1. V 03.02.01Slide 1V 1.0Slide 1 FMP/Common Setup FMP – Common Setup Account Clerk School Principal FMP Bookkeeping FMP Common Setup Budgeting Staff Cost Capital Asset Register Sales & Stock Other Registers 1. School Accounting Info 2. A/C Year Maintenance 3. COA Maintenance 4. Voucher Type Maintenance 5. Location Maintenance 6. Report 3. COA Maintenance

2. V 03.02.01Slide 2V 1.0Slide 2 COA Maintenance Common Setup - Chart of Account Maintenance User can maintain Chart of Account by means of sources of fund, ledger codes, sub-ledger codes, account codes and programme codes. User can maintain bank information including cheque format and bank autopay format.

3. V 03.02.01Slide 3V 1.0Slide 3 EMB-Defined Code Chart of Account Maintenance - EMB-Defined Code This function allows user to check the code range of Ledger / Sub-Ledger / Account Code defined by EMB and the school. This range is maintained by EMB. The range of Ledger Code / Sub-Ledger Code / Account Code can be updated by EMB and transmitted to the school via Communication and Delivery System (CDS). Any change to the code range “Reserved by EMB” will be sent to school via CDS. Ledger Code / Sub-Ledger Code / Account Code can be updated by EMB and transmitted to the school via CDS.

4. V 03.02.01Slide 4V 1.0Slide 4 EMB-Defined Code Chart of Maintenance - EMB-Defined Code Asset / Liability Ledger Code consists of 5 bytes, which is formed by Source of Fund Code (1 byte) + Ledger Code (4 bytes). Income / Expenditure Account Code consists of 11 bytes, which is formed by Source of Fund Code (1 byte) + Ledger Code (4 bytes) + Sub-Ledger Code (3 bytes) + Account Code (3 bytes).

5. V 03.02.01Slide 5V 1.0Slide 5 View EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu By default, display the page of [EMB-Defined Code] View EMB-Defined Code

6. V 03.02.01Slide 6V 1.0Slide 6 View EMB-Defined Code EMB Defined Code View EMB-Defined Code

7. V 03.02.01Slide 7V 1.0Slide 7 View EMB-Defined Code School Defined Code View EMB-Defined Code

8. V 03.02.01Slide 8V 1.0Slide 8 Structure of Chart of Account Asset Ledger Code 5 (bytes) Source of Fund Code 1 (byte) Ledger Code (4 bytes) Liability Ledger Code 5 (bytes) Source of Fund Code 1 (byte) Ledger Code (4 bytes) Income / Expenditure Account Code 11 (bytes) Source of Fund Code 1 (byte) Ledger Code (4 bytes) Sub Ledger Code (3 bytes) Account Code (3 bytes)

9. V 03.02.01Slide 9V 1.0Slide 9 Code Range – Asset Asset Ledger Code School Defined 5000 – 5999 EMB Defined 6000 – 6999 Code Range - Asset

10. V 03.02.01Slide 10V 1.0Slide 10 Code Range – Liability Liability Ledger Code School Defined 7000 – 7499 EMB Defined 7500 – 9999 Code Range - Liability

11. V 03.02.01Slide 11V 1.0Slide 11 Code Range – Surplus/(Deficit) Grants Outside OEBG EMB DefinedSchool Defined A-Z 1000-1699 001-999 Source of Fund Ledger Sub-Ledger A-Z 1700-1999 500-999 Code Range - Surplus / (Deficit)

12. V 03.02.01Slide 12V 1.0Slide 12 Code Range – Surplus/(Deficit) OEBG General Domain EMB DefinedSchool Defined A-Z 2000-2699 001-499 Source of Fund Ledger Sub-Ledger A-Z 2000-2699 500-999 Code Range - Surplus / (Deficit) 2ZZZ 001-999 2700-2999 500-999

13. V 03.02.01Slide 13V 1.0Slide 13 Code Range – Surplus/(Deficit) OEBG Special Domain EMB DefinedSchool Defined A-Z 3000-3999 001-499 Source of Fund Ledger Sub-Ledger A-Z 3000-3999 500-999 Code Range – Surplus / (Deficit)

14. V 03.02.01Slide 14V 1.0Slide 14 Source of Fund Chart of Account Maintenance – Source of Fund Source of Fund Code ‘A’ to ‘G’ is reserved by EMB. Separate books of accounts can be maintained under individual source of fund code. User can print out one book of accounts by selecting the source of fund under Bookkeeping Module. Most of the Annual Accounts Reports (Bookkeeping Module) are hardcoded based on Source of Fund Code ‘G’. That is, accounts balance for Source of Fund Code other than ‘G’, such as ‘Q’ (if created by user) for Quality Education Fund, will not be included in the Annual Accounts Reports under Bookkeeping Module. ‘G’ – General Operating Fund is a code pre-loaded by EMB. User can record all government grants and school fund activities under source of fund ‘G’. Pre-set account codes prepared by EMB are all under Source of Fund Code ‘G’. User is not allowed to delete source of fund once it has been created.

