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Complete INT AS400 Manual 11.13.14

1. EE Sessi x File Edit view Communication Actions Window Help e pal Sm a L ela a elel Panel F217 Void Check Processing Request 0 Destination Controls IZE Date JE E P Dtl 795002 Y Select 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc No additional records Use 03 20 2012 11 18 51 BOOKTIE2 MA A 03 011 cf 1902 Session successfully started Brother HL 2240 series on USBOO1 IMPORTANT A new check will run the next time you go through the check process Steps 1 through 3 in this chapter If a correction needs to be made to the invoice before a new check is processed unpost the invoice make the correction and post it again refer to Chapter 6 Invoices If the invoice should not be repaid at all cancel the invoice do NOT unpost it refer to Chapter 6 Invoices Step 4 Confirm Journal Entries Posted for Voided Checks F611 Panel Date field In both spaces enter the day in which the voids were done Entry field Enter 701000 through 799999 Press the Enter key Make sure there is a posted entry for each check that was voided Rev July 1 2015 7 11 CrossPointe User s Manual for Internal Accounts Checks 7 Below is an example of the F611 panel when confirming that journal entries posted for voided checks Bg Xx S S am elal a ele Panel F611 Journal Query S Date Entry User PO Check Vendor Invoice Offset Line L Fnd GL Cntr Proj
2. 2 ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 21 Automatic Sales Tax Pmt Date Prepared Transaction Date Amount _ Date to Enter in AS400 Amount of Total Sales Tax Pmt ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 22 Automatic Checking Pmt Other Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Payment Description Project Object ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 8 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 23 Regular Transfer Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Transfer Description Debit From Where the Expenditure is Coming Out Project Credit To Where the Revenue is Going In Project ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 24 Transfer to Purchase Date Prepared Transaction Date Amount Sa Date to Enter in AS400 Amount of the Purchase Description pap Debit From Where the Purchase Expenditure is Coming Out Project Object Do Not Use 980 Credit To Where the Revenue is Going In Projec
3. E X X X X 399015 Other Class F ees X X X X 399016 Other Class G X X X X 399017 Other Class H X X X X 399018 Other Class X X X X 399019 Other Class J a X X X X Clubs 4 Elementary Middle Jr Sr High 401040 Academic Team X X 401050 Academy of Arts Media X X 401051 Academy of Business X X 401052 Academy of Engineering Technol X X 401053 Academy of Finance X X 401054 Academy of Health X X 401055 Academy of Law X X 401056 Academy of Teaching X X 401010 Anchor Club X X 401020 Art Club X X X X 401030 Athletic Club X X X 402010 Baseball Club X X 402020 Basketball Club X X X 402021 Basketball Club Boys X X X 402022 Basketball Club Girls X X X Rev July 1 2015 A2 3 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order A2 402030 Beta Club X X 402040 Book Club 402050 Bowling Club X X 403010 Cheerleaders X X 403011 Cheerleaders Freshman X X 403012 Cheerleaders JV X X 403013 Cheerleaders Varsity X X 403020 Chess Club 403030 Computer Club X X 403040 Cross Country Club X X 403041 Cross Country Club Boys X X 403042 Cross Country Club Girls X X 404010 Dance Club X X 404020 DECA X X 404030 Drama Club X X 405010 Environmental Club X X 406010 FBLA X X 4060
4. Adj 11 Repayment of NSF Check Date Prepared Transaction Date Amount _ Date to Enter in AS400 Amount of Returned Check Do Not Include NSF Fees Description ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry NSF fees are posted with a Receipt Deposit Rev July 1 2015 A3 3 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 12 Correct a Deposit Error Increase the Deposit Amount Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Increase Description Original Deposit Project Function Principal s Signature Date of Approval ENTRY NUMBER Principal approval required before entry Adj 13 Correct a Deposit Error Decrease the Deposit Amount Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Decrease Description _ Original Deposit Project Function Principal s Signature Date of Approval ENTRY NUMBER Principal approval required before entry Rev July 1 2015 A3 4 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 14 Correct a Deposit Error Correct the Project Date Prepared Transaction Date Amount __
