FinanceFinancial Management System (FMS) - Reporting

There could be a number of reasons for this:

• if there are no transactions posted the sub project will not yet show in the Budget Statement enquiry reports. However, you should still be able to view in the sub project information enquiry (in the FMS menu under the 'Your Reports', 'General Information' folder)
• if the sub project is against a Cost Centre that you do not have access to, you would either need to request access (check FMS users and roles) 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 (for example, 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

Under Your Reports/General Information/Sub project information in the FMS menu.

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.

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 department’ 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

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)

In FMS access to reports has been set up in different ways.

In general, this is controlled by the 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 appear under the your reports folder.

The standard department 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.

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.

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.

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.

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.

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 that have been raised against the 900 activity.

This report is for information only. It 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.