HCSS Accounting. User Manual. Journals and Corrections

Transcription

1 HCSS Accounting User Manual Journals and Corrections

2 Contents 1 Journals... 3 a View Journals... 3 b Cash Book Journal (including Balance Sheet Codes)... 5 c VAT Reimbursement... 7 d VAT Payment... 8 e Payroll Control f Payroll Payment g Bank Transfer h VAT Journal i SBS Journal j Internal Transfer Corrections a Create a Return b Reversals c Write Offs d Supplier Refunds Migration Journals a Creditor b Debtor c Opening Balances d Unreconciled Transactions

3 1 Journals a View Journals To View Journals click on Transactions, Journals and View Journals The next screen will show all the journals available 3

4 To view click on the hyperlink in the Journal No column All columns can be sorted by ascending or descending order. (See section below for each type of journal) To duplicate any journals you can select the journal followed by Duplicate 4

5 b Cash Book Journal (including Balance Sheet Codes) To create Journals click on Transactions, Journals and Cash Book Journal * This can be used for Balance Sheet Journals to post direct to ledger accounts only. Click on to open up the cash book journal Enter the relevant information. Mandatory Fields are denoted with an * 5

6 Date Bank Period Reference Debit/Credit Amount Enter the date of the journal Enter a description Enter the bank from the pick list Enter the period Enter the reference Enter if it is a debit or credit to the account selected Enter the overall amount for all line items Click to enter the line item for the journal Debit/Credit Cost Centre Ledger Analysis Fund Amount Enter a debit or credit for line items, For all lines this will be a zero. Enter a line item description. This is the only element required for coding when posting direct to the balance sheet. Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. 6

7 c VAT Reimbursement To create Journals click on Transactions, Journals and VAT Reimbursement Click on to open up the VAT Reimbursement journal 7

8 Enter the relevant information. Mandatory Fields are denoted with an * Date Bank Period Reference Amount Enter the date of the journal Enter a description Enter the bank from the pick list Enter the period Enter the reference Enter the overall amount for all line items Click on Submit or Submit and Add Another once completed. d VAT Payment To create Journals click on Transactions, Journals and VAT Payment Click on to open up the VAT Payment journal 8

9 Enter the relevant information. Mandatory Fields are denoted with an * Date Bank Period Reference Amount Enter the date of the journal Enter a description Enter the bank from the pick list Enter the period Enter the reference Enter the overall amount for all line items Click on Submit or Submit and Add Another once completed. 9

10 e Payroll Control To create Journals click on Transactions, Journals and Payroll Control Click on to open up the Payroll Control journal 10

11 Date Bank Period Reference Debit/Credit Amount Enter the date of the journal Enter a description Enter the bank from the pick list Enter the period Enter the reference Enter if it is a debit or credit to the account selected Enter the overall amount for all line items Click to enter the line item for the journal Enter the relevant information. Mandatory Fields are denoted with an * Debit/Credit Cost Centre Ledger Analysis Fund Amount Enter a debit or credit for line items. Enter a line item description Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. 11

12 f Payroll Payment To create Journals click on Transactions, Journals and Payroll Payment Click on to open up the Payroll Payment journal Enter the relevant information. Mandatory Fields are denoted with an * 12

13 Date Bank Period Reference Amount Enter the date of the journal Enter a description Enter the bank from the pick list Enter the period Enter the reference Enter the overall amount for all line items Click on Submit or Submit and Add Another once completed. g Bank Transfer To create Journals click on Transactions, Journals and Bank Transfer Click on to open up the bank transfer 13

14 Enter the relevant information. Mandatory Fields are denoted with an * Date Bank from Bank to Period Reference Amount Enter the date of the journal Enter a description Enter the bank from the pick list money is coming from Enter the bank from the pick list money is coming from Enter the period Enter the reference Enter the overall amount for all line items Click on Submit or Submit and Add Another once completed. 14

15 h VAT Journal To create Journals click on Transactions, Journals and VAT Journal Click on to open up the VAT journal Enter the relevant information. Mandatory Fields are denoted with an * 15

16 Date Period Reference Enter the date of the journal Enter a description Enter the period Enter the reference Click to enter the line item for the journal Debit/Credit Cost Centre Ledger Analysis Fund Amount Enter a debit or credit for line items. For all lines this will add to zero. Enter a line item description Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. 16

17 i SBS Journal To create Journals click on Transactions, Journals and SBS Journal Click on to open up the SBS journal Enter the relevant information. Mandatory Fields are denoted with an * 17

18 Date Bank Period Reference Debit/Credit Amount Enter the date of the journal Enter a description Enter the bank from the pick list Enter the period Enter the reference Enter if it is a debit or credit to the account selected Enter the overall amount for all line items Click to enter the line item for the journal Debit/Credit Cost Centre Ledger Analysis Fund Amount Enter a debit or credit for line items Enter a line item description Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. 18

19 j Internal Transfer To create Journals click on Transactions, Journals and Internal Transfer Click on to open up the Internal Transfer journal Enter the relevant information. Mandatory Fields are denoted with an * 19

