Fraedom User Manual - Essex Schools Infolink
Contents
1. l g W H Smith Card Account 1 Norfolk Plaza Card Account 1 Protland Press Ltd Card Account 1 Transaction Fees Do not delete the receipt images after you have correctly loaded them Close the pop up windows You will be on your Accounts Statement page 2 4 How to code Card Transactions After uploading your receipt image click the red cross to the right of the transaction you want to code Home P Cards Statement Reports Contacts P Cards Statement Account Statement Current Balance 3 698 24 7 P 7 Previous Balance 3 758 77 25 Oct 2011 to 24 Nov 2011 Credit Limit 5 000 00 Items Requiring Attention Trainingcardholder Id1 Barclaycard Account Statement Status Updated Barclaycard Business Card Account 1 24 Aug 2011 Tran Date Supplier VAT Receipt Image AmounNaoc Card Account 1 24 Sep 2011 28 Oct 2011 Watkins amp Watkins Yes Yes 8221N y Card Account 1 24 Oct 2011 30 Oct 2011 Jakarta Cafe Yes 1958 X 31 Oct 2011 WH Smith 3 i 135 18 X Us Nov 20 Protand Pre o0 09 om X Card Account 1 24 Nov 2011 The Transaction Details coding screen will now be displayed Transaction Details Purchase 30 Oct 2011 Amount 19 58 GBP Jakarta Cafe London Summary M voamign Advanced Approval Subjective Cost Code Analysis Line Item Business Purpose Amount Incl Tax Code Line 1 G 2001 v CFIN4000 v 00000 v 19 58 v Q Line 2 Line 3 Line 4 More Supplier Inf2. tems Requiring Attention Barclaycard Business Card Account 1 24 Aug 2011 Card Account 1 24 Sep 2011 Card Account 1 24 Oct 2011 Card Account 1 24 Nov 2011 Reports Tran Date 28 Oct 2011 30 Oct 2011 31 Oct 2011 08 Nov 2011 12 Nov 2011 12 Nov 2011 13 Nov 2011 13 Nov 2011 23 Nov 2011 23 Nov 2011 Contacts Account Statement 25 Oct 2011 to 24 Nov 2011 Trainingcardholder Id1 Barclaycard Account Supplier Watkins amp Watkins Jakarta Cafe W H Smith Protland Press Ltd Protland Press Ltd W H Smith Norfolk Plaza Protland Press Ltd Transaction Fees Payment Image Amount Inci 82 21 19 58 135 18 1 810 09 1 360 00 31 89 239 97 81 60 1 50 5 111 93 Manage Receipt Images View Statement Report The Image column refers to loading and attaching a receipt On the Account Statement page check there is a Yes in the Image column next to each transaction This means you have loaded and attached the receipt correctly By close of xx lt lt XX xX QA Current Balance Previous Balance Credit Limit Statement Status 3 698 24 3 758 77 5 000 00 Updated statement period you need to have a Yes against each transaction in the Image column In the example below the cardholder has successfully loaded and attached two receipts for two transactions If there is a dash in this column the receipt has not been loaded and attached successfully P Cards Statement P Cards Statement Items Requiri
3. 155 kg 1 24 kg BAG RE USE 9 BALANCE DUE CONNECT DEBIT 4 0Useful Contacts Barclaycard 0844 822 2160 in the UK or 44 1642 876 690 internationally 24 hour service The above number should be used for Lost and stole cards this should be reported immediately Card or PIN enquiries if your card PIN has not arrived or has been damaged Fraud in the event of a fraudulent transaction on your account Purchase Card Administrators If you have a query regarding the use of your card or the Fraedom system please contact the Corporate Service Centre at Essex County Council on 033301 35859 or email schools servicecentre essex gov uk 5 0Glossary of Fraedom icons Transaction Status Icons Common Icons X Red Cross Indicates that some coding is still required and or not all mandatory fields have been completed v Green tick Indicates that the transaction as been coded and all mandatory fields have been completed Other Icons lt Print from screen
