SIMS/FMS USER GUIDE - KCS4Educationdown.kcs4education.co.uk/resource/KCS-FMS-User-Guide.pdf · SIMS/FMS USER GUIDE Your trusted partner Freephone 0808 281 9440 kcs4education.co.uk

SIMS/FMS USER GUIDE

Your trusted partner

Freephone 0808 281 9440 kcs4education.co.uk

2016/2017

KCS SIMS/FMS Setup Guide © KCS 2016-2017 Page 1

KCS SIMS/FMS Setup Guide

Contents

1. Introduction & Before You Begin

2. Checking & Modifying Establishment Details

3. Setting Up an Order Book

4. Setting Up General Ledger Details

5. Setting Up or Modifying KCS as a Supplier

6. Setting Up eProcurement Settings

7. Placing a Test Order

8. SIMS/FMS Frequently Asked Questions (FAQs)

• How do I import an order?

• Can I change the Cost Centre, Ledger, Fund or VAT code for groups of items?

• Can I cancel an order once it has been sent to KCS?


KCS SIMS FMS Setup Guide

This brief guide will help integrate your SIMS FMS software with the KCS website: www.kcs4education.co.uk

IMPORTANT To make changes to your system you will need to be running SIMS FMS as an administrator.

Follow the steps to start the integration process:

1) Integration requires use of eProcurement Settings within SIMS FMS. Certain users may have the Tools → eProcurement Settings option disabled. If this is greyed out please contact your organisation’s SIMS representative to enable it:

· Contract with EIS? Contact your usual support team· No contract with EIS? Contact Capita http://www.capita-sims.co.uk/contact

A fix will be issued to update your system accordingly.

2) You will need a unique DUNs number. If you don’t have or don’t know your DUNs number, visitthe Dun & Bradstreet website to get one http://salesmarketing.dnb.co.uk/find_my_company/

This is free, and the process is usually very quick. In rare cases this may take up to 10 days.

Having issues? Contact Dun & Bradstreet directly on 0800 001 234 for support.

3) Does your establishment use a proxy server to connect to the internet? Your IT department oradministrator will be able to confirm this.

If a proxy server is used, make a note of the following details:

· Address of the Proxy e.g. http://ProxyServer:123· Username, Password and Domain

4) Contact KCS stating that you wish to integrate with the website:

· Fill out the contact form with the required informationhttp://www.kcs4education.co.uk/fms-int

Continue to Step 1: Checking & Modifying Establishment Detail

Please note that once the integration process has been completed, the 'Print' button within FMS will send orders through to KCS; this includes all orders created directly within the FMS system. To avoid sending an order through incorrectly, please create orders via the website only.


1) Checking & Modifying Establishment Details

a) Select Tools > Establishment Details

Establishment Details Menu Option

Tab 1: Basic Details tab will be displayed. Your establishment’s details should already be filled in.

Tab 1: Basic Details Window


b) Check that your details are correct and no information is missing.

c) In the bottom left of the window is the Unique Identifier value: make sure the ‘DUNs’ optionis selected and that your DUNs number is correct:

Basic Details → Unique Identifier value: 123456789 shown as an example only

d) Click Save and close the Establishment Details window.


You will also need to ensure your Delivery Address is setup correctly.

a) Select Tools > Accounts Payable Parameters

Accounts Payable Window

b) Within the Delivery Address Text box please ensure you have the relevant delivery addresspopulated. This address is passed over to us and will be used to deliver the goods you haveordered.

IMPORTANT Ensure there are no blank lines between the rows on the delivery address and that the postcode is the last line of the address. Do not put a telephone number in this box.

Continue to Step 2: Setting Up an Order Book


2) Setting Up an Order Book

a) In Tools, select Books

Books Menu Option


The Define Books window will be displayed. All the Order Books currently set up will appear in this list:

Define Books Window

It’s possible that a book with the prefix BANK, a Start number of 4001 and an End number of 5000 has previously been set up. If so, move directly to Step 3. If not, you will need to set one up:

b) Click the + button in the top right hand corner of the Define Books window to add an orderbook and enter the details as shown below:

Add Order Book Window

Prefix: BANK Start Number: 4001 End Number: 5000 Payment Source: Bank Account


Click Save to close the Add Order Book window and Save again on the Define Books window.

Continue to Step 3: Setting Up or Modifying KCS as a Supplier


3) Setting Up or Modifying KCS as a Supplier

In Focus, select Accounts Payable and Supplier

Supplier Menu Option

The Supplier Details window will open.

