ASB SUPPLEMENTAL TRAINING MATERIAL

ASB SUPPLEMENTAL TRAINING MATERIAL Killeen ISD Accounting Department OCTOBER 1, 2016 KILLEEN ISD

Contents New ASB Account Request... 2 New Item Request Form (ASB-101) Process... 2 New Vendor Requests... 3 Check Refund Process... 3 Check Types... 5 Adding Parents to ASB... 5 Writing the Check... 7 End of Day Daily Deposits... 8 Month End Reconciliation Checklist... 11 Sales Tax Report for Treasury:... 12 Creating the Disbursement for the End of Month Check to Operating & MEP:... 13 Creating Treasury Packet... 16 Month End Reconciliation Process... 17 Record any Bank Fees or NSF Items listed on your bank statement:... 19 Compare Fundraiser Report to Transaction Summary Report... 21 ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 1

New ASB Account Request 1. Go to the Accounting Department on the KISD Website. a. Click on the ASB New Account Request Link. b. Please fill out the form and Submit. To expedite your request, please answer all questions on request. Please allow 24 hours for set-up and please call Accounting if you have questions. New Item Request Form (ASB-101) Process 1. The New Item Request Form is on the Accounting Website. 2. Sponsors should bring the completed form ASB-101 to the financial clerk to complete new item set-up. 3. A complete and approved Charter (AF-1C), New Account Request, and Fundraising Request (AF-108) should have been submitted to the financial clerk PRIOR to the New Item Request Form (ASB-101). 4. All forms/links can be found on the Accounting website. Please contact Accounting with any questions. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 2

New Vendor Requests 1. Campuses will adhere to all guidelines for Campus Activity Funds and Student Activity Funds. a. All campus activity fund purchases will be made in compliance with District purchasing policies and TEA regulations. All campus activity fund purchases must be made from approved vendors on the purchasing bid list (unless the item purchased is fresh food, or it is purchased from a sole source vendor). The purchasing department is to be contacted if a potential vendor is not on the approved vendor list. b. Student/club activity fund purchases do not have to comply with District purchasing policies. However, no purchase can be made until Purchasing Services assigns a vendor number to the vendor. The assigned vendor number is to be entered on the SAF-115. If a vendor number is not assigned, the vendor will need to complete a W-9 and turn it into Purchasing Services. i. To Request that Purchasing Adds the Vendor to Teams and ASB Works: 1. Send email to purchasing department: Jessica.Cobb@killeenisd.org Theresa.Camacho@killeenisd.org 2. Include the CAF/SAF-115 and the vendors W9 together in an attachment 3. Indicate that the vendor is for Student Activity Fund Purchases 4. Please allow 24hrs for the vendor to be added to both Teams and ASB. 5. If requested, purchasing will send a confirmation that the vendor has been added. 6. Check ASB Works for Vendor c. Parents/Students/Staff Reimbursements you will be able to add parents and staff as needed into ASB Works to issue refunds and reimbursements and you will NOT need to contact purchasing for these additions. Please reference your manual for instructions on how to add these persons to ASB Works. Check Refund Process 1. Click: Receipts a. Select Refunds b. Enter Receipt/Student ID # or Customer c. Click Search d. Select Person receiving the refund e. Click Load Receipt Items ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 3

f. Choose/highlight the item which should be refunded g. Enter quantity to return h. Click Continue i. Change the On Account section to $0.00. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 4

j. Click: Bank Account Drop down box; this will be unavailable until you change the On Account section to $0.00. k. Select Checking l. Click Return Item(s) m. After you click Return Item(s) a return receipt will pop up. Print this receipt. 2. The check will be sent to your Check Print Que for printing. Follow Check issue steps to print check. See page 7 of the ASBWorks Manual for check issue instructions. Check Types 1. Vendor Checks vs. Refund Checks vs. Reimbursement Checks a. Vendor Checks are issued to businesses for services provided or merchandise bought or anyone not considered a staff member, parent or student. b. Refund Checks are issued to parents or students. c. Reimbursement checks are issued to employees. d. Do not put the vendor number, or the words (#reimb) or (#refund) after the payee name. This is not needed in ASB and will create issues with 1099 s. Adding Parents to ASB 1. When issuing a refund check to a parent, if the parent is not set up in ASB, the following box will appear: ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 5

2. Select Yes. Then select Other when the Select New Name Type box appears and then click OK. 3. The Parent s name will populate in the Full Name box. Add the first name and last name and then select Next. 4. Type their Address into the Address box and select Add. 5. This should create a new profile for the parent and will populate on the check you already started to issue. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 6

