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Parts of the Account Code

Parts of the Account Code
An account can be comprised of up to five parts: Fund, Function, Object, Location, and Program. In ACCOUNTING MANAGER, the size and role of each part can be determined by the user.
 
The Fund is the code representing the fund that the account is recorded in.
 
The Function is the basic account number that indicates what category the account is for. The function portion of the code should correspond to the New York State Uniform Chart of Accounts guidelines. You may, however, change the accounts to meet your specific needs. (Examples: Cash, Fund Balance, Real Property Taxes, Plant Maintenance, Instruction, etc.)
 
The Object indicates the type of transactions in the account. Object codes are predominantly used for appropriation codes (i.e., salaries, equipment, contractual expenses, supplies, etc.)
 
The Location indicates the building location within the municipal entity. This can be used for entities with multiple locations.
 
The Program indicates the specific program the account is used for. The program is usually used when there are several programs to be accounted for within one single function-object code. (Example: Federally funded projects to segregate expenditures by project.)
 
You may use as few or as many parts of the account code, depending upon your entity’s needs. The more detailed your reporting needs, the more parts you will want to use. Accounting Manager allows you to specify the length of each part of the account code for each fund. Refer to Fund Maintenance for further details.
 
The Chart of Accounts Master File contains the fund code, account code, account description, type, status, ST3 code, and Cash Account indicator for each account.
 
After selecting the Chart of Accounts option, the Account Maintenance window displays. The Account Maintenance window displays a listing of the contents of the Chart of Accounts Maintenance File. Account codes are listed in alpha-numerical order by code. Use this window to add, update, or delete an account code.
 
The Maintenance folders on the left-hand side of the window are used to navigate to other Accounting Master File Maintenance routines.
 

Account Maintenance Browser

Account Maintenance Browser
The browser in the middle of the window contains a list of all existing account codes. The Account Maintenance browser displays the following information: Account, Name, Account Type, and Status. The viewer below the browser displays detailed information pertaining to the record highlighted in the browser. When this window is first accessed, account records are displayed in alpha-numerical order by code. To change the manner in which information is displayed in the browser, simply click once on the column title (Account, Name, etc). The column title is highlighted in yellow to indicate the selected sort option.
 
Data in a browser is normally sorted in either numerical ascending order or in alphabetical order. To reverse the order, that is to sort in numerical descending order or in reverse alphabetical order, click on the column title a second time.
 
You may restrict the browser to only show those account codes within a specified type and/or status. Use the Type field to restrict the browser to display only Appropriation accounts; only GL accounts; only Revenue accounts; or All accounts (Appropriation, GL and Revenue). In addition, you may further restrict the display by choosing a specific status from the Status drop-down field. You may restrict the browser to show only Active codes, only Inactive codes, or All codes (Active, Inactive, and Hidden). NOTE: The View drop-down menu at the top of the window also provides access to the Type and Status browser view fields.
 
The window allows you to search for a specific record based on the sorting method chosen. Immediately above and to the extreme right of the Account Maintenance browser is a search feature. The name of the Search field changes based on the column title that is highlighted. For example, if you are sorting by Account Code and you want to find a specific account record, enter that account code in the field and press the Search button to begin the search process. The system highlights the appropriate record.
 
The navigation options can be accessed through the Navigation drop-down menu or through the buttons at the top of the window . These navigation buttons can be used to scroll through the records in the Account Maintenance browser.
 
 

Adding a New Account Code Record

Adding a New Account Code Record
Follow the steps below to create a new code.
1. Press the Add  button that displays in the maintenance toolbar at the top of the Account Maintenance window.
2. Add all information associated with the account.
3. Press the Save  button to lock in the new information.
 

Updating an Account Code Record

Updating an Account Code Record
1. Highlight the appropriate account code in the browser and press the Update  button that displays in the maintenance toolbar at the top of the Account Maintenance window.
2. Change the name, status, and ST3 code as needed. When updating an account record, the fund, account, and type fields are not modifiable if transactions already exist for the account.
3. Press the Save  button to lock in the revised information.
 
 
Deleting an Account Code Record
 
NOTE: You may not delete any codes for accounts that have activity in the account history. For example, if detail transactions (i.e., cash receipts, cash disbursements, etc.) exist for an account, that account code cannot be deleted.
1. Highlight the appropriate account code in the browser and press the Delete  button that displays in the maintenance toolbar at the top of the Account Maintenance window.
2. Confirm that this is the correct record that you wish to delete. Press Yes to delete the record. Press No if you do not want to delete the record.

VENDOR MAINTENANCE

Adding a New Vendor Record

Adding a New Vendor Record

Updating a Vendor Record

Updating a Vendor Record

SCHEDULES

Open and Closed Schedules

Open and Closed Schedules

Schedule Maintenance

The schedule maintenance function enables the user to open and edit schedules for the recording and organizing of accounting information.
 
To enter the schedule maintenance function, select Data Entry, Schedule Maintenance.

 

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Close and Post Schedules

Close and Post Schedules

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Closing a Schedule

Purchase Orders

Computer Generated Purchase Orders

Computer Generated Purchase Orders

Computer generated purchase orders are where all of the information, including items and their associated costs are entered into the system. Once entered, the purchase orders are encumbered against the system. Then at a specified point in time, the entered purchase orders are printed. After printing, the purchase orders are then sent to the respective vendor for processing.
 
To produce a computer generated PO you can either choose Computer PO from the Purchase Order drop Down in Data Entry or you can choose the Comp PO Icon on the Toolbar .
 

 

Selecting a Schedule

Selecting a Schedule

Select an open schedule in which to record the purchase order. Click on Magnifying glass icon to select from available schedules. If schedule does not exist you can create a new schedule by clicking on the Add icon.
 

Enter a Computer Generated Purchase Order

Enter a Computer Generated Purchase Order

After selecting a schedule, ACCOUNTING MANAGER will display a listing of all computer generated purchase orders in that schedule.

