Key-School Budget User Meeting October 26, 2018 Daleville, IN Presented by : Joy Watson

Transcription

1 Key-School Budget User Meeting October 26, 2018 Daleville, IN Presented by : Joy Watson Keystone Software Systems Inc 9401 Innovation Drive, Suite 400 P O Box 669 Daleville IN

2 Key School Budget All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: September 2018 in Yorktown Indiana

3 Contents I Table of Contents Foreword 0 Part I Enhancements and Notifications 2 Part II Projects 7 1 Delete a project account 7 2 Edit existing project account 7 3 Print project detail 7 4 Review project detail 7 5 Set up a new project account 8 Part III Form Form 9 Report 10 2 Creating the Form Editing the Form Printing the Form Copy Form 9 Mag Media to file 11 6 Copy Form 9 to combine 12 Part IV Year End Procedures 14 1 Year End Checksheet Misc procedure S procedure 16 4 Delete a purchase order 17 5 Edit a purchase order record 18 6 Enter new appropriation balances 19 7 Annual Financial Reports_ Forward Outstanding Encumbrances (Open P.O.'s) 20 9 I forgot to forward (encumber) a purchase order Fund Report Month End routine worksheet Monthly reset of totals Print purchase order listing/reports Print revenue detail Print Appropriation detail Print vendor detail Prior year's data Purchase order number 23 I

4 II Key School Budget 19 Record a purchase order Reset Account Balances Retain present year's data Review Prior Year's Data Set up budget for next year Setting up funds to not reset Update purchase orders Year End Worksheet Year End Rollover Backup Archive Files 31 Part V FAQ's 34 1 Budget flow chart 34 2 GoTo Buttons 34 3 How do I void a transaction? 34 4 How do I void an old check 34 5 How do you search? 35 6 Investment Purchase and Sale 35 7 Major Disadvantage of Being a Non-Maintenance Keystone Customer: 35 8 Manual Liquidation of Purchase Orders 35 9 Moving from Field to Field VOID CHECK VOID RECEIPT What are clearing accounts? What are Deposits in Transit? What are investments? What are projects? What are transfers? How do I delete accounts? What does backup mean? What does Forward Outstanding Encumbrances mean? What does liquidate mean? What forms do I need to order? What is "record" a purchase order? What is "write" purchase orders? What is a Beginning Balance? What is a Chart of Accounts? What is a database? What is a demand payment? What is a fund account? 38

5 Contents III 29 What is a Manual Check? What is a Master File? What is a purchase order? What is a tran file? What is a voucher? What is Adjust Forward Amount? What is an accounts payable voucher? What is an Additional Appropriation? What is an appropriation? What is an APV or Accounts Payable Voucher? What is Budget Form 1? What is Cash on Hand? What is meant by encumbered? What is meant by updating? What is restart checks? What is the APV Register? What is the Bank Table? What is the School table? What is the current appropriated amount? What is the Department Object Table? What is the Expense Object Table? What is the Fund Report? What is the Fund Table? What is the Monthly Reset? What is the Revenue Object Table? What is the Yearly Reset? Why sort databases? Work with financial planner 42 Index 43 III

6 Part I

7 Enhancements and Notifications 1 2 Enhancements and Notifications The following are a list of items that were changed or added to the program: School Building Table We added the School Building table under Admin School Building Table. You will need to add a School ID that is 4 digits. Click the ADD button to add a new school building code. You can also edit the name and delete any school building codes that aren't attached to any appropriations. On this table there s a button named Update Appropriation Accounts. You will need to be on the School ID that you want to update. Once you click the button, you can enter a Cost Center number. The program will update all appropriations with they cost number you entered with the new School ID. You will want to make a backup before running this procedure.

8 3 Key School Budget If you select NO, the procedure will stop and you can exit the program and make a backup. If you select YES, the following screen will appear: A confirmation box will pop up asking if the information you entered is correct. Click YES to continue or NO to not run the procedure. Appropriation Accounts

9 Enhancements and Notifications 4 There are two new drop-down boxes on the Appropriation Accounts, School Building and Sub-Category. Every appropriation needs to have information in these fields. The School Building Code is referring to the School Building Table mentioned first on this document. The Sub-Category Code is either 00 for Instructional or 01 for Other Instructional. Form 9 We changed the Form 9 to include the 4-digit School ID codes and the 2-digit Sub Category Codes. We removed the subtotal for the 903 object that is no longer required to report on the Statement of Obligation. We changed the Form 9 to breakdown the appropriations by School Code, as well as related reports located in the Form 9 Reports menu. Reports We added an option to export history for all Funds, Revenue accounts, and Appropriation accounts, to a CSV file. We changed the Export Fund, Revenue, and Appropriation History files to CSV to ask user if the program needs to use the current year or choose a year from archive. We fixed an issue with the Remittance Advice and the Appropriation Report of Department Codes not subtotaling correctly. AP Vouchers We fixed an issue where the PO Forward Box on the AP voucher was accessible by the user. It is now not accessible by the user after the expended amount on the voucher is entered. Year End/Setup Budget Several changes were made in the Setup Budget area to accommodate the new DOE requirements. We added the new School ID and Subcategory fields to the Setup Budget File

10 5 Key School Budget for next year, Edit Next Year Budget File, Replace Old Budget with Next Year Budget, and the Print Next Year Budget Reports. Plus, if you enter the two new fields on their appropriation accounts, when you create Budget Projections, it will carry these fields when you apply their Budget Projections to your Setup Budget. If you create your Budget for Next year, it will also bring in these two fields. If you go through the process and even add new accounts and fill in these two fields, it should carry back these two fields to the Appropriation Accounts when you are done.

