SAS2000 Financial 2 Training Manual
Tribal SchoolEdge Level 1, 17 Madden Grove RICHMOND VIC 3121 Support Centre: Web: https://support.schooledge.com.au/ Email: support.schooledge@tribalgroup.com Tel: 1300 301 931 (calls from Australia) or +61 3 9690 5044 Human Edge Software Corporation Pty Ltd, Melbourne 2016 SchoolEdge is a registered Business Name of Human Edge Software Corportation Pty. Ltd. Human Edge Software is a member of the Tribal Group Date: 26 April 2016
Table of Contents Financial 2 Training... 2 Overview... 2 The Training... 3 Intended Audience... 4 The Training Manual... 5 Bank Reconciliations... 6 Overview... 6 Monthly Bank Reconciliation... 7 Bank Reconciliation Reports... 11 Business Activity Statement... 15 Overview... 15 Adding a New BAS... 16 BAS Reports... 19 General Journal Entries... 20 Overview... 20 Entering a General Journal... 21 General Journal Template... 24 BAS Refunds and Payments... 26 Overview... 26 Recalculating a BAS... 27 Submit the BAS to the ATO... 30 Processing a BAS Payment... 33 Processing a BAS Refund... 35 Budgets... 37 Overview... 37 Entering Budgets... 38 Budget and Forecast Reports... 45 Chart of Accounts... 47 Overview... 47 Editing Chart of Account Codes... 48 New Chart of Account Codes... 51 Asset Register... 56 Overview... 56 Chart of Accounts and the Asset Register... 57 Adding Assets... 61 Viewing and Editing Assets... 63 Asset Register Reports... 66 Appendix... 72 Recurring Transactions... 73 Payments... 76 Overview... 76 Creditors List... 77 Write Cheques... 81 Cheque Defaults... 84 Make Withdrawals... 86 Software Support... 88 Overview... 88 How to Contact Support... 89 Screen Capture... 90 Online Documentation... 91 Financial 2 Training Manual Page 1
Financial 2 Training Overview Introduction This training session is a hands-on experience of learning to process bank reconciliations, manage your chart of accounts, process your BAS and manage the schools budgets. To ensure you gain the maximum benefits from today s training ask lots of questions, participate, write notes down and enjoy yourself! In this Chapter This Chapter contains the following topics. Topic See Page The Training 3 Intended Audience 4 The Training Manual 5 Financial 2 Training Manual Page 2
The Training Duration This training is run over a full day period, generally from 9am to 12pm. Topics Topics covered in this training are: Bank Reconciliation Chart of Accounts Budgets BAS General Journal Asset Register Training Outcomes At the end of this training you should be able to: Do a monthly bank reconciliation Process a BAS and the subsequent refund or cheque Enter a General Journal Financial 2 Training Manual Page 3
Intended Audience Audience The Intended Audience for Financial 2 Training is people who process and manage financial records in SAS2000. These may be new SAS2000 users, or people who require a refresher. Prerequisites There is some assumed knowledge of working with SAS2000 and it is preferred that Financial 1 training has been attended. Financial 2 Training Manual Page 4
The Training Manual The Manual This Training Manual is a Guide to steer you through the training process, and also for reference after the training when you come to doing your work in the real world. Make notes and highlight key areas to help yourself retain information, or remember where to refer back to for information. Format This Training Manual is broken into chapters. Each chapter gives an overview, step by step instructions, and training activities to practice on. Use of Guide This manual is designed to give you step by step instructions for a particular function within SAS2000, as well as giving activities that will be completed during the training. Your trainer may not follow this manual step by step, but will always let you know where the topics can be located so you can take notes and become familiar with the steps. Conventions In this Training Guide, you will find some of the following conventions: BLUE TEXT This text highlights SAS2000 keywords. Text separated by arrows. Example PEOPLE STUDENTS. This means, from the PEOPLE menu, select the STUDENTS item. Financial 2 Training Manual Page 5
Bank Reconciliations Overview Introduction It is necessary to perform a Bank Reconciliation each month to match transactions in SAS2000 with transactions that have actually passed through your bank account. Contents This chapter contains the following topics: Topic See Page Monthly Bank Reconciliation 7 Bank Reconciliation Reports 11 Financial 2 Training Manual Page 6
Monthly Bank Reconciliation Introduction BANK RECONCILIATION is used to reconcile SAS2000 against your bank statement. BANK RECONCILIATION is usually done once a month when you receive your printed monthly statement for your bank accounts. You will be able to review a list of payments and deposits from your bank or credit card accounts and clear the transactions that appear on the statement. by Follow the steps in the table below to do a monthly bank reconciliation. 1 Select GENERAL LEDGER BANK RECONCILIATION Result: The Bank Reconciliation form opens. 2 Ensure you are in ADD mode. 3 Select or enter the following information: Field Bank Account Date Begin Balance End Balance Description Select the bank account from the drop down list. Enter the date from the Bank Statement (period date ending). The opening balance on the bank statement. Automatically populated from the previous reconciliation. The closing balance on the bank statement Note: When the bank account is selected the list of not yet reconciled transactions are displayed. It is not necessary to enter interest and service charges here as they can be entered as MAKE WITHDRAWALS or GENERAL JOURNAL entries. Financial 2 Training Manual Page 7
Monthly Bank Reconciliation, Continued by (continued) 4 Select items that appear on your bank statement by clicking in the appropriate check box to the left of the item. When finished, the UNRECONCILED DIFFERENCE should be zero (0.00). 5 When all details are complete, click on SAVE. When the Bank Reconciliation has been saved, reports may be previewed. Note: A Bank Reconciliation can be saved before it is completed, so you can return to it at a later stage for completion. Financial 2 Training Manual Page 8
Monthly Bank Reconciliation, Continued Activity 1 Complete a Bank Reconciliation from the following Bank Statement. XYZ Bank Statement Period Ending: 31 January 2016 Opening Balance 694642.08 Date Description Payment Deposit 30/10/2015 Cheque 100304 Chubb 365.00 Security Systems 04/11/2015 Cheque 100317 Xerox 1245.00 Photocopiers 30/11/2015 Cheque 100314 Chubb 365.00 Security Systems 30/11/2015 Cheque 100315 Melbourne 5350.00 City Council 20/12/2015 Cheque 100306 Zurich 1489.00 Workcover Pty Ltd 20/12/2015 Cheque 100307 Company 5067.56 Super Fund 20/12/2015 Cheque 100309 282.00 Independent Education Union 21/12/2015 Cheque 100308 Australian 15667.00 Taxation Office 28/12/2015 Cheque 100318 Chubb 365.00 Security Systems 31/12/2015 Cheque 100326 445.26 15/01/2016 Withdrawal Commonwealth 18502.67 Bank 21/01/2016 Cheque 100310 Company 5067.56 Super Fund 21/01/2016 Cheque 100311 Australian 15756.00 Taxation Office 27/01/2016 Cheque 100327 Chubb 365.00 Security Systems 29/01/2016 Withdrawal Commonwealth Bank 18502.67 Closing Balance 605807.36 Financial 2 Training Manual Page 9
Monthly Bank Reconciliation, Continued Activity 2 Complete the next Bank Reconciliation from the following Bank Statement. XYZ Bank Statement Period Ending: 28 February 2016 Opening Balance 605807.36 Date Description Payment Deposit 21/01/2016 Cheque 100312 282.00 Independent Education Union 21/01/2016 Cheque 100313 Zurich 1489.00 Workcover 27/01/2016 Cheque 100328 City West 1104.36 Power 27/01/2016 Cheque 100329 Telstra 412.58 Corporation 31/01/2016 Withdrawal General Journal 50.00 31/01/2016 Withdrawal General Journal 85.00 31/01/2016 Withdrawal General Journal 150.00 01/02/2016 Cheque 100323 Fire 95.00 Authority 10/02/2016 Bank Deposit EFT Deposit 19670.70 15/02/2016 Bank Deposit 3500.00 17/02/2016 Bank Deposit 5200.30 21/02/2016 Cheque 100320 Australian 23766.00 Taxation Office 21/02/2016 Cheque 100321 Company 7601.34 Super Fund 24/02/2016 Bank Deposit EFT Deposit 19670.70 28/02/2016 Bank Deposit EFT Deposit 31463.60 28/02/2016 Withdrawal Commonwealth Bank 750.00 Closing Balance 649827.38 Financial 2 Training Manual Page 10
