NextGen Trustee Department Disbursements This class will cover the various methods of handling...
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Transcript of NextGen Trustee Department Disbursements This class will cover the various methods of handling...
NextGen Trustee Department
Disbursements
This class will cover the various methods of handling department disbursements. Whether entering them
manually or importing a file, we will cover the process from bringing them into your system to the end by
reconciling them manually or by file import from your bank. We will also discuss the best reports needed for
handling the department disbursement cycle.
Department Disbursements - InquiryTrustee – Department Disbursements - Disbursements
There are several “View” options to use when searching for Department Disbursements
All search view options will allow you to select the department and type or leave those as “all” if desired
View by department allows you to search by disbursement number
All other options are by date range for the date type selected in the view
Department Disbursements - InquiryAfter doing a search for disbursements, double click on the record you want to view to open it.
You can view the detailed information for the disbursement, including any bank reconciliation and export batch information
Department Disbursements - InquiryIf the disbursement has been distributed, go to the Distributed Transaction tab and double click on the transaction record to view it
The General Tab shows basic information about the transaction, including the date, transaction number and the total debit and credit amounts
The Internal Notes tab will have any notes that have been added for the transaction
Department Disbursements - Inquiry
Click on the Entries tab to view the GL entry for the distribution.
Note: The transaction information and GL entry is for all disbursements that were distributed with the selected record.
Department Disbursement Corrections & Voids
If a department disbursement has not been distributed or reconciled, you can make corrections to any of the data fields except Bank Reconciliation, Export Batch, and Void information.
If a department disbursement has been distributed or reconciled and you need to make corrections, you will have to void and re-enter it
To void a disbursement, bring it up on the disbursements screen, click on the Options Wheel in the ribbon bar and select “Void Department Disbursement”
Department Disbursement Corrections & Voids
• Enter the void date
• The period should default in after the date is entered
• Select or enter the void reason
• Click “Next” to continue
The summary screen comes up with the void transaction information.
Click “Finish” to continue
Department Disbursement Corrections & Voids
A confirmation screen comes up
Click “Close” to finish
Disbursements that were distributed and then voided will have the “Void Transaction” tab where you can view the void transaction information.
If you need to void a disbursement that has not been distributed or reconciled, you will still need to click on the Options Wheel and choose “Void Department Disbursement”
Since there is no entry to make for voided disbursements that have not been distributed, you only have to enter the void date and reason
Click “Next” to continue
A summary screen comes up
Click “Finish” to complete the void
Department Disbursement Corrections & Voids
Add Department Disbursements ManuallyAdding Department Disbursements manually is done from Department Disbursements - Disbursements
Click on “New” in the ribbon bar
Note: if you need to add a new Department, Type, or Bank Account, you can do this by clicking on the ellipsis in those fields
Select the Department and Type
Enter the Disbursement Number, Disbursement Date and Transaction Date (the disbursement date and transaction date are usually the same date)
Select the period or tab through the field and it will fill in for you
Select the bank account (this is the bank account the disbursement will clear though)
Enter the disbursement amount and description
Add Department Disbursements Manually
Bank Reconciliation information cannot be entered on this screen. This information pulls in after the disbursement has been reconciled in the bank reconciliation process.
When finished entering the disbursement, click on Save and New to add another disbursement or click on Save and Close if you are finished entering new disbursements.
Import Department DisbursementsTo import department disbursements using a file from your departments, go to Trustee – Department Disbursements – Import Disbursements
The file definition defaults in for you
Click on the ellipsis button in the file field to browse to where your import file is saved
Select the file you are importing and click “open”
Import Department DisbursementsClick “Next” to continue
Disbursements from the file pull into the grid with a total at the bottom
Click “Next” to continue
Import Department DisbursementsMake sure the Bank Account for each department is correct
If the Bank Account is not correct, click on the drop down arrow in the Bank Account field to select the correct bank.
Note: The default bank account is set up by department, so pay close attention to the bank account selected for the import if you use a separate clearing account for vendor and payroll checks for the same department
Click “Next” to continue
Import Department Disbursements
A summary screen comes up. If there are any errors, those records with errors will not be imported.
Click “Finish” to continue.
A confirmation screen comes up indicating the number of disbursements that were imported.
