Section 2 - Cowichan Tribes
Contents
1. BCE a Select existing Additional Need from list below Ref H 49 Effective Date 01 10 2005 Step 2 Ser Requested 75 00 Invoice Approval Form Completed Invoice Date Need Type Advance Notes Payment and Recovery Approved 75 00 Recoverable Issued Term 3 Recoy Term 25 00 C Purchase Order e Cheque Pay To Benoit Eric Comments Print Approval Form Step 3 Enter data or press ESC to end STEP 2 Click on the Item that is in PENDING STATUS on the left hand side to select it STEP 3 Click ZZ Pte Jin the bottom right hand side 44 Sectlon 9 Sllooller Payinants Supplier Payments OVERVIEW Supplier Payments allow you to create one cheque to one supplier on behalf of or more clients Supplier Payments can also cross reference with Purchase Orders if applicable that have been issued in order to accommodate a reconciliation process STEP 1 Atthe Main Console select SA APPLICATIONS gt SUPPLIER INVOICES STEP 2 Click the FIND button at the top as shown below Figure 52 Step 2 E Supplier Invoices STEP 3 Enter the first few letters of the name of the supplier you intend to pay then click find as shown below Browse Vendors Ed Step 4 TES ere SaskPower Supplier STEP 4 Inthe list of search results click on the name of the supplier then click OS 45 Step 5 You will then2. Step 9 1 U ee Notes Cheque to Benoit Eric for Advance 1 4 Step 12 Step 13 1 See notes ad Step 16 42 STEP 9 STEP 10 STEP 11 Click HESS on the lett hand side Enter the EFFECTIVE DATE This is usually the CURRENT date and determines which batch the payment will appear in when processing Enter the amount REQUESTED NOTE If you are paying an invoice from a supplier and have the details of the invoice you can add the information in the fields labeled Invoice and Invoice Date Once you have completed entering the details for the payment and have printed the Approval Form you can Vv Approval Form Completed STEP 12 STEP 13 Select the appropriate Need Type from the drop down list Enter the amount approved This amount cannot exceed the amount requested but can be LESS than the amount requested NOTE If the client has agreed to pay back all or a portion of the amount approved enter this amount in the Recoverable field then enter the number of payments to be made The monthly amount deducted will be automatically calculated and displayed in the grey field labeled Recov Term This will be deducted automatically from their regular monthly entitlement until payment in full is received You do not have to remember to deduct or stop deducting this amount AIS will do that for you STEP 14
3. Account review the Payment Preview Report Refer to the following section for detail on how to add a Vendor or GL Account NOTE If you are not comfortable with completing this please contact your AIS System Administrator OR AIS Support at 1 800 361 3331 STEP 1 Goto PAYMENTS gt PROCESS STEP 2 From the menu at the top of the ISSUE CHEQUES screen select FUNCTION then ACCPAC EXPORT MANAGER as shown below Issue Cheques aeaa Preview Payments eriod for processing AccPac Export Manager Pay z Period AS A ee aime Ae Step 2 Set process to no for any payments you don t want to process Process Amount Recipient e You will then see the following screen 35 W AccPac Interface Manager Vendors Name EE Step 3 gt Bank Accounts STEP 3 Select VENDORS or GL ACCOUNTS depending on whichever you need to add STEP 4 Type the first few letters of the Client s LAST NAME or the first few letters of a SUPPLIER NAME in the NAME field STEP 5 Click QUERY A list of results will appear as shown below E AccPac Interface Manager Name O Menor Benoit Eric Bowes Brent Bear Rose Black Feather Black Heather Bob Bob Blue Berry Step 6 Step 4 e Vendors C Bank ccounts C GL Accounts Step 5 STEP 6 In the VENDOR column next to the name of the client or supplier enter the VENDOR NUMBER STEP 7 Hit the up arrow key T or the down arrow key to sav
4. Browse Citizen STEP 4 Enter the first few letters of the Spouse s last name in the field labeled Surname and click loosed STEP 5 You will then see the results of your search as shown below Click on the name to highlight it STEP 6 Click o Figure 12 Browse Citizen Meme E N Pre E T A umb ok Step 6 Step 5 Attig Curtis Step 4 You will then see that the spouse information has been entered as shown below NOTE General Information about the spouse is automatically entered in the GREY areas after you SAVE the application If there are any changes needed to any of the information that appears in these areas advise your Membership Clerk STEP 7 Click L Figure 13 SA Application 1377 for McLeod Sterling Bie Edit Family info Help 10 Step 7 Add a Dependant NOTE Adding or removing a spouse or dependant will cause the B amp D to change to an On Hold status You will have to change the status of the B amp D to CONTINUING and modify the Regular Payments Amount s as described in Section 3 of this User Reference Manual before any payments can be processed STEP 1 FIND the client s application STEP 2 Click the DEPENDANT button on the right hand side You will then see this screen Figure 14 e SA Application 7 for Eagle Colton Step 2 p e Add gt gt w Enter dependant name or down arrow to find hh ST
5. If you have just one B amp D selected you can first jump to the B amp D to view and or modify the details by clicking the VIEW B amp D button NOTE To select only ONE B amp D simply click once on the client s name The one B amp D you clicked on will be highlighted in blue Any change you make while this B amp D is highlighted will effect ONLY THAT B amp D To select more than one B amp D in the list that are listed consecutively listed one after the other click on the first B amp D and while HOLDING the left mouse button down drag the pointer to the last B amp D you want selected All the B amp D s you dragged the pointer over will be highlighted in blue Any change you make while these B amp D s are highlighted will effect ALL HIGHLIGHTED B amp D S 25 To RANDOMLY select B amp D s from the list hold down the Ctrl key while clicking on the client names in the list that you want selected Only the B amp D s that you Ctrl Clicked on will be highlighted in blue Any change you make while these B amp D s are highlighted will effect ONLY THE HIGHLIGHTED B amp D S Canceling a B amp D OVERVIEW Canceling a B amp D will remove the B amp D details but will NOT delete the client s Application STEP 1 Atthe Main Console select SA Applications and then select Budget amp Decision from the drop down list Then select Modify STEP 2 Click the FIND SN button at th
6. Monthly PO Advance J Amount Effective Date 37 50 Default 0570172005 M How often will the payment be Next Payment issued 97 50 May 2005 End Date Review Date When will this be paid i i Comments 2 Delete E Save Payments can be categorized as Regular Monthly Are payments that clients and or suppliers receive every 2 weeks or once a month and little to no change occurs These types of payments are entered on the REGULAR PAY Tab on aclient s B amp D Additional Needs Are one time payments that are generally issued in between the regular monthly payments These types of payments are entered on the ADDITIONAL NEEDS Tab on a client s B amp D Supplier Payments Are payments that are generally issued when invoices come in and are paid on behalf of a client s The amounts and or suppliers will vary from month to month 31 Depending on the type of payment you are processing a specific batch is created and will appear in the PERIOD drop down list when you are in the payment processing screen Following is a description of the payment batches you may see in the PERIOD field when processing payments Regular Payments for lt MONTH gt 1 15 2005 This is the first half of a CHEQUE PO BATCH for those clients set up to receive 1 2 of the monthly entitlement OR Regular Payments for lt MONTH gt 16 31 2005 This is the second half of a CHEQUE PO BATCH