Bank Reconciliation Reports Introduction There are two main Bank Reconciliation reports that should be printed after each Bank Reconciliation. Reconciled Transactions Unreconciled Transactions Reconciled Transactions The report to print transactions that were cleared (or selected) as part of this bank reconciliation is the BANK STATEMENT report. Follow the steps in the table below to print the Bank Statement report. 1 This report can be accessed from the BANK RECONCILIATION form, Or from REPORTS BANKING BANK STATEMENT Result: The Bank Statement form opens. If opened from the Bank Reconciliation form, the Bank Reconciliation details are already entered. Financial 2 Training Manual Page 11
Bank Reconciliation Reports, Continued Reconciled Transactions (continued) 2 If necessary, select the required: Bank Account Bank Reconciliation 3 Click on PREVIEW to see and then print the report. Financial 2 Training Manual Page 12
Bank Reconciliation Reports, Continued Unreconciled Transactions The report to print transactions that were still UNRECONCILED for the bank reconciliation is the BANK RECONCILIATION report. Follow the steps in the table below to print the Bank Reconciliation report. 1 This report can be accessed from the BANK RECONCILIATION form, Or from REPORTS BANKING BANK RECONCILIATION Result: The Bank Reconciliation form opens. If opened from the Bank Reconciliation form, the Bank Reconciliation details are already entered. Financial 2 Training Manual Page 13
Bank Reconciliation Reports, Continued Unreconciled Transactions (continued) 2 If necessary, select the required: Bank Account Date Range Reconciled (IMPORTANT ensure NO is selected) Show Bank Deposit Slip - Ticked lists one line for each bank deposit slip. Unticked lists the individual receipts. Show Creditors EFT Payment Summary Ticked lists one line for each Creditor EFT Payment Summary. Unticked lists the individual creditor payments. 3 Click on PREVIEW to see and then print the report. Financial 2 Training Manual Page 14
Business Activity Statement Overview Introduction BUSINESS ACTIVITY STATEMENT generates your BAS for you to add in any PAYG details. From this you can print the details to transpose to your printed form or Electronic Commerce Interface to send to the Australian Tax Office. Make sure everything is posted before doing the BAS. Contents This chapter contains the following topics: Topic See Page Adding a New BAS 16 BAS Reports 19 Financial 2 Training Manual Page 15
Adding a New BAS Introduction The BAS automatically picks up data based upon the tax codes used. REMEMBER: The BAS is only ever as accurate as the data entered into SAS2000. by Follow the steps in the table below to enter a new BAS. 1 Select GENERAL LEDGER BUSINESS ACTIVITY STATEMENT Result: The BAS form opens in View mode. 2 Ensure you are in ADD mode. 3 Enter the BAS General Details of: Document ID Number ABN automatically entered Date From automatically entered Date To automatically entered Statement Due on automatically entered Payable Due on automatically entered Financial 2 Training Manual Page 16
Adding a New BAS, Continued by (continued) Activity: Check/enter the following details into the General Details tab of the BAS: Document Identification Number 12345678 From 1/2/2016 To 28/02/2016 This Statement is due on 21/03/2016 This Payable is due on 21/03/2016 4 Click on each of the tabs across the form to see the figures it is picking up from your GENERAL LEDGER. 5 Click on PAYG & FRINGE BENEFITS tab Note: If you normally enter your wages and tax into your BAS they are entered into W1 and W2. If you send your PAYG and Fringe Benefits information to the ATO on a separate Installment Activity Statement then you would not use the PAYG & Fringe Benefit tab on the Business Activity Statement form in SAS2000. Activity (Optional): Enter the following figures- Total of Salary Wages and other Payments 53639 Amounts Withheld From Salary Wages and Other 16048 Financial 2 Training Manual Page 17
Adding a New BAS, Continued by (continued) 6 When all details are complete click on SAVE. 7 Click on PREVIEW in the bottom left to preview the BAS. Activity: Save and Preview the BAS. Select the Debits and Credits tab. Take note of the amount displayed in cell 3. This school would normally receive a refund, which is shown as a negative amount. This is showing as $243, meaning we need to pay $243 to the ATO. This is the first indication that there may be an error in our BAS. Financial 2 Training Manual Page 18
BAS Reports Introduction There are 3 reports used for the BAS. These are located in: REPORTS GENERAL LEDGER BAS BUSINESS ACTIVITY STATEMENT DETAILS Lists all transactions that have been included on the selected BAS, this report can be grouped by Tax Type or Tax Group. REPORTS GENERAL LEDGER BAS BUSINESS ACTIVITY STATEMENT EXCLUSION DETAILS Lists all transactions that have not been included on the selected BAS, this report can be sorted by Transaction Date, Account ID or Tax Type. REPORTS GENERAL LEDGER BAS BUSINESS ACTIVITY STATEMENT RECONCILIATION This first section of the report is a summarized version of the Business Activity Statement Details report, grouped by tax type. The second section of the report shows the current General Ledger account balances for the GST Clearing Accounts as at the end date of the selected BAS. These two sections can then be compared to ensure that the Business Activity Statement details correctly match the transactions that have been processed through the General Ledger. The third section of the report displays the PAYG and FBT that have been entered on the BAS so they can be checked for accuracy and calculates the total tax receivable / payable. This is then used to calculate the difference between the figures calculated by the BAS for GST and the figures recorded for GST in the General Ledger Account codes for GST. The difference should just be a few cents rounding, depending on the volume of the receipts and expenditure but should be under $1.00, any more would need some investigation. The report has the facility to record the amount of tax you are expecting to receive back from ATO for previous month but have not received as yet. Activity There is an error on our BAS causing us to pay too much GST. Look at the Business Activity Statement Details report. Where is the error? Financial 2 Training Manual Page 19
General Journal Entries Overview Introduction The GENERAL JOURNAL form allows you to enter transactions that aren t specific to the Cheque book, Fees and Purchase transactions. You use the GENERAL JOURNAL to enter those types of transactions that are not readily categorised elsewhere in the program. Contents This chapter contains the following topics: Topic See Page Entering a General Journal 21 General Journal Template 24 Financial 2 Training Manual Page 20
Entering a General Journal Introduction General Journal transactions can be used to move money between General Ledger accounts, correct errors, and enter other transactions that are not specific to debtors and creditors. by Follow the steps in the table below to enter a General Journal Entry. 1 Select GENERAL LEDGER GENERAL JOURNAL Result: The General Journal form opens in Add mode. Payroll Reversing Reversing Date Tick this option if the journal relates to payroll Tick this option if the journal is to be reversed in the next period. This option is not a correction feature, but rather a tool to allow budgets to be adjusted for financial meetings until a correct figure is obtained. Enter the date for the journal to be reversed. Financial 2 Training Manual Page 21
Entering a General Journal, Continued by (continued) 2 Activity: Let s view some existing transactions. Change to VIEW mode. View previous transactions using Example: Payroll General Journal Entry buttons. Example: Interest and Bank Charges General Journal 3 Ensure you are in ADD mode to enter a new General Journal. Financial 2 Training Manual Page 22