5. LiL ji x File Edit View Communication Actions Window Help a eel HS BLS ww Ll BoP S Lele Panel A203 Print Bank Activity Request 0 Destination Controls CFPHS I E Begin Brk Src Select A Lin Bank St Fr Dates To Fr Number To Ty Var xxxx x mmddccyy mmddccyy XXXXXXXXX XXXXXXXXX X X 01 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc Record updated Next Use 04 23 2012 11 41 49 BOOKTIE2 MA a 03 011 sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO3 Rev July 1 2015 11 2 CrossPointe User s Manual for Internal Accounts Month End Reports 11 BALANCE SHEET The F605 panel will be used to run the Balance Sheet Request field Enter 001 This request is set up with the proper title and controls Period Prd field Enter the period for which the report should be run 01 July 02 August etc Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Balance Sheet on the F605 panel IB Session A 24 x BC x File Edit View Communication Actions Window Help e as Sls a L S S ld Panel F605 Print Summary Request 0 Destination Controls CF PH _ T I E Sequence Prd Sr Summ Fnd GL Cntr Proj Select A Lin Fnd GL Cntr Proj XXX XXXX XXXX XXXXXX 01 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc Request submitted Next Use
6. 1 000 312 Services Professional amp Technical 671 Capital Improvement Other than Building 330 Travel 691 Capital Computer Software 1 000 and Above 500 Supplies 692 Capital Computer Software Under 1 000 570 Food non fundraiser 693 Capital License Fees Software 1 000 and Above 598 Fundraiser Items 694 Capital License Fees Software Under 1 000 599 Uniform Clothing non fundraiser 700 District Reimbursement 600 Capital Other 701 GSF Payments to the District 621 Capital A V Material 1 000 and 702 Unclaimed Property Above 622 Capital A V Material Under 1 000 730 Dues Fees Admission 641 Capital Furniture Fixtures Equipment 799 Sales Tax 1 000 and above 642 Capital Furniture Fixtures and 980 Transfer Out Automated Entry Only Equipment Under 1 000 643 Capital Computer Hardware 1 000 Rev July 1 2015 A1 1 CrossPointe User s Manual for Internal Accounts Account String Dimensions Rev July 1 2015 A1 2 A1 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order A2 Athletics 1 Middle Jr Sr High 101010 Athletic Overhead X X X 101020 Athletic Reserve X X 101030 Athletic Season Passes X X 102010 Baseball X X 102020 Basketball X X X 102021 Basketball Boys X X 102022 Basketball Girls X
7. Cash Receipts Journal Cash Receipts Journal with Detail 3 6 Printinge REPO tSn aruana a a a e a a tte 3 8 Chapter 4 Requisitions Entering a Purchase Requisition cccccccscssesssssescesssessesseecsecseseesescessesseseescaesaeeeeees 4 2 Posting a Purchase R guisition c cccccccecessesssssesssesseceecesceceseesaesseseeeseeceeceesesaesaeeaes 4 4 Correcting a Posted Purchase Requisition ccccseesesceseeteesesteeseeseeesseseeeceaseaeeeeenaes 4 5 Correcting an Unposted Purchase Requisition cccccessessessssssecsessecescssceseesseseeeeees 4 5 Querying on Purchase Requisitions ccecesesssesseseecsecseceeceecessesseseeseaeseecoeseeeseeaeees 4 6 Approving Posted Purchase Requisitions ccsssssesescersesssecesseeceecesceecseceecereeeeees 4 6 Chapter 5 Purchase Orders Rolling Requisitions into Purchase Orders eeseescssessesceeceseecesceeceececeeceeceeceseaeenees 5 1 Printing Purchase Orders sc sccrt ei neteeesaletisaleas actos sabes eee a stele oe nas ale 5 1 Receiving Items on a Purchase Order ccsssessssseesecescesescescessessescaecseceeceeceseesaeseesesees 5 1 Querying on Purchase Orders ceeeessecsecsecescescescescesscsssscaeseececoeseseessesaeseeeeeeceeeeaeeaes 5 3 Running Reports Purchase Order Report cssssssssessessessessesseseessesseeseecsecsesseesees 5 3 PRINTING Reports inini esnearen nirera ena an a iaa aE aE EE EE aAa a a aaa iaia 5 4 Rev July
8. Func 0bj Debit St P Date 01302011 Entry 787001 Pg 001 Type VD Void Check Dsc VOID CHECK Chk 01302011 30 00 000000006 9222 Inv 9222REFUND V0000212071 C 800 1119 9222 303010 3904 0 00 800 1119 9222 303010 5 30 00 TOTAL 30 00 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 11 View 12 Esc No additional records Sys 06 28 2012 10 05 58 BOOKTEST MA A 04 002 sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul RUNNING REPORTS The Z605 panel will be used to print a daily weekly or monthly Check Register and a daily weekly or monthly Void Register Daily and weekly reports are optional A monthly check register and void register are required to be printed and filed Check Register From the Z605 panel enter selection 1 This selection will then ask for a first check date and last check date After both dates have been entered press the Enter key to run the report Void Register From the Z605 panel enter selection 2 This selection will then ask for a first check date and last check date After both dates have been entered press the Enter key to run the report Below is an example of the Z605 panel Rev July 1 2015 7 12 CrossPointe User s Manual for Internal Accounts ee File Edit View Communication Actions Window Help S De AS Sm wl a se a eld INTERNAL ACCT MENU 5 17 12 10 59 20 Po ean eS ae a EE K A a Oe ee a EE Pe Ee MA A 20 024 4 1902 Session successfully sta
