Welcome to our online Web Help for the Activity Fund Accounting System software.

Transcription

1 Welcome to our online Web Help for the Activity Fund Accounting System software. Version 1.2 LOCAL GOVERNMENT CORPORATION ALL RIGHTS RESERVED REV. 02/06/2018 Portions copyright Acucorp, Inc. All rights reserved. 1

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3 Table of Contents Conventions and General Notes... 1 CONVENTIONS USED... 1 Hyperlink... 1 Ellipsis... 1 Pull Down Menus... 2 Logging In... 2 Menus... 3 Lists... 4 Required Fields... 4 Error Messages... 5 General Notes... 6 Audit/Security Features... 6 Note Fields... 6 Document Numbering... 6 Accounting Method... 6 Transaction Groups... 6 Transaction Detail Code... 7 Receipting... 8 Receipts... 8 VOID/VIEW/REPRINT RECEIPT Checks Checks Create Check CHECKS Void/View Check Checks Purchase Orders Vendors General Ledger Journal Entry Journal Entries Journal Entries i

4 Table of Contents Transfers Transfers Transfers Period End Day End Day End Month End Month End Open Accounting Month Month End Month End Year End End of Year Support and Navigation Contacting Tech Support Navigating a Help Screen Table of Contents Document Glossary Search ii

5 Conventions and General Notes CONVENTIONS USED Hyperlink If you see a field description that is underlined, the field has a "Hyperlink" attached to it. This means you can click once on the underlined description and a list of options will display. If you clicked on the hyperlink above, you would get this option to add a new Transaction Group: Note: A hyperlink on a date field will display a calendar from which you can select a date. Return to top of page Ellipsis This symbol is called an "Ellipsis". It is usually used where multiple lines of entry are allowed. By clicking on it, you will receive a window that will allow you to look up valid options for the empty field it represents. Here is an example from the Create Check form: If you clicked on the ellipsis, you would see this window for account numbers: 1

6 Conventions and General Notes Return to top of page Pull Down Menus If a selection bar (like the one that says Search by: in the previous example) has a down arrow at the end, you can click on the arrow to display a box with different options available to you. If you clicked on the Search by: "pull down", the following box would display: You could then click on the option you want to use and the box would close and put that option in the Search by: field. Return to top of page Logging In By selecting the AFAS icon (the picture beside the description for AFAS) from the desktop screen, you will receive the following login screen: 2

7 AFAS-Manual By entering your Username and Password, you will be given access to all the schools for your login. The "admin" Username and Password gives access to all schools and functions plus the ability to add new schools and users. Return to top of page Menus All lists and options are selected from the vertical menu on the left of the main screen. If the icon (the picture beside the description) is a folder, you can click it to see a list of options. If the icon looks like a little page of paper, you can click it to display the list associated with the description or to start a "Wizard" (a process through which you will be guided from screen to screen) to complete a process. Here is an example of the menu: For example, the Receipting folder has not been opened. The Checks folder is open, listing its options. If you selected the View Check option, you would receive the following listing from which you could select a previously written check to view by clicking on the line where it is listed. 3

8 Conventions and General Notes Return to top of page Lists Each "List Window" only displays 25 items. If this limit is exceeded, you can display the rest of the items in sets of 25 by using the Next button in the upper right hand corner. By selecting the Prev button, you will step back through the previous displays, 25 at a time. Return to top of page Required Fields A red asterisk (*) indicates all required fields. Here is an example: 4

9 AFAS-Manual Return to top of page Error Messages If you enter invalid information, such as a date that isn't correct (ex. April 32, 2003), or an account number that doesn't exist, or if you fail to complete a required field or screen function (ex. zero amount check), the system will notify you what must be corrected with an Error Messages box before you leave the screen. Your options are to correct the mistake or to cancel the process and start over. Here is an example: Click on the Close symbol or the Red X symbol to close the Error Messages box and return to the form. Return to top of page (Rev. 04/05/2013) 5

