WinTen² General Ledger User Manual

Transcription

1 WinTen² General Ledger User Manual This user manual is meant t prvide guidance n the WinTen² General Ledger prgram. WinTen² General Ledger is a fully integrated duble-entry ledger system that allws public husing authrities t perfrm all nrmal accunting functins. It adheres t the requirements f bth GAAP fr gvernmental accunting and HUD, including supprt bth fr enterprise fund accunting and fr user-definable develpmental fund accunting and management. General Ledger Prcess Prgram Integratin Setup Current Prcessing Date Accunt Management JE Management Fiscal Perid/Year Management Reprts Financial Reprt Writer Interfund Balancing Accunt Masks Tenant Accunts Receivable & General Ledger Glssary Index Cmmn Icns TenDcs Abut Tenmast WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

2 General Ledger Prcess WinTen² General Ledger is a fully integrated duble-entry ledger system that allws public husing authrities t perfrm all nrmal accunting functins. It adheres t the requirements f bth GAAP fr gvernmental accunting and HUD, including supprt bth fr enterprise fund accunting and fr user-definable develpmental fund accunting and management. Described belw is a typical general ledger prcess fr mst agencies. Nte: Yur prcess may be different, depending n yu agency s plicies. Chart f Accunts The basis f the General Ledger is the chart f accunts which cntains a list f accunt numbers representing where transactins thrughut WinTen2 are psted. Mst Husing Authrities have several charts f accunts because there is ne fr each f the agency s funds. A fund is a pl f mney set aside fr a specific purpse. Each accunt within a fund s chart f accunts prvides a detailed recrd f transactins fr a specific revenue, expense, asset, liability, r equity fr that fund. Example f a chart f accunts in General Ledger: Jurnals WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

3 Yu will als maintain a set f jurnals. A jurnal is a chrnlgical listing f transactins (debits and credits). Each transactin is first entered in a jurnal as a set f jurnal entries befre it psts t the ledger. The General Ledger prgram uses multiple specialized jurnals t grup tgether specific types f transactins. Yur agency will have ne jurnal fr each f the ther WinTen² financial management prgram yu have, such as Accunts Payable, Accunts Receivable, Payrll, Sectin 8, etc. Each f thse prgrams makes autmatic jurnal entries int its respective jurnal. Yu will als have at least ne jurnal fr making manual jurnal entries. Jurnal Entries As yu wrk daily in the ther WinTen² financial management prgrams, they will make autmatic jurnal entries t General Ledger t recrd transactins that ccur in thse prgrams (such as check runs frm the Payrll prgram r the Accunts Payable prgram). The vast majrity f yur jurnal entries will be created in this way. Yu will manually make any jurnal entries needed t crrect errrs r t enter transactins nt entered autmatically by the ther prgrams. All f these jurnal entries tgether will encmpass all f yur agency s financial transactins. There is n frmal psting prcess in the WinTen² General Ledger prgram. Instead, transactins are either accepted r nt. Transactins are accepted nly in grups called jurnal batches, never as individual jurnal entries. When a given batch f jurnal entries is accepted, all transactins in the batch immediately pst t the ledger. At this pint, all transactins in the batch are finalized; yu can n lnger edit them. If yu create any jurnal entries manually, yu must als accept their batches manually. Yu will typically d this n a daily r weekly basis. Hint: Befre yu accept a set f manual jurnal entries, yu can edit r even delete them, if necessary. General Ledger als allws yu t save entries that are ut f balance (debits d nt equal credits). Yu can return later t edit the entries t put them in balance, at which time yu can accept them. All batches f jurnal entries created by the ther WinTen² financial management prgrams are accepted autmatically. Yu d nt accept them manually, and yu can never edit them in the General Ledger prgram. Reprting General Ledger s reprting features allw yu t run financial statements and ther reprts based n accepted transactins, unaccepted transactins, r bth. Yu will prepare varius financial statements n a regular basis, usually mnthly. The mst cmmn are the revenue statement and balance sheet, but the prgram als has many ther reprts built int it, including budget cmparisns, prir-year cmparisns, grant reprts, and varius HUD reprts. General Ledger s Financial Reprt Writer feature als allws yu t create custm financial reprts quickly and easily. Fiscal Perids/Years WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

4 At varius times, yu will clse fiscal perids (mnths) and fiscal years. The General Ledger prgram clses fiscal perids and years per fund. Clsing a perid r year fr a fund means yu can n lnger add, edit, r apprve any transactins fr that perid r year fr that fund. (Yu can clse sme funds while leaving ther funds pen fr the same perids r years. Different funds can als end their fiscal years at different times.) Yu shuld clse fiscal perids n a regular basis, but the General Ledger prgram gives yu great flexibility in chsing when t d this. The prgram requires nly that yu clse all f a fund s perids fr a fiscal year befre yu can clse that year fr that fund. All f yur financial statements will reprt crrectly, based n transactin dates, regardless f whether the crrespnding perids are pen r clsed. As a matter f plicy, mst agencies clse a fiscal year fr a fund befre their auditrs review the recrds fr that year, althugh the General Ledger prgram itself des nt require it. The prgram requires nly that yu clse a fund s fiscal year befre yu can clse any fiscal perid in the next fiscal year fr that fund. During the clsing prcess fr a fiscal year, yu will generate and verify that year s final financial statements. (If necessary, yu will make crrecting jurnal entries and then re-run the final financials.) Yu will then clse any pen fiscal perids fr the year. Next, yu will generate clsing entries t cnslidate the balances f mst f the fund s revenue and expenditure accunts int yur retained earnings accunt. This allws the fund t begin the new fiscal year with zer revenue and expenditures. Finally, yu will clse the year itself. After yu have clsed a fund s fiscal year, yu will pen the next fiscal year. T d s, yu will first prepare the prgram recrds General Ledger requires t supprt the new year. Yu will then pen the fund s new fiscal year fr budgeting and, finally, fr entering transactins. Audit Yu will peridically pen yur bks t internal auditrs, wh verify accuracy, cmpleteness, and cmpliance with yur agency s plicies, and t external auditrs, wh verify cmpliance with HUD, IRS, and ther regulatins. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

5 Prgram Integratin The WinTen² suite f prgrams is designed t wrk tgether seamlessly, prviding a platfrm fr yu t effectively manage yur husing, maintenance and accunting activities. At the center f the suite, the General Ledger (GL) receives psted transactins frm ther prgrams and allws yu t reprt n the state f yur husing authrity. Because these prgrams are s clsely integrated, they must be set up t cmmunicate with each ther, especially the General Ledger. This tpic will guide yu thrugh the prcess f setting up the prgrams that psts t the General Ledger. There are ther aspects f the WinTen² prgrams that must be cnfigured t allw their prper use fr yur business functins. This tpic, hwever, fcuses nly n elements f the eight prgrams that direct crrect psting t the General Ledger. The eight prgrams that pst transactins t,r use accunts numbers frm, the General Ledger in their peratin are Tenant Accunts Receivable (TAR), Sectin 8 Tenant & Landlrd (S8 T&L), Cnsumable Inventry (CI), *Purchase Orders (PO), Fixed Assets (FA), Payrll (PR), Accunts Payable (AP) and Check Recnciliatin (CR). *Nte: The Purchase Orders prgram des nt pst directly t General Ledger, hwever when Cnsumable Inventry items are received in PO, it updates CI and CI then psts t the General Ledger. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

6 Nte: The Master Setup prgram is als required fr General Ledger t functin. The Master Setup prgram allws the administratr f yur WinTen² prgrams t cntrl varius high-level settings that affect hw the prgrams interact with each ther. Anther imprtant functin f Master Setup is t cntrl security permissins, which gvern what any individual can see r d in the prgrams. Accunts Payable As yu purchase items t restck yur inventry, yu will issue each purchase rder t a specific vendr. Yu can als chse t assign preferred vendrs t yur inventry items, which helps speed this prcess. Yu can maintain yur agency s list f apprved vendrs frm Accunts Payable r Purchase Order. Check Recnciliatin When yu make manual entries in Bank Recnciliatin s check register (e.g., entries fr handentered depsits and handwritten checks, as ppsed t checks written in ther WinTen² prgrams), they appear in General Ledger s Check Recnciliatin Jurnal. Cnsumable Inventry Inventry adjustments frm Cnsumable Inventry appear as autmatic jurnal entries in General Ledger s Cnsumable Inventry Jurnal. Fixed Assets Depreciatin transactins and inventry adjustments frm Fixed Assets appear in General Ledger s Fixed Assets Jurnal. Payrll General Ledger s Payrll Jurnal receives transactins frm Payrll at the end f each payrll check run. Purchase Order Yu can use either Cnsumable Inventry r Purchase Order t issue the purchase rders needed t restck yur inventry. As vendrs deliver items, yu will recrd them as received in Purchase Order, at which time Cnsumable Inventry autmatically updates the inventry quantities f thse items. Sectin 8 Tenant and Landlrd All checks yu write in Sectin 8 Tenant and Landlrd appear in General Ledger s Sectin 8 Jurnal. Tenant Accunts Receivable Charges yur tenants accrue and payments they make t yur agency appear in General Ledger s Receivables Jurnal. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

7 Setup Overview All WinTen² prgrams have a variety f Setup ptins that cntrl the prgram envirnment and gvern many aspects f prgram peratin. These ptins allw yur agency t custmize the prgrams t best meet yur needs and make yur jb easier. Yu shuld carefully plan and then implement yur Setup ptins befre using the General Ledger prgram. In additin, the administratr f yur WinTen² prgrams shuld review yur Setup ptins at least annually. Agency and Clr Settings Accunt Segments Funds and Interfunds Line Items and Sub-Line Items Prjects Cst Centers Plicies Allcatins Jurnals Bank Accunts Financial Reprts AMPs WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

8 Agency and Clr Settings On the Default Settings screen, yu can enter yur agency s cntact r return address infrmatin, and set the prgram's interface clr. 1. Click SETUP n the Main Menu screen and then click SETTINGS n the Maintain Ledger Settings screen that appears. The Maintain General Ledger Default Settings screen pens. Agency Settings 2. Click n the tlbar. 3. Enter yur rganizatin name, address, and cntact infrmatin in the available fields. 4. Click t save and apply yur changes. Clr Settings The clr yu select here changes the interface f the prgram 5. Click n the tlbar and the Clr windw appears. 6. Select the bx f the clr yu want. 7. Click OK t save and apply the clr change. The clr yu select here will then display as the screen clr f every screen in the prgram. Hint: T create yur wn custm clr, click. Click n the clr gradient that appears until yur custm clr is achieved. Or, yu can enter specific hue, saturatin, luminatin, red, green, and blue variants. Click t save the custm clr fr future use. Nte: A clr setting, like any ther setting, is nly applied t the current data area. Many agencies use this feature t clr cde their data areas s users can tell at a glance what data area they re currently using. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

9 Accunt Segments Accunt segments are divisins within yur accunt numbers, each f which designates a different characteristic f the accunt. Cautin! Mst agencies define their accunt segmentatin in cnsultatin with Tenmast when they first install the General Ledger prgram. After yu have cmpleted setup f the prgram, please use extreme cautin when cnsidering changes t yur accunt segmentatin! Changing segmentatin can have wide-ranging effects thrughut General Ledger. It may require yu, fr instance, t edit the accunt numbers f every ne f yur accunts. It may even cause yu t lse data. Planning Accunt Segmentatin Maintaining Accunt Segments WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

10 Planning Accunt Segmentatin General Ledger accunt numbers can have up t five segments, r parts, cmpsed f numbers and/r letters. The segments may be divided by a perid, slash, dash, r tilde with n spaces between them. In the accunt number abve, yu see the typical segment rder and the sizes f each. Hwever, the arrangement f accunt numbers can vary depending n hw the agency wants t define them. The first tw segments are the nly required segments. Fund segments represent mney set aside fr a specific prject. Husing authrities typically use the fund segment t define their AMPs, Central Office Cst Center and S8. Line item segments are the main part f the accunt. This segment typically crrespnds t a HUD accunt as published in HUD Guidebk 7510:1 Public and Indian Husing Lw-Rent Technical Accunting Guide. Many husing authrities use this numbering scheme established by HUD, but it is nt required. The line item segment designates the specific type f revenue, expense, asset, liability r equity that psts t the accunt. If fllwing the HUD guidelines, yu shuld see the numbering pattern belw fr yur line item segments. Fr example, tenant accunts receivable is an asset and its line item segment is defined as = Asset Accunts 2000 = Liability and Surplus Accunts 3000 = Incme Accunts 4000 = Expense Accunts 5000 = Credits/Charges n Lng Term Debt 6000 = Credits/Charges Affecting Surplus 7000 = Memrandum Accunts 8000 = HUD Annual Cntributins 8100 = Hmewner Payments Sub-line item segments divide the line items int mre detailed sub-cmpnents. Fr each line item, yu can define an unlimited number f sub-line items. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

11 Prject segments are ptinal in the accunt number. If a husing authrity uses this segment, they must maintain ne prject recrd fr each f their agency s prjects. Cst Center segments are used by mst authrities t define departments. This segment is rarely used. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

12 Maintaining Accunt Segments After editing accunt segments, yu may need t clse General Ledger and repen the prgram befre sme changes take effect. 1. Click SETUP n the Main Menu screen and then click SEGMENTS n the Maintain Ledger Settings screen that appears. The Maintain Accunt Segments screen pens with all accunt segments displayed in a table. 2. Highlight the accunt segment recrd yu want t wrk with and click. The bttm f the screen becmes available t edit. 3. Edit, as necessary, the segment descriptin and length (exact number f characters in the segment). 4. Edit, as necessary, the separatr (appears after the segment in the accunt number and the prgram ignres the separatr fr the last segment, because it wuld appear after the entire accunt number), and cntents (defines whether yur accunt numbers cntain letters, numbers (digits), r bth in this segment). 5. The segment table displays ne rw f infrmatin fr each segment. If necessary, select the segment yu wish t mve in the table and use the and buttns t change the rder f the segments within the accunt number. 6. Click t save and apply yur changes. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

13 Funds and Interfunds A fund is a pl f mney set apart fr a specific purpse. Each fund is defined by the surce f its mney and the restrictins placed n yur use f this mney. A GL fund is a required segment f yur agency s accunt numbers. Yu must maintain ne GL fund recrd in the General Ledger prgram fr each f yur agency s funds. Fr each fund, yu can als set up interfund accunts 1. Planning Interfund Accunts Setting Up Funds Adding Interfund Accunts Interfund Balancing Nte: Yu cannt delete a fund fr which yu have any accunts r transactins. Yu will usually delete nly funds that yu have never used. 1 Smetimes knwn as due t / due frm accunts, t make the adjusting entries that keep yur funds in balance when ne fund uses a cash accunt belnging t anther fund. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

14 Planning Interfund Accunts General Ledger s autmatic interfund balancing feature uses interfund accunts, smetimes knwn as due t / due frm accunts, t make the adjusting entries that keep yur funds in balance when ne fund uses a cash accunt belnging t anther fund. (See the Interfund Balancing appendix t this manual.) T take advantage f this feature, yu must first plan and set up these interfund accunts in the General Ledger prgram. Yu will always define interfund accunts in pairs, ne due t and ne due frm. Generally, a fund that cntains a cash accunt will have ne due t/due frm pair fr each ther fund that uses its cash accunt. Each f the ther funds that uses the cash accunt will have ne due t/due frm pair relating it t the fund cntaining the cash accunt. Belw is a step-by-step guide t planning yur interfund accunts. 1. Identify hw many cash accunts yu will have and the fund t which each will belng. Each cash accunt must be assigned t a fund. We recmmend having nly ne cash accunt and assigning it t a revlving fund. If yu have mre than ne cash accunt, we recmmend assigning yur primary cash accunt t the revlving fund. Hint: Tenmast recmmends using nly ne cash accunt, but the prgram allws yu t use mre, if yu wish. 2. Fr each fund 1 that has a cash accunt, identify every ther fund that culd pssibly use that cash accunt. (If yu use nly ne cash accunt, this will likely be every fund in yur agency except the ne that has the cash accunt.) 3. Identify the interfund accunts fr the fund that has the first cash accunt. Yu will define ne due t / due frm pair f accunts fr each f the ther funds that will use this fund s cash accunt. The due frm side f the first pair will identify the same fund and the line item f its accunts receivable accunt (usually 1129: Accunts Receivable - Other). The due t side f the first pair will identify the first ther fund and the line item f its accunts payable accunt (usually 2119: Accunts Payable Other). 4. Repeat step three fr each additinal fund that has a cash accunt used by ther funds. 5. Perfrm step three fr each fund that uses anther fund s cash accunt. A fund withut a cash accunt will have ne due t / due frm pair fr each ther fund whse cash accunt it uses. Fr help n setting up yur interfund accunts, See "Adding Interfund Accunts" n page A pl f mney set apart fr a specific purpse. Each fund is defined by the surce f its mney and the restrictins placed n yur use f this mney. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

15 Setting Up Funds Yu will use the Add Fund Wizard t add basic fund infrmatin. Then, yu have the ptin f entering additinal fund infrmatin and adding interfund accunts. Enter Basic Fund Inf 1. Click SETUP n the Main Menu screen and then click FUNDS n the Maintain Ledger Settings screen that appears. The Brwse Funds screen pens with all active funds displayed in a table. 2. Click n the tlbar. The Add Fund Wizard is initiated. 3. Enter a fund cde and descriptin t identify the new fund. Nte: The fund cde is yur agency s cde t identify this fund. It appears as the fund segment f each accunt number in the fund. It must be unique and must meet the criteria (the number f characters and whether letters and/r numbers are allwed) set by yur agency fr the fund segment f yur accunt numbers. See "Planning Accunt Segmentatin" n page Select the GAAP fund type that best describes the purpse f the fund, as recgnized by GAAP 1 fr gvernmental agencies. 5. Select the HUD fund type that best describes the purpse f the fund, as recgnized by HUD. 6. Select the last mnth f this fund s fiscal year and starting fiscal year. Different funds can end their fiscal years at different times; mst end n the last mnth f a calendar quarter (Mar, June, Sept, r Dec). 7. Click START t cntinue. 8. Review and cnfirm the fund infrmatin yu have entered and click FINISH t add the new fund. The Brwse Funds screen appears again with the newly added fund highlighted at the tp f the table. Enter Additinal Fund Inf After entering basic fund infrmatin, yu must then edit the fund t enter additinal infrmatin that is nt available in the Add Fund Wizard. 9. Highlight the fund recrd yu just created and duble-click, r click. The Maintain Funds screen pens with the Fund tab selected. 1 Acrnym fr Generally Accepted Accunting Principles. The accunting standards accepted by the accunting prfessin t ensure that financial statements are cnsistent with regard t what, when and hw infrmatin is reprted. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

