TASBOOKS2. User Manual. For Voluntary Secondary Schools

Transcription

1 TASBOOKS2 User Manual For Voluntary Secondary Schools

2 For Private Circulation Only to Voluntary Secondary Schools For further information contact: Financial Support Services Unit Emmet House, Milltown, Dublin 14 Tel: Fax: Website:

3 FOREWORD The vast majority of Voluntary Secondary Schools are now using the specially adapted TAS 2 Accounts package which was first recommended by the JMB Financial Support Services Unit (FSSU) in 2005 to maintain school accounts. By agreement with the FSSU, Sage Ireland has enabled us to adapt the program for use in our schools and has prepared a Chart of Accounts and general guidelines as part of the package. A TAS 2 manual for schools was circulated to all schools when the program was first distributed following agreement with Brother Sean Brereton who had been using the program in the network of schools under the trusteeship of the Irish Christian Brothers. This new version of the TAS 2 manual has been developed and expanded by Carol McDonald and the FSSU team. Carol, who has been trained by Sage Ireland is providing front line support to all schools using the package. We are deeply indebted to her for the level of commitment and support she has given the schools since she commenced her work in the FSSU. We see the publication of this manual as another step in the support role which the FSSU provides for our schools. In the near future we intend to produce further enhancements to our TAS 2 support which will enable schools to advance to the next level such as maintaining purchases and sales ledgers. It is our objective that the quality and standard of financial records and reporting will continue to develop in all Voluntary Secondary Schools. Fergus Dunne Director, JMB Financial Support Services Unit. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. i

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5 SECTION CONTENTS Page Foreword i Contents 1 Introduction 3 1 TAS ESSENTIALS 1.1 Getting started on TB Checking the Version Number of TB Changing the Nominal Ledger Date The Secretariat Chart of Accounts The Remember Button Backing up your work Restoring a backup File Re-indexing the data 30 2 CASHBOOK 2.1 Creating a new bank account Entering a lodgement Entering a payment Entering Inter-Bank Transfers Editing and deleting entries Reversing old cheques Entering petty cash transactions Checklist of cashbook reports Reconciling with the bank statement Outstanding items report Payments & receipts reports plus petty cash Inputs/Outputs report 62 3 NOMINAL LEDGER 3.1 Creating a new nominal ledger code Entering the budget Journal between nominal codes Recurring Journals Creating and using TAS Multiple Departments Exporting reports to Excel Checklist of nominal ledger reporting Printing the Trial Balance Printing an Income & Expenditure Report Printing a Balance Sheet Printing a nominal ledger activity report 87 4 YEAR END 4.1 Notes on Year End Processing the Year End Posting into previous years Schools checklist for monthly and annual reporting 101 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 1

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7 INTRODUCTION Welcome to the TAS BOOKS 2 User Manual. TAS Books 2 was designed for smaller enterprises and therefore is user friendly. This manual will demonstrate, in a simple, straightforward manner how to use TB2 to deal with many financial situations in your school. Cash receipts, payments, journals and bank reconciliations are all explained in jargon free terminology. For the purposes of these notes the school accounting year is September (Period 1) to August (Period 12). The following modules are covered in this book: n n n n Essentials Cashbook (Bank) Nominal Ledger Year End The following modules will be covered in subsequent publications: Purchase Ledger Sales Ledger Raising Fee Notes Projects Fixed Asset Register Central Information and settings When used to its full potential the program is capable of fulfilling all the reporting requirements necessary in a school environment. Based on our experiences in visiting many schools over the past number of years we have decided to expand on the original notes which were issued in This publication brings together existing notes into one user friendly manual for schools. The manual is based on TAS Books 2 version 6 as this is the standard version which we recommend for schools. We hope that the end result proves beneficial to you. Carol McDonald August 2009 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 3

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9 Section I TAS Essentials Section 1 TAS Essentials Page 1.1 Getting Started on TB Checking the version Number of TB Changing the Nominal Ledger date The Secretariat Chart of Accounts The Remember button Backing up your work Restoring a backup file Re-indexing the data 30 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 5

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11 1.1 Getting started on Tas Books 2 (TB2) Section 1 TAS Essentials 1.1 Getting started on Tas Books 2 (TB2) To access the program double click on the TB2 shortcut; this is located on your desktop and looks very similar to the icon below. By double clicking the above icon the following login screen will appear. User code SPV is the standard login and has full supervisor rights. 1. Enter User Code: SPV in the first box. 2. Enter Password spv in the second box. 3. Click Login. Step 1: Enter SPV in the first box Step 2: Enter spv in the second box. Step 3: Click login Licence Warning: This message will always appear unless you have a private technical support contract with TAS. It cannot be deleted but while it is there it will not affect your data. The majority of schools use the support service offered by the FSSU and will therefore always see this message displayed. This is no cause for concern. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 7

12 Section I TAS Essentials 1.2 Checking the version number of TAS Books Checking the version number of TAS Books 2 There are two different methods of checking which version of TB2 you are currently running. METHOD 1 1. Double click on the TAS shortcut located on your desktop. 2. Double click on your school name to open it. 3. On the top right hand corner of your login screen you will see a number starting with v. In the example below this user has version 6.20 installed. This is the version number of the program. METHOD 2 1. Log into the TB2 program as normal, using the instructions on page 7. 2 Click on Help which is on the top right hand side of the toolbar. 3. Click on About the last option on the list. This is the version number of the program. In the example above this user has version 4.07 installed. 8 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

