A Guide to Using SMART Finance

Transcription

1 A Guide to Using SMART Finance System ~ Management ~ And ~ Reporting ~ Tools

2 SMART Finance is a modification of INTERGY from PowerCerv in cooperation with ESV Regions I, II, III, IV, V for use in Minnesota public schools. Copyright 1996, SMART Systems Development Your Regional Support for SMART Finance is: NOTICE All rights are reserved. These materials were compiled under a cooperative effort of ESV Regions 1-5 and are meant to assist their finance districts in use of the SMART Finance software. This material may not be reproduced or disseminated to any non-member district without the express written permission of a Region 1-5 Executive Director. This manual was produced by Regions 1 through 5 using ComponentOne Doc-To-Help Enterprise (last update: January 2014 ~v13.2)

3 Contents Administration 1 Accounting Calendar...1 Setting up accounting periods...1 Opening an accounting period...2 Closing an accounting period...3 Defaults...3 Setting Account Code Defaults...3 Setting Application Features...7 Setting Application Defaults...8 Default Closing Period...10 Banks...10 Adding a bank...11 Finance Charges...13 Setting up Finance Charges...13 Fiscal Year Maintenance...14 Creating / Revising a Fiscal Year Record...14 Launch Application Maintenance...15 Attachments...16 Creating a Pushpin Attachment...16 Locations & Sub Locations...17 Adding a location...17 Adding a Sub Location...18 SKU Codes...19 Adding an SKU code...19 Viewing SKU codes...19 Changing an SKU code...20 Making an SKU code inactive...20 Associating a SKU Code to an Account Code...21 Tax Type...25 Setting up Sales Tax to Auto create with Sales Orders.25 Bank Reconciliation...27 Setting up a Bank Reconciliation Worksheet...27 Transaction Clearing...28 Reconciling a bank statement...31 Data Extraction...35 Limit Codes...35 A Guide to Using SMART Finance Contents iii

4 Adding a limit code...36 Viewing limit codes...36 Changing a limit code...36 Deleting a limit code...37 Users...37 Approval Capabilities...37 Viewing the approval capabilities for a user...38 Adding an approval capability for a user...38 Changing an approval capability for a user...38 Deleting an approval capability for a user...39 Auto Comments...39 Creating a new Auto Comment...39 Change an existing Auto Comment...40 Session Defaults...40 Query & Find...41 Quick Keys...42 Using the Quick Keys...43 Edit & Sort...43 Print Screen...44 Printing...45 Batching...45 Creating a Batch...45 Viewing a Batch...47 Saving Files In Different Formats...47 Purchasing 49 Vendors...49 Creating a Vendor...49 W-9 and ST3 forms...51 Viewing Vendors...51 Changing a Vendor...51 Deleting a Vendor...52 Creating Vendor Alternate Addresses...52 Finding Vendor Alternate Addresses...54 Changing Vendor Alternate Addresses...54 Quick Select-Vendor...55 Overbudget Controls...55 Approving a PO or Requisition with Overbudget Controls on...56 Purchasing Buyers...56 Viewing buyers on the system; adding a buyer; changing a buyer to inactive...56 Purchase Order Categories...57 iv Contents A Guide to Using SMART Finance

5 Creating a PO Category...57 Auto Comments...58 Adding an Auto Comment to a Purchase Order or Requisition...58 Request For Quotation...58 Purchase Quotations...59 Transferring an RFQ to a Purchase Quotation...59 Creating a Purchase Quotation without a RFQ...60 Converting a Purchase Quotation to a PO...60 Online Order Request...61 Transferring Online Order Requests...61 Requisitions...63 Creating a requisition...63 Routing a requisition for approval...65 Viewing previously completed requisitions...66 Changing a requisition...67 Changing and rerouting a requisition for approval after an initial rejection...67 Approving or rejecting a requisition...68 Seeing if a requisition has been approved or rejected...68 Deleting a requisition...68 Purchase Orders...69 Transferring a requisition into a purchase order...69 Creating a purchase order without a requisition...70 Routing a Purchase Order for approval...72 Viewing and printing a purchase order...72 Printing multiple purchase orders...73 Changing a purchase order...74 Deleting a purchase order...75 Copy PO Process...75 Online Ordering...76 Setup of Online Ordering...77 Transferring Online Orders...77 Blanket Purchase Orders...78 Creating a Blanket Purchase Order...79 Viewing Blanket Purchase Orders...79 Releasing Units of the Blanket Order to a Purchase Order...80 Receiving...80 Processing a PO after item is received...81 Receiving History...81 Receiving Returns...81 Accounts Payable 83 A Guide to Using SMART Finance Contents v

6 Vendors...83 Creating a vendor...83 Viewing vendors...86 Changing a vendor...86 Deleting a vendor...87 Creating vendor alternate addresses...87 Finding vendor alternate addresses...89 Changing vendor alternate addresses...89 Quick Select-Vendor...90 Vouchers...91 Transferring a purchase order into a voucher...91 When the vendor to be paid is not the PO vendor...93 Creating a voucher without a purchase order...94 SHR voucher file...96 Voucher adjustment...97 Deleting a voucher...98 Voiding a voucher...98 Viewing previously completed vouchers...98 Voucher OverBudget Summary...99 Voucher Status Change...99 Recurring vouchers Generating recurring vouchers Viewing recurring voucher templates Creating a list of unpaid vouchers for School Board approval Generating voucher journal entries Payments Payment Approval Generating payments MICR checks Printing checks Manual payments Fixing a check with errors Voiding a payment Generating payment journal entries Payment summary screens Checklist for making a payment basic steps Encumbrances Viewing budgets with encumbrances Viewing encumbrances for a particular account Processing information Verifying & changing 1099 data Printing 1099 forms vi Contents A Guide to Using SMART Finance

