NEXTGEN BUDGETARY ACCOUNTING TRAINING

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NEXTGEN

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TRANSACTIONS

I. Vendor Maintenance

II. Requisition Entry - Routing

III. Purchase Order Entry

IV. Accounts Payable - Invoice Entry

V. Accounts Payable - Cash Disbursements

VI. General Ledger –



Journal Entry – Cash Receipts



Budget Input



Queries/Reports

VII. Allocation Tracking

VIII. Receipt Module

IX. System Control



Reporting Parameters

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I. VENDOR MAINTENANCE

VENDOR MAINTENANCE (AP/VMNT)

Menu Tree: Accounts Payable  Vendor Maintenance

1. Click “Add”

If E Verify is checked – then there must be a E-Verify Number

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2. Enter name and address of vendor

Click Accept Name and Address

3. To enter different addresses click on the tab then Add/Modify to enter the address. You can enter a different address for General, Remit, PO’s, and Returns.

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4. To enter an address for 1099’s click on tab 2 1099 Put in Taxpayer ID type and Taxpayer ID Then click on Add/Modify

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5. Contacts - (Optional) Add the name of a person that will be your point of contact for the vendor.

6. Dollars

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Vendor Name Lookup

Vendor Name: Enter the vendor’s name or portion of the name to search for a specific vendor.

Leave the field blank to begin the search with the first vendor on file You can also search by using the the Vendor Name Options:

Name starts with characters or Characters appear anywhere in name.

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Address Maintenance

To change the information on a vendor - Enter vendor number and click the change icon

Make the necessary changes and click accept name and address Click save when all changes are complete.

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Answer YES to change name and address on all tabs. ONLY, If you want them to match.

Go to 2. 1099 - to add a different address for the 1099

Click on Add/Modify 1099 name and 1099 address

Make your changes and click on accept name and address change and click save.

If changing an existing Vendor to a 1099 Vendor – MAKE SURE YOU CHANGE THE TAXPAYER ID TYPE TO – “EIN OR SSN” AND ADD THE APPROPRIATE

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II. Requisition Entry

Requisition Entry/Maintenance (RQ/ENTR)

Menu Tree: Requisitions  Requisition Entry/Maintenance:

1. Change the mode of operation from Inquire to New by clicking on the New button, Key in the Cost Center, or set default in User ID Maintenance. Using the Tab key skip to the next field(s). Continue until all fields contain the correct data.

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3. Go to the Detail page/tab, Enter the information relevant to your site and Tab to the next field(s). Continue until all fields contain the correct data. After entering the last bit of

information, Tab until the cursor is on the Yes, Add button. You may use the Enter key on the keyboard to add the data to the list view. Do this for each item being ordered.

4. Go to the GL page/tab, Enter the GL account number Tab to the amount field and enter the expense associated with the GL number and add to the list view, continue until all expense is distributed.

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If Requisition is Allocation Tracking, the ATN and ATT will be added.

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6. At this point requisition entry is complete, click Submit for Approval the Requisition will be routed to the appropriate person.. You are now ready to enter the next Requisition.

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The Routing Approval Records will be displayed,

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III. PO ENTRY/MAINTENANCE – SUMMARY

PO ENTRY/MAINTENANCE (PO/ENTR)

Menu Tree: Purchase Orders  PO Entry/Maintenance

Use this transaction to add new purchase orders, to change existing purchase order information, and to change a PO’s status.

1. Depress the (F2) key or click the “New” icon.

2. Tab thru the number field, if system assigned, Tab to Type field. Choose Normal or Blanket. (Blanket purchase orders are DETAIL, this option cannot be checked.) This example will be “Normal.”

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5. Summary Purchase Order (Checked or Unchecked) Go to tab 2. Vendor

6. Vendor Number: Enter a vendor number or search and select one. The vendor name and address display in the box to the right of the vendor number.

7. Vendor Maintenance: Click on this button to access the Vendor Maintenance transaction, where you can add, modify and delete vendor records.

8. If you hold your cursor over the magnifying glass it will show the remit address that is on this vendor.

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Go to tab 3. Requisition

9. Cost Center: Normally defaulted for user, TAB, TAB

10. Allocation Tracking: Check this box, if allocation-tracking items are being entered on this requisition.

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Go to tab 5. GL

12. ATN/ATT: Enter/Search for the allocation tracking number and select an allocation tracking type

13. Account Number: Enter/Search for the account number, TAB,

14. Distribution $: Enter the amount.

15. Yes Add: Click this button to accept this distribution. The accepted distribution is displayed in the list view.

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Go to 6. Instructions - Optional

17. Instructions: Enter your instructions or comments.

18. Yes Add: Click this button to accept these instructions 19. Save the Purchase Order

20. If Routing is set then Click the button, Submit for Approval, otherwise Submit or Approve based on individual permissions.

