FINANCE MANAGER. Accounting Manual Finance Manager.

Transcription

1 FINANCE MANAGER Accounting Manual 2010 Finance Manager

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3 Accounting Setup - Table of Contents Start Page... 1 Setup Which Files Should Be Completed First?... S-1 Items... S-2 Item Categories... S-7 Unit of Measure... S-10 Vendors... S-12 Vendor S-21 Customers... S-23 Buildings... S-28 Funds... S-31 Account Components... S-37 Accounts... S-38 Transaction Schedules... S-42 Banks... S-45 Purchase Order Print Options... S-48 AP Check Layout... S-58

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5 : Accounting Start Page Accounting Start Page The Accounting start page is divided into five sections: Messages, Bank Account Balances, Budget Year to Date, Expense Comparison by Month, and Expense/Revenue Comparison. Messages Bank Account Budget Year to Date The Messages area provides a quick summary of the number of checks and purchase orders waiting to be printed, as well as the number of requisitions waiting for approval. Use the scroll bar to display more messages. The Bank Account area displays the cash balance for each bank account listed. Use the scroll bar to display more bank accounts with their corresponding cash balance. The Budget Year to Date area contains a circular chart representing an analysis of your year-to-date budget. The Expensed, Encumbered, and Remaining Amounts are represented by a different color in the chart. nvision Copyright FINANCE MANAGER. All rights reserved 1

6 Accounting Start Page Expense Comparison by Month Expense/Revenue Comparison The Expense Comparison by Month area contains a graph of revenue and expense figures for each month in the fiscal year. The Expense/Revenue Comparison area contains a bar chart of revenue versus expense amounts for the current and prior fiscal year. nvision Copyright FINANCE MANAGER. All rights reserved 2

7 : Setup Accounting Setup The first step in using the Accounting product is for the Administrator to build the master files, which enable your facility to set up and maintain the codes and other pertinent information used in the accounting process. You can create and maintain vendors, customers, buildings, funds, transactions schedules, accounts, and account components that meet the special needs of your facility. After setting up your maintenance files, you may run reports that show the records in each file. Which Files Should Be Completed First? The information in the following four maintenance files comes from the FM data import routine. Accounts Buildings Customers Unit of Measure Vendors The order of completion of the remaining maintenance files is important, since codes created in certain files are used to create records within other maintenance files. The suggested hierarchy of setup file completion is as follows: Account Components Banks Funds Item Categories Requestors (Predefined Item Category and Building Codes are used to create these records) Vendors (Link predefined Item Categories to each preloaded vendor record) Items (Predefined Item Categories/Subcategories and Unit Measures are used to create these records) Transaction Schedules Vendor 1099 Purchase Order Print Options AP Check Layout The following pages describe each setup file in detail. nvision Copyright FINANCE MANAGER. All rights reserved. S-1

8 Items The Items Setup routine is used to create and maintain a listing of items that may be requisitioned and purchased. The Items File contains the items status (Active or Inactive), item number, item description, item category, item sub category, unit of measure, last bid date, and estimated price. The list of items can be grouped by item category and sub category, allowing you to access records in the way that you want to. Access to Items Setup 1. Open the Setup menu tree. 2. Click the Items option. The Items tab opens, displaying all existing items. Use this window to add, maintain, or view item records. nvision Copyright FINANCE MANAGER. All rights reserved. S-2

9 Field Active Item Number Description Description Check the box if this item is active for requesting. Uncheck the box if the item is no longer active and cannot be requested. (REQUIRED) The number (up to 15 positions) that uniquely identifies this item. Example: Card 1 Enter the text that fully describes the item. Example: 3 by 5 White Ruled Index Cards Pack of 100. Press the button to run the spell checker of the text that you typed. Possible spelling problems are indicated with a wavy red underline. Brand Part Number Manufacturer Enter the brand name of this item (up to 50 positions). Enter the part number for this item (up to 15 positions). Enter the manufacturer of this item. nvision Copyright FINANCE MANAGER. All rights reserved. S-3

10 Field Description Item Category (REQUIRED) Use the drop-down arrow to select from a listing of existing item categories or press the Add button record on the fly. to the right of the field to add a new item category Item Sub Category (REQUIRED) Use the drop-down arrow to select from a listing of existing sub categories linked to the selected item category or press the Add button category record on the fly. to the right of the field to add a new item sub Unit (REQUIRED) Use the drop-down arrow to select from a listing of existing unit of measure codes from the Unit of Measure Setup File. or press the Add button measure record on the fly. to the right of the field to add a new unit of nvision Copyright FINANCE MANAGER. All rights reserved. S-4

11 Field Estimated Price Last Bid Price Fixed Asset MSDS Required Description Enter the estimated price of this item. The system-generated last bid price for this item. Check this box if the item is a long-term item (such as furniture, office equipment, computer, etc.). Check the box if a Material Safety Data Sheet (MSDS) is required for this item. An MSDS Bid Items Report can be run to show those hazardous bids items that require a Material Safety Data Sheet. Adding an Item Record 1. Enter Add mode. 2. Enter all information associated with the item. 3. Click the File Attachments folder to attach documents or spreadsheets that contain information about this item. Click Add to specify the location of the attachment to be linked to this item. Use the Browse button to find the location and name of the file. nvision Copyright FINANCE MANAGER. All rights reserved. S-5

12 Enter any Comments as needed. Click OK. The selected file is linked to the item. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the item. 4. Save the record. Updating an Item Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting an Item Record NOTE: You may not delete any items that are linked to existing bids. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-6

13 Item Categories The Item Categories Setup routine is used to create and maintain the various categories under which items are grouped. Examples of item categories are Office Supplies, Technology, Furniture, etc. Under each category are subcategories which further define specific items, such as Pens, #2 Pencils, Binders, Computers, Desks, Tables, etc. The system will not permit you to use an item category that does not have one or more subcategories linked to it. Access to Item Categories Setup 1. Open the Setup menu tree. 2. Click the Item Categories option. The Item Categories tab opens, displaying all existing item categories. Use this window to add, maintain, or view item category records. nvision Copyright FINANCE MANAGER. All rights reserved. S-7

14 The detail window is divided into two sections. The top portion of the window allows you to define your item category names and descriptions. The bottom portion of the window allows you to define the subcategories for the item category. Field Item Category Name Item Category Description Item Sub Category Name Item Sub Category Description Description (REQUIRED) The name (up to 50 positions) that uniquely defines the item category or group. Example: Office Supplies The text that further describes the item category. Example: Office Supplies and Materials (REQUIRED) The name (up to 50 positions) that uniquely defines the subcategory. Example: Glue The text that further describes the item subcategory. Example: Glue, Glue Sticks, & Paste nvision Copyright FINANCE MANAGER. All rights reserved. S-8