�   Click ADD icon on tool bar.

�   Enter the entry date and press TAB.

Accounting Tips:

0   Computer Generated Purchase Order may be dated for the entry date to simplify the review process. Once printed, the printing date will represent the date the order or commitment to purchase goods and services is made. Proper dating of the purchase orders will result in accurate comparison to budget reports.

 

�   Enter the vendor number or click the magnifying glass to see an alphabetical listing of all vendors. (You can also add a new vendor here by clicking on the +ADD button.)

�   Enter the Building code to designate a place of delivery, if necessary. (Please refer to File Maintenance: Buildings)

�   Enter the name of the contact, or "ATTN:" person to appear on the purchase order, in the "Req. By:" box.

�   Click the SAVE icon to proceed to the Items Entry screen.

 

�   Enter the first appropriation account to be encumbered and press TAB, click the magnifying glass to view all available accounts. All appropriation account code look up tables include a display of the applicable unencumbered balance while in the pre-select mode.

�   Enter the quantity to be ordered and press TAB. For a single item with no unit price, enter a quantity of zero (0).

�   If the quantity was given, enter the per unit price for the goods/services and press TAB.

�   If no quantity was given, enter the extended price for the goods/services and press TAB.

�   If there are insufficient funds in the selected appropriation account, ACCOUNTING MANAGER will prompt the user if you want to override the transaction.

�   Enter the description of the item of good/services to be ordered and press TAB.

�   Click SAVE icon to save the new entries.

�   Enter additional items in the same manner.

Accounting Tips:

0   ACCOUNTING MANAGER automatically credits the reserve for the encumbrance account in the General Fund. No additional journal entry is necessary to record the encumbrance.

 
If you need to add more purchase orders to this schedule you must go back to the Purchase Order Entry Screen. Once all Purchase Orders and their item entries are complete you can exit the Computer Generated PO Routine.
 

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Account distribution can be done by multiple methods:
�   Line-by-line – As shown above.
�   Percentage distribution of total purchase order
�   Combination of line-by-line and percentage.
 
Percent Distribution – If an item is to be paid for out of more then one account you should leave the account field blank on the Item Entry tab. Fill in all the other information and SAVE icon. You must then click on the % button and enter in multiple accounts and the percentages to be encumbered from those accounts. You can also do a Percent Distribution of the whole Purchase Order by putting all the items on the Item Entry without an account number and then clicking on the % button to distribute the entire amount to several accounts.
 
 

Editing/Changing a Computer Generated Purchase Order

Editing/Changing a Computer Generated Purchase Order

Removing a Computer Generated Purchase Order

Removing a Computer Generated Purchase Order

PRINTING AND POSTING PURCHASE ORDERS

PRINTING AND POSTING PURCHASE ORDERS

To print purchase orders from the current schedule, select Print Purchase Orders from the Data Entry/Purchase Order Menu.
 

 
ACCOUNTING MANAGER will display the Print Purchase Order screen.
 

�   Select the schedule from which to print by clicking on Magnifying glass icon and selecting desired schedule.

�   Enter the date to be printed on the purchase orders.

�   If you wish to print a selected POs Click on Print Only Selected POs.

�   The starting Purchase Order Number defaults to the next available number. The system keeps track of the next available number by fiscal year. You cannot re-use a PO number or use a number that is less than the default number. Click Print button on toolbar to print the purchase orders.

�   The Purchase Order’s will print to the screen in a report viewer window for you to browse through to make sure they are accurate. Click on the Print button on the toolbar to print.

 

 You cannot leave the Print Purchase Order Screen until you either Print the PO’s or Re-set the printing cycle. You will receive the error message:

 

 

Once the PO’s are all printed and you are sure they are correct you can post. Just choose the POST button on the Print Purchase Order screen.

 
 
 
 
You will receive the following alert message before you actually post:
 

 

�   Answering "YES" will post all encumbrance data to the appropriate files. During posting, all account code detail data will be summarized into a single entry per account code. Be sure to wait until all purchase orders have printed to respond to this question.

 

Resetting Purchase Orders

Resetting Purchase Orders

Cancel or Partially Liquidate a Purchase Order

Cancel or Partially Liquidate a Purchase Order

Selecting a Purchase Order

Selecting a Purchase Order

Canceling a Purchase Order

Canceling a Purchase Order

Partially Liquidating a Purchase Order

Partially Liquidating a Purchase Order

Increasing a Purchase Order

In addition to issuing, canceling, and partially liquidating purchase orders, ACCOUNTING MANAGER also increases purchase orders, either in one of the existing account codes on the purchase order or on an entirely new account. To increase an existing purchase order, select Increase PO from the Data Entry/Purchase Order menu.
 

 
 

Selecting a Schedule

Selecting a Schedule

Increasing Amount to Existing Account on the Purchase Order

Increasing Amount to Existing Account on the Purchase Order

When all changes are complete click on the CONFIRM PO INCREASE icon.

Adding a New Account to the Purchase Order

Adding a New Account to the Purchase Order

When all changes are complete click on the CONFIRM PO INCREASE icon.

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CASH DISBURSEMENTS

Computer Generated Checks

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You must first choose a current Schedule . Choose an existing schedule by clicking on the magnifying glass icon. A new schedule can be added by clicking on the Add icon.
 
 

Each computer generated cash disbursement has two parts. The first part is the information part of the computer generated cash disbursement which records the purchase order number, disbursement date, payment amount, and complete vendor information. (This is where you can add a vendor to the vendor table if you discover they aren’t in the system yet. Just click on the ADD button). The second part is the account code distribution of the cash disbursement.

 
 

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Printing and Posting Checks

Printing and Posting Checks

To print computer-generated checks that have already been entered into the current disbursement warrant, select Print Disbursement Checks from the Cash Disbursement Menu in Data Entry.
 