4. 5 15 5 Zero Rate Exempt and Non Business Summary Coding Advanced Approval Subjective Cost Code Analysis Line Item Business Purpose Amount Incl Tax Code Line 1 4 2001 ha CFIN4000 iv 00000 15 00 20 i Line 2 5 2001 tA CFIN4000 ha 00000 Ed Line 3 i 20 Line 4 17 5 15 More 5 Exempt NonBusnes Supplier Information Zero Rate NA Purchase Jakarta Cafe lf the item is VATable the VAT receipt box should be ticked to confirm that you have attached a valid VAT receipt for this transaction Summan Coding Advanced Approval Subjective Cost Code Analysis Line ltem Busi ess Purpose Amount Incl Tax Code apor v erno v ooo o fox v aor erma00 fooooo a8 ZeoRate v w o w we OoOo SEO Ooo WEO e A eee Balance Supplier Information VAT Receipt 0 v C Disputed Purchase Jakarta Cafe a You must always provide evidence of your purchase in the form of a receipt but you need only tick the VAT receipt box if the item is VATable if some items are VATable and others are not you should split out the total amount as shown above Step 3 Adding the Business Purpose This is a mandatory field You should enter the reason for the purchase so that budget holders auditors etc are clear regarding the purpose of the purchase e g Weekly groceries purchase for residential home When you are making a purchase on behalf of someone else state clearly
5. you will receive e mails to prompt you when items require attention You can therefore deal with items as they occur It is suggested however that as a minimum you log on weekly to code your transactions and upload receipts An extract of the transactions in the system will be taken on the Wednesday before the last Friday of the month P card deadline to update the General Ledger You are therefore required to code and receipt transactions within the transaction cycle Any items not updated by the cardholder in time for the extract date will be posted using the default code 2 3 How to manage and upload receipts It is important that you upload a receipt for every transaction on your statement as evidence of business purchase If your purchase includes goods subject to VAT and the supplier is VAT registered you must always request a correct VAT receipt A valid receipt must contain the following details e Date e Total amount payable e Supplier name address and VAT registration if goods VAT able e Goods description e VAT amount if goods VAT able A credit card slip is not acceptable For purchases under 250 you can claim VAT using a simplified receipt further guidance can be found in this document VAT guidance You will need to scan your receipt or obtain a clear digital image using a camera and save the image as a PDF file JPG GIF or TIF files can be accepted When you have uploaded the image to Fraedom and have checked to m
6. Fraedom User Manual A user guide for managing transactions on Fraedom V1 9 Prepared by Corporate Operations April 2015 Table of Contents Transaction processing USING Fraedom cccssssseeseeseeeeeeeeeeeeeneees MIPOCUCTION to FiACAO MN i ciiecse Mert cache iietetun a Miura Meh isa oin dius iu Mea Maid cleat ei Alin ioe 2 How to access the Fraedom system isc seed jaceasouasccsedaid asencdclendodsian vaneutice steele Aecateiedcdasacn asouneeneduaddesenoadenses 2 What to do if you forget your PASSWOIKT cccseeccccecseeeeeeeeeeeeeeeeesaeeseeeeseaeeeeeeseeseeeeesaaeeeeeseeaeeeessaageeeeeeaaees 2 Employee DECIARAIO MN rinena eee tS Saye tt Gi i IO Ot old aa at ene a 2 How 10 Change your password serseri e a e EEA aa E E r E a E a 3 How to customise your view of your card statement ccccccseeeeecseeeeeeeeeeeeeeeeeeeeueeeeseeeeesaaeeeesaeeeesseneeeens 3 Cardholder Transaction ProCeSSing c csssecesseeseecnseneneeensenenees How to view your Card statement and transactions ccccccccseeeeceeceeeeeeeeceeeeeeeeeseeeeeeeseaeeeeeesaaeeeeeesaaeeees 4 PANTS AGUO NANCY ClO sec artes onan a a a askance arent Ae wathoteaee aaanneitance E ES 4 How to Manage and upload receipts ccccsseecccccsseecececeeseecceceueceecsseueeeeesaeaeeeeesseeeeeesseaeeeeessaaeeeessaaeeeess 4 Howto code Card TranSac Ons iii55 c5 cen etre saackudensiecattachinteendte cies dacdadendaconaceentoan E sce dsaacte 7 PIS DUUING Aran
7. Note Microsoft Internet Explorer You have selected to flag this transaction as disputed Please click the link below for guidance on completing the dispute outside of Spendvision or return to complete the transaction coding by clicking close Supplier In http essex gov uk PCard Business an e Internet 2 6 After uploading and attaching your receipt and coding your transaction Cardholders can view at a glance if they have loaded and attached a receipt to each transaction and if they have ticked the VAT Receipt box to claim back any VAT The VAT Receipt column refers to the VAT Receipt box on the Transaction Details screen There will be a Yes in this column if the cardholder has ticked the box to claim VAT If you wish to claim VAT you must ensure that you have placed a tick in the VAT receipt tick box This is to enable ECC to claim back the VAT on behalf of your team VAT reclaim means you pay 20 less for goods and services where VAT is charged On the Account Statement page check there is a Yes in the VAT Receipt column next to each transaction if you have attached a receipt that includes VAT By close of statement period you need to have a Yes against each transaction in the VAT Receipt column for all transactions that include VAT In the example below the cardholder claims VAT for two transactions If the cardholder does not claim VAT there will be a dash in this column P Cards Statement P Cards Statement