7 1099 Electronic File Generation New Hire Reporting Create a file and a printed report Transmit the file to the State Accounts Receivable 125 Customers Adding a customer Viewing customers on the system Changing a Customer Deleting a Customer Creating Customer Alternate Addresses Invoices Creating an invoice Importing Invoices Viewing previously entered invoices Recurring Invoices Generating Recurring Invoices Invoice Adjustment Voiding an Invoice Printing an Invoice Generating Invoice Journal Entries Printing an Aged Invoice Report Finance Charges Customer Statements Deposits/Receipts Creating Deposits and Receipts Importing Receipts Viewing previously created receipts Receipt Adjustment Receipt Printing Receipt Void/NSF Generating Receipt Journal Entries General Ledger 153 Journal Entries Creating Journal Entries Copying Journal Entries Posting Journal Entries Recurring Journal Entries Requiring Approval for Journal Entries Routing a Journal Entry for Approval Journal Entry Import A Guide to Using SMART Finance Contents vii

8 Budget Maintenance Budget Entry through Chart of Accounts Budget Workpapers Budget Transfers Budget Changes Budget Viewer Account Analysis UFARS Account Analysis Encumbrance Analysis Chart of Accounts Viewing the chart-of-accounts Building a new dimension Setting up a Reporting Company Setting up Chart of Accounts Classifications Building a new code Setting an account code as inactive Chart of Accounts Other Features Reports 177 Report Selection To Run a Report Select Values Select Values Using the FIND Button Sort Filter Clear Report Defaults Report Titles Expressions Expressions Defaults Setting Up an Expressions Default Running Reports Zoom Redo Report Sort Printing a Report Save to File Arrow Scrolls Toggle Grid Show/Hide Detail Extract Comment Preview viii Contents A Guide to Using SMART Finance

9 Printing a Report Printing Options General Reports General Ledger Reports Accounts Receivable Reports Accounts Payable Reports Purchase Order Reports Fixed Asset Reports Inventory Control Reports Sales Order Reports Transportation Reports Custom Ledger Reports General - Admin Reports General AP Reports Bank Reconciliation Reports Creating a Copy of a SMART Report Creating or Modifying Expressions Series Reports Report Maintenance Show/Hide Lookup Style Required Change Column Operator Single/Multi Entry Description Filter Columns Navigator Setup Adding to the SMART Finance Navigator List Fixed Assets 213 Fixed Asset Setup District Setup Location/Sublocation Setup Fixed Asset Account Code Setup Define Years Setup Class Lives Setup Depreciation Method Setup Asset Category Setup for K Asset Category Setup for Enterprise Entering New Fixed Assets Fixed Asset Import Manually Entering an Asset Flagging a Voucher A Guide to Using SMART Finance Contents ix

10 Process AP Asset Transfer Info Generate Assets from AP Information Deleting an Asset Changing Asset Information Splitting Asset Component Information Disposal of an Asset Component Additions Depreciation Generation Generate FA Journal Entries Fiscal Year-End 239 Prior To June And June 30 th Processing Year-End Closing Process Creating Closing Entries Posting Closing Entries Verify And Submitting UFARS Data Dimension Crosswalks Account Code Conversions Generating a UFARS file New Fiscal Year Processing Fiscal Year-End Adjustments Creating Adjusting Journal Entries Posting Adjusting Journal Entries Permanent Records Record Retention Information Distribution Of Fiscal Year-End Audit Reports SMART Capabilities And Processing Options Appendix A Import Files 255 Bank Reconciliation Import Creating an Import File Importing the File Budget Import Creating an Import File Importing the File Chart of Accounts Import Creating an Import File Import Setup Importing the File Fixed Asset Import Creating an Import File Importing the File Invoice Import x Contents A Guide to Using SMART Finance

11 Creating an Import File Import Setup Importing the File Journal Entry Import Creating an Import File Importing the file Receipt Import Creating an Import File Import Setup Importing the File Voucher Import Creating an Import File Importing the File A Guide to Using SMART Finance Contents xi

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13 Administration Accounting Calendar Setting up accounting periods This process will need to be completed each fiscal year. It is recommended that you set up your Fiscal Years prior to setting up the accounting calendar periods. See the section on Fiscal Year Maintenance for instructions. Your Regional Center can assist in automatically setting up accounting periods for the whole fiscal year. Please contact them with questions. 1. Administration > Application Setup > Accounting Calendar 2. By clicking Find, all existing accounting periods will appear. 3. To create a new one, click New. A line will appear. 4. There will be a pull-down menu for Calendar. Choose standard (STD). 5. Tab to the next field and enter the accounting period. Ex is July, The 2014 is for the fiscal year, and the 01 is for the first month of that fiscal year. Continue this way for all accounting periods. They must be created in sequential order. 6. Tab to the Start field. This indicates the starting date of the period. Ex would begin on 07/01/2013 and end on 06/30/2014. Tab to the End field and enter it. 7. Tab to the Prior column. This indicates which period comes before the one you re creating. Ex would be before A Guide to Using SMART Finance Administration 1

