Blue Bear/SchoolBooks Transfers, Adjustments & Bank Reconciliation QR Guide

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1 Transfers and Adjustments Transfer Entry Use Transfers to move money between fund accounts (non-cash accounts). Transfers do not change the cash balance of any bank account. The Transfer Entry Both the From and To GL accounts will be entered as a positive entry. Select Transfer Entry. 2. Select the button to generate a temporary Transfer Number. 3. Tab to default to today s date. 4. Enter the $ amount of the transfer. 5. Enter the GL account # that you are transferring the money from. 6. Enter the GL account # that you are transferring the money to. 7. Enter in the Purpose and the Authorizing person. 8. Select the category. 9. Select Accept. Multi-Line Transfer The Multi-Line Transfer Entry A Multi-Line Transfer allows you to transfer funds from several accounts at once, Multi-Line Transfers consist of lines with positive amounts and lines with negative amounts; they always total zero. Select Multi-Line Transfer Entry. 2. Select the key to retrieve a new transfer number. 3. Tab to enter today s date or type in a date (mm/dd and tab). 4. Authorized by: will populate. 5. GL Account Number: Enter, or select from the look up, the GL account number. 6. Purpose: Enter a detailed purpose for this transfer. 7. Amount: Enter in the dollar amount of the transfer. 12/7/2006 1:10:11 PM 1

2 8. Category: Select a category. 9. Select the icon. 10. Enter in additional GL Account # s, Purpose, Amount and Category for additional line entries. Select OK after each one 11. Select: when you are done with line entries and the balance is showing Cash Transfer Cash Transfers Entry The Cash Transfer Entry allows you to move money between cash accounts. Select Cash Transfer Entry. 2. Transfer Mode: Select option 1 if a manual check was used to transfer money: 2 if the transfer was online, or by phone: 3 to reverse a previous transaction. 3. Bank Code: Choose the From Bank Code and the To Bank Code. 4. Purpose: Enter a detailed purpose for this transfer. 5. Enter in the Authorizing person. 6. Select the category. 7. Select Accept. Note: You will need to Journal and Update any Transfers done in order to update your accounts and show on your reports. Adjustment Entry Adjustment Entry Use Adjustments to increase or decrease the balance in a cash account. Examples include NSF Checks, Interest, and Bank Charges. 12/7/2006 1:10:11 PM 2

3 Select Adjustment Entry. 2. Date: This field should reflect the date the transactions shows on the bank statement. 3. Amount: This should be either a positive or negative amount depending on if the transaction increases or decreases the balance in your cash account. 4. Adjustment Type: Income or Expense 5. Purpose: Make your purpose very detailed (within 30 characters). 6. Enter in the Authorizing person. 7. Select the category. 8. Select Accept. Income Type I Enter as positive Amount INCREASES BALANCE Interest Income Deposit adjustments that increase cash in bank Enter as a Negative Amount DECREASES BALANCE NSF Checks (they went in as income type; they come out as income type) Deposit Adjustments that reduce cash in bank Note: You will need to Journal and Update the Adjustments to update your Accounts and show on your reports and monthly Bank Reconciliation. Expense Type E Previous bank charge, which the bank has now reversed Voiding a check that was originally entered as outstanding Bank Charges NSF Charges Check printing charges Reversal Entry Reversals If you happen to enter the wrong amount, wrong date, wrong GL Account(s) these transactions can be easily reversed. 1. Select Entry, Select Adjustment, Transfer, Cash or Multi-line Entry. 2. Select the pound sign. 3. Type in the date of the reversal. 4. Select the Reversal Button. 12/7/2006 1:10:11 PM 3

4 5. Select the desired adjustment to reverse, from the Lookup on Existing Transactions display window, 6. Purpose: Make your purpose very detailed (within 30 characters), this shows on reports and on the bank reconciliation screen. 7. Enter in the Authorizing person. 8. Select the category. Select Accept. Finding Adjustment and Transfer Information In SchoolBooks Reports Adjustment History Report: Provides a list of all updated Adjustments in numerical order by date and/or by Bank Code Transfer History Report: Provides a list of all updated Transfers in numerical order by date 12/7/2006 1:10:11 PM 4

5 Bank Reconciliation Starting the Bank Reconciliation 1. From the Main Menu, select Period End, Select Bank Reconciliation. 2. Verify Single School is being displayed in the selection box. 3. Select Next. 4. Verify the bank code A is being displayed in the Bank Reconciliation- Bank selection screen. Entering Cleared items 5. Enter the Beginning Balance from the current month s bank statement. 6. Enter in the Ending Balance from the current month s bank statement 7. Enter in the statement s Ending Date (this date should reflect the last day of the month). 8. Select next. Note: It is Important that you enter these numbers correctly; otherwise, you could end up with an out of balance condition and you will not be able to complete the bank reconciliation. Clearing items off the bank rec. You will need to enter all adjustments on the bank statements but not reflected in the General Ledger. 1. Sort By: Select how to display the transactions. 2. Highlight an item and Double Click or select to clear a transaction off the list. (Clear all items that appear on your bank statement) 12/7/2006 1:10:11 PM 5

6 3. Verify the Ending Bal has turned Green, indicating you have balanced to the Bank statement and there is no difference in the Diff field. Note the Dif. Amount will tell you how close you are to balancing this amount should be Select next when done. 5. Enter a report title and select Proceed, when you are ready to print the Bank Reconciliation. 6. Entering in Notes for this Bank Rec. is optional. 7. Select Print. Troubleshooting the Bank Reconciliation Variance: If there is an amount in the VARIANCE field, and this is your first Bank Reconciliation in SchoolBooks, you might have made an error in calculating the beginning balance of your Checking account. If you are receiving a variance and this is not your first bank reconciliation, do the following: Run your Trial Balance if it is out of balance (debits don t equal credits) determine when it went out of balance. Print previous months of the Trial balance to determine the first moth it was out of balance. Compare all transactions. There will be something missing on one report that appears on the other (i.e., deposit entries) Print your Bank Reconciliation Report. Print your Account Analysis Detail Report for the cash account only, selecting the date range of your Bank Statement. Adjustments: When making adjustments, make sure the date of the adjustment falls within the date of your Bank Reconciliation and they are the correct amount (Positive/Negative) and the correct type (Income/Expense). Non-Zero Variance (or out of Balance): This is because there is an item with an amount that does not match the statement, you have missed clearing an item all together, or an adjustment is wrong. 12/7/2006 1:10:11 PM 6

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