SchoolBooks Connect Manual

Transcription

1 SchoolBooks Connect Manual Table of Contents SCHOOLBOOKS CONNECT MANUAL... 1 SCHOOL BOOKS CHEAT SHEET... 3 BANK ACCOUNTS:... 3 OTHER ACCOUNTS:... 3 USE CASH RECEIPTS FOR:... 4 ACCOUNT LOOK-UP:... 4 REMINDERS... 4 HOW INFORMATION FLOWS IN FMS... 5 GENERAL INFORMATION... 6 TIMELINESS OF EVENTS... 6 SIGNING IN - SCHOOL BOOKS ACCESS... 6 SCHOOL BOOKS SETUP... 7 EXPLANATION OF CHART OF ACCOUNTS... 7 DEFINE ACCOUNT NUMBERS/ OBJECT... 8 DEFINE ACCOUNT ELEMENTS/CATEGORIES... 8 BEGINNING ACCOUNT BALANCE MAINTENANCE, SETTING UP A NEW ACCOUNT MAINTAIN VENDOR INFORMATION SCHOOL BOOKS MAINTENANCE & ACTIVITIES JOURNAL ENTRY INPUT MANUAL CHEQUE ENTRY/PRINT Print Cheques (Range) SCHOOL REIMBURSEMENT FOR SCHOOL CHEQUE(S) WRITTEN Reimbursement School claims the Full GST in their own School Accounts Reimbursement School is not claiming the GST MANAGING CHEQUES AGAINST INVOICES PRINTING ADDITIONAL REMITTANCE FOR DETAIL LINES CASH RECEIPT ENTRY Print Cash Receipts (Range) BANK STATEMENT INPUT / BANK RECONCILIATION The Process Adding Adjustment Information (service charges, interest, other) BANK STATEMENT DELETE BUTTON HOW TO HANDLE NSF CHEQUES CHEQUE VOID Voiding a Cheque written in Previous Year How to handle previous year void when account does not exist in New Year ACCOUNT LOOKUP AND REPORTING USE DOWNLOAD TO ACCESS ALL TRANSACTION HISTORY IN EXCEL MONTH END... 32

2 REPORTS BALANCING REPORTS ACCOUNT SUMMARY LISTING BY JOURNAL (GNL.588S) SIMPLE ACCOUNT TRANSACTIONS REPORT (GNS.505) GST STATEMENT REPORT (GNS.502) BOARD OFFICE REIMBURSEMENTS (GNS.504) CIMS CORE REPORTING - TRANSACTION ACTIVITY REPORT WRITER (GNL.560) CIMS CORE - GENERAL FINANCIAL REPORT WRITER (GNL.570) HOW TO HANDLE PREMIUM SAVINGS OR TERM DEPOSIT ADDITIONAL ACCOUNTS TROUBLESHOOTING - WEB USER REMINDERS YEAREND, YEARSTART REMINDERS CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 2

3 School Books Cheat Sheet FMS: financial management system. NSF: not sufficient funds (cheque has been rejected from bank) C/R: cash receipts (money in) C/D: cash disbursements (money out) P/O: purchase order (intent to buy) G/L: general ledger (also referred to as GEN) Bank: general operating/chequing account. Balanc: if system crashes, system uses this to force account balance. GSTrem: if invoices are used, indicates GST reimbursement acct. Surplu: end of year surplus account (not normally used) Type 8: controlled expense (everything the school manages or looks after). Accumulated and included in district financial statement. Type 9: uncontrolled expense (not school controlled). Example would be a trip to Spain. Vendor 9999: one-time vendor (use it for one time payments instead of to setup a Vendor) FUND OBJECT (expense type) CATEGORY (further breakdown of expense) Must be the digit 1 PGM/OBJ; reason for expense/revenue Additional breakdown of reason (can be 000) Bank Accounts: Beginning balance should be a positive dollar value if bank has money in it. Should be a negative value if the bank is overdrawn. Other Accounts: Beginning balance negative dollar value if account has money in it. A positive dollar value if account is overdrawn. Notes: Gift in kind money is a donation receipt amount has to be zero. Bank reconciliation: are in balance when the bank statement difference = the bank rec. total o bank statement difference matches input difference Adjustments should be entered positive if increasing amounts of money are in bank (interest credits). Entered as negative if decreasing amount of money in bank (service charges). CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 3

4 Use Cash Receipts for: 1. Record and print receipts of cash and cheques record all money in. 2. Service charges as negative receipt a. Input negative value and account distribution line. 3. Money deposited to school funds. 4. Interest earned (input account distribution line). 5. Writing/reporting NSF cheques (record it as a negative amount for cost of NSF) Account Look-up: asset = bank ExpC = school controlled expense (type 8) ExpU = account managed by school BUT not controlled in regular school budget (type 9) Reminders With bank reconciliation, once previous year has been completed, district office needs to change the previous year access from SCHFMS to SCHPRE. SCHPRE makes it a look-up only view. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 4