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IV. INVOICE ENTRY/MAINTENANCE

Invoice Entry/Maintenance (AP/IENT)

Menu Tree: Accounts Payable  Invoice Processing  Invoice Entry/Maintenance:

Use this transaction to add new invoices and to change existing invoice information for unpaid invoices.

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2. Answer following question when prompted: Do you want to add a new batch?

3. Leave the Batch # field blank, and press TAB for the software to assign the batch, or Enter the new batch number and press TAB to manually assign batch numbers. You can click Search to view and select an existing batch number.

4. Enter a description for the invoice batch (for example, November Batch 111407)

5. Enter any comment, or leave the field blank. 6. Select a batch type (AP or Off-line). 7. Click, Save, when done.

After you click SAVE the batch number will be displayed on the

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ENTERING INVOICES ASSOCIATED WITH A PURCHASE ORDER

8. Press TAB, TAB

9. Enter the PO prefix and PO #, or select one from the list. These are required if you are associating the invoice with a specific purchase order, TAB,

10. The vendor number is automatically displayed when you enter a purchase order number. If you did not enter a purchase order number, you MUST enter a vendor number, or search and select one.

11. Enter the invoice number. DO NOT USE SYMBOLS IN THIS FIELD.

12. The software automatically combines invoices selected for a single vendor on one check. To print a single check for the invoice (to not combine this invoice with other invoices for payment), check Separate Check.

13. To create a Summary Invoice, one that does not contain item detail (even if the purchase order did contain item detail), check this parameter.

14. Enter the Gross Invoice Amount (the amount before any discount).

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Attaching Documents:

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ENTERING INVOICES THAT ARE NOT ASSOCIATED WITH A PURCHASE ORDER

Complete Steps 1 thru 15 above, Go to 3. REQUISITION

16. Accept the default or Enter the Cost Center, Originator, Ship to Attention, Delivery Attention field.

17. Check the Allocation Tracking box, if allocation-tracking items are being entered on this requisition.

18. Click the Yes, Add button to accept the requisition information.

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Go to 5. GL

19. Distribution by Document or Distribution by Item: Selecting by ITEM will allow

distribution of the expenses separately. Distribution by Document can be set as a default.

20. Enter/Search/Modify/Select the Account Number, TAB.

21. Distribution $: Enter the amount.

22. Yes Add: Click this button to accept this distribution. The accepted distribution is displayed in the list view.

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ENTERING DETAIL INVOICES – WITHOUT A PURCHASE ORDER

The Invoice Entry procedures are the same as With a Purchase Order (See Above), at the PO Prefix box, Tab, PO#, Tab

PO Prefix will be BLANK and the PO # field will have a ZERO, do not alter!

Go to 3. Requisition

Accept the defaults or make changes as needed, Click Yes, Add button to add information to the List View

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Go to 4. Detail

25. Click on this tab or button to enter, change, delete or view, detail information (items, quantities, unit costs). Remember, the total of all extended costs must equal the net invoice amount.

ATN/ATT: These fields display when the “Allocation Tracking” parameter is checked on the

Requisition tab. Enter the allocation tracking number and select an allocation tracking type so the amount can be posted to the Allocation Tracking module when you save the requisition.

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MISC QUESTIONS

GL Account Validation Error:

When you enter an account number for which the related accounts payable account does not exist, the following message box is displayed.

Over Budget:

When the distributed amount combined with previously posted actual dollars, current

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account, you will receive the following message (if you are allowed to exceed the budget based on your User Id security).

Click Yes to exceed the budget, or click No to enter a different account number.

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Invoice Batch Listing

Invoice Batch Maintenance - Use this transaction to view batch information, to change the

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MERGE AN INVOICE BATCH

Enter the batch date Enter the batch number

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Verify that the Batch Date and Number in the text box are correct (See Screen Shot)

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RECONCILING A DETAIL INVOICE:

This tab will be blank if no PO is associated with the Invoice, until the Detail or GL tab is completed.

Select the reconcile tab if you need to modify quantities and cost, and change the re-encumber parameter. If no additional changes are needed, you can save the invoice now.

Quantity Reconciliation

 Qty: To change a quantity, click on that quantity (it will be highlighted) and change it. When you press tab to leave the field, or when you click on another field, the software changes the amount for you (quantity multiplied by unit cost equals amount).

 Cost: To change a cost, click on that cost (it will be highlighted) and change the quantity. When you press tab to leave the field, or when you click on another field, the software changes the amount for you (quantity multiplied by unit cost equals amount).

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Move Range of Invoices

You can move invoices with a status of Not Merged to an existing batch, or you can create a new batch without exiting the transaction, and then move the invoices to it. Both the source and destination batches must have a status of Not Merged.

