6 Managing Bank Accounts

6 Managing Bank Accounts The Bank Account Screen allows you to add and maintain information for WinCruise bank accounts, including bank contact and account information, General Ledger accounts, checks, deposits, transfers, and adjustments. To access the Bank Account Screen, from the menubar choose Screens Bank Accounts. The screen initially displays the first bank account in alphabetical order. The top area of the Bank Account Screen contains contact information for the bank and general information about the account. See Adding Bank Accounts on page 68. The remainder of the Bank Account Screen lists transactions for the current bank account, including checks, deposits, transfers, and adjustments. Rightclick on a transaction to display a pop-up menu that allows you to perform functions applicable to the kind of transaction you have selected, such as add, edit, print, remove, etc. The Current Balance of this bank account displays at the bottom of the dialog. WinCruise Professional User Guide 67

Managing Bank Accounts Updating Bank Accounts WinCruise makes it easy to add and maintain bank accounts. Adding Bank Accounts 1. From the Bank Accounts Screen, choose Add Bank Account. 2. Enter information in Add Account Expert. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure you want to post this new Account? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Field or Button Account Bank Name Address Account # Opening Balance G/L Account G/L Code Reconcile On End Bal. Next Chk # Dep # Check File Deposit File Description (Required) Enter the name of this account. If you have more than one account at the same bank, use a short description to name accounts, instead of using the name of the bank. (Optional) Enter the name of the bank. The name is used when printing checks. (Optional) Enter the street address, second address line, city, state, and zip/postal code for the bank. (Optional) Enter the routing number and account number for the bank account. (Required) Enter the opening balance for this bank account. (Optional) Enter the bank account s corresponding general ledger account. (Lookup) WinCruise will display the general ledger code for the general ledger account you selected. (Optional) Enter the statement ending date from the last account statement (use the format mm/dd/yyyy). (Optional) Enter the ending balance from the last account statement. This should match the opening balance of the account. (Required) Enter the number of the first check to generate. (Required) Enter the number of the first deposit slip to generate. (Required) Click Browse. Change Save As Type to WinCruise Checks. Select check style from the list. Click Save. (Required) Click Browse. Change Save As Type to WinCruise Deposit Slips. Select deposit slip style from the list. Click Save. 68 WinCruise Professional User Guide

Updating General Ledger Accounts Setting check print options: If checks do not print properly, verify the proper check was selected in the above expert, and perform the following procedure: 1. Choose File Print from the menubar. 2. Click the check box for the correct check form in the Print Choices list. 3. Click Print. 4. Click OK on the Printing Disabled: Setup Only dialog. Locating Existing Bank Accounts You can locate an existing bank account by navigating through the database until you reach the bank account you want. 1. From the menubar, choose Data. 2. Choose from the following navigation commands: First: Displays the first account. Hotkey: Ctrl+F11 Last: Displays the last account. Hotkey: Ctrl+F12 Next: Displays the next account. Hotkey: F12 Previous: Displays the previous account. Hotkey: F11 Editing Bank Accounts 1. Locate the bank account you want to edit. 2. From the Bank Accounts Screen, choose Edit Bank Account. 3. Edit information in Edit Account Expert. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure you want to post this new account? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Removing Bank Accounts Note: You can t remove an account if you have written checks from it. 1. Locate the account you want to remove and choose Remove Account. 2. WinCruise will ask, Are you sure? Click Yes to complete the operation or No to terminate the operation. Updating General Ledger Accounts WinCruise includes an extensive chart of accounts. You can easily add to and maintain these general ledger accounts. Adding General Ledger Accounts 1. From the Bank Accounts Screen, choose Add Add G/L Code. WinCruise Professional User Guide 69

Managing Bank Accounts 2. Enter information in Add Chart of Accounts Expert. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Editing General Ledger Accounts Field GL Code Description (Required) Enter a general ledger code for this GL account, for example 1000 or 1000-000. GL Account Name (Required) Enter a name for this GL account. Tip: To indent the name of an account in the list of accounts, enter spaces before the name. GL Account Type (Required) Select an account type from the drop-down list. Chart of Accounts You can scroll through the list of existing accounts to look for an unused GL code. Editing a General Ledger account: 1. From the Bank Accounts Screen, choose Edit G/L Code. 2. Select a GL account from Chart of Accounts. Click Edit. 3. Enter information in Edit Chart of Accounts Expert. Click Save to continue or Cancel to terminate the operation. If you click Save, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. 70 WinCruise Professional User Guide

