BS&A Courseware. General Ledger

Transcription

1 BS&A Curseware General Ledger

2 BS&A Sftware Curseware Written and published by BS&A Sftware, Inc Bellefeuil, Szur & Assciates, Inc. Ntice f Rights N part f this publicatin may be reprduced, transmitted, transcribed, stred in a retrieval system, r translated int any language r cmputer language, in any frm r by any means, electrnic, mechanical, magnetic, ptical, chemical, manual, r therwise, withut the prir written permissin f BS&A Sftware, Inc. Trademark Ntice Windws, Wrd, Excel, and Micrsft are trademarks f Micrsft, Inc. Thrughut this curseware, trademark names are used. Rather than just put a trademark symbl in each ccurrence f a trademarked name, we state we are using the names nly in editrial fashin and t the benefit f the trademark wner with n intentin f infringement f the trademark. Ntice f Liability The infrmatin in this curseware is distributed n an "as is" basis, withut warranty. While every precautin has been taken in the preparatin f this curse, BS&A Sftware, Inc. shall nt have any liability t any persn r entity with respect t any lss r damage caused r alleged t be caused directly r indirectly by the instructins cntained in this bk r by the cmputer sftware and hardware prducts described in it. Disclaimer We make a sincere effrt t ensure the accuracy f the material described herein; hwever, BS&A Sftware, Inc. makes n warranty, expressed r implied, with respect t quality, crrectness, reliability, accuracy, r freedm frm errr f this dcument r the prducts it describes. Data used in examples and sample data files are intended t be fictinal. Any resemblance t real cmpanies r data is entirely cincidental. BS&A Sftware, Inc. reserves the right t make updates and/r crrectins t the curseware material at any time and withut ntificatin. BS&A Sftware, Inc Abbey Lane Bath MI 48808

3 Abut this Curseware This curseware assumes students understand the basics f using a Windws-based cmputer, and are cmfrtable using the keybard and muse. Students shuld als be cmfrtable navigating the file structure f their cmputer in rder t create and manage files and flders. Understanding f and experience with printing and using a Web brwser is als encuraged. This curseware is nt exhaustive in cvering every pssible scenari r area f the applicatin. Its intent is t shwcase key areas and prcedures that are cvered in mre detail in the sftware manual, and it has been designed as a reasnable utline f the infrmatin and rder fllwed during yur training n the sftware. BS&A's applicatins are designed t anticipate every need f yur department. As nt all municipalities have identical prcedures, sme aspects f this curseware may nt be necessary, while sme f yur training might invlve scenaris nt cvered by this curseware. Training is tailred t the individual municipality. Custmers and ptential custmers have unlimited access t ur Tech Supprt department; feel free t cntact them at any time with questins.

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5 Cntents Sectin 1: User Setup and Database Grups... 1 Lessn 1.1: Security Settings... 2 Lessn 1.2: Passwrd Security... 5 Lessn 1.3: Adding Users... 7 Lessn 1.4: Set Up Passwrds Lessn 1.5: Active Directry Aut Lgin Lessn 1.6: Set User r User Grup Security Lessn 1.7: Printing a User Security Settings Reprt Lessn 1.8: Prgram Update Security Lessn 1.9: Attaching Yur Database t a Grup Lessn 1.10: Department/Fund Access Sectin 2: Prgram Settings Lessn 2.1: Jurnal Entry Settings Lessn 2.2: Budget Optins Lessn 2.3: State Optins Lessn 2.4: Return Address Sectin 3: Database Setup Lessn 3.1: GL Number Frmat Lessn 3.2: Funds Lessn 3.3: Departments Lessn 3.4: Accunts Lessn 3.5: Chart f Accunts Lessn 3.6: Due T/Due Frm Lessn 3.7: Jurnal Cdes Lessn 3.8: Banks Sectin 4: GL Details Screen Lessn 4.1: GL Details by Perid; Drilldwn Lessn 4.2: GL Activity Reprt Lessn 4.3: Budget Infrmatin; Encumbrance Drilldwn Lessn 4.4: Chart View Lessn 4.5: GL Histry Sectin 5: Manual Jurnal Entries Lessn 5.1 Entering a Manual Jurnal Entry General Ledger Cntents i

6 Lessn 5.2 Entering a Budget Amendment Lessn 5.3: Psting Manual Jurnal Entries Lessn 5.4: Recurring Jurnal Entries Lessn 5.5: Reversing Manual Jurnal Entries Lessn 5.6: Editing Manual Jurnal Entries Lessn 5.7: Exprting/Imprting Manual Jurnal Entries Lessn 5.8: Adding Attachments t Manual Jurnal Entries Lessn 5.9: Creating Due T/Due Frm Entries Sectin 6: Tasks Menu Lessn 6.1: Create an Interest Allcatin Jurnal Entry Lessn 6.2: Batch Add Budget Amendments Lessn 6.3: Spreadsheet Budget Analysis Lessn 6.4: Create r Edit Budget Lessn 6.5: Lng Term Budget Frecasting Lessn 6.6: Mnthly Budget and Cash Flw Lessn 6.7: Depsit Creatin Lessn 6.8: Check and Depsit Recnciliatin Sectin 7: Utilities Menu Lessn 7.1: Check Linked Apps fr Unpsted JEs Lessn 7.2: Year-end Clsing Sectin 8: Reprts Lessn 8.1: Revenue/Expenditure Reprt Lessn 8.2: Trial Balance Reprt Lessn 8.3: GL Activity Reprt Lessn 8.4: Budget Reprt Lessn 8.5: Cash Summary by Bank Reprt Lessn 8.6: Bank Recnciliatin Reprt ii Cntents General Ledger

7 Sectin 1: User Setup and Database Grups In this sectin yu will learn hw t: Establish user and passwrd security Add users Restrict access t departments and funds Set up Shared Database Grups

8 Lessn 1.1: Security Settings Fur basic security settings are available: Disallw Lgin t General Ledger; N Access (Read-Only); Full Administratr Access; Custm (Limited) Access. Disallw Lgin Users are initially set t this access when first added (r imprted, if using Active Directry users) s that, as an example, access t Payrll is nt accidentally given while creating a user fr Tax. N Access (Read-Only) The user can pen the prgram and lk arund, but cannt edit any data. This is rarely used, as N Access (Read- Only) users cannt even print a reprt f the data they are viewing n the screen. Sectin 1: User Setup and Database Grups 2 General Ledger

9 Full Administratr Access The user will have lkup/edit access t all areas f the current applicatin (a spreadsheet f security settings is available; yur trainer will address this, r yu may cntact Tech Supprt). These settings are t the BS&A applicatin nly. Jack can be set as a "Full Administratr Access" user in AP, but have custm access set in GL. Fr full Administratr rights ver all BS&A.NET applicatins, an additinal security level exists fr Enterprise Administratr. Enterprise Administratrs have the highest security level in the prgram and have rights t perfrm tasks that affect bth users and user grups in all shared BS&A applicatins. Fr example, if Jack shuld have admin rights in Tax, but restricted rights in GL, d nt check this bx. If checked, Jack will have admin rights in GL as well. Enterprise Administratrs have the rights t add r delete any ther user (including an Enterprise user). A user must be marked as "Enterprise" in rder t access the Shared Prgram Flder. Custm (Limited) Access Custm access is separated int categries, which are then separated int security ptins. If a number f users will have the same Custm Access, yu can either cpy settings frm anther user, r set up a User Grup (see page 14). If a custm-access user attempts an peratin fr which he is restricted, the prgram will pp up a message; fr example: Sectin 1: User Setup and Database Grups General Ledger 3

10 Ntes Sectin 1: User Setup and Database Grups 4 General Ledger

11 Lessn 1.2: Passwrd Security This is an entirely ptinal feature that allws an Enterprise Admin user t set requirements n individual users' passwrds. 1. G t Prgram Setup>Administratin>Passwrd Security. The Verify Passwrds Against Active Directry... setting shuld nly be used under the directin f I.T. Supprt. If checked, it will change everyne's passwrd (if already set up) in every BS&A prgram. 2. Check the Use Passwrd Requirements bx. 3. Select yur ptins. Regarding the ther tw settings appearing at the tp f the screen: BSA Users May Only be Imprted frm Active Directry. If checked, the ability t manually add users is eliminated. Users can nly be added by imprting them frm Active Directry. Only Enterprise Admins May Add New Users. If unchecked, users set up with either Full Administratr Access r with Custm Access t the User setup screen will be able t add users. Sectin 1: User Setup and Database Grups General Ledger 5