16 Hint: T search fr the fund yu want t wrk with, select hw yu want t rder the fund table frm the rdered by drp-dwn list, enter the search criteria in the search fr field and click GO. The first fund t match the criteria is highlighted in the table. 10. Click again t make the tab available fr editing. 11. If applicable, select the FDS clumn type 1, FDS clumn sub-type 2, FDS AMP cde 3, and default clse t accunt. Nte: Mst revenue and expenditure accunts clse t a retained earnings accunt at the end f each fiscal year. The Default Clse T Accunt field sets a default clsing accunt fr all revenue and expenditure accunts yu create fr this fund. Yu can change this default fr any individual accunt, if necessary. 12. Click t save and apply yur changes. Add Interfund Accunts 13. Select the Inter-Fund Accunts tab and click. The Inter-Fund Accunts Wizard is initiated. 14. T define the "due frm" accunt, select the riginating fund ("due frm" fund) and the receivable frm ther fund ("due frm" accunt). 15. Click START t cntinue. 16. T define the "due t" accunt, select the ther fund ("due t" fund) and the payable t riginating fund ("due frm" accunt). 17. Click NEXT t cntinue. 18. Review and cnfirm the interfund accunt infrmatin yu have set up and click FINISH t apply yur changes and add the interfund accunts 4 t the fund. 1 This crrespnds t the FDS Reprt Clumns such as AMP, Central Office Cst Center (COCC), r Husing Chice Vucher. 2 This is ne f the tw types f functins within a fund peratin. These are either Operating r Capital Fund designatin. 3 If the FDS Clumn Type is an AMP, this is the selectin f which AMP this fund is assciated with. 4 Smetimes knwn as due t / due frm accunts, t make the adjusting entries that keep yur funds in balance when ne fund uses a cash accunt belnging t anther fund. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

17 Adding Interfund Accunts General Ledger s autmatic interfund balancing feature uses interfund accunts, smetimes knwn as due t/due frm accunts, t make the adjusting entries that keep yur funds in balance when ne fund uses a cash accunt belnging t anther fund. 1. Click SETUP n the Main Menu screen and then click FUNDS n the Maintain Ledger Settings screen that appears. The Brwse Funds screen pens with all active funds displayed in a table. 2. Select hw yu want t rder the fund table frm the rdered by drp-dwn list, enter the search criteria in the search fr field and click GO. The first fund t match the criteria is highlighted in the table. 3. Highlight the fund recrd yu want t wrk with and duble-click, r click. The Maintain Funds screen pens with the Fund tab selected. 4. Select the Inter-Fund Accunts tab and click. The Inter-Fund Accunts Wizard is initiated. 5. T define the "due frm" accunt, select the riginating fund ("due frm" fund) and the receivable frm ther fund ("due frm" accunt). 6. Click START t cntinue. 7. T define the "due t" accunt, select the ther fund ("due t" fund) and the payable t riginating fund ("due frm" accunt). 8. Click NEXT t cntinue. 9. Review and cnfirm the interfund accunt infrmatin yu have set up and click FINISH t apply yur changes and add the interfund accunts t the fund. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

18 Line Items and Sub-Line Items The line item is the segment f the accunt number 1 that designates the specific type f revenue, expenditure, asset, liability, r equity that psts t the accunt. The sub-line item is the segment f the accunt number that subdivides the accunt line item. Yu can chse t create many sub-line items fr each f yur agency s line items. Yu must assign each sub-line item t a specific line item. Planning Line Items and Sub-Line Items Setting Up Line Items and Sub-Line Items Nte: Yu cannt delete a line item yu have assigned t an accunt r fr which yu have any transactins. Yu will usually delete nly line items that yu have never used. Cmmnly Used Line Items The General Ledger line items listed belw are defined by the HUD Guidebk 7510:1 mentined abve and they are cmmnly used when setting up the WinTen2 prgrams t pst t the General Ledger. This is nt an exhaustive list and husing authrities d nt have t use these particular line item numbers when defining their accunts. When cnsidering which numbers t use, yu shuld rely mre n the accunt descriptin than the actual number. Hwever, if yur agency uses the HUD numbering scheme, it is gd t knw these line item numbers in case descriptins are missing Cash. This is the typically mney in the agency s general develpment r perating fund Security Depsit 1117 Petty Cash Fund Change Fund 1122 Tenants Accunts Receivable. This accunt recrds mney that tenants we fr rent Accunts Receivable, Issuing Husing Authrity - Sectin Inventries, Materials 1270 Inventries, Equipment 1400 Fixed Asset 1405 Accumulated Depreciatin 2111 Vendrs and Cntractrs 2114 Security Depsits 2135 Salaries and Wages 1 The cmplete number yur agency uses t identify an accunt. It includes all accunt segments. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

19 Unreserved Surplus 3110 Dwelling Rental 3120 Excess Utilities 3190 Nn-dwelling Rental 3693 NSF 3690 Other Incme. This accunt may include late charges, wrk rders, and curt csts Administrative Salaries 4410 Labr, Ordinary Maintenance 4420 Materials, Ordinary Maintenance Fixes Assets Dispsitin Nte: This list is nt exhaustive. Yur line item numbers may differ frm the nes abve. Please cnsult yur accunting lead fr guidance in selecting which accunt numbers t use when setting up yur prgrams. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

20 Planning Line Items and Sub-Line Items A general ledger accunt is a detailed recrd f transactins fr a specific revenue, expenditure, asset, liability, r equity. The line item is the segment f the accunt number that designates the specific type f revenue, expenditure, asset, liability, r equity that psts t the accunt. Accuntants smetimes refer t it as the natural accunt segment. Nte: Mst agencies set up their line items and sub-line items in cnsultatin with Tenmast when they first install the General Ledger prgram. Please use cautin when cnsidering changes t them. HUD publishes its prescribed chart f accunts 1 in HUD Guidebk : Public and Indian Husing Lw-Rent Technical Accunting Guide. Public husing authrities must use thse accunt numbers n varius HUD reprting frms. Fr mst agencies, we very highly recmmend that the line item segments and sub-line item segments f yur accunt numbers crrespnd exactly t this HUD-prescribed chart f accunts. If yu chse t use different line items, each f yur accunts still must crrespnd t a line item in the HUD-prescribed chart f accunts. The sub-line item is an ptinal segment f the accunt number that allws yur agency t custmize yur chart f accunts while still adhering t the HUD-prescribed chart f accunts. Line Items Fr each f yur line items, yu can define an unlimited number f sub-line items. Yu shuld first plan yur line items and create a line item cde and descriptin fr each f them. Line item cdes can be up t fifteen characters. They are usually numbers, but the prgram allws yu t use numbers and/r letters. Each cde must be unique, but they must all fllw the same pattern (the exact number f characters and whether letters and/r numbers are allwed). The HUD-prescribed chart f accunts, fr example, assigns a fur-digit number t each line item. Descriptins can be up t sixty letters and/r numbers. Sub-Line Items Next, plan any sub-line items yu wuld like t use. Yu must assign each sub-line item t a specific line item. Sub-line items have cdes and descriptins, just like line items. The nly difference is that sub-line item cdes can be a maximum f nly eight characters. All ther criteria are the same. 1 A cmplete list f General Ledger accunt numbers and names. Each fund has its wn chart f accunts. The cmbined charts f accunts f all yur funds make up yur agency s chart f accunts. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

21 The line item is a required segment in yur accunt numbers. After yu have planned yur line items, define the line item segment t fit the criteria yu used fr yur line items (the exact number f characters and whether letters and/r numbers are allwed). If yu chse t use sub-line items, fllw the same steps t define and activate the sub-line item segment. Nte: Althugh sub-line items are ptinal, we highly recmmend yu use them t implement the HUD-prescribed chart f accunts and t take full advantage f General Ledger s features. Fr help n defining these segments f yur accunt numbers, See "Planning Accunt Segmentatin" n page 10. and See "Maintaining Accunt Segments" n page 12.. After yu have defined these accunt segments, set up the line items and sub-line items themselves. Yu will create ne recrd fr each f them in the Line Items area f Setup. See "Setting Up Line Items and Sub-Line Items" n page 22. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

22 Setting Up Line Items and Sub-Line Items Befre yu create yur line item and sub-line item recrds, verify that yu have crrectly defined the line item and sub-line item segment f yur accunt numbers. See "Planning Accunt Segmentatin" n page 10. and See "Maintaining Accunt Segments" n page Click SETUP n the Main Menu screen and then click LINE ITEMS n the Maintain Ledger Settings screen that appears. The Brwse Line Items screen pens with all active line items displayed in a table. 2. Click n the tlbar. The Add Line Item Wizard is initiated. 3. Enter the line item cde and descriptin. Nte: The line item cde is yur agency s cde t identify this line item. It will appear as the line item segment f any accunt number t which yu assign it. It must be unique and must meet the criteria (the exact number f characters and whether letters and/r numbers are allwed) set by yur agency fr the line item segment f yur accunt numbers. See "Planning Accunt Segmentatin" n page Click START t cntinue. 5. Review and cnfirm the line item infrmatin yu have set up and click FINISH t apply yur changes and add the line item. The Maintain Line Items screen appears with the Line Items tab selected. 6. If yu want t add a sub-line item(s), select the Sub-Line Item tab and click. The Add Sub-Line Item Wizard is initiated. 7. Enter the sub line item cde and descriptin. Nte: The sub-line item cde is yur agency s cde t identify this sub-line item. It will appear as the sub-line item segment f any accunt number t which yu assign it. It must be unique and must meet the criteria (the exact number f characters and whether letters and/r numbers are allwed) set by yur agency fr the sub-line item segment f yur accunt numbers. 8. Click START t cntinue. 9. Review and cnfirm the sub-line item infrmatin yu have set up and click FINISH t apply yur changes and add the sub-line item t the line item. The Maintain Line Items screen appears again. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

23 Prjects Prject is an ptinal segment f yur agency s accunt numbers. If yu chse t use that segment, yu must maintain ne prject recrd in the General Ledger prgram fr each f yur agency s prjects. Yu cannt delete a prject yu have assigned t an accunt r fr which yu have any transactins. Yu will usually delete nly prjects that yu have never used. Nte: Althugh the prject accunt segment is ptinal, we highly recmmend yu use it t take full advantage f General Ledger s features. Setting Up Prjects WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

24 Setting Up Prjects When setting up prjects, yu need t add the basic prject infrmatin and then edit the accunt t specify the prject number and if the prject is used n the PILOT frm. 1. Click SETUP n the Main Menu screen and then click PROJECTS n the Maintain Ledger Settings screen that appears. The Maintain Prjects screen pens with all prjects displayed in a table. 2. Click n the tlbar. The Add Prject Wizard is initiated. 3. Enter a prject cde and descriptin t identify the new prject. Nte: The prject cde is yur agency s cde t identify this prject. It appears as the prject segment f any accunt number t which yu assign it. It must be unique and must meet the criteria (the number f characters and whether letters and/r numbers are allwed) set by yur agency fr the prject segment f yur accunt numbers. See "Planning Accunt Segmentatin" n page Enter the number f units in the prject. The prgram uses this number t make PUM calculatins. 5. Click START t cntinue. 6. Review and cnfirm the prject infrmatin yu have set up and click FINISH t save and add the prject. The Maintain Prjects screen appears again with the newly added prject highlighted in the table. 7. Click t edit the new prject recrd. The bttm f the screen becmes available t edit. 8. Check the checkbx if the prject is used n the PILOT frm, and then enter the prject number. 9. Click t save and apply yur changes. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

25 Cst Centers A cst center is a lgical divisin within yur agency s peratins fr purpses f management, analysis, and financial reprting. Using cst centers allws yu t track revenue and expenditures that crss multiple funds and/r prjects. Cst Center is an ptinal segment f yur agency s accunt numbers. If yu chse t use that segment, yu must maintain ne cst center recrd in the General Ledger prgram fr each f yur agency s cst centers. Nte: Yu cannt delete a cst center yu have assigned t an accunt r fr which yu have any transactins. Yu will usually delete nly cst centers that yu have never used. Planning Cst Centers Setting Up Cst Centers WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

26 Planning Cst Centers A cst center is a lgical divisin within yur agency s peratins fr purpses f management, analysis, and financial reprting. Using cst centers allws yu t track revenue and expenditures that crss multiple funds and/r prjects. Many agencies chse nt t use cst centers. Mst agencies that d chse t use them define cst centers by administrative department, e.g., Administratin, Tenant Services, Utility Expenditure, Direct Maintenance, Prtective Services, etc. Agencies can als define them by ffice lcatin, by individual prject, r by grups f related prjects. If yu chse t use cst centers, yu shuld first plan which cst centers yu wuld like t use and create a cst center cde fr each f them. The cdes can be up t eight numbers and/r letters. Each cde must be unique, but they must all fllw the same pattern (e.g., a tw-digit number). Cst Center is an ptinal segment in yur accunt numbers. After yu have planned yur cst centers, yu shuld define and activate the cst center segment. This includes defining yur specific criteria fr the cst center cdes; enter the same criteria yu used when planning yur cdes (the exact number f characters and whether letters and/r numbers are allwed). Nte: If yu chse nt t use cst centers, verify that the cst center segment is nt included in yur accunt numbers. Fr help n defining the cst center segment f yur accunt numbers, See "Planning Accunt Segmentatin" n page 10. and See "Maintaining Accunt Segments" n page 12.. After yu have activated the cst center segment, set up the cst centers themselves. Yu will create ne cst center recrd fr each f yur cst centers. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

27 Setting Up Cst Centers Befre yu create yur cst center recrds, verify that yu have defined and activated the cst center segment f yur accunt numbers. See "Planning Accunt Segmentatin" n page 10. and See "Maintaining Accunt Segments" n page Click SETUP n the Main Menu screen and then click COST CENTERS n the Maintain Ledger Settings screen that appears. The Maintain Cst Centers screen pens with all cst centers displayed in a table. 2. Click n the tlbar. The Add Prject Wizard is initiated. 3. Enter a cst center cde and descriptin t identify the new cst center. Nte: The cst center cde is yur agency s cde t identify this cst center. It appears as the cst center segment f any accunt number t which yu assign it. It must be unique and must meet the criteria (the number f characters and whether letters and/r numbers are allwed) set by yur agency fr the cst center segment f yur accunt numbers. See "Planning Accunt Segmentatin" n page Enter the number f units in the cst center. The prgram uses this number t make PUM 1 calculatins. 5. Click START t cntinue. 6. Review and cnfirm the cst center infrmatin yu have set up and click FINISH t save and add the cst center. The Maintain Cst Centers screen appears again with the newly added cst center highlighted in the table. 1 Acrnym fr Per Unit Mnth. A calculatin divided by yur agency s ttal unit mnths. Used by HUD t analyze the perfrmance f HAs. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

28 Plicies Prgram plicies and prcedures are advanced prgramming ptins within General Ledger that can affect many different aspects f the cmputer prgram s behavir. They are similar in sme respects t default settings, but ffer much greater pwer and flexibility. Nte: Please d nt cnfuse these plicies and prcedures with yur agency s general plicies fr administering yur husing authrity r any f yur husing prgrams. Within the cntext used here, we are referring nly t very specific cmputer prgramming ptins within the Setup area f the General Ledger prgram. Unlike ther Setup ptins, prgram plicies and prcedures are nt designed fr use by either the end user r the administratr f the General Ledger prgram. Tenmast staff will set up yur agency s initial prgram plicies fr yu when yu first install r upgrade t WinTen² General Ledger. Because they are advanced prgramming ptins, yu shuld mdify them nly at the directin f a Tenmast staff member. Cautin! It is extremely imprtant that yu d nt mdify any prgram plicies, except in direct cnsultatin with Tenmast staff. When directed t d s by Tenmast staff, yu will use the Maintain Plicies screen t maintain yur agency s prgram plicies fr General Ledger. Setting Plicies WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

29 Setting Plicies There are many plicy ptins in the General Ledger (GL) prgram, and they can be used t custmize WinTen² prgrams t better match an HA s wrk prcesses. 1. T access GL plicies, click SETUP n the Main Menu screen, and then click POLICIES. The Brwse Plicies screenpens with all available plicies displayed in a table. 2. Duble-click n the plicy yu want t wrk with; r, highlight the plicy in the table and click t pen the Maintain Plicies screen. 3. After chsing the apprpriate value, click OK t set the plicy. The Brwse Plicies screen appears again with the newly set value displayed in the table. Plicy Summaries Aut Generate Year End Clsing Entries Value: True r False If yu set this plicy t True, the prgram will autmatically generate year end clsing entries each time a batch is accepted. Autmatically Perfrm Interfund Balancing Value: True r False If yu set this plicy t True, the prgram will autmatically perfrm interfund balancing n all GL batches. Print Fund Name/Fund Cde n Financial Reprts Value: True r False If yu set this plicy t True, the prgram will print the fund name n all financial reprts. If yu set this plicy t False, the prgram will print the fund cde n all financial reprts. Setup Default Jurnal Cde Value: User-specific In the value field, chse the default jurnal 1 cde that will be autmatically selected when imprting JE batches using the Imprt General Ledger Batch Wizard. See "Imprting JE 1 A chrnlgical listing f transactins (debits and credits). Each transactin is first entered in a jurnal befre it psts t the ledger. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

30 Batches (.xls frmat)" n page 57. and See "Imprting JE Batches (.txt frmat)" n page 53. Print Trial Balance in Prtrait Frmat Nte: This plicy applies t all trial balance reprts except Trial Balance 2. Value: True r False If yu set this plicy t True, the prgram will autmatically print the Trial Balance Reprt in prtrait frmat. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

