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Process Note Library X Drive

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 XDRIVE Process Notes Contents Page 1. Checking the Details on the Transfer and Refund Sheet 2. Payment Run Reports 3. Transfers and Refunds Sheet 4. Unposted Cash Log 5. Where to Find the Transactional Timetable 6. Where to Save Ad hoc Data Received from the Business in the XDRIVE 7. Where to Save Credit Data Received from the Business in the XDRIVE

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Checking the Details on the Transfer and Refund Sheet Version Number 1.0 Section XDRIVE Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This process details the information that you should be sense checking when processing a Refund or Transfer. Process Steps 1. Transfers and Refunds are done weekly in line with the Finance Timetable. The file is completed by the Credit Controllers when they have identified. a. That a transfer between our company bank accounts is required. b. That a refund is required to a customer. 2. Please go to Vesta Finance (X:) Drive and then Accounts receivable.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Go to the Relevant year folder. 4. Select company folder for example CCR Education.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 5. Go to Transfer and Refund Requests folder. 6. In the Transfer and Refund folder you’ll find the Refund & Transfer Schedule Excel file and an Approval Emails Folder where approval emails are saved.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 7. Open the Excel sheet and you will find two tabs, one for Transfers and one for Refunds. 8. On the Transfer Tab anything in green means the transfer has been carried out and the one’s not highlighted in green means Transfer needs doing. You will need to see if the transfer has been approved by the manager and the value on the approval email matches with the value in the sheet. Same applies with the Refund sheet as well and make sure there is a PDF Bank details of the customer that we are doing the refund to. 9. Approval for the transfer/refund is saved in the Approval email folder in that current month.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 10. FYI Transfer and refunds are saved in the individual company folder. You will need to go into each company folder and check the Transfer and refund sheet if there are any Transfers / Refunds that need to be processed. Tips, Tricks and Troubleshooting • If you are having trouble logging into the Vesta Finance (X:) Drive, you may be working outside of the domain and will need to log into the VPN (NetExtender). Refer to process note Log into the VPN.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Payment Run Reports Version Number 1.0 Section XDRIVE Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This document will show you where to find the Payment Run Reports. Process Steps 1. To find the Payment Run reports go to Vesta Finance (X:) Drive and Accounts Payable folder 2. Go to the relevant year folder

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Select the company folder you are looking for. For example, CCR EDUCATION 4. Then go to Payment Run folder 5. Select the month, E.g., Jan

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 6. We carry out two Payment Run every month. For example, if you were looking for the first Payment Run carried out in Jan 2022, click on the folder created middle of that month 7. In that folder you will find the Excel payment run report Tips, Tricks and Troubleshooting • There may be more than two folders in the payment run folder as we raise urgent payments/transfers and refunds during the month

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Transfers and Refunds Sheet Version Number 1.0 Section XDRIVE Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This document will show you where to find the Transfers and Refunds Sheet. Process Steps 1. Please go into Vesta Finance (X:) and to Accounts Receivable Folder 2. Go to the current year Folder

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Go into Transfer and Refunds Folder 4. Then you will find companies folder where the Refund and transfers are saved Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Unposted Cash Log Version Number 1.0 Section XDRIVE Date of implementation 17/09/2022 Date of Last Review 17/09/2022 Process Scope This document will show you where to find the unposted cash log. Process Steps 1. Go to Vesta Finance (X:) and Accounts Receivable 2. Select the relevant Year

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. Go to Unposted Cash log Folder 4. In the Unposted cash log folder, you’ll find Cash Posting – Receipts that are missing Remits Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Find the Transactional Timetable Version Number 1.0 Section XDRIVE Date of implementation 03.11.2022 Date of Last Review 03.11.2022 Process Scope This will enable to you find the transactional timetable, which is a monthly breakdown of all transactional tasks that need to be completed and it is followed strictly. Process Steps 1. Open the Vesta Finance X Drive and then click on the ‘Training Master’ folder to open it.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 2. In the folder you will find an excel document called ‘Vesta Transactional Timetable 2022’. Click on it to open the document. 3. Once the file is open, you can filter to view the timetable by month as shown below. Tips, Tricks and Troubleshooting

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to save Ad hoc Data Received from the Business in the XDRIVE Version Number 1.0 Section XDRIVE Date of implementation 28/09/2022 Date of Last Review 28/09/2022 Process Scope Every single billing file received by the business needs to be saved to the X: drive so that we can refer to the billing file if there are any queries. This also enables us to do a calculation of what the batch total should be and compare it to GP and make any specific notes on the billing file. Process Steps 1. Example of billing file received from business below for CCR Retail. 2. Save the excel into the below destination on the X:drive, for that specific company

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Example of September billing file received, we would create a folder called: Adhoc 01.09 – 23.09 This just makes it easier to find or look up if you need to refer to this period. 3. Some of the excel documents will be Macro encrypted so you will need to open the excel document off the email and copy the info onto a new blank excel document for invoices that need to be raised. eg: SUPN / INV or DEP tab 4. Save the excel using the same name the business has called the file and save it to the same example folder as mentioned in point 2. Tips, Tricks and Troubleshooting 1. Macro encrypted files are too large to save and work with, this is the reason we create a new excel document. 2. Every company has a folder for each month within the Billing folder.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 Where to Save Credit Data Received from the Business in the XDRIVE Version Number 1.0 Section XDRIVE Date of implementation 03.11.2022 Date of Last Review 03.11.2022 Process Scope Every single Credit Request Sheet received by the credit controller / approved by business needs to be saved to the X:drive so that we can refer back to it should we have any queries. We can also do a calculation of what the batch total should be and compare it to GP and make any specific notes on the credit sheet. Process Steps 1. Example of Credit Sheet request received from credit controller. 2. Business approves credit request sheet. We only raise credits once approved by the business.

Vesta Software Group – Finance Process Note Manual Last Amendment Date: 03/11/2022 3. This credit sheet needs to be saved to the X:Drive 4. Each company should have a Credits folder and a folder for each month inside that. Creating a folder inside the month ie: WE 29102021 in October makes it easier to search for something if queried. Tips, Tricks and Troubleshooting