1. IBC top tips Geoff Thompson Transitional Finance Officer Education Financial Services

2. IBC top tips Contract types The selection of a contract type in HR, determines which ledger code is used. A new contract type is now available for Community Focused staff. This can be backdated for staff currently on the wrong ledger code.

3. IBC top tips Contract types A number of schools have previously selected “Casual Staff” from the drop down list which has resulted in transactions on the unassigned ledger code 2480. Schools are advised NOT to use this contract type. A list of contract types and ledger codes has been added to the EFS website, under Wage (contract) type mapping.

4. IBC top tips

5. Contract types These need to be moved by changing the contract type with effect from the first transaction in the system. Menu path Schools > Staffing forms > Maintain HR data ( Step 9)

6. IBC top tips The contract type can be changed by selecting from the drop down list. If you enter past a date then the money will be moved within the cost centres once actioned i.e. if you put 01.09.2015 as the effective date any changes from September going forward will be moved as well to marry up with the cost centre distribution. Tip: You will get two information warning messages, press the enter key to except these.

7. IBC top tips Local banking List of general ledger codes to use Business Transactions for Cash Receipting Business Transactions for Cash Receipting Wherever possible you should enter this information within two working days of banking the income. Tip: for reporting enter the paying in slip number and any tax code in the text field. i.e. 12345 20% meals. Please be aware that the system will not warn you if you have already entered a paying in slip. To get it reversed email into OxfordRems@hants.gov.uk with the document number of the payment.OxfordRems@hants.gov.uk

8. IBC top tips Invoicing plans Schools will have to pay their own rates as from the new financial year 2016. Training documents have been created to assist them in this process. Use of service orders You should avoid copying service shop orders since amending the quantity and price details can cause issues in the processing of the invoices. If there is not enough value left on a service shop order, you can enter an invoice with a higher value but the quantity has to stay as the outstanding quantity remaining. The invoice will block and go to the head for re-release.

9. IBC top tips Changes to purchase orders

10. IBC top tips Service shop purchase orders Service shop orders now automatically include the words: ‘the value shown is an estimate of requirements and does not imply a guarantee to use the amount shown’.

11. IBC top tips Simple and service shop purchase orders The text now automatically breaks at the 40th character (this includes spaces) - first 40 characters print out on the PO as short text like in a normal PO and then the rest is printed in the main body of the PO. A few examples:

12. IBC top tips Invoices If, an invoice has been blocked, and then released, it will still have history of being blocked. So when running the blocked invoice report, check that you are running the blocked invoice report for the latest period. If when entering an invoice you select the final invoice tick box. Then reverse this invoice, you will get an error message when trying to re- enter the invoice, that there are no items to invoice. This is because reversing the invoice does not remove the final invoice tick. You will have to create another PO and put a request in to get the original PO deleted. Unplanned delivery on the pay invoice screen will only work if the delivery has VAT at 20% on it.

13. IBC top tips Commitments Any outstanding commitments WILL be carried forward to the new financial year. To remove any commitments please send in an enquiry. Type: Product data in estore / catalogue. Enquiry: Content changes.

14. IBC top tips Rejected shopping carts If a shopping cart has been rejected by the authoriser (headteacher). When the changes have been made, to get it back to the authoriser (headteacher) you need to select the ‘Order ‘ icon in the top left hand corner. The authoriser then needs to refresh their worklist to update the shopping cart with the changes. By saving it, this does not send it back.