Setting up and using the accounting module will give you detailed accounting and financial reporting.

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1 CHAPTER 6 ACCOUNTING To get the most out of the financial aspects of Campground Manager Astra, you should set up the Accounting module using either Cash Basis or Accrual Accounting depending on the method of accounting your company uses. Setting up and using the accounting module will give you detailed accounting and financial reporting. Overview Setting up the Accounting System requires some planning and a number of up-front tasks to be completed first before using this module effectively. Before setting up, you should verify all of your rates and taxes are correct first then begin by setting up the reconciliation feature, then add in your chart of accounts and configure them into the various rates and taxes setup in the system to achieve the desired level of detail you ll want out of your reports. GL Account Setup To perform detailed tracking of your accounting general ledger in your Astra software, you should add your accounts into Astra then and assign them to the various rates, and payment types set up in the system. To assign a General Ledger account number to the accounting module, make the following menu picks: 1. Setup > Accounting > GL Accounts Account List 2. Click on the New button to create a new account, or select one to assign.

2 Account Setup Account setup parameters: 1. Key in a name for the account in the Acct Name field that best describes the purpose of the account 2. Select an account classification from the Acct. Class drop down menu. 3. Select an account type from the Acct Type drop down menu. 4. Click into the Act Name field and add an account number, then a subaccount in the next field if needed. 5. Click on the Update button to update the system and save your changes. Currency Setup To setup currency denominations for your fund reconciliation: 1. Make the following main menu picks: Application > Admin > App Security > Property 2. Click on the Other Tab 3. Click on the Curr Denomination tab to access the currency denomination setup 4. Double click on denomination names you wish to add name from the list on the left to add it to the right side or use the add or remove buttons.

3 2. Click on the Save button. 3. Click on the Update button to update the entire system. The selected currency denominations should now appear in your cash reconciliation as an option. Account Number Assignment 1. Select an account to assign to your item from the drop down menu, in this case a cheque type. 2. Click on he Save button. Account Name Display Your item, (in this case a cheque type) should now show an account name and number if assigned correctly, You can view and edit the checktype by double clicking on it from the list at any time with an admin user account.

4 This is where you can access cheque types and other features. Click on the Other tab to assign or modify rules to various items in the system such as 1. Pass Type 2. Work Type 3. Next Prior Payment Check Type Account. In this example a GL account is being assigned to a Check Type named Payment Brought Forward to be used for tracking payments coming in from outside the system. Pmt Brought Fwd Check Type Used to track prior payments from other systems. Property Cheque Type Assignment You must assign a check type to a property in order to use it in the system by opening the Property screen and clicking on the Other tab. Application > Admin > App Security > Property Property Other Screen

5 1. Pass Type 2. Work Type 3. Next Cheque Type Assignment Screen The Cheque Types screen. Cheque Type Modify Rule Screen To make changes to a cheque type you must have the Property Other Cheque Type screen open. 1. Click on the Modify Rule tab to open a screen to make changes to Cheque Types. 2. Double click on a check type in the list to make changes to it. Double click on the Cheque Type you wish to modify. Check Type Payment When you click on the Take New Payment from Customer button on the Folio toolbar, you can make a payment with your check type.

6 Applying a Payment Using a Cheque Type When applying a payment be sure to choose Cheque as the payment method The Pmt Brought Fwd cheque type is selected for payments from outside sources. Offline Credit Card Payment CASH ACCOUNTING Fund ReconciliaGon Procedure At the end of each shift or day depending on your scenario, you should reconcile your funds and balance them against your register. This is accomplished using two procedures that get run against your payments. Stage # 1 registers the payments as received in the system. Stage # 2 revenues the payments against the General Ledger accounts set up in the system and becomes the basis for your GL Transfers if you are exporting this data into an accounting program.

7 and becomes the basis for your GL Transfers if you are exporting this data into an accounting program. Stage # 1 Update Payments 1. Make the following menu selections to begin a close out of the shift or day, Work > AccounGng > Cash Basis > Update Payments 2. Click on the Build List button to build a list of un-updated payments 3. Verify your Cash, Cheque, Credit Card and Debit Card totals match your receipts and register totals.

8 Cash ReconciliaBon 4. Click on the Reconciliation tab to review and reconcile your various fund types collected. On this screen, cash is being reconciled. Deposit Slip Deposit slips can be printed by clicking on the Print Deposit Slip button from the Payments Update Dashboard.

9 Print Detail Clicking on the Print Detail button will print a detailed reconciliation report. Cheque ReconciliaBon 1. Click on the Collected box for each cheque received. Credit Card ReconciliaBon 2. Review the Credit Card payments collected.

