User Documentation for School Activity Funds Accounting

Transcription

1 User Documentation for School Activity Funds Accounting By: Applied Business Services, Inc. 800 S. Frederick Avenue, Suite 101 Gaithersburg, MD ext Copyright 2009 January 30, 2009 Copyright Applied Business Services, Inc. 2009

2 2009 Applied Business Services, Inc. All rights reserved. No part of this manual may be reproduced by any means without the written permission of Applied Business Services, Inc. SAFbooks is a registered trademark of Applied Business Services, Inc. TRAVERSE is a registered trademark of Open Systems Holdings Corp. Microsoft and all Microsoft products are registered trademarks of Microsoft Corporation. January 2009 Copyright Applied Business Services, Inc. 2009

3 Table of Contents INTRODUCTION AND GENERAL INFORMATION... 1 Action Buttons... 2 Dates... 3 Hardware and Software Requirements... 4 Welcome Screen and School Selection... 5 Getting Started Quickly... 7 Quick Overview of Screens... 7 GENERAL LEDGER... 8 General Ledger: Journal Vouchers... 8 General Ledger: Inquiry Screen General Ledger: Reports General Ledger: Period End General Ledger: Account Maintenance General Ledger: Sponsor Log Inquiry General Ledger: Sponsor Log Report EXPENDITURES Expenditures: Voucher Entry Expenditures: Print Checks Expenditures: Void Checks Expenditures: Inquiry Screen Expenditures: Reports Expenditures: Vendor Maintenance REVENUE Revenue: Deposits Revenue: Deposit Entry Revenue: Inquiry Screen Revenue: Reports BANK RECONCILIATION Bank Reconciliation: Bank Statements Bank Reconciliation: Bank Statement Search Bank Reconciliation: Clear Transactions Bank Reconciliation: Reports USER MAINTENANCE Copyright Applied Business Services, Inc. 2009

4 Introduction and General Information This manual is designed as a user reference guide to the Schools Activity Funds Accounting System. It can be used either in a classroom training situation or as a desk reference. Each screen in the program is identified visually and explained in writing. Examples are illustrated where appropriate. The Schools Activity Funds Accounting system is a web based cash basis accounting system designed to allow schools and school districts to enter, track and monitor expense vouchers and print checks, and to record deposit revenue. The system provides for a series of financial reports and supplies a bank reconciliation module. General Ledger information can be linked to Traverse Accounting software. User authorization is linked to your internal server so that only system authorized users can gain access to the Schools Activity Funds Accounting system. The manual is designed to deliver information by function. There are five (5) sections: General Ledger Expenditures Revenue Bank Reconciliation User Maintenance Each section can be used alone or in conjunction with the others. Copyright Applied Business Services, Inc Page 1

5 Action Buttons Depending on the form presented on screen, there will be several action buttons available at the top of the form. Delete deletes a previously entered voucher. Excel opens an Excel spreadsheet with the selected data from your inquiry which you can download to your computer. Help New Print provides you with on-line help for that specific screen. sets up a blank form for entry. allows you to print your current entry, even if it hasn t yet been saved. Process each month. processes the transactions to close out the period at the end of Save writes the entry into the database. Once an entry has been saved, it will be included on searches and reports. Search returns all entries that match the criteria you have entered. On most screens, you can request all data by leaving the search criteria blank. Submit submits your selection criteria and runs the report or inquiry. Undo clears the form, if it is a new entry, or takes you back to the saved entry, if you are updating an existing entry. Copyright Applied Business Services, Inc Page 2

6 Dates Dates can be entered in several ways. There are two buttons to the right of every date field The left button displays a calendar, where you can scroll through months or years and then click on the appropriate date. The right button inserts today s date into the date field. A third option is to enter the date in the format MM/DD/YYYY or MM/DD/YY. For example, 2/2/2009 is a valid date, as is 2/2/09. Copyright Applied Business Services, Inc Page 3