11 Part II

12 7 Key School Budget 2 Projects 2.1 Delete a project account From the Admin menu, click Project Accounts 1. Click Input to enter the project number, or click Search and press <Enter> to select the project you want to edit from the account list. 2. The project add/change master screen will be displayed, then click Delete. 3. Click Yes to delete. 4. Click Exit to exit the project file. 5. Click Exit to return to the Menu. 2.2 Edit existing project account From the Admin menu, click Project Accounts. 1. Click Input to enter the project number, or click Search and press <Enter> to select the project you want to edit from the account list. 2. The project add/change master screen will be displayed, then click Edit. Make any changes. 3. Click Exit to exit the project file. 4. Click Exit to return to the Menu. 2.3 Print project detail From the Admin menu, click Project Accounts 1. Click Input to enter the project number, or click Search and press <Enter> to select the project you want to edit from the account list. 2. The project add/change master screen will be displayed, then click Print. 3. Click Checks for the checks detail, or click Receipts for the receipts detail. 4. Click All to print all detail, or click Range to enter a date range to print. 5. Click Ok at the print preview. 6. Click Yes to print the report. 7. Click Exit to exit the project file. 8. Click Exit to return to the Menu. 2.4 Review project detail From the Admin menu, click Project Accounts

13 Projects 8 1. Click Input to enter the project number, or click Search and press <Enter> to select the project you want to edit from the account list. 2. The project add/change master screen will be displayed, then click Detail. 3. Click Checks for the checks detail, or click Receipts for the receipts detail. 4. Scroll through the window using the up or down arrow keys. 5. Click Exit when you are finished reviewing detail. 6. Click Exit to exit the project file. 7. Click Exit to return to the Menu. 2.5 Set up a new project account From the Admin menu, click Project Accounts. 1. Click New. 2. Enter the project account number, e.g., first project (.01) this year for the General Fund (010). With the new fields we added (Fund and Project ID) you may use any number system you wish as long as it consists of 3 digits a decimal and 2 digits. 3. Click Yes to add the project to the file. 4. Enter the Name of the project. 5. Enter the starting date for the project to begin. 6. Enter the Fund number associated with this project. 7. Enter the Project ID. This field is used to print a report subtotaled by Project ID. 8. Enter a description for the project. 9. Enter the Estimated Project Amount. This amount is the estimated amount the project will cost 10.Enter any Project Adjustments, if applicable, e.g. change orders, etc. 11.Enter Project Disbursements, if applicable, e.g. change orders, etc. 12.The Project Balance will be calculated. 13.Enter the Beginning Balance the project starts with. 14.If you are starting in mid-year, enter the Receipt Total, if this is a new project, enter only the beginning balance. Receipts will be posted as you receive money on the project. 15.If you are starting in mid-year, enter the Disbursement Total, if this is a new project, enter only the beginning balance. Disbursements will be posted as you write checks to pay bills. 16.The Current Balance will be calculated. 17.The receipt and check totals will be tracked when Receipts and Accounts Payable Vouchers are entered and updated. Note: The receipt and APV input screens have this project table that will allow you to select and attach the project number to the entry so that the project file is updated. 18.The Balance is calculated based on the receipts less the checks. 19.Click Exit to exit the input screen. 20.Click Exit to return to the Menu.

14 Part III

15 Form 9 3 Form Form 9 Report 10 This option is used to create, edit, print and copy to mag media, your Form 9 Report. 3.2 Creating the Form 9 You must create your Form 9 before you can edit or print. The program keeps the last Form 9 you created until you recreate another one, so make sure you have generated a Form 9 with your latest and greatest figures. 1. Go to YEAR END FORM 9 BIANNUAL FINANCIAL REPORT MENU CREATE FORM 9 TRANSACTIONS 2. During processing, the program will cross-check each function and object number with the DOE tables in the Form 9 Menu. Edit the tables for validity. If you are missing any DOE # s you will get an error message, a report will print and creation of the Form 9 will be stopped. Take your error report and correct any accounts listed. 3. Re-run Step 1 above. 4. Make sure your corporation number is entered. Choose whether you are running Annual or Fiscal and the time period you are running the report for and click continue. 5. If the program finds any invalid function or object codes a report will appear on the screen listing those. Print the report and correct any errors. 6. When generating the Form 9, we have added two columns at the end in the following order: 6th field in file is 4 digit School ID 7th field in file is 2 digit Category 3.3 Editing the Form 9 Use this option to edit any transactions necessary after creating your Form9 1. Go to YEAR END FORM 9 BIANNUAL FINANCIAL REPORT MENU EDIT FORM 9 TRANSACTIONS 2. You will now be in the edit screen. You have several buttons along the bottom of the window and you will choose the appropriate button for getting to the records you wish to edit. 3. If you need to edit a specific record you can use the "GOTO" button, select the record you wish to edit and double click on it or you can choose to enter the information directly onto the edit screen: To edit an Appropriation Account Enter the "Section ID", "Fund", "Account", "Object", "School ID", and "Sub Category" you wish to edit. To edit a Revenue account Enter the "Section ID", "Fund", "Account" and 3 zeroes for "Object" since no object applies in a revenue account. You can also edit the "School ID" and "Sub Category" on this screen. To edit a Beginning Cash Balance Enter the "Section ID", "Fund" and then enter 5 zeroes for the "Account" since no account applies in a fund cash balance and then enter 3 zeroes for the "Object" since no object applies in a fund cash balance. You can also edit the "School ID" and "Sub Category" on this screen.

16 11 Key School Budget To edit an Ending Cash Balance - Enter the "Section ID", "Fund" and then enter 5 zeroes for the "Account" since no account applies in a fund cash balance and then enter 3 zeroes for the "Object" since no object applies in a fund cash balance. When we edit the Form 9, added both new fields. For Expenditures, you inherit what was setup in Approp Accounts. For ALL other records, there MUST be a default of SchoolID = '0000' and Subcategory = '00', the program will default for any new record you ADD while in the Edit screen. When Exiting the Edit screen, if it finds one record with nothing in the SchoolID or Subcategory field, you will get a message: "There are records with missing School ID and/or Subcategory. Please print out the Form 9 Transaction report and edit so these are not empty." NOTE: When editing an amount, zeroes must precede the amount to omit any blank spaces. This is for magnetic media purposes. The amounts has 11 digits before the decimal. In the case of a NEGATIVE AMOUNT, the amount would look like this: , the (-)minus must be the first character in the amount. ***IMPORTANT: If an account is added or deleted and it affects a fund s ending balance, you MUST edit that fund s ending balance. To Delete a transaction locate the transaction and when it is displayed on the screen, click the "Delete" button and then confirm that you wish to delete the record. If you don t, click "No" and the record will not be deleted. To Add a transaction Input the "Section ID" and "Account" you wish to add. The entire account consists of 12 digits. You must include leading zeroes so that there are no blank spaces when adding accounts. 3.4 Printing the Form 9 Once you have finished editing the Form 9 and printed the transaction listing to check for accuracy, you can print the actual Form Go to YEAR END FORM 9 BIANNUAL FINANCIAL REPORT MENU PRINT FORM 9 REPORTS 2. Choose to print either the transaction file or print the Form 9. If you choose to print the Form 9, you can print each part of it separately or you can print all reports. 3. Enter the year for your report and then choose the date to print on the report. Each report you choose will be previewed on the screen for you to print or not to print. 4. Starting 1/2018, in the Form 9 Statement of Obligation, there is a subtotal called object 903 that is no longer required. They will continue to accept Form 9 data submissions in the same format as the previous period. 3.5 Copy Form 9 Mag Media to file This is used to copy your Mag Media to a file. 1. Go to YEAR END FORM 9 BIANNUAL FINANCIAL REPORT MENU COPY FORM 9 MAG MEDIA TO FILE 2. Answer "Y" to continue and copy the file. 3. A report will print. PLEASE KEEP WITH THIS REPORT YOUR YEAR END RECORDS.

