PACS Installation & Going Live User Guide pacs1.4
Tribal SchoolEdge Level 1, 17 Madden Grove RICHMOND VIC 3121 Support Centre: Web: https://support.schooledge.com.au/ Email: support.schooledge@tribalgroup.com Tel: 1300 301 931 (calls from Australia) or +61 3 9690 5044 Human Edge Software Corporation Pty Ltd, Melbourne 2016 SchoolEdge is a registered Business Name of Human Edge Software Corporation Pty. Ltd. Human Edge Software is a member of the Tribal Group Date: 22 May 2017
Table of Contents PACS Installation... 4 Overview... 4 Install PACS... 5 Installation s... 6 Upgrading PACS... 14 Databases... 17 Starting with PACS... 19 Overview... 19 Parish Information... 21 Application Setup... 22 Forms Setup... 23 Printing 1 and Printing 2... 24 Payment Methods... 26 Giving Funds... 27 Parish Name Setup... 29 Family Roles... 30 Default Account Codes... 31 Cheque Numbers... 32 Accounting Periods... 33 Setting up Security... 34 Overview... 34 Access Level Groups... 35 Assigning Security... 37 User Logins... 41 General Ledger... 43 Overview... 43 Chart of Accounts... 44 General Ledger Opening Balances... 50 Unpresented Cheques... 53 Unpresented Receipts... 54 First BAS... 56 First Bank Reconciliation... 57 PACS Installation Guide Page 3
PACS Installation Overview Summary PACS is a flexible and powerful program for parish administration. The program may be installed and run locally on a single computer, on a parish network or may be installed in a hosted environment either at Human Edge or within a diocese or other church regional computer system. This manual describes installation procedures for local and network installation options. After installation a new PACS database may be created and configured using the many optional features of the program to suit the needs of your parish or church. Once a new database has been created you may choose to convert data if your old system is compatible for PACS conversion, or you may choose to enter your data into a blank new database. After a new database is created you may customize it to your requirements. There are a few necessary and several optional choices to be made. This first section of the manual deals with your first choice deciding how to install the program. Contents This chapter contains the following topics: Topic See Page Install PACS 5 Installation s 6 Upgrading PACS 14 Databases 17 PACS Installation Guide Page 4
Install PACS Installation Installation files may be downloaded from the PACS website, or installed from the supplied CD. Install from CD The menu on the installation CD gives the option for installing PACS and for installing SQL Server. If you are installing on a network you may already have SQL Server installed during a separate process. Your network administrator will help you decide if server software needs to be installed prior to the PACS installation. If you are installing PACS on a local stand alone computer you will most probably need to install SQL Server unless you have already installed it for use by another program. CD Contents The PACS installation CD contains other utility or installation files that may be required to configure your system to successfully install and operate PACS. Download from Website PACS can be downloaded from www.humanedge.biz/pacs. After purchasing PACS you will be supplied with a password to give you access to download the software. PACS Installation Guide Page 5
Installation s Introduction PACS can be installed as a local or network installation. If you are installing PACS as a network installation, clients will need to be installed on the computer of each User. Note: You need administrator privileges or access that allows you to create folders to successfully install PACS. SQL Server 2005 Microsoft SQL Server 2005 needs to be available on the network or local computer. The express version is available on the installation CD if your parish does not already have it installed. Local Installation Follow the steps in the table below for a local installation of PACS. 1 Place the CD in the drive. The Human Edge Installation Selection Screen should be displayed. If the screen does not display automatically then: a) Click the START button on the Taskbar. b) Select RUN and type the drive letter of your CD drive (e.g. D:\) and Autorun.exe. c) Click OK Result: The Human Edge Installation Selection Screen will then be displayed. 2 The first installation screen will display the Welcome to the Setup Wizard for PACS. Click on NEXT. Continued on next page PACS Installation Guide Page 6
Installation s, Continued Local Installation (continued) 3 The License Agreement is displayed. Please read. If you agree, click on: I accept the terms in the License Agreement. Click on NEXT. Note: If you do not agree, click on I do not accept the Terms in the License Agreement, and NEXT. The installation will be terminated. Continued on next page PACS Installation Guide Page 7