12 Ntes Sectin 1: User Setup and Database Grups 6 General Ledger

13 Lessn 1.3: Adding Users Optin 1: Manually Add a User 1. G t Prgram Setup>Administratin>Users. 2. Click and enter the User Name. 3. (Optinal) Enter the full Name, the user's , and any fields 1 in the Other Infrmatin pane. 4. If applicable, click Set Active [applicatin name] Database. 5. Once yu have all f yur users entered, yu may (ptinally) set passwrds (see page 10) and set up either individual security r grup security (see page 14). 1 With the exceptin f Enterprise Administratr; please cntact I.T. Supprt fr assistance. Sectin 1: User Setup and Database Grups General Ledger 7

14 Optin 2: Imprt Users frm Active Directry 1. G t Prgram Setup>Administratin>Users. 2. Click >Imprt Users frm Active Directry. 3. (Optinal) Set a Default Passwrd. 4. (Optinal) Set a Username, Name, and/r filter t reduce the amunt f names t select frm. 5. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. 6. Click Create New Users, then Ok. 7. Lcate ne f the users yu just imprted. 8. (Optinal) Enter r verify the user's , and fill ut any fields (see ftnte) in the Other Infrmatin pane. 9. If applicable, click Set Active [applicatin name] Database. 10. Once yu have all f yur users entered, yu may (ptinally) set passwrds (see page 10) OR activate aut lgin (see page 12), and set up either individual security r grup security (see page 14). Sectin 1: User Setup and Database Grups 8 General Ledger

15 Ntes Sectin 1: User Setup and Database Grups General Ledger 9

16 Lessn 1.4: Set Up Passwrds Fllw these instructins if yu will be setting up passwrds in the BS&A prgrams as ppsed t using Active Directry Aut Lgin (see page 12). 1. G t Prgram Setup>Administratin>Users and lcate the user. 2. Click Change Passwrd. 3. Type the passwrd (may be subject t sme type f passwrd security; see page 5) in New Passwrd and Cnfirm New Passwrd. 4. Click Save Passwrd. 5. Repeat fr additinal users. Sectin 1: User Setup and Database Grups 10 General Ledger

17 Ntes Sectin 1: User Setup and Database Grups General Ledger 11

18 Lessn 1.5: Active Directry Aut Lgin This is an entirely ptinal feature that allws an Enterprise Admin user t tell the prgrams t bypass the step f users having t enter a user name and passwrd, prvided the user name matches the user name set up in Active Directry. 1. G t Prgram Setup>Administratin>Active Directry Aut Lgin. 2. Select Use Aut Lgin Feature. 3. Check the Require Active Directry bx and enter yur Dmain Name. Please cntact I.T. Supprt fr assistance with the When Aut Lgin Fails... setting. At this pint, the use f Aut Lgin is enabled, but users still have t pt in. This can be dne thrugh the Users setup screen, r users may d it themselves n their My Settings screen. Sectin 1: User Setup and Database Grups 12 General Ledger

19 Ntes Sectin 1: User Setup and Database Grups General Ledger 13

20 Lessn 1.6: Set User r User Grup Security Setup f User/User Grup security is nt necessary n Enterprise Admins. Set Individual User Security This may nt be necessary if the individual user will be part f a User Grup. If, hwever, the user is part f a grup but will have additinal individual security, setup here is necessary. 1. G t Prgram Setup>Administratin>Users and lcate the user. 2. Click Security Settings and set security fr the current user. If "Custm Access," g t each Categry t receive its security ptins and check the apprpriate bxes t the right. 3. Click Clse t return t the Users screen. 4. Repeat fr additinal users. Cpy Individual User Security Settings (Optinal) Cpying a user's custm security settings is helpful when adding additinal users that will have much f the same security. Fr example, Cash Receipting.NET has well ver 50 individual security ptins per user. Setting these ptins nce and cpying t multiple users is a faster way t get users up and running. If individual users will be part f a User Grup, this may nt be necessary. 1. G t Prgram Setup>Administratin>Users and lcate the user t cpy t. 2. Click Security Settings. 3. Select Custm Access. 4. Click Cpy Security Settings frm an existing User. 5. Select whether t search by Name r User Name, enter the criteria, and click Ok. If an exact match isn't fund, a list f results will appear; duble-click the apprpriate user name t cpy frm. Sectin 1: User Setup and Database Grups 14 General Ledger

21 Set User Grup Security 1. G t Prgram Setup>Administratin. 2. Add r imprt users but d nt g int the Security Settings screen. 3. Click Clse t exit the Users screen; yu will be n the Administratin tab f Prgram Setup. 4. Click User Grups. 5. Click and enter the Grup Name. 6. Enter the Primary Cntact and his/her . The Primary Cntact is typically the ne respnsible fr determining access rights. 7. Click Security Settings. 8. Set security fr the current grup. If "Custm Access," g t each Categry t receive its security ptins and check the apprpriate bxes t the right. 9. Click Clse t return t the Grups screen. 10. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. 11. If ne r mre f this user grup shuld have elevated security, return t the Users screen t set it up (see abve). Sectin 1: User Setup and Database Grups General Ledger 15

22 Ntes Sectin 1: User Setup and Database Grups 16 General Ledger

23 Lessn 1.7: Printing a User Security Settings Reprt 1. G t Reprts>Other Reprts and select User Security Settings Reprt. 2. Click Reprt Optins. 3. Select whether r nt t Shw User Settings fr All Applicatins. 4. Select whether t Display Settings fr All Users (and set its ptinal filters) r t Display Settings fr Specified User (and select the user). 5. Click Ok. 6. Select the (print) Destinatin and click Run Reprt. Sectin 1: User Setup and Database Grups General Ledger 17

24 Ntes Sectin 1: User Setup and Database Grups 18 General Ledger

25 Lessn 1.8: Prgram Update Security Prgram Update Security is designed fr netwrk envirnments with Windws Restricted Users. This ptin lets yu add a specific Windws user name and passwrd which will be used when a restricted user attempts t execute an update. 1. G t Prgram Setup>Administratin>Prgram Update Security. 2. Check the Allw Users t Run BS&A Prgram Updates with Elevated Privileges bx. 3. Enter the Dmain, User Name, and Passwrd. This is the "Windws" user name/passwrd. Sectin 1: User Setup and Database Grups General Ledger 19

26 Ntes Sectin 1: User Setup and Database Grups 20 General Ledger

27 Lessn 1.9: Attaching Yur Database t a Grup T recap the "Basics" curseware that accmpanies this ne, Shared Database Grups minimize yur database management by linking yur BS&A.NET databases. A grup nly needs t be added in ne BS&A applicatin, and is then available in thers fr yu t attach the apprpriate databases. 1. G t Prgram Setup>Administratin>Shared DB Settings. 2. Verify Current Database is displaying yur currently active (wrking) database. 3. Verify Database Grup Name is displaying the crrect grup. Shw Only Applicatins that General Ledger Can Interact With is checked by default, displaying nly thse (installed) BS&A.NET applicatins that link with General Ledger. Verify the database names listed there as well. 4. Click Set Shared Database Grup t Use Current Database, then Yes. 5. Click Clse. 6. Yu are prmpted that any ther currently-pen BS&A.NET applicatins will need t be clsed and restarted fr the change t take effect; click Ok. All users that have affected BS&A.NET applicatins pen will need t exit and restart. Sectin 1: User Setup and Database Grups General Ledger 21

28 Ntes Sectin 1: User Setup and Database Grups 22 General Ledger

29 Lessn 1.10: Department/Fund Access Abut Restrictins The Dept/Fund Access screen is split int three tabs (fur, if yu use Prjects). Restrictins are database-specific. Blank lists mean access t all. A setting in Prgram Setup>Prgram Settings>Budget Setup affects the appearance f this screen. If that setting - Use Separate Fund/Dept/Acct/Prject Filters fr Budget Entry Security - is enabled, yu will see tw additinal clumns n each tab: Fr Viewing/Input and Fr Budget Entry. This lets yu be mre specific in the access/restrictins yu are applying. If unchecked, access/restrictins will affect bth viewing/input and budget entry. Set Restrictins 1. G t Prgram Setup>Administratin>Dept/Fund Access and lcate the user. 2. On the Fund Access tab, duble-click the bar labeled. 3. Select the range f funds. 4. If applicable, g t the Dept Access tab. Sectin 1: User Setup and Database Grups General Ledger 23

30 5. Select the department access: If the current user is nly t have access t the department in which he/she wrks, select the Hme Department. If yu have been set up t use the department list frm PO, an Apprval Dept (frm PO Dept List) field is available, and yu may select an apprval department. If yu als selected a Hme Dept, the Hme Dept will be ignred. If the current user is t have access t specific departments, select the range. Yu may select a Hme and a range. 6. If applicable, g t the Accunt Access tab. 7. Select the type f list: The list belw is accunts the user has access t The list belw is accunts the user des nt have access t 8. Select the range f accunts. 9. If applicable, g t the Prject Access tab and repeat. 10. If mre than ne user will have the same r similar settings, use the Cpy/Paste functins in the Tls buttn. Sectin 1: User Setup and Database Grups 24 General Ledger

