Accounting & P.O. Manual School Accounting Made Easy. The how to guide of the Activity Accounting and Purchase Order Programs. Walk through of Activity Accounting32 Purchase Orders Includes Screen Shots
Section A1 A Table of Contents A c t i v i t y A c c o u n t i n g Program Setup and Basics PROGRAM BASICS / SETUP... B-1 STARTUP AND EXIT OF PROGRAM... B-1 Startup...B-1 Exit...B-2 CHANGE PASSWORD... B-2 BACKUP AND RESTORING... B-3 Restoring data...b-4 Accounts and Sub Accounts 1 G.L. ACCOUNTS C- ACCOUNTS...C-1 ADD ACCOUNTS... C-1 EDIT ACCOUNTS... C-3 SUB ACCOUNTS...D-5 ADD SUB ACCOUNTS... D-5 EDIT SUB ACCOUNTS... D-7 Vendors VENDOR MAINTENANCE...D-10 ADD VENDORS...D-10 Add Vendor While Entering a Receipt...D-13
Add Vendor While Entering a Payable...D-13 EDIT VENDOR...D-13 BLANK VENDOR CODE...D-15 1099 INFORMATION...D-15 Receipts ENTER RECEIPTS... E-1 ENTERING RECEIPTS...E-1 EDIT RECEIPTS...E-4 PRINT RECEIPTS...E-6 REPRINT RECEIPTS...E-7 VOID RECEIPT...E-8 BANK DEPOSITS... F-9 RECORD BANK DEPOSIT...F-9 PRINT DEPOSIT SLIP...F-3 ACCOUNTS PAYABLE ENTER DISBURSEMENTS AND PAYABLES...G-1 DISBURSEMENTS FOR MANUAL CHECKS... G-1 Add Disbursements... G-1 Edit Disbursements... G-4 Void Disbursement... G-6 PAYABLES CHECKS TO BE PRINTED... G-8 Add Payable... G-8 Edit Payables...G-12 Delete Payable...G-13 Void Payable...G-14 PRINTING CHECKS...H-15 PREVIEW CHECKS...H-15 HOLDING CHECKS FROM PAYMENT...H-16 PRINT CHECKS...H-18 ADJUSTMENTS ADJUSTMENTS... I-1 JOURNAL ADJUSTMENTS...I-1 NSF Checks...I-1 Bank Charges...I-2 Correcting a Cancellation Date...I-3 TRANSFERS (ACTIVITY/GL)...I-4 BANK RECONCILIATION BANK RECONCILIATION...J-1 BANK RECONCILIATION PREPARATION... J-1 Cancel Checks... J-1
Outstanding Checks Report... J-2 BANK RECONCILIATION... J-2 Month End MONTH END...K-5 Year End YEAR END... L-1 Reports RUNNING REPORTS / QUERIES...M-2 REPORT EXAMPLES...N-1 ACCOUNT AND SUB ACCOUNT... N-1 Chart of Accounts... N-1 VENDORS... N-3 Vendor Listing... N-3 Vendor Labels... N-4 Sequential List of All Transactions by Vendor... N-5 RECEIPTS... N-7 Sequential List of Receipts... N-7 ACCOUNTS PAYABLE... N-8 Sequential List of Checks... N-8 Sequential List of Accounts Payables... N-9 ADJUSTMENTS...N-10 Journal Adjustments... N-10 Sequential List of Activity Transfers... N-11 Sequential List of GL Transfers... N-13 BANK RECONCILIATION...N-14 Outstanding Checks... N-14 Reconciliation Report... N-15 Bank Reconciliation (monthly)... N-16 LEDGER... N-17 Activity Ledger report... N-17 P u r c h a s e O r d e r s ENTER PURCHASE ORDER...O-1 ADD VENDOR... O-1 ENTER PURCHASE ORDER... O-1 EDIT PO... O-3 Edit PO header... O-3 Edit PO Lines... O-4 DELETE PURCHASE ORDER... O-4 Delete Entire PO... O-4 Delete PO Lines... O-5