Entering a General Journal, Continued by (continued) 4 Enter the General Journal details. Activity: Enter the following General Journal to correct the tax code contributing to the BAS. Note: Date the General Journal entry the same date as the error. It is essential the General Journal entry is dated within the BAS period. The General Journal totals must equal, with the Out of Balance amount being zero. 5 When all details are complete, click on SAVE. 6 POST the transaction Activity How would you correct a cheque that had been posted and reconciled, but had been allocated to the wrong G/L Account? Financial 2 Training Manual Page 23
General Journal Template Introduction A GENERAL JOURNAL TEMPLATE can be set up to process recurring transaction each month. These can be payroll journals, bank charges, FBT entries. Create the template Follow the steps in the table below to enter a General Journal Template. 1 Select GENERAL LEDGER GENERAL JOURNAL TEMPLATE Result: The General Journal Template form opens in ADD mode. 2 Enter the heading details. CODE Displays on the drop down list in the General Journal. Used to select the template. REFERENCE Used as the reference on the General Journals created from this template PAYROLL Tick this option if the journal relates to payroll. REVERSING Tick this option if the journal is a reversing journal. E.g. the journal is to be reversed in the next period. This option is a tool to allow budgets to be adjusted for financial meetings until a correct figure is obtained. 3 Enter the transaction lines for the journal. 4 SAVE. Financial 2 Training Manual Page 24
General Journal Template, Continued Use the template Follow the steps in the table below to use the template to create a General Journal. 1. 1Select GENERAL LEDGER GENERAL JOURNAL 2. Select ADD mode. 3. 2 Select the template from the TEMPLATE dropdown. 4. 3The General Journal is populated with the information from the template. 5. 4Check the details and make any adjustments. 6. 5 SAVE and POST the General Journal. Financial 2 Training Manual Page 25
BAS Refunds and Payments Overview Introduction Once a General Journal entry has been posted for the BAS period the BAS needs to be recalculated. The Payment or Refund for the BAS can then be processed. Contents This chapter contains the following topics: Topic See Page Recalculating a BAS 27 Submit the BAS to the ATO 30 Processing a BAS Payment 33 Processing a BAS Refund 35 Financial 2 Training Manual Page 26
Recalculating a BAS Introduction When a transaction has been entered and posted within the BAS period the BAS then needs to be recalculated. Note: A BAS can only be recalculated up until it has been lodged in SAS2000. If a transaction is entered for a BAS period that has been finalized in SAS2000 it will be allocated to the next available BAS. by Follow the steps in the table below to recalculate the BAS. 1 Select GENERAL LEDGER BUSINESS ACTIVITY STATEMENT 2 Ensure you are in VIEW mode. 3 Locate the February BAS using the navigation buttons. Note: Take note of the RECALCULATE button. 4 Change to EDIT mode. Result: The RECALCULATE button becomes active. Activity: Click on the DEBITS & CREDITS tab and take note of cell 3. Financial 2 Training Manual Page 27
Recalculating a BAS, Continued by (continued) 5 Click on the RECALCULATE button. Activity: What has happened to cell 3? 6 SAVE the BAS and PREVIEW the report. Financial 2 Training Manual Page 28
Recalculating a BAS, Continued by (continued) 7 Once you are certain that the information on the BAS is correct click on the LODGE Button. Result: This fixes the information on the BAS. Note: When you have checked and completed the BAS and you are sure it is correct you MUST LODGE the BAS in SAS2000 by clicking on the Lodge button on the BAS form. This stops the information on the BAS being changed, from that used to submit the BAS to the ATO. The BAS has to be lodged in order. E.g. January has to be lodged before February can be lodged. Once the BAS has been lodged it can only be unlodged until the next BAS is created. Unlodging the BAS may result in the figures recorded for the BAS being changed. If you have submitted the BAS details to the ATO and then unlodge the BAS any changes to the BAS details will need to be notified to the ATO. Financial 2 Training Manual Page 29
Submit the BAS to the ATO Introduction The BAS details can be submitted to the ATO by transferring the details from the BAS report to the BAS form supplied by the ATO and sending the form to the ATO. electronically via the ATO Business Portal. You need to register with the ATO to use their Business Portal. by Follow the steps below to lodge the BAS via the ATO Business Portal 1. Select GENERAL LEDGER BUSINESS ACTIVITY STATEMENT. 2. Locate the BAS you want to submit. 3. Ensure the BAS is ready to be submitted. The details have been checked and finalised and the BAS has been lodged in SAS2000. 4. Click the SUBMIT TO ATO button. Financial 2 Training Manual Page 30
Submit the BAS to the ATO, Continued by (continued) 5. Select the appropriate form in the BAS FORMS drop down list. The OBLIGATIONS for the selected form are set, these cannot be changed. 6. Select the location of the BAS.xslt file in THE SELECT BAS.XSLT FILE field. The BAS.XLST file is located in the folder where the SAS2000 program is installed. 7. Click SUBMIT. 8. The BAS details are displayed on screen. Check the details are as expected. Financial 2 Training Manual Page 31
Submit the BAS to the ATO, Continued by (continued) 9. Click CONTINUE IN PORTAL at the bottom of the display to transfer the details to the ATO Business Portal. 10. Enter the details required by the ATO Business Portal. Financial 2 Training Manual Page 32
Processing a BAS Payment Introduction When the BAS goes in to the ATO you will either be: 1. Sending a Cheque into the ATO to pay the PAYG and the BAS amounts. Go to WRITE CHEQUES 2. Receiving a refund from the ATO. Go to RECEIPTS. Refer to Processing a BAS Refund. This scenario looks at option 1 writing a cheque to the ATO. Note: When entering the information for the Payment to the ATO or the Refund from the ATO we use the figures including the cents for the GST Paid and GST Received accounts so that the clearing accounts are cleared out. The amounts can be seen in: REPORTS GENERAL LEDGER BAS BUSINESS ACTIVITY STATEMENT RECONCILIATION by Follow the steps in the table below to make a payment to the ATO. 1 Select GENERAL LEDGER WRITE CHEQUES Result: The Write Cheques form opens. 2 Ensure ADD is selected. Financial 2 Training Manual Page 33
Processing a BAS Payment, Continued by (continued) 3 Enter the cheque details. Activity: Entering the following cheque details Date of Cheque - 21/3/2016 Amount - $15,973.00 Creditor ID - ATO Pay to The Order of - Australian Taxation Office Memo - February BAS statement Cheque Details: Acc ID 8.9992 P.A.Y.G. Clearing 16048.00 Acc ID 8.8093 GST Received 81.03 Acc ID 8.8094 GST Paid -156.27 Acc ID 3.2400 General Office Expenses 0.24 4 SAVE the cheque. Financial 2 Training Manual Page 34
Processing a BAS Refund Introduction When the GST refund is received from the ATO this will be processed as a Sundry Receipt into SAS2000. Note: When entering the information for the Payment to the ATO or the Refund from the ATO we use the figures including the cents for the GST Paid and GST Received accounts so that the clearing accounts are cleared out. The amounts can be seen in: REPORTS GENERAL LEDGER BAS BUSINESS ACTIVITY STATEMENT RECONCILIATION by Follow the steps in the table below to process your GST refund from the ATO. 1 Select RECEIPTS RECEIPTS Result: The Receipts form opens. 2 Click on SUNDRY in the top left. 3 Ensure ADD is selected. 4 Enter the Receipt details. Activity: Enter the following details: Received From: ATO Receipt Amount: $75 Receipt Date: 21/03/2016 Comments: February BAS Refund Payment Method: Direct Deposit Account Name: Australia Taxation Office Bank Name: Reserve Bank Branch: Melbourne Financial 2 Training Manual Page 35
Processing a BAS Refund, Continued by (continued) Sundry Income tab: Note: All items have the Fee Category of OTHER. Acc ID 8.8093 GST Received -81.03 Acc ID 8.8094 GST Paid 156.27 Acc ID 3.2400 General Office Expenses -.24 5 SAVE the receipt. Financial 2 Training Manual Page 36
Budgets Overview Introduction You can enter a budget for any General Ledger Account in SAS2000. The budget value can be easily tracked and compared against the actual figure. Contents This chapter contains the following topics: Topic See Page Entering Budgets 38 Budget Reports 45 Financial 2 Training Manual Page 37