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32 Sectin 1: User Setup and Database Grups 26 General Ledger

33 Sectin 2: Prgram Settings In this sectin yu will learn hw t: Set jurnal entry settings Set up budget ptins Set up state ptins Enter yur Return Address

34 Lessn 2.1: Jurnal Entry Settings (1 )Jurnal Entry Psting Pst Manual JEs t GL Real Time (When JE Saved). Prevents yu frm being able t edit any jurnal entries. Pst Manual JEs in Batch (Dn't Update GL When JE is Saved). Lets yu edit yur jurnal entries prir t being psted, but yu will need t manually pst thse entries t the general ledger. Pst Budget Amendments in Batch and Other Manual JEs in Real Time. Lets yu still edit budget amendment jurnal entries until they are psted, while preventing changes t ther manual jurnal entries. (2) Aut-Print Jurnal Entries Dn't Autmatically Print JE When Saved. Yu will need t click the Print buttn n the Jurnal Entry screen if yu want a printut. Autmatically Print JE When Saved. The printut selected in the Jurnal Entry Frmat field will generate t the last-saved destinatin (printer, screen, etc;) as sn as the jurnal entry is psted/saved. Prmpt t Print JE When Saved. Yu will be prmpted t print (letting yu select the print destinatin if yu chse t print) as sn as the jurnal entry is psted/saved. Answering Yes will generate the printut selected in Jurnal Entry Frmat. Sectin 2: Prgram Settings 28 General Ledger

35 (3) Jurnal Entry Frmat The selectin here is the default printut available after saving a manual jurnal entry. (4) Autmatically Create Interfund Jurnal Entries This feature requires yu t have a Pled Cash fund. It is used fr manual jurnal entries nly and inserts the Due T/Due Frm line items at the time a manual jurnal entry is created. Sectin 2: Prgram Settings General Ledger 29

36 Ntes Sectin 2: Prgram Settings 30 General Ledger

37 Lessn 2.2: Budget Optins Budget Apprval Levels. In additin t a Prjected budget level supplied by the prgram, six budget levels may be set up. Each level - Prjected and user-defined - may be lcked. Fr instance, yu've just cmpleted entering yur figures fr Budget Level A. Yu may lck that budget level s thse figures cannt be edited. In rder t lck a level, the Allw Budget Apprval Level Lcking bx must be checked. Suppress Over Budget Warning When Entering Manual Jurnal Entries. If unchecked (recmmended), yu will be warned when a manual jurnal entry exceeds the budget. Frce Balanced Budget Amendment. T allw unbalanced budget amendments, uncheck the bx. T require balanced budget amendments, check the bx. Check Budget fr Sub-Prjects. Adds anther level fr budget checking (see belw). Yu must be using subprjects in rder fr this setting t wrk. Check Budget By. Select frm:...individual GL #s;...at the department level;...at the department level;...by accunt classificatin. Rund Amunts T. Anywhere frm Nearest Cent t Nearest $10,000. Sectin 2: Prgram Settings General Ledger 31

38 Use Per Budget Level Budget Ftnte Amunts. If checked, ftnte amunts can be set n up t seven levels per GL number. Use Mnthly Budgets. If checked, the Mnthly Budget and Cash Flw Analysis task is enabled fr use. This lets yu take yur annual budget and break it dwn int specific mnths. Fr example, if yu had budgeted tax revenue f $1,200,000, the default assumptin wuld spread that budget ver 12 mnths, in the amunt f $100,000 per mnth. Mnthly Budget changes this assumptin, and matches up the budget based n the mnths in which actual revenue is expected. Dn't Budget fr GL#s With Prjects. If checked, GL numbers with assciated prjects will nt be included in budgeting. Sectin 2: Prgram Settings 32 General Ledger

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40 Lessn 2.3: State Optins The state is selected in General Settings and affects the available State Specific Optins in Fund, Department, and Accunt Setup (cvered in Sectin 3). Sectin 2: Prgram Settings 34 General Ledger

41 Pictured is the Fund Setup screen using Michigan ptins: Sectin 2: Prgram Settings General Ledger 35

42 Ntes Sectin 2: Prgram Settings 36 General Ledger

43 Lessn 2.4: Return Address The Unit Name appears n several reprts and printuts. Depending n the reprt, the address may appear as well. Sectin 2: Prgram Settings General Ledger 37

44 Ntes Sectin 2: Prgram Settings 38 General Ledger

45 Sectin 3: Database Setup In this sectin yu will learn hw t: Set up yur GL number frmat Set up funds, departments, and accunts Build a Chart f Accunts Handle due t/frm Set up jurnal cdes Set up banks

46 Lessn 3.1: GL Number Frmat The GL Number Frmat screen stres hw yur general ledger numbers shuld appear. It is set up t match the frmat f crrespnding fields in ther BS&A prgrams and cannt be changed withut the assistance f Supprt. Sectin 3: Database Setup 40 General Ledger

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48 Lessn 3.2: Funds Add a Fund 1. G t Prgram Setup>Database Setup>Funds. 2. Click. 3. Enter the Fund number and its Descriptin. 4. Select the Fund Type. 5. (Michigan users nly) Click State-Specific Optins and either exclude the fund frm F65 reprting, r if applicable, enter the Revenue and Expenditure Overrides and click Clse. 6. GASB 34 Reprting ptins can be set nw r later. Sectin 3: Database Setup 42 General Ledger

49 Add Funds frm the State Unifrm Chart Currently, this ptin is fr Michigan users (where applicable). 1. G t Prgram Setup>Database Setup>Funds. 2. Click >Add Funds Frm State Unifrm Chart. i. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. ii. Click Create, then Ok. 3. Verify the Fund Type. 4. (Michigan users nly) Verify the F65 line numbers by clicking State-Specific Optins; click Clse t return t Fund Setup. 5. GASB 34 Reprting ptins can be set nw r later. Sectin 3: Database Setup General Ledger 43

50 Ntes Sectin 3: Database Setup 44 General Ledger

51 Lessn 3.3: Departments Add a Department 1. G t Prgram Setup>Database Setup>Departments. 2. Click. 3. Enter the Department number and its Descriptin. 4. (Optinal) Select the Functin/Prgram Cde. 5. Select the Default JE Cde. 6. (Michigan users nly) Click State-Specific Optins and if applicable, enter the F65 Line Number and click Clse. Sectin 3: Database Setup General Ledger 45

52 Add Departments frm the State Unifrm Chart Currently, this ptin is fr Michigan users (where applicable). 1. G t Prgram Setup>Database Setup>Departments. 2. Click >Add Departments frm State Unifrm Chart. i. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. ii. Click Create, then Ok. 3. (Optinal) Select the Functin/Prgram Cde. 4. Select the Default JE Cde. 5. (Michigan users nly) Verify the F65 line number by clicking State-Specific Optins; click Clse t return t Department Setup. Sectin 3: Database Setup 46 General Ledger

53 Ntes Sectin 3: Database Setup General Ledger 47

54 Lessn 3.4: Accunts Add an Accunt 1. G t Prgram Setup>Database Setup>Accunts. 2. Click. 3. Enter the Accunt number and its Descriptin. 4. Select the Categry and Accunt Type. 5. (Optinal) Select the (Accunt Classificatin) Cde and the Budget Classificatin Cde. 6. If applicable, fill ut the Accunt Type Related fields. 7. (Michigan users nly) Click State-Specific Optins and if applicable, enter the F65 Line Number and click Clse. Sectin 3: Database Setup 48 General Ledger

55 Add Accunts frm the State Unifrm Chart Currently, this ptin is fr Michigan users (where applicable). 1. G t Prgram Setup>Database Setup>Accunts. 2. Click >Add Accunts Frm State Unifrm Chart. i. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. ii. Click Create, then Ok. 3. (Optinal) Select the (Accunt Classificatin) Cde and the Budget Classificatin Cde. 4. If applicable, fill ut the Accunt Type Related fields. 5. (Michigan users nly) Verify the F65 line number by clicking State-Specific Optins; click Clse t return t Accunt Setup. Sectin 3: Database Setup General Ledger 49