Writing the Check 1. You will find directions on how to print a check in the ASB manual, pages 1-3. 2. Check date will automatically populate for current date. Do NOT back date check. 3. There is a Handwritten option available at the top of the box. This option should only be used if you are unable to get online to ASBworks. Otherwise, all checks are to be issued in ASB. If you select handwritten, you will need to fill out the Check No. Space. 4. The check number will say To Print when you are issuing the check is ASB. You will not see a check number until you are ready to print the check. 5. There is a memo line at the bottom of the check. Use this area to write a description of what check is for. Include as much detail as possible in case research is needed in the future. 6. Select Expenses tab at top of screen after entering memo. Enter the account number or name of account where check is being paid from. a. The fundraiser drop down is being used to track Campus Activity Expenses. b. If check is being paid from a Campus Activity Account, you must select the fundraiser type. c. Fundraisers are set up in ASB to categorize the type of expense the purchase is. 7. Print the check after check has been created. Refer to pages 6-9 in the ASB manual for complete check printing instructions. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 7

End of Day Daily Deposits 1. To create a deposit in ASBworks.com: a. Choose Receipts at top of screen. b. Select Make Deposit. c. SELECT ALL on bottom of screen d. Daily Cash Count. 1. Count the number of each bills in each denomination along with coins. Fill out Daily Deposit Count Sheet with information. The total cash will populate automatically. 2. Using the Total Cash amount from ASB, fill in the ASB Total Cash amount on your Daily Deposit Count Sheet. 3. Fill in check numbers and amounts on the Daily Deposit Count Sheet. The total check amount will populate automatically. 4. Using the Total Check amount from ASB, fill in the ASB Total Checks amount on your Daily Deposit Count Sheet. 5. If there is a difference in either cash or checks, please re-do steps one and two to verify the correct information has been entered. 6. Sign and date your Daily Deposit Count Sheet. e. If you still have a difference of $10.00 or more after completing your count twice, you must have principal sign Daily Deposit Count Sheet. f. Save and print Deposit Summary. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 8

g. If deposit slip printed correctly, once prompted Did your Deposit Slip print correctly? click yes. If it did not, click no and re-print. 2. Print the Deposit History Report (Deposit Journal) a. Select Receipts b. Choose Deposit History c. Select Today s date for deposit you just created. d. Check INCLUDE DETAIL. e. Choose Generate Report f. Print 3. Fill out bank deposit slip in deposit book a. Use Deposit History to verify deposit slip is correct. b. You do not need to write any information at the bottom of the deposit slip. c. Keep carbon copied deposit slip for your records and put the other two in bank bag. For dual pocket bags: 1. Cash goes in top part of bag along with coins. 2. Checks along with the deposit slip and carbon copy go in bottom pocket of bag. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 9

4. Print Payments Report. a. Select Reports b. Choose Items/Sales Report c. Choose Payment Report d. Date Range = Today e. Enter current date in start and end f. Type = Card g. Create Report h. Print and attach credit card receipts to report 5. File the following in your Activity Funds folder (see example packet): a. Deposit Slip b. Attach bank pull strip with bag number to deposit slip c. Daily Deposit Count Sheet d. Deposit Summary e. Deposit History Report (Deposit Journal) f. Payments Report 6. Record deposit in Courier Log Book 7. Lock deposit in safe until Courier arrives to pick up ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 10

Month End Reconciliation Checklist 1. Bank Fees and Returned Checks: Record any Bank Fees or NSF Items listed on your bank statement Request a transfer from Treasury for any bank fees via email *This should only include FEES, returned check amounts will be deposited by Check Redi When transfer is complete, treasury will inform you that it is completed and you will need to record the journal entry 2. Reports to Print: Operating Account Statement Report MEP Account Statement Report Balance Sheet - 2 copies Fundraiser Report Daily Posting Report - page 1 only Transaction Summary Report Transaction Detail Report 3. Treasury Packet: Daily Posting Report Page 1 Only Balance Sheet Report (1st copy) *Should show ending balances for the month Operating Account Statement Report MEP Account Statement Report NEW Disbursement Request Form OP - 105 NEW Disbursement Request Form MEP 105 Check to Treasury for Operating Items to INCLUDE Check Stub Check to Treasury for Music Enrichment Items to INCLUDE Check Stub (if applicable) 4. Reconciliation Packet: Principal's Approval Form Bank Reconciliation Report from ASB *Printable after reconciliation is completed Bank Statement Balance Sheet (2nd Copy) Fundraiser report Transaction Summary Report Transaction Detail Report ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 11

