Training
Training on Sales Ordering can be found on SharePoint:
FinanceFinancial Management System (FMS) - Sales orders
Frequently asked questions (FAQs)
It’s not currently possible to view a sales invoice on FMS. However, you can use the report Sales Order Text Details under the S2C Reports folder to view the text included in the sales order.
Once a Sales Order is fully approved FMS converts the Sales Order into a Sales Invoice for issue to the customer. The Sales Invoice is emailed to the customer and a copy is also sent to the initiator for their records.
If a copy of the sales invoice is required, email: finance-helpdesk@strath.ac.uk
Knowledge Exchange invoicing covers Consultancy, Conference, Publications, Hire of University owned Facilities, Training and Knowledge Transfer Grants.
Departments raise invoices for Conference, Training, and Short Course subprojects where a contract has not been put in place with RKES (normally less than £10,000 in value).
Where a Research & Knowledge Exchange Services (RKES) contract exists, finance will create the invoice (these are mainly consultancies or high-value short course/training).
You should always use activity code 900 when raising a knowledge exchange invoice.
There is a report available which you can access to check the category of sales products. The report is contained within Reports, Your Reports, General Information, Sales Products. There is a guidance document, Sales Product & Sub project type (pdf) (SharePoint login required), on the FMS Hub. However, a table has been created below for quick reference.
| Activity | Revenue type | Account code | Activity code | Product code options | Description |
|---|---|---|---|---|---|
| Consultancy | Commercial | 1400 | 900 | SALES409 | Consultancy fee (including VAT, tax code SS for GBP£/ SE Euro) |
| Consultancy | Commercial | 1400 | 900 | SALES409 | Consultancy fee (including VAT, tax code SS for GBP£/ SE Euro) |
| CPD/Training | General | 1150 | 900 | SALES100 | CPD/Training/Short course fee |
| CPD/Training | General | 1150 | 900 | SALES152 | Consultancy |
| CPD/Training | General | 1150 | 900 | SALES153 | Contribution towards costs |
| Conference | Commercial | 1140 | 900 | SALES400 | Conference fee |
| Conference | Commercial | 1140 | 900 | SALES412 | Contribution towards costs (no VAT) |
| Knowledge Transfer Specific Grants | Grant | 1403 | 900 | SALES201 | Grant funding |
| Knowledge Transfer Specific Grants | Grant | 1403 | 900 | SALES203 | Contribution Towards Costs (possible VAT) |
| Facilities (FES) | Commercial | 1410 | 900 | SALES420 | Facilities (possible VAT) |
There is a report available that you can access to check your subprojects and this also details the project category on KE subprojects.
The report is contained within Reports, Your Reports, General Information, Subproject Information.
There is a guidance document, Sales Product & Sub project type (pdf) (SharePoint login required), on the FMS Hub.
The mismatch task occurs when the sales order raised has either an incorrect subproject or an incorrect product. For example:
- a Non-KE subproject has been used with a KE product
- a KE subproject has been used with a non-KE product
- a KE subproject has been used but the project category does not match the KE product category
A monthly process takes place to allocate invoices paid during the previous month to activity 470 (consumables).
This does not happen for budgeted subprojects. That's because budgets are set at the outset and in these instances, the investigator does not need to receive payment before expenditure can take place.
- K1XXXXX-10X - subproject opened at the request of RKES (formal contract with funder)
- K6XXXXX-10X - subproject opened directly by Finance (University’s standard terms) via KE costing form or via a request for a one-off course/conference subproject)
- K9XXXXX-10X – subproject transferred from previous finance system (pre Aug 15) and may include either formal contracts or the University’s standard terms
All KE subprojects are opened by Finance to ensure that all the necessary records are captured and updated.
The 900 activity is used when raising sales invoices in two circumstances:
- the budget has already been allocated
- the income has not yet been received
In these instances, the sub-project does not need to receive payment before expenditure can take place. The invoice for the income should not also be available to spend so is credited to the 900 activity which is then excluded from the Budget Statement
The invoice for the income should not be available to spend so is credited to the 900 activity which is then excluded from the Budget Statement. A monthly process takes place to allocate invoices paid during the previous month to activity 470 (consumables).
Note, you should always use activity code 900 when raising a Knowledge Exchange (KE) invoice.
The GL Enquiry - Activity 900 report is available under the Sales Reports folder (for those with access to that folder). This shows the sales invoices that have been raised against the 900 activity.
Please note that this report is for information only and does not mean that this income is available to spend.
Where all of the income due has been received and transferred to the relevant activity (for KE this is normally 470), the overall balance on the 900 report will show as 0.