5 How Information Flows in FMS 1 Incoming Money Cash Receipts (C/R) 2 General Ledger Journal Entries (GEN) Month-End 3 Outgoing Money Cheques (C/D) 5 Reconciling with Banks Bank Statement Input Automatic Bank Build Bank Reconciliation 4 Cancelled Cheques Cheque Voider 1 Cash Receipts (C/R) maintenance records receipt or deposit information for all cash cheques, and NSF notifications received for various school functions. Appropriate accounts are automatically charged and credited based on information given on the deposit. Optionally a user can print receipts for cash/cheques received. 2 The General Ledger module posts charges and taxes automatically from cash receipt and cheque maintenance. Users may also add journal entries (G/L) manually to perform other operations (e.g. transfer money from chequing to savings, apply budget figures to accounts). Note that all journal information is recorded in line-by-line detail. 3 Cash Disbursements (C/D) maintenance allows users to enter information for all cash or cheque expenses relating to school functions. Appropriate accounts are automatically charged and credited based on information given on the cheque detail. The system can print cheques for you or users may optionally create the cheque manually. 4 Cheque Void maintenance is necessary in order reverse cheque amounts and account charges for cheques that have been lost or canceled. 5 Bank Reconciliation programs allow users to input bank statement information monthly and reconcile those amounts against cheque and deposit information collected within CIMS. The posting process reconciles statement entries against outstanding deposits and cheques. Results of Bank Reconciliation are visible on Invoice and Deposit Lookups. Note that no account posting happens during bank reconciliation. All bank service charges, interest, etc. must be entered in the bank rec. to balance THEN as journal entries to update accounts. Special Note: In order to comply with the new Ministry requirements for School Book information (cheques and deposits) to be included the District Office numbers - MOST entries including Service charges, NSF cheques etc. need to be recorded as cheques or receipts rather than to utilize journal entries. Journal Entries are not included in the financial statement for District Office. All schools must be aware that only transfers or non expense/revenue based details should be done as journal entries. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 5

6 General Information The purpose of the CIMS School Accounting product is to: Aid schools in balancing school financial activity. Help schools become more efficient at keeping School Books. Help provide better financial information to schools and Board Office. Provide a consistent means of keeping School Books. By using an integrated general ledger many accounting entries are made automatically. Specifically, by using the system to record cheques and deposits ALL account charge, bank and GST remittance information is made automatically. Powerful report writers are available that will aid schools in controlling and manipulating expense and revenue. For example, it will be possible to get breakdowns of student council expenses and revenue, lunch program details, all activity that has occurred in September, etc. The product encourages processes to be more "online". Instead of writing receipts manually, collecting them, and then creating a manual deposit, then updating accounting entries the system can assist by: a) User enters receipt and indicates a deposit number (charges occur automatically). b) User prints receipt. c) Deposit is automatically generated. Use the report to balance and create the deposit for the bank. Instead of manually writing cheques, then entering accounting entries into your journals, CIMS can assist by: a) User enters cheque online (accounting occurs automatically). b) User prints cheque (laser printer - single sheet cheque). CIMS School Accounting is a double-sided true accounting package. It forces balanced entries, talks about credits and debits, and enforces reconciliation of entries (e.g.: month end processes). Timeliness of Events It is important for schools to keep their books in a timely fashion. CIMS does allow users to work in previous months however there are date entry checks that will prevent old items from being entered. A school should never be more than a quarter behind. District Office must report on a quarterly basis and at that time books will be closed meaning no further entries to that period can be made. Signing in - School Books Access All Users are setup in CIMS; ACS and District Office determines who has access and to what years of School Books. If you sign-in successfully, all years of School Books that you have access to appear on a menu pulldown. It is important to select the correct year in order to ensure that you are completing transactions in the year that they occurred. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 6

7 School Books Setup Each year District Office "opens" a new year of books for you to work from. During setup certain items must be completed on your behalf. Schools for a certain time period will be able to work in multiple years concurrently, ie: write cheques in the New Year but still be waiting on the bank statement to complete monthend in the previous year. The following accounts have already been defined for you in the system so that the initial setup procedures could be completed: 1.BANK - General operating/chequing account. 1.BALANC - If system crashes, system uses this account to force accounts to balance. 1.GSTREM - If invoices are used, indicates GST reimbursement acct. 1.SURPLU - End of Year surplus account (may or may not be used). A bank Id has also been defined for you: BANK BANK ACCOUNT 1 FORMS MANCK *Note: If you have more than one bank account, make sure to set them up in your chart of accounts. Explanation of Chart of Accounts The Chart of Accounts structure may consist of multiple elements. Fund is a one digit element that is usually indicated as "1.". The user has control of creating appropriate Account elements "or pages" to group expenditure/revenue (e.g. LUNCH, MILK, PARENT). IDs can be alpha or numeric. 1. XXXXXX.YYYYY FUND OBJECT (expense type) CATEGORY (further breakdown of expense) E.g. 1. LUNCHP - Lunch Program (Use Alpha or 1. STUDCO - Student Council use numbers) Textbooks Athletics FUND: Must be the digit '1' PGM/OBJ: Reason for expense/revenue (district enforced) CATEGORY: Additional breakdown of Reason (school definable) can be Textbooks (school decision that no further breakdown necessary) Textbooks - Math Department Athletics - Grade 8 Basketball Team All recorded expense and revenue items must be charged to a program and the account must exist in the chart of accounts before it may be used. Object should be your first element after the fund in order that your report sorting etc. is naturally going to happen without having to select it. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 7

8 Define Account Numbers/ Object An object must be defined using this option prior to creating an account. All objects other than the bank MUST be marked as type "8" - Controlled expense or "9" - Uncontrolled Expense. Descriptions should be entered so that reports will show text information (Lunch Program) rather than just the ID (LUNCHP). Controlled Expense: This account should be accumulated and included in the District Financial Statement. Un-Controlled Expense: This account is not school controlled, ie: money is collected and then completely expensed for items not related to school operations. Eg: School Trip to Paris. Fundraising and revenue comes in only to 'hold' for that trip. Program names can be 4-6 alphanumeric characters AND they cannot contain any blanks or special characters (e.g. LUNCH - OK HOT.DOG - NOT OK 1.LUNCH - NOT OK as a Program Name In most school districts, District Office sets up/defines allowable objects. Schools cannot create their own. Define Account Elements/Categories Categories can be setup as needed by the school to more completely describe the expense and allow it to have its own page/accumulation for reporting. Use categories only if/when you need to be able to view/report on a further breakdown of the expense. Program names can be 4-6 alphanumeric characters AND they cannot contain any blanks or special characters. The same categories can be used across different objects, ie: Create category 101 for Grade 2 Mr. Smith Office Supplies for Mr. Smith (Grade 2 Class) Classroom Fees for Mr. Smith (Grade 2 Class) CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 8