Entering Budgets Introduction Budget figures can be entered for any G/L Account. The Budgets Form The Budget can be viewed for the current year, last year or next year. The budget form displays the information for one G/L Account at a time, broken down into months. It shows: Column Last Year Actual Change This Year Actual Budget Variance Orders Available Forecast Description Last Year s Actual figures The Difference between last year and this year actual figures This Year s Actual figures The Budget for this year The Variance between actual and budget figures If an expense account, what has been ordered in Purchase Orders. The amount available after the Purchase Order amount. Enables you to forecast the effect of changes to the budget. The buttons on the BUDGETS form are: Button Description Changes the screen to show the variance between the actual and budget as a percentage rather than a dollar amount. Note: The button name will change to Show Difference when the variance is displayed as a percentage. Click on this button to enter an amount to distribute over 12 months. Copies the budget for the current year to create the budget for the Next Year. Useful if a lot of the budget figures do not vary from year to year. Having copied the budget you would then edit the few figures that have changed. Financial 2 Training Manual Page 38
Entering Budgets, Continued The Budgets Form (continued) Button Description Copies your existing budget into the forecast column. This can reduce data entry for the forecast as you just need to adjust the figures you are going to change. Copies your forecast figures to be your budget figures. This overwrites your existing budget with the forecast figures. The forecast amounts are reset to zero. Copies your forecast figures to become the budget figures for new year. Enables you to set up next year s budget based on the forecast figures you have entered for this year. The forecast amounts are reset to zero. Exports the budget to excel. The excel file lists one line per GL account per period. Opens the Budget in a grid format displaying all GL accounts and months. You can edit the budget on the grid. Or export the budget to excel as a grid, adjust the information and then import the adjusted budget. Financial 2 Training Manual Page 39
Entering Budgets, Continued Enhanced Edit The ENHANCED EDIT button opens the EDIT BUDGETS form. This form lets you to view or edit the budget and the forecast in a grid. The GL accounts are listed down the side and the months for the budget and the forecast across the top of the grid. You can click on a field and type the amount in or export the information to excel for editing. Once the budget or forecast changes have been made the adjusted excel spreadsheet can be imported. Items entered or imported are displayed with a green background until they are saved. The buttons on the EDIT BUDGETS form are: Button Refresh Save Changes Export Import Description Removes all changes made to the budget since the last save. Saves the changes entered or imported to the Budget. Exports the budget as a grid to excel. Imports the budget from a file. Financial 2 Training Manual Page 40
Entering Budgets, Continued by Follow the steps in the table below to enter budget figures on the BUDGETS form. 1 Select GENERAL LEDGER BUDGETS Result: The Budgets form opens. Note: Budgets can be entered or viewed for Last Year, Current Year, or Next Year. 2 Select the year for which you are entering budget figures. Activity: Select NEXT YEAR. Financial 2 Training Manual Page 41
Entering Budgets, Continued by (continued) 3 Select the G/L ACCOUNT for which you are entering budget figures. Activity: Select 3.2410.10 STATIONERY YEAR 0, 1 & 2. 4 Enter the budget amount into the BUDGET column. There are a number of ways of allocating the Budget to the account code. You can use just one method or a combination of the methods to enter the budget Enter the budget split over the months when you expect the income or expenditure to occur. Enter the budget for the full year in the first month of the year. This is done when activity on that account all tends to occur at the start of the year. Financial 2 Training Manual Page 42
Entering Budgets, Continued by (continued) Click on the CALCULATE MONTHLY BUDGETS Button. Enter the budget amount for the year Select ANNUAL BUDGET Click on OK. The budget amount is divided equally over the 12 months of the year. Note: The other 2 methods of calculating monthly budgets are: DOLLAR INCREASE increases the budget amount by that dollar figure every month. PERCENTAGE INCREASE increases the budget amount by that percentage every month. Activity: Use the Calculate Monthly Budgets button to allocate a yearly budget of $1200 across the 12 month period. 5 Select SAVE in the bottom left. 6 Follow steps 3-5 to enter further budget figures. 7 CLOSE the form when all budget figures have been entered. Activity Enter the following Budget figures: G/L Account 3.2410.20 Stationery Years 3 & 4 - $13,500 over a 12 month period. G/L Account 3.2410.40 Stationery Year 7 - $17,500 over a 12 month period. Financial 2 Training Manual Page 43
Entering Budgets, Continued By Follow the steps in the table below to enter budget figures on the EDIT BUDGETS grid. 1. Select GENERAL LEDGER BUDGETS 2. Click on the ENHANCED EDIT button. Result: The EDIT BUDGETS form opens. 3. Select the year for which you are entering budget figures. 4. Click on the GL Account and month that you want to enter the budget for. 5. Type in the budget figure. Result: The entered figure has a green background when you move to another field. This indicates the change has still to be saved. 6. Click SAVE CHANGES. Financial 2 Training Manual Page 44
Budget and Forecast Reports Budget Reports Budget information is used on several financial reports to enable you to get a picture of how the school finances are going compared to expectations. There are several reports, which detail budget figures. Useful reports are: REPORTS GENERAL LEDGER FINANCIAL PROFIT AND LOSS DETAILED This report lists the Income, Expense, Other Income and Other Expense G/L Accounts and calculates the Net Profit or Loss. The budget can be displayed on the report as Period, Year to Date or Annual and the variance to the Budget can be displayed as a percentage or an amount. REPORTS GENERAL LEDGER FINANCIAL INCOME AND EXPENDITURE REPORT This report lists the Income, Expense, Other Income and Other Expense G/L Accounts and calculates the Net Surplus or Deficit. Two date ranges can be set for this report, allowing comparison of different date ranges. The Period Budget for each date range can be selected to display with the variance. REPORTS GENERAL LEDGER GL ACCOUNTS GL BY ACCOUNT This report will give all transactions for one or several account ID s, but will also provide a budget summary at the bottom of the report. Very useful for printing a specific teacher s budget. REPORTS GENERAL LEDGER BUDGETS BUDGET OVERVIEW This report provides the budget figure for selected G/L Accounts for each month. REPORTS GENERAL LEDGER BUDGETS BUDGET COMPARISON This report displays the Forecast, Budget and Actual figures for each G/L Account for each Month. REPORTS GENERAL LEDGER BUDGETS BUDGETED CASH PROJECTION This report lists the G/L Accounts and the Actual and Budget figures and the Variance to Budget for the selected date range. Financial 2 Training Manual Page 45
Budget and Forecast Reports, Continued Forecast Reports The Forecast figures are displayed on the following reports: REPORTS GENERAL LEDGER BUDGETS BUDGET COMPARISON This report displays the Forecast, Budget and Actual figures for each G/L Account for each Month. REPORTS GENERAL LEDGER FINANCIAL INCOME AND EXPENDITURE STATEMENT REPORT This report lists the Income, Expense, Other Income and Other Expense G/L Accounts and calculates the Net Surplus or Deficit. The report can be set to display either the Budget figures or the Forecast figures. This enables the budget or the forecast to be compared to the actual figures for each account. The Period Budget or Forecast for the selected date range displays with the variance to actual, the annual budget or forecast and last year s actual. Financial 2 Training Manual Page 46
