MUNSOFT 5.2 INCOME: SUNDRY DEBTORS MANUAL 1 Y Walters B.Sc. (Math Science) Hons
SUNDRY DEBTORS... 4 Enquiries... 4 Sundry Enquiries... 4 Account Search... 5 Master Files... 6 Account Master... 6 Account Tariffs... 8 Loan Master... 9 Patient Form... 9 Emergency Forms... 10 Available Account Numbers... 10 Transactions... 11 Sundry Deposit Increase & Reimbursement... 11 Transfers From Sundries to Consumers... 11 Debit / Credit Notes... 12 Loan Adjustment... 13 Loan Increase... 13 Loan Reversal... 14 Payment Transfer & Payment Reversals... 14 Payment Transfer Split... 15 Sundry Fixed Charges... 15 Authorising Transactions... 16 Parameters... 17 Tariff Codes... 17 Rules & Defaults... 17 Calendar... 18 Loans... 18 SUNDRY DEBTORS DAY END, BILLING, MONTH END & YEAR END... 25 Day End Procedure... 25 Month End Procedure... 25 Tasks before Billing... 25 Test Billing run... 25 Live Billing Run... 26 Year End Procedure... 28 SUNDRY DEBTORS REPORTS... 29 Quick Help... 29 Reports that will help you to:... 29 2
Ageing ReportS... 30 Levy Control Reports... 31 Deposit Reports... 32 Levied Reports... 33 Movement Reports... 34 Detailed Account Movement... 34 Summary Account Movement... 35 Annual Account Movement... 35 Payment reports... 36 Payment Rate... 36 Notes... 38 3
SUNDRY DEBTORS ENQUIRIES SUNDRY ENQUIRIES Sundry Debtors Sundry Enquiries - The Sundry enquiry screen will display all aspects of a Sundry account. - The top section of the enquiry stays static and will give you an overall view of the account, account settings and balances. Each tab will display more information relating to the tab in the body part of the tab - Where you see an Arrow enabled it means you can click on the arrow to display more information - Where you see an Expand button it means you can click on Expand to see more detail on the line - You may not make any changes to an account on The Sundry Enquiry except for adding and changing Account Notes - The Pending Movement amount will display any Pending Transactions or Receipts. Click the binoculars to print the pending documents. - The Balance Due amount is the amount payable - The Total Outstanding amount is the Balance due PLUS outstanding arrangement or handed over balances 4
- There is a Statement Reprint button on the Transactions Tab. ACCOUNT SEARCH - Where an account number is required you will see a Drop Down button that will bring up the Account Search Screen - The Account Search enables you to enter in any information relevant to the account and search for the account. - Use the Scroll Bar at the bottom to scroll to the right to view more columns. - Click on the headings of the columns to sort the columns ascending and again to sort descending 5
MASTER FILES Sundry Debtors Master Files - All master file changes are recorded in the Audit Database - All master files have the Functional Buttons on the bottom left - Select the mode you want by clicking on one of the 4 buttons. Once active that button will be highlight. - If the button is not enabled it means you cannot use the function. - All master files have the Action Buttons on the bottom right to either accept or disregard your changes - On all fields that require a pre-defined code you will either find binoculars or drop down box which you can click to open up a window in which you can search for the code you want. - The master files have mandatory fields highlighted in a light pink - The system will also prompt you with the following message if a field which has been left blank is mandatory ACCOUNT MASTER - Screen used to create and maintain Sundry accounts. Click on the Add button (bottom left) to add a new account or on the Change button to amend an account. Accounts cannot be deleted only inactivated. - When adding a new account and you specify an account number that already exists, the system will warn you and automatically search for the next available account number. - All mandatory fields are highlighted in light red. - Credit Status and Credit Instructions are used to flag accounts that are handed over and that should not accept any cheques. If you receive bad cheques from a Sundry you may set the Credit Instruction to NO CHEQUES in which case when the Sundry wants to pay by cheque the cashier will not be allowed to receipt the cheque payment. - If you do not want this account to receive any printed statements or letters then make the mailing instruction DO NOT PRINT. - The system will warn you if your ID Number or Cell Phone number is invalid. - Use may the binoculars next to the Postal Code field to search for the Postal Code. - It is important not to re-cycle accounts. Inactivate the old account and open up a brand new account for the new user. The auditors will query you if you recycle accounts. - The Interest tariff and percentage is set on each individual account 6