9 An element must be defined before it can be used to setup a complete account. An element by itself means nothing. It is not until you completely define it into an Account Number that it has meaning. Use the <Setup Items> tab to access all of the school books setup items. All currently setup codes and definitions appear. User has ability to setup Account Elements, Objects (if applicable), Accounts, and Vendors. Click on Select to update an existing element description or to delete an existing element. CAREFUL: Never delete an element that has already been used to create Account(s). Click on the <add> to add a new account element. The user/school can number their elements as they see appropriate. Input the Account type - default of Category/Program is usually correct. Input the new element number Input a valid long title Input a short title for reports that do not have enough width to display the whole account description Press <save> to save your new element At this point the new element name/number exists. You must use the Account Setup to attach this element to appropriate objects in order to be used. Critical: The system allows you to delete elements. Be careful to confirm that an element is not being used in an account. You should NEVER remove an element that is already attached to an account. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 9

10 Beginning Account Balance Maintenance, Setting up a New Account This option allows schools to create a new account (combination of fund, object, and category). It also allows you to enter beginning transaction balances without having to do a journal entry. This should be completed before starting any activity for the account. NOTE: All programs are expense accounts, i.e. enter a surplus value (e.g. carryover a balance of $100.00), and enter credit balance, i.e. $ ) Account balance entry is used ONLY initially to setup an account and provide an opening balance. All the expense accounts combined MUST match your bank account opening balance. You cannot begin the year without starting in balance. The initial CIMS account lookup screen indicates whether you are in balance: There is an option to carry forward final account balances from the previous financial year and have them appear as the beginning account balance for the current financial year. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 10

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12 Accounts must be deleted in this program (Beginning Account Setup) before the account number can be removed from <Add Element> for accounts you may have created in error. Accounts can only be deleted if no transactions have been entered into them for the current financial year, i.e. it is best to remove unwanted accounts at the beginning of the year. Enter the beginning balance for the account in the BEGINNING BALANCE field. The appropriate + and - values must be entered based on the type of the account. BANK ACCOUNT (1.BANK): - Beginning balances should be a POSITIVE (+) dollar value if the bank has money in it. - NEGATIVE (-) dollar value if the bank is overdrawn. ALL OTHER ACCOUNTS ARE EXPENSE ACCOUNTS (1.XXXXXX): - Beginning balances should be NEGATIVE (-) dollar values if the account has money in it. - POSITIVE (+) dollar values if the account is overdrawn. Maintain Vendor Information Add an Account (all elements must already exist) Indicate that the account is active If applicable - input an opening balance Cheques must be paid to a previously defined Vendor Number. PUR.301 allows users to define Vendors (i.e., Name, Address, and Phone). A one-time vendor has been created for you (Vendor 9999). You can use this vendor for any/all one time payments. This prevents you from having to painfully setup each person you pay. It is recommended that you do setup vendors for all of the people/companies you pay frequently (eg: teachers and other companies that you often write like Coca-Cola). If you set a vendor up, their address information will automatically print on the cheque to easily accommodate window envelope. The Vendor Number Field will automatically provide the next available vendor number upon <save>. User does not have to assign a vendor number. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 12

13 The vendor name and address information at minimum should be filled in so that cheque information is complete when generating cheques. All other Phone/Fax/ fields are optional. If a vendor ceases to exist, you can edit the record to inactivate the vendor. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 13

14 School Books Maintenance & Activities Journal Entry Input A journal entry is a manual adjustment to an account balance. Journal entries are usually made to transfer money between accounts or to adjust balances that have been affected by something other than a system generated cheque or deposit. In traditional accounting, NSF charges and interest charges for example can be done as a journal entry. In School Books where district office must report on all expense/revenue for school books it is important that all expense and revenue related items (including interest, NSF, bank charges) be recorded as a cash receipt or negative cash receipt. In doing this, these items will get included in the financial statement. All journal entries MUST be balanced or the system will not allow you to exit the entry. This means that an equal value amount of debits and credits must be entered so that the balance of the entry is 0. It is critical that you do not select to close/end your entry without being in balance. It is critical that you complete a journal entry and not leave your session for any length of time waiting to finish at a later date/time. This jeopardizes a complete entry which will result in out-ofbalance issues. For asset accounts (i.e.: the bank) a debit (+ value) to the account will increase money, a credit will decrease money in the bank. For expense accounts a credit to the account will decrease the charge to the account (i.e.: credit the account back money). If you add a positive value it means charging the account. EG: b) If a deposit was written incorrectly and gave the Milk Account (i.e.: credited it) $45 instead of the Coke account, the journal entry: 1.MILK Debit or positive $45 (increase expense) 1.COKE Credit or negative -$45 (lower expense, increase revenue) CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 14

