015-12-Circuit User Manual
Contents
1. 184 80 31 Jul 12 Centrelink DD 0 99 10 89 Step 2 If your Co op uses Centrepay How to record a cancelled cheque In the current month record the details of the cheque to be cancelled and record the amount as a negative If the payment has gst also record as a negative Do not include the original cheque and the cancelled cheque in the bank reconciliation ensure that you have recorded cp fees including GST Circuit User s Manual Version 1 0 July 2012 5 Bank Reconciliation Worksheet This worksheet is used to cross check your bank statement with your income and expenses for the month MONIES AT BANK Step 1 Record the end of month balances for each bank account using a separate line for each account BALANCE OF STATEMENT S ATEND OF Investments NAB CheqeAcount 3620144 Step 2 Look at last NAB Invesment Aout 73 991 74 Q month s bank Ac 8 reconciliation and mark any cheques that are TOTAL 110 09313 4 eee still unpresented in that thiscolumnif Unpresented month with a b c etc upresemed i Carried forward from previous mouth They will automatically Cheque Payee Amount K p appear as unpresented pas da vra ern 33 tre in the current month G mae cna Step 3 Unpresented Choas will transfer into this sec2. 4 Total of all bank account balances 5 Total of all un presented cheques 6 7 Total of un presented cheques subtracted from total of bank account balances 8 Total Income this month All Cash Receipts 0 1 2 Cash book balance from last month 9 Total of 7 8 Total expenditure this month All Cash Payments Total of 10 1 1 12 Cash book balance as a result of Total Expenditure 11 less Total Income 9 Circuit User s Manual Version 1 0 July 2012
3. Dec 2012 12 Jan 2013 13 Feb 2013 14 Mar 2013 15 Apr 2013 16 May 2013 Jun 2013 B C D E F G H l J FOR COMPARISON PURPOSES gt gt gt gt DO NOT TYPE ON THIS WORKBOOK If the two total amounts for the month are different it will appear in the DIFFERENCE line for the property If there is a difference check the amounts on the Rent Cards and Cash Receipts are correctly entered Circuit User s Manual Version 1 0 July 2012 4 Cash Payments Worksheet This worksheet is for recording all expenditure for the month there is a separate worksheet for each month of the financial year Step 1 Record details of all cheques written during the month and all direct debits appearing on the bank statement CASH PAYMENTS JOURNAL Jul 2012 E Mark j ACCOUN ee INSURAN DATE Ba ae in oss RATES MAINTENANCE AUDIT amp yp PS TOTAL Gi e Apress PATO CHEQUENo GST pE VCAT n OWNERS DESCRIPTION INCL ee FEES CORP GST start with FEES Jul 2012 a upto ICYCLICAI ONGOING 2 Jul 12 a J P Hardwick 4532 45 45 454 55 Audit fees 500 00 9 Jul 12 The Locksmith 4533 900 90 00 Spare keys cut 99 00 23 Jul 12 b Mitre 10 4534 244 64 40 Drill 66 84 25 Jul 12 je Australia Post 4535 10 91 109 09 2x Boxes of stamps 120 00 30 Jul 12 Officeworks 4536 5 90 59 10 Ink Cartridges 65 00 31 Jul 12 Ruffles 4528 16 80 168 00 Curtains Cancelled Chq
4. e Check last months unpresented cheques to see if they have been presented e Does the Rental Summary balance e Are the closing balances on the Bank Statement recorded correctly e ls there a page missing from the Bank Statement e g there may be a second page on the back e Are Centrepay fees recorded in the Cash Payments worksheet e Has all income been recorded in the Cast Receipts worksheet e g rents ATO refunds Interest CEHL refunds etc If having checked all of the above the Reconciliation still does not balance perhaps seek a second person to check the figures or contact CEHL for assistance Circuit User s Manual Version 1 0 July 2012 Petty Cash Worksheet This worksheet may be used if the CERC operates a petty cash system it does not inter relate with the rest of Circuit and will not affect any other worksheet PARTICULARS REF PETTY PETTY GST ADMIN MAINTENANCE SUNDRIES DETAIL OF SUNDRIES CASH CASH DESCRIPTION CHEQUE FLOAT AMOUNT FLOAT Enter the amount of the Float Enter details of each item of expenditure in these rows TOTALS lad CASH ON HAND CASH ON HAND N RECEIPTSIVOUCHERS REIMBURSEMENT CHQ NO Hjo 65 Having entered the above details the Cash on Hand should equal the amount of cash actually in the Petty Cash box Cash a cheque for the amount required to restore the original float This completes all data entry
