
Yes – a series of validation checks have been established over the years i.e. valid account code, size of fields and checks for ISBN numbers.
Confirmed
6.4 Can the user amend data on an
input screen prior to update?
If the user has the appropriate access right, data can be amended and then updated.
Confirmed
6.5 What control features are within
the software to ensure completeness and accuracy of data input?
Validation exists that all required fields must be completed prior to posting.
Confirmed
6.6 Are all input transactions subject to this control?
Yes – all transactions are subject to this validation.
Confirmed
6.7 How does the software ensure
uniqueness of the input transactions? (i.e. to avoid duplicate transactions)
Where supplier invoices are entered with duplicate numbers, FMS detects this, warns the users and if accepted by the user a suffix (a) is added to the invoice number. This is repeated i.e. to infinity
Confirmed
6.8 Does the software allow for batch
control totals?
Importing transactions generated by a Local Authority allows for an optional batch total. This feature is only used when
If Yes:-
6.8.1 Are batches automatically numbered?
schools do not have a bank account and will not be applicable to Academies.
No – unique name from Local Authority. When the unique file is imported into FMS, the transactions are assigned a transaction ID and recorded in the FMS Audit Trail
Confirmed
6.8.2 Are batches forced to balance before ledger update?
Yes, if a Local Authority. batch total is provided (see 6.8.4)
Confirmed
6.8.3 Does the software allow the temporary halting of input of a batch to allow for queries or other activities to take priority (e.g. set up a new account)
No Confirmed
6.8.4 Is the user forced to confirm batch totals?
Yes – if the Local Authority has used a batch total it is checked by FMS prior to being imported. (Number of lines but not values). If this does not match a warning is displayed and the batch is rejected.
Confirmed
6.9 Is attempted posting of
unbalanced journals rejected? (G/L).
Yes an unbalanced journal is rejected and cannot be posted.
Confirmed
6.10 Are input errors highlighted? 6.11 If Yes are they:-
6.11.1 Rejected and reported on screen?
Yes
Data input errors that unreasonable are displayed on screen allowing correction prior to posting.
Confirmed
Confirmed
6.11.2 Rejected and error reports generated?
No – the error must be corrected prior to posting but it is not reported.
Confirmed
6.11.3 Accepted and posted to suspense?
No – data errors cannot be posted. FMS does not have a suspense account.
6.12 Does the software have an automatic facility to correct/reverse/delete transactions?
If Yes:-
6.12.1 Are all the double entry
transactions documented in the audit trail?
Unallocated transactions can be cancelled by creating a reversing transaction i.e. supplier invoice or a journal reversed.
Yes
Confirmed
Confirmed
6.13 What are the controls to ensure the internal integrity of the ledger(s) or the accounting information, e.g., control of accounts.
FMS is a double entry application whereby all transactions (other than Purchase Orders commitments) have two entries in the general ledger. Consequently, if the Trial Balance does not balance to zero is the first check to undertake.
Confirmed
6.14 Is it possible to allocate input values directly to ledger control accounts?
If Yes:-
6.14.1 Please note the mechanisms
available to allow the user to establish why the total balances on individual accounts do not agree to a respective control account?
No – it is not possible to allocate input values directly to ledger control accounts.
N/A
Confirmed
6.15 Can automatic accruals or
prepayments be generated?
No – accruals and prepayments need to be manually processed.
Confirmed
6.16 Will these automatically be
reversed after the period end? (G/L)
N/A
6.17 Does the software have a
purchase invoice register?
No Confirmed
6.18 Does the software permit multi
debit/credit journals?
Yes Confirmed
6.19 How are transactions identified on screen/reports as to:-
6.19.1 Type?
6.19.2 Debit or credit?
Each transaction type is separately indentified in reports. Credit entries are identified by the use of a negative sign “-“ or CR. Debit entries are indentified by the value being positive or DR.
Confirmed Confirmed
6.20 Can separate nominal analysis
codes be input for each invoice line?
Selected nominal analysis codes can be on invoices. See below:-
Confirmed
If Yes:-
6.21 Does this cover:-
6.21.1 Sales ledger?
6.21.2 Purchase ledger?
6.21.3 Stock?
Upon S/L invoices only Income type nominal codes can be used. Upon P/L invoices, Expenditure, Salary and Asset nominal codes can be used.
N/A
Confirmed
Confirmed
6.22 Can receipts and payments be
matched to specific invoices?
If Yes:- Is this
6.22.1 Automatic or manual?
Yes – receipts can be matched to S/L invoices and payments matched to P/L invoices.
The matching is manual for S/L invoices and Automatic for P/L invoices.
