Chapter 6 Cash Control - Office of the State Auditor
Contents
1. F TR becie Accounting Payroll Investments Indebtedness Reports Admin Help Exit A Receipts Claims Disbursements Budget Cash Chartof Vendors ey Accounts Cash l 8 34 PM Cash List FundNumber VW Fund Name VW Beg Balance 2014 YA Account Number Cash Processing pH 100 General Funds a 200 Special Revenue Fund a 201 Road and Bridge a 225 Community Development 400 Capital Projects Fund 500 Permanent Funds 600 Enterprise Fund 601 Water 700 Internal Service Fund 20 000 00 10100 0 00 10100 10 000 00 10100 5 000 00 10100 0 00 10100 0 00 10100 0 00 10100 35 000 00 10100 0 00 10700 Office of the State Auditor CTAS User Manual 6 7 Cash Control Reconciling the Bank Statement continued The following screen will appear Outstanding Checks i Cleared Checks Date Range Start Date 07 01 2014 x End Date 07 31 2014 Go Outstanding Checks Check Vendor 101 WE Energies Shirley Jones Post Master cp Post Master Telephone Company WE Energies Northem Tool Road and Bridge Fund Telephone Company WE Energies Credit Union cD Post Master Public Safety Diamond Asphalt and Plowing 5 000 00 Don s Garbage and Pest Control 900 00 Hospital 100 00 5 On the Outstanding Checks screen e Select and move all of the checks that have cleared the bank from the Outstanding2. Click the Cleared box to remove the X Make your changes to the receipt This can include checking the Cleared box to e Click the Save button Close the receipt by clicking the X e Open the receipt that was just closed again show the receipt has cleared the bank e Click the Save button Then select the X to close the receipt tab Office of the State Auditor CTAS User Manual 6 21 Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Check There may be times when you need to change the total amount of a check to reconcile with the bank statement The following pages will describe how to unclear a disbursement check and change the total amount There are two options for changing a check to indicate it has not cleared the bank The first option is in the Cash section Begin by clicking Outstanding Checks button Accounting Payroll Investments Indebtedness Reports Admin Help Exit N S aes AAGE i N N N Receipts Claims Disbursements Budget Cash Chartof Vendors me Accounts X N nae casn e g norm s Cash List So r N FundNumber Y Fund Name V Beg Balance 2014 TH Account Number YH Cash Processing pa General Funds 20 000 00 10100 200 Special Revenue Fund 0 00 10100 Deposits in Transit 201 Road and Bridge 10 000 00 10100 gt 225 Community Development 5 000 00 10100 Outstanding Checks 400 Capital Proje
3. Chapter Cash Cont This Page Left Blank Inte lly 6 1 CTAS User Manual Cash Control Introduction The Cash Control section allows you to enter the beginning balances for the fiscal year In addition you can reconcile your CTAS system to your bank statement in the Cash Control section e Accessing the Cash Control Section Select the Accounting tab in the Task Bar then click on the Cash icon The Cash screen as 1 shown below will appear F 7 m Accounting Payroll Investments Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts casn a g von Cash List i FundNumber VY Fund Name V Beg Balance 2014 Ya Account Number yu Cash Processing General Funds 20 000 00 10100 a 200 Special Revenue Fund 0 00 10100 FANE 3 201 Road and Bridge 10 000 00 10100 a ab Ee a 225 Community Development 5 000 00 10100 Putstanding Checks a 400 Capital Projects Fund 0 00 10100 a 500 Permanent Funds 0 00 10100 I A 600 Enterprise Fund 0 00 10100 l 60i Water 35 000 00 10100 i 700 Internal Service Fund 0 00 10100 I l I A I I l I I j I l I l I I l I I il I I I I l I I I l l I I I I I I l The Edit button allows you to enter the beginning balances The Cash Processing buttons are used when reconciling the bank statement Office of the State Auditor CTAS User Manual 6 2 Cash Co