10 Conventions and General Notes General Notes All options available in AFAS are included in this documentation. However, the options you see on your screen are based on the options selected when your login was setup, so all may not display. Audit/Security Features There are two different audit features of AFAS. 1. First, you cannot delete anything. You can void and re-enter but everything that is entered is retained for audit purposes. 2. A record is created for every action in AFAS. It details the user name, time, table and action performed. Both a report and lookup is available to research issues. Note Fields There are Note: sections on virtually every form throughout the system. These fields are made available to enter any information about this transaction that you want to retain. They do not print on any form. Document Numbering All transactions, except checks (which are pre-numbered), have an automatic numbering feature that may be overridden. No document number may be used twice. Accounting Method AFAS is a dual entry system. The AFAS system automatically records the source of funds for every transaction. "Source of funds" means whether it originated from a general, restricted, or food service designated account number. All accounting is "realtime". This means that when the transaction is completed and accepted, it is entered into the general ledger. This applies to all transactions. Transaction Groups Transaction groups are user-defined fields that can be associated with any transaction in order to provide a listing of these transactions across account numbers and funds. For example, one might setup a Transaction Group called PROM. Then, each time a check, receipt, or journal entry is entered associated with the PROM, a list can be produced at any time detailing all activity for that Transaction Group. 6

11 AFAS-Manual Transaction Detail Code This provides an extra level of detail on each distribution line of any transaction. The Transaction Detail Code feature is user-defined and is an optional feature. It consists of a code and a description and it is unique by school. To turn it on, mark the Show Transaction Detail Codes box on the School Record. (Rev. 04/05/2013) 7

12 Receipting Receipts To Add a receipt, select the Create Receipt option from the Receipting folder. The Account Selection Screen will display. 8

13 AFAS-Manual Field Descriptions: Transaction (optional) You can select an existing Transaction Group or you can add Group one by clicking on the Transaction Group hyperlink. Manual (optional) If you are entering a previously written manual receipt, you can Receipt enter the number here and the system will allow you to search by this Number number in addition to all the methods for automatic receipts. From-Thru (optional) If you are entering multiple manual receipts and want to make Teacher only one transaction for them, you can enter the beginning and ending Receipt numbers here and consolidate all the distribution lines and payment types Number on this one receipt. Receipt Date (required) Enter the date of the receipt. It must be in an open accounting period. (required) Enter all account numbers, transaction detail codes, and amounts for this receipt. You can mix restricted, general, and food service Accounts on same receipt number. The system automatically selects Source based on the account type unless the number is multiple use, like accounts receivable, etc. Then, you must select from the Source. When you have entered the all information required for this screen, select the Next > button at the bottom of the screen and the system will display the Receipt Payment Information screen. 9

14 Receipting Field Descriptions: Payment Method Change Due Issued (required) This is where you enter the payment information (cash, check, etc.). The system automatically selects your default payment type and the entire receipt amount. You can easily override this and enter as many different payment lines as necessary. A unique document number (like check number) will be required for all checks and money orders. The comment field is provided for your convenience. (optional) If the amount of the payment is greater than the receipt and you give change, the system will display the amount of change due. If you don't give change and the amount is greater, the system will book the difference to the overage account set up for your school. When you select the Finish button on this screen, all accounting entries are posted to the general ledger and, if the Print this receipt box is checked, the printer control box will be displayed. 10

15 AFAS-Manual Select a printer and click on Print. When the printing is finished, or if the print box was unchecked, you will be given a screen with three options. Reprint Receipt If you select this, a copy of this receipt will be printed with the word Duplicate on it. Reprint Receipt Void Receipt If you select this, a copy of this receipt will be printed with the word Duplicate on it. If you select this option, the system will display a screen that requires a void date (must be in open accounting period) and a void reason. 11

16 Receipting Add another Receipt When you click OK, the system makes the reversing accounting entries and flags the receipt as voided. After this, the system will list Re-issue Receipt as an option. If you select this, it will load all the original information from the voided receipt under a new receipt number. You can modify the incorrect information and re-issue the receipt. This will take you back to the first receipting screen. If you want to return to the main menu, select the Close button at the bottom of the screen. Return to top of page (Rev. 04/08/2013) 12

17 AFAS-Manual VOID/VIEW/REPRINT RECEIPT To inquire on a receipt that has been written, void a receipt after you have closed the Create Receipt process, or reprint a receipt, select the View Receipt option from the Receipting folder. This will show the receipt list display. 13

18 Receipting Find the line with the receipt you want to view/void/reprint and double click on it. This will display the receipt information, distribution, and accounting entries made involving the receipt. If you want to void this receipt, click on Void Receipt on the right hand side of the screen. The system will display a screen that requires a void date (must be in open accounting period) and void reason. 14

