NEWSTAR Training Guide. Banking, Consolidations and Tax Systems

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1 NEWSTAR Training Guide Banking, Consolidations and Tax Systems Document A11 / A12 / A November 2005

2 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 2005 Constellation HomeBuilder Systems Inc. All rights reserved. This manual is copyrighted and all rights are reserved. This document may not, in whole or in part, be copied, photocopied, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, from Constellation HomeBuilder Systems. The information in this manual is subject to change without notice and should not be construed as a commitment by Constellation HomeBuilder Systems. Constellation HomeBuilder Systems assumes no responsibility for any errors that may appear in this document. Product names are trademarks or registered trademarks of their respective manufacturers.

3 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Table of Contents TABLE OF CONTENTS...I INTRODUCTION WHO SHOULD USE THIS GUIDE OVERVIEW OF THE NEWSTAR BANKING, CONSOLIDATIONS AND TAX SYSTEMS PROGRAMS ACCESSING THE NEWSTAR BANKING, CONSOLIDATIONS AND TAX SYSTEMS PROGRAMS CONVENTIONS USED IN THIS GUIDE GETTING HELP MODULE 1: BANKING MASTERS AND PROCESSING WHAT YOU LL LEARN IN THIS MODULE ABOUT THE BANKING PROGRAMS SETTING UP BANKING RULES PRINTING BLANK CHECKS GENERATING A REMITTANCE ADVICE RUNNING THE BANK RECONCILIATION RUNNING THE CHECK LOOKUP RUNNING THE POSITIVE PAY PROGRAMS RUNNING THE BANK TRANSACTIONS REPORT RUNNING THE BANK BALANCE REPORT EXERCISES / REVIEW QUESTIONS MODULE 2: TAX SYSTEMS PROCESSING WHAT YOU LL LEARN IN THIS MODULE ABOUT THE TAX SYSTEMS PROGRAMS RUNNING THE TAX REMITTANCE REPORT EDITING TAX REMITTANCE ITEMS RUNNING THE INVOICES PAID REPORT FIXING UP INVOICES RUNNING THE SUPPLIER UPDATE RUNNING THE INVOICE UPDATE RUNNING 1099/T5018 ADJUSTMENTS PRINTING 1099 FORMS PRINTING T5018 FORMS EXERCISES / REVIEW QUESTIONS MODULE 3: CONSOLIDATIONS MASTERS AND PROCESSING WHAT YOU LL LEARN IN THIS MODULE ABOUT THE CONSOLIDATIONS PROGRAMS SETTING UP MINORITY INTEREST ACCOUNTS DEFINING CONSOLIDATION COMPANY RULES DEFINING ACCOUNT MAPPING RUNNING DETAILED CONSOLIDATION MAPPING RUNNING THE ROLL-UP PROCESS PROCESSING JOURNAL ENTRIES ROLLING UP BUDGETS RUNNING THE ACCOUNT INQUIRY RUNNING THE TRIAL BALANCE RUNNING THE TRIAL BALANCE SPREADSHEET RUNNING THE CONSOLIDATION SUMMARY EXPORTING G/L DATA IMPORTING G/L DATA ROLLING UP OPENING BALANCES EXERCISES / REVIEW QUESTIONS Table of Contents Page i

4 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Page ii Table of Contents

5 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Introduction Welcome to NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Who Should Use This Guide This training guide is written for the people in your organization who will be responsible for setting up and running NEWSTAR Accounting processes. These individuals should have appropriate system authorizations for the functions described in the guide. They should be comfortable working with NEWSTAR, and should be knowledgeable about your business particularly its financial aspects. Overview of the NEWSTAR Banking, Consolidations and Tax Systems Programs This guide is made up of several modules which explain how to work with a number of NEWSTAR Accounting functions, including: Banking Consolidations Tax Systems The modules are task-oriented, leading you through detailed procedures for each task. Module 1 covers a wide range of Banking programs: the Banking Rules master, printing blank checks, generating a remittance advice, running bank reconciliations, doing a check lookup, running a Positive Pay export, and reporting on bank transactions and the bank balance. Module 2 explains the Tax Systems programs, including calculations and reports to document the amount of tax remitted to the government, and functions to calculate and report to the tax authorities in the US and Canada on amounts paid to subcontractors. Module 3 covers the Consolidations programs, including master file setup, consolidation roll-ups and other processing, reporting, and utilities. Introduction Page 1-1

6 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Accessing the NEWSTAR Banking, Consolidations and Tax Systems Programs To access the Accounting programs covered in this guide: 1. Log on to NEWSTAR using the appropriate password. 2. From the Group drop-down list, select Accounting. 3. Click the applicable icon: Banking Tax Systems Consolidations 4. On the menu that is displayed, select the program you wish to use. Page 1-2 Introduction

