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An Introduction to Finance Finance Systems Training Finance Business Solutions – User Support & Training Workshop Overview MORNING SESSION • Financials Overview • • - Systems Login Finance Teams Forms Directory Buying Guide Travel Portal Reporting Guides Financial Delegates Online Training NS Financials Knowledge Base Reference Guides Introduction to Chartfields Taxation - Finance Website - • AFTERNOON SESSION • NS Financials Basics - • GST Rules FBT Portal Menu Menu explanations Searching and Inquiring Process Monitor & Report Manager Help & Support Our Systems Finance Portal Student Administration FIMS (Calumo) NS Financials General Ledger updates overnight HRMS / Payroll Management Reporting n/Vision Tour of the Finance Website www.fin.unsw.edu. au NS Financials Login? Signing into NS Financials Financial Delegation NS Financials Knowledge Base Training Workshops Online Training Training Environment Online Training Tool Finance Reference Guides Introduction to Chartfields Transaction Type Asset Management Expenses Credit Card eProcureme nt Accounts Payable Purchasing Billing General Ledger Accounts Receivable Introduction to Chartfields / Introduction to Chartfields Business Unit Budget Fund Department Account Program Class Project / Grant Translation Business Unit Business Unit (usually faculty or division) Budget Accounting Period Fund UNSW allocates $ to core activities at the University, such as Research, Teaching, Operating, etc. Department Physics- (Faculty of Science) Account Where this transaction is going to appear in the General Ledger Program/Class 0000 00 Project What money Physics has allocated to a specific task (project) GL Business Unit A General Ledger Business Unit: Business Unit Budget Fund Department Account Program Class Project / Grant – – – – – Has reporting requirements to external bodies Holds title to its own assets Requires a separate Chart of Accounts Holds a unique ACN & Payroll Group Number Is responsible for its own audit UNSWA - Primary University PRESS - Unipress INTER - International House UNISL - Unisearch Ltd NSGLO - New South Global GL Business Unit General Ledger UNSWA NSGLO PRESS INTER Billing ADFA1 UNSW@ADFA ARTSS Faculty of Arts and Social Sci BUILT Faculty of Built Environment CAREM Careers and Employment CASH1 UNSW Treasury UNSWA CNFCE Venues & Events COFA1 College of Fine Arts COMEC Australian School of Business COMMS Communications Unit COOP1 UNSW Co-op Program DIVIS Information Services EDTEC Learning & Teaching @ UNSW EDUCT Educational Testing Centre ENGIN Faculty of Engineering FACIL Property and Facilities FSAR1 Accounts Receivable Office LAW01 Faculty of Law LIBRY Library LIFE1 Faculty of Science MEDIC Faculty of Medicine PRIZE Students Information - Prizes PUBLP Publishing & Printing Services RAPID Rapid Services RENT1 Rent RSCH1 UNSW Research Services SALAR Salaries Unit SCHOL Scholarships SCTEC Faculty of Science STSER Student Services UGYM1 University Gymnasium Purchasing eProcurement ADFA1 UNSW@ADFA ADFA2 University College eProc ARTSS Faculty of Arts and Social Sci BUILT Faculty of Built Environment BUSFI Finance COFA1 College of Fine Arts COMEC Australian School of Business CSERV Client Services Central DEPVC DVC (Research) DIVIS Information Services DONAT UNSW Donate EDFO1 Executive Director of Finance Ops EDUS1 University Services ENGIN Faculty of Engineering FACIL Property and Facilities KENCL Kensington College LAW01 Faculty of Law LIBRY Library LIFE1 Faculty of Science MEDIC Faculty of Medicine PVCRS PVC Research REGDP DVC (Academic) SCTEC Faculty of Science STSER Student Services SUMAN Purchasing Operations TRAVL Travel TRAVU ADFA Travel Orders UGYM1 University Gymnasium WCOMP Workers Compensation Expenses UNEXP ADEXP Credit Card PCARD / Budget Period of Time Business Unit Budget Fund Department Account Program Class Project / Grant Indicates which BUDGET YEAR the system checks and updates during transaction processing. NS Financials