Set up the AIMS export report

This page has now been superceeded: for the information necessary to provide single file export to Buying Solutions

Please go to /support/faq/avapa/nhs-esr-payroll-and-aims/what-are-the-steps-to-set-up-ava-for-exporting-aims-data.aspx

Instructions for setting up AIMS (Buying Solutions) export report

NHS Buying Solutions management information requirements

The NHS has a new sytem for importing invoice information known as AIMS. The Agency Information Management System (AIMS) (Buying Solutions) is a secure system that has been developed to allow the NHS to warehouse purchasing cost information.

This is how to set up AVA for AIMS (Buying Solutions)
The format defined by the AIMS (Buying Solutions)system requires specific information which may not be currently stored within your Ava system. A number of steps are required to configure Ava for this format.
1. Create Trusts to group each "Company" (Hospital site) to its' specific Trust.  On the Ava Menu select: setup then types then Company.
2. Select 5 (Trust)
3. Add all the Trust if not yet included in the Master Tab list
4. On the selected tab: Select the trusts you have just entered to be displayed and selectable for each Company location.
5. Save and close
6. Select each Company and in the details window select the Trust to be the correct trust. Note that more than one "Company" (Hospital site) can be assigned to a single trust
7. Give the Invoice Pay scale the descriptions that the AIMS format requires. There are two elements to this: The scale, band and incement references. These all have place holders on the setup payscale window tabs,

Scale

grade

and increment tabs

AFC band is simply the Grade name - please note that if you have called "Band 6" and the AFC band requires simply "6" the band name should be edited to read "6" or this will cause an error when the AIMS export is carried out. The picture below shows an incorrect setting.

8. The Job tilte, family and the Job sub Family codes. These are associated with the shift pattern setup as they will vary from department to department and qualification to qualification. The job title, family and sub family are set on the Qualifications  tab for each department: setup shift pattern: Title and prefix (Description)

Once the new values have been typed or copied an pated from an NHS supplied document (preferable), then the standard dialogue will be presented to copy the entries to other wards /departments.

9. The "shift" title actually the name of the pay rate for the shift and must match the description requested by each trust. We can find no guarantee that these will be consistent across different trusts, so on the used rates tab there is now a description which can be set for each rate. It is this description that is used in the export.

Happy data entry. Please note this process need only be done once for each department and qualification supplied. Once set up: invoicing is a single upload for each Trust or group of turust to the actual (Buying Solutions) format.