CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Fund Accounting Manual Check Worksheet Learning Guide 2010 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction...1 Update Screens > Transaction Master...2 The Manual Check Worksheet...3 Check Tab...5 Distribution Tab...5 Manual Check Proof...7 Posting the Manual Check Worksheet...8 Manual Check Batch...9 Vendors Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This learning guide will review the NEW procedure of entering manual checks using the MANUAL CHECK WORKSHEET. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 1

6 UPDATE SCREENS > TRANSACTION MASTER Manual Checks Have Changed. Now, if you add a batch header for Type M transactions and click the Transactions button, all fields are disabled. To replace this transaction functionality, we have added an option to enter Manual Checks using the MANUAL CHECK WORKSHEET. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 2

7 THE MANUAL CHECK WORKSHEET Manual checks are now created using a new process available from the UPDATE SCREENS > MANUAL CHECK WORKSHEET menu item. When starting to enter manual checks you have two options. You can create the batch header first by choosing UPDATE SCREENS > TRANSACTION MASTER and adding an M type transaction. When you post your MANUAL CHECK WORKSHEETS, you can use the batch you have established. Or You can enter the information into the MANUAL CHECK WORKSHEET; and then when you post you can start a new batch or add to an existing batch. The only option that allows you to enter manual checks is the MANUAL CHECK WORKSHEET. When you select the MANUAL CHECK WORKSHEET menu item, the following screen displays. Initially, all fields appear to be disabled (grayed out). Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 3

8 Click the Add button to add a new Manual Check entry. All fields are enabled for your use. Tabbing through the fields, enter the following information: Year: The year defaults to the current fiscal year in EMPLOYER PARAMETERS; change if needed. Checking Account: You can enter the checking account or use the drop down list box to select one. Check Number: Enter a check number. Remember that Manual Checks are often used to record wire transfers. The check number can be numeric, alphabetic, or a combination. For instance, if you were to record wire transfers for your employee state income tax with a 02/04/10 pay date, your check number might be ST Non-Negotiable: When you use a check number that contains alphabetic characters the Non- Negotiable checkbox option will automatically be selected. You can select the Non-Negotiable check box for numeric check numbers, if needed. Vendor: Enter a vendor code or right-click in the field to look up a vendor. When you tab out of this field the payee Name, Address, City, State, and Zip code are entered automatically. Remit ID: As needed, enter a remittance ID or select one from the drop down list box. Check Date: The check date defaults to the current date; change as needed. NOTE: when using the multi-add feature, the check date will remain the same as the check you are copying. Check Amount: Enter the total amount of the check. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 4

9 Check Tab Vendor information is automatically populated when you tab out of the Vendor field. Description: Enter a description for the check. This description can be different from the Distribution description. Transaction Date: The transaction date defaults to the current date. Invoice Date: If you are using this Manual Check to record an invoice payment, enter the invoice date. Invoice Number: Enter the invoice number. THE DIRECTORIES > YEAR ASSIGNMENTS/GENERAL TAB includes a check box option to indicate if you want to check for duplicate invoicing. This feature is for information only, to let you know if you have already created a check for the same invoice number. PO Number: If you are using this Manual Check to pay for a Purchase Order, enter the PO number Type: If a vendor has 1099 Type information it is automatically entered in this field Amount Type: If a vendor has 1099 Amount Type information it is automatically entered in this field. As a Security feature, entries in the Date Entered and User fields are automatically entered based on your user ID and the current date. When all needed information has been entered, click the Save button. Distribution Tab When all information has been added on the Check tab, you will need to complete information on the Distribution tab. When you have saved the information on the Check tab, you will notice that the Distribution tab label changes to red. The red color indicates that the check amount does not equal the distribution amount. You can enter the distribution information two ways. You can click the Distribution tab to select it. Or While the Check tab is displayed, you can press ALT+T on your keyboard to select the Distribution tab. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 5

10 As with all grids in CSIU applications, to enter account information press Ctrl+A on your keyboard to add a record (row) or Ctrl+D to delete a record. When you add the first account for the manual check, the full amount specified in the Check Amount field at the top of the screen is entered in the Amount field in the grid; modify the amount as necessary if you need to add another account. As you add account records, the remaining Check Amount is entered in the Amount field so the Distribution and Check amounts will balance. You can modify the entries in the Amount fields to indicate the amount for each account you are adding. You can also use proration codes. You cannot Post a worksheet that is not balanced. NOTE: Account Code Security is applied to this screen. If you do not have access to certain accounts, you will not be able to use them. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 6

11 Manual Check Proof After you have entered information into the Manual Check Worksheet, you can print a Manual Check Proof for the individual checks. These proofs might be used, for auditing purposes, to file a hard copy of payments. Select the printer icon button at the bottom of the screen to generate the MANUAL CHECK PROOF. A report similar to the following displays. To print the report, click the printer icon button on the Print Preview toolbar. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 7

12 Posting the Manual Check Worksheet When your checks are ready to be assigned to a batch, select the Post button. You will post each check individually. When you post you can either use as existing batch or create a new batch. The batches will be M batches. After you have selected a batch or started a new one, a message displays to alert you that the check has been posted and includes the batch number to which it has been posted. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 8

13 Manual Check Batch Now, in the Manual Check batch the Account code and Description are the only areas available for change. Vendor code, Remittance ID, Amount, Check account, Check date, and Check number are now grayed out. You will also notice the biggest difference you can no longer Add to the batch. If you are reviewing this batch before check processing you can use the Find, Query, Save, Cancel and Delete buttons. The Non-Negotiable checkbox will also be included in the transactions. If the check number contains alphabetical characters the Non-Negotiable checkbox selection cannot be changed. If the check number contains only digits, you can select this option at your discretion. If you need to add, enter the information in a MANUAL CHECK WORKSHEET and post to a new or existing batch. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 9

14 Vendors You can select and work with Vendors as you always have. However, you will notice some differences. For instance: You can choose a vendor that is on hold. You will be able to post and print the manual check. If a change of status should occur with a Vendor, for instance changing an active vendor to Hold Payment, Inactive, or Discontinue Use, you will be alerted that you have checks waiting to be posted in a Manual Check Worksheet. You will not be able to post the vendors for Inactive or Discontinue use. You will need to either delete the entry or change the Vendor. Revised: 04/01/ Central Susquehanna Intermediate Unit, USA Page 10