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ACCOUNT TARIFFS - Screen to Add or Delete Sundry charges on accounts - You can specify the period range between which the amount should levy on the account - You can also specify the frequency with which the charge should levy for example 12 is monthly, 1 is annually, 2 a bi-annual etc. - If you leave the fields blank the system will levy the charges - Charges will not be levied on Inactive accounts - You can add the same tariff code more than once (see the Seq field) This is handy for instances where the monthly charge increases at the end of the financial year end. The End Levy is set to expire for example 2013/06 The next entry has a Start Levy as 2013/07 with the new amount for the next year. That way you can see the history of what was charged. - The amount is multiplied with the quantity value that is set 8
LOAN MASTER - Used to maintain account loan information PATIENT FORM - For District Municipalities that need to keep track of patient forms filled in by Paramedics 9
EMERGENCY FORMS - For District Municipalities that need to keep track of Emergency Services forms AVAILABLE ACCOUNT NUMBERS - To generate a list of available account numbers 10
TRANSACTIONS SUNDRY DEPOSIT INCREASE & REIMBURSEMENT - To Increase (mainly for new accounts) or Decrease (when inactivating an account) the deposit on an Account. - Guarantee Deposits don t have any financial implications. - One may not reimburse more than the current deposit. - You can create more than one deposit, for example, you may create a deposit for Electricity, Water and Housing. - Deposits will only affect the Sundry account once it has been authorised. TRANSFERS FROM SUNDRIES TO CONSUMERS - Transfers amounts per tariff code from a Sundry Debtor account to a Consumer Debtor account - You can transfer a credit amount from the From Account to the To Account. If you want to transfer a credit make sure the amount is a credit (-) - A Sundry Transfer does not have any GL implications as it just Debits one account and Credits another or Credits one account and Debits another by the same amount. 11
DEBIT / CREDIT NOTES - Passing a credit note will first settle outstanding debits from the same tariff code then settle oldest debt first. - When passing a debit or credit note you specify a tariff code. If the tariff code is Vat able then the system will automatically generate the Vat amount separately. - Note the Pending Transactions amount indicating any movements due on the account. - You may only process the journal once the total amount equals the entered amount and the difference is zero. - To process the journal commit and changes using the OK button and click on the CONTINUE button. 12
LOAN ADJUSTMENT - To change the Loan amount on the Sundry Debtor Account - You may only select accounts that still have an active loan LOAN INCREASE - To load a loan onto a Sundry Debtor Account 13
LOAN REVERSAL - To reverse a loan onto a Sundry Debtor Account PAYMENT TRANSFER & PAYMENT REVERSALS - When a Payment was receipted on an incorrect Sundry Account you may use the Payment Transfer Transaction to transfer the payment to the correct Sundry account. - You select the Period in which the payment was made that you want to transfer. The system will list all payment in that period to transfer. - The system will reverse the payment, all vat entries and settlements on the account and re-apply the payment on the To Account creating new vat entries and settlements. 14