15. V 03.02.01Slide 15V 1.0Slide 15 Add Source of Fund - This function allows user to create a new source of fund. - When user wants to allocate fund to different fund source, source of fund code can be created. Consequently, ledger, sub-ledger and account codes can be created under the newly created source of fund code for fund allocation. - Source of Fund Code should be alphanumeric only. - Duplicated Source of Fund Code is not allowed.

16. V 03.02.01Slide 16V 1.0Slide 16 Add Source of Fund Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Source of Fund] tab Step 3. Click [Add] button Add Source of Fund

17. V 03.02.01Slide 17V 1.0Slide 17 Add Source of Fund Step 4. Fill in the fields Add Source of Fund

18. V 03.02.01Slide 18V 1.0Slide 18 Add Source of Fund Step 5. Click [Save] button Add Source of Fund

19. V 03.02.01Slide 19V 1.0Slide 19 Update Source of Fund - This function allows user to update an existing source of fund. - User may set the effective status to “Inactive” if the source of fund is no longer in use. - Changes to the Source of Fund’s effectiveness will be propagated down to the related Ledger Code, Sub-Ledger Code and Account Code. - English Description and Chinese Description can only be amended if the selected source of fund code is defined by school (i.e. English Description and Chinese Description for Source of Fund Code ‘A’ to ‘G’ cannot be amended).

20. V 03.02.01Slide 20V 1.0Slide 20 Update Source of Fund EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Source of Fund] tab Update Source of Fund

21. V 03.02.01Slide 21V 1.0Slide 21 Update Source of Fund Step 3. Select the [Source of Fund Code] Update Source of Fund

22. V 03.02.01Slide 22V 1.0Slide 22 Update Source of Fund Step 4. Update the fields Step 5. Click [Save] button Update Source of Fund

23. V 03.02.01Slide 23V 1.0Slide 23 Ledger Chart of Account Maintenance - Ledger Add ledger information Update ledger information Delete ledger information Please refer to [EMB-Defined Code] page for school defined range & EMB defined range. Please note that a set of preload ledger code has been loaded into the system. Preload Code is for report generation purpose, especially reports involving annual accounts. If there is any new code created by EMB after the system is running in the school, it will be updated to School end via CDS.

24. V 03.02.01Slide 24V 1.0Slide 24 Ledger Type Each Ledger Code belongs to one Ledger Type: Ledger TypeAssetLiabilitySurplus/Deficit Cash at Bank  Cash in Hand  Bank Fixed Deposits  Fixed Assets  Investment  Stock  Receivable  Deposits  Other Assets  Capitalized Expenditure  Reserves and Funds  Payable  Other Liabilities  Grants Outside OEBG  OEBG General Domain  OEBG General Domain Control A/C  OEBG Special Domain 

25. V 03.02.01Slide 25V 1.0Slide 25 Ledger Type Each Ledger Code belongs to one ledger type. Only Surplus / Deficit Ledger Code will have Sub-Ledger and Account Code attached to it.

26. V 03.02.01Slide 26V 1.0Slide 26 Ledger Chart of Account - Code Structure Ledger Code (5 digits) = Source of Fund (1 digit) + Ledger Code (4 digits) For example: G 1003

27. V 03.02.01Slide 27V 1.0Slide 27 Add Ledger - This function allows user to create a new ledger code. - Before creating new ledger code, source of fund code has to be created. - No duplicated ledger code is allowed.

28. V 03.02.01Slide 28V 1.0Slide 28 Add Ledger EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Ledger] tab Step 3. Click [Add] button Add Ledger

29. V 03.02.01Slide 29V 1.0Slide 29 Add Ledger Step 4. Fill in the fields Step 5. Click [Save and Back] button Add Ledger For the Ledger Type other than “Surplus/Deficit” and “Cash at Bank” Type

30. V 03.02.01Slide 30V 1.0Slide 30 Add Ledger If Surplus/Deficit ledger type is selected, [Save and Link to Sub-Ledger] button is provided for Sub-Ledger maintenance Add Ledger For Ledger Type under “Surplus/Deficit” Type