15 Each batch of journal entries is referenced by Month (MMM = JAN,FEB..) and a user defined number. You can number your journal entries however you wish. One suggestion: the journal entry number could indicate the day of the month (XXX = 28). If more than one journal entry is required on a single day append the number with "1". Note that in yellow the system is indicating to you how many journal entries have been done already this month if you prefer to number them 1-99 each month. Input Journal Entry Number (unique - use day of month) Input Journal Entry Month (current month defaults) InputJournal Entry date (Must match month selected above) Use <select> to select account(s) Input a description if you want it to appear different that the title - else leave blank Input the amount to credit or debit. Journal Entries may be changed and deleted. All changes will automatically appear in the postings for the adjusted accounts. There may be any number of (minimum 2) lines to a journal entry depending on how many accounts and adjustments are required. The user will not be able to exit the entry until the TOTAL equals 0. A user should NEVER close without completing the journal entry. If Save is not accepted, the journal entry will not be saved. Once a heading and posting date have been entered, the user has the opportunity to add accounts and amounts for the journal entry. Each line must contain an account and debit/credit. If the journal entry header description does not describe the particular line item, input additional description on the line and it will post with the account rather than the header information. There should not be both a credit and debit to a single line entry. Once you have <saved> the entry you can use the <print> button to produce a journal entry list. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 15

16 You can also browse and attach a pdf document to your journal entry (for example, backup to why you created the journal entry). Note: you cannot do this on a brand new add. You must create the journal entry first and save it, then using the edit button on the left of the screen, go back in and you will see a browse and attach appear. Simply scan the appropriate papers into one pdf document. Click browse, select the appropriate document and attach it. Note: you cannot browse and attach more than one document. If you want to attach numerous papers, they must all be scanned together and saved as one pdf. Manual Cheque Entry/Print Manual cheque entry is used to enter account and descriptive information for cheques that have been written or that you wish for the system to create and print. This program automatically updates the general ledger and allocates account charges immediately between the bank and the expense account. There is no intermediate Accounts Payable. Cheques will normally be written against bank account, BANK, Account# 1, Forms MANCK. If you have another account other than chequing that you write cheques against, you'll have to be careful to select BANK1 or BANK 2. Once the cheque information has been entered, users may choose to have the system "P"rint the cheque. Optionally, the cheque may be hand written. CIMS cheque format is laser printer ready. A sample of a cheque is included at the back of the manual. A cheque can be an accumulation of multiple charges to multiple accounts. DO NOT CREATE separate cheques just because the amount owing is to be charged to a different school account. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 16

17 *If this is a multiple line cheque (say you are paying 10 invoices and want to list those) but all going to the same account then: a) Do line 1 normally b) Add in the remaining description lines and amounts c) Check the Fill in account# to auto fill all the rows so that you do not have to manually <select> for each one Input the Account Number directly (if you know it) ELSE Use the <Select> to bring up a list of accounts to choose from Depending on how your school is setup, you have the option to have the system automatically generate a cheque number or hand-number the cheque on the system. Contact your district office to change the setup option for your school if necessary. At district office it means confirming in MGR.501 that that MANCK Docid is setup for auto-number or not. Bank: System assumes general bank account as default. This would only be changeable for those schools that have setup more than one physical bank account. Cheque#: If auto-number is on, system presents you with the next available cheque number. Vendor# System defaults 9999 miscellaneous vendor. If you wish to use an existing account/vendor use the pull down to select from a list. If you are using the 9999 vendor, it is our recommendation to fill in the 'Print' information with appropriate name and address info so that it will print on the cheque and be file. Find Vendor: If you have many Vendors the drop down box is inconvenient. In those situations use Find Vendor instead. Start typing the Vendor Name in find vendor and an interactive drop down will appear allowing you to select from the reduced list. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 17

18 Cheque Date The entry date is a pull-down allowing the user to select a date within a 35 day window. The system is expecting that you stay current in your entries. Description / Else Name of Vendor if 9999 has been used Input a main reason for the cheque. This will be used as default for cheque lines. Special Note: If a Vendor has not been selected (ie: the 9999 Vendor) then description WILL PRINT ON THE CHEQUE STUB. The Description field is really who you are writing your cheque to - indicate the Vendor Name. GST / 100% GST Enter the total amount of GST received from the cheque that you will be asking for reimbursement. For example: If the cheque is for $ and $6 is GST - input 6.00 in the GST field. If you are claiming back 100% of the GST (textbooks) then indicate YES. These two fields are used at month/quarter end for the GST Report (GNS.502). All requested cheques in the date range are listed along with the GST and 100% rebatable fields. The report calculates amount for remittance. Print/Extra The lines 1-4 print as Address information for manual cheques to the "9999" vendor (Miscellaneous vendor). Input address information if you are using Vendor 9999 and you are using CIMS to print cheques. If you have selected a Vendor - leave Print Information blank as it will not print. Account Distribution Lines User may input a maximum of 10 allocations for the cheque. The total of all lines will result in a cheque total. Each line must have an account number and amount. If you leave description blank, it will assume the title as the description for the line. If you are paying off multiple invoices, indicate the invoice number and amount paid for that invoice in each line of description. FILL IN ACCOUNT FOR ALL LINES WITH DESCRIPTION AND AMOUNT Use this field for situations where you have many lines but all going to the same account. Complete line #1 as normal. On subsequent lines do not <Select> account. Indicate description and amounts. Then use the checkbox to fill in the account numbers all at once automatically based on line #1 account. Since a single cheque to a vendor may include many items and many account charges, use the line-by-line bottom portion of the screen to identify what accounts and amounts to charge. Postings to the bank account occur automatically. Use the description line to describe the charge. The description line posts to the General Ledger along with the reference and amount. You must press the <SAVE> button in order to record the cheque. Upon saving, any error messages will be displayed. All error(s) must be resolved and then <save> again. A <print> button is available to print the cheque. If you want to use your AS/400 printing scheme then leave the select pdf option unchecked. If you want to view the cheque in pdf format and then control printing to whatever printer you want the click PDF checkbox and an alternate print style will appear. You can also browse and attach a pdf document to your cheque (for example, backup for the cheque). CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 18