13 1.3 Changing the Nominal Ledger Date Section 1 TAS Essentials 1.3 Changing the Nominal Ledger Date It is a good idea to keep all ledger dates current. The current month means the month for which you are processing the data. For example, if you are working on March 2009 data then your ledger dates should be set to The same rule applies to Sales and Purchase Ledgers. To change the date of the Nominal Ledger: 1. Run Program Click into the date box next to Current Ledger Date and change to the date that you require. 3. Using the drop down arrow in the next box choose the option No. 4. Ignore: Only change within current period. 5. Click on Save. Step 1: Enter the date you require. Month end is best. Step 2: Choose No Step 3: Remember to SAVE Or alternatively double click on NL date at bottom of screen By double clicking on this NL date you can change it NB: Using the correct date will eliminate warning messages from the program regarding the accounting period in which you are working. These dates drive the postings on the Sales Ledger, Purchase Ledger and Cashbook; therefore it is essential that they are correct. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 9

14 Section I TAS Essentials 1.4 The Secretariat Chart of Accounts 1.4 The Secretariat Chart of Accounts Background: In 2005 the FSSU approached Sage Ireland with a list of the most frequently used income and expenditure areas within a school situation. They were asked to produce a chart of accounts suitable for schools and to format monthly reports that would be both user friendly and time saving for schools. The idea was that when a school first installed TAS, it would not have to create all new nominal codes from scratch. The result of this liaison is what has become known as The Secretariat Chart of Accounts. This chart is loaded onto the schools system during the initial installation of the TB2 program, before any processing begins thus enabling the school to utilize the nominal codes necessary for their daily postings. The monthly reports are also produced in a format which is suitable for school management and BOM. Use of the Chart The chart is based on the grouping together of appropriate nominal codes. See page 11. For example: All of the DES grant codes are grouped from code 3010 to code All of the Education-Other expenses are grouped from code 4300 to code Please note the following critical rules regarding the Secretariat Chart of Accounts: 1. Do not delete codes. 2. Only add new codes where absolutely necessary. 3. NB: Always create new codes within the appropriate range. For example If you wish to create a new DES grant code you must choose a new number that is not already in use from within the range 3010 and If you wish to create a new administration expense code you must choose a number from within the range 6010 to Creating codes outside of the appropriate range may result in your balance sheet not balancing. It may also mean that the codes you have created will not appear on your reports. 4. When adding new codes always enter the correct TYPE, GROUP and ANALYSIS. You can verify these by looking at an existing code within the same range or group. 5. Further instructions on how to create a new nominal code can be found on page 65 of this manual. ALWAYS TAKE A BACKUP WHEN YOU HAVE WORKED ON TAS. ALWAYS DATE IT AND KEEP IT IN A SAFE PLACE. SEE PAGE 18 FOR GUIDELINES ON BACKUPS. 10 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

15 1.4 The Secretariat Chart of Accounts Section I TAS Essentials GROUPING OF NOMINAL CODES WITHIN THE CHART OF ACCOUNTS NOMINAL CODES PROFIT & LOSS BALANCE SHEET INCOME EXPENDITURE INCOME EXPENDITURE DES GRANTS EDUCATION SALARY CAPITAL GRANTS CAPITAL ADDITIONS SCHOOL GENERATED EDUCATION OTHER FIXED ASSETS CURRENT ASSETS OTHER INCOME REPAIRS & MAINT CURRENT LIABILITIES ADMINISTRATION INCOME & EXPENDITURE FINANCE DEPRECIATION JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 11