4. icon on the System Reports screen Office of the State Auditor CTAS User Manual 6 16 Cash Control Reconciling the Bank Statement continued Printing an Outstanding Checks and Deposits Report continued Sample Outstanding Checks and Deposits Report New Township Outstanding Checks and Depositsin Transit Report Date of Report 08 27 2014 Outstanding Checks Date of Check 01 30 2014 01 30 2014 01 30 2014 01 30 2014 02 03 2014 02 26 2014 02 26 2014 02 26 2014 02 26 2014 04 02 2014 o3 31 2014 03 31 2014 04 30 2014 03 31 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 01 10 2014 01 24 2014 01 24 2014 01 24 2014 01 24 2014 01 24 2014 Check Humber To Whom Paid 100 101 102 103 104 105 106 107 TSF422014 106 109 110 111 112 115 114 115 116 117 118 119 120 T3F 212014 121 TFS7142014 01 02 OS 04 0S 06 Telephone Compar WE Energies Shirley Jones Post Waster CD Post Master Telephone Compart WWE Energies Northern Tool Road and Boidge Fund Telephone Compar WE Energies Credit Union CO Post Master Public Safety Diamond Asphalt and A oring Don s Garbage and Pest Control Hospital Library and Park HRA EDA Wisc Expenses Other Finandng Sources Credit Union Water and Sever Fund Expenses Water and Sever General Fund Payroll Pe
5. Date of Report 08 27 2014 i Outstanding Checks Date of Check Check Number To Whom Paid Che ck Amount 01 30 2014 100 Telephone Company 55 00 01 30 2014 101 WE Energies 255 00 01 30 2014 102 Shirley Jones 25 00 01 30 2014 103 Post Master 60 00 02 03 2014 IADL CD 5 000 00 02 26 2014 104 Post Master 25 00 02 26 2014 105 Telephone Compary 58 00 02 26 2014 106 WE Energies 295 00 02 26 2014 107 Northern Tool 300 00 04 02 2014 TSF422014 Road and Bridge Fund 5 000 00 03 31 2014 108 Telephone Company 80 00 03 31 2014 109 WE Energies 190 00 04 30 2014 110 Credit Union 300 00 03 31 2014 IAD2 CD 5 00 07 21 2014 111 Post Master 1 000 00 07 21 2014 112 Public Safety 10 000 00 07 21 2014 113 Diamond Asphalt and Plowing 5 000 00 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 TFS7142014 Don s Garbage and Pest Control Hospital Library and Park HRA EDA Misc Expenses Other Finandng Sources Credit Union Water and Sewer Fund Expenses Water and Sewer General Fund 900 00 100 00 4 000 00 2 000 00 10 000 00 2 000 00 1 000 00 1 000 00 5 000 00 100 00 01 10 2014 O01 Payroll Period EndingO01 lo am4 1 032 42 i 01 24 2014 02 Payroll Period Ending 01 24 2014 268 79 01 24 2014 03 Payroll Period EndingO1 24 am4 36 13 01 24 2014 04 Payroll Period Ending01 24 2014 26 17 j 01 24
6. 00 0 00 0 00 0 00 35 000 00 0 00 70 000 00 CTAS User Manual 6 13 Cash Control Reconciling the Bank Statement continued Printing an Outstanding Checks and Deposits Report In addition to the Cash Control Statement a report listing the outstanding deposits and checks can be printed To print the Outstanding Checks and Deposits report click on the SE tab from the Task Bar Then select the Cash icon _ _ _ r _ caning Feyroll rvectments ipdettecdress Repos atin _ art as 6 artie G amp Wmi iune u Cih hiig bidari Finain Tan Pieri Viii invents Iedabtednett COoUNes Reports Fin to Cite Accounting mpima nwestreence ndeine casn a w w Report Purr iln Giai cg rs she marine tahernide Office of the State Auditor CTAS User Manual 6 14 Cash Control Reconciling the Bank Statement continued Printing an Outstanding Checks and Deposits Report continued Once you have highlighted Outstanding Checks and Deposits and clicked the Run button on the Reports screen see previous page the print preview Report Viewer screen appears as shown below After reviewing the preview click on the Printer icon to begin the printing of _ _ n _ the report By clicking the red X you can close the Print preview Report Viewer screen Report Viewe amp St c Fs Main Report Outstanding Checks and Deposits in Transit Report 08 27 2014