7 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Conventions Used in This Guide Notes We have designed this series of NEWSTAR training guides to be as easy to use and understand as possible. To make the information easy to access, we use the following conventions: Notes provide additional useful information about the topic being discussed. Tips Tips provide suggestions on how to take advantage of the many features in NEWSTAR that can help you work more efficiently. Warnings Warnings are timely reminders to help you avoid problems before they occur. System messages System messages are indicated by italics. For example: The message Would you like to clear the User Log? is displayed. Values that you enter or select A value that you enter or select is indicated by italics. For example: Keys that you press Enter all phone numbers that apply. You do not need to enter brackets or dashes the system automatically formats the numbers correctly. For example, if you type , the number is formatted (123) A key that you must press to confirm a choice or perform an action is indicated in <bold>. For example: Buttons/Icons that you click Field names Press <F2> to save changes and exit Buttons or icons that you click to confirm a choice or perform an action are indicated in bold. For example: Click OK to save changes. Click the Close icon to exit. The names of fields on the NEWSTAR screens are indicated in bold. For example: Choose a program group from the Group drop-down list. Introduction Page 1-3

8 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Field description tables Field description tables are provided for each screen that you use to enter information. The tables include a description of every field, an explanation of the values that you can enter, and helpful comments. For example: Field Individual Title Address I.D. Last Name / Surname First Name / Given Name Name Description / Comments If selected, indicates that this record is for an individual. If cleared, the record is for a company. For an individual person s record, select the appropriate title from the drop down list. The field is grayed-out for company records. A unique number identifying each Address Book contact. Automatically assigned by NEWSTAR when the record is added. If the Individual checkbox is selected, enter the person s last name and first name. These fields are grayed-out for company records. For a company, enter the company name. You can enter up to 40 characters in each line. Both lines can print on invoices and checks. These fields are grayed-out for individuals. Page 1-4 Introduction

9 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Getting Help If you experience difficulty while working with NEWSTAR, your first stop should normally be the NEWSTAR Online Help. Access the Online Help by pressing <F1>. If you are not able to find the solution to your problem, you can contact the NEWSTAR Help Desk for assistance: by telephone: or local by by fax: Help Desk hours are Monday to Thursday 8:00 a.m. to 8:00 p.m., and Friday 9:00 a.m. to 5:00 p.m. (excluding Holidays). Faxes and s may be sent 24 hours a day. Introduction Page 1-5

10 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Page 1-6 Introduction

11 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Module 1: Banking Masters and Processing What You ll Learn in this Module This module contains: Explanations of the Accounting Banking programs Detailed instructions on running each of the Banking programs This should be part of the Banking module not separate Banking Masters and Processing Page 1-1

12 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 About the Banking Programs The Banking programs provide a range of functions relating to your banking processes. They include: The Banking Rules master file, defining the bank account and setting the rules for dealing with overdraft balances Printing blank checks, for systems that include the MICR check feature Generating a remittance advice for a manual check Running bank reconciliations Doing a check lookup to view details of a selected check Where applicable, running a Positive Pay export this is an add on and should be removed or have a separate manual for this. Reporting on bank transactions and the bank balance Page 1-2 Banking Masters and Processing

13 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Setting Up Banking Rules The Banking Rules program is used to set the rules for dealing with an overdraft balance. When the company runs a Cash Requirements report for the specified operating company, a summary at the end of the report will indicate if the payment requirements will put the operating company below the minimum balance. Also, when the company runs the A/P Check Print program, if cutting the checks will result in reaching the minimum for the operating company, the system will follow the banking rules set up here. To set up the banking rules: 1. From the Banking menu, select Banking Rules. The Banking Rules browse screen is displayed: 2. To add a new record, press <F3> or click the New icon. Or To modify an existing record, select the record and press <F4> or click the Open icon. The Add/Edit Banking Rule screen is displayed: Banking Masters and Processing Page 1-3

14 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November Add or change the information. The following table explains each field: Field Company Code Bank Account (GL Alloc) Description / Comments Enter the company code for the operating company whose banking is done by a third party company, or press <F9> and select a code. Enter the operating company's General Ledger account which will be used to record payments made and deposits received by the company. Use the following format, separating each item with a comma: Ledger Code, Company Code, Division Code, Account Code Example: G,1001,0,210.1 Overdraft Procedure Minimum Bank Balance Password Select the radio button for the procedure you want to run when the A/P Check Print program is run: Not Applicable No overdraft warning will be displayed when printing checks. The overdraft summary will still appear on the Cash Requirements report. Display warning message A warning message will be displayed if printing the checks will cause the balance in the account to fall below the minimum balance. Override with password The user will be prompted for a password if printing the checks will cause the balance in the account to fall below the minimum balance. Stop printing checks The system will not print the checks, if printing them will cause the balance in the account to fall below the minimum balance. Enter the minimum dollar balance allowed for the account, before the overdraft procedures are activated. If Override with password was selected above, enter an eight-character alphanumeric password. The user will be prompted to enter this password if printing accounts payable checks for this company will cause the balance in the account to fall below the minimum balance. 4. When you are finished entering the information, press <F2>. Your changes and additions are displayed on the Banking Rules browse screen. 5. Click the Close icon to exit to the General Ledger menu. Page 1-4 Banking Masters and Processing

