Check Processing in MS Excel

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Enter and Process Credit Card Payment Step-by-step Instructions 2013 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Direct Payments... 2 Pre-check processing... 4 Processes > Pre-Check Processing Register... 4 Check Processing... 6 Processes > Check Processing... 6 Printing Credit Card Stubs Reports > Checks > Checks (Over/Under) Creating the Credit Card Report and File Credit Card Reconciliation Processes > Credit Card Reconciliation > Update CC Recon Credit Card Reconciliation File Sample Credit Card Reconciliation Reports Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This step-by-step guide will review how to enter and process a credit card payment. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 1

6 DIRECT PAYMENTS To enter payments not associated with PURCHASE ORDERS you will need to add Computer Check (C) transactions. Select the UPDATE SCREENS > TRANSACTION MASTER menu item. 1. Click the Add button on the CHECK TRANSACTIONS screen. The current fiscal year automatically displays in the Year field; change if needed. 2. TAB to the Type field and select C from the drop down list box. 3. Select the appropriate Checking acct from the drop down list box. 4. The date on which you are adding the batch is entered by default. However, you can modify the Batch date, which must be in the selected Year. Automatically, the Batch date is entered as the Transaction date within the transactions. You may change individual transactions, as needed. The Batch number is automatically assigned. 5. After the TRANSACTION BATCHES screen (the Batch header) is properly set up, click the Transactions button. The CHECK TRANSACTIONS screen displays for data entry. If you have a batch that should not be included in the current check processing, select the Hold All button to put all transactions in this batch on Hold; the Hold All button label changes to Release Hold. When you are ready to process those transactions, click the Release Hold button to include the transactions in the next CHECK PROCESSING that falls within the transaction dates. During CHECK PROCESSING you will be notified of transactions on Hold. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 2

7 Click the Add button on the CHECK TRANSACTIONS screen. TAB through the available fields and enter information. REMEMBER: If you have set up 1099 information in the VENDORS screen it will automatically be entered for you. NOTE: You can use the multi-add feature (right-click the Add button) if you have several account codes for the same check. Notice that the Check date and Check number fields are disabled. These field values will be entered during CHECK PROCESSING. The Payment Type will automatically default to the Payment Type on the VENDOR MASTER screen. If the Payment Type is Direct Deposit, the Non-Negotiable checkbox will be selected automatically. If the payment selected is Direct Deposit and this is the first time you will process a Direct Deposit payment for this Vendor, the Prenote checkbox will also be selected. If a transaction has been entered and you do not want to include the transaction in the CHECK PROCESSING, select the Hold Check option. You will be notified during the CHECK PROCESSING of the transactions that are on Hold. If you are a client who takes advantage of the Positive Pay feature, the date and time stamp will be populated. When you process the checks, the Check Run date will automatically populate with a date and time stamp. Direct Deposit files can be created using either the Check Date or the Check Run date. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 3

8 PRE-CHECK PROCESSING The PROCESSES > PRE-CHECK PROCESSING REGISTER menu item allows you to generate a detailed or summary report of Type 'C' and 'L' transactions. The report(s) should be used to verify that the correct transactions would be included in the CHECK PROCESSING process. In addition, errors can be identified and adjusted before the CHECK PROCESSING process is performed. You can specify that the PRE-CHECK PROCESSING REGISTER generates a Detail or Summary Type of Report. Additionally, a separate exception report automatically generates if transactions are on hold status (as established by the Hold Check checkbox option on the Type 'C' or 'L' TRANSACTION MASTER/TRANSACTION screen) OR if transactions are found to be unacceptable for Check Processing (ex: inactive vendors). The transactions on hold status will NOT be included in this process until the Hold Check checkbox option is deselected. Processes > Pre-Check Processing Register Year - Required. Select a fiscal year for which to include transactions on this report. CHECKS CANNOT BE PROCESSED FOR A LOCKED OR ARCHIVED FISCAL YEAR. Checking Account - Required. Select a checking account identifier (as established in the CHECKING ACCOUNTS DIRECTORY) to identify the bank account through which to process checks. Transaction Cutoff Date - Required. Enter the last transaction date to be included in this check processing run. Check Date - Required. Enter the date to display on the checks. Starting Check Number: Required. Enter the starting check number from this checking account to be used for this pre-check processing run. Starting DD Number - If you are using Direct Deposit, the starting number will be entered in this field automatically (begins with a 'D'). Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 4

