2018 User Meeting. presented by Ragan Dalton. Keystone Software Systems 9401 Innovation Blvd, Suite 400 P O Box 669 Daleville IN

Transcription

1 2018 User Meeting Key-Fund presented by Ragan Dalton Keystone Software Systems 9401 Innovation Blvd, Suite 400 P O Box 669 Daleville IN

2 2 Table of Contents Foreword 0 Part I AR Customer 5 1 Adding... a new customer 5 2 Adding... an invoice 6 3 Printing... an invoice 9 4 Writing... off an AR invoice 12 5 Print an... Invoice Transaction File 14 6 Print a... customer statement 15 7 Print an... AR Customer Invoice Summary 16 Part II Monthly 19 1 Fund... Monthy Checklist 19 2 Bank... Reconciliation 22 Creating Monthly... Bank Rec file 22 Im porting payroll... entries 24 Clearing Item s... from Bank Statem ent 25 Deleting Item s... from Bank Reconciliation 34 Print Outstanding... Transactions 35 Print Cleared... Transactions 35 Print Check Reconcilation... Im port Entries 35 Print Depository... Statem ent and Cash Reconcilem ent 35 Closing a Bank... Reconcilem ent Batch 36 Merging Bank... Reconciliation Files 37 Bank Rec step... sheet 38 What to do if Bank... Rec doesn't balance 41 Tips on Troubleshooting Closing... a month 47 Part III Projects/Contracts 50 1 Add a... Project/Contract Account 50 2 Edit/View... a Project/Contract Account 52 3 Delete... a Project/Contract Account 53 4 Print Projects/Contracts... List 54 5 Print Project/Contract... History 57 Part IV Vendor EFT 61 Part V Yearly 66 1 Budgeting Set Up Budget... for Next Year 66 Print Budget Form

3 Contents 3 Print Budget Form DLGF Setup Errors... Report 72 Budget Projections... and Prior Expenditures 72 Appropriations... - Proposed Budget Changes 73 Appropriations... Report for Next Year 74 Exporting Mag... files for DLGF 75 2 Annual... Report 77 Enterprise Table Create Annual... Report 78 Edit Beg Balance... Annual Report 80 Edit Receipts Annual... Report 83 Edit Disbursem... ents Annual Report 86 Printing the Annual... Report 89 Balance Transfer... IN and Transfers OUT 91 Mag File Error... Check 92 Export Mag File s M's Print 1099M Transaction... List 100 Printing 1099M's Generating Mag... Media for 1099M's 102 Do 1099M's need... to be sent to State of Indiana? S's Print 1099S Transaction... List 109 Generating Mag... Media for 1099S's 109 Printing 1099S's Do 1099S's need... to be sent to State of Indiana? Year... End 113 Creating Year... End Checklist 113 Year End Check... List Step Sheet 115 Year End Processes Archiving Index 0 3

4 Part I

5 AR Customer 1 AR Customer 1.1 Adding a new customer 5 Go to the Navigator Tree AR Customer and the following screen will appear: Click on the "Add new record button" and the following screen will appear: The system assigns the next available customer number. Fill in the Customer Name. If the customer has a starting balance enter it or you are entering old invoices put in a starting balance for this customer. Put in the Starting Receipts amount if the customer has been paying on invoices or if you are entering old information. Enter the address, City State and Zip of the customer. Enter the Contact Name, if applicable.

6 6 Enter the Title, if applicable. Enter the Phone Number, if applicable. Enter the Ext, if applicable. Enter the Fax Number, if applicable. Enter the address, if applicable. Enter the Website address, if applicable. Enter any comments you wish to enter. Click on the Save Button 1.2 to save this customer. Adding an invoice Go to the Navigator Tree Transaction Files AR Invoice and the following screen will appear:

7 AR Customer Click on the "Add New Record button" 7 and the following screen will appear: You must enter a description for this batch of invoices you are entering, then click "OK". The following screen will appear: The system will automatically number your invoice with the next available invoice number. The current system date will appear in the Invoice Date field, you can override this date. The Invoice Due Date will automatically calculate 30 days from the date your are entering the invoice. You can change this date if necessary.

8 8 Look up your AR Customer that you are billing and the name and address will appear in the invoice. Make sure to double click on the AR Customer # in the lookup screen or highlight it and click select. If you want this invoice assigned to a specific Department, choose a Department from the Department drop down. Enter in the service you performed. Enter in a description of your choosing. Enter the quantity. Enter the unit, e.g. ea for each. Enter the unit price. The system will calculate the Invoice Total based on the entries above. If you want to add an additional line to the invoice click on the "Add New Record" button next line item for this invoice. If you are done, Click on the "Save" button. To add a new invoice for another customer, click on the "Add New Record" button You will see your invoices in the Invoice Batch grid.. and input the

9 AR Customer 9 You can print the invoices by clicking on the "Print Invoice" button. 1.3 Printing an invoice You can print your invoice from within the invoice itself or you can print an entire batch of invoices at one time by choosing the "Print" button on the AR invoice batch grid or the AR Invoice batch edit form. See the following screens: This is the option to print the invoice batch from the AR Invoice Batch Grid Form.

10 10 This is one option to print individual invoices from the AR Invoice Batch Edit Form.

11 AR Customer 11 This is where you print an invoice as you are inputting it. Prints a single invoice. The following screen appears:

12 12 Click ok to print the invoice and the following screen will appear: You can print it by clicking on the printer icon 1.4 Writing off an AR invoice.

13 AR Customer If you know an AR invoice will never be paid off you can write it off. To do this pull up the AR invoice Next click the Write Off button and the following screen will appear 13

14 14 Type the dollar amount to write off in the Liquidate Amt field and then click save The balance the customer owes will be lower the amount written off. 1.5 Print an Invoice Transaction File You can print a listing of your invoice transaction file. To run any of the invoice reports, go to the Navigator Tree AR Customer and click on the printer icon OR Go to Navigator Tree Ar Invoice and click on the printer icon.

15 AR Customer 15 You can print an Invoice Transaction Listing. This will print each detail line of each invoice and subtotal each customer that you choose to print out. You can choose under the Group Range to print all, a single invoice or a selected range of invoices. You can choose a Date Range to print. On the Additional Filters tab, you an choose to print "All Invoices", "Open Invoices", "Closed invoices", "Voided invoices", or "Posted Invoices". On the Display options tab you an put in a title for your report, e.g. All open invoices as of 8/31/ Print a customer statement You can print a listing of your invoice transaction file. To run any of the invoice reports, go to the Navigator Tree AR Customer and click on the printer icon OR

16 16 Go to Navigator Tree AR Invoice and click on the printer icon. You can print an Invoice Statement. This should print open invoices that the customer still owes. You can print a listing of your invoice transaction file. To run any of the invoice reports, go to the Navigator Tree AR Customer and click on the printer icon OR Go to Navigator Tree Ar Invoice and click on the printer icon. You can print an AR Customer Statement. This will print each detail line of each invoice and subtotal each customer that you choose to print out. You can choose under the Group Range to print all or a selected range of Customers. You can choose a Date Range to print. On the Additional Filters tab, you an choose to print "All", "Open", or "Closed". On the Display options tab you an put in a title for your report, e.g. All open invoices as of 8/31/ Print an AR Customer Invoice Summary You can print a listing of your invoice transaction file. To run any of the invoice reports, go to the Navigator Tree AR Customer and click on the printer icon OR

17 AR Customer Go to Navigator Tree AR Invoice and click on the printer icon 17. You can print an AR Customer Invoice Summary. This will print one line person invoice to give you a total of each invoice You can print a listing of your AR Customer Invoice Summary file. To run any of the invoice reports, go to the Navigator Tree AR Customer and click on the printer icon OR Go to Navigator Tree AR Invoice and click on the printer icon. You can print an AR Customer Invoice Summary. This will print each detail line of each invoice and subtotal each customer that you choose to print out. You can choose under the Group Range to print all or a selected range of Customers. You can choose a Date Range to print. On the Additional Filters tab, you an choose to print "All", "Open", or "Closed". On the Display options tab you an put in a title for your report, e.g. All open invoices as of 8/31/2012.

