MSTS108 REPORTING FUNDAMENTALS
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1 Copyright Mystrata Pty Limited 2012 Version 1.0 (September 2012) STUDENT WORKBOOK
2 OVERVIEW This paper looks at the various reports available in Strataware and how they are generated. EXAMINATION To receive credit for completing this paper you must successfully complete an examination at the end of the session. All questions are multiple choice There are no trick questions You must obtain a mark of 60% or higher in order to pass This is an open book examination Page 2 of 23
3 COURSE OUTLINE CONTENTS 1.0 Financial Reports Accrual vs Cash Reporting Annual Financial Statements Aged Service Charge Statement Unit Ledgers Non-Financial Reports Exporting Data Page 3 of 23
4 1.0 FINANCIAL REPORTS All reports, financial and otherwise, for a property are access under the Property > Reports menu. The available financial reports include: Annual Financial Statement Income and Expenditure Statement Balance Sheet Cash Flow Statement General Ledger Transaction List Other Accounts (ledgers for Investment fund for example) Cash Payments Journal Proposed Annual Budget Unpresented Bank Transaction Report (reconciliation report) Aged Creditors Accounts Payable Transaction List Aged Debtors Debtor Statements Levy Position Statement All Lots Levy Statement Aged Levy Statement Other Levies Issued (one off expenses) Each report has various options such as date range, formatting and various options specific to the report. Page 4 of 23
5 PRINTING A REPORT 1. Select a report in the list 2. Set the parameters of the report in the Options panel 3. Click Print in the command bar 4. Once you have printed/saved/ ed your report click the Close button to close the print preview screen Page 5 of 23
6 1.1 ACCRUAL VS CASH REPORTING Accrual Accounting is defined as: Accrual (accumulation) of something is, in finance, the adding together of interest or different investments over a period of time. It holds specific meanings in accounting, where it can refer to accounts on a balance sheet that represent liabilities and non-cash-based assets used in accrual-based accounting. These types of accounts include, among others, accounts payable, accounts receivable, goodwill, deferred tax liability and future interest expense. For example, a company delivers a product to a customer who will pay for it 30 days later in the next fiscal year, which starts a week after the delivery. The company recognizes the proceeds as revenue in its current income statement still for the fiscal year of the delivery, even though it will get paid in cash during the following accounting period. The proceeds are also an accrued income (asset) on the balance sheet for the delivery fiscal year, but not for the next fiscal year when cash is received. While Strataware supports both cash and accrual accounting, in community management it is recommended to use accrual accounting so as to provide your board with a true and accurate position of the building at any given moment. THE FUNDAMENTAL DIFFERENCE Within Strataware there are two key accounting ledgers when looking at expense items: 1. Accounts payable ledger 2. General ledger The accounts payable ledger is where invoices are entered as they are received. This increases the accounts payable liability for the building. Entries made in this ledger do not affect the buildings cash balance. The general ledger is where payments are made. Transactions in this ledger directly affect the buildings cash balance. When generating your income and expenditure statement in Strataware using accrual accounting, the report gets all of its information from the accounts payable ledger. When using cash accounting it gets the information from the general ledger. This is the most important thing to understand when working with Strataware s financial statements. Page 6 of 23
7 1.2 ANNUAL FINANCIAL STATEMENTS The Annual Financial Statement ( AFS ) is considered to be our flagship financial report. It comprises a coversheet, balance sheet, income & expenditure statement as well as automatically generated notes for the balance sheet. It is the report used for board meetings and audit. It is important to note that the balance sheet and income statement can be generated independently of the AFS if required. Note that as this report is usually generated in an accrual accounting method (see above) the line items on the income and expenditure statement come from the Accounts Payable ledger. Page 7 of 23
8 Above: AFS cover page Page 8 of 23
9 Above: AFS balance sheet Page 9 of 23
10 Above: AFS income and expenditure statement for general fund Page 10 of 23
11 Above: AFS income and expenditure statement for reserve fund Page 11 of 23
12 Above: AFS notes to the financial statement Page 12 of 23