5. tasks for the month Circuit User s Manual Version 1 0 July 2012 Circuit Reports Circuit automatically generates reports from the data entered into the worksheets They are essential for the Treasurer the CERC Board and General Members to make informed decisions about the CERC s finances Rental Report This report shows the rent balances for all CERC properties and highlights any tenants more than 21 days in arrears For any tenants more than 21 days in arrears actions taken should be recorded in the lower section of the Report This Report should be presented to the CERC Board every month Expenditure Report This report shows all expenditure for the month and is generated from the data entered in the Cash Payments Worksheet The Report should be presented to the CERC Board and general members every month Budget This Report provides a comparison between actual expenditure and allocated funds based on percentage of rents collected The Budget Month to Date MTD and Year to Date YTD figures are generated from the Cash Receipts Worksheet The Actual MTD and YTD figures are generated from the Cash Payments Worksheet CERCs are able to change the budgeted percentage for each item except the Company Rent which is set at 55 of Forecast Rental Income in this Report by changing them in the Cash Receipts Worksheet The Report is a guide to inform financial decision making BAS The BAS Business Activit
6. C Program Loading Circuit Read the notes for changes in the current year s version in the Notes tab Specifications Circuit will operate on MS Office 2007 and any later version and requires 256mb memory Tips and Hints e Tips will appear on worksheets by hovering your cursor on the cell you want to update e Always click Options in the Security Warning tab then click Enable Content La Security Warning Some active content has been disabled Options Saving Good practice is to Save at the end of updating any Worksheet Back Up Have a Back Up copy of Circuit on a memory stick CD or Portable Hard Drive for each month Printing e Highlight the area of any Worksheet to be printed e Click the Print Option e Click on Selection in Print Range box e Click Ok e Quarterly Reports can now be printed from the Menu tab Circuit User s Manual Version 1 0 July 2012 4 Starting a new Financial Year What you should have before starting e Current Years First Schedule from CEHL e Rent Cards from the previous period e Bank Reconciliation from the previous period e The new version of Circuit from CEHL for the new financial year Updating Circuit for the new Financial Year Always click Options in the Security Warning tab then click Enable Content e Security Warning Some active content has been disabled Options Start wit
7. MEMORANDUM 015 2012 FROM Janette Chang Finance Monitoring Team Leader 29 October 2012 lt lt Name gt gt lt lt Title gt gt lt lt CERC gt gt lt lt Address gt gt CEHL Common Equity Housing Ltd More Than Just Housing Common Equity Housing Limited ABN 97 006 546 658 Level 1 112 Balmain St Richmond VIC 3121 Phone 9208 0800 Fax 9429 1799 www cehl com au RE CIRCUIT USERS MANUAL Please find enclosed a copy of the updated CIRCUIT Users Manual Additional copies of the manual can be downloaded from the CEHL website www cehl com au If you have and queries please contact your CSC lt lt CSC gt gt or Finance Officer lt lt Finance Officer gt gt Thankyou C Common Equity Housing Ltd More Than Just Housing Circuit User s Manual CEHL October 2012 2 Circuit User s Manual Index WATS CIF GU oid te sce sid es he ett ae a het od ot aaaaid heen ue wener dda 3 Loading Re Te HT 3 eie Tes 3 Tips and FIRMS peraosane gaa aa rian idwiaeten eaten ESE es 3 SAVINGS Boss e A ieee ge asians nines Rats ean ememe A Gu Reece e A Vo ones alae 3 Back pa esra a a Seale slain dig 4 coaches a IA ee ORG a ER 3 PANINO TT 3 Starting A New Financial Year ee ee 4 What you should have before starting 7 ee e K eee e eee ee ee ee ee ee ee ee ease eaeaeaeaeaees 4 Updating Circuit for the new Financial Year ee e 4 July Bank Reconciliation Worksheet ee eee e ee eee eee e eens est