Supplier Details Window


A record for KCS may already exist in this list. If so, modify the existing record by double clicking it in the list. If there is more than one KCS record listed, select one to modify, then double click to open the Supplier Details window. Amend the name to make it easy to identify as for the one to use with the KCS website (ie add ‘web’ into the name). If there are no KCS records or you wish to start a new one, click the + (Add Record) button at the top of the screen: a) Tab 1: Basic will be displayed. If this is a new record, enter the details as shown below. If you’re modifying an existing record, check that all fields are correct:

Tab 1: Basic b) Enter your KCS account number/DPN (e.g. D050000) into the Account Number field

c) Make sure the following is complete:

• Order Method is set to W and Web Services • DUNs is selected with the KCS DUNs number 117711777


d) Select Tab 5: eProcurement and enter the details as shown below:

Tab 5: eProcurement

· Purchasing Web Address: https://eapi.csltd.org.uk/EProcurementService.asmx· e-mail Address Source 1: [email protected]· e-mail Address Destination: [email protected]· XML Supplier Reference: ref1

IMPORTANT Ensure that these values have been entered correctly and that there are no blank spaces present (eg at the end of the Web Address field). Any incorrect entries will cause your integration to fail

e) Click the Save Records button at the top of the screen to save these settings and close theSupplier Details window.

Continue to Step 4: Setting Up General Ledger Details


4) Setting Up General Ledger Details

a) In Tools, select General Ledger Setup

General Ledger Setup Menu Option

b) Select Tab 9: eProcurement Templates

Tab 9: eProcurement Templates


c) Add a general ledger template to assign incoming orders a cost centre and ledger code:

Click the + button in the top right hand corner to open the eProcurement Template Details window.

eProcurement Template Details Window

d) Complete the Originator field with your organisation name

e) Enter ‘CC MN’ into the CC Mnemonic field

f) Click the magnifying glass button alongside Cost Centre to open the Cost Centres window.

Cost Centres Window

Choose a cost centre from the list. Any cost centre and ledger code applied to an incoming order can be amended in your SIMS FMS system once the order has been imported.

g) Click on the code required and click Select. You will return to the eProcurementTemplate Details window.


A ledger code relating to the chosen Cost Centre now needs to be added. h) Add a ledger code to your Cost Centre: click the magnifying glass button alongside Ledger Code

to open the Ledger Codes window.

Ledger Codes Window

i) Click on ledger code required and click Select. You will return to the eProcurement Template Details window.

j) Tick the Set Default Template

k) Tick the Set Default P&P Template

l) Click Save to save your General Ledger details.

Continue to Step 5: Setting Up eProcurement Setting


5) Setting Up eProcurement Settings a) In Tools, select eProcurement Settings

eProcurement Menu Option

The Settings for eProcurement (Web Services) window will open.

Web Services Window Step 1


b) Add a new entry to Web Services by clicking the + button in the top right hand side of the window.

c) The Service Details window will open. Enter the details as below:

Service Details Window

· Provider Type: Portal · Name: KCS4Education · URL: https://eapi.csltd.org.uk/EProcurementService.asmx · Priority: 1 · Active: (Tick) · Password duration (in days): 5000

d) In User ID, enter your DPN/KCS account number

e) In Password, enter your DPN/KCS account number

IMPORTANT Ensure that these values have been entered correctly and that there are no blank spaces present (eg at the end of the Web Address field). Any incorrect entries will cause your integration to fail

f) Click Save and close the Service Details window. The Web Services window will now show the newly entered service under Web Services.


g) To test the connection, simply click the ‘Test’ button beneath the Web Services section. If successful, you will see the following message:

Test connection success message

Web Services Window Step 2 h) On the right hand side of the window, alongside Linked Suppliers, click the magnifying glass button to open the Choose Suppliers window. Select the KCS account you wish to use, as identified by name when setting up KCS as a supplier.


Choose Suppliers Window Step 1 i) Click the Choose button to move the supplier down into the Linked Suppliers display.

Choose Suppliers Window Step 2 j) Click Update to close this window. The selected account will now appear below Linked Suppliers.


k) In the General Settings section, alongside Default XML Order Book, click the magnifying glass button and select BANK (if you do not have this option, see Step 2)

l) In Establishment DUNs Number, enter your DUNs number

m) Under Internet Connectivity, if your establishment uses a Proxy Server to connect to the Internet, tick the 'I access the Internet through a Proxy Server' box and fill in the details. If you don’t use a Proxy Server then leave this unticked.

Default Proxy Settings


n) Click the Test button at the bottom of Web Services window.

If the test fails, please run though the steps again, checking that the settings have been entered as they appear in this guide.

If a subsequent test also fails, please contact [email protected]

If the test is successful, SIMS FMS has now been successfully linked to the KCS website. When an order is placed on www.kcs4education.co.uk it will feed automatically into SIMS FMS to be imported.

You may now find it useful to continue to Section 6: Placing a Test Order

Remember: the next day delivery cut-off time of 12:00 applies only to orders that have entered the KCS ordering system. Until orders have been authorised on your SIMS FMS system, they will not be received by KCS.


6) Placing an Order

To place an order follow the steps below: a) Open your default web browser and enter www.kcs4education.co.uk. The KCS homepage will load:

www.kcs4education.co.uk Homepage

b) Click 'Log In' in the top right hand corner and enter your KCS user name and password.

