Richmond Public Schools Student Activity Fund Using EPES Software Quick Reference Manual 2015 1
SAF Manual Table of Contents 1. Setting up new Activity Accounts/Sub-Accounts/General Ledger Accounts..3 2. Entering/Editing/Deleting Receipts 4 3. Entering/Editing/Cancelling/Un-Cancelling Checks..5 4. Adding Vendors 6 5. Making Transfers/Deposits.7 6. NSF Checks/Return Deposit/Service Charges and Interest....8 7. Add back Dated Checks.9 8. Generating Reports.10 9. SAF Chart of Accounts 11 10. Reconciliation Checklist..12 11. Auditor Assignment.13 12. Forms 14 2
Setting up a new Activity Account/Club and Sub-Account/General Ledger At the opening screen: 1. Select Accounting, then Accounts, then Activity Accounts, your screen should look like below 2. Select add from the tool bar, this should bring you here 3. Enter the following information: a. Activity Account/Club # (see page 11) b. Account Name c. Advisor d. Beginning Balance e. Once all has been entered select SAVE. 4. To record a new Sub-Account, follow step (1, and 2), but choose Sub-Account instead of Activity Account 5. For Sub-Accounts enter the account number and the account name then SAVE 6. To record a new General Ledger account, follow step (1, and 2), but choose General Ledger instead of Activity Account 7. Enter the GL account number, enter the new account name, and then SAVE. 3
Entering/Editing/Deleting Receipts At the opening screen: 1. Select Accounting, then Receipts, your screen should look like below 2. Select add from the tool bar, this will bring you here. 3. Enter the following information: a. Receipt number b. Date c. GL account d. Vendor e. Select add Line Item, enter the acct, sub-account (if necessary), then amount f. If all information is correct, select save, if you need to add another receipt, instead of save select saveadd another. 4. To Edit or Delete a receipt, under Receipts, select List 5. This will pull all receipts for your school; you can search by date, Receipt #, Individual, Amount, GL Acct# or name. 6. Once you have found the receipt double-click to view it, then choose Edit or Delete, then confirm your edits, or deletion. 4
At the main screen under Accounting: Entering, Editing, Cancelling/Un-Cancelling Checks 1. Select Accounting, then Checks Paid, then Add this should bring you to a screen that looks like this 2. Enter the following information: a. Check # b. Date c. GL Account d. Vendor ID being paid, (this will automatically populate the payee field, DO NOT USE MISCELLANEOUS, BLANK, or NO VENDOR) e. Then Select add line item f. Select the activity account g. Sub-account if necessary h. Enter the amount of the check i. Than Save 3. To Edit or cancel a check, under the Checks Paid, select List 4. This will pull up a list of checks written by your school, you can search by Check #, Vendor, Payee, Amount, Check Date, GL account, and date cancelled. 5. Once you have found the check that you need to edit or cancel, from the list double click on it. 6. Then select Edit, here you can change the Check #, Date, GL account, or Vendor. If you need to cancel a check enter the cancellation date under date cancelled and SAVE 7. For editing, just change your information as needed, once complete save. To Un-Cancel a Check: 1. From the List select the check that needs to be cancelled. 2. Select Edit, double click to open, take out dates cancelled 3. Then Save, this will un-cancel a check 5