Installation s, Continued Local Installation (continued) 4 The Setup Type screen is displayed. As this is a local installation, click on LOCAL INSTALL. Select NEXT. 5 The Choose Installation Location form is displayed. Accept the default installation. Click on NEXT. Continued on next page PACS Installation Guide Page 8
Installation s, Continued Local Installation (continued) 6 PACS will install. 7 You will be notified when the installation is complete. Click on FINISH. Continued on next page PACS Installation Guide Page 9
Installation s, Continued Network Installation Follow the steps in the table below for a network installation of PACS. 1 Follow Local Installation steps, to step 4. 2 The Setup Type screen is displayed. As this is a network installation, click on NETWORK INSTALL. Select NEXT. 3 Click on BROWSE to specify the network drive where PACS is to be installed. Continued on next page PACS Installation Guide Page 10
Installation s, Continued Network Installation (continued) 4 Network Example: You want to install PACS to a network drive called P: PACS is to be installed in the folder \HE\PACS You would select and change the path to be P:\HE\PACS and select OK. ( Alternatively you may wish to install using the UNC Path eg \\AdminServer\HE\PACS where PACS is a shared folder). If the drive you have specified is not mapped you will receive a warning message. If this directory doesn't exist you will be prompted to create the folder. Select YES. 5 Click on INSTALL. The installation will start. 6 When complete, click on FINISH. 7 You will now need to put the Client installation on each of the workstations that will be using PACS. Continued on next page PACS Installation Guide Page 11
Installation s, Continued Client Installation The client installation has to be put onto each computer that will be running PACS on the network. 1 On each workstation select on the Task Bar, and installed PACS to. to find the network folder you The client installation is a file called setup.exe and is in the setup folder under the PACS program area. Example If PACS was installed to P:\HE\PACS the client installation of PACS will be P:\HE\PACS\Setup\setup.exe ( Alternatively you can specify the UNC Path eg \\AdminServer\HE\PACS\Setup\setup.exe where PACS is a shared folder). 2 The PACS Client Setup Screen is displayed in the main window. A Welcome form is displayed on the screen. Please read this carefully and if you agree and accept the copyright information then click to continue with the installation. 3 The Software License Agreement form is displayed on the screen. This is a standard legal agreement and you must agree to the terms and conditions set out in it to legally use the PACS software. Click YES to continue with the installation or NO if you do not accept the Terms and Conditions of the Software License Agreement. Selecting NO will cancel the installation process. Continued on next page PACS Installation Guide Page 12
Installation s, Continued Client Installation (continued) 4 The CHOOSE DESTINATION LOCATION form is then displayed. The default destination folder C:\Program Files\Human Edge\PACS however you can choose any folder location on your system by using the button. Click INSTALL to continue with the installation. 5 The software is now installing on the local computer. 6 When the install is complete, click on FINISH. PACS Installation Guide Page 13
Upgrading PACS Introduction Once PACS has been installed, regular upgrades will be released with new features and reports. Downloading the Upgrade When an upgrade has been released, you will be notified by email. You are then required to download the upgrade from www.humanedge.biz/pacs. You will be supplied with a password giving you access to the upgrade page on the website. The upgrade can be downloaded, and installed to the same location as the original PACS installation. Note: If you subscribe to the hosted version of PACS, you will not be required to download upgrades. 1 Go to www.humanedge.biz/pacs. Click on Software Upgrades on the left side of the web page. 2 Complete your Parish details and password. Click on SUBMIT. Continued on next page PACS Installation Guide Page 14
Upgrading PACS, Continued Downloading the Upgrade (continued) 3 The PACS Download page will be displayed. 4 Click on the PACS download link. Result: The following form will be displayed. Continued on next page PACS Installation Guide Page 15