7. 10100 Office of the State Auditor CTAS User Manual 6 5 Cash Control Reconciling the Bank Statement continued After clicking the Deposits in Transit button the following screen will appear Deposit In Transi il i Cleared Deposit Date Range Set Daie OE e Eoas oa Deposits In Transit Depost oooO o U U UOO d 01 02 2014 20 120 00 omama CSO wre SCS On the Deposit In Transit screen a e Select and move all of the deposits that have cleared the bank from the Deposits in Transit box to the Cleared Deposits box The gt button will move the individually highlighted deposit s the gt gt button will move all deposits You can also move an individual deposit by double clicking on the deposit The lt and lt lt buttons allow you ty move deposits out of the Cleared Deposits box Click the Save button when all of the deposits that have cleared the bank have been moved to the Cleareq Deposits box Then close the Deposit in Transit screen r Note The Get Cleared Deposits button is a search feature that allows you to select a range of dates then display all deposits in that range that have been cleared within the date range selected Office of the State Auditor CTAS User Manual Cash Control Reconciling the Bank Statement continued After you are finished with the Deposits in Transit click on the Outstanding Checks button 6 6 on the Cash screen S
8. Community Development 400 Capital Projects Fund 500 Permanent Funds 600 Enterprise Fund 601 Water 700 Internal Service Fund Edit 0 00 10100 10 000 00 10100 5 000 00 10100 0 00 10100 0 00 10100 0 00 10700 35 000 00 10100 0 00 10100 Office of the State Auditor CTAS User Manual 6 18 Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Receipt continued After clicking the Deposits in Transit button the Deposit In Transit screen will appear Deposit In Transit Cleared Deposit Date Range Start Date 07 01 2014 End Date 07 31 2014 x Deposits In Transit onama O w On the Deposit In Transit screen e Select and move the deposit s to be changed from the Cleared Deposits box on the right to the Deposits in Transit box on the left The lt button will move the individually highlighted deposit s the lt lt button will move all deposits You can move an individual deposit by double clicking on the deposit e Click the Save button to accept the changes e Follow the instructions for changing a receipt as shown on the next page Office of the State Auditor CTAS User Manual Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Receipt continued 6 19 The second option for changing the receipt is to use the Receipts Module To go to that module select the
9. 1 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 Office of the State Auditor 6 20 CTAS User Manual Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Receipt continued 7 Accounting Payroll Investments Indebtedness 7 Reports 7 7 7 Receipts Claims Disbursements Budget Cash Ch ttof Vendors z Accounts 7 r r Receipts za Receipts List Add Receipt 1 X Receipt Number h Receipt Date 01 02 2014 Deposit Date ID 01 02 2014 Cleared Received From x New Description 1st Half Tax Settlement Edt I I I Account Distnbution I Fund Number Account Number Program Code p Amount p 100 General Funds 31005 Property Taxes I 4a 201 Road and Bridge 31005 Property Taxes 3 4a 225 Community Developme 31005 Property Taxes I I I I I1 I I I I I I I I I I I I I I I I I I I I I I I 1 I I Delete Selected Records 7 I I l B O In the opened receipt tab This will open the receipt in a new tab r e a CTAS wy Da 220 Notes el Occurrence Date d Summary Total a 5 20000 00 Distributed i Difference H Investment 4 Debt 10 000 00 5 000 00 5 000 00 Import from File Save Cancel