7. STEP 15 STEP 16 STEP 17 STEP 18 Select the method this amount is to be issued as either a Purchase Order or a Cheque In the Pay To field click EN to search for and select a Supplier OR right click anywhere in this field and select This Client if the cheque is to be made in the client s name Click NM Sms Pont Approval Fom Click to print the Approval Form to be signed and retained on file Exit the Budget amp Decision entirely To process this one time payment refer to the section titled Processing Payments in this User Manual You will see a payment batch Additional Needs for lt month and year gt in the Period drop down list of batches ready to be processed 43 STEP 1 FIND the client s Budget amp Decision and select the select the ADDITIONAL NEEDS Tab at the top as shown below Step 1 Figure 50 p File Edit Help Select a client Benoit Eric Al Summary Info Upcoming Payments Benue ee Palende Additional Needs STFP1 Select Fxistinn Additinnal Need nr New STFP Enter nr Mndifu Infrrmatinn You will now see the ADDITIONAL NEEDS screen as shown below Figure 51 File Edit Help Select a client Bencit Eric 2J Summary Info Upcoming Payments Regular Pay Reteral Additional Needs STEP 1 Select Existing Additional Need or New STEP 2 Enter or Modify Information Click New button to add a new Additional Need Additional I
8. be another batch for these types unless a new supplier payment is created after processing 32 Following are the detailed steps on processing payments from AIS STEP 1 Select SA Applications from the AIS Command Center then Select Payments then Process You will then see the Issue Cheques screen STEP 2 OPTIONAL If you are managing multiple community offices you can select individual communities and create separate batches for each community STEP 3 Select B amp D Clients and Suppliers Clients Only or Suppliers Only from the Pay field at the top of this screen as shown below Figure 40 Issue Cheques File Edit Function Help Step 1 Select who to pay then select the period for processing Step 2 Community A Communities DI Step 3 Pay pap Clients amp Suppliers D Step 4 Period Requiar Payments for Sept 1 2004 Sept 30 2004 Process Type Amount On Behalf of Payment To Yes Cheque EHM COD STERLING MCLEOD STERLING Cheque 520 00 MOSAIC TANIS MOSAIC TANIS Cheque 120 00 SASS FELIX SASS FELIX Cheque 100 00 SASS JULIE SASS JULIE Cheque 240 09 SASS LEO SASS LEO heqe 500 00 FIRST NATION HOUSING FIRST NATION HOUSING Step 3 Preview Payments Preview STEP 4 Select the appropriate Payment Batch from the drop down list in the field labeled Period A list of the payments in the batch will appear in the window STEP 5 Click the __ Preview button a
9. csccccccececccccetseectetseeecteasneteceesedecdcessecnecdeneccdeasuecueeesedececesueecueseneececetuecuedest 14 Find and Modify an Application ccccseecccseseeeeeseeeeeeeneeeeeeeneseeeeeesseeeenseeneenseeeeeenseneeeenseneenes 15 Section 3 Budget amp DeCiSiOn ccscccesecseeeeeeseeeneeeesseeenseeeesaeeenseesasnaeenseeeasaeeeeseesaeeeeeenenens 17 New Budget amp DeCISION cseecceseseeeeeneeeeneeneneeeeenenneeeenseeeeeeeseeeeeeaseeeeeenseeeeeenseeeeenseeeeeenseneanes 17 Printing a Budget amp Decision Preview csseccssseeeeeseseeeeeeseeeeeesseeeeeenseeeeeenseneeeenseeeeeenseneenes 21 Printing a Budget amp Decision for SiQmature ccsccsseesseeeeeeeeesseeeeeneeeeseeeeseeesseeeneeeensaees 22 Placing a B amp D ON HOLD vice rr ar suse p e aa aenaran aerae EENS 23 Budget and Decision Review Feature cccsseeccseseeceseseeeeseseeeeeneeeeeeeseeeeeeeseeeeeeeneseeneetes 25 Canceling a BA Dh a aa cat a eaaa ae aa taa o e AEE a na EEA Eana aE HEURES EE 26 Find and Modify Payment Item s on a B amp D scseeceseseeeeenseneeeeeseeeeenseeeeeenseeeeeenseeeenenseeeeees 28 Section 4 Issuing Payments seserian aeee eannan eee anera aranera sa eaae nian eaan aaa emanan eaae aeaaee 31 Processing Regular Monthly Payments cccsseeeeseseeeeeeeeeeeeenseeeeeenseeeeeenseneeeenseeeeeenseeeanes 31 Missing Vendor and or GL Account Message ssscceseeesseeeeeeeeesseeeeeeeeneeeensaeeeeneesnseaeasees 3
10. from the drop down list in the field labeled Period A list of the payments in the batch will appear in the window Click the Preview button at the bottom You will then see the Print Options screen Select PRINT on the Print Options screen This will print a PAYMENT PREVIEW listing all payments that will be issued in the batch CAREFULLY REVIEW this report and verify those clients and suppliers who are to receive a payment are on the list and the amounts of the payments If all payments are correct go to STEP 6 38 Before PROCESSING AND PRINTING Cheques carefully review the Print Preview report and verify the following PRIOR to processing payments Are all amounts for each payment correct Are there payments not appearing on the report that should be Are there payments appearing that shouldn t be processed Are any of the VENDOR NUMBERS AND OR GL ACCOUNT NUMBERS missing If changes are required make them at this time STEP 18 If all items on the Payment Preview Report are correct click the __T cess button You will then see the Cheque Manager screen as shown below Figure 44 Cheque Manager Cheque Options Ge Se Step 7 Cheque Date 01 07 2004 Besinaion t Fintan EE Step 8 Bank Gees Help 3 HP LaserJet 4000 Series PCL on LPT1 Printer hp LaserJet 1000 DOS on LPT2 Steo 10 hp LaserJet 1000 on Mett H Cross Lake PCL 6 USB on Nef WADSROUTERSHP 8000 PCL on Ne02 AA zsclsto der ad
11. it is considered closed However in the event an adjustment is required AFTER the month has been closed an adjustment can be made in Adjustments as described in the Section 7 in this user manual Once all reports for the reporting period have been submitted to INAC close monthend by doing the following STEP 1 Atthe AIS Command Center select SA APPLICATIONS gt MONTHEND You will then see the following screen Figure 63 WSA Month End File Edit Function Help Fiscal Period Year 2005 Period 14 Advance Fiscal Period Enter the Fiscal Period STEP 2 Click the Advance Fiscal Period button 63
12. of a client STEP 3 Click NEW mew on the top right hand side to ensure you have a blank application Figure 4 e SA Application for Level of Benefit lt None gt v pplicant Type lt None gt ad Step 3 STEP 4 Inthe Application Type section select the appropriate Applicant Type from the drop down list This is the field that identifies the INAC Category of the client such as Employable Single Unemployable Single Child Out of Parental Home Work Opportunity Program Employable Family Unemployable Family NOTE Level of Benefit is used only in special circumstances Please consult with your FSO if this is a requirement for your Region Figure 5 e SA Application for File Edit Family Info Help New Application Type vj Fina v Level of Benefit lt None gt Step 4 Figaro O y O a ns an STEP 5 In the Name field in the Applicant General Information section click the Browse button 5 as shown below Figure 6 e SA Application for File Edit Family Info Help New Application Type Level of Benefit lt None gt ae 1 a e Applicant Type None sed Applicant General Information eege wel SS Step 5 emm m You will then see the Browse Citizen Screen as shown below Figure 7 Browse Citizen tame Eerst Name Find By Find Surname e Name Given C First Nation Initials C ID numbers T Sound Searc