31. V 03.02.01Slide 31V 1.0Slide 31 Add Ledger Sub-Ledger Linkage Auto create sub-ledger ‘501’(same for English & Chinese description as ledger code), the pre-defined Income/Expenditure account code by EMB will be auto-generated. Add Ledger

32. V 03.02.01Slide 32V 1.0Slide 32 Add Ledger If “Cash at Bank” ledger type is selected, [Save and Link to Bank Info] button is provided for Bank Information maintenance. Add Ledger For “Cash at Bank” Ledger Type

33. V 03.02.01Slide 33V 1.0Slide 33 Add Ledger Link to Bank Ledger Information It goes to [Bank Information] page Add Ledger

34. V 03.02.01Slide 34V 1.0Slide 34 Update Ledger - This function allows user to update an existing ledger. - User can amend English Description, Chinese Description, Effective Date and Effective Status of the Ledger Code defined by the school. - For report generation purpose, English Description and Chinese Description of Ledger Codes defined by EMB are not allowed to be amended. User can only amend the Effective Date and Effective Status of the Ledger Codes defined by EMB. -Changes to the Surplus / Deficit type of Ledger’s effectiveness will be propagated down to the related Sub-Ledger Code and Account Code. That is, if user changes the Effective Date and Effective Status of Ledger, then the Effective Date and Effective Status of all of its related Sub-Ledger and Account will have the same change automatically.

35. V 03.02.01Slide 35V 1.0Slide 35 Update Ledger EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Ledger] tab Step 3. Select [Source of Fund Code], [Ledger Type] and [Ledger Range] Step 4. Click [Search] button Update Ledger

36. V 03.02.01Slide 36V 1.0Slide 36 Update Ledger EMB-Defined Code Step 5. Click [Ledger Code] hyperlink Update Ledger

37. V 03.02.01Slide 37V 1.0Slide 37 Update Ledger EMB-Defined Code Step 6. Update the fields Step 7. Click [Save] button Update Ledger

38. V 03.02.01Slide 38V 1.0Slide 38 Delete Ledger - This function allows user to delete an existing ledger code. - Ledger Code can be deleted only if Budgeting, Bookkeeping and Staff Cost Modules are not effective as at the system date. If any one of these 3 modules is in use, [Delete] button will be in dimmed mode. - Alternatively, user may choose to deactivate existing ledger code by updating its Effective Status to “Inactive”. - Deletion of EMB preloaded ledger code is not recommended, since preload code is for annual report generation purpose and all the deleted ledger codes will be subsequently transferred back from EMB-end to School-end via CDS and loaded into the system.

39. V 03.02.01Slide 39V 1.0Slide 39 Delete Ledger Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Ledger] tab Step 3. Select [Source of Fund Code], [Ledger Type] and [Ledger Range] Step 4. Click [Search] button Delete Ledger

40. V 03.02.01Slide 40V 1.0Slide 40 Delete Ledger Step 5. Select the checkbox(es) next to the [Ledger Code]. Step 6. Click [Delete] button. Delete Ledger

41. V 03.02.01Slide 41V 1.0Slide 41 Sub-Ledger Chart of Account Maintenance - Sub-Ledger Add sub-ledger information Update sub-ledger information Delete sub-ledger information Please refer to [EMB-Defined Code] page for school defined range & EMB defined range. Please note that a set of preload sub-ledger code has been loaded into the system. Preload Code is for report generation purpose, especially reports involving annual accounts. Only Surplus / Deficit ledger type will have sub-ledger code attached to it.

42. V 03.02.01Slide 42V 1.0Slide 42 Sub-Ledger Chart of Account - Code Structure Sub-Ledger Code (8 digits) = Source of Fund (1 digit) + Ledger Code (4 digits) + Sub-Ledger Code (3 digits) For Example: G 1003 001

43. V 03.02.01Slide 43V 1.0Slide 43 Add Sub-Ledger - This function allows user to create a new sub-ledger code. - Before creating a new sub-ledger code, source of fund and surplus / deficit ledger code have to be created. - No duplicated sub-ledger code is allowed. - Upon the creation of Sub-Ledger, the system will auto-generate a set of EMB pre- defined income / expenditure account codes simultaneously.