17 Form You will be able to select where to save the file. You will receive a notification where the file is located. ****If you change the file name you cannot use spaces****** Make sure to save the file to your hard drive and/or external memory device. 3.6 Copy Form 9 to combine This section has two options Go to YEAR END FORM 9 BIANNUAL FINANCIAL REPORT MENU Option 1 allows the copying of a Form 9 file from another directory on the system, e.g. school lunch, or from a remote unit. Option 2 allows a Form 9 file from a Floppy disk to be combined with another file. Choose the option which is appropriate and proceed with the copy process. When done the program will let you know the files have been combined and remind you to print reports and check your information!!!

18 Part IV

19 Year End Procedures 4 Year End Procedures 4.1 Year End Checksheet 14 School Budget Year End Anytime before Year End, enter new budget information in Set-Up Budget for Next Year December is balanced and closed, and all month end reports are printed Backup Data Twice Print Year End Reports Fund Report Investment Reports Date (open and closed by date) Appropriation Report Revenue Report Master File Vendor Report Vendor Report with Detail Vendor Report Annual Vendor Financial Report Purchase Order File Encumb (open purchase orders) Important: Review the open purchase orders on this report. The year-end rollover process will forward the remaining open purchase orders in this file to the next year and will show the totals as forwarded amounts on the appropriations. You must delete any purchase orders on this report that should not get forwarded. You can delete these PO s prior to or during the running of the Year-End Rollover. Appropriation/Revenue Detail Reports - Approp Appropriation/Revenue Detail Reports Revenue Print Chart of Accounts to verify DOE # s Check the "DOE #" column for any missing doe numbers prior to generating the Form 9 Report. Accounts with missing DOE numbers will not be picked up by the Form 9 report program. You can put in the DOE numbers from the Admin menu - Appropriation Accounts. Generate Form 9 File (this can be reviewed and edited at a later date) Verify 1099 vendors have 1099 information Vendors who need a 1099 Miscellaneous form must have a "Y" in the vendor master file along with their ID number. If you have an "H" in the vendor master file along with their ID number, the system will move your figure from box 7 to box 6. Vendors who need a 1099-S (Proceeds from Real Estate transactions) must have an "S" in the vendor master file. Generate 1099 file Retain Present Year s Balances and History Reset Form 9 This should be done every 6 months in June and December. If you forget to reset your form 9 the figures for the next Form 9 will be inflated by the previous 6 months figures. Backup Data Twice Perform Year End Rollover

20 15 Key School Budget Verify a successful Year End Rollover Fund Report - Verify month-to-date, year-to-date totals are zero (0.00). Appropriation Report - Look for PO s brought forward in the FORWARD column. Be sure the total at the bottom of the report equals the total amount on the Open Purchase Order list. Check for correct budget amounts, and check for zeros (0.00) in the month-to-date, year-to-date and fiscal columns. Revenue Reports - Master File Verify month-to-date and year-to-date totals are zero (0.00). Vendor Reports - Vendor Report Look for "one time" paid vendors and delete unwanted vendor accounts. 4.2 Delete Unwanted Vendors Backup Archive Files 1099 Misc procedure This routine is used to create records for vendors who are marked to receive a 1099 and the printing of 1099 Miscellaneous forms. You should have the budget balanced for the year and your data should be backed up before running this routine. From the Year-End menu, click 1099 s Menu. 1. Click 1099 s Menu. 2. First we will create the 1099 file, then print a listing of those entries so we can check the information, do any necessary editing, then print the 1099 forms. 3. Click Create 1099-M. 4. Click Yes to continue. 5. Click Continue at the disclaimer notice. 6. Click on the option for the order you want the 1099 s to be printed, either in alphabetic, in account number, or Vendor ID/SSN order. 7. The School Corporation information box is displayed. This information will print on the 1099s. Make sure the information is correct before proceeding. Enter or make any changes. Click Continue. 8. The program searches the vendor master file for vendors that have a "Y" in the 1099 field and have been paid $ or more this year. The information on those vendors is then pulled into the 1099 transaction file. 9. Now we ll print a listing of the file just created. From the 1099 s Menu, click Print 1099/Vendor files. 10. Click Tran to print the 1099 transaction file. If you click Master the vendor master file will be printed. 11. Click Ok at the print preview. 12. Click Yes to print the report. 13. Click Ok at the print option. 14. Important: Check this report for accuracy. If the list is correct, go to 22. If there is a wrong address, or social security number, etc., go to 15. If there is a vendor missing on the list, go to 15. If there is a vendor you need to remove from the list, go to 15.

