SCHOOL ACCOUNTS 2017 QUICK START GUIDE Tel: +353 1 9603220 Mobile: +353 86 2329472 Company Reg No: 535403 Email: schools@odoherty.biz www.odoherty.biz VAT Reg No: IE3234776BH
School Accounts 2016 INSTALLATION OF SCHOOL ACCOUNTS 2017... - 3-2016 YEAR END PROCEDURE... - 6-2017 LICENCE DATA... - 10 - CREATE AN ICON FOR PREVIOUS YEAR... - 11-2017 MAIN MENU... - 12 - SET REPORT DATE... - 12 - TRANSACTION NUMBERS... - 13 - MULTI PART TRANSACTIONS... - 13 - BUDGET PROFILE... - 14 - CHARTS... - 14 - ACCOUNT COMPARISON REPORTS... - 14 - DASHBOARD... - 15 - EXPENDITURE REPORT RECEIPTS... - 16 - EXPENDITURE REPORT - EXPLANATION OF AMOUNTS... - 16 - EXPORTING A REPORT TO EXCEL.... - 17 - EMAILING AN ENCRYPTED REPORT USING EXPORT...- 18 - EMAILING AN ENCRYPTED REPORT THROUGH MICROSOFT OUTLOOK...- 20 - FUNDS TRACKER... - 20 - ASSIGN PREVIOUS TRANSACTIONS TO FUNDS...- 22 - ASSIGN PREVIOUS RECEIPTS TO FUNDS...- 23 - MISC. REPORTS... - 24 - ADD CHEQUE WITH RCT - VAT... - 26 - SUPPLIER BATCH ENTRY RCT-VAT... - 30 - VAT 3 REPORT... - 31 - BACKUP AND RESTORE 2017... - 32 - P a g e - 2 -
School Accounts 2017 Welcome to the ODB Quick Start Guide for School Accounts 2017. PLEASE NOTE: COMPLETE ALL WORK INCLUDING CORRECTION OF ERRORS AND MOVEMENT OF CHEQUES IN DECEMBER BEFORE INSTALLATION OF SCHOOL ACCOUNTS 2017. THE YEAR-END PROCEDURE FOR DECEMBER SHOULD BE COMPLETED IN SCHOOL ACCOUNTS 2017. NEW LICENCE DATA SHOULD BE ENTERED WHEN THE CURRENT MONTH IS JANUARY IN SCHOOL ACCOUNTS 2017. DO NOT ENTER NEW LICENCE DATA IN 2016. Please note the following: Please take a full backup of the 2016 data prior to completing the year end procedure. Once you have imported your data you can use your existing password and/or amend it as required. Please contact our Support Department in order to obtain your 2017 Licence Data if you have not received it. The temporary licence data should be similar to ****ODB Comm School, etc. Ensure that both your Paylink and Backup and Restore are the 2017 version. If you have any issues whilst installing School Accounts 2017 please do not hesitate to contact us immediately. Best practice for backups would be that data backup is carried out onto two different media where one is not the working computer. For instance, if your computer s hard drive becomes corrupt the backup is then no longer retrievable since it is on a portion of the drive. Any external data source would be a good alternative backup. Then please complete the following steps to download the 2017 version of School Accounts: Installation of School Accounts 2017 1. When prompted with a new update is available and you Select Yes to download the update this is the 2017 edition of School Accounts. 2. Alternatively use the link in the email you received to complete the update. P a g e - 3 -
3. Select Yes to move forward. 4. Select Ok to move to next step and then Select Next to move between steps. As has previously been the case please note that School Accounts 2017 will be placed in a folder called School Accounts Net. If you are not an administrator on the computer, the installation will not happen and you will need to contact your IT administrator. P a g e - 4 -
Create a desktop icon and/or a quick launch icon (this places the icon in the toolbar across the bottom of the screen) by placing a tick in the required boxes, then Select Next to move to the next step. 5. Select Install. 6. Once setup is finished the following screen is displayed. P a g e - 5 -
If you wish to start School Accounts immediately simply place a tick into the Launch School Accounts in order to start it automatically then select Finish. Alternatively, just select Finish and restart School Accounts 2017 at your convenience. You have now successfully installed your School Accounts 2017. Please see icon below: Now enter School Accounts 2017 using your normal Username and password. Please note the date is 31 December 2016. 2016 Year end procedure Before completing the Year end for the current year please ensure that the new year update has been downloaded. After balancing December using the normal method, print out all required reports and amended any issues prior to moving into 2017. Exit out of School Accounts and complete at least one full backup and/or a monthly backup on both a local drive in addition to an external backup drive. Please be patient some of the following steps may take some time to complete. 1. Please take a note of the closing Bank balance from the Bank reconciliation dialogue box. P a g e - 6 -