Updating General Ledger Accounts Removing General Ledger Accounts Note: You cannot remove a General Ledger account if it is in use. For example, if you have posted a deposit to the General Ledger account, you must first post the deposit to a different account, then remove the General Ledger account. 1. From the Bank Accounts Screen, choose Remove G/L Code. 2. Delete Chart of Accounts Expert will display. Select the account you want to remove from Chart of Accounts. 3. Click Delete to continue or Cancel to terminate the operation. If you click Delete, WinCruise will ask, Are you sure? Click Yes to complete the operation, No to terminate the operation, or Cancel to go back to the dialog. Removing General Ledger Account Mappings You can remove the mapping between a General Ledger account and a payment, commission, or remittance. These mappings are set up the first time you process a particular type of payment, commission, or remittance. For example, the first time you send a remittance to a hotel, WinCruise will ask you to set up a default General Ledger account for the Vendor Remittance Hotel type of remittance. You can then use the General Ledger Map Expert to map hotel vendor remittances to a General Ledger account, such as 5000-110 Remittance-Hotel. You might choose to remove a General Ledger account mapping if, for example, you re-organize your chart of accounts. You might want all remittances to map to 5000-000 Remittances instead of mapping to separate accounts for hotel remittances, air remittances, etc. In this example, you would remove the GL account mapping to 5000-110 Remittance-Hotel. The next time you send a remittance to a hotel, you would map Vendor Remittance Hotel to 5000-000 Remittances, or whichever account you choose. 1. From the Bank Accounts Screen, choose Remove Remove GL Map. 2. From Delete GL Mapping Expert, select the mapping you want to remove. Click Delete to continue or Cancel to terminate the operation. If you click Delete, WinCruise will ask, Are you sure? Click Yes to complete the WinCruise Professional User Guide 71

Managing Bank Accounts operation, No to terminate the operation, or Cancel to go back to the dialog. 72 WinCruise Professional User Guide

Updating Checks Updating Checks WinCruise makes it easy to add, edit, and print checks written from your bank accounts. Adding Checks Note: To add a client refund check, you should add a payment to the client s booking. The payment type should be Payment Refund. See Adding Payments on page 211. 1. Locate the bank account you want to write a check from and choose Add Check. WinCruise Professional User Guide 73

Managing Bank Accounts 2. Enter information in Add Check Screen. Field or Button Description Bank Account This displays the name of the bank account. Check No. (Required) Enter the number of the check. The default is the next check number for this bank account. Vendor Type (Required) Select a type of vendor from the radio buttons. This will determine which payees you can write this check to. Date (Required) Enter the check date. Default is the current date. Pay to the Order of (Required) Enter or select a payee from the drop-down list. $ (Required) Enter the amount of the check. Dollars This displays the amount as words and a fraction of a dollar as it would appear on a check. Address (Optional) Enter the payee address. The address automatically fills in for vendors in the database. Memo (Optional) Enter comments for this check. Account, (Required) Select the GL account for this check from the dropdown list, or click <SPLIT> to split the amount among more than one GL account using the Add Splits Expert. Account, Memo, This displays amounts split into different GL accounts. Rightclick to display a pop-up menu to add, edit, or remove split Amount amounts. Print Check (Optional) Check the box if you want to print the check after you click OK. If you do not check Print Check now you will be able to print the check later. Click OK to continue or Cancel to terminate the operation. 3. If you click OK, WinCruise will ask, Are you sure? Click Yes. If you checked the Print Check checkbox, it will now print. The dialog will remain open so you can enter more checks. 4. When finished, click Cancel. Editing Checks 5. Locate the check you wish to change and choose Edit Check. 6. Edit the information on Edit Check Expert. Click OK to continue or Cancel to terminate the operation. 7. If you click OK, WinCruise will ask, Are you sure? Click Yes. 74 WinCruise Professional User Guide