RECEIVE ON A PURCHASE ORDER... P-1 RECEIVE ITEMS ON PURCHASE ORDER...P-1 Receive Entire Purchase Order (Basic Detail)...P-1 Receive Partial Purchase Order (More Detail)...P-3 VIEW/ EDIT HISTORY OF PURCHASE ORDER...P-5 PURCHASE ORDER REPORTS...Q-1 Purchase Orders Open... Q-2 Purchase Orders Received... Q-3 PO with Encumbrances... Q-4 PO Deficit Balance... Q-5 Open by Account... Q-6 Open by Sub Account... Q-6 A d m i n i s t r a t o r s ADMINISTRATORS...R-2 Accounting Preferences...R-2 Po Preferences...R-3 Close Month...R-3 Reopen Closed Month...RR-4 Close Year...R-5 View Previous Year...R-7 Reset to Current Year...R-7 Audit Reports...R-8 Relink Tables...R-9 Export...R-10 Import...R-11 Update Cash Balances...R-12 Add and Edit Users and User Passwords...R-13 Auto Backup...R-13 Security Groups...R-14 Update Version...R-15
Program Basics / Setup Section B Startup and Exit of Program EPES Helpline 1(800) 237-6498 Option 1 STARTUP Start/ All Programs/ EPES Accounting/ School Accounting PRIN = AIDE = SYS For bookkeepers the User ID will always be BK. BK B-1 7/1/2009
Program Basics / Setup EXIT Accounting/ Exit Change Password Utilities/ Change Password <Change Password>. B-2 7/1/2009
Program Basics / Setup Password1 Password2 Password2 Backup and Restoring BACKUP DATA Utilities/ Backup - Restore <Backup><Close> B-3 7/1/2009
Program Basics / Setup RESTORING DATA Utilities/ Backup - Restore <Restore> <Close> B-4 7/1/2009
Program Basics / Setup B-5 7/1/2009
Accounts Section C EPES Helpline 1(800) 237-6498 Option 1 Add Accounts Accounting/ Accounting/ Accounts/ Activity Accounts Verify the Account is Not Set Up <List> C-1 7/1/2009
Accounts Clicking on the column headings will sort the column and change the Quick Search box. Use this field to search either account number or account name. It searches from the beginning of the field. Wildcard of % can be used. <Add> C-2 7/1/2009
Accounts <Cancel> <Save><Close> Edit Accounts Accounting/ Accounting/ Accounts/ Activity Accounts C-3 7/1/2009
Accounts <List> <Edit> <Cancel><Save> <Close> \ GENERAL LEDGER ACCOUNTS: Five General Ledger accounts are automatically set up: 1) Petty Cash 2) Cash On Hand 3) Checking 4) Savings 5) Investments You may add new G.L. Accounts or edit existing. For adding and editing of G.L. Accounts refer to Activity Accounts documentation. C-4 7/1/2009
Sub Accounts \ Section D EPES Helpline 1(800) 237-6498 Option 1 Add Sub Accounts Accounting/ Accounting/ Accounts/ Sub Accounts D-5 7/1/2009
Sub Accounts Verify Sub Account is Not Set Up <List> Use this field to search either sub account number or sub account name. It searches from the beginning of the field. Wildcard of % can be used. D-6 7/1/2009
Sub Accounts Clicking on the column headings will sort the column and change the Quick Search box. <Add> <Cancel><Save><Save> <Close> New # New Sub Account Name <Save> Edit Sub Accounts D-7 7/1/2009
Sub Accounts Accounting/ Accounting/ Accounts/ Sub Accounts <List> <Edit> <Cancel><Save> <Close> D-8 7/1/2009
Sub Accounts D-9 7/1/2009
Sub Accounts Vendor Maintenance Add Vendors Accounting/ Accounting/ Vendors EPES Helpline 1(800) 237-6498 Option 1 Verify that Vendor is Not Set Up <List> D-10 7/1/2009
Sub Accounts Use this field to search either Clicking on the column heading vendor code or vendor name. It will sort the column and change searches from the beginning of the Quick Search box. the field. Wildcard of % can be used. <Add> D-11 7/1/2009