7 Hardware and Software Requirements The system is designed to run as a web (internet) based application either from an internal web server or through an external applications service provider. Generally the server requirements are: Two-tier web based client server architecture Microsoft Internet Information Server v6 Microsoft SQL Server 2000 Instance (SAF and Traverse can be in one SQL instance) Microsoft.Net 1.1 Framework / C# Active Directory Login Name derived from IIS SAF to have access to SQL Server using OLEDB Security does not require SQL Server logins and is handled by SAF Domain user accounts will be used to communicate between the web server, SQL Server and Traverse Generally the client requirements are: Windows 2000/XP with 800 x 600 or better resolution Internet Explorer 5.5 or 6.0 (Pop-ups trusted from Intranet, cookies trusted for Intranet) Adobe Acrobat Reader 5.0 or 6.0 Microsoft Excel Function Based Online Help System Help text is stored as HTML The list of schools and school numbers in your district is provided by your internal network intranet and is installed for you. The user maintenance section of the manual explains how to select authorized users from your network for each school listed. Copyright Applied Business Services, Inc Page 4

8 Welcome Screen and School Selection When you first enter Schools Activity Funds Accounting, you will see one of the following 2 screens: If you have access to more than one school, you will be asked to choose a school. Please note that your school choice remains in effect from the previous session until it is changed. Your current school selection will always be displayed in the top section of the screen. Copyright Applied Business Services, Inc Page 5

9 If you have access to only one school, you will automatically be logged into that school and will see the screen above. Your current school selection will always be displayed in the top section of the screen. Copyright Applied Business Services, Inc Page 6

10 Getting Started Quickly Each of the five modules details the functions available for that activity. You may want to turn to section 5 (User Maintenance) first if you need to select authorized users from those users already listed in your network. STEP 1: Select authorized users for your school STEP 2: Set up General Ledger Accounts Your accounts have been migrated from the previous system. You can use this section to add any new accounts or modify old ones. STEP 3: Add Vendors Use Expenditures Section: Vendor Maintenance to add or edit vendors. STEP 4: Begin Entries! Quick Overview of Screens General Ledger To process General Ledger transactions use the Journal Vouchers screen. To find existing vouchers use the General Ledger inquiry screen. To print General Ledger reports use the Reports screen. Expenditures To process expense vouchers use the Expenditures Vouchers screen. To find existing vouchers use the Expenditures Inquiry screen. To print checks use the Expenditures Print Checks screen. To print Expenditure reports use the Expenditures Reports screen. Revenue To enter deposits use the Revenue Deposits screen. To find existing deposits entered use the Revenue Inquiry screen. To print reports use the Revenue reports screen. Copyright Applied Business Services, Inc Page 7

11 General Ledger General Ledger: Journal Vouchers The Journal Voucher screen allows you to add, edit, print, and delete Journal Vouchers. To modify a previously-entered Journal Voucher: The Journal Voucher Search screen allows you to search for previously-entered journal vouchers. You can enter any combination of Effective Date, Entry Number, and Description. If you leave all three of these blank, the screen will display all unposted journal vouchers. If you click on the calendar button you can select the date and month you want. If you select the calendar button with the arrow key you will insert the current date selected in the effective date field. NOTE: Please note that you can view posted journal vouchers by using the General Ledger Inquiry screen. Copyright Applied Business Services, Inc Page 8

12 The screen returns with all unposted journal vouchers that meet the search criteria. Effective Date, Entry Number and Description are displayed. Choose the Journal Voucher you wish to modify by left-clicking with your mouse on the desired journal voucher. You can scroll down, if necessary, to get to the voucher you want to modify. Copyright Applied Business Services, Inc Page 9

13 The Journal Voucher header and detail sections will be displayed. You may modify the following in the header section: Effective Date - must be in the current or next processing month. You may enter the year as either a 2-digit or 4-digit year Description - up to 35 characters. You may also change the following in the detail section: GL Account Number - You may either enter the number or press The Account Description will be displayed for verification. to look it up. Description (optional) - Enter up to 35 characters Reference (optional) - Enter up to 35 characters. Debit or Credit Amount - One of the two must be entered. Copyright Applied Business Services, Inc Page 10

14 To create another detail line, press ENTER after entering the debit or credit amount. To delete a detail line, click the X next to the GL Account Number. To delete an entire journal voucher, click delete at the top of the screen. To undo your changes and go back to the saved copy of the journal voucher, click undo at the top of the screen. When you are finished making changes, click save voucher changes. to save the journal Total Debits and Total Credits are displayed at the bottom of the screen. Credits must equal debits before the journal voucher can be saved. Copyright Applied Business Services, Inc Page 11