Chart of Accounts Overview Introduction In the CHART OF ACCOUNTS you can view all of the G/L Accounts that have been setup and their related balances. The G/L ACCOUNT code, DESCRIPTION, HEADER TYPE, and the BALANCE for each G/L Account are displayed. Note: The Balance column can be toggled between displaying and not displaying the balance amounts by clicking on the column heading. Across the top of the window are Account Type buttons. The G/L Accounts are grouped and displayed by their account type (Asset, Equity, Income, etc.). When you click on an account type button the G/L ACCOUNTS that belong to the selected account type are displayed. New CHART OF ACCOUNTS codes can be added as required. This allows for new school activities or additional detail in the chart. Contents This chapter contains the following topics: Topic See Page Editing Chart of Account Codes 48 New Chart of Account Codes 51 Financial 2 Training Manual Page 47
Editing Chart of Account Codes Introduction There are times when it may be necessary to edit a G/L Account. This may be to change the description or to change a setting. by Follow the steps in the table below edit a G/L Account. 1 Select GENERAL LEDGER CHART OF ACCOUNTS Result: The Chart of Accounts form opens. 2 The different account type buttons are listed across the top of the form. Click on an ACCOUNT TYPE button to view the G/L Accounts for that type. Activity: Click on the EXPENSE button. Financial 2 Training Manual Page 48
Editing Chart of Account Codes, Continued by (continued) 3 Click on the yellow folder button to the left of the G/L Account Result: The CHART OF ACCOUNTS EDIT form opens. 4 Make the required change/s. Activity: Change the G/L ACCOUNT to be 3.2410.11 and the DESCRIPTION to be Stationery years 1 & 2. 5 When all changes are complete, click on the SAVE button in the bottom left. Financial 2 Training Manual Page 49
Editing Chart of Account Codes, Continued by (continued) 6 Click on CLOSE in the bottom right corner. Result: The CHART OF ACCOUNTS EDIT form is closed and the updated G/L Account is displayed. Financial 2 Training Manual Page 50
New Chart of Account Codes Introduction by New G/L Accounts can be added to the Chart of Accounts (COA) to record new items or to give a more detailed breakdown for financial activities. Follow the steps in the table below to create a new G/L Account. 1 Click on the ADD button in the bottom left of the form. Result: The CHART OF ACCOUNTS WIZARD is displayed. 2 Click on NEXT. 3 Select the ACCOUNT type to be created. Activity: Select GENERAL ACCOUNT. Financial 2 Training Manual Page 51
New Chart of Account Codes, Continued by (continued) 4 Click on NEXT. 5 Select the account type to be created. Activity: Select EXPENSE. 6 Click on CREATE. Result: The Chart of Accounts Edit form opens for the details to be completed. Financial 2 Training Manual Page 52
New Chart of Account Codes, Continued by (continued) 7 Complete the following details: Field Account Type Active Header Type G/L Account Level Asset A/C Description Narrative Default Tax Code Description Determines the type of G/L Account that is being created. (Asset, Expense, Income etc.) Will be set to the Account Type you selected at step 5. Determines if the G/L Account is available for use. Ticked the G/L Account is active and will be available for selection when processing transactions. Unticked the G/L Account will be inactive and will not be available for selection. Select from: Header Header + Total Detail The unique code number to be assigned to the G/L Account. In the Chart of Accounts the G/L Accounts are listed sequentially by their G/L Account code in their account types. The Level of the G/L Account. The level determines how the G/L Account will be subtotaled in the Profit and Loss, Income and Expense or Balance Sheet Reports. G/L Accounts with a level 3 can be subtotaled by a header and total account above them, sequentially in the COA, that is a level 2 or 1. This is useful if you want to get a total for a range of accounts but it requires the G/L Accounts to be grouped together on the COA. E.g. A total for the stationary accounts. Only use this field if the G/L Account is to be used for the disposal or acquisition of assets. The Description for the G/L Account. Records a statement which clarifies when the account is used. Select the tax code that will be used most of the time with this G/L Account. Financial 2 Training Manual Page 53
New Chart of Account Codes, Continued by (continued) Lock Sub-Ledger Report Groups If LOCK is selected users cannot change the default TAX CODE at transaction level (receipts, creditors, invoices etc.) for this G/L Account. Indicates if the account is used with one of the sub-ledger options. Report Groups are used to combine accounts from different parts of the COA. The first Report Group field can be used to combine codes together to create specific financial reports. This is useful when the items for the report come from different sections of the COA or are not grouped together on the COA. E.g. An excursions report that shows both the income and the expense items. The Report Group can be used as a filter on the Profit & Loss, Income and Expense, Trial Balance and Balance Sheet reports. The 6 Report Group options can be used to restrict the GL account access logins have in Purchase Orders. To setup reporting groups that will be useful to your school either: Click on the field with the right mouse button, select EDIT ITEMS from the shortcut menu. Or Selecting MAINTENANCE USER CODES, the GENERAL LEDGER folder and REPORT GROUP. Add the report groups to the list. Note: You can choose to make this field multi-select so that a G/L Account can be included in several report groups by changing the PROPERTIES of the field. Refer to Editing Dropdown lists in the Family and Student training manual, or User Codes in the Maintenance Menu section of the online documentation. Financial 2 Training Manual Page 54
New Chart of Account Codes, Continued by (continued) DEEWR Reporting Code AFS Code or Systemic Reporting Group Activity: Used to record the DEEWR reporting code that applied to the account. This field name will depend on how your database is setup. A G/L Account will be linked to one AFS Code or Systemic Reporting Group. This field is used for reporting purposes; it enables you to combine multiple items in the COA to be reported as the one AFS Code or Systemic Group. A report giving the totals for the AFS Code or Systemic group is available in REPORTS GENERAL LEDGER FINANCIAL menu. The report will be called either: AFS CODE BALANCE, or, SYSTEMIC REPORTING CODE BALANCE depending on the field name. Note: This field should not be set to be multi-select. A G/L Account should only be linked to one AFS Code or Systemic Reporting Group. Field Description G/L Account 3.2410.10 Header Type Detail Level 3 Asset A/C Leave blank Description Stationery year 0 Default Tax Code NCG Lock Leave deselected Report Group Leave blank AFS Code 2410 8 When all details are complete, click on SAVE and CLOSE. Result: The new G/L Account has been created. Activity: Add a new Bank Account for a Payroll Account (Savings Account) with the G/L Account Code 7.2000. Financial 2 Training Manual Page 55
Asset Register Overview Introduction The Asset Register records the details of all the assets owned by the school. Contents This chapter contains the following topics: Topic See Page Chart of Accounts and the Asset Register 57 Adding Assets 61 Viewing and Editing Assets 63 Asset Register Reports 66 Financial 2 Training Manual Page 56
Chart of Accounts and the Asset Register Introduction Chart of Account codes can be set in SAS2000 as being for the Acquisition or the Disposal of Assets. If you are not set to MANDATORY RECORDING OF ASSETS: When an Acquisition code is used on a Write Cheque, Creditor Bill or Make Withdrawal the Asset Register form pops up for entry of asset details. When a Disposal code is used on a receipt an Asset Disposal form pops up for the disposal details to be entered. If you are set to MANDATORY RECORDING OF ASSETS: When an Acquisition code is used on a Write Cheque, Creditor Bill or Make Withdrawal an Asset field displays for the asset number to be entered. The transaction cannot be posted until the asset number is allocated to the transaction. On Write Cheques and Make Withdrawals the Asset field is located beside the description. On Creditor Bills the Asset Field is located at the end of the transaction line. When a Disposal code is used on a receipt an Asset fields displays for the asset number to be entered. The transaction cannot be posted until the asset number is allocated to the transaction. Financial 2 Training Manual Page 57
