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-10 ADD VENDORS...D-10 Add Vendor While Entering a Receipt...D-13
3 Add Vendor While Entering a Payable...D-13 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-4 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-14 PRINTING CHECKS...H-15 PREVIEW CHECKS...H-15 HOLDING CHECKS FROM PAYMENT...H-16 PRINT CHECKS...H-18 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-4 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...N-1 ACCOUNT AND SUB ACCOUNT... N-1 Chart of Accounts... N-1 VENDORS... N-3 Vendor Listing... N-3 Vendor Labels... N-4 Sequential List of All Transactions by Vendor... N-5 RECEIPTS... N-7 Sequential List of Receipts... N-7 ACCOUNTS PAYABLE... N-8 Sequential List of Checks... N-8 Sequential List of Accounts Payables... N-9 ADJUSTMENTS...N-10 Journal Adjustments... N-10 Sequential List of Activity Transfers... N-11 Sequential List of GL Transfers... N-13 BANK RECONCILIATION...N-14 Outstanding Checks... N-14 Reconciliation Report... N-15 Bank Reconciliation (monthly)... N-16 LEDGER... N-17 Activity Ledger report... N-17 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-3 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-13 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 7/1/2009
7 Program Basics / Setup EXIT Accounting/ Exit Change Password Utilities/ Change Password <Change Password>. B-2 7/1/2009
8 Program Basics / Setup Password1 Password2 Password2 Backup and Restoring BACKUP DATA Utilities/ Backup - Restore <Backup><Close> B-3 7/1/2009
9 Program Basics / Setup RESTORING DATA Utilities/ Backup - Restore <Restore> <Close> B-4 7/1/2009
10 Program Basics / Setup B-5 7/1/2009
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 7/1/2009
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 7/1/2009
13 Accounts <Cancel> <Save><Close> Edit Accounts Accounting/ Accounting/ Accounts/ Activity Accounts C-3 7/1/2009
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 7/1/2009
15 Sub Accounts \ Section D EPES Helpline 1(800) Option 1 Add Sub Accounts Accounting/ Accounting/ Accounts/ Sub Accounts D-5 7/1/2009
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. D-6 7/1/2009
17 Sub Accounts Clicking on the column headings will sort the column and change the Quick Search box. <Add> <Cancel><Save><Save> <Close> New # New Sub Account Name <Save> Edit Sub Accounts D-7 7/1/2009
18 Sub Accounts Accounting/ Accounting/ Accounts/ Sub Accounts <List> <Edit> <Cancel><Save> <Close> D-8 7/1/2009
19 Sub Accounts D-9 7/1/2009
20 Sub Accounts Vendor Maintenance Add Vendors Accounting/ Accounting/ Vendors EPES Helpline 1(800) Option 1 Verify that Vendor is Not Set Up <List> D-10 7/1/2009
21 Sub Accounts Use this field to search either Clicking on the column heading vendor code or vendor name. It will sort the column and change searches from the beginning of the Quick Search box. the field. Wildcard of % can be used. <Add> D-11 7/1/2009
22 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 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 D-12 7/1/2009
23 Sub Accounts State Zip Phone Fax Attn Tax ID School Vend # County ID Bid Category Memo Vendor State Vendor Zip Code Vendor Phone Number Vendor Fax Number Your contact at the vendor Tax Payer ID or Social Security Number Customer ID that the vendor has assigned your school Tennessee only User discretionary field 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 Edit Vendor Accounting/ Accounting/ Vendors D-13 7/1/2009
24 Sub Accounts <List> <Edit> <Cancel><Save> <Close> D-14 7/1/2009
25 Sub Accounts Blank Vendor Code 1099 Information D-15 7/1/2009
26 Sub Accounts D-16 7/1/2009
27 Enter Receipts Section E EPES Helpline Entering Receipts Accounting/ Accounting/ Receipts 1(800) Option 1 Click on <Add> to enter a new receipt. E-1 7/1/2009
28 Enter Receipts Adding a Vendor While Entering a Receipt <Yes> E-2 7/1/2009
29 Enter Receipts <Save> <Close> E-3 7/1/2009
30 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 7/1/2009
31 Enter Receipts <List> <Edit> <Cancel><Save> <Close> E-5 7/1/2009
32 Enter Receipts Print Receipts <Print New Receipt> E-6 7/1/2009
