CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Setting Up the Year Assignment Directory Step By Step Instructions 2012 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Year Assignments... 2 General... 2 Purchasing-Entry... 4 Purchasing-Printing... 6 Accounts Receivable... 8 Invoice Entry Options... 8 Invoice Print Options... 9 Invoice Copy Messages Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Learning Guide will review setting up the Year Assignments Directory in Fund Accounting, including: General Tab Purchasing Entry Tab Purchasing Printing Tab Accounts Receivable Tab Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 1

6 YEAR ASSIGNMENTS General Enter a Year Code that will display on all transactions. Enter a Description that will help identify the fiscal year. Enter the Beginning Date for the fiscal year (normally 7/1). Enter the Ending Date for the fiscal year (normally 6/30). TAB through the fields on the GENERAL tab and enter or select the following: Year Locked? The default selection is 'No'. If you select 'Yes', certain areas of Fund Accounting will not be available. When the SUMMARIZE/PURGE OLD FISCAL YEAR DETAIL process is performed, the Year Locked field is automatically set to 'Archived', which locks the purged year. Status: The status box displays a value when running either Check Processing (CHK) or Double Entry (DBL). Auto Double Entry: If this checkbox is selected, when you perform check processing that includes computer checks and liquidations the cash account will be affected. In addition, when you are using the JOURNAL WORKSHEET your control accounts will be added automatically to the JOURNAL WORKSHEET. Apply D.E. to Journals: Select this option so that when double entry is run, transactions are marked as Double Entry. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 2

7 Apply D.E. to Transfers: Select this option so that when double entry is run, any transfers made during the time frame will be locked. If a transfer would need to be updated, a new transfer will need to be created. Breakdown Description: Select the breakdown of the account code that should be used as the description in the transaction. Breakdown '3', Object, is the most frequently used. Account Code Description: Select this option to use the ACCOUNT CODE DESCRIPTION you have entered in the ACCOUNT CODE DIRECTORY in place of the BREAKDOWN DESCRIPTION. Update Description Prompt: Select an action from the drop down list box to control what should happen to the description when you change an account code in a transaction. Select 'No Prompt/No Update' if you do not want to display a prompt and if you do not want to update the account code. Select 'No Prompt/Update' if you do not want to display a prompt and if you do want to update the account code. Select 'Prompt' to display a prompt and update the account code. Print Account Description: Select this option to print the ACCOUNT DESCRIPTION on specified reports in place of the BREAKDOWN (Object) DESCRIPTION. Check Format: You can print either a one-stub check or a two-stub check. Two-stub checks allow you to remove one stub to be attached to paper work for your files, leaving a stub to accompany the check. Re-encumber: Select this option to re-encumber when the expended amount is less than OR greater than the original encumbered amount. If not selected, you will be prompted ONLY to re-encumber when the expended amount is less than the encumbered amount. Duplicate Invoicing: If you select this option, and you enter invoice numbers when processing Accounts Payable transactions, a warning lets you know that you have already paid on the invoice number. The invoice number must be entered exactly for this to work. The program must find an existing transaction with the same invoice number, vendor, and amount. Abort Check Processing: Select this option to discontinue check processing when a negative check is encountered. Journal Number Prefix: Enter up to ten characters to be included as a prefix to a journal number when encumbrances are transferred to a new year ('C' and 'L' transactions) or when computer checks are processed as Payables (for 'C' transactions). If no Journal Number Prefix is entered for the current and previous fiscal years, the Payable checkbox option on the CHECK TRANSACTIONS screen becomes display-only; and the TRANSFER ENCUMBRANCES process will NOT process transactions as Payables for outstanding encumbrances. Check for Overdrawn Accounts on: If you select this option, the accounts codes associated with the following transactions will be evaluated for overdrawn accounts: Computer Check Trans, Encumber Expense Trans, Manual Check Trans, and Budgetary Transfer Trans. This option will not prohibit you from saving the transaction. Be sure to specify at which account code sub-break to evaluate for overdrawn accounts. In this example, the account code will be evaluated up to and including the Instructional Organization, the fifth break of the account code. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 3

8 Purchasing-Entry Auto-assign PO#: The program will automatically number your Purchase Orders. Next PO#: If you auto-assign your PO numbers, this field will store the next number to be used. PO # Prefix: Select an option to specify which (if any) prefix to use as the first character(s) of autoassigned PO numbers ('None,' 'Year Code' [fiscal year], or 'Building Code'). Note that this option is only enabled if the Auto-Assign PO # option is selected. PO and Requisition numbers can total up to eight characters, MAXIMUM. Please use care when defining the prefix and next sequential numbers. Auto-assign REQ#: The program will automatically select the next requisition number available. Next REQ #: If you auto-assign your REQ numbers, this field will store the next number to be used. Assign PO# at level: Enter the level of approval when a Purchase Order number is assigned to a Requisition. Auto Encumber POs: When a Purchase Order is entered, this option will create an encumbrance to reserve the amount of money in the account you used for this purchase order. The encumbrance will be available for liquidation when the purchase order reaches level of approval of '1'. Encumber at Level: Select the PO level of approval at which purchase orders will be encumbered automatically. PO Overdrawn Acct Option: Select one of these three options: Suspend PO - No Encumbrance: If a Purchase Order is suspended, an encumbrance will not be created until money has been transferred into the account you choose and you have used the Re-evaluate Suspended POs option in the POS > APPROVE POS approval screen. Suspend PO - Allow Encumbrance: If a Purchase Order is suspended but created, this will allow the encumbrance. Do Nothing - This will allow the Purchase Order to move through the Purchase Order approval process without verifying that funds are available. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 4