14 8. The Next column is used to enter the next period. Ex would follow You may enter a description in the next field such as the month and year of the period. 10. From the drop-down list, select the correct fiscal year. If the appropriate fiscal year does not appear, see the section on Fiscal Year Maintenance for instructions to set up the fiscal year. 11. Click Save. 12. Follow these steps for all accounting periods for the fiscal year. Build a 13 th month for audit entries. The dates would be 06/30/ to 6/30/. Build a 14 th month for year-end closing entries. The dates would be 06/30/ to 06/30/. Opening an accounting period 1. Once an accounting period is built and saved when you click on that period, the period status box on the lower left side of the screen will show dates for AP, AR, FA, GL and IC. These need to be open in order to process that month. NOTE: All prior periods built must have been opened for at least GL. 2. GL must be opened first. Click on the pull-down menu that says Never Open and change it to Open. 3. Click Save. The system will go through processing. When it is complete, you may close the Process Control screen and return to the accounting calendar screen. 4. Open the AP, AR, FA and IC applications like you did with GL. These will not go through the same process. NOTE: if 2 Administration A Guide to Using SMART Finance

15 a module is not used, it is not required that you open the accounting period. 5. Save when finished. Closing an accounting period When a month is complete and you have no more entries, you may close the period. Close is just a soft close. It may be reopened. NOTE: Do NOT permanently close the period. 1. Administration > Application Options > Accounting Calendar 2. Click Find. 3. Click on the period you wish to close. An arrow will appear on that line. 4. On the bottom left of the screen, change the AR, AP, FA and IC pull-down menus to select Close. 5. Click Save. The month s transactions in each module selected to be closed are reviewed at this point. If the edit finds unposted items, a message is shown, and that module will not close. User is encouraged to research and post the unposted transaction, and try the close again. Contact your regional support staff for assistance, if needed. 6. Follow these steps for GL. (AR, AP, FA and IC must have been closed before closing GL.) 7. Click Save. Defaults Defaults may be set to speed the data entry process. Setting Account Code Defaults 1. Administration > Application Setup > Application Options 2. The Account tab may have different account codes set as default for different areas of the program. Here is a summarized list of some options. a) AP default. This account is the default accounts payable account on the Voucher Additional Information tab (Voucher window) in Accounts Payable. This default does not use the option columns. Click Find to verify. If there are no accounts set, use B A Guide to Using SMART Finance Administration 3

16 for AP. Click Save. You may add other accounts for specific AP accounts by tying them to the Vendor Category. The Vendor category would be entered into Opt1. This account code must show AP under the Application field in General Ledger > Chart-of- Accounts Setup > Chart-of-Accounts. b) AR default. This account is the default accounts receivable account on the Invoice Additional Information tab (Invoice window) in Accounts Receivable. Click Find to verify. If there are no accounts set, use B for AR. Click Save. You may add other accounts for specific AR accounts by tying them to the Customer Category. The customer category would be entered into Opt1. These codes must show AR under the Application field in General Ledger > Chart-of-Accounts Setup > Chart-of-Accounts. c) Cost of Sales default. This account is the default cost of sales account when you relieve inventory and charge cost of sales from Sales Orders. Releasing a sales order for inventoried items creates a movement record in Inventory Movements. The IC journal entry is generated at month-end. Option 1 defines the expense account type from the SKU record, and Option 2 defines the territory code from the sales order. Click Find to verify. If there are no accounts set, click New to enter a line. d) Discount given default. This account is used by Accounts Receivable in receipt entry. The account is only necessary when you enter discount terms on the invoice. This default does not use the option columns. Click Find to verify. If there is no account set, click new to enter a line. e) Discount taken default. This account is used by Accounts Payable when you generate payments, and is the default on the payment distribution record when you generate payments. This account is only used when you take discounts on vouchers. This account does not use the option columns. Click Find to verify. If there is no account set, click new to enter a line. f) Expense default. This account is the default expense account on Requisition, Purchase Order and Voucher detail records. The account is determined by the SKU entered. Option 1 defines the expense account type from the SKU record 4 Administration A Guide to Using SMART Finance

17 g) Finance Charge default. This account is used by Accounts Receivable when you generate finance charges. The account appears as the default on the invoice detail record when you create invoices for finance charges. This default does not use the option columns. Click Find to verify. If there is no account set, click new to enter a line. h) Freight AP default. This is used in conjunction with the Allocate Freight option under the AP tab of Application Options. If the Allocate Freight is unchecked, this account code will be used for freight charges under AP. Click Find to verify. If there are no accounts set, click New to enter a line. i) Freight AR default. This is used in conjunction with the Freight Amt field on the Shipping window. Once an invoice is generated the default Freight AR account code is added to an invoice for the freight amount. Click Find to verify. If there are no accounts set, click New to enter a line. j) Gain/Loss default. This is used in conjunction with the Fixed Asset system. If there is no account set, click new to enter a line. k) Inventory default. This account is the default inventory control account when relieving inventory and charging cost-of-sales from Sales Orders. The process is triggered when you release a sales order for inventoried items. This creates a movement record in Inventory Movements. Option 1 defines the expense account type from the SKU record, and Option 2 defines the inventory location code. If there is no account set, click new to enter a line. l) Inventory Adj default. This account is the default inventory control account when adjusting inventory in Inventory Control. The process is triggered when you adjust the on-hand quantity using the physical inventory feature, which also creates a movement record in Inventory Movements. Option 1 defines the expense account type from the SKU record, and Option 2 defines the inventory location code. If there is no account set, click new to enter a line. m) Inventory Xfr default. This account applies when you perform inventory transfers in Inventory Control. Transfer records a movement record in Inventory A Guide to Using SMART Finance Administration 5