2. Select System Parameters System Tools Rebuild Supplier Balances, select ok. 3. Age Last Year s transactions please note this will have to repeated once all 2016 cheques have been presented. Make a note in your diary for March to repeat this step. 4. Rebuild Funds based on 2016 transactions, if required. 5. Validate Data Structure. This will take time so please be patient. 6. Rebuild Expanal Report. P a g e - 7 -
7. From the Main Menu select System Parameters Period End. 8. Select Advance to January. 9. Select Yes. 10. Browse to a new location we recommend an external device then modify the name of the file to display before year end. P a g e - 8 -
11. Select Ok. It may appear that the system is not responding but this can be normal due to the amount of data and if the system is working across a network. Once the month end is completed the following is displayed. 12. Select Ok to exit out of the Program. 13. Launch School Accounts 2017. 14. Please note the year has changed to 2017 so enter the User, password and select ok. During the course of this period end the system has automatically transferred the following information: 1. Outstanding Cheques. 2. Supplier s information. 3. Balances. 4. Supplier Transactions. 5. Account Tree. 6. Outstanding Transactions. 7. Grants (if they are currently used). 8. Budgets. P a g e - 9 -
2017 Licence Data In order to enter your 2017 Licence data please do this after the year-end has been completed and the Main Menu confirms that the months is January. Select the System parameters Licence Data. Once the correct data has been entered please select save to amend it and then ok to leave. In addition, the password can be modified here if required. Please ensure that the Year-end says Sun 31 Dec 2017 before exiting this dialogue box. Click Save data to accept changes. Select Ok. Close to return to the Main Menu. Exit system to confirm update to Licence data by Selecting File Quit. Budgets In order to start afresh with budgets for 2017 Clear existing budgets. From the Main Menu select Budgets. Show all and then remove the tick from the Use Budget box. Save changes once all modifications have been completed. The period end has brought all of the previous year s data from School Accounts 2016 and 2017 is ready to start. Enter Bank Opening Balance From the Main Menu select Bank Reconciliation P a g e - 10 -
Enter Dec Bank Closing Balance Here Enter the Bank information in the Opening Bank Balance and check to ensure that the correct information has been entered and all outstanding cheques are displayed. If this is not the case, please contact our Support department immediately. Please remember to verify the Main Menu Budget Profile is clear at the start of the year. Enter a zero in a box if there are numbers and then select Save to modify the data. Create an icon for previous year Move from Main Menu System Parameters System Tools, select Create Desktop icon to previous year data. P a g e - 11 -
2017 Main Menu The task bar across the top of the Main Menu has features which allow easy access to certain functions. Listed here are File, Reports, Charts, System Parameters, Report Design, Budget Profile, Enquiry Menu, Suppliers and About. Alt + R or selecting Reports allows you move directly to the Report listing, which then lists the individual tabs with each of the reports available. The categories for reports are now: Standard Supplier Financial Funds Tracker Books Misc Reports Department Reports Budget Reports VAT RCT Reports Account Comparison Report Remittance labels All Reports are available from the Report tab on the new task bar of the Main Menu. The most commonly used are listed on the Report section of the Main menu which can be entered directly. Alt + S then return opens the System Parameters or Suppliers. Alt + B opens up the Budget profile. Alt + A or selecting About displays the version of School Accounts 2017. Set report date If a report is required to be printed with a particular date the date can be modified either when entering School Accounts or by Selecting File Set Report Date. P a g e - 12 -
Transaction Numbers Each transaction/cheque number must be unique and at least 6 digits in length. As you enter a transaction the system will enter the next available number in the current sequence automatically. You can use a sequence of 6 numbers or include a predefined transaction references: BT = Bank Transfer CC = Credit Card DD = Direct Debit ET = Electronic transfer MI = Miscellaneous VI = VISA Card BC = Bank Charges CH = Cash ER = Error LR = Laser Card NF = notified fees The system will add in the remaining portion of transaction names for the above pre-defined naming structures. Multi Part Transactions When entering a multi-part transaction start entering information. Before saving the transaction place a tick in the multi-part transactions box. The next transaction is generated with the next part and so on until all parts have been entered. When finished entering the multi-part transaction remove the tick and select save. The following transaction will have the next available number. P a g e - 13 -