18 Part II

19 Monthly 2 Monthly 2.1 Fund Monthy Checklist 19 Month End Checksheet Posting Transactions Do a backup of your data b4 monthly update Go to Navigator Tree Transaction Files Purchase Orders and post PO / Encumbrances if necessary Go to Navigator Tree Transaction Files AP Checks and print checks for Regular APV s if necessary Go to Navigator Tree Transaction Files Misc Appr Transactions and post Transfers if necessary Go to Navigator Tree Transaction Files Misc Appr Transactions and post Additionals if necessary Go to Navigator Tree Transaction Files Misc Appr Transactions and post Budget Adjustment if necessary Go to Navigator Tree Transaction Files Misc Appr Transactions and post Budget Adjustments if necessary Go to Navigator Tree Transaction Files AP Vouchers and post Manual/Demand Checks if necessary Go to Navigator Tree Transaction Files Receipts and print or post Revenue if necessary All of these reports MUST be kept for SBA Audit Print a current Fund Report Reconciliation Routine Go to Navigator Tree Monthly Bank Reconciliation, highlight the batch you are balancing and double click it. First, choose to either "Add to a New Batch" or "Add to an Existing Batch"

20 20 Enter a Batch Description, this is a required field and you can't continue until you enter a description,e.g. General - December 2010 Statement, do this if you are creating a new batch. If you are adding to an existing batch you will add to existing and pick your batch you are adding to from the Bank Rec Batch pulldown. Enter you Bank statement date, e.g. 12/31/2010, if your batch is already created by your conversion, make sure to change your Bank statement date to the end of the month you are balancing. Choose your Bank Account from the drop down Your Starting Balance will be entered when you choose your Bank Account from the drop down list. Enter your Deposits in Transit, if you know them, at this time. Enter your Cash on Hand Click Continue to create the batch If you need to import payroll check information. Go to Transfer Payroll Check file to reconciliation Steps** Go back into the bank rec batch and clear items from your bank statement Be sure to print all reports from the report icon. **Transfer Payroll Check File to Reconciliation Login into Payroll Double click on Pay files Highlight a pay file you want to transfer Click on the Create Check Rec Button Answer Questions Accordingly Do the same for each pay file you wish to send Close out of Payroll Login into Key-Fund *Click on Bank Reconciliation Click on The Add New button Select Add to New Batch If Bank Rec Batch is already created select Add to Existing Batch Select correct Bank or Batch Check Include Import Select correct Bank Rec Import Batch for Key-Payroll (If you need to import more than one file

21 Monthly 21 you will need to save out of the Bank Rec file and repeat from * until all import files are processed) When the Dialog box comes up click select Verify that the Bank Record Balance on the Depository Statement matches the Current Balance for the bank on the Fund Report Start at Beginning for Reconciliation Routine for any subsequent banks If the Reports don t match Go to Appropriation or Revenue Accounts and run the Combined Appropriation/Revenue Detail Report Enter the date range for the months you are balancing Choose all other applicable options on the tabs Select bank that did not balance and print those entries Click on the sort option you wish to use Verify each entry to the bank or outstanding check list Verify each check from last months outstanding list that cleared Fix any errors Rerun the Depository Statement for this bank After all banks are balanced to the Fund Report Print a Final Fund Report. Enter the end of the month date for the title Print a Final Appropriation Report. Enter the end of the month date for the title Print a Final Revenue Masterfile Report. Enter the end of the month date for the title Optional Print a Appropriation/revenue Detail Report for the month Optional Print a Vendor Detail Report for the month Backup and Reset Month Backup your data Go to Account Periods and click Close Month Click on Continue with Monthly Closing (this routine will run VERY fast)

22 22 Print Fund Report Dated Month 1, XXXX of the next month 2.2 Bank Reconciliation Creating Monthly Bank Rec file Bank Reconciliation contains a list of all the reconciliations for your unit that you have done. They either have a status of pending or complete. To add a new bank reconciliation: Go to the Navigator Tree Monthly and double click Bank Reconciliation. You may also use the Menu bar across the top of your home page by choosing Activities Monthly Bank Reconciliation. You will see a grid with a list of all of your bank reconciliation files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Closing Date, Bank #, Fund Group Name, Bank Name & Status. Sorting twice will reverse the sort order. Click on the "Add New Record" button

23 Monthly 23 First, choose to either "Add to a New Batch" or "Add to an Existing Batch" Enter a Batch Description, this is a required field and you can't continue until you enter a description,e.g. General - December 2010 Statement Enter you Bank statement date, e.g. 12/31/2010, The system will default to the last day of the month for the current accounting period and is a required field. Choose your Bank Account from the drop down list Your Starting Balance will be entered when you choose your Bank Account from the drop down list. Enter your Deposits in Transit, if you know them, at this time. Enter your Cash on Hand Enter your Bank Statement Ending Balance from your Bank Statement.

24 24 There is an "Include Import" option in the upper right hand corner. This option is for the merging of the any files sitting in an import file, e.g. payroll checks from payroll. It is advised that you create your bank reconciliation batch first and then come back and "Add to existing batch" and import your payroll checks at that time. See Importing Payroll Records. Click on Continue. When it is done you will get the following screen: Click "OK" to continue NOTE: There is a switch in System Settings that will "Enable voids to be included in bank rec or not" by default this is set to "NO". If you want this turned on please call Keystone Help Desk. Also any changes after bank rec is created will need to be added to existing batch. Now go to the Clearing Items from Bank Statement Importing payroll entries If you have payroll entries to import into your bank reconciliation: Double check to make sure that your old outstanding items from last month are in the bank reconciliation file you have created. If everything is ok, then go back to the Bank Reconciliation grid and click on Add new Record, then choose "Add to Existing Batch". Put in a Batch Description. Choose the appropriate bank for these entries. The process will change the Statement Date to the date of the batch you have already created and are adding to.

25 Monthly 25 Next click on the "Include Import", it will take a few seconds, but the system will then bring up a box which includes all of the text files that you created from the payroll side which hold your check reconciliation items from payroll. You will need to highlight each payfile and click Yes and then print the report. This report should match each payroll. Do this process for each text file you created. You can only do one text file at a time. When you have imported all of your payroll entries you are ready to start clearing items from your bank reconciliation. See Clearing Items from Bank Statement Clearing Items from Bank Statement This is where you will input your cleared items from your Bank Statement so that you can balance with the bank. Go to the Navigator Tree Monthly and double click Bank Reconciliation. You may also use the Menu bar across the top of your home page by choosing Activities Monthly Bank Reconciliation.

26 26 Create a Bank Reconciliation batch for each bank checking account that you have. You will do this each month. After you have balanced the batch for the month you will then close it for that month. You will see a grid with a list of all of your bank reconciliation files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Closing Date, Bank #, Fund Group Name, Bank Name & Status. Sorting twice will reverse the sort order. Choose the Bank Reconciliation file you want to work with and double click it or highlight it and press enter and the following screen will appear:

27 Monthly 27 The Information area at the top of this screen shows pertinent information to help assist in balancing, e.g. # of deposits, # of checks, Total amount of Deposits, Total amount of checks, Cleared Deposits, Cleared Checks and the Difference. The Information Tab shows the information you filled in when you created your Bank Reconciliation batch, including your "Record Balance" from your funds and your ending bank balance. CLEARING DEPOSITS: The Deposit Tab shows all the daily deposits you have made at your bank. Click on the Deposit Tab and the following screen appears:

28 28 Each line is a total for each group of receipts that make up the deposits for that day. You can double click on the deposit for that day and you will be taken to the Receipt Deposit screen and you can see the individual receipts for that batch, but you will clear each deposit. You can use the "Go To" to jump to a specific Deposit #. If you have an entire month of Deposits displayed, you can utilize the "Filter" button to help you narrow down items. When you click on the "Filter" the following screen will appear: Enter the from and thru dates that you want to filter. This allows you to clear a date range all at one time. There are several buttons on the deposit tab that you need to be familiar with: - Add new record - to add a deposit that is not in your outstanding deposits

29 Monthly 29 - Edit the highlighted record - allows you to open/edit the transaction you are highlighting - Mark as Cleared, this will mark each individual item as cleared - Mark as Uncleared, this will mark an item as not cleared if it has been marked as cleared by mistake Deleting an item instead of clearing it: to the far right of an item there is a DEL box, simply click on that box and when you leave this screen that item will be deleted. Deleted items do not effect any balances. Cleared items effect balances. CLEARING CHECKS: The Checks Tab shows all the Checks you have written that are outstanding. Click on the Checks Tab and the following screen appears: Every outstanding check you have will be listed You can use the "Go To" to jump to a specific Check #. There are several buttons on the Checks Tab that you need to be familiar with: - Add new record - to add a check that is not in your outstanding checks - Edit the highlighted record - allows you to open/edit the transaction you are highlighting - Delete the highlighted record - allows you to delete the transaction you are highlighting - Mark as Cleared, this will mark each individual item as cleared

30 30 - Mark as Uncleared, this will mark an item as not cleared if it has been marked as cleared by mistake Normally, you have many uncleared checks and you can clear them one at time using the cleared column on the far left side or you have the "Filter" button to help you clear a group of check at a time. When you click on the "Filter" button the following screen will appear: You can enter a beginning and ending check number to filter and mark cleared or a from and thru date to filter and mark cleared. If you enter a from and thru check # the filter will look like this:

31 Monthly The filter shows and the checks in the filter are marked cleared. To return to the rest of your checks, click the "Filter" button and click on "No" and the filter will be cleared, but your checks will remain cleared or click the to clear the filter. 31

32 32 As you clear items your cleared deposits, cleared checks and difference fields will change. Your difference field will eventually go to zero if you are in balance. Your Uncleared Deposits and Uncleared Checks on your Information Tab will also change as your clear items. (Note: Continuation checks will show up in this area with a zero dollar amount.) If you would like to Delete an item instead of clearing it, to the far right of an item there is a DEL box, simply click on that box and when you leave this screen that item will be deleted. Deleted items do not effect any balances. Cleared items effect balances. ADJUSTMENTS: The Adjustment Tab is used for making Bank Adjustments or any other adjustment you need to make your bank balance. The following screen appears: There are several buttons you should be familiar with: - Add new record - to add a deposit that is not in your outstanding deposits - Edit the highlighted record - allows you to open/edit the transaction you are highlighting - Delete the highlighted record - allows you to delete the transaction you are highlighting - Mark as Cleared, this will mark each individual item as cleared - Mark as Uncleared, this will mark an item as not cleared if it has been marked as cleared by mistake When you click "Add a new record" the following screen appears:

33 Monthly Fill in the description of the error and the amount and click the save button, Your adjustment will now show in the Adjustment Tab and on the Information Tab: 33

34 34 Adjustments entered will show up when you print the Depository Statement and Cash Reconcilement Report. It will automatically be added to your Record Balance on the Information Tab. Once you have all of your items input and you are ready to run your reports, click on the printer icon at the top of the page. You will need to print your Cleared Transactions report and keep this for the SBA for your next audit. You will need to print your Outstanding Transactions report and keep this for the SBA for your next audit. You will need to print the Depository Statement and Cash Reconcilement report and keep this for the SBA for your next audit. Remember that the Depository Statement and Cash Reconcilement report has a record balance which should match your Fund Report bank balance. The Information Tab in your Bank Rec Information screen has a Record Balance and an Ending Balance. These two should also match when you are done Deleting Items from Bank Reconciliation Occasionally there are items in your Bank Reconciliation that need to be deleted instead of cleared.

35 Monthly 35 In Key-Fund, if you delete an item from Bank Reconciliation instead of clearing it, if that item needs to be brought back in you will need to manually add it to the Bank Reconciliation file that it should go to. It will not automatically reappear if it has been "Deleted". This is necessary to accommodate those items that you delete and don't want to ever appear in Bank Reconciliation again Print Outstanding Transactions This will print your outstanding transactions, it will show the type of transaction, check or receipt #, Date, Name, Apv# or Receipt #, Receipt Amount and Disbursement Amount. You will run this for each Bank. You should run this before you start clearing transactions and after you are done clearing transactions. Any checks marked with a *M it means that this check is part of a check that contains multiple line items on one APV Print Cleared Transactions This will print your cleared transactions, it will show the type of transaction, check or receipt #, Date, Name, Apv# or Receipt #, Receipt Amount and Disbursement Amount. You will run this for each Bank. You should run this after you are done clearing transactions. Any checks marked with a *M it means that this check is part of a check that contains multiple line items on one APV Print Check Reconcilation Import Entries Run this report to reprint what you have imported from the payroll program into the Key-Fund program. You will need to pick which text file to reprint and it will show the Employee Name, Pay Period Ending Date and the Check Amount Print Depository Statement and Cash Reconcilement This report will print out your outstanding Deposits and Checks and then on the last page will summarize, the Depository (Bank) balance, add the outstanding deposits, minus the outstanding

36 36 checks, substract deposits in transit, add any cash on hand, add or subtract any adjustments. The Record Balance should equal the balance on your Fund Report for that bank. You can sort this report by Warrant (Check) number and/or Date On the Display Options you can Enter a date to display on the report, e.g. October 31, 2011 Deposits in Transit are deposits the bank has that you don't have Outstanding deposits are deposits you have that the bank doesn't. Any checks marked with a *M it means that this check is part of a check that contains multiple line items on one APV Closing a Bank Reconcilement Batch When you have balanced a bank account for the month and you are ready to close that batch: Go to the Navigator Tree Monthly and double click Bank Reconciliation. You may also use the Menu bar across the top of your home page by choosing Activities Monthly Bank Reconciliation You will see a grid with a list of all of your bank reconciliation files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Closing Date, Bank #, Fund Group Name, Bank Name & Status. Sorting twice will reverse the sort order.

37 Monthly 37 Choose the Bank Rec batch that you need to close and click the "Close" button. When done the following screen will appear: Your batch will be marked complete and be closed. Continue on with the process on all your bank accounts. Bank reconciliation batches stay so that you can go back to them to reprint reports or look something up. You won't be able to make changes since they are closed but you can look something up or reprint reports. NOTE: You will notice a "Re-Open" button on this grid. If you accidentally close a bank reconciliation batch if you call Keystone we can come over Intertel and re-open the batch for you. Just call the Help Desk for assistance Merging Bank Reconciliation Files If for some reason you need to merge two or more bank reconciliation files you would choose this option. If you need to merge two or more banks together, decide which bank(s) you will merging from and create a new bank reconciliation batch for each bank. When you click on "New" to create the new or final batch, the following screen will appear:

38 38 In this example we created a bank 0 batch through bank 8 batch. We can any of those two banks into bank 0. So your Bank Account on the pull down on the left is the bank we are merging into. The Bank Accounts on the right are the banks you are going to merge into your already existing batch. After the system merges these, it will delete the batches you created originally and make one batch. You can use the "CTRL" key and click on multiple batches if you are doing more than one bank or if you are merging all banks hold down the "SHIFT" key while you are selecting the banks. Click on the first bank and then the last bank to choose them all. Just hold the "CTRL" key to select one or banks that are not in order. You will now see one batch for the bank you wanted to merge into, in this example that is bank Bank Rec step sheet Bank Reconciliation Step Sheet Print Fund Report for Month balancing Go to Fund Accounts in the Navigator Bar Click the Printer icon

39 Monthly 39 Select Fund Report for the menu Click Run Click the Date Range tab Choose Selected (Make sure the correct month is showing) Select Sorting Options tab Choose sort by Fund Select Grouping Options tab Choose group by Bank Run report Create Bank Rec Batch Go to Bank Reconciliation on the Navigator Bar Click Add New button Select Bank in the Bank Account drop down Enter March 2014 in the Batch Desc field Enter the Bank Statement Ending Balance in the Ending Balance Field Enter Cash on Hand if needed Click the Continue button Import Payroll Entries if Needed In Payroll o Go to Payfiles in the Navigator Bar o Highlight the first payfile for the Month you are balancing o Click the CreateCheck Reconcilation Entries (the Paper with a Grey hand Icon) o Do you want to create Check Reconciliation File to send to your budget program for this Pay File? YES (The program will let you know if this is already completed.) o Repeat for each payfile in this month In Fund o Go to Bank Reconciliation on the Navigator Bar o Click Add New button o Select Add to Existing Batch o Select the correct bank batch in the drop down o Check Include Import

40 40 o Click the Continue button o Select the file for the first payfile of the month you are balancing o Click the Yes button o Repeat for each payfile in this month Clear Deposits Click on the Deposits tab Click the Clear button for Deposits that have cleared If a daily deposit has partially cleared o Clear total deposit o Click the Add New button(white Piece of Paper Icon) o Enter the Outstanding amount o Save out (the Floppy Disk Icon) Clear Checks Click on the Checks tab Click the Clear check box for checks that have cleared o Remember if this is the bank you imported payroll checks into you can delete the NET PAY entries Click the Save button (the Floppy Disk Icon) Enter Adjustments if needed Click the Adjustments Tab Click the White Piece of Paper Add Adjustment description Bank error on Dep for date XX/XX/XX or Check Cleared Wrong #XXXX Enter Adjustment Amount Click the Save button (the Floppy Disk Icon) Compare Record Balance to Fund Report Current Balance for that Bank If they do not match: Use the What to do if Bank Rec doesn t Balance to Fund Report Step sheet If they Match: Print the Depository Statement Click the Printer Icon

41 Monthly 41 Select the Depository Statement and Cash Reconcilement report and run for March Bank Rec Batch Compare to the ending balance on the Fund report Print the Appropriation Report Go to Appropriation Accounts in the Navigator Bar Click the Printer icon Select Appropriation Report for the menu Click Run Click the Date Range tab Choose Selected (Make sure the correct month is showing) Select Sorting Options tab Choose sort by Appropriation Select Grouping Options tab Choose group by Fund Run report Print the Revenue Report Go to Revenue Accounts in the Navigator Bar Click the Printer icon Select Revnue Report for the menu Click Run Click the Date Range tab Choose Selected (Make sure the correct month is showing) Select Sorting Options tab Choose sort by Revenue Select Grouping Options tab Choose group by Fund Run report Complete The Bank Reconciliation Batch Go to Bank Reconciliation on the Navigator Bar Highlight the Pending Bank reconciliation Batch Click the Complete Bank Rec button Close Month Go to Account Periods on the Navigator Bar Highlight the month you just balance. It should be the one that is marked current Click the Close Month button What to do if Bank Rec doesn't balance

42 42 What to do If Bank Rec doesn t balance to Fund Report This process is assuming you have ran through the Bank Rec process and the Depository Statement doesn t match the Fund report Print last months Depository Statement Print or make a copy of your Bank Statement Print Check Register with Detail (Group by Bank then Check) Print Receipt Transaction Listing (Group by Bank then Receipt) Select different color highlighters Green (cleared) Pink (mispostings) Blue (missing records) Yellow (outstanding) Reconcile Previous Months Adjustments Use Color A (Green) for all records below that are correct in both places. Use Color B (Pink) for records that are there but incorrect. Using the Depository Statement from last month and the Bank Statement, mark off any adjustments that the bank corrected this month. Verify amounts. If good mark both records with green. If there is a difference mark it with pink Using the Depository Statement from last month and the Check Register or Receipt Transaction Listing, mark off any adjustments that you corrected in Keystone this month. Verify amounts. If good mark both records with green. If there is a difference mark it with pink Anything left on the Depository Statement Adjustment list that is unmarked should be on the adjustment list for this month, if it is not you will need to add it. If there is anything marked Pink you will need figure out which record is

