School Accounting Made Easy. The how to guide of the Activity Accounting and Purchase Order Programs.

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1 Accounting & P.O. Manual School Accounting Made Easy. The how to guide of the Activity Accounting and Purchase Order Programs. Walk through of Activity Accounting32 Purchase Orders Includes Screen Shots

2 Section A1 A Table of Contents A c t i v i t y A c c o u n t i n g Program Setup and Basics PROGRAM BASICS / SETUP... B-1 STARTUP AND EXIT OF PROGRAM... B-1 Startup... B-1 Exit... B-2 CHANGE PASSWORD... B-2 BACKUP AND RESTORING... B-3 Restoring data... B-4 Accounts and Sub Accounts 1 G.L. ACCOUNTS C- ACCOUNTS...C-1 ADD ACCOUNTS... C-1 EDIT ACCOUNTS... C-3 SUB ACCOUNTS...D-5 ADD SUB ACCOUNTS...D-5 EDIT SUB ACCOUNTS...D-7 Vendors VENDOR MAINTENANCE...D-9 ADD VENDORS...D-9 Add Vendor While Entering a Receipt...D-12

3 Add Vendor While Entering a Payable...D-12 EDIT VENDOR...D-13 BLANK VENDOR CODE...D INFORMATION...D-15 Receipts ENTER RECEIPTS... E-1 ENTERING RECEIPTS... E-1 EDIT RECEIPTS... E-4 PRINT RECEIPTS... E-6 REPRINT RECEIPTS... E-7 VOID RECEIPT... E-8 BANK DEPOSITS... F-9 RECORD BANK DEPOSIT...F-9 PRINT DEPOSIT SLIP...F-3 ACCOUNTS PAYABLE ENTER DISBURSEMENTS AND PAYABLES...G-1 DISBURSEMENTS FOR MANUAL CHECKS...G-1 Add Disbursements...G-1 Edit Disbursements...G-5 Void Disbursement...G-6 PAYABLES CHECKS TO BE PRINTED...G-8 Add Payable...G-8 Edit Payables...G-12 Delete Payable...G-13 Void Payable...G-15 PRINTING CHECKS...H-16 PREVIEW CHECKS...H-16 HOLDING CHECKS FROM PAYMENT...H-17 PRINT CHECKS...H-20 ADJUSTMENTS ADJUSTMENTS... I-1 JOURNAL ADJUSTMENTS...I-1 NSF Checks...I-1 Bank Charges...I-2 Correcting a Cancellation Date...I-3 TRANSFERS (ACTIVITY/GL)...I-5 BANK RECONCILIATION BANK RECONCILIATION...J-1 BANK RECONCILIATION PREPARATION... J-1 Cancel Checks... J-1

4 Outstanding Checks Report... J-2 BANK RECONCILIATION... J-2 Month End MONTH END...K-5 Year End YEAR END... L-1 Reports RUNNING REPORTS / QUERIES...M-2 REPORT EXAMPLES...ERROR! BOOKMARK NOT DEFINED. ACCOUNT AND SUB ACCOUNT... ERROR! BOOKMARK NOT DEFINED. Chart of Accounts...Error! Bookmark not defined. VENDORS... ERROR! BOOKMARK NOT DEFINED. Vendor Listing...Error! Bookmark not defined. Vendor Labels...Error! Bookmark not defined. Sequential List of All Transactions by Vendor...Error! Bookmark not defined. RECEIPTS... ERROR! BOOKMARK NOT DEFINED. Sequential List of Receipts...Error! Bookmark not defined. ACCOUNTS PAYABLE... ERROR! BOOKMARK NOT DEFINED. Sequential List of Checks...Error! Bookmark not defined. Sequential List of Accounts Payables...Error! Bookmark not defined. ADJUSTMENTS... ERROR! BOOKMARK NOT DEFINED. Journal Adjustments...Error! Bookmark not defined. Sequential List of Activity Transfers...Error! Bookmark not defined. Sequential List of GL Transfers...Error! Bookmark not defined. BANK RECONCILIATION... ERROR! BOOKMARK NOT DEFINED. Outstanding Checks...Error! Bookmark not defined. Reconciliation Report... N-1 Bank Reconciliation (monthly)... N-2 LEDGER...N-2 Activity Ledger report... N-2 P u r c h a s e O r d e r s ENTER PURCHASE ORDER...O-1 ADD VENDOR...O-1 ENTER PURCHASE ORDER...O-1 EDIT PO...O-3 Edit PO header...o-3 Edit PO Lines...O-4 DELETE PURCHASE ORDER...O-4 Delete Entire PO...O-4 Delete PO Lines...O-5

