Finance overview

The Finance module is used by finance or business managers to manage the financial details of all professional learning (PL) and student (ACE) events.

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

1. Use the filter options in the top toolbar to set your desired criteria.

   • Staff member: 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.

2. 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.

1. Click Export.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).

4. 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

1. Click Mark as paid icon button.

2. Confirm the change.

View payment details for a professional learning (PL) event

1. Click Paid - view payment details icon button.

Modify finance details of a professional learning (PL) event

1. Click Edit finance details icon button.

2. Make changes.

3. Click Save.

Download a summary of a professional learning (PL) event as a PDF

1. Click Download event summary icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

4. Print if needed.

Invoice management

Upload an invoice for a professional learning (PL) event

1. Click Add invoice icon button.

2. Click Browse to select a file.

3. Click Upload invoice.

Download an invoice for a professional learning (PL) event

1. Click Download invoice icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using appropriate application.

4. Print if needed.

Remove an invoice for a professional learning (PL) event

1. Click Remove invoice icon button.

2. Confirm the deletion.