15 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Printing Blank Checks For NEWSTAR systems that include the MICR check feature, the Print Blank Check program provides the facility to print a blank check. In order to print blank checks, the laser printer must be the default Check Form in the Bank Account file. To print blank checks: 1. From the Banking menu, select Print Blank Checks. The Print Blank Checks screen is displayed: 2. Specify the run parameters. The following table explains each field: Field Description / Comments Bank Code Enter the bank code for the account for which you require blank checks, or press <F9> and select a code. The default allocation is displayed. Number of Copies Enter the number of blank checks required, to a maximum of Press <F2> to generate the checks. 4. If the selected bank code has the Pre-numbered flag in the Bank Account program set to Yes, you are prompted for a starting check number. Enter the first check number that the system should use to start printing the blank checks, then press <Enter>. The Print, & Fax screen is displayed. 5. Click the Print button to send the print file to the destination printer. After the checks have been printed, the Banking menu is displayed. Banking Masters and Processing Page 1-5

16 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Generating a Remittance Advice Once you have processed a manual check in the system, you can generate a remittance advice that includes the name and address of the supplier, the bank, the check number and date, the invoice date and number, and the payment amount. To generate a remittance advice: 1. From the Banking menu, select Remittance Advice. The Remittance Advice screen is displayed: 2. Specify the run parameters. The following table explains each field: Field Company Code Group Code Unit from/to Description / Comments Enter a company code or press <F9> to select from the list of codes. Enter the group codes for the manual checks for which you wish to print a remittance advice, or press <F9> to select the group codes. Enter the starting and ending check unit numbers to be included in the remittance advice. If the Unit To field is left blank, all check unit numbers will be printed. If more than one group is selected, these fields are not active. 3. Click Print to generate the advice. The Print, & Fax screen is displayed. 4. To preview the advice, on the Print tab click either the text icon to view the text report, or the PDF icon to view the report in Acrobat. The advice is displayed on-screen: 5. Close the viewer window when you have finished previewing the advice. Page 1-6 Banking Masters and Processing

17 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 6. Select one of the Print, , or Fax tabs, and specify the destination printer, address, or fax number for the advice. 7. Click the Print, Send, or Fax button to generate the advice and send it to the specified destination. After the advice has been sent, the Banking menu is displayed. Banking Masters and Processing Page 1-7

18 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Running the Bank Reconciliation The NEWSTAR system provides a fully integrated bank reconciliation program. All checks, deposits, and journal entries can be matched and reconciled to the bank statement. After the reconciliation is complete, you can select from several reports: Reconciled Checks, Outstanding Checks, or Reconciled Bank Entries. To run the bank reconciliation: 1. From the Banking menu, select Reconciliations. The Bank Reconciliation screen is displayed: 2. Enter a bank code or press <F9> and select from available codes. 3. Click OK. The Reconciliations browse screen displays a list of any previous bank reconciliations for the selected bank code: The Finalized column indicates whether a previous reconciliation has been finalized. The system will not stop you from editing a finalized bank reconciliation, so be very careful if you need to do this. Changes to one bank reconciliation will affect all subsequent bank reconciliations. 4. To add a new record, press <F3> or click the New icon. Or To modify an existing record, select the record and press <F4> or click the Open icon. The Add/Edit Bank Reconciliation screen is displayed: Page 1-8 Banking Masters and Processing

19 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 5. Add or change the information. The following table explains each field: Field Period Ending Closing Bank Balance Finalized Prepared by Operator Description / Comments Enter the date of the bank statement that you are reconciling, in MMDDYYYY format. Enter the closing balance from the bank statement. Indicates whether the bank reconciliation has been finalized. Displays the login ID of the user who added the bank reconciliation. 6. Click OK. The Banking Details screen is displayed: The top section of the screen displays the following bank balance details for this reconciliation: Field Book Balance O/S Checks O/S Deposits Other Bank Should Be Bank Balance Is Difference Description / Comments The General Ledger balance for this bank account. The balance of checks in this account that have not been reconciled to a bank statement. The balance of deposits in this account that have not been reconciled to a bank statement. The balance of journal entries in this account that have not been reconciled to a bank statement. The balance from the bank statement for the last bank reconciliation on this account. The balance from the current bank statement that was entered to the Closing Bank Balance field of the Add/Edit Bank Reconciliation screen. The difference between the last bank statement balance for this account and the current statement balance. When all items on the current statement are reconciled, this balance will be zero. The bottom section of the screen displays the outstanding deposit and journal entry transactions for this bank account. Type D transactions are deposits, and type U are Journal Entries. Select a Sort By radio button to view the details by check date or check number. 7. To display a list of outstanding checks and reconcile selected checks: Banking Masters and Processing Page 1-9