19 Note: you cannot do this on a brand new add. You must create the cheque first and save it, then using the edit button on the left of the screen, go back in and you will see a browse and attach appear. Simply scan the appropriate papers into one pdf document. Click browse, select the appropriate document and attach it. Note: you cannot browse and attach more than one document. If you want to attach numerous papers, they must all be scanned together and saved as one pdf. Additional Notes for Cheques You can edit a cheque and reprint but only until it has been reconciled. Once it is reconciled, no editing! Cheque date is restricted. You can only input a date within 30 days of the current date. You cannot input a date less than the last bank reconciliation date. Cheque date is not changeable. Cheque number is not changeable. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 19

20 Print Cheques (Range) If you have inputted a batch of cheques and wish to print individual cheques but all at once (prevent having to press the <print> button to complete each cheque), then use the <PRINT> button at the right and indicate an appropriate range of cheques to print. The cheques will then be available ON HOLD using your regular CIMS OUTQ command (in CIMS core). Special Note: Make sure to have your cheques ordered properly so that numbering will match as CIMS produces the cheques. Special Note: You cannot select voided cheques or cheques that have already been reconciled for edit. If you do not like the cheque, void it. School Reimbursement for School Cheque(s) written In cheque entry a second line screen will appear for defining/maintaining district office reimbursement information if you select the reimburse icon. This additional screen will allow you to request reimbursement of school paid expenses from a district office account or accounts. Setup for usage of these screens must be completed by District Office BEFORE you can enter reimbursement information. The Reimburse tab will not appear if setup has not been completed for the school. Reimbursement can be requested even on cheques that have been reconciled. Process: a) Input reimbursement conveniently as you create the cheque (optimum) so that you do not have to remember later. b) Monthly or as appropriate use the report option GNS.504 (on reports tab) to list all unposted reimbursements. Confirm the list and make changes to appropriate cheque(s) if necessary. Run the report and request the Build P/O Req in order generate a P/O requisition automatically. VERY IMPORTANT: Do not select to generate a P/O requisition until you have confirmed your entries by running the report. Once the generate requisition has been selected all of the built lines will be marked complete so that they will never be included in future builds. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 20

21 VERY IMPORTANT: When you generate your P/O Requisition it will be created in the same financial year that the schoolbooks entry was done. You must generate your Requisition before the Purchasing cutoff date! The top portion of the screen indicates total value of the cheque and total amount of GST you are claiming. If you are claiming the GST already at the school level then DO NOT also include that value on the reimbursement. Description: Enter a description for what is being requested for reimbursement. This will appear as the description the P/O Requisition line(s). Account: Use this field to specify the FULL account# to be charged at the district office level for the reimbursement. This account will be validated against district office accounts and must be a valid account. Amount: Enter the amount to be reimbursed including taxes IF you are requesting reimbursement for GST from district office then YOU SHOULD NOT BE PROCESSING GST AS PART OF YOUR SCHOOL REIMBURSEMENTS. GST Amount (*Use only if you have claimed back the GST in your own school account to indicate total GST value so that board office) - Use this field to specify the GST amount that you have already claimed. You must press the <SAVE> button in order to record the reimbursement. Upon saving, any error messages will be displayed. All error(s) must be resolved and then <save> again. Reimbursement School claims the Full GST in their own School Accounts If the school will be claiming the GST it is important to mark it appropriately so that board office does not submit for GST and that your expense repayment reflects this. EG: Cheque Request is for $ total GST on the Invoice is $5.00 a) Input full cheque amount of $ and because you are claiming the GST input $5.00 in the GST field b) Choose the <REIMBURSE> option and complete the lines **Use the GST column CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 21

22 SUPPLIES $ $5.00 GROCERY ITEMS $7.20 In this scenario you will be reimbursed from board office $ plus your $7.20 = $ and you will be getting an additional $3.40 back from GST. Reimbursement School is not claiming the GST If the school will not be claiming the GST it is important to mark it appropriately so that board office will submit for the 68% GST rebate EG: Cheque request is for $ total GST on the invoice is $5.00 a) Input full amount of cheque $ and leave GST field BLANK b) Choose the <REIMBURSE> option and complete the lines **Do not use GST column SUPPLIES $ **Amount less GST GROCERY ITEMS $7.20 GST EXPENSE $1.60 (32% of total GST amount) GST REBATE $3.40 (68% of total GST amount) In this scenario you will be reimbursed from board office $ and your expenses will be charged to $ Managing Cheques against Invoices In a high school setting or for situations where you are getting potentially MANY invoices from a Vendor and you want to record cheques against those invoices to reduce chance of duplication etc our recommendation is to: **** Use the lines (as below) to indicate what invoices you are paying. Enclose the Invoice numbers in quotes so that you can use the <Check Invoices> feature which will review all history to confirm you have not already paid for that invoice! The Vendor will be happy to see payment per invoice and you will have your checklist. #12345# CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 22

23 ALSO: In School Reports there is the Cheque Register (CDS.510) which you can limit to a Vendor for a complete detailed listing of all cheques and invoices paid to the Vendor that will work as your confirmation of payment for all/detailed invoices. Printing additional Remittance for detail lines When you are inputting a cheque. A normal cheque print will include everything up to the green. Notice on the previous page that entry for the first X lines is grey then green. If I start using extra lines that are in the green then in addition to printing the cheque.. I also need to print the remittance Use <Print> to print the cheque Notice that on the main <Cheques> tab there is a <PRINT> and a <REMIT> Use the Remit to print the additional page of paper that includes the remaining lines of description. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 23