15 To enter a new Journal Voucher: Press the New button to display the entry screen for new journal vouchers. You must first enter the following in the header section: Effective Date - You must be in the current or next processing month. Enter the year as either a 2-digit or 4-digit year. Description - Enter up to 35 characters. Copyright Applied Business Services, Inc Page 12

16 You must also enter the detail section: GL Account Number - You may either enter the number or press The Account Description will be displayed for verification. to look it up. Description (optional) - Enter up to 35 characters. Reference (optional) - Enter up to 35 characters. Debit or Credit Amount - One of the two must be entered. To create another detail line, press ENTER after entering the debit or credit amount. To delete a detail line, click the X next to the GL Account Number. To delete an entire journal voucher, click delete at the top of the screen. To Undo your changes and go back to the saved copy of the journal voucher, click undo at the top of the screen. To save your changes, click save. Total Debits and Total Credits are displayed at the bottom of the screen. Debits must equal credits before the journal voucher can be saved, so each voucher will need to have at least two lines of detail. Note: A journal voucher entered here will be marked as JV transaction type. Copyright Applied Business Services, Inc Page 13

17 General Ledger: Inquiry Screen The GL Inquiry screen allows you to search by account number, or sponsor. You can also select the Transaction Type to filter (limit) the results. Leaving all fields, or some fields, empty will select all the possible choices for that field. Click the magnifying glass next to Account Number to search or choose from a list and click the magnifying class next to Sponsor to pick from an available list: Copyright Applied Business Services, Inc Page 14

18 You may click on the Transaction type to filter (limit) the selections produced or leave it blank to select all types of transactions: The transaction types are: DP: Deposit JV: Journal Voucher SY: System VO: Voucher Copyright Applied Business Services, Inc Page 15

19 You must choose either Detail or Summary at the bottom of the screen. The detail inquiry shows each individual transaction for each account. Each account number in the display starts with a balance forward and ends with an ending balance. The summary inquiry summarizes the data by GL Account Number. After you have made your selection click the submit button on the top line. Copyright Applied Business Services, Inc Page 16

20 The screen will display the results of your search. You can click on the Excel icon to open the results in an Excel spreadsheet. You will have the option of saving the spreadsheet to your computer. Copyright Applied Business Services, Inc Page 17

21 NOTE: This Excel screen is on the server. If you need to save a local copy use the Excel menu to complete a File Save AS operation. Name the file and save it locally on your computer or some other designated location. The summary screen result would look like: Copyright Applied Business Services, Inc Page 18

22 The summary Excel inquiry result would look like: Copyright Applied Business Services, Inc Page 19

23 General Ledger: Reports Choose GL Reports from the menu to set up your selections for a report. You can use the magnifying glass next to Account Number to select from a list. You can also use the magnifying glass next to Sponsor to select from the list of sponsors. Effective Dates are required. If no effective dates are entered, the report will not go through and you will receive a No accounts found message, indicating that you must enter the effective date range. You can use the drop down list on Transaction Type to filter (limit) the results shown for the report. If you want all types and all accounts, leave the fields empty. You must choose either Detail or Summary. Once the selections are entered as you would like, click submit upper right hand corner to complete the report. t in the Copyright Applied Business Services, Inc Page 20

24 The report will appear on screen as a PDF file. You can use the browser menu choices to save or print the report. Copyright Applied Business Services, Inc Page 21

25 You can click the left margin tab marked PAGES, to display thumbnails of all pages and then use the outline box on the thumbnail to change the portion of the page displayed on screen. Slide the outline box up or down to move the display. You can also click on attachments or comments and append information as necessary. Copyright Applied Business Services, Inc Page 22

26 An example of the summary screen report: Copyright Applied Business Services, Inc Page 23

27 General Ledger: Period End The period end function closes the current period. After closing the period, no more transactions may be entered or edited for that period. To close the period, click Process on the top right of the screen. The only person working in SAF software should be the administrative assistant, bookkeeper, or fiscal officer while running period end processing. Bank reconciliation must also be complete before running this process. After all period end steps have been completed, notifications can be automatically sent to sponsors whose GL accounts were affected that month. Sponsors can be excluded from receiving these notifications. Copyright Applied Business Services, Inc Page 24

