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36 Click here to add a “Balance Transfer”. Use the drop down boxes

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1. File Edit View Favorites Tools Help Ax Back QJ x a EA Fa Search w Favorites a Media 2 ba ii LJ 33 Address a http www uhab coop cb CashTransactionBrowse cfm hd Go inks G Google Free Hotmail 2 Oddpost weather com NYTimes q b CitySearch MA MapQuest D mTA te Urban Homesteading Assistance Board Logoff Cash Transactions S 7 MM Add Check Add Ceposi Search Help Main Menu Bank Account Posted On Type Check Vendor Payer Amount Memo Recon BAe HFCU 12 31 2004 D Other 25 000 00 Opening Balance No Bde ABC City Bank 01 91 2004 C 0 14 25 Service Charge Yes Edt ABC City Bank 01 21 2004 c 2123 Don Wood 3650 00 Repairs No Bd ABC City Bank 01 20 2004 D Ramon Perez 100 00 0 No BAd ABC City Bank 01 20 2004 D Karen Smith 49 75 No Bi ABC City Bank 01 18 2004 C 2124 Rat Bee Gone 50 00 Jan Exterminating Yes Bat ABC City Bank 01 15 2004 D Dolly Gonzales 300 00 1002 Yes Edt ABC City Bank 01 15 2004 D Tawana Brown 450 00 3333 Yes v Done Internet The Search Results will give you information about the Bank Account associated with the transaction Date the transaction was posted type of transaction whether it is a Deposit or a Check Check number if there is one Vendor Payer Amount of the transaction Memo description and whether or not the transaction was Reconciled Clicking on the Edit icon at the left hand side of the transaction listings takes you to t
2. The Urban Homesteading Assistance Board AAN Utell Olennd Anih Dinne Internet v There are two ways to view the All Cash Transactions feature To view all transactions ever posted to this account check the box Under the Banking heading on the Main Menu gt Click on All Cash Transactions gt Check the box labeled View All Transactions see screen shot above gt Click Search This will yield search results that will show every transaction in this account It may take several screens to display depending on how many transactions exist for the account OR The other method to view All Cash Transactions is through using the Search functions 37 To use the search criterion you can choose search fields and operators and enter in search values and join search clauses to find specific information Under the Banking heading on the Main Menu gt Click on All Cash Transactions gt Choose Search criteria gt Choose a search field from the options Check Number Date Posted Vendor Name Memo Resident Last Name gt Choose a search operator from the options Contains Begins with Ends with Is Is not Less than equal Greater than equal is contained in gt Enter search values to specify the information to find gt Combine search criteria using the And Or field gt Click Search to submit search criteria Z UHAB Connected Books Cash Transaction Browse Microsoft Internet Explorer
3. UHAB Connected Books No Balance Transfers Meet Search Criteria Microsoft Internet Explorer Eile Edit view Favorites Tools Help Ax Q zack e aA EA JO search sie Favorites QP reds O 62 m 233 Address http www uhab coop cb BalanceTransferBrowse cfm made Add Bc Links G Google 4 Free Hotmail Oddpost 4 weather com NYTimes b CitySearch WA MapQuest gt MTA UHAB e Urban Homesteading Assistance Board j Connected Books Logotf No Balance Transfers Meet Search Criteria Main Menu Sorry There are no Balance Transfers on file that satisfy your Searc To add a Balance Transfer Click Her Click your browser s Back button and try again The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 212 479 3300 cbhelp uhab coop 163 03 26 PM Internet UHAB Connected Books Balance Transfer Maintenance Microsoft Internet Explorer File Edit View Favorites Tools Help Ax Q sxx X x a EA JO Search she Favorites media X amp LA LJ 3 Address a http www uhab coop cb BalanceTransferMaintenance cfm Mode Add amp BalanceTransferID 0 Links G Googe 4 Free Hotmail Oddpost weather com NYTimes b CitySearch MA MapQuest M MTA UHAB ike Urban Homesteading Assistance Board Z Connected Books lance Transfer Maintenance Search Help Main Menu Transfer From Choose An
4. Account v Transfer To Choose An Account x Transfer Amount 0 00 Transferred On 07708 2004 Memo The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 242 ATA NNN I chhalnMuhah rann 36 All Cash Transactions Use Cash Transactions to view all deposits and checks that have ever been entered into Connected Books This feature is handy to search for specific transactions by a variety of search factors See page in the Searching and Finding Information section of the User Manual on page 99 for more information on searching All Cash Transactions Z UHAB Connected Books Cash Transaction Search Microsoft Internet Explorer File Edit View Favorites Tools Help a Q sxx z bd aA EA i Search ie Favorites QP Media amp B E E 3 Address a http www uhab coop cb CashTransactionSearch cfm E E oS Go Links G Googe 4 Free Hotmail 2 Oddpost weather com NYTimes amp CitySearch M MapQuest MTA tke Urban Homesteading Assistance Board ConnectediBooke Logoft Cash Transaction Search ea MM Add Check Add Deposit Help Main Menu Please enter at least one search criterion below Then click the Search button at the bottom of the page View All Transactions C And Or Field Operator Search Value Check Number j is Mi And Select Field contains And Select Field v contains