10. 2014 05 Payroll Period EndingO1 24 2014 434 84 01 24 2014 06 Payroll Period Ending01 24 2014 1 113 70 i 01 24 2014 07 Payroll Period Ending01 24 am4 134 11 i 02 21 2014 08 Payroll Period Endingo207 am4 1 118 76 02 21 2014 09 Payroll Period Ending02 21 a014 255 09 02 21 2014 10 Payroll Period Ending02 21 2m14 36 13 02 21 2014 11 Payroll Period Ending02 21 2m4 26 17 i 02 21 2014 12 Payroll Period Ending 02 21 2014 328 63 02 21 2014 13 Payroll Period EndingO2 21 am4 1 070 53 i 02 21 2014 14 Payroll Period Ending02 21 am4 51 76 Current Page No 1 o N Total Page No 3 Zoom Factor 100 Office of the State Auditor CTAS User Manual 6 15 Cash Control Reconciling the Bank Statement continued Printing an Outstanding Checks and Deposits Report continued e After clicking on the Printer icon the Print screen appears E HP LaserJet 4250 PCL6 eecccnn nn Send To OneNote 2010 Microsoft XPS Document Writer PDF Complete Status Ready Location Comment Page Range OA Selection Pages A i 1 1 1 1 By clicking the Pages radio button you can choose to print only certain pages of the report The Number of copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report The following page has a sample of the report To close the printing of the report e Click the red X
11. Accounting Employee Investments N Indebtedness co i san Report Name Cash Balance Statement Outstanding Checks and Deposits x m _ Ca Indebtedness To run the Cash Control Statement highlight the report and click the Run button Office of the State Auditor CTAS User Manual 6 9 Cash Control Reconciling the Bank Statement continued Printing a Cash Control Statement continued Once you have highlighted Cash Control Statement and clicked the Run button on the Reports screen see previous page the Cash Control Statement screen will appear Cash Control Statment Select Date Range End Date og27 2014 Preview Close On the Cash Control Statement screen e Enter the beginning date of the bank statement in the Start Date field e Enter the ending date of the bank statement in the End Date field Office of the State Auditor CTAS User Manual 6 10 Cash Control Reconciling the Bank Statement continued Printing a Cash Control Statement continued e Click the print Preview button The print preview Report Viewer screen appears as shown below e After reviewing the report click on the Printer icon to begin the printing of the report _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 24 Blot gt xi lama ay i pomene Main Report WV ai Report Viewe Cash Control Statement For the P
12. Accounting tab from the Task Bar then click on the Receipts icon sy Accounting Payroll _ asa E Aau Receipts Claims Receipts List Add Receipt Search By Receipt Date X RE 01 02 01 02 2014 01 15 2014 01 29 2014 01 29 2014 01 30 2014 02 02 2014 02 11 2014 03 31 2014 03 31 2014 04 02 2014 04 10 2014 04 23 2014 05 14 2014 7 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 7 21 2014 07 21 2014 a a a a H H a H az az Gz p a p a a a a a a S a a a a Highlight a receipt and select the View Edit button or double click on a receipt Y Receipt No DO amp W Kh cw oo 10 TSF422014 12 13 IAW3 TSF 7212014 27 TFS72014 28 Disbursements Budget Cash Chartof Vendors Accounts Search by Receipt Date 01 01 2014 YH Remitter yu Above County Jane Doe John Doe State of Minnesota Ed Win Water Sewer Billing The Bank Ed Furling The Bank State of Minnesota General Fund Jones Asphalt The Bank cD Above County Township Residents Federa Government State of Minnesota Above County City of There Town Residents Bad Guys The Bank The Bank Citizen Above County General Fund The Bank Sewer Fund Above County _ Investments _ _IJndebtedress T Reports Admin Help 08 27 2014 z To Description YH