21 Year End Procedures We ll make any necessary changes in Edit. From the Year End, 1099 Menu, 1099-M menu, click Edit/Add 1099 transaction records. 16. Click Input to enter the vendor number (if known), or click Search to select the vendor you need to edit from the 1099 transaction file. 17. The 1099 Edit screen will be displayed. Click Edit. Make any necessary changes in the fields. 18. Click Delete if you need to remove the vendor from the list. 19. Click Add to add an additional 1099 record. Click Yes to continue. Enter the vendor number you want to add. You must enter any dollar amounts to the record just added. 20. Click Exit when you are finished editing. 21. If you made any changes in the file, discard the previous listing and print a new listing by doing Step Print 1099 forms. From the Year End, 1099 Menu, M Menu, click Print 1099-M Forms 23. Make sure 1099 Miscellaneous Forms are inserted correctly in the printer. Click Continue. 24. Click Yes if you want the vendor s account number to print on the 1099, or click No if you don t. 25. The 1099 forms will be printed. NOTE: YOU USE THE SAME PROCESS ABOVE FOR 1099-S FORMS EXCEPT YOU CHOOSE 1099-S INSTEAD OF 1099-M. IF YOU ENTER AN "H" INSTEAD OF A "Y" IT WILL TAKE THE AMOUNT FOR HEALTH INSURANCE PAID TO BOX 6 INSTEAD OF BOX S procedure This routine is used to create records for vendors who are marked to receive a 1099 S and the printing of 1099 S forms. You should have the budget balanced for the year and your data should be backed up before running this routine. From the Year-End menu, click 1099 s Menu. 1. Click 1099 s Menu. 2. First we will create the 1099 file, then print a listing of those entries so we can check the information, do any necessary editing, then print the 1099 forms. 3. Click Create 1099-S. 4. Click Yes to continue. 5. Click Continue at the disclaimer notice. 6. Click on the option for the order you want the 1099 s to be printed, either in alphabetic, in account number, or Vendor ID/SSN order. 7. The School Corporation information box is displayed. This information will print on the 1099s. Make sure the information is correct before proceeding. Enter or make any changes. Click Continue. 8. The program searches the vendor master file for vendors that have an "S" in the 1099 field and have been paid $ or more this year. These vendors will now be inserted into the 1099 transaction file. 9. Now we ll print a listing of the file just created. From the 1099 s Menu, click Print 1099/Vendor files. 10. Click Tran to print the 1099 transaction file.

22 17 Key School Budget If you click Master the vendor master file will be printed. 11. Click Ok at the print preview. 12. Click Yes to print the report. 13. Click Ok at the print option. 14. Important: Check this report for accuracy. If the list is correct, go to 22. If there is a wrong address, or social security number, etc., go to 15. If there is a vendor missing on the list, go to 15. If there is a vendor you need to remove from the list, go to We ll make any necessary changes in Edit. From the Year End, 1099 Menu, 1099-S menu, click Edit/Add 1099 transaction records. 16. Click Input to enter the vendor number (if known), or click Search to select the vendor you need to edit from the 1099 transaction file. 17. The 1099 Edit screen will be displayed. Click Edit. Make any necessary changes in the fields. 18. Click Delete if you need to remove the vendor from the list. 19. Click Add to add an additional 1099 record. Click Yes to continue. Enter the vendor number you want to add. You must enter any dollar amounts to the record just added. 20. Click Exit when you are finished editing. 21. If you made any changes in the file, discard the previous listing and print a new listing by doing Step Print 1099 forms. From the Year End, 1099 Menu, S Menu, click Print 1099-S Forms 23. Make sure 1099 Miscellaneous forms are inserted correctly into the printer. Click Continue. 24. Click Yes if you want the vendor s account number to print on the 1099, or click No if you don t. 25. The 1099 forms will be printed. NOTE: YOU USE THE SAME PROCESS ABOVE FOR 1099-M FORMS EXCEPT YOU CHOOSE 1099-S INSTEAD OF 1099-M. IF YOU ENTER AN "H" INSTEAD OF A "Y" IT WILL TAKE THE AMOUNT FOR HEALTH INSURANCE PAID TO BOX 6 INSTEAD OF BOX 7. NOTE: We have added the ability to access BOX 5 on the 1099S form. The Transaction report also shows if BOX 5 is marked. 4.4 Delete a purchase order From the Main menu, click Purchase Orders/Encumb. 1. Click Write or Record (whichever option you used to enter your purchase orders). 2. Click Edit. 3. Click No to create available balances. 4. The purchase order input screen is displayed. The last record you entered in the file will be displayed. To get to the record you need to edit, click the Goto button. 5. A list of all purchase order entries will be displayed within a scroll region. The list is in order by purchase order number. Use the scroll bar to move up or down in the file to locate the record you need, and then double-click on the record.

23 Year End Procedures 18 You may also use the Purchase Order Review button to look up a specific purchase order 6. Click Delete. 7. Click Record to delete a line item on the purchase order, or click PO to delete the entire purchase order. The program will mark the record(s) for deletion by placing a T for True in the Delete field. Once you Exit the file, the record(s) will be deleted and the funds released. 8. Click Exit to exit the purchase order entry screen. REMEMBER if you click on "ADD APV", "ADD PO" or "ADD RECEIPT" you have entered a blank record into the file. If you use the NEXT or PREVIOUS buttons or the GOTO button, the record is still there and you must either go back and complete the record or delete the record. The same thing happens if you edit APV s, PO s, or Receipts. If you are done entering an item, use the NEXT, PREVIOUS or GOTO buttons before clicking on "ADD". If the purchase order has been updated (posted) against the appropriation (the record will have a type 2 which is equivalent to encumbered), the program will create a reversing entry after you Exit the file and automatically update the appropriate files. A Journal of Entries for Appropriation File Update s will automatically print. Keep and store this report with your other journal of entries. The amount will be subtracted from the encumbered-to-date in the appropriation master account file and will be appended (added) to the history file. 4.5 Edit a purchase order record Only purchase orders that have not been updated against the appropriations can be edited or changed. You may not edit any part of any PO that has been updated. From the Main menu, click Purchase Orders/Encumb, 1. Click Write or Record (whichever option you used to enter your purchase orders). 2. Click Edit. 3. Click No to create available balances. 4. The purchase order input screen is displayed. The last record you entered in the file will be displayed. To get to the record you need to edit, you have two options: 5. Click the Goto button. A list of all purchase order entries will be displayed within a scroll region. The list is in order by purchase order number. Use the scroll bar to move up or down in the file to locate the record you need, and then double-click on the record Click Edit to change the record, or You may also use the Purchase Order Review button to look up a specific purchase order. Click Add line item if you need to add a missed item. Make sure you are on the last record of the purchase order before adding a line item, so the information from that purchase order can be copied over to the new record. Bring up the PO to add a line. After it is on your screen, click on the "Purchase Order Review" button, then double click on the last line in the list. You will then be returned to the PO entry screen. You may now click on "Add Line Item". If you don t do the above process exactly as specified, your PO may not liquidate correctly. If this happens, please notify Keystone immediately. 7. Click the Previous button to move backward in the file one record at a time until you get to the record you need. Click Edit. Click Next to move forward in the file one record at a time.