13. the NAME field STEP 5 Click QUERY A list of results will appear as shown below 49 WW AccPac Interface Manager Name Menor Bear Rose Step 6 Black Feather Black Heather Bob Bob Blue Berry Step 4 Vendors Rane bg Bank Accounts GL Accounts Step 5 STEP 6 Inthe VENDOR column next to the name of the client or supplier enter the VENDOR NUMBER STEP 7 Hit the up arrow key T or the down arrow key to save your changes 50 cl BE ei J a VE Sestlon 3 Adjustments OVERVIEW After you have processed and submitted the Control Journal to INAC there may be some payments issued that INAC may reject or you may find a payment that was coded incorrectly Whatever the reason you still have the ability to make an adjustment to the payment detail in AIS and the adjustment will appear in the NEXT CURRENT monthly report to INAC Before you begin you will need to know the following information about the original payment e AIS Payment Reference Number e Posting Period This information can be found in Payment History STEP 1 From the AIS Command Center select AIS APPLICATIONS then Adjustments You will then see the following screen Figure 53 i SA Payment Adjustments EN File Edit Help el Adjustments Step 1 Find Existing or Select New Adjustment Al D Ret fo Step 2 Edit or Modify Info Adjustment Type Not Reimbursable Z EffectiveDate 0272272005 E Adjusted Pa
14. the section titles BUDGET amp DECISION in the manual gt Ifthe Applicant has a spouse go to the subsection titled ADD A SPOUSE in this manual gt Ifthe Applicant has dependants go to the subsection titled ADD A DEPENDANT in this manual Printing an Application While viewing the Application and after saving the application you can print the Application for signing and to maintain on file STEP 1 Click FILE on the menu at the top and select PRINT as shown below SA Application 24 for Dickey George STEP 2 Click L_ NOTE ALL printed Applications are date stamped with the current date Add a Spouse NOTE Adding or removing a spouse or dependant will cause the B amp D to change to an On Hold status You will have to change the status of the B amp D to CONTINUING and modify the Regular Payments Amount s as described in Section 3 of this User Reference Manual before any payments can be processed STEP 1 FIND the Client s application as described in the subsection titled Find and Modify an Application in this manual STEP 2 Click the SPOUSE button on the right hand side You will then see this screen e SA Application 5 for Attig Curtis _ Step 2 STEP 3 At the end of the Name field click the browse B button as shown below Figure 10 e SA Application 5 for Attig Curtis Step 3 You will then see the Browse Citizen Screen as shown below Figure 11
15. 5 To Add Vendor Numbers and or GL Account Numbers c eceeseesseesseesseesseeeeeeeeneeeneenes 35 Printing Additional or Special Needs Cheques cccseccssseeseseeesseeeeeneeesseeenseeeseeeenseaensees 38 Canceling Payment eege EEN 40 Section 5 Additional NC S s cccsceseeessseeeeseeesneeeneneensneeeeneesusaeeeseeeenseeeasaeeeeseesennenensenens 41 Additional Needs formerly One Time Special Needs cseccssceeeseeeeseeeeseeeneneeeenenes 41 Deleting an Additional Need PENDING Status Only cccseeesseeeeeseeeeseeeeseeeesseeeneeeensnees 44 Section 6 Supplier Payments ccscceseessseeeeseeeeeeeeeeneeeneeeeesaeeenseesasaeeeeneaensaesesseesaseeenenenens 45 Supplier PAyMents E 45 Cloning a Supplier INVOICE ccseceseeeeseeeeeneeenseeeneneeeeseeenseeenseeesseesaseeeeneeaeasaeseseeeenenaensaees 48 Section 7 Verndor GL Codes scccsseccscceseecseneeeeseeeneneeeseeeenseaeesaeesaseesesaaeenseaeaseeeesseeesseeeeeeenens 49 Adding Modifying Vendor Codes cccseccseeceeeseeesseeeeseeeenseaeneneeenseesesnaeeeeeaeasaeeesseeensneeeeeenens 49 Section 8 Adjustments iieiea anaia EENS 51 Section 9 Ee EE 54 General Reports egen eege BAD Ws Aces edna WH Adee eee 56 B amp D History Hepnorte 200 ei a eee eke ead ee 56 ee ele ICT 57 Printall Applications eea e nisin aad neediest niente 58 Section 10 INAGREDOMS 4 Eeer 59 INAC Month End Reports ccccssccsseeeesseeeesee
16. Aboriginal Information Systems IV EP ASS Istance eTerence ices E Business Complete I T Solutions ced DataSystems Ltd Copyright Information 2005 Advanced DataSystems Ltd All Rights Reserved Reproduction adaptations or translation without prior written permission is prohibited except as allowed under copyright laws SA 4 6 0 February 13 Notice The information contained in this document is subject to change without notice Advanced DataSystems Ltd makes no warranty of any kind with respect to this information Advanced DataSystems Ltd specifically disclaims the implied warranty of merchantability and fitness for a particular purpose Advanced DataSystems Lid shall not be liable for any direct indirect incidental consequential or other damage alleged in connection with the furnishing or use of this information No part of this document may be photocopied reproduced or translated to another language without the prior written consent of Advanced DataSystems Lid Contents Section 1 Getting Started iziciciccicccccdteccsiscevcccc eo aoao ce aeaaea shee sasceececcechccteseceeeeastcnccedccneessacdeuscs 1 Logging BI EE 1 Section 2 SA Applications seed 2 New SA Application E 2 Printing ap Applications eege gieeEgEEEEEee EES ge EEee 7 RETTEN 8 Add Dependant iis ccctcccicdcccccidesaieivcccccdcecesteczdebeccecedescceivcesacd ck ce TAANE NENANA AREENA EAEE 11 REMOVE EE E A A E A 13 Remove Dependant
17. EP 3 At the end of the Name field click the Browse button as shown below Figure 15 e SA Application 7 for Eagle Colton Step 3 11 You will then see the Browse Citizen Screen STEP 4 Enter the first few letters of the Dependant s last name in the field labeled Surname and then click FIND You will then see results of your search as shown below Figure 16 Browse Citizen Step 5 Attig Curtis STEP 5 Locate the name and click on it to highlight it STEP 6 Click OK Step 4 STEP 7 Inthe next screen the Dependant s name is in the Name field but you MUST ADD Add gt gt him her by clicking on the shown below Figure 17 e SA Application 7 for Eagle Colton Die Edit Family Info Help ere Greyeyes Madison ener 4 v lt lt Remove Greyeyes Madison TN 9990000804 Step 7 Enter dependant name or down arrow to find button at the bottom left hands side as To add additional dependants repeat Steps 2 thru 7 12 Remove Spouse STEP 1 Find the Clients Application STEP 2 Click SPOUSE on the right hand side You will then see this screen Figure 18 377 for McLeod Sterling STEP 3 Right click anywhere in the Name Field and select No Spouse as shown below Figure 19 Step 3 13 Remove Dependant STEP 1 Find the Clients Application STEP 2 Click on the DEPENDANT button on the
18. FO screen as shown below STEP 8 In the section titled Budget amp Decision General Info change CONTINUING to ON HOLD as shown below Figure 32 File Edit Help Select a client Quaker Len AN E Regular Pay Additional Needs Referrals Summary Info Application 26 Application Info Budget amp Decision General Info Temporary Review On 06 21 2005 Hold Reasons Step 8 e Continuing Change gaa Start Date 09 10 2004 Comments ta ON End Date HOLD C Cancelled Step 9 Select this button to begin the search STEP 9 Click save E 24 STEP 1 Atthe Main Console select SA Applications and then select Budget amp Decision then select Review You will then see the B amp D REVIEW window as shown below Figure 33 E B amp D Review View all B amp D s On Hold Name D gbaz Review BD Status STEP 2 Choose one of the 4 options in the drop down list gt View all B amp D s On Hold gt View all B amp D s Due for Review gt View all Cancelled B amp D s gt View all Active B amp D s EI You will then see the list of B amp D s that currently fall in the status category you have selected After you have selected ONE or MORE ALL or ANY of the B amp D s listed you can then do any of the following 1 Change B amp D Status es with just one click 2 Set a new REVIEW DATE 3