8. e ee ee ee eee 5 Updating Circuit each month ee ee e cece eee eee eee e eee eee eee eeeeeeeeeeeeeeeees 6 1 The Rent Cards Worksheet 0 0 0 c ccec cece ee ee eee cece eee ee esse ea eaeaeaeaeaeaees 6 Closing Off a Rent Card este tyre capek EEEE EKEN ENO EL steal 7 2 Cash Receipts W orkeheet eee 8 3 Rental Summary Worksheet eee 9 4 Cash Payments Worksheet e 10 5 Bank Reconciliation Worksheet eee e 11 6 Unpresented and Presented Cheques worksheet ceeeeeeeeeeees 12 Difficulties with the Bank Reconciliation 0 cccececeeeeeeeee eee ee eeeeeeeeeeenees 13 Petty Gash Worksheet access wia rin ne hin eae ee 14 GICUIE RO DONG TT 15 Rental eeel 15 EXPenGiture RE DOM ssncusesnaddsvamncun dateesbncsataecs savas cand eaaa na d ek Macaw dle eraa 15 B dget Repor Tshs tte pekoa n oe Mth eee oe dd ce IER oe Addl Ee elds 15 BAS 2 Eaa aaa a hos ee ee ee oe 15 Financial Report 1250525 a n o AAE E EE OE EOE aS EE Ea EE AE unease 16 Property Maintenance Fil s cosas msianadeanpydedauseiniaasoseiantarsedeameriastoidiaulaateroapentia 16 Occ pancy Repon erase Pred mere am TE MERON RTE MERTON ETE ME Tels AONE RPA ETS TRE E A E aiia 16 718 81 1 T ee cee yee eres eee ie Stee reer er eee eer eee E 17 Circuit User s Manual Version 1 0 July 2012 What is Circuit Circuit is an MS Excel software application for bookkeeping and reporting designed specifically for the CER
9. ep 5 Cheques that are not on the bank statement are called unpresented cheques mark them as a b c etc They will appear on the bank reconciliation sheet for the current month CASH PAYMENTS JOURNAL Jul 2012 Mark ACCOUNT DATE CEHL RENT RATES MAINTENANCE AUDIT amp INSURANCE amp hee PROPERTY ADDRESS PAID TO s asr L YCAT bid OWNERS DESCRIPTION start with a y FEES CORP FEES Jul 2012 CYCLICAL ONGOING 2 Jul 12 JP Hardwick 4532 45 45 454 55 Audit fees 9 Jul 12 The Locksmith Store 4533 3 00 90 00 Spare keys cut 23 Jul 12 b Mitre 10 4534 244 64 40 Drill 25 Jul 12 e Australia Post 4535 10 91 109 09 21 Botez of stamps 30 Jul 12 Officeworks 59 10 Ink Cartridges Step 6 Delete the x from the worksheet to enable the bank reconciliation to balance Circuit User s Manual Version 1 0 July 2012 Difficulties with the Bank Reconciliation If after completing the Bank Reconciliation and it does not read Yes i e is not balanced there are various steps you can retrace e Did the bank reconciliation balance last month e Are all the amounts in Cash Payments and Cash Receipts worksheet entered correctly to the cent e Have all direct deposits other than tenant rents and direct debits from the bank statement been entered Is the current month s unpresented cheques marked off as a b c etc
10. h the Menu worksheet tab e Enter the CERC s name e Enter street address of each property Then go to Rent Cards worksheet tab Enter the tenant s carried forward balance from the previous financial year This could be positive advance or negative arrears e Enter Tenant s name e Address e Property number e Tenancy start date CERC Name Sally White PROPERTY No 1 10 Park St DATE OF TENANCY 1 08 2005 Collingwood END OF TENANCY DAYS IN ADVANCE PAID UP TO PAYMENT DETAILS RENT CHARGED RENT PAID BALANCE ARRTARS DAID Balance Brought Forward as at 30 Jun 12 l 235 62 July 2012 235 62 Rent Paid 235 62 Rent Charged l Jul 12 2WEEKSTO 14 Jul 12 380 00 144 38 Rent Paid 9 07 380 380 00 235 62 Rent Charged 15 Jul 12 2WEEKSTO 28 Jul 12 325 71 90 09 Rent Paid 23 7 380 380 00 289 91 11 Days Ahead 8 Aug 12 August 2012 289 91 e Enter the rent to be charged Please note the first rent period may be one week or two depending on the financial year Adjust the rent figure according to when the new rent applies ie 1 week may be at the previous financial year s rent and the 2 week will be at the new financial year s rent e lf you do not enter a tenancy start date Circuit will not allow you to proceed to the next worksheet tab e Repeat for each property Circuit User s Manual Version 1 0 July 2012 July Bank Reconci