43 Monthly 43 correct. If keystone is correct. You will need to enter an adjustment for the difference, then call the bank to correct the issue. This adjustment will need to be carried until the bank corrects it. If the bank is correct, void the record in Keystone and reenter correctly (use the month you are balancing for the void and reentry date). Reconcile Last Months Out Standings Using the Depository Statement from last month and the Bank Statement, mark off OS items from last month that cleared the bank this month. Verify amounts. If good mark both records with green. If there is a difference mark it with pink If it is in Keystone and not on the bank statement mark it in yellow If there is anything marked Pink you will need figure out which record is correct. If keystone is correct. You will need to enter an adjustment for the difference, then call the bank to correct the issue. This adjustment will need to be carried until the bank corrects it. If the bank is correct, void the record in Keystone and reenter correctly (use the month you are balancing for the void and reentry date). If there are any records marked in yellow you need to make sure they are on the outstanding list for this month (you may have cleared them by accident or not cleared something you should have). Reconcile Expenses Using the Check Register and the Bank Statement, mark off any checks or EFTs that cleared the bank. Verify amounts. If good mark both records with green. If there is a difference mark it with pink. If there is an expense on the bank statement that is not in Keystone

44 44 Mark it with blue. If it is in Keystone and not on the bank statement mark it in yellow If there is anything marked Pink you will need figure out which record is correct. If keystone is correct. You will need to enter an adjustment for the difference, then call the bank to correct the issue. This adjustment will need to be carried until the bank corrects it. If the bank is correct, void the record in Keystone and reenter correctly (use the month you are balancing for the void and reentry date). If there are any records marked in blue Verify that the bank didn t clear someone else s check on your account If it is your check or expense you will need to add it to Keystone If there are any records marked in yellow you need to make sure they are on the outstanding list for this month (you may have cleared them by accident or not cleared something you should have). Reconcile this months Reciepts Using the Receipt Transaction List and the Bank Statement, mark of any deposits that cleared the bank. Verify amounts. If good mark both records with green. If there is a difference mark it with pink If there is an deposit on the bank statement that is not in Keystone Mark it with blue. If it is in Keystone and not on the bank statement mark it in yellow Reconcile Payroll Transfers Check your Payroll transfer, match the Gross APV to the Gross Receipt. If good mark both records with green. If there is a difference mark it with pink (both amounts should balance back to the Payfile Totals Summary)

45 Monthly Tips on Troubleshooting TIPS ON TROUBLESHOOTING (by Ron Radford, 10/17/1990) 1. Make sure all columns have been correctly added (down and across) and that any balances carried forward are correct. 2. Determine the difference between the net depository balance and the ledger balance. This amount is important in implementing the rest of the steps and it may change if more than one error has been made. 3. Divide the difference determined in Step 2 by 9. If it divides evenly by 9, a posting of a receipt or disbursement, an outstanding check or a deposit in transit could have been transposed as in this example: Amount entered Correct amount that should have been entered $ Difference $4.50 / 9 = $.50 even $ 4.50 Compare all receipt, disbursement, outstanding check list, etc. entries for a transpositional error. 4. Scan monthly entries of receipts and disbursements, duplicate receipt forms and duplicate checks, and the bank statement for an amount equal to the difference computed in Step 2. The error may be an omission. 5. Add the amounts recorded on all receipt forms issued for the month and compare to the total receipts posted to the ledger. Identify differences that may result such as receipts not recorded on the ledger or receipts recorded on the ledger incorrectly. 6. Compare the total adjusted bank deposits (as described in the example below) with the total fund receipts posted for the month. If the two amounts are the same, we now know where NOT TO LOOK! By process of elimination, the error has to be on the checks/disbursements side.

46 46 Deposits as listed on the bank statement Deduct outstanding deposits at the beginning of the month Add outstanding deposits at the end of the month Deduct bank error (posted to wrong accounts) Deduct Total Moneys on Deposit Investment Transactions $5, (500.00) 1, (200.00) (.00) Adjusted bank deposits (Book Receipts) $5, =========== Add all amounts recorded on the duplicate checks for the month and compare to total fund disbursements recorded in the ledger. If the difference is the same as the amount determined in Step 2, a check (or checks) have not been properly recorded. Compare the total of adjusted bank checks (as described in the example below) with total fund disbursements posted to the ledger. The difference (hopefully the amount determined in step 2) could be in the following areas: (1) an error in the outstanding check list (2) a bank charge or debit memo on the bank statement may not be recorded on the ledger (3) bank endoding error on a check or other bank error. Checks as listed on the bank statement (including service charges listed separately) Deduct outstanding checks at the beginning of the month Add outstanding checks at the end of the month Deduct bank error (posted to wrong account) Deduct Total Monies on Deposit Investment transactions Adjusted bank checks (=Book disbursements) 9. $5, (1,500.00) 2, (200.00) (.00) $6, =========== If none of the above quick-fixes resolve the difference, then the error is most likely a bank error and the following procedures may be necessary: (1.) Add all cancelled checks included with the bank statement and compare that amount to the total listed on the bank statement. (a.) If the amounts do not agree, scan the face of the bank statement for the difference. A cancelled check may have been omitted from the bank statement or a cancelled check may have been included in the statement but not charged to the account. In some cases, it may be necessary to compare each cancelled check with the corresponding check amount recorded on the Bank Statement. Place a mark by each entry that agrees.

47 Monthly 47 The amounts not marked should be the difference. (b.) If the amounts do agree, compare the amount of each check with the magnetic ink encoding typed in the lower right corner of each check. There could be differences in these amounts If none of the above steps achieve the desired results, find another task for a day or two before trying the bank reconciliation again. A fresh look at theproblem may be the best advice. Closing a month Once you have entered your apvs and receipts for the month. Once you have reconciled your bank and closed all bank reconciliation batches and printed your reports for the month: Print Print Print Print Print Print Fund Report Appropriation Report Revenue Report Appropriation Detail History Report Revenue Detail History Report Combine Appropriation/Revenue Detail History Report, if you would like. Auditors like this report. After the above is done, go to the Navigator Tree Setup Files Account Periods and the following screen will appear:

48 48 Click on the month you need to close and then click on the "Close Month" button at the top of the screen. Answer "Yes" to continue with the close or "No" to stop the closing of the month. When you answer "Yes" it will close the month and open the next month. If you say "No" it will stop the process.

49 Part III

50 50 3 Projects/Contracts 3.1 Add a Project/Contract Account The Projects Table contains a list of all projects for your unit and all the information associated with those projects. To add a new Project account: Go to the Navigator Tree Master Files and double click Projects. You may also use the Menu bar across the top of your home page by choosing Files Master Files Project. You will see a grid with a list of all of your projects. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Project #, Name and Status. Sorting twice will reverse the sort order. Click on the Add new record button and the following screen appears:

51 Projects/Contracts 51 The system will assign the next available project/contract number. Enter the name of your project/contract. You can enter an estimated receipt amount, if applicable. Next enter a description for your project. If this is a contract, mark the contract box, if you over spend your contract amount, you will receive an alert while entering an apv that you are overspending on the contract amount. It won't stop you from overspending it will just alert you that you are overspending. If this is just a project don't mark the contract box. Enter a start date for your project/contract, or choose the date from the calendar by clicking on the calendar button. Enter a fund that may be associated with this project/contract, you can later run a project/contract report by fund.