20 Date Period Reference Enter the date of the journal Enter a description Enter the period Enter the reference Click to enter the line item for the journal Debit/Credit Cost Centre Ledger Analysis Fund Amount Enter a debit or credit for line items Enter a line item description Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. 2 Corrections a Create a Return To create a return go to the Menu and click on Corrections and Returns 20

21 Click on to open the Returns screen Key in relevant reference 21

22 Click on followed by Submit or Submit and Add Another If part returns click in the Quantity to be Returned column and enter the amount followed by Submit or Submit and Add Another or For Purchase Orders and Goods Receipts the items returned will be available to receipt again For Invoices no changes will be made and the user will need to ensure that the Supplier provides a Credit Note or a Supplier Refund. (see section 15) 22

23 b Reversals To create a return go to the Menu and click on Corrections and Reversals The following screen will appear: The Reversals screen separates the transactions between Payments, Purchase Invoices, Receipts, Sales invoices, Journals and BAC s To reverse a transaction, simply select the relevant tab and click on the transaction. to reverse A message will appear asking for confirmation For BAC s payments you can reverse the whole file or just an individual payment (see below that reverse icon appears in both areas). 23

24 Clicking on Yes will reverse the transaction and remove it from the list. It will not be available to reverse again. Clicking on No will take you back to the reversals screen. The reversal will post an equal and opposite transaction and pre-fix the original transaction description with reversal. c Write Offs Write-offs allow the Finance Manager to write off a bad debt if approved by the governing body and in line with the Financial Regulations of the school. To create a return go to the Menu and click on Corrections and Write-Offs 24

25 The following screen will appear: Select a customer from the drop down list and all pending invoices for that customer will appear. Click on the next to the transaction to be written off. A Bad Debt ledger code will need to exist with a Ledger Type of BDT 25

26 Write Off Reason Cost Centre Ledger Code Analysis Code Fund Code VAT Code Enter a reason for the write off If more than one cost centre is mapped to the ledger code a drop down list will appear for selection Bad Debt ledger Code with ledger type of BDT Defaulted from original transaction Defaulted from original transaction Defaulted from original transaction Clicking on Submit will post the write-off and remove it from the list. d Supplier Refunds Supplier Refunds can either posted against a Paid Invoice or used to clear an Expenditure Credit Note. To create a return go to the Menu and click on Corrections and Supplier Refunds 26

27 The following screen will appear: Choose either the Credit Note or Invoice Tab and select the Supplier the refund has come from to populate the screen. 27

28 Credit Notes Click on to create the refund. The following Screen will appear: Click on Clear to clear the right off and post the Refund Invoices Click on to create the refund. The following Screen will appear: 28

29 Enter the Credit Reference and amend the Nett Value if applicable. Click on Refund to create the Refund. 3 Migration Journals At the time of migration, the school / academy may have balances that need to be added to HCSS Accounting. Mid-Year these can be obtained from a Trial Balance in their old system and at Year End these will be provided by the Balance Sheet in their old system. To create Migration Journals, click on Transactions and Migration Journals 29

30 a Creditor To create Creditor Journals click on Transactions - Migration Journals - Creditor The Following screen will appear: Click on to Create a Creditor journal Enter the relevant information. Mandatory Fields are denoted with an * Date Period Enter the date of the journal Enter a description Enter period 0 at start and 5 in the middle of the year. 30

31 Reference Enter the reference Click to enter the line item for the journal Debit/Credit Supplier Ledger Reference Amount Enter a debit or credit for line items Select the supplier on a Credit Line only form the pick list Enter the description Enter the reference Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. b Debtor To create Debtor Journals click on Transactions - Migration Journals - Debtor The Following screen will appear: Click on to Create a Debtor journal Enter the relevant information. Mandatory Fields are denoted with an * Date Enter the date of the journal 31

32 Period Reference Enter a description Enter period 0 at start and 5 in the middle of the year. Enter the reference Click to enter the line item for the journal Debit/Credit Supplier Ledger Reference Amount Enter a debit or credit for line items Select the supplier on a Credit Line only form the pick list Enter the description Enter the reference Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. c Opening Balances To create Opening Balances Journals click on Transactions - Migration Journals Opening Balances The Following screen will appear: d Unreconciled Transactions 32

33 To create Unreconciled Transactions Journals click on Transactions - Migration Journals Unreconciled Transactions The Following screen will appear: Click on to Create a Unreconciled Transactions Journal Enter the relevant information. Mandatory Fields are denoted with an * Date Period Reference Bank Debit/Credit Amount Enter the date of the journal Enter a description Enter period 0 at start and 5 in the middle of the year. Enter the reference Select the bank form the pick list Select to debit or credit the bank Enter the amount Click to enter the line item for the journal 33

34 Debit/Credit Ref/ Cheque No Amount Enter a debit or credit for line items Enter the description Enter the reference or Chq number Enter the amount all debits and credits must add up to zero. Click on Submit or Submit and Add Another once completed. 34