If a batch has an incorrect Batch Date, move all of the invoices to a new batch with the correct date.

Source Batch

Select the batch date of the batch from which the invoices will be moved

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Each invoice is assigned a unique sequence number when it is entered in the batch. To move invoices from one batch to another, enter one or a range of sequence numbers, or search and select an invoice and the software will display the sequence number of that invoice.

Destination Batch

Select the batch date of the batch to which the invoices will be moved.

If you are moving invoices to an existing batch, enter the batch number, to which the invoices will be moved, or search and select one.

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V.

Cash Disbursements

1. Select Invoices to be Paid

Start a NEW Check Batch, press TAB and Answer the question: Do you want to add a new check batch?

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Add a Description for the batch.

Select the Order for Printing Checks

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Click ‘Accept Selected’

Check Batch Number is assigned -- Make Note of this number Click, Exit and move to Step 2.

2. Projected Cash Disbursements

Select Order By criteria

Enter the Check batch number from Step 1 into the ‘Check Batch #’ field, and then TAB. Select which Component (if any) you want total the report by.

3. Print Checks

Select your Bank Code, TAB

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Click Enter (F1) on the toolbar to generate the checks. Did The Checks Print Correctly, Click YES, if they did.

NOTE: It is easier to correct the check run here, check carefully!

4. Print Check Register

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5. Update General Ledger

Select the Posting Date, TAB

Enter your check batch number in the ‘Check Batch #’ field SAVE to Update General Ledger

6. Actual Cash Disbursement Register (Optional)

Select Order By

Enter Check Batch Number from Step 1

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7. Delete Check Batch (Only use in rare situations)

To discard the check run and start from scratch, go to the ‘Delete Check Batch’ transaction. Enter the number of the check batch you want to delete. Click Enter to delete the batch.

The ‘Verify Delete’ message will appear. Click Yes to Delete the Check Batch.

Note to User

Spoil any ruined checks associated with the check batch in the ‘Check Maintenance’ transaction.

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Restarting an Accounts Payable Check Run

Example 1 – Printer Jammed, All Checks Look Good (7000-7002), Restart at Next Check

(Check Number 7003)

1. If you need to restart a check run, when the ‘Print Checks’ dialog box appears, Click NO (the checks did not print correctly).

2. The ‘Restart Checks’ dialog box should appear. Choose the FIRST option ‘Restart Checks/Statements Starting at Certain Check# (Aligned)’. Enter in the check number of next check to be printed (7003). Click OK.

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3. The Printer dialog box should appear. Choose the correct Printer Name and Paper Size of the drop down boxes. Click Go to print the checks.

4. If the Report Destination was ‘To Report Viewer’ the checks report will be minimized on the task bar. Click on the report to look at the check results and then click the Printer icon to print the checks. If the Report Destination was ‘To Printer’ the checks should be sent directly to the chosen printer.

5. The ‘Print Checks’ dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly.

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Example 2 – Do Not Use Pre-Printed Checks (AIG, 3rd Party Vendor), Want to Run All Checks Again

1. Click NO on Print Check dialog box.

2. The ‘Restart Checks’ dialog box should appear. Choose the SECOND option ‘Restart All Checks and Statements Aligned. Click OK.

3. The Printer dialog box should appear. Choose the correct Printer Name and Paper Size of the drop down boxes. Click Go to print the checks.

4. If the Report Destination was ‘To Report Viewer’ the checks report will be minimized on the task bar. Click on the report to look at the check results and then click the Printer icon to print the checks. If the Report Destination was ‘To Printer’ the checks should be sent directly to the chosen printer.

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Example 3 – Printer Jammed, Checks Ruined, (7000-7002), Spoil and Reprint Checks

(Starting Check Number 7003)

1. Click No on Print Check dialog box.

2. The ‘Restart Checks’ dialog box should appear. Choose the THIRD option ‘Spoil Checks and Reprint Checks’. Enter in the check number range to be spoiled (7000-7002). Enter the ‘New’ Starting Check number (7003). Click OK.

3. The ‘Reprint Check Batch’ dialog box will appear. Verify the starting check number and Click YES to print the checks.

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Example 4 – Printer Jammed, Checks 7000-7002 are Good, Checks 7003-7007 are

Unusable, Spoil Checks 7003-7007 and Reprint Checks (Starting Check Number 7008) 1. If you need to restart a check run, when the ‘Print Checks’ dialog box appears, Click

No, the checks did not print correctly.

2. The ‘Restart Checks’ dialog box should appear. Choose the THIRD option ‘Spoil Checks and Reprint Checks’. Enter in the check number range to be spoiled (7003-7007). Enter the ‘New’ Starting Check number (7008). Click OK.