56 Ntes Sectin 3: Database Setup 50 General Ledger

57 Lessn 3.5: Chart f Accunts Adding Accunts t a Fund/Department 1. G t Prgram Setup>Database Setup>Chart f Accunts. 2. Click >Add Accunts t Fund/Department. 3. Select the Fund. 4. Select the Department. 5. (Optinal) Select the Prject. 6. (Optinal) Select the Accunt Type. 7. Use yur Ctrl r Shift keys t select multiple accunts and then click Add GL Numbers fr Selected Accunts (accunts can be mved ne at a time by duble-clicking): 8. Click Create, then Ok. 9. Click Clse t exit the Chart Builder. 10. Return t each fund and select the clsing accunt number: i. G t Prgram Setup>Database Setup>Funds. ii. iii. Fr each fund, enter the Clse Revenues/Expenditures T accunt number. Click Clse. 11. Create a jurnal entry t prvide a beginning balance (see page 76). Sectin 3: Database Setup General Ledger 51

58 Adding an Accunt t a Range f Funds 1. G t Prgram Setup>Database Setup>Chart f Accunts. 2. Click >Add an Accunt t a Range f Funds. 3. Use yur Ctrl r Shift keys t select multiple funds and then click (funds can be mved ne at a time by duble-clicking). 4. Select the Department. 5. Select the Accunt. 6. Click Add GL Numbers fr Selected Accunt. 7. Click Create, then Ok. 8. Click Clse t exit the Accunt GL Builder. 9. Return t each fund and select the clsing accunt number: i. G t Prgram Setup>Database Setup>Funds. ii. iii. Fr each fund, enter the Clse Revenues/Expenditures T accunt number. Click Clse. 10. Create a jurnal entry t prvide a beginning balance (see page 76). Sectin 3: Database Setup 52 General Ledger

59 Adding a Single GL Number 1. G t Prgram Setup>Database Setup>Chart f Accunts. 2. Click. 3. Type the GL Number r build it by selecting the Fund, Department, and Accunt (and Prject, if used). 4. If adding a GL number fr a Cash r Investment accunt, select the Bank Cde. 5. Return t each fund and select the clsing accunt number: i. G t Prgram Setup>Database Setup>Funds. ii. iii. Fr each fund, enter the Clse Revenues/Expenditures T accunt number. Click Clse. 6. Create a jurnal entry t prvide a beginning balance (see page 76). Setting a Bank Cde n Cash Accunts Bank cdes (Lessn 3.8) must be set up prir t cmpleting these instructins (see page 59). 1. G t Prgram Setup>Database Setup>Chart f Accunts. 2. Click >Set Bank Cdes n Cash Accunts. 3. (Optinal) T narrw the Cash Accunt list, specify a Fund and/r Department and/r an Accunt range; t further narrw the list, check the Only Shw Accunts With N Bank Cde Set bx. 4. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. 5. Select the Bank Cde t Set. 6. Click Apply. Inactivating a GL Number Inactivating a GL accunt number prevents it frm being included in sme reprts and prevents the psting f activity t that accunt. Inactive items can be hidden frm Tables and Search Results screens by checking the Hide Inactive bx. 1. G t Prgram Setup>Database Setup>Chart f Accunts and lcate the GL Accunt Number. 2. Check the Inactive bx. Sectin 3: Database Setup General Ledger 53

60 Ntes Sectin 3: Database Setup 54 General Ledger

61 Lessn 3.6: Due T/Due Frm Due T/Due Frm is set up using ne f the fllwing methds. N changes shuld be made withut the assistance f Supprt. Use Pled Cash Fund. Used when a pled cash fund is in use. Due t the cmplex nature f this setup, this is usually handled during implementatin/training r with the help f supprt. Use Accunt Masks. Patterns that are t be defined fr all funds. The Create GL Numbers buttn creates all f the accunts in any funds that did nt already have them. Use Lkup Table. Defines Due T/Due Frm accunts when a standardized frmat is nt fllwed. Required when using Pled Cash Funds, and autmatically selected when yu've enabled Use Pled Cash, abve. Sectin 3: Database Setup General Ledger 55

62 Ntes Sectin 3: Database Setup 56 General Ledger

63 Lessn 3.7: Jurnal Cdes 1. G t Prgram Setup>Database Setup>Jurnal Cdes. 2. Duble-click the bar labeled. 3. Type the Jurnal Cde and press Enter; repeat fr its Descriptin. 4. Select the Jurnal Type. 5. (Optinal) Check the Hidden bx if yu want t hide the cde frm the list when creating manual jurnal entries. Fr example, system JE types are laded by default, and it may be beneficial t hide thse related t prgrams yu d nt currently use. Sectin 3: Database Setup General Ledger 57

64 Ntes Sectin 3: Database Setup 58 General Ledger

65 Lessn 3.8: Banks General Ledger is the hub f yur municipality's bank settings. All general infrmatin such as bank name and accunt number is maintained in General Ledger, and available as view-nly in the ther BS&A applicatins, prvided yur databases are linked. If yur databases are nt linked, please cntact Tech Supprt fr assistance. Descriptin. An ptinal setting, used t describe the accunt. Fr example, General Accunt, Payrll Accunt, etc. Name/Address. Optinal. Default Paying Fund. Required if yur interfaced BS&A applicatins create Interfund Jurnal Entries. Accunt Number; Ruting Number. Enter yur Accunt and Ruting numbers, respectively. A valid ruting number is required. Sectin 3: Database Setup General Ledger 59

66 Psitive Pay Setup. Psitive Pay is an autmated fraud detectin tl ffered by mst banks. In its simplest frm, it is a service that matches the accunt number, check number, and dllar amunt f each check presented fr payment against a list f checks previusly authrized and issued by yu. If there is a discrepancy, the bank ntifies yu befre the item is paid. Click the buttn t set up: Exprt Frmat. The frmat t use when sending yur bank the list f pen checks (yur bank can help determine which frmat is needed). Imprt Frmat. The frmat used by the bank when sending yu the list f cleared checks. If yu d nt imprt this infrmatin, this field is nt required. Bank Number. Only necessary if required by the bank. Hide Bank frm Accunts Payable;...Cash Receipting;...Payrll. If checked, the bank will nt be visible in that applicatin. Use Separate Check Sequences fr AP/PR. If yu have tw different check stcks - ne fr AP and anther fr PR - that use the same bank cde, yu can check this bx t ensure that the Next Check Number entered fr AP and fr PR is updated with the crrect number. General Ledger is able t derive which number is being issued frm which app - Accunts Payable r Payrll. Accunts Payable Tab; Payrll Tab. Each tab prvides fields fr managing Cash Accunts (AP special; PR payrll), EFT/ACH settings, and check settings fr the relevant applicatin. This infrmatin can be set up here in General Ledger, but it's recmmended that the persn respnsible fr that data be the ne t set it up; instructins are prvided in the apprpriate manual. Cash Accunts Tab; Interest Allcatin Tab. Let yu manage the Interest Allcatin GL Numbers fr yur cash accunts. This may als be dne in Cash Receipting. The Cash Accunts tab is used when yu have a frm f Pled Cash ther than a Pled Cash Fund. The Interest Allcatin tab is used when yu have a Pled Cash Fund. Sectin 3: Database Setup 60 General Ledger

67 Ntes Sectin 3: Database Setup General Ledger 61

68 Sectin 3: Database Setup 62 General Ledger

69 Sectin 4: GL Details Screen In this sectin yu will learn hw t: View details f yur general ledger, budget, and histry infrmatin Drill dwn t surce databases Use charts

70 Lessn 4.1: GL Details by Perid; Drilldwn Click a perid t view its details; duble-click a line item t drill dwn t details f the transactin. Drilldwn capability may be limited fr cnverted data (i.e., yu will nt be able t get back t the surce applicatin). Sectin 4: GL Details Screen 64 General Ledger

71 Ntes Sectin 4: GL Details Screen General Ledger 65

72 Lessn 4.2: GL Activity Reprt While viewing the GL Activity screen, click Optins. t generate the GL Activity Reprt, subject t yur selected Reprt Sectin 4: GL Details Screen 66 General Ledger

73 Ntes Sectin 4: GL Details Screen General Ledger 67

74 Lessn 4.3: Budget Infrmatin; Encumbrance Drilldwn When viewing Revenue r Expenditure accunt numbers, the Budget Infrmatin pane displays the verall budget f the current accunt number fr the previus, the current, and the next year. Regarding the next year, t the right is displayed a breakdwn f the budget levels. Included are cmmand links t Amendments, Encumbrances, and Budget Ftntes. If an amunt ther than $0.00 is appearing by Amendment r Encumbrance, click the cmmand links t view a detailed reprt. Drilldwn capability may be limited fr cnverted data (i.e., yu will nt be able t get back t the surce applicatin). Sectin 4: GL Details Screen 68 General Ledger

