Bay District Schools. E.P.E.S. School Accounting

Bay District Schools E.P.E.S. School Accounting

Table of Contents OPEN the program... 3 EXIT the program... 4 Change your password... 5 Back-up data to Internal Accounts Department... 6 Account Information... 8 Activity Accounts... 8 General Ledger Accounts... 8 Sub Accounts... 9 Account Groups... 10 Add an Activity Account... 11 View Existing Activity Accounts... 12 General Ledger Accounts... 13 Sub Accounts... 14 Add Sub Accounts... 14 Edit Sub Accounts... 16 Vendors... 18 To Add a New Vendor... 18 1099 Information... 20 Edit Vendor information... 22 Receipts... 23 To post receipts... 23 Add a vendor while entering a receipt... 24 Edit Receipts... 27 Voiding Receipts... 29 1

Bank Deposits... 30 Edit a Deposit Total... 33 Manual Checks... 35 Adding a Vendor While Posting a Manual Check... 36 Editing Checks Paid... 39 Voiding a Check... 41 Adding Payables (to print checks)... 43 Adding a Vendor While Entering a Payable... 44 Editing Payables... 47 Deleting a Payable... 48 Printing Checks... 50 If Checks(s) Didn t Print Correctly... 52 Holding Checks from Printing... 53 Journal Adjustments... 54 Posting Interest Earned... 54 Bank Charges... 55 Transfers... 57 Activity Account Transfers... 57 Bank Reconciliation... 59 Cancel Checks... 59 Post Interest... 60 Adjustments for NSF checks, or check order charges... 60 Bank Reconciliation... 60 Month End... 62 Bank Reconciliation Check List... 62 2

OPEN the program Double click on the SCHOOL ACCOUNTING icon located on your desktop. It will bring up the following screen. Enter your User ID. It is usually BK or it could be your initials. Enter your Password and click on Login. 3

EXIT the program To exit the program, click on Accounting Exit When you click on Exit, you should get the following option: Click Yes to creat a back-up file of your data. This file is stored on your H drive or it could be stored on a memory stick. 4

Change your password Click on Utilities Change Password Enter your old password and your new password. Then click on Change Password. 5

Back-up data to Internal Accounts Department Your data should be backed up to us monthly when your bank reconciliation is complete. There may be other instances when you are requested to back up your data. Click on Utilties Backup/Restore 6

Select Hard Drive Verify Backup File Name and Location \\common\data\epescommon\your costcenter# Click Backup Click Close when backup is complete This makes a copy of your data available to the Internal Accounts Department. 7

Account Information Activity Accounts See Appendix A for a complete list of Activity Account numbers Your Activity Accounts are grouped by the beginning number 10000 19999 General 20000 29999 Athletics (Middle and High Schools only) 30000 39999 Music (and Band) 40000 49999 Student Clubs 50000 59999 Grants 60000 69999 Departments (Usually teacher run accounts) 70000 79999 Trust Accounts General Ledger Accounts (This is where your cash is held) 990 Petty Cash or Athletic Gate Change 991 Cash on Hand 992 Checking Account 993 Checking, Savings or Certificate Account 994 Checking, Savings or Certificate Account 995 Checking, Savings or Certificate Account 996 Checking, Savings or Certificate Account 997 Checking, Savings or Certificate Account 998 Checking, Savings or Certificate Account 999 NSF checks 8

Sub Accounts A Sub Account is a field that allows a more detailed breakdown of receipts and expenditures. This is not really an account but an additional field for Activity Accounts. If you leave it blank, it will default to 0. To keep track of transactions, please use a sub account for each receipt and expendidture. A Sample of a summary sub account report is below. Instructions on how to run this report are in Section. See Appendix B for a complete list of Sub Account numbers The most commonly used sub accounts are: 101 General Operations 105 Meals (usually for athletic travel) 107 Supplies 109 Player Uniforms 120 Officials 132 Gate Workers 141 Entry Fees 142 Dues 507 Field Trip 601 Ticket Sales 602 Candy Sales 610 T-shirt Sales 612 Gym Suit Sales 9