24 19 Key School Budget 8. Click Exit when you are finished editing. REMEMBER if you click on "ADD APV", "ADD PO" or "ADD RECEIPT" you have entered a blank record into the file. If you use the NEXT or PREVIOUS buttons or the GOTO button, the record is still there and you must either go back and complete the record or delete the record. This process applies when editing APV s, PO s, or Receipts. If you are done entering an item, use the NEXT, PREVIOUS or GOTO buttons before clicking on "ADD". NOTE: You cannot change PO information once the purchase order is updated. You must delete and re-enter the purchase order to make corrections. 4.6 Enter new appropriation balances This routine will sequentially bring up the individual appropriation master accounts with the current appropriated amount for review and/or to enter new appropriation amounts for the new year. From the Year-End menu, click Input New Appropriation Balances. 1. Click Yes to continue. 2. Click Edit to enter the appropriated amount. 3. Click Next to go to the next record, then click Edit. Continue through the file in this manner to enter the amounts. 4. Click Goto to review a complete list of appropriation accounts in the file. You can "go to" a specific record by double-clicking on the record in the list. 5. Click Exit when you are finished. 6. To check your work, print an appropriation report through the Reports menu. NOTE: You only do this option if you answer "N" to update the entries during the Year End Rollover. 4.7 Annual Financial Reports_2 Under the Year End menu there are three reports designed for the Annual Financial Reports schools must turn in yearly in August. You must be in the data set for the same year you are wanting the reports for. Example: in 2014 you must report the 2013 amounts for these reports. You will need to go to Admin Review Prior Year's Data. These reports can be printed from Archive data. The Annual Vendor Financial Report - will list the top 200 vendors paid for the year but also paid over $2, (this is the sample H report) (***This report must be created before year end close to allow printing from archive***) Receipt Comparison Report - will report approved budget receipts and the actual receipts posted. (This is the Sample A report.) (Estimated revenue must be entered for this report to work correctly.) Expenditure Comparison Report - will report your approve budget and the actual expenditures. This is the second sample A report.)

25 Year End Procedures Forward Outstanding Encumbrances (Open P.O.'s) This is the last function performed in the year-end process rollover. This routine forwards the open or outstanding purchase orders remaining at the end of the year and their amount balances. The amounts are placed in the corresponding appropriation accounts Forwarded and Encumbrances Forwarded from Last Year fields. Make sure your data files have been backed up. IF YOU CHOOSE THIS OPTION PLEASE NOTE THAT ALL PURCHASE ORDERS WILL BE AUTOMATICALLY FORWARDED. There is no opportunity to make changes during this process. If you need to make changes, use Main Purchase Orders New or Edit to delete or add purchase orders. From the Year-End menu, click Forward Outstanding Encumbrances. 1. Click Continue to proceed. 2. Enter the year, e.g., 1999, being forwarded. Click Continue. NOTE: You only do this option if you answer "N" to forward PO s during the Year End Rollover. DO NOT FORWARD PURCHASE ORDERS ON FUNDS AND APPROPRIATIONS THAT ARE NOT RESET. REMOVE THE PO S AND RE-ENTER THEM AFTER THE YEAR IS RESET. 4.9 I forgot to forward (encumber) a purchase order I forgot to forward an encumbrance, what do I do now? 1. Enter the Purchase Order as normal. MAKE SURE YOU USE A 12/31 date of the year you are forwarding. 2. Make a backup of what you just entered. 3. Now go to Main Update Encumbrances and update your forgotten PO s. When the system asks the question about "Are you forwarding PO s into a new year?", make sure you answer "YES". This will put the amounts in your appropriate forward fields. 4. Now go into one of your appropriations and check the amounts. You should have a figure in your "forwarded" field and one in your "forwarded from last year field" on your appropriation account screen. If you don t, restore your backup and redo the process again. 5. Keep your list from when you updated these purchase orders for your auditors Fund Report This report lists all the master funds with the fund s beginning balance, revenue and expenditure totals, and the fund s ending balance sub-totaled by bank. This report relates to City or Town Form No. 206, Clerk-Treasurer s, City Controller and City Treasurer s Monthly Financial Statement. The report's options include printing all funds, a range of funds, an alternate report (has the same headings and format as City/Town Form 206), and an option to include investments. From the Reports menu, click Fund Report 1. Click Current to print a current fund report, or click Prior to print a prior month s fund report.

26 21 Key School Budget 2. Click on the report option you want to print: All to print all accounts Bank to print by bank code Fund to print a range of accounts Alternate to print the report with the same headings and format as City/Town Form 206 Invest to include investments 3. Click Ok at the print preview. 4. Click Yes to print the report. 5. Click Ok at the print option Month End routine worksheet At the end of each month, after all entries have been entered and updated for the month, do the following: 1. Print Month End Reports from the Reports menu: Fund Report (required by State). Appropriation Report (required by State) Compare the expenditures on this report to the Fund Report. Revenue Report Master File (required by State) Compare the revenue amounts on this report to the Fund Report. Revenue Report Monthly History Detail (optional report) Compare with Fund Report month to date. Appropriation Special Reports History by Approp/Dept (optional report) Compare with Fund Report month to date 2. Bank Reconciliation From the Month-End menu, click Bank Reconciliation. For detailed instructions, refer to that section in Help under Month End Process. 3. Make a back up of your data, labeled "Before reset of (month)" 4. Reset Monthly Balances: From the Month-End menu, click Monthly Reset of Balances. Click Continue with reset. 5. Print Fund Report (Balance beginning next month) 6. Make a back up of your data, labeled, "After reset of (month)"

