2016 Resource FG GL Reporting 3/29/2016

Transcription

1 FLEXGEN ASPECTS OF GENERAL LEDGER REPORTING RESOURCE 2016 Todays Objective Standard Report menu Standard Report Menu (print Only) History reports BOE Annual Financial Reports Check Reconciliation Reports Creating a Spreadsheet into Excel GL Listing Reports Search within a Report Important General Ledger Reports PDF printing for Single and Multiple Reports WHERE TO FIND MY REPORTS - STANDARD REPORTS From the list of Standard Reports use Page Up button or Page Down button to highlight desired report. Then Select [F4] to execute the report. 1

2 STANDARD REPORTS (PRINT ONLY) The difference between Standard and Standard (print only) are that you can pull in multiple reports at one time using the (Print Only Option) 4. RUNNING REPORT IN STANDARD (PRINT ONLY) 5. Report desired must by tagged by <hitting enter> then F4 to Select They will print in the order you tag the reports 6. 2

3 HISTORY REPORTS From this menu for History Reports- Displays prior fiscal year information REPORTS- RETRIEVING CURRENT DATA SITUATION: Current Month is July 2014 but June of 2013/14 still open We can not run Standard reports and get data for July 2014, we would get data for July SOLUTION: Run Journals for July 2014 or Go To Standard (Print Only) you will get accurate numbers for the month of July

4 BOARD OF EDUCATION - ANNUAL FINANCIAL MENU MORE REPORTS CHECK RECONCILIATION 2 Ways to Get Here: 1. From the Accounting Menu: Across to File Handler<Down to Check Reconciliation or 2. From Purchasing Menu: Across to Checks<Down to Check Reconciliation GENERAL LEDGER REPORTING PROCESS This option is for an office that runs payroll but they need to export payroll summaries (GL entries) to the finance office so the finance office can import the payroll transactions into their GL 4

5 GL REPORTS GL LISTING REPORT GL REPORTS 5

6 GL ACCOUNT BALANCE REPORT- USED WHEN COMPARING MONTHLY ACTIVITY GL REPORTS CONTROL ACCOUNT LISTING AND CONTROL ACCOUNT TOTALS Control Accounts Listing List all accounts for a given Control Account and the activity per account 6

7 CONTROL ACCOUNT LISTING AND CONTROL ACCOUNT TOTALS If Exists Total Budgeted Revenue Total Unliquidated PO s (should match 34110) Total Actual YTD Expenditures Total Expenses charged to Prior Year PO s Total Budgeted Expenditures Total Actual YTD Revenues Total Transfers from Other Funds (if exists) Total Current Year PO s (should match 14200) GL REPORT MENU CREATE GL SPREADSHEET OPTION Creates a File on Your Server that can be opened in Excel for manipulation. If you have problems contact LG Support or your assigned Field Rep. 7

8 CREATING SPREADSHEET FROM FILE 1. Open Excel- From Excel Menu<Click File, Open, Browse to the file: ACSS Select file- make sure in file name field than click Open CREATING SPREADSHEET FROM FILE Change File type from Fixed Width to Asterisk Delimited Asterisk Delimited file REQUIRES FORMATTING (Our new Nextgen software exports reports to Excel or Adobe by the click of a button) 8

9 GL REPORTS ACCOUNT ACTIVITY BY MONTH Enter Account Information Notice F5- screen pops up with specific accounts that are budgeted for that function F7 VIEWING TRANSACTIONS THAT MONTH With cursor on month in question you may select F7 to see transactions 9

10 GL REPORTS GL QUARTERLY REPORTS This report gives the user option by month SEARCH OPTION WITHIN A REPORT From the Report View: Search: Search Menu or Right Click on Report with Mouse 10

11 WITHIN A REPORT: SEARCH OPTION Goes to the 1 st found- click F3 to find the next Note: If searching for an amount greater than $1, the comma must be inserted for the system to find it - 3, IMPORTANT GENERAL LEDGER REPORTS Balance sheet Asset Accounts Include: Bank Accounts Receivables Investment Accounts Due from other funds Prepaid Expenses ABOUT ASSET ACCOUNTS Carry a Positive or Debit balance A Debit increases ending balance A Credit decreases ending balance 11