616 Book Fair 618 Catalog Sale 628 Ad Sales 629 Book Sales 635 - Skating Parties 640 Vending 699 Gate Change 950 Checking Interest 960 Savings or CD Interest There are many, many more sub accounts. Sub account numbers 1 through 100 may be used and edited for each school s discretion. Many schools use these numbers to identify individual teachers funds within one account. If you need a sub account that is not listed in the appendix, please call or email the Internal Accounts department for an account number. Account Groups Activity Accounts are grouped by type. The Group Number will always be the same as the beginning of the Activity Account Number. Group Number Group name For Activity Account Numbers 1 General 10000 19999 2 Athletics 20000 29999 3 Music (and band) 30000 39999 4 Student Clubs 40000 49999 5 Grants 50000 59999 6 Departments 60000 69999 7 Trust Accounts 70000 79999 10

Add an Activity Account If you cannot find the account number you need in the attached appendix, call or email the Internal Accounts Department to obtain an account number. Click on Accounting Accounting Activity Accounts Click Add then complete the follosing information Act. Acct./Club - Account Number Acct Name Advisor NEVER CHANGE the BEGINNING BALANCE OF A NEW ACCOUNT FROM $0.00 Account Group See page 10 Click Save when complete 11

View Existing Activity Accounts Click on Accounting Accounting Activity Accounts Click on List You can sort the list by clicking on a column heading. You can find a specific item by clicking on a column heading then typing in the Account # Quick Search. Double click on any account to view it. Quick Search Box Column Headings 12

General Ledger Accounts This is the money that covers the balances in your Activity Accounts. You can add or edit existing General Ledger Accounts by clicking on Accounting Accounting Accounts General Ledger Select Add for a new General Ledger Account or Edit to change an existing General Ledger Account NOTE: Only one account should have the CHECKING Box checked If you need to edit the account to Checking for Bank Reconciliation purposes, please remember to uncheck the box when you re finished. 13

Sub Accounts Always conctact Internal Accounts for new Sub Account numbers. Add Sub Accounts Click on Accounting Accounting Accounts Sub Accounts The screen will open to the first sub account in the list. Before you set up a new sub account, verify the sub account isn t already set up. Click on List. 14

A list of your sub accounts will open. You can click on the column titles to sort by that column. Or you can click on the column title and use the quick search box. Quick Search Box Click on Column Headings to sort numerically or alphabetically Click Esc on your keyboard to exit this screen. To add a new sub account, click on Add. Enter the new sub account number and account name. Click Save twice to save! New # New Sub Account Name 15

Edit Sub Accounts If you decide that you should need to edit a sub account, you are only able to edit the sub account name, not the number. Click on Accounting Accounting Accounts Sub Accounts Click on List to find the sub account you want to edit. Find the sub account in the list and double click on it. 16

Click on Edit and make the changes needed. If you decide not to edit the sub account, you can click on Cancel. Otherwise click on Save. Now click on Close. 17

Vendors In E.P.E.S., vendors are people or companies that you either pay money to you or receive money from. They are used when issuing receipts and checks. Once you have a vendor set up, you only need to type a few letters and the information will prefill on your receipt and checks paid screens. The default Vendor Code of BLANK should only be used when if you are writing a check to a parent or vendor that you don t think you will use often usually a refund. When using BLANK vendor, it s mandatory to put the complete name of who the check is payable to in the Payee field. To Add a New Vendor, click on Accounting Accounting Vendors The screen will open to the first vendor in the list. Before you set up a new vendor, verify the vendor isn t already set up in your system. 18

A list of vendors will appear. You can click on the column title of a Vendor Code or Vendor Name to sort by that column, alternating between ascending and descending. You can also click on the column that you want to search using the quick search box. The criteria on the box will change accordingly. See example on following page. Clicking on the column heading will sort the column and change the Quick Search box. Use this field to search either vendor code or vendor name. It searches from the beginning of the field. If the vendor is not set up, click Esc on your keyboard, then click Add. Please fill in the vendor s Tax ID number (SSN) if they are issued a Services Rendered Form. Enter the Vendor Information. The Vendor Code can be anything you want. 19

Any school employee who brings you money should be set up as a VENDOR. You can use their first name, last name or any combination for the VENDOR CODE. If the vendor receives a SERVICES RENDERED form, please fill in the TAX ID information. Vendors can also be added while entering receipts, checks paid and payables. Please refer to the corresponding page to enter a vendor while adding: Receipts Page 24 Checks Paid Page 36 Accounts Payable Page 44 1099 Information We are required to send a 1099-Misc tax form to the IRS and any vendor that we collectively pay over $600 per calendar year for goods or services. (Employees are not 1099 vendors.) This system can track information for the district to consolidate the data for all schools. It is very important that you include the TAX ID or Social Security Number when entering a vendor you pay with a Services Rendered form. Or 20