52 52 Enter a Project ID, this can be used to tie projects together and run a report by Project ID. The status field will keep track of whether the project/contract is closed or open. When you are done with a project/contract you can enter a Closed Date, or choose a date from the calendar by clicking on the calendar button. You can enter an estimated project/contract amount. Adjustments will be entered as transactions and have audit records. Input a Beginning Balance for the Project. Be sure to click the save button 3.2. Edit/View a Project/Contract Account The Projects Table contains a list of all projects for your unit and all the information associated with those projects. To edit/view an existing project account: Go to the Navigator Tree Master Files and double click Projects. You may also use the Menu bar across the top of your home page by choosing Files Master Files Projects. You will see a grid with a list of all of your projects. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Project #, Name. Sorting twice will reverse the sort order. Double click on the project account you want to edit/view and the following screen appears:

53 Projects/Contracts 53 Do any editing necessary on the information tab. The Detail Tab contains information about your checks and receipts for this project. It shows your date, the type of document, an apv or a receipt, for each transaction, the document number, the apv(claim) number or receipt number account, the revenue account or appropriation account involved, vendor/from, the vendor it was paid to or where the money came from, any po involved, check number, amount of transactions, whether it was posted or not. You can choose to show checks, receipts or all transactions You can choose to show posted, unposted or all transactions If you do any editing, make sure to click on the save button. NOTE: If you have an older project /contract that you would like to start tracking, enter the project and then you can add old receipts and/or old disbursements on that project to get it up where you are currently. Now you can pay your apvs and assign them to a project or input your receipts and apply them to a project. 3.3 Delete a Project/Contract Account The Projects Table contains a list of all project accounts for your unit and all the information associated with those projects. To delete an existing project: Go to the Navigator Tree Master Files and double click Projects

54 54 You may also use the Menu bar across the top of your home page by choosing Files Master Files Projects. You will see a grid with a list of all of your projects. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Project #, Name. Sorting twice will reverse the sort order. Highlight the project you want to delete and click on the red. Answer yes to delete the project. Answer no if you changed your mind. You will only be able to delete a project if there are no history records. 3.4 Print Projects/Contracts List

55 Projects/Contracts 55 To print a report of your Projects and balances, go to the Navigator Tree Project Accounts and the Project Accounts grid will appear: Click on the printer icon and the following screen will appear:

56 56 Choose Project List and click on Run. You may also double-click on the report you want to run. You can choose the Group Range and print all projects, single project or a selected range of projects. Next, you choose the date range you want to run the Revenue Report for. If you want current choose all, if you want a specific accounting period choose "Selected" and put in the date that you want to print. There are no Grouping Options on this report. Then choose the Sorting Options to sort by either Project Number, Fund or Project ID or any combination of these. If you click on the Additional Filters tab you can choose to run the report with all projects, only open projects, or only closed projects. Display options allows you to enter a title for your Vendor Report, e.g. May Click OK to print, when you have made your choices or click Cancel if you don't want to print this report. You will then get the Report Output Options box. Choose either Print Preview, Printer to Send to File and click OK The following screen will appear:

57 Projects/Contracts You can either print this report by clicking on the printer icon without printing. 3.5 or go out the door 57 to exit Print Project/Contract History To print a report of your Projects and all transactions for a project, go to the Navigator Tree Project Accounts and the Project Accounts grid will appear: Click on the printer icon and the following screen will appear:

58 58 Choose Project History and click on Run. You may also double-click on the report you want to run. You can choose the Group Range and print all projects, single project or a selected range of projects. Next, you choose the date range you want to run the Revenue Report for. If you want current choose all, if you want a specific accounting period choose "Selected" and put in the date that you want to print. There are no Grouping Options on this report. There are no Sorting Options on this report. If you click on the Additional Filters tab you can choose to run the report with all projects, only open projects, or only closed projects. If you cilck on the Display options tab, it allows you to choose a Summary or to print the detail of all transactions that have been posted to the projects and it allows you to enter a title for your Project Report, e.g. May Click OK to print, when you have made your choices or click Cancel if you don't want to print this report. You will then get the Report Output Options box. Choose either Print Preview, Printer to Send to File and click OK The following screen will appear:

59 Projects/Contracts You can either print this report by clicking on the printer icon without printing. or go out the door 59 to exit

60 Part IV

61 Vendor EFT 4 61 Vendor EFT The program has the ability to now pay Vendors electronically. This is a billable option that can be purchased. You will need to get information from the bank to fill out the screen below. This is similar to the payroll direct deposit setup. When you open up the vendor you would like to pay electronically you will notice an EFT tab

62 62 Click on the white piece of paper to set up the vendors bank information You will hit the drop down to select the EFT type Natcha

63 Vendor EFT 63 Then fill out the account number and the routing number If it is a savings account check the savings box If you need to do a prenote on this account check the prenote box If this is the first time you are using this and want to prenote all the vendors, go to the bank account screen. Click the generate prenote button below. Once you click the button the program will tell you where it put the file. Once the bank has verified the information is good you can start doing EFTS for those vendors.

64 64 You will still enter apvs for the vendor. When you create the checks you will see a new option for eft. Choose the bank account and then click EFT Continue the check process as normal. Once you click on print checks, the program will display the files location.

65 Part V

66 66 5 Yearly 5.1 Budgeting Set Up Budget for Next Year Set Up Budget is a place to create a file containing your budget for next year. They either have a status of pending or complete. To add a Setup Budget file: Go to the Navigator Tree Yearly and double click Setup Budget. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Setup Budget. You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Budget Year, Description, Total Current Amt, Total New Amt & Batch Status. Sorting twice will reverse the sort order.

67 Yearly To create a new Budget file, click on the "Add a new record" button appear: and the following screen will Click "OK" to continue and create the file. You will get a message that processing is complete. 67

68 68 Click "OK", double click on your new Budget file and the following screen will appear: This will create a copy of all of your appropriation accounts, appropriated and non-appropriated. Scroll to the top of the page and you will see that they are sorted in appropriation order. There are several buttons that you need to be familiar with:

69 Yearly 69 - Add new record - to add a new appropriation that is not currently in your appropriation accounts. New accounts added in Setup Budget will appear in your appropriation accounts when you roll the year over to the new year. If you are backloading, the account must be added to your appropriation accounts and it will appear in your setup budget file after it is added. - Edit the highlighted record - allows you to open/edit the transaction you are highlighting. - Delete the highlighted record - allows you to delete the transaction you are highlighting. This actually marks the record as "DNU" or do not use and it will not be put into your budget for next year. When items are entered, no cents are allowed except on non appropriated accounts and anything projected will be rounded up to the next whole dollar. You can go to the New Budget column and type in your new budget figures on each account or you can use the "Project New Budget" button. Before you do this you can filter the accounts that you wish to apply budget amounts to. You can do certain accounts and certain amounts. Click on the "Filter" button to filter you accounts and the following screen will appear: You can choose only appropriation accounts so your non-appropriated will be hidden. You can choose Non-appropriated only. You can choose "Existing Only" so if you have added any new accounts they will not be included. You can choose to only show "New Accounts" that you have added.

70 70 You can show the accounts that have the "Same budget as last year". You can show those accounts that are "Not the same budget as last year". You can show accounts whose "Budget Amount has changed". You can show accounts whose "Budget Amount did not change". If you enter an account number range you can then enter budget amounts for that range only, then clear the filter and enter another account range. This will allow you to do different percentages increases for different funds or departments. When you are done filter just click on the "Clear Filter". You can choose to do only Salary accounts for a specific fund or a range of funds. If you use the "Project New Budget" button the following screen appears: If you want to increase your old budget by a percentage amount you can do the entire budget by not filtering and just entering a percentage increase of whatever percentage you wish and pressing OK. If you have filtered, you can do this for each filtered section and use different percentages for different funds or departments. If you have a need to add more to the budget you can add more to the "New Amt" by clicking "New Amt" and either doing a percentage increase or an Additional Amt and it will add to the New Budget amount. You can mark an account to not be used (DNU) next year and it will be deleted during year end rollover. If you click on the "SAME" button, it will mark all accounts for the same amount as last year. Once you have all of your budget figures in, then you can print out your budget. You can print You can print You can print You can print your "Appropriation Report for Next Year" "Appropriations - Proposed Budget Changes" "Budget Projections and Prior Expenditures" "Print Budget Form 1" If you get an error message about your codes being wrong, you can change them in the Master File for the account and it will automatically flow to the Setup Budget for Next Year file or you can edit the account in Setup Budget for Next Year. If you have a new account that has a bad code, you will need to edit in the Setup Budget for Next Year

71 Yearly 71 File only. To edit in Setup Budget for Next Year just find the account and double click on it. The appropriation account screen will appear and you can make your changes. NOTE: If you try to create a batch for an already existing year batch, the message will appear: "Budget year 20XX has been created already, unable to create." Print Budget Form 1 After you have entered your Budget for Next Year, you can print out your Budget Form 1's before you upload them to the DLGF website. Go to the Navigator Tree Yearly and double click Setup Budget. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Setup Budget. You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Budget Year, Description, Total Current Amt, Total New Amt & Batch Status. Sorting twice will reverse the sort order. Choose your Budget file to print and click the printer icon Form 1. and from the reports choose to print the Click on Budget for Next Year Created and more options will open. In the Budget Batches drop down choose which budget batch you want to print. Only click the "Create by Fund and Department" if you departmentalize your General Fund. This means you do multiple Form 1's for your General Fund. Click "OK" Your Form 1's will be previewed on the screen. NOTE: You must have all of your applicable codes entered and your budget figures entered Print Budget Form 2

72 72 To print the Budget Form 2, you must first fill in your DLGF codes on your Fund Accounts, Appropriation Accounts and Revenue Accounts that go on your 1782 form. You must also input all of your estimated revenue fields so they can print on the Form 2. After you have entered your the above information, you can print out your Budget Form2's before you upload them to the DLGF website. Go to the Navigator Tree Yearly and double click Setup Budget. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Setup Budget. You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Budget Year, Description, Total Current Amt, Total New Amt & Batch Status. Sorting twice will reverse the sort order. Choose your Budget file to print and click the printer icon Form 2's. and from the reports choose to print the Your Form 2's will be previewed on the screen. NOTE: You must have all of your applicable codes entered and your estimated revenue figures entered DLGF Setup Errors Report This report will print out any errors in your DLGF codes or departments Budget Projections and Prior Expenditures This report can be printed to show your Budget projections and prior expenditures. It shows your New Budget, Budget This Year, Expended out of this Year's Budget, Expended 1 year ago, Expended 2 years ago, Expended 3 years ago, Expended 4 years ago, Expended 5 years ago. You can print every account, print an appropriation range, a fund range or a department range. You can Group by Fund or Department. You can sort by Fund, Department, Appropriation and/or Appropriation Title.