75 Ntes Sectin 4: GL Details Screen General Ledger 69

76 Lessn 4.4: Chart View Click the Chart View tab t view in chart frm the current accunt's activity fr the selected fiscal year (last, current, r next). The display is affected by a user setting in Prgram Setup>My Settings>My Preferences called Use Mnthly Budget in Charts/Graphs Instead f Yearly Budget. Sectin 4: GL Details Screen 70 General Ledger

77 Ntes Sectin 4: GL Details Screen General Ledger 71

78 Lessn 4.5: GL Histry Click the buttn in the Tl Bar t view details and drilldwn infrmatin fr the years prir t thse available n the GL Details screen. The up and dwn arrws change the year yu're viewing, and yu can still drill dwn as n the nrmal screen by clicking n the mnths. Drilldwn capability may be limited fr cnverted data (i.e., yu will nt be able t get back t the surce applicatin). Sectin 4: GL Details Screen 72 General Ledger

79 Ntes Sectin 4: GL Details Screen General Ledger 73

80 Sectin 4: GL Details Screen 74 General Ledger

81 Sectin 5: Manual Jurnal Entries In this sectin yu will learn hw t: Enter manual jurnal entries and budget amendments Pst jurnal entries Set up and enter recurring manual jurnal entries Reverse and edit manual jurnal entries Exprt, imprt, and add attachments t jurnal entries Create due t/due frm entries

82 Lessn 5.1 Entering a Manual Jurnal Entry 1. Click Manual Jurnal Entry. 2. Click. 3. Select the Jurnal Cde. 4. Verify r enter the Pst Date. 5. Enter a Descriptin f the jurnal entry. 6. (Optinal) Click Ntes t enter a nte abut the jurnal entry; click Clse t return t the Jurnal Entry screen. 7. Duble-click the bar labeled. 8. Select the first GL accunt number. 9. Verify r alter the Descriptin. 10. Enter the amunt t debit the accunt. 11. Select the next GL accunt number. 12. Enter the amunt t credit that accunt number. 13. Cntinue adding debit and credit accunt numbers, and the amunts by which t debit and credit. 14. Verify the Ttal fields at the bttm are in balance. Unless yu are entering a Budget Amendment, these fields must balance. 15. Click Pst (r Save). Sectin 5: Manual Jurnal Entries 76 General Ledger

83 Ntes Sectin 5: Manual Jurnal Entries General Ledger 77

84 Lessn 5.2 Entering a Budget Amendment 1. G t Manual Jurnal Entry. 2. Click. 3. Type BA in the Jurnal Cde field. 4. Verify r enter the Pst Date. 5. Enter a Descriptin f the budget amendment. 6. (Optinal) Click Ntes t enter a nte abut the budget amendment; click Clse t return t the Jurnal Entry screen. 7. Duble-click the bar labeled. 8. Select the first GL accunt number. 9. Verify r alter the Descriptin. 10. Enter the amunt by which t amend the budget. If decreasing, enter a hyphen befre the numeric figures t get a negative number. 11. Select the next GL accunt number and repeat. Sectin 5: Manual Jurnal Entries 78 General Ledger

85 12. Verify the Ttal fields at the bttm are in balance, unless this is nt required. If the budget amendment is ne-sided, upn saving r psting/saving yu will receive ne f tw messages, depending n yur selectin in Prgram Setup (see page 31): Budget entry desn t balance cntinue anyway?... Yu will receive this prmpt if yu are nt set up t frce balanced budget amendments. Answer apprpriately. Entry desn t balance!... Yu will receive this prmpt if yu are set up t frce balance budget amendments. Click Ok t crrect the entry. 13. Click Pst (r Save). Sectin 5: Manual Jurnal Entries General Ledger 79

86 Ntes Sectin 5: Manual Jurnal Entries 80 General Ledger

87 Lessn 5.3: Psting Manual Jurnal Entries Psting may nt be necessary if yu are set up t pst at the time yur jurnal entries are created (see page 28)....frm the Tasks Menu 1. G t Tasks>Pst Manual Jurnal Entries. 2. Select the filter(s) and their criteria and click Ok....frm the Manual Jurnal Entries Table 1. Open the Manual Jurnal Entries table. 2. Srt and blck the recrds. 3. Click >Pst Blck f Jurnal Entries, then Yes. Sectin 5: Manual Jurnal Entries General Ledger 81

88 ...frm the Ntificatins Pane 1. Click [n] waiting... and then Yes. 2. Select the filters and their criteria and click Ok. Sectin 5: Manual Jurnal Entries 82 General Ledger

89 Ntes Sectin 5: Manual Jurnal Entries General Ledger 83

90 Sectin 5: Manual Jurnal Entries 84 General Ledger

91 Lessn 5.4: Recurring Jurnal Entries Set Up a Recurring Jurnal Entry 1. G t Tasks>Set Up Recurring Jurnal Entries. 2. Click. 3. Enter the Recurring Jurnal ID. 4. Select the Jurnal Cde. 5. Enter the Next Psting date. 6. Enter a Descriptin f the Recurring Jurnal Entry. 7. Select the Frequency. When adding recurring jurnal entries, the Psting Date updates itself accrding t the selected frequency. 8. Duble-click the bar labeled. 9. Select the first GL accunt number. 10. Verify r alter the Descriptin. 11. Enter the amunt t debit the accunt. This is required fr Frequencies ther than Select Manually, and any amunt entered can be changed when adding a jurnal entry based n this recurring jurnal entry. 12. Select the next GL accunt number. 13. Enter the amunt t credit that accunt number. Again, required fr Frequencies ther than Select Manually. 14. Cntinue adding debit and credit accunt numbers, and the amunts by which t debit and credit. Sectin 5: Manual Jurnal Entries General Ledger 85

92 15. Verify the Ttal fields at the bttm are in balance. 16. When yu return t the Set Up Recurring Jurnal Entry screen, set mre up r click Ok t clse. Add a Recurring Jurnal Entry 1. Click Manual Jurnal Entry. 2. Click r click the [n] waiting cmmand link beneath Recurring Jurnal Entries, lcated in the Ntificatins pane. Only jurnal entries with a frequency ther than Select Manually and that have a next psting date up t the date after tday's date (tmrrw, tday, r smetime in the past) are available fr selectin. 3. Duble-click the recurring jurnal entry. 4. Verify the Jurnal Cde, Descriptin, and Accunt Numbers. 5. Verify r enter the Amunts. 6. Verify r enter the Pst Date. 7. (Optinal) Click Ntes t enter a nte abut the jurnal entry; click Clse t return t the Jurnal Entry screen. 8. Verify the Ttal fields at the bttm are in balance. Unless yu are entering a Budget Amendment, these fields must balance. 9. Click Pst (r Save). Sectin 5: Manual Jurnal Entries 86 General Ledger

93 Print a List f Recurring Jurnal Entries 1. G t Tasks>Set Up Recurring Jurnal Entries. 2. Click Print Recurring Jurnal Entries List. 3. Select the (print) Destinatin and click Run. Sectin 5: Manual Jurnal Entries General Ledger 87

94 Ntes Sectin 5: Manual Jurnal Entries 88 General Ledger

95 Lessn 5.5: Reversing Manual Jurnal Entries 1. Click Manual Jurnal Entry and lcate the jurnal entry. 2. Click. If yu see a Delete buttn instead f a Reverse buttn, the jurnal entry has nt been psted. 3. Click Yes. 4. Verify r enter the Psting Date and click Ok. 5. Enter a Descriptin. 6. Yu are prmpted t pst; answer accrdingly. A buttn appears n the Manual Jurnal Entry screen. Click this buttn t switch between the riginal jurnal entry and its reversed jurnal entry. Sectin 5: Manual Jurnal Entries General Ledger 89

96 Ntes Sectin 5: Manual Jurnal Entries 90 General Ledger

97 Lessn 5.6: Editing Manual Jurnal Entries Editing can nly be dne n unpsted manual jurnal entries. 1. Click Manual Jurnal Entry and lcate the jurnal entry. 2. Click. 3. Make yur changes and click Clse. What happens next is affected by the Aut-print setting in Prgram Setup (see page 28); if a printut is generated, its appearance is determined by yur selectin in the Jurnal Entry Frmat field n that same screen. Sectin 5: Manual Jurnal Entries General Ledger 91

98 Ntes Sectin 5: Manual Jurnal Entries 92 General Ledger

99 Lessn 5.7: Exprting/Imprting Manual Jurnal Entries Exprting 1. Click Manual Jurnal Entry and lcate the jurnal entry. 2. Click > Exprt Jurnal Entry t Spreadsheet. 3. Select the flder in which t save the file (Save As Type defaults t Excel files) and click Save. 4. Click Yes t pen the file. 5. Make yur changes and exit and save the file. Imprting It is crucial that the clumn headings in the spreadsheet are GL #, DR, and CR, and that the GL accunt numbers are frmatted prperly in rder fr the imprt t wrk. 1. Click Manual Jurnal Entry. 2. Click >Imprt Jurnal Entry Frm Spreadsheet. 3. Brwse t the file and duble-click it. The spreadsheet is imprted. Once imprted, the jurnal entry can be changed and then saved r psted. Sectin 5: Manual Jurnal Entries General Ledger 93