8. SACOM sse a sees saree nates caecewaneedadh enc eseatagne ons aaeetawsie 11 After uploading and attaching your receipt and Coding your transaction ccccccccccseeceeseeeeeeeeeeeesaneees 11 What happens after you have completed coding the transaction on your card statement 0008 12 How to delegate your card statement x 2c8 ceecccceetie ence Aes etn eu ea cee ee 13 EXGIMPIC FECCIDUS sorrc Raa USCTU GOM ACIS sscosiucsssesanscscutsapaiwnaseusacuasansdwmanandsamesanaenmesansetmasancenecpaete Glossary Of Fraedom ICONGS cccceceeeseeeeseeceneeeeneesensesensesenneseanees 1 0Transaction processing using Fraedom 1 1 Introduction to Fraedom Fraedom is an internet based Transaction Management System which has been configured to meet ECC business rules and structure replacing paper processes for coding and approving purchasing card transactions Fraedom must be used to code all transactions state the business purpose for the purchase and attach receipt evidence 1 2 How to access the Fraedom system Enter https Wwww Fraedom com into the Internet Browser or click on the link from the intranet Click Customer Login enter your user name and password and Click Login JAPANESE BAZ RESOURCES Relic ABOUT US GET INTC Welcome Please enter your username and password to log in Username We ve made the change because we ve just refreshed our corporate website It now has new content an updated look an
9. ake sure that the image is present there is no need to store the electronic copy on your computer Please keep the original paper copy for 12 months for audit purposes lf you have access to a Konica bizhub photocopier and scanner you will easily be able to set yourself up to scan items and the image will be e mailed to your PC To add your e mail address to the scanner follow these steps Press the Utility Counter button On the screen choose Option 1 One Touch User Box registration Option 1 Create One Touch Destination Option 1 Address book Option 1 E mail New Press Name enter name press OK Press E mail address enter full address press OK OK Close You will now be able to place your receipt or invoice on the photocopier screen and press the Fax Scan button Select your e mail address Click OK and press the Start button The file will be e mailed to your PC and you can then save and upload to Fraedom To upload receipt images to Fraedom Click Manage Receipt Images on your Account Statements page Any receipts that have already been loaded will be shown here Click Upload New Image top right of the screen Receipt Image Management Image Details Image P Cards St TestReceipt1 JPG 6 KB Trainingcardholder Id1 r Items Requiring 4 23 Nov 2011 Test Receipt 1 Barclaycard Bus J Linked Transactions Cardholder Card Account 1 transactions Card Account 1 Delete Image Click Br
10. can select to show on your Card Statement Language P Cards Statement Reports Contacts Settings Personal Settings Overview The following diagram map is aimed to help you configure and manage your own personal settings If you have any questions or wish to change settings not available here then please contact your system administrator Set Password Charge Groups Charge Codes Report Groups Reports Approval Roles Approval Rules F Rate Groups Personal Details Statement Fields amp Sort Order Approver View Fields Account Management Transaction Date At Transaction Coding Posting Date Second Description Management Codes Transaction Type Disputed Supplier Personal Supplier Order Number VAT Receipt Disputed Receipt Image Personal Source Currency Customise Views Audit History By clicking on any of the buttons listed under these headings you are able to add additional information to your view of your card statement and or approvals screen After you have selected the buttons Click Save 2 0 Cardholder Transaction Processing 2 1 How to view your card statement and transactions After successfully logging in to the system Click P Card Statement on the left hand side of your home page Your current Account Statement will be shown similar to the screen below Card statements for the six previous periods where applicable will be shown on the left hand side You will not be able to alter any coding of tra
