Chapter 16 Reports. Internal Accounts Manual 1 Chapter 16

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1 Chapter 16 Reports The School Cash software has an extensive suite of reporting tools that schools can use to view, print, and download information from the school s accounting records. The complete menu of school-based reports is shown below. The Reports are divided into three classifications: Category Reports, School Reports, and District Reports. When the user clicks on the report name, they receive a sub-menu of selection criteria and report specifications that can be used to tailor the report to their specific needs. Internal Accounts Manual 1 Chapter 16

2 Month-End Reports On a monthly basis, the School Treasurer must reconcile the bank statement and generate the month-end reports. In School Cash Accounting, this is a one-step process. As soon as the bank account is reconciled and signed off by the bookkeeper, the system has been programmed to automatically generate the following documents: Monthly Bank Reconciliation to be reviewed and signed by the principal Overview of Categories (Monthly Report) a listing of all accounts showing their monthly activity and ending balance to be reviewed by the principal Transfer Report - a listing of all transfer entries that were processed during the month to be reviewed and signed by the principal Modifications Report a listing of all transactions that were modified during the month to be reviewed and signed by the principal Signed copies of these reports and a copy of the internal accounts bank statement must be submitted to Accounting Services by the 20 th of every month. The original documents remain on campus for audit review. If schools need to generate additional copies of these reports at any time, they have the ability to do so by using the REPORTS menu in School Cash. Monthly Bank Reconciliation From the Reports Menu, click on #11 Transaction Reports Various, then click on Report 11M Reprint Monthly Bank Reconciliation/Reconciliation Details. Select the school year and month-end date from the dropdown menu to reprint the bank reconciliation. Overview of Categories (Monthly Report) From the Reports Menu, select #11 Transaction Reports Various, then select Report 11L Reprint Monthly Bank Reconciliation/Overview of Categories. Click the radio button to sort the report by Category Number, then select the school year and month-end date from the dropdown menu to reprint the monthly report. Transfer Report From the Reports Menu, select #13 Transfer Report. Select the school year and specify the first and last day of the month to generate the Transfer Report for a specific monthly accounting period. Modifications Report From the Reports Menu, select #15 Modified Transactions Listing Audit Trail and specify a school year. This report can be printed for a specific period of time or for a specific monthly accounting period. These reports are available in School Cash back to school year 2008/2009. Internal Accounts Manual 2 Chapter 16

3 Common Reporting Options The School Cash software presents the bookkeeper with several different options for running reports that appear throughout the system. These options generally require the bookkeeper to use checkboxes, radio buttons, and dropdown menus to select and specify those report options. Report Formats some reports can be generated with multiple layouts, and those optional report formats are usually shown as checkboxes at the top of the report specification page. Some of the formats include shading or alternate presentations of the same data. School Year many reports have the option to specify a specific school year by making a selection from the School Year dropdown box. o Specify one school year to generate reports for a specific fiscal year back to FY o Specify CROSSOVER to generate reports that cross fiscal years. This option usually requires the bookkeeper to specify a starting and ending date for the report. Reports for crossover years can take much longer to generate than reports for a single fiscal year. Date Ranges some reports allow the bookkeeper to specify transactions that occurred during a specific date range. The date range specified can usually be longer than one fiscal year or less than one fiscal year. o The Report Start Date specifies the first transaction date that will be included on the report. o The Report End Date specifies the last transaction date that will be included on the report. Categories to Include reports can be generated for the entire database or for specific accounts, depending on the options the bookkeeper specifies. o For most reports, the default option is to select all accounts. Uncheck the SELECT ALL CATEGORIES checkbox to change the default setting. The dropdown list will turn from blue to white. o To select a single category name or number, scroll through the list and make a selection by clicking the mouse. The report will only include the selected account. o To select multiple category names or numbers, press the CONTROL key while clicking the mouse. This allows the bookkeeper to highlight category names or numbers that are not sequential on the list. The report will only include data for the highlighted accounts. Internal Accounts Manual 3 Chapter 16