15 Adding an Item Category Record 1. Enter Add mode. 2. Enter the item category name and description in the top portion of the window. 3. Save the record at this time or continue to add the subcategories as described in step 4. Remember that the system will not allow you to use an item category that has no subcategories linked to it. 4. Click in the Subcategory Name field. A new line is opened for you to start typing your subcategories. Type in the subcategory name and tab to the description field and type the description. Use the Enter or Tab keys to advance to the next subcategory name or description field. If you make a mistake at any point, highlight the appropriate subcategory line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Item Sub Categories toolbar. Once you have finished entering your subcategories, save the record. Updating an Item Category Record 1. Highlight the appropriate item category record and enter Update mode. 2. Change all necessary information as needed by typing over the existing text. Add, update, and/or delete any subcategory information as needed. 3. Save the record. Deleting an Item Category Record(s) NOTE: You may not delete any item category codes that are currently being used. For example, if an item category code is linked to a requestor, that code cannot be deleted. 1. Highlight the appropriate record(s) in the Item Category listing and enter Delete mode OR open an item category detail record and press the Delete button. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-9

16 Unit of Measure The Unit of Measure Setup routine is used to create and maintain the measurement unit codes that are used when bidding for and requisitioning items. Certain standard unit measure codes are provided by Finance Manager. These include codes such as Bag, Box, Bottle, Dozen, Each, etc. You may add any other unit of measure codes that your district uses. For example, you may use Yards, Cases, etc. These units of measure can then be linked to specific items in the Items Setup File. Access to Unit of Measure Setup 1. Open the Setup menu tree. 2. Click the Unit of Measure option. The Unit of Measure tab opens, displaying all existing units of measure. Use this window to add, maintain, or view unit measure records. nvision Copyright FINANCE MANAGER. All rights reserved. S-10

17 Field Unit of Measure Name Description (REQUIRED) The code (up to 8 positions) that uniquely identifies the unit of measure. When updating a unit of measure record, this field is not modifiable if the unit of measure is already linked to an item. Example: Parc. The text (up to 50 characters) that describes the unit of measure code. Example: Parcels Adding a Unit of Measure Record 1. Enter Add mode. 2. Enter the unit of measure and name. 3. Save the record. Updating a Unit of Measure Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Unit of Measure Record NOTE: You may not delete any unit of measure codes that are currently being used. For example, if a unit of measure code is linked to an item record, that code cannot be deleted. In addition, the system will not allow you to delete any of the default unit of measure codes that were created by Finance Manager. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-11

18 Vendors The Vendors Setup routine is used to create and maintain a listing of vendors from which your district makes purchases. The Vendors File contains vendor demographic and address information. You may define multiple different addresses for each individual vendor, such as payment, purchasing, or bidding addresses. Each vendor can be linked to the appropriate item categories that identify the types of items they can bid on. Multiple vendor contact names and phone numbers are also stored in this file. Access to Vendors Setup 1. Open the Setup menu tree. 2. Click the Vendors option. The Vendors tab opens, displaying all existing vendors. Use this window to add, maintain, or view vendor records. nvision Copyright FINANCE MANAGER. All rights reserved. S-12

19 The Vendor detail window is divided into two sections. The top portion of the window allows you to define the vendor demographic and purchasing/payment information. The bottom portion of the window allows you to define payment/purchasing/bidding addresses; item categories; contact, tax and miscellaneous information for the vendor, add/maintain file attachments containing details regarding this vendor; and view the purchase orders and computer checks associated with this vendor. Field Vendor ID Active Description The system-generated number that uniquely identifies the vendor. When adding a vendor, the system assigns the next consecutive vendor number. This identification number cannot be modified. Indicate the vendor status. Check the ACTIVE box if you want to actively use this vendor code during the data entry processes. Uncheck the box if you are not going to use this vendor code for bid request purposes. This enables you to retain the vendor record in the system without deleting it. nvision Copyright FINANCE MANAGER. All rights reserved. S-13

20 Field Purchasing Name Payment Name Website Phone Fax Entity Type Federal ID Type Federal ID Minority Type Address Toggle Arrow Description (REQUIRED) Enter the Purchasing Name. (Example: ABC School Supply) (REQUIRED) Enter the Payment Name if it is different from the Purchasing Name. Enter the vendor s website address. Enter the vendor s general address. Enter the vendor s main phone number. Enter the vendor s fax number. Choose the entity type. Valid entries are Corporation, Partnership, Individual, or Other. Choose the federal ID type. Valid entries are Employer ID or Social Security Number. Enter the Federal ID number. If the vendor is a minority-owned company, choose the minority type or add a new minority type. Click the toggle to enter and switch between the various addresses associated with this vendor. You can define multiple different addresses for each individual vendor, such as payment, purchasing, or bidding addresses. Description Street Line 1 Street Line 2 City Enter the Description for the selected address type. Example: Alternate Payment Address (REQUIRED) For the address type and description selected, enter the first line of the vendor s street address. For the address type and description selected, enter the second line of the vendor s street address. Street line 2 can be used to indicate an apartment, suite, or PO Box number. (REQUIRED) For the address type and description selected, enter the name of the city in which the vendor s address is located. nvision Copyright FINANCE MANAGER. All rights reserved. S-14

21 Field State/Province Country Zip/Postal Code Default Item Category Contact Last Name Contact First Name Contact Address Contact Phone Contact Fax Vendor 1099 Type Limit Customer Ref Number Prior Vendor Ref Discount Pct Description (REQUIRED) For the address type and description selected, enter the 2-letter postal abbreviation for the state in which the vendor s address is located. Use the drop-down to select from a listing of valid state abbreviations. If the vendor is located in a different country, enter the abbreviation for the province. For the address type and description selected, enter the country in which the vendor s address is located. Use the drop-down to select from a listing of valid country abbreviations. (REQUIRED) For the address type and description selected, enter the zip code for the vendor s address. (REQUIRED) For the address type selected, set one of the addresses as the default address. One address can be the default for each address type. The name of the item category that groups the items for which vendors can place bids. Enter the last name of the contact person (up to 50 characters) associated with this vendor. Enter the first name of the contact person (up to 50 characters) associated with this vendor. Enter the address of the contact person (up to 50 characters). Enter the contact person s telephone number. Enter the contact person s fax number. If the vendor is to receive an Internal Revenue Service Form 1099 at the end of the calendar year for tax reporting purposes, use the drop-down to select the 1099 type (1099INT, 1099MISC, 1099OTHER, 1099R). Enter the 1099 limit. Form 1099 must be filed to report payments totaling this limit amount or more made to the vendor during the course of a calendar year. Enter the customer reference number. This number can be displayed on printed purchase orders to the vendor. If you used another Accounting application in the past, you can type in the vendor ID number from the prior application. Enter the standard discount percentage that is applicable for purchases from this vendor. This percentage defaults in the Discount Rate field when adding a computer purchase order for the vendor. You can override the discount amount at the purchase order level if needed. nvision Copyright FINANCE MANAGER. All rights reserved. S-15