If this vendor receives a Services Rendered Form, please enter their Tax Id # or Social Security #. Also, if you use this program to print your checks, it s very helpful to have the address completed in this section as it will always print on any checks payable to them. Once all information is entered, click Save. 21

Edit Vendor information Click on Accounting Accounting Vendors List Find the Vendor in the list and double click on it. Click on Edit Make the changes and click on Save. Click on Close to Exit Vendors. 22

Receipts To post receipts, click on Accounting Accounting Receipts Click on Add to enter a new receipt. Verify the prefilled receipt number corresponds to the receipt number in your book. You may need to manually correct the receipt number if you have started a new receipt book. The date should be the date on your written receipt. The GL Acct will always be 991 Cash on Hand The Recvd From; should be the vendor code for employee that brought you the money. 23

Add a vendor while entering a receipt Enter a Vendor Code in the Rcvd From box. A box will pop up asking you if you would like to add the vendor. Click on Yes. 24

The vendor box will pop up. Complete the information and click Save twice. Then click Close and you will be returned to the Receipt page. Once the Vendor is set up or selected, the Individual box will automatically fill in with the information you ve entered. Then click Add Line Item 25

Then enter the Acct Sub Acct Amount And Note Use this to describe the transaction Field trip destination, t-shirt sales, dues, etc. You can add up to five account line items per receipt. If you add more, a sequentially number receipt will be entered for the next five items. Click the bottom Save First Then click the top Save or Save Add Another if you have more receipts to enter. Click on Close to exit the Receipts screen. 26

Edit Receipts Click on Accounting, Accounting Receipts Click on List Find the receipt in the list and double click on it. 27

Click on Edit and make the changes needed. After editing the information, click on the bottom Save and then click on the top Save. Click on Close to exit the Receipts screen. 28

Voiding Receipts To void a receipt, click on Void Receipt from the receipt screen. Voiding a receipt reverses the original accounting entry. NOTE: Voiding a receipt will create a negative or reversal entry of the original receipt. Make sure you are using the correct date to void the entry. Enter Reason and Correct Date here. 29

Bank Deposits This process automatically tranasfers the money that you ve receipted to GL 991 CASH ON HAND into your CHECKING ACCOUNT GL 992 (your checking GL number may have changed if you ve changed banks). Click on Accounting Accounting Transfers and Deposits Deposit This will bring up the following screen. Do not change the Deposit into (992) or the Deposit Money From (991) fields. GL Number for Checking Account Actual Deposit Date Never change the 991 If this total is different from your deposit total, recount your deposit and then re-add your Monies collected forms. Receipt numbers that make up deposit 30

You can print a detailed deposit voucher by clicking on Deposit Voucher Clicking on Deposit Voucher will bring up the following screen. Change your dates if necessary and click on Preview or Print. Click Close. Very important to then click Post, as this completes the transfer from 991 to your checking GL. 31

Sample Deposit Voucher Receipt Dates Receipt Numbers Receipt Totals Deposit Total This is a detailed report of where the funds that make up your deposit came from. If you didn t print this report with the Deposit transaction, you can print it at any time by clicking on Reports Deposit Voucher Select Preview or Print. 32

Edit a Deposit Total If you need to correct the deposit total, click on Accounting Accounting Transfers and Deposits Transfer General Ledger Click on List. Scroll to the bottom to find your deposit. Open your deposit by double clicking on the transaction. 33

Click on Edit, make changes and then click on Save. 34

Manual Checks This section is only for those schools who do not use the Accounts Payable and Print Checks options. To enter a check, click on Accounting Accounting Checks Paid Click on Add. 1. If the Check Number is not correct, change it to the number of the check you are entering. 2. The Date should be the date on the check. 3. The GL Acct. should be your Checking Account. 4. Enter the Vendor code for the payee. See instructions below for entering a vendor code while posting a check. 35

Adding a Vendor While Posting a Manual Check Enter a Vendor Code in the Vendor box. A box will pop up asking if you would like to add the vendor. Click on Yes Then the vendor screen will open. 36

Add the vendor information. Then click Save twice Click Close to return to the Checks Paid screen. Your vendor information will be pre-filled with the payee name. 37

Click on Add Line Item. Enter the check information. 1. The Acct is the Activity Account that you want to pay the money from. 2. Enter a Sub Account Number to reflect the type of expenditure. (see Appendix ) 3. Fill in the Amount of the check. 4. The Tax Amount is optional. If you use the field for the total tax paid, the Amount should still be the check total. 5. Fill in PO or Services Rendered number. 6. Fill in Invoice Number when available. 7. Add any Note that helps describe the expenditure. 8. If this expenditure is for a service and you ve prepared a Services Rendered form, please check the 1099 box. If you completed the Tax ID information for this vendor, this box will be checked for you. 38 When all information is entered, always click on the bottom Save first and then click on the top Save.