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4. The ‘Starting Check/Vendor’ message will appear. Verify that the starting Check Number and Vendor number are correct, Click Yes if this information is correct.

5. You will be prompted to run a test alignment. Click No.

6. The ‘Print Checks’ dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly.

Note to Users

If you have to restart several times, be sure to choose the ‘To Viewer’ option to double check that the appropriate check numbers appear on the checks. Also, if you choose the ‘To Viewer’ option, if you are going to restart, make sure to close the current report that is minimized.

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Accounts Payable Void Check

Example 1 – Void Check/Reissue Invoice on a New Check - Check was lost in the mail,

Reissue a new check to vendor.

1. Open the ‘Accounts Payable Void Check’ transaction.

2. Choose the Bank Code.

3. Enter/Search for the check number you wish to void.

4. The current system date is displayed. Accept/Enter/Select one from the calendar.

This is the date to which the reversing journal entries will be posted.

5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check.

7. Verify that this is the check you really want to void.

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This message verifies that the user wishes to post the void in a period other than the check date. It also states that the dollars posted as paid to the vendor will be reversed based on the check date.

9. The Updated Journal Entries report will be created. You should Print the report before you continue.

10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check.

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11. After you have finished voiding all checks, click Exit on the toolbar to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register.

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Example 2 – Void Check & Delete Invoice - Check should not have been written to vendor. Invoice should not have been paid.

1. Open the ‘Accounts Payable Void Check’ transaction. 2. Choose the Bank Code.

3. Enter in or search for the check number you wish to void.

5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check.

8. If the original check date is in a different period than the posting date, a posting warning will display.

10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. The invoice(s) will NOT be issued on another check, then you must delete these invoices.

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11. When you Double-Click on the invoice, the Void Check program brings up the Invoice in the ‘Invoice Entry’ transaction for modification and/or deletion.

12. To Delete the Invoice, Click Delete, Change the Posting Date to the Period that you want the reversal of Expense and AP Control to be posted and then Click Update.

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13. You will receive a message asking whether you want to delete the invoice. Click Yes.

14. If you did not change the posting date, the following message will appear. Click Yes if you want to change the posting date. You must then change the posting date and click Update again. If you do not want to change the posting date, then Click No.

15. After the invoice has been successfully deleted. You will receive an updated journal entries message.

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17. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register.

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Example 3 – Void Check/Change Invoice/Reissue Invoice on a New Check - Check was written for the wrong amount. Invoice was entered for wrong amount.

1. Open the ‘Accounts Payable Void Check’ transaction.

2. Choose the Bank Code.

10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. If the invoice(s) need to be modified and reissued on another check, you can modify them by Double Clicking on the invoice to be modified.

11. When you Double-Click on the invoice, the Void Check program brings up the ‘Invoice Entry’ transaction and displays the invoice for modification and/or deletion. 12. To modify the Invoice, Click Change, make any necessary modifications to the

invoice and then Click Save. Be sure to Change the Posting Date to the Period that you want the changes to appear.

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13. If you did not change the posting date, the following message will appear. Click Yes if you want to change the posting date. You must then change the posting date and click Update again. If you do not want to change the posting date, then Click No.

14. After the invoice has been successfully modified, you will receive an updated journal entries message.

15. Exit the Invoice Entry transaction. You will be brought back to the Void Check Transaction. If there are more invoices to be modified on this check, you must double-click each one separately and change each one as explained above.

16. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register.

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Example 4 – Void Check/Change Invoice/Reissue Invoice on the ‘Same’ Check - Check was entered into the system with ‘wrong’ vendor number, but check was hand written for the correct vendor.

1. Void the Check

2. Open the ‘Accounts Payable Void Check’ transaction. 3. Choose the Bank Code.

11. This invoice(s) are now eligible for payment. The invoice(s) are to be issued with the

same check number, you must first delete the check from the permanent check file.

A. Modify the Invoice

1. To display the invoice for modifying or deleting, double click on the invoice in the list view.

Click on Change to modify the re-opened invoice to change the Vendor number or invoice number.

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2. After modifying the invoice, click Exit to exit the Invoice Entry/Maintenance transaction. When you exit the transaction, the updated journal entries will be displayed in the report viewer. Print the report before you continue.

3. After you have finished voiding all checks, click Exit in the Void check

transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register.

B. Delete the Check from the Permanent Check File

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2. Click on the Process Single Check option box. Enter the correct bank code and check number. Tab or click Enter to bring in the check information.

3. Click on Delete and then Save. You will then asked if you want to delete the check, Click on Yes if you want to delete this check. Click on No if you do not want to delete this check.

4. Once you click on Yes, the check will be deleted. The software will display a message when the check has been deleted.