28 General Ledger: Account Maintenance Account Maintenance is used to add/change/edit/inactivate or delete General Ledger account numbers. There are three segments in the Chart of Accounts: Account Type, Main Account, and Activity Number. Although each school uses the same Account Types and Main Accounts, the Activity Numbers are set up by each school. To modify an account that already exists, first use the account maintenance screen to search for the account with which you wish to work. The Account Maintenance Search screen allows you to search for accounts that were previously set up. You can limit the search results by entering the GL Account number, the beginning of the GL Account Number, Description, or beginning of the Description. If you prefer, you can leave these two fields blank and the system will return all GL Accounts. Copyright Applied Business Services, Inc Page 25

29 The screen returns with all GL accounts that meet your search criteria. Account Number and Description are displayed. Choose the Account Number you wish to modify by left-clicking with your mouse on the desired row. You can scroll down, if necessary, to get to the account number you want to modify. The system displays information for the GL Account. Copyright Applied Business Services, Inc Page 26

30 NOTE: You should note that the Account Type, Main Account, and Activity cannot be modified. Description (required) - Enter up to 35 characters. Sponsor (optional) - Enter up to 35 characters. You can use the magnifying glass to choose from a list. Inactive - This deactivates the account. If you check this box, no new entries will be allowed to the GL Account. Any entries currently in that account will not be affected. To delete an account, click delete at the top of the screen. The system will allow the account to be deleted only if it has a 0 balance and no entries have been made to it. To Undo your changes and go back to the saved copy of the account, click undo at the top of the screen. Copyright Applied Business Services, Inc Page 27

31 To add a new GL Account: On the account maintenance screen, click the New entry screen for new GL Accounts. button to display the Copyright Applied Business Services, Inc Page 28

32 You must first select an Account Type and Main Account. You may either enter these numbers or press to look them up. The rest of the information on the account consists of: Activity (required) - Enter 3 digits. Description (required) - Enter up to 35 characters. Sponsor (optional) - Enter up to 35 characters. You can also use the magnifying glass to choose from a list. Inactive - Normally left blank for new accounts. Default Bank Account - Sets the new bank account as the default bank account. Copyright Applied Business Services, Inc Page 29

33 General Ledger: Sponsor Log Inquiry The Sponsor Log Inquiry is used to track actions taken by sponsors using the system. It can track logins, logouts, pick selections and output selections. In this way you can actively monitor the actions that particular sponsors have taken and when they have taken them. The inquiry screen is only available to nonsponsors. Type in the name of the sponsor or select from a list using the magnifying glass. Enter a date range to search for. Select the action types you want to view, including logins, logouts, pick selections and output selections. The screen will display the results of your search. Copyright Applied Business Services, Inc Page 30

34 You can also click on the Excel icon to open the results in an Excel spreadsheet. The spreadsheet is hosted on the server and you will have the option of using File Save As to save the spreadsheet to your computer. Copyright Applied Business Services, Inc Page 31

35 General Ledger: Sponsor Log Report The Sponsor Log Report produces a report showing the actions taken by a sponsor or group of sponsors. Type in the name of a sponsor or select from the list using the magnifying glass. Select an action date range that you would like to view. Select the action types you want to view, including logins, logouts, pick selections and output selections. Once the selections are entered, click submit corner to submit the report. in the upper right hand Copyright Applied Business Services, Inc Page 32

36 The report will appear on the screen as a PDF file. You can use the browser menu choices to save or print the report. Copyright Applied Business Services, Inc Page 33

37 Expenditures The Expenditures section of the application allows you to record expense vouchers and process the corresponding payments, or checks. As with the other sections, you can also run an on-line inquiry or print reports. Expenditures: Voucher Entry The Voucher Entry screen is used to record unpaid vouchers and manual check vouchers. Vouchers can be added, modified, or deleted until a check has been issued for the voucher. To modify a previously-entered voucher: The Voucher Search screen allows you to search for previously entered vouchers. You can enter any combination of entry number, vendor name (or the beginning of the name), and voucher description. If you leave all three fields blank all unpaid vouchers will be displayed. Copyright Applied Business Services, Inc Page 34