19 AFAS-Manual When you click OK, the system makes the reversing accounting entries and flags the check as voided. If you want to reprint this receipt, select the Reprint Receipt option on the left of the screen. This will display a view of the receipt with the word DUPLICATE across the top. Click on the picture of the printer at the top of the screen. This will display the printer control box. 15

20 Receipting 16

21 AFAS-Manual Select a printer and click Print. When the printing is finished, you can close the receipt view screen by clicking on the red X in the top, right of the screen. Return to top of page (Rev. 04/08/2013) 17

22 Checks Checks Create Check Select the Create Check option from the Checks folder. The system will display this next screen. 18

23 AFAS-Manual Field Descriptions: Transaction Group This is a manual check Payee is a vendor (optional) You can select an existing Transaction Group or you can add one by clicking on the Transaction Group hyperlink. If this transaction is a previously written manual check, mark this box. This suppresses the print option. If you leave this box checked, you must select, or add and then select, a valid vendor. If you unmark this box, the field title for the Vendor field changes to Payee and you can simply enter in the name you want to print on the check. Note: If you want to track vendor payment history, record and track 1099 information, use purchase orders, or have addresses print on the checks, you must use the vendor option. Vendor/Payee (required) Enter the vendor name selection or the payee name. Transaction (required) A valid date in an open accounting period must be entered. Date (optional) This option is only available if the payee is a vendor. By clicking on the Purchase Order hyperlink, you will list all open purchase orders for this vendor. You can select as many purchase orders as needed. As you select them, Purchase Order they will be marked 'Complete', which will close them. If you want to leave this purchase order open, remove the 'Complete' check mark. After you have made your purchase order selections and selected OK, the system will load all the account numbers for the purchase orders and their amounts into the account 19

24 Checks Reference Number distribution section of the form. You can delete or add any lines necessary, as well as change amounts. The purchase order numbers will print on the check stubs. (optional) This is a text field for any number the vendor may need to reference this payment. For example: invoice number, phone number, etc. If there are no purchase orders, you can manually enter all account distribution information. If this vendor has been flagged to track 1099 information, every distribution line will put a check ($) in the 1099 field. If a particular line is not 1099 reportable, remove the check and that amount will not be included in the 1099 report totals. When you have completed the first screen, click on the Next > button and the Bank Information screen will display. Field Descriptions: Check Number Check Amount Description (required) Enter the number of the blank check you are about to print or the manual check number. This amount is taken from the first screen. (optional) Any text entered here prints on the check stubs. 20

25 AFAS-Manual Notes Print check (optional) Any reference information concerning this entry. This will not print on the checks. This is checked ($) by default. If this is a manual check this will not be checked. If you don't want to print the check, remove the check mark. If it is not printed at this time, you can print it later by going to the View Check option, selecting the check, and then selecting the Print Check option on the right hand side of that screen. When you have completed this screen, select Finish. The accounting entries will be made and, if the Print check box is marked, the printer control box will appear. If you want to print to a different printer than the default, you can select it from here. Make sure the correct check stock is loaded and then click Print. The next screen will list two options. 1. Void check 2. Add another check If you select Void Check, the system will display a screen that requires a void date (must be in open accounting period) and void reason. 21

26 Checks When you click OK, the system makes the reversing accounting entries and flags the check as voided. To enter another check select Add another check. Click the Close button to return to the main menu. Return to top of page (Rev. 04/05/2013) 22

27 AFAS-Manual CHECKS Void/View Check To inquire on a check that has been written or void a check after you have closed the Create Check process, select View Check option from the Checks folder. This will display the check list display. 23

28 Checks Find the line with the check you want to view/void and double click on it. This will display the check information, distribution, and accounting entries made involving the check. 24

29 AFAS-Manual If you want to void this check, click on Void Check on the right hand side of the screen. The system will display a screen that requires a void date (must be in open accounting period) and void reason. 25

30 Checks When you click OK, the system makes the reversing accounting entries and flags the check as voided. Return to top of page (Rev. 04/08/2013) 26

31 AFAS-Manual Checks Purchase Orders The Purchase Order feature of AFAS is to track the amount of outstanding purchase obligations. When you retrieve a purchase order in the check writing process, the system will load all the account numbers associated with the purchase order in the distribution part of the check. To add, change, complete (close), or inquire on, or print a purchase order, select the Purchase Orders option from the Checks folder. If you want to change, complete (close), or inquire on a purchase order, use the Find Now option and select it from the list display. If you want to add a purchase order, select Add New. You will see this screen. 27