5. pointing whole walls These are expenses that are too major to be considered just repairs Transfer to SA Calculate how much the building puts away for Reserves every year It should be at least 200 per unit per year Payment of DEBT This category is calculated from the payments made by the HDFC towards loans that it has to pay back Take a look at your Amortization schedule to calculate how much your HDFC owes towards its Payment of DEBT for the following year Payroll Payroll expenses include the amount of money paid as a salary to all the employees of the HDFC The building must not include the taxes that you pay for your Payroll expense Payroll Taxes will be calculated as an expense under Other Taxes RE Taxes Calculate how much your Taxes would increase based on your bill for the previous year Increase your previous bill by at least 6 7 and estimate your taxes for the following year Other Taxes Other Taxes are Payroll Taxes and Corporate Taxes Corporate taxes are based on the income and expenses that the HDFC makes over the course of a year Your accountant will prepare this report and advice on any payment due The IRS report is due within two months after your fiscal or calendar year HDFC s are exempt from city and state corporate income taxes If your income was much higher this year compared to last year you should budget for additional money for corporate taxes The Payroll Taxes are calculated based on the amo
6. your projection on last year s expenses but adjust for the expected level of court actions for the coming year Administration This category includes all office expenses incurred by the HDFC For example expenses such as office supplies paper ink etc expenses on travel reimbursement taxi etc When the HDFC has reimbursed an officer or a shareholder for an expense it would be an Administrative expense This expense does not have a specific amount Look at your Past Actuals for this expense and increase it by at least 2 Other Professional Bookkeeping fees Some buildings hire a bookkeeper to help maintain their day to day financial records Typically this includes maintaining the monthly rent roll cash disbursement forms bank reconciliations and monthly summary sheet Bookkeepers typically work on an hourly rate though some will agree to work for a monthly fee Estimate the amount based on last year s contract or a quote from a new bookkeeper 47 Accounting fees Every HDFC needs to hire an accountant to prepare their annual financial statement of income and expenses which by law must be distributed each year to every shareholder in the building The accountant will also prepare the building s federal corporate income tax filing Buildings should check to see if they require a Certified Auditor to audit their buildings In the event that they are required to do a Certified Audit they should factor a higher auditing expe
7. Budget e Click on Submit to continue Budget 2007 Worksheet e The Budget 2007 Worksheet is where you will project the expenses for the upcoming Budget year e This worksheet automatically calculates the buildings expenses based on the Past Actuals of the building e For example the amount of money spent on Repairs Maintenance is calculated based on how much money the building spent on this expense in the last year e Connected Books calculates this data by counting 12 months of data before the last date of the previous month of the current year Let s take a look at each column in the Budget 2007 Worksheet Current e The Current column gets information for the different expenses from the previous budget These numbers state the amount of expenses that were projected for the current budget year e Ifyou do not have a prior budget in Connected Books this column will be empty Past Actuals e The Past Actuals is a calculation for all your expenses for the previous year e tis calculated from the last 12 months of data entry e For example if you are creating a budget in October 2007 for the year 2008 The Past Actuals from the expenses in the time period October 1 2006 September 30 2007 Unpaid Bills e The information for the Unpaid Bills column comes directly from the Unpaid Bills section under Banking in the Main Menu e The unpaid bills will show up until the actual date of the creation of the budget For inst