38 The screen returns with all unpaid vouchers that meet the search criteria. Entry Number, Vendor Name, and Voucher Description are displayed. Choose the voucher you wish to modify by left-clicking with your mouse on the desired voucher. You can scroll down, if necessary, to get to the voucher you want to modify. Note: If the voucher was entered as a manual check, the entry will not show up when doing a search. The only vouchers that appear in a search will be ones that have not yet been paid. Copyright Applied Business Services, Inc Page 35

39 To Enter a New Voucher Click the New button to display the entry screen for new vouchers. You must enter a Description for the voucher. Copyright Applied Business Services, Inc Page 36

40 If you ve entered the vendor on the Vendor Maintenance screen, you can look it up by clicking the magnifier icon next to the Vendor Name. The Vendor Name, address, and account number will be automatically filled in: The following information on the voucher header can be modified: Description: Required. Up to 35 characters in length. Vendor Name: Required. Up to 35 characters in length. Prints on the check. Address 1: Optional. Up to 35 characters in length. Prints on the check. Address 2: Optional. Up to 35 characters in length. Prints on the check. City: Optional. Up to 35 characters in length. Prints on the check. State. Optional. 2 characters. Prints on the check. Zip Code: Optional. Up to 10 characters. Prints on the check. Acct No: Optional. Up to 35 characters in length. Your account number with the vendor. Prints on the check stub. Each detail line is displayed (you can scroll if necessary): Copyright Applied Business Services, Inc Page 37

41 The detail section contains the following fields: GL Account Number: Required. You can either enter the number or click the magnifier icon to search for the number. Account Description: Displayed. Based on the GL Account Number selected or entered. Description: Optional. Up to 35 characters. Reference: Optional. Up to 35 characters. Invoice Number: Optional. Up to 35 characters. Debit or Credit Amount: Credit Amount should be used only for a vendor credit memo. One of the two must be entered. To open another detail line for entry, press ENTER after entering the debit or credit amount. To delete a detail line, click the X next to the GL Account Number. When you are finished with the entry, click Save to save the voucher Total Debits and Total Credits are displayed at the bottom of the screen. They must be equal for manual checks. Copyright Applied Business Services, Inc Page 38

42 If you have paid the vendor with a manual check, change the type of check from Automated Check to Manual Check. You will need to enter four fields specific to manual checks: Date Enter the effective date for the GL posting. GL Bank Account Number You may enter either the number, or click the magnifier icon to look it up. NOTE: Use only GL Account Numbers designated as bank account numbers. Check Number Enter the check number Check Amount. Enter the check amount. Copyright Applied Business Services, Inc Page 39

43 If you ve entered the vendor on the Vendor Maintenance screen, you can look it up by clicking the magnifier icon next to the Vendor Name. The Vendor Name, address, and account number will be automatically filled in: Note: Once a manual check has been saved, you cannot edit the information any further. The following information on the voucher header can be modified: Description (required) Up to 35 characters in length. Vendor Name (required) Enter up to 35 characters in length. NOTE: This entry prints on the payment check. Address 1 (optional) Enter up to 35 characters. NOTE: This entry prints on the payment check. Address 2 (optional) Enter up to 35 characters. NOTE: This entry prints on the payment check. City (optional) Enter up to 35 characters. NOTE: This entry prints on the payment check. Copyright Applied Business Services, Inc Page 40

44 State (optional) Enter the standard US Postal Service state abbreviation (2 characters). NOTE: This entry prints on the payment check. Zip Code (optional) Enter up to 10 characters. NOTE: This entry prints on the payment check. Acct No (optional) Enter your account number with the vendor. NOTE: This entry prints on the payment check stub. Each detail line is displayed (you can scroll if necessary). The detail section contains the following fields: GL Account Number: Required. You can either enter the number or click the magnifier icon to search for the number. Account Description: Displayed. Based on the GL Account Number selected or entered. Description: Optional. Up to 35 characters. Reference: Optional. Up to 35 characters. Invoice Number: Optional. Up to 35 characters. Debit or Credit Amount: Credit Amount should be used only for a vendor credit memo. One of the two must be entered. To open another detail line for entry, press ENTER after entering the debit or credit amount. To delete a detail line, click the X next to the GL Account Number. To delete an entire voucher, click delete at the top of the screen (this will only be visible on a previously entered voucher). To Undo your changes and go back to the saved copy of the voucher, click undo at the top of the screen. When you are finished with the modification, click Save changes. to save the voucher Total Debits and Total Credits are displayed at the bottom of the screen. They must be equal for manual checks. Copyright Applied Business Services, Inc Page 41

