ALABAMA ASSOCIATION OF SCHOOL BUSINESS OFFICIALS

Transcription

1 ALABAMA ASSOCIATION OF SCHOOL BUSINESS OFFICIALS Mentoring Program Technology and Utilizing the Accounting Software October 1, 2014

2 Discussion Topics Budgetary Accounting Payroll/Human Resources Security Document Services

3 BUDGETARY ACCOUNTING Attachments Requisitions Purchase Orders Invoices Vendor Journal Entry

4 BUDGETARY ACCOUNTING Journal Entry Import Pre defined General Ledger Distribution Reports

5 BUDGETARY ACCOUNTING Allocation Tracking Module Receipt Module

6 PAYROLL HUMAN RESOURCES Check Distribution Transfer Remote Payroll Salary Schedules Paperless Payroll

7 SECURITY User/Group Specific Menus Component Security Audit Query Report Transaction Log Query

8 BUDGETARY ACOUNTING Attachments To reduce paper and for fast access, documents may be attached to various processes: Journal Entry Purchase Orders Invoices Vendor Master File

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12 BUDGETARY ACCOUNTING Reporting Budget Reports General Ledger Reports Purchase Order / Accounts Payable Report Allocation Tracking Reports Queries General Ledger Snapshot Analysis ES-2 Other General Ledger Reports Save Report Formats Monthly Program/Departmental Reports Printing and exporting reports to Excel Archiving reports to a file. Monthly Reports Year End Reports

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24 BUDGETARY ACCOUNTING Journal Entry Import Journal Entry Import eliminates keying of journal entries that are entered each month. Data is entered into an Excel spreadsheet and imported into the software.

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26 Account Number Posting Date Journal Code Reference Amount Posting Type Comment /30/2013 C/R SDE Receipt 625, C Foundation Program /30/2013 C/R SDE Receipt 8, C Foundation Program /30/2013 C/R SDE Receipt 2, C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt 4, C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt 2, C Foundation Program /30/2013 C/R SDE Receipt 27, C Foundation Program /30/2013 C/R SDE Receipt 3, C Foundation Program /30/2013 C/R SDE Receipt 3, C Foundation Program /30/2013 C/R SDE Receipt C Foundation Program /30/2013 C/R SDE Receipt 625, D Foundation Program /30/2013 C/R SDE Receipt 8, D Foundation Program /30/2013 C/R SDE Receipt 2, D Foundation Program /30/2013 C/R SDE Receipt D Foundation Program /30/2013 C/R SDE Receipt 4, D Foundation Program /30/2013 C/R SDE Receipt D Foundation Program /30/2013 C/R SDE Receipt D Foundation Program /30/2013 C/R SDE Receipt 2, D Foundation Program /30/2013 C/R SDE Receipt 27, D Foundation Program /30/2013 C/R SDE Receipt 3, D Foundation Program /30/2013 C/R SDE Receipt 3, D Foundation Program /30/2013 C/R SDE Receipt D Foundation Program

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28 BUDGETARY ACCOUNTING Predefined GL Distribution May be used for blanket purchase orders and reoccurring invoices for utilities Purchase Orders/Invoices normally charged repeatedly to the same accounts each month by percentage or amount Not necessary to key the accounts on each purchase order/invoice Only changes to any amounts and percentages

29 BUDGETARY ACCOUNTING Predefined GL Distribution Accounts Payable AP Setup Predefined GL Distribution

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33 BUDGETARY ACCOUNTING Allocation Tracking The Allocation Tracking Module is a useful tool to help track specific expenditures. This module interacts with the G/L with a few added steps. An Allocation Tracking Number (ATN) is assigned to the purchase order and/or invoice. May be used for teacher instructional support funds, technology, textbooks, special projects.

34 BUDGETARY ACCOUNTING Receipt Module The receipt module is a useful tool for automated receipting and posting receipt to G/L. After setup, daily entry is easy. Reports include: Revenue Type Report Search by payee name

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40 PAYROLL/HUMAN RESOURCE Check Distribution Transfer The main reason you would need to enter a Salary Transfer is if an employee s check was coded to the wrong General Ledger number and you want to re-classify the check to the correct General Ledger number. The account number that you wish to change the distribution to must be an active account on the Budgetary side for the appropriate Fiscal Year and it must exist on the employees G/L Distribution screen, in Employee Maintenance, before you can run this transaction. Expense entries are the only entries made unless the Fund or Source of Funds are changing. In this case Cash entries are made as well. You can only reclassify amounts up to the total of the single check and the totals by job record must remain the same. You can t move money from one job to another.

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45 SECURITY User/Group Specific Menus Component Security Audit Log Query Transaction Log Query

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49 Other Efficiency Procedures Budgetary Accounting Routing ing Purchase Orders P-Cards (Credit Card Processing) E-School Payments

50 Other Efficiency Procedures Payroll/Human Resources Remote Payroll Salary Schedule Budget Works Paperless Payroll Direct Deposit Employee Self Serve Electronic Direct Deposit Statements and W2

51 Other Efficiency Procedures Automating Human Resources Ability to import from External Applicant Tracking System Scanned Documents can be attached to Employee Maintenance. Position Control Personnel Action Forms Update Payroll from Position Data Enhanced Reporting & History Board Agenda Reporting

52 Questions??? Linda McGhee Chief School Finance Officer Thomasville City Schools