Sub Accounts EPES EPES Software 206 N Armstrong Room 115 Bixby OK 74008 918-366-4453 918-366-4455 Michael Jones 55-1234567 772233 If this vendor receives a 1099, you must enter their Tax Id # or Social Security #. Company offers a 10% discount to school districts if you ask Field What to Enter Vendor Code Short Abbreviation of Vendor name Vendor Name Full Vendor Name Address Vendor Street Address Address line 2 Additional Street Address Info City Vendor City D-12 7/1/2009
Sub Accounts State Zip Phone Fax Attn Tax ID School Vend # County ID Bid Category Memo Vendor State Vendor Zip Code Vendor Phone Number Vendor Fax Number Your contact at the vendor Tax Payer ID or Social Security Number Customer ID that the vendor has assigned your school Tennessee only User discretionary field Any info that will help you in the future <Save><Close> ADD V ENDOR WHILE E NTERING A R ECEIPT ADD V ENDOR WHILE E NTERING A PAYABLE Edit Vendor Accounting/ Accounting/ Vendors D-13 7/1/2009
Sub Accounts <List> <Edit> <Cancel><Save> <Close> D-14 7/1/2009
Sub Accounts Blank Vendor Code 1099 Information D-15 7/1/2009
Sub Accounts D-16 7/1/2009
Enter Receipts Section E EPES Helpline Entering Receipts Accounting/ Accounting/ Receipts 1(800) 237-6498 Option 1 Click on <Add> to enter a new receipt. E-1 7/1/2009
Enter Receipts Adding a Vendor While Entering a Receipt <Yes> E-2 7/1/2009
Enter Receipts <Save> <Close> E-3 7/1/2009
Enter Receipts <Add Line Item> Cash on Hand account. <Save> It is important to remember to choose the payment type. C = Cash K= Check E = Electronic Transfer R = Credit Card M = Money Order O = Other Edit Receipts Accounting/ Accounting/ Receipts E-4 7/1/2009
Enter Receipts <List> <Edit> <Cancel><Save> <Close> E-5 7/1/2009
Enter Receipts Print Receipts <Print New Receipt> E-6 7/1/2009
Enter Receipts Reprint Receipts Reports/ Accounting/ Print Previous Receipts <Print>. E-7 7/1/2009
Enter Receipts Use this field to search receipt number. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column. Void Receipt <Void Receipt> NOTE: Voiding a receipt will create a negative (reversal) entry of the original receipt. This negative amount must be considered on your daily deposit. If you have already deposited the amount of the original receipt you must decrease your current deposit by the amount of the reversing entry. E-8 7/1/2009
Bank Deposits Section F EPES Helpline 1(800) 237-6498 Option 1 Record Bank Deposit Accounting/ Accounting/ Transfers and Deposits/ Deposit NOTE: You may occasionally be required to maintain multiple checking accounts in the event you change banks for some reason. You may add a new G.L. Account and specify it as a checking account. For all new checking account transactions you will simply need to change the G.L. designation from 992 to whatever new G.L. Checking account you set up for the new account. F-9 7/1/2009
Bank Deposits <Deposit Voucher> <OK> F-2 7/1/2009
Bank Deposits Print Deposit Slip Accounting/ Accounting/ Transfers and Deposits/ Deposit <Deposit Voucher>. F-3 7/1/2009
Bank Deposits <Preview>. <Print> F-4 7/1/2009
Bank Deposits F-5 7/1/2009
Enter Disbursements and Payables Section G Disbursements for Manual Checks EPES Helpline 1(800) 237-6498 Option 1 ADD D ISBURSEMENTS Accounting/ Accounting/ Checks Paid <Add> G-1 7/1/2009
