CIMS FMS

CIMS Navigation Tips

• Function keys

• Working with spool files/ jobs

• CIMS navigation

Function Keys

• Function Keys – “F” keys– F1 –Help– F3 – Exit– F4 – Lookup– F5 – Refresh– F12 – Cancel

• Field Exit– Defined by keyboarding mapping

CIMS Navigation

• Assignments• Menus

– Choose menu number to enter menu option– Use Enter key to go to previous menu

• Command Screens– Used to add, change, lookup, index, and delete

information.– Use “E” to go to previous screen

AS400 Commands• Use Escape to access AS/400 Operational

Assistant (TM) Menu – Work with printer output

• 2 to change printer

• 4 to delete

• 5 to view online

• 6 to release

– Work with jobs • Statuses – JOBQ, ACTIVE, MSGW, OUTQ

CIMS Products

FMSFMS• Account Codes• Budget• Vendors• Accounts

Payable

Oregon Feature Code

EMSEMS• Employees• Assignments• Deductions• Payroll Processor

FMS systems

General Ledger General Ledger SystemSystem

Bank AccountsBank Accounts

Purchasing/APPurchasing/AP

General Ledger

• General Options

• Document IDs

• Chart of Accounts– Account structure– Account codes

• Account Transaction Activity Lookup

• Reports

General System Options

• Access to accounts

• Purchasing options

• Receiving options

• Accounts Payable options

Document IDs

• Any item that requires a numbered control is considered a Document– Checks– Purchase orders– Deposits

• Document numbering – user input or system generated

Define Account Code Format

• Define format used (state defined)

• Define elements used by district

• Define length of elements

• Define type of characters used in elements

• Define element codes

Defining Subledgers

• Three Subledgers are required:– A/P- W/H – F/A

Defining New Accounts• Define account elements

– Fund – 100 – “General Fund”

• Define account codes – function object combination– 1111.111 “Certified Salaries/ K-3” – Determines account financial classification

• Define account code “strings” – Fund.Function.Object.Area. Subarea Ex.

100.1111.111.130.000 – Program will allow entry of beginning balance– Program determines status of account string

Account Keywords

• Keywords are used to attach items to make automatic entries

• Several Keywords are required– Interfund– Interfund_ems– Payable– Backup_withhold

Account Restrictions

• Restrict access by account or account element

• Set online PO approval routing

Account Balance lookup

• Lookup account online to view– Beginning balances– Closed adjustments/transactions– Unclosed adjustments/transactions– Remaining balance

Journal Entries

• Types of journal entries– Adjusting – transactions– Budget– Encumbrance

• Must be balanced transaction – debits equal credits

Month End

• All users need to be out of FMS & EMS

• Close month as many times as needed

• Associates transactions with month name

Bank Accounts

• Bank accounts – define GL number to post transactions to– Inter-fund transfers through 999 account– Keyword determines interfund entries.

Cash Clearing

• The total amount of cash in bank (for all funds) is not recorded in an “interfund”account.

• A “Cash Clearing Fund” (999) with an interfund account is defined.

• The Cash Clearing Fund (999) account is identified on the bank identifier screen as the general ledger cash account.

• The system automatically adjusts the interfund accounts each time a cash transaction between funds is recorded to keep all funds in balance.

• The total of all funds’ Cash in Bank account balances should always match the actual cash in bank.

Beginning Balance Setup

Deposit Entry

• Enter amount for deposit document

• Enter revenue accounts on detail screen

Deposit – Cash Clearing

Interfund Account

999.0101.900.000.000

General Cash Account

100.0101.900.000.000

General Revenue Account

100.1111.000.000.000

Grant Revenue Account

250.1111.000.000.000

Grant Bank Account

250.0101.900.000.000

Deposit $500,000 - $200,000 to general fund and $300,000 to Grant Fund

500,000.00

200,000.00

300,000.00

200,000.00300,000.00

200,000.00

300,000.00

Purchasing/ Accounts Payable

VendorVendorssPurchasPurchas

e Orderse Orders

AccountAccounts s

PayablePayable

RequisitioRequisitionsns

Purchasing/ AP

• Vendor setup and maintenance

• Requisitions

• Purchase orders

• Online approval

• Invoice batches

Purchasing Defaults

• Ship – to address

• Purchase order messages

• Purchase order defaults

• Vendor categories

Vendor records

• Vendor demographics

• Hold payments

• Payment priority

• Liability account keyword

• 1099 vendor status

• Vendor category

Purchasing/ Accounts Payable

VendorVendorssPurchasPurchas

e Orderse Orders

AccountAccounts s PayablePayable

RequisitioRequisitionsns

Requisitions

• Requisition by “Req” document and vendor– Ship to information– Blanket requisition or detail requisition– Account information

• Print requisition forms

• Approve requisition

Purchasing/ Accounts Payable

VendorVendorssPurchasPurchas

e Orderse Orders

AccountAccounts s PayablePayable

RequisitioRequisitionsns

Purchase Orders

• Add purchase order by vendor

• Create purchase order from requisition

• Print purchase order– Encumbrance

• Approve purchase order

Receiving

• Receive items on PO – required for Fixed Assets

• Print receiving log

Accounts Payable

• Batch edit options

• Batch entry

• Batch edit listing

• Posting batches

AP Checks

• Check writer – all posted invoices to be paid

• Manual check – posted invoices or directly update accounts

NWRESD Contacts

• Direct Line – (503) 614-1688

• Toll free – 1-888-990-7500 ext 688

• E-mail – mishelp@nwresd.k12.or.us