If you want to specify the account code itself, there are several ways to enter the code:

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1 Guidelines ENTERING ACCOUNT CODES There are a number of ways to enter account codes. You can enter: account codes If an Account Code is locked in the CSIU Fund Accounting application, it typically cannot be used, posted, or transferred. In most cases, a record cannot be saved when a locked account code is selected. The Find window displays the Lock status of an account code, which displays in red when locked. cross-reference numbers proration table codes A proration is invalid when at least one of the account codes is locked OR when at least one of the account codes is not available to the login due to account code security. Each method is described below. Most Account Code fields do not allow entry of control accounts (functions: 0302, 0307, 0602, and 0605) when Auto Double Entry is selected for that fiscal year (in the Year Assignments Directory/General tab). ENTERING BY ACCOUNT CODE If you want to specify the account code itself, there are several ways to enter the code: All digits, with hyphens. For example, you can enter: All digits, without hyphens. For example, you can enter: All SIGNIFICANT digits, without hyphens, up to the point where all the digits are zeros. When you press the ENTER key, zeros are automatically entered in the remaining breakdowns. For example, if the complete account code is: You can enter: When you press the ENTER key, the remaining zeros will display on the screen. If you do not know the account code, right-click in the account code field to display the Find window from which you can select the account codes for which you have Security access. Locked account codes display in red. [return to top]

2 ENTERING BY CROSS-REFERENCE NUMBER You can also enter a cross-reference number in the Account Code field if a cross-reference number has been established for the account code (in the Account Code Directory of Fund Accounting). Cross-reference numbers are also known as Assigned Serial Numbers (ASN). The cross-reference number is user-defined and can be any combination of up to 20 alphanumeric characters. Cross-reference numbers are often designed to be shorter, more meaningful, and easier to remember than complete account codes. For example, if the complete account code is: and the cross-reference number established for that account code is ANYREF, you can enter ANYREF in the Account Code field of the transaction screen. The full account number displays in the Account Codefield and the cross-reference number displays in the adjacent Cross Ref field. [return to top] ENTERING BY PRORATION TABLE CODE A third method is to enter a Proration Table code if a proration code is established in Fund Accounting. If you enter a proration table code in the Account Code field, prorations can be used in transaction screens. To enter a proration table code, type: P-xxxxxxxxxxxxxxx where xxxxxxxxxxxxxxxx is the proration table code as defined in Fund Accounting (up to 15 characters). Press the ENTER key. NOTE: To Find a proration table, you can type 'P-' and then right-click on the Account Code field. The Proration Directory Find window displays, listing all valid prorations for the current year. [return to top]

3 END OF MONTH PROCEDURES Various Fund Accounting functions should be performed each month. These are indicated below: 1. Generate the Receipts Ledger and verify that all cash receipts and interest have been entered. This report should reconcile to your bank statement. All receipts and credits (for example: bank statement interest) should be entered as revenue transactions; not as journal entries. This enables you to print the Receipts ledger for the month and tie each deposit to the bank statement. 2. Generate either the Cash Disbursement or Disbursement Ledger report to reconcile your disbursements made as checks (manual or check processing), wire transfers, and any bank charges. The wire transfers and bank charges should reconcile to your bank statement. Bank charges and wire transfers should be entered as manual checks; not as journals. These entries would then be written to check reconciliation and could be reconciled along with the checks. 3. Perform the Update Check Recon process to generate the Checks Cleared on Reconcile Date Report and the Outstanding Checks Up to Reconcile Date Report. The reports will assist you in reconciling checks for each bank account and can be used to reconcile your bank statement. 4. Verify that ALL posting process are complete and totals are correct of the options that you are using: Fringes, Inventory, Payroll, or Revenue. 5. Perform the Double Entry process. Verify that the Cutoff Date and the Transaction Date are for the current end of period date. 6. Generate the Normal Board Summary report for a specified Ending Date and specify 'Both' in the Accounts to Report field to display expenditure and revenue totals on the report. 7. Generate the Balance Sheet for the current end of period date and verify that debits and credits are balanced. If they are out of balance, look at the journal entries for the month in question. More than likely, the reason for the out of balance entry is because a journal entry that was done in transaction batches is out of balance. You should create a journal entry in the Journal Worksheet to rectify the problem. Also, use the Normal Board Summary report to verify that each fund's control accounts on the Balance Sheet is balanced to the class totals on the Normal Board Summary. For example: for Fund 10, expenditures on the report should equal the account on the balance sheet, other expenditures should equal , revenues should equal and other revenues should equal Verify that the cash accounts balance to the reconciled bank statements. 8. Generate any additional reports that you may want to keep for your records.