11. d codes it finds The Valid Codes Only box will be ticked as default Purchase 2 Subjective Search Subjective Favourites Amount 1 Jakarta Ca Please search for the code you require Note that only the first 60 lf you are unsure about a code please use the information icon after you have active codes will be returned matching your criteria performed a search This information will provide you with code manager Summ details as well as specific comments added to the code for usage Code Value fo Description pO For codes that you use regularly add them to your favourites below this will place them within your select lists Atotal of 15 codes per code type may be Valid Codes Only Yes an added to each list 2001 BOOKS 2012 ADMIN EQUIPMENT PURCHASE To return a code to the transaction screen Click on the f Up Arrow If this code is one that you are likely to use a lot consider adding to your favourites by clicking on the Right Arrow When you have set up a list of Favourite codes for each code type it will save you time as you will no longer need to do a full search for every code you require Instead a list of your most frequently used codes will appear in the drop down list when you click on it You can add up to 15 favourite codes If you wish to split code the transaction for example where a purchase was made for two separate cost codes or where the purchase is subject to two different VAT codes you can do this by clicki
12. d some great new features why not take a look Password LOGIN Please note If you are inactive for 30 minutes you will be automatically logged out of the system and you will need to login again in order to continue using the system 1 3 What to do if you forget your Password From the login screen Click Forgotten your password Follow the prompts to have your password emailed to you After using this feature the next time you login you will be asked to update your password If you have forgotten your Username you need to contact the Corporate Service Centre on 033301 35859 or email schools servicecentre essex gov uk 1 4 Employee Declaration Each time you enter the system you will need to Accept or Decline the Employee Declaration It is essential that you have read the Purchase Card Policy in order to use the system Click on the link to get full details of this policy If you Click Accept you will be taken to your home page If you Click Decline you will not be able to progress with using the system 1 5 How to change your password You can change your password by Clicking Settings on the right hand side of your homepage and then Set Password on the left hand side 1 6 How to customise your view of your card statement To view your Fraedom settings Click Settings on the right hand side of your home page Click customise views on your Settings screen You will then be presented with a list of additional information you
13. ed your card to will also be able to do this Delegation is one method to cover extended absences However it should be noted that Approvals and Statement processing can be performed from any PC with Internet access therefore delegation may not be necessary in all circumstances You will remain accountable for ensuring accurate and timely coding of transactions 3 0 Example receipts 4 1 Example of an incorrect receipt This is a card slip rather than a receipt It does not give any detail of the items purchased or breakdown the amount and show VAT if applicable YeATS LTO B EAZH SZAS5SNS LAE WA TAeMN ASSEY mscsivrar Tippee 355343 LISA were zerer ee we Gq Err O 12 KEYED SALE PRHOOLLEF LPY rLEASE KEEF THIS 14 CEIPT FCR vOUSR R CIRDS AHUN 26 15 CUSTO ER R WT PRESENT Hek YO Sri 25357 03703 i TH GIDE Cr6942 4 2 Example of a correct receipt invoice An example of a correct receipt is the one shown below in this example you can tell which items are VATable by the In the Fraedom system you would code 2 38 1 52 0 86 as VATable and the remainder 8 89 as Zero rated Sainsbury HALSTEAD 01787 293000 Sainsbury s Supermarkets Ltd 33 Holborn London EC1N 2HT www sainsburys co uk VAT NUMBER 660 4548 36 ORGANIC WHOLE MILK x ULTRA WIPE KIT TWi z COMFORT VAPRSE JS COFFEE FILTER JS COFFEE FILTER CHINESE BEANSPROUTS AINGSMILL 50 50 THK MAIL ON SUNDAY POTATOES BAKING LSE 1