9 Starting Credit Card Payment Number - If you are using Credit Card Payments, the starting number will be entered in this field automatically (begins with a 'C'). Small Business Vendors Only: Select this checkbox option to include only vendors that are designated as small businesses that require timely payment (as established on the VENDORS DIRECTORY). Leave blank to include ALL vendors. Include Transaction Description: Select this checkbox option to include on the report the description of the transaction. Type of Report: Required. Select an option to generate a Detail or Summary version of the report. When you click the Run Now button, the following message displays: Click the Yes or No button to continue. If you select Yes, the following report is generated automatically: When the PRE-CHECK PROCESSING REPORT is generated, you will be able to distinguish the checks from the Direct Deposits, Credit Cards, and Prenotes (a legend is included in the report footer). Verify entries and totals. If corrections are needed, make them and regenerate the PRE-CHECK PROCESSING REGISTER. When the PRE-CHECK PROCESSING REGISTER is correct, you can proceed to CHECK PROCESSING. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 5

10 CHECK PROCESSING Select the PROCESSES > CHECK PROCESSING menu item to calculate checks from Type 'C' (check) and Type 'L' (liquidated expenditure) transactions AND to create the appropriate double entry transactions related to check processing. Processes > Check Processing When you select this menu item, a message displays cautioning you that this is a live check processing run and that this process will update transactions. Click the OK button to continue; if needed, you can click the Cancel button (on the next screen) to quit the process. The CHECK PROCESSING function allows you to generate the CHECK REGISTER, CHECK SUMMARY, and CHECKS. If problems are discovered during check processing, restore appropriate files and make necessary corrections. You cannot perform this function if you have Query level Security access. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 6

11 If this process encounters a negative check, the process may discontinue (reasons for the negative checks will display on the exception report). Specify how your district handles negative checks on the YEAR ASSIGNMENTS DIRECTORY/General tab. Additionally, a separate exception report will be generated automatically whether or not errors are found. The exception report might also generate automatically if transactions are on hold status (as established in the Hold Check checkbox option on the Type 'L' or 'C' UPDATE SCREENS > TRANSACTION MASTER/TRANSACTION screen) OR if transactions are found to be unacceptable (i.e., inactive vendors). The transactions on hold status will NOT be included in check processing until the Hold Check checkbox option is deselected. In the Automatically Generate section, you can select which reports you want to view and/or print. In this example we did not select checks. We recommend that you review reports prior to actually printing the checks. If you need to print checks in reverse order, you will need to perform check processing and then print the checks using the REPORTS > CHECKS menu item. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 7

12 Click the Yes button to continue. The following is an example of the reports we selected: Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 8

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14 PRINTING CREDIT CARD STUBS The CHECKS (OVER/UNDER) menu item allows you to generate Regular checks, Manual checks, Direct Deposit, and/or Credit Card stubs. The Checks, Direct Deposit, and Credit Card stubs can be generated automatically as part of CHECK PROCESSING. However, when you select CHECKS from the REPORTS > CHECKS submenu, a number of options are available to you that are not available when the reports are generated automatically. If you generate the Checks, Direct Deposits and Credit Cards they will automatically print as part of CHECK PROCESSING, ALL Checks, Direct Deposits, and Credit Cards that are included in the check processing run are included in the Checks report. If you generate the reports from the REPORTS > CHECKS submenu, you can specify the dates of checks to be generated. In addition, you can specify individual check numbers or a range of check numbers to be generated. You also have the option to print the checks in reverse order. You can include regular checks (Type 'C' and 'L' transactions) or manual checks (Type 'M' transactions). You can ONLY print checks if you have Update, Add, or Delete Security access. Reports > Checks > Checks (Over/Under) Fiscal Year: Required. Select the fiscal year to include in the report. Default is the current fiscal year, change as necessary. Checking Account ID: Required. Select the two-digit checking account identifier (established on the CHECKING ACCOUNTS screen) to identify the bank account. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 10