5 RECEIVE ON A PURCHASE ORDER... P-1 RECEIVE ITEMS ON PURCHASE ORDER...P-1 Receive Entire Purchase Order (Basic Detail)... P-1 Receive Partial Purchase Order (More Detail)... P-3 VIEW/ EDIT HISTORY OF PURCHASE ORDER...P-5 PURCHASE ORDER REPORTS...Q-1 Purchase Orders Open...Q-2 Purchase Orders Received...Q-3 PO with Encumbrances...Q-4 PO Deficit Balance...Q-5 Open by Account...Q-6 Open by Sub Account...Q-6 A d m i n i s t r a t o r s ADMINISTRATORS...R-2 Accounting Preferences... R-2 Po Preferences... R-3 Close Month... R-2 Reopen Closed Month...RR-4 Close Year... R-5 View Previous Year... R-7 Reset to Current Year... R-7 Audit Reports... R-8 Relink Tables... R-9 Export... R-10 Import... R-11 Update Cash Balances... R-12 Add and Edit Users and User Passwords... R-13 Auto Backup... R-1314 Security Groups... R-14 Update Version... R-15

6 Program Basics / Setup Section B Startup and Exit of Program EPES Helpline 1(800) Option 1 STARTUP Start/ All Programs/ EPES Accounting/ School Accounting PRIN = AIDE = SYS For bookkeepers the User ID will always be BK. BK B-1 11/21/2008

7 Program Basics / Setup EXIT Accounting/ Exit Change Password Utilities/ Change Password <Change Password>. B-2 11/21/2008

8 Program Basics / Setup Password1 Password2 Password2 Backup and Restoring BACKUP DATA Utilities/ Backup - Restore <Backup><Close> B-3 11/21/2008

9 Program Basics / Setup RESTORING DATA Utilities/ Backup - Restore <Restore> <Close> B-4 11/21/2008

10 Program Basics / Setup B-5 11/21/2008

11 Accounts Section C EPES Helpline 1(800) Option 1 Add Accounts Accounting/ Accounting/ Accounts/ Activity Accounts Verify the Account is Not Set Up <List> C-1 11/21/2008

12 Accounts Clicking on the column headings will sort the column and change the Quick Search box. Use this field to search either account number or account name. It searches from the beginning of the field. Wildcard of % can be used. <Add> C-2 11/21/2008

13 Accounts <Cancel> <Save><Close> Edit Accounts Accounting/ Accounting/ Accounts/ Activity Accounts C-3 11/21/2008

14 Accounts <List> <Edit> <Cancel><Save> <Close> \ GENERAL LEDGER ACCOUNTS: Five General Ledger accounts are automatically set up: 1) Petty Cash 2) Cash On Hand 3) Checking 4) Savings 5) Investments You may add new G.L. Accounts or edit existing. For adding and editing of G.L. Accounts refer to Activity Accounts documentation. C-4 11/21/2008

15 Sub Accounts EPES Helpline Section D 1(800) Option 1 Add Sub Accounts Accounting/ Accounting/ Accounts/ Sub Accounts D-5 11/21/2008

16 Sub Accounts Verify Sub Account is Not Set Up <List> Use this field to search either sub account number or sub account name. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <Add> D-6 11/21/2008

17 Sub Accounts <Cancel><Save><Save> <Close> New # New Sub Account Name <Save> Edit Sub Accounts Accounting/ Accounting/ Accounts/ Sub Accounts <List> D-7 11/21/2008