31 Allcatins Many agencies use allcatins t distribute csts (usually administrative and payrll expenditures) acrss multiple accunts, funds, prjects, r cst centers. Nte: Allcatins are ptinal in General Ledger. Fr each f yur agency s allcatins, yu must create a set f allcatin detail recrds that define hw the allcatin distributes expenditures r revenue. Each allcatin detail recrd sets a percentage and either an accunt number 1 r a mask that determines where that percentage ges. The General Ledger prgram des nt require it, but if yu use accunt mask 2 s fr allcatin details, all the masks within ne allcatin will usually fllw the same frmat. In ther wrds, they will all use wildcards (questin marks) in the same psitins within the mask. Nte: The cmbined percentages f all the allcatin details in an allcatin must ttal 100%. If yu delete an allcatin detail, yu must create r edit anther detail recrd t ensure the allcatin ttal is 100%. Setting Up Allcatins 1 The cmplete number yur agency uses t identify an accunt. It includes all accunt segments. 2 A cmbinatin f accunt number placehlders cntaining numbers, letters and/r questin marks. The numbers r letters represent values in yur accunt number data. The questin marks represent variables r wildcards. Yu can use these t filter reprts and define allcatin in General Ledger. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

32 Setting Up Allcatins Yu can set up allcatin 1 s n the Maintain Allcatins screen. Yu will use the Allcatin tab t maintain the identificatin infrmatin fr each allcatin, and the Allcatin Details tab t maintain the percentage breakdwns that define hw each allcatin distributes expenditures r revenue. 1. Click SETUP n the Main Menu screen and then click ALLOCATIONS n the Maintain Ledger Settings screen that appears. The Brwse Allcatins screen pens with all active allcatins displayed in a table. Enter Allcatin Inf 2. Click n the tlbar. The Maintain Allcatins screen appears with the Allcatin tab selected. 3. Enter the allcatin cde and descriptinused t identify the allcatin. 4. Check the active checkbx t make the allcatin available fr yu t assign t a JE. Hint: If a recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. 5. Click t save and apply yur changes. Define Allcatin Distributins 6. Select the Allcatin Details tab and click. The Add Allcatins Wizard is initiated. 7. Enter the percent f a transactin gverned by this allcatin detail in the percentage field. 8. Determine hw this allcatin detail assigns its percentage share f a transactin by selecting either the specific accunt number r build an accunt mask ptin. If yu chse Specific Accunt Number, this detail recrd s percentage will always g t ne specific accunt. If yu chse Build an Accunt Mask, yu will create a mask that defines nly part f an accunt number. This will allw yu mre flexibility in applying this allcatin t JEs. (See the Accunt Masks appendix t this manual.) 9. Click START t cntinue. 9 If yu chse the specific accunt number ptin n Step 1, chse the accunt number that will always receive this detail recrd s percentage f the allcatin and click NEXT. 1 The distributin f a jurnal entry, by pre-defined percentages, acrss multiple accunts, funds, prjects, r cst centers. Yur agency can predefine the percentage allcatins and then apply them as needed t individual JEs. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

33 OR 9 If yu chse the build an accunt mask 1 ptin n Step 1, click t search fr and select the apprpriate fund, site (prject), line item, sub-line item, and team (develpment), and then click NEXT. 10. Review and cnfirm the infrmatin yu have set up and click FINISH t set up the allcatin. Hint: The Display Accunt Mask field shws yu either the specific accunt r the final accunt mask. Use it t verify that the allcatin detail is crrect. 1 A cmbinatin f accunt number placehlders cntaining numbers, letters and/r questin marks. The numbers r letters represent values in yur accunt number data. The questin marks represent variables r wildcards. Yu can use these t filter reprts and define allcatin in General Ledger. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

34 Jurnals A jurnal is a chrnlgical listing f transactins (debits and credits). Each transactin is first entered in a jurnal befre it psts t the ledger. The General Ledger prgram uses multiple specialized jurnals t grup tgether specific types f transactins. Yur agency will have ne jurnal fr each f the ther WinTen² financial management prgram yu have, such as Accunts Payable, Tenant Accunts Receivable, Payrll, Sectin 8, etc. Each f thse prgrams makes autmatic jurnal entries int its respective jurnal. Nte: Mst agencies set up the jurnals fr these prgrams in cnsultatin with Tenmast when they first install the General Ledger prgram. Please use extreme cautin when cnsidering changes t them. Setting Up Jurnals Nte: Yu cannt delete a jurnal fr which yu have any transactins. Yu will usually delete nly jurnals that yu have never used. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

35 Setting Up Jurnals Yu will use the Add Jurnal Wizard t create jurnals. After entering basic jurnal infrmatin, yu must then edit the jurnal t enter additinal infrmatin that is nt available in the Add Jurnal Wizard. 1. Click SETUP n the Main Menu screen and then click JOURNALS n the Maintain Ledger Settings screen that appears. The Maintain Jurnals screen pens with all available jurnals displayed in a table. Enter Basic Jurnal Inf 2. Click n the tlbar. The Add Jurnal Wizard is initiated. 3. Enter a jurnal cde and descriptin t identify the new jurnal. Nte: The jurnal cde is yur agency s cde t identify this jurnal. It must be unique and must cntain tw letters and/r numbers. 4. Click START t cntinue. 5. Review and cnfirm the jurnal infrmatin yu have entered and click FINISH t add the new jurnal. The Maintain Jurnals screen appears again with the newly added jurnal highlighted at the tp f the table. Enter Additinal Jurnal Inf 6. Highlight the jurnal recrd yu just created and click. The bttm prtin f the screen becmes available fr editing. 7. Enter the JE prefix. This tw-character prefix will appear at the beginning f the reference number f each jurnal vucher fr this jurnal. This field defaults t yur chice fr the jurnal cde, but yu can change it if yu wish. Like the jurnal cde, the JE prefix must be unique and must cntain tw letters and/r numbers. 8. Define the jurnal entry numbering by checking any f the fllwing checkbx ptins: autnumber jurnal entries, include year as prefix, include mnth as prefix, and use jurnal prefix. 9. Enter the next jurnal entry number and then click t save and apply yur changes. Hint: If a recrd is active, it is available fr yu t wrk with elsewhere in the prgram. Uncheck this checkbx fr recrds yu n lnger wish t use. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

36 Bank Accunts Yu shuld maintain ne bank accunt recrd in the General Ledger prgram fr each f yur agency s bank accunts. This enables ther WinTen² financial management prgrams (Accunts Payable, Payrll, and Sectin 8) t write checks and make ACH 1 payments frm these accunts. Nte: Yu cannt delete a bank accunt fr which yu have any transactins. Yu will usually delete nly bank accunts that yu have never used. Setting Up Bank Accunts 1 Acrnym fr "Autmated Clearing Huse" is a natin-wide system fr making electrnic funds transfers (electrnic payments) between bank accunts. ACH transactins are smetimes als knwn as direct depsits, autmatic debits, r autmatic payments. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

37 Setting Up Bank Accunts 1. Frm the Main Menu screen, click SETUP and then BANK ACCTS. The Select Bank Accunt screen appears with all bank accunts displayed in a table. 2. Click n the tlbar. The Maintain Bank Accunt screen appears. Enter Bank Inf 3. Enter the bank accunt ID and the bank accunt s descriptin. 4. Select the ledger accunt number (the GL accunt that crrespnds with the bank accunt, usually an accunt with a line item segment f 1111) and check the restricted bank accunt access checkbx if yu want t limit access t the accunt. 5. Select the AP accrual accunt number (the GL accunt t which accruals shuld be applied) and enter the TIN (tax identificatin number). 6. Enter the next paper check number and next $0 check number. Enter Exprt File Specificatins (if necessary) Yu nly need t enter exprt file specificatins if direct depsit (ACH) is enabled fr the bank. 7. Select the exprt frmat (either nne, cmma separated, r anther bank s previusly set up frmat), and enter the exprt file name. Enter Direct Depsit (ACH) Inf (if necessary) Yu nly need t enter direct depsit infrmatin if direct depsit (ACH) is enabled fr the bank. 8. Check the checkbx t enable direct depsit (ACH) fr this bank. 9. Enter the bank name, bank ruting #, and the bank accunt #. 10. Frm the infrmatin prvided frm the bank, enter the bank s federal reserve name and federal reserve ruting #, select the direct depsit (ACH) frmat (this is the type f file frmat the bank requires, PPD = Prearranged Payment r Depsit; CCD = Cash Cncentratin r Disbursement), specify the cmpany TIN prefix - file (enter a 1 unless therwise specified) and batch, immediate rigin, and transmissin file prefix data (this is a cmmunicatin header fr banks that use a system f file transfer ther than a direct uplad, such as a dial-up mdem). 11. In the remaining fields, fill ut as much infrmatin as pssible. Can include tax depsits Bank generates entry t this accunt - A balanced file shws bth the payments t the emplyees and a final line t take the mney frm the Husing Authrity's accunt. If yu check this bx, the final line is nt included in the file and the bank will manually enter the transactin t take the mney frm the WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

38 agency's bank accunt. Again, this is determined by the bank's way f ding business. Treat federal reserve as rigin - Sme banks want the bank flagged as the immediate rigin, but n a secnd line shw the federal reserve ID and ruting number. Fill settlement date with blanks nt zer's - On the secnd (number 5) line, there is a space fr the settlement date, r the date the file is prcessed. Nrmally this is filled in at file creatin with zer's, but sme banks want this left blank. Next direct depsit number Next reference cde number Exclude reference cde frm file Next batch number Next trace number Nte: Mst fields n this screen are required; the Transmissin File Prefix Data is required by nly 2 different banks. It is very imprtant t enter the infrmatin exactly as it was received frm the bank t ensure payments will be crrectly prcessed. 12. Click t save and apply yur changes. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

39 Financial Reprts These reprts are created using the Financial Reprt Writer and allw yu t smewhat custmize yur wn Financial Reprts t prvide t management and yur Bard f Directrs. Balance Sheet and Incme Statements are just tw examples f the reprts that can be created using this feature. Hint: Yu can als access the Financial Reprt Writer frm the Reprts area f the prgram. When accessed frm Setup, yu are nt able t print the reprts. Financial Reprt Writer Overview WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

40 Setting Up AMPs AMP is an acrnym fr Asset Managed Prject. This is HUD s definitin f a subset f Public Husing buildings and prjects. Yu need t set up yur AMPs befre creating yur FDS reprts. 1. Click SETUP n the Main Menu screen and then click AMP LIST n the Maintain Ledger Settings screen that appears. The Maintain AMP List screen pens with all AMPs displayed in a table. 2. Click n the tlbar. The bttm area f the screen becmes available t wrk with. 3. Enter an AMP cde (such as 001 ) and a descriptin fr the AMP 1 (such as AMP 1 ). 4. Click t save and apply yur changes. 1 Acrnym fr Asset Managed Prject. This is HUD s definitin f a subset f the Public Husing buildings and prjects. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

41 Current Prcessing Date The current prcessing date field sets the default date fr all new manual jurnal batches. Its purpse is t help speed data entry when yu are creating multiple batches fr a prir date. Each time yu launch the General Ledger prgram, this field defaults t the current date n yur cmputer s clck. If yu will be creating multiple jurnal batches fr a prir date, first set the current prcessing date t the date f thse batches. This allws yu t change the date here ne time, instead f having t change it n each individual batch. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

42 Accunt Management Overview A general ledger accunt is a detailed recrd f transactins fr a specific revenue, expenditure, asset, liability, r equity. Each f yur agency s funds has its wn set f accunts t track all f that fund s transactins. Yu must create and maintain ne separate accunt recrd fr each accunt in each fund. The set f accunts fr ne particular fund is called the chart f accunts fr that fund. The cmbined charts f accunts f all yur funds make up yur agency s chart f accunts 1. HUD publishes a prescribed chart f accunts fr public husing authrities t use n varius HUD reprting frms. (See HUD Guidebk : Public and Indian Husing Lw-Rent Technical Accunting Guide). Fr mst agencies, we highly recmmend that the chart f accunts fr each f yur funds crrespnd exactly t this HUD-prescribed chart f accunts. Adding Accunts Editing Accunts 1 A cmplete list f General Ledger accunt numbers and names. Each fund has its wn chart f accunts. The cmbined charts f accunts f all yur funds make up yur agency s chart f accunts. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

43 Adding Accunts 1. Frm the Main Menu screen, click ACCOUNTS. The Brwse Accunts screen appears. (Make sure active accunts are selected in the View drp-dwn list.) 2. Click n the tlbar. The Add Acunt Wizard is initiated. 3. Enter the accunt number and descriptin f the accunt. Checking the Repeat Wizard checkbx repeats the Add Accunt Wizard at step 3 s yu can cntinue adding accunts quickly and efficiently. Uncheck this checkbx t create nly ne accunt. 4. Click START t cntinue t step 2 f the wizard. Validate Accunt Segment Values 5. Review and validate the accunt segment 1 number values (fund, site/prject, line item, sub-line item, team). Nte: Click t brwse fr a segment value n a separate screen. Select the value and click OK; the selected value will then display n the wizard screen. 6. Click NEXT t cntinue t step 3 f the wizard. Specify Additinal Accunt Setup Values 7. Select the accunt type frm the drp-dwn list. 8. Select the clse t accunt (if applicable). 9. Select the HUD accunt. 10. Select the FDS accunt. Mre n FDS accunt cdes... FDS calculated fields change by reprt/subsidy type. Fr example, FDS cde is directly entered (nt calculated) as fr the Public Husing FDS reprt, but is calculated as and fr the Sectin 8 FDS reprt. T address the need fr multiple calculatins fr a single cde, there is a series f FDS cdes that end in These new cdes shuld nly be assigned t accunts where the FDS cde is nt calculated in sme reprts, but is calculated n ther reprts. Fr example, accunts reprted as n the Public Husing FDS reprt shuld use because is nt calculated there, but accunts reprted as n the Sectin 8 FDS reprt shuld use r Divisin within yur accunt numbers, each f which designates a different characteristic f the accunt, such as its fund r line item. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

44 11. T make this accunt part f a reprt grup 1, enter the grup int the reprt grup #1 field. 12. T make this accunt part f anther reprt grup, enter the grup as reprt grup # T make this accunt part f a third grup, enter the grup as reprt grup # Click FINISH. Yu will return t the Brwse Accunts screen with the new accunt highlighted in the table. 1 An agency-defined grup t categrize accunts fr reprting purpses. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

45 Editing Accunts 1. Frm the Main Menu screen, click ACCOUNTS. The Brwse Accunts screen appears. Select Line Item t Wrk With 2. Select the line item yu want t wrk with frm the table. 3. Click r duble-click the line item. The Maintain Accunts screen appears. Edit Accunt Details (Main Tab) 3 Use t select the next line item up; use t select the next line item dwn. 3 Click t add anther accunt. 3 Click t inactivate the accunt. 3 Click t search fr anther accunt n the Brwse Accunts screen. 4. Click again. The tab fields becme available t wrk with. 5. Edit the accunt s details, as necessary. (Available fields are the same as thse n the third step f the Add Accunt Wizard.) Check the enabled checkbx t reactivate the accunt. 6. Click t save yur changes. Or, click t cancel all changes withut saving. View Fiscal Year Balances (Balance Tab) 7. T view fiscal year balances, select the Balance tab. 7 Use t select the next perid up; use t select the next perid dwn. 7 Click t search fr anther accunt n the Brwse Accunts screen. 7 T view the beginning balances and YTD balances f anther fiscal year, select the year frm the fiscal year drp-dwn list. View Fiscal Year Balance Details (Details Tab) 8. T view fiscal year balance details, select the Details tab. 8 Use t select the next detail entry up; use t select the next detail entry dwn. 8 Click t search fr anther accunt n the Brwse Accunts screen. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

46 8 T view the beginning balances and YTD balances f anther fiscal year, select the year frm the fiscal year 1 drp-dwn list. 8 T view the beginning balances and YTD balances f a specific fiscal perid, select the perid frm the fiscal perid 2 drp-dwn list. 8 T view jurnal vucher infrmatin, click and select View Jurnal Vucher frm the menu that appears. The View Jurnal Vucher Infrmatin Wizard pens. 8 T view transactin details fr a jurnal entry, click and select View Transactin Detail frm the menu that appears. The View Transactin Detail screen appears. View Encumbrance Details (Encumbrance Tab) 9. T view encumbrance 3 details such as pen date, PO number, descriptin, mdule, and amunt, select the Encumbrance tab. 9 Use t select the next encumbrance entry up; use t select the next encumbrance entry dwn. 9 Click t search fr anther accunt n the Brwse Accunts screen. 9 T view the encumbrance infrmatin f anther fiscal year, select the year frm the fiscal year drp-dwn list. 9 T view the encumbrance infrmatin f a specific fiscal perid, select the perid frm the fiscal perid drp-dwn list. 10. When finished editing/viewing accunt details, click t exit and return t the Main Menu screen. 1 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). 2 One mnth within a fiscal year. Perids are numbered sequentially within the fiscal year. (The first mnth f the fiscal year is Perid 1; the secnd mnth is perid 2,etc.) 3 An amunt f mney set aside t cver a future expenditure. The Purchase Order prgram ffers encumbrance accunting ptins that set aside the cst f purchase rders when they are issued even thugh yu have nt yet received the invices. This allws managers t have a clearer picture f actual expenditures when managing funds. Encumbrances appear in General Ledger n the Encumbrances tab f the Maintain Accunts screen but has n affect t standard financial statements. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

47 JE Management Overview WinTen² financial management prgrams (such as Accunts Payable, Accunts Receivable, Payrll, Sectin 8, etc.) autmatically create jurnal entries (JEs) fr mst transactins that ccur during the nrmal curse f ding business. These transactins appear autmatically as jurnal batches in the General Ledger prgram and are autmatically accepted immediately. Yu d nt accept them manually, and yu can never edit them in the General Ledger prgram. There are sme transactins, hwever, fr which yu must create manual JEs. These culd include such things as bank depsits, interest r subsidy revenue, r nn-cash revenue and expenditures. Yu may als need t create manual JEs t crrect errrs. If yu create any JEs manually, yu must als accept their batches manually. Yu will typically d this n a daily r weekly basis. In additin t the way in which they are created and accepted, anther imprtant difference between autmatic JEs and thse that yu create manually is the number f jurnal vuchers (JVs) pssible within a jurnal batch. Autmatic batches can cntain ne JV r many JVs. Manual batches must always cntain exactly ne JV. Creating Manual JEs, Vuchers, r Batches Cpying Batches Imprting JE Batches (.xls frmat) Imprting JE Batches (.txt frmat) Accepting Jurnal Batches Psted Batches WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