12 Liability Accounts Include: Unpaid Payroll Deductions Due To Other Funds Payables Short Term Debt ABOUT LIABILITY ACCOUNTS: Carry a Negative or Credit balance A Credit increase ending balance A Debit decreases ending balance Equity Accounts Include: Reserves Fund Balance Accounts Equity Accounts Carry a negative or Credit balance A credit increases ending balance A debit decreases ending balance County and City Equity Accounts EXCEPTION: City Equity Accounts are included with Liabilities 12

13 PROBLEM BALANCE SHEET Liability is normally a credit balance but we have a debit we need to investigate REPORTS TO RUN TO FIND OUR PROBLEM Run the Account Analysis Report for the account (21346) in question to see exactly what has hit that account that is causing the problem. GOTO: Accounting<Reports<Account Analysis or you can go to Standard Reports and pull it form that menu as well. ACCOUNT ANALYSIS IMPORTANT GENERAL LEDGER REPORTS Account Analysis can be ran by multiple options: Date Account Order Function Transaction Number 13

14 We know: $ Paid to Vendors Credits is $ Investigate Vendor Statements for Employee Changes- Deductions in Payroll may be missing IMPORTANT GENERAL LEDGER REPORTS STATEMENT OF REVENUES ABOUT THE STATEMENT OF REVENUES Revenue Accounts Include Tax Levies Sales of Assets Charges for Services Fund Transfers In Revenue Accounts Carries a negative or credit balance A credit increases ending balance A debit decreases ending balance 14

15 READING THE STATEMENT OF REVENUES Percent Realized Percent received so far this year Unrealized Expected but not received YTD Orig Est Amendments Account Orig Est- 237, Amendments are 0.00 Total Estimated Would be Orig and Amendments totaled YTD Realized Showing as a Credit as this is what has been received so far YTD Current Revenue Balance of Revenue received through current month (November) IMPORTANT GENERAL LEDGER REPORTS STATEMENT OF EXPENDITURE AND ENCUMBRANCES Helpful in controlling the expenses incurred on a daily, monthly, and annual basis Expenditure Accounts Include Purchases made Wages Paid Capital Outlays Fund Transfers Out Useful when creating budgets Expenditure Accounts Carry a Positive or Debit balance A Debit increase ending balance A Credit decreases ending balance READING A STATEMENT OF EXPENDITURES AND ENCUMBRANCES Original App /Amendments made Original App +or- any amendments made Year To Date Expenditures YTD Encumbrances (If customer uses PO in System) Using PO This is the amount that is unencumbered Percent Used Current Month Expenditures and Encumbrances 15

16 OVER EXPENDITURE Percent Used 141% means we are over expended on our budget by 41.05% THE REPORT MOST OFTEN GIVEN TO ELECTED OFFICIALS - SUMMARY FINANCIAL STATEMENT - Quick summary totals by department FLEXGEN CREATING PDF REPORTS Option for Single Reports Available Multiple Reports Month End Reports Payroll Reports NOTE: Contact LGC to set up 16

17 USING PDF OPTION IN THE SOFTWARE SINGLE REPORT PRINTING NEXT SCREEN USING PDF PRINTER 1. Can be saved anywhere 2. Change File Name 3. Click Save 17

18 PDF PRINTING MULTIPLE REPORTS Month End Process Payroll Process Standard (Print Only) Tag Desired Reports Next Screen PRINTING PDF - MULTIPLE REPORT CONTINUED Notice - Reports are printed in the order you select the reports 1 st Balance Sheet 2 nd Account Analysis 3 rd Statement of Expenditures and Encumbrances PRINTING PDF - MULTIPLE REPORT CONTINUED 1 2 PRTFILE - SELECTING THIS CREATES A FILE TO PRINT MULTIPLE REPORTS F4 to Select - the next screen will come up and you will escape out of that screen. Go to Main Menu Under System Opt: Combine PDF Reports 3 Note: Everyone may not have this menu option. You may have instructions to RUN FREESTANDING SCL for this step instead Next Screen 18

19 4 When LGC set this up for you, these instructions will be given to you. Once you have typed path, hit select Next Screen PRINTING PDF - MULTIPLE REPORT CONTINUED 5 Select PDFPRINT single report (do not select PRTFILE-MULTIPLE REPORTS - we did previously that created the file for the multiple reports. NOW we want to print that file) Next Screen Pops up to ask do you wish to clear the reports file? Next Screen 19

20 PRINTS PDF - PUTS ALL SELECTED IN ONE PDF Notice Page Numbers Balance Sheet pages 1-2 Account Analysis - pages 3-10 Statement of Exp. pages QUESTIONS HELP! I NEED SUPPORT! 20