32 Checks Field Descriptions: Transaction Group Number Vendor Order Date Delivery Date Placed By Attention Name Open Accounts (optional) You can select an existing transaction group or add a new group by clicking the Transaction Group hyperlink. (required) Enter the purchase order number you are issuing. (required) Select the vendor from the pull down bar. If the vendor is not in the system, you need to exit this form and add it. (required) Enter the date that the order was placed. (optional) If a delivery date was given by the vendor, enter it here. (optional) Enter the name of the person who placed the order. (optional) This is the person to be contacted if there is a question about the order or when the order is delivered. If this box is flagged ($), the purchase order is available for use. If it is unflagged, this purchase order is considered closed. (required) Enter the account numbers, transaction detail codes (if any), items, quantities, and amounts for each detail line of this purchase order. Save and Print Purchase Order This will save the information entered and bring up the printer dialogue box so you can print the purchase order on a pre-printed purchase order form. 28

33 AFAS-Manual If you want to close a purchase order, select the View PO option. Pick the purchase order from the display list by double clicking on it. When the view screen displays, remove the open flag. Return to top of page (Rev. 04/08/2013) 29

34 Checks Vendors To add, inactivate, or inquire on a vendor, select the View Vendor List Display by clicking on the Vendors option under the Checks folder. To inquire on a vendor, select Find Now to list all vendors and pick one from the list. 30

35 AFAS-Manual The system will display all information for this vendor. Enter the information on the form and click OK. If you want to track 1099 information, make sure you enter the Tax ID Number and check the Report 1099 field. Return to top of page (Rev. 04/08/2013) 31

36 General Ledger Journal Entry Journal Entries Create Journal Entry To add a Journal Entry, select the Create Journal Entry option from the Enter Transactions folder that is under the General Ledger folder. This will display the Journal Entry screen. 32

37 AFAS-Manual Field Descriptions: Transaction (optional) You can select an existing Transaction Group or you can add Group one by clicking on the Transaction Group hyperlink. Transaction Number Transaction Date Description Notes Accounts (required) If the Automatically number this transaction box is flagged, the system will assign the next number at the end of the transaction. If you want to override, unmark the box and enter an unused journal entry number. (required) Enter a valid date in an open accounting period. (required) Enter the reason for or description of the transaction. (optional) This is a text field for information about this transaction. (required) Enter account numbers, transaction codes, and amounts for all detail lines. All account numbers must be in the general ledger. Debits and credits must balance. The system automatically selects Source based one the account type unless the number is multiple use, like cash, accounts receivable, etc. Then you must select the Source using the pull down button. When you have completed a balanced transaction in the screen, click on OK and the system will post it to the general ledger. Return to top of page 33

38 General Ledger (Rev. 04/05/2013) 34

39 AFAS-Manual Journal Entries Viewing Journal Entries To inquire on a journal entry, select View Journal Entry from the View Transactions folder under the General Ledger folder. This will show the journal entries list Display. 35

40 General Ledger Find the line with the journal entry you want to view and double click on it. This will display all information, distribution, and accounting entries made involving the entry. 36

41 AFAS-Manual Return to top of page (Rev. 04/08/2013) 37

42 General Ledger Transfers Transfers Create Transfers Transfers are only from one account to another. To create a transfer, select the Create Transfer option from the Enter Transactions folder that is under the General Ledger folder. This will display the transfer screen. 38

43 AFAS-Manual Field Descriptions: Transaction Group Transaction Number Transaction Date Transfer Amount Transfer From Account Transfer From Source Transfer To Account Code (optional) You can select an existing Transaction Group or you can add one by clicking on the Transaction Group hyperlink. (required) If the Automatically number this transaction box is flagged, the system will assign the next number at the end of the transaction. If you want to override, unmark the box and enter an unused transfer number. (required) Enter a valid date in an open accounting period. (required) Enter the amount of money to transfer. (required) Enter the account number you want to decrease. (required) If the source for this account is predetermined, it will automatically be entered. If the account number is multi-use, you must select either General, Restricted, or Food Service from the pull down box at the end of the field. (required) Enter the account number you want to increase. (optional) Enter the transaction detail code. 39

