Chapter 23 Sample Transactions
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CTAS User Manual 23-1 Sample Transactions: Introduction The often receives questions from CTAS users. Information on contacting the office can be found by going to the Office's website at www.auditor.state.mn.us, finding the Contact Us tab at the top of the page, and clicking on Contact OSA Staff. CTAS contact information can be found under the Government Information Division heading. We've received repeat questions on a small number of CTAS transactions, so we've set aside this section to give instructions and show sample versions of these transactions. The transactions featured in this chapter are: Entering the interest earned on an investment; Entering the withdrawal from an investment; Recording a transfer of funds; and Deleting an employee from a payroll period. More user questions are answered in the next chapter of this manual, CTAS Tips and Tricks (Chapter 24).
CTAS User Manual 23-2 Sample Transactions: Entering the Interest Earned on an Investment This section shows how to enter the interest earned on an investment into CTAS. You will find instructions on entering the interest earned and illustrations from a sample entity's transactions records. There are two entries required to record the interest earned. The first entry is to record the interest into the Receipts section of the Accounting module of CTAS. To access the Receipts section, click on the Receipts icon. To begin entering Receipts, click on the Add button on the bottom of the Receipts screen. After the Add option is selected, a New Receipt screen will appear, allowing you to enter the information from your Receipt. An example of the New Receipt screen is shown on the next page.
CTAS User Manual 23-3 Sample Transactions: Entering the Interest Earned on an Investment (continued) For our sample entity, the March 31 st bank statement shows that $45.32 was earned on CD# 154685. This is how the new receipt screen looks with that information filled in: To fill in the New Receipt screen to enter interest earned, complete the following steps: Enter the receipt number in the Receipt Number field. Enter the date of the receipt in the Receipt Date field. Enter the deposit date in the Deposit Date/ID field. Enter the name of the bank in the Received From field. Type a brief explanation of why the money was received in the Description field. In the Summary section on the right of the screen, enter the interest earned in the Total field. In the Account Distribution section, enter the Fund Number to indicate which fund will receive the money. Enter the account number for interest earned in the Account Number field. This receipt is allocated to only one fund and account. Enter a Program Code if desired. Enter the amount in the Amount field. Click the Save and Exit button to complete the transaction.
CTAS User Manual 23-4 Sample Transactions: Entering the Interest Earned on an Investment (continued) The second entry required to record the interest earned is to enter the interest on the investment. To access the Investments module, click on the Investments radio button at the bottom of any CTAS module main menu screen. The Investments screen, as shown below, will appear. To add the interest to an investment, highlight the investment and click the Edit button. After the Edit button is selected the Updating Investment screen will appear, as shown on the next page.
CTAS User Manual 23-5 Sample Transactions: Entering the Interest Earned on an Investment (continued) The Investment ID number, Type, Description, Interest Rate and Maturity Date will be filled in (pre-populated). Complete the following steps in the Deposits box to enter the interest earned on the investment: Enter the fund number in the Fund Number field. In the sample investment above, the Certificate of Deposit was purchased by the Road and Bridge Fund, so all interest is allocated to that fund. Enter the Transaction Date. Enter the Amount. Click the Save and Exit button to record the interest in the investment.
CTAS User Manual 23-6 Sample Transactions: Entering the Interest Earned on an Investment (continued) After the Save and Exit button is clicked, CTAS will then record the following transaction in Disbursements (shown here in an Updating Disbursements box): The disbursement entry removes the interest earned from the accounting module and increases the value of the investment by the amount of interest earned, showing that the interest earned stays with the investment.
CTAS User Manual 23-7 Sample Transactions: Entering the Withdrawal from an Investment The following section shows how to enter a withdrawal from an investment into CTAS. This section contains instructions on entering the withdrawal and is illustrated with a sample entity's transactions records. For our sample entity, $10,000 was withdrawn from the savings account on April 21 st to pay for road repair due to flooding. Recording the withdrawal begins in the Investments module home page. To access the Investments module, click on the Investments radio button at the bottom of any CTAS module main menu screen. The Investments screen, as shown below, will appear. To enter the withdrawal of an investment, highlight the investment and click the Edit Button. After the Edit option is selected the Updating Investment screen will appear, as shown on the next page.
CTAS User Manual 23-8 Sample Transactions: Entering the Withdrawal from an Investment (continued) The Investment ID number, Type, Description, Interest Rate and Maturity Date will be filled in (pre-populated). Complete the following steps in the Withdrawals box to enter the withdrawal of the investment: Enter a fund number in the Fund Number field. In the sample investment above, the savings account was purchased by the Road and Bridge Fund, so the withdrawal should be disbursed to that fund. Enter the transaction date in the Transaction Date field. Enter the amount of the withdrawal in the Amount field. Click the Save and Exit button to record the withdrawal of the investment.