44. V 03.02.01Slide 44V 1.0Slide 44 Add Sub-Ledger EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Sub-Ledger] tab Step 3. Click [Add] button Add Sub-Ledger

45. V 03.02.01Slide 45V 1.0Slide 45 Add Sub-Ledger EMB-Defined Code Step 4. Fill in the fields Add Sub-Ledger

46. V 03.02.01Slide 46V 1.0Slide 46 Add Sub-Ledger EMB-Defined Code Step 5. Click [Save and Link to Account] button to maintain [Account] information, or click [Save and Back] button to save the entered information and go back to Sub- Ledger main page. Add Sub-Ledger

47. V 03.02.01Slide 47V 1.0Slide 47 Add Sub-Ledger EMB-Defined Code Add Sub-Ledger

48. V 03.02.01Slide 48V 1.0Slide 48 Update Sub-Ledger - This function allows user to update an existing sub-ledger. - User can amend English Description, Chinese Description, Effective Date and Effective Status of the Sub-Ledger Code defined by the school. - For report generation purpose, English Description and Chinese Description of Sub-Ledger Codes defined by EMB are not allowed to be amended. User can only amend the Effective Date and Effective Status of the Sub-Ledger Codes defined by EMB. - Changes to the Sub-Ledger’s effectiveness will be propagated down to the related Account Code. That is, if user changes the Effective Date and Effective Status of Sub-Ledger, then the Effective Date and Effective Status of all of its related Account will have the same change automatically.

49. V 03.02.01Slide 49V 1.0Slide 49 Update Sub-Ledger EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Sub-Ledger] tab Update Sub-Ledger

50. V 03.02.01Slide 50V 1.0Slide 50 Update Sub-Ledger EMB-Defined Code Step 3. Select the search criteria Step 4. Click [Search] button Update Sub-Ledger

51. V 03.02.01Slide 51V 1.0Slide 51 Update Sub-Ledger EMB-Defined Code Step 5. Click [Sub-Ledger Code] hyperlink Update Sub-Ledger

52. V 03.02.01Slide 52V 1.0Slide 52 Update Sub-Ledger EMB-Defined Code Step 6. Update the fields Step 7. Click [Save] button Update Sub-Ledger

53. V 03.02.01Slide 53V 1.0Slide 53 Delete Sub-Ledger - This function allows user to delete an existing sub-ledger code. - Sub-Ledger Code can be deleted only if Budgeting, Bookkeeping and Staff Cost Modules are not effective as at the system date. If any one of these 3 modules is in use, [Delete] button will be in dimmed mode. - Alternatively, user may choose to deactivate existing sub-ledger code by updating its Effective Status to “Inactive”. - Deletion of EMB preloaded sub-ledger code is not recommended, since preload code is for annual report generation purpose and all the deleted sub-ledger codes will be subsequently transferred back from EMB-end to School-end via CDS and loaded into the system. - Default sub-ledger codes created by the system (when creating a new ledger code) cannot be deleted. The checkbox will be disabled.

54. V 03.02.01Slide 54V 1.0Slide 54 Delete Sub-Ledger Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Sub-Ledger] tab Step 3. Select [Source of Fund Code], [Ledger Code] and [Sub-Ledger Range] Step 4. Click [Search] button Delete Sub-Ledger

55. V 03.02.01Slide 55V 1.0Slide 55 Delete Sub-Ledger Step 5. Select the checkbox(es) next to the [Sub- Ledger Code]. Step 6. Click [Delete] button. Delete Sub-Ledger

56. V 03.02.01Slide 56V 1.0Slide 56 Account Chart of Account Maintenance - Account Add Account information Update Account information Delete Account information Please note that a set of pre-load account code has been loaded into the system. Preload Code is for report generation purpose, especially reports involving annual accounts. Multiple accounts would be defined automatically by system under each income and expenditure account type.

57. V 03.02.01Slide 57V 1.0Slide 57 Account Chart of Account - Code Structure Account Code (11 digits) = Source of Fund (1 digit) + Ledger Code (4 digits) + Sub-Ledger Code (3 digits) + Account Code (3 digits) For Example: G 1003 001 001

58. V 03.02.01Slide 58V 1.0Slide 58 Account Structure Income Account Code EMB DefinedSchool Defined 500-550551-999

59. V 03.02.01Slide 59V 1.0Slide 59 Account Structure Expenditure Account Code EMB DefinedSchool Defined 001-050051-499

60. V 03.02.01Slide 60V 1.0Slide 60 Add Account - This function allows user to create a new account code. - Before creating a new account code, source of fund, ledger code and sub-ledger code have to be created. - No duplicated account code is allowed. - EMB Pre-defined Code and Account Type: Expenditure / Income Account type have to be set up. Add Account

61. V 03.02.01Slide 61V 1.0Slide 61 Add Account EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Account] tab Step 3. Click [Add] button Add Account