4 o To select a range of sequential category names or numbers, use the SHIFT key in conjunction with the mouse. Highlight the first account in the list by clicking the mouse, then scroll down the list to the last item in the sequential list and press SHIFT + mouse to highlight the items within the range. The report will only include data for the highlighted accounts. o This method usually works for any dropdown menu where there is a list of data elements. The default is usually to include all the items in the list, but the bookkeeper can often uncheck the Include All checkbox and specify specific data elements using the methods outlined above. Sort by Category Name/Sort by Category Number This sort option appears on many reports, and is specified by clicking a radio button. o Sort by Category Name provides a list of categories sorted alphabetically by Category Name. o Sort By Category Number provides a list of categories sorted numerically in ascending order by Category Number. Include Transfer/Display Transfer This option appears on some of the reports, and is specified by clicking a radio button. o Include Transfer reflects transfers in the appropriate Revenue or Expense column of the report. o Display Transfer reflects transfers separately in two columns labeled Transfers In and Transfers Out. Summary Report or Overview Report This option determines the level of detail that will be displayed on the report. This option is usually specified by clicking a radio button. o Summary Reports are usually longer and provide a greater level of detail. o Overview Reports are usually shorter and provide less detail. Report Output Options Bookkeepers have the option to print reports or they can export the report to several formats that can be saved to the hard drive and attached to an . Other than simply printing to paper, the additional output selections are: o Adobe Acrobat generates a PDF version of the report. o Excel generates the report in Excel Format includes titles, formatting, etc. o Excel DATA ONLY dumps it into an Excel Spreadsheet where it can be sorted, subtotaled, and all the other functionality that Excel has to offer without formatting, titles, etc. o Word generates the report in Word format this file cannot be edited. o Word EDITABLE allows the user to make changes to the Word document. Category Reports Internal Accounts Manual 4 Chapter 16

5 Category Reports are designed to provide various levels of detail presented in several different formats. Bookkeepers have the ability to customize the reports by selecting specific criteria and sorting options for their data selections. Report #1 Detailed Category Summary This report provides a complete list of yearto-date transaction details with one line per transaction. The default setting includes all categories for the current fiscal year, with data sorted by Category Name. However, the bookkeeper can specify a different school year, category selection, or sort order by making selections on the page. o To select one category, uncheck the Select All Categories checkbox and use the mouse to highlight a specific Category Name or Category Number from the appropriate dropdown menu. o To select multiple categories, uncheck the Select All Categories checkbox and press the Control key while using the mouse to highlight specific category names or category numbers. Click the appropriate radio button to sort the categories alphabetically by name or numerically in ascending account number order. o To select a range of categories, uncheck the Select All Catagories checkbox and use the mouse to select the first category name or number from the dropdown list, then scroll to the last category name or number in the range and press the Shift key while using the mouse to highlight all the categories names and numbers in between. Click the appropriate radio button to sort the category list alphabetically by name or numerically in ascending account number order. Report #2 Category Summary Report Date Range This report has the same level of detail as Report #1 but it allows the user to specify a specific time period, longer or shorter than a complete fiscal year. Bookkeepers can use this menu item to generate a report that covers one month, one quarter, or multiple school years. The bookkeeper is required to specify the date range when generating this particular report. o There are three formats for the report the default, Accounting Style, and a New Report Design. Use the checkboxes at the top of the page to specify the preferred report format or leave them blank to accept the default format. o The report can exclude or include opening balances by selecting or de-selecting the Include Opening Balance checkbox at the top of the page. o The report can be generated for a specific fiscal year. Selecting CROSSOVER allows the bookkeeper to generate a report that crosses more than one school year. This slows down the report processing significantly, but that option is available. Use the beginning and ending dates to specify the transaction dates to be included on the report. Internal Accounts Manual 5 Chapter 16

