CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Fund Accounting - Checking Accounts Learning Guide 2010 Central Susquehanna Intermediate Unit, USA
Table of Contents INTRODUCTION... 3 Checking Accounts:... 4 Directories > Checking Accounts... 4 Attaching Signature Files... 5 Direct Deposit Tab... 6 MICR Tab... 7 Revised: 09/29/2010 2010 Central Susquehanna Intermediate Unit, USA Page 2 of 7
INTRODUCTION This Learning Guide will review setting up the Checking Accounts and attaching a Check Signature File. Revised: 09/29/2010 2010 Central Susquehanna Intermediate Unit, USA Page 3 of 7
Checking Accounts: Directories > Checking Accounts The CHECKING ACCOUNTS DIRECTORY allows you to identify bank accounts, funds, general ledger accounts, and to attach a digital signature that displays on checks. A record should exist for each bank account for each year. If a checking account is updated, that change is reflected everywhere in the Fund Accounting database. CHECKING ACCOUNT DIRECTORY records can NOT be deleted if existing records contain that Identifier. Notice that we have several Funds attached to this checking account. When double entry is run, fund substitution occurs. For example, when you process a check for Fund 50, the Alternate G/L Account, 10-0101-000-000-00-000-100-000-0000, will be replaced with 50-0101-000-000-00-000-100-000-0000. Note that if you are not using an alternate general ledger account, the Normal and the Alternate G/L Accounts should not be entered. 1. Enter the date you will start submitting Positive Pay to your bank. 2. Enter your Checking Account Number. Revised: 09/29/2010 2010 Central Susquehanna Intermediate Unit, USA Page 4 of 7
3. The Routing No. in the CHECKING ACCOUNT DIRECTORY must match the Bank Number in the BANK DIRECTORY where the file information has been set up. 4. Enter the Checking Account Name. A signature attached to the CHECKING ACCOUNT DIRECTORY overrides a signature attached in the FUND ACCOUNTING PARAMETERS DIRECTORY. Attaching Signature Files Before you can attach a signature, you will need to create and save a signature file. Follow these steps to create, save, and attach the signature file. Due to liability concerns, eservice clients who print checks or purchase orders at the CSIU can NOT attach signature files. 1. For optimum signature size, draw a box (¾ inch high by 2½ inches long) on a sheet of paper. 2. Lay this sheet of paper under a blank sheet of paper. 3. The person(s) designated to sign checks should sign his/her name on the blank sheet of paper, using the underlying page s box as a guide. Signatures should fit within this box and should be stacked one under the other. 4. Use an optical scanner to scan the signature in black and white at 150 DPI resolution. Use your cropping feature (available within your scanning software) to remove any excess white space that may surround the signature image. Excessive white space may cause the signature image to appear distorted on purchase orders and checks. 5. Save the image as a.bmp file to your system; it should be no larger than 200KB. Remember the name and location where you save this file so you can access it later. 6. Click the Attach Signature File button (available from the FUND ACCOUNTING PARAMETERS, the CHECKING ACCOUNTS DIRECTORY, and the BUILDINGS DIRECTORY). 7. The Open dialog box will display. Use typical Windows navigation techniques to locate the signature file that you saved in Step 5. 8. When you locate the file, click on its filename, and click OK. The signature will be included (by default) on checks and/or purchase orders being generated. If you do not attach a signature file, the space allotted for signatures will remain blank so that documents can be signed manually after they are printed. To delete an existing signature file, right-click on the Attach Signature File button. A message displays asking you if you want to clear the existing file. Click Yes to delete the file. NOTE: Your ability to add, update, or delete signature files depends upon your access level in Security. A check signature attached in the CHECKING ACCOUNT DIRECTORY or a PO signature attached in the BUILDINGS DIRECTORY overrides the default signature(s) attached in the FUND ACCOUNTING PARAMETERS DIRECTORY. Revised: 09/29/2010 2010 Central Susquehanna Intermediate Unit, USA Page 5 of 7
Direct Deposit Tab The Direct Deposit tab is the second tab of the CHECKING ACCOUNTS DIRECTORY screen. The information on the Direct Deposit tab will be used to create the bank file. DD Company Name: Enter a name (up to 16 characters) to be used as the Company Name in the Reports > Checks > CREATE DIRECT DEPOSIT REPORT/FILE process; if this field is left blank, the district Name entered on the Fund Accounting Parameters/Defaults tab is used, instead. Immediate Destination: Required if using direct deposit. Select the receiving bank's routing number (established in the BANKS DIRECTORY) to which the file of direct deposit data is being sent. To disable direct deposit for a checking account, delete the contents of the Immediate Destination field. Immediate Origin: Required if using direct deposit. Select the originating bank's routing number (established in the BANKS DIRECTORY) from which the file of direct deposit data is being sent. You may leave this field blank to include a federal ID number. Originating DFI: Enter a routing number as specified by your financial institution regarding a participating Depository Financial Institution (DFI) to which it transmits direct deposit data. If this field is left blank, the Immediate Destination field entry will be used. Revised: 09/29/2010 2010 Central Susquehanna Intermediate Unit, USA Page 6 of 7
File ID Modifier: Required. As designated by the receiving financial institution, enter an alphanumeric character to precede the federal ID in the submission file. Company ID (rec 5): Required. Enter an alphanumeric character for the company ID in record type 5 (company/batch header). Origin Prefix: As needed, enter an alphanumeric character to precede the originating bank's routing or federal ID number when the Direct Deposit submission file is created. Service Class: Required if using direct deposit. Enter a code (as designated by your financial institution) to specify a mixed debit/credit account (200 - credit with an offsetting debit) or a credit only account (220 - credit only). Company ID (rec 8): Required. Enter an alphanumeric character for the company ID in record type 8 (company/batch control record). File Header Info: If your financial institution requires login and/or password information, enter that data in the format the financial institution requires. For security purposes, this field is hidden when the screen is displayed. Double-click or right-click on the field label to display this field's contents. DD Stub Logo: If needed, enter the path and name of the file (.bmp or.jpg) that will display on direct deposit stubs for the specified account (typically, this is a file of the corporate logo graphic). If a DD Stub Logo path and filename is entered in this field, it will be used for the account in place of any default file entered on the Fund Accounting Parameters/Direct Deposit tab. MICR Tab Clients who have customizations for Magnetic Ink Character Recognition (MICR) encoding will need to right-click for key field changes and select the Print MICR# check box to enable the fields available to them on the MICR tab. Revised: 09/29/2010 2010 Central Susquehanna Intermediate Unit, USA Page 7 of 7