48 Accepting Jurnal Batches There is n frmal psting prcess in the WinTen² General Ledger prgram. Instead, transactins are either accepted r nt. Transactins are accepted nly as jurnal batches, never as individual jurnal entries. When a given batch f jurnal entries is accepted, all transactins in the batch immediately pst t the ledger. At this pint, all transactins in the batch are finalized; yu can n lnger edit them. General Ledger s reprting features allw yu t run financial statements and ther reprts based n accepted transactins, unaccepted transactins, r bth. All batches f jurnal entries created by the ther WinTen² financial management prgrams are accepted autmatically. Yu d nt accept them manually, and yu can never edit them in the General Ledger prgram. If yu create any jurnal entries manually, yu must als accept their batches manually. All jurnal entries within a batch must be in balance (debits must equal credits) befre yu can accept the batch. Yu will typically accept batches n a daily r weekly basis. 1. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. 2. Make sure the view is set t pen (unaccepted) batches, select hw yu want t rder the batch table frm the rdered by drp-dwn list, enter the search criteria in the search fr field, and then click GO. The first batch t match the criteria will be highlighted in the table. 3. Select and highlight the batch yu want t wrk with and click. The Maintain Batches screen appears with the selected jurnal batch infrmatin displayed. 4. Click n the tlbar and then select "Accept Batch." A message appears stating yu have successfully accepted the batch. The Brwse Batches screen appears again with all pen, unaccepted batches displayed in the table. Nte: After yu accept a batch, yu can n lnger edit any jurnal entries in that batch. Yu can, hwever, crrect r reverse errrs by creating new manual jurnal batches. Yu can create these crrecting entries frm scratch, r cpy the batch. See "Creating Manual JEs, Vuchers, r Batches" n page 50.; See "Cpying Batches" n page 49. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

49 Cpying Batches Yu can cpy any jurnal batch 1, either t repeat cmmn transactins r t make crrecting entries. Access General Ledger 1. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. Select Batch t Wrk With 2. Select t view pen r psted batches and select hw yu want t rder the batch table frm the rdered by drp-dwn list, enter the search criteria in the search fr field and click GO. The first batch t match the criteria will be highlighted in the table. 3. Select and highlight the batch yu want t wrk with, click n the tlbar, and then select "Cpy Batch." The Clne Batch Prcessing screen pens. Specify Batch Details 4. Enter a descriptin fr the batch (the descriptin will remain the same as the selected batch unless a new descriptin is entered). 5. Enter transactin date f the new, cpied batch (defaults t tday s date). 6. Chse the ptin fr setting the amunts f the JEs in the new batch: Zer, Reverse, r Keep the Same. Zer: Creates a new batch with zer dllar amunts. Reverse: Creates a new batch with reverse entries - debit t credits, credits t debits. Keep the same: Creates a new batch keeping the same dllar amunts, credits, and debits. 7. If necessary, uncheck the checkbxes f a specific jurnal vucher r grup f jurnal vuchers t NOT include in the cpy. By default, ALL jurnal vuchers will be cpied alng with the batch. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 8. Click OK t apply yur changes and cpy the batch.the Brwse Batches screen appears again with the newly cpied batch displayed at the tp f the table. 1 A set f jurnal vuchers (JVs). The JVs within a batch are all fr the same jurnal, but can cver multiple funds and multiple days. Each vucher must be in balance befre the batch can be accepted. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

50 Creating Manual JEs, Vuchers, r Batches Creating a manual JE/Vucher/Batch invlves 3 main steps: 0 Enter jurnal vucher infrmatin. 0 Specify jurnal entry distributin. 0 Review and cnfirm. Nte: Because all JEs within a JV must be fr the same date and shuld have a cmmn purpse r descriptin (and because there is nly ne JV in a manual batch), yu will ften need t create mre than ne manual batch in rder t accmmdate all the JEs yu wish t enter. 1. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. 2. Click n the tlbar. The Add Jurnal Entries Wizard is initiated. Enter Jurnal Vucher Inf These steps enter the batch and vucher infrmatin fr this set f JEs. 3. Specify the effective date f the JEs in this vucher. 4. Select the jurnal 1 int which yu are adding the JEs (this is ften, but nt always, yur manual jurnal), enter a reference #, if applicable. 5. Enter a descriptin. Since there is nly ne vucher in a manual batch, the prgram will assign this descriptin, as well as the date, t the jurnal batch 2 itself. 6. Select the riginating fund, and enter an ptinal jurnal vucher nte (this is helpful t auditrs). 7. Click START t cntinue. Specify Jurnal Entry Distributin Enter the JEs fr this vucher. Each JE is an individual debit r credit. 1 A chrnlgical listing f transactins (debits and credits). Each transactin is first entered in a jurnal befre it psts t the ledger. 2 A set f jurnal vuchers (JVs). The JVs within a batch are all fr the same jurnal, but can cver multiple funds and multiple days. Each vucher must be in balance befre the batch can be accepted. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

51 8. Chse an allcatin 1 cde if yu wish t distribute this JE acrss multiple accunts, funds, prjects, r cst centers. 9. Chse the accunt fr this JE and enter either the debit amunt r the credit amunt fr this entry. 10. Enter the dcument reference number frm any surce dcument fr this JE, such as receipts r invices that prvide the riginal evidence f the transactin. 11. Type in a descriptin f the JE. (An additinal descriptin field is available if yu need mre rm fr an extended descriptin.) 11If yu have chsen an allcatin cde (abve), yu can click t view hw that allcatin distributes the JE. Use this t verify that yu have chsen the crrect allcatin cde. 11Click t view, create, r edit a link between this JE and a grant, grant wrk item, cntract, and/r cntract wrk item. This linkage allws yu t track grant expenditures frm the Grant Management prgram. 12. Click t save yur changes. Or, click t cancel all changes withut saving. The jurnal entry distributin infrmatin nw displays in the Jurnal Entry Distributin table. Mre n the Jurnal Entry Distributin table... Yu can srt the table by clumn headers by clicking n the table header. Yu can search fr a specific entry in the table by clicking within a clumn and typing directly int the field - the first entry t match yur criteria will be highlighted. Fr example, t search fr a specific accunt, click within the Accunt clumn and start typing the number f the accunt yu wish t find - as yu type, the accunt yu are searching fr is autmatically highlighted and selected. 13. Repeat until all entries have been created and are in balance. 14. Click NEXT. (Yu can g t Step 3 with r withut saving the last JE. The prgram will save it fr yu autmatically.) Nte: Check the Ttal field t see if the JV is in balance. If the debits and credits within the vucher d nt balance, yu can cmplete the wizard and save the batch, but yu cannt accept the batch. Review and Cnfirm 15. Review and cnfirm the infrmatin yu have set up and click BACK t return t prir steps fr needed revisins. 1 The distributin f a jurnal entry, by pre-defined percentages, acrss multiple accunts, funds, prjects, r cst centers. Yur agency can predefine the percentage allcatins and then apply them as needed t individual JEs. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

52 16. Check the accept all jurnal vuchers in this batch and pst t financials checkbx if yu wish t accept this batch immediately, instead f accepting it later. (This field is available nly if the JEs are in balance.) Click t view, print, r save the JE Edit Listing Reprt. 17. Click FINISH t create the manual JE/vucher/batch. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

53 Imprting JE Batches (.txt frmat) If yur agency des nt use the WinTen² Payrll prgram, r yu use a 3rd party vendr fr yur payrll, yu are able t imprt the payrll data file int General Ledger as a JE batch. Imprting a JE batch invlves 2 main steps where yu wrk with 2 wizards: 0 Cnfigure the imprt file: File Frmat Imprt Wizard. 0 Imprt payrll data file as JE batch: Imprt General Ledger Batch Wizard. Cnfigure the Imprt Text (.txt) File Once yu have created the payrll data file(s), yu need t map the data fields frm yur payrll data file t the data structure in General Ledger. This is a ne-time task since nce yu have cnfigured the payrll data file, the prgram stres the cnfiguratin and uses that cnfiguratin each time yu imprt the JE batch file in the future. 1. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. 2. Click n the tlbar and select Imprt GL Batch frm the menu that appears. The Imprt General Ledger Batch Wizard is initiated. Nte: Yu must have the yur imprt file in the fllwing frmat befre mapping yur fields t Tenmast data: 3. Click. The Data Imprt Wizard is initiated. Select File t Imprt 4. Select the Text (.txt) as the file frmat. At this time, yu can nly imprt yur payrll data in Text (.txt) and Excel (.xls) file frmats. Fr mre infrmatin n cnfiguring an Excel payrll data file, please see Imprting JE Batches (.xls frmat). 5. Click NEXT t cntinue. 6. Select the lcatin f the payrll data file (where it is saved in yur system) by clicking the Brwse buttn t the right f the imprt frm file field. Nte: There is n need t change the file rigin. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

54 Specify Text File Settings 7. Click NEXT. If yu selected a text file frmat, specify the apprpriate text settings: delimited r fixed width, the field delimiter, recrd separatr, and text qualifier. (The default selectins are the mst cmmn chices). 8. Click NEXT t cntinue. Set Up Data Frmats 9. Identify the first rw n which the actual payrll data appears in the file and enter that rw number in the first rw field (this is usually 2 ). 10. If yur payrll data file cntains a fter, identify the last rw n which payrll data appears in the file and enter that rw in the last rw field. 11. If yur file cntains a header rw (the rw that cntains the field names), enter that rw number in the rw with field names field (this is usually 1 ). 12. In rder t insure that General Ledger can read yur effective date field crrectly, select the date rder in which that date appears in yur payrll data file, and check the fur digit years checkbx. Als, If the mnth and day frmat f the effective date in the payrll data file uses leading zers (e.g., the mnth f January is represented as 01 ), check the leading zers in dates checkbx. 13. Specify the date and time delimiter, decimal symbl, thusand separatr, currency symbl, and lgical values. 14. Click NEXT. Define Clumn Widths 15. Displayed n the screen is yur payrll data file data with the field breaks, r clumns, that the prgram has autmatically made. T change any field breaks, fllw the directins listed n the screen. 16. Click NEXT. Displayed n the next screen is yur payrll data file with field names in the header rw that General Ledger has added. Map Field Names t Headers 17. Review each field name in the header rw. If yu need t change the name f a particular field t match the data in the field, click n the dwn arrw next t the field name and a drpdwn menu will appear with the required General Ledger field names. Select the apprpriate field name by clicking n it. Repeat this prcess fr each field name that needs t be changed. 18. When the mapping is cmpleted, click NEXT t map the fields f yur payrll data file t General Ledger data. The data fields frm yur payrll data file are referred t as the Surce, and the General Ledger data fields are referred t as the Destinatin. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

55 Map Data Fields 19. Fr each Destinatin field, click n the adjacent Surce field and a drp-dwn arrw will appear. Click n the dwn arrw t see a menu f fields frm yur payrll data file and select the field frm yur payrll data file that crrespnds t the Destinatin field yu are wrking n. Repeat this prcess fr each Destinatin field and then click NEXT. 20. A data preview screen displays a table f yur payrll data as it will appear when imprted by General Ledger. Review this table carefully (scrll acrss t see all data fields) and cnfirm that the field names crrespnd crrectly t the data in each clumn (i.e., the data mapping is crrect.) 21. Click NEXT. The last step f the wizard cnfirms the imprt (this screen is view-nly and cannt be changed). Click OK t cmplete the imprt cnfiguratin prcess and stre yur imprt cnfiguratin fr future use. Imprt Payrll Data File (JE Batch) 22. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. 23. Click n the tlbar and select Imprt GL Batch frm the menu that appears. The Imprt General Ledger Batch Wizard is initiated. Enter Batch Details 24. Click t select the lcatin f the cnfigured payrll data file (where it is saved in yur system). 25. Chse the jurnal cde fr the JE batch. Hint: Yu can set up a default jurnal cde selectin when imprting JE batches using a plicy with the descriptin Default Jurnal Cde Setup. 26. Enter the reference number frm any surce dcument fr this JE, such as receipts r invices that prvide the riginal evidence f the transactin. 27. Select the riginating fund and then enter any ptinal ntes. 28. Check the accept all jurnal vuchers in this batch and pst t financials checkbx if yu wish t accept this batch immediately, instead f accepting it later. (This field is available nly if the JEs are in balance.) 29. Enter any ntes abut the batch and then click START t cntinue. The secnd step in the wizard appears displaying all debits and credits in a table. Add r Edit Imprt Data (if necessary) 30. Check the ttal fields at the bttm f the table t see if the JE is in balance. Nte: This table has pivt grid capabilities, fr mre infrmatin n hw t wrk with pivt grids, please see Trial Balance Pivt Fund Reprt. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

56 31. If the debits and credits within the JE d nt balance r are incrrect, yu can click t edit entries r click t add an entry. Hint: T view nly data with errrs in the table, check the Shw Only Errr Recrds checkbx. Recrds with errrs will be highlighted in red in the table. 32. Click t save yur changes. Use r t view, print, r save the JE Listing Reprt. 33. Click NEXT t cntinue. Cautin! If yu exit the wizard befre finishing, ALL yur changes will be lst! Review and Cnfirm 34. Review and cnfirm the infrmatin yu have set up and click BACK t return t prir steps fr any needed revisins. 35. Click FINISH t imprt the JE batch. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

57 Imprting JE Batches (.xls frmat) If yur agency des nt use the WinTen² Payrll prgram, r yu use a 3rd party vendr fr yur payrll, yu are able t imprt the payrll data file int General Ledger as a JE batch. Imprting a JE batch invlves 2 main steps where yu wrk with 2 wizards: 0 Cnfigure the imprt file: File Frmat Imprt Wizard. 0 Imprt payrll data file as JE batch: Imprt General Ledger Batch Wizard. Cnfigure the Imprt Excel (.xls) File Once yu have created the payrll data file(s), yu need t map the data fields frm yur payrll data file t the data structure in General Ledger. This is a ne-time task since nce yu have cnfigured the payrll data file, the prgram stres the cnfiguratin and uses that cnfiguratin each time yu imprt the JE batch file in the future. 1. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. 2. Click n the tlbar and select Imprt GL Batch frm the menu that appears. The Imprt General Ledger Batch Wizard is initiated. Nte: Yu must have the yur imprt file in the fllwing frmat befre mapping yur fields t Tenmast data: 3. Click. The Data Imprt Wizard is initiated. Select File t Imprt 4. Select the Excel (.xls) as the file frmat. At this time, yu can nly imprt yur payrll data in Text (.txt) and Excel (.xls) file frmats. Fr mre infrmatin n cnfiguring a Text payrll data file, please see Imprting JE Batches (.txt frmat). 5. Click NEXT t cntinue. 6. Select the lcatin f the payrll data file (where it is saved in yur system) by clicking the Brwse buttn t the right f the imprt frm file field. Nte: There is n need t change the file rigin. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

58 Specify File Settings 7. Click NEXT t cntinue. 8. Identify the first rw n which the actual payrll data appears in the file and enter that rw number in the first rw field (this is usually 2 ). 9. If yur payrll data file cntains a fter, identify the last rw n which payrll data appears in the file and enter that rw in the last rw field. 10. If yur file cntains a header rw (the rw that cntains the field names), enter that rw number in the rw with field names field (this is usually 1 ). 11. In rder t insure that General Ledger can read yur effective date field crrectly, select the date rder in which that date appears in yur payrll data file, and check the fur digit years checkbx. Als, If the mnth and day frmat f the effective date in the payrll data file uses leading zers (e.g., the mnth f January is represented as 01 ), check the leading zers in dates checkbx. 12. Specify the date and time delimiter, decimal symbl, thusand separatr, currency symbl, and lgical values. 13. Click NEXT. Displayed n the next screen is yur payrll data file with field names in the header rw that General Ledger has added. Map Field Names t Headers 14. Review each field name in the header rw. If yu need t change the name f a particular field t match the data in the field, click n the dwn arrw next t the field name and a drpdwn menu will appear with the required General Ledger field names. Select the apprpriate field name by clicking n it. Repeat this prcess fr each field name that needs t be changed. 15. When the mapping is cmpleted, click NEXT t map the fields f yur payrll data file t General Ledger data. The data fields frm yur payrll data file are referred t as the Surce, and the General Ledger data fields are referred t as the Destinatin. Map Data Fields 16. Fr each Destinatin field, click n the adjacent Surce field and a drp-dwn arrw will appear. Click n the dwn arrw t see a menu f fields frm yur payrll data file and select the field frm yur payrll data file that crrespnds t the Destinatin field yu are wrking n. Repeat this prcess fr each Destinatin field and then click NEXT. 17. A data preview screen displays a table f yur payrll data as it will appear when imprted by General Ledger. Review this table carefully (scrll acrss t see all data fields) and cnfirm that the field names crrespnd crrectly t the data in each clumn (i.e., the data mapping is crrect.) 18. Click NEXT. The last step f the wizard cnfirms the imprt (this screen is view-nly and cannt be changed). Click OK t cmplete the imprt cnfiguratin prcess and stre yur imprt cnfiguratin fr future use. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

59 Imprt Payrll Data File (JE Batch) 19. Frm the Main Menu screen, click JEs. The Brwse Batches screen appears with all pen batches displayed in a table. 20. Click n the tlbar and select Imprt GL Batch frm the menu that appears. The Imprt General Ledger Batch Wizard is initiated. Enter Batch Details 21. Click t select the lcatin f the cnfigured payrll data file (where it is saved in yur system). 22. Chse the jurnal cde fr the JE batch. Hint: Yu can set up a default jurnal cde selectin when imprting JE batches using a plicy with the descriptin Default Jurnal Cde Setup. 23. Enter the reference number frm any surce dcument fr this JE, such as receipts r invices that prvide the riginal evidence f the transactin. 24. Select the riginating fund and then enter any ptinal ntes. 25. Check the accept all jurnal vuchers in this batch and pst t financials checkbx if yu wish t accept this batch immediately, instead f accepting it later. (This field is available nly if the JEs are in balance.) 26. Enter any ntes abut the batch and then click START t cntinue. The secnd step in the wizard appears displaying all debits and credits in a table. Add r Edit Imprt Data (if necessary) 27. Check the ttal fields at the bttm f the table t see if the JE is in balance. Nte: This table has pivt grid capabilities, fr mre infrmatin n hw t wrk with pivt grids, please see the Trial Balance Pivt Fund Cmpare Reprt Quick Reference Guide. 28. If the debits and credits within the JE d nt balance r are incrrect, yu can click t edit entries r click t add an entry. Hint: T view nly data with errrs in the table, check the Shw Only Errr Recrds checkbx. Recrds with errrs will be highlighted in red in the table. 29. Click t save yur changes. Use r t view, print, r save the JE Listing Reprt. 30. Click NEXT t cntinue. Cautin! If yu exit the wizard befre finishing, ALL yur changes will be lst! WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