Upgrading PACS, Continued Downloading the Upgrade (continued) 5 Click on SAVE. 6 Specify a location, and click on SAVE. Note: Take note of the location you have saved the install file to. You will need to go and run that file to run the installation. Installing the Upgrade Locate the upgrade install file downloaded in the previous steps. Double click on the file, and follow the steps as per the instructions for Installing PACS on page 6. PACS Installation Guide Page 16
Databases New Database Whether working with converted data, or a fresh database, a new database must be created. Follow the steps in the table below to create a new database. 1 Double click on the PACS icon to launch PACS. 2 The CREATE DATABASE form is displayed automatically. Note: This only occurs until the first database is created. 3 Select whether you want to create a new or sample database. To create a NEW, empty database, ensure the following is selected: SOURCE: (New data) TARGET: (New database) To create a SAMPLE database, ensure the following is selected: SOURCE: (Sample data) TARGET: (New database) Continued on next page PACS Installation Guide Page 17
Databases, Continued New Database (continued) 4 In the NEW DATABASE section of the form, select: LOCAL or SHARED 5 Enter a database name in PROFILE NAME: Note: The default database name is LIVE. 6 Select your SQL Server at SERVER: 7 Click on CREATE. Result: PACS may take several minutes to create the new database. 8 When the database creation is completed, click on SELECT to open the database. Converted Databases The steps for converting data from a Sandhurst database or a PDS database will be different. Please see the relevant document for your data conversion. Local Vs Shared database When you select to create a local or a shared database you are indicating which list is to be updated. Local database The database profile is only added to the database list on the computer where the database was created. Shared Database The database profile is added to the database list for all PACS computers on the network that access the same database list file. Both local and shared database can be stored on the same sql server, the selection controls which database list is updated. PACS Installation Guide Page 18
Starting with PACS Overview Introduction Before you start using PACS there are pieces of information that must be entered beforehand. This may be just your basic Parish information, through to your Giving Funds. If you use the General Ledger functions in PACS, it may even include setting up your Chart of Accounts and Creditors. Required Information The following information must be entered or customised for your Parish. Information Location Description Parish Family Role Giving MAINTENANCE SETUP PARISH tab MAINTENANCE SETUP GENERAL tab FAMILY ROLES button GENERAL LEDGER CHART OF ACCOUNTS Parish name, address and telephone number details. Family Roles are required to save a member of a family. Examples of family roles are Head, Spouse, Child, or sibling. There needs to be a chart of accounts item for the general bank account (even if not using the General ledger). There is a default one set. If you require a different chart of accounts, this can be changed. Optional Information The following information is optional: Information Location Description Payment methods Parish Names Default Database MAINTENANCE SETUP GENERAL tab PAYMENT METHODS button MAINTENANCE SETUP GENERAL tab PATISH NAMES button MAINTENANCE SETUP APPLICATION tab There are default payment methods in PACS. You only need to create more if more than the defaults are used. Parish names and contact details can be entered to aide correspondence. The default database is the database that will open by default whenever you open PACS, and will warn you if a different database is opened. Continued on next page PACS Installation Guide Page 19
Overview, Continued Optional Information (continued) Information Location Description Logins, passwords and security MAINTENANCE ACCESS LEVELS MAINTENANCE USER CONTROL MAINTENANCE SETUP GENERAL tab SECURITY BUTTON Logins and passwords can be created for each user, allowing you to assign them different levels of access in PACS. User Codes MAINTENANCE USER CODES OR Right click on the drop down list to be customised. Drop down lists are made up of User Codes, or data items to suit your needs. Saving Details When entering any setup details, all changes are required to be saved. 1 Select MAINTENANCE SETUP 2 Work you way through each tabbed form along the top. Enter any required details. 3 When the details in each form is completed, click on the SAVE button. Note: If you exit a form without saving, you will be prompted to SAVE (or cancel) your changes. PACS Installation Guide Page 20