Confirmed
Confirmed
6.23 Will the software permit part payments?
No part payments are not permitted based upon advice from Local Authorities.
Confirmed
6.24 Will the software allow:- 6.24.1 Payments to be made to
customers?
Yes – in the circumstances where customers have overpaid, a refund cheque can be made.
Confirmed
6.24.2 Receipts to be received from suppliers?
No – receipts can be received from suppliers as a Credit Note.
Confirmed
6.25 Does the software handle
purchase credit notes?
Yes – supplier Credit Notes can be handled.
6.26 Is there an ability to automatically amend stock if applicable?
No – there is no facility for stock.
Confirmed
6.27 Can the software generate sales
credit notes?
Yes – S/L Credit Note can be generated.
Confirmed
6.28 Does the software handle
discounts and promotions?
Discounts can be handled but not promotions.
Confirmed
6.29 Does the software provide for
early settlement discounts?
No – early settlement discounts are not catered for.
Confirmed
6.30 Can early settlement discounts be automatically generated?
N/A
6.31 Are there controls over accepting settlement discounts (e.g. time limits)?
N/A
6.32 Is VAT treated correctly on early settlement discounts?
N/A
6.33 Will the software permit the posting of unallocated cash to the ledgers?
Does this apply to:-
6.33.1 Sales ledger? Yes, in S/L Confirmed
6.33.2 Purchase ledger? It is not possible within the P/L. Confirmed
6.34 Are unallocated cash/credit notes specifically reported for follow up?
Unallocated cash within the S/L will appear on the Aged Debtor Report as a credit value. User can report on credit notes.
Confirmed
6.35 Are outstanding transactions
displayed for allocation? If Yes does this apply to:- 6.35.1 Sales ledger?
Yes
Unallocated cash within the S/L will be displayed within the Aged Debtor Report.
Confirmed
6.35.2 Purchase ledger? Outstanding transactions within the P/L are associated with a supplier.
Confirmed
6.36 Is it possible for new accounts to be created during input?
No – it is not possible to create a new account during data input.
Confirmed
6.37 Does this cover the following
ledgers:-
6.37.1 Sales? Yes Confirmed
6.37.2 Purchases? Yes Confirmed
6.37.3 General? Yes Confirmed
6.37.4 Stock? N/A
6.38 What controls are there over the creation of new accounts?
New accounts can only be created by user with the access rights of either “Enter and Authorise” or “Supervisor”.
Confirmed
6.39 Is the originator and/or authoriser identification logged by the software?
Yes – the software logs both the originator and authoriser.
Confirmed
6.40 Is the user prevented or warned
from overriding credit limits or discounts? (S/L).
Users are warned when credit limits are exceeded.
Confirmed
6.41 Does the software have a bank
reconciliation facility?
Yes – a bank reconciliation facility is available.
Confirmed –statement file import planned for future release.
6.42 Does the software enable
transactions to be posted to the ledgers whilst performing a bank reconciliation (e.g. standing charges, bank charges etc)?
No all transactions must be recorded / posted prior to commencing the bank reconciliation.
Confirmed
6.43 Are these adequately reported? Yes, rerun reconciliation report
after posting
Confirmed
6.44 Does the software accept input
files from other computer packages?
If Yes:-
Yes – a variety of files can be received from other computer packages.
6.44.1 What formats are accepted?
Automatic Reconciliation (flat ASCI files), format specified by Local Authorities, Third Party Budgeting (XML), specified by Capita, Requisitions (UKGov 3.09) and Invoices/Credit Notes (BASDA 3.09), from Procserve.
Confirmed
6.44.2 What controls are in place over the interface?
The format of these files is checked in all instances prior to import. Total accept or reject all.
Confirmed
6.45 Does the software have a facility for calculating interest on late payments?
7 File maintenance
7.1 Are ledgers:-
7.1.1 Open item?
7.1.2 Balance forward?
7.2 Does the above cover:-
7.2.1 Sales ledger?
7.2.2 Purchase ledger?
7.2.3 General ledger?
Open item – transactions are held and processed as single records and are not summarised at period closure. No Yes Yes Yes Confirmed Confirmed Confirmed Confirmed Confirmed 7.3 Is a month end routine required to
be undertaken?
No - month end is optional but is deemed ‘good’ practice but not forced.
Confirmed
7.4 Is the creation or amendment of
standing data (e.g. customer account details) controlled by menu options?
Yes – the modification of supplier details is controlled by access rights and recorded in the Audit Trail
Confirmed
7.5 Are menus:-
7.5.1Application specific? 7.5.2User specific?
Menu routes are determined by the access rights that have been given to the user.