Enter Disbursements and Payables Do not change the Bank Acct number (992). Adding a Vendor While Entering a Manual Disbursement <Yes> G-2 7/1/2009
Enter Disbursements and Payables <Save> <Close> G-3 7/1/2009
Enter Disbursements and Payables <Add Line Item> <Save> EDIT DISBURSEMENTS Accounting/ Accounting/ Checks Paid G-4 7/1/2009
Enter Disbursements and Payables <List> Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. <Edit> <Cancel><Save> <Close> Clicking on the column headings will sort the column and change the Quick Search box. G-5 7/1/2009
Enter Disbursements and Payables VOID DISBURSEMENT Accounting/ Accounting/ Checks Paid <List> G-6 7/1/2009
Enter Disbursements and Payables Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <Void this Check> <Continue> <Cancel Void> G-7 7/1/2009
Enter Disbursements and Payables Payables Checks to be Printed ADD PAYABLE Accounting/ Accounting/ Accounts Payable <Add> Do not change the Bank Acct number (992). Adding a Vendor While Entering a Payable G-8 7/1/2009
Enter Disbursements and Payables <Yes> G-9 7/1/2009
Enter Disbursements and Payables <Save> <Close> <Add Line Item> Uncheck this box if you don t want the check to print in the next check run. You will have to check it when you finally want it to print. See Section H. G-10 7/1/2009
Enter Disbursements and Payables <Save> <Close> G-11 7/1/2009
Enter Disbursements and Payables EDIT PAYABLES Accounting/ Accounting/ Accounts Payable <List> Clicking on the column headings will sort the column, alternating between ascending and descending. G-12 7/1/2009
Enter Disbursements and Payables <Edit> <Cancel><Save> <Close> DELETE PAYABLE Accounting/ Accounting/ Accounts Payable <List> G-13 7/1/2009
Enter Disbursements and Payables Clicking on the column headings will sort the column, alternating between ascending and descending. <Del> <Continue> <Close> VOID PAYABLE G-14 7/1/2009
Printing Checks Section H EPES Helpline 1(800) 237-6498 Option 1 Preview Checks Reports/ Accounting/ Print Checks H-15 7/1/2009
Printing Checks Holding Checks from Payment Accounting/ Accounting/ Accounts Payable H-16 7/1/2009
Printing Checks <List> Clicking on the column headings will sort the column, alternating between ascending and descending. <Edit>. H-17 7/1/2009
Printing Checks <Save> <Close> OR Print Checks Reports/ Accounting/ Print Checks H-18 7/1/2009
Printing Checks Only if you didn t use the Blank vendor code. The Print check numbers on checks should only be checked if you do not use pre numbered checks. Normally all checks will be pre numbered. <No> <Yes> H-19 7/1/2009
<No> <Yes> If a Check Does Not Print Properly H-20 7/1/2009
Adjustments Section I EPES Helpline 1(800) 237-6498 Option 1 Journal Adjustments NSF CHECKS Accounting/ Accounting/ Journal Adj. <Add> I-1 7/1/2009
Adjustments <Save><Close> BANK C HARGES Accounting/ Accounting/ Journal Adj. <Add> I-2 7/1/2009
Adjustments <Save><Close> CORRECTING A CANCELLATION DATE Accounting/ Accounting/ Checks Paid I-3 7/1/2009