60 Review and Cnfirm 31. Review and cnfirm the infrmatin yu have set up and click BACK t return t prir steps fr any needed revisins. 32. Click FINISH t imprt the JE batch. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

61 Psted Batches The prgrams that pst t General Ledger will d s in jurnal 1 s, ne fr each prgram that psts. These jurnals will be created by yu in the Setup area f the General Ledger prgram and will include the jurnals descriptins and names. The screen belw shws batches that were psted t GL frm the Fixed Assets, Payrll, Cnsumable Inventry, Accunts Payable, and Tenant Accunts Receivable prgrams. (There are n pstings frm the Check Recnciliatin r Sectin 8 T&L prgrams.) Ntice that the jurnal names depict which prgram the batches were psted frm. Batches will appear in the General Ledger in either the Open r Psted Batches view, depending n the ptins yu chse in the psting plicies f each prgram. The default view is Open Batches. If a batch is errr-free and yu have set the psting plicy t have it autmatically accepted in GL, it will enter as a Psted batch. Otherwise, it will enter GL as an Open batch and yu will have t manually accept it, turning it int a Psted batch. 1 A chrnlgical listing f transactins (debits and credits). Each transactin is first entered in a jurnal befre it psts t the ledger. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

62 Fiscal Perid and Year Management Overview At varius times, yu will clse fiscal perids (mnths) and fiscal years. The General Ledger prgram clses fiscal perids and years per fund. Clsing a perid r year fr a fund means yu can n lnger add, edit, r apprve any transactins fr that perid r year fr that fund. When yu clse a fiscal perid fr a fund, yu prevent any mre transactins frm being entered in that perid fr that fund. General Ledger autmatically clses all prir perids that are nt already clsed. Hint: Yu can clse sme funds while leaving ther funds pen fr the same perids r years. Different funds can als end their fiscal years at different times. Yu shuld clse fiscal perids n a regular basis, but the General Ledger prgram gives yu great flexibility in chsing when t d this. The prgram requires nly that yu clse all f a fund s perids fr a fiscal year befre yu can clse that year fr that fund. All f yur financial statements will reprt crrectly, based n transactin dates, regardless f whether the crrespnding perids are pen r clsed. When yu clse a fiscal year fr a fund, General Ledger transfers the balances f mst f the fund s revenue and expenditure accunts t yur retained earnings accunt, setting the revenue and expenditure accunts t zer balances. This is because revenue and expenditures are always reprted fr a perid f time. The fund will start the new fiscal year with zer revenue and expenditures. General Ledger uses clsing entries t cnslidate the current balances f the revenue and expenditure accunts int retained earnings, which is yur clsing accunt. Hint: Almst all revenue and expenditure accunts clse t retained earnings at the end f each fiscal year. Sme funds, hwever, may have special revenue r expenditure accunts that d nt clse t retained earnings. As a matter f plicy, mst agencies clse a fiscal year fr a fund befre their auditrs review the recrds fr that year, althugh the General Ledger prgram itself des nt require it. The prgram requires nly that yu clse a fund s fiscal year befre yu can clse any fiscal perid in the next fiscal year fr that fund. During the clsing prcess fr a fiscal year, yu will generate and verify that year s final financial statements. (If necessary, yu will make crrecting jurnal entries and then re-run the final statements.) Yu will then clse any pen fiscal perids fr the year. Next, yu will generate clsing entries t cnslidate the balances f mst f the fund s revenue and expenditure accunts int yur retained earnings accunt. This allws the fund t begin the new fiscal year with zer revenue and expenditures. Finally, yu will clse the year itself. After yu have clsed a fund s fiscal year, yu will pen the next fiscal year. T d s, yu will first prepare the prgram recrds General Ledger requires t supprt the new year. Yu will then pen the fund s new fiscal year fr budgeting and, finally, fr entering transactins. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

63 General Ledger cntains a wizard t walk yu thrugh each f these steps, except generating financial statements. Yu can run each wizard fr a single fund r fr multiple funds at nce. Fr any given fund, yu shuld run the wizards in the same sequence as belw: Clsing Fiscal Perids Generating Fiscal Year Clsing Entries Clsing Fiscal Years Preparing New Fiscal Years Opening Fiscal Years fr Budgeting Opening Fiscal Years fr Psting WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

64 Clsing Fiscal Perids The General Ledger prgram clses fiscal perids and years per fund. When yu clse a fiscal perid 1 fr a fund 2, yu prevent any mre transactins frm being entered in that perid fr that fund. General Ledger autmatically clses all prir perids that are nt already clsed. When yu clse a fiscal year 3 fr a fund, General Ledger transfers the balances f mst f the fund s revenue and expenditure accunts t yur retained earnings accunt, setting the revenue and expenditure accunts t zer balances. This is because revenue and expenditures are always reprted fr a perid f time. The fund will start the new fiscal year with zer revenue and expenditures. General Ledger uses clsing entries 4 t cnslidate the current balances f the revenue and expenditure accunts int retained earnings, which is yur clsing accunt. 1. Frm the Main Menu screen, click CLOSING. The Manage Perid Clsing screen appears with all funds displayed in a table. Als displayed is the last clsed fiscal perid (the fiscal perid number f the fiscal year) fr each f yur agency s funds. 2. Click n the tlbar, and then select "Clse Fiscal Perid." The Clse Fiscal Perid Wizard is initiated. 3. Select the calendar mnth and calendar year f the latest fiscal perid yu wish t clse. 4. Click START t cntinue. 5. Check the checkbx(es) f the fund(s) fr which t clse this perid. Fr each fund yu select, General Ledger will clse this perid and all prir perids that are nt already clsed. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 6. Click NEXT. Either Step 3 r 4 f the wizard appears. Step 3 identifies any errrs that prevent yu frm clsing this perid. (This step is fr infrmatinal purpses nly. Nthing n this step is editable.) 1 One mnth within a fiscal year. Perids are numbered sequentially within the fiscal year. (The first mnth f the fiscal year is Perid 1; the secnd mnth is perid 2,etc.) 2 A pl f mney set apart fr a specific purpse. Each fund is defined by the surce f its mney and the restrictins placed n yur use f this mney. 3 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). 4 Individual transactins by which the current balance f ne revenue r expenditure accunt is mved int the clsing accunt. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

65 Step 3 cntains three tabs: Jurnal Batches Nt Accepted, Other Mdules Unpsted, and Prir Fiscal Years Open. Each tab identifies a different type f errr. Mre n Errr Tabs... Jurnal Batches Nt Accepted This tab lists jurnal batches in the General Ledger prgram fr the affected perid(s) that yu have nt yet apprved. Yu must either apprve r delete them befre yu can clse their fiscal perids. See "Creating Manual JEs, Vuchers, r Batches" n page 50.; See "Accepting Jurnal Batches" n page 48. Other Mdules Unpsted This tab warns yu f transactins in ther WinTen² financial prgrams (mdules) fr the affected perid(s) that have nt yet psted t General Ledger. The Cunt clumn displays the number f unpsted jurnal entries within the ther prgram, and the Amunt clumn displays the ttal dllar amunt f thse entries. Prir Fiscal Years Open This tab identifies any funds fr which a prir fiscal year is still pen. Yu cannt clse a fiscal perid in a given year withut first clsing all prir fiscal years fr the fund. Nte: If Step 3 appears, yu cannot cmplete the wizard. First, make a nte f any errrs n this step and then either A) cancel the wizard r B) return t Step 2, uncheck any funds that cntain errrs, and cmplete the wizard withut them. Then, crrect the errrs and re-launch the Clse Fiscal Perid Wizard. Step 4 allws yu t cnfirm all f the infrmatin befre yu finish clsing this fiscal perid. The fields n this screen are nt editable. 7. Click FINISH t cmplete the Clse Fiscal Perid Wizard. As nted abve, fr all selected funds, General Ledger will clse this calendar mnth and all prir fiscal perids that are nt already clsed. Yu cannt add r edit jurnal entries fr any clsed fiscal perid. Yu can, hwever, crrect r reverse them by creating new jurnal entries in subsequent fiscal perids. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

66 Clsing Fiscal Years After yu have generated a fund s clsing entries fr a fiscal year, yu can clse that fiscal year fr that fund. Clsing a year fr a fund means yu can n lnger add, edit, r apprve any transactins fr that year fr that fund. Hint: Yu can clse sme funds while leaving ther funds pen fr the same year. Different funds can als end their fiscal years at different times. As a matter f plicy, mst agencies clse a fiscal year fr a fund befre their auditrs review the recrds fr that year (althugh the General Ledger prgram des nt require it). Nte: General Ledger, hwever, des require yu t clse a fund s fiscal year befre yu can clse any fiscal perid in the next fiscal year. See "Clsing Fiscal Perids" n page 64. Yu use the Clse Fiscal Year Wizard t clse fiscal years fr funds. 1. Frm the Main Menu screen, click CLOSING. The Manage Perid Clsing screen appears with all funds displayed in a table. Als displayed is the last clsed fiscal perid (the fiscal perid number f the fiscal year) fr each f yur agency s funds. 2. Click n the tlbar, and then select "Clse Fiscal Year." The Fiscal Year Clse Wizard is initiated. 3. Select the fiscal year 1 yu wish t clse. 4. Click START t cntinue. 5. Check the checkbx(es) f the fund(s) fr which t clse this fiscal year. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 6. Click NEXT. Either Step 3 r 4 f the wizard appears. Step 3 identifies any errrs that prevent yu frm clsing this year. (This step is fr infrmatinal purpses nly. Nthing n this step is editable.) Step 3 cntains three tabs: Jurnal Batches Nt Accepted, Other Mdules Unpsted, and Prir Fiscal Years Open. Each tab identifies a different type f errr. Mre n Errr Tabs... Jurnal Batches Nt Accepted This tab lists jurnal batches in the General Ledger prgram fr the affected year that yu have nt yet apprved. Yu must either apprve r delete them befre yu can clse the fiscal year. 1 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

67 See "Creating Manual JEs, Vuchers, r Batches" n page 50.; See "Accepting Jurnal Batches" n page 48. Other Mdules Unpsted This tab warns yu f transactins in ther WinTen² financial prgrams (mdules) fr the affected year that have nt yet psted t General Ledger. The Cunt clumn displays the number f unpsted jurnal entries within the ther prgram, and the Amunt clumn displays the ttal dllar amunt f thse entries. Prir Fiscal Years Open This tab identifies any funds fr which a prir fiscal year is still pen. Yu cannt clse a fund's fiscal year withut first clsing all prir fiscal years fr the fund. Nte: If Step 3 appears, yu cannot cmplete the wizard. First, make a nte f any errrs n this step and then either A) cancel the wizard r B) return t Step 2, uncheck any funds that cntain errrs, and cmplete the wizard withut them. Then, crrect the errrs and re-launch the Fiscal Year Clse Wizard. Step 4 allws yu t cnfirm all f the infrmatin befre yu finish clsing this fiscal year. The fields n this screen are nt editable. 7. Click FINISH t cmplete the Fiscal Year Clse Wizard. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

68 Generating Fiscal Year Clsing Entries Befre clsing a fiscal year fr a fund, yu will generate its clsing entries, which cnslidate the balances f mst f the fund s revenue and expenditure accunts int yur retained earnings accunt. This allws the fund t begin the new fiscal year with zer revenue and expenditures. Mst accunts usually clse t the same retained earnings accunt, which is usually accunt 2810, Unreserved Surplus. Hwever, different general ledger accunts can have different clsing accunts. Yu identify the clsing accunt fr each general ledger accunt by using its Clse T Accunt field. This field appears n the Main tab f the Maintain Accunts screen and n Step 3 f the Add Accunt Wizard. Yu use the Generate Clsing Entries Wizard t generate clsing entries fr funds. 1. Frm the Main Menu screen, click CLOSING. The Manage Perid Clsing screen appears with all funds displayed in a table. Als displayed is the last clsed fiscal perid (the fiscal perid number f the fiscal year) fr each f yur agency s funds. 2. Click n the tlbar and then select "Regenerate Clsing Entries." The Regenerate Clsing Entries Wizard is initiated. 3. Select the fiscal year 1 fr which t generate clsing entries Click START t cntinue. 5. Check the checkbx(es) f the fund(s) fr which t generate clsing entries. General Ledger will autmatically generate the clsing entries fr this fiscal year fr each fund that yu select. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 6. Click NEXT. Review and cnfirm the infrmatin yu set up and then click FINISH t generate the clsing entries fr the selected funds. 1 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). 2 Individual transactins by which the current balance f ne revenue r expenditure accunt is mved int the clsing accunt. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

69 Opening Fiscal Years fr Budgeting After yu have prepared the prgram recrds fr a new fiscal year, yu can pen the year fr budgeting. This allws yu t prepare the fund s budget fr the year, but des NOT yet allw transactins. Yu can use the Budget Management prgram t prepare the fund s new budget. (Fr mre infrmatin, please see the user manual fr WinTen² Budget Management.) Yu use the Open Fiscal Year fr Budgeting Wizard t pen fiscal years fr budgeting. 1. Frm the Main Menu screen, click CLOSING. The Manage Perid Clsing screen appears with all funds displayed in a table. Als displayed is the last clsed fiscal perid (the fiscal perid number f the fiscal year) fr each f yur agency s funds. 2. Click n the tlbar and then select "Open Fiscal Year fr Budgeting." The Open Fiscal Year fr Budget Wizard is initiated. 3. Select the fiscal year 1 yu want t pen fr budgeting. 4. Click START t cntinue. 5. Check the checkbx(es) f the fund(s) fr which t pen this fiscal year fr budgeting. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 6. Click NEXT. Review and cnfirm the infrmatin yu set up and then click FINISH t pen the fiscal year fr budgeting fr the selected funds. 1 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

70 Opening Fiscal Years fr Psting After yu have prepared a fund s budget fr a new fiscal year, yu can pen the year fr psting, r entering transactins. Yu must d this befre yu can add, edit, r apprve any transactins in the new year fr that fund. Yu use the Open Fiscal Year fr Psting Wizard t pen fiscal years fr transactins. 1. Frm the Main Menu screen, click CLOSING. The Manage Perid Clsing screen appears with all funds displayed in a table. Als displayed is the last clsed fiscal perid (the fiscal perid number f the fiscal year) fr each f yur agency s funds. 2. Click n the tlbar and then select "Open Fiscal Year fr Psting." The Open Fiscal Year fr Psting Wizard is initiated. 3. Select the fiscal year 1 yu want t pen fr pst 2 ing/entering transactins. 4. Click START t cntinue. 5. Check the checkbx(es) f the fund(s) fr which t pen this fiscal year fr psting/entering transactins. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 6. Click NEXT. Review and cnfirm the infrmatin yu set up and then click FINISH t pen the fiscal year fr psting/entering transactins fr the selected funds. 1 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). 2 T transfer a transactin frm its riginating jurnal t the general ledger accunt that it affects, thereby finalizing the transactin. Yu accept a jurnal batch nt a jurnal entry. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

71 Preparing New Fiscal Years Befre yu pen a new fiscal year fr budgeting r fr entering transactins, yu will prepare the prgram recrds General Ledger needs t supprt the new year. Yu use the Prepare Fiscal Year Wizard t create these recrds. 1. Frm the Main Menu screen, click CLOSING. The Manage Perid Clsing screen appears with all funds displayed in a table. Als displayed is the last clsed fiscal perid (the fiscal perid number f the fiscal year) fr each f yur agency s funds. 2. Click n the tlbar and then select "Prepare New Fiscal Year." The Prepare Fiscal Year Wizard is initiated. 3. Select the new fiscal year 1 yu want t prepare. 4. Click START t cntinue. 5. Check the checkbx(es) f the fund(s) fr which t prepare this fiscal year. Hint: Click t check all checkbxes; click t uncheck all checkbxes. 6. Click NEXT. Review and cnfirm the infrmatin yu set up and then click FINISH t prepare the fiscal year fr the selected funds. 1 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

72 Reprts Overview General Ledger includes many built-in reprts with pwerful filters t help track and manage yur data. If yur agency uses the Custm Reprt Writer prgram, yu can create custm reprts and define wh has rights t run them. Yu can manage yur reprts by chsing frm many reprt ptins and by previewing r printing reprts. Yu can als save reprts as varius file types. Creating FDS Reprts Trial Balance Pivt Fund Reprt Access Reprts 1. Click REPORTS n the Main Menu screen; the Ledger and HUD Reprts screen appears with the General tab selected. 2. Select the tab and then the radi buttn f the reprt yu want t wrk with. Filter ptins fr the reprt display n the right side f the screen and tlbar icns becme available. Fllwing are the summaries f the reprts fund n the tabs f the Ledger and HUD Reprts screen: General Reprt Summaries HUD Reprt Summaries Setup Reprt Summaries Budget Reprt Summaries FDS Reprt Summaries Financial Reprts Preview r Print Reprts 3. Once yu have filtered and srted the reprt t yur needs, yu can click n the tlbar t preview the reprt in a separate windw. Or, click t print a hard cpy f the reprt. Nte: On the Print Preview screen, yu can click t lad the reprt, and use the Zm icns t save the reprt t yur files, click t zm in r ut t yur preference. If the reprt has multiple pages, use the arrws thrugh the pages. t navigate WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