73 Yearly Appropriations - Proposed Budget Changes This report is used to print our the proposed budget changes. It shows your Current Year Budget, any transfers, any additionals/transfers, your total appropriated amount, your new proposed budget amount, the amount of the proposed budget or the difference and then the % of increase. You can print every account, print an appropriation range, a fund range or a department range. You can Group by Fund or Department. You can sort by Fund, Department, Appropriation and/or Appropriation Title.

74 Appropriations Report for Next Year This report can be ran to show your new Budget amounts for next year. You can sort it in different ways and run it in different ways. You can print every account, print an appropriation range, a fund range or a department range. You can Group by Fund or Department. You can sort by Fund, Department, Appropriation and/or Appropriation Title.

75 Yearly Exporting Mag files for DLGF After you have created and edited your Form 1's and Form 2's, you will need to create text files that can be uploaded to the DLGF Gateway Budget section. Go to the Navigator Tree Yearly Setup Budget and the following screen will appear:

76 76 Click on the "Export Mag File" button to create your text files to upload to the DLGF. The following screen will appear: Make sure that the correct batch is highlighted and choose Form 1, Form 2 or Both, typically you will choose to do both. Answer "Yes" to continue or "No" to stop. You will find your text files in the same drive contains your data for Keyfund. This could be any letter other than C: also. Most network drives are F: but it could be K: or any other drive. example: c: \keystone\keyfund\data\dlgf2013

77 Yearly 77 You will then log into the Gateway and go to the Budget area and find the option to "Upload Flat files" and then pick each file to upload from the above location. Make sure that you get "Y" on all the options and that the files upload with a successful upload. 5.2 Annual Report Enterprise Table The Enterprise Table is used in conjunction with the Annual Report. You will need to go to the Navigator Tree Setup Files Enterprise Table and the following screen appears: Click on the Add New Record button to add enterprises to the table. An enterprise is a entity that stands on it's own funding, e.g. Wastewater Utility, Parking Garage, Airport. Your last audit report should help if you're unsure if an entity is an enterprise.

78 Create Annual Report Annual Report is a place to create a file containing your Annual Report. They either have a status of pending or complete. To create an Annual Report: Go to the Navigator Tree Yearly and double click Annual Report. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Annual Report You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Date Entered, Created By, Description & Batch Status. Sorting twice will reverse the sort order. To create a new Annual Report file, click on the "Add a new record" button will appear: and the following screen Click Continue after you enter your Batch Description,e.g Annual Report and make sure that all of your information is correct. This information comes in from Housekeeping System Information System Settings Unit Info Tab. The following screen will appear:

79 Yearly 79 Click "OK" to continue. You will see your file appear in the Annual Report Batches grid: Double click on the file you just created to edit or make any corrections or to view the parts of the Annual Report you just created. You can print the annual report parts by clicking on the printer icon See Printing the Annual Report - CTAR.

80 Edit Beg Balance Annual Report To edit an Annual Report file: Go to the Navigator Tree Yearly and double click Annual Report - CTAR. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Annual Report You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Date Entered, Created By, Description & Batch Status. Sorting twice will reverse the sort order. You will see your file appear in the Annual Report Batches grid: Double click on the batch you want to work with and the following screen will appear:

81 Yearly 81 If you click on the "Update SBOA Codes from Accounts" this allows you to have edited the SBOA Codes on your master files and then update your changes to your Annual Report so you don't have to edit them in both places. If you click on Beg Balances the following screen will appear:

82 82 The Beg Balances tab has your Fund #, Fund Title, SBA Fund Code, Enterprise, whether the fund is an investment or not, whether the fund is a utility or not, Investment Beg Balance, Beginning Balance. You can use the "Go To Acct" to jump to a specific account quickly in case you need to edit. You can use the "Go To Amt" to search and go to a specific amount quickly in case you need to edit. Once you find the transaction you want to edit, just double click it and the following screen appears:

83 Yearly Make your changes and click the Save button at the top, 83. To print the Beginning Balances see Printing the Annual Report Edit Receipts Annual Report To edit an Annual Report file: Go to the Navigator Tree Yearly and double click Annual Report. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Annual Report. You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Date Entered, Created By, Description & Batch Status. Sorting twice will reverse the sort order. You will see your file appear in the Annual Report Batches grid:

84 84 Double click on the batch you want to work with and the following screen will appear: If you click on the Receipts tab the following screen will appear:

85 Yearly 85 Receipts has your Fund #, Obj #, Revenue Title, SBOA Fund Code, SBOA Receipt Code, Total Receipts. You can use the "Go To Acct" to jump to a specific account quickly in case you need to edit. You can use the "Go To Amt" to search for and go to specific amount quickly in case you need to edit. Once you find the transaction you want to edit, just double click it and the following screen appears:

86 86 Make your changes and click the Save button at the top,. To print the Receipts, see Printing the Annual Report Edit Disbursements Annual Report To edit an Annual Report file: Go to the Navigator Tree Yearly and double click Annual Report. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Annual Report. You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Date Entered, Created By, Description & Batch Status. Sorting twice will reverse the sort order.

87 Yearly You will see your file appear in the Annual Report Batches grid: Double click on the batch you want to work with and the following screen will appear: 87

88 88 If you click on Disbursements the following screen will appear:

89 Yearly 89 The Disbursements have your Fund #, Dept, Object, Appropriation Title, SBOA Fund Code, SBOA Disburse Code, SBOA Dept Code, Disbursement Total. You can use the "Go To Acct" to jump to a specific account quickly in case you need to edit. You can use the "Go To Amt" to search for and go to specific amount quickly in case you need to edit. Once you find the transaction you want to edit, just double click it and the following screen appears: Make your changes and click the Save button at the top,. If you want to print the disbursements, see Printing the Annual Report Printing the Annual Report

90 90 To print an Annual Report file: Go to the Navigator Tree Yearly and double click Annual Report. You may also use the Menu bar across the top of your home page by choosing Activities Yearly Annual Report You will see a grid with a list of all of your Budget Files you have created. If you hold the mouse over the headings on each column until you get a black arrow, you can sort the grid by each of those headings, e.g. Date Entered, Created By, Description & Batch Status. Sorting twice will reverse the sort order. You will see your file appear in the Annual Report Batches grid: Highlight the Annual Report batch that you wish to print and click on the printer button following screen will appear: and the

91 Yearly 91 You can choose to print all parts of the Annual Report or the individual parts. You can sort the reports in different ways after you choose each part, Beg Balance can be sorted by SBA Code, Fund Title or Fund Receipts can be Grouped by Fund, Revenue Code and/or SBA Code and then Sorted by SBA Code, Fund Title, Fund, Revenue Title, Revenue & Revenue Code Disbursements can be Grouped by Fund, Appropriation Code, Department and/ or SBA Code and then sorted by SBA Code, Fund Title, Fund, Appropriation Title, Appropriation, Appropriation Code & Department. NOTE: Receipts and Disbursements now contain the Utility information that used to be in Part 4 of the Annual Report. You can also run a Balance Transfers IN and Transfers OUT Balance Transfer IN and Transfers OUT

92 92 This report can be ran to balance your transfers in and out at any time during the year. We advise you run it monthly so that you are not scrambling at year end to balance transfers. This report will print a listing of Revenue and Appropriation accounts coded as transfers with the YTD amount so the user can make sure they have Transfers coded correctly. The report can be ran in two different ways: From master file balances, which means it looks at your Master Files Appropriation & Revenue Accounts and checks the Transfer In and Transfer Out codes to see if if they balance. From the Annual Report balances, which means it looks at your Annual Report files and checks the Transfer In and Transfer Out codes to see if they balance Mag File Error Check This routine will double check all of your accounts for the appropriate codes and print out a list of any problems. It will show the Section, the Fund, the Dept, the Object, the Title and the Error or problem You can then go back and fix the error in either the master files or in the Annual Report files. If you fix the errors in the Annual Report files you will still have to fix them in the master files. If you fix them in the master files you will need to re-create the Annual Report for the changes to take effect. The Mag File Error Check button is on the Annual Report Batches grid, see the screen below:

93 Yearly Export Mag File This routine creates your text files that you can upload to the SBOA Annual Report Gateway. This routine will double check all of your accounts for the appropriate codes and print out a list of any problems and then it will give you an opportunity to stop and correct any errors that may exist and then run the routine again. You can continue on and create your mag files anyway in spite of having errors but that is not recommended. The error report will show the Section, the Fund, the Dept, the Object, the Title and the Error or problem

94 94 You can then go back and fix the error in either the master files or in the Annual Report files. If you fix the errors in the Annual Report files you will still have to fix them in the master files. If you fix them in the master files you will need to re-create the Annual Report for the changes to take effect. The Mag File Error Check button is on the Annual Report Batches grid, see the screen below: If you answer "yes" to continue the following screen appears:

95 Yearly 95 Choose your Annual Report batch to create files for. You can choose where the text files will be created. The default is on your desktop but you can choose to place them wherever you would like. The default date is 12/31/2011 but can be changed if you wish to change it. Answer yes if you want to continue, no if you don't want to. When done the following screen will appear: Click OK to continue. The following screen will appear:

96 96 Click "OK" to continue. These are the files that are created and where they are located. You can verify they are there by going to that location and looking at the files s M's This routine is used to create records for vendors who are marked to receive a 1099 and the printing of 1099 Miscellaneous forms. You should have the budget balanced for the year and your data should be backed up before running this routine. The program searches the vendor master file for vendors that have a "M" in the 1099 field and have been paid $ or more this year. The information on those vendors is then pulled into the 1099 transaction file. If you have 1099M's with Healthcare/insurance and you have entered an "H" instead of a "M" when the system generates 1099's it will move the figure from box 7 to box 6 when you have an "H". Go to the Navigator Tree and choose Yearly 1099M, the following screen appears:

97 Yearly Click on the Add New Record button 97 and the following screen will appear: Fill in your Batch Description and the Year Ending for the 1099s being created. Your other information should come in from your City/Town table. Click Continue to create your file.

