TRUST ACCOUNTING. Copyright Box & Dice Software Pty. Ltd. LAST UPDATE: october 2009

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1 Tr TRUST ACCOUNTING Copyright Box & Dice Software Pty. Ltd. LAST UPDATE: october 2009 Name... Date... Trainer...

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3 Tr TRUST ACCOUNTING COURSE CONTENTS TRUST ACCOUNTING COURSE Configuration Terminology Navigation and Menus Typical Trust Accounting Process Sell a Listing Add Commission Splits View a Ledger Add a Ledger Receipt Trust Money Bank Deposit Splits Make a Payment Transfer Trust Money between Ledgers Dishonour a Cheque Reverse a Receipt Process an Account Sale Process a Disbursement Reconciliation End of month Rollover Archives Cash Flow Report Listings End of Month Reporting Disclaimer Copyright Box & Dice Software Pty. Ltd. 3

4 Tr trust accounting COURSE Tr Configuration Please Note: These instructions form a guide only. Trust accounting relies on the care of staff and good agency practice. Box+Dice Software Pty Ltd takes no responsibility for the trust accounting of individual offices. Before you can start using Boom's Trust Accounting module you will need to set up a series of Configuration settings. To configure your Trust Account, follow these steps: 1. Go to Configuration 2. Select Account Sale Header from the Configuration Menu 3. Click on each one of the Account Sale Type Headers and enter the heading you want to appear on the Account Sale when this Account Sale Type is selected 4. Click SAVE 5. Select Company Accounts from the Configuration Menu 6. Click on the green button next to Company Trust Account 4

5 7. Enter the Account Name, Account BSB, Account Number, Bank, Bank Code, Branch, Principal Name, Trust Receipt Header, Trust EOM Footer, Trust Receipt/Payment Company Name, Direct Entry Username, Direct Entry User ID and Office 8. Tick Editable Receipt Numbers if you want to be able to select the Receipt Number when entering a Receipt. If you do not select this option the system will automatically generate the next Receipt Number and you will not be able to edit it when entering it 9. Tick Default Account if you want this Trust Account to be the default account that appears for Receipts, Payments and Ledgers 10.If your Company prefers to transfer Trust Money to a Company Ledger and then pay your Company a bulk amount rather than per transaction, click on the green button next to each of the Default Ledger options and select the Ledgers that you want these funds to be transferred to by default when disbursing funds 11.Click SAVE Copyright Box & Dice Software Pty. Ltd. 5

6 Tr Tr TRust accounting COURSE 12. Click on the green button next to Company General Accounts 13. Enter the Account Name, Account BSB, Account Number, Bank, Bank Code, Branch, Office and if you want the General Account to be the Default Account, tick the checkbox 14. Click SAVE 15. Select Transaction Description from the Configuration Menu 16. Click on the green button next to Receipt Description or Payment Description to add any additional transaction descriptions if required. NB: If you have existing trust accounting records you may need to roll them over into Boom. A Boom Consultant will assist with this process. To book a Boom Consultant contact your Account Manager. Charges may vary depending on the size of your trust account. An average trust account rollover and training requires 5hrs. 6

7 Terminology Boom uses Trust Accounting terminology very specifically. It is important you understand how they are intended to be interpreted as some of these terms may take on other meanings in general use. Below is an explanation of the Boom Trust Accounting terminology: Ledger A Ledger is a virtual sub-account within your Trust Account. A new Ledger is created for each sale transaction and all entries relating to that sale belong in that Ledger. The sum of all Ledgers equals the Cashbook Balance. All Trust monies must be recorded in a Ledger as it is money held in trust on behalf of another person and therefore the money must be clearly identified. Journal A Journal is effectively a book (journal) or a list of transactions. Some systems refer to a Journal as transferring money. In Boom, this action is called a Transfer. Payment A Payment is any Cheque, EFT or ABA transaction paid out of the Trust Account other than via an Account Sale. Transfer A Transfer is the process of moving money from one Ledger to another. Your office may choose to pay itself/release commissions for multiple sales in one transaction. This can only be done if the money your office is paying to itself is paid from one Ledger. To gather the funds for Payment into one Ledger you will need to Transfer the money from the Owner Ledgers to a Company Ledger. Once the required funds are in the Company Ledger you can then make the one Payment to your General Account. Reconcilliation A Reconciliation is the process of checking three balances: 1. Cashbook Balance: the total of all Receipts and Payments in Boom 2. Ledger Balance: the total of all Ledger Balances in Boom 3. Reconciled Bank Balance: the actual balance on the Bank Statement at the end of the month Unpresented Payments/Receipts represent the difference between the Ledger Balance and the Reconciled Bank Balance. Copyright Box & Dice Software Pty. Ltd. 7

