Go to Tools General Ledger Setup Ledger Codes and Tab 5: Ledger Codes

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1 Debit Card Functionality in FMS6 The SIMS Spring 2015 release introduced functionality to assist schools to record the use of debit cards to pay for goods and services. Prior to this release, payments by debit card appeared on the bank statement and a Cash Book Journal was used to reconcile the bank to FMS6. Following this release, debit cards can be set up in FMS6 and a new payment option of Direct Payment Processing has been introduced. Step 1 Set up Debit Card details Go to Tools General Ledger Setup Ledger Codes and Tab 5: Ledger Codes Locate your Bank Account Ledger Code and click on the pencil button on the right hand side of the panel to open it. (You can define the search by Description to put the list of codes in alphabetical order or by Ledger Type to locate Ledger Type BK). 1 Osmis Education Limited

2 The Ledger Code Definition screen will open showing the details of your Bank Account. At the bottom of the screen is a panel for Debit Card Details. Click on + to add your debit card details. The Debit Card Maintenance screen will open. 2 Osmis Education Limited

3 Enter the last four digits of the Debit Card Number. Enter the name of the Debit Card Holder (i.e. the person responsible for the Debit Card, such as the Head or other signatory to the Bank Account). Enter the Month and Year of the Expiry Date. The Debit Card Active box will be ticked by default. Note that FMS will not prevent you from selecting a card for payment that has passed its expiry date. Therefore on receipt of a replacement card, you should come to this area, take the tick out of the Debit Card Active box and add the details of the new card. The Debit Card Maintenance screen should now resemble the following: If all the details are correct, click on OK to return to the Ledger Code Definition screen, which should now show the details of your debit card. 3 Osmis Education Limited

4 Repeat this process to add additional cards to this bank account, if appropriate. Click on Save to return to the General Ledger Setup screen and click on Save. 4 Osmis Education Limited

5 Step 2 Create Purchase Order Process a Purchase Order in the usual way in Focus Accounts Payable Purchase Order. Step 3- Create Invoice Process an Invoice in the usual way in Focus Accounts Payable Invoice/Credit Note. Step 4 Pay Invoice Open the Invoice/ Credit Note Processing page and note that there are now five icons on the top right hand side of the screen: Cancel invoice Authorise Invoice Manual Cheque Processing Direct Payment Processing Direct Payment Reversal 5 Osmis Education Limited

6 To record a payment by debit card, highlight an authorised invoice and click the Direct Payment Processing button. The following screen will be displayed: Check that the details shown are correct. If you have defined only one debit card, that will be displayed by default. If you have defined more than one debit card, you must select the correct card from the browser. Click on Pay. The payment will now be shown in your FMS bank account and can be reconciled once you receive your statement from your bank. (To reverse a debit card payment, e.g. where the wrong card has been used, click on the Direct Payment Reversal button and process the invoice again). Step 5- Reconcile to Bank The reconciliation of your debit card payments is exactly the same as for your cheque payments. Go to Focus General Ledger Bank Reconciliation and add a new statement. Enter the statement number and date and then click on the browser to view the Statement Contents Viewer screen. 6 Osmis Education Limited

7 Highlight your debit card payment in the upper part of the screen. (Note that it will have a debit number instead of a cheque number), Click on Choose to move the payment to the lower part of the screen. Repeat for the other cheque or debit card payments on the statement. Check that your Close Balance matches your statement and click on Save. Step 6 Debit Card Payment Report To view your debit card payments, there is a new report available. Go to Reports Accounts Payable Payments Debit Card Payment Report 7 Osmis Education Limited

8 The Report Criteria screen will be displayed. Enter the correct Financial Year, then the Bank Account and Processed Date filters (or leave these blank to get a list of all debit card payments in the year). Click on OK to generate the report. Note that this report is in the new format which allows you to expand or contract the lines of the report as well as the ability to export the report to various outputs, such as Word, Excel, PDF, etc. 8 Osmis Education Limited