Adjustments <List> Use this field to search. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <Edit><Save> <Close> Transfers Accounting/ Transfers and Deposits/ Transfer Activity I-4 7/1/2009
Adjustments <Add> <Save> <Close> I-5 7/1/2009
Adjustments GENERAL LEDGER TRANSFERS: Enter G.L. transfers the same as the Activity Account transfers. G.L. transfers do not affect your Activity Fund Accounts. I-6 7/1/2009
Bank Reconciliation Section J EPES Helpline Bank Reconciliation Preparation CANCEL CHECKS Accounting/ Accounting/ Cancel Checks 1(800) 237-6498 Option 1 <OK> J-1 7/1/2009
Bank Reconciliation <OK> OUTSTANDING CHECKS R EPORT Bank Reconciliation Reports/ Accounting/ Bank Reconciliation J-2 7/1/2009
Bank Reconciliation <Preview> <Print> Normally the principal would review and sign this report. J-3 7/1/2009
Bank Reconciliation <Print> J-4 7/1/2009
Month End Section K THE BELOW STEPS ARE RECOMMENDED FOR MONTH END AND YEAR END CLOSING. CHECK WITH YOUR DISTRICT FOR REQUIRED MONTH/YEAR END CLOSING PROCEDURES Check List K-5 7/1/2009
Year End Section L Check List EPES Helpline 1(800) 237-6498 Option 1 4) L-1 7/1/2009
Running Reports / Queries Section M Reports/ Accounting/ xxxxxxxx. EPES Helpline 1(800) 237-6498 Option 1 M-2 7/1/2009
Running Reports / Queries. Let s go over how to use it. M-3 7/1/2009
Report Examples Section N EPES Helpline Account and Sub Account CHART OF A CCOUNTS <Preview> <Print> 1(800) 237-6498 Option 1 N-1 7/1/2009
Report Examples SUB ACCOUNT <Preview> <Print> N-2 7/1/2009
Report Examples Vendors VENDOR LISTING <Preview> <Print> N-3 7/1/2009
Report Examples VENDOR LABELS <Preview> <Print> N-4 7/1/2009
Report Examples SEQUENTIAL LIST OF ALL TRANSACTIONS BY V ENDOR N-5 7/1/2009
Report Examples <Preview> <Print> N-6 7/1/2009
Report Examples Receipts SEQUENTIAL LIST OF R ECEIPTS <Preview> <Print> N-7 7/1/2009
Report Examples Accounts Payable SEQUENTIAL LIST OF CHECKS <Preview> <Print> N-8 7/1/2009
Report Examples SEQUENTIAL LIST OF ACCOUNTS PAYABLES <Preview> <Print> N-9 7/1/2009
Report Examples Adjustments JOURNAL ADJUSTMENTS N-10 7/1/2009
Report Examples <Preview> <Print> SEQUENTIAL LIST OF ACTIVITY TRANSFERS N-11 7/1/2009
Report Examples <Preview> <Print> N-12 7/1/2009
Report Examples SEQUENTIAL LIST OF GL TRANSFERS <Preview> <Print> N-13 7/1/2009
Report Examples Bank Reconciliation OUTSTANDING CHECKS <Preview> <Print> N-14 7/1/2009
Report Examples RECONCILIATION REPORT <Preview><Print> Continued N-15 7/1/2009
Report Examples BANK R ECONCILIATION (MONTHLY) N-16 7/1/2009
Report Examples Ledger ACTIVITY LEDGER REPORT <Preview> <Print> N-17 7/1/2009
Report Examples N-18 7/1/2009
Enter Purchase Order Section O EPES Helpline 1(800) 237-6498 Option 1 Add Vendor Accounting/ Purchase Orders/ Vendors Enter Purchase Order Accounting/ Purchase Orders/ Po Add Edit Receive O-1 7/1/2009
Enter Purchase Order <Add> <Add Line Item> O-2 7/1/2009
Enter Purchase Order <Save> <Close> Edit PO EDIT PO HEADER Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> <Save><Close> O-3 7/1/2009
Enter Purchase Order EDIT PO LINES Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> <Edit> <Save><Close> Delete Purchase Order DELETE ENTIRE PO Accounting/ Purchase Orders/ Po Add Edit Receive O-4 7/1/2009
