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



11‐4‐1222‐000‐0000‐1222‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 910.00 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



11‐1‐0111‐000‐0000‐1222‐0‐0000‐0000 10/30/2013 C/R SDE Receipt 910.00 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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Employee Audit Trail

PRIOR PERIOD COMPARISON

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SALARY & BENEFIT BY G/L

SALARY & BENEFIT BY G/L

Salary Schedule 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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Journal Entry Query

Routine Reporting

Printing Options – The Grid

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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

[email protected]

Date post:	10-Feb-2019
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