13. Amount Ist Half Tax Settlement Building Permit Dog Licenses Gas Tax Water and Sewer Conne January W amp S Payments Checking Interest Dog Licenses Interesten CD DNR Snowmobile Trail Transfer in to Road and Sale of Grader Plow Truck Loan Proc Deposit from CD Misc Taxes Special Assessments Grants and Aids Grants and Aids Grants and Aids IRRRB Grant and Other Charges for Services Fines and Forfiets Plow Truck Loan Proc Plow Truck Loan Proc Donation Grants and Aids Transfer In to Water Se Sewer Bond Transfer to Gen Fund Property Tax 2 J No 120 00 No 15 00 No 7 500 00 No 300 00 No 1 300 00 No 10 00 No 15 00 No 5 00 No 500 00 No 5 000 00 No 5 000 00 No 25 000 00 No 1 000 00 No 8 000 00 No 5 000 00 No 10 000 00 No 10 000 00 No 2 000 00 No 2 000 00 No 20 000 00 No 1 000 00 No 10 000 00 No 500 00 No 100 00 No 2 500 00 No 1 000 00 No 10 000 00 No 100 00 No 90 000 00 No YH Cleared No No No No No No No No No No No No No No No No No No No No No No No No No No No No No _ _ _ _ _ _ _ _ Y a Deposit Date ID 01 02 2014 01 02 2014 01 15 2014 01 29 2014 01 29 2014 01 29 2014 02 02 2014 07 18 2014 03 31 2014 03 31 2014 04 02 2014 04 10 2014 04 23 2014 05 14 2014 07 21 2014 07 21 2014 07 2
14. Checks box to the Cleared Checks box The gt button will move the individually highlighted check s the gt gt button will move all checks You can also move an individual check by double clicking on the check The lt and lt lt buttons allow you to move checks out of the Cleared Checks box Click the Save button when all of the checks that have cleared the bank have been moved to the Cleared Checks box Then close the Outstanding Checks screen Note The Get Cleared Checks button is a search feature that allows you to select a range of dates then display all checks in that range that have been cleared within the date range selected Office of the State Auditor CTAS User Manual 6 8 Cash Control Reconciling the Bank Statement continued Printing a Cash Control Statement The Cash Control Statement is used to reconcile your CTAS account records with the bank statement When the bank statement is reconciled the amount in the Total Per Bank Statement column will match the ending balance on your bank statement After the deposits and checks have been marked as cleared print a Cash Control Statement to compare your balance with the balance on your bank statement To print a Cash Control Accounting Payroll Investments Indebtedness Reports Admin Help Exit Ji Receipts Claims Disbursements Budget Cash Chartof Vendors Financial Tax Payroll Year Investfments Accounts Reports Filing to Date
15. Click the Cleared box to remove the X Click the Save button Then close the individual check tab Open the check again in a new tab Make your changes to the check This can include checking the Cleared box to show the receipt has cleared the bank e Click the Save button Then close the individual check tab Office of the State Auditor CTAS User Manual 6 25 Cash Control Printing a Cash Balance Statement A Cash Balance Statement will print the cash balances for each fund as of the current date To print a Cash Balance Statement click on the Reports tab from the Task Bar Then Select gt the Cash icon 238 x ae n w ME a LI _ mao f x Accounding Empii meme iptetiedress Reports min Bart Reteets Oams Diibumimens Dudget Chih Chite Vendor FiniaziH T n Payroll Viii ivite Ieebbadin tt Accounts Reports Faing to Cate Accounting i nwestreence ndei cesh a a 57 Report Mome Cash Control Stalemart Dutstanding Check and Deposit Ruri Office of the State Auditor CTAS User Manual 6 26 Cash Control Printing a Cash Balance Statement continued Once you have highlighted Cash Balance Statement and clicked the Run button on the Reports screen see page 6 25 the print preview Report Viewer screen appears as shown below After reviewing the preview click on the Printer icon to begin the printing of the ecae eCaDe SAP CRYSTAL REPORTS 2 Cash Balance Statement New