Distribute Department Disbursements
Department Disbursements can be distributed daily after loading them into your system or your office may choose to distribute only disbursements that are reconciled
Trustee – Department Disbursements – Distribute Disbursements
To Distribute reconciled disbursements, leave the box checked for “Reconciled Only”
Enter the From and Thru reconciled date range & the Transaction Date
The period should default in for you
Click “Next” to continue
Distribute Department Disbursements
If you distribute Department Disbursements as they are loaded, remove the check mark from the “Reconciled Only” box
Enter the Transaction Date and the period should default in
Click “Next” to continue
Select the check box in the menu bar to select all disbursements or click the check boxes beside the ones to distribute if you don’t want all
Click “Next” to continue
Distribute Department Disbursements
A summary screen comes up showing the GL entries that will be posted for the distribution
Click on the Options Wheel in the ribbon bar and select “Print Distributed Report” to print the pre-post report for the distribution
Distribute Department Disbursements
Distribution Pre-Post Report:
Click “Close” when finished
Reconcile Disbursements - ManuallyTo manually reconcile your department disbursements, go to Financial Management – Bank
Reconciliation – Reconcile Bank Accounts
Click on “New” in the ribbon bar to start a new bank reconciliation batch
Note: If you already have a reconciliation batch started and are just going back to it to finish, search for the reconciliation batch and double click on it to open and continue
Make any desired changes to the batch ID and the reconciliation date
Click “Add Statement”
Select “Yes” when asked if you want to save the batch
Reconcile Disbursements - Manually
You can choose reconciliation type of Bank Account, Cash Account or Department Disbursement
In this example, we will choose Department Disbursement – this is the most common type of reconciliation used by Trustees
Make any desired changes to the description. Enter the reconcile date and reconcile amount.
Click on the Transactions tab to continue
Reconcile Disbursements - ManuallyEnter filter criteria (or leave blank for all) and click on Filter Transactions for a list of items to reconcile
Click on the checkbox in each bank transaction line that has cleared the bank to mark it as reconciled
The number of cleared payments and amount are displayed at the bottom. These amounts are updated each time you click on a cleared item
The difference between the cleared amount entered on the previous screen and the items marked as cleared also appears on this screen
Click on “Save and Close” in the ribbon bar to save the statement
Reconcile Disbursements - ManuallyYou are returned to the Bank Reconciliation Batch Process screen where you can add another statement if necessary
When finished adding statements, you can print the Reconciliation Report, create entries as needed for interest or fees, and complete the reconciliation from the links on this screen (Note: Most trustee offices will not use the bank rec for entering interest or fees)
After you have completed the reconciliation, click on Save and Close in the ribbon bar.
Reconcile Disbursements – Import File
You can reconcile department disbursements using an import file from your bank
To reconcile disbursements using an import file, you will need to go to Financial Management – Bank Reconciliation – Import Bank Statement
Click on “New” in the Ribbon Bar
Reconcile Disbursements – Import File• Make any desired changes to the Batch ID• Enter the Batch Date• Select the Bank Account associated with the file you are importing• The File Definition defaults in for you
Click on the “Import Statement link in the tasks box
Click “Yes” when prompted to save the batch
Reconcile Disbursements – Import FileBrowse to where the import file from the bank is saved, click on the file to select it and click “open”
An Import Complete message comes up
Click “OK” to continue
Reconcile Disbursements – Import FileClick on the “Print Batch” link in the tasks box to print the disbursements imported with the bank statement
Import Statement Report Example:
Reconcile Disbursements – Import FileAny records on the import file that do not match the department disbursements on your system will appear on the Exception Report
Those records will not pull in for reconciliation and will need to be manually reconciled
A window comes up to browse to the location of the import file
Select the file and click open (When this is done, the system does a comparison of records in the import file to those actually imported)
Click on the “Print Exception Report” link to run the exception report
Reconcile Disbursements – Import FileException report example:
Click on the “Transactions Imported” tab to view the imported transactions
Click on “Save and Close” in the ribbon bar when finished with the import statement option
Reconcile Disbursements – Import FileAfter you have imported the bank statement, go to “Reconcile Bank Accounts”
Click “New” in the Ribbon Bar
Make any changes to the Batch ID as needed
Enter the reconciliation date
Click on Add Statement
Reconcile Disbursements – Import FileSelect the Reconciliation type from the dropdown arrow and Use the check boxes select the bank
Make changes as needed to the description
Enter the Reconcile Date and Amount
Go to the “Transactions” tab and click on “Filter Transactions”
Reconcile Disbursements – Import File
• The disbursements imported from the bank statement are automatically marked as cleared
• If there were any records on the exceptions report from the statement import process, those would need to be marked as reconciled manually