8 Tr trust accounting COURSE Tr Navigation and Menus There are several menu options in Trust Accounting. Though it is important you understand the purpose of each of these options, for the most part you will use the Ledger and Reconciliation menu options. Receipt The Receipts section allows you to process a new Receipt. You must select the Ledger the Receipt is to be recorded on (or create a new Ledger from this section). You must then also select the Property the Ledger belongs to and the Vendor(s) and Purchaser(s) associated with it. Receipts can also be created directly from a Ledger. Receipts Journal The Receipts Journal is a month by month list of all Receipt transactions in your Trust Account. You can also print your Bank Slips from this section. Payment The Payments section allows you to process a new Payment. You must select the Ledger the Payment is to be recorded on (or create a new Ledger from this section). You must then also select the Property the Ledger belongs to and the Vendor(s) and Purchaser(s) associated with it. Payments can also be created directly from a Ledger. Payments Journal Transfer The Payments Journal is a month by month list of all Payment transactions in your Trust Account. The Transfer section allows you to select a Ledger to transfer money from and the Ledger the money is to be transferred to. Transfers can also be created directly from a Ledger. Transfer Journal The Transfer Journal is a month by month list of all transfers between Ledgers in your Trust Accounting records. Ledger The Ledger section provides a search facility to view a summary of all Ledgers. You can also view the full details of each Ledger. 8

9 Reconciliation The Reconciliation section provides a facility to mark all of your transactions as either presented or unpresented as against the transactions that appear on your Bank Statement, to ensure your Trust Accounting records match those of your Trust Bank Account. Archives The Archives section allows you to view past Reconciliation and End of Month Rollover reports. You can also Unreconcile and Unrollover any periods from this section. Copyright Box & Dice Software Pty. Ltd. 9

10 Tr trust accounting COURSE Tr Typical Trust Accounting Process Though there can be many variations to how the Trust Accounting process is carried out, below is a summary of the typical Trust Accounting process you should follow: 1. Complete the Listing's Sales Voucher with the Purchaser's details, Sale Price, Deposit info, Expected Settlement Date, Sales Commissions etc. 2. Create the Ledger and Receipt the Deposit money into the Ledger 3. Receipt any other monies that may have been received (Balance of Deposit, payment of Advertising from Vendor etc) 4. Process the Account Sale to show the balance of funds due to either the Vendor(s) or the Vendor(s) Representative, after any Commission, Advertising, General Expenses or Miscellaneous Expenses due have been deducted 5. Settlement or an Early Release of Deposit occurs and payment is made to the Vendor(s) or Vendor(s) Representative 6. Remaining funds in the Ledger are Disbursed to the Company Ledger to be paid to the General Account or, are paid directly to the General Account 10

11 Sell a Listing A Listing should be recorded as sold as soon as the Contract of Sale has been executed. Sold Listings are Listings with the status Not Settled or Awaiting Unconditional, depending on whether they are unconditional or conditional sales (respectively). To record a Listing as sold, follow these steps: 1. Go to Listings 2. Carry out a search for the Listing and select it from the search results 3. Click on SALES VOUCHER 4. Click on the green button next to Purchaser(s) 5. Click OK to the warning message that appears 6. Carry out a search for the Purchaser Copyright Box & Dice Software Pty. Ltd. 11

12 Tr trust accounting COURSE Tr 7. Select the Purchaser's name from the search results by ticking the checkbox next to it 8. Click ADD TO LIST 9. If there is more than one Purchaser continue this process until all Purchasers are on the Added Purchaser List 12