18 Movements. This account is the clearing account. If there is no account set, click new to enter a line. n) Line Item Discount default. This default is utilized in the shipping screen at the point where a shipment generates the invoice. The account code is tied to the SKU Code entered. Option 1 uses the sales account type from the SKU code record. Option 2 uses the territory code from the Sales Order. If this is not setup correctly, the error message Could not find Sales Discount Account is displayed. o) NSF Recovery default. Accounts Receivable uses this account when you process a Receipt-NSF invoice on the receipt adjustments screen. The default account appears on the invoice detail record when you create the invoice. This default does not use the option columns. If there is no account set, click new to enter a line. p) On-Account default. This account is used by Accounts Receivable when you save a receipt without all the funds allocated, and select to create an on-account invoice. This default does not use the option columns. If you prefer to choose the account code each time, go to the Application Options, AR tab and check the box for Entry of On-Account Account?" q) Online Order Transfer default: This account is utilized in the Request Order Transfer & the Order Transfer windows to auto populate the expense account code field for transfer of online items. This default account will eventually populate the detail account code fields of Requisition and Purchase Order entry. r) Sales default. This account is the default sales revenue account on invoice detail records in Accounts Receivable. The account is determined by the SKU entered. Option 1 defines the sales account type from the SKU record, and Option 2 defines the territory code from the Sales Order. s) Tax Accrual default. This account is affected when the system generates sales tax. The Option 1 and 2 columns define which account applies to specific tax jurisdiction and tax type combinations. t) Write Off default. This account is used by Accounts Receivable when you enter an amount in the Write Off column during receipt entry. This default does not use the option columns. If you prefer to choose the account 6 Administration A Guide to Using SMART Finance

19 code each time, go to the Application Options, AR tab and check the box for Entry of Write-Off Account?" Setting Application Features Under Application Options there are tabs for each module. These defaults may be set to utilize a specific process. Application Feature Description Admin Is Encumbrance Used? When checked activates the Encumbrance option. Admin Is Fax Used? When checked activates faxing option. Not utilized. Admin Admin Admin Admin Admin Is Fund Accounting Used? Auto-Increment Route Level? Is Security turned on? Mandatory Approval/Rejection Are SKU Styles Used? When checked activates the Fund Accounting option. When checked, the route slip will auto fill for the line numbers. Not utilized. When checked, approver must check entries in tray before processing them Activates SKU styles. Not currently implemented Admin Is UFARS used? When checked, activates Minnesota UFARS options. Admin Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable General Ledger Inventory Control Is Quantum Turned On? Allocate Freight Modify Rate on PO Transfer? Approvals - Vendor Approvals - Voucher Entry of On- Account Account? Sales Tax Used in Accounts Receivable Entry of Write-off Account? Approvals Customer Approvals Journal Entries Approvals internal SO Notifies systems to use Quantum sales tax system. Not utilized. Choose whether to auto-allocate freight charges when transferring a PO to Voucher. Choose whether to allow rate changes when transferring purchase orders to vouchers Require approval for new vendors Require approval for vouchers When checked, allows user to designate the On- Account code each time. Un-checked, uses the default from the Acct tab. Choose whether to add sales tax detail rows when invoice is created Allows user to designate the account code used to write off bad debt accounts each time Require approval for new customers Require approval for journal entries before posting Requires approval for sales orders created for internal use Purchase Use Approvals on Require approval for receipt quantities that vary A Guide to Using SMART Finance Administration 7

20 Application Feature Description Orders Variance? from the original purchase order. Purchase Orders Purchase Orders Purchase Orders Purchase Orders Purchase Orders Purchase Orders Purchase Orders Enforce Overbudget Controls? Encumber Requisitions MS Mail Receipt Notification Approvals Purchase Order Approvals Requisition Transfer-Purchase Order Transfer- Requisition Require approval for overbudget (highlighted in red) requisitions and purchase orders to be processed. When checked, this will track encumbrance amounts on all open requisitions. Notify user of Purchase Orders receipts by e- mail. Not utilized. Require approval for purchase order to be processed. Require approval for requisition to be processed. Orders created in SMART er are transferred to SMART Finance as purchase orders. Orders created in SMART er are transferred to SMART Finance as requisitions. Setting Application Defaults Below are some of the Application Defaults that can be set with your database. Application Item Description Admin Bank Code Bank code for generating payments and receipts. If there is no default bank code, you must enter a bank code each time you create a payment or deposit control. Admin Currency Code Default currency code for a company's transactions is USD. Admin Default Closing Period 14 is the standard month for closing entries. Admin Default File Location Files (like the UFARS reporting) are saved to this location. Admin Default Report Header Desc Report header description that you want to appear on standard SMART Finance reports. Admin Fax Server Name Server used for fax functionality Admin Fax Server Password Server password for access Admin Fax Server User Name Server user name for access Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Exchange Rate Type- AP Hold Flag Vendor Payment Hold Flag Vendor Purchase Orders Hold Flag - Vendor Requisition Hold Flag - Vendor Voucher Path for 1099 File Generation Set to USD. Flag to designate a hold on processing vendor payments Flag to designate a hold on processing vendor purchase orders Flag to designate a hold on processing vendor requisitions Flag to designate a hold on processing vendor vouchers Path of file generated through the 1099 Electronic process. 8 Administration A Guide to Using SMART Finance