• Click on Save and Close in the ribbon bar when finished
Reconcile Disbursements – Import FileYou are returned to the Bank Reconciliation Batch screen
Print any Bank Account Statement Reconciliation Reports you need and then click on the link to complete the process
Bank Reconciliation Batch Report – Ran for Reconciled items only
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Reconcile Disbursements – Import File
The reconciliation report from the bank reconciliation batch process can be ran for Payroll, Vendor, or all and it can be ran for reconciled, unreconciled or all
Click on Save and Close in the ribbon bar when done
Export Department Disbursements
To export the reconciled department disbursements for your departments, go to Trustee – Department Disbursements – Export Disbursements
Click on “New” in the ribbon bar
Export Department Disbursements
• Make sure the Batch ID is correct and enter the batch date
• You can choose to export any type disbursement (payroll or vendor) or all and you can select a specific bank account or leave the selection as “All”
• Enter the From and Thru reconciled dates for the export
• The export path and file name defaults in for you
Select the departments you are exporting the disbursements for and click “Next” to continue
Export Department DisbursementsThe department disbursements for export are listed in the grid
Select the disbursements you want to export
Click “Next” to continue
Export Department Disbursements
The Summary Screen comes up
Click “Finish” to create the export file
A confirmation screen comes up indicating the total number of disbursements exported
Export Department Disbursements
• If you need to recreate an export file, search for the export batch the file was created from originally.
• Double click on the batch to open it.
• This will take you through the same screens as the original export, creating a new file.
Balancing DisbursementsBalancing Department Disbursements varies from county to county because of the many ways disbursements are handled. In this example, the “Undistributed Warrants” account on the Trial Balance or Balance Sheet should balance to the total of unreconciled disbursements.
If your county carries a balance in clearing accounts and the undistributed warrants account then those balances should equal the unreconciled disbursements report. Trial Balance:
Unreconciled Department Disbursements Report
The Department Disbursement Status report can be ran in multiple ways to fit your balancing needs (Trustee – Reporting – Reports – Department Disbursement Status Report)
Choose the status appropriate for the report you need – select from All, Reconciled, Unreconciled, Distributed, Undistributed, and Voided status
The Date range “type” to select depends on which status is chosen – Date range types to select from are All, Transaction Date, Disbursement Date, Reconciled Date, Distributed Date and Void Date range
Select the Disbursement Types and Department numbers to include in the report – if you don’t select a type or department, the report will include all types and departments
Click “Next” to run the report
Balancing Disbursements
You can run the report for “Summary Only” to get just the totals
Balancing DisbursementsIf you are trying to balance your unreconciled disbursements to the Trial Balance report, run the Department Disbursement Status Report for Unreconciled
• Select status of Unreconciled• The date range selected should be either Transaction Date or Disbursement
Date (those are usually the same)• Leave the “From Date” blank and enter the “Thru Date” as the last day of the
period you are balancing• Select disbursement types and departments as needed
Click “Next” to generate the report
Balancing DisbursementsIf you are trying to balance the Reconciled Disbursements to GL entries, run the Department Disbursement Status report for Reconciled
• Select status of Reconciled• The date range type selected should
be the Reconciled Date Range• Enter the From and Thru dates for
the period you need the report for• Select disbursement types and
departments as needed
If you distribute Disbursements as they are reconciled, you can make sure all your reconciled disbursements have been distributed using the Department Disbursements Status Report
• Select the status of Undistributed• Use Date Range type of
Reconciled• Enter the From and Thru dates for
the period you are working on• If any disbursements are on the
report, you should check those disbursements to make sure they are correct and then distribute if needed
Balancing DisbursementsIf you distribute Disbursements as they are loaded, you can also make sure all disbursements have been distributed using the Disbursements Status Report
• Select the status of Undistributed• Use Date Range type of
Transaction or Disbursement• Enter the From and Thru dates for
the period you are working on• If any disbursements are on the
report, you need to make any corrections and distribute if needed
You can also run this report by Status of Distributed for a listing of the disbursements that make up distribution entries
• Use the Date Range type of Distributed
• Enter the date range needed for the report
Balancing DisbursementsRun the Department Disbursement Status report for a status of Voided and date range type of Void Date for a Voided Disbursement listing for your records if needed.
You can run the report for Voided status and various Date Range Types to use in researching balancing issues as well.
Example: You can run the Voided report by reconciled date to list disbursements that have been voided that were reconciled.
Questions?