44 General Ledger Transfer To Source (required) If the source for this account is predetermined, it will automatically be entered. If the account number is multi-use, you must select either General, Restricted, or Food Service from the pull down box at the end of the field. Description (required) Enter the reason for or description of the transfer. Notes (optional) This is a text field for information about this transaction. Return to top of page (Rev. 04/08/2013) 40

45 AFAS-Manual Transfers Viewing Transfers To inquire on a transfer, select View Transfer from the View Transactions folder under the General Ledger folder. This will show the transfers list display. 41

46 General Ledger Find the line with the transfer you want to view and double click on it. This will display all information, distribution, and accounting entries made involving the transfer. 42

47 AFAS-Manual Return to top of page (Rev. 04/08/2013) 43

48 Period End Day End Day End After all receipts for the day are entered, select the End of Day folder under the Period End folder. This will display three options: 1. Close Cash Drawer 2. Balance Cash Drawer 3. Deposit Process Close Cash Drawer This time stamps all undeposited receipts. Click OK and you will be returned to the main menu. 44

49 AFAS-Manual Balance Cash Drawer The Balance Cash Drawer process is not required, but you may find it helpful. If you select it, you will see this screen. Note that it shows Out of Balance at the bottom. At the end of the process, it should read Balanced. Enter the amounts received for each type of instrument in the Counted column. Be sure to allow for beginning drawer balances. Each payment method is hyperlinked (underlined). By clicking on the hyperlink, you will go to a form that is specific for that type that will help you balance that instrument. For example, by clicking on Cash, you will see this screen. 45

50 Period End Enter the numbers of each denomination and click OK. The system will enter the figures in the Counted fields on the previous screen. For checks, the screen would look like this. 46

51 AFAS-Manual Simply mark the box to the left of the Check Number for all the checks that are in this deposit. When you are finished, click OK and the system will enter these figures in the Balance Cash Drawer screen under Checks. The other Payment Method hyperlinks work the same way. When you have finished Balancing the Cash Drawer, the screen should display Balanced, like this. Click the Close button to exit back to the main menu. Deposit Process Now you are ready for the final step. Select the Deposit Process option from the menu. This form will display. 47

52 Period End Click on the Select Receipt For Deposit hyperlink and the system will show this screen. (This one has been completed as an example.) Field Descriptions: Deposit Date (required) This must be a valid date in an open accounting period. Bank (required) Enter the bank in which the money will be deposited. 48

53 AFAS-Manual Bank Account Transaction Number Amount To Deposit Description Notes Receipts Enter the account in the bank where the money will be deposited. (required) If the Automatically number this transaction box is flagged, the system will assign the next number at the end of the transaction. If you want to override, unmark the box and enter an unused deposit number. (required) This is the total amount of balanced receipts to go into this account. (required) This is a text field to describe the transaction. (optional) This contains any notes you want to enter for future reference. (required) All the receipts in this time stamp group will display. You must mark the ones included in this deposit. You can select them all by clicking ($) on the box to the left of the Receipt Number box. You can also use this to unselect all receipts. The amount in the Amount To Deposit field and the Total Amount Selected field at the bottom of the screen should match. If not, research and correct the difference. When it is balanced, select OK to return to the next step. Now you should see. Select the Pre-Deposit Report option. This will bring up a view of all the receipts and payment type totals for the deposit. Print this report. After you have printed this, close the window by selecting the red X in the upper right hand corner. This will return you to the screen printed above. Now, select the Deposit Receipts option. The only activity on the screen you will see is a check mark next to this option. The system has marked the receipts as deposited and moved the money from 'Cash on Hand' to 'Cash in Bank'. 49

54 Period End Now, print the Deposit Slip and then the Deposit Receipt Listing. After these have been completed, select Clear Deposit Process to clear all process indicators. Note: YOU MUST COMPLETE THIS OPTION TO BE ABLE TO PROCESS YOUR NEXT DEPOSIT. Return to top of page (Rev. 04/08/2013) 50

55 AFAS-Manual Month End Month End Close the Month When you are ready to close the month, open the Period End and End Of Month folder and select the Close Accounting Month option. The following screen and options will display. Make sure the correct Beginning Fiscal Year (the year in which the current fiscal period started. Example: Fiscal year would be represented by 2002) and Month To 51