4 MANUAL CHECK PROCESSING To perform a manual check run, do the following: 1. Enter M transactions in the Manual Check Worksheet and post to the Transaction Master. 2. Generate the Batch Proof reports and verify the data and totals. Make any necessary corrections. 3. Generate the Check Register Summary reports. 4. Generate the Checks. 5. If you want cash accounts to be updated, perform the Double Entry process.

5 COMPUTER CHECK PROCESSING To perform a computer check run, do the following: 1. Enter C transactions on the Transaction Master. If you attempt to add or change an overdrawn account code a message displays to alert you. 2. Perform the Rapid Liquidate Expenditures process to create L transactions to that will be included in check processing. 3. Generate the Batch Proof report and verify the data and totals. 4. Perform the Pre-Check Processing Register function to verify that the appropriate transactions will be included on the register. This is ONLY to verify records. When you perform this function, check numbers and date are NOT assigned to the transaction on this report. 5. Perform the Check Processing function to group transactions by vendor and assign check numbers and dates to the transactions included in this process. This option allows you to generate the Register, Check Summary, and Checks (or any combination of the three) or you can choose to print none of the reports (and print them at a later time using the Checks option) and ONLY perform the calculations. If you need to print your checks in reverse order you must print them using the Checks option. When you perform this process, Double Entry records are automatically created and will credit your cash accounts and debit your payable accounts.

6 PROCESSING AN ACCRUAL PAYROLL GUIDELINES 1. Perform the Payroll > Reports > Standard Payroll > Account Distribution Process for the new year. a. This process will replace the salary account codes for employees who receive accrual pay with the accrued gross amount. The Accrued Account Codes MUST be established in the Account Code Directory prior to processing a Payroll. Example Account Codes. 2. Perform the Payroll > Process Payroll > Salary Accruals > Submit Accrual Process. 3. Perform the Payroll > Process Payroll > Salary Accruals > Accrual Distribution Process. For the first payroll of a new fiscal year and when steps 2 and 3 are performed, wages and benefits are posted to an employees' wage account(s) and benefits are posted to a corresponding benefit account. 4. Perform the Double Entry process.

7 SETTING UP A NEW YEAR GUIDELINES To set up a new fiscal year, do the following: 1. Open the Year Assignments Directory and locate the current fiscal year. Right-click the Add button to turn on the multi-add feature and then left-click the Add button. The multi-add feature defaults the information from the previous fiscal year on all the Year Assignments tabs; however, you will need to update the fields at the top of the Year Assignments Directory (Year Code, Description, and Beginning/Ending Date fields). 2. If you intend to use the Budget Preparation method for entering your projected budget amounts, select the Create New Year File option. The Create New Year File option allows you to copy over last year's account codes and optionally, last year's line items and amounts. DO NOT use this method if you plan to use the Rapid Budget Update option to enter your budget amounts. 3. Select the Setup A New Year option to copy Account Code, Breakdown, Proration Tables, Checking Accounts, Account Class, Standard Reports, and Flex Report information to a new fiscal year. Set Up a New Year does NOT UPDATE existing records in the new year based on a matching record in the old year. The process does ADD records in the new year based on what exists in the old year. Afterwards, however, changes made to the old year checking accounts will not be made to matching checking account entries established in the new year when this process is performed.

8 SETTING UP AN ACTIVITY FUND PDE does NOT require activity funds to use expenditure and revenue account codes. Therefore, CSIU recommends that, if you want to use Activity Funds, you should use General Ledger accounts. You might set up an activity fund so you can inquire into an activity's account and the balance due. Perform the following, to set up an activity fund: 1. Create account codes with a Function of 0496 used to identify each student group/activity as well as for interest and charges. The function will also allow you to correctly generate the Student Activity Account Detail and Student Activity Account Summary reports (step 4). You might submit the reports to the advisor or treasurer of the activity or present the information to the board. 2. Optionally, add a Special Cost Center in the last breakdown of the account code. This Special Cost Center denotes different student groups or activities and allow all cash receipts and expenditures to be entered in each group's appropriate account code. Beginning general ledger balances are entered as a journal worksheet with the cash account receiving the debit and the 0496 accounts getting credited for the amount due to each activity. If you posted all interest and charges to the account code (except for charges for returned checks, which should be posted to each activity s account), then you could prorate the amount over all of the accounts. Base the prorated amount on the percentage that each activity has to the total cash in the cash account. Most districts perform this quarterly or annually and can be accomplished with a Journal Worksheet. 3. Create a checking account for the Fund. 4. Generate the Student Activity Account Detail report and Student Activity Account Summary report (which is suitable to present to the board) to view an activity's account and the balance that is due.