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C. Reissue the Check

1. Open the ‘Offline Check Maintenance’ transaction. 2. Enter the current accounting period posting date.

3. Enter the Vendor Number and then select the correct invoices for payment.

4. Enter the Bank Code.

5. Enter the Check Number (same check number previously deleted) and the Check Date.

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7. Click on Save to update the check information. The software will display a message when the check has been updated and the job completed.

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Offline Check Maintenance

Example 1 – Enter and Pay a New Invoice

1. Open ‘Offline Check Maintenance’ transaction.

2. Today’s date is displayed as the Posting Date, Accept or Change this date.

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3. Default Batch # will be entered, do not change. Vendor # will be populated.

4. Enter the invoice number and amount on Tab 1, Shipping information on Tab 3, and Account Number on Tab 5.

5. When finished Click “Submit” and then Click “Save”. 6. Exit the ‘Invoice Entry/Maintenance’ transaction.

7. The “Merge the Invoices” message will appear. Click Yes, to merge the batch. Invoice Entry/Maintenance transaction will

load since no invoices are available, Press TAB and the message to add a new batch

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8. At this point the Journal Entry is created and printed, and the Merged Invoice Batch Listing is created.

9. The invoice appears in the Offline Check Maintenance list view selected for payment, Click the option box for Print Check, enter the Bank Code, Check # and Check Date and click Save.

10. The software will continue prompting the User to print the check and create the reports and Journal Entries.

11. Here the information is defaulted and you are given the opportunity to view the Check, change the printer or exit. Per instructions on the form, “Click Enter to Print Checks”.

12. Once you answer the prompts, close the above transaction.

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Example 2 – Pay an Existing Not-Merged Invoice, Vendor Needs Check Immediately

1. Open the ‘Offline Check Maintenance’ transaction.

2. Today’s date is displayed as the Posting Date, Accept or Change this date. . 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. To select a ‘Not Merged’ invoice(s) for payment, Click on the ‘View

Submitted Invoices’ button.

5. The ‘Add/Change Invoices’ button is available if you need to Add additional invoices and/or change existing invoices for this vendor.

6. To select an invoice(s) for payment, click on the check box beside the invoice number and then click the ‘Accept Submitted’ button.

7. The ‘Move/Merge Invoices’ message will appear. The invoice(s) checked will be moved from their existing ‘Not Merged’ invoice batch to an offline batch and merged. Click Yes to merge the invoice(s). You will not be able to pay

the invoice(s) if you do not click Yes.

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8. If no offline checks have been entered for the calendar month/year, the message to add a new batch will appear. Click Yes, to create the new batch.

9. The ‘Invoice Batch Maintenance’ form will appear. Click Save to add the batch. Then Click Exit to return to the ‘Offline Check Maintenance’ transaction.

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11. The ‘Move/Merge Invoices’ message will appear again. The invoice(s) checked will be moved from their existing ‘Not Merged’ invoice batch to an offline batch and merged. Click Yes to merge the invoice(s). You will not be

able to pay the invoice(s) if you do not click Yes.

12. The Offline Check Merged Invoice Batch Listing will be created and minimized on the task bar. You should Print the report before you continue. 13. When the ‘Offline Check Maintenance’ transaction displays, the invoice(s) will

display in the list view ‘selected’ for payment. Enter the Bank Code, Check Number and Check Date.

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15. Click Save to update the check information. The software will display a message when the check has been updated and the job completed.

16. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register.

17. The software will then ask you to print the updated journal entries report. You should print the report.

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Example 3 – Pay an Existing Merged Invoice, Vendor Needs Check Immediately

2. Today’s date is displayed as the Posting Date, Accept or Change this date. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. The invoice(s) will appear unchecked in the list view. To select an invoice(s)

for payment, click on the check box beside the invoice number. Enter the Bank Code, Check Number and Check Date.

5. If you wish to print the check, Click on the ‘Print Check’ box.

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8. The software will then ask you to print the updated journal entries report. You should print the report.

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Example 4 – Pay an Existing Merged Invoice that has been Selected for Payment in a Not

Paid Check Batch

2. Today’s date is displayed as the Posting Date, Accept or Change this date. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. Click on the ‘View Invoices Selected for Payment’ to see invoices that have

already been attached to a accounts payable check batch.

5. To select an invoice(s) for payment, Click on the check box beside the invoice number then Click ‘Accept Selected’.

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6. The ‘Unselect Invoices’ message will appear. Click Yes to move the selected invoices from the accounts payable check batch to this Offline Check batch.

7. Enter the Bank Code, Check Number and Check Date. To print the check, Click on the ‘Print Check’ box.

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V. Journal Entries – Cash Receipts

Use this transaction to record cash receipts and any journal entries that are not automatically generated and recorded by other transactions.