16. Township Asof 08 27 2014 l Fiscal Year 2014 Name of Fund General Funds Special Revenue Fund Road and Bridge Community Development Capital Projects Fund Permanent Funds Enterprise Fund Water l Internal Service Fund Office of the State Auditor Beginning Balance 20 000 00 0 00 10 000 00 5 000 00 0 00 0 00 0 00 35 000 00 0 00 70 000 00 141 765 00 0 00 66 000 00 15 100 00 0 00 Total Disbursements 40 072 94 0 00 30 679 86 5 500 00 0 00 0 00 0 00 6 496 71 0 00 82 749 51 Ending Balance 121 692 06 0 00 45 320 14 14 600 00 0 00 0 00 0 00 43 603 29 0 00 225 215 49 Zoom Factor 100 CTAS User Manual 6 27 Cash Control Printing a Cash Balance Statement continued e After clicking on the Printer icon the Print screen appears my Send To OneNote 2010 w Microsoft APS Document Writer PDF Complete j Ready Comment Fage Range oA Selection Current Page By clicking the Pages radig button you can choose to print only certain pages of the report The Number of Copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report The following page has a sample of the report To close the printing of the report e Click the red X icon on the System Reports screen Office of the State Auditor CTAS User Man
17. cts Fund 0 00 10100 500 Permanent Funds 0 00 10100 600 Enterprise Fund 0 00 10100 601 Water 35 000 00 10100 700 Internal Service Fund 0 00 10100 Edit Office of the State Auditor CTAS User Manual 6 22 Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Check continued After clicking the Outstanding Checks button the following screen will appear Outstanding Checks i Cleared Checks Date Range Start Date 07 01 2014 End Date 07 31 2014 On the Outstanding Checks screen e Select and move the check s to be changed from the Cleared Checks box on the right to the Outstanding Checks box on the left The lt button will move the individually highlighted check s the lt lt button will move all checks You can also move an individual check by double clicking on the check e Make your changes to the check e Click the Save button to accept the changes Then close the Outstanding Checks screen e Follow the instructions for changing a disbursement check as shown on the next page Office of the State Auditor CTAS User Manual 6 23 Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Check continued The second option for changing is to use the Disbursements Module To go to that module click on the Accounting tab in the Task Bar then select the Disbursem
18. ecting the printer details click on the Print button to begin printing the report A sample of the report is shown on the next page To close the printing of the report e Click the red X icon on the Report Viewer screen e Click the Close button on the Cash Control Statement screen Office of the State Auditor CTAS User Manual Cash Control Reconciling the Bank Statement continued Printing a Cash Control Statement continued 6 12 Sample Cash Control Statement New Township Cash Control Statement For the Period Name of Fund General Funds 08 27 2014 To 08 27 2014 Special Revenue Fund Road and Bridge Community Development Capital Projects Fund Permanent Funds Enterprise Fund Water Internal Service Fund Total Report Last Updatedc 08 29 2014 Beginning Balance 121 692 06 0 00 45 320 14 14 600 00 0 00 0 00 0 00 43 603 29 0 00 225 215 49 Office of the State Auditor Total Disbursed 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Ending Balance 121 692 06 0 00 45 320 14 14 600 00 0 00 0 00 0 00 43 603 29 0 00 225 215 49 Less Deposits In Transit 141 765 00 0 00 66 000 00 15 100 00 0 00 0 00 0 00 15 100 00 0 00 237 965 00 Plus Outstanding Checks 40 072 94 0 00 30 679 86 5 500 00 0 00 0 00 0 00 6 496 71 0 00 82 749 51 20 000 00 0 00 10 000 00 5 000