100 Ntes Sectin 5: Manual Jurnal Entries 94 General Ledger

101 Lessn 5.8: Adding Attachments t Manual Jurnal Entries 1. Click Manual Jurnal Entry and lcate the entry. 2. Click. 3. Click. 4. Add an Attachment Frm an Existing File is the default selectin. If necessary, select Add an image frm a TWAIN device and then select the device. 5. Click Ok. 6. Brwse t the file and duble-click it. 7. Enter a Captin fr the attachment and click Ok. 8. (Optinal) Enter a Descriptin (appears belw the Captin). 9. If applicable, check the Shw This Image t the Public bx. 10. Click Ok. Sectin 5: Manual Jurnal Entries General Ledger 95

102 Ntes Sectin 5: Manual Jurnal Entries 96 General Ledger

103 Lessn 5.9: Creating Due T/Due Frm Entries When using a Pled Cash fund, a buttn is available at the bttm f the Manual Jurnal Entry screen t expedite yur entry. This picture shws a manual jurnal entry befre clicking the buttn. The remaining lines will need t be manually entered, r created by clicking n the buttn, in rder t balance ut. Sectin 5: Manual Jurnal Entries General Ledger 97

104 This picture shws a manual jurnal entry after clicking the buttn. All required line items t crrectly handle a pled cash fund have been entered by the prgram. Sectin 5: Manual Jurnal Entries 98 General Ledger

105 Ntes Sectin 5: Manual Jurnal Entries General Ledger 99

106 Sectin 5: Manual Jurnal Entries 100 General Ledger

107 Sectin 6: Tasks Menu In this sectin yu will learn hw t: Create interest allcatin jurnal entries Batch add budget amendments Perfrm spreadsheet Budget Analysis Create a budget Perfrm Lng-Term Budget Frecasting Use Mnthly Budget and Cash Flw Create depsits Recncile checks and depsits

108 Lessn 6.1: Create an Interest Allcatin Jurnal Entry 1. G t Tasks>Create an Interest Allcatin Jurnal Entry. 2. Select the Bank. 3. Enter the Start and End Dates. These shuld match the dates n yur bank statement. 4. Select either Ending Balance r Average Daily Balance as the Allcate By ptin. 5. Enter the Interest Amunt. 6. Select the Revenue Department and Revenue Accunt. 7. Verify r enter the Pst Date. 8. Select yur Negative Balance ptin: Include Negative Balance in Ttals (i.e., Allcate Negative Interest Revenue). Further reduces the accunt accrdingly. Skip (i.e., Dn't Allcate r Use Negative Balances in Ttals). Applies interest t accunts with psitive balances. Abrt Prcedure Entirely. Des nt create an interest jurnal entry if there are accunts with negative balances. 9. Click Ok. Sectin 6: Tasks Menu 102 General Ledger

109 Ntes Sectin 6: Tasks Menu General Ledger 103

110 Lessn 6.2: Batch Add Budget Amendments 1. G t Tasks>Batch Add Budget Amendments. 2. (Optinal) Enter the fllwing filters by clicking the apprpriate Select... buttn, and then Ok t return t the Batch Budget Amendments screen. 3. (Optinal) Select the Accunt Type. 4. Type BA in the Jurnal Cde field. 5. Verify r enter the Pst Date. 6. Enter a Descriptin f the budget amendment. 7. (Optinal) Click Ntes t enter a nte abut the budget amendment; click Clse t return t the Jurnal Entry screen. 8. Frce Balanced Budget Amendments displays the default setting frm Prgram Setup>Prgram Settings>General Settings>Budget Optins and can nly be changed there. 9. G t the accunts t amend and enter the amunt in the New Amended field. 10. Verify the Ttal fields at the bttm are in balance, unless this is nt required. 11. Click Pst (r Save). Sectin 6: Tasks Menu 104 General Ledger

111 Ntes Sectin 6: Tasks Menu General Ledger 105

112 Lessn 6.3: Spreadsheet Budget Analysis Budget figures imprted int General Ledger frm a spreadsheet will verride any existing figures. Create Budget Spreadsheet 1. G t Tasks>Spreadsheet Budget Analysis>Create Budget Spreadsheet. 2. (Optinal) Select a Fund and/r Department and/r range f Accunts and/r Prject. 3. Select the Accunt Type. 4. Check the bxes f the levels yu want t exprt. 5. Select whether r nt t Include Current Adpted Budget. 6. Select either Amended r Adpted as the Fr Current/Previus Year Budgets Shw ptin. 7. Select whether r nt t Lck Spreadsheet Clumns. 8. Click Ok. 9. Make yur changes in the spreadsheet, and save and clse the file. Sectin 6: Tasks Menu 106 General Ledger

113 Create Budget Spreadsheet fr Departments This methd lets yu create a separate spreadsheet fr each department: if yu select three departments, three separate spreadsheet files will be created, using the department number as the file name. 1. G t Tasks>Spreadsheet Budget Analysis>Create Budget Spreadsheet fr Departments. 2. Specify the Destinatin Flder nly f where the spreadsheet(s) will be created. In this step, yu are specifying the lcatin nly; the prgram will assign the file name(s) based n the department(s) fr which spreadsheets are being created. 3. (Optinal) Select a Fund. 4. Select the Accunt Type. 5. Mve the items frm the left clumn t the right clumn. Yu can duble-click each ne, r select multiple items using the standard Shift+click r Ctrl+click methd; use the arrw buttn t mve them ver. 6. Check the bxes f the levels yu want t exprt. 7. Select whether r nt t Include Current Adpted Budget. 8. Select either Amended r Adpted as the Fr Current/Previus Year Budgets Shw ptin. 9. Select whether r nt t Lck Spreadsheet Clumns. 10. Click Ok. 11. Ntify the apprpriate persnnel in each department that a spreadsheet is nw available fr them t wrk their budget. Imprt Budget frm Spreadsheet 1. G t Tasks>Spreadsheet Budget Analysis>Imprt Budget frm Spreadsheet. 2. (Optinal) Select a Fund and/r Department. This brings in just that fund and/r department frm the previusly exprted spreadsheet. 3. Select the Accunt Type. 4. Brwse t the file and duble-click it. 5. Click Imprt Excel File. The figures are nt saved t yur General Ledger database at this pint. A prf reprt is generated fr yu t verify the figures befre saving them t yur database. 6. Carefully review the reprt befre clsing it. 7. All relevant Budget Levels t Save bxes are checked; any f them can be unchecked. 8. (Optinal) Click View imprted data t verify the data nce mre. 9. Click Save Imprted Data, then Yes. Sectin 6: Tasks Menu General Ledger 107

114 Ntes Sectin 6: Tasks Menu 108 General Ledger

115 Lessn 6.4: Create r Edit Budget Creating a Budget This lessn will fcus n creating a Requested budget. The steps are similar fr ther budget levels. 1. G t Tasks>Create r Edit Budget. 2. Select yur first level in the Level t Wrk On field. 3. (Optinal) Click and select the apprpriate level. The levels available t cpy frm are determined by the budget level yu are wrking n. 4. (Optinal) Use the Department, Accunt Range, Prject, and Accunt Type t further filter the recrds. The accunts yu are able t view/filter n are determined by the Department/Fund access defined fr yur user name (if any; see page 23). 5. If yu will be factring revenues and/r expenses, select a Fund. 6. (Optinal) Click. i. Check Factr Revenues and/r Factr Expenses. ii. iii. Select whether t Increase r Decrease. Enter the percentage(s) by which t increase r decrease and click Ok, then Yes. 7. Where required, enter yur [current wrking level] Amunts. While entering amunts, yu may hit N t enter a ftnte (pictured) and D t view the current fiscal year's transactin detail fr the current accunt number. Sectin 6: Tasks Menu General Ledger 109

