Local School Accounting

Transcription

1 Local School Accounting Internal Compliance Department Created for: The Cobb County School District 7/1/ Glover Street Marietta, Ga (770) Created by: CCSD Financial Services 440 Glover Street Marietta, GA 30060

2 Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible. Date Author Description of Changes Laura Hough Initial Document Laura Hough Changed order of process; EPES, MPP, Transfers, then CashPro Laura Hough Updated CashPro Instructions Laura Hough Added Reconciliation Process for Holidays, Closures or Absence Laura Hough Updated to include all users; no longer High School specific Laura Hough Updated report information when paper checks are recorded in MPP Laura Hough Updated Sequential List of Receipts and CashPro Report Laura Hough Added Instructions for Chargebacks Local School Accounting Page 2 of 36

3 Table of Contents Local School Accounting... 1 Revision Chart... 2 Table of Contents... 3 Overview... 4 Print Sequential List of Receipts by Account and Receipt # in EPES... 5 Print Account Codes by Date Report in MPP Transfer Funds to Appropriate Activity Account in EPES Print a Report in Bank of America CashPro Online to Verify Online Payments Deposit Reconciling Package Process for Holidays, Closures or Absence Chargebacks Local School Accounting Page 3 of 36

4 Overview Cobb County School District (CCSD) procedures for online payments made, to designated credit card accounts, through MyPaymentsPlus (MPP) must be reconciled daily with Bank of America CashPro Online and EPES Accounting. Also, refer to the MPP Training Module on Cobb Teaching and Learning System. Within 3-5 days after payments are received in MPP, they will simultaneously and systematically post to Bank of America and EPES Accounting. Online payments post to EPES using the last receipt number entered into the accounting software followed by a decimal and 3 digits. In order to complete the reconciliation of Student Activity Online Payments, perform the steps below in the following sequence using Google Chrome (Chrome) as your search engine: 1. Print Sequential List of Receipts by Account and Receipt # in EPES. 2. Print Account Code Report in MPP. 3. If necessary, transfer funds to appropriate activity account in EPES. 4. The following business day, print a report in Bank of America CashPro Online verifying this online payments deposit. 5. File completed online payments reconciling package. Local School Accounting Page 4 of 36

5 Print Sequential List of Receipts by Account and Receipt # in EPES 1. Login to EPES Accounting at using Chrome 2. In EPES daily, preview a Sequential List of Receipts by Account and Receipt Number: Click Reports Click Accounting Click Sequential List Click List of Receipts Click By Account and Receipt # 3. On the next screen: In the Fields section click Date In the Operators section click Equal to In the Compare to section enter current date Click Add Condition; the date will populate in the Report Conditions section Local School Accounting Page 5 of 36

6 In the Fields section, click Individual In the Operators section click Equal to Enter MPP Click Add Condition; the Individual will populate in the Report Conditions tab 4. Click Preview Local School Accounting Page 6 of 36

7 Daily online payment total will be listed as Credit Card The last receipt # used in EPES will be the first receipt # used for online payments (followed by a decimal and 3 digits). Therefore, reversing and correcting entries and write off of NSF checks at days end may affect sequential order of online payment receipt # s. Local School Accounting Page 7 of 36

8 If online payments are not present, STOP here If online payments are present print this report, or the report may be printed in Excel format (see pages 9-15, #6) Position the mouse on the screen Right click; a menu box will appear Click Print 5. A new screen will appear: Click print again Local School Accounting Page 8 of 36

9 Click X in the upper right corner to close 6. If desired, the report may be exported to Excel: Click Export to Excel Click List of Receipts By.xls in bottom left corner Click Enable Editing Local School Accounting Page 9 of 36

10 Click on A to highlight column Click drop down menu in the Number section on ribbon Click Number Click (Increase Decimal) on the ribbon, # signs will populate cells in Column A indicating the information is too large Local School Accounting Page 10 of 36

11 Position the mouse over the column line in the column heading so the cursor becomes a double arrow, double click the mouse. The entire receipt #, including the decimal and 3 digits, will be displayed. When the report is exported to Excel it is no longer totaled. To total the report: Click the cell immediately below the numbers in Column I Click AutoSum Local School Accounting Page 11 of 36