9. appropriate General Ledger number 11XX for Savings Petty Cash Change Funds MM CD or Checking see Appendix A1 G Credit field Tab through this field It will default Press the Enter key POSTING AN INVOICE After all invoice information has been entered on the F203 and F204 panels the invoice is ready to be posted Action field Enter a P Once the invoice posts the invoice information will become blue Posted invoices will pull the next time checks are generated Do not post the invoice until it is ready to be paid Below is an example of a posted invoice Rev July 1 2015 6 5 CrossPointe User s Manual for Internal Accounts Invoices 6 SE Sessi x File Edit View Communication Actions Window Help S Sih 2 Ss wo s t a el Panel F203 Standard Items Action C PO Rf Vndr V0000000019 TEST VENDOR Inve 250 Date 06302011 S P Tran Nbr Item 250 Batch 99999 Cycle Sep Chk _ Acct 250 Full Par P Entry Date 06302011 Paid 0 Desc PO Open 250 Seq Rf Item Description Qty Unit Unit Price 123456 COMPUTER CHAIR 250 0000 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc No additional records Upd 11 16 2011 11 41 56 BOOKTIE2 MA A 03 010 gf 1902 Session successfully started 9721 PRINT Secure Print 9721 on NeO4 CORRECTING A POSTED INVOICE Only unposted invoices can be corrected If an invoice hasn t been paid it can be u
10. 1 Outstanding Deposit Report please refer to 11 2 Balance Sheet please refer to 11 2 Include the NSF Checks Excel spreadsheet found on the Accounting Services website for months carrying a balance in the 1130 NSF Account on the Balance Sheet and save to desktop Enter all corresponding data as the spreadsheet is formulated to auto calculate No handwritten forms will be accepted COMPLETING EXCEL BANK RECONCILIATION FORM Save the Excel Bank Reconciliation file from the Accounting Services website on desktop and enter all corresponding data from the above printed reports The file is a formulated form and will auto calculate No handwritten forms will be accepted Rev July 1 2015 10 3 CrossPointe User s Manual for Internal Accounts Month End Close 10 When balance is zero proceed with month end reporting in Chapter 11 There is no need to reprint the three reports mentioned above CORRECTING A RECONCILED RECORD If the wrong record was reconciled or the correct record was reconciled but for the wrong amount it can be corrected through the A202 screen Please note the reconciliation reports from 10 3 may need to be re run and printed if any changes are made If the wrong record was reconciled In the above example check 000000007 for 250 50 was reconciled when check 000000009 for 250 50 should have been reconciled instead Step 1 To reverse check 000000007 Transaction Type T field C Varian
11. 13 1 ALL Rental Project General Ledgers ccecessesssssssssesseceecseceseessesseseeeseecaesseseesesseneees 13 1 After Fiscal Year End June 30 and After Balancing the Bank Statement 13 2 Appendices ACCOUNT String DIMENSIONS sears ai iasi aiian airon iaoeiai eaii kiia A1 1 DIMeNsiONn 4 Project rerna a aaa Aaa Aa unease A2 1 Internal Accounts Adjustment Transfer Approval FOrmS cccscsseceecsesessesseeceeesees A3 1 Monthly Financial Report Checklist cccccececsscsscsscsssessessessescsecseceessesessesseseseseeceeens A4 1 Year End Financial Report Checklist cccccesccssessesssssssssesseceecesessesaessessessesceeseeeees A5 1 Rev July 1 2015 CrossPointe User s Manual for Internal Accounts Signing On and Off 1 In the CrossPointe system when working with Internal Accounts it is necessary to sign on to the INT system District accounts are in the BRE system This chapter will demonstrate that process SIGNING ON Enter your User Name and Password in the Sign On screen 20 e x Hel ael Sle a l 2 8 a eld RAS ser sige Gin Ga ah a BUS OGM os aves a Sen BREVARD2 Password Subsystem QINTER Program procedure Display o s s m ai A005002053 Menu adori Current library Output placed in OUTQ device PRTO3 will automatically go to PRTO3 on the Production Machine SC A OO E BOARD OF BREVARD COeUl Ne C COPYRIGHT IBM CORP 1980 2007 02 027 af 1
