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The ABC’s of AccountingBeginning AccountingSt Louis / April 2007
Presenter: Kathleen Graw
Why do you care what I have to say?• I’ve worked in a Johnstone operation for 9
years, 11 months, 27 days…• I’ve been a Database user for 9 years, 11
months, 13 days…• I’ve been teaching DST classes for over 4
years…• I’ve been a DST consultant for accounting
related jobs & issues for over 3 years….• I have a Bachelor’s & a Master’s Degree from
Texas Tech & California State Universities…• I think I am smart and I like to hear myself
talk…
Class Objectives:
•To expose you to as many facets of the DST accounting package as possible.
•To demonstrate as many of those features as possible.
•To facilitate an exchange of ideas between users.
Ground Rules:• PLEASE ask questions – I don’t mind being
interrupted.
• NO question is stupid.
• Please keep questions relevant to the group as a whole.
• “Can it be done” versus “Should it be done”?
• MY way isn’t the ONLY way.
Class Structure:
-We have A LOT of ground to cover and FOUR hours just SEEMS like a long
time.
-Tried to give you as many screenshots as I could to cut down on your note taking.
-One break at halfway point (15 minutes)
Laying the Groundwork for the next FOUR hours….
Debits and Credits:
Account Type Debit Credit Normal Account Balance
Assets Liabilities Owner's Equity Revenue Expense
Increase Decrease Decrease Decrease Increase
Decrease Increase Increase Increase Decrease
Debit Balance Credit Balance Credit Balance Credit Balance Debit Balance
System Modules
YOUR System
Accounts Payable – Close is dependant on the user. Can post to future periods.
General Ledger –Close is dependant on the user. Multiple GL periods can be open at the same time; however, can only run statements for current period.
Accounts Receivable -Close happens on the last day of the month. Only one AR period can be open at a time.
How it all ties together...
Menu 12
Menu Path Focus
Menu 12.2.2
DemonstrationRequired, Default, Stops
Menu 12.2.2.2
Menu 12.2.2.2
Menu 12.2.2.3
Menu 12.2.2.4
Menu 12.2.2.5
Menu 12.2.2.6
Menu 12.2.2.7 & 12.2.2.9
Nashvill
e, April 2006
Menu 12.2.2.8
Menu 12.2
12.2.15 NSF Maintenance
Bank CallsBank Calls Notify CustomerNotify Customer System AlertSystem Alert
First Notification of a Bad Check is usually because your Banker calls…
You then need to notify your customer and determine method of restitution…
Staff AlertStaff Alert
Accounting Adjustment
Live Demo –
12.2.15
Demonstration
Menu 12.2.15
Most Common NSF Adjustments
Re - open Original Invoice (s) Invoice in Order Entry
AR Adjustments
Off System Handling
Combination
R/C
Demonstration
Menu 12.4
Menu 12.4.1
Menu 12.4.1.2
Menu 12.7 - Demonstration
Menu 35
Menu Path Focus
Menu 35.7
Menu 35.8
Questions?
For some reason vendors expect to get paid….
Menu 13
Menu Path Focus
Menu 13
Menu 13.20
AP Flowchart
Steps to Voucher Expenses
Batch created in 13.20.1
Sequential Voucher Register 13.20.5
Hand check Register (if applicable)In 13.20.6
Expenses Vouchered
Expenses Vouchered
Demonstration
Menu 13.20.1
Menu 13.20.1
Steps to Voucher Merchandise
Batch created in 13.20.2
Sequential Voucher Register 13.20.5
Hand check Register (if applicable)In 13.20.6
Merchandise Vouchered
Merchandise Vouchered
Demonstration
Menu 13.20.2
Menu 13.20.2
Steps to Voucher Corp (DC invoices)
Batch created in 13.20.3(Match receivers to invoices 13.20.14)
Sequential Voucher Register 13.20.5
Hand check Register (if applicable)In 13.20.6
Merchandise Vouchered
Merchandise Vouchered
Demonstration
Matching Corp Invoices13.20.1413.20.15 – view or print
Menu 13.20
Menu 13.20.3
•Maintain – 13.20.1 (open or closed batch)
•Delete – 13.20.18 (closed batch)
Vouchering
Reports 4. Open Batch Listing – Screen or Report 5. Sequential Voucher Register – Verification and Finalization 6. Daily Hand check Register – Hand checks only 7. PO Receiving not yet vouchered – EOM Journal Entry27. Clear Open Receivers – Remove receivers from report.
Menu 13.20
Menu 13.2
13.2.1A. A/P Summary Payment Schedule –
Summary of 13.2.1
13.2.2 Scheduled Cash Disbursements
End date specificSame output as 13.2.3
Disbursements Reports
13.2.2 & 13.2.3
Check Run Process
1. 13.2.3 or 13.2.4
2. Review printout, approve items for printing
3. 13.2.6 or 13.2.6a
4. 13.2.7 (Rolls from 13.2.6/6a)
1. 13.2.11
2. 13.2.7
3. 13.20.6 (if applicable)
4. Must also delete voucher if you don’t want it paid on future check runs (13.20.18) unless it is a hand check.
Check Reversal
Demonstration
Menu 13.2.11
Menu 13.2.11
8. Activity Report – Summary of Deposits, Disbursements, Adjustments and Journal Entries
9. Reconciliation Entry – Input of Checks cleared on last bank statement. Enter as a range or individually.
10. Reconciliation Listing – Itemization of checks entered in 13.20.9 as well as outstanding checks and outstanding checks greater than 90 days.