Parish Information Parish Information 1. Select MAINTENANCE SETUP PARISH tab 2. Enter the required details in the following form. Parish select your Parish Name from the drop down list if it has previously been entered. This can be done at a later stage if necessary. Parish Name Contact Name Address Street and Postal Phone, Fax, Email and Web address Parish Logo file save the logo to the server or computer and specify the location and file name. 3. When all details are complete, click on SAVE. PACS Installation Guide Page 21
Application Setup Application 1. Select MAINTENANCE SETUP APPLICATION tab 2. Enter the required details in the following form. Default Database Profile specify your default database. Accounting Type select from Cash or Accrual. This needs to be specified before any transactions are entered into PACS, and then cannot be changed once transactions have been entered. Default select any relevant items from the Defaults check boxes. - Pledged Fund Taxable Select if your pledge fund has a taxable portion and you do not require separate reporting or adhoc payments into the tax fund. For more information see page 27. - Use Notification System - When ticked, the reminder list will advise staff when notes have been allocated to them. - Lock General Ledger Header/Total Accounts - When ticked, you cannot edit the information entered in the chart of accounts for the GL accounts listed as header and total accounts. - Lock Printed Receipts - When ticked, means once a receipt has been printed it can not be changed. - Protect Unposting - Used to password protect the ability to unpost transactions. When you tick this option you have to allocate a password to unpost. Email Server details if emailing straight out of PACS. 3. When all details are complete, click on SAVE. PACS Installation Guide Page 22
Forms Setup Forms There are few, if any changes to be made in the Forms setup area. The following changes can be made: Forms the default mode for forms when they are opened, after a record has been added, or after an edit has been made. Forms Docking If selected, when multiple forms are opened in PACS, they all line up with the top left corner of the screen (they do not cascade). If not selected, when multiple forms are opened, they will cascade down the screen. People Default Family and Member filters. Family Photos Name each photo as the Family code, specify the photo location and default image format. The photos will link into the relevant records. PACS Installation Guide Page 23
Printing 1 and Printing 2 Printing (1) The Printing (1) form gives some default printing options. Receipts you can choose to print a section for Payee Signature, number of copies of each receipt and select which Parish Address to print on the receipt. Cheques - Enter co-ordinates if you PRINT cheques out of PACS. Receipt/Statement Enter Comments to automatically print on giving receipts and/or statements. Bank Deposit Slips Select to Summarize Cash Deposits (cash deposits will print as one total amount), and Print Description on the Bank Deposit Slip. Purchase Orders/Purchase Invoices select the options to print on Purchase Orders and Purchase Invoices. Continued on next page PACS Installation Guide Page 24
Printing 1 and Printing 2, Continued Printing (2) There are few, if any changes to be made in the Printing (2) setup area. Printers you can select which printers the documents will print to, and if they are to print on Letterhead. Bank Reconciliation The Bank Reconciliation Report will default to show Unreconciled transactions. PACS Installation Guide Page 25
Payment Methods Payment Methods There are default payment methods that are provided with PACS. Additional Payment Methods only need to be setup if more than the default are accepted. 1. Select MAINTENANCE SETUP GENERAL PAYMENT METHODS button. 2. Click on ADD to create a new payment method. 3. Enter payment method details. 4. Click on SAVE. PACS Installation Guide Page 26
Giving Funds Setup Giving Fund(s) If your pledge fund has a taxable portion and you do not require separate reporting or adhoc payments into the tax fund, select the following MAINTENANCE SETUP APPLICATION PLEDGED FUND TAXABLE tick box. Otherwise setup the tax fund separately. Separate Tax Fund Enter the details for the Pledge fund: Location: GIVING GIVING FUNDS ADD other funds. To predetermine the portion of giving to each fund: Location: GIVING ALLOCATION OF FUNDS To default giving recording to the allocated funds: Location: MAINTENANCE SETUP FORMS GIVING FUND NAME Select Allocation of funds Continued on next page PACS Installation Guide Page 27
Giving Funds, Continued Year to Date Giving Allocate year to date giving. Transfer the correct portion from the converted giving totals to the tax fund. Location: GIVING TRANSFER GIVING Select the conversion Sunday only and choose the appropriate percentage. PACS Installation Guide Page 28