allows transactions to be posted in the current Budget Period only. Example : March2012 = Budget Year 2012 UNSW 2012 Budget Year Budget Checking Expenses - immediate Credit Cards - overnight Requisitions - immediate Purchase Orders - immediate Billing - overnight UNSW Financial Periods Funds Business Unit Budget Fund Department Account Program Class Project / Grant NB: Tree Manager – FUNDS_CALUMO Department Business Unit Budget Fund Department Account Program Class Project / Grant Represents the divisional breakdown of an entity. Faculty School Department School Department Approx 1,100 operational departments NB: Tree Manager – ALL_ORGS School Department NB: Tree Manager – ALL_ORGS Accounts Business Unit Budget Fund Department Account Program Class Project / Grant NB: Tree Manager – ALL_ACCOUNTS Balance Sheet - Asset - Liability - Equity Profit & Loss - Revenue - Expense Accounts Expense Revenue Payroll Equipmen t Materials & Maintenanc e Travel Internal External 4000 Series 5000 Series 6000 Series 7000 Series 0900 - 1300 1401 - 1507 NB: Tree Manager – ALL_ACCOUNTS / Program Business Unit Budget Fund Department Account Program Class Project / Grant Always 0000 Class Business Unit Budget Fund Department Account Program Class Project / Grant Always 00 Project / Grant Business Unit Budget Fund Department Account Program Class Project / Grant Project ID Projects are an activity of Organization which are defined by specific purpose. Captures and controls transactions for specific projects within the university. Called Project Codes or Project IDs (SpeedCharts are sometimes set up to make entering this information easier.) Chart of Accounts Questions? Tax Tax Invoices • Tax Invoices vs. Receipts Tax invoices shows - supplier’s identity, ABN, GST details, and Tax Invoice • Supporting transaction Greater than $82.50 (including GST) - Tax Invoice required If no Invoice / Receipt - Tax code must be changed to NIAO • Matching It is important the Invoice GST and systems VAT treatments match GST Deferral Scheme UNSW is registered with the Australian Tax Office (ATO) for the “GST Deferral Scheme”. For taxable imports, quote the UNSW ABN number 57 195 873 179 to Customs and/or the Customs Broker and advise we are registered for the GST Referral Scheme. Any assessed Customs duty will still be payable. Any GST Customs would otherwise collect on taxable imports is automatically accounted VAT Type VAT Transaction Types Credit Card & Expenses: Business Purposes & Expense Type Purchasing: Category Codes Note: Line & Header VAT VAT Transaction Types GST Incl. AO GST Free AC <$5000 Capital >=$5000 Non-Capital Capital FRA O <$5000 Non-Capital FRA C Capital >=$5000 Capital VAT Transaction Types Purchasing eProcurement Expenses Credit Cards Billing Accounts Payable Purchasing Codes for Assets AC AUS Acquisitions Capital FRAC AUS GST Free Capital Acquis NIAC AUS Cap Acq-Non Inc Tax Deduct ACIT AUS Acq Capit-Input Taxed Supp Purchasing Codes for Non-Assets AO AUS Acquisitions Other FRAO AUS GST Free Other Acquisitns NIAO AUS Oth Acq-Non Inc Tax Deduct SALE Standard Taxable Sales FREE GST Free AUS-Sls & SGPSls&Pur EXCL Exclude from GST Return Line & Header VAT GST errors can occur when Line & Header VAT codes are out of synch. These errors are most common in Billing. Confirm the Line & Header VAT details match to resolve these errors. For guidance with these errors you may need to contact Accounts Receivable. GST Mixed Supply • Tax Invoices with Taxable & Tax Free Items Each of the Expenses & Credit Card modules require these transactions to be split when entered into the system. Effectively the one Tax Invoice or Receipt is treated as two separate transaction items. UPK Topics – http://training.nss.unsw.edu.au/ODS/toc0.html Expenses: supply Expense EX.02.04 - Claim a GST mixed Fringe Benefits Tax A Fringe Benefit is a ‘payment’ to an employee but in different form to salary or wages Allows an employee to use a work car for private purposes Gives an employee a cheap loan Provides