22 Field Freight Type Freight Pct Description Enter the shipping charge type that is always applicable for purchases from this vendor. Shipping can be charged as an amount (Amt) or a percentage (Pct). Then enter the applicable freight charge amount or percentage. If a shipping charge is specified for a vendor, that vendor s shipping percentage defaults when entering a Computer Purchase Order. You can choose to include or exclude shipping amounts on the various PO copies that you print. You can override the shipping amount at the purchase order level if needed. Adding a Vendor Record 1. Enter Add mode. 2. Enter the vendor s website, , telephone/fax, etc. information in the top portion of the window. 3. Click the Addresses folder. Choose the Address Type and enter the address. You can have multiple Bidding, Payment, and Purchasing addresses, but only one of each kind can be the default. 4. Click the Item Categories folder and click in the Bid Category field. A new line is opened for you to start linking item categories to a vendor. Press the drop-down arrow in the Bid Category line. nvision Copyright FINANCE MANAGER. All rights reserved. S-16

23 All the categories from the Item Category Setup routine are displayed. Choose the appropriate category. Advance to the next Bid Category line and perform the same steps until all appropriate categories have been linked to the vendor. If you make a mistake at any point, highlight the appropriate category line that you wish to delete (the selected row has an arrow preceding it) and press the Delete button in the Item Categories toolbar. 5. Click the Contacts folder to identify the contacts for this vendor. Click in the first blank contact line. A new line is opened for you to start linking contacts to a vendor. Enter the contact last name, first name, address, phone number, and fax number. Indicate whether the vendor allows POs to be ed and if the s are to be in HTML format. Add as many contacts to the vendor record as necessary. If you make a mistake at any point, highlight the appropriate contact line that you wish to delete (the selected row has an arrow preceding it) and press the Delete button in the Contacts toolbar. 6. Click the Tax Information folder to specify 1099 information for the vendor. Click in the first blank Vendor 1099 Type line. A new line is opened for you to start linking 1099 Types and limits to the vendor. Press the drop-down arrow in the Vendor 1099 Type line. nvision Copyright FINANCE MANAGER. All rights reserved. S-17

24 Choose the appropriate 1099 type. Enter the 1099 limit in 999, format. Form 1099 must be filed to report payments totaling this limit amount or more made to the vendor during the course of a calendar year. Advance to the next 1099 type line and perform the same steps until all appropriate types have been linked to the vendor. If you make a mistake at any point, highlight the appropriate 1099 type line that you wish to delete (the selected row has an arrow preceding it) and press the Delete button in the Tax Information toolbar. 7. Click the Miscellaneous folder to specify other general vendor information and purchasing defaults. 8. Click the File Attachments folder to attach documents or spreadsheets that contain information about this vendor. Click Add to specify the location of the attachment to be linked to this item. Use the Browse button to find the location and name of the file. Enter any Comments as needed. Click OK. The selected file is linked to the item. nvision Copyright FINANCE MANAGER. All rights reserved. S-18

25 Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the vendor. 9. Click the Computer PO folder to view the various manual and computer purchase orders for this vendor. This window shows the PO number, PO date, description, PO total, printed date and time, posted date and time, and number of copies produced (for computer POs). Highlight the appropriate purchase order, click the Purchase Order Copys drop-down to select the copy that you want to view, and click View. The purchase order is displayed on-line. nvision Copyright FINANCE MANAGER. All rights reserved. S-19

26 10. Click the Computer Check folder to view the various computer checks disbursed to this vendor. This window shows the check number, check date, and check amount. 11. Once you have finished entering all information, save the record. Updating a Vendor Record 1. Highlight the appropriate vendor record and enter Update mode. 2. Change all necessary information as needed by typing over the existing text. Add and/or delete any bid category and contact information as needed. 3. Save the record. Deleting a Vendor Record(s) NOTE: You may not delete any vendors that are linked to existing bids. 1. Highlight the appropriate record(s) in the Vendor listing and enter Delete mode OR open a vendor detail record and press the Delete button. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-20

27 Vendor 1099 Setup The Vendor 1099 Setup is used to maintain the 1099 form types for a selected calendar year. This table also allows you to review 1099 related expenses summarized by vendor and 1099 type and display transaction detail for each expense. Access to Vendor 1099 Setup 1. Open the Setup menu tree. 2. Click the Vendor 1099 option. The Vendor 1099 Setup window opens. Use this window to highlight the appropriate fiscal year and 1099 Form Type. Then enter Update mode. nvision Copyright FINANCE MANAGER. All rights reserved. S-21

28 This window shows the 1099 related expenses summarized by vendor and 1099 type. Use this window to display the transaction detail for each vendor and modify the report amount or 1099 type as necessary. 1. Highlight the vendor record in the listing at the top of the window. 2. Highlight the transaction detail record in the listing at the bottom of the window. 3. Click in the Report Amt field and change the dollar amount as need. 4. Click in the 1099 Type drop-down and change the 1099 type as needed. 5. Save the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-22

29 Customers A Customer is a person who provides your facility with revenue (money). The Customers Setup routine provides the user with the ability to create and maintain the names, addresses, phone numbers, and contact information for those individuals or organizations that are a source of revenue for your facility. Access to Customer Setup 1. Open the Setup menu tree. 2. Click the Customers option. The Customers tab opens, displaying all existing customers. Use this window to add, maintain, or view customer records. The Customer detail window is divided into two sections. The top portion of the window allows you to define your customer s general demographic information. The bottom portion of the window allows you to define the detailed contact information for each customer. nvision Copyright FINANCE MANAGER. All rights reserved. S-23

30 Field Customer ID Name Description Web Site Phone Fax Active Description The customer identification number is system-assigned each time a new customer record is added. The number is not modifiable. (REQUIRED) Enter the name of the customer. Enter the description of the customer. Enter the customer s web address (i.e., A link to the website is automatically created in the customer record. Enter the customer s main telephone number. Enter the customer s main fax number. The customer status may be one of the following: Active Check the box if you want to actively use this customer code during the Accounting data entry processes (i.e., Cash Receipts, etc.). Inactive Uncheck the box if you are no longer going to use this customer code for Accounting data entry purposes (i.e., Cash Receipts). This enables you to retain the code in the system rather than deleting it. You can check the box at any time that you wish to begin re-using the customer code. nvision Copyright FINANCE MANAGER. All rights reserved. S-24