13 10. Click CLOSE 11. The Sales Voucher screen will now appear grey and the Purchasers' names will appear under the Purchaser(s) section 12. Click on +Solicitor/Conveyancer 13. Select the Purchaser's Solicitor/Conveyancer from the menu and click CLOSE 14. Under the Sales Details section enter the Day of Sale and Expected Settlement Date 15. Select whether the Deposit is the Full Deposit, Part Deposit or a Deposit Bond 16. Enter the Full Amount of the Deposit 17. If only Part of the Deposit is being paid, enter the Amount Paid and the Balance Due Date 18. Select the Sale Type as either Sold by Auction, Sold before Auction, Sold After Auction or Private Sale 19. Tick the Undisclosed Price checkbox if the Sale Price is not to be displayed to the public (this is of particular relevance if you are using Web Portal Loading or your Listings are sent directly to your Website from Boom) 19. Click on CRITICAL DATES 20. Enter the Day of Sale and Expected Settlement Date. All fields in blue will be populated automatically by the system Copyright Box & Dice Software Pty. Ltd. 13

14 Tr trust accounting COURSE Tr 22. If the sale is conditional, click on CONDITIONS and add each condition that is due before the sale is made unconditional. By adding Conditions to a Sales Voucher, the Listing Status will become Awaiting Unconditional rather than Not Settled 23. Click on +Sale Price 24. Enter the Sale Price and the Commission Details 25. Click CLOSE 26. Click SAVE 14

15 Add Commission Splits To add commission splits to a Listing's Sales Voucher, follow these steps: 1. Go to Listings 2. Carry out a search for the Listing and select it from the search results 3. Click on SALES VOUCHER 4. Click on +Commission Structure 5. Enter the Listing's Sale Price as an amount including GST at the top of the Commissions screen 6. Enter the Commission Structure as a text description (e.g. 2% plus GST) 7. Enter the Comm Structure as either a percentage or a dollar amount with the required GST option selected (i.e. Excl. GST or Incl. GST) Copyright Box & Dice Software Pty. Ltd. 15

16 Tr trust accounting COURSE Tr 8. Click on CALC GROSS COMM. 9. The Gross Commission will be updated 10. Add any Deductions by selecting the individual deductions from the drop down menu and entering the amount as either a percentage or an amount. You can also enter a description of the deduction. NB: If a deduction is to be applied against one Consultant's Commissions only, it is best to manually deduct that amount from the individual Consultant's Commission by adjusting their Commission Split accordingly 11. Select either Before Deduction or After Deduction from the drop down menu to determine how the Commission Splits or Commission Introduced should be calculated 12. Select a Consultant from the drop down menu 13. Select the Type from the drop down menu as either List, Manage or Sell depending on what that Consultant's involvement was with the Listing's sale 14. Enter their Commission Split, Commission Introduced and Property Value splits as either a percentage or a dollar amount Commission Splits: The actual amount to be paid to the Consultant Commission Introduced: A symbolic figure used to calculate the Gross Commission that a particular Consultant has brought in to the Company Property Value: Enables you to attribute a percentage of the Property Value to particular Consultants to calculate the total property value in sales that the particular Consultant has sold 16

17 15. Repeat this process for each Commission split required 16. The screen will default to allow for three rows of Commission Splits to be entered. If you require additional rows click on the green button in line with Gross Commission 17. Click CLOSE Copyright Box & Dice Software Pty. Ltd. 17

18 Tr trust accounting COURSE Tr View a Ledger To view a Ledger follow these steps: 1. Go to Trust Accounting 2. Select Ledger from the Trust Accounting Menu 3. Select the Trust Account the Ledger belongs to from the Select Account drop down menu 4. All Ledgers with a positive Ledger Balance will appear in the window below 5. To view Ledgers with a zero dollar balance, tick the Show Zero Balances checkbox 6. Click on a Ledger in the Search Ledger screen to view the Ledger's details 18