Confirmed
7.6 Is it impossible to delete accounts if the balance if Nil but
transactions have been recorded against the code.
Does this apply to:-
7.6.1 General Ledger?
7.6.2 Sales Ledger?
7.6.3 Purchase Ledger?
7.6.4 Stock?
Yes – it is impossible to delete accounts if the balance is nil but has been used.
Yes Yes Yes N/A Confirmed Confirmed Confirmed Confirmed
7.7 Are there any other constraints
over the deletion of accounts?
Accounts (supplier accounts and nominal accounts) can only be deleted if they have not been used for a transaction.
7.8 What is the size and format of reference numbers and
descriptions within:- 7.8.1 General Ledger? 7.8.2 Sales Ledger? 7.8.3 Purchase Ledger? 7.8.4 Stock? 8 A/N code 8 A/N code 8 A/N code N/A Confirmed Confirmed Confirmed
7.9 Is the scope of the reference number adequate to permit sufficient depth of analysis?
No analysis is based on reference number.
Confirmed
7.10 How does the software guard
against/warn about, duplicate account numbers on set up?
FMS does not allow duplicate account numbers to be defined.
Confirmed
7.11 How does the software enable the
traceability - from, to and through the accounting records - of any source document or interfaced transaction?
Drill through is available from source documents to the accounting record. In certain areas drill through is available from the accounting record to source document. In addition, a number of reports are available displaying the reference and source document reference number.
Confirmed
7.12 What drill down/around
functionality is available within the software?
Drill through is available from source documents to the accounting record. In certain areas drill through is available from the accounting record to source document.
Confirmed
7.13 Can reports be invoked which
identify all the fields which have been modified?
All modified data is available within the Audit Trail, which can be printed by user or date range.
Confirmed
7.14 If the software uses a lot of standing information which changes frequently or regularly, does the software allow for such changes to be effected through the use of parameters or tables?
No standing information in the form of tables.
If Yes: –
7.14.1 Is the use of such parameters or tables adequately reported?
N/A
7.15 What controls are within the software over changes to parameters and tables e.g. reporting, password etc?
N/A
7.16 Does the software allow selective archiving of old data on a user-defined basis?
No – no archiving facilities available.
Confirmed
7.17 What controls are in place over the handling of archived data?
N/A
7.18 Can archived data be used for
reporting purposes?
N/A
7.19 Does the software allow for the
restoration of achieved data for audit without affecting current accounting data?
8 Processing
8.1 Does the software ensure that
menu options or programs are executed in the correct sequence (e.g. ensure outstanding
transactions are processed before month end procedures run)?
Yes, where there is a flow, transactions that need attention are displayed at the top of the screen.
Confirmed
8.2 After an external document (e.g.
sales invoice or cheque payment) has been generated and posted to the accounts is it impossible to amend this data?
It is impossible to amend the data of posted entries. The posted data can be reversed and these actions are recorded in the Audit Trail.
Confirmed
8.3 Is there an audit trail of all changes to transactions which have updated the ledgers?
No changes allowed. Confirmed
8.4 Can the software calculate prices
or values by reference to master file data?
In P/L from supplier catalogues and in S/L from a stock list.
Confirmed
8.5 Does the software provide
automatic recalculation, where appropriate, of data input? (e.g. VAT)
Yes – where VAT is applicable, VAT is calculated. Within the P/L the VAT value can be modified to agree with VAT on the supplier’s invoice. Within the S/L VAT is not editable.
Confirmed
8.6 Does the software warn the user
when the ledger is out of balance?
No other than checking the Summary Trial Balance.
Confirmed
8.7 How is this done e.g. when the
software is switching on or on ledger update?
9 Performance of requisite accounting functions
9.1 What control features are
provided by the software to support effective user controls?
All transactions are double entry and associated to a user who must have a unique User ID and password. Confirmed 9.2 Is there: 9.2.1 Transaction sequencing? 9.2.2 Automatic dating of posting transactions? 9.2.3 Identification of user id or source of document?
Yes – transactions have a unique sequential number allocated by ledger.
Transactions are posted with the current system date.
Each transaction is associated with the user that has amended the transaction.
Confirmed
Confirmed
Confirmed
9.3 Is the software available as multi user?
Yes – the software is multi-user although documented areas are exclusive use e.g. cheque processing, Year-end.
Confirmed
9.4 Can the same function be used by
more than one person at the same time, whilst still retaining the separate user identities?
Yes – more than one user can use the software with transactions being associated with the appropriate user.
Confirmed
9.5 Is the software available as multi-company?
If Yes:-
How many companies are supported?
Schools have two sets of accounts
1. The accounts that are
funded by external organisations such as the Local Authority or DfE/YPLA.