31 Address Type Default Description Street Line 1 Street Line 2 City State Country Zip/Postal Code Contact First Name/Last Name Contact Contact Phone Contact Fax Using the drop-down arrow, choose the address type as either Billing or Shipping. You can have multiple billing and/or shipping addresses for each contact. Check the box if this is the default shipping or billing address. Enter the text that further describes the address type. Example: Billing Address 1, Billing Address 2, etc. Enter the first line of the customer s street address. Enter the second line of the customer s street address. Address line 2 can be used to indicate an apartment, suite, or PO Box number. Enter the name of the city in which the customer is located. Enter the state in which the customer is located. Using the drop-down arrow, indicate the abbreviation of the name of the country in which the customer is located. Enter the zip code for the customer (in format). Enter the name of the contact for this customer. Enter the first name, then the last name in the next field. Enter the contact s address. Enter the contact s phone number. Enter the contact s fax number. Adding a Customer Record 1. Enter Add mode. 2. Enter the general customer demographic information in the top portion of the window. 3. In the Address folder at the bottom of the window, indicate the Address Type (Billing or Shipping), flag the address as default if appropriate, and enter the address information. Click Add or Copy in the middle of the window to enter another address for this customer. 4. Click the Contacts folder at the bottom of the window. Click in the First Name field. A new line is opened for you to start typing the contact name. Type in the contact First Name. Tab to each field to enter the last name, address, phone number, and fax number. Use the Enter or Tab keys to advance to the next contact name field and enter the next contact name. If you make a mistake at any point, highlight the appropriate contact line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Contacts toolbar. 5. Click the File Attachments folder to attach documents or spreadsheets that contain information about this Customer. nvision Copyright FINANCE MANAGER. All rights reserved. S-25

32 Click Add to specify the location of the attachment to be linked to this customer. Use the Browse button to find the location and name of the file. Enter any Comments as needed. Click OK. The selected file is linked to the customer. Highlight the file name and click Open to view the contents of the file. Highlight the file name and click Delete if you no longer want this file to be linked to the customer. 6. Once you have finished entering all information, save the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-26

33 Updating a Customer Record 1. Highlight the appropriate customer record and enter Update mode. 2. Change all necessary information as needed by typing over the existing text. To add address information, click Add in the middle of the window. To update address information, highlight the appropriate billing or shipping address record and change information as needed. To delete address information, highlight the appropriate billing or shipping address record and click Delete in the middle of the window. 3. Save the record. Deleting a Customer Record(s) NOTE: You cannot delete any customer record that is currently being used. For example, if a customer is linked to a cash receipt, that customer record cannot be deleted. 1. Highlight the appropriate record(s) in the Customer listing and enter Delete mode OR open a customer detail record and press the Delete button. 2. Confirm that this is the correct record that you want to delete. Choose Yes to delete the record. Choose No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-27

34 Buildings The Buildings Setup routine is used to create and maintain the building codes that are used when bidding for, requisitioning for, or purchasing items. Each building record in the Building Setup File contains the building code, building name, address, and the various shipping contacts for requests placed against the building. These building codes can then be linked to specific requestors in the Requestors Setup File. You can sort requisitions and purchase orders by ship-to address and/or contact name when generating either document type. Access to Buildings Setup 1. Open the Setup menu tree. 2. Click the Buildings option. The Building tab opens, displaying all existing buildings. Use this window to add, maintain, or view building records. nvision Copyright FINANCE MANAGER. All rights reserved. S-28

35 Field Active Building Name Description Phone Fax Street Address (Line 1 and 2) Description When adding a new building, this box is checked as ACTIVE. Uncheck the box if you want to flag the building as INACTIVE. An inactive building is one that you are no longer using, but you are retaining the code in the system for reporting purposes rather than deleting it. You cannot create requisitions or purchase orders for a building that is defined as inactive. You can recheck the box at any time that you wish to begin re-using the code. (REQUIRED) Enter the name of the building (up to 50 characters). Example: ADMINISTRATION OFFICE. Enter the building description (up to 50 positions). Enter the main building phone number. Enter the main fax number in the building. Enter the first line of the street address on which the building is located. Enter the second line of the street address on which the building is located. Address line 2 can be used to indicate an apartment, suite, or PO Box number. Each address line holds up to 60 characters. nvision Copyright FINANCE MANAGER. All rights reserved. S-29

36 City Enter the name of the city in which the building is located (up to 50 characters). State Postal Code Contact Name Description Enter the 2-character abbreviation of the state in which the building is located. Use the drop-down arrow to select from a listing of valid entries. Enter the zip code for the building. Enter the name (up to 50 characters) of the building contact where items are shipped to. Enter any further information for the contact, such as the Room number in the building where items should be shipped to. Adding a Building Record 1. Enter Add mode. 2. Enter the building and address information in the top portion of the window. 3. Save the record at this time or continue to add the ship-to contacts as described in step Click in the Ship To Contact Name field. A new line is opened for you to start typing your contacts. Type in the contact name and tab to the description field and type the description. Use the Enter or Tab keys to advance to the next contact name or description field. If you make a mistake at any point, highlight the appropriate contact line that you wish to delete (the selected line has an arrow preceding it) and press the Delete button in the Ship To Contacts toolbar. 5. Click the Locations folder to add locations within the building. Enter the name of the location, a description of the location, and check the Active flag if this location can receive shipments. Once you have finished entering your contacts, save the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-30

37 Updating a Building Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Building Record NOTE: You may not delete any building codes that are currently being used. For example, if a building code is linked to a requestor, that code cannot be deleted. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-31

38 Funds Funds are used to segregate individual operating segments of the municipal entity. The Fund Setup routine allows you to create and maintain the individual funds used for different purposes within the Accounting system. Examples of funds in New York State include Fund A (General Fund), Fund C (School Lunch Fund), Fund F (Federal Aid Fund), etc. Individual fund letters should follow your state s Uniform Chart of Accounts. The fund code comprises the first segment of each account code in your Chart of Accounts. Variations of fund letters may be adopted for internal reporting purposes. Access to Funds Setup 1. Open the Setup menu tree. 2. Click the Funds option. The Funds tab opens, displaying all existing funds. Use this window to add, maintain, or view fund records. nvision Copyright FINANCE MANAGER. All rights reserved. S-32

39 Field Fund Description Active Bank Account Check Balance Description (REQUIRED) Enter the code (up to 15 positions) that uniquely identifies the fund. When updating a fund record, this field is not modifiable. Example: A (General Fund). Enter the name or description of the fund. Example: GENERAL FUND. When adding a new fund, this box is checked as ACTIVE. Uncheck the box if you want to flag the fund and all accounts under the fund as INACTIVE. An inactive fund is one that you are no longer using, but you are retaining the code in the system for reporting purposes rather than deleting it. You cannot create accounts for a fund that is defined as inactive. You can recheck the box at any time that you wish to begin reusing the fund. This will reactivate the fund code as well as all accounts under the fund. (REQUIRED) Specify the bank account. Use the lookup to select from a listing of valid codes from the Banks file. This code identifies a specific bank, account type (Savings or Checkings), and account number. Check the box if the system should check account code remaining balances when distribution detail is entered against account codes in this fund. Otherwise, uncheck the box. nvision Copyright FINANCE MANAGER. All rights reserved. S-33