16 Section I TAS Essentials 1.4 The Secretariat Chart of Accounts Secretariat of Secondary Schools Chart of Accounts Account No Group Description Type D/C Analysis Balance Sheet Codes CAPITAL Capital: Land & Buildings Fixed Asset Debit Fixed Assets CAPITAL Capital: Depn: Land and Build. Fixed Asset Credit Fixed Assets CAPITAL Capital: Furniture, Fittings Fixed Asset Debit Fixed Assets CAPITAL Capital: Depn: Fixtures and Fittings Fixed Asset Credit Fixed Assets CAPITAL Capital: Motor Vehicles Fixed Asset Debit Fixed Assets CAPITAL Capital: Depn: Motor Vehicles Fixed Asset Credit Fixed Assets CAPITAL Capital: Computer Equipment Fixed Asset Debit Fixed Assets CAPITAL Capital: Depn: Computer Equipment Fixed Asset Credit Fixed Assets CAPITAL Capital: Other Fixed Asset Debit Fixed Assets CAPITAL Capital: Depn Other Fixed Asset Credit Fixed Assets CUR ASSET Sales Ledger Control Current Asset Debit Debtors CUR ASSET Prepayments Current Asset Debit Other Cur. Assets CUR ASSET Current Account Current Asset Debit Cash CUR ASSET Deposit Account Current Asset Debit Cash CUR ASSET Petty Cash A/c Current Asset Debit Cash LIABILITY Purchase Ledger Control Liability Credit Creditors LIABILITY Fees Received in Advance Liability Credit Oth. Cur. Liabilities LIABILITY Grants Received in Advance Liability Credit Oth. Cur. Liabilities LIABILITY Net Wages Control Liability Credit Oth. Cur. Liabilities LIABILITY PAYE/PRSI Control Liability Credit Oth. Cur. Liabilities LIABILITY Creditors Liability Credit Oth. Cur. Liabilities LIABILITY Bank Loans Liability Credit Oth. Cur. Liabilities LIABILITY Loan Liability Credit Oth. Cur. Liabilities LIABILITY Leasing Liability Credit Oth. Cur. Liabilities LIABILITY Accruals Liability Credit Oth. Cur. Liabilities LIABILITY Suspense Account Liability Credit Oth. Cur. Liabilities LIABILITY Opening Balance Control Liability Credit Oth. Cur. Liabilities OWNER EQ Retained Profit Owners Equity Credit Owners Equity OWNER EQ Profit Brought Forward Owners Equity Credit Owners Equity OWNER EQ DES Building Grant Owners Equity Credit Owners Equity OWNER EQ DES Equipment Grants Owners Equity Credit Owners Equity OWNER EQ DES Building Fees Owners Equity Credit Owners Equity OWNER EQ Fund Raising-Fixed Asset Owners Equity Credit Owners Equity OWNER EQ Parents Contribution-Fixed Asset Owners Equity Credit Owners Equity 12 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

17 1.4 The Secretariat Chart of Accounts Section I TAS Essentials Account No Group Description Type D/C Analysis Income and Expenditure Codes DES Capitation Income Credit Income DES DEIS Grant Income Credit Income DES Support Services Grant Income Credit Income DES Secretarial Grant Income Credit Income DES Caretaker Grant Income Credit Income DES Book Grant Income Credit Income DES Special Subject Grant Income Credit Income DES Home Economics Grant Income Credit Income DES Transition Year Grant Income Credit Income DES Leaving Cert Applied Grant Income Credit Income DES Grant for Traveller Students Income Credit Income DES Computer/IT Grant Income Credit Income DES Supervision/Substitution Income Credit Income DES Substitute Teachers Income Credit Income DES DES Exam Income Income Credit Income DES Home School Liaison Grant Income Credit Income DES DES Minor Works Grant Income Credit Income DES Other DES Grants - Specify Income Credit Income SCH GEN Fees (Fee Paying Schools) Income Credit Income SCH GEN Transition Year Students Income Credit Income SCH GEN Book Rental Receipts Income Credit Income SCH GEN Classroom Books Income Credit Income SCH GEN Hall Rental Income Income Credit Income SCH GEN Locker Receipts Income Credit Income SCH GEN Journals & Year Book Income Income Credit Income SCH GEN Photocopying Receipts Income Credit Income SCH GEN Adult Education Income Income Credit Income SCH GEN Canteen Income Income Credit Income SCH GEN Tuck Shop Income Income Credit Income SCH GEN Uniforms Income Credit Income SCH GEN Religion - Retreats etc Income Credit Income SCH GEN Study Income Credit Income SCH GEN Exam Income Income Credit Income SCH GEN Games Income Credit Income SCH GEN Bus Income Income Credit Income SCH GEN School Tours Income Credit Income SCH GEN Student Insurance Income Credit Income SCH GEN Reimbursable Income Income Credit Income SCH GEN Other School Generated Income Income Credit Income JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 13

18 Section I TAS Essentials 1.4 The Secretariat Chart of Accounts Account No Group Description Type D/C Analysis OTHER Vol. Subs/Registration Income Credit Income OTHER Parents Councils/Association Income Credit Income OTHER Fund Raising- restricted Income Credit Income OTHER Fund Raising - non restricted Income Credit Income OTHER Insurance Claim Income Credit Income OTHER Bank Interest Received Income Credit Income OTHER Other Special Income Income Credit Income ED SAL Substitute Teachers Expense Debit Expenses ED SAL Privately Paid Teachers Expense Debit Expenses ED SAL Teachers Salaries Expense Debit Expenses ED SAL Supervisors Salaries Expense Debit Expenses ED SAL Exam Aides Expense Debit Expenses ED SAL Adult Education Expense Debit Expenses ED SAL Study Expense Debit Expenses ED SAL PAYE/PRSI Education Salaries Expense Debit Expenses ED OTHER Teaching Aids Expense Debit Expenses ED OTHER Religion Expense Debit Expenses ED OTHER Art Expense Debit Expenses ED OTHER Home Economics Expense Debit Expenses ED OTHER Science Expense Debit Expenses ED OTHER Computers/IT Expense Debit Expenses ED OTHER Woodwork / Building Construction Expense Debit Expenses ED OTHER Metalwork / Engineering Expense Debit Expenses ED OTHER Technology Expense Debit Expenses ED OTHER Other Subjects - Specify Expense Debit Expenses ED OTHER Leaving Cert Applied Expense Debit Expenses ED OTHER LCVP Expense Debit Expenses ED OTHER Transition Year Expense Debit Expenses ED OTHER Learning Support Expense Debit Expenses ED OTHER Teacher In-service & Training Expense Debit Expenses ED OTHER Career Guidance Expense Debit Expenses ED OTHER Library Expense Debit Expenses ED OTHER Physical Education Expense Debit Expenses ED OTHER Games (excl. travel) Expense Debit Expenses ED OTHER Games Travel Expense Debit Expenses ED OTHER Bus Hire Expense Debit Expenses ED OTHER School Tours Expense Debit Expenses ED OTHER School Books Expense Debit Expenses ED OTHER Examination Fees Expense Debit Expenses ED OTHER Trophies & Prizes Expense Debit Expenses ED OTHER Home / School / Liaison Expense Debit Expenses ED OTHER Student Council Expense Debit Expenses ED OTHER Other Educational Expense Expense Debit Expenses 14 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

