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.
Step 1: 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.
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Finance Dashboard – For HOD’s and Financial Personnel
o Financial Reporting > ‘Financial Reports’ |
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Ledger Reports – For HOD’s and Financial Personnel
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Ledger Maintenance Tasks – For Financial Personnel only.
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Ledger Posting Acct Entry – For Financial Personnel and Executive (principal, deputy) Provides access to ALL ledger accounts - does not restrict to project code only. |
Step 2: Set up 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.
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Select Sub Account Projects. |
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Enter a numeric value maximum 6 characters;
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Enter a Description for this project; Maximum 40 characters |
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Select the Project Type of Sub Account Project;
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The Sub Account From and To will automatically generate from the Unique ID, this cannot be edited. |
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Enter email details and select a project Co-ordinator;
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Click Save to finish. |
Step 3: Staff Roles - Please click on this link
Step 4: Set up 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
Step 5: 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.
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Don’t Publish – Makes unavailable in Spider. |
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Publish for Project – Makes available in Spider.
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Publish for All – Makes available in Spider.
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Publish for Specific Grp – Makes available in Spider.
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Publish for Project - HOD/Project holder (limited rights to project only)
Finance Personnel / Bursar (full rights to all accounts)
Publish for ALL:
HOD / Project holder (limited rights to project only) and Finance Personal / 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 selected Security Group assigned to them they will not see the ticked reports in their list of available reports
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