20 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 a. On the Banking Details browse screen, press <F7>. A list of outstanding checks is displayed: b. To view details of the audit unit containing this check, click the Drilldown icon: c. Click the Continue button to view detailed transactions included in the audit unit: d. e. f. a. b. After viewing the information, click the Close icon to return to the Banking Details screen. To reconcile a check, select the check and press <F11>. To un-reconcile a check, select the check and press <F12>. 8. You can also reconcile checks using the Check Reconciliation screen: On the Banking Details screen, press <F9>. The Check Reconciliation screen is displayed. Enter a check number and press <Enter>. The check date, amount, and description are displayed, and a blank record is added: Page 1-10 Banking Masters and Processing

21 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 9. To reconcile a line item to this bank statement, select the item and press <F11>. The date that was entered as the Period Ending date on the Add/Edit Bank Reconciliation screen is displayed in the Reconcile Date column. The Difference amount increases or decreases by the amount selected. 10. To un-reconcile a line item, select the item and press <F12>. The Reconcile Date is cleared and the Difference balance changes by the selected amount. c. d. a. b. c. a. Repeat step b for all checks to be reconciled. When you are finished, press <Esc> to return to the Banking Details screen. The reconciliation date is now displayed. 11. Press <F7> to return to the list of deposits and journal entries in the Banking Details screen. 12. After all of the deposits and checks on the bank statement have been reconciled, the only amount remaining in the Difference field should be bank charges. Before the bank charges can be reconciled, they must first be entered to NEWSTAR by Journal Entry: Click the Journal Entry button. Follow normal journal entry procedures. After updating the Journal Entry Audit Group, complete the reconciliation. The Difference field on the Banking Details screen should now be zero. 13. To view or print a list of checks for this bank account: On the Banking Details browse screen, press <F5>. The Check Listing options are displayed: b. Select one of the available options and press <Enter>. The Sorting Options are displayed: c. d. Select a sort option and press Enter. The Print, & Fax screen is displayed. To preview the report, on the Print tab click either the text icon to view the text report, or the PDF icon to view the report in Acrobat. Banking Masters and Processing Page 1-11

22 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 The report is displayed on-screen: e. f. If you want to print the report, from the File menu, select Print. Close the viewer window when you have finished previewing or printing the report. The Banking Details browse screen is displayed. 14. On the Banking Details screen, click the Close icon. The following prompt is displayed: 15. If you are finished the bank reconciliation and the Balance field is zero, enter Yes. 16. Press <Enter>. The Reconciliations browse screen is displayed. 17. Click the Close icon to exit to the Banking menu. Page 1-12 Banking Masters and Processing

23 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Running the Check Lookup Use this function to view details of a selected check. To run the check lookup: 1. From the Banking menu, select Check Look-up. The Check Look-up screen is displayed: 2. Enter the check number you want information on and press <Enter>. The Documents on File screen displays the check details: 3. Press <Esc> until you return to the Banking menu. Banking Masters and Processing Page 1-13

24 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Running the Positive Pay Programs Positive Pay is a purchased add-on and is not part of the core code. The set up for the Positive Pay is in the Bank Account file using the Positive Pay button. Running of the Positive Pay file to export to the Bank is as follows: The Positive Pay program provides the ability to specify an account or group of accounts which will export transactions during a specified period. This program creates an ASCII file with all of the check transactions for the specified bank account during a specified period. Positive Pay programs have been set up for a number of banks. The setup is similar for all of the banks. If a field that does not display on the screen you are using is described below, disregard the description. Page 1-14 Banking Masters and Processing

25 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems To run the Positive Pay programs: 1. From the Banking menu, select the Positive Pay program for the applicable financial institution. The bank Transmission File screen is displayed: 2. Enter the required information to the screen. The following table describes each field: Field Bank Code Audit Group From Date / To Date Export Directory Export Format Export Audit Description / Comments Leave the default * to include all bank codes, or enter a specific code, or press <F9> to select from a list of valid codes. Leave the default * to include all audit groups, or press <F9> to select a specific audit group. The start and end dates of the posting date period for the issued checks. If required, enter different dates in MMDDYYYY format. These fields default to the current system date. Indicates the path and folder where the files created by the export will reside. The default folder is C:\Temp. If a bank code has been specified, the system checks whether a different folder has been specified in the Positive Pay information in the Bank Account s master file. Select the radio button for the applicable option: One single file The default selection. If the Bank Code field is *, selecting this option will create only one file containing all the checks for all the bank accounts. The filename of the output file will be the current date (for example, if the date is June 21, One file per CRS account If the Bank Code field is *, selecting this option will create one file per bank account. The output filename for each account will be [current date]_[bank account code] (for example, _5010). Select the radio button to either print or view the check audit report after running the export transfer. Banking Masters and Processing Page 1-15