2. Their own “School Fund”
which is funded from school fund raising activities i.e. raffles, school fetes etc
The treatment of VAT is different hence the FMS licence allows schools to run two FMS
databases with each database having its own Audit Trail and Trial Balance.
9.6 Is a group consolidation facility available?
No Confirmed – in development plans
9.7 Can the software consolidate
entities with different charts of accounts?
No Confirmed – only same chart of
accounts planned
9.8 How many levels of nominal
analysis can be handled by the software?
Dependent upon how the nominal ledger is defined, three levels of analysis are possible. Funds / ledger groups / ledger codes.
Confirmed
9.9 How does the software handle
cost centres, departments, divisions?
Dependent upon how the software is defined, cost centres and departments can be established.
Confirmed
9.10 How are periods handled by the
software?
Periods must be defined and the default is calendar periods. Other options are available.
Confirmed
9.11 How many:-
9.11.1 Accounting periods can be set up?
9.11.2 Years can be set up?
The default is 12 calendar periods with 1 additional period for year-end. The maximum number of periods is 17.
Any number of years can be defined although only 2 can be open at any one time.
Confirmed
Confirmed
9.12 Can the length/ number of periods
be adjusted to suit different user requirements?
Yes Confirmed
9.13 How many accounting periods
can be open at any one time?
Potentially all periods in a defined financial year. This would normally be 12 periods.
9.14 How many years can be open at any one time?
2 financial years can be open at any time.
Confirmed
9.15 Can a period or year be re-opened after it has been closed?
If Yes:-
9.15.1 What controls are in place over this function?
If No:-
9.15.2 Is the data archived on the server?
9.15.3 Is this accessible for reporting purposes? 9.15.4 Can a previous year be
restored from backup?
No – a period or a financial year cannot be re-opened.
N/A
No
All data on system is accessible All years available for reporting
Confirmed
Confirmed Confirmed Confirmed
9.16 Can data from all accounting
periods and years be accessed at any one time?
Yes – data in any period and financial year can be accessed by selecting the appropriate financial year and period.
Confirmed
9.17 Can previous months and years be
accessed for enquiries or reports?
Yes – previous months and years can be accessed for enquires and reports.
Confirmed
9.18 Does the software handle posting
date as well as document date?
If Yes:-
9.18.1 Are transactions analysed by posting date or
document date?
Yes – transactions are saved with the current system date (posting date). If the document date is for a period which is closed the transaction will be posted in the next period.
In the main, analysis is undertaken by use of the posting date
Confirmed
Confirmed
9.19 Can transactions be posted to
more than one accounting period at any point in time?
No – a transaction can only be posted to one accounting period
9.20 Does this cover:- 9.20.1 General ledger? 9.20.2 Sales ledger? 9.20.3 Purchase ledger? Yes Yes Yes Confirmed Confirmed Confirmed 9.21 Is it possible to allocate transactions to: 9.21.1 Future periods?
9.21.2 Previous closed periods?
9.21.3 A previously closed year? If Yes:-
9.21.4 What controls are in place e.g. level of authorisation and on screen warnings? 9.21.5 Will the software revise
subsequent periods accordingly?
Specific transactions as follows: P/L invoices and Recurring payments in current year.
Generally – no. Special case for central payments batches from Local Authorities are only where a school does not have a bank account. Due to timing differences it may take a couple of weeks for the Local Authority to return the paid invoices to the school in which time the school may have closed accounting periods, FMS reconciles the invoice in the accounting period in which it has been accounted in as detailed in 9.18.
No
By access rights. Messages are displayed on screen when these transactions are recorded.
Yes Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed
9.22 How will transactions outside the current period be:-
9.22.1 Reported
9.22.2 Accounted for in the VAT return?
Unposted future commitments are included by default in the default reports; Central Payments are included by default in closed periods.
Both of these transactions types do not attract VAT.
Confirmed
9.23 Does the software permit use of budgets and provide comparisons between budgets and actuals? If Yes:-
9.23.1 How many versions of
budgets/forecasts can be maintained on the system?
Yes – budgets are an integral element of the software and comparison between budgets and actuals is provided.
2 versions of the budget are available. Original when the budget was fixed and Current.
Confirmed
Confirmed
9.24 Are budgets available for: 9.24.1 General ledger? 9.24.2 Sales ledger? 9.24.3 Purchase ledger? 9.24.4 Overheads? 9.24.5 Balance sheet? Yes Yes Yes Yes No Confirmed Confirmed Confirmed Confirmed Confirmed
9.25 Can budgets be set by:
9.25.1 Period? 9.25.2 Annually? Yes Yes Confirmed Confirmed
9.26 Can the software automatically
generate budgets? If Yes:-
Please state how this is achieved.