18 Sub Accounts <Edit> <Cancel><Save> <Close> D-8 11/21/2008

19 Sub Accounts Vendor Maintenance Add Vendors Accounting/ Accounting/ Vendors EPES Helpline 1(800) Option 1 Verify that Vendor is Not Set Up <List> D-9 11/21/2008

20 Sub Accounts Clicking on the column heading will sort the column and change the Quick Search box. Use this field to search either vendor code or vendor name. It searches from the beginning of the field. Wildcard of % can be used. <Add> D-10 11/21/2008

21 Sub Accounts EPES EPES Software 206 N Armstrong Room 115 Bixby OK Michael Jones If this vendor receives a 1099, you must enter their Tax Id # or Social Security #. Company offers a 10% discount to school districts if you ask D-11 11/21/2008

22 Sub Accounts Field What to Enter Vendor Code Short Abbreviation of Vendor name Vendor Name Full Vendor Name Address Vendor Street Address Address line 2 Additional Street Address Info City Vendor City State Vendor State Zip Vendor Zip Code Phone Vendor Phone Number Fax Vendor Fax Number Attn Your contact at the vendor Tax ID Tax Payer ID or Social Security Number School Vend # Customer ID that the vendor has assigned your school County ID Tennessee only Bid Category User discretionary field Memo Any info that will help you in the future <Save><Close> ADD V ENDOR WHILE E NTERING A R ECEIPT ADD V ENDOR WHILE E NTERING A PAYABLE D-12 11/21/2008

23 Sub Accounts Edit Vendor Accounting/ Accounting/ Vendors <List> D-13 11/21/2008

24 Sub Accounts <Edit> <Cancel><Save> <Close> Blank Vendor Code D-14 11/21/2008

25 Sub Accounts 1099 Information D-15 11/21/2008

26 Enter Receipts Section E Entering Receipts Accounting/ Accounting/ Receipts EPES Helpline 1(800) Option 1 Click on <Add> to enter a new receipt. E-1 11/21/2008

27 Enter Receipts Adding a Vendor While Entering a Receipt <Yes> E-2 11/21/2008

28 Enter Receipts <Save> <Close> E-3 11/21/2008

29 Enter Receipts <Add Line Item> Cash on Hand account. <Save> It is important to remember to choose the payment type. C = Cash K= Check E = Electronic Transfer R = Credit Card M = Money Order O = Other Edit Receipts Accounting/ Accounting/ Receipts E-4 11/21/2008

30 Enter Receipts <List> <Edit> <Cancel><Save> <Close> E-5 11/21/2008

31 Enter Receipts Print Receipts <Print New Receipt> E-6 11/21/2008

32 Enter Receipts Reprint Receipts Reports/ Accounting/ Print Previous Receipts <Print>. E-7 11/21/2008

33 Enter Receipts Use this field to search receipt number. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column. Void Receipt <Void Receipt> NOTE: Voiding a receipt will create a negative (reversal) entry of the original receipt. This negative amount must be considered on your daily deposit. If you have already deposited the amount of the original receipt you must decrease your current deposit by the amount of the reversing entry. E-8 11/21/2008

34 Bank Deposits Section F EPES Helpline 1(800) Option 1 Record Bank Deposit Accounting/ Accounting/ Transfers and Deposits/ Deposit NOTE: You may occasionally be required to maintain multiple checking accounts in the event you change banks for some reason. You may add a new G.L. Account and specify it as a checking account. For all new checking account transactions you will simply need to change the G.L. designation from 992 to whatever new G.L. Checking account you set up for the new account. F-9 11/21/2008

35 Bank Deposits <Deposit Voucher> <OK> F-2 11/21/2008

36 Bank Deposits Print Deposit Slip Accounting/ Accounting/ Transfers and Deposits/ Deposit <Deposit Voucher>. F-3 11/21/2008

