CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Setting Up a New Fund Step-by-step Instructions 2013 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Breakdown Directory... 2 Account Codes Directory... 4 Checking Accounts Directory... 5 Directories > Checking Accounts Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Step-by-Step Guide will cover how to set up a new fund to process transactions and generate reports. In this Step-by-Step instruction, you will learn: How to add a record to the Breakdown Directory. How to add a record to the Account Code Directory. If necessary, how to add or update a record in the Checking Account Directory. Revised: 03/07/ Central Susquehanna Intermediate Unit, USA Page 1

6 BREAKDOWN DIRECTORY After logging into the CSIU Fund Accounting application, choose the BREAKDOWNS menu item from the DIRECTORIES menu. The BREAKDOWN CODE DIRECTORY opens. Click the Add (Alt+A) button to add a new record. Revised: 03/07/ Central Susquehanna Intermediate Unit, USA Page 2

7 A new record with blank fields displays as shown in the example below. 1. The current fiscal year automatically displays in the Year Code field, change if needed. 2. Select a Breakdown Number within the account code structure. If adding a new fund, select Enter a Breakdown Account (up to two characters are used to create the fund portion of the account code). For example, if you are adding a new fund of 29, add 29 to the 1 st breakdown. 4. Enter a Description of the breakdown code, up to 23 characters. 5. Click the Save button. Revised: 03/07/ Central Susquehanna Intermediate Unit, USA Page 3

8 ACCOUNT CODES DIRECTORY Choose the ACCOUNT CODES menu item from the DIRECTORIES menu. The ACCOUNT CODE DIRECTORY screen displays as shown in the example below. 1. Add all accounts that are necessary for the fund you just added. NOTE: You can use the multi add feature (right-click the Add button) if you have to add several accounts for the same fund. Revised: 03/07/ Central Susquehanna Intermediate Unit, USA Page 4

9 2. Be sure to add any control accounts you may need for Double Entry processing along with any expense and revenue accounts you will want to run through this fund. Examples Balance Sheet Account Codes ; ; ; ; ; Examples Expense/Revenue Accounts ??? ??? CHECKING ACCOUNTS DIRECTORY Choose the CHECKING ACCOUNTS menu item from the DIRECTORIES menu. Revised: 03/07/ Central Susquehanna Intermediate Unit, USA Page 5

10 The CHECKING ACCOUNT DIRECTORY screen displays as shown in the example below. If necessary, click the Add button and add a new checking account. 1. The current fiscal year (set up in FUND ACCOUNTING PARAMETERS) is entered, by default, in the Year field. Change if necessary 2. TAB through the rest of the fields and enter a unique Identifier, the Checking Account No., the Bank Account Type, the Routing No., and checking Account Name. 3. If necessary, enter general ledger accounts in the Normal G/L Account and Alternate G/L Account fields. NOTE: You can right-click in the fields for account code look up. 4. If you have entered Bank Import File Layout directory records, select the Bank File Layout, as needed. 5. If using the Positive Pay feature, enter the Positive Pay Effective Date. Enter a date when the Positive Pay feature will be effective for the checking account. If you enter a date in this field, the Routing Number is also required. The Positive Pay Effective Date must be entered prior to processing the checks to be included in the file. Checks processed before the date is entered will not be included in the file. 6. Scan and attach a check signature for the new fund, if required. 7. Press CTRL+A on your keyboard and add the fund to the grid. NOTE: You can add more than one fund to a checking account. 8. Click the Save button. 9. If you are using an existing checking account, use the Find or Query feature to locate its record. Now you can process transactions and generate reports such as the balance sheet. Revised: 03/07/ Central Susquehanna Intermediate Unit, USA Page 6