40 Field Multi-Year Fund Control Accounts Component Length Description Check the box if the fund is a multi-project, multi-year fund. Otherwise, uncheck the box. Specify the control account codes (Accounts Payable, Appropriated Fund Balance, Cash in Checking, Due From Other Funds, Estimated Revenue, etc.) for the fund. Enter the number of positions in the length of the function, object, location, and program portions of the account codes within this fund. Adding a Fund Record 1. Enter Add mode. 2. Enter the general fund information in the top portion of the window. 3. For each Control Account in the bottom portion of the window, enter the appropriate control account number. Use the lookup to choose from a listing of valid codes from your Accounts file. 4. Click the Component Lengths folder. Click in the Length field and change the number of positions in the function, object, location, and program portions as needed. 5. Once you have finished entering the fund information, save the record. Updating a Fund Record 1. Highlight the appropriate fund record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-34

41 Deleting a Fund Record NOTE: You may not delete any fund codes that are currently being used. For example, if a fund code is linked to an account code, that fund cannot be deleted. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you want to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-35

42 Account Components The Account Components Setup routine provides the user with the ability to create and maintain descriptions of the Function, Object, Location, and Program segments that make up the accounts in your Chart of Accounts. You may want to create and maintain account component descriptions to enhance the relevance of reports generated in nvision Accounting. The account component descriptions replace the numeric totals on Appropriation Status Reports. Examples of function account component descriptions in New York State may be 1010 (Board of Education), 1240 (Central Administration), etc. Access to Account Component Setup 1. Open the Setup menu tree. 2. Click the Account Components option. The Account Components tab opens, displaying all existing component codes and their types. Use this window to add, maintain, or view component records. nvision Copyright FINANCE MANAGER. All rights reserved. S-36

43 Field Account Component Type Component Code Component Description Description Using the drop down arrow, specify the component type as Function, Object, Location, or Program. Enter the component code. Example: 1010, 2100, etc. For each fund, indicate the component s description. Adding an Account Component Record 1. Enter Add mode. 2. Enter all appropriate information regarding the component. 3. Save the record. Updating an Account Component Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-37

44 Deleting an Account Component Record NOTE: You cannot delete any components that are currently being used in an existing account. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you want to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-38

45 Accounts The Accounts Maintenance routine provides the user with the ability to create and maintain the individual General Ledger, Revenue, and Appropriation account codes used within nvision Accounting. Examples of account codes in New York State include A200 (Cash Account), A1001 (Real Property Taxes), A (Clerk Salaries), etc. Account numbers begin with the individual fund letters, as defined in the Fund Setup File, followed by the account number, as indicated by the New York State Uniform Chart of Accounts. The format of each account code should correspond to the fund s specific account number segment field length as designated in the Fund Setup File. Parts of the Account Code An account can be comprised of up to five parts: Fund, Function, Object, Location, and Program. In nvision Accounting, the size and role of each part can be determined by the user. The Fund is the code representing the fund that the account is recorded in. The Function is the basic account number that indicates what category the account is for. The function portion of the code should correspond to the New York State Uniform Chart of Accounts guidelines. You may, however, change the accounts to meet your specific needs. (Examples: Cash, Fund Balance, Real Property Taxes, Plant Maintenance, Instruction, etc.) The Object indicates the type of transactions in the account. Object codes are predominantly used for appropriation codes (i.e., salaries, equipment, contractual expenses, supplies, etc.) The Location indicates the building location within the municipal entity. This can be used for entities with multiple locations. The Program indicates the specific program the account is used for. The program is usually used when there are several programs to be accounted for within one single function-object code. (Example: Federally funded projects to segregate expenditures by project.) You may use as few or as many parts of the account code, depending upon your entity s needs. The more detailed your reporting needs, the more parts you will want to use. nvision Accounting allows you to specify the length of each part of the account code for each fund. Refer to the Fund Setup section of this manual for further details. Access to Accounts Setup 1. Open the Setup menu tree. 2. Click the Accounts option. The Accounts tab opens, displaying all existing accounts. Use this window to add, maintain, or view account records. nvision Copyright FINANCE MANAGER. All rights reserved. S-39

46 nvision Copyright FINANCE MANAGER. All rights reserved. S-40

47 Field Account Type Fund Account Description Active Description Using the drop down arrow, specify the type as Appropriation, General Ledger or Revenue account. Using the drop-down arrow, specify the fund that the account falls under. You must select a valid fund from the Fund Setup File. Type the account number, preceded by the Fund code. Be sure to follow the account code format defined for the fund in the Fund Setup File. As you type, the account is shown formatted to the right, based on the component lengths defined. The maximum length that your account codes can be is predefined on the Accounting folder in System Options. Example: A Enter the description for the account code. Example: Teacher Salaries K-6. When adding a new account, this box is checked as ACTIVE. This status means that you want to actively use this account code during Accounting data entry processing (i.e., Cash Receipts, Computer Checks, etc). Uncheck the box if you want to flag the account as INACTIVE. This status means that you are not going to use this account code for Accounting data entry purposes (i.e., Cash Receipts, etc.). An inactive account is one that you are no longer using, but you are retaining the code in the system for reporting purposes rather than deleting it. You can recheck the box at any time that you wish to begin re-using the account. GL Type Balance Type Cash Account Cash Account Type For General Ledger codes only, use the drop-down to flag the code as either an Asset, Liability, or Fund Balance type account. This setting is used during the importing of payroll monies through the Payroll to General Ledger Distribution process. Make sure to indicate the appropriate Balance Type in the next field. For General Ledger codes only, use the drop-down to indicate whether the balance is typically a debit or credit. This setting ensures that the payroll monies imported in the Payroll to General Ledger Distribution process are placed in the correct debit or credit column. Liability codes are typically credit balance type account codes, whereas Asset codes are normally debit balance type account codes. For General Ledger codes only, place a check in this box if this account is considered a Cash Account. If the Cash Account box is checked, the Type field is active. Indicate the type of transactions for which this cash account is used. Valid types are: Receipt - The cash account is used for Cash Receipt Entry purposes. Disburse The cash account is used for Disbursement purposes (Computer Checks, Manual Checks). (Both) - The cash account is used for both Cash Receipt and Cash Disbursement Entry. nvision Copyright FINANCE MANAGER. All rights reserved. S-41

48 Adding an Account Record 1. Enter Add mode. 2. Enter all appropriate information regarding the account. 3. Save the record. Updating an Account Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting an Account Record NOTE: You may not delete any codes for accounts that have activity in the account history. For example, if detail transactions (i.e., cash receipts, cash disbursements, etc.) exist for an account, that account code cannot be deleted. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you want to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-42

49 Transaction Schedules The Transaction Schedules Setup routine provides the user with the ability to open and edit schedules for the recording and organizing of accounting transactions including Cash Receipts, Cash Disbursements, Purchase Orders, Journal Entries, Budget Transfers, and Receivables. This routine provides the ability to add and edit schedule information for all the different schedule types, rather than have to go into each individual Data Entry area to create or update a schedule. The length of time a schedule is open for can vary due to several factors. A purchase order schedule can be open for a week or a month at a time for a General Fund, whereas a Special Aid Fund purchase order schedule can be open for longer periods of time. Some schedules can be open for an entire fiscal year. Once a schedule is open and transactions are placed on the schedule, only the schedule description can be changed. Once all transactions have been placed, the Close/Re-Open Schedules routine can be used to close and post schedules to the appropriate ledger accounts. Reports can be run on open or closed schedules via the Transaction Reporting options. Access to Transaction Schedules Setup 1. Open the Setup menu tree. 2. Click the Transaction Schedules option. The Transaction Schedule tab opens, displaying all existing schedules. Use this window to add, maintain, or view transaction schedule records. nvision Copyright FINANCE MANAGER. All rights reserved. S-43