12 A formula appears and Excel highlights the cells you are totaling. Press Enter To print the report in Excel format: Click File Local School Accounting Page 12 of 36

13 Click Print Under Settings, click the arrow next to No Scaling Local School Accounting Page 13 of 36

14 Click Fit All Columns One Page Click Print Local School Accounting Page 14 of 36

15 Once the report has printed: Click X A message box will appear: Click Don t Save Click Close to continue working in EPES If there are more than 999 total online payments recorded in EPES via MPP, since the last receipt posted by the Bookkeeper, the system will move to the next receipt number. If this occurs, Elementary and Middle Schools must confirm the beginning receipt # when posting the daily deposits. High Schools must not use the related master receipt. Instead, indicate on the master receipt, receipt # used for online payment. File the master receipt with the online payment reconciling package. Local School Accounting Page 15 of 36

16 Print Account Codes by Date Report in MPP 1. Login to MPP using Chrome at 2. To view and print the Account Codes by Date report: Click Reports tab Click Banking and Reconciliation Click Account Codes, by Date Enter Start Date and End Date using current date Local School Accounting Page 16 of 36

17 Leave Payment Channel as the default (Note: If a paper check has been recorded in MPP, change default setting to Web) From the drop down menu choose your school name From the drop down menu choose your school name again From the drop down menu Choose PDF Leave Download/View as the default Click Go A message box will appear, wait for it to disappear Local School Accounting Page 17 of 36

18 At the bottom left of the screen Click on Account Codes tab 3. The Account Code Report will populate: Click Printer Icon on the top right of the screen Click Print Click X to close the report Click Logout Local School Accounting Page 18 of 36

19 4. The login screen will appear; close this tab: Click X The total of this report should equal the total of the Sequential List of Receipts by Account and Receipt # from EPES. If amounts do not equal contact the Internal Compliance Coordinator. Transfer Funds to Appropriate Activity Account in EPES The Bookkeeper should transfer the deposits from the designated credit card accounts to the desired activity accounts daily, when transfers are needed. In EPES Accounting: Click Accounting, a drop down will appear; Click Accounting, another drop down will appear; Click Transfers & Deposits Click Transfer Activity Click Add Local School Accounting Page 19 of 36

20 The transfer # will automatically populate and should not be changed The transfer date will default to today s date and should not be changed Click in field next to From Activity Acct Enter the account number funds are being transferred from Click on the account number just entered Click in field next to To Activity Acct Enter the account number funds are being transferred to Click on the account number just entered At Transfer Amt, enter amount of transfer At Document #, indicate ACH and the deposit date (not the transaction date); for example: ACH 04/26 At Transfer Note, enter the receipt number(s), including the decimals, for the related ACH deposits being transferred; a brief description may also be added Click Save Local School Accounting Page 20 of 36

21 Print a Report in Bank of America CashPro Online to Verify Online Payments Deposit If a particular online payment deposit does not appear in CashPro Online within one day of appearing in EPES Accounting contact the Internal Compliance Coordinator. 1. Login daily to CashPro Online at using Chrome: Enter ccscho05 at Company ID, this is the same for all schools Enter the User ID and Password provided by Local School Accounting (LSA) Click Login Schools using other banks must contact their bank to obtain the online information needed to access their accounts. Local School Accounting Page 21 of 36

22 2. On the next screen: Click Reporting, then at the drop down; Click Previous Day Reporting 3. At Query Date for selected Reports: Click the small calendar icon at From and again at To; specify previous day s date 4. Next, display the report on the screen: Click in the small box on the left of ACH Report Click on ACH Report Leave PDF as the default Local School Accounting Page 22 of 36

23 5. The report is now displayed on the screen: Position the mouse on the screen and right click, a menu box will appear Click Print 6. A new screen will appear: Click Print again There are several reports, in addition to the ACH Report used in this example, available within CashPro Online which may be used to verify and confirm your online payments deposit. Print a copy of the report used to verify your online payments deposit in addition to the report printed for daily bank account activity verification. Local School Accounting Page 23 of 36