26 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November Click the Export button. Transfer progress is displayed. The system checks whether there are any existing files with the same generated names. If there are, the following message is displayed: Some of the files from the previous export are about to be overwritten. Do you want to continue? If you select Yes, the existing files are overwritten. If you select No, the existing files are renamed with the suffix.nnn, where nnn is the next available version number for that file. When the data has been completely transferred: If Display Audit Report was selected in the Export Audit field, the Checks Audit Details browse screen is displayed. You can use the Export icon to export this information to another format for further analysis. If Print Audit Report was selected in the Export Audit field, the Print, & Fax screen is displayed. You can specify to print, , or fax the file information. Page 1-16 Banking Masters and Processing

27 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Running the Bank Transactions Report The Bank Transactions report provides a detailed listing of transactions posted to a bank account for a specified date range. The listing is broken down by checks, deposits, and journal entries. The checks and deposits can be sorted by batch number or check number. To generate the bank transactions report: 1. From the Banking menu, select Bank Transactions. The Bank Transactions screen is displayed: 2. Specify the report parameters. The following table explains each field: Field Bank Code From Date / To Date Show Checks by (B)atch or by (C)heck Show Deposits by (B)atch or by (C)heck Description / Comments Enter one or more bank codes, or press <F9> and select a code. Enter the start and end dates of the period of the bank transactions, in MMDDYYYY format. Enter B to list the checks by batch (audit group) number, or C to list the checks by check number. Enter B to list the deposits by batch (audit group) number, or C to list the deposits by check number. 3. Click OK to generate the report. The Print, & Fax screen is displayed. 4. To preview the report, on the Print tab click either the text icon to view the text report, or the PDF icon to view the report in Acrobat. The report is displayed on-screen: 5. Close the viewer window when you have finished previewing the report. Banking Masters and Processing Page 1-17

28 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November Select one of the Print, , or Fax tabs, and specify the destination printer, address, or fax number for the report. 7. Click the Print, Send, or Fax button to generate the report and send it to the specified destination. After the report has been sent, the menu is displayed. Page 1-18 Banking Masters and Processing

29 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Running the Bank Balance Report The Bank Balance report provides a summary of each bank account selected, with the closing balance as of a specified date. You can select to see each account balance with all entries, including future dated transactions. To generate the bank balance report: 1. From the Banking menu, select Bank Balance. The Bank Balance screen is displayed: 2. Specify the report parameters. The following table explains each field: Field Bank Code Include Inactive Bank Codes As of Date Show G/L Account Description / Comments Leave the default * to include all bank accounts on file. You can enter the bank codes required, or press <F9> and select a code. Select the checkbox to include inactive bank accounts in the report. Enter a report cutoff date in MMDDYYYY format. Leave this field blank to include all future entries. Indicates whether the General Ledger account for each bank code should be included. The default is yes. 3. Click OK to generate the report. The Print, & Fax screen is displayed. 4. To preview the report, on the Print tab click either the text icon to view the text report, or the PDF icon to view the report in Acrobat. The report is displayed on-screen: 5. Close the viewer window when you have finished previewing the report. 6. Select one of the Print, , or Fax tabs, and specify the destination printer, address, or fax number for the report. 7. Click the Print, Send, or Fax button to generate the report and send it to the specified destination. After the report has been sent, the menu is displayed. Banking Masters and Processing Page 1-19

30 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Exercises / Review Questions Exercises 1. Perform a bank reconciliation, using a recent bank statement for which you have not previously run and finalized a reconciliation. 2. Run a Bank Balance report that includes all future transactions. Review Questions 1. What is the purpose of the Banking Rules master file? 2. What system feature do you need in order to print blank checks? 3. When all the items on your bank statement have been reconciled, what number should appear in the Difference field on the Banking Details screen? Page 1-20 Banking Masters and Processing

31 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Banking Masters and Processing Page 1-21

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33 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Module 2: Tax Systems Processing What You ll Learn in this Module This module will provide you with: Explanations of the Accounting Tax Systems programs Detailed instructions on running each of the Tax Systems programs Tax Systems Processing Page 2-1

34 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 About the Tax Systems Programs The NEWSTAR Tax Systems programs covered in this module are used to track and report on tax amounts included in transactions that occur throughout the year. These programs include: Calculations and reports to document the amount of tax remitted to the government Functions to calculate and report to the tax authorities in the Canada on amounts paid and collected Page 2-2 Tax Systems Processing