56 Period End Close are selected. If you need to change this information, use the pull down tabs on the end of the fields. Next, click on the Close Accounting Month hyperlink. This blocks the month selected from any further activity. When it is finished, the system will put a check mark, " ", in the box to the left of the field. After you have closed, click on the Print Accounting Reports. This will bring up a screen displaying the reports that have been designated as necessary for the month end process. Here is an example. Select each report you want to print by clicking on it. If you want to see a list of all reports available, you can remove the End Of Month Only flag " " at the top of the screen by clicking on it, and then click the Find Now button. The system will re-display all available reports. After you have finished this process, close the Reports listing. You will be back at the Close Accounting Month options. The Print Accounting Reports box should have a check mark, in the box to the left of the field. Click the Close button at the bottom of the screen and you will be returned to the main menu. Return to top of page (Rev. 04/08/2013) 52

57 AFAS-Manual Open Accounting Month This process is independent from the close process and may be performed at any time. However, you may only have as many months open at the same time as was designated on the school record in the Maximum Months Open field. To perform this function, open the Period End and End Of Month folder and select Open Accounting Month. The following screen and options will display. Make sure the correct Beginning Fiscal Year (the year in which the current fiscal period started. Example: Fiscal year would be represented by 2002) and Month To Open are selected. If you need to change them, use the pull down tabs on the end of the fields. 53

58 Period End Next, click on the Open Accounting Month hyperlink. This opens the period for activity. When it is finished, the system will put a check mark, in the box to the left of the field. Click the Close button at the bottom of the screen and you will be returned to the main menu. Return to top of page (Rev. 04/08/2013) 54

59 AFAS-Manual Month End Reconciling the Bank Statement The month-end process consists of three parts. 1. Reconciling the Bank Statement 2. Closing the Month 3. Print Month End Reports 4. When you are ready to begin, select the Period End folder from the main menu. From the list under Period End, select the End Of Month folder. This will display a Bank Account Statements folder, a Close Accounting Month option, and an Open Accounting Month option. After you have received your Bank Statement, open the Bank Account Statements folder by clicking on it once. Two options will display. They are: Reconcile Bank Statement and View Bank Account Statement. Select Reconcile Bank Statement and this screen will appear. 55

60 Period End Field Descriptions: Bank Account Statement Reconciliation Date Statement Ending Date Interest Service Fees (required) If this is a new reconciliation, leave the Bank Account Statement field as (New). The system will automatically number this statement for future reference. If you have an unfinished reconciliation you are trying to access, use the pull down button on the right side of the field to get a list of incomplete statements and select the one you need. (required) This is the date the statement reconciliation is taking place. This date must be in an open accounting period since it is used as the transaction date for the automatic interest and/or service fee entry. (required) This is usually found on the Bank Statement and it is the date through which the statement is reporting. (optional) This is any interest earned that is reported on the statement. The system will use this number to make automatic general ledger entries to the account number listed on the Fund Control for Interest and Cash In Bank. These entries are made during the reconciliation process after the statement is balanced. (optional) This includes any service fees charged that are reported on the statement. The system will use this number to make automatic General Ledger entries to the account number listed on the Fund Control for Service Fees and Cash In Bank. These entries are made during the reconciliation process after the statement is balanced. 56

61 AFAS-Manual Notes (optional) This contains any notes you want to enter for future reference. When this screen is completed, click on the Next > button at the bottom of the screen to continue or Cancel to abort this process. If you select Next >, the Clear Bank Transactions screen will display. Here is an example: Simply check the box next to the Number field of each check or deposit that has cleared the bank (is listed on your statement). If everything balances, the Difference field should be If the difference is not $0.00, you can click the Difference hyperlink to see this summary screen. 57

62 Period End At the top of this screen is the: Statement Ending Balance - This was entered on the first screen. Outstanding Checks - These are the checks not marked on the Clear Bank Transactions screen. Outstanding Deposits - These are the deposits not marked on the Clear Bank Transactions screen. Adjusted Bank Balance - This field shows the balance of the Statement Ending Balance minus the Outstanding Checks plus the Outstanding Deposits. The bottom half of this screen lists: Cash In Bank Account Balance - This is the current balance the computer has for this bank account. Interest - This is the amount entered on the first screen in the Interest field. Service Fees - This is the amount entered on the first screen in the Service Fees field. Adjusted Cash In Bank Account Balance - This shows the balance of the Cash In Bank Account Balance plus any Interest minus any Service Fees. 58