19. ents icon Dumme ludat Cath Bi Wendar COCs Disburwements A d N 11 53 AM To arcu T H Yai To Cand TP u Ctr Te _ e _ _ _ _ To change a check highlight the check and click the View Edit button or double click it A new check tab will open Office of the State Auditor CTAS User Manual 6 24 Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Check continued Accounting Payroll Investments Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Disbursements y sN 9 28 PM Disbursements List Add Disbursement O01 X Check Number 01 Notes Check Date 01 10 2014 x Cleared Pay to the order of Payroll Period Ending 01 10 2014 v New Occurrence Dad N X 5 ii Summary Description Edit 4 TEEN ee a TE Distributed 1 032 42 Difference 0 00 Account Distribution Fund Number a Account Number Object Code 2 Program Code 2 Amount Investment ID 4 Debt ID a p a 201 Road and Bridge 43121 Paved Streets 101 Wages and Salaries F 516 21 4a 201 Road and Bridge 43125 Ice and Snow Removal 101 Wages and Salaries F_ 516 21 4 Delete Selected Records Import from File Save lt OE On the Updating Disbursements screen
20. eriod 08 27 2014 To 08 27 2014 l Name of Fund Beginning Total Outstanding General Funds Special Revenue Fund i Road and Bridge Community Development Capital Projects Fund Permanent Funds l Enterprise Fund Water Internal Service Fund Total Current Page No 1 Balance Disbursed Balance Transit Checks 121 692 06 0 00 45 320 14 14 600 00 0 00 0 00 0 00 43 603 29 0 00 225 215 49 Office of the State Auditor 122 692 06 0 00 45 320 14 14 600 00 0 00 0 00 0 00 43 603 29 0 00 225 215 49 141 765 00 0 00 66 000 00 15 100 00 0 00 0 00 0 00 15 100 00 0 00 237 965 00 40 072 94 0 00 30 679 86 5 500 00 0 00 0 00 0 00 6 496 71 0 00 82 749 51 Zoom Factor 100 20 000 00 0 00 10 000 00 35 000 00 0 00 70 000 00 CTAS User Manual 6 11 Cash Control Reconciling the Bank Statement continued Printing a Cash Control Statement continued e After clicking on the Printer icon the Print screen appears aa HP LaserJet 4250 PELO A Send To OneNote 2010 Microsoft APS Document Writer me PDF Complete d Status Ready int to fil Preferences Location Comment Page Range A Selection By clicking the Pagestradio button you can choose to print only certain pages of the report The Number af copies box allows you to enter the number of copies you would like printed After sel
21. ntrol Entering the Beginning Balances To begin entering beginning balances highlight the fund and click the Edit button Accounting Payroll Investments Indebtedness Reports Admin Helg Exit 7 7 KA AE s amp s Wave i f 4 1 7 Receipts Claims Disbursements Budget Cash Chartof Vendors 7 Accounts 4 7 4 4 1 enema mi 1 7 mmea Cash 1 J 8 41 PM Lae 4 Cash List p l Ra FundNumber Ya Fund Name Y Beg Balance 2014 s TR Account Number Yu Cash Processing pple General Funds 20 000 00 10100 a 200 Special Revenue Fund PA 0 00 10100 a 201 Road and Bridge 1 10 000 00 10100 a 225 Community Development Pig 5 000 00 40100 4a 400 Capital Projects Fund pa 0 00 10100 500 Permanent Funds 0 00 10100 erprise Fu i 600 Ent Fund rs 0 00 10100 4a 601 Water Wes 35 000 00 10100 700 Internal Service Fund 7 0 00 10100 7 7 7 7 7 7 7 7 7 7 7 7 1 7 7 7 7 7 1 7 7 L 7 7 7 7 7 7 7 7 7 7 1 7 7 7 L 7 7 7 7 7 L 1 7 7 7 7 1 7 7 L 1 Office of the State Auditor CTAS User Manual 6 3 Cash Control Entering the Beginning Balances continued After clicking the Edit button the Fund selected tab will open sji S Accounting Payroll Investments Indebtedness Reports Admin Receipts Claims Disbursements Budget Cash Chart of Vendors Accounts n Help Exit Cash eae 8 42 PM Cash List 100 X F
