Chapter Quarterly Financial Report Instructions (Quarterly Format)

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1 Chapter Quarterly Financial Report Instructions (Quarterly Format) Chapters are expected to maintain 100% compliance with reporting requirements to National. This is important because chapters are organized under the AACN umbrella and are not independently incorporated, so they must operate in a manner that protects AACN's non-profit and tax-exempt status. The Quarterly Financial Report is an important piece of chapter reporting and must include all completed forms, necessary for National to reconcile the report. The National Office requires this report be submitted online, using the online reporting forms. This process benefits the chapters as follows: You will receive an immediate confirmation number as proof of receipt of your submission. You will receive an automated with a copy of your submission, which you can save with your chapter records for 3 years. You can upload additional items such as PayPal statements, Quicken worksheets, etc., on the Bank Reconciliation Form. All submissions are received at the same portal, eliminating the possibility of some or all of your report being lost in the mail or sent to an incorrect fax number. Your confirmation number allows us to trace your submission if needed. The following instructions are for the Quarterly Format where all 3 months of the quarter are included in one report. Chapters can choose this format or the Monthly Format to complete the financial report, based on the preference of the chapter treasurer and what is easiest for them. For the Monthly Format, see instructions on the Forms webpage, in the chapters area of the website. QUARTERLY Format All 3 months of the quarter in one report 1 Bank Reconciliation Form (Includes financial totals for all 3 months) 1 Cash Disbursements Form (Includes cash disbursements for all 3 months) 1 Cash Receipts Form (Includes cash receipts for all 3 months) 3 Bank Statements (1 for each month of the quarter) IMPORTANT: To help the process go more efficiently, complete the steps in the order below. This will prevent the online form from timing out, which would result in the form not going through. Obtain or create electronic copies of all 3 bank statements. (Save file to your computer). Complete the Cash Disbursements Form. (Save file to your computer). Complete the Cash Receipts Form. (Save file to your computer). Complete the Bank Reconciliation Form, attach supporting documents and Submit online. Quarterly Format - 8/2011;Rev 10/2014 Page 1 of 9

2 Quicken Report Format Chapters are welcome to use Quicken software to submit their Quarterly Financial Reports online. Quicken generates a report that will substitute the Cash Receipt and Cash Disbursement Forms. The chapter still needs to complete the Bank Reconciliation Form, attach the bank statements and then attach the Quicken report in the Miscellaneous Attachment area, to have a complete financial report submission. For additional help, contact the Chapter Financial Coordinator at , ext. 367 or BANK STATEMENT CONVERSION INSTRUCTIONS The bank statements need to be converted into an electronic file format and attached to the Bank Reconciliation Form. The conversion can be done a few different ways: Obtain an electronic copy of the bank statements from the bank, through their online banking service. Using a scanner, scan the bank statements and save as an electronic file (as a pdf file). Using a copier, scan the bank statements and save as an electronic file (as a pdf file). The preference is that all three statements are scanned in to one PDF file, however, if you would like to scan and save into three different files, you can do that too. Quarterly Format - 8/2011;Rev 10/2014 Page 2 of 9

3 CASH DISBURSEMENTS FORM INSTRUCTIONS (Quarterly Format) This form is located online at on the Forms page. Open the form and save to your computer. Locate the saved form and open to complete. Note: If you have no outgoing funds to report, all you need to do is fill out the top portion of the form, list No Transactions on the lower portion, and save the form to your computer. This will be attached to the Bank Reconciliation Form, later in the process. Step 1 Complete Information Section: Chapter Name: Spell out the full chapter name (no acronyms). Chapter Financial Code: List the financial code, which is a 4-digit number (4 _). Type of Account: What kind of account? (Checking, Savings, etc.) Quarter / Fiscal Year: List the quarter and fiscal year you are reporting on. Month of: List the months you are reporting on. Month tab: At the bottom of the screen, click on the first Month tab. Right click and select rename and type in the month you are reporting on. Step 2 Complete Transaction Section: List the information for all checks written for that month or any scheduled automatic payments: Date: List the date the check was written or the date the automatic payment came out of your account. Payee or Description: List the person or party the payment was issued to. Check No: List the check number. Amount: List the amount of the payment. Account code: List the payment amount, under the account code column, that it should be applied to. If a certain disbursement transaction does not fall under the most commonly used codes, listed on the form, refer to the Chart of Accounts listing, under Expense Accounts, to locate the appropriate code. (Click on the Chart of Accounts tab at the bottom of the spreadsheet). Use the Other Account # and Other Amount columns, on the form, to record this information (See below). Distribution Totals: This column automatically totals each of the account code rows, so that you know that you ve distributed the payment amount correctly. If you entered everything correctly, the Amount total and the Distribution Totals should match. Quarterly Format - 8/2011;Rev 10/2014 Page 3 of 9

