Russell Raney AL Financial Mgt Software - aasbo.com · 11‐4‐1220 ‐000‐0000...
Transcript of Russell Raney AL Financial Mgt Software - aasbo.com · 11‐4‐1220 ‐000‐0000...
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aasbo – Professional Certificate Program
ALABAMA’S FINANCIAL MANAGEMENT
SOFTWARESEPT EMBER 2 0 , 2 0 1 6
Discussion TopicsBudgetary Accounting
Payroll/Human Resources
Reporting
Additional Items
BUDGETARY ACCOUNTINGJournal Entry Import
Budget Import
Receipt Module
Pre‐defined General Ledger Distribution
Allocation Tracking
Attachments◦ Purchase Orders/Invoice
◦ Vendor
◦ Journal Entry
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BUDGETARY ACCOUNTINGJournal Entry Import◦ Journal Entry Import eliminates keying of journal entries that are entered each month.
◦ Data is entered into an Excel spreadsheet and imported into the software.
Budget Import
◦ Eliminate time and reduce errors associated with hand‐keying budget information
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Account Number Posting Date Journal Code Reference Amount Posting Type Comment
11‐4‐1110‐000‐0000‐1110‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 625,248.00 C Foundation Program
11‐4‐1220‐000‐0000‐1220‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 8,666.00 C Foundation Program
11‐4‐1221‐000‐0000‐1221‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 2,262.00 C Foundation Program
11‐4‐1222‐000‐0000‐1222‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 910.00 C Foundation Program
11‐4‐1230‐000‐0000‐1230‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 4,777.00 C Foundation Program
11‐4‐1250‐000‐0000‐1250‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 423.00 C Foundation Program
11‐4‐1252‐000‐0000‐1252‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 78.00 C Foundation Program
11‐4‐1275‐000‐0000‐1275‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 2,142.00 C Foundation Program
11‐4‐1310‐000‐0000‐1310‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 27,925.00 C Foundation Program
11‐4‐1320‐000‐0000‐1320‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 3,000.00 C Foundation Program
11‐4‐1410‐000‐0000‐1410‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 3,613.00 C Foundation Program
11‐4‐1520‐000‐0000‐1520‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 236.00 C Foundation Program
11‐1‐0111‐000‐0000‐1110‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 625,248.00 D Foundation Program
11‐1‐0111‐000‐0000‐1220‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 8,666.00 D Foundation Program
11‐1‐0111‐000‐0000‐1221‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 2,262.00 D Foundation Program
11‐1‐0111‐000‐0000‐1222‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 910.00 D Foundation Program
11‐1‐0111‐000‐0000‐1230‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 4,777.00 D Foundation Program
11‐1‐0111‐000‐0000‐1250‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 423.00 D Foundation Program
11‐1‐0111‐000‐0000‐1252‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 78.00 D Foundation Program
11‐1‐0111‐000‐0000‐1275‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 2,142.00 D Foundation Program
11‐1‐0111‐000‐0000‐1310‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 27,925.00 D Foundation Program
11‐1‐0111‐000‐0000‐1320‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 3,000.00 D Foundation Program
11‐1‐0111‐000‐0000‐1410‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 3,613.00 D Foundation Program
11‐1‐0111‐000‐0000‐1520‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 236.00 D Foundation Program
BUDGETARY ACCOUNTINGReceipt Module◦ The receipt module is a useful tool for automated receipting and posting receipt to G/L.
◦ After setup, daily entry is easy.
◦ Reports include:◦ Revenue Type Report
◦ Search by payee name
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RECEIPT MODULE
RECEIPT MODULE ‐ REPORTS
BUDGETARY ACCOUNTINGPredefined GL Distribution◦ May be used for blanket purchase orders and reoccurring invoices for utilities
◦ Purchase Orders/Invoices normally charged repeatedly to the same accounts each month by percentage or amount
◦ Not necessary to key the accounts on each purchase order/invoice
◦ Only changes to any amounts and percentages
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BUDGETARY ACCOUNTINGPredefined GL Distribution
◦ Accounts Payable
◦ AP Setup
◦ Predefined GL Distribution
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BUDGETARY ACCOUNTINGAllocation Tracking◦ The Allocation Tracking Module is a useful tool to help track specific expenditures.
◦ This module interacts with the G/L with a few added steps.
◦ An Allocation Tracking Number (ATN) is assigned to the purchase order and/or invoice.
◦May be used for teacher instructional support funds, technology, textbooks, special projects.
Allocate (Budget) Funds
ATN = Allocation Tracking Number
ATN can be transferred over from payroll so that the employee number becomes the ATN.
You can setup multiple “Types” of items to track.
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Allocation Tracking Reports
This report will give you various information regarding AT accounts, expenditures and remaining balances.
Allocation Reports ‐ Continued
Allocation Reports –Continued
You can also run an AT Query for a specific individual/school. This query will give you detailed information for that individual ATN. You can export this to Excel or print it.
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BUDGETARY ACOUNTINGAttachments◦ To reduce paper and for fast access, documents may be attached to various processes:◦ Journal Entry
◦ Purchase Orders
◦ Invoices
◦ Vendor Master File
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PAYROLL HUMAN RESOURCESRemote Payroll
Budget Works
Check Distribution Transfer
Salary Schedules
Reporting
PAYROLL/HUMAN RESOURCECheck Distribution Transfer/Salary Transfer
The main reason you would need to enter a Salary Transfer is if an employee’s check was coded to the wrong General Ledger number and you want to re‐classify the check to the correct General Ledger number.
The account number that you wish to change the distribution to must be an active account on the Budgetary side for the appropriate Fiscal Year and it must exist on the employees G/L Distribution screen, in Employee Maintenance, before you can run this transaction.
Expense entries are the only entries made unless the Fund or Source of Funds are changing. In this case Cash entries are made as well.
You can only reclassify amounts up to the total of the single check and the totals by job record must remain the same. You can’t move money from one job to another.
SALARY TRANSFER
Allows you to move all or part of a salary that was process thru payroll to a different general ledger account
Moves all associated benefits
All records are updated in the system allowing future payroll reports to reflect the corrected data
No manual entries or manual calculation of benefits
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PAYROLL REPORTSPrior Period Comparison
Employee Audit Trail
Salary & Benefit by G/L
Salary Distribution Report
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Salary Schedule Distribution Report
BUDGETARY ACCOUNTINGREPORTING
J/E Query
Saving Report Formats
Printing to Grid
Journal Entry Query
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ADDITIONAL ITEMSBudgetary Accounting◦ Routing
◦ Emailing Purchase Orders
◦ P‐Cards (Credit Card Processing)
◦ E‐School Payments
◦ Paperless Payroll◦ Direct Deposit
◦ Employee Self Serve
◦ Electronic Direct Deposit Statements and W2
ADDITIONAL ITEMSAutomating Human Resources◦ Ability to import from External Applicant Tracking System
◦ Scanned Documents can be attached to Employee Maintenance.
◦ Position Control
Questions???
Russell W. Raney
Chief School Finance Officer
Cullman City Schools
256‐775‐5806