21 Application Item Description Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Fixed Asset Fixed Asset General Ledger Inventory Control Purchase Order Path for ACH File Pre-pmt Export File Location Vendor Terms Vendor W-9 & ST-3 Forms Customer Aging Buckets (1-5) Customer Terms Customer Territory Code Cycle Code Exchange Rate Type - Accounts Receivable Finance Charge Code Internal Customer Default Invoice Address Logo Bitmap Invoice Approval Amount Invoice Print Format NSF Charge Credit Card Path Ship Via Cost Center mapped to seg 2-9 Default Asset Component Exchange Rate Type- GL Valuation (LIFO, FIFO, Avg) PO Address Logo Bitmap Path of file used for ACH payment generation Path of file used for prepayment export Default terms code for vendors Path of files used for W-9 and ST-3 Customer aging periods, by days Default terms code for customers Default Territory Code for new customers Default code assigned to customers for statement generation Currency exchange rate type for Accounts Receivable transactions, USD. Default finance charge code Y in this field will default to each new customer created. Y will indicate the customer is internal. File path where the invoice address bitmap is held The maximum value allowed on a credit memo invoice. Not used. Currently controlled in Report maintenance. You define print format codes using Admin, Application Setup, Print Format Setup. Dollar amount for NSF (non-sufficient funds) charge. Path for file containing credit card transaction information Default ship via setting Set segment for cost center to 5. Set Asset Component for new Fixed Asset records to FA USD. Inventory valuation method. File path for the Purchase Order Address bitmap Purchase Order PO Default SKU Code SKU code noted will default on detail lines for Requisitions and Purchase Orders. Purchase Order PO Signature Bitmap File path for the PO Signature Bitmap A Guide to Using SMART Finance Administration 9

22 Application Item Description Purchase Order Purchase Order Print Set PO print format when printed from the Format purchase order screen, print button. NOTE: You must log out of SMART in order for these changes to take effect Default Closing Period According to our systems setup for MN School UFARS reporting, a user MUST run the Year-end closing process on SMART Finance in period XXXX14. To assist the user with selecting the correct period for the Year-end Closing process, a field called DEFAULT CLOSING PERIOD has been added to the system. 1. Administration>Application Setup>Application Options>Admin Tab. 2. The following values may be entered into this field: a) Blank. This means that a user will be able to run the Year-end closing process in any valid accounting period. The periods in the Year-end closing window will default to the GL period noted in the Session Defaults window. b) Any two-digit number from This means that a user will be able to run the Year-end closing process for the stated period only. Example: if a value of 14 (preferred) is entered in, the system will assign the accounting period of xxxx14 in the Year-end Closing window. Banks Be sure all banks with any deposit or payment activity are set up for your district. 10 Administration A Guide to Using SMART Finance

23 Adding a bank 1. Administration > Application Setup > Bank 2. The Bank screen appears. The screen may contain either a blank form or a form containing information about one of your banks. 3. Press the New button. 4. Fill in the fields: a) Bank Code - use an abbreviation that describes the bank b) A description of the account that will appear on dropdown lists. c) Name of the bank (only name and city/state/zip will print on the checks if you use generic check stock). d) Address e) City/State/Zip/Country f) Account Number must be an exact match to the SHR bank account number, if you intend to use the bank reconciliation module to clear SHR transactions on this bank. g) Routing and Transit number (9 digits) identifies your bank in the Federal Reserve System. h) MICR Acct Number is the finance (A/P) bank account number that will print on the checks. Use spaces to right-justify to 12 characters. A Guide to Using SMART Finance Administration 11

24 i) Company Logo is the path to the letterhead bitmap you wish to use on your checks if you use generic check stock. j) MICR Checks click to mark this box if you plan to print your checks using MICR ink and generic check stock. k) Barcode click to mark this box if you want the vendor name and check number printed in barcode on the check stubs. This is used for scanned document storage and retrieval systems. l) Signature Bitmap is the path to the check signers file, if using the auto-signature feature. m) Transit Number is a home bank designation in the banking system. Out-state MN is often 75. n) Currency use USD o) Minimum Check $ - Use an amount that a voucher may not fall below in order to produce a check. The default value is $.01. p) Maximum Check $ - Put in a value that is rarely paid. This field can be altered if necessary. q) Next Check No SMART Finance keeps track of the check numbers you have used on this account. This is the number that will be offered in the Payment Printing screen to start the next check run. r) Cash Account put your cursor on the fields of the account code. When your cursor has a starburst shape, double-click for a lookup table. Select the correct cash account. Just put in one fund here. The fund will adjust according to the fund on the voucher expense code. 5. Press the Save button. 6. After clicking Save, the PASSWORD button at the bottom of the screen will highlight. The user has the option to set a password for this bank. If you wish to use this function, click the button and enter in a new password. This function is case-sensitive so be sure to note if all uppercase, all lowercase or toggle case was used to enter the password. The system will not allow anyone to print checks using this bank code without the correct password. 12 Administration A Guide to Using SMART Finance