73 Budget Reprt Summaries The fllwing reprts are fund n the Budget Reprt tab f the Ledger and HUD Reprts screen. Budget Cmparisn Reprt This reprt prvides fr selectin f just ne fund, multiple funds r all funds. Yu may als select a specific prject r accunt mask, as well as three gruping levels where yu can chse frm FDS accunt, Fund, HUD accunt, line item, sub line item and reprt grups. Select a reprting perid (calendar mnth and year). Yu may chse t include expanded detail and exclude accunts with zer balances. Yu may als click n the sub-tab and select individual accunts fr yur reprt. This reprt is used fr cmparing the actual balances t what has been budgeted fr the perid f time selected. Nte: Yur agency must be using the WinTen² Budget prgram fr any data t be returned n these reprts. Annual Budget Cmparisn Reprt This reprt prvides fr the same selectin criteria as the Budget Cmparisn Reprt, but als displays the annual budget amunt and the variance frm what has been budgeted fr each accunt. This reprt is used by management t mnitr the budget prgress fr the year. Current/Year-t-Date Budget Cmparisn Reprt This reprt has the same selectin criteria are available t yu as in the Budget Cmparisn Reprt, but als cmpares the current mnth and the YTD figures t the budget. There is a clumn fr the variance, s that yu can see if the actual is better r wrse than what has been budgeted. This reprt is used by management t mnitr the budget prgress fr the current perid and als the current year. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

74 Creating FDS Reprts FDS is an acrnym fr Financial Data Schedule, HUD s standardized financial infrmatin reprt. Yur agency must submit the FDS t HUD at the end f the fiscal year. Fur FDS reprts are available in the General Ledger prgram: Level 3 - AMP Financial Data - Balance Sheet, Level 3 - AMP Financial Data - Incme Statement, Level 1 - PHA Financial Data - Balance Sheet, Level 1 PHA Financial Data - Incme Statement. Befre running the FDS reprts, hwever, yu must first set up specific infrmatin in rder t return valid data. Creating FDS reprts invlves 6 main steps: 0 Set up AMP infrmatin. 0 Map AMP infrmatin t funds. 0 Run Master Accunt Listing. 0 Update accunts with new FDS accunt cdes. 0 Select FDS reprt surce data. 0 Custmize FDS reprt. Nte: In rder t create FDS reprts in General Ledger, yu must first be given sufficient access rights t the prgram using Master Setup. Ask yur administratr t enable yu t run FDS reprts and als give yu access t the Setup area f the General Ledger prgram. (Fr mre infrmatin, please see the Setting Up User Security Quick Start Guide.) 1. Frm the Main Menu screen, click SETUP. The Maintain Ledger Settings Menu screen appears. Set Up AMP Inf 2. Click AMP LIST and n the Maintain AMP List screen that appears, click n the tlbar. The bttm part f the screen becmes available t wrk with. 3. Enter an AMP cde (such as 001 ) and a descriptin fr the AMP 1 (such as AMP 1 ). 4. Click t save yur changes. 5. Repeat until all AMPs have been entered. Map AMP Inf t Funds 6. Return t the Maintain Ledger Settings Menu screen and click FUNDS. The Brwse Funds screen pens with all active funds displayed in a table. 1 Acrnym fr Asset Managed Prject. This is HUD s definitin f a subset f the Public Husing buildings and prjects. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

75 7. Select hw yu want t rder the funds table frm the rdered by drp-dwn list, enter the search criteria in the search fr field and click GO. The first fund t match the criteria will be highlighted in the table. 8. Click n the tlbar. The Fund tab f the Maintain Funds screen displays. 9. Click again and select the apprpriate FDS clumn type 1 (AMP, Central Office Cst Center, r Husing Chice Vucher), FDS clumn sub-type 2 (Capital Fund r Operating Fund), and a FDS AMP cde 3 yu previusly set up. The clumn type and subtype are predetermined by HUD s FDS reprt frmat and the clumn type matches the HUD clumn headers fr the reprt. 10. Click t save yur changes. 11. Repeat steps 7-10 until all apprpriate active funds have been mapped. (T quickly return t the Brwse Funds screen fr anther search, click n the tlbar.) Run Master Accunt Listing HUD recently changed, r made bslete, certain FDS accunt cde 4 s. Any active accunts using these changed r eliminated FDS accunt cdes will have t be assigned new FDS accunt cdes. T find ut which accunts need updated, yu can run the Master Accunt Listing reprt. See "General Reprt Summaries" n page Return t the Main Menu screen and click REPORTS. The Ledger and HUD Reprts screen appears with the General tab selected. 13. Select the Master Accunt Listing radi buttn. The right side f the screen becmes available t wrk with. 14. Select All in the selected fund and selected prject drp-dwn lists and leave the accunt mask and range f accunt numbers blank. 15. Click r n the tlbar t preview r print the Master Accunt Listing reprt. 16. Review the FDS accunt clumn. All accunts with a blank FDS accunt clumn are accunts that need updated. Make a nte f these accunts. 1 This crrespnds t the FDS Reprt Clumns such as AMP, Central Office Cst Center (COCC), r Husing Chice Vucher. 2 This is ne f the tw types f functins within a fund peratin. These are either Operating r Capital Fund designatin. 3 If the FDS Clumn Type is an AMP, this is the selectin f which AMP this fund is assciated with. 4 The FDS line t which yur accunt crrespnds. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

76 Update Accunts With New FDS Accunt Cdes 17. Return t the Main Menu screen and click ACCOUNTS. The Brwse Accunts screen appears with all active accunts displayed in a table. 18. Using the Master Accunt Listing as a guide, search fr and select an accunt t be updated and click. The Maintain Accunts screen pens. 19. Click again and select the apprpriate FDS accunt cde 1 frm the drp-dwn list. (This field will be blank, indicating the accunt needs updated). Nte: The new FDS accunt cdes can be fund n the HUD Web site. Mre n FDS accunt cdes... FDS calculated fields change by reprt/subsidy type. Fr example, FDS cde is directly entered (nt calculated) as fr the Public Husing FDS reprt, but is calculated as and fr the Sectin 8 FDS reprt. T address the need fr multiple calculatins fr a single cde, there is a series f FDS cdes that end in These new cdes shuld nly be assigned t accunts where the FDS cde is nt calculated in sme reprts, but is calculated n ther reprts. Fr example, accunts reprted as n the Public Husing FDS reprt shuld use because is nt calculated there, but accunts reprted as n the Sectin 8 FDS reprt shuld use r Click t save yur changes. 21. Repeat steps until all apprpriate active accunts have been updated. (T quickly return t the Brwse Accunts screen fr anther search, click n the tlbar.) Select FDS Reprt Surce Data 22. Return t the Main Menu screen and click REPORTS. The Ledger and HUD Reprts screen appears with the General tab selected. 23. Select the FDS tab and then select the radi buttn f the reprt yu want t wrk with. 24. On the right side f the screen, specify the fiscal year 2 and fiscal perid 3 n which yu want t reprt. 25. Click r n the tlbar t access the FDS reprt custmizing screen specific t the type f reprt yu selected. 1 The FDS line t which yur accunt crrespnds. 2 An accunting year, a fiscal year cntains twelve perids (mnths). A fiscal year usually begins n a new calendar quarter (January, April, July r Octber). 3 One mnth within a fiscal year. Perids are numbered sequentially within the fiscal year. (The first mnth f the fiscal year is Perid 1; the secnd mnth is perid 2,etc.) WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

77 Custmize FDS Reprt Once n the FDS reprt custmizing screen, yu can: View a different filter field: 25 T view a different filtering f the reprt data, click the arrw next t a field in the filter area, and then check the checkbx f the data yu want t view. Check Shw All t view all filters. Add reprt data fields: 25 Right-click anywhere n a filter area, data area, clumn area, r rw area field and select the Shw Field List buttn that appears. Yu can pen frm this buttn a list f available reprt data fields. 25 Select the field yu want t add frm the list and drag it t the area in which yu want t place it. Or, highlight the field, select the apprpriate data area frm the drp-dwn list and click ADD TO. Rerganize data fields: Yu can quickly pivt the reprt by mving a field t anther reprt area, r rerdering the items within a reprt area. 25 T mve a field t anther area, click n the field and drag it t the apprpriate area f the screen. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

78 25 T rerder fields within an area, click n the field and drag it t the new lcatin; r, right-click n the field, select Order frm the menu that appears, and chse where t mve it. Shw r hide data field in a rw r clumn area: 25 Right-click anywhere n a clumn area r rw area field and select Hide frm the menu that appears. The field is remved/hidden and placed in the available reprt data fields list. Cautin! There is n indicatin n the screen that ne r mre items are hidden and there is n way t undue r unhide the field. Yu must add the field manually frm the available reprt data fields list. 25 T view different data in a rw r clumn area, click the arrw next t a rw/clumn header field, and then check the checkbx f the data yu want t view. Check Shw All t view all fields. Shw r hide specific details fr field: 25 Click n the + next t the field yu want t expand; r, click the - t cllapse the expanded details. Or, right-click n the expanded/cllapsed field and select t either expand/cllapse just the ne field, r expand/cllapse all fields at nce. Nte: Yu cannt directly edit the data n the FDS reprt custmizing screen. Instead, yu need t edit the surce data and then regenerate. 26. When yu are finished custmizing the reprt details, yu can: 26 Click again t preview the reprt as it will be printed. 26 Click t print the reprt. The reprt will print similar t an Excel spreadsheet; use the tlbar ptins n the Print Preview screen t fit the reprt nt ne page. 26 Click t exprt the reprt t Excel. 26 Click t exit and return t the Ledger and HUD Reprts screen. Cautin! Once yu exit the screen, ALL reprt details will be lst! WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

79 Financial Reprts These reprts are created using the Financial Reprt Writer and allw yu t smewhat custmize yur wn Financial Reprts t prvide t management and yur Bard f Directrs. Balance Sheet and Incme Statements are just tw examples f the reprts that can be created using this feature. Hint: Yu can als access the Financial Reprt Writer frm the Setup area f the prgram. Hwever, when accessed frm Setup, yu are nt able t print the reprts. Financial Reprt Writer Overview WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

80 General Reprt Summaries The fllwing reprts are fund n the General tab f the Ledger and HUD Reprts screen. Master Accunt Listing This reprt allws yu t run a chart f accunts listing. The selectin criteria allws yu t select all r multiple funds, a specific prject r all prjects. Yu can als filter by accunt mask. Fr example, if yu just want a listing f all accunts cnsisting f HUD accunt 4190, yu can enter that number in the mask and the reprt returns all related GL accunt numbers. Yu can als select a range f accunt numbers. This reprt is used as a reference dcument t research GL accunt numbers (usually by fund). Nte: This reprt is als accessible frm the Setup Reprts tab. Trial Balance 1 A reprt f balances in all General Ledger Accunts fr a specific perid/mnth. It displays the accunt, descriptin, starting balance, debits and credits and the ending balance. Yu may select ne r multiple funds, prject, r accunt mask. There are three gruping levels t allw gruping by fund (if multiple funds are selected), FDS accunt, HUD accunt, line item, sub line items and/r reprt grups 1, 2 and 3, if used. Select the reprt perid/mnth and year. Yu may als chse t shw ther reprt ptins, such as excluding accunts with zer detail and a sub-tab fr selecting specific accunts. This reprt is usually run n a mnthly basis by fund t review all accunt balances. Trial Balance 2 This reprt allws the same selectin criteria as Trial Balance 1, but als includes a net change fr the debits and credits, as well as YTD debits and credits. This reprt is usually run n a mnthly basis by fund t review all accunt balances and t review hw the husing authrity is ding cmpared t last year at this time. Trial Balance with Adjustment Lines This reprt allws the same selectin criteria as the ther Trial Balances, but alng with the accunt number and descriptin, just displays the debit r credit balance f the accunts with lines fr making adjustments t the right. This reprt is usually used by fee accuntants t recrd adjustments they wuld like made t any accunts. Trial Balance - Interfund This reprt allws the same selectin criteria as the ther Trial Balances, but nly displays the interfund receivable and payable accunts fr each fund selected. This reprt is used fr ensuring that the due t and due frm accunts fr the funds selected are in balance. It is usually run n a mnthly basis and when run fr all funds, the balances shuld be a net effect f zer if interfunding has been setup crrectly. See "Planning Interfund Accunts" n page 14. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

81 Detailed General Ledger A listing f General Ledger accunts fr a specified perid f time (range mnth and year) that displays activity (transactins) fr all r multiple (range f) accunts. This reprt is used fr viewing specific activity that make up an accunt balance in rder t research. Yu may select activity that has been accepted (psted) r nt accepted. Yu may chse t display extended detail and/r transactins included in the adjustment perids f 13 and 14 if desired. Detailed General Ledger - Prtrait The same as the Detailed General Ledger, but will print in prtrait style instead f landscape style. Detailed General Ledger - Interfund This reprt allws the same selectin criteria as the ther Detailed General Ledger reprt ptins and is used fr viewing the detailed activity in the interfund accunts fr receivables and payables, if interfunding has been setup and is being used. This reprt wuld be used t research ut f balance situatins between funds. Jurnal Reprt Reprt that can be used t view transactins that have been psted t General Ledger frm ther prgrams (subsidiary ledgers). Yu may select ne r all funds, a specific prject r accunt mask. Yu may select a range f accunts and/r a specific date range. Frm the jurnal selectin list, yu wuld select the name f the jurnal yu want t reprt n. Yu als have srting and clumn frmat chices available and may chse t display nly accepted (psted) transactins and include subttals. Fr example, if yu wanted t view everything that psted t General Ledger frm Sectin 8 frm January 1st thrugh tday, yu wuld select the S8 Jurnal and enter that date range. This reprt is used in balancing the subsidiary ledgers t the General Ledger. Special Cdes Reprt This reprt is used as anther methd t prduce custmized financial reprts frm General Ledger. Each General Ledger accunt has a field that can be marked fr Special Cde Reprt 1, 2, r 3. If that field is checked, the General Ledger accunt will appear n this reprt. A reprting perid can be selected fr a specific mnth and year. There are sub-tabs fr frmatting the reprt and cnslidatin f funds. Cash Flw Reprt This reprt allws yu t view all the activity related t cash, including incme and expenses fr any ne fund r multiple funds. This reprt can be run fr any specific time perid (mnth and year), s that yu can see what yur cash situatin is fr that time perid all in ne reprt. This reprt is used by management t mnitr cash flw, usually n a weekly basis. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

82 Trial Balance Pivt Fund Cmpare See "Trial Balance Pivt Fund Reprt" n page 85. This reprt is similar t Trial Balances 1 and 2 but has many extra features and is similar t a pivt table reprt created in Excel. Frm the selectin criteria, yu may select ne r multiple funds. Yu have three gruping levels and may chse t grup by FDS accunt, Fund, HUD accunt, Line Item, Reprt Grups and Sub Line Item. Yu may select an accunt number range and/r date range. As with ther reprts, yu may preview the reprt by clicking n the sheet f paper icn n the tl bar. The prgram will display yur reprt in a view similar t Excel. On this preview screen, yu are then als able t change sme f yur selectin criteria ptins. By clicking n the + next t each gruping, yu can expand the view t see what accunts are included in that grup. Yu may als click n drp-dwn arrws fr each area t re-select anything yu desire t change. If yu then, click nce mre n the sheet f paper icn, yu have a printed view f the reprt that then allws yu t edit the frmat f the reprt by clicking n any f the tl bar icns. This reprt can be used as a regular Trial Balance r t mnitr FDS accunting r any ther General Ledger activity. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

83 HUD Reprt Summaries These reprts are fund n the HUD Reprts tab f the Ledger and HUD Reprts screen. HUD 52595, 52596, and These are nt current frms as they are n lnger used. Yu may still run the reprts if yu wish t gather the data. HUD (Sectin 8 Year End Settlement) PILOT The Cmputatin f Payments in Lieu f Taxes is available in the system fr yu t prduce. Select the reprting perid (calendar mnth and calendar year). When yu click, the system launches the PILOT Frm Wizard. Enter yur prperty tax infrmatin in Part III. Enter Part IV, if applicable, and enter the limitatin based n Annual Cntributin. Enter whether r nt the payment is based n Rent Charged r Rent cllected. Click START. On step tw, select the prjects that apply. Click NEXT, and then click FINISH after yu have cnfirmed the infrmatin entered is crrect. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

84 Setup Reprt Summaries The fllwing reprts are fund n the Setup tab f the Ledger and HUD Reprts screen. Master Accunt Listing This reprt allws yu t run a chart f accunts 1 listing. The selectin criteria allws yu t select all r multiple funds, a specific prject r all prjects. Yu can als filter by accunt mask. Fr example, if yu just want a listing f all accunts cnsisting f HUD accunt 4190, yu can enter that number in the mask and the reprt returns all related GL accunt numbers. Yu can als select a range f accunt numbers. This reprt is used as a reference dcument t research GL accunt numbers (usually by fund). Nte: This reprt is als accessible frm the General Reprts tab. Accunt Listing by Accunt Type This reprt prvides yu with a listing f accunts gruped by accunt type. Accunt type is a field n the Maintain Accunt screen where yu can indicate what type f accunt it is (cash, prepaid expenses, revenue frm tenants, etc.). Yu may select all, ne r multiple funds, a specific prject r all prjects, accunt mask, and/r accunt number range. This reprt is mst cmmnly used t verify that all GL accunts have been assigned t the crrect accunt type. Accunt Listing by HUD Accunt Type This reprt prvides the same selectin criteria as the Accunt Listing by Accunt Type, but refers t the HUD accunt type t which yur GL accunt number has been assigned. This reprt is mst cmmnly used t verify that all GL accunts have been assigned t the crrect HUD accunt type. Accunt Listing by FDS Accunt Cde This reprt prvides the same selectin criteria as the Accunt Listing by Accunt Type, but refers t the FDS line number t which yur GL accunt number has been assigned. This reprt is mst cmmnly used t verify that all GL accunts have been assigned t the crrect FDS accunt cde. Accunt Listing by Reprt Grup This reprt prvides the same selectin criteria as the Accunt Listing by Accunt Type, but refers t the field, Reprt Grup 1, 2, r 3. If yu are using these cdes, this reprt will prvide a listing f GL accunts that have been assigned t thse Reprt Grup numbers. 1 A cmplete list f General Ledger accunt numbers and names. Each fund has its wn chart f accunts. The cmbined charts f accunts f all yur funds make up yur agency s chart f accunts. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

