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<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Tahoma","sans-serif";mso-fareast-language:EN-GB">Dear All<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Tahoma","sans-serif";mso-fareast-language:EN-GB"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Tahoma","sans-serif";mso-fareast-language:EN-GB">See below for additional pointers to help you use the new FMS system.</span><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Catherine
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Change to Cost Centres<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">A number of departments have requested or required changes to the Cost Centres associated with Sub Projects and Projects. As those involved will be aware, there is some complexity
in making these changes, not just within FMS but also within other University systems (e.g. Payroll, SUnBIRD, ATA). As a result, we are asking that if any other Departments require changes to Cost Centres associated with Sub Projects and Projects, these requests
be made by <b>Friday 25 September.</b> We will then make all further changes simultaneously to help effect the changes as smoothly as possible. Thereafter, such Cost Centre changes will only be made at the beginning of each financial year (in line with the
timescales for changes to the <span class="MsoHyperlink"><a href="https://moss.strath.ac.uk/stratpolicy/Pages/Organisational-Hierarchy.aspx">Organisation Hierarchy</a></span>), unless there are exceptional circumstances.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Useful links<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">A reminder that we have been posting additional training and help resources over the last couple of weeks. Some of the key new resources:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:54.0pt;text-indent:-18.0pt"><span style="font-size:10.0pt">-</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span><a href="https://moss.strath.ac.uk/developmentandtraining/FMS/Pages/FindingYourWay.aspx"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Reporting training manual</span></a><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:54.0pt;text-indent:-18.0pt"><span style="font-size:10.0pt">-</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Additional
<span class="MsoHyperlink"><a href="http://www.strath.ac.uk/finance/accountingservices/fmsjournalsandvirements/">Guidance on Journals and Virements</a></span>
<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:54.0pt;text-indent:-18.0pt"><span style="font-size:10.0pt">-</span><span style="font-size:7.0pt;font-family:"Times New Roman","serif"">
</span><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Additional
</span><a href="https://moss.strath.ac.uk/developmentandtraining/FMS/_layouts/WordViewer.aspx?id=/developmentandtraining/FMS/ResourceLibrary/FMS%20Guide%20to%20submitting%20expense%20claims.docx&Source=https%3A%2F%2Fmoss%2Estrath%2Eac%2Euk%2Fdevelopmentandtraining%2FFMS%2FPages%2FExpenses%2Easpx%3FInitialTabId%3DRibbon%252EDocument%26VisibilityContext%3DWSSTabPersistence%26&DefaultItemOpen=1&DefaultItemOpen=1%20"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Expenses
guidance</span></a><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Note also that there is an ‘Alerts and Changes’ section within the
</span><a href="http://www.strath.ac.uk/finance/generalinformation/fmslandingpage/fmsknowledgehub-it/"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Knowledge Hub</span></a><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">,
highlighting links to new resources.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Orders and invoices<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">We have noted a number of instances where departments have raised orders
<i>after</i> they have received an invoice from a supplier. On FMS, unlike Oracle Finance, you
<b>cannot</b> raise an order after you receive an invoice. When you create an FMS order it is immediately emailed to the supplier, and there is a risk that the supplier will treat any order raised after invoicing as an additional order. If you do receive
an invoice for which you have not already raised an FMS order, and you require this to be paid, you should instead complete and send a
</span><a href="http://www.strath.ac.uk/media/ps/finance/p2p/Request_for_Payment_Form.xlsx"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Request for Payment</span></a><span style="font-size:10.0pt;font-family:"Arial","sans-serif""> form to
Finance along with the invoice, following the </span><a href="http://www.strath.ac.uk/finance/financialservices/purchasinggoodsservices/purchasinggoodsandservicesfromexternalsuppliers/"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">request
for payment process</span></a><span style="font-size:10.0pt;font-family:"Arial","sans-serif""> set out on the Finance web pages.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Staff absence: substitutes<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Please remember that when staff are going on holiday – in particular if they have an approval role – they need to ensure they allocate a Substitute for the period of their
absence. If you find someone is absent and they have not set a substitute, this can be done by emailing the Finance Systems team at <span class="MsoHyperlink"><a href="mailto:help@strath.ac.uk">help@strath.ac.uk</a></span>.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Approvers<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Email alerts to approvers should be available this week or next, to highlight when tasks are awaiting their approval. In the meantime, please remind all Approvers in your
area to check FMS regularly, even if you or they have not initiated any transactions, because others may have initiated transactions that have workflowed to them.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Funds check<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Remember that a ‘funds check failed’ alert does not mean a transaction cannot be processed. If a transaction is urgent, the user can continue with the transaction, then separately
investigate and resolve the funds check failure.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Research and consultancy invoices<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Note
</span><span lang="EN" style="font-size:10.0pt;font-family:"Arial","sans-serif"">that departments should not raise Sales Invoices/Orders for Research, Consultancy or Knowledge Transfer Specific Grants.
</span><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">These invoices continue to be managed from the Research Contracts team within Finance, to ensure we comply with funder conditions around claim timing and content.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Activity codes<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Where necessary, please ensure you select the appropriate Activity within the GL Analysis code. If you select an incorrect activity for KE, you should receive a Funds Check
warning.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Virements<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">We were recently experiencing difficulties with Virements on FMS Web. A fix has now been put in place, and users with appropriate permissions should again be able to initiate
virements. Apologies for any inconvenience caused.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Month end on FMS<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">At the start of each new month, the period in FMS will change. Note that transactions will be posted into the period in which they are approved. For example, if you have
transactions which were raised in August but which have not yet been fully approved or posted, these will appear in September, once approved. For many users, this will not have any impact, other than at the year end.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">‘Web page cannot be found’ / ‘Bad Request’ error message when accessing FMS<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">If you are experiencing issues accessing FMS in either Internet Explorer (‘Web page cannot be found’) or Firefox (‘Bad Request - Request Too Long’) refer to the
</span><a href="http://www.strath.ac.uk/media/ps/finance/fmslanding/Internet_Explorer_(v.__9.0.8112.16421)_-_Access_Issue.docx"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:windowtext">guide</span></a><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">
on the Knowledge Hub. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Access Rights error<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">If the system displays the error message ‘Access rights - You are not authorised to use this function’, the message relates to your being timed out of the system after a period
of inactivity. Although this is not the most obvious error message, we are unable to change it.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:36.0pt"><span style="font-size:10.0pt;font-family:"Arial","sans-serif";mso-fareast-language:EN-GB"><img border="0" width="299" height="208" id="_x0000_i1025" src="cid:image001.png@01D0F068.4F22CC50"></span><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">Hope you find the above update of assistance.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif"">FMS Project Team<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial","sans-serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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