63 AFAS-Manual The Difference field is the Adjusted Bank Balance minus the Adjusted Cash In Bank Account Balance. If the Difference field is not $0.00 and you click the Finish button at the bottom of the screen, you will see this message: When you are ready to complete this reconciliation, you can access it through the Reconcile Bank Statement option and select it from the Bank Account Statement pull down list, as in the example below. If the Difference field shows a balance of $0.00 and you click Finish, you will see this screen. 59

64 Period End Click on each of these options to perform the functions they describe. After each of the first two complete, you will see a message box like this: After the Outstanding Checks Listing has printed, close the print view and then close the Reconcile Bank Account Wizard screen. You will be returned to the main menu. Return to top of page (Rev. 04/08/2013) 60

65 AFAS-Manual Month End View Bank Statements The system keeps all the records for each reconciliation you perform. It lists the summary of the reconciliation, checks that were cleared, deposits that were cleared, and any notes you made. To select a completed statement to view, open the Period End, End Of Month, and then Bank Account Statements folders and select View Bank Account Statement You will see the following list display. 61

66 Period End Click on the statement you want to see and a screen like this will display. You can see the Cleared Checks, Cleared Deposits, and Notes by clicking on the tabs at the top of the screen. Return to top of page (Rev. 04/08/2013) 62

67 AFAS-Manual Year End End of Year Before you start the end of year process: Make sure that all months in the fiscal year are closed. Make a backup just before you start. If there are multiple users for the school being closed, make sure all others are logged out of AFAS and have been asked to stay out until notified otherwise. This process creates the ledger for the new fiscal year, prints year end reports, rolls the ending balances from the current year to beginning balances for the new year, and closes the current year to any additional entries. To close the year, open the Period End folder and select the End Of Year option. After you select the option, you will see this screen and options. 63

68 Period End Make sure that the correct fiscal Year To Close is selected. If you need to change it, use the pull down tab at the end of the field to select another open year. Once you are sure the correct year is selected, click on the Create Next Year's GL Accounts hyperlink. The system will set up a new ledger. When finished, the system will put a check mark, in the box to the left of the field. Next, select the Print Accounting Reports hyperlink. This will bring up a screen displaying the reports that have been designated as necessary for the year end process. Here is an example. 64

69 AFAS-Manual Select each report you want to print by clicking on it. If you want to see a list of all reports available, remove the End Of Year Only flag ( ) at the top of the screen by clicking on it, and then click the Find Now button. The system will re-display all of the available reports. After you have finished this process, close the Reports listing. You will be back at the End of Year options. The Print Accounting Reports box should have a check mark, in the box to the left of the field. Next, click Close Accounting Year. This will close the current year, roll all ending restricted account balances forward, and close all general revenue and expenditure accounts into the fund balance. This may take some time to run. When it is finished, the system will put a check mark, " ", in the box to the left of the field and display a new option, Complete End Of Year Process. Click on the Complete End Of Year Process hyperlink to finish the process and return to the main menu. Run a Balance Sheet and make sure all accounts and balances rolled properly before you enter any work or permit anyone to access the system. After you have assured a proper close, you will need to open the first month in the new fiscal year, if you haven't already (see Open Accounting Month). Return to top of page (Rev. 04/08/2013) 65

70 Support and Navigation Contacting Tech Support Local Government Corporation Tech Support: :00 a.m. - 5:00 p.m. Central Time (Rev. 02/06/2018) 66

71 AFAS-Manual Navigating a Help Screen To view our video Introduction to the LGC Help System click here. You have several ways of finding information in this help file. Table of Contents The table of Contents is on the left. You can hide it, by clicking the X on the bar above the contents listing, or show it, by clicking Contents, near the screen top. Main headings in the Contents are marked by book icons. Expand the books by clicking them, to list the pages inside, shown by page icons. Close the books, when they are opened, by clicking the open book icon. Document Text on pages is shown in the right hand frame, or the document pane. To see the text on specific pages, click the name of the page in the Contents. Documents contain information explaining The Local Government System. Each document contains links for navigating within that document, and from that document to other relevant documents. Glossary The Glossary defines words and phrases used in the Software. Open the Glossary by clicking the glossary icon near the screen top. Click on a glossary entry to highlight it and display the definition. Search Click the Search icon near the screen top. Type a word or phrase in the search box. Click Go to start the search. Names of pages containing the search phrase appear below the search box. Click a page to open it in the document pane. (Rev. 11/2009) 67