This article explains the settings available in Other Settings and how they affect your budget setup. Use this section to configure features that support scenario management, reporting, payroll reconciliation, budget monitoring, and linked staffing data.
Manage Other Settings
In Other Settings you can configure additional features for your budget scenarios.
You can manage the following areas:
School Settings.
Report Settings.
Apprenticeship Levy Settings.
Payroll Import Settings.
Budget Monitoring Settings.
Education People Link.
Navigate to Other Settings
Click Academy/School menu, then click Settings.
Click Other Settings.
Select the settings area you want to review or update.
Update the required settings.
Click Save.
School Settings
You can enable or disable settings related to your Scenario and Account Coding section:
Scenario Settings:
Setting | What It does | Default |
Negative Income | Treats income as negative on the Budgets Summary Report and Income and Expenditure Analysis Report when Group Income Expenditure is selected. | Disabled |
Do Not Apply Mandatory Updates to Published or Locked Scenarios When Copied to Working | Prevents mandatory updates from being applied when published or locked scenarios are copied to working scenarios. You can apply the updates later if needed. | Disabled |
To enable any of the scenario settings:
Select the scenario setting you want to enable.
Click Save.
Account Coding
The account coding area allows you to set up key features that will apply to your coding and mapping sections:
Setting | What It Does | Default |
Account Coding Enabled | Requires account codes to be selected from a drop-down list instead of being typed manually. |
|
Cost Centre Groups Enabled | Allows you to group ledger codes that can be used with the Governors Report. | Disabled |
Account Coding Mandatory | Requires account codes to be selected in mandatory fields. | Disabled |
Section Mapping | Defines which code type is mapped to the I/E Section, such as Nominal Code or Cost Centre. |
|
Rename Account Codes
The default account code names are Ref 1 and Ref 2. You can change these names and add up to two more codes to use.
Go to Account Coding.
Enter the new account code names in the Ref 1 and Ref 2 fields.
Click Save.
Add Additional Reference Codes
Go to Account Coding.
Select the relevant Use Ref box, such as Use Ref 3.
Click Save.
Report Settings
Use Report Settings to enter the Head Teacher and Chair of Governors names that appear in the EFA Report.
Head Teacher will be the Report Signature. Type the name and click Save.
Chair of Governors will be Report Signed by. Type the name and click Save.
Apprenticeship Levy Settings
Use Apprenticeship Levy Settings to enable Apprenticeship Levy and set the levy percentage, allowance, and expenditure section.
To Enable the Apprenticeship you can select the box next to it and click Save.
📌Note: The allowance is set to a default of £15,000. This is the amount given to a school or academy whose total staffing budgets exceed £3 million. If your school’s total staffing budget is below this, remove the allowance from the settings. You can set the allowance to a different amount if applicable.
Once enabled you can manage the amounts of the apprenticeship:
Go to Apprenticeship Levy Settings.
In the Apprenticeship Levy Percentage box, enter the percentage of the total staffing salary bill, excluding NI and Pension.
In the Apprenticeship Levy Allowance box, enter the amount of levy allowance you will receive.
In the section field, select the section where the Apprenticeship Levy expenditure line will appear in your scenario.
Click Save.
📌Note:
Enabling the Apprenticeship Levy setting only configures the general Apprenticeship Levy settings. You still need to add it to your scenario when required.
When Apprenticeship Levy is enabled in Other Settings, the Add Apprenticeship Levy button appears on the Staffing page against a scenario.
Payroll Import Settings
The Payroll Reconciliation function allows you to run comparisons between your budgeted payroll costs against your actual, real time, payroll costs.
In order to be able to use the function you will need to firstly set it up.
What the settings refer to is a set of blank cells that you will need to populate with information related to the columns of the Payroll Excel file, in order that the software will be able to identify where to find the specific information.
For more detailed steps please read the following article.
Budget Monitoring Settings
Here you will be able to enable the Budget Monitoring feature.
Selecting this option will enable the feature and, in the case you use Access Education Finance as well, you can either select the option to Import actuals from Finance or Import Actuals from excel.
Education People Link
If you are using Education People , you can link the software with Education Budgets, that will enable you to import Staffing contracts and Pay scales from People into Budgets.
This will require that you action in both software.
In Access Education People.
Please log into Access Education People and navigate to:
Setup > Settings > System Settings > API Settings
Copy the data shown in the following fields:
API – URL
API – Environment ID
Click on ‘Add API Client’.
Enter ‘Education Budgets’ into the Client and Description fields.
Set the API Type field to READ.
Copy the Client ID and the Client Secret Key.
The data copied from People now needs to be entered into the corresponding fields below.
After performing the above in People, in Access Education Budgets:
Click the Academy/School menu, depending on which option you have.
Click Other Settings then click Education People link.
Select the Enable Education People Link check box then enter the correct details.
Click Save.