Login page

If login is unsuccessful, please double check that the details you are entering are correct. If you continue to have trouble, contact [email protected]


Once logged in successfully, you will be returned to the home page. c) Once logged in, find the products you need and build your basket.

KCS website Search and Navigation bar

KCS Website Quick Order

d) Once you’ve found all that you need, just go to the Checkout page, review your order and

click the ‘Submit Your Order’ button.

Submit Order button

At this point, the order is sent from the KCS website into your SIMS FMS system and waits to be imported. This process can take up to 5 minutes.

e) To import the order, go into SIMS FMS. In Focus, select Accounts Payable and select Import Orders/Invoices/Credit Notes.


Import Orders Menu Option

f) The Import Progress window will open. Click the Import button in the bottom left hand corner of the window.

Import Progress Window


One order will be imported and a message box will appear to tell you that this has been successful. Now imported, the order needs to be authorised.

g) In Focus, select Accounts Payable and select Purchase Order

Purchase Order Menu Option

The Purchase Order Processing window will open, showing past and present orders.

· Orders that have already been authorised and sent to KCS will appear as Printed in the Order Status column.

· Orders that have not been authorised appear as Not Yet Authorised

Purchase Order Window


h) Double click the Not Yet Authorised order to open the Purchase Order Processing window. All the items in the order will be shown: in this case, there is only one item: the test product.

Purchase Order Processing Window At this point, changes can be made: items can be deleted (but cannot be added) and Cost Centre, Ledger, Fund and VAT codes can be changed. For information on how to edit this data, see Section 7) SIMS FMS Frequently Asked Questions.

i) Double click the product. Check that the VAT code has defaulted to the correct value (tax code Y is correct for KCS in Kent).

Please note: If the VAT code is not correct, you will need to remember to use the method described in Section 7 to change all items to the correct code on your future KCS orders, before they are authorised.

j) Depending on the process set up by your establishment, you may you may require a pre-authorisation print of the order: click the Print button at the top of the screen. This printout will be labeled Not Yet Authorised.


Print button

k) To authorise the order, click Authorise Current Order on the top bar.

Authorise Current Order


l) Finally, to send the order to KCS, press the Print Order button.

Your order has now been sent to KCS! Remember: the next day delivery cut-off time of 12:00 applies only to orders that have entered the KCS ordering system. Until they have been authorised and Print has been pressed on your SIMS FMS system, they will not be received by KCS).

Once authorised, printouts of the order will be labeled Submitted via Web Services. You may find this a useful printed record.

Your SIMS FMS system has now been successfully integrated with the KCS website


7) SIMS FMS Frequently Asked Questions

How do I Import an order?

Once an order has been placed on the KCS website it will need to be imported into your SIMS FMS system – until it is imported, it will not appear to be Authorised.

To import orders, in Focus, select Accounts Payable and select Import Orders/Invoices/Credit Notes and click the Import button in the bottom left hand corner of the window.

Once imported, the order will need to be authorised by the appropriate member of staff before it is automatically entered directly into KCS' ordering system.

See section 6h) of this guide for an illustrated guide to importing an order.


Can I change the Cost Centre, Ledger, Fund or VAT code for groups of items?

To change the details of one or more than one product in an order, the products need to be tagged from within the Purchase Order Processing window (In Focus, select Accounts Payable, select Purchase Order and double click the order). Please note: only orders that have not yet been authorised can be edited in this way.

To tag a single item, click in the grey space at the left hand side of the product:

A Tagged Product

A small flag icon will appear in the space. To tag all the products, or un-tag all of them, there are buttons at the bottom left of the window labelled Tag All and Un-Tag All.

Once the required items have been tagged, click the Edit Tagged button at the bottom right of the window.

Options for changing the Cost Centre Code, Ledger Code, Fund Code and VAT code of all tagged items are available here.

If the required option is not available, you may be running an older version of SIMS. A version of 1.36 or greater is required for all of the above options to be available (you can check your SIMS version by selecting Help and selecting About SIMS FMS Module).

If you have a version of SIMS lower than 1.36, please contact your authority's SIMS representative and request an update.


Can I cancel an order once it has been sent to KCS?

Unfortunately, once an order has been sent to KCS, there is no way of cancelling it through your SIMS FMS system or the KCS Website. If you need to change or cancel an order at this point, please contact the KCS Sales Team as soon as possible on 0808 281 9440, or by emailing [email protected]. Quoting your Account Number and the Order number will help them find the order quickly.

If you have a question that does not appear in this section please contact [email protected].

Documents

SIMS/FMS USER GUIDE - KCS4Educationdown.kcs4education.co.uk/resource/KCS-FMS-User-Guide.pdf · SIMS/FMS USER GUIDE Your trusted partner Freephone 0808 281 9440 kcs4education.co.uk