Budget Profile This area displays budget profiles for different areas divided into months. Once entered this information is displayed on the Budget Report portion of the Reports which are sent to the Department of Education and Skills. Over the course of last year Stephen Corley has requested on more than one occasion. Once modified select save and ok to exit. The figures for this report could be taken from the previous year s information and for example an additional 5% could be added to the figures to generate the current year s profile. The on screen Budget profile report displays cumulative totals both at the bottom of the column and across the rows. Charts ` Following on from a request the Charts may now be printed in either 2D or 3D for ease of viewing. Account Comparison Reports P a g e - 14 -
There have been additional reports added here - Account Comparison by Quarter, Supplier Comparison Report and by Quarter. Select the report required for instance here Account Comparison by Quarter to view the report select start from the Print Dialogue box. Use the thumbnails on the left to move between pages. Use select account to modify the report to display only certain account headings. To refresh the report, click on the taskbar. Please note that due to the amount of data these reports may take some time to compile. A green progress bar is displayed on the bottom right of the screen which informs you when the report is ready. Close when finished. Dashboard This is a new feature which currently can be found in Report Design Dashboard. Generate the Dashboard which displays four boxes showing the Top 10 - Suppliers Non Pay Accounts Fuels year to date Last 10 transactions. P a g e - 15 -
Expenditure Report Receipts In a particular receipt area where a Receipt has been entered incorrectly by Selecting a receipt line gives the option to edit the current row in order to modify receipt information. Select Yes to edit the information. If the receipt is in the incorrect area, i.e. Pay not Non Pay right click the line to delete and reenter as normal. Expenditure Report - Explanation of amounts In order to find out what figures make up a particular account heading expenditure move to the Page in question of the Expenditure report and click on the amount to display the component parts. This feature is not available for Receipts. Previous File P a g e - 16 -
Another report opens with the listed transactions displayed. To return to the Expenditure report select Previous File from the taskbar. Exporting a report to Excel. Select the report say Year to date. Once the Print options dialogue box appears modify the Direct to to display Microsoft Excel. Select Options Place a tick in only data from table objects, leave the tick in the ignore group lines and choose the relevant option for Header and footer lines see below Print once only has been chosen. Leave the tick in the all pages into one table. P a g e - 17 -
Select Ok then Start to generate the file. Since this report has selection criteria to reduce the Accounts shown you can modify the information here if required. Give the file a name and select save. The file may be opened by placing a tick in the Open file in the application after the export. In addition, this file could be sent by email to another member of staff. Emailing an encrypted report using Export Select the report to be emailed. From the Preview taskbar Select Export. P a g e - 18 -
Chose PDF format. Modify the name of the file to be generated. Select Options followed by Security. Place a tick in the Encrypt document box. Enter both the User and Owner password with the one agreed between the parties. Place a tick in the Printing allowed box and then select OK. Select Save to generate the file in the required directory. Using Gmail or another email service simply compose an email as normal and attach the generated file. The employee will receive the email with the PDF file attached. P a g e - 19 -