15 Date of Checks to Print: Required. Enter the check date to include in the report. The report includes ONLY checks written against the specified checking account on the specified check date. Default is the first date of the specified fiscal year, change as necessary. Type of Checks: Required. Click the appropriate option button to select the kinds of checks or deposits you want to include on the report: Regular (Type 'C' and 'L' transactions), Manual (Type 'M' transactions), Direct Deposits or Credit Cards. Check to print ALL checks/stubs for date specified: Select this checkbox option to print all checks and stubs for the check date specified above. Default is selected, change as necessary. If you deselect this checkbox, the Additional Options tab becomes enabled. Click on the Additional Options tab to specify up to 10 checks or direct deposit numbers that you would like to generate. Alternately, you can select the Check to print a range of checks option on the Additional Options tab to generate a specified range of check numbers; ALL Check and Direct Deposit numbers within the range you specify will be included in the process. Report Options: Print signatures (if loaded) on all checks?: Select this checkbox option to print signatures on ALL checks. You can attach signatures using the Attach Check Signature File button on the FUND ACCOUNTING PARAMETERS/Defaults tab or on the CHECKING ACCOUNT DIRECTORY screen. Default is selected, change as necessary. Print checks in REVERSE order?: Select this checkbox option to print the checks in reverse order. You would use this option if your checks are printed on a reverse-feeding printer. If so, you should load the check forms into the printer face down. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 11

16 CREATING THE CREDIT CARD REPORT AND FILE You can generate the report and file for the bank using the REPORTS > CHECKS > CREATE CREDIT CARD REPORT/FILE menu item. Because you have the ability to send more than one file per day to your bank, there are two options to create the CREDIT CARD REPORT/FILE: The first option is to use the Checking Account and Check Date. Using the drop down list box, select the Checking Account. Select the Check Date option to enable the adjacent field, and then enter the check date. You can generate the report first without creating the file. When you have reviewed the report and are ready to create the file, select the Create File(s) check box option. Using the ellipsis button, specify the Output File Location. The second option is to use the Check Run Date/Time. When this option is selected, use the drop down list box to specify the Check Run Date/Time stamp. This report can also be reviewed before creating the file. When you have reviewed the report and are ready to create the file, select the Create File(s) check box option. Using the ellipsis button, specify the Output File Location. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 12

17 File Sample File Sample Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 13

18 CREDIT CARD RECONCILIATION Processes > Credit Card Reconciliation > Update CC Recon Credit card reconciliation contains all the same information as check reconciliation with an additional field that displays the Invoice No. To reconcile credit card payments you can manually select the affected payment's Recon checkbox; or if you are set up to receive a reconciliation file from the bank, you can import that file to select the Recon checkbox for ALL credit card payments that have cleared the bank. To import a file, select the 'Select by Bank File' item from the Mass Selection Options drop down list box. The following screen displays. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 14

19 Select your active Credit Card (discernible by the last four digits of the credit card number) and click the ellipsis button to specify the path and name of the Import File that you want to use (file format must be.txt and comma-delimited). Click the Import button. A detail report is automatically generated that lists the credit card's payments that have successfully cleared the bank and match records in your system. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 15

20 For each of these payments, the Recon check box will be selected. Click the Save button to reconcile the affected credit card transactions. If the process encountered errors, an exception report would be generated automatically, which lists the reasons for the exceptions. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 16

21 Credit Card Reconciliation File Sample This is a sample of a credit card reconciliation file you could receive from your bank. Notice that its layout is totally different from the layout of a check reconciliation file. Credit Card Reconciliation Reports After the file has been imported you can generate the Outstanding Payments Up to Reconcile Date report, the Payments Cleared on Reconciled Date report, and/or the Reconciled and Outstanding Payments report, as of the reconciliation date. Revised: 03/08/ Central Susquehanna Intermediate Unit, USA Page 17