22. riod Ending01 10 4014 Payroll Period Ending01j4 2014 Payroll Period Ending01 4 2014 Payroll Period Ending 014 414 Payroll Period Ending 014 414 Payroll Period Ending01 44 2014 Office of the State Auditor Check Am ounti 55 00 255 00 25 00 60 00 5 000 00 95 00 58 00 295 00 300 00 5 000 00 80 00 190 00 300 00 5 00 7 000 00 10 000 00 5 000 00 900 00 100 00 4 000 00 2 000 00 10 000 00 2 000 00 1 000 00 1 000 00 5 000 00 100 00 1 082 42 260 79 96 19 26 17 434 84 1 113 70 CTAS User Manual Cash Control Reconciling the Bank Statement continued Changing the Amount for a Cleared Receipt 6 17 There may be times when you need to change the total amount of a deposit to reconcile with the bank statement The following pages will describe how to unclear a receipt and change the total amount There are two options for changing the receipt to indicate it has not cleared the bank The first option is in the Cash section Begin by clicking the Deposits in Transit button v Accounting Payroll Investments Indebtedness Receipts Claims Disbursements Budget Cash Chartof Vendors Reports Admin Help WH Beg Balance 2014 Exit Y Account Number 20 000 00 10100 Accounts Cash Cash List FundNumber V Fund Name General Funds 200 Special Revenue Fund 201 Road and Bridge 225
23. ual 6 28 Cash Control Printing a Cash Balance Statement continued Sample Cash Balance Statement 7 New Township Cash Balance Statement 08 27 2014 Asof 08 27 2014 Fiscal Year 2014 2 Name of Fund Beginning Balance Total Receipts Total Disbursements Ending Balance 2 General Funds Special Revenue Fund Road and Bridge Community Development Capital Projects Fund Permanent Funds Enterprise Fund Water Internal Service Fund Office of the State Auditor 20 000 00 0 00 10 000 00 5 000 00 0 00 0 00 0 00 35 000 00 0 00 70 000 00 141 765 00 0 00 66 000 00 15 100 00 0 00 0 00 0 00 15 100 00 0 00 237 965 00 S40 072 94 0 00 30 679 86 5 500 00 0 00 0 00 0 00 6 496 71 0 00 62 749 51 121 692 06 0 00 45 320 14 614 600 00 0 00 0 00 0 00 43 603 29 0 00 225 215 49
24. und Number 100 Beginning Balance Fiscal Year Fund Name General Funds Fund Amount b 20 000 00 MIE Fund Creation Date 03 03 2014 Account Number 10100 Current Balance 161765 00 When the Fund tab opens complete the following steps Enter the beginning balance for each fund in the Fund Amount box e Select the Fiscal Year for the beginning balance Click the Save button Note In CTAS changes made to transactions in prior years will not affect the beginning balances You will need to edit the beginning balances if the changes to prior year transactions would increase or decrease the beginning balances for the current fiscal year Office of the State Auditor CTAS User Manual 6 4 Cash Control Reconciling the Bank Statement To reconcile the bank statement click the Deposits in Transit button on the Cash screen Indebtedness Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Accounting Payroll Investments Reports Cash Cash List FundNumber VY Fund Name a General Funds Special Revenue Fund a 201 Road and Bridge 4a 225 Community Development 400 Capital Projects Fund 500 Permanent Funds 600 Enterprise Fund 601 Water 700 Internal Service Fund CTAS Admin Help YH Beg Balance 2014 Se t 35 000 00 10100 Cano E 8 34 PM 0 00 10100 10 000 00 10100 5 000 00 10100 0 00 10100 0 00 10100 0 00 10100 0 00
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