12. 800 XXXX XXXX XXXXXX e The first dimension s value never changes It will always be 800 e The second dimension s value will vary based on the details below e The third dimension s value never changes It will always be your school s four digit number e The fourth dimension s value will vary based on the details below The General Ledger string is used as the opposing entry for a Revenue or Expenditure string DIMENSIONS IN DETAIL Of the six types of dimensions some of them never change Those that do not change are shown and explained above They are dimensions 1 3 and dimension 5 if it is used as an expenditure The dimensions that change are explained below They are dimensions 2 4 5 if it is used as a revenue and dimension 6 Dimension 2 General Ledger Rev July 1 2015 2 2 CrossPointe User s Manual for Internal Accounts Account Coding 2 When using a General Ledger string this dimension is comprised of the different cash accounts the accounts receivable account and any transfer accounts They are listed below 1112 Petty Cash 1113 Change Fund 1114 Savings 1115 Money Market 1116 Certificate of Deposit CD 1119 Checking Account 1130 Accounts Receivable 1520 Encumbrance 1530 Expense Control Account 2520 Revenue 2720 Reserve for Encumbrance 2767 Beginning Balance This list is also available in Appendix A1 along with other account string data f
13. Cover Sheet Year End Financial Report Checklist Fiscal Year School Number School Name Balance Sheet F605 1 Bank Reconciliation 001 pene PEA w f Highlighted requires principal s signature El panel Request Report Attached File at To School Accounting Time Frame Reports Submitted please put reports in this order A School Annually to Run Report oe 2 Outstanding Check Report c a203f 001 aB307 y Thru 063020XX 3 Outstanding Deposit Report c a203f 002 ap307 v v Thru 063020XX 4 Copy of Bank Stmnt w Check Copies N A Bz Revenue Ledger D F510 oo1 rpi72 v v Period 01 12 Expenditure Ledger clrs10f oo2 reise v v Period 01 12 Trial Balance A F605 002 v Period 12 Principal s Report j Feosf oo6 inmo v vf Period 12 Project Balance Report li Fe0sf 007 jints7al f vw lll Period 12 N A Period 12 vV v v Transfer Report v v 070120XX 063020XX Deposit Register v v 070120XX 063020XX 13 Check Register Z605 1 IN037A v v 070120XX 063020XX 14 Void Register Z605 2 INO38A v v 070120XX 063020XX 15 Journal Entry Report Transfer amp Adj A F613 001 FB161 v v 070120XX 063020XX 16 Purchase Order Report A F819 001 FB059 v v 070120XX 063020XX 17 NSF Check Spreadsheet Excel v v when applicable My signature represents the required reports are being submitted for the correct period an
14. Date to Enter in AS400 Amount of Original Deposit Description Credit New Correct Deposit Project Function ____ Debit Original Incorrect Deposit Project _ Function ____ MR ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 15 Correct a Deposit Error Correct the Function Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Original Deposit Description S Credit New Correct Deposit Project Function ____ Debit Original Incorrect Deposit Project E Function ____ ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 5 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 16 Correct a Check Error Increase the Check Amount Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Increase Description Original Check Project Object Principal s Signature Date of Approval ENTRY NUMBER Principal approval required before entry Adj 17 Correct a Check Error Decrease the Check Amount Date Prepared Transaction Date Amount _ Date to Enter in AS400 Amount of the Decrease Description Original Check Project Object _ Principal s Signatur
15. F510 panel Rev July 1 2015 11 4 CrossPointe User s Manual for Internal Accounts Month End Reports 11 Panel F510 Print Summary Year 2013 Request 002 EXPENDITURE LEDGER Destination F H T IZE Sequence F Prd T Sr Dim Acct CYB il 16 a l F Controls G 1 Summ Fnd Cntr Proj Func 0bj Select A Lin Fnd Cntr Proj Func 0bj A Avl XXX XXXX XXXXXX XXXX XXX xX xX 800 9999 Panel field Enter PRT and look for the FB156 report TRIAL BALANCE The F605 panel will be used to run the Trial Balance Request field Enter 002 This request is set up with the proper title and controls Prd Period field Enter the period for which the report should be run 01 July 02 August etc Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Trial Balance on the F605 panel Rev July 1 2015 11 5 CrossPointe User s Manual for Internal Accounts Month End Reports 11 F605 Print Summary Select A Lin Fnd GL Cntr Proj Panel field Enter PRT and look for the FB157 report PRINCIPAL S REPORT The F605 panel will be used to run the Principal s Report Request field Enter 006 This request is set up with the proper title and controls Prd Period field Enter the period for which the report should be run 01 July 02 August etc Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Princi