27 Year End Procedures Monthly reset of totals The reset of monthly totals should be performed every month, after monthly reports have been ran, bank reconciliation has been done and data has been backed up. From the Month-End menu, click Monthly Reset of Balances. 1. Click Continue with reset. This will clear month-to-date totals for the beginning of a new month in the fund, appropriation and revenue files Print purchase order listing/reports From the Reports menu, click Purchase order file. 1. Click Not Wri to print a listing of purchase orders not written (entries not printed on purchase order forms). 2. Click Encumb to print an open purchase order report (purchase orders that have been updated or encumbered). 3. Click Not Up to print a listing of purchase order entries not yet updated or encumbered. 4. Click Ship-to to print a listing of Ship-to addresses. 5. Click All to print all open and closed purchase orders Print revenue detail From the Admin menu, click Revenue Accounts. 1. Click Input to enter the revenue account number you want to print detail on, or click Search to select the revenue account from the account list you want to print detail on. 2. The revenue add/change master screen will be displayed, click Print. 3. Click Ok at the page preview display. 4. Click Yes to print the report. 5. A print option window will display. You can select how many copies of the report you want printed in the print option window. Click Ok. 6. Click Exit to exit the revenue master screen. 7. Click Exit to return to the menu. Revenue Reports - Monthly History Detail 4.15 Print Appropriation detail From the Admin menu, click Appropriation Accounts.

28 23 Key School Budget 1. Click Input to enter the appropriation account number you want to print detail on, or click Search to select the appropriation from the account list you want to print detail on. 2. The appropriation add/change master screen will be displayed, click Print. 3. Click Ok at the page preview display. 4. Click Yes to print the report. 5. A print option window will display. You can select how many copies of the report you want printed in the print option window. Click Ok. 6. Click Exit to exit the appropriation screen. 7. Click Exit to return to the menu Print vendor detail From the Admin menu, click Vendor Accounts. 1. Click Input to enter the vendor s account number, or click Search and press <Enter> to select the vendor you want to print detail on from the account list. 2. The vendor add/change master screen will be displayed, click Print. 3. Click Ok at the page preview display. 4. Click Yes to print the report. 5. A print option window will display. You can select how many copies of the report you want printed in the print option window. Click Ok. 6. Click Exit Prior year's data You can retain and review data from prior budget years. At the end of each year, you choose to retain your present year s information. From the Admin menu, click Review Prior Year's Data. 1. Enter the year you wish to review and click Continue 2. The system will sort all the files for you and then you have read only access to data from the year you selected to review. 3. To get back to your current year, choose Admin and then click on Review Prior Year's Data. 4. Input the current year and the system will tell you that no history exists for that year, and it will place you back into the current year Purchase order number This option allows you to look up information in the budget history file based on the purchase order number. From the Housekeeping menu, go to Review/Lookup

29 Year End Procedures Click Purchase Order No. 2. Enter the purchase order number you want to look up. 3. All related records for that purchase order number will be displayed within a scroll region. 4. Click Print to print the information. 5. Click Exit when you are finished reviewing the information Record a purchase order This option is used to record an encumbrance against an appropriation. Use this option when you need to enter or add a pre-written or typed purchase order. (Add a Purchase Order) From the Main menu, click Purchase Orders/Encumb 1. Click Record. 2. Click New. 3. Click Yes to create available Appropriation balances if you are at the beginning of a new accounts payable voucher cycle or click No if you are in the middle of a voucher cycle and balances have already been created. 4. Click Add PO to add a new purchase order record. 5. Enter the purchase order number you wish to record, press <Tab> to the next field. The system will not allow you to enter a duplicate purchase order. If you have a purchase order in your file that is still open and encumbered, and is a type = 2, which means it has been updated, you will not be able to add a new purchase order using the same number. 6. The date will default to today s date. Enter the purchase order date, or press <Tab> to the next field. 7. Enter the vendor account number, or click Vendor Search to select the vendor from the vendor master list. If the vendor is not in the vendor master list, click Add new vendor. 8. Enter the thirteen digit appropriation number to be encumbered, or click Appropriation Search to select the appropriation account from the appropriation master list. 9. Enter the description of the item. 10. Enter the amount for the item. If the amount exceeds the appropriations available balance, the program will place a warning in the upper right corner. This is just a warning, you may continue with the entry. Press <Enter> or click anywhere on the screen. 11. The cursor will be on the Add Line Item button. 12. Press <Enter> to add another line item to the same purchase order. 13. If you are finished with this purchase order and want to enter another purchase order, click Add PO. 14. If you are finished entering purchase order entries, click Exit. A print preview of your entries will display. Click Ok. Click Yes to print the report so you can check your work. Click Ok at the print option window. Click Continue. We suggest that you choose the Housekeeping menu and choose Backup data files to make a backup of your data. Update the purchase orders. From the Main menu, go to Update, from the Update sub-menu, click Approps/s/ P.O. Fwd. REMEMBER if you click on "ADD APV", "ADD PO" or "ADD RECEIPT" you have entered a blank record into the file. If you use the NEXT or PREVIOUS buttons or the GOTO button, the record is still there and you must either go back and complete the record or delete the

30 25 Key School Budget record. The same thing happens if you edit APV s, PO s, or Receipts. If you are done entering an item, use the NEXT, PREVIOUS or GOTO buttons before clicking on "ADD". Related topics: Edit a purchase order record Update purchase orders 4.20 Reset Account Balances This option is performed at the end of the year, after the last Accounts Payable cycle has been run and the accounts have been balanced for the year. This will take each fund s ending balance at the end of the year and replace the beginning balance with the amount. Totals in the revenue and appropriation master files will be moved to the "Prior Year s" information screens. All year-to-date totals in the master files will be reset back to zero. All history files will be cleared. To further automate the year-end process, you will have the option of entering new budget figures and forwarding outstandings. From the Year-End menu, click Year-End Rollover. 1. Click Yes to continue with the year-end rollover. 2. Click Yes to enter/update new budget amounts. You have two options: 3. Click Input to enter the new budget amounts. 4. Click Update to update the appropriation file with new budget figures already entered through "Set up Budget for Next Year". If you choose "No" it will bypass this step. If you choose not to update you can later manually update the new budget amounts through Year End menu, Set up Budget for Next Year, Replace Old Budget with New Budget. 5. Next you will be asked if you want to forward outstandings to the new year. Answer "Yes" to continue or "No" if you don t have any POs to forward. 6. If you answer "Yes" a list of outstanding POs will appear. You can Edit, Delete, or Add the POs to the file. When you are done making changes, click EXIT. You can now print out a list of the POs you are going to forward. Click OK on the print preview screen, Click OK to print. Check this list over carefully for accuracy. 7. Next answer "YES" to summarize and forward the POs. Enter the year you are forwarding, e.g and click CONTINUE. If you answer "No" you can forward these POs manually through Year End Menu, Summarize and Forward PO s Retain present year's data This option allows you to store the current year s budget data to another section on the computer s hard drive prior to performing the year-end rollover. You must have ample space available on the hard drive to store two years of history. If you are not sure and need assistance, please call Keystone. From the Year-End menu, click Retain Present Year s Balances & History. 1. Click Yes to continue. 2. Enter the calendar year, e.g., 1999, for the information you are saving. Click Continue.