8. Date Service Charge Date Service Charge o Date Interest Earned Date a Internet gt Enter Statement Date that which appears on the bank statement it should be 1 31 2005 gt Enter Ending Balance which appears on the bank statement gt Enter any Service Charges and the Dates of charges gt Enter in any Interest Earned in the field at the bottom of the screen gt Click Continue button You ll be brought to the next reconciliation screen Across the top of that page it will list the Statement Date Start Balance End Balance and Difference between the opening and ending balance Underneath that there is a listing of all of the transactions associated with the account with the following categories Reconcile Date Check Vendor Payer Check amount Deposit amount Memo Z UHAB Connected Books Microsoft Internet Explorer EEA File Edit View Favorites Tools Help Ry Back Q x a A O Search se Favorites Media 2 LJ 33 Address http fwaw uhab coop cb Reconciliation cfm xj Go Links G Google amp Free Hotmail J Oddpost Jweather com NYTimes b CitySearch MA MapQuest MTA UHAB tke Urban Homesteading Assistance Board PEE Connected Books Logoff Bank Reconciliation MM Help Main Menu Statement Date Start Balance End Balance Difference 07 08 2004 25 610 25 0 00 25610 25 Reconcile Date Check Ve
9. The Percentage Increase column is the first column you can edit in the Budget Worksheet page e The Percentage Increase column defaults to a 2 increase for all expenses to account for inflation e You must change the Percentage Increase for a particular expense if you know that that expense will increase by a large amount For example the buildings fuel expenses for the upcoming year will probably increase by 10 Working e The Working column calculates your expenses by taking into account the original projected expense and the Percentage Increase that has been factored in e The numbers for the Working column are calculated by multiplying the expense under Annualized with the Percentage Increase for that particular expense Adjustments e The Adjustments column is used when you want to project an increase in an expense with a full dollar amount instead of a Percentage Increase e You can also use the Adjustments column to account for expenses that you anticipate for the next few months and that have not been entered into Connected Books e For example if you are creating a Budget in September 2007 for 2008 you will have to enter in an Adjustment for Fuel to account for the expensive winter months e When you enter in an Adjustment amount be sure to explain your Adjustment in the Adjustment Info Comment column Final e The Final column is a calculation of your Final amount for that particular expense e It calculates the Working amount a
10. ading on the Main Menu screen gt Click on Month End Closing gt Choose the month you want to process in the pull down menu gt Choose the year you want to process in the pull down menu gt Click on the Close Month button Z UHAB Connected Books Month End Close Microsoft Internet Explorer File Edit View Favorites Tools Help y 9 0 ff A 0 2 k OS m Back Forward Stop Refresh Home Search Favorites History Print Edit Address amp http www uhab coop cb MonthEndClosing cfm Go UHAB ike Urban Homesteading Assistance Board Connected Books Logoff Month End Close Form 9 w Audit Info Help Main Menu Please Select The Month Year That You Want To Close Month January x Year 2005 v The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 212 479 3300 cbhelp uhab coop 138 11 44 AM Done Internet 43 You will get a confirmation screen verifying that the month was closed which will also state how many residents were processed in the Month End Closing Z UHAB Connected Books Month End Closing Microsoft Internet Explorer File Edit View Favorites Tools Help ae 9 0 d AG 2 x Oa m Back Stop Refresh Home Search Favorites History Print Edit Address http www uhab coop cb MonthEndClosing cfm E gt Go Links te Urban Homesteading Assistance Board Ss E Connected Books Logoff Month End Close Complet