19 1.4 The Secretariat Chart of Accounts Section I TAS Essentials Account No Group Description Type D/C Analysis RME Caretaker(s): Wages Expense Debit Expenses RME Caretaker Pension (School) Expense Debit Expenses RME Caretakers PAYE/PRSI Expense Debit Expenses RME Cleaners' Wages Expense Debit Expenses RME Cleaners PAYE/PRSI Expense Debit Expenses RME Contract Cleaners Expense Debit Expenses RME Cleaning Materials Expense Debit Expenses RME Repairs-Buildings/Grounds Expense Debit Expenses RME Grant Aided Minor Works Expense Debit Expenses RME Repairs-Furniture,Fittings,Equipment Expense Debit Expenses RME Security Expense Debit Expenses RME Insurance Expense Debit Expenses RME Heating Expense Debit Expenses RME Light and Power Expense Debit Expenses RME Rent and Rates Expense Debit Expenses RME Licence Fee to Trustees Expense Debit Expenses RME Other Repairs & Maintenance Expense Debit Expenses ADMIN Secretarial: Wages Expense Debit Expenses ADMIN Secretarial: Pension Expense Debit Expenses ADMIN Secretarial PAYE/PRSI Expense Debit Expenses ADMIN Staff Recruitment Expense Debit Expenses ADMIN Advertising / Public Relations Expense Debit Expenses ADMIN Postage Expense Debit Expenses ADMIN Telephone Expense Debit Expenses ADMIN Printing & Stationery Expense Debit Expenses ADMIN Photocopying Expenses Expense Debit Expenses ADMIN Office Equipment Expense Debit Expenses ADMIN Accounting / Auditing Fee Expense Debit Expenses ADMIN Other Professional Fees Expense Debit Expenses ADMIN Travel & Subsistence Expense Debit Expenses ADMIN Principal's Expenses Expense Debit Expenses ADMIN Board of Management Expenses Expense Debit Expenses ADMIN Annual Subscriptions Expense Debit Expenses ADMIN Donations / Charity Expense Debit Expenses ADMIN Medical and First Aid Expense Debit Expenses ADMIN Staff Room Expenses Expense Debit Expenses ADMIN Hospitality Expense Debit Expenses ADMIN School Tuck-shop Expense Debit Expenses ADMIN School Canteen Expense Debit Expenses ADMIN Other Administration Expenses Expense Debit Expenses JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 15

20 Section I TAS Essentials 1.4 The Secretariat Chart of Accounts Account No Group Description Type D/C Analysis FIN Photocopier & Other Leasing Expense Debit Expenses FIN Loan Charges Expense Debit Expenses FIN Fund Raising Expenses Expense Debit Expenses FIN Bank Interest Paid Expense Debit Expenses FIN Bank Charges Expense Debit Expenses FIN Reimbursable Expenses Expense Debit Expenses DEPR Annual Depr - Buildings Expense Debit Expenses DEPR Annual Depr Furniture Fittings Expense Debit Expenses DEPR Annual Depr Motor Vehicle Expense Debit Expenses DEPR Annual Depr Computer Equipment Expense Debit Expenses DEPR Annual Depr - Other Expense Debit Expenses 16 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

21 1.5 The Remember Button Section 1 TAS Essentials 1.5 The Remember Button This is a new feature in TB2 in V5 and above. By using this feature TAS will remember your enquiry or report settings for future use if you wish. RED: DO NOT REMEMBER MY SETTINGS. GREY: REMEMBER MY SETTINGS THIS TIME UNTIL I LOG OUT OF TAS. GREEN: REMEMBER MY SETTINGS FOR FURTHER USE. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 17