CTAS User Manual 23-9 Sample Transactions: Entering the Withdrawal from an Investment (continued) After the Save and Exit button is clicked, CTAS will then record the transaction in Receipts (shown here in an Updating Receipt box): The receipt entry records the amount withdrawn from the savings account and deposited in the Road and Bridge Fund. This completes the transaction.
CTAS User Manual 23-10 Sample Transactions: Recording a Transfer of Funds The following section shows how to enter a transfer of funds into CTAS. This section contains instructions on entering the transfer and is illustrated with a sample entity's transactions records For our sample entity, a transfer of $3,000 from the General Fund to the Fire Fund was approved at the January 18 th meeting. This transaction will be recorded in both the receipts and disbursements sections. The first entry records the transfer into the Receipts section of the Accounting module. To access the Receipts section from within the Accounting Module of CTAS, click on the Receipts icon. The Receipts screen will appear (shown below). To enter the receipt portion of the transaction, click on the Add button on the bottom of the Receipts screen. After the Add option is selected, a New Receipt screen will appear, allowing you to enter the information for your transfer. An example of the New Receipt screen is shown on the next page.
CTAS User Manual 23-11 Sample Transactions: Recording a Transfer of Funds (continued) When the New Receipt screen appears, complete the following steps: Enter the receipt number in the Receipt Number field. In this example, TRF is used to identify it is a transfer. The 0111 indicates that the transfer was made in January of 2011. Enter the receipt date in the Receipt Date field. Enter the deposit date in the Deposit Date/ID field. Enter the name of the fund from which the money was received in the Received From Field. In this example it is the General Fund. Type a brief explanation of why the money was received in the Description field. Enter the amount in the Summary field on the right side of the screen. In the Account Distribution section, enter the fund number in the Fund Number field. Enter the account number to define the source of the receipt. Enter the amount. Click the Save and Exit button to save the receipt.
CTAS User Manual 23-12 Sample Transactions: Recording a Transfer of Funds (continued) To enter the disbursement portion of the transfer, go to the Disbursements section of the Accounting module by clicking on the Disb. button at the top of the screen. Next, click on the Add button on the bottom of the Disbursements screen. After the Add option is selected, a New Disbursement screen will appear, allowing you to enter the information for your transfer. An example of the New Disbursement screen is shown on the next page.
CTAS User Manual 23-13 Sample Transactions: Recording a Transfer of Funds (continued) When the New Disbursement screen appears, complete the following steps: Enter the check (disbursement) number in the Check Number field. The check number in our transfer example is the same as the receipt number, TRF0111. Enter the date in the Date field. Enter the name of the fund receiving the money in the Pay to the order of field. Type a brief explanation of the transfer in the Description field. In the Summary section on the right side of the screen, enter the amount in the Total Claimed field. In the Account Distribution section, enter the Fund Number to indicate which fund will expend the money. Next, enter the Account Number (49360) to indicate this transaction is a transfer. Enter the Object Code. The object code 720 indicates it is a transfer. Enter the amount in the Account Distribution Amount field. Click the Save and Exit button to save this disbursement.
CTAS User Manual 23-14 Sample Transactions: Recording a Transfer of Funds (continued) You can then print a Schedule 1 to see that the transactions were recorded properly. See page 7-29 in the Financial Reports Chapter for instructions on printing a Schedule 1. Below is a Schedule 1 showing the recording of the transfer.
CTAS User Manual 23-15 Sample Transactions: Deleting an Employee from a Payroll Period To delete an employee from a payroll period, access the Payroll Periods screen in the Payroll Module by clicking on the Payroll icon. The Payroll Periods screen will appear: To delete an employee from a payroll period, highlight the payroll period you wish to change and click the Edit button on the Payroll Periods screen. After the Edit button has been clicked, the Payroll Details screen will appear, as shown on the next page.
CTAS User Manual 23-16 Sample Transactions: Deleting an Employee from a Payroll Period (continued) To delete an employee from the selected payroll period, click the Create/Update Payroll Roster button on the Payroll Details screen. After clicking the Create/Update Roster button, the Payroll Roster screen will appear, as shown on the next page.
CTAS User Manual 23-17 Sample Transactions: Deleting an Employee from a Payroll Period (continued) To select the employees who will be deleted from the payroll period: Highlight the names of employees from the Employees on Payroll Roster box on the right and move the names to the Unselected Employees box, on the left. The "< Remove" button will move highlighted employee(s)' names from the Employees on Payroll Roster box to the Unselected Employees box. The "<<All" button will move all employees' names in the Employees on Payroll Roster box to the Unselected Employees box. You can also move an individual employee by double-clicking on the name of the employee. Click the Save button and the employee's name will no longer appear on this payroll period, and the payroll record will be deleted. Note: If the payroll check was voided and the employee has not received the check, the corresponding disbursement for this employee should be voided.