45 Expenditures: Print Checks Checks can be printed for specific vendors, and/or expense voucher numbers. All un-posted vouchers are eligible for check printing. You should note that once you have started the check printing process with this screen, the voucher entry and void check screens are locked from use until the check printing has been completed. You must choose a GL Account Number, a Check Effective Date and the Starting Check Number. The GL Account Number must be a bank account and can either be keyed in or chosen from a list. Copyright Applied Business Services, Inc Page 42

46 The automated checks will be printed to an Adobe Acrobat (PDF) file, which will be displayed on your screen. You should print this file, after loading your check forms into the printer. If you have more than one voucher for a vendor, vouchers will be grouped together into one check. If the amount of vouchers for one vendor is over seven, the vouchers will be grouped into more than one check for that vendor. Once you have reviewed the printed checks, go to the next screen: Print Check Approval. If all of the checks printed successfully, check the box Check Printing Completed Successfully and press the Submit button. Copyright Applied Business Services, Inc Page 43

47 If you encountered any problems, press the Submit checking the print successful box) to go to the detail screen. button (without Copyright Applied Business Services, Inc Page 44

48 You can change the status of any individual check: 1: Check Printed Correctly 2: Check to be deleted. The check for this voucher can be printed at a later date. 3: Check number change. You will be prompted to enter a new check number. Once you have completed updating the individual checks, press Update Checks to complete the check run. Copyright Applied Business Services, Inc Page 45

49 Expenditures: Void Checks The Void Check process provides the capability to mark a check as voided and reinstate the voucher for payment or to reverse the voucher. Checks marked as cleared in the bank reconciliation process cannot be voided. The Void Check entry screen requires you to enter the GL Bank Account Number (or choose it from a list) and an Effective Date for the GL Entry. You can either enter a Check Number or choose it from a list of all eligible checks. You can also enter in the Check Date and the Vendor Name. If you want to reinstate the voucher so that it can be paid at a later date, check the Reinstate Voucher box. In either case, reversing entries will be created for the Effective Date entered on the screen. Copyright Applied Business Services, Inc Page 46

50 Expenditures: Inquiry Screen The Expenditures Inquiry screen allows you to search by vendor name, GL account number, or check date. Leaving all fields or some fields empty will select all the possible choices for that field. Click the magnifying glass next to Vendor Name or GL account to get a search screen to select the vendor or GL account. Click the calendar icon to insert a date into check date. You can also enter a range of Check Numbers to view. Click either detail or summary to choose the type of inquiry. The detail report will show each transaction. The summary report will show just totals. Click submit in the upper right hand corner to process the request. The report will return to the screen. Copyright Applied Business Services, Inc Page 47

51 An example of a detail and summary result follows: Copyright Applied Business Services, Inc Page 48

52 Once the report is on screen, click the report in Excel format. icon to create a screen version of the This spreadsheet is on the server. If you need to save a copy, choose from the Excel menu, File Save As and save the file locally with a new name. An example of the detail and summary inquiries as they appear in Excel follows: Copyright Applied Business Services, Inc Page 49

53 Expenditures: Reports Choose Expenditure reports from the menu to set up your selections for a report. You can use the magnifying glass next to Vendor name to get a vendor search screen. You can also use the magnifying glass next to GL Account to get a search screen for accounts. You can also enter a range for the Check Date, as well as for the Check Number. If you want all vendors and all accounts, leave the fields empty. Click either detail, summary or check register to select the type of report you want. Copyright Applied Business Services, Inc Page 50

54 The report will display in PDF format on screen. Copyright Applied Business Services, Inc Page 51

55 Use the menu selections in your browser to save or print the PDF report. If you choose the check register the following report will display as a PDF file: Copyright Applied Business Services, Inc Page 52

56 Expenditures: Vendor Maintenance Choose Vendor maintenance to edit, add a new vendor or delete an existing vendor. Click on new to get the vendor add screen: Copyright Applied Business Services, Inc Page 53