116 8. Click Save. 9. (Optinal) Print yur budget reprt t give t the apprpriate persn/department: i. Click. ii. iii. iv. Select Printer as the Destinatin r click Select Spreadsheet t generate the utput t a spreadsheet. Click Reprt Optins. Set yur ptins and filters and click Ok. v. Click Run Reprt. 10. (Optinal) Once all amunts are entered, click the Lck Budget Level buttn t prevent further changes t the budget at this level. Adpting a Budget Once a budget is adpted, n mre mdificatins can be made t the Original Budget numbers. Any changes must be entered as Budget Amendments (see page 78). 1. G t Tasks>Create r Edit Budget. 2. Select the Level t Wrk On. Be sure that it is yur last (highest) level - usually "Apprved." 3. Click Adpt. Depending n yur unit's prcedures and methds, as well as the budget infrmatin entered, yu will receive prmpts if anything is detected that affects the adptin f a budget, such as expenditures that exceed revenues, r funds withut budgets. Fllw the prmpts and feel free t cntact Tech Supprt fr assistance. Sectin 6: Tasks Menu 110 General Ledger

117 Ntes Sectin 6: Tasks Menu General Ledger 111

118 Lessn 6.5: Lng Term Budget Frecasting Lng-Term Budget Frecasting lets yu prject the impact f changes in Revenues, Expenses, and Liabilities. It can be useful fr: Creating strategic cntext fr evaluating annual budgets Evaluating lng-term financial effects f decisins and prpsed initiatives Testing best- and wrst-case scenaris Cmmunicating financial issues t elected fficials, citizens, and ther stakehlders The Lng-Term Budget Frecast screen uses snapshts t allw fr several different prjectins t be run starting frm the same data, but allwing fr different assumptins t be made abut future events and trends. Each snapsht can alter these assumptins and shw the pssible lng-term impacts f these decisins n future budgets. Frecast snapshts can be cpied int a Prjected r Requested budget. Print Buttn. Click t generate a printut f the currently-laded snapsht. Tls Buttn. Click t select frm a variety f tls t use n the currently-laded snapsht. Sectin 6: Tasks Menu 112 General Ledger

119 Calculate Default Values Buttn. Click t calculate initial default prjectins based n ne f the fllwing: Mving Average. Prjectins will be based n mving averages f the previus years' infrmatin. Linear Regressin. Prjectins will be based n a Linear Regressin mdel using the previus years' infrmatin. The number f previus years t "lk back" defaults t 5 when yu add a snapsht, and can be changed thrugh a Tl n this screen. Optins Buttn. Click this buttn t set ptins fr the currently-laded snapsht: Rund Amunts T. Anywhere frm Nearest Cent t Nearest $10,000. Budget Entry. Select frm "Edit at the..." Budget Classificatin Level; Budget Classificatin/Department Level; General Ledger Number Level. If the latter, yu may further filter the numbers by Department, Accunt, and/r Prject. Using the Enter Key...Belw...Instead f t the Right Shw Descriptin Clumn. The descriptin entered fr the GL number. Shw Scrllbars... If yu shrink the screen, check this ptin t make it easier t view the figures; a scrllbar appears fr yu t scrll left-t-right. Shw Budget Ftntes... Srt by GL Number When Editing at GL Number Level Hide Prject Details When Editing at GL Number Level Additinal Filters When Viewing at GL Number Level. Click the apprpriate buttn t further filter the numbers fr the currently-laded snapsht. Snapshts Buttn. Click t add a new snapsht, lad a saved snapsht, r delete a snapsht. Fund. Used t select the fund n which t base the snapsht. Charts Buttn. Click t view a chart f yur fund balance. Yu may select frm Change in Fund Balance by Year and Fund Balance as Percent f Budget By Year. Budget Snapshts Details. Displays infrmatin abut the currently-laded snapsht and prvides a Ntes buttn. Grid. Affected by yur Budget Entry selectin in the Optins buttn. Duble-click a line item t view the Lng-Term Frecast Details screen (see belw). Sectin 6: Tasks Menu General Ledger 113

120 Lng-Term Frecast Details Screen. Available by duble-clicking a line item in the Grid (see abve). Regardless f yur Budget Entry selectin, all GL numbers fr the selected budget classificatin appear in this screen. The Select Budget Class Cde buttn lets yu select a different r additinal budget classificatins; the Budget Class Cde field t the right reflects yur selectin: If yu have set the Shw Budget Ftntes setting in the Optins screen, yu will be able t view, edit, and add ftntes, and cpy ftnte ttals t a budget year. Fund Summary. The bttm f the Lng-Term Budget Frecast screen summarizes each year. Sectin 6: Tasks Menu 114 General Ledger

121 Ntes Sectin 6: Tasks Menu General Ledger 115

122 Lessn 6.6: Mnthly Budget and Cash Flw Mnthly Budget and Cash Flw Analysis lets yu analyze Revenues, Expenses, and Liabilities at a mre detailed level. As with Lng-Term Budget Frecasting, yu can evaluate shrt-term financial effects f decisins and prpsed initiatives, and test best- and wrst-case scenaris. Main Filters Yur selectin here affects the data displayed and exprted t Excel (if dne). Fund. Used t select the fund n which t base the analysis. Accunt Type. Select frm Revenues Only; Expenditures Only; Cash Accunts Only; Revenues and Expenditures; Revenues/Expenditures/Cash. Enter By. Select frm "Edit at the..." Budget Classificatin Level; Budget Classificatin/Department Level; General Ledger Number Level. If the latter is selected, a Srt by GL Number checkbx is available. Sectin 6: Tasks Menu 116 General Ledger

123 Charts and Graphs Tab Grid. The rws appearing are affected by bth yur Accunt Type and Enter By selectins in the main filters. Each rw cntains a bx that must be checked in rder t View Selected Data r View Selected Graphs (see belw). Clear Selectin. Click this cmmand link t clear either the checked bxes r the highlighted selectins. Select All. Click this cmmand link t select all f the bxes. Select Highlighted Rws. Randm multiple rws can be highlighted using yur Ctrl key and left muse buttn. Once highlighted, click this cmmand link t check the bxes f thse rws. View Selected Data. Click this cmmand link t view data (Activity 2 r Year Crrelatin) fr the rws selected. The selected rws must be in ne categry (revenue, expenditure, r cash). View Selected Graphs. Click this cmmand link t view graphs fr the rws selected. Unlike View Selected Data, abve, the selected rws can be in multiple categries. Data; Graphs. Prvide the same infrmatin as the View Selected... cmmand links abve, but fr the individual rw. Exprt t Excel. This buttn is available thrugh the Data... and View Selected Data... cmmand links. Click it t send the data t a spreadsheet fr further analysis. 2 "Activity" fr cash; "Activity/Budget/Variance" fr revenues/expenditures. Sectin 6: Tasks Menu General Ledger 117

124 Mnthly Budget Tab Grid. The rws appearing are affected by bth yur Accunt Type and Enter By selectins in the main filters. Yu may manually enter amunts r calculate via ne f the methds lcated in the Mdel. The Ttals at the bttm f the grid are recalculated with each update. Mdel. If yur Enter By selectin is General Ledger Number Level, a Mdel clumn appears. Yu can select a different mdel fr each GL number, r set a range f GL numbers t the same mdel. Year. Used t select the budget year. Pct r Amt. Lets yu view figures by percentage r amunt. Rund Amunts T. Anywhere frm Nearest Cent t Nearest $10,000. Tls Buttn. Click t select frm a variety f tls t use n the currently-laded grid. Cash Flw Tab View Cumulative Cash Flw Graph. Click t view a graph fr the selected Fund. While viewing the graph, yu may... select anther Fund/Years t Include select anther Fiscal Year print the graph View Mnthly Variance Analysis Table. Click t view a table fr the selected Fund. While viewing the table, yu may... change the Perid Ending select anther Fund select the Accunt Type exprt t Excel (fr further analysis) Sectin 6: Tasks Menu 118 General Ledger

125 Ntes Sectin 6: Tasks Menu General Ledger 119

126 Lessn 6.7: Depsit Creatin Depsit creatin in General Ledger is typically used when cash (depsit) related transactins are dne thrugh Cash Receipting, but depsits are t be created in General Ledger. The details used t create depsits will be available as Miscellaneus Transactins in GL if nt used t create depsits. Enabling Depsit Creatin 1. G t Prgram Setup>Prgram Settings>General Settings. 2. Check the Use Depsit Creatin bx. Sectin 6: Tasks Menu 120 General Ledger

127 Depsit Creatin 1. G t Tasks>Depsit Creatin. 2. Enter the Activity Frm and T. 3. Select the Bank Cde. 4. Enter the Depsit Amunt. 5. Click Create New Depsit. 6. Duble-click a jurnal entry t mve it frm the Undepsited Items pane t the Depsited Items pane. Anther ptin is t use yur Shift r Ctrl key t select multiple jurnal entries and then click Add t Depsit. 7. (Optinal) click Depsit Adjustment Ntes t enter a nte abut the current depsit adjustment; click Ok t return t depsit creatin. 8. Verify r enter the Depsit Date. 9. (Optinal) Enter a Reference. 10. Click Create Depsit, then Yes. Sectin 6: Tasks Menu General Ledger 121