6 o The bookkeeper can select all categories (click the checkbox), one category (mouse click the category name), multiple categories (Control + mouse click) or a range of category names (mouse click, scroll down, shift + mouse click on the last category name in the range). o The bookkeeper can select the Category Name (sorts categories alphabetically by name) or Category Number (sorts categories numerically in ascending order) radio button to specify how the report will be sorted. Report #3 Detailed Umbrella Category Summary This report has the same level of detail as Report #1 but it separates the transactions by umbrella names. Umbrellas correspond with the seven state-mandated classifications for internal accounts (Athletics, Music, Classes, Clubs, Departments, Trusts, General). It also allows the bookkeeper to generate a report for one specific umbrella by unclicking the Select All checkbox and selecting one umbrella by mouse clicking the umbrella name in the dropdown menu. o If you want to generate a transaction report for your Athletic Director, use this report and specify the Athletics umbrella name in the dropdown list of umbrella names. o The CROSSOVER option is available to generate a report that crosses fiscal years. o To generate a report that spans a longer or shorter time period than one school year, use the Report Start and End Dates to specify which transactions will be selected. Report #4 Overview Umbrella Category Summary This report does not show transaction detail. Instead, it lists each category within a specific umbrella, showing the Opening Balance, Expense, Revenue, and Ending Balance for each category. o To select a single umbrella, uncheck the Select All checkbox and highlight the desired umbrella from the dropdown menu. o This report is designed to show activity for the current school year only. Report #5 Category Umbrella Overview Report (Select Date Range) This report is similar to Report #4, but it allows the bookkeeper to specify a time period shorter or longer than the current school year. o It lists the Balance Forward, Expense, Revenue, and Ending balance as of the dates specified. o Bookkeepers can click the radio button to Include Transfers (transfers are reflected in the Expense and Revenue columns) or Display Transfers (transfers are reflected in two separate columns labeled Transfers In and Transfers Out). Internal Accounts Manual 6 Chapter 16

7 Report #6 Memo Summary Category Balances The Memo field is not used in Palm Beach County, so this report is not useful at the present time. Report #7 Categories With No Activity This report is used at the end of the year to identify dormant accounts. Bookkeepers are instructed to run this report as part of the year-end closing process. School Reports School reports usually don t include transaction-level detail because they usually provide information about account balances rather than a transaction list. The information they provide is usually a summarized version of the category reports. However, bookkeepers still have the ability to customize the reports by selecting specific criteria and sorting options for their data selections. Report #8 - Trial Balance (Category) Provides a list of all the accounts for the current school year showing the Opening Balance, Expenses, Revenues, and Ending Balance, with one line per account. o The report has the option to include or display transfers. Clicking the Display Transfer radio button shows Transfers In and Transfers Out in separate columns rather than including them in the Expenses and Revenues columns. o The report has the option to sort the list by Category Name (alphabetically) or Category Number (numerically) by clicking a radio button. o To get a quick list of account balances, select the Category Name radio button and click CONTINUE to generate the report. Report #9 Trial Balance (Category Date Range) Provides a list of all the accounts for any school year. The bookkeeper must specify a beginning and ending date to generate this report. o Use the checkboxes at the top of the page to specify the report format or leave them alone to generate the standard report. o Specify a specific fiscal year or CROSSOVER to generate a report that crosses more than one fiscal year. o Specify the Report Start Date and the Report End Date. o The report has the option to sort the list by Category Name (alphabetically) or Category Number (numerically) by clicking a radio button. Report #10 Trial Balance (Umbrella Date Range) This version of the Trial Balance groups the categories by umbrella. It shows the Opening Balance, Expenses, Revenues, and Ending Balance for each category on the school s list of accounts. Internal Accounts Manual 7 Chapter 16