37 Bank Deposits <Preview>. <Print> F-4 11/21/2008

38 Bank Deposits F-5 11/21/2008

39 Enter Disbursements and Payables Section G Disbursements for Manual Checks EPES Helpline 1(800) Option 1 ADD D ISBURSEMENTS Accounting/ Accounting/ Checks Paid <Add> G-1 11/21/2008

40 Enter Disbursements and Payables Do not change the Bank Acct number (992). Adding a Vendor While Entering a Manual Disbursement <Yes> G-2 11/21/2008

41 Enter Disbursements and Payables <Save> <Close> G-3 11/21/2008

42 Enter Disbursements and Payables <Add Line Item> <Save> G-4 11/21/2008

43 Enter Disbursements and Payables EDIT DISBURSEMENTS Accounting/ Accounting/ Checks Paid <List> Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. G-5 11/21/2008

44 Enter Disbursements and Payables <Edit> <Cancel><Save> <Close> VOID DISBURSEMENT Accounting/ Accounting/ Checks Paid <List> G-6 11/21/2008

45 Enter Disbursements and Payables Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <Void this Check> <Continue> <Cancel Void> G-7 11/21/2008

46 Enter Disbursements and Payables Payables Checks to be Printed ADD PAYABLE Accounting/ Accounting/ Accounts Payable <Add> Do not change the Bank Acct number (992). G-8 11/21/2008

47 Enter Disbursements and Payables Adding a Vendor While Entering a Payable <Yes> G-9 11/21/2008

48 Enter Disbursements and Payables <Save> <Close> <Add Line Item> G-10 11/21/2008

49 Enter Disbursements and Payables Uncheck this box if you don t want the check to print in the next check run. You will have to check it when you finally want it to print. See Section H. G-11 11/21/2008

50 Enter Disbursements and Payables <Save> <Close> EDIT PAYABLES Accounting/ Accounting/ Accounts Payable <List> Clicking on the column headings will sort the column, alternating between ascending and descending. G-12 11/21/2008

51 Enter Disbursements and Payables <Edit> <Cancel><Save> <Close> DELETE PAYABLE Accounting/ Accounting/ Accounts Payable <List> G-13 11/21/2008

52 Enter Disbursements and Payables Clicking on the column headings will sort the column, alternating between ascending and descending. <Del> <Continue> <Close> G-14 11/21/2008

53 Enter Disbursements and Payables VOID PAYABLE G-15 11/21/2008

54 Printing Checks Section H EPES Helpline Preview Checks Reports/ Accounting/ Print Checks 1(800) Option 1 H-16 11/21/2008

55 Printing Checks Holding Checks from Payment H-17 11/21/2008

56 Printing Checks Accounting/ Accounting/ Accounts Payable <List> H-18 11/21/2008

57 Printing Checks Clicking on the column headings will sort the column, alternating between ascending and descending. <Edit>. <Save> <Close> OR Clicking on the column headings will sort the column, alternating between ascending and descending. H-19 11/21/2008

58 Printing Checks Print Checks Reports/ Accounting/ Print Checks H-20 11/21/2008

59 Printing Checks Only if you didn t use the Blank vendor code. The Print check numbers on checks should only be checked if you do not use pre numbered checks. Normally all checks will be pre numbered. <No> <Yes> <No> <Yes> H-21 11/21/2008

60 If a Check Does Not Print Properly H-22 11/21/2008

61 Adjustments Section I EPES Helpline 1(800) Option 1 Journal Adjustments NSF CHECKS Accounting/ Accounting/ Journal Adj. <Add> I-1 11/21/2008

62 Adjustments <Save><Close> BANK C HARGES Accounting/ Accounting/ Journal Adj. <Add> I-2 11/21/2008

63 Adjustments <Save><Close> CORRECTING A CANCELLATION DATE Accounting/ Accounting/ Checks Paid I-3 11/21/2008

64 Adjustments <List> Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <Edit><Save> <Close> I-4 11/21/2008

65 Adjustments Transfers Accounting/ Transfers and Deposits/ Transfer Activity <Add> I-5 11/21/2008

66 Adjustments <Save> <Close> GENERAL LEDGER TRANSFERS: Enter G.L. transfers the same as the Activity Account transfers. G.L. transfers do not affect your Activity Fund Accounts. I-6 11/21/2008