50 Field Schedule Number Schedule Type Description Mixed Funds Description When adding a new schedule, nvision Accounting assigns the next sequential number for the fund and fiscal year. You cannot modify the default number. The schedule type and number displays on transaction reports. (REQUIRED) Use the drop-down to indicate the appropriate schedule type. Cash Receipt Cash Disbursement Purchase Order Journal Entry Budget Transfer Accounts Receivable (REQUIRED) When adding a new schedule, this field defaults based on the schedule TYPE selected. You can change the default value as needed to further identify the contents of the schedule (i.e., JULY CASH RECEIPTS). Entering a meaningful description will help you identify the contents of the schedule when running reports. This field indicates whether accounts from different funds are allowed on the schedule. When adding a new schedule, this field defaults to being unchecked (no mixed funds for this schedule). Leave the box unchecked if only account numbers associated with the specified fund are allowed on this schedule. Place a check in the box if account numbers from different funds are allowed on this schedule. NOTE: When entering detail for each accounting entry on the schedule, the system checks this field. If the Mix Funds flag is set to NO and you try to add an account number that is not associated with the specified fund, the system displays a warning message. nvision Copyright FINANCE MANAGER. All rights reserved. S-44

51 Field Start Date/End Date Fund Description When adding a new schedule, this field defaults to the current month. You can change the default dates as needed. The Date Range could be for a specific day(s), month(s), or fiscal year. The Start and End Dates MUST be in the same fiscal year. However, you cannot use a date range that is outside of the open fiscal years defined in System Parameters. (REQUIRED) Enter the code that identifies the particular fund associated with this schedule. Fund Codes are defined in the Fund Setup File. Use the drop-down to display and choose from a listing of valid fund codes. Adding a Transaction Schedule Record 1. Enter Add mode. 2. Enter all appropriate information regarding the schedule. 3. Save the record. Updating a Transaction Schedule Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Transaction Schedule Record NOTE: You cannot delete any schedules for which accounting records (receipts, purchase orders, cash disbursements, journal entries, budget transfers, receivables) exist. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you want to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-45

52 Banks The Banks Setup routine is used to create and maintain the different banks, checking/savings account numbers and types, and checking cash accounts used in the nvision Accounting data entry procedures. Access to Banks Setup 1. Open the Setup menu tree. 2. Click the Banks option. The Banks tab opens, displaying all existing banks and their routing numbers. Use this window to add, maintain, or view bank records. nvision Copyright FINANCE MANAGER. All rights reserved. S-46

53 Field Bank Name Routing Number ABA Number Address Description (REQUIRED) Enter the name of the bank. Example: Chase Bank (REQUIRED) Enter the routing number that uniquely identifies the bank. The routine number is the first nine digits that appear across the bottom of your Accounts Payable checks Enter the ABA routing number that directs electronic deposits and payments to the bank. Enter the first line of the bank s street address. Enter the second line of the bank s street address. Address line 2 can be used to indicate a suite or PO Box number. Enter the city in which the bank is located. Using the drop-down arrow, enter the 2-letter postal abbreviation for the state in which the bank is located. Enter the zip code for the bank s address (in format). Using the drop-down arrow, enter the 2-letter abbreviation for the country in which the bank is located. nvision Copyright FINANCE MANAGER. All rights reserved. S-47

54 Field Account Name Account Number Account Type Active Description This field defaults to the bank name followed by either the word Savings or Checking based on the account type selected. Modify the default entry as needed. Enter as many checking or savings account names as necessary. Enter the checking or savings bank account number. Using the drop-down, choose the account type Checking or Savings. When adding a new account, this box is checked as ACTIVE. This status means that you want to actively use this bank account. Uncheck the box if you want to flag the account as INACTIVE. This status means that you are not going to use this bank account. An inactive account is one that you are no longer using, but you are retaining the code in the system for reporting purposes rather than deleting it. You can recheck the box at any time that you wish to begin re-using the account. Checking Cash Accounts Checking Cash Account Description Use the lookup to specify the appropriate checking cash account number. NOTE: A Cash account can only be linked to one bank account. Enter the checking cash account description. Adding a Bank Record 1. Enter Add mode. 2. Enter all appropriate information regarding the bank. 3. Save the record. Updating a Bank Record 1. Highlight the appropriate record and enter Update mode. 2. Change all necessary information as needed. 3. Save the record. Deleting a Bank Record NOTE: You cannot delete any bank that has an account(s) which is referenced by a cash disbursement. 1. Highlight the appropriate record(s) and enter Delete mode. 2. Confirm that this is the correct record that you want to delete. Press Yes to delete the record. Press No if you do not want to delete the record. nvision Copyright FINANCE MANAGER. All rights reserved. S-48

55 Purchase Order Print Options The Purchase Order Print Options Setup routine is used if you are printing laser computer purchase orders. This option allows you to define the various purchase order copies to be produced, header and footer information to be printed, signature and messaging information, and other general purchase order information. Once all options have been defined, you can preview a dummy purchase order with the options you selected. Access to Purchase Order Print Options Setup 1. Open the Setup menu tree. 2. Click Purchase Order Print Options. The Computer Purchase Order Print Options window opens, displaying the names of all PO copies that you print. Use this window to add, maintain, or preview a sample copy. nvision Copyright FINANCE MANAGER. All rights reserved. S-49

56 Use the window to add and maintain the various purchase orders copies. For example, you may have three copies of each purchase order an Office Copy, Vendor Copy, and Accounts Payable copy. To modify information for a selected purchase order copy, highlight the copy record in the browser, click the appropriate folder, and click Update. The options are as follows: General Header Footer Messaging Imaging Collate This folder is used to specify the general information (shipping amounts, vendor phone number, vendor fax number) that is to display on each purchase order copy. This folder is used to specify the text that is to be displayed at the left and center headers of each copy of the purchase order. This folder is used to specify the information that is to be displayed at the bottom (footer) of each copy of the purchase order. This folder is used to specify additional messages that are to be displayed on each copy of the purchase order. This folder is used to specify the signature and/or logo information that is to be displayed on each copy of the purchase order. This folder is used to specify whether purchase orders are to be collated. GENERAL FOLDER NOTE: You must define general information for each individual purchase order copy that you have specified. Copy Label Print Order Enabled Include Label on Computer Purchase Order Include Shipping Amounts Include Customer Number Enter the description in the Copy Label field. You can choose to print this label at the bottom of the purchase order. For example: Vendor Copy, Receiving Copy Green, Office Copy nvision Accounting automatically assigns the print order upon entry of each copy label record. The Print Order can be changed in Update mode by using the Up/Down arrows. Leave this box checked if you want to enable printing of this copy of the purchase order. If you are printing different copies of the purchase order on different colored paper, you may want to enable one copy at a time during the PO printing process so that you may change the paper in the printer after the first copy prints. NOTE: You must have at least one copy enabled in order to print purchase orders. Check this box if you want the Copy Label name (i.e., Vendor Copy, Office Copy) to print on the bottom of the printed purchase order. Check this box if you want this copy of the printed PO to include the shipping amount for each detail line item as well as the overall shipping amount of the purchase order. Check this box if you want this copy of the printed PO to include the vendor s customer number from the Vendor Setup File. The customer number will be printed in the top right-hand corner of the purchase order, under the requisition number. nvision Copyright FINANCE MANAGER. All rights reserved. S-50