11. ance if you are creating a Budget in October 2007 all the unpaid bills from January 1 2007 September 30 2007 will show up e If you have any unpaid bills for the month of October or if you are expecting or if you have any large bills that are coming up in the future that you want to record you can enter them in the Adjustments column 45 e For example if you create a budget from January 2008 December 2008 But you actually create the budget in November 1 2007 Then any unpaid bills recorded in Connected Books from November 1 2007 December 31 2007 will not show up in the budget This is because the budget is created from Nov 1 2006 Oct 31 2007 in order to reflect a full years worth of data Annualized e The Annualized column is used when the building does not have a full years worth of data entry to work with e In the event that there is only data entry in the building s Connected Books account for eight months then this column projects how much each expense would cost the building for a full year based on the average monthly cost of each expense Over Under e The Over Under column shows you the difference between expenses from the previous budget and expenses for the projected budget It shows you the amount by which the spending has increased or decreased for a particular expense e This Over Under column is the difference between the Current column and the Annualized column Percentage Increase e
12. ant warranting a separate expense category Use last year s actual expenses as a general guideline for your projection Allow for a 2 increase due to inflation Exterminator If the HDFC does not have an exterminator it is recommended that they hire one at least for public areas and basements The expenses for an Exterminator depend on the individual fee s and the size of the building If the HDFC currently hires an Exterminator you should increase the expenses by 2 If the HDFC does not have an Exterminator but is planning to hire one they can always call any company for a free quote and include it in the budget Fuel Estimate a 10 increase in the cost of Fuel for the following year But fuel prices have been fluctuating yearly so it good to consult your UHAB coordinator for this expense Utilities 48 Base your projection on last year s actual expense and allow for a 2 increase due to inflation Water Sewer Base your projection on last year s actual expense and allow for at least a 6 increase due to inflation Do not look at the Past Actual s for your Water Sewer expenses but look at the actual water bill for your building Add the four quarters and increase the amount by at least 6 Building Improvement Building Improvement also known as Capital Improvement expenses are any major expenses which increase the value of the property This includes but is not limited to new roof new boiler windows brick
13. ate an up to date receivables report This function is very important to the Rent Roll feature in Connected Books closing out a month forwards those figures to the opening balance of the following month Unless a month is closed the figures will not forward which may affect the figures and calculations for following months as well as the Rent Roll Report F UHAB Connected Books Main Menu Microsoft Internet Explorer File Edit View Favorites Tools Help ay 9 0 fH AG 2 x Ols m Back Forward Stop Refresh Home Search Favorites History Print Edit Links gt Address http www uhab coop cb MainMenu cfm CFID 74596 amp CFTOKEN 1 9666668 UHAB ike Urban Homesteading Assistance Board See Connected Books Logoff Hi Demo User e Bills 120 Connected Books Checks Deposits 8 Balance Transfer Resident Charges All Cash Transactions Reconcile Month End Closing Welcome to UHAB Connected Books B e Reports o Cash Disbursements Rent Roll Customer History Reconciliation Income and Expense Statement Balance Sheet Cash Basis o Financial Snapshot e Budgeting oo0o000 e Building e Current Unit Resident Rent w a Internet 42 When should I do a Month End Closing After you have completed the following sections for a given month Resident Charges Deposits Prior to viewing the Rent Roll Report or Customer History Report To do a Month End Closing Under the Banking he
14. ed S MM Month End Close Has Been Completed For January 2005 Number of Unit Residents Processed 14 The Urban Homesteading Assistance Board 120 Wall Street 20th Floor New York NY 10005 212 479 3300 cbhelp uhab coop 138 11 45 AM Done Internet Always close out the previous month before viewing your building s Reports This ensures that the correct information is being forwarded to the next month s opening balance If you notice that there is discrepant information in the Rent Roll Report or the Customer History Report double check that the information was properly entered and that the Month End Closing has been done for that period of time Pay particular attention to the Beginning Arrears column and Ending Arrears column Often times an error in the report occurs due to failure to do the Month End Closing function If you are not sure of which months you have performed a Month End Closing for Connected Books will display that information to you Under the Banking heading on the Main Menu screen gt Click on Close History This will display the months that have been closed and the date it was closed 44 Budgeting In this section we will go over the functions of Budgeting Main Menu e Under the Analysis section in the Main Menu Click on Budgeting e Click on Click Here e Select the year of the creation of the Budget and the Starting month for the Budget Type in a description for the