24 Cash Receipt Entry The system may be used to record and print receipts of cash and cheques received from your school. The system posts a credit to each account requested on the detail lines. The bank is also automatically updated to show the increase in funds. NSF cheques should also be reported using this option. Refer to the NSF section for further details. Service charges can also be done as a negative receipt so that it appears in the bank rec and all accounting is completed. Listings can be produced to indicate which collection of receipts applies to a bank deposit. Any money, cheques or credit card slips that are deposited to your school funds should be entered using this option. You can use the option to either: a) Write receipts manually, accumulate them and use CIMS to record an accumulated deposit value. b) Use CIMS to input receipt, and print receipt. When a deposit is ready, print the deposit listing from CIMS and reconcile this against the physical deposit amount. District Office can setup your school books to automatically generate a receipt number or allow manual assignment of receipt numbers. Users may choose to <print receipts> or keep a manual receipt book. The bank and appropriate accounts are credited automatically once a receipt has been completed. Use the Print information to complete address information for 9999 One-time Vendors. This will print on the cheque. Use the cash and cheque subtotals ONLY if you want to balance the lines to ensure they total to values. Receipt#: Input the receipt# if it is blank, else the system has auto-numbered. Receipt Date: Enter the date that the money was received. You must input a date greater than your last bank reconciliation date. Received From: Indicate in summary what the receipt is for. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 24

25 Reference: If you are accumulating receipts into a Deposit#, use the reference field to indicate the deposit#. This is CRITICAL if you are using bank reconciliation as it will show all receipts together into one deposit for you to easily mark appropriate items or unmark if a deposit did not clear. GST: Indicate if GST was collected that needs to be remitted (if applicable). Print: If you are printing this as a receipt indicate Name and Address information and it will appear at the top of the receipt to nicely fit into a window envelope. Type of Payment(s): (Optional) If you want to be able to reconcile/report type of payments, use these additional fields to describe the type/amounts. These amounts are not used in any calculation or postings to the G/L. Receipt/Deposit total is derived from the account distribution line(s). Account Lines: Use these lines to allocate the revenue to appropriate account(s). Select the account. Input a description if different than the main title description. Input the amount. FILL IN ACCOUNT FOR ALL LINES WITH DESCRIPTION AND AMOUNT: Use this field for situations where you have many lines but all going to the same account. Complete line #1 as normal. On subsequent lines do not <Select> account. Indicate description and amounts. Then use the checkbox to fill in the account numbers all at once automatically based on line #1 account. Gift in Kind Money: A donation (receipt amount has to be zero). You must press the <SAVE> button in order to record the receipt/deposit. Upon saving, any error messages will be displayed. All error(s) must be resolved and then <save> again. Once Save has been completed, a <print> button is available to print the receipt. A single receipt may pertain to more than one account. You can input an unlimited number of accounts and amounts. When else to use Cash Receipts: INTEREST EARNED: Input an account distribution line indicating what account will receive the interest amount SERVICE CHARGES (NEGATIVE RECEIPT): Input a negative value and an account distribution line indicating what account should be charged You can also browse and attach a pdf document to your cash receipts (for example, backup for your deposit). Note: you cannot do this on a brand new add. You must create the cash receipt first and save it, then using the edit button on the left of the screen, go back in and you will see a browse and attach appear. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 25

26 Simply scan the appropriate papers into one pdf document. Click browse, select the appropriate document and attach it. Note: you cannot browse and attach more than one document. If you want to attach numerous papers, they must all be scanned together and saved as one pdf. Print Cash Receipts (Range) If you have inputted a batch of receipts and wish to print individual receipts but all at once (prevent having to press the <print> button to complete each receipt) then use the <PRINT> button at the right and indicate an appropriate range of receipts to print. You cannot re-print reconciled cash receipts. Do not include them in your range. Bank Statement Input / Bank Reconciliation Bank reconciliation is a two step process. First the bank statement entries are loaded according to information provided by the monthly bank statement. Then a process is run to compare the statement against all system generated cheques and deposits. The system flags all cheques and deposits that match as "reconciled". Reports can be generated for all outstanding deposits and cheques. The purpose of this process is to assure that the bank statement from the bank matches what has been generated as cash receipts and system cheques so that your books are consistent with the bank statement. Note that bank adjustments for services and interest must be entered within the bank reconciliation program and separately as a journal entry. Bank Rec. DOES NOT POST ANY AMOUNTS TO ANY ACCOUNTS. The Process SPECIAL NOTE: If you are recording bank interest and service charges as cash receipts. Review your bank statement first and make sure to add these entries as cash receipts DATED for the end of the month so that they will be included in your bank statement load. This must be done first so that they exist when you go to build the bank statement! CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 26

27 1. <Add> a new Bank statement entry consistent with the end date of the bank statement you are completing (eg: July 31, 2007) 2. Use the <Load> button to load all outstanding cheques and receipts as found in the system (any entry still not reconciled as at 10/31/07) 3. Check off all items (cheques and receipts) that have cleared as per the bank statement. NOTE: If you have been using Cash receipts, then an additional Box appears at the top indicating all of your deposit totals. Plus, deposit# is indicated at the right of the receipt numbers to make it easier to check off all appropriate receipts. 4. Add additional lines that are on the bank statement not reflected in cheques or receipts. 5. You can use the <save> button often to get a refresh of your bank reconciliation total. You are in balance when the bank statement difference EQUALS the Bank Rec Total. 6. Once you are in a **reconciled state** (totals match) select the <print> to produce your bank reconciliation statement. This printed statement should be stapled to your physical bank statement. 7. You may also want to include an outstanding cheque list and outstanding deposit list. Note: change date after the bank statement date, ie: If you have completed 04/30/2008 then run outstanding cheque/deposit listings as at 05/01/2008. Include this also with your bank statement paperwork. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 27