Sales Tax Report for Treasury: NOTE: THIS PROCESS SHOULD BE COMPLETED BY THE 7 th OF THE MONTH FOLLOWING THE REPORTING PERIOD 1. Click on Reports a. Select Items/Sales Reports i. Choose Daily Posting Report ii. Date Range: Last Month iii. Create Report 2. Print ONLY Page 1 of the report ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 12

Creating the Disbursement for the End of Month Check to Operating & MEP: 1. Run the Balance Sheet Report: a. Fill in the report parameters as shown below with date as the last day of the month you are completing the reconciliation process. For example, if you are reconciling for August 2016, your reports should be as of 8/31/2016. 2. Use the Balance Sheet totals for 1 Operating to create your 1 st disbursement check to send to treasury a. Bank Account: Checking b. Pay to the Order of: Killeen ISD Operating Fund c. Date: Date you are issuing the check, Form OP-105 should be approved prior to the check issue d. Amount: Total amount from your balance sheet under 1 Operating section e. Memo: Month and Year of check Calculator Fines, Football, IDs & Sales Tax ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 13

3. After completing the front of the check, click on the expense tab: a. Type the first account from your Balance Sheet under 1 Operating report and input the amount i. Click add Item b. Repeat for each account which has a balance in Operating until your expenses total the full amount of the check c. Click save 4. To Print your check: a. Go to Checks i. Print Checks 1. Select your operating check a. Click print 5. Repeat the same steps as above except use your MEP balance sheet and accounts. If you wish to create a separate MEP balance sheet, use the following steps: a. Go to Reports b. Financial Reports c. Balance Sheet d. Report by: Group ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 14

e. Group: 1A Music Enrichment f. Date: Last Month g. Sort by Account Name h. Select Create Report i. Print report and include in your Treasury Packet. NOTE: Only Middle schools and high schools choosing to participate in this program will need to submit this check each month. Please confirm with your band and choir directors if your campus is participating. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 15

Creating Treasury Packet 1. Account Statement Report j. Report by: Group: k. 1 Operating l. Date Range: Last Month m. Create Report 6. Paper Clip: a. Check b. Page 1 of Daily Posting Summary c. Balance Sheet d. Operating Account Statement Reports e. NEW Disbursement Request OP-105 with principal s approval After principal has approved the check, send the packet to Treasury through Interschool Mail ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 16

Month End Reconciliation Process Download the following reports 7. Run the Balance Sheet Report: Fill in the report parameters as shown below with date as the last day of the month you are completing the reconciliation process. a. Click: Reports i. Financial Reports ii. Report By: Group iii. Statement As Of: Last Month iv. Create Report 8. Fundraiser Report a. Click: Reports i. Fundraisers ii. Date Range: Last Month iii. Report On: All Fundraisers iv. Create Report ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 17

9. Transaction Summary Report a. Click: Reports i. Account Transaction Reports 1. Transaction Summary Report a. Report BY: Group b. Date Range: Last Month c. Create Report 10. Transaction Detail Report a. Click: Reports i. Account Transaction Reports 1. Transaction Detail Report ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 18

a. Date Range: Last Month b. Create Report Record any Bank Fees or NSF Items listed on your bank statement: 1. Click on Ledger a. Journal Entry b. Date: Date posted to bank statement c. Memo: Clearly explain what you are recording 2. For NSF Items a. Account Name: NSF Checks/Returned Items i. Debit the amount of the item ii. Click add item b. Account Name: Checking i. Credit the amount of the item ii. Click add item 3. For Bank/Credit Card Fees: (record a separate line for each fee item in your bank statement) a. Account Name: Bank Fees i. Debit the amount of the fees ii. Click add item b. Account Name: Checking i. Credit the amount of the item ii. Click add item 4. Funds received from Check redi: a. Account Name: Checking i. Debit the amount of the item ii. Click add item ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 19

b. Account Name: NSF Checks/Returned Items i. Credit the amount of the item ii. Click add item 5. When all line items are complete and the entry is in balance, the Save journal entry button will be available ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 20

Compare Fundraiser Report to Transaction Summary Report a. The total fundraiser amount should match the total expenses for Campus Activity on the Transaction Summary Report b. If the totals don t match, pull check copies and verify that each campus activity check has a fundraiser associated with all expenses i. Find the checks that are incorrect and go into system and correct 1. Look up the check 2. Click on the expense section 3. Add in the fundraiser that ties to the line item After Completing the above steps, follow ASB Works reconciliation directions to complete bank reconciliation within the software. ASB SUPPLEMENTAL TRAINING DOCUMENT CREATED 10/2016 21