All of the account distribution information was entered on the schedule through the Computer Generated Cash Disbursements module. Through the check printing routine of ACCOUNTING MANAGER, the user can enter the date of the warrant, the actual check numbers, and the range of temporary check to print.
 

�   Click on Magnifying glass to select a schedule to print

.

 

�   Enter the date to be printed on the checks and press TAB.

�   Enter the check entry date range to be printed and press TAB.

 

Accounting Tips:

0   The ability to select a date entry range provides the user the ability to print a smaller subset of the selected schedule/warrant. This will allow users to maintain multiple warrants, based upon the date the checks were printed, within each schedule.

 

�   Enter the check number of the first check in the printer. The actual check number will replace the temporary check numbers that were originally assigned by ACCOUNTING MANAGER when the cash disbursement information was entered onto the current schedule.

�   If printing all unprinted checks in schedule select Print All Checks. If printing selected checks only click on Print selected checks.

�   Click the Printer button.

 

Accounting Tips:

0   The user should load the blank computer checks into the desired printer prior to selecting the Print Checks routine.

 

�   ACCOUNTING MANAGER will validate the current check run to ensure they have been properly prepared. If any errors exist, the user will be prompted to correct the error before printing.

 

 
 

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After printing the checks, the user has the option of resetting and re-running the checks in case of errors during the printing process. To re-run the checks, click RE-SET PRINT Icon.
ACCOUNTING MANAGER will review the checks that have been sent to the printer to determine if all checks or if only a portion is printed. The range of check numbers assigned to checks will be displayed on screen. The user may select to re-run all checks or only a selected range of check numbers.
 

�   Selected to re-run All or a Range and press TAB.

�   If a range, enter the number range to re-run and press TAB.

�   Click "YES" to re-run the selected range.

 

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Once the checks have been printed and determined to be accurate, the checks must be posted. Posting the checks records the payment permanently in the accounts payable file. To post the checks click the POST icon.
 

�   Read the check posting message that appears on screen.

�   Click "YES" to post the payroll checks.

�   Click "NO" to leave the routine and not post the payroll checks.

 

Voiding Cash Disbursements

Voiding Cash Disbursements

There are 2 ways to void checks. The first way is to simply void a check , select the Void Checks option in the Cash Disbursement menu of Data Entry.

 

Void Check Only

Void and Re-Issue Computer Checks

 

Cash Receipts

The cash receipts module is the first segment of the data entry module. This segment should be used for entering data from the treasurer’s individual cash receipts for the particular period. To enter the cash receipts module, select Data Entry then Cash Receipts from the ACCOUNTING MANAGER drop down menu or simply click the Cash Receipts button..

Accounting Tips:

0 ACCOUNTING MANAGER will indicate if the entry is out-of-balance by the totals bar at the right of the screen. If the entry is in balance, all three totals will indicate $0.00 and Distribution Balanced will be displayed. If the entry is out-of-balance, the totals will indicate the dollar amount. Positive amounts indicate excessive debits while negative amounts indicate excessive credits. The receipt must be in balance or all detail lines must be deleted before user may exit the screen.

�   Select the print size for the receipts.

�   Enter the receipt range or accept the default.

�   Enter the date range or accept the default.

�   Enter the number of copies of each receipt.

�   Click "OK to run the report and send it to the report viewer. Review the report for errors. When the report is ready to print click the print icon from the menu bar.

Journal Entries

The Journal Entries function is the third segment of the data entry menu. This segment should be used for entering journal entries into the system. Built in defaults prevent the user from entering out-of-balance entries into the system. To enter the Journal Entries Module, select Journal Entries form the Data Entry drop down menu or click the journal entry button on the toolbar.

Parts of the Journal Entry
 
Each Journal Entry has two parts. The first part is the information part of the journal entry, which records the journal entry number, the date, the type of journal entry, and a brief description. The second part is the account code distribution of the journal entry.
 
Entering a Journal Entry
 
Select an existing schedule by clicking the magnifying glass icon or add a new schedule by clicking the add button. Journal Entries displayed in RED have no detail accounting records.

 

�   Click the ADD button on the toolbar.

�   A JE reference number is automatically assigned.

�   Enter the journal entry date.

Accounting Tip:

0   As with all data in ACCOUNTING MANAGER, the date of the journal entry is the basis for all reporting purposes. All journal entries should be dated for and correspond with the schedule it is being entered on.

 

�   Select the type from the drop down list. The user must choose from between a Standard, Budgetary, or Opening entry.

Types of Journal Entries:

Types of Journal Entries:

BUDGET TRANSFER
 
This segment should be used for recording budget transfers between budgetary appropriation accounts.
This function is not for recording total budgetary increases or decreases, which should be made by budgetary journal entries. To enter the Budget Transfer function, select Budget Transfer from the Data Entry menu.
 

Parts of the Budget Transfer
 
Each budget transfer has two parts. The first is the information part of the budget transfer, which records the budget transfer reference number, the date, and a brief explanation. The second part is the account code distribution of the budget transfer.
 
Entering a Budget Transfer
After selecting a schedule by clicking the magnifying glass icon to choose an existing schedule or clicking the add button for a new schedule, ACCOUNTING MANAGER will display a listing of all budget transfers in that schedule.

 
 

�   Click the Add button on the toolbar.

�   Enter the budget transfer date and press TAB.

Accounting Tips:

0  As with all data in ACCOUNTING MANAGER, the date of the budget transfer is the basis for all reporting purposes. All transfers should be dated for and correspond with the schedule it is being enter on.
 

�   Enter an explanation of the budget transfer and click SAVE.

 
This completes the information part of the budget transfer. ACCOUNTING MANAGER will automatically advance to the detail screen of the budget transfer to make the appropriate account distributions in add mode.
 

 

�   Enter the account that funds will be transferred out of and press TAB (press F6 or double click the textbox to view a listing of all available appropriation accounts).

�   Enter the dollar amount of funds to be transferred out and click the Save button.