31 Year End Procedures Click Continue Review Prior Year's Data If you saved prior year s budget data in the application, you can review that data through this option. From the Admin menu, click Review Prior Year s Data. 1. Enter the year you want to retrieve and review. 2. Once you are finished reviewing accounts or printing reports for prior year, you will need to reopen the current year s budget data and exit the prior year s data. There are two ways this can be accomplished. (a) Exit the application. When you start up the program again, it will default to the current year s data, or (b) From the Admin menu, click Review Prior Year s Data. Enter the current year Set up budget for next year This option allows you to set up next year s budget while you are still working in the current year s budget. The records will remain in a temporary holding file until you are ready to replace the old budget figures with the new budget figures after the year-end rollover process has been done. 1. From the Year-End Menu, click Set up Budget for Next Year Menu. 2. First we need to create a temporary file that we can work with to put in next year s budget figures. From Set up Budget for Next Year Menu, click Create Next Budget File. 3. Click Yes to create the file. This will make a copy of the master appropriation accounts and place them in our working file. 4. Now we can enter the new budget amounts in Edit. From the Set up Budget for Next Year Menu, click Edit Next Year Budget. 5. The Input Budget screen will be displayed. The file is in appropriation number order. 6. Click Edit to enter the new budget in the amount field. 7. Click Next to go to the next record in the file, and then click Edit to enter the new budget. Proceed through the file in this manner. 8. Other file options: 9. Click Add to enter a new budget account for next year that is not currently in the file (see Setting up new appropriation accounts in Help for assistance). 10. Click Delete to remove an account that will not be used next year. *** YOU CANNOT DELETE AND APPROPRIATION THAT IS IN SETUP FUNDS NOT TO RESET *** 11. Click Goto to display a list of all records in the file within a scroll region. Use the up and down arrow buttons to move around in the file. Double-click on a record you want to pull up and edit. 12. Click Exit when you are finished editing the file. 13. Now we re ready to print out the results. From Set up Budget for Next Year Menu, click Print Next Year s Budget Report. Check this report for accuracy. If you need to make corrections, go back to Step 4 to edit.

32 27 Key School Budget 14. This step should only be performed at year-end and only when the year-end process in budget has been completed (see Year-End Procedure Worksheet). The year-end process will complete this step for you automatically if you are ready at the point you close the year to input your new figures. From Set up Budget for Next Year Menu, click Replace Old Budget with Next Budget. This will take the data from this file and place it in the appropriation master file Setting up funds to not reset This option is used to keep the figures for funds and appropriations that you designate. Use this option to set up the funds that you do not wish to reset. This will leave the YTD amount in the Fund Appropriation, and Revenue accounts. To setup Fund not to reset go to Year End Setup Funds Not to Reset. If you have previously setup Funds not to reset they will show up in the edit screen. To add to the Funds not to reset list click the ADD button. Once you add the fund number the title will auto fill. If you have a fund that should no longer be in the Funds not to reset list use either the GOTO button or the next/previous button to bring the fund on the screen then click the DELETE button. DO NOT FORWARD PURCHASE ORDERS ON FUNDS AND APPROPRIATIONS THAT ARE NOT RESET. REMOVE THE PO S AND RE-ENTER THEM AFTER THE YEAR IS RESET. *** YOU WILL NOT BE ABLE TO DELETE AN APPROPRIATION IN THE SETUP BUDGET FOR NEXT YEAR IF THE FUND IS IN FUNDS NOT TO RESET *** After Year End Rollover run the Cross Check Funds w/ Revenue & Expense report, you should not get a variance Update purchase orders Allows the updating of purchase order entries that are in the transaction file to the appropriations. Any corrections to your entries should be done prior to updating. The program updates the appropriation master account fields month-to-date and year-to-date with the purchase order amounts. These entries are then appended to the budget history file and retained as a permanent record. Back up your data before updating. From the Main menu, go to Update. From the Update sub-menu, click Approps/Encumberances/ P.O. Fwd. 1. Make sure the printer is on and ready. 2. Click Yes to continue. 3. Click No for regular (current year), or click Yes to forward outstanding po s from the prior year to the new year. If you answer "Yes" a red warning will appear that asks one final time if you are sure you want to forward these POs. If you answer "Yes" the POs will be forwarded. If you

33 Year End Procedures 28 answer "No" the POs will not be updated and you can start the process over again. 4. Click Yes to update all, or click No to enter a date that will allow only those purchase order entries that are dated with that date or prior to that date to be updated. 5. A Journal of Entries for Appropriation File Update will print. Keep and file this report for audit purposes Year End Worksheet These recommendation sheets are intended only as a general guide for year-end budget procedure. Individual budgets may vary. Check off each procedure as you complete it. IN PREPARATION FOR YEAR-END Any time after your fall budget approval, you may prepare the appropriation file for the ensuing year s budget through Set up Budget for Next Year from the Year-End menu. If you don t get approval for your new budget until January, use Input New Appropriation Balances from the Year-End menu. YEAR-END "BACK UP" AND RUNNING YEAR END REPORTS NOTE: This procedure assumes that the month of December has been reconciled and closed and all necessary month-end reports have been run, e.g., Fund, Revenue, Appropriation, Revenue Detail, Appropriation Detail, and Vendor Detail for the month. BACK UP budget data files! Make two (2) sets, label them "SCHOOL CORPORATION NAME, (YEAR) YEAR-END BUDGET, BEFORE FORM 9 REPORT, BEFORE 1099s, BEFORE ANNUAL RESET." Keep one copy in a fireproof safe in your office. Keep the second set off site. PRINT year-end budget reports, from the Reports menu: Fund Report Investment Reports Date (open and closed by date) Appropriation Report Revenue Reports - Master File Vendor Reports - Vendor Report with Detail Vendor Reports Annual Vendor Financial Report Purchase Order File - Encumb (open purchase orders) Important: Review the open purchase orders on this report. The year-end rollover process will forward the remaining open purchase orders in this file to the next year and will show the totals as forwarded amounts on the appropriations. You must delete any purchase orders on this report that should not get forwarded. You can delete these POs prior to or during the running of the Year-end Rollover. Appropriation/Revenue Detail Reports - Approp Appropriation/Revenue Detail Reports Revenue Year-End Form 9 Menu Create Form 9 transaction file.