Parish Name Setup Parish Names Parish Names can be entered to ease communication between Parishes. 1. Select MAINTENANCE SETUP GENERAL tab PARISH NAME button. 2. Click on ADD on the right side. 3. Enter the relevant details for the Parish. 4. When complete, click on SAVE. PACS Installation Guide Page 29
Family Roles Family Roles Family Roles are required in order to save a Member to a Family and Specify their role in the family. 1. Select MAINTENANCE SETUP GENERAL tab FAMILY ROLES button. 2. Click on ADD on the right side. 3. Enter the DESCRIPTION and ROLE TYPE. 4. When complete, click on SAVE. PACS Installation Guide Page 30
Default Account Codes Location: Default Accounts is where you can specify the default General Ledger codes to be used in the various sections of PACS. 1. Select MAINTENANCE SETUP GENERAL tab DEFAULT ACCOUNTS button 2. Set Default accounts for: Receipts Purchases and Payables Banking Equity Miscellaneous PACS Installation Guide Page 31
Cheque Numbers Cheque Numbers In the Starting Numbers form you can specify the starting cheque number for your bank account. 1. Select MAINTENANCE SETUP GENERAL STARTING NUMBERS button 2. In the LAST CHEQUE NUMBER field you enter the LAST CHEQUE NUMBER USED. 3. Click on SAVE. PACS Installation Guide Page 32
Accounting Periods Account Year It is necessary to specify the accounting year. 1. Select MAINTENANCE SETUP GENERAL tab ACCOUNTING PERIODS button 2. Click on ADD to create a new financial year for 2008. 3. Ensure the START MONTH, END MONTH and PERIODS are all correct. 4. Click on Save Note: Ensure the CURRENT YEAR has the IS CURRENT check box ticked. PACS Installation Guide Page 33
Setting up Security Overview Introduction In PACS you can create different groups of Users and assign different levels of access to each group. Contents This chapter contains the following topics: Topic See Page Access Level Groups 35 Assigning Security 37 User Logins 41 PACS Installation Guide Page 34
Access Level Groups Access Levels From a list of the people at your Parish who require access to PACS, work out the different type of access levels that you will require. Eg Office, Bookkeeper, Processing Giving. The Office staff may require access to just the Family and Member records, but the Bookkeeper may require access to the General Ledger functions. Follow the steps in the table below to create Access Levels. 1 Select MAINTENANCE ACCESS LEVELS Result: The Access Levels form is displayed. 2 Click on ADD to create a new Access Level. 3 Enter a Description for the group. Continued on next page PACS Installation Guide Page 35
Access Level Groups, Continued Access Levels (continued) 4 Click on SAVE on the right side. Result: The Access Level is added to the list on the left. 5 Continue adding any further Access Levels as required. EXIT the form when complete. PACS Installation Guide Page 36
Assigning Security Security Once the Access Levels have been created, Security can be assigned to each group. Follow the steps in the table below to assign Security to Access Levels. 1 Select MAINTENANCE SETUP GENERAL tab, SECURITY button. 2 Select the ACCESS LEVEL for which you are setting the Security. 3 Click in SECURITY OFF. Result: This will then change to SECURITY ON. Continued on next page PACS Installation Guide Page 37
Assigning Security, Continued Security (continued) 4 The areas of PACS that can have security set are shown on the left side of the screen. The Menu items are shown with a beside them. Double click on them to expand them so you can see the security levels underneath. Clicking on the plus sign beside the headings will expand the tree so the items underneath the heading are visible. Continued on next page PACS Installation Guide Page 38
Assigning Security, Continued Security (continued) 5 Assign the access level by checking the appropriate box on the right hand side of the screen. This example will give the Access Level the ability to Add, View and Edit Families and Members, but not see the Envelope number assigned to a Giver, or see any colouring that may identify a Giver. Continued on next page PACS Installation Guide Page 39
Assigning Security, Continued Security (continued) 6 When Security has been assigned to a Group, select SAVE before continuing to the next Group. Note: The PREVIEW button at the bottom of the Security Screen will print out a full listing of the areas of PACS that can have security assigned and what security has been given to the user group you are currently working on. The security level that is given when a group is first created is no access. You can decide if the group has access to view, edit, add or delete information in each of the areas of PACS listed in the Security screen. Having set up the security for a group you can then print out the report again to check the access levels that have been assigned to the group. PACS Installation Guide Page 40