128 Ntes Sectin 6: Tasks Menu 122 General Ledger

129 Lessn 6.8: Check and Depsit Recnciliatin The availability f the Miscellaneus Transactins tab n this task is determined by a Bank Recnciliatin setting in Prgram Setup (see page 28). A Miscellaneus Transactin is a transactin that affects cash, but is nt part f a check r a depsit. 1. G t Tasks>Check and Depsit Recnciliatin. The task pens t the Check Recnciliatin tab. 2. Enter the Statement Date. 3. Yu are prmpted t mark all vided and/r EFT/ACH checks fund n r befre that date as cleared (recnciled if EFT/ACH); click Yes. This speeds up the recnciliatin prcess; the checks can be re-pened r marked as stale-dated. i. If yu use Psitive Pay, and yur bank prvided a file f cleared checks fr yu t imprt, click Imprt Data and fllw the prmpts. All checks that cleared the bank are marked as such. ii. (Optinal) Srt the list by clicking in the desired clumn headings. A srt indicatr - - appears in the indexed clumn heading. iii. Mark checks as Cleared, Open, r Stale Dated. Optins: Duble-click a single check. Highlight a single check and hit C fr Clear; O fr Open; S fr Stale-dated. Select multiple checks with yur Shift r Ctrl keys and click the apprpriate buttn: Clear...; Open...; Stale Date... Selected Checks. Select multiple checks with yur Shift r Ctrl keys and hit C fr Clear; O fr Open; S fr Staledated. iv. Click Run Check Recnciliatin Reprt. Sectin 6: Tasks Menu General Ledger 123

130 v. Click Reprt Optins, select yur ptins, and click Clse. vi. vii. Select the (print) Destinatin and click Run Reprt. Carefully review the reprt and return t the recnciliatin screen. Make any necessary crrectins. 4. Click the Depsit Recnciliatin tab. As n the Check Recnciliatin tab, yu may srt this list. i. Duble-click a depsit t mve it frm the Unrecnciled Depsits pane t the Recnciled Depsits pane (anther ptin is t use yur Shift r Ctrl key t select multiple depsits), then click Clear Selected Depsits. ii. Click Run Depsit Recnciliatin Reprt and fllw the same methds as fr the Check Recnciliatin reprt. 5. If available, click the Miscellaneus Transactins tab. As n the Check and Depsit tabs, yu may srt this list. i. Verify r enter the Start and End Dates. ii. iii. iv. Select whether r nt t Hide Transactins With N Net Cash Effect. Sme transactins may affect the cash accunts, but nt cause a change in the verall cash balances, such as a transfer between funds that use the same pled bank accunt. Marking this checkbx will hide thse transactins. Since n change t cash balances actually ccurred, it is unlikely t appear n bank statements and require recnciliatin. Select whether r nt t Use Separate Start Date fr Miscellaneus Transactins. If checked, enter the Start Date. Since Miscellaneus Transactins are nt parts f depsits r checks, they are nt carried frward until they are cleared; rather, a start date filter is used. The default start date assumes that the Misc Transactins are cming frm the beginning f the mnth, as checks and depsits are, except as previusly utstanding items. By selecting a separate start date, a different beginning date can be selected just fr these Misc Transactins. Duble-click a transactin t mve it frm the Outstanding Transactins pane t the Cleared Transactins pane (anther ptin is t use yur Shift r Ctrl key t select multiple transactins), then click Clear. v. Click Print Misc. Transactins and fllw the same methds as fr the previus reprts. 6. Click the Bank Recnciliatin tab. i. Verify r enter the Start and End Dates. ii. iii. iv. Enter the ending balance frm yur bank statement in Balance Per Bank. If applicable, select whether r nt t Use Separate Start Date fr Misc Transactins and/r Hide Misc Transactins With N Net Effect. If depsits were nt created separately (page 120), yu may create them here by duble-clicking the range bar and entering a descriptin and an amunt. v. Check the Print... and Detail... bxes yu want t use fr this recnciliatin. vi. Click Run Bank Recnciliatin Reprt and fllw the same methds as fr the previus reprts. 7. Click Ok. Sectin 6: Tasks Menu 124 General Ledger

131 Ntes Sectin 6: Tasks Menu General Ledger 125

132 Sectin 6: Tasks Menu 126 General Ledger

133 Sectin 7: Utilities Menu In this sectin yu will learn hw t: Check linked prgrams fr unpsted jurnal entries Perfrm year-end clsing

134 Lessn 7.1: Check Linked Apps fr Unpsted JEs This utility scans all linked BS&A applicatins fr unpsted jurnal entries and generates a reprt. The Year-end Rllver utility shuld nt be run until thse jurnal entries are psted. 1. G t Utilities>Check Linked Apps fr Unpsted Jurnal Entries. If any are fund 3, yu are prmpted with the number f entries and the prgrams frm which they need t be psted; click Ok. Yu will need t pen thse applicatins and pst the jurnal entries; instructins are prvided in the apprpriate User Manual. 3 If General Ledger detects any unpsted jurnal entries frm Purchase Order, its Year-End Task has nt yet been perfrmed. It shuld be befre cntinuing with General Ledger Year-End. Sectin 7: Utilities Menu 128 General Ledger

135 Ntes Sectin 7: Utilities Menu General Ledger 129

136 Lessn 7.2: Year-end Clsing The Year-End utility shuld be dne n later than six mnths after the end f yur fiscal year. The fllwing requirements must be met befre cmpleting yur rllver: Yur budget must be adpted. Yur funds' clsing accunt numbers must be entered. All jurnal entries frm linked applicatins need t be psted. The Year-end utility checks fr unpsted jurnal entries; if fund, yu can exit the utility and pst them. Anther ptin is t run the Check Linked Apps fr Unpsted JEs utility. Tw backups f yur data need t be made. The Year-end utility gives yu tw pprtunities, r yu may make the backups prir t beginning the utility. 1. G t Utilities>Year-end Clsing. 2. Read the warning. 3. Click the Click here t view unpsted jurnal entries nw cmmand link. If unpsted entries are fund, yu are prmpted with the number f entries and the prgrams frm which they need t be psted; click Ok. Open thse applicatins and pst the jurnal entries. If n unpsted entries are fund, click Ok t clear the prmpt. 4. Yu are prmpted t back up: If yu made a backup prir t perfrming this task, click Yes t prceed. If nt, click the <Click here t create a backup nw...> cmmand link and fllw the prmpts. 5. When yu return t the utility, click Ok t clear the warning and prceed. 6. Yu are prmpted again t make a backup. It is highly recmmended yu make anther backup. 7. Click Yes in respnse t having the secnd backup t prceed with the utility. 8. Yu are prmpted that yu are abut t rll ver yur database t the fiscal year ending n XX/XX/XXXX; click Yes. If any unadpted budgets are detected, yu are prmpted t view them, and given the ptin t prceed anyway. If any f the funds shuld have an adpted budget, d nt prceed with this utility until they are adpted. Sectin 7: Utilities Menu 130 General Ledger

137 9. Click Ok. 10. The Year-End Clsing Reprt appears n yur screen; print and clse this reprt; click Yes. 11. Carefully review the reprt. Sectin 7: Utilities Menu General Ledger 131

138 Ntes Sectin 7: Utilities Menu 132 General Ledger

139 Sectin 8: Reprts In this sectin yu will learn abut cmmnly-run reprts. Screen shts shw the main Reprt Optins screen fr each reprt.

140 Lessn 8.1: Revenue/Expenditure Reprt Categry: General Ledger Reprts Click the Clumns buttn t select the clumns t appear n the reprt. Sectin 8: Reprts 134 General Ledger

141 Ntes Sectin 8: Reprts General Ledger 135

142 Lessn 8.2: Trial Balance Reprt Categry: General Ledger Reprts This reprt als ffers the Clumns buttn illustrated n page 134. Sectin 8: Reprts 136 General Ledger

143 Ntes Sectin 8: Reprts General Ledger 137

144 Lessn 8.3: GL Activity Reprt Categry: Jurnal Detail/Accunt Activity Sectin 8: Reprts 138 General Ledger

145 Ntes Sectin 8: Reprts General Ledger 139

146 Lessn 8.4: Budget Reprt Categry: Budget Reprts Sectin 8: Reprts 140 General Ledger

147 Ntes Sectin 8: Reprts General Ledger 141

148 Lessn 8.5: Cash Summary by Bank Reprt Categry: Banking Reprts Sectin 8: Reprts 142 General Ledger

149 Ntes Sectin 8: Reprts General Ledger 143

150 Lessn 8.6: Bank Recnciliatin Reprt Categry: Banking Reprts Sectin 8: Reprts 144 General Ledger