11. hand side of the rent card This automatically updates the right hand side Circuit User s Manual Version 1 0 July 2012 2 Cash Receipts Worksheet This worksheet is for recording all income for the month there is a separate worksheet for each month of the financial year Step 1 Record rents paid for each property on each date received as per the bank statement in this section CASH RECEIPTS JOURNAL Jul 2012 DATE REFERENCE BANK STMNT Jul 2012 TENANTS RENTS ONLY Jul 2012 PAGENO 1 2 3 4 5 6 7 unident 9 10 11 1 Jul 1 3 1 380 00 278 00 16 Jul 2 5 3 240 00 330 00 24 Jul unidentified 350 00 31 Jul tsfered from unident to property 4 350 00 350 00 Total Rents 380 00 240 00 278 00 350 00 330 00 Note ATO refunds shouldn t be inserted in GST Column Note Interest must go in the Interest column only ACCOUNT ANCE ANCE CATS CE amp ATO DATE TRANSFERS GST INTEREST CHL RATES cyCLICA ONGOIN INSURAN OWNERS REFUND Jul 2012 DESCRIPTION L G CE ADMIN CORP TOTAL 31 Jul NAB Savings Acc 731 00 731 00 Step 2 Record all income other than rent ATO refunds interest etc in this section Tip Columns beyond column N can now be hidden by using the hide function in excel Highlight the columns to be hidden then right click on the mouse and select hide Unidentified Rent Depo
12. liation Worksheet MONIES AT BANK BALANCE OF STATEMENT S AT END OF Jul 2011 Investments NAB Cheque Account 49 402 50 1 NAB Investment Account 23 756 70 2 3 73 159 20 4 PA A mls TOTAL Mark this column if Unpresented Cheques still unpresented in Carried forward from last financial year please type details in columns below Aug 2011 Cheque Payee Amount 4532 JP Hardwick 500 00 Manually record all cheques from June s bank reconciliation that have not been presented in July eque Payee Amount UNPRES ENTED CHQ TOTAL 500 00 5 Adjusted Bank Balance TOTAL 72 659 20 6 TAKE 5 FROM 4 BALANCE CASH RECEIPTS AND CASH PAYMENTS 66 549 18 13 793 86 TOTAL 80 343 04 9 Type in the CASH BOOK BALANCE from end of last financial year TOTAL INCOME THIS MONTH A TOTAL EXPENDITURE THIS MONTH 7 183 84 10 TOTAL 7 183 84 11 CASH BOOK BALANCE TOTAL 73 159 20 12 TAKE 11 FROM 9 DIFFERENCE Is your Bank Reconciliation OK Yes IF NO THE ACCOUNTS ARE NOT RECONCILED SEEK ASSISTANCE Enter in previous financial year s closing cashbook balance from June s bank reconciliation Circuit User s Manual Version 1 0 July 2012 Updating Circuiteach month Documents you need before starting e Bank Statements e Centrepay Statements if applicable e Cheque Requisition Forms with attached invoice s e Detail
13. s of any tenancy or rent changes in the last month i e from rent assessments 1 The Rent Cards Worksheet Record all rents paid CERC Name Type Name PROPERTY No 3 Type Address DATEOF TENANCY Type Address END OF TENANCY PAYMENT DETAILS RENT CHARGED RENT PAID BALANCE se En ras S a Balance Brought Forward as at 30 Jun 12 July 2012 Rent Paid Rent Charged 1 Jul 12 2 WEEKS TO 14 Jul 12 Rent Paid Rent Charged 15 Jul 12 2 WEEKS TO 28 Jul 12 lt Rent Paid August Step 1 Enter date and Step 2 Enter amount of rent paid total paid for the eg 4 7 250 If there is a Centrepay fee record as eg 4 7 250cp or 249 01 99 relevant period eg 250 Print a copy of the Rent Card each month for all tenants Refer to the printing instructions on page 3 How to record tenant s Centrepay deposits The difference between the bank statement and the Centrepay Report will be the centrepay fee When recording the deposits onto the tenant s rent card use the amount from the bank statement plus the centrepay fee To indicate it has a centrepay fee type cp or 99 after the rent amount Circuit User s Manual Version 1 0 July 2012 Closing off a rent card when a tenant vacates the property Step 1 Calculate the number of days rent is to be charged and enter in the amount in the rent charged column Example Sally ends her tenancy on the 26 Jul
14. sits Unidentified deposits are to be recorded on a separate rent card Select the next available rent card and type in the tenants name as Unidentified deposits under Property No unident In Cash receipts it will automatically appear in the rent section as a column headed unident See example diagram above 1 Record the date of deposit and amount on the rent card 2 Record the deposit in Cash Receipts under the column header Unident 3 To reallocate the unidentified deposit in the Rent Card under Rent paid column record as a negative and in the notes type transferred to property X 4 To reallocate the unidentified deposit in Cash Receipts under the Unident column record as a negative and then record it in the actual property column When the deposit is identified make the adjustment in the current month not when the deposit appeared on the bank statement Circuit User s Manual Version 1 0 July 2012 3 Rental Summary The rental summary shows all rents paid per month by each property The worksheet compares the amounts recorded on the Rent Cards with the amounts recorded in the Cash Receipts After entering the amounts on both the Rent Cards and Cash Receipts for the month check the rental summary to make sure the balances both match A CERC Name gt 2 3 4 PROPERTY No 5 MONTH 6 Jul 2012 7 Aug 2012 8 Sep 2012 9 Oct 2012 10 Nov 2012 14
