Setting Up Department Budgets in Spider Introduction PCSchool provides the facility for Heads of Department (HOD) to view their department budgets and drill down on income and expenditure totals. Financial information is based on live data so figures for budgets, expense and committed orders are up to the minute. Table of Contents Introduction... 1 Prerequisites... 2 Security Settings... 2 Ledger Project Codes... 3 Sub Account Projects... 3 Staff Roles... 4 Department Budgets... 5 Add Standard Reports to Spider... 6 Publish for Project... 7 HOD / Project holder (limited rights to project only)... 7 Finance Personnel / Bursar (full rights to all accounts)... 8 Publish for All... 9 HOD / Project holder (limited rights to project only)... 9 Finance Personnel / Bursar (full rights to all accounts)... 9 Publish for Specific Group... 9 Spider Financial Reporting Control... 10 Required Setup in Spider Prior to Use by Staff... 12 Financial Report Security... 12 Account Security... 13 How Staff Use Financial Reporting in Spider... 14 Financial Reporting > Financial Reports... 14 Chart of Accounts > Account Drilldown... 17 Version2016C 1/19
Prerequisites Security Settings Security rights for finance personnel (Bursars, Business Managers) who need to set up and manage budgets in Back Office is covered in the Ledger Budgeting documentation. Finance personnel will generally already have the necessary security rights for setting up and viewing department s budgets and other financial reports in Back Office, but will need to have the new security items required for accessing the Financial Dashboard control in Spider. Head of Departments and Executive staff (such as Principals, Deputy Principals, Deans etc) will need all the relevant security rights assigned to them. 1. 2. 3. 4. Finance Dashboard For HOD s and Financial Personnel Makes available the Financial Dashboard Control in the Spider. Provides access to the: o Financial Reporting > Financial Reports Ledger Reports For HOD s and Financial Personnel Provides access to the: o Chart of Accounts > Account Drilldown Ledger Maintenance Tasks For Financial Personnel only. Provides access to the: o Financial Reporting > Financial Report Setup o Financial Reporting > Standard Reports o Chart of Accounts > Account Security Ledger Posting Acct Entry For Financial Personnel and Executive (principal, deputy) Provides access to ALL ledger accounts - does not restrict to project code only. Version2016C 2/19
Ledger Project Codes Path: Back Office > Finance Module > System > Ledger Project Codes Project codes can be created to track income and expenditure for a Project or to print a range of Sub Accounts. In the past some schools have chosen to allocate budget amounts only to the 0 sub account rather than to sub accounts that relate to individual departments. PCSchool strongly recommend that all schools now adopt a set sub account structure that can be outlined in the Ledger Project Codes as this will help to better manage department budgets and is required for both the Finance Dashboard and Online Purchase Ordering in the Spider. Sub Account Projects Used to allow the automatic creation of a Sub Account for Model Accounts when dissecting in batches as well as for Department Budgets and Web Based Orders via Spider. 1. Select Sub Account Projects. 2. Enter a numeric value maximum 6 characters; This will be the Project entered against a model account when dissecting a batch A Sub Account for the Ledger Model Account will automatically be created using this value when the Project Code is entered 3. Enter a Description for this project; Maximum 40 characters 4. 5. 6. Select the Project Type of Sub Account Project; The Sub Account Projects radio box will automatically be selected The Sub Account From and To will automatically generate from the Unique ID, this cannot be edited. Enter email details and select a project Co-ordinator; If your Windows Security will allow it you can email the reports 7. Click Save to finish. Version2016C 3/19
Staff Roles The Project Co-ordinator set in the Ledger Project Code can view budget reports for that code. You may, however, have other staff members in charge of a project area who need to view budget reports for the same department (project). This can be done by assigning the Ledger Project Code to the staff member in their Staff View. You may need to create or add to the ROLE Maintenance Code: Path: Finance Module > Utilities > Maintenance Codes > Roles Path: Finance Module > Payroll > Staff View or Scholastic Module > Administration > Staff View 1. In the Staff View, select the Teacher and go to the Roles tab. 2. Select a Role, in this case Project Finance Area. 3. Tick if the teacher is the Project Co-ordinator, or leave unticked if the teacher is a normal teacher who is simply allowed to raise purchase orders for this project area. 4. Select the Project Code (by clicking on the column heading). Repeat steps 2, 3 and 4 if the teacher is the co-ordinator or able to raise orders for Version2016C 4/19
multiple project areas <<<Project Range>>> 5. Select Save when done. Department Budgets Path: Finance Module > Gen Ledger > Posting Account Entry > Budgets tab To be able to view actual spending/income against budget, the Project Code needs to be applied to one or more Ledger Posting Accounts which need to have a budget value added. How to allocate / create budgets is covered in the Ledger Budgeting documentation. Version2016C 5/19
Add Standard Reports to Spider Path: Finance Module > Gen Ledger > Standard Reports Setup & Printing Reports you wish to make available in the Spider are drawn from the Standard Reports Setup & Printing area in Back Office. These may include Department Reports, Balance Sheet, Profit & Loss etc. It is within these reports where you set the ledger accounts that are used to make up the financial figures. It is possible that reports may already exist that you can use, or new reports can be created for the purpose. Once created, it needs to be Web Published. The following options are available. 1. Don t Publish Makes unavailable in Spider. 2. 3. Publish for Project Makes available in Spider. Used for Department / Project based reports. Project holders can view only the department information they have been assigned. Finance staff, with necessary security, can filter on individual projects AND / OR view all accounts. Users with no projects and no added security will not view any finance data. Publish for All Makes available in Spider. Project holders can view ALL account values, but can only drill down on accounts they have been assigned. 4. Publish for Specific Grp Makes available in Spider. Used for Finance Reports (such as P&L, Balance Sheet etc) Generally these reports are not made available to HOD s but only Finance and Executive staff. Report is set as available to specific User Groups via the Financial Report Setup in Spider. Version2016C 6/19