10 2. Review the Credit Card payments collected. Debit Card ReconciliaBon 3. Review Debit Card payments. Update Payments Updating your payments flags the payments as received in the system. 1. Click on the Update button to initiate the Update Procedure. 2. Click on the Yes button to confirm. 3. Key in your Clerk password into the ID field 4. Click on the OK button

11 After the journal entries are created an updated payment batch will be posted. Update Cash Revenue The second stage of fund reconciliation involves updating your cash revenue. This procedure is used to revenue your funds against you general ledger accounts. 1. Make the following menu selections to update your cash revenue: Work > Accounting > Cash Basis > Update Cash Revenue 2. Click on the Build List button to populate the screen with payment information.

12 3. Click on the Update button 4. Click on the Yes button to update your revenue and you re done. Updated Payments Batch To review your payment batches afterwards, you can go into the Accounting Cash Basis menu to review them. 1. To review your payment batches, make the following menu selections: Work > Accounting > Cash Basis > Updated Payments Batch 2. To view details for a particular payment batch, select a batch from the Updated Payment Batch window. 3. To view details for a particular payment method select a payment method from the Updated Payment Summaries section In the example below, update batch number 19 for July 4 is selected, and the details for the cash payment total of is being viewed in the Updated Payments section of the window.

13 In the example below, update batch number 19 for July 4 is selected, and the details for the cash payment total of is being viewed in the Updated Payments section of the window. Updated Payment Summary The Updated Payment Summary will show you the payments updated for a set time period. 1. Make the following menu selections to open an updated payment summary: Work > Accounting > Cash Basis > Updated Payment Summary Chapter 3 Basic Training SeparaBng Payments In the event there is more than one day s worth of payments in your update batch, you can separate payments from the batch by back dating the update To Date and rebuilding the list by clicking on Build List button.

14 you can separate payments from the batch by back dating the update To Date and rebuilding the list by clicking on Build List button. 1. Make the following menu selections to post your payments into the accrual system. After changing the To Date the list is automatically cleared. ACCRUAL ACCOUNTING Accrual Items To Post If your business uses Accrual Accounting and your Astra software is configured for Accrual Basis, in addition to Cash Basis posting, you ll need to run the accrual posting procedure by running the Items To Post routine from the Accrual Basis menu.

15 the Accrual Basis menu. 1. Make the following menu selections to post your payments into the accrual system. Work > Accounting > Accrual Basis > Items To Post 2. Set your To Date if it s not showing the day you wish to post for 3. Click on the Build List button to populate the screen with payment entries 4. Click on the Post button to post your payments into the accrual system once your list has been built 5. Click on Yes to initiate the Accrual Posting procedure. After clicking on the Yes button to initiate the Accrual Posting procedure, you will be prompted for a Clerk ID. 6. Key in your Clerk ID (password) and click on the OK button to post your payments into the accrual system.

16 7. Click on the Proceed button to trigger the posting once the Accrual Items To Post Screen opens. Once the posting procedure is complete, you will see a similar look to your posting screen. You can now close the window as the posting procedure has completed. Accrual Posted Batch List The Accrual Posted Batch List is a tool for tracking and reviewing your update history. 1. Make the following menu selections to open the Accrual Posted Batch List.: Work > Accounting > Accrual Basis > Posted Batch List

17 The Accrual Posted Batch List should open for you to select and view prior batches and journal entries. Accrual Posted Summary List 1. Make the following menu selections to open the Accrual Posted Summary List Work > Accounting > Accrual Basis > Posted Summary List 2. Set your Posted From and To date range using the calendar buttons or by keying them in the date fields. 3. Remove any accounts you do not wish to see in your results. 4. Click on the Search button. Your Posting Summary section should now show all transactional activity for this period on an Accrual Basis. PosBng Summary by Account Number The Posting Summary by Account Number List can be displayed in a similar manner.

18 PosBng Summary by Account Number The Posting Summary by Account Number List can be displayed in a similar manner. SeparaBng Payments If you have multiple days to post showing in one batch, you can separate them by back-dating the system 1. Change the To Date value and click on the Build List button to filter for items to post just for that day. 2. Click on the Build List button. You should see payments up to the date keyed into the To Date field.

19 Chapter 6 Accounting ExporGng Journal Entries to AccounGng Programs Campground Manager Astra accounting Journal Entries can be exported into various accounting software programs if Astra is set up with corresponding account numbers. 1. Make the following menu selections to export journal entries out of Astra. Work > Accounting > Cash Basis > GL Transfer 2. Select an Accounting Method for exporting, either Cash or Accrual basis. 3. Select an Accounting Package to Export data to: QBP Quickbooks Pro, YARDI, Businessworks, PeachTree

20 4. Click on the Build List button to populate the screen with journal entries. 5. Click on the Transfer button to create an export file. 6. Click on the Yes button to begin the transfer procedure. A message should appear indicating the export file name created and the path where it was exported to. Click on the OK button to close the export notification window. After the export, your GL Transfer dashboard should be updated with corresponding batch and

21 After the export, your GL Transfer dashboard should be updated with corresponding batch and summary entries pertaining to the export. Your export file(s) are now ready for importing into your accounting package. Export File Contents If your export was successful, you file will have contents laid out in a similar fashion.