User Logins Logins Having set up the security levels for the groups you can then set up your users and assign them to the appropriate group. Follow the steps in the table below to create User logins and passwords. 1 Select MAINTENANCE USER CONTROL Result: The User Control form will be displayed. 2 Click on ADD on the right side. 3 Enter the LOGIN CODE (Login Name)and USER NAME. The LOGIN CODE would generally be the User s initials. Click on the PASSWORD button to assign them a password. Enter the NEW PASSWORD and repeat in the CONFIRM NEW PASSWORD Field. Click on OK. Continued on next page PACS Installation Guide Page 41
User Logins, Continued Logins (continued) 4 Select the ACCESS LEVEL they will be assigned. 5 If applicable, enter the person s E-MAIL ACCOUNT details. 6 Click on SAVE on the right side. 7 Continue adding any further users as required. EXIT the form when complete. PACS Installation Guide Page 42
General Ledger Overview Introduction If your Parish uses the General Ledger functions of PACS, such as Write Cheques, Make Withdrawals, Business Activity Statement, and Bank Reconciliation, there are several more setup tasks to be completed. These are: 1. It is necessary to enter balances when you stop using your previous accounting system as opening balances when you start using PACS General Ledger 2. Balances for GST still to be paid to, or received from, the ATO need to be entered. An extra account is needed to record any GST received in the current financial year that was claimed in the previous accounting system or the GST will not balance in PACS. 3. Unpresented cheques and receipts not cleared at the date of conversion to PACS need to be entered using special rules. 4. A first BAS to cover the time period from the introduction of GST (1/7/2000) until conversion to PACS must be completed prior to any financials such as receipts are entered. 5. A first bank reconciliation needs to be completed for each bank account. Contents This chapter contains the following topics: Topic See Page Chart of Accounts 44 General Ledger Opening Balances 50 Unpresented Cheques 53 Unpresented Receipts 54 First BAS 56 First Bank Reconciliation 57 PACS Installation Guide Page 43
Chart of Accounts Introduction In the Chart of Accounts you can view all of the G/L Accounts that have been setup and their related balances. Part of the setup of PACS is creating the Chart of Account Codes and entering their Opening Balances. When viewing the Chart of Accounts, the G/L Account code, Description, Header Type, and the Balance for each G/L Account are displayed. Note: The Balance column can be toggled between displaying and not displaying the balance amounts by clicking on the column heading. Across the top of the window you will see Account Type buttons. The G/L Accounts are grouped and displayed by their account type (Asset, Equity, Income, etc.). When you click on an account type button the G/L Accounts that belong to the selected account type will be displayed. New COA Codes New G/L Accounts can be added to the Chart of Accounts (COA) to record new items or to give a more detailed breakdown for financial activities. Follow the steps in the table below to create a new G/L Account. 1 Select GENERAL LEDGER CHART OF ACCOUNTS Continued on next page PACS Installation Guide Page 44
Chart of Accounts, Continued New COA Codes (continued) 2 Click on the ADD button in the bottom left of the form. Result: The CHART OF ACCOUNTS WIZARD will be displayed. 3 Click on NEXT. 4 Select the ACCOUNT type to be created. Select GENERAL ACCOUNT. Continued on next page PACS Installation Guide Page 45
Chart of Accounts, Continued New COA Codes (continued) 5 Click on NEXT. 6 Select the account type to be created. Example: Select EXPENSE. 7 Click on CREATE. Result: The Chart of Accounts Edit form will open for the details to be completed. Continued on next page PACS Installation Guide Page 46
Chart of Accounts, Continued New COA Codes (continued) 8 Complete the following details: Field Account Type Active Header Type G/L Account Level Asset A/C Description Default Tax Code Description Determines the type of G/L Account that is being created. (Asset, Expense, Income etc) Will be set to the Account Type you selected at step 6. Determines if the G/L Account is available for use. Ticked the G/L Account is active and will be available for selection when processing transactions. Unticked the G/L Account will be inactive and will not be available for selection. Select from: Header Header + Total Detail The unique code number to be assigned to the G/L Account. In the Chart of Accounts the G/L Accounts are listed sequentially by their G/L Account code in their account types. The Level of the G/L Account. The level determines how the G/L Account will be subtotaled in the Profit and Loss, Income and Expense or Balance Sheet Reports. G/L Accounts with a level 3 can be subtotaled by a header and total account above them, sequentially in the COA, that is a level 2 or 1. This is useful if you want to get a total for a range of accounts but it requires the G/L Accounts to be grouped together on the COA. E.g. A total for the stationary accounts. Only use this field if the G/L Account is to be used for the disposal or acquisition of assets. The Description for the G/L Account. Select the tax code that will be used most of the time with this G/L Account. Continued on next page PACS Installation Guide Page 47