16. Invoice Query general query screen for invoices F202 Invoice Query Account query by accounting string F222 Invoice History Query query on the history of an invoice Rev July 1 2015 6 7 CrossPointe User s Manual for Internal Accounts Invoices 6 To Cancel Else x File Edit View Communication Actions Window Help a Ble s S a 2 tot a elel Panel F204 Standard Accounts Action i PO Def Rf Vndr V0000109708 PROGRESSIVE RECOVERY INC Inve 25 Date 06202013 S P Tran Nbr Item 25 Batch Cycle Sep Chk _ Acct 25 Full Part E Entry Date 06212013 Paid 0 Desc DOCUMENT SHREDDING PO Open 25 F Rf T Fnd Cntr Proj Func Obj Amount P Debit X 800 2051 707010 9800 310 25 00 F 1530 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrced 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc No additional records Upd 06 21 2013 08 42 25 FHGI MAI E 03 019 af 1902 Session successfully started 9721X PRINT Secure Print 9721 on Ne02 Rev July 1 2015 6 8 CrossPointe User s Manual for Internal Accounts Invoices 6 After Canceled os ix File Edit View Communication Actions W ndow Help S eel aS Sls a Ys lB SP al lO F204 Standard Accounts Action PO Def RI Vndr V0000047893 SAMS CLUB KKK KKK HKKK KKK KK KKK K Inve 83 52 Date 1108201 S X Tran Nbr 000003127 V Item 83 52 Batch Cycle Sep Chk _ Acct 83 52 Full Par FE Entry Date 11082012 Paid 0 00 Desc PO Ope
17. REPORT TRANSFERS AND ADJUSTMENTS Y 500000 599999 D Select Lin Ty SL Fr JE Date To Vendor PO 06012011 06302011 Panel field Enter PRT and look for the FB161 report Rev July 1 2015 11 10 CrossPointe User s Manual for Internal Accounts Month End Reports 11 PURCHASE ORDER REPORT Please refer to Chapter 5 GENERAL LEDGER Quarterly not required to be submitted to School Accounting The F606 panel will be used to run the Quarterly General Ledger Report Request field Enter 003 This request is set up with the proper title and controls Each time a new report needs to be printed line 1 will need to be changed to reflect the correct dates Action A field Enter a C Fr Dates To field Enter the beginning and ending dates for the quarter the beginning date should be July 1 of the current fiscal year Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Quarterly General Ledger Report on the F606 panel F606 Print Detail GENERAL LEDGER QTRLY D Select Lin Ty SL Fr JE Date To Fnd GL Cntr Proj Func Obj iccuu mdd l P 07012010 09302010 211 9999 Request card above is programed to include page breaks The 3 under the T field allows the page breaks In order to print the General Ledger report without page breaks simply change the 3 to a 1 under the T field and press enter to update Rev July 1 2015 11 1
18. This request is set up with the proper title and controls Each time a new report needs to be printed line 1 will need to be changed to reflect the correct dates Action A field Enter a C Fr JE To fields Enter the date range to be included in the report Press the Enter key then the F11 key to submit the report Panel field Enter PRT OPTIONAL REPORTS Two additional reports are optional through the F606 Print Detail screen They are the Cash Receipts Journal and the Cash Receipts Journal with Detail Below are examples of the requests to run each of the optional cash receipts journal reports Rev July 1 2015 3 6 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 Optional Cash Receipts Journal Report i Sessi C x File Edit View Communication Actions Window Help eal HBR Bl as LL BP B S d Panel F606 Print Detail Request 0 Destination Controls C F PH T I E Sequence Fr JE Nbr To Dtl Sr Vendor Select A Lin Ty SL Fr JE Date To Fnd GL Cntr Proj Func O0bj xx xx mmddccyy mmddccyy xxx Xxxxx XXXX XXXXXX XXXX XXX 01 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc Record updated Next Use 04 11 2012 12 35 42 BOOKTIE2 MA a 03 011 sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO3 Rev July 1 2015 3 7 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3
19. X lt X lt gt X lt gt X lt OK OK gt lt OK OK X lt gt X lt gt lt gt lt gt X lt gt X lt gt X lt gt X lt gt lt gt X lt gt X lt gt X lt X lt CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order A2 699026 Other Trust Q _ X X X X 699027 Other Trust R X X X X 699028 Other Trust S X X X X 699029 Other Trust T X X X X 699030 Other Trust U X X X X 699031 Other Trust V X X X X 699032 Other Trust W nn X X X X 699033 Other Trust X SES X X X X 699034 Other Trust Y X X X X 699035 Other Trust Z X X X X grant or scholarship General 7 Elementary Middle Jr Sr High 701010 Activity Fees X X X X 701020 Advertising District X X X X 701030 Advertising School X X X X 704020 Donation Unrestricted X X X X 706010 Fine Arts Theatre X X 707010 General Misc X X X X 718010 Registration Fees X X X X 719010 Savings X X X X 719020 School Store X X X X 719030 School Wide Fundraising X X X X 722010 Vending X X X X Other Elementary Middle Jr Sr High 000000 999999 NSF Checks X X X X Transfers need approval from School Accounting before they occur Rev July 1 2015 A2 9 CrossPointe User s Manual for Internal Accounts Inter