9 ATTACH SIGNATURE FILE Before you can attach a signature, you will need to create and save a signature file. Follow these steps to create, save, and attach the signature file. If you have created your new year files AND you attach signatures in the Checking Accounts Directory, be sure to attach signature files to the appropriate checking accounts (current and new years). If you upload a new signature file while future years are defined, a message prompts you to apply the new signature file to the current and UNLOCKED future years. Click the 'Yes' button to update all available years; otherwise, the signature files that were copied when the new year was set up will be used. 1. For optimum signature size, draw a box (¾ inch high by 2½ inches long) on a sheet of paper. 2. Lay this sheet of paper under a blank sheet of paper. 3. The person designated to sign checks and purchase orders should sign his/her name on the blank sheet of paper, using the underlying page s box as a guide. Signatures should fit within this box. 4. Use an optical scanner to scan the signature in black and white at 150 DPI resolution. Using your cropping feature (available within your scanning software) to remove any excess white space that may surround the signature image. Excessive white space, may cause the signature image to appear distorted on purchase orders and checks. 5. Save the image as a.bmp file to your system; it should be no larger than 200KB. Note the name and location where you save this file, so you can access it later. 6. Click the Attach [PO or Check] Signature File button (available from the Fund Accounting Parameters/Global PO Defaults tab or the Checking Accounts Directory). If you upload a new signature file in the Checking Accounts Directory while future years are defined, a message prompts you to apply the new signature file to the current and UNLOCKED future years. Click the 'Yes' button to update all available years; otherwise, the signature files that were copied when the Setup a New Year process was performed will be used. 7. The Open dialog box will display. Use typical Windows navigation techniques to locate the signature file that you saved in Step After you locate the file, click on its filename and click OK. The signature will be included on checks and/or purchase orders being generated. If you do not attach a signature file, the space allotted for signatures will remain blank so that documents can be signed manually after they are printed.

10 To delete an existing signature file, right-click on the Attach [PO or Check] Signature File button. A message displays asking you if you want to clear the existing file. Click Yes to delete the file. Your ability to add, update, or delete signature files depends upon your access level in Security.

11 SETTING UP A NEW FUND To set up a new fund, do the following: 1. Add a new breakdown for the fund in the Breakdown Directory. For example, if you are adding a new fund of 29, add 29 to the 1st breakdown. Click the Add button and select the appropriate Fiscal Year. Enter the breakdown number (29), breakdown account, and description. Click Save. 2. Add all accounts that are necessary for this fund in the Account Codes Directory. Include any control accounts you may need for Double Entry processing along with any expense and revenue accounts you will want to run through this fund. Balance Sheet Account Codes Example ; ; ; ; ; Expense/Revenue Accounts Example ??? ??? 3. If necessary, add a new checking account in the Checking Account Directory. Verify that a Year is set up, the Identifier, the Checking Account Number and Name. If necessary, click the Add button and enter the Normal G/L Account and Alternate G/L Account. Scan and attach a check signature for the new fund if required. If you are already using an existing checking account, press CTRL+A on your keyboard and add a new fund in the grid. After performing these steps you can start processing transactions and running reports such as the balance sheet.

12 IMPORT BANK FILES TO RECONCILE CHECKS GUIDELINES You can import bank files to reconcile checks. To use this feature you will need to set up the following: 1. Use the Bank Import File Layout Directory to name and describe templates for text files that you want to import from your bank(s). You can define a template for each bank you use, the type of file, where the file is located, and the columns that the check numbers, amounts, and bank accounts are found within the file. 2. Open the Checking Account Directory and use the new Bank File Layout field to associate the template (which you create on the Bank Import File Layout Directory) to a checking account. 3. After you have set up the proper criteria, open the Processes > Check Reconciliation > Update Check Recon screen. On the Update Check Recon screen use the Mass Selection Options drop-down field and choose the Select by Bank File Option to open the Check Recon Import Data From File run options screen. 4. The run option fields default to the parameters you established on the template (only if you have created a template and associated it with the appropriate checking account). If a bank file is NOT associated to a checking account, the run option fields default to blank. 5. Click the Import button to import the bank file. A detail report automatically generates and lists check information in the file that matches check information within the software. The checks will be marked as reconciled (a checkmark displays in the Recon checkbox field) on the Update Check Recon screen. However, the checks will NOT truly be reconciled until you click the SAVE button. If the information does NOT match, a message displays stating that no checks were reconciled. Also, an error report will automatically generate as an on-screen preview if a check number in the file does not match a check number found in the system, if a check number matches a check number in the system but the amount is incorrect, or if a check has already been reconciled. Correct the errors and perform the process again.