33 Enter Receipts Reprint Receipts Reports/ Accounting/ Print Previous Receipts <Print>. E-7 7/1/2009
34 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 7/1/2009
35 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 7/1/2009
36 Bank Deposits <Deposit Voucher> <OK> F-2 7/1/2009
37 Bank Deposits Print Deposit Slip Accounting/ Accounting/ Transfers and Deposits/ Deposit <Deposit Voucher>. F-3 7/1/2009
38 Bank Deposits <Preview>. <Print> F-4 7/1/2009
39 Bank Deposits F-5 7/1/2009
40 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 7/1/2009
41 Enter Disbursements and Payables Do not change the Bank Acct number (992). Adding a Vendor While Entering a Manual Disbursement <Yes> G-2 7/1/2009
42 Enter Disbursements and Payables <Save> <Close> G-3 7/1/2009
43 Enter Disbursements and Payables <Add Line Item> <Save> EDIT DISBURSEMENTS Accounting/ Accounting/ Checks Paid G-4 7/1/2009
44 Enter Disbursements and Payables <List> Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. <Edit> <Cancel><Save> <Close> Clicking on the column headings will sort the column and change the Quick Search box. G-5 7/1/2009
45 Enter Disbursements and Payables VOID DISBURSEMENT Accounting/ Accounting/ Checks Paid <List> G-6 7/1/2009
46 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 7/1/2009
47 Enter Disbursements and Payables Payables Checks to be Printed ADD PAYABLE Accounting/ Accounting/ Accounts Payable <Add> Do not change the Bank Acct number (992). Adding a Vendor While Entering a Payable G-8 7/1/2009
48 Enter Disbursements and Payables <Yes> G-9 7/1/2009
49 Enter Disbursements and Payables <Save> <Close> <Add Line Item> 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-10 7/1/2009
50 Enter Disbursements and Payables <Save> <Close> G-11 7/1/2009
51 Enter Disbursements and Payables EDIT PAYABLES Accounting/ Accounting/ Accounts Payable <List> Clicking on the column headings will sort the column, alternating between ascending and descending. G-12 7/1/2009
52 Enter Disbursements and Payables <Edit> <Cancel><Save> <Close> DELETE PAYABLE Accounting/ Accounting/ Accounts Payable <List> G-13 7/1/2009
53 Enter Disbursements and Payables Clicking on the column headings will sort the column, alternating between ascending and descending. <Del> <Continue> <Close> VOID PAYABLE G-14 7/1/2009
54 Printing Checks Section H EPES Helpline 1(800) Option 1 Preview Checks Reports/ Accounting/ Print Checks H-15 7/1/2009
55 Printing Checks Holding Checks from Payment Accounting/ Accounting/ Accounts Payable H-16 7/1/2009
56 Printing Checks <List> Clicking on the column headings will sort the column, alternating between ascending and descending. <Edit>. H-17 7/1/2009
57 Printing Checks <Save> <Close> OR Print Checks Reports/ Accounting/ Print Checks H-18 7/1/2009
58 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> H-19 7/1/2009
59 <No> <Yes> If a Check Does Not Print Properly H-20 7/1/2009
60 Adjustments Section I EPES Helpline 1(800) Option 1 Journal Adjustments NSF CHECKS Accounting/ Accounting/ Journal Adj. <Add> I-1 7/1/2009
61 Adjustments <Save><Close> BANK C HARGES Accounting/ Accounting/ Journal Adj. <Add> I-2 7/1/2009
62 Adjustments <Save><Close> CORRECTING A CANCELLATION DATE Accounting/ Accounting/ Checks Paid I-3 7/1/2009
63 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> Transfers Accounting/ Transfers and Deposits/ Transfer Activity I-4 7/1/2009
64 Adjustments <Add> <Save> <Close> I-5 7/1/2009
65 Adjustments 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 7/1/2009
66 Bank Reconciliation Section J EPES Helpline Bank Reconciliation Preparation CANCEL CHECKS Accounting/ Accounting/ Cancel Checks 1(800) Option 1 <OK> J-1 7/1/2009
67 Bank Reconciliation <OK> OUTSTANDING CHECKS R EPORT Bank Reconciliation Reports/ Accounting/ Bank Reconciliation J-2 7/1/2009
68 Bank Reconciliation <Preview> <Print> Normally the principal would review and sign this report. J-3 7/1/2009
69 Bank Reconciliation <Print> J-4 7/1/2009
70 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 7/1/2009
71 Year End Section L Check List EPES Helpline 1(800) Option 1 4) L-1 7/1/2009
