HM SCash Cash M anagement User' s Guide

Transcription

1 HM SCash Cash M anagement User' s Guide Copyright HAB INC June 2009 All Rights Reserved Revised August 2011

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3 CASH MANAGEMENT Cash Registers are maintained by importing data from other modules. Bank Statement reconciliations completed can be archived and exported to Excel.

4 Cash Management Table of Contents OVERVIEW... SETUP... BANK ACCOUNTS... TRANSACTION TYPES... TRANSACTIONS... RECONCILE... IMPORT... DATA ENTRY... BANK XFER...

5 Overview Cash Management (WinCMS) is an easy way to track cash balances for all bank accounts. Receipts of cash from WinTAR (Tenants Accounts Receivable) and disbursements from WinAP (Accounts Payable), WinHAP (Housing Assistance Payments), and WinPAY (Payroll) can be imported without the need for manual entry. WinGL (General Ledger) can be setup to automatically record any cash entries directly into WinCMS, such as interest or bank fees. Monthly Bank Statement Reconciliations can be completed and exported to Excel. Reconciliations can be archived for historical purposes. General Ledger cash account balances are available from WinCMS and can be exported to Excel for reconciliation of adjusted Bank Balance to General Ledger balance. Memo entries for deposits in transit and bank adjustments can be added to the reconciliation.

6 Setup Bank Accounts There is no limit to the number of Banks or Accounts that can be established. Use the New button to add Banks. Use the Insert button below Bank Information to add Accounts for the bank. Each account needs a unique account number and unique Cash Prefix-Cash Acct# combination.

7 Transaction Types Additional Types can be added by user. Check Imported Check is used for AP, Payroll and HAP interfaced checks. (Origin for transactions will indicate AP, PAY, or HAP) DEPOS Deposit is used for TAR interfaced deposits. INTRF Interface from GL is used for Journal Entry transactions affecting cash accounts. MEMO Memo amount only is used for reconciling items on the bank reconciliation only and will not change the actual cash balance.

8 Transactions Bank Account Date Range Cleared/Uncleared Type/Ref Num/Origin Clearing Transactions Deleting Transactions Sorting Transactions Totals on Screen Export to Excel

9 Bank Account Use the drop down box to select any bank account that has been setup. Date Range From and Through are used to filter transactions to be displayed. If Uncleared option is selected only through date will be used. Cleared/Uncleared Used as a filter to display transactions. If neither is selected, all transactions for date range will be displayed. Type Use the Type drop down box to filter only selected transactions. Clearing Transactions There are 3 ways to clear transactions. Transactions can by cleared one at a time by clicking in Clear Box to the right of amount. Multiple transactions can be cleared, by highlighted multiple lines and clicking the Clear button. A range of checks can be cleared using the Clear Range button Deleting Transactions is completed by highlighting one or more transactions, and clicking the Delete button. To prevent accidental deletion, the user must type DELETE in a confirmation box. Sorting Transactions can be done by clicking the heading which the transactions should be sorted. Clicking the heading a second time will toggle the display from ascending to descending. Totals on Screen The totals on the bottom of the screen are for the selected date range and filtered criteria. This is not the actual CMS balance, unless all transactions are selected. If filtered by type, the totals on the bottom will only reflect the change for the type of transactions selected. Current Balance at the top of the screen is the most current balance regardless of any filters or date range. Export to Excel can be used to send the displayed transactions to Excel. If Excel is already open, a new worksheet is inserted in the current workbook. If Excel is not open, Excel will be opened and the export data will be inserted into a new workbook.