Updating Checks Printing Checks 1. Locate the bank account you wrote the check from. 2. Locate the check in the list of transactions displayed. 3. Right-click on the check to display a pop-up menu. Choose Print Check. 4. WinCruise will ask, Are you sure? Click Yes. Note: You cannot print a voided check. Removing Checks 1. Locate the bank account you wrote the check from and choose Remove Check from the menubar. 2. WinCruise will ask, Are you sure? Click Yes. 3. If the check has a check number, WinCruise will display the message, This check is linked. Removing this check will remove the check number associated with this check. 4. Click Yes to remove the check number (the check number can be used again). Click No to cancel removing the check. Voiding Checks 1. Locate the bank account you wrote the check from. 2. Locate the check and choose Actions Void. 3. WinCruise will ask, Are you sure? Click Yes to complete the operation or No to terminate the operation. 4. The transaction record will display VOID. The check number cannot be used again. WinCruise Professional User Guide 75

Managing Bank Accounts Updating Deposits WinCruise makes it easy to add and maintain deposits to your bank accounts. Adding Deposits WinCruise allows you to deposit payments and other transactions related to bookings, as well as miscellaneous funds. 1. Locate the bank account you want to deposit funds into and choose Add Deposit from the menubar. 2. Select an item from the list of Undeposited Funds. Add: Moves a selected item from Undeposited Funds to Deposit Slip. Add All: Moves all items from Undeposited Funds to Deposit Slip. Remove: Moves an item from the Deposit Slip to Undeposited Funds. Remove All: Moves all items from Deposit Slip to Undeposited Funds. Refresh: Refreshes Undeposited Funds after changing any item. 76 WinCruise Professional User Guide

Updating Deposits Add Item: Adds items not listed in Undeposited Funds. A. Enter information in Add Deposit Items Expert. Field Type Check # From Account Memo Amount Description (Required) Select a cash deposit or check deposit. (Optional) Enter a check number, if applicable. (Required) Select the name of the depositor from the drop-down list. You can also type a name. (Required) Select the GL account for this deposit from the drop-down list. (Optional) Enter a description for this deposit. (Required) Enter the amount of this deposit. B. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will allow you to add more deposit items. When you are finished adding items, click Cancel. 3. Enter a comment in the Memo field (optional). 4. Click OK to continue or Cancel to terminate the operation. 5. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Quick Tip: You can double-click an item to move it from Undeposited Funds to Deposit Slip, and vice versa. You can also right-click an item to display a pop-up menu. Printing Deposit Slips 1. Locate the bank account you made the deposit into. 2. On the Bank Accounts Screen, locate the deposit in the list of transactions displayed. 3. Right-click on the deposit to display a pop-up menu. Choose Print Deposit. 4. WinCruise will ask, Are you sure? Click Yes to complete the operation or No to terminate the operation. WinCruise Professional User Guide 77

Managing Bank Accounts Removing Deposits 1. Locate the bank account you made the deposit into. 2. Locate the deposit and choose Remove Deposit. 3. WinCruise will ask, Are you sure?. Click Yes to continue or No to terminate the operation. 4. If you click Yes, WinCruise will warn you: This Deposit is linked to Multiple records. Removing this Deposit will UnDeposit Funds on All associated Records. Click Yes to complete the operation or No to terminate the operation. Updating Account Adjustments WinCruise makes it easy to maintain General Ledger account adjustments. Adding Account Adjustments 1. Locate the bank account you want to make adjustments to. 2. From the Bank Accounts Screen, choose Add Adjustment. 3. Enter information in Add Adjustment Expert. Field Description Bank Account This displays the bank account you are making adjustments to. Date (Required) Enter date of adjustment. Default is the current date. GL Account (Required) Select the GL account to adjust from the drop-down list. Amount (Required) Enter the amount of the adjustment. Memo (Optional) Enter a description for this adjustment. 78 WinCruise Professional User Guide

Updating Transfers 4. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. 5. WinCruise will allow you to add more entries. When finished, click Cancel. Editing Account Adjustments 1. Locate the bank account you want to make adjustments to and choose Edit Adjustment. 2. Edit information in Edit Adjustment Expert. 3. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Removing Account Adjustments 1. Locate the adjustment in the list of transactions displayed. 2. Choose Remove Adjustment. 3. WinCruise will ask, Are you sure? Click Yes to complete the operation or No to terminate the operation. Updating Transfers WinCruise makes it easy to add and maintain transfers between your bank accounts. Adding Transfers 1. Locate the bank account you want to transfer monies from. 2. From the Bank Account Screen, choose Add Transfer. WinCruise Professional User Guide 79

