MSI Accounts Payable Version 5.0 Treasurer s Report Processing

Transcription

1 MSI Accounts Payable Version 5.0 Treasurer s Report Processing User s Guide Municipal Software, Inc W. Winchester Road, Ste 209 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Municipal Software, Inc. Copyright All Rights Reserved.

2 TABLE OF CONTENTS REPORT OPTIONS... 3 HOW TO RUN THE REPORT... 5 SUMMARY STATEMENT... 9 TREASURERS FUND TYPE (VIA MSI-GENERAL LEDGER FUND CODE MAINTENANCE) TREASURE.DAT ASCII FILE OF TREASURERS REPORT DETAIL PROCESSING STEPS REPORT SAMPLES

3 REPORT OPTIONS There are two Treasurer s Report options in the MSI-Accounts Payable System; Columnar and Word Wrap. The Columnar Report prints in an easy to read, line-by-line format. 3

4 The Word Wrap Report prints out in a more concise fashion, typically less than half the number of pages it takes to print the columnar. Plus with the Word Wrap you get the Summary Statement of Condition and the system will generate a file called TREASURE.DAT that can be forwarded to the local paper for ease of printing. 4

5 HOW TO RUN THE REPORT After selecting columnar or word wrap format, the following screen will appear: The program will prompt the operator for the following information: Fiscal Year: Enter the appropriate fiscal year you wish to report on. Include Revenues (Y/N): Enter a (Y)es if you would like to report the revenues received during the fiscal year. NOTE: the MSI-GL system must be installed to enter Y. Qualifying Amount: All items in excess of the entered amount will be printed in detail. All items less than this amount will be summarized under a single DISBURSEMENTS UNDER line item for each fund. Include Payroll (Y/N): Enter a (Y)es if you would like to report the payroll expenses during the fiscal year. The system uses the Check Date of the payroll checks to determine which expenses to include. NOTE: the MSI-PR system must be installed to enter Y. 5

6 If (Y)es is selected, you will be asked Do you want to print the payroll by a range? (Y/N) 6

7 Again, if (Y)es is selected, you will then be prompted to enter your payroll category limits. This allows you to group your employees by wage brackets. Once the limits are entered you will be taken to the include expenses option. 7

8 Include Expenses (Y/N): Enter a (Y)es if you would like to report the accounts payable expenses during the fiscal year. The system uses the Check Date of the AP checks to determine which expenses to include. Qualifying Amount: All items in excess of the entered amount will be printed in detail. All items less than this amount will be summarized under a single DISBURSEMENTS UNDER line item for each fund. Sort the expenses by fund (Y/N): If sorting by fund is not required enter (N)o; if it is required enter (Y)es. Include Accounting Period 13? (Y/N): If you selected to Y to Include revenues(y/n)?, then you ll see this prompt. Choose (Y) if you want to include GL revenue activity posted to Period 13, otherwise choose (N). After selecting whether or not to include period 13, the prompt will move to the bottom of the screen. To continue and print your Treasurer s Report select (Y)es from the prompt. Otherwise choose (N) to start over or (Q) to quit. 8

9 SUMMARY STATEMENT Once the Word Wrap report is printed, the following screen will appear: This option allows you to include additional sources for funds NOT tracked within the MSI-General Ledger application and print a Summary Statement of Condition report for publishing, NOTE: The Sources would include additional Revenue received. The Uses would include additional Expenditures. If there are no additional funding sources to record, simply enter through all fields. NOTE: In order for the Summary Statement to process correctly, Treasurers Fund Types must be set up under the Fund Code Maintenance option in your General Ledger application. 9

10 TREASURERS FUND TYPE (VIA MSI-GENERAL LEDGER FUND CODE MAINTENANCE) In order for the Summary Statement to process correctly, Treasurers Fund Types must be set up under the Fund Code Maintenance option in your General Ledger application. Treasurers Fund Type: Identifies the fund type for the treasurers report A C D E F G S TE TI TP TPP AGENCY CAPITAL PROJECTS DEBT SERVICE ENTERPRISE FIDUCIARY GENERAL SPECIAL REVENUE EXPENDABLE TRUST INVESTMENT TRUST PENSION TRUST PRIVATE PURPOSE TRUST Bolded Treasurer s Fund Type codes above are the headers that appear on the Summary Statement. 10

11 TREASURE.DAT ASCII FILE OF TREASURERS REPORT DETAIL After running the Word Wrap version of the Treasurer s Report, a copy of the information will automatically be created and stored in the ASCII file titled TREASURE.DAT. This file may then be transmitted to various third parties, such as newspapers, for their use. PROCESSING STEPS Revenues (MSI-GL) - The program will sequentially read each account number in the General Ledger chart of account for the fiscal year selected. If the account number has an Account Type of R for revenues, it will be selected for processing. The total amount of revenue for the fiscal year will be calculated. If this amount is equal to or greater than the Revenue Qualifying Amount, it will be printed as a detail line. If the total amount for the account is less than the Revenue Qualifying Amount, it will be summarized by fund under the line REVENUE COLLECTIONS UNDER and be printed at the end of each fund. Payroll (MSI-PR) - The program will sequentially read the payroll check history file for each employee. It will total all checks paid to the employee, for the fiscal year entered, based on the check date that was processed. The total amount of expense for the fiscal year will be calculated. If this amount is equal to or greater than the Payroll Qualifying Amount, it will be printed as a detail line. If the total amount for the employee is less than the Payroll Qualifying Amount, it will be summarized by fund under the line PAYROLL DISBURSEMENTS UNDER and be printed at the end of each fund. The system will then do the same processing for payroll liability checks if this feature has been implemented at your installation. Expenses (MSI-AP) - The program will sequentially read the accounts payable paid invoice history file for each vendor. It will check to determine if this invoice was paid during the fiscal year selected. Please note: the fiscal year for this option is calculated by using the check date paid, regardless of what fiscal year you posted the expenditures to in the MSI-GL. After the file has been sorted, the sorted file will be processed in fund order. The following analysis will occur: 1. If the fiscal year in the Vendor Master file is equal to the fiscal year selected above, the system will determine if the PAID THIS FISCAL YEAR field is less than the Expense Qualifying Amount. If it is, the vendor total will be accumulated with other vendors and printed at the end of the fund under the line EXPENSE DISBURSEMENTS UNDER. If the PAID THIS FISCAL YEAR field is equal to or greater the Expense Qualifying Amount, the vendor s total will be printed as a detailed line on the report. 2. If the fiscal year in the Vendor Master file is not equal to the fiscal year selected above, the system will determine if the PAID LAST FISCAL YEAR field is less than the Expense Qualifying Amount. If it is, the vendor total will be accumulated with other vendors and printed at the end of the fund under the line EXPENSE DISBURSEMENTS UNDER. If the PAID LAST FISCAL YEAR field is equal to or greater the Expense Qualifying Amount, the vendor s total will be printed as a detailed line on the report. Please note: If the total amount for a vendor, across all funds, is not less than the Expense Qualifying Amount, that vendor will be printed on its own detail line. Even though within a specific fund the individual amount is less than the Expense Qualifying Amount. 11

12 REPORT SAMPLES 12

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