How to set up a new vendor in EPES 1. Sign-on to EPES Software 2. Select the fiscal year 3. Select your school, then select continue 4. Under the Accounting tab at the top of the page, a dropdown menu will appear 5. Select Accounting again 6. This will open a new dropdown box, select Vendors 7. This will bring you to the Vendors home screen, from here you can do any of the following: a. View a list of vendors Select List b. Add a new vendor Select Add c. Delete a vendor Select List, than double click on the vendor, then click del (delete) d. Edit a vendor Select Edit 8. For adding a new Vendor Select Add, then enter the following: a. Vendor Code b. Vendor Name DO NOT USE MISCELLANEOUS, BLANK, or NO VENDOR c. Full Address (street, city, state, zip) d. Phone Number e. Fax Number if applicable f. Main Contact g. Tax Id Number This is a mandatory field, do not set-up a vendor in EPES without having the Tax ID number. All vendors also must submit a W-9 form, which must be retained with Vendor Records. Parents, Teachers, and Students do not need to submit a W-9 h. Memo Description of services provided 9. If everything is correct, then Save 6
Making Transfers/Deposits 1. From the sign-on screen, Select the fiscal year, then continue 2. Select your school, then select continue 3. Under Accounting at the top of the page, Select Accounting 4. Select Transfer & Deposits 5. Then Transfer Activity 6. Select Add to add a new transfer 7. The Transfer number will generate 8. The date will populate, change if needed 9. Select your from activity account (what account do you want to pull money from) 10. Select the to activity account (where you want to move the money to) 11. Enter your from and to sub account information if necessary 12. Enter transfer amount 13. Enter a document number - Enter the number from the transfer document 14. Enter transfer note Enter the reason for the transfer 15. If you are finished select Save, if you need to add another transfer select Save and add another To Enter a Deposit: Under Accounting at the top of the page, Select Accounting 1. Select Transfer & Deposits 2. Then Deposits 3. Enter the deposit into information, the deposit from account, the deposit amount, a description, than Post Deposit. 7
NSF Checks/Return Deposit Items/Interest and Service Charges 1. Under Accounting, select Accounting then Journal Adjustments 2. Select add 3. Enter the following information: a. The JE number b. The date of the adjustment c. Enter GL account 4. Select (E) for expense or (I) for Income (Expense return deposit item, Income NSF return check) 5. Click add line item 6. Enter the amount of the adjustment 7. Enter Notes (description of adj, IE NSF check XXXX returned, or Ret. Dep. Item from XXXX) 8. Then Save or Save-add another To Enter Interest and Service Charge 1. To enter interest follow steps to enter a receipt, for Service charge follow steps to enter as a check 2. For Interest payee use Interest, for Service Charge payee use Service Charge 3. Once information is entered select Save 8
How to Add Back Dated Checks Dated Check A check that has been outstanding for a year or more, and must added back to the school s books. These are the following steps to adding back a dated check: 1. Run an outstanding Check Report a. Under Reports b. Select Accounting c. Select Outstanding Checks d. Enter the following i. Thru Date ii. Checking Account e. Then either, Preview, Print or Export the report Review for dated checks 2. You will need the following information from the reviewed checks to move to step 3 a. Check number b. Vendor Name c. The account that it was coded to d. The amount of the check 3. Once you have all information pulled, Go To Receipts a. Under Accounting b. Select Accounting c. Then Receipts d. Then Add 4. Enter the following information a. Check Number as receipt number b. Date Date you are correcting receipt c. Change account to XXX Checking account (this is the account the check was paid from) d. Enter the original Vendor name that the check was paid to e. Then add line item f. Select activity account g. Enter amount h. Under Notes Enter add back dated check and the original amount of the check i. Then Save or Save and add another (if doing more than one) 5. Now it s time to cancel the Check a. Under Accounting, choose accounting b. Then Cancel Checks c. Using the date you recorded the receipt from step 4, enter in the date field d. Then select OK, This will bring up a list of checks that need to be cancelled e. Select the check number in the blue field to get a check mark f. Make sure the amounts match g. Save or OK 9