19 7. To narrow down the search results or find a Ledger by either the Vendor(s) name, Purchaser(s) name or Property address, simply type the Ledger Name or another of the above other search criteria into the Search Team field and click GO 8. A Listing's Ledger can also be viewed directly from the Listing Details screen. To view a Ledger from a Listing: Go to Listings Carry out a search for the Listing Select the Listing from the search results Click on LEDGER The Ledger details will appear. If a Ledger has not yet been created for a Listing, you can create it from here too by entering the Ledger Name and clicking CLOSE Ledger Details The Ledger Details screen displays the Property address, Vendor(s), Purchaser(s) and all transactions that have been carried out on that Ledger to date. The Ledger Details screen also provides a series of buttons at the bottom of the screen to allow you to perform trust accounting functions from within the Ledger itself including Receipts, Payments, Transfers, Account Sales, Disbursements and Invoices. Copyright Box & Dice Software Pty. Ltd. 19

20 Tr trust accounting COURSE Tr Add a Ledger To add a new Ledger, follow these steps: 1. Go to Trust Accounting 2. Select Ledgers from the Trust Accounting Menu 3. Click on the green button next to Search Ledger 4. Select the Ledger Type from the drop down menu as either Owner Sales Ledger or Other Sales Ledger 5. Select the Trust Account from the Select Account drop down menu if you have more than one Trust Account 6. Enter the Ledger Name 7. Click the green button next to Property 8. Carry out a search from the Property and select it from the search results to link the Ledger to that Property 9. Click on the green button next to Vendor(s) 10. Carry out a search from the Vendor(s) and select them from the search results to link the Ledger to the Contact(s) 11. If the Listing has been sold, click on the green button next to Purchaser(s) 12. Carry out a search from the Purchaser(s) and select them from the search results to link the Ledger to the Contact(s) 13. Click CLOSE 20

21 14. Alternately you can add a Ledger from a Listing. To add a Ledger from a Listing: Go to Listings Carry out a search for the Listing Select the Listing from the search results Click on LEDGER The Ledger details will appear. If a Ledger has not yet been created for a Listing, you can create it from here too by entering the Ledger Name and clicking CLOSE Copyright Box & Dice Software Pty. Ltd. 21

22 Tr trust accounting COURSE Tr Receipt Trust Money To Receipt trust money to a Ledger, follow these steps: 1. Go to Trust Accounting 2. Select Ledgers from the Trust Accounting Menu 3. Carry out a search for the Ledger and select it from the search results NB: You can also find a Ledger by going to Listings, carrying out a search for and selecting a Listing and clicking on LEDGER in the Listing Details screen) 4. From the Ledger Details click on RECEIPT and the Receipt Details screen will appear 5. The Ledger Name, Property, Vendor(s) and Purchaser(s) will already be populated on the screen with those from the Ledger 6. The Receipt Number will automatically be entered as the next highest Receipt Number. To change the Receipt Number just type over the one that is entered. NB: Depending on your office's settings under Configuration > Company Accounts, this field may not be editable 7. The Account will automatically be selected as the same Trust Account the Ledger was linked to when it was created. If you need to select a different account just drop down the menu and select the new Account 22

23 8. The Date will automatically be selected as today's date. To edit it just click on the Calendar icon next to the date and select the correct date 9. Enter the name of the person(s) the money has been Received From 10. Enter any Notes regarding the Receipt if required 11. Select the Description of the Receipt from the drop down menu. Some of these options are editable within Configuration > Transaction Descriptions however others are not and must remain in the system as they are attached to other functions 12. Enter the Amount being receipted 13. Select the Receipt Type as either Cash, Cheque, Credit Card or EFT 14. If your Receipt Type is Cheque, complete the Cheque From, Bank Name, BSB/Account No and Clear in fields Copyright Box & Dice Software Pty. Ltd. 23

24 Tr trust accounting COURSE Tr 15. Select the Staff member the Receipt has been Issued By from the drop down menu 16. Click PROCEED & PRINT to process the Receipt and generate a printable receipt to provide to the person paying the money, or just click PROCEED to process the Receipt 17. Select OK to the warning message and the Receipt will be processed 24

25 Bank Deposit Slips To generate and print a Bank Deposit Slip follow these steps: 1. Go to Trust Accounting 2. Select Receipts Journal from the Trust Accounting Menu 3. All Receipts from the current month will automatically be displayed in the Receipts Journal. If you need to navigate to a Receipt in a previous month select the required month from the Select Month drop down menu 4. To include a Receipt in the Bank Deposit Slip it must be unticked 5. Any Receipts processed since the last Bank Deposit Slip was printed will automatically be unticked Copyright Box & Dice Software Pty. Ltd. 25