19. Is for the wrong Payment Item Is the amount wrong Will you need to make a change such as one of the above and reissue this payment Is it being canceled because it should never have been issued at all Canceling a cheque after it has already been processed in AIS STEP 1 Select SA Applications from the main menu of the of the AIS Command Center then select Payments gt History STEP 2 Find the payment you need to cancel in the list of payments that you see on the screen and click on it to highlight it STEP 3 Select the Cancel button on the right hand side You will then see the following prompt Figure 45 Cancel Cheque Why are you cancelling this cheque Select an option v Select an option This cheque needs to be corrected and re issued This cheque should NOT have been issued STEP 4 Determine whether or not you will be re issuing the payment from AIS and select the correct reason why you are canceling the cheque from the drop down list as shown above If you choose This cheque needs to be corrected and re issued this resets the effective date back on the details of the B amp D Regular Pay B amp D Additional Needs or Supplier Invoices You will only need to make the necessary changes on the respective payment detail screen WITHOUT changing the Effective Date and reprocess the payment as per usual If you choose This cheque should NOT have been issued you should determine than whether t
20. PO STEP 9 Select the correct Bank from the drop down list STEP 10 Select the correct Printer from the list if applicable The default printer is the same as your Windows Default Printer STEP 11 Click the PRINT button If you are printing the cheques from AIS your cheques will begin printing H Finance will be printing your cheques in ACCPAC an Accpac Export Detail Report will be printed Give this report to Finance who will complete the Cheque Process and will give you the printed cheques for this cheque run At the end of any and all cheque processes a report called Batch Summary will be first previewed on your screen This report provides you with useful detailed information about the cheque batch Depending on your internal Policy and Procedures you can choose to print this report or not 34 OVERVIEW Vendor Codes for each client are only required if you are printing an Invoice Batch and you may receive the following AIS message after selecting PROCESS when processing payments Message Press HELP to view stack trace xi GL Accounts and Vendor Codes have not been entered Re print the preview to see which Codes were not entered Please fix these problems and regenerate the accpac file From the Payment History screen This simply means that a Vendor Code s or an Expense Account GL Account has not yet been entered This is a one step setup option To determine which is required Vendor Code or GL
21. ail STEP 3 Select ALL from the Applicant Type drop down list STEP 4 Select the correct month from the Month drop down list STEP 5 Click the PRINT button as shown below Figure 58 Inac Reports Step 5 Step 2 Step 3 Step 4 STEP 6 Repeat Steps 2 5 for each report type Summary Family and Cover Sheet These reports combined with copies of the New B amp D s for the same period become your Month end Package to INAC 59 Sectlon Th ringwnelal reoorts Pre defined financial reports in the SA module include Client Expenditure by Budget Client Expenditure by INAC Category Client Expenditure by Payment Type Client Expenditure by Period Expenditure Summary by Budget Expenditure Summary by INAC Category Expenditure Summary by Payment Type Payment Register Special Needs Journal WOP Transaction Register Each financial report listed above has very detailed information based on selected filters All of the Financial Reports are selected from just one screen and have the same FILTER OPTIONS as shown below Figure 59 Expenditure Accounting me Client Expenditure By Budget ha Pe Fe 2 Pe Fa 2 M M 60 How to Print Any of the Financial Reports STEP 1 Login to AIS as described in Section 1 STEP 2 Select SA APPLICATIONS from the AIS Command Center then REPORTS gt EXPENDITURE ACCOUNTING REPORTS You will then see the EXPENDITURE ACCOUNTING report and fil
22. ants to narrow down your search Click LS From the list of results locate the Client s name and click on it to highlight it Click OK Make the necessary changes STEP 10 Save and exit NOTE Changing the APPLICANT TYPE will trigger an ON HOLD STATUS on the B amp D You will then need to view the B amp D change the status to CONTINUING and you will be asked if you wish to load the defaults when you save Select YES then go to the REG PAY tab and ensure all payment items and details are corrected 16 Step 3 Sectlon 3 Budget 2 Decision New Budget amp Decision STEP 1 From the AIS Command Center select SA Applications then Budget amp Decision from the submenu then select Modify STEP 2 Click FIND at the top as shown below Figure 24 Step 2 You will then see the Browse Social Assistance Applicants screen shown below Figure 25 Step 6 Browse SA Application B amp D B amp D Name Position Status y 26 Quaker Len applicant Active ee Step 7 Step 4 Step 5 STEP 3 Enter the first letter s of the client s last name in the field labeled Surname STEP 4 OPTIONAL Click the check box next to List only Applicants to narrow down your search 17 ops oiken E STEP 6 From the list of results locate the Client s name and click on it to highlight it STEP 7 Click OK You will t
23. automatically assigned an Application Number and a new blank B amp D is also automatically created with a matching number NOTE Any changes on the Application such as adding or removing a spouse and or dependants will trigger an On Hold status on the B amp D You must then modify the B amp D accordingly STEP 1 From the AIS Command Center select SA Applications Figure 1 Step 1 AIS Aboriginal Information System STEP 2 From the SA Applications submenu select Application You will then see a blank application if you are logging in for the first time Otherwise you will see the last record you viewed Figure 2 se SA Application for Applicant Spouse Dependant General PEELE H G Enter applicant name or down arrow to find The SA Application screen is divided into 4 sections Section 1 Application Type Section 2 Applicant General Information Section 3 Applicant Education Work History and Section 4 Applicant Assistant History as shown below Figure 3 e SA Application for Applicant Spouse Dependant SE e L Address On Reserve Yes House Print nter applicant name or down arrow to find Note Application Type and Applicant General Information sections are REQUIRED before an Application can be saved An APPLICATION MUST be created for each client before any payment s can be made to or on behalf
24. ct Select this Client as the Payee OR Click the BROWSE button at the end of the field where you can search for a Member First Nation Supplier or WOP Program as the Payee and search STEP 15 Select the appropriate Payment item from the Payment for drop down list NOTE If a PAYMENT ITEM is missing from the list contact your AIS System Administrator or AIS Support 19 STEP 16 Select the appropriate Payment Frequency from the Payment Frequency drop down list STEP 17 Enter the FULL amount of the monthly entitlement for this one item STEP 18 Ensure the EFFECTIVE DATE is the date they are to begin to receive this entitlement NOTE Entering a date that is NOT the first day of the month will cause a PRO RATED amount to be calculated for this payment only Once this entitlement has been issued and provided they are a continuing client the FULL monthly entitlement will be issued in the next cheque run STEP 19 Click SAVE at the bottom to save this item To add additional payment items repeat Steps 12 through 19 Once you are done entering all regular recurring monthly payment items your screen should look similar to the one below where the items are all listed as well the amounts and who the payment will be made to Figure 28 Recovery For Advance ref 43 Issued 10 03 04 12 50 Basic Need 310 00 data or press 20 STEP 20 Click t
