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SIMS FMS6 User Bulletin No. 213

2nd Termly Return

2nd Termly Return (April to December 2018)

Termly Return Checklist

SIMS FMS6

User Bulletin No. 213

Included in this Bulletin:

2nd Termly Return

Due by 15th February 2019

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Completing the return manually

Using SOLERO to submit your return

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Completing the 2nd Termly Return

The return for the year 2018/2019 to end December 2018 should be prepared when the accounts for December 2018 have been completed, and submitted to the Authority using SOLERO, available from the Grid, to upload your estimated outturn.

The recommended ways to create the Termly Return are either by:

Using the Monitoring and Forecast or Monitor 16 User Defined Report which is exported as a CSV file and imported into the Monitoring and Forecast or Monitor 16 Excel spreadsheet issued by Financial Services. This spreadsheet includes a useful calculation sheet that can be used to project income and expenditure to the end of the year to give a Revised Forecast. If you would like a copy of the most recent spreadsheet and User Defined Report please call the Helpline.

Using the Forecast Entry form in Financial Reporting Suite and then creating a report.

Financial Reporting Suite is an additional module in FMS which can be purchased at an additional cost – please contact the Helpline if you require further information.

If using the Monitoring and Forecast or Monitor 16 spreadsheets, you should print a Balances and Reserves report at the same time as running the User Defined Report (UDR). There is a section of the spreadsheet which checks the Actuals imported from the UDR into the spreadsheet against the Balances and Reserves to ensure the data has been imported correctly.

For whichever method is used, ensure that the data selected is to Period 9 (December).

Netting Off

Agreement has been reached with the School Finance Team that certain CFR areas can be netted off. The areas that can be netted off are:

Trips and Journeys Swimming School Meals Music

PLEASE NOTE: All schools are required to complete and submit a 2nd termly return by 15th February 2019.

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Completing the Termly Return manually

If you want to complete the return manually, you can get the required budget and actual income & expenditure information using either of the following reports:

1. Cumulative Expense Analysis - Ledger Groups Totals

Reports General Ledger Analysis Cumulative Expense Analysis Ledger Group Totals.

Ensure you select up to Period 9 when defining the reporting period. Leave the Ledger Group blank to pick up all Ledger Groups.

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2. CFR Income & Expenditure Report

Reports CFR IE Report Year to Period Period to 9

Using these reports will give you the budget and actual figures, however the calculation for the outturn will need to be done manually.

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Submitting your return via SOLERO

The following information has been compiled to guide you through the simplified termly reporting process.

1. Logging onto SOLERO2. The financial return3. Checking balance brought forward figures4. Completing the estimated outturn to the end of the financial year5. Saving the data6. Printing7. Finalising / Uploading the final figures8. Exporting from SOLERO

1. Logging onto SOLERO: http://www.intra.thegrid.org.uk/solero/index.shtml Select your school name from the drop down box.

o Enter your school number o Enter your password

You will then see the main “Systems menu” screen Select the Financial Returns link

2. The Financial ReturnThe return consists of five parts:

Declaration The declaration has been included to authorise the return and confirm that the return has been prepared in accordance with accounting procedures, the VAT return has been separately submitted, monthly bank reconciliations are completed and the revised forecast has been completed to include all known income and expenditure.BalancesThe system displays the balances from the previous financial year end.Expected outturnThe Approved Budget figures are pre-populated with the details held by the Authority. The current term boxes are left blank for completion.SummaryThe summary displays the total and revenue balances carried forward.SubmissionThere is the option to either save the return for later use or save and submit the return.

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3. Checking the balance brought forward figuresThe inclusion of this section will replace the annual letter sent from the School Funding Unit confirming the balances held at the Authority. Please check these balances with the balances brought forward from the prior year on your system, see example below.

4. Completing the estimated outturn to the end of the financial yearEnter the forecast outturn in the relevant CFR box for the Autumn Term. (A method of estimating the outturn for each CFR heading is to add the actual spend to date to the estimate for the remainder of the financial year).

Use the tab key to progress to the next heading.

Once the return has been completed click on the “Calculate Summary Totals” box to total the outturn.

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5. Saving the dataIf you are happy with the calculation you are then in a position to either save or submit the return. The option to save the changes will record the figures input onto SOLERO for later / further analysis.

6. Printing To print the report, click on the “Print” icon towards the top of the page. SOLERO will launch Adobe Acrobat.

To print the report, click on the print icon in Adobe. The report fits neatly onto 2 sides of A4.

A signature field for the Headteacher and Chair of Governors has been included, which should be signed and filed for internal monitoring purposes along with a copy of the supporting documents.

There is no requirement to send this report to the Authority UNLESS requested

7. Finalising / Uploading the return.

To upload the return to HCC, click on the “Submit Return” icon. Once the return has been submitted the SOLERO system will automatically forward an email to the Headteacher’s email address (head@<schoolname>.herts.sch.uk). The email will confirm receipt of the return and advise the estimated balance to be carried forward at the end of the financial year.

Please ensure that the return is not submitted without the authority of the Head Teacher.

8. Exporting from SoleroThere is a facility to extract the figures from SOLERO. By clicking on the “Extract xx <term> <year>” button, a link giving the option to open or save appears. If you click on this link a new window opens displaying the details in an Excel format that can be saved locally.

If you require assistance please contact the Helpline: 01992 555753

Or

e.mail : fss.helpdesk@hertsforlearning.co.uk

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