22 Section 1 TAS Essentials 1.6 Backing up your work 1.6 Backing up your work NOTES ON BACKUPS: It is crucial that a backup is taken every time that you work on the TB2 program. The backup is quick to run and is your only insurance against loss of data. A number of schools have experienced loss of data due to power surges and computer glitches. Those with good, verifiable backups were able to restore their data promptly but those schools without a decent backup had to re-input months of data. A backup can be taken to a variety of different devices or drives, for example: The Hard Drive: Every computer has an internal hard drive which is often labelled the C drive. A TAS BACKUP folder can be created on the C drive and backup files can be stored there. This is very useful but should only be used in conjunction with another method. Backing up to the hard drive alone is not sufficient. The Memory Stick: This is a small device which plugs into the USB port of the computer, often with a drive letter of E or F. This is the recommended method of backing up as memory sticks are now very reasonably priced. They are easy to use and can be taken off site for security. Ideally invest in two memory sticks, each with a minimum storage capacity of 1GB. The CD: can be used if the computer has an appropriate drive, often with the drive letter D. Some older machines do not have this drive. A CD is very robust and is a good device to use especially at year end or if sending data to a third party. It is not usually possible to take a backup from TB2 directly to the CD, unless you have the appropriate software. A backup must first be taken to the C drive and then written to the CD. The Shared Drive: Many schools now have servers and access to networked or shared drives on the server which can have any drive letter e.g N, W, T, K. The TAS BACKUP folder can be created on the network drive and backup files can be stored there. The backup is then stored securely on the server. The Floppy Disk: This is drive usually labelled the A drive. Floppy disks are being discontinued for a very good reason. They are easily damaged and do not have the storage capacity for a full backup. This method should only be used as a last resort. The Zip Drive: can have any drive letter. This is external to the computer and is plugged in. It is hardwearing and its capacity is extensive which makes it ideal for backups. However keep it safe. If it is stolen you may well lose all of your backups. GUIDANCE FOR BACKING UP It is important to use a combination of the drives listed above. The important thing is not to limit yourself to just one device. Use a minimum of two. For example: Two memory sticks labelled TAS A and TAS B. One memory stick and the hard drive. One memory stick and the network drive or the zip drive. One CD and one network drive. 18 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

23 1.6 Backing up your work Section I TAS Essentials A backup log should be kept and the details of each backup recorded each time a backup is taken. See example below where two memory sticks have been purchased and labelled TAS A and TAS B. Use alternative memory sticks for added security and take the memory stick off site as an extra precaution. The memory stick should not be left with the computer if you are unlucky enough to have both your computer and memory stick stolen you will lose all your up to date information. TAS A TAS B DATE INITIALS NOTES CM After Nov bank rec CM CM Reports for BOM LL CM After Dec bank rec. The backup log can be kept in a notebook or on a spreadsheet. Once it has been created remember to complete it each time a backup is taken. Below is another example of a backup log in a large busy school where a mixture of different backup mediums are used. A B C DATE INITIALS NOTES CD CM After Nov bank rec. SERVER CM HARD DRIVE CM SERVER LL Bad storm today MEMORY STICK LL Closed for hols CD CM After Dec bank rec. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 19

24 Section I TAS Essentials 1.6 Backing up your work Note 1: A DATASET THAT IS OPEN CANNOT BE BACKED UP OR RESTORED. Always close your school accounts before proceeding with the backup or restore routine. 1. Double click on TAS icon and open the Multi Company Selection Screen. Highlight the company that you wish to backup. 2. Click the Backup button at the bottom of the screen, next to the Select button. A message will be displayed asking you to confirm that you wish to backup. Step 2: Highlight the school that you wish to backup. Then Click backup. 3. Click YES and confirm that you wish to run the backup routine. 4. Destination options: choose OTHER. Only click Drive A if you are using a floppy disk for your backup. Please only use floppy disks if you have no other practical alternative. 5. Click Browse and choose the directory where the backup will be stored, e.g. E for the memory stick. Step 4: Make sure that Other is clicked. Step 5: You may have to browse to locate the correct folder. 20 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

25 1.6 Backing up your work Section I TAS Essentials Step 6: Using the drop down arrow, choose relevant drive. 6. Drives: Using the drop down arrow choose the correct destination drive, then the backup folder within that drive and double click on it. Then click OK. 7. Backup Screen: You will be returned to the backup screen and the directory name that you have chosen will appear in the Directory Name box. E.g. C:\Tas Backups. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 21

26 Section I TAS Essentials 1.6 Backing up your work Step 8: Change the file name to include the date 8. Filename: Click into the Filename box with the mouse and change the name of the backup file to include the date. NB: make sure that you type in the DATE BEFORE THE.TB2. Never use forward or back slashes in the file name. A typical filename would be: StJos_ TB2. 9. Password Protection: Leave unticked. 10. Data File Options: Using the drop down arrow select All Files. Only choose Data Files if you are using a floppy disk and only use a floppy disk if you have no other option. 11. Backup: Click on the backup button at the bottom right of the screen and then confirm that you want to do the backup upon receipt of the message. The backup will start to run and will take about 30 seconds. 12. Verify: Go to Start then My Computer and locate the destination folder on your memory stick or other drive. Double click on the folder and make sure that you can see the backup file. It is not important what the file icon looks like as long as the backup file has a.tb2 extension. 13. Note: YOU CANNOT OPEN A BACKUP FILE AND READ IT BY DOUBLE CLICKING ON IT. The only way to read a.tb2 TAS backup file is to RESTORE it to a new dataset and view it. Hence it is important to ensure that if you send your data file to a third party (e.g your accountant) that he/she has the TB2 program installed so that he/she can restore your data and read it. 14. Transferring between computers: If you have two computers on which you have TB2 installed and you wish to transfer your data between the two, then you must regularly take a backup of the data from one computer and then restore that data on to the other. See notes on restoring a backup file on page JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