Yes
Budgets can be generated using historical data, historical data with an uplift, zero budgeting or imported from Third Party Budgeting software
Confirmed
Confirmed
9.27 What is the maximum value of
transactions and of totals that can be handled by the software?
99,999,999.99 is the maximum value.
As stated
9.28 What is the maximum number of
transactions that can be handled by the software?
Potentially infinity. Current users probably enter less than 10,000 entries per financial year in total.
As stated
9.29 What is the maximum number of
accounts on each ledger: 9.29.1 Sales ledger? 9.29.2 Purchase ledger? 9.29.3 General ledger?
Potentially infinity. “Normal usage” is as follows:-
0 – 200 1 – 1,000 1 – 500
10 Reports
10.1 Are all reports adequately titled and dated? (E.g. report name, client name, data, period, batch, last entry number, period end, pages, numbers etc.)
Reports have the report criteria within the report header with date and time in the footer.
Confirmed
10.2 Do the reports provide totals where applicable?
Reports have appropriate totals. Confirmed
10.3 Are these totals calculated or taken from a control file?
Please state the reports that do not feature calculated totals.
Different approaches are taken depending upon the report. Some reports totals are generated directly from source transactions whilst other from summary totals.
Not lists.
Confirmed
Confirmed
10.4 Is it clear when the report has ended? (totals or end markers)
Reports have totals at the end of reports as well as having page X of Y in the footer.
Confirmed
10.5 Can reports be saved in electronic format (as distinct from just printing)?
Reports can be saved electronically.
Confirmed
10.6 Are such files adequately
protected from deletion or amendment?
Advice given is that reports are saved into a secure area on the network. However, once reports are saved outside FMS, the user has the ability to delete the reports.
Confirmed
10.7 Is a report writer provided as part of the software or as an add on? Please state the name of any third party package.
The report writer is included within the software.
Capita have developed their own report writer, which is called Defined Reports. This enables the writing of customised reports for nominal balances but not transactions.
Confirmed
10.8 What level of knowledge is required to use the report writer e.g. beginner, regular user, expert?
Capita offer a 0.5 training day course that should enable a user to be confident with User Defined Reports.
Confirmed
10.9 Can the report writer make use of user-defined fields (including external fields)?
User defined fields are not available within FMS hence cannot be included in the report writer.
Confirmed
10.10 Does the report writer enable:-
10.10.1 Separate access to
each system area?
10.10.2 Reports to be
prepared which combines related data from a number of system areas (e.g. Customers – Sales – Stock items) in the same report?
The report writer only allows nominal balances from the Trial Balance and budgets to be included.
It does not allow standing data from S/P & P/L to be included.
Confirmed
Confirmed
10.11 Can users define the parameters, columns, fields and selection criteria used on reports reported?
No selection criteria in standard reports but in user defined reports users can define the data, parameters and criteria to be included in reports. The chosen criteria are printed on the reports.
Confirmed
10.12 Are standard reports always produced, even when they are nil returns?
10.13 Is there an option for reports to exclude nil balances, this year or where there are nil balances this year and last year, to enable a comparative report to be produced with the completeness of both years’ being maintained?
Yes – standard reports are produced where there are nil returns.
Yes - based upon user feedback, selected reports have the option to exclude zero values/nil balances. A zero value is where the nominal account does not have a budget, commitment or actual.
Confirmed
10.14 Can screen layouts, reports and transaction formats be easily adapted to users’ requirements?
Screen layouts and transaction formats cannot be modified at all. Based upon user feedback, on selected reports the user has the ability to decide which transactions and the order in reports.
Confirmed
10.15 Can a hard copy be produced of
all screen enquiries?
A hard copy of screen enquires can be produced.
Confirmed
10.16 Can transaction files for all previous periods of the year be retained in the software to permit enquiries and reports?
Yes – previous periods are retained within the software hence are available for enquires and reports.
Confirmed
10.17 Are reports of all changes to standing data on customers, suppliers, tax rates etc
automatically generated or stored for later printing?
If Yes:-
10.17.1Is the report able to capture the nature of the change, user id and data and time of the change?
All changes to standing data are recorded in the Audit Trail. The Audit Trail cannot be deleted and is able to be printed when required.
Yes – the Audit Trail automatically includes user, data and time together where a reason for the change has been entered by the user
Confirmed
Confirmed
10.18 Are all transactions on all reports individually identifiable?
Each transaction is separately identifiable by use of the Transactions Number.
Confirmed
10.19 Do the reports show whether items are debit or credit?
Yes – transactions are reported using the standard that positive values are debits and negative values credits. However, on the statutory Consistent Financial reporting (CFR) reports, the government have stated that all values are positive.