57 It is important to create naming conventions for your organization. Enter the information for the following fields: Vendor Name: Enter up to 35 characters in length. Address 1: the numbered street address Enter up to 35 characters in length. Address 2: any additional suite or box information Enter up to 35 characters in length City: Enter up to 35 characters in length. State: Enter the standard US Postal Service state abbreviation (2 characters). Zip Code: Enter up to 35 characters in length. Contact Name: Enter up to 35 characters in length. Phone number with area code: Enter up to 35 characters in length. Account number for your organization from the vendor Enter up to 35 characters in length. The memo field can be used for additional notes. Copyright Applied Business Services, Inc Page 54

58 When all the information is correct, click the Save the screen. button at the top right of To edit or delete an existing vendor: Choose the vendor maintenance screen from the menu and enter a vendor name, or use the magnifying glass to search for a vendor. The existing information will return to the screen. Make any changes that are required if you are editing the information and click Save To delete the vendor information, click DELETE Copyright Applied Business Services, Inc Page 55

59 Revenue Revenue: Deposits The Deposits section of the application allows you to record bank deposits. As with the other sections, you can also run an on-line inquiry or print reports. Revenue: Deposit Entry The Deposit Entry screen is used to record bank deposits by date. Deposits can be added, modified or deleted until they have been cleared in the bank reconciliation process. To modify a previously-entered deposit find the deposit using the deposit search screen: You can limit the search by entering a Deposit Date, Deposit Number, or Receipt Number. Entering two or three of the search criteria will further limit the results. Copyright Applied Business Services, Inc Page 56

60 Choose the deposit you wish to modify by clicking on the Deposit Date. You can modify any of the information on the form but the deposit must balance before it is saved. Copyright Applied Business Services, Inc Page 57

61 To add a new deposit, go to the Deposit Entry screen and click New. The deposit entry screen will appear: Copyright Applied Business Services, Inc Page 58

62 Enter a deposit date or click the calendar icon to select a date. Enter a GL number or click the magnifier icon to select from a list. Enter the debit amount of the deposit. You will need to supply the GL account number, and credit amount on the row at the bottom of the screen for the screen to remain in balance. Once the deposit has been added, click save to save the transaction. Copyright Applied Business Services, Inc Page 59

63 Revenue: Inquiry Screen Click Inquiry from the Revenue menu to get the inquiry screen. You can use the magnifying glass on Deposit Number to open a search screen to find the deposit or search for a list. Enter a deposit number, or from whom it was received or a receipt number, or leave one or more fields empty and click search to get a list. Click on the calendar icon to enter a date, or type in a date. Click on the magnifier to search for a GL account number or enter a GL account number. Click on the magnifier to search for a receipt number or enter a receipt number. Click on the calendar icon to enter a date or type a receipt date. Leave all or some fields empty to select all available choices for that field. Choose detail or summary to select the type of revenue inquiry. Detail will show each transaction for each account. Summary will show the total debits and credits and a balance only for each account. Copyright Applied Business Services, Inc Page 60

64 The requested inquiry will appear on screen: Use the Excel icon to export the information to a spreadsheet. The Excel sheet is on the server. If you need to save it, use the Excel menu and choose File Save AS to save a local copy with a new name. An example of the summary inquiry result: Copyright Applied Business Services, Inc Page 61

65 Revenue: Reports Click Reports from the Revenue menu to get the report screen. You can use the magnifying glass on Deposit Number to open a search screen to find the deposit or search for a list. Enter a deposit number, or from whom it was received or a receipt number, or leave one or more fields empty and click search to get a list. Click on the calendar icon to enter a date, or type in a date. Click on the magnifier to search for a GL account number or enter a GL account number. Click on the magnifier to search for a Receipt number or enter a receipt number. Click on the calendar icon to enter a date or type a receipt date. Leave all or some fields empty to select all available choices for that field. Choose detail or summary to select the type of revenue inquiry. The requested report will appear on screen in your browser as a PDF file. Use the browser menu to save a copy or print the report. Copyright Applied Business Services, Inc Page 62

66 An example of a revenue detail report: An example of a revenue summary report: Copyright Applied Business Services, Inc Page 63