- For RD cheques or duplicated receipts you do a Payment Reversal - The system will reverse the payment on the Sundry Debtor s account, the vat entries and the settlements as well as do the Transfer Out from the cash book automatically. PAYMENT TRANSFER SPLIT - The same as the Payment Transfer transaction except that you can transfer a partial amount of the payment or transfer the payment to multiple sundry debtor accounts SUNDRY FIXED CHARGES - A transaction that automatically generates the invoice (No authorization) 15
AUTHORISING TRANSACTIONS - The system will not allow a month end unless all transactions have been authorized - Do authorizations daily - Only operators that have Authorisation on Sundry Debtors will be allowed in this screen - An operator may not authorise their own transactions. 16
PARAMETERS TARIFF CODES - At financial year end the Income Manager will adjust the charges on the tariff codes for the new financial year. - Every transaction that is generated is linked to a Tariff Code. The Tariff Code is what gives the transaction identity because the Tariff Code tells the system whether the tariff is monthly or annual, whether the transactions is Vat able, Interest bearing etc. - The tariff houses the income vote numbers that are affected when a transaction is generated. RULES & DEFAULTS Special parameters on how the Sundry Sub System should behave are set on the Rules & Defaults screen. - It also houses the last file number for the Pay@ and EasyPay import file which is used to check that you don t skip a file or import a file more than once. 17
CALENDAR - The Sundry Calendar is a way of keeping track of what procedures have already been performed for a certain Levy Period. - A new Calendar is automatically created with every year end and the date on which each levy run and month end is done is recorded. - If the Levy Run has already been performed the system will not allow the user to re-run the levy run. - If the user is in the process of running a levy run and loses connectivity to the server or network the database will perform a full roll back. The user may then just reset the levy on the calendar by ticking and un-ticking the levy and rerunning the levy run. - When doing the General Ledger Month end the system will check that the Sundry Debtor Month end has been done. LOANS Regarding the Income side on the Sundry Debtors the process will be as follows: First off you need your Loan Types set up under the Sundry Debtor Parameters with the relevant vote numbers. 1 Create new Sundry Debtor under Sundry Debtors -> Master Files 18
2 Create new Sundry Debtor Loan (choose the loan type) Sundry Debtors -> Master Files Make sure the status is INACTIVE. The Sundry Debtor Levy run will start levying Installments once the loan is changes to ACTIVE. 4 Increase the Loan (Sundry Debtors -> Transactions) 19
Note the Loan Trans Tab on Enquiries How I imagine it would work is at the beginning of the year you load the loans (inactive) and pay the creditors. At the end of the year you will then either WRITE OFF the Loan or Activate the Loan so that with the Jan billing you start levying the installments. 4 With each Sundry Debtor Levy run the system will levy the Installment (Credit Loan Transactions and Debit Sundry Account) Once the Loan Balance is 0.00 the system will automatically inactive the loan and installments will stop levying. Note the Outstanding Balance and the Loan Balance on Enquiries Note that the installments debited on Sundry Account: 20
Note that the installments credited and interest debited on Loan Account: Regarding the interest: Munsoft Calculates on a loan amount of 7,000 and installment amount 7,000 / 12 = 583.33 Interest = (BALALNCE AMOUNT * (LNT_RATE / 100)) / 12 = (6,416.67 X (7 / 100)) / 12 = (6,416.67X 0.07) / 12 = 449.1669 = 37.43 5 Reverse a Loan 21
Note the Loan Transactions 6 Write Off Loans 22
Note the Loan Transactions 23