25. delete Details you may have to change are STEP 1 STEP 2 STEP 3 Figure 37 Add a new Payment Item Change a payment method from cheque to PO or vice versa Change the Payee Change the amount Change the Payment Frequency Change an Amount Delete the Payment Item entirely At the Main Console select SA Applications Select Budget amp Decision from the menu then select Modify Click the FIND a button at the top as shown below Step 2 File Edit Help Select a client AN Summary Info Upcoming E d Regular Pay Il Additional Needs Il Referrals Step 6 28 Figure 38 Browse SA Application B amp D B amp D gan Position Status 26 Quaker Len applicant Active Step 7 Step 3 Step 4 Step 5 STEP 4 Enter the first letter s of the client s last name in the field labeled Surname STEP 5 OPTIONAL Click the check box next to List only Applicants to narrow down your search STEP6 Click FIND LEN STEP 7 From the list of results locate the Client s name and click on it to highlight it STEP 8 Click OK You will then see The SUMMARY INFO screen STEP 9 Select the REGULAR PAY Tab at the top as shown below You will now see the REGULAR PAY screen as shown below 29 Figure 39 Step 8 Make Necessary Change s Recovery For Advance ref 43 Is
26. e top as shown below Figure 34 Step 2 Figure 35 Step 6 Browse SA Application B amp D 26 Quaker Len applicant Active Step 7 Step 4 Step 5 26 STEP 3 Enter the first letter s of the client s last name in the field labeled Surname STEP 4 OPTIONAL Click the check box next to List only Applicants to narrow down your search STEP 5 Click FIND LE STEP 6 From the list of results locate the Client s name and click on it to highlight it STEP 7 Click OK You will then see The SUMMARY INFO screen as shown below STEP 8 In the section titled Budget amp Decision General Info change CONTINUING to CANCELLED as shown below Figure 36 File Edit Help Select a client Quaker Len A Unceming EE Regular Pay Additional Needs Referrals Summary Info Application 26 Application Info Vecision General Into Temporary Review On 06 21 2005 Hold Reasons Step 8 e Continuing h Gre On Hold Start Date 0971072004 Comments EndDate C Cancelled Step 9 Select this button to begin the search STEP 9 Click save E NOTE Canceling a B amp D deletes the B amp D for this client but NOT the Application If the client returns you will need to reenter the B amp D detail 27 OVERVIEW The REASON you need to modify detail on a B amp D will determine WHAT you will have to add change or
27. e your changes 36 IF YOU ARE USING ACCPAC AND HAVE ALREADY PROCESSED PAYMENTS WITHOUT VENDOR NUMBERS Accpac will not accept the imported batch if a Vendor Code or GL Account is missing This will be detected when Finance attempts to import the batch that you have generated from AIS and have provided to them You will have to REGENERATE re process the batch by doing the following See the example below STEP 1 Add the missing codes by following the steps described above in the subsection titled Adding Vendor Codes and or GL Account STEP 2 Goto PAYMENTS gt HISTORY STEP 3 Click on the LAST PAYMENT THAT WAS IN THE ORIGINAL BATCH THAT HAD MISSING VENDOR NUMBERS to highlight it It doesn t matter if this was NOT the one with the missing vendor number Just as long is it is one of the payments that was included in the same batch as the payment s with the missing vendor number STEP 4 With the payment line highlighted click on FUNCTION on the menu at the top and select REGENERATE ACCPAC EXPORT FILE Step 4 Step 3 Figure 42 Review Cheques File Edit View ef Cheque Cancel Cheque Date Recipient 1 Reprint Cheque PO 0 00 2004 01 15 Pruden Ron 1 Re Sequence Cheques 97 50 2004 01 15 Quaker Len TS Needs 1 Reprint Payment Batch 45 00 2004 01 22 Sutherland Jean Fark Loyd Reconcile Cheques Unreconcile Cheques Reconcile Unrec Reconciled om Non Reconciled 2863 65 Click here t
28. eesneeenseeeeseeeesseeenseeeesaeesaseesaseaeenenseaseeseseeeensnaeasaees 59 Section 11 Financial Reports cccccsccceseeseseeeeseeeeseeesseeeneeaeesaeeenseesesaeeenseaensaeeesseesneneesenenens 60 Section 12 Closing Month End s cccscceseecseeeeeeseeeseeeesseeeneeeeseaeesnseesesaeeeneeeensaeeesseeensneeseneneas 63 Sectlon Jr Getting Startec STEP 1 Double click on the shortcut on your desktop Tt You will then see the AIS Login Screen AIS LOGIN SCREEN WW Aboriginal Information Systems Aboriginal Information System User ads Step 3 Step 2 Password anes Cancel AIS Version 4 5 0 fc Advanced DataSystems Ltd 1999 STEP 2 Enter your USER ID and PASSWORD CAUTION NEVER give anyone your personal USER ID or PASSWORD STEP 3 Click OK When you have successfully logged in you will see the AIS COMMAND CENTER AIS COMMAND CENTER E AIS Aboriginal Information System File Citizen SA Applications Case Management Setup Help a Assistant Clerk Social E Depending on your USER SECURITY PRIVILEGES you will only see the applications that you have been granted permission to access action 4 SA Agoliczations SA EE OVERVIEW An Application MUST be created before any payment s can be processed The Application identifies the INAC Category their home community if applicable and the client s current family members spouse and or dependants When saved the Application is
29. ej Bh d II ev EA pm Se DE eege Te The SA Module contains four categories of reports gt General Reports o B amp D s o List of Applicants o Applications gt INAC Reports Control Journals o Details o Summaries o Families o Cover Sheets o Additional Needs Expenditures and Accounting Reports o Client Expenditure by Budget o Client Expenditure by INAC Category o Client Expenditure by Payment Type o Client Expenditure by Period o Expenditure by Summary by Budget o Expenditure by INAC Category o Expenditure by Payment Type o Payment Register o Special Needs o WOP Transaction Register gt Aged Advances Reports The following sections describe each category in detail of the type of information you can collect based on your records Regardless of the category you can always preview the report before actually printing it so you can make sure you are printing the information you want To preview any report after selecting a report and setting your filter options click PRINT You will then see the following PRINT OPTIONS window NOTE The default options that you see will always print one copy of the report to your Windows Default Printer if you do not make any changes in this window Figure 56 Print Options of Copies 01 File Name Printer HP LaserJet 5 on Heft HP Laselet 1100 MS on LPT1 hp deskjet 450 printer on LPT1 Adobe PDF on Nell WADSROUTERSHP 8000 PCL on Ne02 SANSRNITERSHP Cale a
30. for those clients set up to receive 1 2 of the monthly entitlement OR Regular Payments for lt MONTH gt 1 30 2005 This is the CHEQUE PO BATCH for those clients set up to receive the full monthly entitlement e Cheques to Suppliers MAY appear here because you may be paying an invoice on behalf of a client IE Housing will be receiving Rent Payments e If a payment is MISSING from this batch check the Clients B amp D for the following 1 Is the B amp D ON HOLD or CANCELLED If so why 2 Is the EFFECTIVE DATE for each payment item on the REG PAY tab correct e Once you have processed this batch the MONTH will advance to the next month and a new batch for next month will immediately be created e If this type of batch reappears after processing this could indicate one of the following has occurred 1 A Payment Type s on a B amp D has an EFFECTIVE DATE within the current month which may be the case for a new client 2 Acheque has been cancelled and is waiting to be re issued Additional Needs for lt MONTH gt 2005 e May be a cheque s OR a PO s for a One Time Special Needs e Once processed there will NOT be another batch for these types unless a new one time payment is created after processing Invoices for lt MONTH gt 2005 e May be a cheque s OR a PO s and is for Supplier Payments ONLY No cheques to clients should appear in this batch e Similar to Additional Needs once processed there will NOT