Publish for Project HOD / Project holder (limited rights to project only) Version2016C 7/19
Finance Personnel / Bursar (full rights to all accounts) Version2016C 8/19
Publish for All HOD / Project holder (limited rights to project only) AND Finance Personnel / Bursar (full rights to all accounts) EVERYONE with rights to financial reports can view and drill down on all accounts in the report. Publish for Specific Group If users do not have the seleted Security Group assigned to them they will not see the ticked reports in their list of availble reports. Version2016C 9/19
Spider Financial Reporting Control Financial Reporting in the PCSchool Spider Web Application can be accessed two ways. 1. 2. Menu option Select Finance Dashboard from Filter menu by. Click on Financial menu. Select Financial Reporting from the menu. Favourites option Financial Reporting control may have been added to staff favourites by the administrator. OR it can be added by the user upon opening the Financial Reporting control for the first time and selecting the option to [Add to Portal Homepage] Version2016C 10/19
The options available once you open the Financial Reporting control will depend on the user rights that have been given to you (see page 3). 1. 2. 3. Add / Remove from PORTAL Homepage allows you to add this control as a Favourite to you Spider Homepage (or remove if already added as a favourite).. Financial Reporting Allows financial data to be viewed in a report format with heading and totalling values. Financial Reports View financial information. Standard Reports Edit, copy and create report formats. Financial Report Security Add restricted reports to specific security groups. Chart of Accounts Allows specific accounts to be views and drilled down on. Account Drilldown Select specific accounts and drill down on transaction details. Account Security Add specific accounts to security user groups. Version2016C 11/19
Required Setup in Spider Prior to Use by Staff Some additional setup is required in the Spider before staff can begin using the Financial Reporting controls. Financial Report Security As mentioned on page 10, if a Standard Report has been assigned the Web Publish option of Publish for a Specific Group, the report must be added to that security group for it to be visible in the Financial Reports control. 1. Select Financial Report Security. 2. Select the Security Group you wish to make reports available to. 3. Tick the reports that staff with this user group can have access to. 4. Save the selections, and repeat for each group (eg. #PCS_DEANS#, #PCS_PRINCIPAL#). 5. Once all groups have been allocated reports exit the Security settings screen. Version2016C 12/19
Account Security Account Security allows you to allocate specific General Ledger accounts to certain Security Groups. This allows the users to drill down to transaction detail on items in those accounts. Project holders can only drill down on accounts with transactions allocated to their project/budget area within their allocated account range. Finance (or those with higher rights) can drill down on all sub accounts within their allocated account range. For example you may want your Year and Subject Co-ordinators to view project transaction details on their expenses / income relating to 1300-Classroom Stationery/Materials, 1320-Department/ Faculty Expenses, 1450-Camps/Excursion Expenses BUT NOT Salary accounts. 1. Select Account Security. 2. Select the Security Group you wish to make certain account drilldown available to. 3. Tick to include, untick to exclude, the type of account in the listing. 4. Filter by account name / part name or account number. 5. Tick to select all displayed accounts in the listing. 6. Individually tick or untick accounts to be included. 7. Save your selection and repeat for each Security Group. Version2016C 13/19
How Staff Use Financial Reporting in Spider Once all the necessary prerequisites have been done staff should now be able to access Financial Reporting in Spider and view their department / Project area balance and related transactions. Financial Reporting > Financial Reports In Financial Reports, dependent on security, users will be restricted to certain reports and their allocated Project Areas. Users can choose to view a specific Project data. 1. Can filter by a single project. 2. 3. Report will display only those accounts found in the Standard Report Format for the selected Project. Report will display: current Ledger months value (income or expense), year to date value, value of orders raised but not yet received, the annual budget figure, variance between actual YTD value and budget value, percentage of budget remaining. Version2016C 14/19
4. Click on the Account text (in green) to drill down to transaction detail. Drill Down to Account Transaction Detail. 1. 2. 3. Upon clicking on the account text (step 4 of previous screen shot) the transaction information for the selected account is viewable. All relevant details can be seen, date of transaction, reference numbers, descriptions, batch and period the transaction relates to, transaction type (C=Ledger Payment, R= Receipt, I = Creditor Invoice, J = Journal etc), debit and credit amounts and running balance for the account. Individual transactions can be drilled down further to the actual batch entry detail by clicking on the Reference Number. 4. To return to the full report click on the report name. Version2016C 15/19
Drill Down to Individual Transaction Batch Detail. 1. Navigation shows the path of your drilldown: Department Budget Report restricted to English Project drilled down to Department / Faculty Expenses account drilled down to Panel Meeting Catering transaction 2. Creditor Details are displayed. 3. Batch Details are displayed. 4. Transaction Details are displayed. In the above example it shows that the payment was split between two accounts English Department and Language Department. 5. Use the Account or Report to return back to the desired level of report information. Version2016C 16/19
Users can drill down on Committed Orders. These are purchase orders that have been raised but goods or services have not yet been received. Chart of Accounts > Account Drilldown In Account Drilldown, dependent on security, users will be restricted to certain accounts in the General Ledger and the users allocated Project Areas. Version2016C 17/19
Users will only see the GL Accounts they have permissions to view. Example of accounts made available to HOD s Example of accounts made available to Finance / Executive staff HOD s will be restricted to view only their Project area for the accounts available. Version2016C 18/19
Finance / Executive staff can view ALL Project areas / sub accounts for the accounts available. Accounts can be drilled down on the same manner as with the Financial Reports control. Version2016C 19/19