Chart of Accounts, Continued New COA Codes (continued) Lock Report Group If LOCK is selected users cannot change the default TAX CODE at transaction level (receipts, creditors, invoices etc) for this G/L Account. Report Groups are used to combine accounts from different parts of the COA together to create specific financial reports. This is useful when the items for the report come from different sections of the COA or are not grouped together on the COA. E.g. A report that shows both the income and the expense items for an activity such as Sunday School. Report groups can be used as a filter on the Profit & Loss, Income and Expense, Trial Balance and Balance Sheet reports. You setup the reporting groups that will be useful for your schools requirements by either: 1. Clicking on the field with the right mouse button, select EDIT ITEMS from the shortcut menu. Or 2. Selecting MAINTENANCE USER CODES, the GENERAL LEDGER folder and REPORT GROUP. Then Add the report groups to the list to choose from. Note: You can choose to make this field multi-select so that a G/L Account can be included in several report groups by changing the PROPERTIES of the field. Continued on next page PACS Installation Guide Page 48
Chart of Accounts, Continued New COA Codes (continued) 9 When all details are complete, click on SAVE and CLOSE. Result: The new G/L Account has been created. PACS Installation Guide Page 49
General Ledger Opening Balances Opening Balances When using the General Ledger functions of PACS, it is necessary to enter opening balances. These are the balances of any general ledger codes at the time of stopping using the previous accounting system and starting using PACS. Follow the steps in the table below to enter general ledger opening balances. 1 Select GENERAL LEDGER CHART OF ACCOUNTS Continued on next page PACS Installation Guide Page 50
General Ledger Opening Balances, Continued Opening Balances (continued) 2 Click on the OPENING BALANCES button at the bottom of the form. Result: The Opening Balances form will be displayed. 3 Enter the general ledger balances for each item in the OPENING BALANCE column. Note: See Opening Balance Rules on the next page. 4 When all amounts have been entered, click on SAVE in the bottom left. 5 When you are sure the Opening Balances are correct, click on POST. Continued on next page PACS Installation Guide Page 51
General Ledger Opening Balances, Continued Opening Balance Rules 1. If you had clearing account balances in your previous accounting system displayed as a negative figure, enter them into PACS as a positive figure. 2. Enter the Opening Bank Balance to 9.9001 Accumulated Earnings. 3. Enter the Closing Bank Balance into 7.6100 General Bank Account (or the relevant bank account). 4. If running more than one bank account, enter the Closing Bank Balance into the relevant bank accounts. 5. If using more than one ledger, combine balances so it is all entered into one ledger (i.e add balance of account code in ledger 1 to the balance of same account code in ledger 2 and this is the balance entered to that same code in PACS). GST Code Openings Balances Codes to use in PACS: 8.4110 GST Payable 8.4120 GST Paid to be recouped These are clearing accounts and track outstanding amounts (as opposed to year to date). To account for GST refunded this year that was claimed in the previous year i.e Amounts received in Jan 2008 that were from the BAS lodged in Nov and Dec 2007: 1. Create a new general ledger code 4.4100 Income account. This is a use once only account. 2. Enter opening balance as any GST claimed that was received in 2008, but claimed in 2007. 8.4110 and 8.4120 Opening Balances 1. Enter opening balances as amounts that have been lodged but not yet received. Enter money that that has still to be paid to the ATO into 8.4110 Enter money that is still to be claimed back from the ATO into 8.4120 as a negative amount. PACS Installation Guide Page 52