24 7. Verify and confirm the ACH credit(s) on the printed report from CashPro Online. Be careful not to confuse Preauthorized ACH Credits that may appear for the redeposit of checks. 8. Close the report tab: Click X The total of this report should equal the total of the Sequential List of Receipts by Account and Receipt # from EPES and the total of the Account Code Report from MPP. If amounts do not equal contact the Internal Compliance Coordinator. 9. It is important to Log Out of the online system: On the top right of the screen (see box labeled #1) click Log Out A dialogue box will appear, (see box labeled #2) click Log Out again 10. The login screen will appear; close this tab: Click X Local School Accounting Page 24 of 36

25 Reconciling Package File the completed online payment reconciling package with the school s daily deposit packages. This package should include the following reports and any related documentation, all 3 report totals should reconcile: 1. Sequential List of Receipts by Receipt Number report from EPES Accounting 2. Account Code Report from MPP 3. Any additional supporting documentation 4. Report used to verify online payments deposit from CashPro Online. Process for Holidays, Closures or Absence The reconciliation process may be completed for a period of time beyond one day, in the event of school holidays, school closures or the Bookkeeper s absence. 1. To run a report for a period of time beyond one day in EPES Accounting, follow the instructions listed in the Print the Sequential List by Account and Receipt # in EPES section of these procedures beginning on page 5. However, note the changes to #3 listed below: In the Fields section click Date In the Operators section click Between In the Compare to section enter the date range, separated by a comma, needed for the report (ex., XX/XX/17, XX/XX/17) Click Add Condition; the date range will populate in the Report Conditions section To complete this report return page 6, #4 and continue Local School Accounting Page 25 of 36

26 2. To run a report for a period of time beyond one day in MPP, follow the instructions listed in the Print an Account Codes by Date Report in MPP section beginning on page 16. However, note the changes to entering the date range for this report listed below: Enter Start Date and End Date using date range needed for the report To complete this report, return to page 17 and continue at the first bullet 3. To transfer funds to the appropriate activity account for a period of time beyond one day in EPES, follow the instructions listed in the Transfer Funds to the Appropriate Activity Account in EPES section beginning on page 19. However, note the changes to the Document # and Transfer Note listed below: At Document #, indicate ACH and the date range of the deposit (not transaction dates). There will not be enough space for both the beginning and ending date. Therefore, the beginning date should be followed by a dash, for example: ACH 09/23- At Transfer Note, enter the date range, then add the receipt number(s), including the decimals, for the related ACH deposits being transferred; a brief description may also be added To complete this transfer, return to page 20 and continue at the last bullet Local School Accounting Page 26 of 36

27 4. To run a report for a period of time beyond one day in CashPro, follow the instructions listed in the Print a Report in Bank of America CashPro Online to Verify Online Payments Deposit section of these procedures beginning on page 21. However, note the changes to page 22, #3 listed below: At Query Date for selected Reports: Click the small calendar icon at From and again at To; specify the date range needed for the report To complete this report, return to page 22, #4 and continue Chargebacks A chargeback is defined as a dispute raised by a cardholder to their financial institution. All chargeback activity is immediately adjusted to the school s bank account. CCSD receives notification from MPP regarding the chargeback/deposit adjustment. The Internal Compliance Coordinator will notify the school Bookkeeper of the chargeback, including the related Student name, activity/activities and amount. Once notified, the Bookkeeper should: 1. Notify the Activity Sponsor 2. Complete the online payment reconciliation process for any online payments, including the chargeback, as usual. If no other online payments were received, the online payment reconciliation process should solely include the chargeback. Note: Chargebacks should appear in CashPro as an ACH debit. 3. Determine if reversing and/or correcting transfers are necessary. If the original payment was transferred from a designated credit card account, a reversing and/or correcting transfer may be necessary. To determine if reversing and/or correcting transfers are necessary: a) Login to EPES Accounting at using Chrome Local School Accounting Page 27 of 36