67 Bank Reconciliation Section J EPES Helpline Bank Reconciliation Preparation CANCEL CHECKS Accounting/ Accounting/ Cancel Checks 1(800) Option 1 <OK> J-1 11/21/2008

68 Bank Reconciliation <OK> OUTSTANDING CHECKS R EPORT Bank Reconciliation Reports/ Accounting/ Bank Reconciliation J-2 11/21/2008

69 Bank Reconciliation <Preview> <Print> Normally the principal would review and sign this report. J-3 11/21/2008

70 Bank Reconciliation <Print> J-4 11/21/2008

71 Month End Section K THE BELOW STEPS ARE RECOMMENDED FOR MONTH END AND YEAR END CLOSING. CHECK WITH YOUR DISTRICT FOR REQUIRED MONTH/YEAR END CLOSING PROCEDURES Check List K-5 11/21/2008

72 Year End Section L Check List EPES Helpline 1(800) Option 1 4) L-1 11/21/2008

73 Running Reports / Queries Section M EPES Helpline 1(800) Option 1 Reports/ Accounting/ sequential lists.. Let s go over how to use it. NOTE: Reports no longer export to word M-2 11/21/2008

74 Running Reports / Queries M-3 11/21/2008

75 Running Reports / Queries Section N SOME OF THE MORE FREQUENT REPORTS ARE DISCUSSED BELOW: RECONCILIATION REPORT <Preview><Print> N-1 11/21/2008

76 Running Reports / Queries BANK R ECONCILIATION (MONTHLY) Ledger ACTIVITY LEDGER REPORT <Preview> <Print> N-2 11/21/2008

77 Running Reports / Queries N-3 11/21/2008

78 Enter Purchase Order Section O EPES Helpline 1(800) Option 1 Add Vendor Accounting/ Purchase Orders/ Vendors Enter Purchase Order Accounting/ Purchase Orders/ Po Add Edit Receive O-1 11/21/2008

79 Enter Purchase Order <Add> <Add Line Item> O-2 11/21/2008

80 Enter Purchase Order <Save> <Close> Edit PO EDIT PO HEADER Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> <Save><Close> O-3 11/21/2008

81 Enter Purchase Order EDIT PO LINES Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> <Edit> <Save><Close> Delete Purchase Order DELETE ENTIRE PO Accounting/ Purchase Orders/ Po Add Edit Receive O-4 11/21/2008

82 Enter Purchase Order <Del> <Continue> DELETE PO LINES Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> O-5 11/21/2008

83 Enter Purchase Order <Delete> <Yes> <Yes> O-6 11/21/2008

84 Receive on a Purchase Order Section P EPES Helpline 1(800) Option 1 Receive Items on Purchase Order RECEIVE E NTIRE PURCHASE ORDER (BASIC D ETAIL) Accounting/ Purchase Orders/ PO Add Edit Receive <List> Use this field to search PO # or vendor. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. P-1 11/21/2008

85 Receive on a Purchase Order <Receive All> <Continue> <Post Recpts> P-2 11/21/2008

86 Receive on a Purchase Order RECEIVE PARTIAL PURCHASE ORDER (MORE D ETAIL) Accounting/ Purchase Orders/ Po Add Edit Receive <List> Use this field to search PO # or vendor. It searches from the beginning of the field. Wildcard of % can be used. <Edit>. Clicking on the column headings will sort the column and change the Quick Search box. P-3 11/21/2008

87 Receive on a Purchase Order <Save> <Post Recpts> P-4 11/21/2008

88 Receive on a Purchase Order View/ Edit History of Purchase Order Accounting/ Purchase Orders/ Po Add Edit Receive <List> P-5 11/21/2008

89 Receive on a Purchase Order <Edit>. Use this field to search PO # or vendor. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <View/ Edit History>. P-6 11/21/2008