62. V 03.02.01Slide 62V 1.0Slide 62 Add Account EMB-Defined Code Step 4. Fill in the fields Add Account

63. V 03.02.01Slide 63V 1.0Slide 63 Add Account EMB-Defined Code Select the Account Type Expenditure Account or Income Account Add Account

64. V 03.02.01Slide 64V 1.0Slide 64 Add Account EMB-Defined Code Step 5. Click [Save] button Add Account

65. V 03.02.01Slide 65V 1.0Slide 65 Update Account - This function allows user to update an existing account code. - User can amend English Description, Chinese Description, Effective Date and Effective Status of the Account Code defined by the school. - For report generation purpose, English Description and Chinese Description of Account Codes defined by EMB are not allowed to be amended. User can only amend the Effective Date and Effective Status of the Account Codes defined by EMB.

66. V 03.02.01Slide 66V 1.0Slide 66 Update Account EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Account] tab Update Account

67. V 03.02.01Slide 67V 1.0Slide 67 Update Account EMB-Defined Code Step 3. Select the search criteria Step 4. Click [Search] button Update Account

68. V 03.02.01Slide 68V 1.0Slide 68 Update Account EMB-Defined Code Step 5. Click [Combined Account Code] hyperlink Update Account

69. V 03.02.01Slide 69V 1.0Slide 69 Update Account EMB-Defined Code Step 6. Update the fields Step 7. Click [Save] button Update Account

70. V 03.02.01Slide 70V 1.0Slide 70 Delete Account - This function allows user to delete an existing account. - Account Code can be deleted only if Budgeting, Bookkeeping and Staff Cost Modules are not effective as at the system date. If any one of these 3 modules is in use, [Delete] button will be in dimmed mode. - Alternatively, user may choose to deactivate existing account code by updating its Effective Status to “Inactive”. - Deletion of EMB preloaded account code is not recommended, since preload code is for annual report generation purpose and all the deleted account codes will be subsequently transferred back from EMB-end to School-end via CDS and loaded into the system. - Default account codes created by the system (when creating a new ledger or sub- ledger code) cannot be deleted. The checkbox will be disabled.

71. V 03.02.01Slide 71V 1.0Slide 71 Delete Account Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Account] tab Step 3. Select the search criteria Step 4. Click [Search] button Delete Account

72. V 03.02.01Slide 72V 1.0Slide 72 Delete Account Step 5. Select the checkbox(es) next to the [Combined Account Code]. Step 6. Click [Delete] button. Delete Account

73. V 03.02.01Slide 73V 1.0Slide 73 Bank Info Chart of Account Maintenance - Bank Information The Bank Information allows user to specify which cheque format and / or autopay format will be used if user would like to make use of “Cheque Printing” function in Bookkeeping Module, “Cheque Printing” and / or “Autopay” function in Staff Cost Module. This setup function is optional. By default, the system preloads 5 Cheque Formats for the following bank -Hang Seng Bank (2) -Hong Kong and Shanghai Bank (1) -East of Asia (1) -Fortis Bank (1) By default, the system preloads 3 Autopay Formats for the following bank -Hang Seng Bank -Hong Kong and Shanghai Bank -East of Asia

74. V 03.02.01Slide 74V 1.0Slide 74 Bank Info Structure Ledger (Setup ledger code under “Cash at bank” ledger type) Bank Details (4 banks preloaded, add bank code if necessary) Autopay Format (3 formats provided) Cheque Format (5 formats provided, add new cheque format if necessary) Bank ledger Information (Setup details) Print Cheque (Bookkeeping/ Staff Cost Module) Autopay (Staff Cost Module) This process is required only if user creates extra tailor-made cheque format(s) themselves. Workflow of Bank Information

75. V 03.02.01Slide 75V 1.0Slide 75 Add Bank Ledger Info Add Bank Ledger Information - This function allows user to create a new Bank Ledger Information. - Adding a new Bank Ledger Information is only necessary when user would like to use “Cheque Printing” function in Bookkeeping Module or “Cheque Printing” and / or “Autopay” functions in Staff Cost Module - Before adding bank ledger information, Source of Fund Code and Ledger Code under Ledger Type "Cash at Bank" have to be set up.

76. V 03.02.01Slide 76V 1.0Slide 76 Add Bank Ledger Info EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab By default, display the page of [Bank Ledger Information] Step 3. Click [Add] button Add Bank Ledger Information

77. V 03.02.01Slide 77V 1.0Slide 77 Add Bank Ledger Info EMB-Defined Code Step 4. Fill in the fields Step 5. Select Yes or No to set the bank to use cheque printing Step 6. Click [Save] button Add Bank Ledger Information

78. V 03.02.01Slide 78V 1.0Slide 78 Update Bank Ledger Info Update Bank Ledger Information - This function allows user to update an existing Bank Ledger Information.