26 Tr trust accounting COURSE Tr 1. Click on BANKING 2. Two Bank Deposit Slips will automatically be generated (Bank copy and your Company copy) with the relevant Trust Account details displayed 8. Once BANKING has been clicked, any Receipts that were unticked will automatically be ticked, ready for the next Bank Deposit Slip to be generated 26

27 Make a Payment To make a Payment from a Trust Account follow these steps: 1. Go to Trust Accounting 2. Select Ledgers from the Trust Accounting Menu 3. Carry out a search for the Ledger and select it from the search results NB: You can also find a Ledger by going to Listings, carrying out a search for and selecting a Listing and clicking on LEDGER in the Listing Details screen) 4. From the Ledger Details click on PAYMENT and the Payment Details screen will appear 5. The Ledger Name, Property, Vendor(s) and Purchaser(s) will already be populated on the screen with those from the Ledger 6. Select the type of payment as either Cheque Payment, EFT Payment or ABA Payment Copyright Box & Dice Software Pty. Ltd. 27

28 Tr trust accounting COURSE Tr Cheque Payments The Date will be defaulted to today's date. To edit the date just select the correct Day, Month and Year from the drop down menus Select the Description from the drop down menu Enter the name of the person/entity the cheque is to be paid to in the Pay field Enter the amount to be paid in the $ field The Cheque Number will automatically be generated as the next highest unallocated Cheque Number Select the Staff member the payment is Issued By from the drop down menu EFT Payments The Confirmation Number will automatically be generated as the next highest unallocated EFT Confirmation Number starting at 1000 Select EITHER, the General Account from the drop down menu, the Contact Account from the drop down menu or manually enter the Account Name and BSB / Account No that the money is to be paid to NB: General Account details are entered under Configuration > Company Accounts > General Accounts. Contact Accounts are entered under the individual Contact's Contact Details screen under ACCOUNTING The Date will be defaulted to today's date. To edit the date just click on the Calendar icon and select the correct date Select the Description from the drop down menu Enter the amount to be paid in the EFT Amount field Enter the name of the person/entity the cheque is to be paid to in the Pay field 28

29 Select the Staff member the payment is Issued By from the drop down menu ABA Payments See the above details for EFT Payments 7. Click PROCEED & PRINT to process the payment and generate a printable EFT record or Cheque (if using pre-printed Cheque stationery. If you just process the payment click PROCEED 8. Select OK to the warning message and the Payment will be processed Copyright Box & Dice Software Pty. Ltd. 29

30 Tr trust accounting COURSE Tr Transfer Trust Money between Ledgers To transfer Trust money between two Ledgers follow these steps: 1. Go to Trust Accounting 2. Select Transfer from the Trust Accounting menu 3. Click on the green button next to Transfer Funds From Ledger 4. Carry out a search for the Ledger from the Search Ledger screen. Use the Search Term option if required and select the Ledger that currently contains the funds you wish to transfer 5. Click on the green button next to Transfer Funds To Ledger 6. Carry out a search for the Ledger from the Search Ledger screen. Use the Search Term option if required and select the Ledger that you wish to transfer the funds into 7. Complete the Transfer Details section: The Confirmation No. will automatically be populated as the next highest Transfer number available Select the Description/Why from the drop down menu Enter the Transfer Amount 30

31 The Date will automatically be populated as today's date Select the Staff member that is completing the Transfer from the Issued By drop down menu 8. Click PROCEED to process the Transfer of funds between the two Ledgers Copyright Box & Dice Software Pty. Ltd. 31

32 Tr trust accounting COURSE Tr Dishonour a Cheque To record a Cheque has been dishonoured, follow these steps: 1. Go Trust Accounting 2. Select Ledgers from the Trust Accounting Menu 3. Carry out a search for the Ledger the Cheque was initially receipted to and select it from the search results 4. Click on the receipted Cheque on the Ledger Details that is to be recorded as Dishonoured 5. Click on DISHONOUR on the Edit Receipt screen 32