25 Finance Charges 7. The Import Clearing button takes you to the setup screen to define the file you receive from your bank for clearing checks. This process is optional. Finance Charges are used with the Accounts Receivable system for past due invoices. This is optional for setup and use. Setting up Finance Charges 1. Application Setup>Finance Charge 2. Click New to setup a code line. 3. Enter the following: a) Code b) Periodic Rate c) Minimum d) Exclude. When Exclude=Yes, it is only the amount of the past due invoice that is figured into the calculation for the minimum past due amount and the periodic rate. If the user has Exclude =NO, it is the amount of the past due invoice plus any previously generated finance charges that are figured into the calculation for the minimum past due amount and the periodic rate. e) Method f) Minimum Past Due Amount. The invoice has to be greater than the amount entered here in order to get finance charges. g) Status 4. Save. 5. Go to Application Options>Acct tab and setup a default Finance Charge account code. (see the section on Account Code Defaults). 6. Assign either the customer with a default Finance Charge Code or the specific past due Invoice. The Customer can be set with a default Finance Charge code under Customer Setup>Customer>Additional Information tab. Otherwise it can be set on the Invoice entry window>additional Information tab>finance Chg field. A Guide to Using SMART Finance Administration 13

26 Fiscal Year Maintenance 7. See the Account Receivable section on generation of Finance Charges. SMART Finance has the ability to associate each fiscal year with its own budget for verification of requisitions, purchase orders, and vouchers. Budget warning/fatal errors are determined by the budget amounts contained in the Budget Code assigned in Fiscal Year Maintenance. The appropriate Fiscal Year must be created in Fiscal Year Maintenance before it can be selected in the Fiscal Year column of the Accounting Calendar window. NOTE: Your Regional Center can assist in automatically setting up fiscal year records. Creating / Revising a Fiscal Year Record 1. Select Administration>Application Setup>Fiscal Year Maintenance 2. Click Find to view the available information. If the fiscal year is already set up, skip to step 3 to enter budget information. a) To set up a new fiscal year, click NEW to create a line. b) Type in the new Fiscal Year (ex: 2013 or 2014). Save. 3. Select the appropriate Budget Code from the drop down list. A budget code must be selected before vouchers, purchase orders and requisitions can be saved. The Budget Code selected will also be the default Budget Code for Account Analysis and 14 Administration A Guide to Using SMART Finance

27 Launch Application Maintenance reports. Refer to the Budget Import section if no budget codes appear for the fiscal year you are working with. 4. Click SAVE. Refer to the Accounting Calendar section to incorporate this new Fiscal Year into the Accounting Calendar. SMART Finance has an attach feature. The user is able to attach a note, a document or a spreadsheet to an entry window. There is no setup required to utilize the note feature (instructions below). To use the document or spreadsheet feature, the associated application must be setup through Launch Application Maintenance. 1. Select Administration>Application Setup>Launch Application Maintenance. 2. Click NEW. 3. Enter the Application name. This can be any 30-character name. 4. Enter command line for the path of the application including the executable name with one space and %filename% at the end. 5. Enter the extension for the application s files. (Example: doc for MS Word and xls for MS Excel). 6. Enter the name of the application icon file. For MS Word this would be WORD.BMP and for MS Excel this would be EXCEL.BMP. Make sure the Enabled button off to the left has a check mark in it and click Save. A Guide to Using SMART Finance Administration 15

28 Attachments Creating a Pushpin Attachment Attachments are used to leave notes on transactions that will serve to inform other users. Attachments are offered on: journal entries, recurring journal entries, budgets, chart of accounts, invoices, customers, vouchers, vendors, vendor summary, vendor 1099 balances, request for quotations, requisitions, purchase orders, fixed assets, and SKUs. While the path to a document or spreadsheet can be attached (see Launch Application Maintenance), most users just leave a typed note. 1. For example: General ledger > Journal entry 2. On a completed and saved journal entry, click on the Attach icon on the tool bar. 3. The Attachment box opens in New Mode. 4. Type in a keyword. Alphanumeric, 10 characters maximum. The keyword and the transaction/document it will be attached-to create a unique record. You can create more than one attachment per transaction, as long as the keywords are different. The scroll bar on the side will indicate multiple attachments. 5. If you are linking to the path for a document or spreadsheet, fill in the attach type, otherwise leave blank. 6. Type your note. If more than one transaction/document is involved, you can copy your message and paste it into the note on the other one and save the effort of re-typing it. Save. 16 Administration A Guide to Using SMART Finance

29 7. Close and then you will see a small bit of paper under the pushpin on the journal entry. 8 To read the note, click on the icon on the tool bar, not on the pushpin on the journal entry. Any user who can look at the transaction/document may read the note. Locations & Sub Locations Adding a location Locations are used as the ship-to address on requisitions and purchaseorders, and in fixed assets to tell where the asset item is stored. 1. Administration > Application Setup > Location 2. The Location screen appears. It should contain an empty form. Click A Guide to Using SMART Finance Administration 17