20. a posted entry for each check that was printed Below is an example of the F611 panel when confirming that journal entries posted for checks By xX a SS 2 elm a Lh a a ele Panel F611 Journal Query S Date Entry User PO Check Vendor Invoice Offset Line L Fnd GL Cntr Proj Func 0bj Debit Credit St P Date 07312010 Entry 687001 Pg 001 Type CD Cash Disbursement Dsc BATCH CASH DISBURSEMENTS Chk 07312010 195 64 000000007 9222 Inv 9222SCNC V0000007766 PO 07302010 195 64 11001271 922200020 VOO000007766 SCIENCE KIT amp N 800 2720 419030 9800 642 97 82 0 00 800 1520 419030 i 0 00 97 82 800 2720 419030 9800 500 97 82 0 00 800 1520 419030 A 0 00 97 82 800 1530 419030 9800 642 97 82 0 00 800 1119 419030 0 00 97 82 800 1530 419030 9800 500 97 82 0 00 SUBTOTAL 128 293 46 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 11 View 12 Esc Page full F7 F8 to continue Sys 06 28 2012 09 30 07 BOOKTEST MA A 04 002 4 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul Rev July 1 2015 7 7 CrossPointe User s Manual for Internal Accounts Checks 7 VOIDING CHECKS CrossPointe Invoice Screens The F216 and F217 panels will be used to void checks This is a 4 step process The void process is not finished until all 4 steps have been completed Checks from a previous fiscal year and attached to a P O that did not roll into the new fiscal year CANNOT be voi
21. be printed and filed Below is an example of the Purchase Order Report screen Rev July 1 2015 5 3 CrossPointe User s Manual for Internal Accounts Purchase Orders 5 Sessi 24 x Bm aJKALHHOFHILEAEBAHLA Panel F819 Print POs Base Request 0 Destination Controls Cie Riss LAE Prete C ArI RON Be CORRS PO Select A Lin PO Vendor Fr PO To Ship Buyr Rqst TSREN Days XXXXXXXX XXXXXXXXXXX mmddccyy mmddccyy xxxx XXXX XXXX XxXxxx 999 01 1 H1lp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc Record updated Next Use 08 15 2011 08 23 56 BOOKTIE2 MA A 03 011 ay 1902 Session successfully started 9721X PRINT Secure Print 9721 on Ne02 Request field Enter 001 This request is set up with the proper title and controls Each time a new report needs to be printed line 1 will need to be changed to reflect the correct dates for the report Action A field Enter a C to change Fr PO To fields Enter the date range to be included in the report Press the Enter key then the F11 key to submit the report Panel field Enter PRT PRINTING REPORTS Below is an example of the screen you are taken to after entering PRT in the Panel field as indicated above Rev July 1 2015 5 4 CrossPointe User s Manual for Internal Accounts Purchase Orders 5 SF Sessi x S aml Bl w 85 elal elel Work with All Spooled Fi
22. field Use this field only if you need to match items on a requisition to the associated accounting string on the requisition accounts panel F805 Item field Use this field only if you wish to identify the code item number or part number etc which categorizes the item Description field Use this field to describe the item you are requesting to purchase For blanket requisitions enter Blanket P O If the description of an item being requested needs more than one line place your cursor anywhere on that line and press the F2 key This gives you additional lines for each item You MUST enter an A at the start of each line enter the additional information press the Enter key and then the F3 key to exit the screen This information will print on the purchase order Quantity field Use this field to indicate the amount of the item being requested For blanket requisitions enter 1 Unit field Use this field to specify the unit of measure for the item being requested Press the F4 key to select from a list of units of measures Unit Price field Use this field to indicate the cost per unit of measure being requested For blanket requisitions enter the total of the open P O Discount and Freight Pct field Data cannot be entered into this field After all items being purchased are entered on the F804 panel press the F9 key to enter the accounting strings associated with this purchase requisitio
23. fields N U will automatically fill If all items are not being invoiced field R quantity will need to be changed if partial receivers and the entire line can be deleted if no items on line were received If the unit price is different than the purchase order field T unit price will need to be changed If a PO number was not entered in field C above fields N U will need to be completed in order to generate a check N Sequence Number field Tab through this field It will default to the appropriate line number Reference Number field Use this field only if you need to match items on an invoice to the associated accounting string on the invoice accounts panel F204 Item field Use this field only if you wish to identify the code item number or part number etc which categorizes the item Description field Use this field to describe the item If the description of an item needs more than one line place your cursor anywhere on that line and press the F2 key This provides additional lines for each item Place an A at the start of each line enter the additional information press the enter key and then the F3 key to exit the screen Quantity field Use this field to indicate the quantity of the item being invoiced Rev July 1 2015 6 3 CrossPointe User s Manual for Internal Accounts Invoices 6 S Unit field case sensitive Use this field to specify the unit of measure for the it