4 Most commonly used account codes **If you run out of room on the form and need additional rows, click in the cell (box) above Total at the bottom of the form. Click on Insert on right side of the toolbar, at the top of the screen and then click on Insert Sheet Rows. If you have Excel 2003, click on the box above Total, right click and click on Insert, then click on Entire Row. Add, as needed, but know that adding rows may cause the form to become a 2 page document. Step 3: After all the check information has been listed: Verify the total in the Amount column (the form should automatically total for you). Verify the total of each account code column, including Other Amount (the form should automatically total these for you too). The total of the Amount column should equal the total amounts of all the account code columns. Step 4: Repeat steps 1-3 for the other 2 months of the quarter, using the additional Month tabs, at the bottom of the screen. Make sure and rename the tabs to reflect the month you are reporting on. Step 5: Save completed form, as an electronic file (Excel or PDF), to your computer. This form will be attached to the Bank Reconciliation Form, later in this process. Helpful Hint: If you need to print out the form, under the Print option, make sure that all four margins are set at.25 and that the page is displayed in Landscape mode. These settings will enable you to print the entire spreadsheet on one page. Quarterly Format - 8/2011;Rev 10/2014 Page 4 of 9

5 CASH RECEIPTS FORM INSTRUCTIONS (Quarterly Format) This form is located online at on the Forms page. Open the form and save to your computer. Locate the saved form and open to complete. Note: If you have no incoming funds to report, all you need to do is fill out the top portion of the form, list No Transactions on the lower portion, and save the form to your computer. This will be attached to the Bank Reconciliation Form, later in the process. Step 1 Complete Information Section: Chapter Name: Spell out the full chapter name (no acronyms). Chapter Financial Code: List the financial code, which is a 4-digit number (4 _). Type of Account: What kind of account? (Checking, Savings, etc.) Quarter / Fiscal Year: List the quarter and fiscal year you are reporting on. Month of: List the month you are reporting on. Month tab: At the bottom of the screen, click on the first Month tab. Right click and select rename and type in the month you are reporting on. Step 2 Complete Transaction Section: List the information for all the income received for that month. Date: List the date the funds were received or when the interest was deposited to your bank account. Revenue Source: List what the funds were for (member dues, program registration, account interest, etc.) Amount: List the amount of the funds. Account code: List the amount, under the account code column, that it should be applied to. If a certain revenue transaction does not fall under the most commonly used codes, listed on the form, refer to the Chart of Accounts listing, under Revenue, to locate the appropriate code. (Click on the Chart of Accounts tab at the bottom of the spreadsheet). Use the Other Account # and Other Amount columns, on the form, to record this information (See below). Distribution Totals: This column automatically totals each of the account code rows, so that you know that you ve distributed the revenue amount correctly. If you entered everything correctly, the Amount total and the Distribution Totals should match. Quarterly Format - 8/2011;Rev 10/2014 Page 5 of 9

6 Most commonly used account codes Helpful Hint: When listing information in the Revenue Source and Amount columns, you can list a general description, instead of the detailed sources. For example, you can list membership dues and the total dollar amount, instead of listing every member s name and their individual dues payment. This will reduce the amount of entries and avoid having to use additional form pages. **If you run out of room on the form and need additional rows, click in the cell (box) above Total at the bottom of the form. Click on Insert on the right side of the toolbar, at the top of the screen and then click on Insert Sheet Rows. If you have Excel 2003, click on the box above Total, right click and click on Insert, then click on Entire Row. Add, as needed, but know that adding rows may cause the form to become a 2 page document. Step 3: After all the revenue information has been listed: Verify the total in the Amount column (the form should automatically total for you). Verify the total of each account code column, including Other Amount (the form should automatically total these for you too). The total of the Amount column should equal the total amounts of all the account code columns. Step 4: Repeat steps 1-3 for the other 2 months of the quarter, using the additional Month tabs, at the bottom of the screen. Make sure and rename the tabs to reflect the month you are reporting on. Step 5: Save the completed form, as an electronic file (Excel or PDF), to your computer. This form will need to be attached to the Bank Reconciliation Form. Helpful Hint: If you need to print out the form, under the Print option, make sure that all four margins are set at.25 and that the page is displayed in Landscape mode. These settings will enable you to print the entire spreadsheet on one page. Quarterly Format - 8/2011;Rev 10/2014 Page 6 of 9

