Vistry Group IT Service Desk

VRF-001 COINS New Sector Request

 

 

Description

This solution is a process guide for adding a new sector (JV or JO entity) to the COINS system. This should be carefully followed when processing a new sector, due to the complex nature and large number of steps associated, in order to avoid making critical mistakes.

Initial Steps (IT Pre-requisites)

1.     Requestor completes and submits request form from Self Service Portal > Service Catalogue.

2.     IT ticket auto created from request and workflows triggered to Group Financial Reporting (to approve the setup), once approved then onto the Tax team (to confirm VAT and CIS) and Treasury (to confirm Bank details) who all return their respective responses to the ticket.

a.     Tax email example.

b.     Treasury email example, user requires and has provided bank details.

c.    Treasury email example, user does not require a bank account.

3.     Identify an appropriate unused sector GL code for the new sector, this needs to be unused in any KCO. Use the next in the sequence for the requestor's KCO as a starting point and retrieve approval from Group Financial Reporting prior to creation.

a.     The GL Elements (Group) page can filter by all KCOs to ensure a code is not used in any KCO.

4.     Identify an appropriate unused (in all KCOs) expense GL code for the new sector's bank account (if it requires a bank account to be setup) and request approval from Group Treasury for it to be assigned to the new sector.

• 6Y** codes should be used for HB (Housebuilding) JV's (e.g 6Y01) 
• 6X** codes should be used for CP (Partnerships) JV's (e.g 6X01)
• 6W** codes should be used for CPUK (former Countryside) core and JV’s (e.g 6W01) 
• The GL Elements (Group) page can filter by all KCOs to ensure a code is not used in any KCO.

Process

Once all responses are received from Tax and Treasury and all information is to hand, complete the tasks as follows:

1.     Create the GL Element for the Sector in the designated KCO

a.     Navigate to General Ledger > Chart of Accounts > GL Elements

b.     Filter by Sector

c.     Click Add. (You can also select another entry and click Copy)

d.     Fill in the details as per previous sectors, you can select and copy another sector to make this easier and click the Save button on the left of the line

2.     Create the GL expense code for the bank account (following Initial step 4 above). Copy as Closed and Manual Post disabled to all KCOs, leave enabled and open in Year End KCOs (700s and 903)

a.     Navigate to General Ledger > Chart of Accounts > GL Elements

b.     Filter by Expense and 6y* if in Housebuilding or 6x* if in Partnerships

c.     Click Add. (You can also select another entry and click Copy)

d.     Fill in the details as per previous Expense codes for the bank account. The description of the code should be the new sector name followed by “bank” (as shown below). Select and copy another bank GL code to make this easier and click the Save button on the left of the line

 

3.     Enter VAT reg details. (Provided by Tax - if dummy details are to be used for the New Sector then nothing required to be set up at this point as the dummy details are already set up - skip to point 4)

The dummy VAT reg number is 

a.     Navigate to VAT > VAT Registration

If the VAT Registration Number provided by the Tax Team already exists on this page then please skip to point 4.  

b.     Select a previous sector VAT Registration and click COPY

c.     Amend the details to be as provided by the Tax team and click the Save button on the left of the line (the Code should mirror the Sector GL code added in point 1)

 

4.     Enter CIS details (provided by Tax - if dummy details are to be used for the New Sector then nothing required to be set up at this point as the dummy details are already set up - skip to point 5)

a.     Check if the details provided by the Tax Team already exist in the Scheme Register:

i.     if yes, no action required at this step and skip to point 5.

ii.     if no, follow the below steps to ensure the new Scheme is added to the Register.

Please ensure the Tax Team provide the Government Gateway Login user name and password as these will be required to be entered at point 3 below.

The dummy CIS details are 

b.     Navigate to Subcontract Ledger > Configuration > CIS 2007 Scheme Register.

c.     Click Add. (You can also select another entry and click Copy)

d.     Enter the details provided by the Tax team and click the Save button on the left of the line (the Code should mirror the Sector GL code added in point 1 where possible)

 

5.     Enter Bank Account.

a.     Navigate to Cash Book > Setup Maintenance > Bank Accounts

b.     Click Add. (You can also select another entry and click Copy)

c.     Complete the details as confirmed by the Treasury team and click the Save button on the left of the line.

i.     The Bank code should mirror the Sector GL code added in point 1

ii.     The GL account should be the new sector code (added in point 1) and a full stop and the bank GL code (added in point 2)

iii.     The Bank Charges account should always be 2760 prefixed with the new sector code added in point 1 and separated with a full stop (e.g 89.2760)

[Enter Instructions for updating Sales Ledger Invoice and Contract Sales Certificate documents with newly added bank details]

 

6.     Enter Sector Details Maintenance. (If dummy VAT and CIS details are used, another sector with dummy details should be copied)

Please refer to points 3 and 4 above for confirmation of dummy CIS and VAT details for reference.