98 98 Click OK to create your 1099 batch. The following screen will appear: Double click on the 1099M batch that you just created and the following screen will appear:

99 Yearly 99 Click the Detail Tab to see your 1099M and 1099H transactions. The following screen will appear: This tab contains the type of 1099, the Vendor Num, Vendor Name, Fed Tax Id, Healthcare YTD for healthcare on 1099M and Expended YTD for 1099M.

100 100 You can double click on any transaction to edit it. If you double click the following screen will appear: Once you edit your information, click on the Save button. After you are done and are ready to print your 1099M's see Print 1099Ms Print 1099M Transaction List

101 Yearly 101 This option allows you to print a transaction list of your 1099M entries. You can run this report in Vendor Number of Vendor Name order. It will show your Acct number, Name and Address, ID, Box 1, Box 2, Box 3, Box 4 and Box 5 with a Grand Total Printing 1099M's To print your 1099M's, go to the Navigator Tree Yearly 1099M and double click and the following screen will appear: Click on the "Print 1099M Forms" and the following screen will appear:

102 102 You can print all the forms or choose to print certain ones by clicking on the select button or the deselect button. When you have decided what 1099M's you are going to print, click the "OK" button or click "Cancel" to stop and not print the 1099M's Generating Mag Media for 1099M's To create(generate) your 1099M's, go to the Navigator Tree Yearly 1099M and double click and the following screen will appear:

103 Yearly 103 Click on the "Generate Mag Media" and the system will process your file and then the following screen will appear: Click on the OK Button and the following screen will appear:

104 104 This box tells you what files were created and where they are located. Click on the OK button. You will then upload your mag files from this location Do 1099M's need to be sent to State of Indiana? EFFECTIVE DATE: June 1, 2008 REFERENCE: IC (before its repeal), IC , IC GENERAL STATEMENT Employers who make payments of wages subject to the Indiana Adjusted Gross Income Tax, and who are required to withhold federal taxes pursuant to the Internal Revenue Code, are required to withhold Indiana state and local income taxes from an employee s wages. In an attempt to reduce the amount of paper submitted to the Department, information exchange agreements between the Indiana Department of Revenue and the Internal Revenue Service now relieve the taxpayer from having to file copies of certain information returns with the Department, unless there are state or county taxes withheld or unless requested by the Department.

105 Yearly 105 Information returns that indicate the withholding of Indiana adjusted gross or local income tax must be submitted with Indiana Form WH-3. Forms W-2, 1099R, and WH-18 are required to be submitted to the Department. The due date is the last working day of February. Departmental Notice #5 Page #2 Information returns that do not report withholding of Indiana adjusted gross or local income tax should not be submitted to the Department. Forms 1099-B, 1099-DIV, 1099-INT, 1099-MISC and 1099-S are not required to be submitted. These returns must be maintained by the taxpayer for the statutory time period and made available to the Department upon request S's This routine is used to create records for vendors who are marked to receive a 1099S and the printing of 1099S Sale of Real Estate forms. You should have the budget balanced for the year and your data should be backed up before running this routine. The program searches the vendor master file for vendors that have a "S" in the 1099 field. The information on those vendors is then pulled into the 1099S transaction file. Go to the Navigator Tree and choose Yearly 1099S, the following screen appears:

106 106 Click on the Add New Record button and the following screen will appear: Fill in your Batch Description and the Year Ending that your are creating your 1099M's for. Your other information should come in from your City/Town table. Click Continue to create your file.

107 Yearly Click OK to create your 1099S batch. The following screen will appear: Double click on the 1099Sbatch that you just created and the following screen will appear: 107

108 108 Click the Detail Tab to see your 1099S transactions. The following screen will appear: This tab contains the type of 1099, the Vendor Num, Vendor Name, Fed Tax Id, Gross YTD, RE Tax YTD for 1099S. You can double click on any transaction to edit it. If you double click the following screen will appear:

109 Yearly Once you edit your information, click on the Save button 109. After you are done and are ready to print your 1099S's see Print 1099Ss Print 1099S Transaction List This option allows you to print a transaction list of your 1099S entries. You can run this report in Vendor Number of Vendor Name order. It will show your Acct number, Name and Address, ID, Box 1, Box 2, Box 3, Box 4 and Box 5 with a Grand Total Generating Mag Media for 1099S's To create(generate) your 1099S's, go to the Navigator Tree Yearly 1099S and double click and the following screen will appear:

110 110 Click on the "Generate Mag Media" and the system will process your file and then the following screen will appear: Click on the OK Button and the following screen will appear:

111 Yearly 111 This box tells you what files were created and where they are located. Click on the OK button. You will then upload your mag files from this location Printing 1099S's To print your 1099S's, go to the Navigator Tree Yearly 1099S and double click and the following screen will appear: Click on the "Print 1099S Forms" and the following screen will appear:

112 112 You can print all the forms or choose to print certain ones by clicking on the select button or the deselect button. When you have decided what 1099S's you are going to print, click the "OK" button or click "Cancel" to stop and not print the 1099S's Do 1099S's need to be sent to State of Indiana? EFFECTIVE DATE: June 1, 2008 REFERENCE: IC (before its repeal), IC , IC GENERAL STATEMENT Employers who make payments of wages subject to the Indiana Adjusted Gross Income Tax, and who are required to withhold federal taxes pursuant to the Internal Revenue Code, are required to withhold Indiana state and local income taxes from an employee s wages. In an attempt to reduce the amount of paper submitted to the Department, information exchange agreements between the Indiana Department of Revenue and the Internal Revenue Service now relieve the taxpayer from having to file copies of certain information returns with the Department, unless there are state or county taxes withheld or unless requested by the Department.

113 Yearly 113 Information returns that indicate the withholding of Indiana adjusted gross or local income tax must be submitted with Indiana Form WH-3. Forms W-2, 1099R, and WH-18 are required to be submitted to the Department. The due date is the last working day of February. Departmental Notice #5 Page #2 Information returns that do not report withholding of Indiana adjusted gross or local income tax should not be submitted to the Department. Forms 1099-B, 1099-DIV, 1099-INT, 1099-MISC and 1099-S are not required to be submitted. These returns must be maintained by the taxpayer for the statutory time period and made available to the Department upon request 5.4 Year End Creating Year End Checklist The Year End Checklist was created to make year end easier and more efficient. Go to the Navigator Tree Yearly Year End Checklist and the following screen will appear:

114 114 Click on the New icon, and the following screen will appear: Hit the save button to create the checklist.