Chart of Accounts and the Asset Register, Continued by Follow the steps in the table below to flag Chart of Account codes for use with Assets. 1 Select GENERAL LEDGER CHART OF ACCOUNTS OTHER EXPENSE Result: The list of other expense codes is displayed. Financial 2 Training Manual Page 58
Chart of Accounts and the Asset Register, Continued by (continued) 2 Open the required COA code to edit for the ACQUISITION OF ASSETS. Activity: Click on the yellow folder next to 5.5210 Furniture & equipment. Result: The Chart of Accounts Edit form opens. 3 Change Asset A/C to ACQUISITION This means that whenever this G/L Account is used, you need to enter details of the acquisition in the Asset Register. 4 Select SAVE and CLOSE. Financial 2 Training Manual Page 59
Chart of Accounts and the Asset Register, Continued by (continued) 5 Click on OTHER INCOME. 6 Open the required COA code to edit for the DISPOSAL OF ASSETS. Activity: Click on the yellow folder next to 4.0960 Gross Receipts from Sale of Fixed Assets. Result: The Chart of Accounts Edit form opens. 7 Change Asset A/C to DISPOSAL Whenever an asset is sold and this code is used, details of the asset(s) being sold need to be entered. 8 Select SAVE and CLOSE. Financial 2 Training Manual Page 60
Adding Assets Introduction The Asset Register records the details of the assets at the school. Assets can be entered into the asset register: By opening the Asset Register form and entering the details for the assets. When not using the MANDATORY RECORDING OF ASSETS option; the Asset Register form can be set to automatically open when entering the Write Cheque, Make Withdrawal or Creditor Invoice for the asset purchase. by Follow the steps in the table below to add an asset to the Asset Register. 1. Select GENERAL LEDGER ASSET REGISTER. Result: The ASSET REGISTER form opens. 2. Select ADD. Result: The ASSET REGISTER form changes to Add mode. 3. Enter the details for the asset. 4. Select SAVE. Result: The asset is saved. 5. Repeat steps 2 to 4 for each asset that is being entered. 6. Select EXIT. Result: The ASSET REGISTER form closes. Financial 2 Training Manual Page 61
Adding Assets, Continued Activity Enter the following asset. Status In Service Description Photocopier Make Xerox Model BF1425S Serial Number T5269845 Barcode 002500 Category Furniture & Fittings Location Office Responsibility Principal Insurer Thornton Insurance Company Policy Number SIC008541256 Renewal Date 31/03/YYYY Replacement Value 1700 Date Purchased 15/2/YYYY Purchase order number D567 Purchased From Xerox Photocopiers limited Warrantee Details 3 years Quantity 1 Unit Cost 1700 Purchase Value 1700 Market Value 1700 Financial 2 Training Manual Page 62
Viewing and Editing Assets Introduction The details for the assets can be viewed in the Asset Register. The asset records can be edited to update the asset information and to add additional information to the record. Viewing Assets Follow the steps in the table below to view assets in the Asset Register. 1. Log into SAS2000. 2. Click on the GENERAL LEDGER menu. Result: The GENERAL LEDGER menu will drop down. 3. Select ASSET REGISTER. Result: The ASSET REGISTER form opens. Financial 2 Training Manual Page 63
Viewing and Editing Assets, Continued Viewing Assets (continued) 4. Select VIEW mode 5. Enter selection criteria that identify the asset and click on FIND. Example: Enter the assets code into the Code field. Result: Assets matching the criteria are selected. 6. Where more than one Asset has been selected use either the Option Description Navigation buttons to scroll through the records and select the asset you are interested in. to view the assets as a list. Table View button Double click on the asset you are interested in to return to form view and display all the details for the asset. Editing Assets Follow the steps in the table below to edit assets in the Asset Register. 1. Select the Asset as per the instructions for Viewing Assets. Result: The asset is displayed on screen. Financial 2 Training Manual Page 64
Viewing and Editing Assets, Continued Editing Assets (continued) 2. Click on EDIT. Result: The form changes to EDIT mode. 3. Update the details for the asset. 4. Select SAVE. Result: The changes to the asset are saved. 5. Repeat steps 1 to 4 for each asset that is to be edited. 6. Select EXIT. Result: The ASSET REGISTER form closes. Financial 2 Training Manual Page 65
Asset Register Reports Asset Register Report The ASSET REGISTER report provides a list of all assets that are recorded in the Asset Register. The report can be grouped, set to report on all or selected groups and sorted. by Follow the steps in the table below to produce the Asset Register report. 1. Select REPORTS ASSETS ASSET REGISTER. Result: The ASSET REGISTER form opens. 2. Select the: Date Criteria: Select the report year Only assets purchased this year: Tick to only included assets purchased in the selected year. Include Disposed Assets: Tick to include disposed assets. Status: In Service, Inactive, Sold or All. Group By: Status, Category, Location, Responsibility, Insurer, Purchased From, Purchase Date, Responsible Staff or Asset Code. From and To for the group, leave blank for all. Sort Order: Code, Status, Location, Responsibility, Insurer, Purchased From, Purchased Date or Responsible Staff. 3. Click on PREVIEW. Result: The report opens in Print Preview. 4. PRINT the report and EXIT the form. Financial 2 Training Manual Page 66
Asset Register Reports, Continued Asset Schedule Report The ASSET SCHEDULE report shows the assets that are still owned by the school. The report can be run by purchase date range, grouped, set to report on all or selected groups and sorted. by Follow the steps in the table below to produce the Asset Schedule report. 1. Select REPORTS ASSETS ASSET SCHEDULE. Result: The ASSET SCHEDULE form opens. 2. Select the: Purchase date From. Purchase Date To. Group By: Status, Category, Location, Responsibility, Insurer, Purchased From or Asset Code. From and To for the group, leave blank for all. Sort Order: Codes, Status, Location, Responsibility, Insurer, Purchased From or Purchased Date. 3. Click on PREVIEW. Result: The report opens in Print Preview. 4. PRINT the report and EXIT the form. Financial 2 Training Manual Page 67
Asset Register Reports, Continued Asset Disposal Report The ASSET DISPOSAL report lists all the assets that have been sold by the school. The report can be run for a purchase date range, grouped, set to report on all or selected groups and sorted. by Follow the steps in the table below to produce the Asset Disposal report. 1. Select REPORTS ASSETS ASSET DISPOSAL. Result: The ASSET DISPOSAL form opens. 2. Select the: Disposal Date From. Disposal Date To. Group By: Status, Category, Location, Responsibility, Insurer or Purchased From. From and To for the group, leave blank for all. Sort Order: Code, Status, Location, Responsibility, Insurer, Purchased From or Purchased Date. 3. Click on PREVIEW. Result: The report opens in Print Preview. 4. PRINT the report and EXIT the form. Financial 2 Training Manual Page 68
Asset Register Reports, Continued Asset User Fields Report The Asset User Fields report lets you print out the details that you have entered into the Fields tab of the asset record. The Field Tab records all the customised fields your school has set up. by Follow the steps in the table below to produce the Asset User Fields report. 1. Select REPORTS ASSETS ASSET USER FIELDS. Result: The ASSET USER FIELDS form open. 2. Select the: Group By: Status, Category, Location, Responsibility, Insurer, Purchased From or Purchase Date. From and To for the group, leave blank for all. Sort Order: Code or Description. User Fields to be reported. 3. Click on PREVIEW. Result: The report opens in Print Preview. 4. PRINT the report and EXIT the form. Financial 2 Training Manual Page 69