72 Running Reports / Queries Section M Reports/ Accounting/ xxxxxxxx. EPES Helpline 1(800) Option 1 M-2 7/1/2009
73 Running Reports / Queries. Let s go over how to use it. M-3 7/1/2009
74 Report Examples Section N EPES Helpline Account and Sub Account CHART OF A CCOUNTS <Preview> <Print> 1(800) Option 1 N-1 7/1/2009
75 Report Examples SUB ACCOUNT <Preview> <Print> N-2 7/1/2009
76 Report Examples Vendors VENDOR LISTING <Preview> <Print> N-3 7/1/2009
77 Report Examples VENDOR LABELS <Preview> <Print> N-4 7/1/2009
78 Report Examples SEQUENTIAL LIST OF ALL TRANSACTIONS BY V ENDOR N-5 7/1/2009
79 Report Examples <Preview> <Print> N-6 7/1/2009
80 Report Examples Receipts SEQUENTIAL LIST OF R ECEIPTS <Preview> <Print> N-7 7/1/2009
81 Report Examples Accounts Payable SEQUENTIAL LIST OF CHECKS <Preview> <Print> N-8 7/1/2009
82 Report Examples SEQUENTIAL LIST OF ACCOUNTS PAYABLES <Preview> <Print> N-9 7/1/2009
83 Report Examples Adjustments JOURNAL ADJUSTMENTS N-10 7/1/2009
84 Report Examples <Preview> <Print> SEQUENTIAL LIST OF ACTIVITY TRANSFERS N-11 7/1/2009
85 Report Examples <Preview> <Print> N-12 7/1/2009
86 Report Examples SEQUENTIAL LIST OF GL TRANSFERS <Preview> <Print> N-13 7/1/2009
87 Report Examples Bank Reconciliation OUTSTANDING CHECKS <Preview> <Print> N-14 7/1/2009
88 Report Examples RECONCILIATION REPORT <Preview><Print> Continued N-15 7/1/2009
89 Report Examples BANK R ECONCILIATION (MONTHLY) N-16 7/1/2009
90 Report Examples Ledger ACTIVITY LEDGER REPORT <Preview> <Print> N-17 7/1/2009
91 Report Examples N-18 7/1/2009
92 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 7/1/2009
93 Enter Purchase Order <Add> <Add Line Item> O-2 7/1/2009
94 Enter Purchase Order <Save> <Close> Edit PO EDIT PO HEADER Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> <Save><Close> O-3 7/1/2009
95 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 7/1/2009
96 Enter Purchase Order <Del> <Continue> DELETE PO LINES Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> O-5 7/1/2009
97 Enter Purchase Order <Delete> <Yes> <Yes> O-6 7/1/2009
98 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 7/1/2009
99 Receive on a Purchase Order <Receive All> <Continue> <Post Recpts> P-2 7/1/2009
100 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 7/1/2009
101 Receive on a Purchase Order <Save> <Post Recpts> P-4 7/1/2009
102 Receive on a Purchase Order View/ Edit History of Purchase Order Accounting/ Purchase Orders/ Po Add Edit Receive <List> P-5 7/1/2009
103 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 7/1/2009
104 Receive on a Purchase Order P-7 7/1/2009
105 Purchase Order Reports Section Q EPES Helpline 1(800) Option 1 Q-1 7/1/2009
106 Purchase Order Reports PURCHASE ORDERS OPEN <Preview><Print> Q-2 7/1/2009
107 Purchase Order Reports PURCHASE ORDERS R ECEIVED <Preview><Print> Q-3 7/1/2009
108 Purchase Order Reports PO WITH E NCUMBRANCES <Preview><Print> Q-4 7/1/2009
109 Purchase Order Reports PO DEFICIT BALANCE <Preview><Print> Q-5 7/1/2009
110 Purchase Order Reports OPEN BY ACCOUNT <Preview><Print> OPEN BY S UB ACCOUNT <Preview><Print> Q-6 7/1/2009
111 Purchase Order Reports Q-7 7/1/2009
112 Administrators Section R EPES Helpline 1(800) Option 1 ACCOUNTING PREFERENCES R-1 7/1/2009
113 Administrators PO PREFERENCES R-2 7/1/2009
114 Administrators CLOSE MONTH R-3 7/1/2009
115 Administrators REOPEN C LOSED MONTH NOTE: ONLY ADMINISTRATOR CAN REOPEN A CLOSED MONTH: R-4 7/1/2009
116 Administrators CLOSE Y EAR R-5 7/1/2009
117 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 7/1/2009
118 Administrators VIEW PREVIOUS Y EAR RESET TO CURRENT Y EAR R-7 7/1/2009
119 Administrators AUDIT REPORTS R-8 7/1/2009
120 Administrators RELINK TABLES R-9 7/1/2009
121 Administrators EXPORT R-10 7/1/2009
122 Administrators IMPORT R-11 7/1/2009
123 Administrators UPDATE CASH BALANCES R-12 7/1/2009
124 Administrators ADD AND EDIT U SERS AND U SER PASSWORDS AUTO BACKUP R-13 7/1/2009
125 Administrators SECURITY GROUPS R-14 7/1/2009
126 Administrators UPDATE V ERSION R-15 7/1/2009
127 Section S EPES Helpline 1(800) Option 1 S-1 7/1/2009
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