10.20 Do reports give sufficient narrative and coding to enable cross-referencing?
Reports provide the appropriate narratives to enable cross referencing on screen only.
Confirmed
10.21 Is it possible to drill down from reports to the ledgers and original transactions?
It is not possible to drill from reports to the ledgers or original transactions, only from screen enquiries.
Confirmed
10.22 Can the software produce all requisite reports:-
10.22.1 Day books
10.22.2 Trial balance
10.22.3 Profit and loss account
10.22.4 Balance sheet
10.22.5 Aged debtors
10.22.6 Aged creditors
10.22.7 Aged stock
10.22.8 Aged unallocated cash
(debtors)
10.22.9 Aged unallocated cash
(creditors)
10.22.10 Budgets
10.22.11 Cash flow statement
10.22.12 VAT reports
10.22.13 VAT form 100
10.22.14 EC Sales Listings
10.22.15 Intrastat returns (SSD)
The following reports are available:- Yes, by period Yes User defined User defined Yes Yes N/A No N/A Yes No Yes No No No Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed Confirmed 10.23 Are the above reports standard
within the software or do they have to be written?
Yes - the available reports are standard whilst Profit and Loss and Balance Sheet reports can be created using User Defined Reports.
Confirmed
10.24 Is the age criteria fixed or user definable?
On both the creditor and debtor aged reports, the age criteria is fixed using the standard 30 days periods.
Confirmed
10.25 Can the aged analysis and day book reports be in summary and detail?
The aged creditor report can be produced at both detailed and summary levels. The aged debtor report can only be produced at a
summary level. 10.26 Do standard reporting options
give sufficient flexibility to tailor individual reports?
The standard reports options have been based upon user feedback over recent years.
Confirmed
10.27 Can all reports be reproduced after the period end but @ the month end date:-
10.27.1 Transaction listings?
10.27.2 Day books?
10.27.3 Trial balance?
Reports can be produced for a period but not at the period end date. The date of the transaction will be displayed
Confirmed
10.28 Is it possible to print out retrospective month end aged sales and purchase ledger reports that agree back to the month end trial balance control account figures as at the month end?
No Confirmed - ability to reproduce
the aged creditor report at different dates is in their development plans for Spring 2012.
10.29 Do the standard budget reports provide sufficient analysis of variances?
10.30 Do such reports provide exception reporting, percentage analysis and comparatives?
Yes - the standard budget reports have been developed based upon user feedback.
The standard reports for budgets have been developed based upon user feedback. Most reports are based upon the selected year although User Defined Reports can include multiple years.
Confirmed
Confirmed
10.31 Do standard reports show
sufficient analysis of trading results? (E.g. sales analysis by region)?
N/A
10.32 Are all movements during each
accounting period shown on sales, purchase, general, stock ledger detail reports?
Yes all movements (transactions and journals) are shown on detail reports.
10.33 Do the sales and purchase ledger reports show how all partial payments or allocations (unallocated cash) have been treated?
S/L reports do show part payments. It is not possible make partial payments within the P/L.
Confirmed
10.34 Is there a general ledger report that shows balances brought forward and carried forward plus all posted transactions in the period?
Yes – this report exists within the Chart of Account review and the Summary Trail Balance report by period.
Confirmed
10.35 Can the management accounts,
profit and loss account and balance sheet be sufficiently analysed by:
10.35.1 Project/job
Management account reports can be generated as detailed below. P/L and Balance Sheet are based upon nominal balances
No
Confirmed
Confirmed
10.35.2 Cost centres Yes Confirmed
10.35.3 Department Yes Confirmed
10.35.4 Division No Confirmed
10.35.5 Company No Confirmed
10.35.6 Group (if applicable) No Confirmed
10.35.7 Can the above be user
defined by Period and/or range?
Yes Confirmed
10.36 What controls are there in place so that the user is aware of partly processed transactions:- 10.37 10.37.1 Unposted invoices 10.37.2 Uninvoiced dispatches 10.37.3 Payments 10.37.4 Receipts
The screens have been designed so that the transactions that need action are displayed at the top of screens.
All Unauthorised invoices are posted to the nominal accounts. N/A
It is not possible to partly make a payment.
It is not possible to partly make a receipt
Confirmed
Confirmed
Confirmed
10.38 State the controls that are in place to ensure that the correct
price/discount has been applied to invoices/credit notes?
(e.g. Gross Margin reports)
The application of discounts is unusual in their market and they rely upon the user to make the appropriate entries. No such report exists.