31. h NOTE There are 3 Find By options by Name by First Nation or by ID Numbers such as Treaty Status Number or SIN Select the Find By option and then enter the search criteria STEP 6 Enter the first few letters of the Applicant s last name in the field labeled Surname then click _ Fina You will then see a list of results matching your search criteria as shown below Figure 8 Browse Citizen Name __CPrevferred Name Attig Curtis Step 8 Step 7 9990000301 Find By Select the Mamie Sumame att Find by Given option here C First Nation Il C ID numbers Step 6 I Sound Search STEP 7 Inthe list of matching results locate the name of the applicant and click on it to highlight it STEP 8 Click OK You will then see the SA Application screen where your client s general information now appears in the applicable fields as shown below Figure 9 Employable Family Save 4 Step 9 Applicant Spouse Enter applicant s house number on the reserve STEP 9 Click SAVE NOTE General Information about your client is automatically entered in the GREY areas after you SAVE the application If there are any changes needed to any of the information that appears in these areas advise your Membership Clerk or refer to the AIS Citizen User Reference gt If the Applicant is SINGLE with NO DEPENDANTS the application is completed Go to
32. he B amp D should be placed on HOLD or Cancelled or if it was an Additional Needs Payment or Supplier Payment it should be deleted 40 Step 3 Secstlond Additional Neecs Additional Needs formerly One Time Special Needs OVERVIEW Additional Needs are one time or emergency special needs payments that are requested and issued between regular monthly cheque runs in addition to a client s monthly entitlement STEP 1 Atthe Main Console select SA Applications and then select Budget amp Decision from the drop down list Then select Modify STEP 2 Click the FIND E button at the top as shown below Figure 46 Step 2 Figure 47 Step 6 Browse SA Application B amp D B amp D game Position Staus 26 Quaker Len applicant Active SE Step 7 Step 4 Step 5 STEP 3 Enter the first letter s of the client s last name in the field labeled Surname 41 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 Figure 48 OPTIONAL Click the check box next to List only Applicants to narrow down your search Click FIND _find From the list of results locate the Client s name and click on it to highlight it Click OK You will then see The SUMMARY INFO screen Select the ADDITIONAL NEEDS Tab at the top as shown below Step 8 You will now see the ADDITIONAL NEEDS screen as shown below Figure 49 Pending Issue
33. he UPCOMING PAYMENTS Tab at the top to view and verify the next payment s and totals for this B amp D as shown below This is a READ ONLY screen Figure 29 Eile Edit Help Select a client Pickey George Al Summary Info Regular Pay I Additional Needs Il Referrals Upcoming Payments Regular Payments for Feb 1 2005 Feb 28 2005 PO to AIS Wood Choppers Amount Comment Elders Wood 250 00 Total Payment to AIS Wood Choppers 250 00 A Regular Payments for Feb 1 2005 Feb 28 2005 Cheque to Dickey George Amount Comment CMHC Rent 350 00 Basic Need 210 00 Comforts 60 00 Total Payment to Dickey George 620 00 To ensure you have all of the information entered correctly you can print a Budget and Decision Preview by simply selecting FILE from the menu at the top then PRINT while viewing the Budget amp Decision as shown below KR Edit Help Save Ctrl 5 Refresh Clap Upcoming ERER UU Regular Pay Additional Needs ll Refer Preferences Ctrl E Delete Exit NOTE This is ONLY a PREVIEW and is not recommended as the form to use for signatures Refer to the next section of this manual for instructions on how to print a Budget amp Decision for signature and to retain on file 21 Printing a Budget amp Decision for Signature After a payment has been issued you can then print a Budget amp Decision for signature and to retain on file You can either pr
34. hen see The SUMMARY INFO screen as shown below Figure 26 File Edit Help Select a client Quaker Len AN eena Regular Pay Additional Needs Referrals Summary Info Application 26 Application Info Jecision General Info C Temporary Review On 06 21 2005 Hold Reasons Step 8 e Continuing Step 9 me ii 2 Comments End Date Es C Cancelled Step 10 Select this button to begin the search STEP 8 By default ALL NEW B amp D s are On Hold You MUST set the B amp D to Continuing in order for payment to be issued as shown above STEP 9 Setthe START DATE STEP 10 Click SAVE NOTE A REVIEW DATE is automatically set six months from the start date When the REVIEW date arrives it will automatically trigger an ON HOLD status and no payments can be issued until the B amp D has been reviewed and returned to a CONTINUING status 18 STEP 11 Click the REGULAR PAY tab at the top You will now see the REGULAR PAY screen as shown below Figure 27 Step 11 Step 12 Step 13 Step 14 Recovery For Advance ref 43 Issued 10 03 04 12 50 12 a Step 15 Basic Need 310 00 Step 16 Step 17 Step 18 See UU NOTE Below Step 19 O Mew STEP 12 Click NEW S as shown above STEP 13 Select CHEQUE or PURCHASE ORDER as issue TYPE STEP 14 In the Payment To field right click and sele
35. int one or more or all for a specific period by using the correct report filters STEP 1 Select SA APPLICATIONS gt REPORTS gt GENERAL REPORTS from the AIS Command Center You will then see the following screen General Reports 0 E tober STEP 2 Select the appropriate Month and Year STEP 3 Click PRINT NOTE To select specific B amp D s click the S E button If you DO NOT select individual B amp D s ALL B amp D s for the month selected will be printed Clients who have received a payment for the selected month will be the ONLY B amp D s that print 22 Step 3 Placing a B amp D ON HOLD STEP 1 Atthe Main Console select SA Applications and then select Budget amp Decision from the drop down list Then select Modify STEP 2 Click the FIND a button at the top as shown below Figure 30 Step 2 Figure 31 Step 6 Browse SA Application B amp D B amp D game Position iss 26 Quaker Len applicant Active Se Step 7 Step 4 Step 5 STEP 3 Enter the first letter s of the client s last name in the field labeled Surname STEP 4 OPTIONAL Click the check box next to List only Applicants to narrow down your search STEP 5 Click FIND STEP 6 From the list of results locate the Client s name and click on it to highlight it 23 STEP 7 Click OK You will then see The SUMMARY IN
36. it oK STEP 8 Click 52 You will then be returned to the ADJUSTMENTS screen and the payment item detail information will be brought forward as shown below Figure 55 WSA Payment Adjustments File Edit Help Adjustments Step 1 Find Existing or Select New Adjustment 2J O Bett fo Step 2 Edit or Modify Info Adjustment Type Not Reimbursable EtfectiveDate 05 02 2005 Adjusted Payment Chq 3 Northem Allowance from 04 01 05 to 04 30 05 for 50 to BALLANDYNE SIL 2J Reason for Adjustment Step 3 Review Payment Information Step 4 Enter Non Reimbursable Portion Amount 50 00 Amount 150 00 Client BALLANDYNE SILAS NOAH a Client BALLANDYNE SILAS NOAH aj Vendor BALLANDYNE SILAS NOAH Al Vendor BALLANDYNE SILAS NOAH 2J Payment Type Payment Type Northem Allowance EI Expense Account Expense Account l INAC Category l INAC Category l Period April 2005 For Period 04 01 2005 El Step 9 Enter a year Step 11 STEP 9 Review the ORIGINAL Payment Information on the bottom left frame STEP 10 Make the necessary adjustments in the fields in the bottom right frame STEP 11 SAVE your changes An Adjustment will be assigned and appear in the top frame as shown below WSA Payment Adjustments File Edit Help Adjustments Step 1 Find Existing or Select New Adjustment djustment Adit 2 Not Reimbursable Al O Rett f2 Reference 53 N _ 4 T