27 1.7 Restoring a Backup File Section I TAS Essentials 1.7 Restoring a Backup File Note 1: A DATASET THAT IS OPEN CANNOT BE BACKED UP OR RESTORED. Always close your data before proceeding with the backup or restore routine. Note 2: In the example below we are restoring a file called Secretariat of Secondary Schools to a dataset (school) called St. Mary s. 1. Double click on shortcut and open the Multi-Company Selction Screen. Highlight the School. 2. Data Directory: Look at the column entitled Data Directory and make a note of the filepath of the school on which you wish to restore. In this case the filepath is: C:\TB2 V6\StMarysDublin Step 1 & 2: Highlight the dataset where you wish to restore the file. Make a note of the Data Directory. Then click Restore. 3. Select Restore at the bottom of the screen. Step 4: Always choose NO here. 4. The following message will appear: Do you want to restore the last backup made of this company s data files? Always choose No here. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 23

28 Section I TAS Essentials 1.7 Restoring a Backup File Step 5: Select Browse in the Restore From Section. 5. Section 1: Restore From: You must now find the file that you wish to restore. This will be a.tb2 file previously created by taking a backup from TAS. It may be a backup that you have taken yourself or it may be one that you received from a third party e.g. your accountant. To locate the file select Browse in Restore from section. Step 5: Find the folder where your backup is stored. Step 5: Identify the required backup file and double click on it. 6. Look in: Select the appropriate drive from drop down menu and search for your file note this file should be DATED and therefore easy to locate. In this example the file is in a folder called TAS Backups and the file is called SECRETARIAT TB2. Once you have located the.tb2 file that you wish to restore, double click on it. You will be returned to the restore screen where the file will appear under Filename, the second box from the top. 24 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

29 1.7 Restoring a Backup File Section I TAS Essentials 7. Section 2: Restore What: Restore All Files should be ticked. The Restore Selected Files should only be used if you are being assisted by a technician to resolve a problem. Step 8: Click on the Browse button in the Restore Where section. 8. Section 3: Restore Where: You must now find the necessary data folder and restore the backup into this folder. Refer to Step 1, you should have made a note of the filepath that relates to the data set. Click on the Browse button in the Restore Where section. A screen similar to the following will appear. By scrolling up and down locate the drive where your TB2 is installed, in this case the C drive. Scroll through the list of folders within the C drive until you find the TB2 folder, in this example it is TB2 V6. Step 9: Find the folder that holds the relevant school data. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 25

30 Section 1 TAS Essentials 1.7 Restoring a Backup File 9. List files: Click on the plus symbol next the the yellow folder. A list of all datasets within the folder will be displayed. Step 10: Click on the plus symbol button next to the program (TB2 V6). A list will be displayed showing all the datasets. Step 10: Highlight the relevant school and double click on it. Click once on OK at the bottom of the screen. 10. Date file: Highlight the school data that you are looking for, in this case StMarysDublin. Double click on it and the yellow folder will open. Click OK at the bottom of the screen.the Restore Screen will reappear. 11. Section 1: Restore From check that the backup file that you have chosen is appearing in the Filename box. 26 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

31 1.7 Restoring a Backup File Section I TAS Essentials Step 12: Check that your data folder is correct. 12. Section 3, the Restore Where, check that your data folder is appearing. Remember that this will have the same filepath as the path on the Multi-Company Selection screen that you made a note of at Step 1, See figure below. 13. Filepath: Double check that the filepath under the data directory column of the Multi-Company selection screen agrees exactly to the filepath under the Restore Where section of the restore screen. This is the crucial step to the restore process. 14. Click on Restore at the bottom right of the screen. The restore process will start to run and usually takes about 15 seconds to complete. 15. Once the restore process has successfully completed the following message will appear: Restore of Your School Data complete. You may need to choose ReScan Data Directories from the File menu before you can access the restored data files. Then click OK. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 27

32 Section 1 TAS Essentials 1.7 Restoring a Backup File 16. Click on OK once. This confirms that you have read and understood the message. 17. Multi-Company Screen: Click once on File at the top left of the screen and then click once on ReScan Data Directories which is the third option on the list. 28 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

33 1.7 Restoring a Backup File Section I TAS Essentials 18. The date in the first column on the right hand side will change to the date of the last backup. The restore process is now complete. ALWAYS TAKE A BACKUP WHEN YOU HAVE WORKED ON TAS. ALWAYS DATE IT AND KEEP IT IN A SAFE PLACE. SEE PAGE 18 FOR GUIDELINES ON BACKUPS. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 29

34 Section 1 TAS Essentials 1.8 Re-indexing the data 1.8 Re-indexing the data Reindex Menu 147 (Transfer of Profit to balance sheet) Note: the 147 program commonly resolves the following issues: a. Difference on the Cashbook Summary Report. b. Wrong Starting balance in 433. c. Unbalanced Trial Balance. d. Wrong balance on profit for year or profit brought forward account. e. Unbalanced balance sheet. 1. Run Program Using the drop down arrow choose 4 Yr Past. 3. Click Transfer and allow the program to run through the sequence 4. When prompted by the message: Click OK Step 2: It is imperative that you start at 4 years past. 30 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