33 6. A new transaction will appear on the Ledger with the Description Dishonoured Receipt displaying a negative value equal to the initial Receipt value 7. The Dishonour Receipt transaction will automatically be dated as today's date. If the date the transaction was dishonoured does not match that on your Bank Statement, click on the Dishonoured Receipt transaction in the Ledger, select the Calendar icon next to the Date and select the correct date. Click CLOSE to save the changes. Copyright Box & Dice Software Pty. Ltd. 33

34 Tr trust accounting COURSE Tr Reverse a Receipt To reverse a Receipt follow these steps: 1. Go Trust Accounting 2. Select Ledgers from the Trust Accounting Menu 3. Carry out a search for the Ledger the Receipt was initially recorded on and select it from the search results 4. Click on the Receipt transaction on the Ledger Details that is to be reversed 5. Click on REVERSE on the Edit Receipt screen 34

35 6. A new transaction will appear on the Ledger with the Description Reverse Receipt displaying a negative value equal to the initial Receipt value 7. The Reverse Receipt transaction will automatically be dated as today's date. If the date the transaction was reversed does not match that on your Bank Statement, click on the Reverse Receipt transaction in the Ledger, select the Calendar icon next to the Date and select the correct date. Click CLOSE to save the changes. Copyright Box & Dice Software Pty. Ltd. 35

36 Tr trust accounting COURSE Tr Process an Account Sale An Account Sale is a record of all money held in the Trust Account for a particular Ledger and what funds your Company is entitled to receive (e.g. Commission, Advertising, General Expenses, Miscellaneous Expenses and GST). It is typically produced before Settlement occurs and is supplied to the Vendor or Vendor's Representative. We highly recommend completing the Sales Voucher prior to processing an Account Sale to ensure all of the funds your Company is entitled to received are recorded and can be accounted for. To process an Account Sale, follow these steps: 1. Go to Trust Accounting 2. Select Ledgers from the Trust Accounting Menu 3. Carry out a search for the relevant Ledger and select the Ledger from the search results 4. Click on ACCOUNT SALE in the Ledger Details screen 5. Select the Account Sale Type from the drop down menu as either Release of Deposit, Settlement or Stake holder 6. The Account Sale Number will automatically be calculated as the next highest Account Sale Number available 7. The Date will automatically be populated as today s date. To edit the date just click on the Calendar icon next to the date and select the correct date 36

37 8. Under the Commission section, select Sales Voucher. The Gross Commission and GST component that has been entered into the Sales Voucher for that Listing (i.e. Total Commission before Deductions) will be displayed. If you have not entered the information into the Sales Voucher, select Other and manually type the Gross Commission into the field (i.e. Total Commission excluding GST before any Deductions) 9. Under the Advertising section, select either Estimate, Actual or Both to display the total of all unreceipted Vendor Funded Advertising as entered into the Advertising Campaign for that Listing. If you have not entered the Campaign Items into the Advertising Campaign screen, select Other and manually type the total Advertising owed including GST into the field Estimate: The total of all unreceipted Vendor Funded Campaign Item Estimate amounts for that Listing Actual: The total of all unreceipted Vendor Funded Campaign Item Actual amounts for that Listing Both: The total of all unreceipted Vendor Funded Campaign Item Actual amounts (or Estimate amounts where an Actual does not exist) for that Listing Copyright Box & Dice Software Pty. Ltd. 37

38 Tr trust accounting COURSE Tr 10. Under the General Expenses section, select General Expenses to display the total of General Expenses as entered for that Listing. If you have not entered any General Expenses into the Listing's Expenses screen, select Other and manually type the total of all General Expenses owed including GST into the field 11. Should you have any other charges they should be entered under the Miscellaneous section. We would suggest using the General Expenses section inside of a Listing to record any additional expenses that are to be charged to a Vendor at the Account Sale point as this section allows you to record them at any time throughout the Listing's lifetime - therefore ensuring they are not forgotten when it is time to do the Account Sale. If you wish to use the Miscellaneous section for these charges instead, enter the Description and the total Amount including GST and these items will also be deducted from the Vendor/Vendor Representative's Amount. 12. Select the person/entity the Account Sale should be sent to from the Account To drop down menu as either Vendor or Vendor's Representative 13. The funds owed to the Vendor/Vendor's Representative will automatically be calculated as total of all Available Funds less any Commission, Advertising, General Expenses, Miscellaneous Expenses and GST. The funds owed to the Vendor/Vendor's Representative will automatically be divided evenly between each Contact listed on the Account Sale to receive the funds. If these amounts are incorrect you can manually edit them by retyping the Amount or Percentage next to each Contact 38