9 Allow Alternate PO Style: If you select this option, you can enter either summary or line item POs. Default Line Item Acct Desc: If you select this option, the account code description will automatically populate the item description on line item POs. Invoice To Vendor: If you want purchase orders to be populated automatically with the invoice to information, a default vendor must be set up in the UPDATE SCREENS > VENDORS records. You can right-click in this field to select from a list of vendors you have established as default vendors. Ship To Vendor: If you want purchase orders to be populated automatically with the ship to information, a default vendor must be set up in the UPDATE SCREENS > VENDORS records. You can right-click in this field to select from a list of vendors you have established as default vendors. Line Item POs: Select this option to prohibit summary POs. Instead, a Line Item PO requires a corresponding account code for every item that is entered. Allow the PO date prior to the FA begin date: Select this option to allow a PO to be dated prior to the Beginning Date of the fiscal year as specified in the YEAR ASSIGNMENTS directory. For instance, if you enter POs for the 12/13 fiscal year, the PO could actually be dated as 05/16/12. Default new POs as Entry Complete: When users enter POs and select Save, the Entry Complete check box will be selected automatically, indicating the PO is available for approval and encumbering. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 5

10 Purchasing-Printing After you have set up the PURCHASING ENTRY tab, the defaults to print your Purchase Orders will need to be selected. Number of Copies: Use the up/down arrows to select the number of copies needed for each Purchase Order. PO Copies Print Order: Select one of these three options: PO: All copies for each PO in PO order. This means the copies associated the first PO will print then all copies of the second, etc. COPY: All of each copy in PO order- i.e. all original then all copy 1, etc. Form: All of each copy with prompts to insert forms for each copy. Clients who use colored paper for certain copies would choose this option. Signature on 1st PO Only: If you select this option, the signatures that you have attached for Purchase Orders will only display on the Original Copy of the Purchase Order. Please refer to Non-Signature Text. Don t Print Suspended (OD): If you select this option and you have Purchase Orders that are overdrawn (OD), the Purchase Orders will not print until money is transferred into the account codes assigned to the purchase, or until the account code is changed, if you have used the Re-evaluate SUSPENDED POs option in the POS > APPROVE POS approval screen. Don t Print Suspended (OOB): If you select this option and the Purchase Order item amounts do not equal the account code amounts (PO is out of balance - OOB), the Purchase Order will not print until the information is corrected in PO ENTRY. Non-Signature Text: If you have selected the Signature on 1st PO Only option, an entry is required in this Non-Signature Text field. If you don t want to include non-signature text, enter a period. Print PO Payment Message: Select this option to display this standard payment message on Purchase Orders: Payment of invoices exceeding prices on PO will not be honored without authorization prior to shipment. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 6

11 PO Print Control: Select this option to insert into the Purchase Order the date it was printed. You cannot reprint a Purchase Order unless the PO Print Date value is removed from the first tab of the Purchase Order. We highly recommend selecting this option to ensure POs are not printed more than one time. Requisition Print Control: Select this checkbox option to use the requisition print date on the PO ENTRY/SHIPPING AND BILLING tab in order to control printing requisitions Print Cross Ref: Select this option to print Cross Reference numbers instead of account codes on the Purchase Orders. Print Cross Ref Next to Item: If you use Line Item POs and selected the option to Print Cross Ref numbers, select this option to display it beside the item. Print more than 7 accts: Our Purchase Orders have room for seven account codes to print in the account distribution area. If the Purchase Order contains more than seven account codes and you want all the account codes to print, select this option and they will print in the body of the PO under the last item. PO Copy Messages: Enter text to be printed at the bottom of the PO copies. These entries can indicate the distribution of the various PO copies. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 7

12 Accounts Receivable Invoice Entry Options Next Invoice#: The entry in this field shows you the next number that will be assigned to an invoice. When setting up each year, you may want to change the starting number. Auto Encumber Invoices: Enter Y or N to indicate whether you want to create a receivable when you enter an invoice. Remit To Vendor: If you want invoices to be populated automatically with the invoice from information, a default vendor must be set up in the Update Screens > Vendors records. You can right-click in this field to select from a list of vendors you have established as default vendors. Auto-assign Invoice Number: Select this option to let the program assign the next available number. Year Prefix: Select this option to include the fiscal year as the leading numbers in your invoice number. Line Item Invoices: Select this option to enable line item invoices, which require that each item has its own account code even if all the items have the same account code. Default Line Item Acct Desc: Select this option to populate the item description automatically with the account code description, if you generate line item invoices. Allow Alternate Invoice Style: This feature will allow you to switch between a summary invoice and a line item invoice. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 8

13 Invoice Print Options Number of Copies: Use the up/down arrows to select the number of copies needed for each invoice. Invoice Copies Print Order: Select one of these three options: Invoice: All copies for each Invoice in Invoice order. All of Invoice #1 will print, and then Invoice #2, etc. Copy: All of each copy in Invoice order. All originals will print then copy 1, copy 2, etc. Form: All of each copy with prompts to insert forms for each copy. Invoice Print Control: Select this option to insert into the invoice the date it was printed. Invoices cannot be reprinted unless the date is removed. Invoice Account Code Copy: Use the up/down arrows to select the copy on which you want the account codes to display. For example, select 3 if the accounts should display on the Business Office copy. Print Cross Ref: Select this option to print the cross reference numbers instead of account codes. Print more than 7 accts: There is room on our invoices to include up to seven account codes, six in detail, and an additional summary on the 7th line. Select this option to have all accounts print below the last item on the invoice, if more than seven accounts are used. Invoice Copy Messages Enter text to be printed at the bottom of the invoice copies. These entries can indicate the distribution of the various copies. Revised: 12/18/ Central Susquehanna Intermediate Unit, USA Page 9