Bank Reconciliation
Demonstration
Menu 13.2.8
Menu 13.2.9
Menu 13.3
Menu 13.5
Demonstration
Questions?
Collecting the money customers owe you…
Menu 4
Menu Path Focus
Menu 4
Menu 4.1
Demonstration
Menu 4.1.1
Menu 4.1.1
1. 4.1.1 – Post Cash
2. 4.2.8 – Batch Listing
3. 4.2.1 – Cash Listing
Cash Posting Process:
• 4.1.2 – AR Adjustments
• 4.2.2 – Adjustment Listing
AR Adjustments:
Demonstration
AR Records Split
30/60/90
Menu 4.1
Menu 4.1.2a
Menu 4.1
Menu 4.1.9
Demonstration
Menu 4.1.9
Menu 4.1
Reopen AR items
4.1.12
*need AR adjustment before
EOD*
Menu 4.1
Search Features
Checks & AB
Menu 4.1
Demonstration
Menu 4.2
Menu 4.3
Menu 4.4
To generate Dunning Letters the flag must be set in the Customer Master Maintenance, Menu 12.2.2.2, screen 2, field 8, to “Y”.
The aging parameters, set in Company Ageing Maintenance, Menu 12.1.9, will not affect the Dunning letter codes that are
generated in Menu 4.4.1.
Dunning Letters:
1. Dunning Letter Updt to Cust.Det File - Updates all customers with a past due balance to the next letter. This update is not due date or period sensitive. The letter code will change every time the report is run.
2. Dunning Letter Edit Report – A report of current account receivables, the Dunning Letter to print is indicated in the left column, LTR, letter 1, 2, 3. A single asterisk “*”, indicates all three letters have been sent. Two asterisks “**” indicate the Dunning Record flag is not set on the Customer Master Maintenance Screen, Menu 12.2.2.2 screen 2, field 8.
Dunning Process:
3. Dunning Letter Customer Maintenance – To manually adjust the Dunning Letter a customer is to receive, Line 1 may be changed to 1,2,3,4 or 5.
4. Dunning Letter Form Print – Print current Dunning Letters assign to Customers.5. Dunning Letter File Text Maintenance – Edit text on any Dunning Letter. 4. Dunning Letter Form Print – Print current Dunning Letters assign to Customers.
5. Dunning Letter File Text Maintenance – Edit text on any Dunning Letter.
Dunning Process:
Demonstration
Collecting A/R at Counter
• Receive payment, enter invoice with message line and record payment received.
• Allow counter staff to receive and enter payment for prior days’ invoices
• Really helpful in remote stores so they can collect and make the deposit AND get the money on the account.
• EOD report: EOD Unapplied Cash Listing
Collecting A/R $ at Counter
Collecting A/R $ at Counter
Questions?
Collecting the money vendors owe you…
Menu 15
Menu Path Focus
Part enters warranty through a Credit Memo @ counter Reason Code is Warranty (#006) & Assign Warranty Tag
Report 15.1 will show all these parts – returned & not claimed
Menu 15
Unclaimed Warranty Report
To create a claim from parts in Warranty System – use 15.3Can also use 15.3 to view claims, reprint, unfinalize
Menu 15.3
Demonstration
15.7 & 15.8 are reports to track warranty before and after they are turned into claims.
Menu 15
Warranty Aging Report
15.9 – Should mostly be used as a research tool
Menu 15
Demonstration
Menu 15.9
Menu 15.9
Demonstration
Warranty Claims
Part Rtn’d
Review Warranty
items
Create Claims
• Customer brings Part back to the store.
• Credit Memo is issued in m1.2
• Use “Warranty” reason code to issue credit
• Assign a Sequence #
• Warranty Items need to be consolidated and turned into a claim.
• Run m15.1 to review items by vendor
• Review vendors’ warranty policies
• Determine viable warranty claims
• Issue Claim/Paperwork to Vendor.
• Use m15.3 to create the claims by vendor &/or by company
• Send paperwork and parts (if applicable) to vendor
Process to Create a Warranty Claim is simple…
Monitor
Aging
• Monitor the pending warranty credits.
• Use the Warranty Aging Report in m15.8 to make calls to vendors to get credit issued
Warranty Credits
Receive Part – close claim with 15.10
Receive Credit – close claim with 15.11
Demonstration
Questions?
Tying it all together.
AR Close (Last day of the month):Paperless (menu 16.5)
Email reports directly to accountant
AP Close (First day of the month):Not paperless…yet
AR & AP Closing
AR Key Reports
AR adjustment listAR write-offs
Customer Aging*Unclaimed Warranties Report*
Open Warranty AR Report*Inventory by Value Prefix*
Tax & Non Tax Jurisdiction Reports
*Key Figure
Expense Distribution RegisterAP Activity List – Open Balance*
*Key Figure
AP Key Reports
Questions?
Session Evaluations