35 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Running the Tax Remittance Report Complete report: Page 1 displays all the transactions that are GST Payable (processed through AR) Page 2 displays all the transactions that have GST ITC (processed through AP) Page 3 displays all transactions that have been processed via journal entry or the distribution button in Cash Receipts, Check Group. As payables and receivables are processed by the system, transactions that include taxes are tracked by the Remittance Calculate program. To meet government remittance requirements, users can run this program as of a specified reporting date. The program produces a report of taxes collected on sales and input tax credits paid on purchases. The report includes detailed audit trail information that traces the tax back to the original invoices or entries. When tax is applied to an Accounts Receivable or Accounts Payable invoice, the system posts the tax amount to the accounts specified in the Tax Allocation file of the Tax System. The Tax Remittance report is a listing of the transactions that were posted to these accounts. Tax Systems Processing Page 2-3

36 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 After running and viewing the Remittance report, the Edit Tax Remittance program can be used to make any required adjustments to the data. Then the Remittance report can be run again, as a final version to support the tax submission to the government. The history of all final Tax Remittance reports is stored in this file for reference. To run the Tax Remittance report: 1. From the Tax Systems menu, select Remittance Calculate. The Remittance Calculate screen is displayed: 2. Specify the report parameters. The following table explains each field: Field Company Code Authority Code Description / Comments Enter the company code for which you are running the tax remittance report, or press <F9> and select a code. Enter the tax authority code for which you are running the tax remittance report, or press <F9> and select a code. 3. Press <F2>. The Remittance Reports browse screen will display with a list of Tax Remittance reports that were previously generated for the selected company and tax authority code: 4. To add a new record, press <F3> or click the New icon. Or To modify an existing record, select the record and press <F4> or click the Open icon. The Add/Edit Remittance screen is displayed: 5. Enter the Reporting Date. 6. Click OK to generate the report. The Print, & Fax screen is displayed. 7. To preview the report, on the Print tab click either the text icon to view the text report, or the PDF icon to view the report in Acrobat. The report is displayed on-screen: Page 2-4 Tax Systems Processing

37 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 8. Close the viewer window when you have finished previewing the report. 9. Select one of the Print, , or Fax tabs, and specify the destination printer, address, or fax number for the report. 10. Click the Print, Send, or Fax button to generate the report and send it to the specified destination. After the report has been sent, the Tax Systems menu is displayed. Tax Systems Processing Page 2-5

38 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Editing Tax Remittance Items This is the Tax Remittance Report, page 3. After running the Tax Remittance report, the Edit Tax Remittance program can be used to edit line items on the report. Items that should have been included on the report can be added. Unclassified taxes can be assigned to the correct transaction type. Then the Remittance report can be run again, as a final version to support the tax submission to the government. To edit the Tax Remittance report items: 1. From the Tax Systems menu, select Edit Tax Remittance. The Edit Tax Remittance screen is displayed: 2. Enter the required information. The following table explains each field: Field Company Code Authority Code Reporting Date Description / Comments Enter the company code for which you are editing the tax remittance items, or press <F9> and select the code. Enter the tax authority code for which you are editing the tax remittance items, or press <F9> and select the code. Enter the date of the tax remittance report that you are editing, in MMDDYYYY format. 3. Press <F2>. The Tax Remittance browse screen for the selected company, tax authority, and reporting date displays the tax calculations from the report. The first screen lists the taxes that were posted on sales. 4. Press <F7> to display a list of the taxes that were posted on purchases. 5. Press <F7> again to display a list of taxes that were unclassified. You will most likely want to re-classify the unclassified taxes to sales or purchases prior to running the final Tax Remittance report. 6. To edit a tax item, select the line item and press <F4>. The Add/Edit Tax Remittance screen is displayed: 7. Enter the information to the screen. The information displayed here reflects the values on file for the specified audit group. However, changes made to this screen do not change the actual audit group. They only affect what is displayed on the Tax Page 2-6 Tax Systems Processing

39 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Remittance report. Generally, changes will only be required to the Transaction Type, Tax Category Code or Amount. Tax Systems Processing Page 2-7

40 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 The following table explains each field: Field Posting Date Transaction Type Tax Category Code Amount Group Number Unit Number Transaction Number Description / Comments The date that this transaction was posted to the General Ledger, in MMDDYYYY format. Identifies the sub-ledger system that the tax entry came from: S Sale (Accounts Receivable system) display only, cannot be changed P Purchase (Accounts Payable system) display only, cannot be changed U Unclassified (the posting to the tax account was done outside of the Accounts Receivable or Accounts Payable systems; perhaps by Journal Entry) Unclassified entries need to be reclassified as either Sale or Purchase for reporting purposes. If applicable to the selected tax authority, this field displays the tax category code that applies to this transaction. If required, enter a code or press <F9> and select one. The amount that was distributed to the tax account for this transaction. When tax is applied to an Accounts Receivable or Accounts Payable invoice, the system posts the tax amount to the accounts specified in the Tax Allocation file of the Tax System. The Tax Remittance report is a listing of the transactions that were posted to these accounts. The audit group number of this tax transaction. The unit number of this tax transaction. The distribution transaction number where this tax amount was recorded. 8. Press <F2> to save your changes and return to the Tax Remittance browse screen. 9. Press <Esc> until you return to the Tax Systems menu. Page 2-8 Tax Systems Processing