30 New. 3. Fill in the fields: a) Location Code - an abbreviation that identifies the location b) Description c) Name d) Address - For use with window envelopes, it is best to use only 1 or 2 address lines. e) City/State/Zip f) OM Shipto is populated with the Office Max provided SeR Online Order location codes. g) Viewable on SeR Viewable on SeR is check, if unchecked it will not be visible on SeR. 4. Press the Save button. Adding a Sub Location Sub Locations are utilized with the Fixed Asset Module to denote where specific assets are located. As an example, a location could be the Elementary Building and the sub location could be a classroom number within this building. This is optional for setup and use. 1. Administration > Application Setup > Location 2. Click Find and go to the Location record that you wish to add a sub location record to. 3. On the bottom of the window, click on the Sub Location button. 18 Administration A Guide to Using SMART Finance

31 4. Click New to setup a new Sub Location. 5. Enter up to a 10 character alphanumeric Sub Location code. 6. Enter a description. 7. Status should default to Active. 8. Click Save. SKU Codes Each item/detail line in a quotation, requisition, purchase order, voucher, sales order or invoice can be assigned an SKU code. It is required for requisitions, purchase orders and sales orders. It is optional for request for quotations, vouchers and invoices. Each SKU code has two important descriptors: miscellaneous or not miscellaneous; receiving required or receiving not required. An item tagged with a miscellaneous SKU code cannot be inventoried (both cannot be checked). Furthermore, a description for the item must be keyed for proper processing. An item not tagged with a miscellaneous SKU code can be inventoried. An item tagged with a receiving-required SKU code must be received using the purchase order receiving function. Items tagged with other SKU codes cannot be processed using the receiving function. Adding an SKU code 1. Administration > Application Setup > SKU Setup > SKU 2. The SKU screen appears. The screen should contain an empty form. 3. Press the New button. 4. Fill in the SKU Code field with the name of the SKU. 5. If the Received required field is marked, the Receiving function will be required before vouchers are prepared for these SKU codes. 6. If the Miscellaneous field is marked, inventories will not be kept on these items. Users can input a description of items on purchase orders. 7. Press the Save button. Viewing SKU codes 1. Administration > Application Setup > SKU Setup > SKU A Guide to Using SMART Finance Administration 19

32 2. The SKU screen appears. The screen should contain an empty form. 3. Key query limiters in fields or just press the Find button. The first SKU code appears on the screen. 4. To see the next SKU code, click on the down arrow in the scroll bar on the right-hand side of the screen. Changing an SKU code 1. Administration > Application Setup > SKU Setup > SKU 2. The SKU screen appears. The screen should contain an empty form. Either query by the SKU code and Find, or follow the instructions for Viewing SKU Codes to locate the record you want to change. 3. Click on the appropriate field and enter the change. 4. Press the Save button. Making an SKU code inactive Instead of deleting an SKU code, make the code inactive. 1. Administration > Application Setup > SKU Setup > SKU 2. The SKU screen appears. The screen should contain an empty form. Either query by the SKU code and Find, or follow the instructions for Viewing SKU Codes to locate the record you want to inactivate. 3. Click on the drop-down list for the Status field. Choose Inactive. 20 Administration A Guide to Using SMART Finance

33 4. Save. Associating a SKU Code to an Account Code A SKU code can be tied to an Account Code via the AR, PO, or AP system. When setup correctly, the SKU code can be entered in the SKU code column of the entry window detail and the units, rate, unit type and account code will auto fill. Recommended setup steps are: a) Setup SKU type b) Setup SKU code c) Through Application Options > Admin tab, set up the Sales (AR) or Expense (PO or AP) Account Code Creating a SKU Type for Invoice Entry 1. Go to Administration>Application Setup>SKU Setup>SKU Type. 2. Click NEW to setup a new SKU type. 3. Enter in any 6-character code. 4. Select the type of Sales. 5. Enter a description. 6. Click SAVE. Creating a SKU code for Invoice Entry 1. Administration>Application Setup>SKU Setup>SKU 2. The SKU screen appears. The screen should contain an empty form. 3. Press the NEW button. 4. Fill in the SKU Code. 5. Enter a Description. 6. Under the field titled Sales Acct Type, from the dropdown listing, select the SKU type code to be associated with this SKU code. A Guide to Using SMART Finance Administration 21

34 7. Under the field titled Inventoried Units, from the dropdown listing, select the default Unit of Measure to be associate with this SKU code. To setup or activate a Unit of Measure, go to Administration>Application Setup>SKU Setup>Unit of Measure. 8. Under the field titled SKU List Price, (only if this item will not be inventoried) enter the rate to be associated with this SKU code. Do not enter the dollar sign and you must depress the period to enter the cents. If Inventoried is checked, key the sales price amount in the List Price field in the Inventory window, instead. 9. Under the check boxes on the right hand side of the SKU window, miscellaneous should be checked. If you are using this SKU code in combination with the purchasing AP portion of SMART Finance, then Receive Required might be checked. 10. Press the Save button. Creating Sales Account for Invoice Entry 1. Go to Administration>Application Setup>Application Options. Click on the ACCT tab. 2. Click NEW. 3. Under TYPE, select Sales from the drop-down list. 4. Under COMP, select the district number from the dropdown list. 5. Under Opt1, type in the SKU type code for the Sales (i.e. care). 22 Administration A Guide to Using SMART Finance