15. he original check or deposit form for that particular transaction Clicking on the Search icon from the Results page takes you to the Search form 38 Reconciliation Your cooperative will receive a bank statement along with cancelled checks or copies of checks each month The statement shows each deposit to your cooperative account and each check written or withdrawal made as well as bank charges and bounced checks if any The statement provides an opening beginning balance and a closing ending balance according to the bank s records It is important to compare the bank statement information with your cooperatives records to check for errors that your cooperative or bank may have made This comparison is what allows you to reconcile the account It is best if your bank issues your statement with the statement period running from the beginning to the end of the month However that is not always possible Regardless of when the statement arrives the bank reconciliation should be done at that time working with your current as well as recent Maintenance Rent Roll and Cash Receipts and Cash Disbursement Forms It is very important to reconcile your account books with the bank statement account monthly and make sure every dollar and cent is accounted for Under the Banking heading in the Main Menu screen gt Click on Reconcile Z UHAB Connected Books Main Menu Microsoft Internet Explorer File Edit View Favorite
16. nd accounts for the increase in the event that there was an Adjustment and then gives you a Final Amount for that expense 46 The Total Amounts for all the columns are calculated at the end of the Budget Worksheet page Let s take a look at the individual expenses on the Budget Worksheet The following are estimates for Projected Increases These have to be evaluated independently based on each individual building Insurance Insurance usually goes up by 5 every year But you should check with your buildings insurance broker to get an exact estimate Management The Management expenses are calculated either by calculating how much the building pays its Board Members for Management services or by calculating how much the building pays its Management Company The Management fee for the Board Members is estimated at 8 of the buildings income unless the building has a flat Management fee Outside Manager s Fees Some buildings hire an outside manager to help manage the buildings finances and also to work on maintenance and upkeep of the building Ask the Management Company for a quote for the following year and project your Management expenses Legal As aco op you should continue to budget for legal fees associated with housing court actions You will also need to budget for an attorney to provide corporate legal advice to your HDFC co op on issues concerning corporate documents and policies such as resale and subletting Base
17. ndor Payer Check Deposit Memo 01 20 2004 Ramon Perez 100 00 0 01 20 2004 Karen Smith 49 75 01 21 2004 2123 Don Wood 650 00 Repairs Check All F f Reconcile l Start Over The Urhan Homesteadina Assistance Roard lt amp Internet gt Compare the list of transactions to your bank statement Click the checkbox on the left side of the transaction listing under the Reconcile column for items that appear on the bank statement Be sure to check the reconciliation box for the Opening Balance Interest Earned and any Service Charges The Difference field at the top of the page will change accordingly as an item is checked off or reconciled The goal is to make the amount in the difference field 0 gt When the Difference zero your account and your bank statement have been reconciled and you can click the Reconcile button to submit the information If the difference between the amounts does not get to zero then you need to click the Start Over button and verify the information you are entering Once the reconciliation is completed you can view the Reconciliation Report under the Analysis heading on the Main Menu screen 41 Month End Closing The Month End Closing function creates the receivables information and forwards the receivables balance and arrears information to create the following month s Rent Roll It essentially calculates the arrears and payments information to cre