35 1.8 Re-indexing the data Section I TAS Essentials Reindex Menu 147 (Transfer of Profit to balance sheet.) 5. Using the drop down arrow choose 3 Yr Past. 6. Click Transfer and allow the program to run through the sequence. 7. Click OK. 8. Using the drop down arrow choose 2 Yr Past. 9. Click Transfer and allow the program to run through the sequence. 10. Click OK. 11. Repeat the same process for, 1 Yr past and Current year. If you only choose current year or even one year past the 147 will not work regardless of how many years accounts you have on the system. Run your 147 at least every few months but ideally run it every month before you start the bank reconciliation. In the event of a balance sheet that does not balance the first course of action is to run the 147. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 31

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37 Section I TAS Essentials Section 2 Cashbook (Bank) Page 2.1 Creating a new bank account Entering a lodgement Entering a payment Entering Inter-Bank Transfers Editing and deleting entries Reversing old cheques Entering petty cash transactions Checklist of cashbook reports Reconciling with the bank statement Outstanding items report Payments and receipts reports plus petty cash Inputs/Outputs report 62

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39 2.1 Creating a new bank account Part 1 Section 2 Cashbook 2.1 Creating a new bank account Part 1 NOTE: All of the school bank accounts should be shown on the TB2 program. If the account exists at the bank or any other financial institution then it should have a corresponding account on the system. 1. Run program Choose F2 from the keyboard and list your codes; look at the existing range of codes within the chart of accounts. Decide upon the number to use for the new bank account. This is a drilldown which means that it has a list of groups behind it. 3. Chart of Accounts: If you need to set up a new bank account code then first select a new nominal code using the guidelines for creating new codes on page 9. In the example on the left 1850 is an unused code and therefore may be used as the new bank account. Your new bank nominal ledger code should start with 18, e.g. 1805, 1825, 1841 so that the account falls into the correct range of codes as per the Secretariat Chart of Accounts. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 35

40 Section 2 Cashbook 2.1 Creating a new bank account Part 2 4. Number & Dept: Type in the code you have chosen, in this example it is Press the Tab key 5. Description: Type in the name of the new bank account and TAB to next field. 6. Account Type: Click on dropdown arrow, on the available list and select Current Asset. 7. Nominal Group to view all groups available click Nominal Group underlined in blue as this is a drilldown in other words there is a list behind it from which you can choose the appropriate group. In this case choose the group Current Asset. 8. Analysis Category: Click on the drop down arrow and select Cash from the available list. 9. Click Save. Your new bank nominal code has now been created and is ready for the next step. See Below. 2.1 Creating a new bank account Part 2 Creating a new nominal code for the bank account is just the first step you must assign this new account as a bank code so that it will appear on the 411 screen. 1. Run program 411 (Maintain bank accounts) this screen will show a list of all existing designated bank and cash accounts. 2. System Maintenance Program message: when this appears click OK. This will lock the system down while you make the necessary changes to the bank accounts. 3. Add: Click on the next available row and click Add at the bottom left of screen. A second screen will appear. Step 2: Click OK. Step 3: Click on Add. 36 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

41 2.1 Creating a new bank account Part 2 Section 2 Cashbook Step 5: Type in the new nominal code that you created in part Description: Type in the name of the new bank account. This does not have to be the same description as the one used previously on the nominal ledger. 5. Nominal Ledger Account: Type in the new account number that you created in Step 1 in this example it is Press Tab. The nominal description will automatically appear. 6. Reconciliation Details: Click Yes. You may choose not to set a bank account as reconcilable if this is more appropriate. However you should always reconcile your main bank accounts. 7. Account Type: Click on the drop down arrow and choose an appropriate flag for the account, in this case it is a current account. If you are unsure you can choose Unknown. 8. Sort code and Account Numer and Name: If you have the sort code, the account number and the name available for this account you can now enter it under the account details section. If you do not have the information you can always go back at a later date and enter it by highlighting this account number on the 411 screen and clicking Edit. 9. Save: Once you have entered all of the available information click Save at the bottom left of the screen. You will be returned to the front screen of the 411 menu. 10. Click Save again at the bottom left of the front screen. This will close the 411 menu. 11. Run program 411. Make sure that your new bank account appears on the list. If it does not appear then repeat the process making sure to Save on both back and front screens of the menu. 12. The process is now complete and you have successfully added a new bank account. ALWAYS TAKE A BACKUP WHEN YOU HAVE WORKED ON TAS. ALWAYS DATE IT AND KEEP IT IN A SAFE PLACE. SEE PAGE 18 FOR GUIDELINES ON BACKUPS. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 37