37. llowing screen Clone an Invoice Supplier SASK POWER Clone Invoice 5 Step 3 As Invoice July 2005 Step 4 Save Cancel STEP 3 Enter a unique Invoice or batch description STEP 4 Click _ se STEP 5 Ensure the Invoice or batch description you just saved in Step 5 is highlighted on the left then click the INVOICE DETAILS TAB All of the detail you entered previously will be there EXCEPT the amounts for each will be set to 0 00 STEP 6 Click on the first item in the list on the left and modify the amount accordingly OR If there is an item in the list that should NOT be included click on it to highlight it then select 2 Delete OR If there is an item that is not in the list add NEW 48 roa Sections Serco GL Cordas NOTE If you are not comfortable with completing this please contact your AIS System Administrator OR AIS Support at 1 800 361 3331 STEP 1 Goto PAYMENTS gt PROCESS STEP 2 From the menu at the top of the ISSUE CHEQUES screen select FUNCTION then ACCPAC EXPORT MANAGER as shown below Issue Cheques ele Help Preview Payments AccPac Export Manager eriod for processing e Vendors N me Step 3 Bank Accounts C GL Accounts STEP 3 Select VENDORS or GL ACCOUNTS depending on whichever you need to add STEP 4 Type the first few letters of the Client s LAST NAME or the first few letters of a SUPPLIER NAME in
38. n your filters Filtering Options Are as illustrated in the figure below and can be modified to produce your required information General Reports EEx Enter data or press ESC to end How to Print this Report STEP 1 Login to AIS as described in Section 1 STEP 2 Select SA APPLICATIONS from the AIS Command Center then REPORTS gt GENERAL REPORTS STEP 3 Select REPORTS on the top menu then List of Applicants STEP 4 Enter the desired report criteria STEP 5 Select PRINT 57 Print all Applications Overview This will print all Completed Application Forms for all clients for a specific application date range and B amp D status active on hold and or cancelled that can be signed and retained on file Filtering Options Are as illustrated in the figure below and can be modified to produce your required information General Reports SEE 04 01 2004 nter date with MMDDYYYY format or hit down arrow for calendar WA How to Print this Report STEP 1 Login to AIS as described in Section 1 STEP 2 Select SA APPLICATIONS from the AIS Command Center then REPORTS gt GENERAL REPORTS STEP 3 Select REPORTS on the top menu then PRINT ALL APPLICATIONS STEP 4 Enter the desired report criteria STEP 5 Select PRINT 58 Sactlon 10 INAC risovorts INAC Month End Reports STEP 1 Select SA Applications from the main console and select INAC Reports STEP 2 Select Det
39. o accept report filter options STEP 5 The Print Options screen will appear Click oe The Accpac Export Detail Report will print again and will now include the vendor numbers you just added The batch is now ready to import into Accpac by Finance The Batch number will remain the same and is printed on the last page of this report This will NOT be recorded as duplicate payments in AIS 37 STEP 12 STEP 13 STEP 14 Figure 43 Select SA Applications from the AIS Command Center then Select Payments then Process You will then see the Issue Cheques screen OPTIONAL If you are managing multiple community offices you can select individual communities and create separate batches for each community Select B amp D Clients and Suppliers Clients Only or Suppliers Only from the Pay field at the top of this screen as shown below Issue Cheques DER File Edit Function Help Step 1 Select who to pay then select the period for processing Step 2 Community fan Communities DI Step 3 Step 4 Pay B amp D Clients amp Suppliers DI Payment To Cheque Breu CO STERLING MCLEOD STERLING Cheque 520 00 MOSAIC TANIS MOSAIC TANIS Cheque 120 00 SASS FELIX SASS FELIX Cheque 100 00 SASS JULIE SASS JULIE SASS LEO SASS LEO Cheque i FIRST NATION H IN Cheque 500 00 FIRST NATION HOUSING S ION HOUSING STEP 15 STEP 16 STEP 17 Select the appropriate Payment Batch
40. right hand side You will then see this screen Figure 20 e SA Application 7 for Eagle Colton aiGreyeyes Madison Ir D Ki D E a m Besse Greyeyes Madison TN 9990000804 lt None gt Step 3 Enter dependant name or down arrow to find Uh STEP 3 Click on the Dependant s name at the bottom of the screen to highlight it STEP 4 Click REMOV on the left hand side as shown above 14 Find and Modify an Application STEP 1 From the AIS Command Center select SA Applications Figure 21 Step 1 STEP 2 On the SA Applications submenu select Application You will then see a blank application if you are logging in for the first time see below Otherwise you will see the last record you viewed Figure 22 Step 3 15 You will Figure 23 Browse then see the Browse SA Application B amp D screen as shown below Step 7 SA Application B amp D B amp D Name Postion Status __ Application 26 Quaker Len Japplicant Active Step 8 Cancel Family 1d Form l Citizen Name Surname fa Given Initials Find M Exclude Cancelled B amp D s v List only Applicants Step 4 STEP 4 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 Step 5 Step 6 Enter the first letter s of the client s last name in the field labeled Surname OPTIONAL Click the check box Tv next to List only Applic
41. s catHP Coen aserlet ABNN PS op Nena Cheque Comments wem STEP 19 Enter the cheque date This is the date that will appear on the cheque or PO STEP 20 Select the correct Bank from the drop down list STEP 21 Select the correct Printer from the list if applicable The default printer is the same as your Windows Default Printer STEP 22 Click the PRINT button If you are printing the cheques from AIS your cheques will begin printing H Finance will be printing your cheques in ACCPAC an Accpac Export Detail Report will be printed Give this report to Finance who will complete the Cheque Process and will give you the printed cheques for this cheque run At the end of any and all cheque processes a report called Batch Summary will be first previewed on your screen This report provides you with useful detailed information about the cheque batch Depending on your internal Policy and Procedures you can choose to print this report or not 39 From time to time some details get overlooked and accidently processed You then will have to either cancel modify and or reprocess reprint a cheque s BEFORE CANCELING A PAYMENT In order to determine the correct process you will need to ask WHY you need to cancel this payment e Was it the wrong payment issue type Is it a cheque that should have been a PO or is it a PO that should have been a cheque Is it made payable to the wrong person or Supplier
42. see the Invoices screen as shown below 05 25 2005 04 07 2005 04 07 2005 STEP 5 STEP 6 STEP 7 STEP 8 STEP 9 STEP 10 Click Enter the Invoice Date Enter the Effective Date which is the date you intend to process the cheque The default is set to today s date Enter a unique Invoice or description This will be the batch name identifier Ensure the Invoice or batch description you just saved in Step 9 is highlighted on the left then click the INVOICE DETAILS TAB You will then see the following screen 46 Step 6 Step 7 Step 8 Step 9 Step 11 E Supplier Invoice Details File Edit Help SaSk POWER H lier Invoice a Invoice Details e ee o Se N Optional Select PO s C New S Invoice H 88651 Ko Step 12 Po Name Type PO Lee Penny Power Paid on Behalf of Lee Penny Payment Type Power hd Step w Amount 37 44 a Recovery po lt L E Optional Comments Step 14 Tem 1 w Recover Term 0 00 ee KS TE Bee Optional Delete Step 15 Invoice Details STEP 11 Click Ow OPTIONAL Select the original PO if applicable STEP 12 Click A and find the client you are paying the invoice on behalf of STEP 13 Select the appropriate Payment Type from the drop down list STEP 14 Enter the amount to be paid NOTE If the client has agreed to pay back all or a portion of the amoun