39 14. If you are paying the Vendor/Vendor's Representative by Cheque, ensure the Cheque #s are correct. If more than one Vendor/Vendor's Representative is to be paid using the same Cheque, click on Combine Cheque and both entities will have their names combined using the first Cheque # listed on the Account Sale. 15. Before you process the Account Sale you must ensure the Difference is $0. If it is not, you will not be able to proceed. 16. It is generally good practice to print a draft copy of the Account Sale before proceeding. To do so, click on PRINT DRAFT. The Library will open with a series of different Account Sale printout formats available to choose from. Select the printout style that meets your needs. 17. To process the Account Sale, click on PROCEED. Again, select the Library printout that best meets your needs. Copyright Box & Dice Software Pty. Ltd. 39

40 Tr trust accounting COURSE Tr 8. The Account Sale will appear on the Ledger as a transaction once processed 40

41 Process a Disbursement To disburse Trust money to your Company upon notification of Settlement having been completed, follow these steps: 1. Go to Listings 2. Carry out a search for the Listing and select it from the search results 3. Click on SALES VOUCHER 4. Click on SETTLEMENT 5. Insert the Settlement Date 6. Select if the Purchaser is to be an Owner/Occupier or Investor 7. Click CLOSE Copyright Box & Dice Software Pty. Ltd. 41

42 Tr trust accounting COURSE Tr 8. The Listing Status will now be changed from Not Settled to Settled 9. If the Trust money your Company is entitled to has not already been paid out (e.g. by way of an Early Release of Deposit etc) you will need to carry out a Disbursement 10. Click SAVE on the Sales Voucher screen 11. Click on LEDGER on the Listing Details screen 12. Click on DISBURSEMENT NB: The DISBURSEMENT button will not appear unless you have process an Account Sale 13. The funds yet to be disbursed will be separated by Description and then by GST (e.g. Commission, GST on Commission, Advertising, GST on Advertising, General Expenses, GST on General Expenses, Miscellaneous and GST on Miscellaneous) to allow you to pay each of these items to specific Ledgers or Bank Accounts depending on your Company's Policy. 14. For each set of funds you have the option to either Pay Direct to Agent or Transfer to Ledger Pay Direct to Agent: Select the Payment Type as either Cheque or EFT Enter the Payment Number - NB: The Next Cheque # and Next EFT # appear at the top of the screen for your convenience Enter the name of the person/entity the funds are being paid to under Payment To Transfer to Ledger: If you prefer to pay your fees to your General Account for multiple sales at a time you will need to transfer the funds to a Ledger. Click on the green button and select the Ledger the funds should be transferred to 42

43 Reconcilliation To reconcile your Trust Account, follow these steps: 1. Go to Trust Accounting 2. Click on Reconciliation from the Trust Accounting Menu 3. Click on the Calendar icon next to Closing Balance Date and select the closing bank balance date that appears on your Bank Statement 4. Enter the Closing Balance that appears on your Bank Statement 5. The Difference box will display the difference between your last Reconciliation's Closing Balance (which should also equal the Opening Balance on the Bank Statement you are reconciling) and Closing Balance you have just entered The box will appear grey if it is not balanced and will appear green when it has been balanced (i.e. has a $0 value) 6. Methodically tick the transactions that appear in the Cashbook/System Balance section of the Reconciliation screen against those that appear on your statement. Ticking a transaction in this screen is effectively showing that the item has been presented on your Bank Statement NB: The screen will default to only show the Unpresented transactions. If you wish to see the Presented transactions as well just tick the checkbox next to View Presented Copyright Box & Dice Software Pty. Ltd. 43