Managing Bank Accounts 3. Enter information in Add Transfer Expert. Field Date From Account To Account Amount Memo Description (Required) Enter date of the transfer. Defaults to current date. This displays the bank account you are transferring monies from. (Required) Select the bank account to transfer monies to. (Required) Enter the amount of the transfer. (Optional) Enter a description of the transfer. 4. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. 5. WinCruise will allow you to add more transfers. When you are finished, click Cancel. Editing Transfers 1. Locate either bank account involved in the transfer. 2. On the Bank Accounts Screen, locate the transfer in the list of transactions displayed. 3. Choose Edit Transfer. 4. Edit information on Edit Transfer Expert. 5. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Removing Transfers 1. Locate either bank account involved in the transfer. 2. On the Bank Accounts Screen, locate the transfer in the list of transactions displayed. 3. Choose Remove Transfer. 4. WinCruise will ask, Are you sure? Click Yes to complete the operation or No to terminate the operation. 80 WinCruise Professional User Guide

Other Bank Account Activities Other Bank Account Activities Processing Agent Payments 1. Choose Tools Batch Processing Agent Payments. 2. Complete the Agent Payment Expert. Field Agent Name Cutoff Date Description (Required) Select the agent from the drop-down list. (Required) Enter the last invoice date to pay commission for. Defaults to current date. Only affects agents paid When Sailed. Bank Account (Required) Select the bank account from which the commission check will be issued from the drop-down list. Check # (Required) Enter the check number of the commission check. When you select the Bank Account, the next check number for this bank account will appear by default. Field is blank if using QuickBooks Interface. Check Date (Required) Defaults to current date. Change as appropriate. Amount (Calculated) WinCruise calculates total commission for this check. Memo (Optional) Enter a comment for the commission check. (This field is directly below the Amount field). Print Check (Optional) Check to print check when OK is clicked. Print Detail (Optional) Check this box to print commission details for this check. 3. Click Reset List. A list of invoices and commissions due will display. WinCruise Professional User Guide 81

Managing Bank Accounts 4. Select a commission to process. Click Add to include this commission in the batch of commissions to process. You may select as many commissions as are displayed. Click Add All to include all commissions in the batch. A red dot displays next to included commissions, and the invoice number displays in the list on the right of the dialog. To undo your selections, select the invoice number in the list on the right of the dialog, then: Click Remove to undo that selection. To undo all selections, click Remove All. 5. Click Export to export a list of the commissions due to a spreadsheet. 6. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Do you want to post this payment? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. Quick Tip: You can double-click a commission in the list on the left to add it. Double-click a commission in the list on the right to remove it. Processing Vendor Remittances 1. Choose Tools Batch Processing Vendor Remittances. 2. Click Refresh List. Pending total will update 3. Select a Bank Account from the drop-down list and press Tab. WinCruise will fill in First Check number 82 WinCruise Professional User Guide

Other Bank Account Activities 4. Check Sequential Checks to write one check per remittance. Check Single Check to write one check for all the remittances you select for a single vendor. You may enter a Memo for this check. 5. Check Print Checks if you want to have checks print after you click OK. 6. Select a remittance to process. Click Add to include a remittance in the batch of remittances to process. Click Add All to include all remittances in the batch. A red dot displays next to included remittances, and the invoice number displays in the list on the right of the dialog. Click Remove to remove a selected item from the right of the dialog. Click Remove All yo undo all selections. Quick Tip: Double-click a remittance in the list on the left to add it. Double-click a remittance in the list on the right to remove it. 7. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Do you want to post these remittances? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. 8. The dialog will remain open so you can process more remittances. When you are finished, click Cancel to close the dialog. Reconciling Bank Statements 1. Locate the bank account you want to reconcile. WinCruise Professional User Guide 83

Managing Bank Accounts 2. From the Bank Accounts Screen, choose Actions Reconcile. 3. Enter the Ending Balance and Statement Ending Date. 4. If applicable, enter the Service Charge and Date, and select the general ledger Account to post the service charge to from the drop-down list. 5. To clear a deposit/credit or check/payment, check the box next to the transaction. 6. Click OK to continue or Cancel to terminate the operation. If you click OK, WinCruise will ask, Are you sure? Click Yes to save, No to terminate the operation, or Cancel to go back to the dialog. 7. If you click Yes, WinCruise will check to ensure your statement is balanced. If it is not, the program will display the message, This statement does not balance. If you cannot find this problem, you could enter the amount into Service Charges. Click OK to continue, then make changes on Reconcile Expert so the statement balances. 84 WinCruise Professional User Guide