34 29 Key School Budget Note: Print any other reports that you may find necessary or helpful. IN PREPARATION FOR THE FORM 9 REPORT From the Reports menu, print Chart of Accounts - Appropriation Chart of Accounts. Check the "DOE #" column for any missing doe numbers prior to generating the Form 9 Report. Accounts with missing DOE numbers will not be picked up by the Form 9 report program. You can put in the DOE numbers from the Admin menu - Appropriation Accounts. GENERATE YOUR FORM 9 REPORT NOW (You can review, edit and print the Form 9 Report at a later date, but it must be generated prior to resetting annual balances. See Form 9 Report Help for additional information). IN PREPARATION FOR 1099s Note: Vendors who need a 1099 Miscellaneous form must have a "Y" in the vendor master file along with their ID number. If you have an "H" in the vendor master file along with their ID number, the system will you re your figure from box 7 to box 6. Vendors who need a 1099-S (Proceeds from Real Estate transactions) must have an "S" in the vendor master file. CREATE YOUR 1099 TRANSACTION FILE NOW (You can review, edit and print the 1099 forms at a later date, but you must create the file prior to resetting annual balances. See Year-End Process s in Help for instructions.) IF YOU HAVE AMPLE COMPUTER HARD DISK SPACE TO STORE TWO YEARS OF DATA From the Year-End menu, click Retain Present Year s Balances and History Reset Your Form 9 this should be done every 6 months in June and December. If you forget to reset your Form 9, the figures for the next Form 9 will be inflated by the previous 6 months figures. BACK UP AGAIN. Label "SCHOOL CORPORATION NAME, (YEAR) YEAR-END BUDGET, AFTER CREATE FORM 9 REPORT, 1099 S, BEFORE ANNUAL RESET." PERFORM YEAR-END ROLLOVER We recommend you review the Year-end rollover in Help before completing this task so you have an understanding of this process.

35 Year End Procedures 30 From the Year-End menu, click Year-End Rollover. TO VERIFY A SUCCESSFUL YEAR-END ROLLOVER PRINT the following budget reports, from the Reports menu: Fund Report Verify month-to-date, year-to-date totals are zero (0.00). Appropriation Report Look for PO s brought forward in the FORWARD column. Be sure the total at the bottom of the report equals the total amount on the Open Purchase Order list. Check for correct budget amounts, and check for zeros (0.00) in the month-to-date, year-to-date and fiscal columns Revenue Reports - Master File Verify month-to-date and year-to-date totals are zero (0.00). Vendor Reports - Vendor Report Look for "one time" paid vendors and delete unwanted vendor accounts. Congratulations, you have successfully reset the year-end! 4.27 Year End Rollover This option is performed at the end of the year, after the last Accounts Payable cycle has been run and the accounts have been balanced for the year. This will take each fund s ending balance at the end of the year and replace the beginning balance with the amount. Totals in the revenue and appropriation master files will be moved to the "Prior Year s" information screens. All year-to-date totals in the master files will be reset back to zero. All history files will be cleared. To further automate the year-end process, you will have the option of entering new budget figures and forwarding outstanding POs. From the Year-End menu, click Year-End Rollover. 1. Click Yes to continue with the year-end rollover. 2. Click Yes to enter/update new budget amounts. You have two options: 3. Click Input to enter the new budget amounts. 4. Click Update to update the appropriation file with new budget figures already entered through "Set up Budget for Next Year". If you choose "No" it will bypass this step. If you choose not to update you can later manually update the new budget amounts through Year End menu, Set up Budget for Next Year, Replace Old Budget with New Budget. 5. Next you will be asked if you want to forward outstanding POs to the new year. Answer "Yes" to continue or "No" if you don t have any POs to forward. 6. If you answer "Yes" a list of outstanding POs will appear. You can Edit, Delete, or Add them to the file. When you are done making changes, click EXIT. You can now print out a list of the POs you are going to forward. Click OK on the print preview screen, Click OK to print.

36 31 Key School Budget Check this list over carefully for accuracy. 7. Next answer "YES" to summarize and forward the POs. Enter the year you are forwarding, e.g and click CONTINUE. If you answer "No" you can forward these POs manually through Year End Menu, Summarize and Forward POs Backup Archive Files In the Keystone Backup Utility: Highlight Key-School and make sure Backup is selected. Under Backup Options, select Backup Archive. When you select "Choose" the following box will appear:

37 Year End Procedures 32 Select the archive year you want to backup by placing a check mark in the box next to the year named bud20xx. Once you click Done the backup will start. ***We recommend you do this for each archive year you have.

38 Part V

39 FAQ's 5 FAQ's 5.1 Budget flow chart 5.2 GoTo Buttons 34 GOTO Buttons allow for jumping from place to place quickly. You will see GOTO buttons in many windows. Example, if you are inputting APV s and you press the GOTO button, you will be prompted to enter a specific APV# to go directly go or you may look at all APV s. The GOTO button is a shortcut. 5.3 How do I void a transaction? You can void either a receipt or a check. When you do this you void every transaction on that receipt or check. If you only want to correct one entry, do a reversing entry. Voiding outdated checks if you have a check from a previous year that is not part of your current budget, and you wish to void or re-enter that check, you receipt in the amount of the check into the proper fund and receipt. Since the check is from a past year you can t use the void a check option. 5.4 How do I void an old check You void an old outdated check by receipting in the amount of the check. You can t void the check in the system because it is not a current check and the system will not find that check number to void. You simply receipt it into the the fund and revenue account.