Asset Register Reports, Continued Stocktake Report The STOCKTAKE report provides a list of the assets that are owned by the school. The report includes the quantity counted and date counted information. The report can be grouped, set to report on all or selected groups and sorted. by Follow the steps in the table below to produce the Stocktake report. 1. Select REPORTS ASSETS STOCKTAKE REPORT. Result: The STOCKTAKE REPORT form opens. 2. Select the: Group By: Status, Category, Location, Responsibility, Insurer, Purchased From or Responsible Staff. From and To for the group, leave blank for all. Sort Order: Code, Status, Location, Responsibility, Insurer, Purchased From, Purchased Date or Responsible Staff. 3. Click on PREVIEW. Result: The report opens in Print Preview. 4. PRINT the report and EXIT the form. Financial 2 Training Manual Page 70
Asset Register Reports, Continued Stocktake Form The STOCKTAKE FORM provides a list of the assets with a counted and a notes section per asset. It provides the details of the assets to be checked and enables the person conducting the stocktake to record any changes to the assets location, number, condition etc. during the stocktake. by Follow the steps in the table below to produce the Stocktake form. 1. Select REPORTS ASSETS STOCLTAKE FORM. Result: The CONDUCT STOCKTAKE FORM opens. 2. Select the: Date Criteria: Purchase date range, leave blank for all. Group By: Status, Category, Location, Responsibility, Insurer, Purchased From or Responsible Staff. From and To for the group, leave blank for all. Sort Order: Code, Status, Location, Responsibility, Insurer, Purchased From, Purchased Date or Responsible Staff. 3. Click on PREVIEW. Result: The report opens in Print Preview. 4. PRINT the report and EXIT the form. Financial 2 Training Manual Page 71
Appendix Contents This chapter contains the following topic: Topic See Page Recurring Transactions 73 Payments 76 Software Support 88 Financial 2 Training Manual Page 72
Recurring Transactions Introduction RECURRING TRANSACTIONS allows you to enter and save common transactions such as general journals for later use. Using recurring transactions can save time in repetitive data entry tasks. Setup Follow the steps in the table below to setup a transaction to recur. 1. Select GENERAL LEDGER RECURRING TRANSACTIONS 2. Select ADD from the bottom of the form. 3. Select the TRANSACTION TYPE. 4. Select the transaction to use as the template for the recurrence. 5. Enter the recurrence details. 6. SAVE the Recurring Transaction Financial 2 Training Manual Page 73
Recurring Transactions, Continued Activity Set up a recurring transaction for the Monthly Interest payments on a Loan. TRANSACTION TYPE Make Withdrawal REFERENCE Loan Interest Payment TRANSACTION NUMBER WC000211 FREQUENCY Monthly LAST PROCESS 28/4/2016 NEXT PROCESS 28/5/2016 Process Follow the steps in the table below to process a recurring transaction. 1. Select GENERAL LEDGER RECURRING TRANSACTIONS 2. Select the TRANSACTION TYPE from the drop down list. 3. Check the PROCESS field for each transaction you wish to process i.e. Make Withdrawal for Loan Payment. Notes: The SUPPLIER NAME drop down is used to filter the list to only display the recurring transactions for the selected supplier. This can make it quicker and easier to locate a recurring transaction. You can click the SELECT DUE button to automatically enter a check mark in the PROCESS field of every transaction that is Due. The CLEAR ALL button will automatically remove all check marks in the PROCESS field. Financial 2 Training Manual Page 74
Recurring Transactions, Continued Process (continued) 4. Click on PROCESS An unposted transaction will be created. 5. Open the transaction form and find the transaction that the recurrence processing has created. Note: In the transaction form. Click on the last button to go to the last record entered. 6. Make any adjustments to the transaction, as required 7. POST the transactions. Activity Process the RECURRING TRANSACTION for the loan payment. POST the new Make Withdrawal Transaction. Financial 2 Training Manual Page 75
Payments Overview Introduction There are 2 ways that money can leave your bank account. 1. On a cheque (WRITE CHEQUES or CREDITOR PAYMENTS) 2. As a Direct Debit (MAKE WITHDRAWAL or CREDITOR PAYMENTS) You can enter your suppliers into CREDITORS to enable you to select them when making payments instead of entering their information each time a payment is made. In this section we look at WRITE CHEQUES and MAKE WITHDRAWAL. The CREDITOR PAYMENTS function is covered in the Creditors training course. Contents This chapter contains the following topics: Topic See Page Creditors List 77 Write Cheques 81 Cheque Defaults 84 Make Withdrawals 86 Financial 2 Training Manual Page 76
Creditors List Introduction The CREDITORS form is used to store all the detailed information about the suppliers of your goods and services including address, phone, contact and other useful information. You can be as detailed as you feel necessary since most of the fields are not required to be filled in. Once a CREDITOR has been entered into SAS2000, their name and address is then available to print onto cheques. Searching for a Creditor Follow the step in the table below to search for a Creditor. 1 Select CREDITORS CREDITORS. Result: The Creditors form opens. 2 Ensure you are in VIEW mode. Financial 2 Training Manual Page 77
Creditors List, Continued Searching for a Creditor (continued) 3 Click on the CREDITOR ID drop down list. 4 Locate and click on the required Creditor. Activity: Select Chubb Security Systems. Result: The selected Creditor is displayed in the form. 5 Click on the CLEAR button on the left side of the form. Result: The form clears, ready for the next search. 6 Click on the binoculars button on the toolbar. Result: The Creditor Lookup form opens. Financial 2 Training Manual Page 78
Creditors List, Continued Searching for a Creditor (continued) 7 Click on the alphabetical tabs to view Companies that begin with that letter. 8 Double click on the required Creditor Or Click once to select the Creditor and click on the SELECT button. Result: The selected record is shown in the form. Adding a Creditor Follow the steps in the table below to add a new Creditor. 1 Select CREDITORS CREDITORS. Result: The Creditors form opens. 2 Click in ADD to enter a new Creditor. 3 Enter the required Creditor details. Financial 2 Training Manual Page 79
Creditors List, Continued Adding a Creditor (continued) Activity: Enter the following details. Field Data Creditor ID SUS Company Name School Uniform Supplies Contact Name James Lee Phone 9556 7666 Address 12 Clarendon Street South Melbourne 3205 Default Expense 3.2489 Other uniform shop payments Account 4 When all details are complete, click on SAVE on the left side of the form. 5 EXIT the Creditors form. Financial 2 Training Manual Page 80
Write Cheques Introduction In WRITE CHEQUES you can issue a Cheque from one of your bank accounts. This form is setup to resemble an actual Cheque and is easy to fill out. by Follow the steps in the table below to write a cheque. 1 Select GENERAL LEDGER WRITE CHEQUES. Result: The Write Cheques form opens. 2 Ensure you are in ADD mode. 3 Enter or check the following details: Field Bank Account Date: Cheque No: Amount: Creditor ID: Description Ensure the correct bank account is selected. Ensure the cheque date is correct. Ensure the cheque number matches the written/printed cheque. Note: If you have multiple people adding WRITE CHEQUES at the same time, both will see the same number, but on saving one will get that number and the other will get the number after that. Enter the amount of the cheque. If the Payee is an existing Creditor, select from this list. Financial 2 Training Manual Page 81
