How do I ensure all payments are cleared?

How do I ensure all payments are cleared?

(All Schools – Local Payments Schools ‘CAPSCH’ codes only)

Outstanding invoices (All Schools – Local Payment Schools CAPSCH codes only)

Warning: From the moment you create the New Financial Year you will be asked to select the financial year to work on when running the software. It is then possible to change financial years within the software.

These need to be cleared; you may find it useful to check through the route Central | Manual Reconciliation that all items that have been invoiced have been authorised.

Please ensure that all invoices for goods received are entered into SIMS, and sent using SCRAPS for payment, but remember to take advantage of the suppliers’ settlement terms, this means even if settlement is not due until later on, the transaction will get into the old year. Please process any Devon County Council external type invoices in the same way but do not defer payment. If you defer payment, this will cause problems with the interface to the sundry debtors system and may lead to problems over reminders etc. When paying DCC bills, enter today’s date.

Final old year payment of Bills CAPSCH Codes (All Schools – Local Payment Schools CAPSCH codes only)

Warning: From the moment you create the New Financial Year you will be asked to select the financial year to work on when running the software. It is then possible to change financial years from within the software.

The last day that invoices can be authorised in the old year appears in the timetable.

These payments must be transmitted to County Hall by the published time. Make sure that you allow time for your transmission to go through.

If the published timetable permits the transmitting of payments for the old year during early April, it is essential that the correct year is chosen.

Where you are paying a new creditor and you do not have the Creditor number (LEA reference) you can obtain this as normal otherwise please FAX a copy of the invoice to the SCRAPS team on Exeter 382926 by the published deadline.

It is your responsibility to make sure you allow time for your transmission to go through. If payments are authorised and sent after this time they will be paid and appear in FINEST in the NEW YEAR.

* If any bills are processed in SIMS after this in the old year problems will occur. This will involve you in additional work to correct matters.

If any transmissions include items that payments are unable to process they will delete them. If they are unable to resolve the difficulty they will notify you but you will need to cancel the old year entries and add the item to your creditor returns.

Bills relating to the old year and not paid by the SCRAPS deadline should only be processed in the New Year after preliminary closedown has been run. These should only relate to goods received in the old year but where the invoice was received after the SCRAPS deadline. Remember to include these on your Creditor schedule.

REMEMBER THAT CREATING CREDITORS ENTRIES DOES NOT INVOLVE ANY CASH BEING PAID TO SUPPLIERS. INVOICES SET UP AS CREDITORS IN THE OLD YEAR STILL NEED TO BE ENTERED AND PAID IN THE NEW YEAR