1. Year End Closedown 2017 – 18 review
and looking forward to March 2019
Introductions

2. Background
The Accounts and Audit Regulations 2003 place a legal requirement on the LA and Schools to close the accounts (we have to meet their deadline)
Schools’ figures have to be added to KCC’s accounts earlier
To ensure we could meet the deadline for we ran a pilot with 16 schools in
PILOT – 16 schools volunteers
Successful pilot last year

3. How did it go 2017 – 18? Deadlines UIFSM Bank Statements
Late or not received
Deadlines - Only 10 schools missed the deadline
Reached our consolidation deadline a day early
UIFSM - Not so many queries
Guidance on Kelsi
Ledger code report sent in with year end accounts – helped us identify issues
NOTE : UIFSM - Final figure should be:
Statement of account at year end
This year’s adjustment
Affect of last year’s adjustment
Bank statements –
Siobhan met NAT West and agreed statements up to 18th to arrive by 21st Mar
Online banking
More regular statements

4. Positives
Able to start preparing next year’s 3 Year Budget Plan sooner
Able to take Easter holiday off!
Ran pretty smoothly
Not that different really
Some of the feedback so far

5. Negatives OLD year open 26–29 March
Your concern – couldn’t work in FMS6 for these days
Our concern – risk of further transactions in the OLD year after submission to SFS
Salary Reports
Not having time to make usual checks and reconciling within BPS
No time to deal with payroll queries prior to submitting accounts
OLD year open for 4 days
Can work in the NEW year but we advise no bank reconciliation until AFTER submitting accounts
Doing it BEFORE submission can cause a problem with the unpresented listing submitted to us
Changes could be made after submission in error
Not aware of any incidents …… as yet!
Schools MUST match what we submit to the DfE
If there are issues they have to be corrected in Schools accounts this year before year end
We’ll pick them up with six month returns
March salary - Can still be input in FMS6 as usual (cash book journal) as costs have come out of bank a/c
Run usual payroll rec through BPS AFTER submission
Contact payroll provider as usual with queries
and raise YE adjustments if necessary (for over / underpayments etc.)

6. Closedown Deadline Date
Timings for this year
Most important date
Closedown Deadline Date
Monday
25 March 2019
2 days later than last year
More time for payroll reconciliation if necessary

7. more timings for this year…..
From 1 February 2019
Carry out FMS6 Health Check
1 March 2019
Edukent March Direct Debit notification
18 March 2019
Edukent second March DD notification ** TBC
Receive March Statement of Account notification
Statement of Account (March advances)
Capital Matrix and YE Revenue Analysis forms on Kelsi
1 Feb - Health Check pack will be ed Sept 2018
Contact helpdesk if necessary
We are looking at ways to improve / speed up this process
develop an excel ‘tool’ for schools to use alongside pack
1 Mar – as usual
18 Mar - ** Edukent – second notification – TBC by Edukent nearer the time
Advances will be in bank a/c’s on 20 March 2019
Cap Matrix etc. – we have to wait for March figures for lookup

8. Closedown deadline for 2019
still timings……..
20 March 2019
Advances will be in bank
21 March 2019
Receive Bank Statements from NAT West
25 March 2019
Payday – may need to contact individual payroll providers earlier for reports
Closedown deadline for 2019
20 March – about normal
21 Mar – Statements – hopefully!
25 March
Payday - should have received payroll reports 21/22 March
DEADLINE –
Earlier If possible then that’s fine with us!

9. ….and more….
26 – 29 March 2019
FMS6 OLD year still open – cannot be closed until 1 April
Ensure nobody processes items in the OLD year after submitting accounts to SFS
26 – 29 March
OLD year open for four days
Reminder !! Gap between submission and end of March
Procedure for disabling passwords will be in closedown pack if necessary – as last year
We will be able to contact schools prior to holidays!

10. a bit more...
From 1 – 7 April 2019
Run a Preliminary Closure in FMS6
After checking the current figures match those submitted
Can be done before receiving Oracle report from us
FMS6 – continue as usual in the new year
But – Final Closure cannot be run until AFTER Oracle Report has been received and checked
Process March VAT as usual
Prelim
full details in closedown pack for checking FMS6 figures against those submitted
Also details on how to check Oracle outturn report
After running prelim
Still need to make sure that nothing is input into the OLD year in period 13 until FINAL closure is run
During this time we will still be able to contact schools prior to holidays!

11. and finally….. Easter Holiday 8 – 22 April 2019
(Good Friday 19 April 2019)
No actual date for these next two!
Sending you Oracle Outturn Report
Then….Final Closure of 2018 – 19
Outturn Reports
Not necessarily first come, first served.
Depends on:
Any issues / queries
If we’ve been unable to contact schools with holidays etc.
May receive report BEFORE easter
Final closure after receipt of oracle report

12. FAQ – BACS / Cheque runs
Q Invoices were processed before closedown but I hadn’t paid them, can I pay them after submission? A Yes – Inputting the invoices affects the final balance (surplus/deficit) so it doesn’t matter if they’re paid or not. You can process a payment run when the payments are due
Timings will be included in the pack to ensure this runs smoothly
But if necessary, yes you can process a payment run AFTER submission as it won’t affect rollover into NEW year!
BANK and ZCC01 will change
ZCC01 - is unpaid , processed invoices (no cheque has been raised in system)

13. Any feedback? All feedback welcome Contact us: 03000 415415
Pack
Procedure notes
Timing
Training
Support / Helpdesk
Contact us:
Took on board comments from the pilot schools last year
From our own staff
Will take everything into account for next year where possible

14. Thank you
If you think of something later - contact us via the helpdesk!