7 BANK RECONCILIATION FORM INSTRUCTIONS (Quarterly Format) This form is located online at on the Forms page. Chapter Information Chapter Name: Spell out the full chapter name (no acronyms). Chapter Financial Code: List the financial code, which is a 4-digit number (4 _). Bank Name: List the bank name for the account you are reconciling. Account Type: Select the type of account you are reconciling (Checking, Savings, etc.). Fiscal Year: This field is populated with the current fiscal year, however, can be changed if the report is for a prior year. Quarter: Select the quarter you are reporting on. Month(s): Select the option All 3 months in the drop-down menu. Prepared By: List the name of the person completing the form. Address: List the address for the person completing the form (Must be their primary address). Bank Account Ending Balance: List the ending balance for the last month of the quarter you are reporting on (Example: 1 st Quarter Report (July-Sept) List ending balance for September 30 th ). Date of Statement: List the date of the statement that the ending balance came from. Outstanding Deposit Total: Deposits that were made, during the 3 months you are reporting on, that are not posted on any of the 3 statements. (Example: Reporting for months of July, August & September Deposits made during those 3 months, which are not posted on any of the bank statements, for those 3 months). Outstanding Checks Total: Checks that were written, during the 3 months you are reporting on, that have not cleared the bank yet. (Example: Reporting for months of July, August & September - Any checks written in those 3 months, which are not on the July, August or September bank statements). Adjusted Bank Balance: Calculate the adjusted bank balance (Ending balance + Outstanding Deposits Outstanding Checks Other Items = Adjusted Bank Balance). Supporting Documents The electronic files for the Cash Disbursements Form, Cash Receipts Form and monthly Bank Statements are attached to this section. Please check one of the two boxes, entitled Account Activity or No Account Activity. Account Activity: Indicates that you have Cash Disbursements and/or Cash Receipts activity, for the quarter. Attach both forms in the attachments section of the Bank Reconciliation Form. If there is activity on only one of the forms, list No Transactions on the blank form and attach both to the Bank Reconciliation Form. No Account Activity: Indicates that you have no activity for either area. There is no need to attach either form, however, you still must attach the Bank Statements file. Quarterly Format - 8/2011;Rev 10/2014 Page 7 of 9

8 Cash Disbursements Form electronic file: Attach this file to the Cash Disbursements Form All 3 months section, on the form. (Click on Browse, locate your file and click on Open, to attach the file see below). Cash Receipts Form electronic file: Attach this file to the Cash Receipts Form All 3 months section, on the form. (Click on Browse, locate your file and click on Open, to attach the file see below). Bank Statements: If all the statements are in one electronic file, attach it to the Bank Statements All 3 months section. If the statements are in individual files, attach each one to the correct monthly section. (Click on Browse, locate your file(s) and click on Open, to attach the file see below). Miscellaneous Attachments: This area can be used to attach any supporting documents that may be necessary for the report processing (i.e. PayPal statements, Quicken reports, etc). Further Comments Your Name: List the name of the person who submitted the form. It will probably be the same person, however, there may be a situation where one person completes the report, but another person submits the form online, therefore, we need information for both people. Your Address: List the address for the person who submitted the form (Must be their primary address). Comments: Any additional information that may need to be included with the report. Quarterly Format - 8/2011;Rev 10/2014 Page 8 of 9

9 ** Once the Bank Reconciliation Form has been completed, with all necessary documents attached, click on Submit at the bottom of the screen. You will get an immediate confirmation message with a confirmation number. KEEP THIS NUMBER FOR YOUR RECORDS. You may need to reference it, at a later date, if there is a problem with your submission. This is the only way National can track your report (See example below). You will, also, receive an confirmation, documenting your confirmation number and listing the information you included on your form (See example below). Quarterly Format - 8/2011;Rev 10/2014 Page 9 of 9

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