42 Section 2 Cashbook 2.2 Entering a lodgement 2.2 Entering a lodgement Step 2: Using the drop down arrow, choose the relevant bank account. Step 7: The slip number is crucial. Enter the lodgement slip number here. 1. Run Program Bank No.: Select bank Account using the drop down arrow into which the lodgment is to be made. This can be any account that is designated as a bank account on screen 411. Using the TAB key move through the following screens: 3. Posting No.: Tab through and leave blank. The Program automatically generates a unique 6 digit reference number for every transaction entered on TB2. 4. Date: Enter the lodgment date as per your paying in slip or your lodgement book. 5. Type: Use the default Home Receipt unless you are posting an Inter Bank transaction. When Home Receipt appears simply TAB through the field. 6. Def Dist: Tab through and leave blank. 7. Slip No.: Use the paying in slip number on the Lodgment Slip from your lodgement or credit book. If you are entering interest or similar items directly from the bank statement then you must enter your own Slip No here e.g INT. If you are entering receipts from the DES you must enter a unique reference here if one is not provided e.g. DES002. If you omit a reference the transaction will not appear on your 433 Bank reconciliation screen. 8. Desc: Enter a short description of the Lodgment (e.g. Newgrange trip 1st years). 9. Net Amt.: Enter the TOTAL Amount of the lodgement. 10. VAT Amt.: Ignore TAB through it. (The program is set for Exempt rate). 11. Total Amt.: Program enters this amount automatically. (Same amount as Net. Amt.) 12. TAB down the screen to the double entry posting box. You need to post the receipt to an appropriate nominal account in order to complete the double entry. Note: All income codes start with 3. Only income should be posted to these codes. 13. To list all of the Nominal Accounts press F2. 38 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

43 2.2 Entering a lodgement Section 2 Cashbook Note: if you click on Description when you have the chart of accounts open, the accounts will be ordered alphabetically. 14. When you have found the appropriate code on the chart of accounts highlight then select this code and it will appear under Account on the posting screen. 15. TAB to the credit side of the posting box. By pressing F10 the amount will be entered automatically saving you the job of typing in the number again, however if you are using more than one nominal account you will have to type in the individual values against each nominal code. 16. When you have completed a transaction the Still to Post at the bottom will be zero. Click on Save and then Confirm when requested. Step 7: Remember the crucial slip number. Step 12: Type in the values against the relevant codes. Step 16: Always ensure that Still to Post equals Zero. Note: If making a single lodgment that relates to a variety of different nominal codes on the same paying in slip, you can enter all of the entries on the same screen simply by adding additional nominal codes as illustrated above. At end of month when reconciling using Program 433 each of these lodgments will be combined as a single lodgment. You can separate your lodgments over as many nominal codes as you require and if you use the same date and slip number each time they will appear grouped together when you run your bank reconciliation report. Each paying in slip or DES receipt must be entered separately to avoid the problem of multiple lodgments when reconciling the bank in 433. ALWAYS TAKE A BACKUP WHEN YOU HAVE WORKED ON TAS. ALWAYS DATE IT AND KEEP IT IN A SAFE PLACE. SEE PAGE 18 FOR GUIDELINES ON BACKUPS. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 39

44 Section 2 Cashbook 2.3 Entering a payment 2.3 Entering a payment Step 7: Enter the name of the payee here. Run Program 422: 1. Bank No.: Select the bank account from which the payment will be made using the drop down arrow next to Bank No. This can be any account that is designated as a bank account on screen 411. Using the TAB key move through the following screens. 2. Posting No.: Tab through and leave blank. The Program automatically generates a unique 6 digit reference number for every transaction entered on TB2. 3. Date: Enter the date as per the cheque book stub or if entering a Direct Debit or Standing Order use the date as per the bank statement. 4. Type: Use default Home Purchase unless you are posting an inter-bank transaction. When Home Purchase appears simply TAB through the field. The system has been set this way in order to save you time. 5. Def. Dist.: Tab through and leave blank. 6. Chq/Ref.: Enter Cheque Number (If standing order or direct debit use S/O or DD1, DD2 etc. Ideally use DD plus the date of entry as per the bank statement. It is important that each reference number is unique to avoid problems later on while running the bank reconciliation. 7. Desc.: Enter name of recipient of Cheque the Payee e.g. Folens Supplies 8. Net Amt.: Enter the total Amount of the cheque. 9. Vat Amt.: Ignore - (The program is set for Exempt rate). 10. Total Amount: Program enters this amount automatically (same as Net Amount). 11. Using the TAB key move down the screen to the double entry posting box. You need to post the payment to an appropriate nominal code in order to complete the double entry. 12. To list all of the Nominal Accounts press F2. 40 JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.

45 2.3 Entering a payment Section 2 Cashbook Note: if you click on Description when you have the chart of accounts open, the accounts will be ordered alphabetically. 13. Once you have found the appropriate code on the chart of accounts you can select this code by clicking on it and it will appear in the account box on the posting screen. Alternatively if you know the code already you can just key it in under the heading account. All expenses codes start with the number 4 or higher. Only post payments to expense codes and never to an income code. 14. TAB to the debit side. By pressing F10 the amount will be automatically entered saving you time, however if you are using more than one nominal account you will have to type in the individual values. 15. SAVE and Confirm Step 6: Remember the crucial reference number. Regardless of the number of codes used, the still to post must always be zero. An unlimited number of NL codes may be used here. Note: If making a multiple payment, you can enter all of the entries on the same screen simply by adding additional nominal codes. See Above. At end of month when reconciling using Program 433 each of these transactions will be combined as a single payment under multiple payments. On the cheque book stub make a note in red of the nominal code that you used so that you can refer to it later if required. ALWAYS TAKE A BACKUP WHEN YOU HAVE WORKED ON TAS. ALWAYS DATE IT AND KEEP IT IN A SAFE PLACE. SEE PAGE 18 FOR GUIDELINES ON BACKUPS. JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only. 41