14. ng Attention Barclaycard Business Card Account 1 24 Aug 2011 Card Account 1 24 Sep 2011 Card Account 1 24 Oct 2011 Card Account 1 24 Nov 2011 2 What happens after you have completed coding the transaction on Reports Tran Date 28 Oct 2011 30 Oct 2011 31 Oct 2011 08 Nov 2011 12 Nov 2011 12 Nov 2011 13 Nov 2011 13 Nov 2011 23 Nov 2011 23 Nov 2011 your card statement Your transactions will be processed into the IFS General Ledger as part of the monthly extract Account Statement 25 Oct 2011 to 24 Nov 2011 Trainingcardholder Id1 Barclaycard Account Supplier Watkins amp Watkins Jakarta Cafe WH Smith Protland Press Ltd Protland Press Ltd W H Smith Norfolk Plaza Protland Press Ltd Transaction Fees Payment Contacts Amount Incl 82 21 19 58 135 18 1 810 09 1 360 00 31 89 239 97 81 60 1 50 5 111 93 Manage Receipt Images View Statement Report x lt lt XK XK XK KR A Current Balance Previous Balance Credit Limit Statement Status 3 698 24 3 758 77 5 000 00 Updated 2 8 How to delegate your card statement lf you are going on leave or for another reason may be unable to code your statement for a period of time you can request to delegate your statement to another employee Please complete the delegate form available from the intranet or the Essex Schools InfoLink site You will still be able to view and code your own statement however the person you have delegat
15. ng on the small plus symbol on the left hand side where it says Line 1 Summan davan Approval Cost Code Analysis Line Item Business Purpose Amount Incl Tax Code M CFIN4000 x 00000 Rs 19 58 v S a 2 ee Balance 0 00 A pop up box will appear where you will be able to select the amount of lines you wish to split the transaction over Select the amount of lines using the drop down box The system will automatically split the transaction total equally across the amount of lines chosen You are able to overtype this with the appropriate amounts Transaction Details Purchase 30 Oct 2011 Amount 19 58 GBP Jakarta Cafe London Summary Advanced Split Transaction Line Subjective Cost Code Please select the number of lines that you would like to split Amount ind Line 1 2001 M CFIN4000 the selected line over You are then able to change the 19 58 Line 2 WI amount allocated to each line before saving your changes Lines Iv Number of Lines required 2 k Lines ha More Line Amount Line 1 979 Supplier In Line 2 Balance Business F Cancel Save Click Save You will now see the additional lines added and are able to amend the codes appropriately Step 2 Checking the Tax Code The Tax Code will default in as blank This is a mandatory field you will therefore need to amend by choosing a different tax code from the drop down list The following options can be chosen 20 17
16. nsactions in these previous periods however you can still view the transactions P Cards Statement Reports Contacts Current Balance Previous Balance P Cards Statement Account Statement 3 698 24 tems Requiring Attention Barclaycard Business Card Account 1 Card Account 1 Card Account 1 Card Account 1 24 Aug 2011 24 Sep 2011 24 Oct 2011 24 Nov 2011 25 Oct 2011 to 24 Nov 2011 Trainingcardholder Id1 Barclaycard Account Tran Date 28 Oct 2011 30 Oct 2011 31 Oct 2011 08 Nov 2011 12 Nov 2011 12 Nov 2011 13 Nov 2011 13 Nov 2011 23 Nov 2011 23 Nov 2011 Supplier Watkins amp Watkins Jakarta Cafe W H Smith Protland Press Ltd Protland Press Ltd W H Smith Norfolk Plaza Protland Press Ltd Transaction Fees Payment VAT Receipt Yes Image Amount Incl Yes 82 21 19 58 135 18 1 810 09 1 360 00 31 89 239 97 81 60 1 50 5 111 93 x lt x lt x lt XX xX xX xX S Credit Limit Statement Status 5 000 00 Updated Manage Receipt Images View Statement Report The column to the right of the transaction amount relates to the status of the transaction The icons in this column indicate the following X Red X Shows that some mandatory coding is required d Green Tick Denotes that all coding information has been entered Green Question Mark Shows that the transaction has been automatically coded 2 2 Transaction cycle The system will be updated daily and