entertainment by the way of free tickets to reimburse an expense incurred by an employee, such as school fees Provides benefits under a salary sacrifice arrangement with an employee Tax Guide & Further Help Tax Guide & Further Help Questions? NS Financials Basics Training Environment Home Page Home Page Everyone's main menu is different as you will only see what you have access to NS Financials & your Browser Use these buttons at your own peril! Home Pressing this button at any stage will return you to this page Favorites From anywhere in the system if you press this button it will add the location of where you are to the “My Favorites” menu. Recently Used This list will remember the last 5 menus visited Sign Out Sign out of NSF. You will be automatically signed out if you are inactive for 60 consecutive minutes. Menu Navigation Auto- hide Menu Breadcrumbs My Personalizations Finance Portal Menu items will be different depending on user access Approval Requests To view list of items that require approval Approval Requests Purchase Receipts Receipt the goods that you have received Purchase Receipts Update Defaults Customer View/Request • Request addition of a new Accounts Receivable Customer • View existing AR Customers & request updates Customer View/Request Customer Request AR Customer Records consists of a Customer Account Record & a Contact Record Complete the Customer details –Company Name, Indicate if Government or Non-Government, GST Status, ABN, and Address details. Customer Request Complete the Contact Details – Name, Phone Number, Email and any additional contact details. Purchase Requests To Request Goods and Services Confirm with your Buying Newtork Best to avoid for eProc Suppliers & Assets Requests Expense Reimbursement • View Claim Status Expense Reimbursement Supplier Inquiry • Whether a supplier is setup or not • Whether a supplier is active • Who supplies what category of goods or services • Preferred supplier Supplier Inquiry Update Defaults • Purchasing Unit Receipting • Delivery Location • Approver • Receipting • Project or chartfield combination • Alternate Approver Update Defaults Questions? NS Financials Overview Asset Management Expenses Credit Card eProcureme nt Accounts Payable Purchasing Billing General Ledger Accounts Receivable NS Financials Modules Expenses Credit Card Purchasing eProcurement Billing Expenses Expense Process Flow Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval. The Financial Delegate checks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval. * The Nominated Proxy and Financial Delegate can be the same person A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers. Gets paid in 2 days Expenses UPK – Online Training Tool Credit Cards Credit Card Process Flow Cardholder makes purchase. Bank sends daily file to UNSW and direct debits UNSW’s bank account monthly. Card Administrator loads file daily. Yennie Fadjar Ext. 53885 Reconciler Reconciles transactions daily, weekly or monthly. YOU Prints Statement monthly when email received. Attaches receipts etc to Statement. Arranges for Cardholder and their Manager to sign the Statement. Forwards paperwork to Accounts Payable in special blue envelope. Compliance Officer performs audit of Statements. Compliance Officer records Statement as received in NSF (returns Statement if receipts missing etc). Credit Cards UPK – Online Training Tool Card Help: [email protected] Ext. 53885 Purchase Orders Procure to Pay Process Purchasing Purchase Request eProcuremen t Purchasing Requisition Purchase Order Orders for eProcurement Vendors Bulk Orders and noneProcurement Vendors Purchasing Receipt Accounts Payable Voucher Vendor Tax Invoice Asset Management Matchin g Process Compares the Voucher to the PO to the Receipt Accounts Payable Payment Pay run every Day Dispatch Methods eProc eProcureme nt Print Email Purchasi ng Purchasi ng Purchasing UPK – Online Training Tool Purchasing: [email protected] Ext. 53330 Billing Billing Process Flow Client requests Quote