To open the attachment in the email service double click on it. Emailing an encrypted report through Microsoft Outlook Generate the required report and select the email icon from the task bar. Modify the Mail configuration to Adobe pdf and select Save options permanently. To encrypt the file, select Options and complete the password fields then select the select the features which are allowed i.e. either printing, editing and/or copying. Select ok to move to next screen and ok again. An email is generated with the encrypted report attached. Funds tracker Report for individual grants or funds required to be tracked may be printed using the Main Menu Reports Fund Tracker Select report required. This used to be called Grants. P a g e - 20 -
Selecting Fund Tracker from the Main Menu displays all the Funds with the amounts allocated. When the amount of money is spent simply mark it as comply by placing a tick in the Funds complete box and selecting save changes. Funds list displays all the funds which are being tracked for income and expenditure. To add additional information double click on the blank line and enter the required information and select Save Changes. Show all displays all of the current and pre-existing Funds. Show current displays only current Funds. Close returns to the Main Menu. Print Funds displays the Opening balance, with the amount used and remaining. P a g e - 21 -
Main Menu Print Fund transactions lists the both the incoming and outgoing transactions on funds. Reports Funds Tracker Funds YTD displays the total income and outgoings for the current year. Assign Previous Transactions to Funds If a transaction in this current year has not been allocated to a Fund by error, Select Main Menu System Parameters System Tools Assign transactions to Funds. P a g e - 22 -
A list of the transactions which have not been assigned to Funds appears and you can select a particular Fund from the drop down dialogue box to apportion that transaction to the Fund. Once all transactions have been assigned select Save Changes. If Save Changes has not been selected the modifications have been abandoned. Then Rebuild All Funds to incorporate the recently added transactions. Assign Previous Receipts to Funds Should a receipt not have been allocated to a Fund at the time of entry then these receipts may subsequently be added to the grant transactions. Select Main Menu System Parameters System Tools Assign Receipts to Funds. P a g e - 23 -
Assign the relevant Receipt to the particular Fund and then Save Changes when completed. If Save Changes has not been selected the modifications have been abandoned. Once all modifications have been completed then Rebuild all Funds. Alternatively, if you make the modifications to either or both of the receipts and transactions then you can Rebuild Funds based on the Funds Transaction from the button on System Tools Menu. Misc. Reports The range of reports which are available for printing here: P a g e - 24 -
Capital Cheque Report Non-pay Cheque Report Pay Cheque Report Presented Cheques and receipts Presented Cheques Presented Receipts Staff Usage Payments File Report Payments File Year to Date Payments File Report and Year to Date are a list of all receipts for each individual receipt heading during the selected period. P a g e - 25 -
Add Cheque with RCT - VAT Main Menu System Parameters Licence Data now has a box in which you can insert your Site Identification Number (SIN) for Revenue for ease of reference. RCT is Relevant Contract Tax and means a contract whereby a subcontractor is liable to a principal contractor to: Carry out relevant operations or Be answerable for carrying out of such operations by others, whether under a contract with the subcontractor or other arrangements made or to be made by the subcontractor or Furnish the subcontractor s own labour or the labour of others in the carrying out of relevant operations or to arrange for the labour of others to be furnished for the carrying out of such operations. RCT does not apply to professionals such as architects, surveyors, etc. RCT is charged at the rates of 0%, 20% and 35% which is allocated by ROS. Anyone who fulfils the criteria for a Principal Contractor is required to register with ROS/Revenue failure to do so does not absolve that person from their obligations under the legislation. IGNORANCE OF THE LAW IS NO DEFENCE. VAT (Value Added Tax) can be charged at the rates of 9%, 13.5% and 23%. VAT returns are to be made on a bi-monthly basis unless otherwise agreed with ROS/Revenue. P a g e - 26 -