Manual journal entries include:

 Cash Receipts

 Accounts Receivable

 Bank interest earned and bank charges

 Reclassifying/correcting journal entries

 Non-sufficient funds checks adjustments

 Reclassifying journal entries

The most common Journal Codes used are: J/E (Journal Entry), C/R (Cash Receipt) and TRN (Transfer):

FACTS

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G/L account components must exist in the G/L Components table and G/L accounts must exist in the G/L Accounts table (GL Setup/Component Maintenance) before the accounts can be entered in this or other transactions.

Queries – Reports

The NextGen Budgetary Accounting software contains several query transactions that are designed to assist users with accessing data and researching various accounting related questions.

Every query transaction allows the user to enter selection criteria. The query transaction then accesses records in the database and returns a set of results that match the selection criteria entered by the User.

The available selection criteria in each query transaction vary depending on the actual query.

However, there are four selection criteria that are available in every document query. They are listed as follows:

Item Criteria Dollar Criteria Date Criteria General Ledger Criteria

Document Related Queries: The software contains four transactions that are characterized as

“Document Queries”. This category of queries is designed around the data elements related to certain documents produced by the accounting system. These transactions are listed as follows:

Purchase Order Query Invoice Query

 PO Prefix     Invoice Status

 PO Type      Vendor Number

 Vendor     Invoice Type

 PO Status     Batch Number/Batch Month & Year

AP Check Query

 Bank Code  Check Status Reconciliation Status  Check Batch Number

Document Related Queries w/additional Functionality: The software contains two

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Journal Entry Query - This query allows the User to query journal entries based on various

journal entry data. This query also allows the User to reverse an existing journal entry automatically based on journal entry data.

Entered date range Posted date range Fiscal period and year Vendor number Invoice number Bank code

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VII. Accounts Payable Bank/Check Reconciliation

Preface: You must reconcile the bank statement at the end of each month. To do this, you must complete several steps to find out if your computer book balance is in balance with your bank statement. To proceed with this process, read the following section and perform the steps on the checklist below.

Remember to enter any journal entries that would affect the Book Balance through the Create Journal Entry transaction located on the General Ledger menu. These could include: Bank Interest, Bank Charges and NSF Checks

Reset last month’s Reconciliation

1) Click the Check Reconciliation transaction located in the Bank Statement Reconciliation folder on the Accounts Payable menu.

2) Choose the Bank Code of the check from the drop down box.

3) The last month’s Bank Statement Ending date should be displayed.

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button. If the previous month is out of balance, print the Recon report and compare it to the report run at the time of balancing. Changes must have been posted in last month’s books since the close of the books and will need to be reversed.

Enter This Month’s Reconciliation Information

6) Enter the Bank Statement End Balance and Click Save.

7) Place a check mark in the box beside each check that has cleared the bank on the bank statement. When done, Click Save.

Shortcuts

a. If the majority of your checks have cleared the bank, Click Edit and Select All. This will place a check mark beside all of your checks, and then you can Uncheck the checks that have not yet cleared the bank.

b. Using your Arrow Keys and the Spacebar key on the keyboard, Highlight each Check that has been cleared and press the spacebar. This is a quick method of moving down the list.

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Add Other Reconcilable Items

Never enter an “Other Reconcilable Item” to force the reconciliation, it could come

back to haunt you.

8) Click Add to create an Other Reconcilable item. Enter the following information and Click Save. The Other Reconcilable item will appear in blue and should remain unchecked. After entering all of the other reconcilable items, Click Exit.

a. Reference Number – This is not a required field, the system will auto assign a number if left blank. This is a 15 character alphanumeric field.

b. Transaction Date – Enter a date on or before the Bank Statement Ending Date. c. Amount of Item – Enter the dollar amount of the other reconcilable item. d. Transaction – Choose Disburse if dollars need to be Subtracted from the Bank

Statement or Receipt if dollars need to be Added to the Bank Statement.

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Examples of Other Reconcilable Items

1.

Deposits in Transit – This means a deposit was posted to your books, but was not shown on the bank statement. This problem can arise by the deposit being posted after the cut-off time on the last day of the bank statement period. This amount should be entered as a Receipt to the Bank Statement balance.

2. Bank Errors – This means the bank has made a mistake on your account it was not corrected before the bank statement was printed. It can include a check being cleared for the wrong amount, or a deposit incorrectly posted to your account. This amount could be a Receipt or Disburse, so be careful to choose the correct Transaction type. 3. NSF Checks – Normally, NSF (returned) checks are posted to your books using Journal

Entries. However, if you do not choose to follow this procedure, you must list all NSF checks as Other Reconcilable items. NSF checks should be posted with the Receipt transaction type.

4. Bank Statement Balances – This only applies to checking accounts that are setup as cash accounts and have a 0111 function code. If you have a money market account that is setup as an investment account with a 0121 function code, it cannot be reconciled in conjunction with the ‘cash’ bank code. Do not include the ending balance of investment accounts in this figure.