85 Trial Balance Pivt Fund Reprt The Trial Balance Pivt Fund Cmpare reprt prvides an ptin fr starting balance, debits and credits, budget, and an ending balance. It als gives users pivt table functinality (mst ntably fund in Micrsft Excel), which includes interactive tables that autmatically extract, rganize, and summarize yur data. Yu can use this reprt t analyze data, make cmparisns, detect patterns and relatinships, and discver trends. T use the reprt, filter the data as with ther reprts and click the Preview icn. On the Trial Balance Pivt Fund Cmpare screen that appears, yu can then drag and drp infrmatin t easily arrange the reprt's header, clumns, and rws fr a truly custmized reprt. After building the custmized reprt, yu can either print the reprt, r exprt it t Excel. Filter Area: Within this area are field(s) frm the surce data that yu assign t a filter. Fr example, Fund Cde is a filter field. Yu can use the Fund Cde field t display summarized data fr nly the Sectin 8 fund, etc. Data Area: Within this area are field(s) frm the surce data that cntain values t be summarized. Fr example, Ending Balance is a data field. (This data is displayed as headers at the tp f a clumn.) Fr mst types f surce data yu can chse hw t summarize data (fr example, by Ending Balance, Beginning Balance, Credit, Debit, r Budget). A data field usually summarizes numbers, but it can als summarize text. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

86 Clumn Area: Within this area are fields frm the surce data that yu assign t a clumn. Fr example, Fiscal Year is a clumn field. This data is displayed in the clumns f the reprt. Rw Area: Within this area are fields frm the surce data that yu assign t a rw. Fr example, HUD Accunt Cde is a rw field.this data is displayed in the rws f the reprt. Access the Trial Balance Pivt Fund Cmpare Reprt 1. Frm the Main Menu screen, click REPORTS. The Ledger and HUD Reprts screen appears with the General tab selected. 2. Select the Trial Balance Pivt Fund Cmpare radi buttn. The Trial Balance Pivt Fund Cmpare tab appears n the right side f the screen. Chse Surce Data 3. In the Fund Selectin area f the tab, check the checkbxes f the funds yu d like t include in the reprt. Use r t quickly check either all f the funds, r nne. 4. Chse up t three grups by which t grup the selected funds. T make the accunt(s) part f a reprt grup, enter yur selectin int the reprt grup #1 field. T make the accunt(s) part f anther reprt grup, enter yur selectin int reprt grup #2. T make the accunt(s) part f a third grup, enter yur selectin int reprt grup #3. 5. Specify the date range n which t reprt and, if desired, a range f accunt numbers (nt required). 6. Click n the tlbar t access the Trial Balance Pivt Fund Cmpare screen. Custmize Reprt Once n the Trial Balance Pivt Fund Cmpare screen, yu can: View a different filter field: 6 T view a different filtering f the reprt data, click the arrw next t a field in the filter area, and then check the checkbx f the data yu want t view. Check Shw All t view all filters. Add reprt data fields: 6 Right-click anywhere n a filter area, data area, clumn area, r rw area field and select the Shw Field List buttn that appears. Yu can pen frm this buttn a list f available reprt data fields. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

87 6 Select the field yu want t add frm the list and drag it t the area in which yu want t place it. Or, highlight the field, select the apprpriate data area frm the drp-dwn list and click ADD TO. Rerganize data fields:yu can quickly pivt the reprt by mving a field t anther reprt area, r rerdering the items within a reprt area. 6 T mve a field t anther area, click n the field and drag it t the apprpriate area f the screen. 6 T rerder fields within an area, click n the field and drag it t the new lcatin; r, right-click n the field, select Order frm the menu that appears, and chse where t mve it. Shw r hide data field in a rw r clumn area: 6 Right-click anywhere n a clumn area r rw area field and select Hide frm the menu that appears. The field is remved/hidden and placed in the available reprt data fields list. Cautin! There is n indicatin n the screen that ne r mre items are hidden and there is n way t undue r unhide the field. Yu must add the field manually frm the available reprt data fields list. 6 T view different data in a rw r clumn area, click the arrw next t a rw/clumn header field, and then check the checkbx f the data yu want t view. Check Shw All t view all fields. Shw r hide specific details fr field: 6 Click n the + next t the field yu want t expand; r, click the - t cllapse the expanded details. Or, right-click n the expanded/cllapsed field and select t either expand/cllapse just the ne field, r expand/cllapse all fields at nce. Nte: Yu cannt directly edit the data in the Trial Balance Pivt Fund Cmpare reprt. Instead, yu need t edit the surce data and then regenerate. 7. When yu are finished custmizing the reprt details, yu can: 7 Click again t preview the reprt as it will be printed. 7 Click t print the reprt. The reprt will print similar t an Excel spreadsheet; use the tlbar ptins n the Print Preview screen t fit the reprt nt ne page. 7 Click t exprt the reprt t Excel. 7 Click t exit and return t the Ledger HUD Reprts screen. Cautin! Once yu exit the screen, ALL reprt details will be lst! WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

88 Financial Reprt Writer Overview The Financial Reprt Writer (FRW) allws yur agency t design and prduce custm financial reprts using infrmatin and data drawn frm the WinTen² General Ledger prgram. In additin, FRW helps yu prduce summarizatin and balance sheet 1 style reprts that are much mre cmplicated than simple listing reprts. When designing a custm financial reprt, yu chse a template which will serve as yur starting pint fr building yur custm reprt. Yur selected reprt template cnsists f a series f rws and clumns with a heading (title). Clumn frmats are prvided fr yu by WinTen² and cannt be altered. Hwever, a rw frmatting tl is in place t allw yu t create as cmplex a reprt as yu need, with seemingly endless design pssibilities. Hint: Yu can access the Financial Reprt Writer frm the Setup and Reprts areas f the prgram. Basic Actins Accessing FRW Viewing/Organizing Reprts Searching Reprts Creating New FRW Reprts Wrking With Frmats and Line Types Clumn Frmats Rw Frmats Create Rw Frmats Line Types Edit Rw Frmats Mdifying FRW Reprts Printing FRW Reprts 1 A financial statement f ttal assets and ttal liabilities and net equity as f a given pint in time. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

89 Basic FRW Actins The Financial Reprt Writer (FRW) prvides great flexibility in creating financial reprts within General Ledger. This tpic prvides an verview f the basic actins yu can perfrm in the Financial Reprt Writer and als the tw imprtant screens yu will be wrking with when using this tl: Accessing FRW The Financial Reprt Tab The Maintain Financial Reprt Screen Viewing/Organizing Reprts Searching Reprts Accessing FRW Yu can access the Financial Reprt Writer tw different ways: the REPORTS buttn n the General Ledger Main Menu screen, r the SETUP buttn n the same screen. Depending n yur security rights, yu culd be able t access the FRW ne r bth ways. When accessing FRW, yu might encunter and wrk extensively with tw different screens in the General Ledger prgram: The Financial Reprt Tab The Maintain Financial Reprt Screen 1. Click n the Main Menu screen. The Ledger and HUD Reprts screen pens. 2. Select the Financial Reprts tab. 3. Click n the tlbar. The Maintain Financial Reprt screen appears where yu can begin setting up a custm financial reprt. OR 1. Click SETUP n the Main Menu screen. The Maintain Ledger Settings screen displays. 2. Click FINANCIAL REPORTS. The Maintain Financial Reprt screen appears where yu can begin setting up a custm financial reprt. Nte: Yu cannt print financial reprts frm the Setup area entry pint. The Financial Reprt Tab On the Financial Reprt tab, yu have the ability t wrk with existing reprts t determine what financial recrds t include in yur reprting: WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

90 In the Reprt Title sectin, yur available reprts are listed. 2 T preview a reprt, select it frm the list and click n the tlbar. A separate windw will pen where yu can review the reprt s infrmatin and see hw it will appear as printed. 2 T print a reprt, select it frm the list and click n the tlbar. In the Reprting Fund sectin, yur available accunts are listed. 2 T enable an accunt t be used in yur financial reprting, select its checkbx. When yu click r, the selected fund(s) data will appear in the reprt that was highlighted in the Reprt Title list. 2 Use r t select all, r nne, f the funds quickly and easily. 2 Using the calendar mnth and calendar year drp-dwn menus, specify the reprting perid yu want t include in yur reprt. 2 T exclude zers frm yur reprt, select the exclude zers reprt ptin checkbx. When selected, if the accunt balance, budget amunt, r prir year amunt, depending n the clumn frmat defined, is zer, it is "ignred" and will nt print, thereby reducing the size f a generated reprt. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

91 The Maintain Financial Reprt Screen The Maintain Financial Reprt screen in the General Ledger prgram is, in essence, the hub fr all yur financial reprt activity: 2 Use the red arrw buttns t select the next reprt in the list. The right arrw selects the next reprt belw; the left arrw selects the next reprt abve. Frm this screen, yu can: 1. View/rganize yur current reprts. 2. Search fr specific reprt titles, rw frmats, r clumn frmats. 3. Set up, r edit, a custmized financial reprt. 4. Access the rw frmat tl t fine-tune yur reprts even mre. Viewing/Organizing Reprts Once n the Maintain Financial Reprts screen, yu will see a list f all yur agency s financial reprts in a table. Alng with the reprt s title, yu may view each reprt s rw frmat and clumn frmat. Nte: Fr mre infrmatin n rw frmats and clumn frmats, See "Wrking With Frmats and Line Types" n page 98.. Yu have the chice t rganize the reprt list by any f the table s three clumn cmpnents: Reprt Title (default), Rw Frmat, r Clumn Frmat. 4 T put the table in alphabetical rder by a specific reprt cmpnent, select the cmpnent frm the rdered by drp-dwn menu. The table will then srt the list f reprts accrdingly, in alphabetical rder. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

92 Searching Reprts Yu als have the ability t search fr a specific reprt in the reprt table n the Maintain Financial Reprts screen. When the list is lng and time is shrt: search! 1. Select the cmpnent yu want t search fr frm the rdered by drp-dwn menu. 2. Enter a keywrd pertaining t the cmpnent in the search by field and click GO. The first reprt in the table that matches yur search entry will be highlighted. Hint: The search functin is similar t a wildcard search. Yu may either enter an entire keywrd, r just the few beginning letters f the wrd. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

93 Creating New FRW Reprts With the Financial Reprt Writer (FRW), yu are able t custmize and print financial reprts. In rder t d s, the FRW allws yu t retrieve infrmatin frm the General Ledger prgram and generates it int a reprt. Nte: Specifically, the reprts are generated frm the data cllected n the Maintain Accunts screen. A financial reprt created with the FRW cnsists f a series f rws and clumns with a heading. A selectin f clumn frmats are prvided fr yu by WinTen² and cannt be altered. Hwever, a rw frmatting tl is in place t allw yu t create as cmplex a reprt as yu need. When designing a custm financial reprt, yu may chse t build yur reprt ne f tw ways: 0 Using existing rw frmat data. This is helpful if the reprt yu are creating is similar t anther existing reprt with nly a few minr changes. 0 Building a financial reprt frm scratch withut pre-existing rw data. Cautin! If yu chse t create a reprt using an existing rw frmat, any future changes yu make t that reprt/rw frmat will affect EVERY reprt that uses that frmat! Financial Reprt at a Glance A financial reprt cnsists f three sectins: header, rw, and clumn. These are the sectins yu custmize t suit yur needs. Header The header is lcated at the tp f the reprt and usually cntains the cmpany name, date, and name f reprt. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

94 Clumns Clumns are the vertical psitins f data in a reprt. Clumn frmats are prvided by WinTen² but yu can chse frm a number f different frmats t use in yur reprting. Rws Rws are the hrizntal psitins f data in a reprt, and yu can define the number f rws, as well as their cntent. Rw frmats are mre cmplex than clumn frmats and are cmpletely custmizable. Create A New FRW Reprt Existing Rw Frmat r New Rw Frmat? Select a reprt with the rw frmat that best reflects the data yu want t reprt. 1. Frm the Maintain Financial Reprt screen, select a reprt with the rw frmat yu want t custmize t yur specific needs. Access Create New Reprt Wizard 2. Click. The Create New Reprt Wizard is initiated. The Create New Reprt Wizard helps yu create a new reprt with fur quick and easy steps. Enter Reprt Title and Select Rw Frmat 3. Enter the reprt title in the space prvided. If yu are using an existing reprt's rw frmat as a template, the template title will display by default. 4. Select a rw frmat frm the drp-dwn menu, if necessary. The selected rw frmat will display in the table belw. Nte: Select "New" if yu want t create a new rw frmat; then, enter the new rw descriptin in the field that appears. After creating the reprt, yu may then access the rw frmat tl t set up the new rw's details. Hint: Yu can edit rw frmats separately using the Rw Frmat tl. Fr mre infrmatin, please see Rw Frmats n page Click START t the secnd step/screen in the wizard. Select Clumn Type 6. Chse a clumn frmat frm the clumn type drp-dwn menu. Nte: Fr mre infrmatin, please see Clumn Frmats n page Click NEXT t cntinue. Enter Reprt Header and Specify Print Settings 8. Enter the reprt header in the space prvided. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

95 9. Select the checkbx if yu want t shw negative numbers in parentheses. Example: displays as (1900). 10. Select the checkbx if yu want t print accunt numbers. Nte: Sme reprts are t large t display the accunt numbers and the accunt numbers will nt display even when this checkbx is selected. 11. Click NEXT t cntinue t the next step f the wizard. Review and Finish 12. Lk ver the reprt details and make sure they are crrect. 13. Click FINISH t finalize the reprt. The reprt nw displays and is accessible frm the reprt table n the Maintain Financial Reprt screen and Financial Reprt tab. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

96 Mdifying FRW Reprts Frm time t time, yu may want t edit an existing reprt. Use the Edit Reprt Wizard t cmplete the mdificatins quickly and easily. 1. Frm the Maintain Financial Reprt screen, highlight the reprt yu want t wrk with frm the reprt table. Hint: If the list is lng and time is shrt, use the Search tl! See "Basic FRW Actins" n page Click n the tlbar and select Edit Reprt frm the menu that appears. The Edit Reprt Wizard initiated. 3. Edit the reprt title. 4. Edit the reprt's selected rw frmat, as needed. Hint: Yu can add/edit rw frmats separately using the Rw Frmat tl. See "Wrking With Frmats and Line Types" n page Click START t access the secnd step/screen in the wizard. 6. Select a different clumn type, if necessary. See "Wrking With Frmats and Line Types" n page Click NEXT t cntinue. 8. Mdify the reprt header and print setting checkbxes, as needed. 9. Select the checkbx if yu want t shw negative numbers in parentheses. 10. Select the checkbx if yu want t print the accunt number. 11. Click NEXT t cntinue t the next step f the wizard. This is the final step f the Edit Reprt Wizard. Displayed n the screen are the reprt details yu defined n the three previus steps f the wizard. 12. Lk ver the reprt details and yur changes t make sure they are crrect. 13. Click FINISH t finalize the changes t the reprt. The mdified reprt will nw display and be accessible frm the reprt table n the Maintain Financial Reprt screen and the Financial Reprt tab. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

97 Printing FRW Reprts Yu can nly print financial reprts frm the Financial Reprt tab. 1. On the Main Menu screen, click REPORTS. The Ledger and HUD Reprts screen pens. 2. Select the Financial Reprts tab. In the Reprt Title table, yur available reprts are listed. 3. Highlight the reprt yu want t print frm the table. 3 T preview a reprt, select it frm the list and click n the tlbar. A separate windw will pen where yu can review the reprt s infrmatin and see hw it will appear as printed. 3 T print a reprt, select it frm the list and click n the tlbar. Mre n Printing Reprts... In the Reprting Fund sectin, yur available accunts are listed. 3 T enable an accunt t be used in yur financial reprting, select its checkbx. 3 When yu click r, the selected fund(s) data will appear in the reprt that was highlighted in the table. 3 Use r t select all, r nne, f the funds quickly and easily. 3 Using the calendar mnth and calendar year drp-dwn lists, specify the reprting perid yu want t include in yur reprt. 3 T exclude zers frm yur reprt, select the exclude zers reprt ptin checkbx. When selected, if an accunt balance is zer, it is ignred and will nt print, thereby reducing the size f a generated reprt. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

98 Wrking With Frmats and Line Types Financial reprts created by the FRW cnsist f a series f rws and clumns with a heading (title). Clumn frmats define the vertical psitins f financial data in a reprt, and rw frmats define the reprt lines that are cntained within a financial reprt. Line types are the essence f the FRW, since they prvide the majrity f the cntrl yu need t custmize yur agency's financial reprts. Clumn Frmats Rw Frmats Create a New Rw Frmat Edit a Rw Frmat Line Types Clumn Frmats Clumn frmats define the vertical psitins f financial data in a reprt. Clumn frmats are prvided by WinTen² and cannt be altered, but yu can chse frm a number f different frmats: Nte: Dllar/numeric values are the balances as f the selected reprt date. Clumn Frmat Balance - Current Perid and YTD Balance - YTD Balance - YTD with Prir Year Cmparisn Budget Cmparisn - Current Perid Budget Cmparisn - Current Perid and YTD Encumbrance Reprt Descriptin Balance Sheet - Current Perid and YTD. Balance Sheet - standard frmat, YTD balances as f reprt date. Balance Sheet - YTD with prir year cmparisn. Incme Statement - Current Perid Budget Cmparisn with Percent Budget Used; includes YTD amunts but budget cmparisn is nly fr current perid. Incme Statement - Budget Cmparisn f Current Perid and YTD. Includes Encumbrance clumn; encumbrances cme frm Purchase Order prgram nly. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

99 Incme Statement - Budget Cmparisn Incme Statement - Fur Clumn Incme Statement - Prir Year Cmparisn PUM - Current Perid Incme Statement - Budget Cmparisn Current Perid and YTD. Incme Statement - Current Perid and YTD Ending Balance. Incme Statement - Prir Year Cmparisn f Current Perid and YTD. Incme Statement PUM - Current Perid nly; PUM: Per Unit Mnth, requres a unit cunt fr prjects. Rw Frmats Financial reprt custmizatin relies primarily n rw frmat because rw frmats define the hrizntal reprt lines that are cntained within a financial reprt. The rw frmat f a reprt is defined under a particular line type(s), and the line type(s) determines what is displayed r calculated n the reprt. Yu can nly use existing, defined rw frmats at the time yu are creating a new reprt. If yu want t create a new rw frmat, yu must first create the reprt and then access the Rw Frmat tl t create a new rw frmat fr it. Yu will need t add a rw fr each line, r grup f lines, in a reprt. This gives yu cmplete cntrl ver all the lines within a financial reprt! Create a New Rw Frmat Select Reprt Yu must first select the reprt in which yu want t use the new rw frmat. 1. On the Maintain Financial Reprt screen, highlight the reprt yu want t wrk with frm the table. 2. Click and select Edit Rw Frmat frm the menu that appears. The Maintain Detail Line screen appears. 3. Click n the tlbar. The Add Reprt Detail Line screen pens. Specify Line Type Each rw f a reprt is defined under a particular line type(s), and the line type(s) determines what is displayed r calculated n the reprt. 4. Select the reprt line type frm the drp-dwn menu. The specified line type's details will display n the screen. (The displayed infrmatin will differ fr each line type.) WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

