Munis Bookkeeper Training. (Robin) - How to check account numbers on GL Account Inquiry

Transcription

1 Munis Bookkeeper Training (Robin) - How to check account numbers on GL Account Inquiry - How to decide what function, object and project to use for an expenditure account number in Pupil Activity Funds - Journal Entries (entering, posting, pulling up) and account transfers - How to pull a YTD budget report - Bank statement reconciliation - When to issue a manual check or use your procurement card (Vicki) - Vendor Inquiry - How to add to existing budget transfers and delete budget transfers - How to see if a PO has been paid under Purchase Order Inquiry - PO Receiving File Maintenance (to check to see if you have receipted in the items to be paid) - How to check the status of an existing requisition - How to update a requisition (such as changing the account number) - How to set up a filing system for requisition status and PO receipting - Web site updates - Verifying reimbursement and American Express items before sending (example: account numbers, receipts, signatures, legible, etc.)

2 How to Check Account Numbers on the GL Account Inquiry Screen This will be used to check balances on account numbers and to see if the account number is set up. - Click on A GL Account Inquiry - Tab to Org and put in your org - Tab to Object and put in your object - Tab to Project and put in your project/program number (project and program are the same which is the last for digits of the account number) - Click on the green arrow or enter - This will bring up the account if it exist even if there is no money in it - If the account does not exist it will pop up in the lower left corner No data available - In this case you will need to Vicki to set the account number up for you How to Pull Journal Entries for the Month Under 2 login for Pupil Activity Funds This will be used to see what entries have been made for the month. - Click on Financials - Click on A General Ledger Menu - Click on C Journal Entry/History Menu - Click on B Journal Inquiry/Print - Click on the binoculars for Find of Ctrl F - Enter the current year (example: if the school year is you will put in 2006) - Tab to Clerk and up in your pupil activity sign in - Enter - This will pull up your journal entries - At the bottom left corner your will see 1 of 1 or 1 of 5 depending on how many pages exist - Right arrow to flip through the pages until you get to the entry you are looking for - Double click on the highlighted entry to review what was done

3 How to Add or Update to an Existing Budget Transfer and to Delete Budget Transfers This will be used add to a budget transfer that has not been posted yet or delete a budget transfer that has not been posted yet. - Click H Budget Transfers and Amendments - Click Ctrl B to browse your budget transfers that have not been posted - Choose Browse Own Journals - Click OK - This will pull up existing budget transfers that you have done that are not posted yet - Double click on the highlighted budget transfer - This will bring you to the front screen of the existing budget transfer - On the left side bar click Lines - This will let you in to the existing budget transfer - At the top click the blank page to add a new data record or Ctrl A - A box will pop up that says updating an approved journal entry will restart the approval process continue? Click Yes - You may then add to the existing budget transfer - Once you have completed the new information you will proceed as normal - You will have to re-release the budget transfers on the front screen - If you are deleting a budget transfer that you put in by mistake you will repeat steps This will bring you to the front screen of the existing budget transfer - Click the red X to delete the current data record of Ctrl D - A box will pop up that says Are you sure you want to delete this record form the current database? click Yes - This will delete the budget transfer

4 How to Print a YTD Budget Report Under County Money This will be used to pull account balances for you facility number for all accounts under state issued money. If an account does not show up on the print out this does not necessarily mean that the account does not exist it only means that it may not have budgeted money in it so a budget transfer would need to be completed if you plan on using it. - Click on B YTD Budget Report - On side bar click Seg Find - Tab to Cost Center and put in your facility number (example: LMS is facility number 21) - On side bar click Report Options - Under Sequence 1 make sure it reads 1 and is checked for Total and not checked for page break - Under Sequence 2 make sure it reads 12 and is checked for Total and NOT checked for page break - Under Totals only make sure it is NOT checked - Under Year/Period make sure it reads the current year and 99 for the period (this will pull in any requisitions you have out there into your totals) - Under Incl Inception to Soy make sure it is NOT checked - Tab through to next page - Under Include Requisitions make sure it is checked - Under Print Journal Detail make sure it is NOT checked - Click the X (not in the red box but the smaller X below it) in the upper right hand corner - This will take you back to the first screen - Click the printer at the top of the screen to print the report - As the printer boxes pop up click OK

5 How to Print a YTD Budget Report Under Pupil Activity Money This will be used to check balances on pupil activity funds set up under your principal s account. - Sign in under 2 login for Munis - Click on YTD Budget Report - On the side bar click Seg Find - Tab to Fund and put in ( using the pipe symbol located on the top portion of the \ key under the backspace key) - On the side bar click Report Options - Tab to Sequence 2 and change to 12 (it may already appear that way) - Tab to Totals Only and check or don t check depending on how much history you want on the individual funds ( I usually do not check it) - Tab to Year and Period and change to current or which ever period you which to print - Tab to Incl Inception to Soy and make sure it is checked - Tab through to next page - Tab to Include requisition amounts and check the box - Tab to Print Journal Detail (you will only be able to access this if you chose N for Totals Only on previous page) and make sure it is not checked unless you want detail - Click the X (not in the red box but the smaller X below it) in the upper right hand corner - This will take you back to the first screen - Click the printer at the top of the screen to print the report - As the printer boxes pop up click OK