41 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Running the Invoices Paid Report The Invoices Paid report provides a listing of all invoices that were paid to US suppliers who were flagged in the Supplier master file for 1099 reporting. The report can be reviewed for accuracy, and if necessary, corrections can be made either in the Supplier master file or using the 1099 Fix Up Invoices program, prior to printing the 1099 forms. To run the Invoices Paid report: 1. From the Tax Systems menu, select Invoices Paid Report. The 1099 Invoices Paid Report screen is displayed: 2. Specify the report parameters. The following table explains each field: Field Description / Comments Company Code Tax Year Enter the company code for which you are running the Invoices Paid report, or press <F9> and select a code. This field defaults to the current tax year for the selected company. Override by entering a different tax year in YYYY format Code List Leave the default * to include all 1099 codes, or press <F9> and select a specific code. Supplier From Date / To Date 3. Press <F2> to generate the report. Leave the default * to include all suppliers, or press <F9> and select a specific supplier code. The Invoices Paid report displays all invoices that were paid to 1099 suppliers with invoice dates within the specified date range. From Date defaults to the first day of the first period for the selected tax year. To Date defaults to the last day of the last period for the selected tax year. If necessary, override either date in MMDDYYYY format. The Print, & Fax screen is displayed. 4. To preview the report, on the Print tab click either the text icon to view the text report, or the PDF icon to view the report in Acrobat. The report is displayed on-screen: Tax Systems Processing Page 2-9

42 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November Close the viewer window when you have finished previewing the report. 6. Select one of the Print, , or Fax tabs, and specify the destination printer, address, or fax number for the report. 7. Click the Print, Send, or Fax button to generate the report and send it to the specified destination. After the report has been sent, the Tax Systems menu is displayed. Page 2-10 Tax Systems Processing

43 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Fixing Up Invoices The Fix Up Invoices program enables you to correct the 1099 code that was assigned to a supplier s invoices. You may need to use this option if invoices for a particular supplier were processed and paid prior to flagging the supplier for 1099 reporting. Or a particular supplier s invoices were not coded correctly. To run the Fix Up Invoices program: 1. From the Tax Systems menu, select Fix Up Invoices. The Fix-up 1099 Codes on Existing Invoices screen is displayed. 2. Enter the information to the screen. The following table explains each field: Field Description / Comments Company Code Start at Date / End at Date Supplier Code Enter the company code for which you are fixing 1099 invoices, or press <F9> and select a code. The 1099 Invoices Paid report displays all invoices that were paid to 1099 suppliers with invoice dates within a specified date range. Enter the start and end dates of the date range in MMDDYYYY format. Enter the supplier code to report on, or press <F9> and select a code. The system displays the 1099 I.D., 1099 Type and Default 1099 Code on file in the Supplier master for the selected supplier Code Defaults to the 1099 code on file in the Supplier master for the selected supplier. To update the 1099 code for all invoices for the selected Supplier within the specified date range, enter a different 1099 code, or press <F9> and select a code. 3. Press <F2> to process the changes. 4. When prompted to confirm proceeding, type Y and press <Enter>. The Message Bar at the bottom of the screen indicates the invoices that have been updated. 5. Press the <Spacebar> when the processing is complete. The Fix-up 1099 Codes on Existing Invoices screen is displayed. 6. If you are finished, press <Esc> to return to the Tax Systems menu. Tax Systems Processing Page 2-11

44 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Running the Supplier Update The Supplier Update program can be used to update any of the following information for a supplier: 1099 code T5018 code Business Number / Social Insurance Number 1099 ort5018 code in a supplier s invoices To run the Supplier Update: 1. From the Tax Systems menu, select Supplier Update. The Update 1099/T5018 Code for Supplier screen is displayed: 2. Enter the selection criteria at the top of the screen. The following table explains each field: Field Description / Comments Country City 1099ID/BN/SIN Leave the default * to include suppliers from all countries, or enter specific country codes, or press <F9> and select a country code. Leave the default * to include suppliers from all cities, or enter specific city codes, or press <F9> and select a city code. Leave the default * to include suppliers with any number, or enter a number for a specific supplier. 1099/T5018 Code Leave the default * to include suppliers with all codes, or enter a specific code. 3. Press <Enter> to select suppliers who meet the criteria. The suppliers are displayed in the browse window: 4. For any supplier, you can modify the data in the 1099 ID/BN/SIN or 1099/T5018 Code fields. Page 2-12 Tax Systems Processing