35 6. Under Opt2, type in the Territory code. This is optional and not required for this portion of the Invoice entry to work. Territory is setup under Administration>Application Setup>Territory. 7. Leave Opt3 blank. 8. Company through Segment Type, either type in or lookup the GL account code that is to be associated with this SKU type for Sales. 9. Click Save. This invoice detail line filled in once the SKU code was entered. Fields can be altered as needed. Creating a SKU Type for PO/AP Entry 1. Go to Administration>Application Setup>SKU Setup>SKU Type. 2. Click NEW to setup a new SKU type. 3. Enter in any 6-character code. 4. Select the type of Expense. 5. Enter a description. 6. Click SAVE. Creating a SKU code for PO & AP Entry windows 1. Administration>Application Setup>SKU Setup>SKU 2. The SKU screen appears. The screen should contain an empty form. 3. Press the NEW button. 4. Fill in the SKU Code. 5. Enter a Description. 6. Under the field titled Exp Acct Type, from the drop-down listing, select the SKU type code to be associated with this SKU code. 7. Under the field titled Purchasing Units, from the dropdown listing, select the default Unit of Measure to be A Guide to Using SMART Finance Administration 23

36 associate with this SKU code. To setup a Unit of Measure, go to Administration>Application Setup>SKU Setup>Unit of Measure. 8. Under the field titled SKU List Price, enter the rate to be associated with this SKU code. Do not enter the dollar sign and you must depress the period to enter the cents. 9. Under the check boxes on the right hand side of the SKU window select the appropriate checkboxes. If you are using this SKU code in combination with the purchasing portion of SMART Finance, then Receive Required should be checked if you will be utilizing the Receiving component. If Inventoried is checked, do not use the SKU List Price field. 10. Press the Save button. Creating Expense Account for PO/AP Entry 1. Go to Administration>Application Setup>Application Options. Click on the ACCT tab. 2. Click NEW. 3. Under TYPE, select Expense from the drop-down list. 4. Under COMP, select the district number from the dropdown list. 5. Under Opt1, type in the SKU type code for the Expense (i.e. 456) 6. Leave Opt2 and Opt3 blank. 7. Under Company through Segment Type, either type in or lookup the account code that is to be associated with this SKU type for Expense. 24 Administration A Guide to Using SMART Finance

37 8. Click Save. Tax Type Setting up Sales Tax to Auto create with Sales Orders 1. Create New Tax type if Necessary (TC already created) a. SmartFinance>Administration>Application Setup>Tax Type 2. Create Tax Rate a) SMART Finance>Administration>Application Setup>Tax Rate b) Jurisdiction is a user defined field c) Type in Description d) Select Tax Type from the Drop down list a) Enter Country, Effective Date b) Enter Rate 6.5% would be entered.065 c) Place Check Mark in Taxable 3. Check Sales Tax used in Application Options>AR Tab 4. Setup Default Account Codes in Application Options for Tax Accrual a) Option 1 should be blank A Guide to Using SMART Finance Administration 25

38 b) Option 2 should be Jurisdiction from Tax Rate Screen c) Option 3 should be Tax Type d) Enter Company e) Enter UFARS Account(Does not cross funds) 5. On Customer Setup Screen a) Enter Tax Jurisdiction (Look Up Field) 6. Enter Sales Order a) On each detail line of the sales order change tax Flag to Yes and Enter a Tax type from the drop down list. 7. When invoice is generated, Sales Tax should be automatically calculated and listed on the invoice. 26 Administration A Guide to Using SMART Finance

39 NOTE: If this is not setup on the customer screen and flagged on Sales Order, it will not work. If it is setup in customer and not flagged on Sales Order, this will not work. Bank Reconciliation Bank Reconciliation is used to reconcile payments from Accounts Payable, SHR payroll and deposits from Accounts Receivable to a specific bank statement. It also allows you to clear payments and deposits, record adjustments and balance to the General Ledger. There are three parts to the Bank Reconciliation Module: Reconciliation Worksheet Transaction Clearing Transaction History To clear payroll checks from SHR a connection must be setup. 1. Go to Administration > Application Setup > Bank. Under the field Account Number enter the Bank Account number as setup on SMART HR. Setting up a Bank Reconciliation Worksheet The Reconciliation Worksheet is an on-line spreadsheet created to calculate and record bank reconciliation audit totals for a particular bank code and statement date. 1. Set your session defaults to the last day of the month you are reconciling. OK. 2. Admin > Bank Reconciliation > Reconciliation Worksheet A Guide to Using SMART Finance Administration 27

40 3. The Reconciliation Worksheet screen appears. The screen contains an empty form with the cursor blinking in the gray Audit No field. Press the New button. 4. Fill in the following fields: a) Bank Code - choose the bank whose statement you are reconciling b) Statement Date should default to the session defaults date. It is important that this be the last day of the calendar month even if the bank cut the statement a day or two early. An error message will be shown if the date keyed doesn t fall within the accounting period month shown in session defaults. c) Reconciling Date - enter the last calendar day of the month. d) Statement Amt - enter the ending balance on your bank statement 5. Press the Save button. The system assigns an audit number. You will use this number in other bank reconciliation actions. Transaction Clearing The Transaction Clearing window allows you to mark payments, deposits or payroll created in SF and SHR as reconciled for a specific Reconciliation Worksheet. Vendor names are listed for each payment. NOTE: An Audit Number is needed for Transaction Clearing so a Reconciliation Worksheet must be created before any payments, deposits or payroll can be cleared (reconciled) in SMART Finance. Reconciling AP transactions Check Payments 28 Administration A Guide to Using SMART Finance