�   Enter the account that funds will be transferred into and press TAB twice.

�   Enter the dollar amount to be transferred in and click the Save button.

�   Enter additional transfers by repeating the procedure.

�   If the description setting is turned on then enter the desired description and click SAVE (for more information, please refer to SYSTEM MANAGER, System Parameters).

Accounting Tips:

0   ACCOUNTING MANAGER will indicate if the entry is out-of-balance by the transfer total at the bottom of the screen. If the entry is in balance, the total will equal $0.00. If the entry is out-of-balance, the total will indicate the dollar amount. A positive amount indicates excessive "transfers out" while a negative amount indicates excessive "transfers in".

 
 
 
Editing/Changing a Budget Transfer
 
ACCOUNTING MANAGER provides the user with the ability to edit and change the information provided on the individual budget transfer already entered into the current schedule.
 

�   Select the schedule the transfer resides in.

 
To Edit/Change the description part of a budget transfer
 

�   Select the transfer to edit from the list and click the Update button on the toolbar.

�   Press TAB until the information to be changed is highlighted.

�   Enter the correct data and click SAVE the save button.

 
To Edit/Change the detail item descriptions of a budget transfer
 

�   Click the DETAIL button on the toolbar.

�   Select the item line to be changed.

�   Press TAB until the desired field to be changed is highlighted.

�   Enter the correct data and click the SAVE button.

 
Removing a Budget Transfer
 
Users can remove a budget transfer from any open schedule, essentially eliminating the budget transfer entirely. The detail data must be deleted prior to delete the transfer information.
 
 Detail Line

�   Select the transfer to edit from the list and click the Detail button on the toolbar.

 

 

�   Select the detail line to be deleted.

�   Click the DELETE button on the toolbar.

�   ACCOUNTING MANAGER will ask you "Ok to delete the selected detail record?’

�   Click "YES" to remove the line.

�   Click "NO" to keep it.

 

�   Repeat steps for all detail lines if deleting entire transfer. Click the Budget Transfer button on the toolbar.

Budget Transfer

�   Click the DELETE button on the toolbar.

�   ACCOUNTING MANAGER will ask you "Delete the transfer?"

�   Click "YES" to remove the budget transfer.

�   Click "NO" to keep the budget transfer.

 

Accounting Tips:

0  Removing a budget transfer in ACCOUNTING MANAGER must be accomplished in these two series of steps. This safeguards against accidental erasure of the entire budget transfer.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 
PAYROLL TO GENERAL LEDGER DISTRIBUTION
 
 
�   The Payroll to GL Distribution routine is used to automate the recording of payroll related expenditures to the proper appropriation accounts in Accounting Manager. Because FM2004 was developed with the ability to run modules separately or all together, the expenditures resulting from payroll(s) are not recorded in Accounting Manager until this routine has been performed.
 

Go into Accounting Manager.
l Create a new cash disbursement schedule, mixed funds, called Pay Dist # and Date. While the routine will post the payroll expenses to any cash disbursement schedule, most users like to open a separate schedule (keeping these expenditures separate from their normal warrant) for distributions either for each payroll or for a month of payrolls. The routine will post all fund expenditures into this schedule regardless of what way the Mix Funds? question was answered when the schedule was set up.
l Next select from the tree select Data Entry, Cash Disbursements, Payroll to General Ledger Distribution.
l To create a new distribution, click the Add button. Now select a schedule to post the distribution to by using the dropdown button to display the list of open disbursement schedules and clicking on the appropriate schedule.
 

Once all necessary information has been entered, click the Save button.
 

Importing Payroll Expenditures:    Once the demographic information has been filled in, click on the Import  button. This will make the routine go out to payroll checks in the P/R Range of dates and accumulate the expenses to be distributed. If any checks in this range have been distributed prior to this, they will not be included now.
 
Distributing the Payroll Expenditures: The next step after importing the expenditures is to guide FM2004 through the way they should be distributed to the General Ledger and what their offsets will be. To begin, click the Distribute  button. Below is a sample screen showing how the distribution screen should be filled in.
 

 

After Checks - Payroll Transaction Journal (Summary)

After Checks - Payroll Transaction Journal (Summary)

 
07/15/03 DEMO SCHOOL DISTRICT PAGE 1
*****************************************************************************************************************************************
PAYROLL TRANSACTIONS FOR CHECKS DATED BETWEEN 07/05/03 - 07/18/03
 
PAYROLL JOURNAL SUMMARY.....
=========================================================================================================================================
 
PAYROLL TRANSACTION TOTALS
GROSS PAY................... 33,012.61
FICA WAGES.................. 33,012.61
FICA WITHHOLDING............ 2,046.78
MEDI WAGES.................. 33,012.61
MEDI WITHHOLDING............ 478.66
FEDERAL WAGES............... 32,811.07
FED WITHHOLDING............. 6,875.41
EARNED INCOME CREDIT........ 0.00
STATE WAGES................. 33,012.61
STATE WITHHOLDING........... 2,360.03
CITY WAGES.................. 16,546.71
CITY WITHHOLDING............ 108.99
ANNUITIES................... 0.00
FLEX DEDUCTIONS ............ 0.00
RETIREMENT DEDUCTIONS....... 201.54
OTHER DEDUCTIONS............ 0.00
NON CASH.................... 0.00
REIMBURSED EXPENSES......... 0.00
NET PAY..................... 20,941.20
 
************ PAYMENT METHODS *****************
 
Direct Deposit Amount........ 11,907.06
Normal Distributed Amount.... 9,034.14
 
**********************************************
 
********** TAX DEPOSIT INFORMATION ***********
 
Federal Deposit Amount....... 11,926.29
State Deposit Amount......... 2,360.03
NYC City Deposit Amount...... 36.64
YON City Deposit Amount...... 72.35
 