28 b) Preview a Sequential List of Receipts by Account and Receipt Number using the Note field and Student name: Click Reports Click Accounting Click Sequential List Click List of Receipts Click By Account and Receipt # c) On the next screen: In the Fields section click Note In the Operators section click Contain In the Compare to section enter Student last name, then Student first name (ex. Smith Jane) Note: Do not use a comma. Click Add Condition; the Student name will populate in the Report Conditions tab Local School Accounting Page 28 of 36

29 d) Click Preview The Sequential List of Receipts will populate; locate Student name, date of original online payment, designated credit card account and amount associated with the chargeback. Local School Accounting Page 29 of 36

30 Note: If the designated credit card account is the actual account intended for the original online payment and if a transfer was not made for this online payment, a reversing and/or correcting transfer is not needed, move to Step 4. In the example above, the designated credit card account is Account 7800/SE: High School. The payment was for ROTC and would have been transferred to Account 7804, SE: HS ROTC; therefore, reversing and/or correcting transfers would be necessary. e) Run a Sequential List of Receipts using the date (or date range) the original online payment posted in EPES. Note: If the reconciliation process for the original online payment was completed for a period of time beyond one day, the date range should be used. Click Reports Click Accounting Click Sequential List Click List of Receipts Click By Account and Receipt # Local School Accounting Page 30 of 36

31 f) On the next screen: In the Fields section click Date In the Operators section click Equal to In the Compare to section enter Date the date the original online payment posted in EPES (or date range if applicable) Click Add Condition; the date(s) will populate in the Report Conditions section Click Preview Local School Accounting Page 31 of 36

32 Note Account Total Local School Accounting Page 32 of 36

33 Click X in the upper right corner to close Perform a search in the Transfer Activity List using the Account Total noted above: Click Accounting, a drop down will appear; Click Accounting, another drop down will appear; Click Transfers & Deposits Click Transfer Activity Click List At Search, click Drop Down Arrow Click Transfer Amt At for, enter Account Total noted above Click Search Note: If the transfer does not populate (indicating a transfer was never completed), reversing and correcting transfers are not necessary; move to Step 4. Local School Accounting Page 33 of 36

34 If a transfer was completed it should populate as shown in example above; reverse and correct the transfer in EPES: Verify and print the original transfer; printout should be used as a reference throughout this process Click Accounting, a drop down will appear; Click Accounting, another drop down will appear; Click Transfers & Deposits Click Transfer Activity Click Add Post reversing transfer o The transfer # will automatically populate and should not be changed o The transfer date will default to today s date and should not be changed o Click in field next to From Activity Acct o Enter the account number used in the original transfer o Click on the account number just entered o Click in field next to To Activity Acct o Enter the account number used in the original transfer o Click on the account number just entered o At Transfer Amt, enter amount of original transfer as a negative o At Document #, enter the document # used in the original transfer o At Transfer Note, enter a brief description (ex., rev transfer XX/XX (date of original entry) mpp chargeback XX/XX (date of chargeback/ach deposit) ) o Click Save Local School Accounting Page 34 of 36

35 Note: A correcting transfer is only necessary if the original online payment was included with other online payments to the same designated credit card account. If original transfer is solely the amount of the chargeback, only a reversing transfer is necessary, move to Step 4. Post correcting transfer o The transfer # will automatically populate and should not be changed o The transfer date will default to today s date and should not be changed o Click in field next to From Activity Acct o Enter the account number used in the original transfer o Click on the account number just entered o Click in field next to To Activity Acct o Enter the account number used in the original transfer o Click on the account number just entered o At Transfer Amt, enter amount of original transfer less the amount of the chargeback as a positive o At Document #, enter the document # used in the original transfer o At Transfer Note, enter a brief description (example, cor transfer XX/XX (date of original entry) mpp chargeback XX/XX (date of chargeback/ach deposit) o Click Save Local School Accounting Page 35 of 36

36 4. File the completed online payment reconciling package with the school s daily deposit packages. For further information regarding the online payment reconciling package, refer to the Reconciling Package section of this manual. Note: An additional copy of the reconciling package may be filed with the related online payment reconciling package containing the original payment as well. Local School Accounting Page 36 of 36