UNSW provides Quote to client Client requests Goods or Services / Sends a PO to UNSW Budget Check overnight next day print Administrator sends invoice to client Client Pays – Standard UNSW Payment Terms: 30 Days New requests at Portal Menu New Custom er ? YES Accounts Receivable create/update accounts & Notify Requester NO Administrator enters invoice in NS Financials. OR Invoice request sent to AR. Accounts Receivable create invoice & send PDF copy to Requester. Billing UPK – Online Training Tool Old Version Billing & AR: Ext. 53934 [email protected] Questions? Searching & Inquiries Searching & Inquiries Sorting Search Results Review vs. Find Existing Navigation within Records Next Previous Return Notify Notify Export data to Excel If you are a functional user of NS Financials, wherever you see this icon you have the option to download the list to Excel. Moving Between Menus Expand & Customize Tabs Important Read systems messages carefully before proceeding. Reporting Overview There are 5 types of ‘reporting tools’: 1. Inquiries and Download Reports 2. Reports Within NS Financials using Process Monitor and Report Manager 3. Query Reports 4. nVision Reports 5. Budget & Management Reporting – selected users only, contact your Management Accountant for more information, or for more information on Budgets, see Budget & Management Reporting on the Finance Webpage. Useful Queries Use Query Description Query Name GENERAL List / Find Queries Check Chartfields Find Query Purpose Confirm Chartfield Combination FIND_QUERY_PURPOSE FUP_PROJECT_COMBINATION AR & BILLING Checking payments List Payments for Invoices FUP_AR_PAYMENT_ITEM Billing by Project Billing by Project FUP_BILLING_PROJECT Billing by Department Invoices By Date & Dept by BU BI_DATE_DEP Billing by BU with Biller Billing by Bus Unit w Biller FUP_BI_DETAIL_BY_BU_W_BILLER Inv Activity Billing Invoice Activity by Dt FUP_BI_INVOICE_ACTIVITY Inv Activity by Customer Billing Invoice Activity by Dt by Cust FUP_BI_INVOICE_CUST_ACTIVITY PURCHASING Voucher details for PO Enter POID-Return Vchr Details FUP_PO_VCHR_PYMT PO Open Enc by BU List PO Open Encumbr by BU FUP_PO_OPEN_ENCUMB PO Open Enc w/ Buyer List PO Open Encumbr by BU FUP_PO_OPEN_ENCUMB_BUYER List PO Open Encumbr by Dept FUP_PO_OPEN_ENC_BY_DEPT 111PO Open Enc by Dept List POs by Project ID POs incl. Chartfields FUP_PO_DETAIL_BY_PROJECT Reporting Terminology Run Control To run a report, you must tell the system when and where you want the report to run. For most reports, you must also set parameters that determine the content of the report, such as the business unit or time period on which to report. This is called a Run Control. Run Controls are unique to the User, i.e., only you can see and use them. Process Instance Once you’ve set your run control and pressed “RUN”, an instance starts processing to gather the information to put into the report based on the parameters set in the run control. Process Monitor Where you Monitor your process instance. You will only be able to access your report once the process runs to “Success” and the report has been “Posted”. Accessible from most reporting windows or via the Process Scheduler menu. Report Manager Where reports are posted once the Process Instance has run to Success. “I want to print a report please, here are my requirements” Run Control Process Instance Process runs to get it! Process Monitor INITIATED PROCESSING SUCCESS Watching it work Success! Your report has been Posted! Come and get it! Report Manager Support & Guidance • Finance Website – http://www.fin.unsw.edu.au • Forms Directory http://www.fin.unsw.edu.au/InformationCentre/FormsDirectory.html • Online Training Tool http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html • Quick Reference Guides http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html User Support & Training Questions? • Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html • Training Enquiries Rohin Whitford, Finance Trainer Ext. 53550, Email [email protected]