**********************************************
 
SCHEDULE OF OTHER DEDUCTIONS
Code Account Vendor# Vendor Name Amount
-------- --------------- ------- ------------ -------------
ERS TA18 547 EMPLOYER SER 90.46
TRS A632 2049 NYS TEACHERS 111.08
--------------
TOTAL 201.54

 
07/15/03 DEMO SCHOOL DISTRICT PAGE 2
*****************************************************************************************************************************************
PAYROLL TRANSACTIONS FOR CHECKS DATED BETWEEN 07/05/03 - 07/18/03
 
PAYROLL JOURNAL SUMMARY.....
=========================================================================================================================================
 
PAYROLL DISTRIBUTION
Account Number Description Amount
--------------- ---------------------------------------- -------------
A1040160110000 NON-INSTR SAL-DISTR CLERK 10,000.00
A1240150330000 INSTR SAL-SUPERINTENDENT 5,322.12
A1310150220000 ASST SUPER OF BUSINESS SALARY 5,005.81
A1310160220000 NON-INSTR SALARIES 1,117.31
A1620160440000 NON-INSTR SALARIES 1,281.27
A2020160330000 NON-INSTR SALS SECRETARIES 1,190.48
A2110120660000 TEACHER SALARIES K-6 5,229.41
A2110130770000 TEACHING SALARIES 7-12 770.45
A2110160660000 NON-INSTR SAL AIDES 500.31
A2815160660000 NON-INSTR SALS-HLTH SRVC 1,190.48
A5510160555000 NON-INSTR SAL-BUS DR REGULAR 634.52
 
FUND TOTAL 32,242.16
 
 
PAYROLL DISTRIBUTION
Account Number Description Amount
--------------- ---------------------------------------- -------------
F20121101500000 INSTRUCTIONAL SALARIES 770.45
 
FUND TOTAL 770.45
------------
GRAND TOTAL 33,012.61
 
 
 
Number of Checks from The Payroll(s) appearing on this Journal......... 11
 
Number of TRANSFERS from The Payroll(s) appearing on this Journal...... 0
 
Number of Checks Issued for the Payroll(s) appearing on this Journal....... 11 Check Range 327 - 337
 
Report Completed 11:45 PM

 

FICA\Medicare Report

FICA\Medicare Report

 
 
07/15/03 DEMO SCHOOL DISTRICT PAGE 1
**********************************************************************************************************************************
 
PAYROLL TAX EXPENSE BREAKDOWN BETWEEN 07/05/03 - 07/18/03
 
***** BREAKDOWN OF PAYROLL TAXES *****
Fund Gross Pay FICA Wages FICA Exp MED Wages MEDI Exp Fund Total TRS W/H
--------------- ---------------- --------------- --------------- --------------- --------------- ---------------- --------------
A 32,242.16 32,242.16 1,999.01 32,242.16 467.49 2,466.50 87.97
F201 770.45 770.45 47.77 770.45 11.17 58.94 23.11
--------------- --------------- ------------- --------------- ------------- --------------- --------------
33,012.61 33,012.61 2,046.78 33,012.61 478.66 2,525.44 111.08 TOTAL
 
** FICA / MEDICARE / TRS TOTALS **
GROSS PAY...................... 33,012.61
FICA WAGES..................... 33,012.61
FICA WITHHOLDING............... 2,046.78
MEDI WAGES..................... 33,012.61
MEDI WITHHOLDING............... 478.66
TRS WITHHOLDING............... 111.08
 
 
The breakdown by fund is calculated in proportion to the employees' account code breakdown for the selected
payroll(s). This breakdown does not include any amounts charged to the account NON CASH, which may cause a
difference between the Total Gross Amount and the Gross Account Totals. Any such differences, along with
any other warnings or discrepancies found are reported below.
 
** No Problems/Discrepancies Found **
 
Report Completed 11:44 PM
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

TRUST AND AGENCY PAYMENT PROCESSING

Purpose of the Trust and Agency Payment Processing Routine

Purpose of the Trust and Agency Payment Processing Routine
The Trust and Agency Payment Processing routine can be used to automate the creation of disbursements for a given payroll(s) from the Trust & Agency fund. Payments for Federal, FICA/Medicare (including the Employer share), State and City withholdings in addition to other employee related disbursements like Credit Union deductions, Garnishments, TSA Contributions, Organizational Dues, Retirement Loan payments, etc., can be included in the routine.

Important Note When Preparing to Use Automated Trust and Agency Processing

Important Note When Preparing to Use Automated Trust and Agency Processing
Make sure that G/L Accounts and A/P Vendors have been added for ALL deductions in the Deduction Codes maintenance table in PAYROLL MANAGER. This will help in 2 ways: First, this information will be printed on the Payroll Transaction Journal report in payroll where it can be referenced. Second, the Automated Trust and Agency Routine defaults these values for any new codes that are set up.

Using the Automated Trust and Agency Processing Routine

Using the Automated Trust and Agency Processing Routine
To access the Automated Trust and Agency Processing routine, open the Data Entry menu area in ACCOUNTING MANAGER . From the Cash Disbursement area, select the Trust and Agency Payment Processing option. The Automated Trust and Agency Processing window displays.
 
 

 

Initial Setup

Initial Setup
Choose the Maintenance folder to set up deduction codes for Trust and Agency payments.
 

 
 
The following are system-default trust and agency codes:
 
FICA-EMPL  - Employees’ share of FICA
FICA-EMPR  - Employer’s matching share of FICA
FWT  - Employees’ Federal Tax Withholding
MEDI-EMPL  - Employees’ share of Medicare
MEDI-EMPR  - Employer’s matching share of Medicare
NET  - Net Payroll to Disburse
SWT  - Employees’ State Tax Withholding
NYC  - Employees’ NYC Tax Withholding (if applicable)
YON  - Employees’ Yonkers Tax Withholding (if applicable)
 
Note:  If you do not wish to automate any of these default codes, simply change the Pay Cycle to Never on the Maintenance folder.