79. V 03.02.01Slide 79V 1.0Slide 79 Update Bank Ledger Info EMB-Defined Code Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab By default, display the page of [Bank Ledger Information] Step 3. Select the search criteria Step 4. Click [Search] button Update Bank Ledger Information

80. V 03.02.01Slide 80V 1.0Slide 80 Update Bank Ledger Info EMB-Defined Code Step 5. Update the fields Step 6. Click [Save] button Update Bank Ledger Information

81. V 03.02.01Slide 81V 1.0Slide 81 Add Bank Details - This function allows user to create a new Bank Details. - For example, if user plans to use Cheque Printing function for a particular bank, which is not in the EMB pre-defined bank list (i.e. Hong Kong and Shanghai Bank Corporation, Bank of East Asia, Hang Seng Bank and Fortis Bank), user can add a new Bank Details of that bank, and upload the corresponding Cheque Format for that bank subsequently. - Creating a new Bank Details does not have any interaction with Autopay Format, since there is no function provided for the creation of Autopay Format of any bank. - No duplicated bank code is allowed.

82. V 03.02.01Slide 82V 1.0Slide 82 Add Bank Details Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab Step 3. Click [Bank Details] tab Step 4. Click [Add] button Add Bank Details

83. V 03.02.01Slide 83V 1.0Slide 83 Add Bank Details Step 5. Fill in the fields Step 6. Click [Save] button Add Bank Details

84. V 03.02.01Slide 84V 1.0Slide 84 Update Bank Details - This function allows user to update an existing bank details. - Only Bank Name (English) and Bank Name (Chinese) could be updated. - Bank details of both EMB preloaded and school defined bank can be amended.

85. V 03.02.01Slide 85V 1.0Slide 85 Update Bank Details Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab Step 3. Click [Bank Details] tab Step 4. Select [Bank Code] Step 5. Click [Search] button Update Bank Details

86. V 03.02.01Slide 86V 1.0Slide 86 Update Bank Details Step 6. Update the fields Step 7. Click [Save] button Update Bank Details

87. V 03.02.01Slide 87V 1.0Slide 87 Add Cheque Format - This function allows user to upload a newly tailor-made Cheque Format and attach to a specific bank code. - User can then print out the cheque using the new format in Cheque Printing. - Cheque Format must be prepared under Crystal Reports. - The following 5 commonly used cheque formats are preloaded by EMB and are available in the system: -BEA0001 (Bank of East Asia) (16.5cm X 7.5cm) -FORTIS0001 (Fortis Bank) (18.7cm X 8.7cm) -HS0001 (Hang Seng Bank) (15.8cm X 8.2cm) -HS0002 (Hang Seng Bank) (20.2cm X 8.7cm) -HSBC0001 (The Hongkong and Shanghai Banking Corporation Limited) (15.9cm X 8.2cm)

88. V 03.02.01Slide 88V 1.0Slide 88 Add Cheque Format Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab Step 3. Click [Cheque Format] tab Step 4. Select [Bank Code] Add Cheque Format

89. V 03.02.01Slide 89V 1.0Slide 89 Add Cheque Format Step 5. Click [Search] button

90. V 03.02.01Slide 90V 1.0Slide 90 Add Cheque Format Step 6. Click [Add] button to upload the new cheque format

91. V 03.02.01Slide 91V 1.0Slide 91 Add Cheque Format Step 7. Click [Browse] button and select a template file from local file system

92. V 03.02.01Slide 92V 1.0Slide 92 Add Cheque Format Step 8. Click [Add] button

93. V 03.02.01Slide 93V 1.0Slide 93 Add Cheque Format Step 9. Confirm the action

94. V 03.02.01Slide 94V 1.0Slide 94 Add Cheque Format Cheque Format ID is auto generated by the system in this format:

95. V 03.02.01Slide 95V 1.0Slide 95 Amend Cheque Format - If there is any change to the existing cheque format (e.g.cheque size, font size), user can amend the existing cheque format template in the system: - Workflow: Download Cheque Format Amend the template in Crystal Reports Upload and Replace Cheque Format

96. V 03.02.01Slide 96V 1.0Slide 96 Download Cheque Format - This function allows user to download an existing Cheque Format. - User can amend this downloaded format and upload the revised format as a new cheque format or overwrite any of the existing one.