90 Receive on a Purchase Order P-7 11/21/2008

91 Purchase Order Reports Section Q EPES Helpline 1(800) Option 1 Q-1 11/21/2008

92 Purchase Order Reports PURCHASE ORDERS OPEN <Preview><Print> Q-2 11/21/2008

93 Purchase Order Reports PURCHASE ORDERS R ECEIVED <Preview><Print> Q-3 11/21/2008

94 Purchase Order Reports PO WITH E NCUMBRANCES <Preview><Print> Q-4 11/21/2008

95 Purchase Order Reports PO DEFICIT BALANCE <Preview><Print> Q-5 11/21/2008

96 Purchase Order Reports OPEN BY ACCOUNT <Preview><Print> OPEN BY S UB ACCOUNT <Preview><Print> Q-6 11/21/2008

97 Purchase Order Reports Q-7 11/21/2008

98 Administrators Section R EPES Helpline 1(800) Option 1 ACCOUNTING PREFERENCES R-1 11/21/2008

99 Administrators PO PREFERENCES CLOSE MONTH R-2 11/21/2008

100 Administrators R-3 11/21/2008

101 Administrators REOPEN C LOSED MONTH NOTE: ONLY ADMINISTRATOR CAN REOPEN A CLOSED MONTH: R-4 11/21/2008

102 Administrators CLOSE Y EAR R-5 11/21/2008

103 Administrators YOU WILL BE PROMPTED TO COMPLETE STEPS 1 AND 2 OF THE YEAR END ROLLOVER. YOU WILL RECEIVE A MESSAGE THAT PRIOR YEAR DATA EXISTS OVERWRITE (Y) OR (N). THIS IS SIMPLY MOVING YOUR LAST YEARS DATA INTO THE PRIOR YEAR FOLDER TO MAKE IT AVAILABLE FOR YOU TO REVIEW AS NEEDED. R-6 11/21/2008

104 Administrators VIEW PREVIOUS Y EAR RESET TO CURRENT Y EAR R-7 11/21/2008

105 Administrators AUDIT REPORTS R-8 11/21/2008

106 Administrators RELINK TABLES R-9 11/21/2008

107 Administrators EXPORT R-10 11/21/2008

108 Administrators IMPORT R-11 11/21/2008

109 Administrators UPDATE CASH BALANCES R-12 11/21/2008

110 Administrators ADD AND EDIT U SERS AND U SER PASSWORDS AUTO BACKUP R-13 11/21/2008

111 Administrators AUTO BACKUP PROCEDURES: 1. ONCE LOGGED INTO THE SOFTWARE SELECT SYSTEMAUTO BACKUP. 2. ENTER THE LOCATION OF THE DATA IF DIFFERENT THAN WHAT IS DEFAULTED. 3. SELECT THE BACKUP FORMAT. SELECT ZIP IF YOU WANT A COMPRESSED ZIP FILE OR SELECT MDB IF YOU WANT THE DATABASE UNCOMPRESSED. 4. SELECT WHICH DAYS OF THE WEEK YOU WANT THE PROGRAM TO BACKUP AUTOMATICALLY. 5. ON EACH DAY OF THE WEEK YOU WILL ENTER THE LOCATION OF WHERE YOU WANT THE DATA STORED. YOU CAN ENTER THE SAME PATH FOR EACH DAY AND IT WILL OVERWRITE THE BACKUP EACH TIME YOU OPEN OR CLOSE THE PROGRAM, OR YOU CAN ENTER THE DAY OF THE WEEK IN THE PATH AND IT WILL BACKUP INTO THE 5 INDIVIDUAL FOLDERS FOR THE DAYS OF THE WEEK. 6. SELECT SAVE THEN CLOSE. R-14 11/21/2008

112 Administrators SECURITY GROUPS UPDATE V ERSION R-15 11/21/2008

113 Administrators R-16 11/21/2008

114 Section S EPES Helpline 1(800) Option 1 S-1 11/21/2008

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