24. of the same detailed activity For example 1 could be for Basketball boys and 2 for Basketball girls See Appendix A 2 for a full list of projects set up in CrossPointe and the projects available to be used by each school type elementary middle junior senior and high For example Basketball Girls is project 102022 and is developed in this manner 1 02 02 2 1 This designates Athletics 02 This designates B for Basketball 02 This designates Basketball Baseball is 01 2 This designates Girls Boys are 1 Another example French Club is project 406060 and is developed in this manner 4 06 060 4 This designates Clubs I 06 This designates F for French 06 This designates French Club 0 There is no specific grouping for this French Club s activities Dimension 5 Function This dimension is only used in a revenue string or an expenditure string Revenue 3680 Transfer In Automated Entry Only 3900 Advertising 3901 Concession 3902 Contributions Donations 3903 Dues Fees 3904 Fieldtrips 3905 Fundraising 3906 Gate Receipts Athletics Regular Season 3907 Gate Receipts Athletics Other 3908 GSF General Service Fund 3909 Interest 3910 Other Income 3911 Rentals 3912 Ticket Sales 3913 Yearbook Sales Expenditure Rev July 1 2015 2 4 CrossPointe User s Manual for Internal Accounts Account Coding 2 9800
25. 00 Student Information J000 Asset Management 1 H1p 3 Exit 4 Prpt 10 New Password Please request a menu or panel Sys 04 16 2012 15 26 14 BOOKTIE2 MA a LEPALE sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO3 Rev July 1 2015 1 3 CrossPointe User s Manual for Internal Accounts Signing On and Off 1 SIGNING OFF To sign off press the F3 key until arriving at the Main Menu Choose selection number 90 Press the Enter key PE Session A 24 x Bt x File Edit View Communication Actions Window Help S Bs am B w3 ala ele BREVARD MAIN MENU Select one of the following F3 Exit F4 Prompt F9 Retrieve F12 Cancel MA a 20 009 sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO3 When working in INT and BRE it is recommended that two separate sessions be open and that the foreground color is different in each session To change the foreground color click on the icon to setup display colors circled above Choose a foreground color from the dropdown box and click OK Rev July 1 2015 1 4 CrossPointe User s Manual for Internal Accounts Account Coding 2 In the CrossPointe system account strings are used with transactions to help identify where the funds are generated and how they are being used This chapter will identify what the different dimensions are and how they are put together to create the account strings for your school TH
26. 02 report FB157 PRINCIPAL S REPORT F605 panel request 006 report IN100 TRANSFER REPORT Z605 panel request 3 report INO39A PROJECT BALANCE REPORT F605 request 007 report IN157A Rev July 1 2015 13 2 CrossPointe User s Manual for Internal Accounts Year End Reports Rev July 1 2015 13 3 13 CrossPointe User s Manual for Internal Accounts Account String Dimensions Dimension 1 Fund 800 Dimension 2 General Ledger A1 1112 Petty Cash 1130 Accounts Receivable 1113 Change Fund 1520 Encumbrance 1114 Savings 1530 Expense Control Account 1115 Money Market 2520 Revenue 1116 Certificate of Deposit CD 2720 Reserve for Encumbrance 1119 Checking Account 2767 Beginning Balance Dimension 3 Cost Center Dimension 4 Project Your School s 4 Digit See Appendix A2 Dimension 5 Function and Above 3680 Transfer In Automated Entry Only 3907 Gate Receipts Athletics Other 3900 Advertising 3908 GSF General Service Fund 3901 Concession 3909 Interest 3902 Contributions Donations 3910 Other Income 3903 Dues Fees 3911 Rentals 3904 Fieldtrips 3912 Ticket Sales 3905 Fundraising 3913 Yearbook Sales 3906 Gate Receipts Athletics Reg Season 9800 Expenditures Dimension 6 Object Code 310 Services Other 644 Capital Computer Hardware Under
27. 04 23 2012 10 33 50 BOOKTIE2 MA a 03 011 sf 1902 Session successfully started 9721 PRINT Secure Print 9721 on NeO3 Panel field Enter PRT and look for the FB158 report REVENUE LEDGER The F510 panel will be used to run the Revenue Ledger Request field Enter 001 This request is set up with the proper title and controls Rev July 1 2015 11 3 CrossPointe User s Manual for Internal Accounts Month End Reports 11 F Prd T From To Period field Enter the To period for which the report should be run through 01 July 0O2 August etc Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Revenue Ledger on the F510 panel Panel F510 Print Summary Request 001 REVENUE LEDGER Destination Controls T IZE Sequence i1 1415 Summ Fnd Cntr Proj lt Func 0b Select A Lin Fnd Cntr Proj Func 0bj A Avl XXX XXXX XXXXXX XXXX XXX xX xX 01 800 9999 i i B Panel field Enter PRT and look for the FB172 report EXPENDITURE LEDGER The F510 panel will be used to run the Expenditure Ledger Request field Enter 002 This request is set up with the proper title and controls F Prd T From To Period field Enter the To period for which the report should be run through 01 July 02 August etc Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Expenditure Ledger on the