67 Bank Reconciliation Bank Reconciliation: Bank Statements Click on Bank Statement from the Bank Reconciliation menu to get the Bank Statement Screen. The Bank Statement screen is used to record the bank statement balance by General Ledger Account Number and Month-End Date. Other adjustments, such as NSF, Bank Fees, Bank Interest, and Rebate, are also recorded. The amounts can be edited until the period is closed. Copyright Applied Business Services, Inc Page 64

68 Bank Reconciliation: Bank Statement Search The Bank Statement Search screen allows you to search for a previously entered bank statement or enter a new one. To search, enter a GL Bank Account Number (or choose from the list) and a month ending date and then press the search button at the top of the screen. To enter a new bank statement, press the New screen. button at the top of the Copyright Applied Business Services, Inc Page 65

69 For new statements, enter the GL Bank Account Number and Month Ending Date. For previously entered statements, this information will be automatically displayed. You can now enter the following information from the statement: Statement Balance: required NSF Bank Interest Service Charge Rebate Amount Balance Adjustment: used to force a balance while a bank error is being resolved. Press the Save button at the top when the entry is completed. Please note that you can have only one statement per bank per month. You will receive an error message if you attempt to add another one. Copyright Applied Business Services, Inc Page 66

70 Bank Reconciliation: Clear Transactions The Clear Transactions screen provides you with a list of all outstanding transactions in the system. You can use this screen to check off the transactions that have cleared the bank. The Clear Transactions Pick Acct screen shows you all the available bank statements for current and prior month. Choose one by clicking on the GL Account Number. Copyright Applied Business Services, Inc Page 67

71 All outstanding checks, deposits, and journal vouchers are displayed. Put a check mark next to each item that has cleared the bank. When you are finished, press the Save button at the top of the screen to save your entries. Copyright Applied Business Services, Inc Page 68

72 Bank Reconciliation: Reports Use the Reports choice from the bank reconciliation menu to show the GL Account number for selecting a reconciliation report. Copyright Applied Business Services, Inc Page 69

73 Click on the GL Account number to get a PDF report on screen: The following items are listed in the Bank Reconciliation Report: GL Account Balance The sum of all transactions up through the Statement Date Outstanding Deposits Deposits that have not yet cleared the bank Outstanding Checks Checks that have not yet cleared the bank Outstanding Journal Vouchers Vouchers that have not yet cleared the bank Adjusted Balance The GL Account Balance plus the total amount outstanding Statement Balance Balance as listed on the Bank Statement Balance Adjustment - Used to force a balance while a bank error is being resolved. Un-reconciled Amount The amount by which the account is out of balance with the bank. Criteria This describes the account number and statement date that you selected for this report. Copyright Applied Business Services, Inc Page 70

74 User Maintenance The user maintenance screens allow you to change the schools each user can access. The user information (name, employee ID, and active directory name) are taken directly from the internal web system. To select a user, enter the beginning of the first or last name and press search. Copyright Applied Business Services, Inc Page 71

75 The screen returns with the full name, employee ID, and active directory name for each user matching your search criteria. Select a specific user by clicking on the Employee ID. The user s assigned access privileges (schools and access levels) are displayed. You can give the user access to all schools by checking the box next to All Schools. His access level is determined by the Default Access Level to the right of the check box. You can also give users access to individual schools. The access level will default to the Default Access Level but can be changed for each school if desired. Copyright Applied Business Services, Inc Page 72

76 To add a new school, press Select a School and choose the school from the box that is displayed. Copyright Applied Business Services, Inc Page 73

77 To delete a school, press the X next to the school. Copyright Applied Business Services, Inc Page 74

78 For each school, user access is one of four levels: Adm: has full access to all menu items. This would be for the accounting staff. Opr: has full access to all menu items with the exception of the User Maintenance screen. This would be for a person who is entering the data. RO: has read-only access to all menu items with the exception of the User Maintenance screen. This is for someone who will not be changing any data, such as an auditor. Spo: similar to read-only level except sponsors are limited to the following pages: the SAFBooks home/login page, GL Inquiry page and Excel output, GL Reports page and PDF output and associated help pages. Sponsors only see their own transactions and cannot perform any additional functions. Copyright Applied Business Services, Inc Page 75

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