28 REMINDER: A statement should exist only for each monthend. You should never have more than one statement per month. REMINDER: If you have accidentally created a bank statement - it is OK to <delete>. REMINDER: You are in balance once your bank statement difference matches your input difference. REMINDER: Review the bank statement first and note differences to statement values from cheque values. Our recommendation is to make changes to the cheque in cheque maintenance (CDS.401) before building the bank statement. This way the accounting occurs automatically and you have an opportunity to add explanation right into the cheque. Adding Adjustment Information (service charges, interest, other) Adjustments are necessary to include items that are on the statement that have not been captured in your regular cheques and deposits information. Adjustments should be entered as POSITIVE values if increasing the amount of money in the bank (INTEREST CREDITS) or NEGATIVE values if decreasing the amount of money in the bank (SERVICE CHARGES). SPECIAL NOTE: If you are recording bank interest and service charges as cash receipts. Review your bank statement first and make sure to add these entries as cash receipts DATED for the end of the month so that they will be included in your bank statement load. This must be done first so that they exist when you go to build the bank statement! If items are missing that need to be reconciled, you can <select> the bank statement and then ask to <LOAD> before requesting to load ensures that the Date is appropriate to match the dates that you wish to load as of: PRINT - Prints an edit listing, confirming your input and balances. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 28

29 BANK RECONCILIATION - Prints your bank reconciliation summary CDS.625 to confirm your bank rec entries and expected bank balance. ATTACH and VIEW - If your school has gone to electronic bank statements, you can attach the bank reconciliation document (PDF) right at bank reconciliation time. This will store with the bank rec and be retrievable at any time. Doing this means not having to store hardcopy. Bank Statement Delete Button A new feature effective July 2012, you can now delete a bank statement if it has been created in error or with a bad date. Look to the top right for the check box and delete button. Both must be checked/clicked to be successful. How to Handle NSF Cheques NSF cheques should be entered using the Cash Receipt program. Similar to entering a standard receipt of cash, and NSF will be entered as a negative cash receipt: 1. Review original receipt to note: a) deposit# of original receipt b) account revenue c) original receipt# 2. Create a cash receipt for a negative amount of money and assure that accounts and reference reflect the original receipt. If a cheque is re-issued in replacement of the NSF cheque re-record the cash receipt BUT DO NOT SUBMIT A SECOND RECEIPT TO THE PERSON WHO WROTE THE CHEQUE. Attach the second receipt to the NSF documentation and file. Cheque Void A cheque void should be completed for stale dated cheques and for cheques where the value will not be cashed. A cheque cannot be voided if it has already been reconciled. If you are in the cheque void tab and <select> an item that has been reconciled - nothing will happen and the screen will not appear to complete the void. A void cannot be undone. Once you have selected the appropriate cheque and then requested a <void> the accounts are updated to undo the original charges from the cheque and that cheque is no longer usable. Voiding a Cheque written in Previous Year When you select the <Cheque Void> tab, only the current year cheques will appear. To void a previous year cheque look for the <Void Previous Year> button within the cheque void screen. From this separate area you will be able to select from previous year(s) outstanding cheques and then VOID. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 29

30 SPECIAL NOTE: The system is assuming that in the new year that account will exist in order to be able to do the reversing entries to both the bank and the expense accounts. If account no longer exists, user must update the expense account(s) to be credited. How to handle previous year void when account does not exist in New Year If you need to void a cheque from the previous year and the account(s) that were used on that cheque do not exist in the new year CIMS will show the cheque in the Void list a box will show up, telling you you have to change the account number. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 30

31 Account Lookup and Reporting The Account Lookup screen (Left Side) a) Shows All your accounts in list format and indicates Current Balance as at today, Whether the account is over budget, AND what type of account it is (Asset=bank, ExpC = school controlled expense, ExpU=account managed by school but not controlled in regular school budget) -C/R - Cash Receipts -C/D Cash Disbursements (usually cheques) -GEN - Journal Entries b) Shows that you are in balance, ie: the bank/asset value equals all of your expense/revenue totals. Account Lookup Screen (Ride Side) a) For any account that you <select> from the Left, Details will appear on the right. By default it will show you detail from the current month. You can Use the Position To to revert back to any month or the beginning of the school year (reminder that you may have to adjust the year to access from the school year start). Use Refresh button beside the position to button to update screen. Use Download to Access all Transaction History in Excel You can use the Reports tab to print off transaction history, but for users who may want history ed to them or in a format they can work with themselves, download is a beautiful thing. Once you have <selected> an appropriate account and adjusted the position to month/year to view details from any point in the year, you can use the <download> button. This will: a) Open Excel automatically (it must exist on your PC). b) Load Excel with all of the transaction history. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 31

32 Once it is in Excel, you are in control of adding headings, removing columns not required etc. Column 1: Account number Column 2: Date of transaction Column3: Month closed Column 4: Type of entry (C/D cheque, C/R Cash receipt, GEN Journal entry) Column 5: Description Column 6: Entry Doc ID Column 7: Cheque or cash receipt number Remaining Columns: Supporting reference numbers, vendor number/name details (if applicable) MONTH END The Month End process is a cleanup and "post" procedure that MUST be run every month. The utility assures that all postings and balances are correct. It also produces G/L and transaction activity listings. No one else at your location should be using School Accounting while you request to run this option. The utility should not be run until after all entries for the month have been completed (including service charges, Bank reconciliation complete, backdated cheques and deposits completed). The instructions for completing this task are simple. Choose option to "close a month". Then wait for the message "Job completed normally - month closed". If a "completed abnormally" message appears call Board Office. You can close multiple times if you have forgotten entries and need to reclose. You can only do this until you close the next month. Reports CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 32