43. serlet ABNN PS op Nel Report Status 54 PRINT OPTIONS STEP 1 Select the Destination directly to a printer to the screen preview or to a file STEP 2 Click on the right hand side If you have selecting Print to Screen a preview of the report will appear At the top of the Preview screen you have the following options Figure 57 E Report Builder Student Applications Print All Cancel Pages Pause Without Printing Print Page Current Got to Got Last Page Only Page 1 Page 55 General Reports Pre defined reports include B amp D History List of Applicants Print All Applications B amp D History Reports Overview This report is pre formatted to print all B amp D s for a specific month Filtering Options Are as illustrated in the figure below and can be modified to produce your required information Choose the Posting Period General Reports DER Choose 1 or more Communities Choose 1 or more B amp D s How to Print this Report STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 Login to AIS as described in Section 1 Select SA APPLICATIONS from the AIS Command Center then REPORTS gt GENERAL REPORTS By default this is the first report that will appear Enter the desired report criteria Select PRINT 56 List of Applicants Overview This report will print a brief listing of all Applicants including Active On Hold and or Cancelled based o
44. sued 10 03 04 12 50 Step 9 Basic Need 310 00 12 Step 10 STEP 10 Click the Payment Type you wish to edit in the list on the left side The details for this item will be displayed on the right hand side Make your required change s STEP 11 Click RH zs to save your changes 30 There are 3 types of batches created based on the details and or screen you choose to enter the detail be it on the Reg Pay Tab of the B amp D the Additional Needs Tab on a B amp D or the Supplier Invoices payment screen found on as a submenu on the Command Centre Then when you go to the PROCESS Payments screen you will choose which batch you want to process Cheques and or PO s one time special needs or Supplier payments Specific fields on the Regular Pay tab of a B amp D will determine what to issue cheque or PO to whom the cheque or PO will be made payable to what the payment is for the amount how often the payment will be made AIS will automatically divide the monthly payment entitlement depending on the payment frequency which batch the payment will appear in for processing and when it will be available for processing Additional Needs Retevas I STEP 2 Enter or Modify Information i Cheque or PO Purchase Order Issue Cheque Payment To ee Northem Stores Ine PN DRENE Who will it be made payable to Payment for Basic Needs PO Advance yd _ Whats it for Payment Frequency
45. t enter this amount in the Recovery field then enter the number of payments to be made in the field labeled Term The monthly amount deducted will be automatically calculated and displayed in the grey field labeled Recovery Term This will be deducted automatically from their regular monthly entitlement until payment in full is received You do not have to remember to deduct or stop deducting this amount AIS will do that for you OPTIONAL Enter the Client s Account number with the vendor STEP 15 Click Ms Repeat Steps 11 15 for each bill you want to include in this payment To issue a Supplier Payment see Section 4 Issuing Payments 47 From month to month you may find yourself paying the same supplier on behalf of the same list of clients with the same account number For example utility payments In Supplier Invoices you can right click on the previous payment to a supplier and clone or COPY the details you entered saving you a tremendous amount of repetitive steps and time To clone a payment do the following STEP 1 Find the supplier as described in Steps 1 4 in the previous section of this manual STEP 2 Locate the last invoice paid in the list on the left and right click on it and select CLONE as shown below Amount Status Ze 200 00 lssued Step 2 sei 37 44 Pending 04 07 2005 20 331 18 Issued 04 07 2005 286 65 Issued You will then see the fo
46. t the bottom You will then see the Print Options screen STEP 6 Select PRINT on the Print Options screen This will print a PAYMENT PREVIEW listing all payments that will be issued in the batch CAREFULLY REVIEW this report and verify those clients and suppliers who are to receive a payment are on the list and the amounts of the payments If all payments are correct go to STEP 6 33 Before PROCESSING AND PRINTING Cheques carefully review the Print Preview report and verify the following PRIOR to processing payments Are all amounts for each payment correct Are there payments not appearing on the report that should be Are there payments appearing that shouldn t be processed Are any of the VENDOR NUMBERS AND OR GL ACCOUNT NUMBERS missing If changes are required make them at this time STEP 7 _ fall items on the Payment Preview Report are correct click the Process button You will then see the Cheque Manager screen as shown below Figure 41 Cheque Manager Cheque Options Ge Se Step 7 Cheque Date 01 07 2004 Besinaion t Fintan EE Step 8 Bank Gees Help 3 HP LaserJet 4000 Series PCL on LPT1 Printer hp LaserJet 1000 DOS on LPT2 Steo 10 hp LaserJet 1000 on Mett H Cross Lake PCL 6 USB on Nef WADSROUTERSHP 8000 PCL on Ne02 AA zsclsto der ads catHP Coen aserlet ABNN PS op Nena Cheque Comments wem STEP 8 Enter the cheque date This is the date that will appear on the cheque or
47. ter selection screen SELECTING A REPORT AND SETTING THE FILTERS STEP 3 Select the report name you want to print from the drop down list Figure 60 Expenditure Accounting OF E File Edit Help Exit Select a Report to Print Step 3 Report Name Client Expenditure By Budget D STEP 4 Select the Posting Period date Range Expenditure Accounting oix File Edit Help Select a Report to Print i Report Name Client Expenditure By Budget D Filter Options sof Period 61 STEP 5 Select the Payment Method s issued NOTE A for each type will appear by default and WILL include ALL payment method s issued To remove a check simply click on it Figure 61 Expenditure Accounting Client Expenditure By Budget Step 5 STEP 6 Additional filters are e One or more specific Applicant s Client s e One or more specific Applicant Type s e One or more specific Payment Type s e One or more specific INAC Category Type s e One or more specific Budget Type s If you DO not select any specific TYPE from any of these categories the report will include ALL Client and all payment types in EACH category listed above Figure 62 62 SE A Eeler 12 Eiere 4 oot re nic Nlontn Bric OVERVIEW After all of the INAC reports have been printed and submitted to INAC you must advance the reporting period to the next month Once this period has been advanced
48. yment F N Reason for Adjustment G Step 3 Review Payment Information Step 4 Enter Non Reimbursable Portion Amount bn Amount E Client A Client AN Vendor Tee Al Vendor a Payment Type z Payment Type zj Expense Account z Expense Account z INAC Category l INAC Category z Period E i Save JX Delete Enter data or press ESC to end hi STEP 2 Click the NEW O button at the end of the field titled Adjustment 51 STEP 3 Select the appropriate Adjustment Type from the drop down list You choices are e Not Reimbursement e Overpayment e Missed Payment e Coding Correction e Manual Correction STEP 4 Click A at the end of the field labeled Adjusted Payment You will then see the Browse SA Payments screen STEP 5 Enter your search criteria Payment Refer and original Posting Period STEP 6 Click as shown in the example below Figure 54 SE Browse SA Payments 304 01 2005 04 30 2005 195 00 Bic Needs H Step 8 BALLANDYNE SILAS NO 3 04 01 2005 04 30 2005 BALLANDYNE SILAS NO 3 04 01 2005 04 30 2005 50 00 Recovery forLe Cancel Client Surname Period April Step 5 Step 6 EACH Payment Item issued and included in the original payment are listed as separate items in the list of search results STEP 7 Click on the the payment item that requires the adjustment to highlight
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