17. ormation Purchase Jakarta Cafe Business Purpose Mandatory Please enter full details of purchase o A Close Save Step 1 Coding the transaction For the transaction to be correctly coded it must have a Subjective Cost Centre and Analysis The Project Code field is not mandatory Some of these fields will be pre populated based on the category of spend You should amend the code if it is incorrect To search for a new code click the drop down arrow beside the code field and Click Search please note you will only see Cost Centres that the Budget holder has approved you to use Summary Coding Approval Subjective Cost Code Analysis Line Item Business Purpose Amount Incl Tax Code 2001 BOOKS 2012 ADMIN EQUIPMENT PURCHASE iv v 2013 ADMIN EQUIPMENT MAINTENANCE ooo O T oo oo 3010 HIRE OF TRANSPORT bd 4003 POSTAGES Balance 0 00 Search Supplier Information VAT Receipt 0 C Disputed A search window like the one shown below will appear If you know the code you are looking for enter the details of the code into the Code Value or Description field If you know part of the code value or description use the key for a wildcard search e g 3 would return all subjectives beginning with a 3 or S would return all codes with a description starting with an S Click Search NOTE If you just Click Search without searching for a particular code the system will return the first 60 vali
18. owse to search for your image Click the correct file and Click Upload File Language Settings Log out 2 Image Vault Microsoft Internet Explorer provided k yE Linji x Image Upload Home P Cards Std When attaching receipts you should always try and keep the image sizes as small as practically rrent Balance 3698 24 P Cards Statement possible Some handy ways of doing this include reducing colours and reducing the actual evious Balance 375877 heightwidth sizing of the image edit Limit 5 000 00 Items Requiring Attention atement Status Updated You may only upload GIF JPG JPEG TIF or PDF images and only images less than 5MB in size Upload File B m Card Account 1 24 Aug 2011 _Browse _ Card Account 1 24 Sep 2011 Upload File Card Account 1 24 Oct 2011 Barclaycard Business Card Account 1 24 Nov 2011 Dore tL internet ra 100 gt Manage Receipt Images View Statement Report You will see a pop up box showing the transactions for that statement period Link the receipt image to the relevant transaction by clicking on the transaction you want to attach the receipt to it will now be highlighted blue Click Save If you forget to click Save your receipt will not be shown against the transaction Reference Extracted Images Amount Home Watkins amp Watkins 1 P Cards St 0 30 Oct2011 Jakarta Cafe f 0 W H Smith Items Requiring Protland Press Ltd Barclaycard Bus Protland Press Ltd Card Account 1
19. their name Freedom of Information requests and certain statutory returns require ECC to report on key personnel and spend types Summary Coding Advanced Approval Subjective Cost Code Analysis Line tem Business Purpose Amount Incl Tax Code Line 1a f2001 v Jorinao00 v ooa o e oe OWI Line 2 2001 CFiN4000 mi pooo we 458 ZeroRate v Line 3 i we Line 4 A More Supplier Information Purchase Jakarta Cafe Business Purpose Mandatory Please enter full details of purchase Emergency food for children s home Close Step 4 Save the transaction Click Save if you have completed all these steps then the transaction will now have a green tick beside it on your Account Statement page and YES under the Image column 2 5 Disputing a transaction If you wish to dispute a transaction Click Disputed and follow the instructions You should note that you will need to raise this separately with the Supplier Barclaycard as appropriate and notify the budget holder The item will still need to be coded and a business purpose entered and will update to IFS when the monthly extract is taken and any credit later can be coded to offset the transaction Subjective Cost Code Analysis Line Item Business Purpose Amount Incl Tax Code Line 1 2001 cFin4o00 foooo0 wp EE 4500 eos wea Line 2 2001 CFIN4000 pega 458 ZerRate x Lines 8 WE o Line 4 Ia More J Disputed Transactions
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