Finance overview
The Finance module is used by finance or business managers to manage the financial details of all professional learning (PL), student (ACE) events, and time and attendance.
The role of a finance manager in EMS360
The EMS360 finance manager role is responsible for managing the financial aspects of Professional Learning (PL) and student events (ACE). They have access to financial data and tools to track payments, generate reports, and manage invoices. Specifically, Finance Managers can:
View and analyse financial data: Access financial details for both PL and ACE events, including costings, payment status, and invoice information.
Generate financial reports: Export financial data to spreadsheets for analysis and reporting.
Manage payment status: Mark PL events as paid or unpaid.
Manage invoices: Upload, download, and remove invoices related to PL events.
Update financial details: Modify financial information associated with PL and ACE events.
Download event summaries: Download summaries of PL and ACE events as PDFs.
The finance manager role focuses on financial administration and does not typically include permissions to manage other aspects of Professional Learning (PL) and student (ACE) events beyond their financial details.
Professional learning (PL) events section
Filter and search professional learning (PL) events
Use the filter options in the top toolbar to set your desired criteria.
Category: Select from the dropdown menu.
Date range: Specify a start and end date to filter results within a specific time period.
Show unpaid only:
Unchecked: Displays all results.
Checked: Displays only unpaid results.
Click Search to apply the filters and display the results.
Export financial data for professional learning (PL) events to a spreadsheet
Export a spreadsheet of filtered professional learning (PL) event financial data.
Click Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Manage professional learning (PL) search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Status indicators for professional learning (PL) events
Active: The event is active.
Pending: The event is awaiting action or approval.
Change the status of a professional learning (PL) event to paid
Click Mark as paid icon button.
Confirm the change.
View payment details for a professional learning (PL) event
Click Paid - view payment details icon button.
Modify finance details of a professional learning (PL) event
Click Edit finance details icon button.
Make changes.
Click Save.
Download a summary of a professional learning (PL) event as a PDF
Click Download event summary icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Invoice management
Upload an invoice for a professional learning (PL) event
Click Add invoice icon button.
Click Browse to select a file.
Click Upload invoice.
Download an invoice for a professional learning (PL) event
Click Download invoice icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using appropriate application.
Print if needed.
Remove an invoice for a professional learning (PL) event
Click Remove invoice icon button.
Confirm the deletion.
Student events (ACE) section
Filter and search student events (ACE)
Use the filter options in the top toolbar to set your desired criteria.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export a spreadsheet of financial data of student events (ACE)
Click the Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).
Print if needed.
Manage student events (ACE) search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Status indicators for student events (ACE)
Fully approved
Initial approval
Pending approval
Rejected
Deleted
Modify finance details for a student event (ACE)
Click Edit finance details icon button.
Make changes.
Click Save.
Modify details of a student event (ACE)
Click Edit details icon button.
Make changes.
Click Save.
Download a summary of a student event (ACE) as a PDF
Click Download ACE details icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Absence section
Filter and search absence notifications
Use the filter options in the top toolbar to set your desired criteria.
Certificate Required/Certificate Provided: Select from the dropdown menu.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export financial data for absence records to a spreadsheet
Export has been changed to Export as Excel
Click Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Manage absence search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icons change to indicate status
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag absence records
Flagged events are highlighted.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged absence records are only visible to users with the necessary flagging permissions.
Status indicators of medical certificates for absence
Medical certificate provided and verified
Medical certificate provided but not yet verified
Medical certificate required to be provided for this absence
Leave section
Filter and search leave requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export financial data for leave records to a spreadsheet
Export has been changed to Export as Excel
Click Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Manage leave search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icons change to indicate status
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag absence records
Flagged events are highlighted.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged leave records are only visible to users with the necessary flagging permissions.
Status indicators of progress of staff leave requests
The system provides clear status indicators to track the progress of staff leave requests. These indicators vary depending on whether your school uses a one-stage or two-stage approval process.
Approved (Only visible if the school uses a one-stage approval process)
Fully Approval (Only visible if the school uses a two-stage approval process)
Initial Approval (Only visible if the school uses a two-stage approval process)
Pending approval
Declined
Amber text indicates a leave that's been flagged for administrative purposes.
Status indicators of medical certificates for leave
Medical certificate provided and verified
Medical certificate provided but not yet verified
Medical certificate required to be provided for this absence
Time in lieu and overtime section
Filter and search time in lieu and overtime requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export financial data for time in lieu and overtime records to a spreadsheet
Export has been changed to Export as Excel
Click Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Manage time in lieu and overtime search results
The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icons change to indicate status
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag time in lieu and overtime records
Flagged events are highlighted.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged time in lieu and overtime records are only visible to users with the necessary flagging permissions.
Status indicators of progress of time In lieu and overtime (TILO) requests
The system provides clear status indicators to track the progress of staff Time In Lieu and Overtime (TILO) requests. These indicators vary depending on whether your school uses a one-stage or two-stage approval process.
Approved (Only visible if the school uses a one-stage approval process)
Fully Approval (Only visible if the school uses a two-stage approval process)
Initial Approval (Only visible if the school uses a two-stage approval process)
Pending approval
Declined
Indicators of time In lieu and overtime (TILO) activity
Accrual or Usage: Each Time In Lieu or Overtime request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Request status:
Disabled badges: Indicate that the request is pending approval.
Enabled badges: Indicate that the request has been approved.