57 GENERAL FOLDER (cont d) Include Vendor Phone Number Include Vendor Fax Number Check this box if you want this copy of the printed PO to include the vendor s phone number from the Vendor Setup File. The vendor phone number will be printed in the top right-hand corner of the PO, under the customer number. Check this box if you want this copy of the printed PO to include the vendor s fax number from the Vendor Setup File. The vendor fax number will be printed in the top right-hand corner of the PO, under the phone number. HEADER FOLDER NOTE: You must define header information for each individual purchase order copy that you have specified. Left Header Text Font Options Enter the text of the left purchase order header. Type the text exactly as it is to be displayed on the printed purchase order. Use the drop-down arrows to specify the font for the left purchase order header information. Use the arrows to select a valid font size. Check the Bold box if you want the left header information to display in boldface on the printed purchase order. Check the Italic box if you want the left header information to display in italics on the printed purchase order. nvision Copyright FINANCE MANAGER. All rights reserved. S-51

58 FOOTER FOLDER NOTE: You must define footer information for each individual purchase order copy that you have specified. Show Receiving Signature Line Check this box if you want to display a Received By signature line and Date Received line on the bottom left-hand side of the printed purchase order. If this box is checked, the Show Shipping/Receiving Information box must also be checked. NOTE: You may either show Account Distribution information or Shipping/Receiving information in the footer of the purchase order. You cannot show both pieces of information on each individual PO copy. For example, you may want to show the Account Distribution information on the Accounts Payable Copy, while the Vendor Copy will only show the Shipping/Receiving information. Show Account Distribution Show Shipping/ Receiving Information Shipping/Receiving Information Purchasing Agent Check this box if you want the account distribution (budget code and purchase order amount) to display on the bottom left-hand side of the purchase order. Check this box if you want shipping and receiving information to display on the bottom left-hand side of the purchase order. Enter the shipping/receiving instructions. Type the text exactly as it is to be displayed on the printed purchase order. You can use this field to type in specific general instructions to the vendor. If you are displaying a signature at the bottom of the purchase order, enter the name of the purchasing agent or specify the person s title in this field. This name or title will print below the signature line on the purchase order. nvision Copyright FINANCE MANAGER. All rights reserved. S-52

59 FOOTER FOLDER (cont d) Agent Comment Font Size Bold/Italics If you are displaying a signature at the bottom of the purchase order, enter the purchasing agent s comments in this field. Type the text exactly as it is to be displayed above the signature on the printed purchase order. You can use this field to indicate that the PO is not valid unless signed by the Purchasing Official. If you are showing Shipping/Receiving Information, use the drop-down arrow to specify the size of the font for the text. Check the Bold box if you want the Shipping/Receiving information to display in boldface on the printed purchase order. If you want the Shipping/Receiving Information to display as italicized, check the Italics box. MESSAGING FOLDER NOTE: You must define message information for each individual purchase order copy that you have specified. You may want to include messages on certain copies and exclude them from other copies. Additional Message 1 Font Size Bold/Italics Enter the message text for Additional Message 1. This message will display above the Order Quantity and Item Description columns on the purchase order. Enter the text of the message, exactly as it is to be displayed on the printed purchase order. If you are showing Additional Message 1 Information, use the drop-down arrow to specify the size of the font for the text. Check the Bold box if you want Additional Message 1 text to display in boldface on the printed purchase order. If you want the message information to display as italicized, check the Italics box. Additional Message 2 Enter the message text for Additional Message 2. This message will display above the nvision Copyright FINANCE MANAGER. All rights reserved. S-53

60 Unit Cost, Discount, Shipping Charge, and Extended Cost columns on the purchase order. Enter the text of the message, exactly as it is to be displayed on the printed purchase order. Font Size Bold/Italics If you are showing Additional Message 2 Information, use the drop-down arrow to specify the size of the font for the text. Check the Bold box if you want Additional Message 2 text to display in boldface on the printed purchase order. If you want the message information to display as italicized, check the Italics box. IMAGING FOLDER NOTE: You must define image information for each individual purchase order copy that you have specified. You may want to include images on certain copies and exclude them from other copies. Display Logo at Top Check this box if you want to print a logo at the top left-hand side of the purchase order. Click to specify the logo location and image file name. nvision Copyright FINANCE MANAGER. All rights reserved. S-54

61 IMAGING FOLDER (cont d) Display Signature at Bottom Check this box if you want the purchase order to print a digitized signature. Click to specify the signature location and file name. COLLATE FOLDER Collate Different Copies No Collating If you do not want to collate the copies, leave the Collate Different Copies box unchecked. Example: Let s say that you have three purchase orders in one PO Print Run and you are printing an Office Copy, Vendor Copy, and Accounts Payable Copy of each purchase order. If the Collate Different Copies field is not flagged, the purchase orders will print in the following sequence: PO Office Copy PO Office Copy PO Office Copy PO Vendor Copy PO Vendor Copy PO Vendor Copy PO Accounts Payable Copy PO Accounts Payable Copy PO Accounts Payable Copy nvision Copyright FINANCE MANAGER. All rights reserved. S-55

62 COLLATE FOLDER (cont d) Collate Different Copies (cont d) Collate Different Copies If you are printing more than one copy of each purchase order, the system provides two ways in which you may choose to collate the printed pages. Check the Collate Different Copies box and choose the Collate by Page option if you want the purchase orders to be collated by page. This option should be used if you are printing purchase orders on multi-colored interleaved paper. Example: Let s say that you have three purchase orders in one PO Print Run and you are printing an Office Copy (yellow paper), Vendor Copy (green paper), and Accounts Payable Copy (pink paper) of each purchase order. If the Collate by Page field is flagged, the purchase orders will print in the following sequence: PO Office Copy (yellow paper) PO Vendor Copy (green paper) PO Accounts Payable Copy (pink paper) PO Office Copy (yellow paper) PO Vendor Copy (green paper) PO Accounts Payable Copy (pink paper) PO (page 1) Office Copy (yellow paper) PO (page 1) Vendor Copy (green paper) PO (page 1) Accounts Payable Copy (pink paper) PO (page 2) Office Copy (yellow paper) PO (page 2) Vendor Copy (green paper) PO (page 2) Accounts Payable Copy (pink paper) Check the Collate Different Copies box and choose the Collate by Complete Purchase Order Document option if you want all copies of the same purchase order to be printed in sequential order. Example: Let s say that you have three purchase orders in one PO Print Run and you are printing an Office Copy, Vendor Copy, and Accounts Payable Copy of each purchase order. If the Collate by Complete Purchase Order Document field is flagged, the purchase orders will print in the following sequence: PO Office Copy PO Vendor Copy PO Accounts Payable Copy PO Office Copy PO Vendor Copy PO Accounts Payable Copy PO Office Copy PO Vendor Copy PO Accounts Payable Copy nvision Copyright FINANCE MANAGER. All rights reserved. S-56