100 5. Select the checkbx t reverse signs n printing, if desired. This reverses credits t psitive amunts and debits t negative amunts. 6. Select the checkbx t print. 7. Select the checkbx if the rw amunt is currency (nly applies t FDS Reprt frmats). 8. Click OK t save yur changes and return t the Maintain Detail Line screen. OR Click ADD ANOTHER t save yur changes and clear the screen t add a new line type t the rw frmat. Edit a Rw Frmat When editing a rw frmat, yu are actually editing the line types that define it. Select Reprt Yu must first select a reprt which includes the rw frmat yu want t wrk with. 1. On the Maintain Financial Reprt screen, highlight the reprt yu want t wrk with in the reprt table. Access Rw Frmat Tl 2. Click and select Edit Rw Frmat frm the menu that appears. The Maintain Detail Line screen appears. Select Line Type 3. Highlight the line type f the rw frmat that yu want t edit frm the line type table. 4. Click n the tlbar. The Add Reprt Detail Line screen pens. Edit Line Type Details 5. Edit the reprt line type, if necessary. The specified line type's details will display. 6. Edit the line descriptin and details, as necessary. 7. Click OK t save yur changes and return t the Maintain Detail Line screen. 8. Click CANCEL t exit the screen withut saving yur changes. OR Click ADD ANOTHER t save yur changes and clear the screen t add a new line type t the rw frmat. Nte: T delete a line type, highlight the line type yu want t delete frm the line type table, click n the tlbar, and then click YES thrugh the cnfirmatin message. Mre n the Maintain Detail Line Screen WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

101 Click n the tlbar t return t the Maintain Financial Reprt screen t brwse fr a new reprt/rw frmat/clumn frmat. Use the red arrw buttns, t mve up r mve dwn the rws n the reprt. Click t preview the rw frmat in reprt frm. Click t print the rw frmat reprt. Click t exit the screen and return t the Maintain Ledger Settings Menu screen. Line Types Each rw f a reprt is defined under a particular line type, and the line type determines what is displayed r calculated n the reprt. Specifically, line types: 8 Frmat the reprt 8 Display grups f accunt lines 8 Handle calculatins Line Type Blank Line Detail Accunt Type Duble Underscre Draw Hrizntal Line FDS Accunt Cde GL Accunt Line Descriptin Prints a single blank line n the reprt. (Recmmended t start reprt with at least 1 blank line.) Prints all accunts that are f a specified accunt type. Prints a duble underscre line. Prints a hrizntal line acrss the page t separate grups. Prints all accunts that crrespnd t the selected FDS cde. Prints a single GL accunt. The accunt is specific and the fund selectin fr the reprt will nt verride the selected accunt. Nte: Only use this type if yu are reprting n ne fund. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

102 GL Accunt Mask GL Accunt Range HUD Accunt Cde Page Break Reprt Grup #1 Reprt Grup #2 Reprt Grup #3 Title Centered n Page Title in Descriptin Clumn Title Left f Page Title Right f Page Ttal Line Prints all GL accunts that match the accunt mask. Example:???.1111.??.??? will pull all accunts that have 1111 as the line item. Prints all accunts within a specified range. The selected fund fr the reprt will nt verride the accunt selectin. Nte: Only use this type if yu are reprting n ne fund. Prints all accunts that crrespnd t a specific HUD accunt cde. Starts the next line n a new page. Prints all accunts that crrespnd t a specific user-defined reprt field #1. Nte: Reprting cde fr accunt given n the Main Tab n Maintain Active Accunts under Maintain Chart f Accunts. Prints all accunts that crrespnd t a specific user-defined reprt field #1. Prints all accunts that crrespnd t a specific user-defined reprt field #1. Prints a title line that is centered n the page. Prints a title line in the Descriptin clumn. Prints a title line n the left f the page. Prints a title line n the right f the page. Prints a ttal line frm a reprt var- WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

103 iable. Underscre Amunts Prints a single underscre line under amunts. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

104 Interfund Balancing Interfund balancing is an accunting methd that enables yur agency t accunt fr the assets, liabilities, revenue, and expenditures f each fund separately frm all ther funds, while at the same time receiving and disbursing all cash thrugh a single bank accunt. Yur agency likely has several different funds, such as Public Husing, Sectin 8, r Mdernizatin. Yu must accunt fr the assets, liabilities, cash receipts, and disbursements f each fund individually -- cmpletely separately frm any ther fund. Sme husing authrities chse t handle fund accunting requirements by having a separate bank accunt fr each fund, s they never cmmingle fund mnies. While this may simplify fund accunting smewhat, it can becme cumbersme fr daily peratins. Other agencies have nly ne bank accunt, but spend many hurs manually recnciling funds and making manual transactins t keep them in balance. T streamline the prcess, we suggest yu use nly ne bank accunt and take advantage f General Ledger s autmatic interfund balancing feature. Yu can receive and disburse all cash thrugh ne accunt and General Ledger will autmatically track and accunt fr each f yur funds individually. The prgram des allw yu t use mre than ne bank accunt, if yu wish. Belw is a summary f hw it wrks. Each bank accunt (cash accunt) in the General Ledger prgram must be linked t nly ne fund. We recmmend linking yur ne cash accunt t sme primary fund, such as yur Public Husing fund r a Revlving fund. As yu prcess transactins thrugh the cash accunt, sme f them may be fr this primary fund. Thse transactins need n interfund balancing, because yu have already assigned them t the crrect fund. Many ther transactins that pass thrugh the cash accunt, hwever, will nt be fr the primary fund. In such cases, the primary fund is either receiving r disbursing mney that actually belngs t sme ther fund. Each f thse transactins requires adjusting entries t balance the funds invlved. The prgram uses interfund accunts, smetimes knwn as due t/due frm accunts, t make these adjusting entries autmatically. Befre yu can take advantage f General Ledger s interfund balancing feature, yu must define these interfund accunts. Yu must always define them in pairs, ne due t and ne due frm. Generally, the fund that cntains the cash accunt will have ne due t/due frm pair fr each ther fund that uses its cash accunt. Each f the ther funds that use the cash accunt will have ne due t/due frm pair relating it t the fund cntaining the cash accunt. Nte: Fr detailed instructins n defining yur interfund accunts, See "Planning Interfund Accunts" n page 14.; andsee "Adding Interfund Accunts" n page 17. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

105 Defining the interfund accunts is the nly part f the prcess yu must t manually. Yu will d this nly ne time when yu set up yur funds. After that, the prgram autmatically takes care f interfund balancing fr yu. T illustrate the prcess, let us assume yu had set up ne cash accunt in yur Public Husing fund (fund 100) and had set up yur interfund accunts. Assume Sectin 8 (fund 200) purchased ffice supplies fr $400. Yu wuld make the fllwing JEs: The transactin is in balance, but, as yu can see, the funds are nt. Fund 100 has an unbalanced credit f $400 and fund 200 has an unbalanced debit f $400. Using the interfund accunts yu had defined, the prgram wuld make the fllwing entries autmatically t balance the funds: The cmplete transactin wuld be as fllws: Nw, the transactin is in balance and bth funds are in balance. Interfund balancing wrks the same way fr receipt f funds. Assume yu received $300,000 frm HUD fr a Sectin 8 Vucher allcatin as a direct depsit int the cash accunt. Yu wuld make the entries in the tw white rws f the table belw. The prgram wuld autmatically make the entries in the tw gray rws. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

106 Again, the transactin is in balance and bth funds are in balance. Fr help n defining yur interfund accunts, see Planning Interfund Accunts and Adding Interfund Accunts. Fr help n creating JEs, see Creating Manual JEs, Vuchers, r Batches. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

107 Accunt Masks An accunt mask is a cmbinatin f accunt number placehlders cntaining numbers, letters, and/r questin marks. The numbers r letters represent values in yur accunt number data. The questin marks represent variables r wildcards. The mre numbers r letters (and fewer wildcards) yu put in a mask, the mre restrictive it becmes. Yu can use accunt masks in the General Ledger prgram when filtering reprts and when defining allcatins. T explain, we will first illustrate a generic data mask (by applying the cncept t telephne numbers) and then discuss the use f accunt masks fr General Ledger reprts and allcatins. Generic Data Masks An rdinary telephne number (e.g., (859) ) has three segments : area cde, prefix, and number. The area cde f ur example is 859. The prefix is 367. The number segment is The frmatting f a data mask (the type, placement, and number f the characters) must match r mask the frmatting f yur data. A mask fr telephne numbers wuld have t match the three segments, like this: (???)???-????. It wuld als cntain nly numbers and questin marks, nt letters, because there are n letters in phne numbers. Assume yu had a hypthetical database f natin-wide telephne numbers and that yu were running reprts frm that database. Yu culd use a mask t define which phne numbers yu wanted t see n a given reprt. T create a mask fr filtering a reprt, yu wuld put actual values values defining the data that yu did want t see int sme f the mask placehlders, while leaving the rest as wildcards. The reprt wuld return nly phne numbers that matched the values in yur mask, regardless f what was in the part f the number represented by the wildcards. If yu used the mask, (8??)???-????, fr example, the reprt wuld shw all phne numbers that begin with 8. If yu wanted t see all phne numbers in the 859 area cde, yur mask wuld define 859 fr the entire area cde segment: (859)???-????. If yu wanted t see all phne numbers with the 367 prefix, yur mask wuld define the prefix segment and leave the rest as wildcards: (???) 367-????. This wuld return all numbers with this prefix, regardless f area cde (because yu had wildcards fr the area cde segment). It wuld return (859) , but als, fr example, (502) , (309) , and (402) If yu wanted t see nly phne numbers that had the 367 prefix in the 859 area cde, yu wuld have t define bth the area cde and the prefix in yur mask: (859) 367-????. Masks fr General Ledger Reprts When yu are running reprts in the General Ledger prgram, accunt masks wrk just like these examples. The difference is that yu are dealing with accunt numbers instead f phne WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

108 numbers. Accunt numbers have a different set f segments, such as fund, line item, and prject. This means the masks will be frmatted differently, as well. They must match yur agency s frmatting f yur accunt numbers. If yu wanted t include in a reprt all accunts fr fund 200, fr example, yu wuld define in yur mask nly the fund segment f the accunt number. It might lk smething like 200.????.??.???. Hint: Our example assumes the fund segment is three digits and is the first segment f the accunt number. Yur agency s mask fr ne fund might lk very different, because yur agency defines the length and lcatin f the different segments within yur accunt numbers. See "Planning Accunt Segmentatin" n page 10. and See "Maintaining Accunt Segments" n page 12.. If yu wanted t reprt n electricity expenditures (usually line item 4320) fr all funds, yur mask wuld define nly the line item segment. It might lk smething like???.4320.??.???. If yu wanted t reprt n electricity expenditures fr nly fund 200, yu wuld define bth the fund and line item segments in yur mask: ??.???. Masks fr General Ledger Allcatins Masks fr allcatins fllw these same principles, but behave a little differently. Instead f pulling existing data int a reprt, allcatins distribute a new revenue r expenditure item (a JE) acrss multiple accunts, funds, prjects, r cst centers. Agencies usually use allcatins t distribute administrative and payrll expenditures. Using allcatins in the General Ledger prgram is a tw-step prcess. Yu must first create yur allcatins in Setup, which pre-defines hw each allcatin distributes JEs. Then yu can apply allcatins as needed t individual JEs. One ptin yu have in Setup when defining an allcatin is t use a set f tw r mre accunt masks. Fr each f the allcatin s masks, yu will define an accunt, fund, prject, r cst center and its percentage share f the allcatin. Each mask will define nly that prtin f an accunt number directly pertaining t the allcatin, leaving the rest as wildcards. The cmbined percentages f all the masks in the allcatin must ttal 100%. Using masks fr allcatins makes yur jb easier because it allws yu t distribute JEs apprpriately withut either 1) having t pre-define every pssible cmbinatin f accunts that culd use each allcatin r 2) having t create multiple transactins t distribute each JE manually. As an example, assume yu wanted t distribute yur agency s administrative csts between yur Public Husing and Sectin 8 funds, 60% t Public Husing (say, fund 100) and 40% t Sectin 8 (fund 200). Yu wuld create ne allcatin entitled Administratin. It wuld cntain tw masks, ne fr each fund, and each mask wuld define nly the fund segment f the accunt number. Defining the allcatin in this way wuld allw yu t apply it t a JE fr any line item. The mask fr Public Husing might lk like this: 100.????.??.???. Yu wuld designate it t receive 60% f the allcatin. The mask fr Sectin 8 wuld then be 200.????.??.??? and wuld receive 40% f the allcatin. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

109 Hint: Remember that yur actual masks might lk very different, depending n yur agency s frmatting f yur accunt segments. When yu apply an allcatin t a JE, yu must select bth the allcatin and ne specific accunt number. If the allcatin uses masks, the prgram selects the multiple accunts that will receive prtins f the JE by cmbining each mask individually with this chsen accunt number. The prgram selects the first accunt by retaining the fund, prject, r cst center defined in the first mask and cmbining it with nly that prtin f yur chsen accunt number nt defined in the mask (the prtin crrespnding t the mask s wildcards). It assigns the resulting accunt the percentage f the JE designated fr the first mask. The prgram repeats this prcess fr each mask in the allcatin. Cntinuing ur example, assume yu had a $300 travel expenditure (usually line item 4150) fr a cnference and that yu wanted t use the Administratin allcatin yu had just created t distribute this expenditure 60% / 40% between Public Husing and Sectin 8. In the new JE, yu wuld select the Administratin allcatin and either accunt r accunt (Fr purpses f the allcatin, it wuld nt matter which accunt yu chse. We will see why in a mment.) Let us assume yu chse accunt T calculate the Public Husing prtin f the expenditure, the prgram wuld take the Public Husing mask, 100.????.??.???, and cmbine it with nly that prtin f yur chsen accunt number nt defined by the mask, xxx The resulting accunt number, , wuld receive 60% f the $300 expenditure ($180.00). Hint: D nt be cnfused by the fact that this resulting accunt number is the same as the ne yu chse. Remember that the first three digits came frm the mask, nt frm yur chsen accunt number. The prgram wuld calculate the Sectin 8 prtin f the expenditure in exactly the same way. It wuld take the Sectin 8 mask, 200.????.??.???, and cmbine it with nly that prtin f yur chsen accunt number nt defined by the mask, xxx The resulting accunt number, , wuld receive 40% f the expenditure ($120.00). Fr help n defining allcatins in Setup, see Setting Up Allcatins. Fr help n applying allcatins t JEs, see Creating Manual JEs, Vuchers, r Batches. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

110 Tenant Accunts Receivable & General Ledger The Tenant Accunts Receivable prgram allws husing authrities t manage all f their receivables transactins frm tenants and nn-tenants. These transactins represent a specific charge, credit, transfer, r refund. Examples include rent and utility payments, late fees, maintenance charges and payments fr security and pet depsits. T have these transactins pst t General Ledger crrectly, yu must enter the right GL accunt numbers in the TAR prgram t direct the psting. This mapping is initiated frm the Receivables Setup screen. Access this screen by pening the TAR prgram and clicking n the Setup buttn. Sme cnfiguratin may be required in all the areas abve in rder fr TAR t cnfrm t yur business prcesses. Hwever, the areas that must t be mapped fr GL psting are Develpments, Cash Drawers, and Accunts. The diagram belw shws the items that must be set up in these three areas. The next pages will illustrate hw t map these TAR elements. Develpments Develpment accunt mapping is part f the setup fr yur husing authrity s develpmental fund accunting. T start this mapping, yu must create ne recrd fr each f yur develpments in TAR. After adding each develpment, yu must select a NSF accunt number and, if applicable, a recurring payments bank accunt. Incme frm NSF checks will be depsited in the NSF accunt yu chse. Select a recurring payments bank accunt nly if the develpment has a recurring payment plan with a direct debit. Example: WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

111 Cash Drawers A cash drawer is a specific place within an ffice, physical r virtual, where yu accept payments. TAR cntains ne recrd fr each f yur cash drawers. After mapping yur develpments t pst crrectly, the cash drawers can be set up next. When setting up cash drawers, yu must enter an accunt number in the cash n hand accunt. This accunt, usually Petty Cash (1117) r 1118 (Change Fund), reflects mney being held in the cash drawer. It is a pass- thru accunt in that it hlds mney nly temprarily during the time the cash drawer is pen. At the end f the day when the funds are depsited, the accunt gets cleared ut. The nly time yu shuld see mney in this accunt is when the cash drawer is pen. This Cash n Hand Accunt ( ) in the fllwing example is fr Public Husing which is fund 100: WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129

112 Accunts After yu have set up each develpment and assigned cash drawers where necessary, yu cmplete the TAR t GL setup by creating accunts and assigning them t the develpment. The accunts cntain the custmer transactins. Befre prceeding with mapping the accunts, let s review the receivable accunt types. Accunts Types The Tenant Accunts Receivable prgram supprts these fur categries f custmer accunts: 1. Accunts Receivable. This accunt type requires the custmer t pay ff any utstanding balance at the end f the mnth. Examples f this accunt type are TAR and HAP. 2. Escrw. This accunt type represents mney wed by the agency t a custmer. Yu can allw custmers t accrue interest n the balances f these accunts. Examples are security r pet depsits, FSS escrw accunts. 3. Revlving Charge. This accunt type is represents revlving accunts such as repayment agreements, retractive rent agreements, and prmissry ntes. A custmer with a revlving charge accunt keeps an verall balance and wes a mnthly receivable n the accunt. 4. Mrtgage. A custmer with this type f accunt has a mrtgage (principal) balance, and the amunt f principal and interest charged t the accunt is different each mnth. WinTen² General Ledger User Manual Cpyright Tenmast Sftware f 129