97. V 03.02.01Slide 97V 1.0Slide 97 Download Cheque Format Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab Step 3. Click [Cheque Format] tab Step 4. Select [Bank Code] Download Cheque Format

98. V 03.02.01Slide 98V 1.0Slide 98 Download Cheque Format Step 5. Click [Search] button

99. V 03.02.01Slide 99V 1.0Slide 99 Download Cheque Format Step 6. Click [Download Cheque Format] hyperlink

100. V 03.02.01Slide 100V 1.0Slide 100 Download Cheque Format Step 7. Click [Save] button to download the template file and store into local file system.

101. V 03.02.01Slide 101V 1.0Slide 101 Download Cheque Format Step 8. Specify the destination directory and click [Save] button Step 9. Amend the template under Crystal Reports

102. V 03.02.01Slide 102V 1.0Slide 102 Upload and Replace Cheque Format - This function allows user to upload Cheque Format and overwrite an existing one.

103. V 03.02.01Slide 103V 1.0Slide 103 Upload and Replace Cheque Format Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab Step 3. Click [Cheque Format] tab Step 4. Select [Bank Code]

104. V 03.02.01Slide 104V 1.0Slide 104 Upload and Replace Cheque Format Step 5. Click [Search] button

105. V 03.02.01Slide 105V 1.0Slide 105 Upload and Replace Cheque Format Step 6. Click [Upload Cheque Format] hyperlink

106. V 03.02.01Slide 106V 1.0Slide 106 Upload and Replace Cheque Format Step 7. Click [Browse] button to specify the cheque template file path

107. V 03.02.01Slide 107V 1.0Slide 107 Upload and Replace Cheque Format Step 8. Click [Save] button

108. V 03.02.01Slide 108V 1.0Slide 108 Upload and Replace Cheque Format Step 9. Confirm the action

109. V 03.02.01Slide 109V 1.0Slide 109 View Autopay Format - This function allows user to search for the Autopay Format available to the selected bank. - Please note that only searching function is provided. There is no download or upload function, since amendment of Autopay Format is not allowed. – By default, the system preloads 3 Autopay Formats for the following banks - Hang Seng Bank - Hong Kong and Shanghai Bank - East of Asia

110. V 03.02.01Slide 110V 1.0Slide 110 View Autopay Format Notes: Autopay Format is maintained solely by EMB Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Bank Information] tab Step 3. Click [Autopay Format] tab Step 4. Select [Bank Code] Step 5. Click [Search] button View Autopay Format

111. V 03.02.01Slide 111V 1.0Slide 111 View Autopay Format View the autopay format description of the bank View Autopay Format

112. V 03.02.01Slide 112V 1.0Slide 112 Programme Chart of Account Maintenance – Programme Programme is used to classify expenditure into programme level. Programme will be used in Bookkeeping, Budgeting and Staff Cost Modules. Maintenance of Programme will perform staff synchronization automatically if Staff Cost Module is not effective. If Staff Cost Module is effective, staff synchronization will be performed automatically in Staff Cost Module. Each of the school levels / sessions and accounting years will have its own set of programmes. For bi-sessional and through-train schools, user has to prepare budget for each of the school levels / sessions of an accounting year under Budgeting Module and may require to create programme under each individual school level / session.

113. V 03.02.01Slide 113V 1.0Slide 113 Add Programme - This function allows user to create a new programme. - Default programme “WFMP – Administration Programme” will be created for each of the school levels / sessions of the accounting year when creating a new accounting year.

114. V 03.02.01Slide 114V 1.0Slide 114 Add Programme Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Programme] tab Step 3: Click [Add] button Add Programme

115. V 03.02.01Slide 115V 1.0Slide 115 Add Programme Step 4. Fill in the fields

116. V 03.02.01Slide 116V 1.0Slide 116 Add Programme Step 5. Click [Save] button

117. V 03.02.01Slide 117V 1.0Slide 117 Add Programme Add Programme – Add Programme Member

118. V 03.02.01Slide 118V 1.0Slide 118 Add Programme Step 6. Click to select Programme Member Add Programme – Add Programme Member

119. V 03.02.01Slide 119V 1.0Slide 119 Add Programme Step 7. Select the checkbox(es) to appoint the Programme Leader Step 8. Click [Save] button Note: At least one leader is selected Add Programme – Add Programme Member

120. V 03.02.01Slide 120V 1.0Slide 120 Update Programme - This function allows user to create a new programme. - User may set the effective status to “Inactive” if the programme is no longer in use. - For administration programme “WFMP”, user is not allowed to amend English Description, Chinese Description, Effective Date and Effective Status.