Confirmed
10.39 Detail all automatically generated documents for external use. (E.g. sales invoices and
statements, remittance advices.)
The following can be generated:- Purchase Order
Central Authorisation Listing Cheque & Remittance Advice BACS & Remittance Advice (printed and .pdf)
Receipts Sales Invoice Sales Credit Note Sales Ledger Statement
Variety of XML documents POP for electronic trading
Confirmed
10.40 Can the software reproduce
source documents? [E.g. sales invoices; POs, Remittance advices……]
Yes – see list above Confirmed
10.41 Are the duplicates an exact replica of the relevant financial and VAT accounting information as stored on original documents [i.e. they do not take account of any subsequent changes to the standing data?
Yes – whenever duplicates are replicated they are an exact copy of the original document. On occasions, the layout of the source document may be modified but the data is the same.
Confirmed
10.42 Are these clearly identified as duplicates?
Yes – all duplicates have the word “Copy” on the printed format and within the appropriate XML tag.
Confirmed
10.43 Does the software force the production of month-end reports?
No – period end is optional and no period end reports as such are produced although standard reports can be produced for specific periods at any time.
10.44 Can the reporting function make use of external data files?
No – external data cannot be used within the reporting functionality.
Confirmed
10.45 Does the report writer have the facility to scroll up and down when output to screen?
Yes – outputs from User Defined Report provide the ability to scroll up and down on screen.
Confirmed
10.46 Can all reports be run without the need for period-end procedures to be initiated?
Yes – reports can be produced without period end being undertaken.
Confirmed
10.47 Does the report writer allow print previews of all reports?
Yes User Defined Reports can be previewed.
Confirmed
10.48 Can transactions and standing data be output directly to other formats e.g. CSV, txt, XML, PDF etc. for any period of time
required?
Transactions reports and the Audit Trail can be output to .csv. If a .pdf printer driver is available, .pdf documents can be generated.
11 Value Added Tax
The following sections detail the general requirements/features of an accounting package in handling VAT. It cannot cover all eventualities or all users and where necessary members should contact their local HMRC office for detailed guidance. The overall objective is to accurately record the accounting for VAT in order to support VAT returns to HMRC.
Software features
11.1 Does the software have the
facility to hold the following VAT information:-
11.1.1 UK VAT registration
number?
Yes Confirmed
11.1.2 Intrastat code? No Confirmed
11.1.3 EC Code? No Confirmed
11.1.4 EC VAT registration numbers (10)?
No Confirmed 11.1.5 VAT rates (please
specify number available)
Yes – each VAT rate is a separate nominal code. Can set up as many as required.
Confirmed
11.2 How does the software
handle roundings?
VAT is calculated at a line level and then rounded to the nearest penny on the transaction.
Confirmed
11.3 Is this applied consistently? Yes – the rounding
described above is applied consistently.
Confirmed
11.4 Does the software handle
VAT Scale charges with automatic double entry processing?
No scale charges. Confirmed
11.5 Does the software handle
VAT calculation tolerances?
VAT tolerances are handled by allowing the user to override the calculated VAT value in P/L to match the external document.
If Yes do any discrepancies produce:-
11.5.1 Warning? No - it is reliant upon the
user to ensure that the correct VAT is entered within the P/L
Confirmed
11.5.2 Appear in the audit trail
The Purchase Invoice that has the modified VAT appears in the Audit Trail. Additionally, the difference in the calculated and entered VAT is displayed within the VAT reports.
Confirmed
11.5.3 Appear in the VAT
exception report?
The modified VAT appears in the VAT report.
Confirmed
11.6 What security features
(password/ audit trail) are in place to control changes made to:
11.6.1 General ledger VAT
control accounts?
Details below:-
All VAT control accounts are recorded in the Audit Trail.
Confirmed
11.6.2 VAT tables set up and change?
No VAT table see 11.1.5 Confirmed
11.6.3 Tolerance levels?
11.6.4 Invoice sales number table?
There are no tolerance levels for VAT.
All S/L Invoice numbers are recorded in the Audit Trail. User can set start and finish numbers. Confirmed Confirmed 11.6.5 Changes on VAT code on customer files?
No VAT code is held on customer files in S/L.
Confirmed
11.6.6 Changes on VAT
code on stock files?
11.6.7 VAT calculated on sales invoices or credit notes?
VAT on Sales Invoices and Credit Notes is automatic by the software.
Confirmed
11.7 Does the software store and
report a VAT return identifier [VRI]?
No – date return finalised only.
Confirmed – considering VRI number in future release
11.8 How does the software
ensure that that each eligible posting is reported only once in a VAT return?
An internal flag is set when a posting is included in VAT return – not visible to user. All transactions are included within a selected period or the next VAT period.