Updating Default Trust and Agency Codes for first-time use:

Updating Default Trust and Agency Codes for first-time use:

 
1.  Enter the Payment Method as either Check, Wire Transfer, or Electronic. Check will produce a Computer Check (to be printed from Finance Manager), while Wire Transfer and Electronic both create Manual Check records.
 
2.  Enter the Type of Payment. The typical Type is Consolidated, but the following explains the differences for each type.

Consolidated – The most commonly used method, creates one check for employees with the same deduction using one consolidated detail line for all employees on the check stub.
 
Singular by Vendor (Typically only used for Garnishments) – Like the Consolidated option, this method creates one check for employees with the same deduction, except it uses multiple lines of detail (one for each employee) on the check stub. It requires an additional deduction code entry for each employee and allows the entry of a reference number for the employee which is printed as the Invoice number on the check stub.
 
Example:
Check#    Vendor    Deduction  Invoice    Amount
1    ABC Company  Garnish    Emp1    $25.00
1    ABC Company  Garnish    Emp2    $30.00
1    ABC Company  Garnish    Emp3    $45.00
1    ABC Company  Garnish    Emp4    $50.00
 
The system will produce ONE check in the amount of $150.00 to vendor ABC Company and the check stub will contain a separate detail line for each employee as noted above.
 
Singular by Individual (Typically only used for Garnishments) – creates a separate check and separate detail line item for each employee with the same deduction. This method requires an additional deduction code entry for each employee and allows the entry of a reference number for the employee which is printed as the Invoice number on the check stub.
 
Example:
Check    Vendor    Deduction  Invoice    Amount
1    ABC Company  Garnish    Emp1    $25.00
2    ABC Company  Garnish    Emp2    $30.00
3    ABC Company  Garnish    Emp3    $45.00
4    ABC Company  Garnish    Emp4    $50.00
 
The system will create 4 separate checks as noted above to vendor ABC Company for each employee with the deduction, each with one detail line item and the respective invoice number.
 
 Note:  If the Type of Payment is Singular by Vendor or Singular by Individual, the Employee and Ref fields will open up for entry. The Employee field must be filled in with the employee number (or the lookup may be used) related to the deduction. For multiple employees, you must have multiple records for the same deduction codes, but with different employees linked to the records. The Ref field can be filled in with a unique reference number for each individual employee (defaults to the reference number, if one exists, on the deduction screen for the employee) and is printed in the invoice field on the check stub.
 
3.  Enter the vendor number (the lookup may also be used to find the number). The vendor number specified for the deduction on the Payroll Deduction Maintenance window is defaulted.
 
4.  Enter the Account to create the disbursement for (the lookup may also be used). The account specified for the deduction on the Payroll Deduction Maintenance window is defaulted.
 
5.  Specify the appropriate Pay Cycle for when payment is made for the deduction. This may be Every, Weekly, Monthly, Quarterly, Annually, or Never.
 

Adding Other Trust and Agency Codes

Adding Other Trust and Agency Codes
There are 2 methods to add TA Codes for deductions that were not originally set-up.
 
1.  Manually add ALL deduction codes through the Maintenance folder.
 
2.  Generate Trust and Agency Payments for a pay period – this will add any missing TA included on the current summarized payroll. While the routine will add the new codes, the user must update these codes on the Maintenance tab for their particular Payment Method, Type, Vendor, Account, and Pay Cycle. If the Payroll Deduction Maintenance tab has had the G/L Account and A/P Vendor updated, these values will default from the table. The Pay Cycle for any new codes created during the Generate Payment process, however, defaults to N/A and puts them on Hold, so if there are NEW code(s) created that should be paid on this particular run, one of the following two steps must be taken prior to creating the disbursements:

a) the new code(s) must be updated with the proper Payment Cycle and the user must manually remove the HOLD from the code(s) in the Review Payments folder.

       - Or –

b)  the new code(s) must be updated with the proper Payment Cycle and the payroll dates summarized again in the Generate Payments folder
 

Manually adding Trust and Agency Codes from the Maintenance folder:

Manually adding Trust and Agency Codes from the Maintenance folder:

 
1.  Click the Add button from the Maintenance folder
 
2.  Enter the TA Code (same as the Deduction Code). Use the lookup to select from a listing of valid deduction codes.
 
3.  Enter the Payment Method as either Check, Wire Transfer, or Electronic. Check will produce a Computer Check (to be printed from within Finance Manager), while Wire Transfer and Electronic both create Manual Check records.
 
4.  Enter the Type of Payment. The typical Type is Consolidated, but the following explains the differences for each type.

Consolidated – The most commonly used method, creates one check for employees with the same deduction using one consolidated detail line for all employees on the check stub.
 
Singular by Vendor (Typically only used for Garnishments) – Like the Consolidated option, this method creates one check for employees with the same deduction, except it uses multiple lines of detail (one for each employee) on the check stub. It requires an additional deduction code entry for each employee and allows the entry of a reference number for the employee which is printed as the Invoice number on the check stub.
 
Example:
Check#    Vendor    Deduction  Invoice    Amount
1    ABC Company  Garnish    Emp1    $25.00
1    ABC Company  Garnish    Emp2    $30.00
1    ABC Company  Garnish    Emp3    $45.00
1    ABC Company  Garnish    Emp4    $50.00
 
The system will produce ONE check in the amount of $150.00 to vendor ABC Company and the check stub will contain a separate detail line for each employee as noted above.
 
Singular by Individual (Typically only used for Garnishments) – creates a separate check and separate detail line item for each employee with the same deduction. This method requires an additional deduction code entry for each employee and allows the entry of a reference number for the employee which is printed as the Invoice number on the check stub.
 
Example:
Check    Vendor    Deduction  Invoice    Amount
1    ABC Company  Garnish    Emp1    $25.00
2    ABC Company  Garnish    Emp2    $30.00
3    ABC Company  Garnish    Emp3    $45.00
4    ABC Company  Garnish    Emp4    $50.00
 
The system will create 4 separate checks as noted above to vendor ABC Company for each employee with the deduction, each with one detail line item and the respective invoice number.
 