Editing Checks Paid Click on Accounting Accounting Checks Paid Click on List to find the check you want to edit. Find the disbursement in the list and double click on it. Or use this box to search. It searches from the beginning of the field. Clicking on any of the column headings will sort the column and change the Quick Search box criteria. 39

Click on Edit and make the changes needed. If you decide not to edit the check, you can click on Cancel. If you are changing information in the Account or Amount section of the check, you also need to click on the bottom Edit. If you edited information in the bottom half of the check screen, click the bottom Save and then click on the top Save. Now click on Close. 40

Voiding a Check Click on Accounting Accounting Checks Paid Click on List to find the disbursement that you want to void. Find the check in the list and double click on it. Use this box to search by check number or vendor. Clicking on any of the column headings will sort the column and change the Quick Search box criteria. 41

Click on Void this Check A box will pop up to allow you to enter a reason for the void. Type in your reason and make sure the Void Date is correct. Then click on Continue. The system will credit the activity account and bank the check was originally charged to. Note: When voiding a check, you should never use a date in a month that has been reconciled. 42

Adding Payables (to print checks) (While this feature is primarily for those schools using the Print Check feature, Payables can also be used to encumber funds. This is especially useful for those schools using purchasing cards.) Click on Accounting Accounting Accounts Payable Click on Add. Bank Acct should be your checking GL number. 43

Enter the Vendor ID for the Payee. Adding a Vendor While Entering a Payable Enter a Vendor Code in the Vendor ID box. If the Vendor Code is not set up, a box will pop up asking you if you would like to add the vendor. Click on Yes. A blank vendor box will pop up. 44

Add the vendor information and click Save twice. Click Close to return to the payable you were entering. Click on Add Line Item. Uncheck this box if you don t want the check to print in the next check run. You will need to check it when you re ready to print the check. See Section 45

Enter the payable information as follows. 1. The Acct is the activity account number you want to pay from, 2. Sub Account number that reflects the purpose of the expenditure, 3. Enter the amount of the expenditure charged to this Activity Account and Sub Account. 4. Enter the Purchase Order number, Invoice Number and any Note that will help describe the purchase or payment. 5. Check the 1099 box if you issue a Services Rendered form. Repeat to add additional lines. There is a line limit of 14 lines per payable. If your payable is more than 14 lines, it will automatically create a new payable with the same vendor, date, etc. Once you have entered all information, click on the bottom Save, then the top Save and then click on Close. 46

Editing Payables Click on Accounting Accounting Accounts Payable Click on List to find the payable you want to edit. Find the payable in the list and double click on it. Clicking on the column headings will sort the column, alternating between ascending and descending. 47

Click on Edit and make the changes needed. If you decide not to edit the payable, you can click on Cancel. Otherwise, click on Save. Now click on Close. Deleting a Payable Click on Accounting Accounting Accounts Payable Click on List to find the payable you want to delete. 48

Find the payable in the list and double click on it. Clicking on the column headings will sort the column, alternating between ascending and descending. Click on Del to delete the payable A box will pop up to verify that you really want to delete this record. Click Continue to delete. Click Close if you decide not to delete the payable. 49

Printing Checks This is only for schools using the Accounts Payable section. If you are interested in using this feature, please call Internal Accounts for check order information. This section takes the information from Accounts Payable to print your checks. Load checks in your printer. ALWAYS PREVIEW CHECKS PRIOR TO PRINTING Click on Reports Accounting Print Checks This box will appear. ALWAYS choose to preview the checks before printing. Payables dated after this date will not print. Verify Next Check Number and Date to Print on Checks Check this box if you want payables to the same vendor to print on one check. (This does not work for BLANK vendor. 50

A preview of all the checks that are going to print will come up on the screen. You should look through the report to make sure that everything looks right. There will be a page for every check. If everything is correct then close this box by clicking on the red X. If you find something that needs to be changed: 1. Close the Preview Screen by clicking on the Red X. 2. Close the Print Checks Screen by clicking on Close. 3. Find the Payable you need to edit (See page 51 for editing instructions.) PRINTING CHECKS 1. Verify checks are properly loaded in your printer. 2. Verify the Next Check Number is correct. 3. Verify the date which will be printed on the checks. 51