8 o The report has some formatting options, shown as checkboxes at the top of the page. o The bookkeeper can specify a fiscal year or CROSSOVER by selecting the School Year from the dropdown menu. o When the CROSSOVER option is specified, the bookkeeper will be asked to specify a Begin Date and End Date. o The report has the option to include or display transfers. Clicking the Display Transfer radio button shows Transfers In and Transfers Out in separate columns rather than including them in the Expenses and Revenues columns. o The report has the option to sort the list by Category Name (alphabetically) or Category Number (numerically) by clicking a radio button. Report #11 Various This menu item actually opens a whole new menu of transaction reports. These reports allow the user to generate a wide variety of transaction lists that meet specific criteria. If the bookkeeper is looking for a specific transaction or a group of similar transactions, these reports can be helpful. The menu is shown below: Report #11 - Customized Transaction Report This report has lots of options and can be used to retrieve specific transactions or groups of transactions from the database. Use if you are looking for a specific transaction and have limited information. Internal Accounts Manual 8 Chapter 16

9 o Specify a specific fiscal year or CROSSOVER to generate a report that crosses more than one fiscal year. o When the CROSSOVER option is specified, the bookkeeper will be asked to specify a Begin Date and End Date. o Specify the category names or numbers to include on the report Click Select All to see all categories Click one category name or number to see a specific account CONTROL + Click to select multiple accounts SHIFT + Click to select a range of sequential accounts o Limit the search to one umbrella or check Select All to include everything. o Specify specific transaction types, such as Checks, Deposits, Transfers, etc. o Limit the search to specific transaction codes or use the Select All checkbox to select all of them. o Specify the sort options for the transactions that will appear on the report: Sort by Transaction Date Sort by Category Name Sort by Category Number Sort by Umbrella Sort by Transaction Type Sort by Transaction Code o Use the Show checkbox to print the transaction code on the report o Search for any element of the Description field Vendor Name, Reason, Invoice #, Category Name, etc. o Search for a specific transaction number if you know a specific check number, deposit number, transfer number, etc. o Search by transaction amount if you know it: Credits search for deposits, transfers to, direct deposits, credit memos Debits search for checks, transfers from, service charges, debit memos Report #11A Transaction Report Detailed by Transaction Type use this report to generate a report showing a specific transaction type for the current school year. Report #11B Range of Dates Detailed Summary use this report to generate a report showing transactions for a specific date range within the current school year. Report #11C Range of Dates Transactions Short Form Summary an abbreviated version of Report 11B. Report #11D - Monthly Bank Statement allows the bookkeeper to reprint a list of transactions that appeared on the monthly bank statement during the current school year. Internal Accounts Manual 9 Chapter 16

10 Outstanding Reports Reports #11E, 11F, and 11G allows the bookkeeper to generate various lists of outstanding items from the most current bank reconciliation. Cleared Reports Reports #11H, 11I, and 11J allows the bookkeeper to generate various lists of cleared items from the most current bank reconciliation. Report #11K Reprint Monthly Bank Reconciliation allows the bookkeeper to print a less detailed version of any previous month s bank reconciliation. Report #11L Reprint Monthly Bank Reconciliation/Overview of Categories - This is the report we refer to in our District as the Monthly Report. It summarizes all the accounting activity for the accounting period. This report is submitted to Accounting Services each month. Report #11M Reprint Monthly Bank Reconciliation/Reconciliation Details this is the report we refer to in our District as the bank reconciliation. It shows all transactions, cleared and outstanding. This version is submitted to Accounting Services each month. Report #13 Transfer Report this is the Transfer Report that is submitted to Accounting Services at the end of each month. It generates a list of all transfers for a specific accounting period dating back to FY Vendor 1099 Report used at the close of the calendar year to clean up the vendor file and generate a list of vendors who will receive a 1099 for services rendered. Transaction Code Report generates an activity summary showing the dollar amount that was coded to each transaction code during the current school year. Report #15 Modified Transactions Listing Audit Trail this is the Modifications Report that is submitted to Accounting Services at the end of each month. It generates a list of all modifications for a specific date range or accounting period dating back to FY The remaining reports are not used in Palm Beach County because they are not applicable to our operations. Internal Accounts Manual 10 Chapter 16

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