45 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 5. When you are finished changing the number or code fields, click the Update Inv. button to select all the invoices to update with the new 1099/T5018 code. The Update 1099/T5018 Code for Invoices screen is displayed: The Country, City, 1099ID/BN/SIN and 1099/T5018 Code filters entered on the previous screen are displayed at the top of the screen. 6. Enter the information to the screen. The following table explains each field: Field Supplier List Company List From Date /To Date Description / Comments The suppliers whose invoices are being changed. If you selected any suppliers on the previous screen, they are listed here. You can process this list, or change or override it. Enter * to select all suppliers listed on the previous screen. Or enter one or more specific suppliers, or press <F9> to select a supplier. The companies to whom the invoices are addressed. Enter * to select all companies, or enter one or more specific companies, or press <F9> to select a company. The starting and ending invoice dates, in MMDDYYYY format. Only invoices between these dates will be included. 7. Click OK. All of the selected invoices are updated with the 1099/T5018 code, provided they belong to an A/P Category where the Ask 1099/T5018 Code? field is set to Yes. 8. Click the Close icon to return to the Tax Systems menu. Tax Systems Processing Page 2-13

46 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Running the Invoice Update The Invoice Update program can be used to fine-tune the information to be included in the T5018 returns. You can exclude a specific invoice or invoice item that was updated with the T5018 code, or include a specific invoice or invoice item that has not been updated with the T5018 code. To run the Invoice Update program: 1. From the Tax Systems menu, select Invoice Update. The Update 1099/T5018 Code for Invoice screen is displayed: 2. Enter the selection criteria at the top of the screen. The following table explains each field: Field Supplier Company A/P Cat. From Description / Comments Leave the default * to include all suppliers, or enter one or more supplier codes, or press <F9> and select a code. Leave the default * to include all companies, or enter one or more company codes, or press <F9> and select a code. Leave the default * to include all A/P categories, or enter one or more category codes, or press <F9> and select a code. Include all invoices with an invoice date on or after this date. 3. Press <Enter> to select invoices that meet the criteria. The invoices are displayed in the browse window: 4. Highlight the Invoice you wish to edit, and select the Drill-down icon to see the Invoice Item(s). The Update 1099/T5018 Code for Invoice Items screen is displayed: Page 2-14 Tax Systems Processing

47 Doc A11 / A12 / A / November 2005 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems 5. For any invoice, you can modify the data in the 1099/T5018 Code field, to exclude a specific invoice item from the T5018 Information Return. Edit the following field: Field Description / Comments 1099/T5018 Code A 1099/T5018 code must match the supplier s 1099/T5018 code if the invoice item is to be reported using the 1099 or T5018 forms. If you do not want to include the selected invoice item, clear this field or enter a code that is different from the supplier s 1099/T5018 code. If this field is currently blank or different from the supplier s code, but you want to include this invoice item on the 1099 or T5018 forms, enter the supplier s 1099 or T5018 code here. 6. When you have finished editing, click the Close icon to return to the Update 1099/T5018 Code for Invoice screen. 7. Click the Close icon to return to the Tax Systems menu. Tax Systems Processing Page 2-15

48 NEWSTAR Training Guide: Banking, Consolidations and Tax Systems Doc A11 / A12 / A / November 2005 Running 1099/T5018 Adjustments The 1099/T5018 Adjustments program is used to adjust the total payment amount for a supplier. You enter adjustment amounts by company, supplier, 1099/T5018 code, and year. When the Print 1099 Forms or Print T5018 Forms program is run, the total payment amount for the supplier will be adjusted by the adjustment entered in this program. To run 1099/T5018 Adjustments: 1. From the Tax Systems menu, select 1099/T5018 Adjust. The 1099/T5018 Adjustment Amounts browse screen is displayed: 2. To add a new record, press <F3> or click the New icon. Or To modify an existing record, select the record and press <F4> or click the Open icon. The Add/Edit 1099/T5018 Adjustment Amounts screen is displayed: 3. Add or change the information. The following table explains each field: Field Description / Comments Company Code Supplier Code Enter a company code, or press <F9> and select a code. Enter a supplier code, or press <F9> and select a code. 1099/T5018 Code Enter the 1099 or T5018 code. Adjustment Year Adjustment Amount Enter the adjustment year in YYYY format. The default is the current tax year. If you are going to include this adjustment in the Print 1099 Forms or Print T5018 Forms program, you must enter the same adjustment year here and in that program. Enter the applicable adjustment amount. 4. After completing the fields, press <F2>. The 1099/T5018 Adjustment Amounts browse screen displays your changes or additions. 5. If you are finished, click the Close icon to return to the Tax Systems menu. Page 2-16 Tax Systems Processing

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