Write Cheques, Continued by (continued) Pay To The Order Of: Address box Memo If a Creditor ID is selected this field is filled in automatically. Enter the Payee name in here if they are NOT an existing Creditor. If a Creditor ID is selected the address is filled in automatically from their creditor record. Click on the Address button to enter the creditor s address if they are NOT an existing creditor. Enter invoice number and description. 4 Use your tab key on the keyboard to move from the MEMO field to the G/L ACCOUNT field. Enter the required G/L ACCOUNT code. Note: If you have selected the Creditor from the CREDITOR ID drop down list, and they have a DEFAULT EXPENSE ACCOUNT allocated in the Creditor record, the G/L Account field will automatically be filled with that expense code. Activity: Enter the following cheque details: Field Data Date: Today Cheque No: Accept the current numbering Amount: $323 Creditor ID: SUS School Uniform Supplies Payee: Entered from Creditor ID Memo: Invoice 568 Winter Jumpers Use your tab key on the keyboard to move from the MEMO field to the G/L ACCOUNT field. This will default to the required G/L Account. Tab through the fields so the amount is filled in. 5 When all details are complete, click on SAVE on the left side. Financial 2 Training Manual Page 82
Write Cheques, Continued Activity Enter the following cheques: Cheque for $679 to Brighton Sports Equipment for payment of Invoice 8333 for playground equipment. Cheque to a one off supplier (Jim s Mowing) for $120 for invoice 9365 as the usual grounds keeper is away. Question: Do we have to enter Jim s Mowing as a Creditor? What G/L Account would be used? Printing Cheques When a cheque is entered into the system it can either be handwritten or it can be printed onto special school cheques. Note: The defaults for cheque setup and printing are found in MAINTENANCE SETUP PRINTING (1) tab CHEQUES tab. Further information can be found on the next page. Follow the steps in the table below to print cheques. 1 Select REPORTS CHEQUE REPORTS PRINT CHEQUES Result: The Print Cheques form opens. 2 Select the appropriate CHEQUE STYLE to suit your cheque type. 3 Select the required CHEQUE NUMBERS to be printed. 4 Click on PREVIEW and print the cheques. Financial 2 Training Manual Page 83
Cheque Defaults Introduction There are default cheque settings that can be changed to suit your needs. Location Select MAINTENANCE SETUP PRINTING (1) CHEQUES Result: The Cheque Default Settings are displayed. Settings Field Cheque layout Cheque X & Y Dimensions Lock Cheque Layout Warn On Cheque Printing Description Select the cheque layout you want to use from the drop down list. The Cheque X & Y co ordinates are populated with the default values for the selected cheque layout. The X and Y coordinates may be adjusted if your cheque varies slightly from the default settings to get the items better positioned on the cheque. If selected, this will lock the cheque layout so that it cannot be changed while printing. This will stop the incorrect cheque layout being selected by mistake. If selected, this will display a message to notify you to place the cheques in the printer, and when printing is finished another message is displayed to notify you to take the cheques out of the printer. Financial 2 Training Manual Page 84
Cheque Defaults, Continued Settings (continued) Field Show Accounts Phone Number on Remittance Remittance Section Description Tick to print your account number with the creditor on the remittance. This setting applies to the EFT remittance advice for Creditor payments. This section only displays when the Custom Bottom (Generic) cheque layout is selected. This cheque layout provides for adjustments to the position of items on the remittance section of the cheque. The X & Y coordinates can be adjusted for the; Payee and Address Cheque Number Cheque Date Cheque Total DETAIL STYLE Select from the drop down list. This determines the columns that print on the remittance section. DETAIL SECTION Set the number of lines to print and the y coordinate for this section. SHOW CODE ABOVE PAYEE NAME Tick to print the creditor s code above the company name on the remittance. Show Actual Cheque Number Tick to print the cheque number on the remittance advice Sum of (Numeric) This X & Y co-ordinate only displays on the Custom Bottom (Generic) cheque layout. Either the SUM OF or the SUM OF (NUMERIC) coordinates are set. SUM OF prints the amount as a description e.g. Four hundred and twenty dollars and twenty five cents. SUM OF (NUMERIC) prints the amount as number text into preset columns on the cheque that indicate Hundreds of Thousands, Tens of Thousands, Thousands, Hundreds, Tens, Units and Cents, e.g. Financial 2 Training Manual Page 85
Make Withdrawals Introduction MAKE WITHDRAWALS is very similar to the WRITE CHEQUES form with the exception being that it does not have a cheque number field. MAKE WITHDRAWALS can be used for any payment coming out of the bank account that is NOT on a cheque, such as bank fees, lease or loan payments and any direct debits. by Follow the steps in the table below to process a make withdrawal. 1 Select GENERAL LEDGER MAKE WITHDRAWALS. Result: The Make Withdrawals form opens. 2 Ensure you are in ADD mode. 3 Enter or check the following details: Field Bank Account Date: Amount: Creditor ID: Pay To The Order Of: Memo Description Ensure the correct bank account is selected. Ensure the withdrawal date is correct. Enter the amount of the withdrawal. If the Payee is an existing Creditor, select from this list. If a Creditor ID is selected this field is filled in automatically. Enter the Payee name in here if they are NOT an existing Creditor. Enter a description and reason for the payment. Financial 2 Training Manual Page 86
Make Withdrawals, Continued by (continued) 4 Use your tab key on the keyboard to move from the MEMO field to the G/L ACCOUNT field. Enter the required G/L ACCOUNT code. Note: If you have selected the Creditor from the CREDITOR ID drop down list, and they have a DEFAULT EXPENSE ACCOUNT allocated in the Creditor record, the G/L Account field will automatically be filled with that expense code. Activity: Enter the following MAKE WITHDRAWAL details: Field Data Date: Today Amount: $550 Creditor ID: COMMON Commonwealth Bank Payee: Entered from Creditor ID Memo: Principal s Car Lease Use your tab key on the keyboard to move from the MEMO field to the G/L ACCOUNT field. Enter G/L Account 3.2110 Motor vehicle expenses. Tab through the fields so the amount is filled in. 5 When all details are complete, click on SAVE on the left side. Financial 2 Training Manual Page 87
Software Support Overview Introduction Software support queries can be logged via our website, emailed to us or you can call our support centre. Contents This chapter contains the following topics: Topic See Page How to Contact Support 89 Screen Capture 90 Online Documentation 91 Financial 2 Training Manual Page 88
How to Contact Support Web Support requests can be made online using our internet based logging system. Your request will be recorded in real time and our product specialists will be notified immediately. You will receive a confirmation email which will include a reference number. The web logging system is available at: https://support.schooledge.com.au/ Email Software support requests can be emailed to: support.schooledge@tribalgroup.com Telephone Support Phone the support centre on: 1300 301 931 (calls from Australia) or +61 3 9690 5044 There will be times when your phone call will go through to voice mail. Leave a message with your name, the school name, your contact number and the name of the product you require support with and a product specialist will call you back. Financial 2 Training Manual Page 89
Screen Capture Introduction There may be times when you want to print a screen from SAS2000. This may be to: File as a student record Email to Customer Support Attach to a support request logged online Follow the steps in the table below to do a screen capture. 1 Open the form that you want to print so you can see it on the screen. 2 Press the PRTSCN key on the keyboard (to the right of F12). This copies the screen to the clipboard so you can then paste it into Word. 3 Open Microsoft Word Click on the Edit menu and Paste OR Press the CTRL and V keys together on the keyboard. 4 The screen is now pasted in Microsoft Word and can be printed or emailed. Financial 2 Training Manual Page 90
Online Documentation Introduction Information on using SAS2000 is available online from our web site. You can access the online documentation from a link in SAS2000. Access from SAS2000 To access the online documentation from SAS2000: 1. Open SAS2000 2. Select the SUPPORT menu 3. Select ONLINE DOCUMENTATION. You are taken directly into the online documentation website. Financial 2 Training Manual Page 91