Important - For the attention of the SIMS FMS6 Operator
Financial Services for Schools
SIMS FMS6
USER BULLETIN No 148
FMS Upgrade 6.152
October 2013
Upgrade 6.152 New Features
Included in this Bulletin:
o Email Purchase Orders
The purchase order process has been enhanced to allow purchase orders to
be emailed as a .pdf attachment with the contents of the order being displayed
using the FMS default order format.
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
Email PDF Purchase Orders
FMS now has the ability to Email PDF Orders direct from the purchase order screen.
This bulletin will show in detail how to enable the email PDF Orders.
You will first need to set up the following to enable this process
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Email setup
Terms and conditions
Signatory users
Suppliers email address
Email Setup
 Tools
 Establishment Details
 Tab 5: Email Setup
Tab 5 provides a selection where both the BACS eAdvices and Email PDF Orders
mail servers can be setup and maintained.
The email settings allow email systems that use STARTTLS.
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
 Double Click on Email PDF Orders to open up Maintain Servers
 Or click on the edit button
You will need to speak to your Network Manager/provider on setting up the Mail
Server/ Port number /username and password
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Enter the return email address, subject line and a generic message
Test Mail server setup
Click on save
Click on save
Terms and Conditions
 Tools
 Accounts Payable Parameters
 Tab 1: Order Header
The PDF Orders button has been included to enable the Terms and Conditions as
per your school policy to be recorded, which will then be embedded in the PDF
order. Please note that the Terms and Conditions will always be displayed on the last
page of the PDF Order.
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
 Click on PDF Orders…
 Enter your terms and conditions
This will appear on the last page of the purchase order
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
Signatory Users
If required a signature image can be embedded within the purchase order for the
person authorising the purchase order within FMS. The ability to view a purchase
order in any financial year has also been included.
 Tools
 Accounts Payable Parameters
 Tab 6: Email pdf Order
The ability to activate PDF ordering, together with the embedding of signatures, can
be set on this tab.
 Place a tick in send pdf Orders as emails
 Place a tick in use signature image
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
You will then need to attach a signature to the user
 Highlight the user you wish to attach a signature too
 Click on the edit button
 Click on the add button
 Enter the order signatory Forename and Surname
 Attach a signature file which should be in bitmap format
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
 Click on the signature file attachment button
The size of the bitmap file must not exceed 32KB
 Find the location of the saved signature file (please speak to your
Network Manager/provider)
 Highlight the file
 Click on open
The signature will now be available to use
 Click on Save
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
 Click ok
The user will now be ticked allowing the signatory to be used
 Click on Save
Setting the supplier up to use email ordering
On a Supplier record, there is a new Order Method type M (Email PDF File).
The eOrdering e-mail address field enables you to record the email address to which
FMS will send an email with a PDF attachment.
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Focus
Accounts Payable
Supplier
Enter and email address of the supplier in eOrdering email
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
In order method:
 Click through the browse
 Highlight M - Email PDF File
 Click Select
 Save with the disk
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
Creating a purchase order using email ordering
 Focus
 Accounts Payable
 Purchase Order
Within the header section of the order, the Email and Order Method fields have been
added. The Email field displays the email address recorded on the Supplier record
and the Order Method field displays the currently selected order method for the
Supplier.
The order method will be shown – this can be changed by going back into the
supplier and changing the order method.
You can preview before you print the order which will create the email.
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
To preview the order:
 Click on the preview order icon
This will bring the order to screen in PDF format.
You can save a copy of this preview by:
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Clicking File
Save as
Give the file a name
Click on save
Once you are happy that it can be emailed to the supplier
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk
 Click on the Print Icon
This will generate an email direct to the supplier with the PDF attached.
If you require assistance please contact the Helpline:
 01992 555753 Option 1
Financial Systems Helpline
Tel. No.: 01992 555753
Email: [email protected]
Herts for Learning
01438 845111
www.hertsforlearning.co.uk