121. V 03.02.01Slide 121V 1.0Slide 121 Update Programme Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Programme] tab Step 3. Select the search criteria Step 4: Click [Search] button

122. V 03.02.01Slide 122V 1.0Slide 122 Update Programme Step 5. Click [Programme Code] hyperlink

123. V 03.02.01Slide 123V 1.0Slide 123 Update Programme Step 6. Update the fields Step 7. Click [Save] button

124. V 03.02.01Slide 124V 1.0Slide 124 Update Programme - Add Programme Member Update Programme – Add Programme Member Step 1. Click [Add] button to add programme members

125. V 03.02.01Slide 125V 1.0Slide 125 Update Programme - Add Programme Member Update Programme – Add Programme Member

126. V 03.02.01Slide 126V 1.0Slide 126 Update Programme - Add Programme Member Update Programme – Add Programme Member Step 2. Click to select Programme Member

127. V 03.02.01Slide 127V 1.0Slide 127 Update Programme - Add Programme Member Update Programme – Add Programme Member Step 3. Select the checkbox(es) to appoint programme leader if necessary Step 4. Click [Save] button

128. V 03.02.01Slide 128V 1.0Slide 128 Update Programme - Delete Programme Member Update Programme – Delete Programme Member Step 1. Select the checkbox(es) next to the [Staff]

129. V 03.02.01Slide 129V 1.0Slide 129 Update Programme - Delete Programme Member Update Programme – Delete Programme Member Step 2. Click [Delete] button

130. V 03.02.01Slide 130V 1.0Slide 130 Delete Programme - This function allows user to delete an existing programme. - User is not allowed to delete default Programme Code “ WFMP ”. - Programme can be deleted if there is no member selected and the programme is not used by any other modules of the selected school level / session and accounting year. - Alternatively, if the programme is no longer in use, user may update the programme to set the effective status to “ Inactive ”.

131. V 03.02.01Slide 131V 1.0Slide 131 Delete Programme Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Programme] tab Delete Programme

132. V 03.02.01Slide 132V 1.0Slide 132 Delete Programme Step 3. Select the search criteria Step 4: Click [Search] button Delete Programme

133. V 03.02.01Slide 133V 1.0Slide 133 Delete Programme Step 5. Select the checkbox(es) next to the [Programme Code] Delete Programme

134. V 03.02.01Slide 134V 1.0Slide 134 Delete Programme Step 6: Click [Delete] button Delete Programme

135. V 03.02.01Slide 135V 1.0Slide 135 Copy Programme - This function allows user to copy existing programme(s) from one school level / session and accounting year to another (e.g. 1. copy from Accounting Year 2002/2003 Primary AM to Accounting Year 2002/2003 Primary PM; 2. copy from Accounting Year 2001/2002 Primary AM to Accounting Year 2002/2003 Primary AM). - When the programmes for the year concerned are similar to any programme of the previous year, this function facilitates user to copy the programmes over so that user does not have to create all programmes again. - Default programme “ WFMP ” cannot be copied.

136. V 03.02.01Slide 136V 1.0Slide 136 Copy Programme Step 1. Click [Common Setup]  [COA Maintenance] from the left menu Step 2. Click [Programme] tab Copy Programme

137. V 03.02.01Slide 137V 1.0Slide 137 Copy Programme Step 3. Select the search criteria Step 4: Click [Search] button Copy Programme

138. V 03.02.01Slide 138V 1.0Slide 138 Copy Programme Step 5. Select the checkbox(es) next to the [Programme Code] Copy Programme

139. V 03.02.01Slide 139V 1.0Slide 139 Copy Programme Step 6. Click [Copy to] button Copy Programme

140. V 03.02.01Slide 140V 1.0Slide 140 Copy Programme Step 7. Click to select Copy To [Accounting Year] Copy Programme

141. V 03.02.01Slide 141V 1.0Slide 141 Copy Programme Step 8. Change to a new programme code e.g. “AAAA” if necessary or unchecked ‘Include Member’ checkbox if necessary Step 9. Click [Confirm] button Copy Programme Uncheck the box if necessary

142. V 03.02.01Slide 142V 1.0Slide 142 Summary Press ESCAPE to return Note: A brief Summary - EMB Defined Code: A summary on the code range of Chart of Account structure. - Source of Fund, Ledger, Sub-Ledger, Account - Part of Chart of Account structure. - Add / Update anytime during the year as and when necessary. - Bank Information - An optional setup. - Required only if user want to adopt print cheque function and / or bank autopay function. - Relate to “Cash at Bank” Ledger Type. - Programme - On school/level basis. - A function to be set up yearly for each accounting year. - Relate to Budgeting, Bookkeeping, Staff Cost Modules.