 Note:  If the Type of Payment is Singular by Vendor or Singular by Individual, the Employee and Ref fields will open up for entry. The Employee field must be filled in with the employee number (or the lookup may be used) related to the deduction. For multiple employees, you must have multiple records for the same deduction codes, but with different employees linked to the records. The Ref field can be filled in with a unique reference number for each individual employee (defaults to the reference number, if one exists, on the deduction screen for the employee) and is printed in the invoice field on the check stub.
 
5.  Enter the vendor number (the lookup may also be used to find the number). The vendor number specified for the deduction on the Payroll Deduction Maintenance window is defaulted.
 
6.  Enter the Account to create the disbursement for (the lookup may also be used). The account specified for the deduction on the Payroll Deduction Maintenance window is defaulted.
 
7.  Specify the appropriate Pay Cycle for when payment is made for the deduction. This may be Every, Weekly, Monthly, Quarterly, Annually, or Never.

Processing Payments

Processing Payments

Generate Payments

Generate Payments
This routine is used to create the trust and agency payment amounts for the current time period and cycles selected. From the Generate Payments folder, the Generate Trust and Agency Payments criteria window displays.

 
1.  Enter the Starting and Ending Payroll Check Dates to summarize payment information for - Typically this is the day after the last payroll summarized through the current payroll check date in order to pick up any additional payments for checks processed after the previous payroll.
 
2.  Set the Payment Cycles to generate payments for – Check any cycles associated to deductions you want to create payments for at this time
 
3.  Click the Generate button – Generating makes the routine proceed with calculating payment amounts based on the criteria set. If you have new deductions in the current payroll you will receive this message:
 
  **After editing deduction codes, regenerate the payments.
 

Review Payments

Review Payments
To review TA codes and current payment info, click on the Review Payments folder.

 
The TA codes may be sorted by Code or any other column simply by clicking on the respective column heading. The column heading is highlighted in yellow to indicate the selected sorting method. To print a report of the current payments, choose the Reports drop-down menu from the top of the window and select the Trust and Agency Payments report.
 

To Edit the Current Disbursements:

To Edit the Current Disbursements:

1.  Highlight the deduction record in the browser that you wish to update and press the Update button.
There are 3 items that can be modified:

Amount – The current payroll amount set to be disbursed

Unpaid Bal – The amount of money which was held from previous payroll(s)

Hold – A check box allowing the user to manually mark a deduction to be held from the current disbursements and to be carried forward as an unpaid balance

Creating the Cash Disbursements

Creating the Cash Disbursements
To create the actual disbursement, click on the Create Disbursements folder.
 
 
 
 
1.  Create a new schedule for each payroll week.
 
2.  Highlight the appropriate disbursement schedule (warrant) that the payments should be recorded within
 
3.  Enter the date for the disbursements. For checks this is simply the entry date and may not necessarily be the same as the check date since that will be assigned during the printing process.
 
4.  Enter the Wire/Electronic Ref#. This reference number will serve as a starting number for the manual disbursements created for Wires and Electronic payments. The first time you run Wires/Electronic payments, you should set this number at a number well outside of the normal check number ranges you are using.  Once this routine has been run, the Ref# will default to the next number for each subsequent run.
 
5.  Press the RUN button to proceed.

Finishing Up – Running Cash Disbursement Schedule

Finishing Up – Running Cash Disbursement Schedule
Once the disbursements have been created, any computer checks that were created can be printed through the normal Print Disbursement Checks routine. The Checks Waiting to Print report may be run to confirm check amounts prior to printing them. In addition, disbursements created for Wires or Electronic payments may now be reviewed in the Manual Checks area or reported on via a Warrant or Cash Disbursement Schedule report.

Recording the Receipt of Trust and Agency Accounts

Recording the Receipt of Trust and Agency Accounts
Print the Cash Disbursement Schedule for the T&A cash disbursements for the current payroll. Use the last page – Schedule Distribution Totals by Accounts – By Fund – to get the accounts and amounts to enter in the journal schedule to record the cash receipt into T&A.
 
For example:
 
Debit TA 200
Credit   TA Liability Accounts (010, 018, 020, etc.)
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

REPORTS

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5.  Click the RUN button to generate the report.

�   Select the type of warrant report - Summary or Detail.

�   The Summary Warrant shows the totals for each disbursement entry, the warrant total and the vendor portion total.

�   The Detail Warrant shows the account distribution for each entry, the totals for each disbursement, the amount liquidated, the warrant total, and the vendor portion total.

�   If you select Summary, you have the option to include the check description and the payroll entries on the report.

�   If you select Detail, you have the option to include the check description, payroll entries, account description, and additional check explanation.

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5.  Click the RUN button to generate the report.

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4.  Click the RUN button to generate the report.

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The Budget Transfer Schedules window displays.

4.  Click the RUN button to generate the report.

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�   Enter the desired purchase order range. To report on one purchase order only, enter the same PO number in the starting and ending range fields.

�   Enter the desired date range in MM/DD/YY format. Check the Prior Year checkbox if you want the report to reflect payment detail for the prior year. The system changes the date range to the prior fiscal year date range.

�   Set the radio button to Yes if you wish to include vendors that have no detail for the selected reporting range. If you do not wish to include vendors that have no detail for the specified reporting range, set the radio button to No.

�   Set the radio button to Yes if you want the pages separated by vendor. Set the radio button to No if you do not want the pages separated by vendor.

�   Click the RUN  icon to generate the report.

�   After the report is generated, select one of the following report destinations: Preview (screen), Default Printer, File, or Microsoft Excel.