Generating Reports Generate Outstanding Check Report 1. Run an outstanding Check Report a. Under Reports b. Select Accounting c. Select Outstanding Checks d. Enter the following i. Thru Date ii. Checking Account e. Then either, Preview, Print or Export the report Review for dated checks Instructions for Printing Sequential List of Cancelled Checks 1. After you have selected your school, and fiscal year, use the following steps below to print, preview, or export your report. a. Select Report b. Then Accounting c. Select Sequential List d. Then List of Checks e. Select By Check Num, then select the following i. Date Cancelled ii. Month is (ie enter 1(1 Jan)) iii. Select Add Condition iv. Then Preview, Print or Export your report. Instructions for generating bank reconciliation 1. Under Reports 2. Select Accounting 3. Select Bank Reconciliation 4. Enter the following i. Select bank account ii. Enter date range iii. Enter ending balance from bank statement 5. Then print Instructions for generating a Reconciliation Report 1. Under Reports 2. Select Accounting 3. Select Reconciliation 4. Enter the date range then preview 5. Then Print 10
Instructions for generating Activity Ledger Report 1. Under Reports 2. Select Accounting 3. Select Activity Ledger 4. Enter the date range then preview 5. Then Print 11
Richmond Public Schools SAF Chart of Accounts ATHLETICS (001 099) 001 Baseball 002 Basketball Boys 003 Football 004 Golf 005 Soccer 007 Tennis Boys 008 Track Boys 009 Wrestling 011 Softball 012 Basketball Girls 013 Hockey 014 Gymnastics 017 Tennis Girls 018 Track Girls 087 District 088 Regional 089 State 099 Administration PHYSICAL EDUCATION (100 119) 112 Gym Locks 113 Gym suits 114 Towels PUBLICATION (120-129) 121 Annual Publication 122 Newspaper Publication 123 Magazine Publication MILITARY (130-139) 130 Cadet Corps HOMEROOMS (140-169) 140 Homeroom 141 Homeroom 142 Homeroom 143 Homeroom 144 Homeroom 145 Homeroom 146 Homeroom 147 Homeroom 148 Homeroom 149 Homeroom OPEN (170-199) CLASS (200-270) 200 Class of 12
201 Class of 202 Class of 203 Class of 218 Class of 219 Class of 220 Class of 1990 221 Class of 1991 222 Class of 1992 223 Class of 1993 224 Class of 1994 225 Class of 1995 226 Class of 1996 227 Class of 1997 228 Class of 1998 229 Class of 1999 230 Class of 2000 231 Class of 2001 232 Class of 2002 233 Class of 2003 234 Class of 2004 235 Class of 2005 OPEN (280-299) DEPARTMENTS (300-399) 300 Art Department 301 Business Department 302 English Department 303 Foreign Language Department 304 Guidance Department 305 History Department 306 Home EC-Play School 307 307 ID Cards 308 308 Music-Vocal 309 Band Department 310 Science Department 311 Media Department 312 Exceptional Ed. Department 313 Physical Education Department 314 Tech. Education Department 318 Acts Department 320 Security Department 323 Commercial Foods Department 324 Catering Wish Class 330 Hospitality Department CLUBS (500-562) 500 Adapts Club 501 Alumni Experience 502 American Experience 503 Art club 504 Band 13
505 Baseball Club 506 Beautification 507 Black History Club 508 Boys Athletics Association 509 Boys Basketball Club 510 Boys Tennis Club 511 Boys Tracks Club 512 Career Association CLUBS (500-562) 514 Charmettes 515 Cheerleaders 516 Choir Club 517 Club 224 518 C.O.E. 519 DECA CLUBS (521-562) 521 DECA Locks 522 Drama 523 Dramatics 524 Ebony in Motion 525 Ecology Club 526 Football Club 527 Forensics & Debate 528 French Club 529 F.B.L.A. 530 F.H.A. 531 F.M.C.C. 532 F.T.A. 533 German 534 Girls Athletics Association 535 Girls Basketball Club 536 Girls Tennis Club 537 Girls Track Club 538 Golf Club 539 Gymnastics 540 Health Club 541 Hearing Impaired 542 Hero 543 History Club 544 Hi-Y 545 Homecoming 546 Home Economics 547 Honor Society 548 H.O.S.A. 549 Human Relations 550 Industrial Arts CLUBS (521-563) 551 Jobs for Virginia Graduates 14