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6. To view the Deposits and Journal Entries, Click Show Deposits and JEs. When finished, Click Close Deposits and JEs.

7. When Finished, Click the Run Summary Report Button. This information will show a Statement and Book Out of Balance Amount.

If the Bank and Book balances are equal, the program will show Statement and Book In Balance with the amount of 0.00.

When the Bank and Book balances are equal, the Recon Button will become enabled. Do not Click this button until you are ready to complete the next month’s bank

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Run the Monthly Reconciliation Report

8. From the Reconciliation screen, Click the Print Report check box and the Journal Entries check box if you want or need a copy of the posted Journal Entries, then Click the Enter button or Press the F1 key.

Print this report and save it for later use.

You may also print this report from Reconciliation Report on the Bank Statement Reconciliation menu located in the Accounts Payable folder.

Check Reconciliation Balancing Research Techniques

If the Accounts Payable Reconciliation report lists an out of balance condition (the adjusted statement ending balance does not equal the ending book balance (the combined ending-balance of cash accounts for this bank code)):

 A deposit-in-transit may need to be recorded as an Other Reconcilable Item.

 A Bank error may need to be recorded as an Other Reconcilable Item.

 A manual check (an offline check) may need to be recorded.

 A deposit may need to be entered.

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 An NSF check may require journal entries to correct the cash and revenue account balances.

 A check may need to be cleared.

 A check may have been cleared in error.

 A check or deposit may have been posted for an incorrect amount. If so, the error needs correcting in the general ledger.

 The ending statement balance may be incorrect.

 A cash account journal entry may have a status of In-process, therefore it is not included in the reconciliation calculation. Use the Create Journal Entry

transaction to change the journal entry status to posted.

Along with the Journal Entries listing in the Check Reconciliation report, there are several other tools and transactions in Nextgen that will verify cash balances and check information.

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RECEIPT MODULE

Main Menu

RM Setup

Validation Tables Maintenance Transaction

Use this transaction to setup a Revenue Type Code for each General Ledger account number you will post receipts to and the Station IDs for each individual that will be using the Receipt Module.

Revenue Types

The Revenue Type code, description and all associated information specific to this code.

Station IDs

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Revenue Types

Revenue Type Code - Abbreviated description for the Revenue Type Code (10 spaces –

alphanumeric), LSAs this represents the Activity-Function

Description – Enter a description for the code (30 characters – alphanumeric)

Account Number – Enter or use search to assign the GL account associated with the code. Can

be left blank here and assigned during the import process.

Default Amount – Enter the typical amount for the code. Can be zero and changed at receipt

entry.

Unique on Each Receipt – Check this box if this code is allowed only once per receipt Student Database ID – Enter the student database revenue-type that corresponds with the

revenue code. Can be left blank.

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Station IDs

Station ID – Used to assist cash receipt reconciliation and cash receipt tracking (10

characters-alphanumeric). The Station ID is assigned to each receipt record.

Description – Enter a description of the Station ID or the name of the individual (30

characters-alphanumeric)

Password – Enter a password for this Station ID (10 characters-alphanumeric) as a security

feature. When a password is assigned to a station id, the RM software cannot be accessed without the correct password. This is not a required field.

Print Receipts – When this parameter is checked, receipts are automatically printed after the

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Setup/Export Parameter Data Transaction

Use this transaction to define the available Station IDs, Cost Centers, and Revenue Types for receipts. This must be created for each individual that uses the Receipt Module software before receipt data can be entered and receipts printed.

WAIT FOR PARAMETER FILE TO LOAD!

Parameter Name – Client Change and Click Next for file name to display. If a new Site or

Station ID, Enter the appropriate file name

Owner – Select Owner if applicable – Owners are not used, you must add NONE to

Ownership/Group Maintenance found in System Control

Station ID – Select the Station ID from the drop down list

Cost Center – The CCTR should display, if not correct, then select the Cost Center

corresponding to the Station ID from the drop down list

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Station Receipt Message – This message will print on each receipt that is generated by this

Station ID

Auto-Assign Receipt Numbers – Check to have the software automatically assign receipt

numbers.

Use Student File / Use Teacher File – Check if a Student File and/or Teacher File is being

used

Code List View – All available revenue codes will appear in this list view. Click the

Select/Deselect All button, if appropriate – uncheck individual codes from list

Enter/Print Receipts Transaction - Use this transaction to enter and print receipts

Station Log In Once the Receipt Module Parameter has been defined, unless changes have

been made, the window below will pop up.

Click on the Set Up on the Station Log In form to edit the Receipt Module

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Receipt Module Parameter

This form will be displayed the first time you select Enter/Print Receipts transaction.