15. tion From the current month s cash payments worksheet on page 2 follow steps 4 5 6 686 84 109 406 34 TAKE 5 FROM 4 NCE CASH RECEIPTS AND CASH PAYMENTS BOOK BALANCE PREVIOUS MONTH 110 394 00 STAL INCOME THE MONTH 11 558 8 121 95296 TOTAL EXPENDITURE THIS MONTH 12 546 02 12 546 2 310940634 0 TAKE 11 FROM 9 Is yous Bank Reconciliation OK Yes IF NO THE ACCOUNTS ARE NOT RECONCILED SEEK ASSSTANCE All other fields on this screen are automatically filled in by Circuit If all information is correctly recorded the Difference line should read 0 and the No will change to Yes and the Bank Reconciliation is complete Circuit User s Manual Version 1 0 July 2012 12 6 Unpresented and Presented cheques CASH PAYMENTS JOURNAL Jul 2012 Matt ACCOUNT Cheques PROPERTY ADDRESS PAID TO Wo GST YCAT ADMIN OVNERS DESCRIPTION start vith a l FEES CORP FEES Wul 2012 wia CYCLICAL ONGOING ID Ja JP Hardwick 4532 45 45 454 55 Audit fees LW X The Locksmith Store HR 9 00 NU Spare keys cut 23u b HI Drill Bui e 109 09 2x Boxes of stamps uD X Offic t 5910 Ink Cartridges COE 2 Step 4 Look at the bank statement and on the worksheet mark the 1 d presented cheques with an X so they stand out from the other cheques St
16. y Her fortnightly rent payment begins on the 15 July Therefore she has 12 days of rent to pay 380 14days x 12 325 71 CERC Name Sally White PROPERTY No 1 10 Park St DATE OF TENANCY 1 08 2005 Collingwood END OF TENANCY 26 07 2012 DAYS IN ADVANCE PAID UP TO PAYMENT DETAILS RENT CHARGED RENT PAID BALANCE S ee Balance Brought Forward as at 30 Jun 12 July 2012 Rent Paid Rent Charged l Jul 12 2WEEKSTO 14Jul12 380 00 380 00 Rent Paid 3 07 380 380 00 Rent Charged 15 Jul 12 2WEEKSTO 28Jull2 325 71 325 71 Rent Paid 17 7 325 71 _ 380 14 12 325 71 325 71 0 Days Ahead 28 Jul 12 August 2012 Rent Paid Rent Charged 29 Jul 12 2WEEKSTO ll Aug 12 r Rent Paid Step 2 Delete rent charged after the close off date which is 26 07 2012 Balance Brought Forward as at 30 Jun 12 0 00 PLUS TOTAL RENT PAID 705 71 MINUS TOTAL RENT CHARGED 705 71 DIFFERENCE IS THE DIFFERENCE EQUAL TO THE BALANCE TOTAL DOES THE TOTAL RENT PAID BALANCE WITH CASH RECEIPTS JOURNAL Tenant left on the 26 July No outstanding rent Step 3 Add a note to the bottom of the rent card when the tenant has vacated If a refund is due record the cheque details New Tenants Every new tenancy must have it s own rent card If a tenant transfers from one property to another set up a new rent card When setting up a new rent card always record the name and address on the left
17. y Statement is a report to assist the CERC in preparing the quarterly BAS Statement for the ATO The Report is generated from the Cash Receipts and Cash Payments Worksheets Circuit User s Manual Version 1 0 July 2012 Financial Report This report shows all income and expenses for the month quarter and year to date and is generated from the data entered in the Cash Receipts and Cash Payment Worksheets The Report shows if the CERC is running at a profit or a loss for the period The Report should be presented to the CERC Board and General Members at each meeting Property Maintenance File This Report shows all maintenance expenditure per property for the financial year The Report is generated from the data entered in the Cash Payments Worksheet provided a Property Address was correctly assigned to any Maintenance payments in that Worksheet This Report should be provided to the Maintenance Director regularly Occupancy Report This Report forms part of the Quarterly Report to CEHL and notes any tenancy changes in the period Most fields are automatically completed by Circuit from the Rent Cards some fields are required to be completed on the Report Circuit User s Manual Version 1 0 July 2012 Appendix Explanations of points on bank reconciliation 1 Bank Account balance from Bank statement at the end of the current month 2 3 Investment Account balance from Bank statement at the end of the current month
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