�   The Vendor Payment History report provides a listing of cash disbursements for the selected vendor(s). The report includes the vendor number, vendor name, check number, check date, invoice number, purchase order number, amount paid, check description, and check total. Check totals are provided for each vendor. The last page of the report contains a grand total amount paid for all selected vendors.

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�   Enter the desired date range in MM/DD/YY format OR Check the Prior Year checkbox if you want the report to reflect purchase order detail for the prior year. The system changes the date range to the prior fiscal year date range.

�   Enter the purchase order number. The system defaults the vendor name associated with the specified purchase order number.

�   Click the RUN  icon to generate the report.

�   After the report is generated, select one of the following report destinations: Preview (screen), Default Printer, File, or Microsoft Excel.

�   The Purchase Order Detail Report provides the following detailed information for each purchase order: vendor number, vendor name, building, PO contact name, purchase order type (manual or computer), PO description, account code, schedule number, date, invoice number, check number, amount placed, amount liquidated, and amount expensed. The report concludes with the grand total amount placed, liquidated, and expensed as well as the total purchase order outstanding amount.
 
 
 

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�   Enter the desired date range in MM/DD/YY format OR Check the Prior Year checkbox if you want the report to reflect purchase order information for the prior year. The system changes the date range to the prior fiscal year date range.

�   Enter the vendor number or use the lookup to select from a listing of valid vendor numbers. The system defaults the vendor name associated with the selected vendor number OR enters the vendor name or uses the lookup to select from a listing of valid vendor names. The system defaults the vendor number associated wit the selected vendor name.

�   If you want to generate a report of only open (outstanding) purchase orders for the selected vendor, set the List Open Purchases Only radio button to YES. If you want the report to include all purchase orders for the selected vendor, set the List Open Purchases Only radio button to NO.

�   Click the RUN  icon to generate the report.

�   After the report is generated, select one of the following report destinations: Preview (screen), Default Printer, File, or Microsoft Excel.

�   The Purchase Orders for Vendor Report provides the following information for the selected vendor: purchase order number, purchase order date, schedule number, PO amount placed, PO amount liquidated, and outstanding amount. The report concludes with the PO grand total amount placed, liquidated, and outstanding for the vendor.

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�   Enter the desired fund range or click the magnifying glass to select from a list of all funds. To report on one fund only, enter the same fund number in the starting and ending range fields.

�   Enter the desired date range in MM/DD/YY format OR check the Prior Year checkbox if you want the report to reflect purchase order detail for the prior year. The system changes the date range to the prior fiscal year date range.

�   Enter the starting and ending purchase order numbers. To report on one purchase order only, enter the same number in the Starting and Ending Purchase Order Range fields.

�   If you want to generate a report of only open (outstanding) purchase orders, set the Status of Purchase Orders radio button to OPEN. If you want the report to include all purchase orders, set the Status of Purchase Orders radio button to ALL.

�   Set the radio button to YES if you want the last page of the report to include account distribution totals by account and fund. The distribution shows the account distribution totals, including the total placed, total liquidated, and remaining amounts OR set the radio button to NO if you do not want the last page of the report to include account distribution totals by account and fund.

�   Click the RUN  icon to generate the report.

�   After the report is generated, select one of the following report destinations: Preview (screen), Default Printer, File, or Microsoft Excel.

�   The Purchase Order Listing provides the following information for each purchase order: purchase order number, date, vendor name and number, account code, amount placed, amount liquidated, and amount outstanding. Totals are provided for each purchase order. Fund Totals and Report Totals are also provided. If you chose to Include Account Distribution, the report concludes with totals by account and fund, including the grand total amount placed, liquidated, and remaining.

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�   Indicate the manner in which purchase order information is to be displayed on the report, either by vendor number or name.

�   To sort purchase orders in vendor number order, set the Arrange Vendors By radio button to Number. Then enter the starting and ending vendor number range. Use the lookup to search for a vendor number. To report on purchase orders for one vendor only, enter the same vendor number in the starting and ending range fields.
To sort purchase orders in vendor name order, set the Arrange Vendors By radio button to Name. Then enter the starting and ending vendor name range. Use the lookup to search for a vendor name. To report on purchase orders for one vendor only, enter the same vendor name in the starting and ending range fields.
�   Enter the desired date range in MM/DD/YY format OR check the Prior Year checkbox if you want the report to reflect purchase order information for the prior year. The system changes the date range to the prior fiscal year date range.
�   Enter the starting and ending purchase order numbers. To report on one purchase order only, enter the same number in the Starting and Ending Purchase Order Range fields.
�   If you want to generate a report of only open (outstanding) purchase orders, set the List Open Purchases Only radio button to YES. If you want the report to include all purchase orders, set the List Open Purchases Only radio button to NO.
�   Click the RUN  icon to generate the report.
�   After the report is generated, select one of the following report destinations: Preview(screen), Default Printer, File, or Microsoft Excel.
�   The Purchase Orders Outstanding by Ranged Vendors Report provides the following information: vendor name and number, purchase order number, PO date, schedule number, amount placed, amount liquidated, and amount remaining. Subtotals are provided for each vendor. The report concludes with a grand total amount placed, liquidated, and remaining for all selected purchase orders.
 
 
 

To access the Individual Account Transactions Report routine, Open the Reports tree, Open the Analysis Reports tree and select the Individual Account Transactions option.

10.  Click the RUN button to generate the report.
 

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To access the Multiple Account Ranges Report routine, Open the Reports tree, Open the Analysis Reports tree and select the Multiple Account Ranges option.

6.  Click the RUN button to generate the report.
 

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To access the Trial Balance Report routine, Open the Reports tree, Open the Financial Reports tree and select the Trial Balance option.

5.  Click the RUN button to generate the report.
 

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To access the Revenue Status Report routine, Open the Reports tree, Open the Financial Reports tree and select the Revenue Status option.

9.  Click the RUN button to generate the report.
 

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To access the Appropriation Status Report routine, Open the Reports tree, Open the Financial Reports tree and select the Appropriation Status option.