Confirmed
Method of operation
11.9 VAT basis. Can the software
handle:
11.9.1 Invoice (standard) accounting?
Yes Confirmed
11.9.2 Cash accounting? No Confirmed
11.10 If the software can handle both invoice (standard) and cash methods of accounting for VAT is the basis clearly identified during set up?
N/A
11.11 Does the software allow for a switching between methods?
No Confirmed
11.11.1 If Yes:-
Is the change fully supported by audit trails to ensure proper VAT treatment of all transactions?
N/A
11.11.2 Is this ability to change a basis of accounting clearly flagged, i.e. users warned etc.
11.11.3 Does the software alert the user that they require HMRC authorisation if they attempt to apply, retrospectively, the ‘Cash Accounting Scheme’ for VAT accounting?
N/A
11.11.4 Does the software
provide useful and relevant information on switching in the software help section?
N/A
11.12 Can the software handle the following VAT schemes:-
11.12.1 Annual accounting
scheme?
No Confirmed
11.12.2 Flat rate scheme? No Confirmed
11.12.3 Retail schemes? No Confirmed
11.12.4 Account for VAT
on the margin?
No Confirmed
11.13 Can the software be
configured to handle partial exemption methods?
No Confirmed
11.14 Please state the number of VAT codes available for
VAT analysis.
As many as required see 11.1.5.
Confirmed
11.15 How does the software
handle:-
11.15.1 Outside scope? Outside scope VAT codes
can be defined and associated with appropriate nominal codes. Confirmed 11.15.2 Distance selling (supply to an unregistered EC customer)? No Confirmed
11.16 How the software handle EC VAT:-
11.16.1 Goods and related
service?
No EC VAT.
N/A
Confirmed
11.16.2 Services only? N/A
11.16.3 Process? N/A
11.16.4 Triangulation? N/A
11.17 Does the software include the functionality to identify EU acquisitions?
No Confirmed
If Yes:-
11.18 Can the software generate acquisition tax?
N/A
11.19 Can a report be generated of all EU acquisitions and the amounts of acquisition tax generated?
N/A
11.20 Does the software include the functionality to identify transactions liable to reverse charge VAT?
N/A
If Yes:-
11.21 Can the software generate reverse charge VAT?
N/A
11.22 Can a report be generated of all transactions liable to reverse charge VAT, and the amounts of tax where so generated?
N/A
11.23 Does the software have a facility to reconcile the VAT returns amounts for input, output and net VAT payable/recoverable to the General ledger control account?
Yes – Currently, Local Authority schools using FMS who have a bank account submit a VAT claim to their Local Authority. The Local Authority includes the
school VAT claim and submits their VAT claim to HRMC. The local Authority “refunds” the claimed VAT back to the school.
In terms of Academies, Academies will submit their VAT claim directly to HRMC.
When the claimed VAT is refunded, a journal is posted between the bank account and relevant VAT control ledgers.
11.24 How does the software
handle late transactions posted outside the closed VAT return period?
Once the VAT report for a period has been confirmed as submitted, all subsequent transactions will be included in the next VAT report.
Confirmed
Input VAT (purchases)
11.25 Can the software handle VAT
inclusive amounts and automatically calculate the input VAT?
Yes – this functionality exists only within Petty Cash.
Confirmed
11.26 Does the software require the following to be entered:-
11.26.1 Supplier reference? Yes Confirmed
11.26.2 Supplier document reference? Yes Confirmed 11.26.3 Internal document reference? Yes Confirmed
11.26.4 Invoice tax point date?
Yes Confirmed
11.26.5 Invoice posting period date?
11.26.6 Invoice gross total? Yes Confirmed 11.26.7 Invoice VAT amount? Yes Confirmed 11.26.8 Individual invoice lines:-
11.26.8.1 net amount Yes Confirmed
11.26.8.2 VAT rate
(optional from VAT code, product supplier)
No – VAT code only but rate rates shown against code on bottom of invoice.
Confirmed
11.27 Does the software validate individual invoice line VAT amounts against the total invoice of VAT (less early settlement at discount) and accept or reject the amount subject to the software tolerance?
No – VAT is validated at Invoice level rather than line level.
Confirmed
11.28 Can the user override the software derived input VAT amount and input VAT as shown on the supplier invoice?
The user can override and enter the required VAT value from the supplier Invoice.
Confirmed
11.29 Does the software allow VAT
to be reclaimed on the basis of registered but unposted invoices?
No Confirmed
If Yes:-
11.30 Does the software flag the status as:-
11.30.1VAT not yet reclaimed? N/A
11.30.2VAT claimed? N/A