Unpresented Cheques Enter Unpresented Cheques At the time of starting using PACS you may have written cheques out of your old system that have not yet been presented. These need to be entered in PACS without affecting the bank balance, whilst still creating an item to be cleared in the Bank Reconciliation. This is a once only procedure. Follow the steps in the table below to enter unpresented cheques. 1 Select GENERAL LEDGER WRITE CHEQUES. Result: The Write Cheques form is displayed. 2 ADD mode is selected by default. Select the BANK ACCOUNT in the top left corner if necessary. 3 Enter the date as the 1 st date of you using PACS. 4 Enter the CHEQUE NUMBER manually as the number that was used on the cheque. 5 Enter the AMOUNT of the cheque. 6 Either select the name of the supplier from the PAY TO THE ORDER OF drop down list, or type the suppliers name in. 7 Enter a MEMO, such as Unpresented Cheque 8 In the bottom half of the form ALLOCATE THE G/L ACCOUNT TO THE BANK ACCOUNT CODE INSTEAD OF ALLOCATING TO AN EXPENSE ACCOUNT. Enter the G/L ACCOUNT as the bank account the cheque was written from i.e 7.6100. 9 When the cheque details are complete, click on SAVE. 10 When all unpresented cheques have been entered, BATCH POST them (from the General Ledger menu). Note: This will create the cheque item so it can be cleared in a bank reconciliation, but does not reduce the bank account balance. PACS Installation Guide Page 53
Unpresented Receipts Enter Unpresented Receipts Unpresented receipts need to be entered if the following scenario or similar happens. The person does receipts on the 31/01/08, takes them to the bank on the 31/01/08. The Parish starts using PACS on the 1/02/08. There is a processing delay at the bank and the receipts go into the parish bank account on the 1/02/08. Or The receipts are entered on the 31/01/08 in the previous accounting system, and the money is not taken to the bank until the 1/02/08. The receipts need to be entered as unpresented receipts in PACS so they are available for marking off on the February Bank Reconciliation. Follow the steps in the table below to enter unpresented receipts. 1 Select GENERAL LEDGER MAKE WITHDRAWALS Result: The Make Withdrawals form will be displayed. Continued on next page PACS Installation Guide Page 54
Unpresented Receipts, Continued Enter Unpresented Receipts (continued) 2 ADD mode is selected by default. Select the BANK ACCOUNT in the top left corner if necessary. 3 Enter the date as the 1st date of you using PACS. 4 Enter the AMOUNT of the deposit/receipt. 5 Enter the bank name in PAY TO THE ORDER OF DROP DOWN LIST. 6 Enter a MEMO, such as Unpresented Receipt 7 In the bottom half of the form ALLOCATE THE G/L ACCOUNT TO THE BANK ACCOUNT CODE INSTEAD OF ALLOCATING TO AN INCOME OR EXPENSE ACCOUNT. Enter the G/L Account as the bank account the amount was deposited/receipted into i.e 7.6100. 8 When the Make Withrawal details are complete, click on SAVE. 9 When all unpresented receipts have been entered, BATCH POST them (from the General Ledger menu). Note: This will create the item so it can be cleared in a bank reconciliation, but does not reduce or increase the bank account balance. PACS Installation Guide Page 55
First BAS Enter the First BAS The first BAS must be done before any financials, such as receipts, are entered. Follow the steps in the table below to enter your first BAS. 1 Select GENERAL LEDGER BUSINESS ACTIVITY STATEMENT Result: The Business Activity Statement for will be displayed. 2 Click in ADD in the top left corner. 3 Enter the FROM date and TO date as follows: From: 01/07/2000 To: The closing date for your last BAS in your previous accounting system This may be 7-8 years! Note: All amounts will be zero. 4 Click on the SAVE button, and then the LODGE button. Result: The next due BAS can now be processed in PACS. PACS Installation Guide Page 56
First Bank Reconciliation First Bank Reconciliation In order to do the First Bank Reconciliation, the following must be completed: The Opening Balances must be posted Unpresented cheques must be entered and posted. Unpresented receipts must be entered and posted. Follow the steps in the table below to do your first Bank Reconciliation. 1 Select GENERAL LEDGER BANK RECONCILIATION Result: The Bank Reconciliation form will be displayed. 2 Click in ADD in the top left corner. 3 Enter the BEGIN BALANCE as zero (0). 4 Enter END BALANCE as the closing balance on the last reconciled bank statement in your previous accounting system. 5 Select the following entries to be cleared Chart of Account opening balance (COA Opening Balance) The deposit side of unpresented cheques. The payment side of unpresented receipts. This leaves the required side of the transaction available for the next bank reconciliation. 6 The Bank Reconciliation should balance as zero. Result: You are ready to do you first real bank reconciliation7. 7 SAVE and POST the Bank Reconciliation. PACS Installation Guide Page 57