115 Yearly 115 Follow the Year End Check List on how to close the year and use this Checklist. Each item on this checklist must be checked off for you to be able to Close the year. If anything is already done it will be checked automatically by the system. If you can't check an item it is because you have to do something in the system and the system will check the item off, e.g. Create 1099M, you have to create them even if you don't have any, let it run through the process Year End Check List Step Sheet The software has a section called "Year End Checklist". You can use this checklist to run the "Year End Checklist under Navigator Tree Yearly Year End Checklist. Reminder: If you have apvs that will have a December apv date but a January check date you will need to change the first apv you enter apv date to the new year and save it. This will create the 2016 accounting periods. You can then go in and change the apv date back to To start the year end process: Print your Fund Report for the end of December. Print your Appropriation Report for the end of December. Print your Revenue Report for the end of December. 1. Create the Year End Checklist. 2. Click Add to create it and then Save it. Click reopen to bring it up again. (All items must be completed for year end to be done.) (Any items checked either have no problems or are already done). 3. Save out and go to Setup Budget under Yearly on the Navigator Tree. Find your budget file for next year and mark it as "Ready to Post". 4. Create your Annual Report and run your mag file error report. Even if you don't use our program for your Annual Report you must at least create an Annual Report for the year end process to work. 5. Create your 1099Ms & 1099Hs and 1099Ss. Even if you don't have of these to print you must go through the process for the year end process to work. 6. Now go back into your Year End Checklist. You will see that the Budget for New Year and the Create 1099M and Create 1099S has been checked. 7. Go to your tabs across the top of your checklist. If you have any funds, appropriations and/or

116 116 revenue accounts to delete you can mark them at this time. Go to the "Records to Delete" tab and add any funds that you want to delete. If you don't have any to delete just check the box that says "No Accounts to Delete". When you add a fund that you want to delete, it will automatically bring in the appropriation and revenue accounts associated with that fund, so you will see them under the Appropriation Accounts and Revenue Accounts tabs. If you have nothing to delete just go to each tab and check "No Accounts to Delete". 8. If you have marked any Vendors to delete they should appear in the list automatically. If you haven't then you can add them in at this time. If you don't have any Vendors to delete, just check the "No Vendors to Delete" box. 9. You can also delete Projects at this time by adding the projects you wish to delete. If you don't have any Projects to delete, just check the "No Projects to Delete" box. 10. You can delete AR Customers at year end. If you don't have any AR Customers to delete, just check the "No AR Customers to Delete" box. 11. The next tab is the PO's to Forward tab. If you have any PO's in the system dated last year or before, they will appear here. If you don't want to forward a PO, it needs to be deleted at this time. This only shows PO's that will be forwarded from one year to another. PO's for your new year will be in the Open Puchase order file and will not be on this screen. 12. The next tab is the Acts w/o Codes tab. If you have accounts that do not have SBOA codes they will appear in this section. If you are not using Key-Fund for your Annual Report you can manually check that you have resolved the accounts with no codes section. Otherwise you will need to fix the codes that are missing if you want to do your Annual Report in the software. 13. The last tab is the Accts in the Red tab. This will search through the accounts and bring up all the accounts that have a negative balance. You can run the "Auto Transfer" routine from the tab and the system will do all it can to get as many accounts balanced and make the transfer entries for you. The entries will be in Misc Appr Transactions and will need to be posted. Once that is done you can check that you have resolved accounts in the red, even if you still have accounts that you have not been able to resolve. 14. Go back to the Checklist tab. 15. If you have Resolved all Appropriation Accounts in the Red, you can check the box and answer "Yes" that you have resolved all the issues. 16. Mark Reconcile Current Year, if you are using Bank Reconciliation, make sure that all pending bank batches are closed. 17. You must close all months for the year end to become available. If December is not closed, you can't close the year. You can close December from the checklist. Click on Dec" and then save out of the checklist. Once you re-open the checklist, December will be closed. Once December and all other months are closed then the button for "Close Year" will be available for you to click on and Close the Year. Make sure that all items have been checked before you attempt to close the year. 18. Press "Close Year" button. You do need everyone out of Key-Fund while you are doing the closing of the year.

117 Yearly When the Year End Closing is complete, you will be taken out of Key-Fund so that you can make a Back Up of your data after closing. 20. Go back into Key-Fund and run the following reports (all of your January transaction will be posted to your accounts automatically): Fund Report - check that the ending balance is the beginning balance, check MTD for January. Appropriation Report - check that the Budget figures are corect, check that any purchase orders for our encumbrances are correct, check MTD for January. Revenue Report - check MTD for January Year End Processes You should have balanced December and reconciled to the bank and closed all bank batches including your December bank batches. 1. Run your final Fund Report 2. Run your final Appropriation Report 3. Run your final Appropriation Detail History Report 4. Run your final Revenue Report 5. Run your final Revenue Detail History Report 6. Run any other reports that you wish to run. 7. Go to the Year End Checklist in the Navigator Tree Yearly Year End Checklist and the following screen will appear:

118 Click on the Add new record button and the following screen will appear: 9. Save this Check list by clicking on the Save button.

119 Yearly 10. The system will be back to the Year End Check List batches. 11. Double Click to reopen. 119

120 All items must be completed for year end. Any items checked either have no problems or are already done. 13. Go to Setup Budget under Yearly on the Navigator Tree. Find your budget file for next year and mark it as "Ready to Post".

121 Yearly Click on the "Ready to Post" button and the follow ing screen w ill appear: 15. Click "Yes" to mark this as ready to post. The software will mark the file as ready to post. NOTE: This could take a few minutes if your files are large! When it is complete the Batch Status will be "Ready". 16. Go out the door to exit this screen. 17. Create your Annual Report and run your mag file error report. Even if you don't use our program for your Annual Report you must at least create an Annual Report for the year end process to work. 18. Go to the Navigator Tree Yearly Annual Report and the following screen appears:

122 Click on the Add new record and the following screen will appear:

123 Yearly Fill in the Batch Description and the Year Ending for this annual report. All other information will pull from System Settings. Click on Continue and the following screen will appear: 21. Click OK on this screen and the system will create your an annual report file, even if you don't have any codes in you must create an annual report for the year end process to work. 22. Go out the door to exit this screen, 23. Create your 1099Ms & 1099Hs and 1099Ss. Even if you don't have any of these to print you must go through the process for the year end process to work. 24. Go to the Navigator Tree Yearly 1099M and the following screen appears: 25. Click on the Add new record button and the following screen will appear:

124 Fill in the Batch Description and the Year Ending fields. 27. Click on Continue and the following screen will appear: 28. Click OK and the 1099 M's will be created, even if you don't have any you must run this routine for the Year end process to work.

125 Yearly 29. Go out the door to exit this screen. 30. Go to the Navigator Tree Yearly 1099S and the following screen appears: 31. Click on the Add new record button and the following screen will appear: 125

126 Fill in the Batch Description and the Year Ending fields. 33. Click on Continue and the following screen will appear: 34. Click OK and the 1099 S's will be created, even if you don't have any you must run this routine for the Year end process to work. 35. Go out the door to exit this screen M & H's will be in the same file, the software just moves the dollar amount from one field to another for the H. They print on the same 1099M form. 37. Now go back into your Year End Checklist. You will see that the Budget for New Year, Create 1099M, Create 1099S and Annual Report for Current Year has been checked.

127 Yearly Go to your tabs across the top of your checklist. If you have any funds, appropriations and/or revenue accounts to delete you can mark them at this time. Go to the "Records to Delete" tab and add any funds that you want to delete. If you don't have any to delete you must check the box that says "No Accounts to Delete". When you add a fund that you want to delete, it will automatically bring in the appropriation and revenue accounts associated with that fund, so you will see them under the Appropriation Accounts and Revenue Accounts tabs. If you have nothing to delete just go to each tab and check "No Accounts to Delete". If you try to mark something you can't delete the program will warn you that it can't be deleted. 39. If you have marked any Vendors to delete they should appear in the list automatically. If you haven't then you can add them in at this time. If you don't have any Vendors to delete, just check the "No Vendors to Delete" box.

128 128 If you want to delete a range of vendors click on the red "x" and the following screen will appear:

129 Yearly 129 You can filter by Vendor # range to delete, by name to delete or by dollar amount to delete. Then click on the "Add" and they will be added to the Vendors to delete grid. 40. You can also delete projects at this time by adding the projects you wish to delete. If you don't have any Projects to delete, just check the "No Projects to Delete" box.

130 You can delete AR Customers at year end. If you don't have any AR Customers to delete, just check the "No AR Customers to Delete" box. 42. The next tab is the POs to Forward tab. If you have any POs in the system dated last year or before, they will appear here. If you don't want to forward a PO, it needs to be deleted at this time. This only shows PO's that will be forwarded from one year to another. PO's for your new year will be in the Open Puchase order file and will not be on this screen.

131 Yearly 131 You can add new pos, delete pos or mark pos to forward from this screen. 43. The next tab is the Acts w/o Codes tab. If you have accounts that do not have SBOA codes they will appear in this section. If you are not using Key-Fund for your Annual Report you can manually check that you have resolved the accounts with no codes section. Otherwise you will need to fix the codes that are missing if you want to do your Annual Report in the software. You can fix any codes from this screen by double clicking on the account and fixing the code.

132 The last tab is the Accts in the Red tab. This will search through the accounts and bring up all the accounts that are in the red. You can run the "Auto Transfer" routine from the tab and the system will do all it can to get as many accounts in the black and make the transfer entries for you. This routine can take quite a while depending on the number of appropriation accounts that you have in your file. The entries will be in Misc Appr Transactions and will need to be posted. Once that is done you can check that you have resolved accounts in the red, even if you still have accounts that you have not been able to resolve.

133 Yearly You must be sure that all of your months have been closed and you have no pending bank rec batches. 46. Click the box that says Pre-close backup of current year and then get out of the program and make a backup 47. When you log in and reopen the checklist the CLOSE YEAR button should now be black and you should be able to close your year. Click on the "Close Year" button. 48. When this is done your year has been reset. You can then run your Fund Report. Appropriation and Revenue reports for the new year. If you have posted anything in the new year it will automatically appear on your reports. Fund Report - check that the ending balance for prior year is the beginning balance for new year, check MTD for January. Appropriation Report - check that the Budget figures are correct, check that any purchase orders for our encumbrances are correct, check MTD for January. Revenue Report - check MTD for January.