18. nse Most accountants will meet with your Board to discuss their proposed work and fees before you sign a contract The more complete and organized your records the less time your accountant will have to spend and the less it will cost If you give your accountant a shopping bag full of receipts and cancelled checks it will take them more time and thus be more costly If you records are in a similar condition your accountant s fee should be similar to your past actual Repairs Maintenance Maintenance Contracts All buildings should have at least one maintenance contract for their boiler This contract should cover both the annual cleaning and servicing when necessary A boiler maintenance contract can be obtained either from your fuel company or from an independent boiler service company Allow for a 2 increase due to inflation Also consider if you have any large repairs coming up in the following year You will also want to allow for needed upgrades and major repairs to maintain your building in the future as recommended by your Maintenance and Repair Committee Projections for specific repairs could be based on contractor quotes the advice of other TIL buildings and co ops or cost guidelines available from HPD or technical assistance providers like UHAB Keep in mind that a very large amount of repair can be recorded as Capital Improvement for the building Plumbing For many buildings plumbing expenses are ongoing and signific
19. rcial Income The number in the first column is the Total Yearly Income that the building currently receives from commercial units If you would like to increase the income from the buildings commercial units and hence increase the commercial income amounts for tenants you can edit this number by using either the Percentage Increase column or the Adjustment column The final amount will be your Projected Commercial Income and will appear in the Subtotal column Projected Yearly Other Income The number in the first column is the Total Yearly Other Income that the building currently receives If you would like to increase the Other Income charged to the buildings residents you can edit this number by using either the Percentage Increase column or the Adjustment column The final amount will be your Projected Other income and will appear in the Subtotal column The last column is the Total column The first row calculates the Total Projected Expenses for the building for the following year and the last row calculated the Total Projected Income not including 50
20. s Tools Help Q wx 4 gt z x a EA JO search Sie Favorites Media B amp z LJ 33 Address El http jfw uhab coop cb MainMenu cfm j Go Links G Google 4 Free Hotmail Oddpost weather com NYTimes CitySearch MapQuest MTA UHAB te Urban Homesteading a SASS Assistance Board C anecied Books Logotf Hi Connected Books e Bills Checks 700 Angel Avenue Housing Development Fund Corp Deposits 8 Balance Transfer Resident Charges sh Transactions Reconcile e Month End Closing Welcome to UHAB Connected Books e Reports o Cash Disbursements Rent Roll Customer History Reconciliation Income and Expense Statement Balance Sheet Cash Basis Financial Snapshot e Budgeting eoo000 o L Setun O O x Internet 39 You will get a Bank Reconciliation form where you need to input bank statement information Z UHAB Connected Books Bank Reconciliation Microsoft Internet Explorer DES i File Edit Yiew Favorites Tools Help A Oc Ok GD Pln ferns Ar O A D mLa Address a http www uhab coop cb Reconciliation cfm J Go Links G Googe Free Hotmail Oddpost 4 weather com NYTimes amp CitySearch M MapQuest M MTA UHAB ike Urban Homesteading Assistance Board Connected Books Logoff Statement Date 07 08 2004 Beginning Balance 25 610 25 Ending Balance Service Charge Date i Service Charge o
21. unt of expense incurred by the buildings Payroll Account Other Expenses Other expenses include the following expenses for Permits and Licenses that have to be paid by the HDFC The following is just a minimum of expected Other Expenses your HDFC may not be limited to these expenses Boiler 35 49 Fuel tank Fire Dept 90 MDR Multiple Dwelling Registration 13 Dept of Environmental Control 110 TwoViolations 50 Total 298 Once you have estimated your expenses for the following year you can look at the Total expenses in the last row Budget Worksheet Income The Budget Worksheet Income page lists The Total Yearly Projected Expenses Projected Yearly Income From Renters Projected Yearly Commercial Income Projected Yearly Other Income Explanation of the different rows in the Budget Worksheet Income page The Total Yearly Projected Expenses This number comes from the calculation of the Projected Expenses from the Budget Worksheet page Projected Yearly Income from Renters The number in the first column is the Total Yearly Income and the building currently receives from renters If you would like to increase the income from renters and hence increase the Rent amounts for tenants you can edit this number by using either the Percentage Increase column or the Adjustment column The final amount will be your projected income from renters and will appear in the Subtotal column Projected Yearly Comme

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