4. If you want all payables to the same vendor to print one check, check the appropriate box. (This option is not available if you use the Blank vendor.) 5. Click Print. The system will print only the first check and then ask you if it printed properly. Look at the check. If there was a problem printing the check, click No and see the instructions below. If the check printed correctly, click Yes. If you clicked Yes, the rest of the checks will print and then you will see a box asking if all the checks printed properly. If you had a problem with any checks printing, click on No and see the instructions below. Otherwise, click on Yes. If Checks(s) Didn t Print Correctly If you answered No, the system proceeds as if the check(s) never printed. The payable will not be moved over to Checks Paid. If a check didn t print properly, you will need to account for the ruined check by entering it as a manual check with $0.00 for the amount and the current date in the Date Canceled field. See page 35 for more information on how to enter a manual check. It should look something like this: 52

Holding Checks from Printing There are two ways to keep a check from printing. All payables with the Pay This box checked and a payable date equal to or before the current date will print in the check run. If you want to enter a payable in advance but do not want the check to print, you can uncheck this box or specify a future date for the check to be printed. Either change the Date to a date in the future or uncheck this box. 53

Journal Adjustments Posting Interest Earned Accounting Accounting Journal Adjustment Click on Add. The Journal Adjustment Number will be created by the system. Enter the same date the interest appears on your bank statement, the GL number of the account earning the interest, and the amount of interest. Click on Save and then click on Close. 54

Interest is usually credited to 15500 General Miscellaneous. Sub Accounts 950 Checking Interest 960 Savings/CD Interest Bank Charges This can be check order charges, services charges or charging off an NSF check. Accounting Accounting Journal Adjustment Click on Add 55

The adjustment number will be automatically created by the system. Enter the date of the adjustment. Enter the GL number of your bank usually 992. Change Type from I (Income) to E (Expense). Enter the amount of the bank charge. Enter the account you want to charge - usually 15500 Change Sub Account to 101 Enter the amount of the bank charges Enter a short description of the journal adjustment. Click on Save. Click on Close 56

Transfers Activity Account Transfers this transfers money from one activity account to another. It has no effect on the bank balance. Click on Accounting Transfers and Deposits Transfer Activity Click on Add. The From Activity Account is the account you want to take the money from. The To Activity Account is the account receiving the money. Enter Sub Accounts Enter the amount of the Transfer Fill in the Note field with a short description of the transfer. Click on 57

The Transfer # will be assigned for you. Sample of completed Activity Transfer 58

Bank Reconciliation Cancel Checks Each month you must Cancel the checks that clear the bank in order to remove them from the Outstanding Check Report. Click on Accounting Accounting Cancel Checks Enter the last day of the month as the Cancellation Date. Click OK. 59

To cancel a check, click on the check number. To uncheck an entry, click on the check number again. The Total Cancelled at the bottom of the screen should balance to the check total on your bank statement. (You may need to make adjustments for check order charges or NSF checks.) Click OK to close this screen. This total should reconcile to the check total on your bank statement after making adjustments for NSF checks or check order charges. Post Interest see page 54 Journal Adjustments. Adjustments for NSF checks, or check order charges see page 55 Bank Charges. Bank Reconciliation Click on: Reports Accounting Bank Reconciliation 60

Enter the beginning and ending statement dates. Enter the Ending Balance from your bank statement. Enter any deposits not included on the bank statement. Click on Preview to view the report. If you are in balance, click on Print. The following report will pop up. The starred items MUST match. The system will tell you if you are out of balance. It will also be indicated on the bottom of the report. 61

If you are in balance, the totals with three asterisks will all match. Your principal should also review and sign this report. Print the report and have your principal review it and sign where indicated. Month End Bank Reconciliation Check List 1) All receipts and checks posted for the month 2) All journal adjustments posted a. Interest b. Check Order Charges c. Uncollected NSF checks 3) Complete Bank Reconciliation and balance Cancel all cleared checks Bank Reconciliation report 4) Run month end reports 62

Bank Reconciliation Report Activity Ledger report for the month Outstanding Checks Report 5) Backup your data to Internal Accounts Department 6) Submit to Internal Accounts by the 15 th of each month Bank Reconciliation Report Reviewed and Signed by Principal and Bookkeeper Copy of all Bank Statements Activity Ledger Report Reviewed and Signed by Principal and Bookkeeper Outstanding Check Report 7) If you are out of balance, call us for help 63