33 Click on the <reports> tab. Most reporting items can be obtained directly from the web application. Board Office may run additional inquiries and all school consolidated reports from the CIMS Core options. Right from within each of the cheque, cash receipts, and journal entry tabs the user can print individual entries or a range of entries. This prevents the user from having to go to the reports tab for daily activity. Right from the General Account screen the user can inquire on any single account, download transaction history directly to excel for any account OR request for a transaction activity report for any selected account. Again - no need to go to the reports tab for any single account information. In the reports tab, a user is able to run all necessary month end and summary reporting as well as listings for GST, deposits, etc. When requesting a report the user should consider: a) Select the appropriate report by checking it off b) Fill in the appropriate parameters for the report (Right hand side of the screen). Because you have selected a report, the prompts on the right will adjust to what is appropriate for that particular report. c) Click on the appropriate report option NOTE: A.pdf report will be generated and then displayed in an adobe window. You must have adobe reader installed. From that window, user can select to print to an appropriate windows printer and/or save. Balancing Reports To confirm in summary list of cheques written: Use report Cheque Register (CDS.510S) to list a range of cheques based on cheque number CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 33

34 To confirm outstanding cheques and deposits - Bank Reconciliation (found under <bank statement>) When the bank reconciliation runs (CDS.625) an outstanding cheque list and outstanding deposit listing are automatically generated. At any time you can run these reports separately (i.e. use CDS.660 to run an outstanding listing of all uncleared cheques). If you are using CIMS to record receipts: Use Deposit Listing (GNS.501) to produce a deposit listing for the same range of receipts that will match to the physical deposit. If teachers or departments want a report of activity for an account: Use the Transaction Activity Report (GNL.560). Use the Report Writer (GNL.570) to get summary information about accounts. Each Month, the following reports should be run: GST Statement (GNS.502): GST Report for Remittance Account Summary Listing by Journal (GNL.588S): Account Summary Listing by Journal BALANCING TIP: Your Bank balance for the date range specified on the Bank Statement should equal the Bank balance in the G/L for the same period. You can consider your books closed when the two balances are justified. Account Summary Listing by Journal (GNL.588S) By default, the date range assumes whole year. User simply clicks on the <GNL588S Account Summary List by Journal> for a summary listing (one line per account) indicating total expenditures and deposits per account. Simple Account Transactions Report (GNS.505) First indicate on the right parameter area what date range you wish to run and if you do not want to run all accounts select a particular account. Then select to execute the report. This will show you all transaction details (cheques written, deposits, transfers) per account for the date range specified. This report is easier for an end CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 34

35 user to understand in comparison to the full transaction detail as only a summary of the cheque/deposit is listed and no confusing positive/negative G/L terminology is used. GST Statement Report (GNS.502) A GST expense and revenue report can be run based on entries made while the user was entering cheques and receipts. If a GST value was input on the header of the cheque screen - then this report will collect the appropriate period of entries and provide all detail/summary to create your GST summary. For example - to run Select April 1 - June 31 as your starting and ending period to collect for the 2 nd Quarter GST - click to generate the GST report. SPECIAL NOTE: For HST provinces any 100% GST rebatable item assumes that there was HST on the whole cheque. If this is not the case, 100% rebatable line will be wrong and must be handled manually. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 35

36 Board Office Reimbursements (GNS.504) This report is available to confirm all reimbursements requested. If the date range is left wide open (all year) then all reimbursements will be included and indicate which have already been posted. To get a valid list of just those entries to be built into a requisition - limit the range to an appropriate last build first date. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 36

37 CIMS Core Reporting - Transaction Activity Report Writer (GNL.560) The Transaction Activity Report Writer is used to print out all transactions for a specified date range. In order to use the web option <transaction activity report> one time setup in CIMS Core is needed. S E L E C T I O N: - Summarize Closed, Unclosed Entries, Neither or Both - Report sequence - Page breaks totals - Specific accounts or account ranges R E P O R T D E F I N I T I O N: ** Refer to screen above for basic ACTIVITY REPORT ** SUMMARIZE FIELDS: C means you want the system to print detail closed activity and totals for open activity O means you want the system to print detail open activity and totals for closed activity B means you want the system to print detail closed and open activity N means you want the system to print totals for closed and open activity and not print any detail REPORT SEQUENCE LOGIC FIELDS: Use this section to define the sorting logic of the report and the range of accounts to be included. NEW PAGE FIELD: Y (YES) means you want the system to start a new page with each change of the specified element PRINT TOTAL FIELD: Y (YES) means you want the system to print a total with each change of the specified element. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 37

38 CIMS Core - General Financial Report Writer (GNL.570) The Chart of Accounts Report (CHART) is a defined report that prints the opening balance, closed activity, current month activity and current balance of all accounts meeting the requirements of the definition. In order to use the web option <report writer> one time setup in CIMS Core is needed. S E L E C T I O N: - Print account number, account title or both - Account range to print or all accounts - Page breaks and totals - Print all detail lines - Drop all detail lines - Print the detail ledger transactions - Print the detail ledger and drop zero amounts R E P O R T D E F I N I T I O N: ITEMS TO PRINT: A means you want the system to print only the account number T means you want the system to print only the account title B means you want the system to print both the account number and the account title REPORT SEQUENCE LOGIC FIELDS: Use this section to define the sorting logic of the report and the range of accounts to be included. NEW PAGE FIELD: Y (YES) means you want the system to start a new page with each change of the specified element PRINT TOTAL FIELD: Y (YES) means you want the system to print a total with each change of the specified element. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 38

39 PAPER OPTIONS Use an X to select the size rotation of the report. COMPRESSED Y (YES) tells the system to print the report in smaller (compressed) font to fit more information on a smaller page N (NO) tells the system to print in the biggest possible font. NOTE: depending on what/how may fields you select you may need to use bigger paper to fit everything in a large font. COPIES FIELD: Use this field to enter the number of copies of the report you want. CIMS III SCHOOL ACCOUNTING FMS-0005 PAGE 39