44 Tr trust accounting COURSE Tr 7. Once you have ticked all transactions that appeared on your Bank Statement the Difference should display $0. If you cannot balance, we recommend you: Select Archives from the Trust Accounting Menu and print the previous reconciliation (where you did balance) Untick the items since ticked to get you back to that point Re-enter the Closing Date and Closing Balance and re-tick the items again until you balance If you still do not balance it is most likely that a mistake has been made on one or more of the Ledgers where the transactions have been completed. 8. Once the reconciliation balances (i.e. there is a $0 in the Difference box) click on RECONCILE. A reconciliation report will be generated and display a printable version. A copy of the report will automatically be saved under Archives. 44

45 End of Month Rollover Your Trust Account records should be rolled over every month to close off each period. To process an End of Month rollover, follow these steps 1. Go to Trust Accounting 2. Select Reconciliation from the Trust Accounting Menu 3. Carry out a Reconciliation of your Trust Account ensuring it balances up to the last day of the month 4. Select Reconciliation from the Trust Accounting Menu 5. Enter the Closing Balance and Closing Date from your Bank Statement, being the last day of the month 6. Click on ROLLOVER 7. The End of Month Rollover report will appear (this report is the same as the Reconciliation report) 8. Print this report and ensure your Principal signs off on the report for your Auditor 9. The End of Month Rollover report will be saved in the Archive section and can be reprinted at any time if required Copyright Box & Dice Software Pty. Ltd. 45

46 Tr trust accounting COURSE Tr Archives The trust accounting Archives section stores past End of Month Rollover and Reconciliation reports. These reports can be reprinted at any time. You can also unreconcile a past Reconciliation or unrollover a past End of Month Rollover from Archives. To re-print a report from Archives, follow these steps: 1. Go to Trust Accounting 2. Select Archives from the Trust Accounting Menu 3. Select the Reconciliation or End of Month Rollover report you wish to re-print from the drop down menu 4. Click LIBRARY 5. Click PRINT 6. Select your printer and click Print 46

47 Cash Flow Report The Cash Flow Report provides a month by month overview of the funds that are due or will be due to be received by your Company. To generate the Cash Flow Report follow these steps: 1. Go to Listings 2. Select the Listing Status as Awaiting Unconditional, Not Settled and Settled 3. Click GO 4. Click LIBRARY 5. Select Cash Flow Report from the static Report menu and the Cash Flow Report will be generated and appear in the right side of the screen 6. If you wish to print the report, click PRINT, select your printer and click Print The Cash Flow Report Includes: Listing Address Ledger Name Listing Consultant 1, 2 and 3 Expected Settlement Date Day of Sale Deposit Status Sale Price Gross Commission Authorised Advertising Total Fees Consultant Commission Deductions Expenses Total Income Copyright Box & Dice Software Pty. Ltd. 47

48 Tr trust accounting COURSE Tr Listing End of Month Reporting End of Month Listings Reporting can be carried out using one of the three reports available. Outstanding Settlements Report Unconditional Sales Report Unreleased Sales Report To generate an End of Month Listings Report, follow these steps: 1. Go to Listings 2. Select all statuses from the Listing Status box 3. Click on +Advanced 4. Click on EOM 5. Select the Report Type you require from the drop down menu 48

49 6. Select the Month, Year and Office you wish to generate the report for from the drop down menus 1. Click GO 2. The report results will appear in the window below 3. To print the report, click on PRINT, select the printer and click Print 4. To archive the End of Month reporting period, click on ROLLOVER 5. The reporting period will be archived to its own file accessible via the Archive drop down menu End of Month Listing Reports Include: Date Listed Unconditional Date Property Category Property Type Sale Price Gross Commission Listing Consultant 1, 2 and 3 Consultant Sale % Property Value Commission Conjunctional Agent Conjunctional Agent Sale % Conjunctional Agent Commission Property Category Summary Staff Summary Copyright Box & Dice Software Pty. Ltd. 49

50 Tr trust accounting COURSE Tr Disclaimer Please note that we do not provide Trust Accounting advice. You should confirm any information we provide with your auditor to ensure the information provided is the best course of action to resolve any trust accounting issues for compliance purposes. We can only provide information on how to carry out the system functions to get to the desired result - we cannot offer advice on trust accounting compliance. 50

51 Copyright Box & Dice Software Pty. Ltd. 51

52

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