Do not complete this step unless the Tax Team have confirmed the VAT and CIS details to be used.

a.     Navigate to General Ledger > Chart of Accounts > Sector Details Maintenance

b.     Click Add. (You can also select another entry and click Copy)

c.     Enter the details as provided by the Tax team which should include the name, address, company reg, CIS and VAT and click Save at the bottom right of the page. (The Sector code should mirror the Sector GL code added in point 1)

d.     Select the new bank account (if added at point 5 above) as the Receipts and Payments Bank Code (example shown below).

 

7.     Enter Contract Group

a.     Navigate to Contract Status > Setup > Setup Maintenance > Contract Group

b.     Click Add. (You can also select another entry and click Copy)

c.     Complete the details as shown below and click the Save button on the left of the line. (The Contract Group code and description should mirror the Sector GL code added in point 1)

 

8.     Enter Overhead Dept.

a.     Navigate to Procurement > Setup > Technical Information System > Overhead Departments

b.     Click Add. (You can also select another entry and click Copy)

c.     Complete the details as shown below and click the Save button on the bottom right of the box.

i.     The Department code and Name should mirror the Sector GL code added in point 1

ii.     The address is non-essential

iii.     The G/L Mask should start with the department code

 

Adding the Sector to a Year End KCO

If the new sector has a December year end, please skip to the “BU Desktop Reporting” section.

Please refer to the following list to establish which year end KCO the new sector should be added to.

·       December (no other KCO setup is required). This is the year end for Vistry Group entities.

·       HB March (add to KCO 903)

·       VP Feb (add to KCO 720)

·       VP March (add to KCO 730)

·       VP April (add to KCO 740)

·       VP June (add to KCO 760)

 

1.     Switch to the desired KCO

2.     Navigate to GL Elements

3.     Filter by Sector

4.     Fully copy the details of the new sector code added previously in Initial steps point 1 into the desired year end KCO (refer to the above list and the user request to confirm the desired year end KCO)

5.     Switch back to the regional KCO where the new sector was added

6.     Navigate to GL Elements

7.     Filter by Sector

8.     Update the new Sector to include Company > enter the KCO number of the year end KCO that the new sector has been copied to. Also enter the new Sector code that has been entered in the year end KCO for this new sector – this should be the same code as the one you’re editing as it was copied

9.     In the regional KCO the sector was added to, navigate to Sector Details Maintenance

10. Select the new sector and click Bulk > Copy and open the spreadsheet that was generated

11. Switch KCO’s to the desired year end KCO staying within Sector Details Maintenance

12. Click Bulk > Add. Copy the spreadsheet data and paste into the grey text box to add the copied sector details

 

BU Desktop Reporting

After setting up new Sectors we need to correct the Data Marts which drive the Business Unit Desktop.

1. In KCO 190, navigate to Reporting & BI > Data Warehouse > Data Marts or Menu Search for Data Mart Maintenance
2. Filter by Data Mart BHWHB5100RVWB
3. Click the link into the Data Mart
4. Click on the Extracts tab
5. Delete any Extracts that show on the list by ticking the extract on the left and apply the Delete Extract action

1. In KCO 190, navigate to Home > Sales Desktop > Datamart New Structure report or Menu Search Datamart New Structure
2. Click NEXT to run the report

 

Confirmation of process completion

1.     Send confirmation of new sector set up complete to the required stakeholders in this process via forwarding the ticket and inserting the “COINS – New GLs added…” canned response and follow the steps below.

 

2.     Move the recipients into the To: field and delete the line from the email body.

3.     Confirm details of KCO, New Sector Code & Name, New Sector GL Code and Bank Expense GL Code.

 

Example:-

Please note, This confirmation triggers the Anaplan team to action the required changes on their side and they will mark the Anaplan task as complete on the new sector ticket. Prior to this ticket being closed.