552 Junior Classical League 553 Kennedy Queens 554 Key Club 555 Keyettes 556 Latin Club 557 Life Club 558 Majorettes 559 Marching Band/Color Guard 560 Mathematics Club 561 Micro Club 562 Modern Dance 563 Movie Makers CLUBS (564-588) 564 Music Club 565 Peers Club 566 Pep Club 567 Photography 568 Reading Club 569 Safety Patrol 570 Science 571 Soccer Club 572 Softball Club 573 Spanish Club 574 Spanish National Honor Society 575 Special Education Club 576 Student Appreciation Club 577 Student Council/Student Government 579 Toby Teens 580 Track Meet Club 581 Tri-Hi-Y 582 Vica 583 Vica-Store 584 Virginia Technology Student Association 585 Wrestlerettes 586 Wrestling Club 587 Wrestling Tournament 588 Y-Teens NON-STUDENT ACTIVITY (610-621) 610 Adopt-A-School 611 Athletic Boosters 612 Band Boosters 613 Bull Dog Club 614 C. C. Hancock 615 Faculty Scholarship 616 Hospitality Fund 617 Jefferson Gold Club 618 Jennings Memorial 619 PTA Sponsored Activity 620 Red Cross 15
621 School Improvement Fund OPEN (641-919) GENERAL (920-949) 920 Book Fair 921 Class Pictures 922 Commissions Received 923 Field Trips 924 Fund Raising 925 General 926 Insurance 927 Interest 928 Movies 929 Theater 930 Weekly Readers 931 Workbooks SCHOOL BOARD (950-970) 950 Bookroom-Audit Sales 951 Damaged School Property 952 Damaged & Lost Textbook SCHOOL BOARD (950-970) 953 Instructional Material 954 Lab Fees-Nursing 955 Library-Fees & Fines 956 Printing Charges 957 Shop Charges 958 Transcript 959 Tuition-Apprentice 960 Tuition-Day School 961 Tuition-Night School 962 Tuition-Nursing School STORES (971-980) 971 Bookstore 972 Candy & Snack Vending Machine 973 Curiosity Shop 974 Paperback Books 975 Pen/Pencil Sales 976 Vending Machine PRINCIPAL S EXPENSE (981-989) 981 Postage 982 Other Expenses ASSESTS (990-999) 990 Petty Cash 991 Cash Advance 992 Checking Account 16
993 Savings Account SUB-ACCOUNTS (0001-0099) 0001 Ads & Patrons 0002 Advances 0003 Awards 0004 Bank Charges 0005 Certificate Interest 0006 Circulation 0007 Clinic 0008 Contributions 0009 Dues 0010 Entry Fee 0011 Equipment 0012 Fund Raising 0013 Games Workers 0014 Gate Receipts 0015 Insurance 0016 Meals 0017 Official 0018 Photographic Service 0019 Printing 0020 Reimbursement 0021 Rental 0022 Security 0023 Subsidy-School Board 0024 Supplies 0025 Transportation 0026 Unif 17
SAF Bank Reconciliation Report Requirements The following is a list of all reports that should be attached to the SAF Report and sent into RPS Department of Finance, Attn: Stacey Jordan, no later than the 15 th of every month, or 5 days from receipt of your bank statement. Please use this as a checklist and attach to the front of the SAF report to ensure that all necessary documentation has been sent. This will ensure that the Department of Finance has all required documentation to complete a review of your reconciliation. MONTH: SIGNED BANK RECONCILIATION REPORT BANK STATEMENT FOR ALL ACCOUNTS (INVESTMENT, SAVINGS, ETC) LIST OF OUTSTANDING CHECKS REPORT ACCOUNT RECONCILIATION REPORT SEQUENTIAL LIST OF CANCELLED CHECKS REPORT CASH BALANCE FOR NOT THE SAME AS CASH BALANCE FOR OTHER (SPECIFIED BELOW) 18
SAF Bank Reconciliations Auditor Assignments Satydra Chandler ACDC/RICHMOND ALTERNATIVE SCHOOL AMELIA STREET ARMSTRONG BLACKWELL BROWN BROAD ROCK CARVER CARY CHIMBORAZO CONTINUING EDUCATION GOVERNOR S SCHOOL GREENE HILL, ALBERT HUGUENOT JONES KING MUNFORD OVERBY-SHEPPARD REDD REID RTC-EVENING RTC SOUTH STUART THOMPSON Jacquelyn Stubbs BELLEVUE BINFORD BOUSHALL ELKHARDT FAIRFIELD COURT FISHER FOX FRANCIS FRANKLIN MILITARY ACADEMY GINTER PARK HENDERSON HENRY, PATRICK HOLTON JEFFERSON MARSHALL MASON MAYMONT OAK GROVE OPEN SOUTHHAMPTON SWANSBORO THIRTEEN ACRES/REAL WESTOVER HILLS WOODVILLE WYTHE 19
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