10 Reconcile New or Archive Include Items Bank Statement Balance Current Balance Adjusted Bank Balance (Should = Current) General Ledger Balance Archive Export to Excel Archives for this Bank Account View Archive

11 New or Archive New is used to complete monthly reconciliations. Include Items date should be completed, and click Reconcile New button. Archived reconciliations can be viewed by choosing the archive name in the drop-down, and clicking View Archive. Depending on the selection the appropriate View Archive or Reconcile New button will appear on the screen. Include Items will be entered when starting a new reconciliation, or will be displayed for viewing an archive. Bank Statement Balance will be entered when starting a new reconciliation, or will be displayed for viewing an archive. Current Balance is for display only and will display the current CMS balance for the Include items date entered on New or will display the current CMS balance at the time of the reconciliation archive. Adjusted Bank Balance (Should = Current) is the bank statement after adjustments for outstanding transactions and memo entries. General Ledger Balance will display the general ledger account balance associated with this bank account. Only the current and previous periods are displayed. Archive is displayed at the bottom center of the screen for New reconciliations only. Once a month has been archived the button will no longer be active. Enter a name to identify this archive, and any notes you wish to add. Export to Excel allows for the Bank Reconciliation to be sent to Excel for printing. If Excel is already open, a new worksheet is inserted in the current workbook. If Excel is not open, Excel will be opened and the reconciliation will be inserted into a new workbook Archives for this Bank Account is used to view past reconciliations. Select the archive name and use View Archive to display the previous completed reconciliation. No changes are allowed to archived reconciliations. View Archive will not appear for New reconciliations. Select the archive name and click on View Archive.

12 Import AP Checks HAP Checks Payroll Checks TAR Deposits External File Bank file to Auto-Clear Auto Journal Entries

13 AP Checks Red text lines indicate the checks have not been sent to WinCMS. Highlight the lines in red, click the box To Cash Management, and then click Export button. Confirmation for each day will be displayed on the screen. Additional accounts with AP Checks can be imported, simply by selecting the bank account from the drop down box. HAP Checks are sent to CMS exactly as AP Checks. Simply select the bank account having HAP Checks. Additional accounts with HAP Checks can be selected by selecting the next account. Payroll Checks are sent to CMS exactly as AP Checks. Simply select the bank account having Payroll Checks. Additional accounts with Payroll Checks can be selected by selecting the next account.

14 TAR Deposits Used to send daily TAR collection totals to CMS. Dates already posted to CMS appear on grey line with black text. Highlight a posted line and it will appear as a black line with white text. Unposted lines will appear on red lines with white text, highlighted unposted lines appear in bright blue with black text. Daily totals can be expanded to display the detail for projects and bank accounts. All Bank Accounts can be posted at once. Highlight all red unposted lines, and when displayed in bright blue, click Post to CMS button at the bottom. Transactions can be posted in Summary by Bank Account, Project Detail by Bank, or Tenant Detail. Depending on how the deposit are collected and posted to the bank account, select the appropriate choice.

15 External File can be used to import checks from another program, such as an outside Payroll process service. The file needs to be a Comma Separated Value file, having 4 columns of data. The columns must be in order with Date in column A, Description in column B, Ref# (check#) in column C, and Amount (as a negative for checks) in column D. Select the directory with the file, highlight the file to import on the right, and click Import>> button. Bank file to Auto-Clear is available through custom programming, if your bank provides a file with the items that have cleared the account. This may be beneficial for accounts that have over a thousand checks clearing in a particular month. Check with HAB for further information on custom program pricing and check with your bank for the ability for the bank to provide a file. Auto Journal Entries are imported automatically as the transactions are Updated to Summary. No additional import is required. Because of the automatic posting, recording interest, bank fees, and transfers are more easily done via Journal entry, than using CMS Data Entry or Bank Transfer options.

16 Data Entry Date Type Reference Number Description Deposit/Payment This screen is self-explanatory. Be sure to have the correct Bank Account selected for the transaction. Enter the data and Save. Payments do not require a negative sign on entry. Use of the type Memo, will not affect the CMS balance, and will only appear in the bank reconciliation memo section.

17 Bank Xfer The primary purpose for this screen is for users who do not utilize the WinGL module and need to transfer funds between accounts that have been setup. A journal entry to record the transfer in GL will post to the appropriate cash accounts on Update to Summary and this option is not needed.