Enter Purchase Order <Del> <Continue> DELETE PO LINES Accounting/ Purchase Orders/ Po Add Edit Receive <Edit> O-5 7/1/2009
Enter Purchase Order <Delete> <Yes> <Yes> O-6 7/1/2009
Receive on a Purchase Order Section P EPES Helpline 1(800) 237-6498 Option 1 Receive Items on Purchase Order RECEIVE E NTIRE PURCHASE ORDER (BASIC D ETAIL) Accounting/ Purchase Orders/ PO Add Edit Receive <List> Use this field to search PO # or vendor. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. P-1 7/1/2009
Receive on a Purchase Order <Receive All> <Continue> <Post Recpts> P-2 7/1/2009
Receive on a Purchase Order RECEIVE PARTIAL PURCHASE ORDER (MORE D ETAIL) Accounting/ Purchase Orders/ Po Add Edit Receive <List> Use this field to search PO # or vendor. It searches from the beginning of the field. Wildcard of % can be used. <Edit>. Clicking on the column headings will sort the column and change the Quick Search box. P-3 7/1/2009
Receive on a Purchase Order <Save> <Post Recpts> P-4 7/1/2009
Receive on a Purchase Order View/ Edit History of Purchase Order Accounting/ Purchase Orders/ Po Add Edit Receive <List> P-5 7/1/2009
Receive on a Purchase Order <Edit>. Use this field to search PO # or vendor. It searches from the beginning of the field. Wildcard of % can be used. Clicking on the column headings will sort the column and change the Quick Search box. <View/ Edit History>. P-6 7/1/2009
Receive on a Purchase Order P-7 7/1/2009
Purchase Order Reports Section Q EPES Helpline 1(800) 237-6498 Option 1 Q-1 7/1/2009
Purchase Order Reports PURCHASE ORDERS OPEN <Preview><Print> Q-2 7/1/2009
Purchase Order Reports PURCHASE ORDERS R ECEIVED <Preview><Print> Q-3 7/1/2009
Purchase Order Reports PO WITH E NCUMBRANCES <Preview><Print> Q-4 7/1/2009
Purchase Order Reports PO DEFICIT BALANCE <Preview><Print> Q-5 7/1/2009
Purchase Order Reports OPEN BY ACCOUNT <Preview><Print> OPEN BY S UB ACCOUNT <Preview><Print> Q-6 7/1/2009
Purchase Order Reports Q-7 7/1/2009
Administrators Section R EPES Helpline 1(800) 237-6498 Option 1 ACCOUNTING PREFERENCES R-1 7/1/2009
Administrators PO PREFERENCES R-2 7/1/2009
Administrators CLOSE MONTH R-3 7/1/2009
Administrators REOPEN C LOSED MONTH NOTE: ONLY ADMINISTRATOR CAN REOPEN A CLOSED MONTH: R-4 7/1/2009
Administrators CLOSE Y EAR R-5 7/1/2009
Administrators YOU WILL BE PROMPTED TO COMPLETE STEPS 1 AND 2 OF THE YEAR END ROLLOVER. YOU WILL RECEIVE A MESSAGE THAT PRIOR YEAR DATA EXISTS OVERWRITE (Y) OR (N). THIS IS SIMPLY MOVING YOUR LAST YEARS DATA INTO THE PRIOR YEAR FOLDER TO MAKE IT AVAILABLE FOR YOU TO REVIEW AS NEEDED. R-6 7/1/2009
Administrators VIEW PREVIOUS Y EAR RESET TO CURRENT Y EAR R-7 7/1/2009
Administrators AUDIT REPORTS R-8 7/1/2009
Administrators RELINK TABLES R-9 7/1/2009
Administrators EXPORT R-10 7/1/2009
Administrators IMPORT R-11 7/1/2009
Administrators UPDATE CASH BALANCES R-12 7/1/2009
Administrators ADD AND EDIT U SERS AND U SER PASSWORDS AUTO BACKUP R-13 7/1/2009
Administrators SECURITY GROUPS R-14 7/1/2009
Administrators UPDATE V ERSION R-15 7/1/2009
Section S EPES Helpline 1(800) 237-6498 Option 1 S-1 7/1/2009