6 How to do a Vendor Inquiry This will be used to check and see if a vendor is already set up or if you will need to Accounts Payable to set them up for you. It can also be used to see if a vendor has more than one remit address. - Click C Vendor Inquiry/Reports - Tab to Alpha and type in (in ALL CAPS) a partial name with an * behind it (example: OFFICE*) - This will pull up all vendors in the system that begin with OFFICE - At the bottom of the screen it will show 1 of 1 or 1 of 5 depending on how many vendors it finds according to your request - You will use the right arrow to flip through each vendor until you get to the one you are looking for - From this screen you can get the vendor number (which you will use in your requisition) and if there are any additional remit addresses - If you need to see if there are any additional remit addresses you will click on the right side bar Remits - If there are any additional addresses a box will pop up with them - If there is more than one you will right arrow to flip through each address until you get to the one you are looking for How to See if a PO has Been Paid under Purchase Order Inquiry This will be used to see if a check has been sent for invoice from a purchase order for your school. - Click on D Purchase Order Inquiry - Put in your purchase order number - Click on the green arrow or enter - This will bring up the purchase order - On the right you can check the status of the PO (example: it may say Printed which means it is in the process of being paid or it may say Closed which means a check has been cut) - On the side bar click Invoices (this will pull the screen showing the check number the invoice was paid with) - A screen will pop up showing the date the check was cut, the amount the check was for and the check number

7 How to Check the Status of an Existing Requisition This will be used to see the status of an existing requisition (if it was approved and what the PO number is connected to it or if it was rejected and needs your attention) - In order to do this function you must have the existing requisition number - Click on G Requisition Entry - Under Dept/Loc put in your facility number - Tab to FY/Req # - Tab to the second block and put in the school year that the requisition was typed in (example: school year will be 2006) - Tab to the third block and put in the requisition number - If under the status it shows Converted this means that your requisition has been converted to a purchase order number - To obtain the purchase order number you will need to click on the tab labeled Status - This will take you to the screen that the PO number will appear under PO number - If the requisition under status on the first page shows rejected you will need click on the side bar Notes - This is where you can read the notes on why the requisition was rejected - To go in and make the changes to the requisition you will need to on the side bar click Activate - This will allow you to update the requisition - If the mistake was made in the line detail on the side bar you will click Line Detail - This will take you to the information you put in on the requested items - If you need to change an account number you will click on the paper and pencil at the top to update the current data record - You may then tab through to the area that you need to change - Once the changes are made you will click the green arrow or enter - Click the X in the red box in the upper right hand corner - This will take you back to the front screen - You will need to re-release the requisition to start the approval process over

8 Account Balance Revenue Transfers Between Pupil Activity Funds This will be used to transfer amounts of money from one pupil activity fund to another. - First you should fill out an Expenditure Transfer form for the amounts and funds you are transferring from and to so that your principal can sign it showing they are aware that you are transferring between pupil activity funds. This will not be sent to Budget & Finance, this is for documentation only, to be kept with the copy of your journal entry. - Sign in under 2 login for Munis - Click on Financials - Click on A General Ledger Menu - Click on C Journal Entry/History Menu - Click on A General Journal Entry/Proof - Click the blank sheet of paper at the top or Ctrl A to add a new data record - Tab to short description and type your name or transfers - Tab through to next page - Fill in the account number in the 3 boxes - 1 st box will contain your 588 or 788 revenue number (example: LMS would be or depending on if the project number falls under 500 or 700 project/program codes) - 2 nd box will be your revenue source number (412XX) - 3 rd box will be your project/program number (this will depend on which fund you are taking from) that you are debiting - Tab to D/C and put in D for debit - Tab to the amount and put in the dollar amount - Tab to next line - Back to the 3 boxes - 1 st box will contain your 588 or 788 revenue number (example: LMS would be or depending on if the project number falls under 500 or 700 project/program codes) - 2 nd box will be your revenue source number (412XX) - 3 rd box will be your project/program number (this will depend on which fund you are adding to ) that you are crediting - Tab to D/C and put in C for credit - Tab to the amount and put in the dollar amount - Make sure your debits and credits agree at the bottom of the screen - Click green arrow or enter - When the box up click NO - Click the X in the red box in the upper right hand corner - This will take you back to the front screen - On the side bar click Gen DT/DF - Then click Output-Post - Review your entry and if correct click yes to post

9 How to Receipt or Check on Receipt Status for an Existing PO This will be used when you are ready to receipt a PO or check to see if a PO has been receipted. - Click on K PO Receiving File Maintenance - On the side bar click Quick Receipt - In the first box put in the year the PO was done (example: if the school year is you will put in 2006) - In the second box put in the PO number you wish to receipt - If you have received all the items on the PO on the side bar click Receive All - You will notice that this will move the column Remaining Rec amount to the Rec d TD column - If you have NOT received all the items on the PO on the side bar click Select Lines - This will allow you to click on the lines of the items you have NOT received - After you have selected the NOT received items click the green arrow - Then you will click Receive All this will receipt the items not selected and leave the unselected items in the Remaining Rec column while moving the received items to the Rec d TD column - As you receive the un-receipted items on the PO you will need to go back in and receipt them - If you want to see if you have already receipted the PO you will simply do steps Once the PO is pulled up you will check the Rec d TD column to see if the amounts have been moved to that column - If they have then the PO has already been receipted