Back to School
With such a long break away from school, we understand that there will be significantly more issues to deal with than usual. We've collated a list of what we believe are the key tasks and processes that you will need to carry out on your return. These are based on the most common queries we receive at this busy time of year.
New or Existing User Information
Thanks to our PS Cloud Remote Desktop Web Client, it is now possible to access your PS Cloud account using computer or laptop that has access to the internet. This can be useful if you are working away from the office, or if, for any reason, your PS Cloud Remote Desktop (RDP) shortcut is missing. For more information, please see Accessing your PS Cloud Account via the Internet.
The PS Cloud RDP desktop shortcut is used to remotely access your PS Financials system, but did you know that you can access PS Cloud using our PS Cloud Remote Desktop Web Client from any machine that has internet access? For more information, please see Download a New PS Cloud Remote Desktop (RDP) Shortcut.
If your new or existing user needs access to PS Accounting or Document Emailer via PS Cloud, they will need a PS Cloud licence (a licence is not required if they are only using PS Purchasing). For more information, please see Assigning a PS Cloud Licence to a New or Existing User.
The Document Security by User report displays the security roles required to view a particular document and compares these with the security of the user trying to view or authorise the document.
If a user cannot view or authorise a document, we recommend using this report to establish which security roles a user is missing, so that these can be applied. For more information, please see Producing a Document Security by User Report.
Any users who have left your establishment/organisation should be deactivated so that they can no longer access PS Financials. It is essential that they are not deleted as this will impact your audit trail. Please see the Deactivating Users section of this guide for more information and instructions.
If the user who left was an approver, you must replace them with a new approver to ensure that requisitions, purchase orders and invoices can be appropriately processed. Please refer to this guide for more information and full instructions and also see Managing Approvers who have Left.
Year End Processes
We have updated the Year End Procedures user guide for the year ending 2019/20. This contains useful information relating to the preparation of your accounts, running the year end in PS Accounting and how to provide your auditors access to the software.
If you are already familiar with the year end preparation in PS Financials and just need a reminder of how to run the year end in PS Accounting, please see Running the Year End Process section of the Year End Processes guide.
It is important to open the applicable financial year, accounting and VAT periods, to ensure that transactions are posted to the correct reporting period. For more information, please see the following topics:
Please ensure that you open the correct VAT account. Opening an incorrect VAT account will result in VAT being posted to the incorrect VAT account. This will consequently impact your VAT return and can take a considerable amount of time to correct. It is recommended that you check that any future VAT accounts not currently required, are closed. For more information, please see Checking that Future VAT Accounts are Closed.
PS Purchasing Information
If a PS Purchasing user cannot see the Order icon on their home page, you will need to amend their settings in the Distribution module as described in Dealing with Users who are Unable to see Order Icon in PS Purchasing.
You may need to place an order that relates to a future date and period and want the commitment to be reflected in the applicable accounting period. There is a known issue in all versions of PS Purchasing where the line item period and year does not update when you change the default period on the order.
We have provided a workaround to resolve this issue as described in the Known Issue - Future Dates in Purchase Orders topic.
PS Accounting Information
It may be necessary to add a new nominal and/or account to report any additional funding that you may be entitled to, or to account for any changes to your ongoing operations.
If you need to create a new nominal, please see the How to - Create and Maintain a Nominals PDF guide. You may also want to refer to the Nominals List PDF to decide where the new nominal should be set up.
You may need to cancel a document, such as a payment that has been raised in error. For more information, please see Cancelling a Document in PS Accounting.
It is important that you upload or import your new budget, so that you can monitor spend. For more information, please see Adding or Importing Budgets.
Dealing with Cancelled Trips
It is inevitable that some trips will either have been, or need to be. If you use the TRIP ledger in PS Accounting to manage your trips, please see Cancelling a Trip in PS Accounting. This topic explains how to cancel the trip leaving a balance on the applicable student account which can then be refunded. It also covers how to process any credit notes that you may receive from suppliers.
If you have cancelled a trip, you will need to reverse any trip income that is posted in PS Accounting as described in Reversing Trip Income.
When a trip has been cancelled, you may need to refund your students or account for any refunds processed outside of PS Accounting. For more information, please see Refunding a Trip by BACS or Cheque.