63 Adding a new PO Copy and Print Options 1. Click Add. 2. Click each folder General, Header, Footer, Messaging, Imaging, Collate to enter the appropriate print options for each Copy Label. 3. Click Save. Updating an Existing PO Copy and Print Options 1. In the listing, highlight the Copy record that you want to modify. 2. Click Update to update the print options. 3. Click each folder General, Header, Footer, Messaging, Imaging, Collate to update print options for each Copy Label. 4. Click Save. Changing the PO Copy Print Order 1. Click Update at the bottom of the window. 2. Highlight the appropriate copy label record in the listing at the top of the window and click on the Up or Down arrow as many times as needed to change the print order of the label. The Print Order Number and Label Copy record is updated in the listing. Repeat this step for all copy labels until all are in the appropriate print order. 3. Click Save. Removing a PO Copy 1. Highlight the appropriate copy label record in the listing at the top of the window. 2. Click Remove. Confirm that this is the correct record that you want to remove. Choose Yes to delete the selected purchase order copy. nvision Copyright FINANCE MANAGER. All rights reserved. S-57

64 Previewing a PO Copy 1. Highlight the appropriate copy label record in the listing at the top of the window. 2. Click Preview. nvision Copyright FINANCE MANAGER. All rights reserved. S-58

65 AP Check Layout The AP Check Layout setup is used to customize and design the look of your Accounts Payable checks and re-position the information that is to be displayed on the printed check document. Access to AP Check Layout 1. Open the Setup menu tree. 2. Click the AP Check Layout option. The Check Layout Designer window opens. Use this window to determine the layout of information on the printed check document. nvision Copyright FINANCE MANAGER. All rights reserved. S-59

66 To Determine the Layout of the Check Document: 1. Click the Paper Stock/Print folder. Check the Blank Check box if the check stock is blank (that is, has no preprinted labels or lines). Uncheck the box if the check stock has preprinted information on it, such as the client s name, address, etc. NOTE: If this box is checked, you will be able to fill in the appropriate check information on the District Information and Additional Check Elements folders. Set the radio button to Middle Check if the check is in the middle of the preprinted form. Set the radio button to Bottom Check if the check is at the bottom of the preprinted form. Check the Prevent Multi-Stub Cash Disbursement Check box to force checks that carry over to more than one stub to break into separate checks with separate amounts. If you leave the box unchecked and you have a check that has more than 12 distribution line items, the system will void the first check(s) containing 12 detail distribution line items and place the remaining distribution lines and the total dollar amount on the last check. Check the Print Multiple Checks to Same Vendor Together box if checks are to be printed in alphabetical order by vendor name, where multiple checks to the same vendor are combined into one check. If you leave the box unchecked, checks are printed in the order that they are entered on the schedule, where multiple checks to the same vendor are printed separately. Click Save or advance to Step 2 to design more information for your check. 2. Click the District Information folder. NOTE: You can change information on this window if the Blank Check option is checked on the Paper Stock Type folder. Enter the District Name. Enter the District Address. Check the Include Logo box if you are using a logo on the check document. Then click Upload Logo and choose the path of the logo file. Click Save or advance to Step 3 to design more information for your check. 3. Click the Additional Check Elements folder. NOTE: You can change information on this window if the Blank Check option is checked on the Paper Stock Type folder. nvision Copyright FINANCE MANAGER. All rights reserved. S-60

67 Check the Message Label box and enter a free-form message to be displayed on the check document. You can use the default text or type in your own custom message. The message is shown in the viewer on the top half of the page. Example: VOID AFTER 180 DAYS Enter the Pay To Label Text. You can use the default text or type in your own text. The text is shown in the viewer on the top half of the page. Example: TO THE ORDER OF or PAY TO THE ORDER OF. Check the Pay Label box if you want the word PAY to display before the legal dollar amount of the check. The text is shown in the viewer on the top half of the page. Leave the box unchecked if you do not want the word PAY displayed as a label. Enter the Amount Fill Character that is to display before and after the legal dollar amount of the check. Leave the default character as asterisks (*). The characters are shown in the viewer on the top half of the page. Six of the specified characters will display before and after the legal dollar amount. Leave the Amount Fill Character field blank if you do NOT want any fill characters at all. Check the Line Under Legal Dollar Amount box if you want a line to print under the legal dollar amount on the check document. The setting you choose is shown in the viewer on the top half of the page. Uncheck the box if you do not want a line to print under the legal dollar amount. Click Save or advance to Step 4 to design more information for your check. 4. Click the Signatures folder. Check the Include Signature One box if a signature is to be printed on the check document. Use the dropdown to select one of multiple stored signature files. The setting you choose is shown in the viewer on the top half of the page. nvision Copyright FINANCE MANAGER. All rights reserved. S-61

68 Check the Include Signature Two box if a second signature is to be printed on the check document. Use the drop-down to select one of multiple stored signature files. The setting you choose is shown in the viewer on the top half of the page. Check the Title Label box to display the title of the individual signing the checks under the signature. Then type the individual s title description. Your entry is shown in the viewer on the top half of the page. Example: Treasurer or Assistant Treasurer Check the Underline Each Signature box if you would like a line to be printed beneath each signature. Uncheck the box if you do not want an underline beneath each signature. The setting you choose is shown in the viewer on the top half of the page. Click Save or advance to Step 5 to move or resize information on the check. 5. Click the Move/Resize Objects folder. Use this window to select an item whose position you want to change or that you want to resize. The item is then highlighted in the viewer at the top of the window and the default X and Y coordinates and Width and Height are shown. Coordinates are specified in inches or centimeters. Use the window to modify the X (left/right) and Y (up/down) coordinates that represent the position of the information on the check. In the example shown above, the Payee Name & Address displays.51 inches across from the left side of the check document (X Location) and 2.96 inches down from the top of the check document (Y Location) as indicated in the viewer on the top portion of the window. The field is 3 inches in width and.75 inches in height. To change the X and/or Y coordinates and MOVE a check object, advance to Step 6. To RESIZE a check object by making it smaller or bigger, advance to Step 7. nvision Copyright FINANCE MANAGER. All rights reserved. S-62