- Related
- FMS Knowledge Hub - Deadlines
- FMS Knowledge Hub - Standing Data
- FMS Knowledge Hub - Transactional Data
- FMS Knowledge Hub - Interim Processing Arrangements
- FMS - Support
- FMS - Currency
- FMS - Access Log-on
- FMS - Browsers
- FMS - Customers
- FMS - Expenses
- FMS - FIS
- FMS - Journals and Budget Transfers/Virements
- FMS - Pecos
- FMS - Petty Cash
- FMS - Products
- FMS - Purchase Cards
- FMS - Purchase Orders
- FMS - Purchase Invoices
- FMS - Goods Receipting
- FMS - Projects
- FMS - Reporting
- FMS - Requisitions
- FMS - Sales Orders
- FMS - Suppliers
- FMS - Users and Roles
- FMS - Alerts
- FMS - Student Placements
- FMS - Request for Payment
- FMS - PO Commitment Documents
- FMS - A to Z
- FMS - Guidance for Staff
- FMS - Updates
- FMS - Hints and Tips
- FMS - Common Error Messages
- Guidelines on FMS Hard Copy Document Retention
- FMS - Approver Guidance
- FMS - Mobile App for Tasks
- FMS - Substitutes
- FMS - Funds Check
- FMS - GL Posting String
- FMS - 900 Income
HR Policies
A full list of HR policies and procedures is kept on the Staff section of the University's website.
Applications are now welcome for the Cycle to Work Scheme.
LIST OF REPORTS
The file below provides details of current reports held under the 'Reports' folder on the FMS Web menu that are available to a range of users. This file will be updated as reports are enhanced and new reports are developed.
Reporting - Training and Documentation
Documentation
The following Quick Guides are available on the Reports page on the FMS Training Portal:
Reporting General - Videos
Videos on how to report from FMS can be found at the Reports page on the FMS Training Portal. These include:
FREQUENTLY ASKED QUESTIONS
Why can't I see my sub projects?
There could be a number of reasons for this:
- If there are no transactions posted the sub project won't yet show in the Budget Statement enquiry reports. However you should still be able to view in Sub project information enquiry (in teh FMS menu under the 'Your Reports', 'General Information' folder)
- If the sub project is against a Cost Centre that you don't have access to, you would either need to request access to that cost centre (if appropriate and approved by the Head of Department) or investigate whether the cost centre for the sub project is correct
- If the sub project is Multi-Year (e.g. Research, Knowledge Exchange, SFC Earmarked grants) then you need to use the Budget Statement Multi Year report, if the sub project is not Multi Year need to use Budget Statement report.
Where can I see a list of all my sub projects?
- Under Your Reports/General Information/ Sub project information in the FMS menu
Why can't I see the names of the staff that Payroll costs relate to?
- Only certain staff will have access to detailed Salary costs. If you have access you should use the report under the Staff Costs folder to see the detailed salary costs
Why can't I see my budget?
- Unspent budget balances from FIS were brought over to FMS including any outstanding commitment balances
- These will be included in the Transfers column within the Budget Statement
- Note if the budget was allocated against the 00001 code in FIS this will be included at Project level in FMS
- Note that FIS is still available to report on transactions for previous years (ensure you select the relevant year when you access FIS)
Which report should I run to see my budgets?
In ‘Your Reports’:
- Budget Statement Multi Year - for Research, KE, Research Studentship and SFC Earmarked Grant sub projects where you are Sub project manager
- Budget Statement Multi Year (PM) - as above, where you are Project manager
- Budget Statement - all other project types where you are Sub project manager
- Budget Statement (PM) - as above, where you are Project manager
In ‘Standard Dept’ Reports:
- Budget Statement Multi Year All - will return info for all Research, KE, Research Studentship and SFC
- Earmarked Grant sub projects where you have cost centre access
- Budget Statement All - all other project types, sub project detail where you have cost centre access
What is the difference between 'Awaiting Approval' and 'Approved Amount' in the Budget Statement?
- Awaiting Approval – includes transactions which have been raised but not yet approved (except virements)
- Approved Amount – includes transactions which have been approved but not yet posted plus any orders for which an invoice has yet to be received (i.e. order has been placed but no invoice yet)
I used to be able to report on lots of codes, now I don't see any.
In FMS access to reports has been set up in different ways. In general this is controlled by Cost Centre (i.e. you should only have access to report on the sub projects in the Cost Centres you have access to). In some departments the default is for staff to only have access to the sub projects which belong to them (i.e. where they are sub project or project manager). Such reports appears under the Your Reports folder.
The Standard Dept Reports folder provides access to all of the sub projects in the Cost Centres you have access to. If you believe you should have access to sub projects which do not belong to you please ask the Head of Department to submit a helpdesk request asking that you be given the advanced reporting role.
Why can't I see the names of the staff that Payroll costs relate to?
- Only certain staff will have access to detailed Salary costs. If you have access you should use the report under the Staff Costs folder to see the detailed salary costs.
Why is Expenditure represented as a Positive figure and Income as a Negative on FMS?
In FIS, as this was an in house system, we chose to report expenditure as a negative (i.e. reducing the budget available). In FMS the default representation, which we have adopted, is to show Expenditure as a Positive figure in reports and Income as a Negative figure.
Why have the column titles changed when I export the report to excel?
When exporting data from reports to Excel, the Browser option should be chosen. Choosing the Default option will result in changes to the format of the columns. This is particularly a problem since upgrading to the latest version of the system in January 2018.
Why am I receiving errors when I export the report to excel?
When exporting data from reports to Excel, the Browser option should be chosen. Choosing the Default option may result in error messages and will result in changes to the format of the columns. This is particularly a problem since upgrading to the latest version of the system in January 2018.
Why can’t I see the Activity 900 income in my Budget Statement or ledger report?
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) to show the sales invoices which have been raised against the 900 activity.
Please note that this report is for information only and doesn’t 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.