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SUNDRY DEBTORS DAY END, BILLING, MONTH END & YE AR END DAY END PROCEDURE - GL Interface Listing (Supervisor Regular Procedures Daily Day End Procedures S/Debtors I Face Print) - GL Interface Posting (Supervisor Regular Procedures Daily Day End Procedures Post S/Debtors to G/L) The system will block you from doing the posting if cashier posting is underway - Control Report (Sundry Debtors Reports Control Report) MONTH END PROCEDURE TASKS BEFORE BILLING - Capture Transactions (Sundry Debtors Transactions) - Debit & Credit Notes - Deposit Increases & Reimbursements - Payment Transfers & Reversals TEST BILLING RUN 1. Copy Live to Test (Supervisor Utilities Copy LIVE to TEST Click Ok ) 2. Log onto Test (Username muntestg and Password muntestg. Second password is blank) 3. Journal Authorisations (Sundry Debtors Transactions Auth Transactions) 4. Cashier Day end (or Month end depending on whether the Sundry month end coincides with GL month end) 5. Do the Test Billing (Supervisors Regular Procedures Month End Procedures Sundry Debtors Procedures) Optional with new Financial Year is to escalate the Sundry Fixed charges with a percentage or fixed amount 1) Sundry Levy Run 25
2) Interest Levy Run - GL Interface Posting (Supervisor Regular Procedures Month End Procedures Sundry Debtors Post S/Debtors to G/L) - Sundry Month End (Supervisor Regular Procedures Month End Procedures Sundry Debtors Sundry Month end) The system will calculate & save the Ageing so that it can be rerun after month end - Run various reports and send to Head of Income to sign off or ask Head of income to log onto Test to check and sign off LIVE BILLING RUN 1. Journal Authorisations (Sundry Debtors Transactions Auth Transactions) 2. Cashier Day end (or Month end depending on whether the Sundry month end coincides with GL month end) 3. Lock the system (Supervisor Utilities Open/Close System Click on Lock and Ok ) 4. Make a Backup (Supervisor Regular Procedures Daily Quick Disk Backup Click Ok ) 5. Do the Live Billing (Supervisors Regular Procedures Month End Procedures Sundry Debtors Procedures) a. Sundry Levy Run b. Interest Levy Run 6. GL Interface Posting (Supervisor Regular Procedures Month End Procs Sundry Debtors Post S/Debtors to G/L) 7. Sundry Month End (Supervisor Regular Procedures Month End Procs Sundry Debtors Sundry Month end) The system will calculate & save the Ageing so that it can be rerun after month end 8. Unlock the system (Supervisor Utilities Open/Close System Click on Unlock and Ok ) 9. Create the Statement Files (Sundry Debtors Statement Menu) 1. Create a batch & the printer s files (Sundry Debtors Create Stat Files) 26
Tick which accounts you want to include, the minimum amount if you want to only send accounts to sundry debtors that are in debt over a specific amount. The file name will change depending on what criteria you selected so that you can easily identify the file. 10. Reports (See the Sundry Report Manual) - The system automatically calculates & saves the ageing with every Sundry & General Ledger Month end. - You can rerun any report for any Fiscal Period - Income staff can log on and run any various reports needed 27
YEAR END PROCEDURE Sundry Year end is a normal Sundry Month end. The system will automatically create the New Year s Tariff Codes. With the GL year end the system will automatically save an Ageing Report. 28
SUNDRY DEBTORS REPORTS QUICK HELP REPORTS THAT WILL HELP YOU TO: - Balance your Debtors to your General Ledger per Type of Service Sundry Control Report Ageing Report Back Dated type G. Select Excel Summary option - Get the Sundry balances per account type Balance Report Balance as at Balance per Account Type - Calculate provision for bad debt (impairment) Ageing Report Back Dated Ageing Report. Select the Excel Detailed or Summary option Movement Report Annual Payment Reports Detailed Payment Rate (Excel option) - Calculate Payment Levels (payment rate) Payment Report Detailed Payment Rates. Select the Excel option - Deposit Reconciliation Deposit Reports Deposit Report - Check Billing and monthly movement Levy Control Report Select Incl Control Report - List detailed Sundry transactions that make up a Sundry Bulk Posting Vote Enquiry History Details Click on Document Number Drop Down 29
AGEING REPORTS 30
LEVY CONTROL REPORTS 31
DEPOSIT REPORTS 32
LEVIED REPORTS 33
MOVEMENT REPORTS DETAILED ACCOUNT MOVEMENT 34
SUMMARY ACCOUNT MOVEMENT ANNUAL ACCOUNT MOVEMENT 35
PAYMENT REPORTS PAYMENT RATE See the Payment Rate Report for comparing the Billing of one Levy Period with the payments received in another 36
PAYMENT SUMMARY Report to show you from receipts that was received what the receipt settled. 37
NOTES 38