Select the Supplier from the drop down list or start typing the Supplier s name. The address field will be populated automatically if there is an address in the system for this particular supplier. Complete all details required for this cheque. To enter the RCT/VAT portion of this transaction select RCT VAT button. Please note the RCT name is the name allocated to this Supplier by ROS/Revenue you can request this from your Suppliers as it may be different to the Supplier name. In order to complete an invoice for RCT purposes the Suppliers must exist in the system and have its valid RCT Name, VAT ID and a Supplier Invoice number entered. It is advisable to enter Supplier addresses as they will assist you with completing Remittance Advices or correspondence to the Supplier regarding RCT. An error appears when some of the necessary information is not contained with the Supplier Information which will not allow you to proceed to the RCT-VAT area until the information is entered. If you wish to modify an address or any other Supplier details, select Edit Supplier and make the necessary changes. Once these are entered just select Save Supplier. Select RCT VAT. The RCT dialogue box is displayed. P a g e - 27 -
The Supplier will have issued an invoice with the pre-vat figure this should be entered into the cheque amount for the Supplier. Enter the valid Contract ID and Payment Notification ID received from ROS then select the RCT Rate. In order to add the VAT Element of this transaction select Add Entry, select the rate of VAT in the amount field enter the amount of the invoice and press return. The invoice number is populated automatically from the screen before. P a g e - 28 -
The total at the bottom of the screen has changed to reflect the payment to be made to the Supplier after the Deduction of RCT. Select Save to generate the 3 transactions. In order to generate and print the letter to the Supplier detailing this information select Print letter. This letter may be amended as required before printing and thus can be exported to Microsoft Word. Otherwise Select Preview then Start. Select Save and OK to exit this screen. Select Close to revert to the RCT Dialogue box and Close again to return to the Account tree in order to add another transaction. Thus three cheques are generated one each for the Supplier, RCT and VAT. The amount of the invoices cannot be edited in the Edit Cheque screen. In order to modify the amount of an inovice you must first select RCT-VAT and then select a line in the grid box then select delete the entry. Select Ok and then re-enter the amount. If you attempt to edit the amount on the Edit Cheque screen the following appears. P a g e - 29 -
The red colour surrounding the amount of the cheque denotes the Total amount of the cheque before RCT is deducted. Supplier Batch Entry RCT-VAT Enter all the information regarding the Supplier. If you wish to add an RCT number select the box beside the Account and edit the supplier information so that the Supplier has a valid RCT ID and VAT Number. Once the tick has been placed in the RCT-VAT Entry box each individual line of the batch must have the correct critera entered for it. P a g e - 30 -
Select both the required VAT rate and RCT rate. Enter the RCT Contract ID and the RCT Payment NotificationID. Then select Add to include the transaction into the batch. The RCT-VAT entry is at the bottom of the screen, place a tick in the box after you have entered all the inforamtion. If it is not completed the following dialogue box appears. VAT 3 Report The VAT Report can be completed on a bi-monthly basis and should be paid by the 19 th of the following period. In order to access the VAT 3 return report from the Main Menu select Reports VAT-RCT Reports VAT 3 Report. Select the required month for the start and end period, the year must be inserted and then select prepare. Select Save to save the data then print. Once you have completed all tasks close the dialogue box. In addition to the VAT 3 Report the other reports in the RCT-VAT report section are VAT Transactions and the RCT Report. ROS Guidelines http://www.revenue.ie/en/tax/rct/guidance-boards-rct-vat.pdf P a g e - 31 -
Backup and Restore 2017 Please note the full backup of your School Accounts data is now quite a large file thus we suggest that either an external storage device or a USB Memory Stick is used for the backup. Before selecting Backup & Restore please connect your USB key or the external storage device to your computer. Then select Backup & Restore in order to complete the Backup of your data. We would recommend that you complete a monthly and a full back up each month. In addition, please remember to store monthly backups (possibly off site) in a safe place and on an encrypted device would be ideal. ODOHERTY.BIZ RESCUE CALLING CARD can be installed on your desktop if you require us to do this please do not hesitate to contact us. This calling card allows quicker access to our Support person. P a g e - 32 -