Remote Processing File Locations

Parameter Name –

If more than one Parameter Name was created in the Setup/Export Parameter Data Transaction, then you will be prompted to select the file you choose to use

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Receipt Format File –

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Receipt Parameters|

If you do not have a Student and/or Teacher File, Click Update. You will be ready to select your Station ID, enter Password and a User Name, and Click Log In. No further set up is required.

If provided:

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Receipt Parameters

 Starting Balance – Enter the amount of money you begin with, if any.  Receipt Copies – Enter the number of receipt copies you wish to print.

 Receipt Message – Enter a receipt message. This message will replace any message attached to the Station ID.

Station ID Log In

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Receipt No – Enter number or software will auto assign based on Set Up. Receipt Date – Defaults to today’s date.

Payer Id – Code from Student or Teacher File if file(s) being used, optional. Payer Name – Description of Payer, Required field. Alpha numeric, 40 characters.

Select Rev Type Code – Note that the codes in black have been set up with a Default Amount

and codes listed in red do not have a default.

(1) The Band Dues of $30 for Sally Jones are being paid with two twenty dollar bills- Click the box in front of that Rev Type Code, enter 40 in the Cash $ field, Total Due reflects $30, Tendered is $40 and Change due is $10.

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(4) Add – Click this button to add a Revenue Type Code that needs to be repeated on the receipt. The window below will pop up, select the code you wish to repeat on the same receipt then click save.

(5) The code has been added so next you type the $10 in the Received $ column. Change the total Check $ to $20 and click: Update – Click this button to save the

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Paid All – Click to select all Revenue Types that have default revenue amounts and to display

the default Revenue amounts in the Received $ column. You can deselect a Revenue Type and remove the amount from the Received $ column by removing the check mark from the

corresponding check box.

Clear – Click on this button to clear the form and start over on a new receipt. Setup – Click on this button to change the printer parameters (printer name).

Void – Click on this button to void a receipt. Only receipts updated but not closed out can be

voided.

Logout – Click this button to change your Station ID. Exit – Click on this button to exit the transaction.

Recap of Receipts Entered

After all receipts are entered, click this button to display a summary of collected revenues and to complete the reconciliation/close-out process.

Print Deposit Listing - prints a list of receipts that have a check as part of their payment Only

if a check number was entered.

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Close Out –

Click on this button when the Starting Balance plus the Total Collected agree to the Ending Balance. After you Close Out, receipts cannot be voided.

Enter the total amount of money including Cash, Checks, Credit/Debit Cards and the beginning cash amount. Then click OK to continue or Cancel to exit.

Click OK and you will receive a “Confirm Over/Under” message. If it is incorrect, click No and correct either the Cash Drawer Balance or Receipt Data amount.

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Import/Post Receipt Data Transaction

Use this transaction to import receipt data from remote stations and to create and post cash receipt journal entries to the general ledger from the Receipt Module.

Process Receipts

List View – Any errors will be listed here. If no errors appear, select the “Post GL Data” tab

and continue processing. If errors appear:

1) Check items associated with the same GL revenue account number.

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Post GL Data

Bank Code - Select the Bank Code from the list where the deposit is/was made.

Deposit No - Enter the deposit number or Date. The date of the deposit may be entered as the

deposit number.

List View – Receipts not posted to the general ledger are listed here. Select items listed on

deposit slip.

Assign Bank Code and Deposit No – Click to assign the bank code and deposit number. Undo Bank Code/Deposit No Assignments – Click here to unassign bank code and deposit

number.

Posting Date – Be sure to select the correct posting date. Fiscal Period – Select the fiscal period.

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System Control

Reporting Parameters

SC/RPTP: REPORTING PARAMETERS

Use this transaction to define condensed printing for reports. Condensed printing is used to produce reports on 8 ½ X 11 size, single sheet paper for laser printers in portrait and landscape formats and non-laser printers using 8 ½ X 11 continuous feed paper.

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Menu Tree

System Control Reporting Parameters

The first time the transaction is opened, it is in the “Add” mode. NEVER change what is in the “System ID” field.

2. The top section of this form tells the software the location your data is to be printed. This should be set up to conform to the way you print data the majority of the time.

• Select the printer from the drop down box.

• Select the paper from the drop down box to use with the printer selected.

3. Select whether the data is to print landscape or portrait. If landscape check the option box , if you would like portrait, leave the box unchecked.

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The software is now set to go to the above selected printer, using 8.5 X 11 paper, and will print landscape. The font and font size are Sans Serif 20cpi and 7. An example of and encumbrance entry would look like the page below:

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Miscellaneous System Tables

Menu Tree

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To correct a zip code

Go to tab 2 put in the zip code click change and correct the city or state that matches the zip code.