13 1.3 AGED SERVICE CHARGE STATEMENT There are various aged debtor reports, the most important of which is the Aged Service Charge Statement this is the report that will match your Aged service charges line item on your balance sheet and is the only aged debtor s report that should be submitted with your financial statements. As with most of our reports there are various options available such as the ability to show the report based on days or periods. However the most important option is the Exclude unpresented transactions tick box. EXCLUDE UNPRESENTED TRANSACTIONS This box needs to be ticked in order for the report to match the Aged service charges line item on the balance sheet. If un-ticked the report will include all unpresented (un-reconciled) transactions, including postdated cheques ( PDC ). This is useful for internal collection procedures, however for the purposes of generating financial statements unpresented transaction cannot be considered as assets. Page 13 of 23
14 1.4 UNIT LEDGERS A unit ledger or service charge statement is what other systems might refer to as a customer account. However for the purposes of community management this is not an accurate term as the financial history of service charges is tied to the unit (apartment or villa) not to the owner of that unit. Service charge statements can be generated from the Property > Reports screen, however they can also be access via the Property > Accounts > Ledgers screen as well. When accessing this information from the ledgers screen you have the ability to view the data without actually printing the information. Page 14 of 23
15 Above: A units Service Charge Statement Page 15 of 23
16 2. NON-FINANCIAL REPORTS Not all reports generated from Strataware are related to the account system. Some nonfinance reports include: Owners association certificate Owners financial certificate (clearance certificate or NOC ) Owners association register Schedule of unit entitlements Insurance report List of owners List of occupiers List of board members Owners association roll Register of contracts These reports have various uses for the management team. The Insurance and Register of contracts reports for example are often used at board meetings. The Owners financial certificate and/or the Owners association certificate (often called a disclosure statement ) are used to form part of the contract of sale for a unit in a strata titled community. Page 16 of 23
17 Above: Insurance report Page 17 of 23
18 Above: Page 1 of the owners association certificate Page 18 of 23
19 Above: Page 1 of the owners financial certificate Page 19 of 23
20 Above: Register of contracts report Page 20 of 23
21 3. EXPORTING DATA For security reasons most reports in Strataware are not able to be exported to Excel. However some reports can be exported if your user has sufficient security privileges assigned by your system administrator. The following reports can be exported to a spreadsheet: List of contractors in the address book General ledger transactions Accounts receivable transactions Accounts payable transactions Aged debtors Aged service charge statement Schedule of unit entitlements Unit ledger journals Each of the above exports has similar options to the printed reports (such as date range). To export the data simply select your options and click Print as you would a normal report, you will be prompted to save the report as a CSV file which can then be opened in Excel. Page 21 of 23
22 Mystrata Pty Limited Phone: Fax: Mystrata Middle East FZ LLC Phone: Fax: Mystrata Malaysia Sdn Bhd Phone: Fax: Since 2001, Mystrata has been developing and supporting great technology for strata and community title properties. Our software is used by professional managers, developers, board members, property owners and tenants throughout Australia and the Middle East. Learn more about Mystrata at or on your favourite social media site Page 22 of 23
23 REVIEW QUESTIONS Date: Your Full Name: Company Name: Address: 1. When generating an Annual Financial Statement using the accrual method, from which ledger does the report get its expense transaction information? a. General Ledger b. Accounts Receivable Ledger c. Accounts Payable Ledger d. Petty Cash Ledger 2. What do you need to do to make the Aged Service Charge Statement match the balance sheet? a. Change the date range to the current financial year b. Tick the Exclude unpresented transactions box c. Nothing, it matches by default d. Tick the Include unpresented transactions box 3. Which report often forms part of a contract of sale for a unit? a. List of current owners b. Owners association roll c. Service charge statement d. Owners financial certificate 4. When exporting reports, what file type is used? a. XLS b. CSV c. DOC d. TXT Page 23 of 23
MSTS108 REPORTING FUNDAMENTALS
Copyright Mystrata South Africa Pty Limited 2014 Version 1.0 (March 2014) STUDENT WORKBOOK COURSE OUTLINE CONTENTS 1.0 Financial Reports... 3 1.1 Accrual vs Cash Reporting... 5 1.2 Annual Financial Statements...
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