28. 1 CrossPointe User s Manual for Internal Accounts Month End Reports 11 ENCUMBRANCE REPORT not required to be submitted to School Accounting The F820 panel will be used to run the Encumbrance Report Request field Enter 001 This request is set up with the proper title and controls Make sure that selection line 1 is changed to reflect your school cost center number Action A field Enter a C when updating the cost center Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Encumbrance Report on the F820 panel Panel F820 Print POs Acct Request 001 ENCUMBRANCE REPORT Destination Controls C E Sequence Prt B All PO 1 6 TT 1l Lin Fnd Cntr Proj Func 0bj PO Buyr TSRIEN XXX XXXX XXXXXX XXXX XXX XXXXXXXX XXXX X KX KX KX KX XK 01 SEEK Y Rev July 1 2015 11 12 CrossPointe User s Manual for Internal Accounts Month End Reports 11 PRINTING REPORTS Below is an example of the screen you are taken to after entering PRT in the Panel field as indicated above Work with All Spooled Files Device or Cur File User Queue User Data Page Copy APRTO1 BOOKTIE2 QPRINT FB158 APRTO1 BOOKTIE2 QPRINT FB172 APRTO1 BOOKTIE2 QPRINT FB156 APRTO1 BOOKTIE2 QPRINT FB157 APRTO1 BOOKTIE2 QPRINT IN100 QSYSPRT BOOKTIE2 QPRINT INO39A APRTO1 BOOKTIE2 QPRINT IN157A APRTO1L BOOKTIE2 QPRINT FB164 QSYSPRT BOOKTIE2 QPRINT INO37A Ww PORrP BWLD DL BPRPR
29. 1 2015 CrossPointe User s Manual for Internal Accounts Table of Contents Chapter 6 Invoices EMte ring an INVOICE iurien maaa T aaa aE a eaaa ai 6 1 POSTING AN INVOICE nn eniad t a aane araa aa eea daana ada iaa a Ted aiaa 6 5 Corr ecting a Posted INVOICE marn a E A Rs aw ee 6 6 Correcting an Unposted INVOICE e s sesesssssessseseesesessesrsersresetsesessesesresrerssrssensensenrsensene 6 6 Querying on INVOICES nanninta aana a a aa a aa aa aa a aanl daian aia 6 7 Chapter 7 Checks Generating Checks Step 1 Select Invoices amp Run Check Register ccccccescessesssstesssesseceeeees 7 1 Step 2 Print amp Post CHECKS ou ccesseesesessssssscsecseceesessessssseseeeseecoeceesessesaesaeees 7 4 Step 3 Confirm Journal Entries Posted for Checks cccseseeeesecseenseees 7 7 Voiding Checks Step 1 Selecting CHECKS oo ce ecesesessecsecseceecescessessessescaessecoeseesessesaesseseeeaeces 7 8 Step 2 Void Checks in Edit Mode esta ce eiceieetinernstisteeestece divse ch aiwieeeeads 7 9 Step 3 Void Checks in Post Mode cccecccesssssessessessessescsecseseesseceseesaeseescaees 7 10 Step 4 Confirm Journal Entries Posted for Voided Checks 00eee 7 11 Running Reports Check Register Void Register cccscseesessessssseteseesseseseessee es 7 12 Printing REPOS ania an aaae a a A E EE AET ara TETES 7 13 Chapter 8 Journal Entries Journal Entry Numbering System c
30. 10 600 00 Total 600 00 600 00 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 12 Esc Delete Y N Upd 05 31 2011 11 06 27 BOOKTIE2 MA a p 017009 f 1 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul QUERYING ON DEPOSITS The F609 panel can also be used to query deposits Action field Enter C to view a deposit Date field Enter the date of the deposit Entry field Enter the journal entry number Press the Enter key Posted deposits will appear in blue and cannot be changed RUNNING REPORTS The F610 panel will be used to print a daily weekly or monthly Deposit Register Daily and weekly reports are optional A monthly register is required to be printed and filed Below is an example of the request to run the Deposit Register on the F610 Print Cash Receipts screen Rev July 1 2015 3 5 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 ao Hel 22 5 em w Ll 28 S Lele Panel F610 Print Cash Receipts Request 001 DEPOSIT REGISTER Destination Controls a E To Fr Receipt To Fr Deposit To xx mmddccyy mmddccyy 9999999 9999999 999999999 999999999 RC 06012011 06302011 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc No additional records Use 04 18 2012 16 29 29 BOOKTIE2 03 011 iJ 1902 Session successfully started _ 9721X PRINT Secure Print 9721 on Ne03 Request field Enter 001
31. 100 00 100 00 000000006 C 06302011 12 000 00 000000007 C 03202011 250 50 000000008 C 03202011 5 00 000000009 C 03202011 250 50 000000010 C 03202011 156 00 000005293 C 06302010 20 00 000005316 C 06302010 25 00 000005339 C 06302010 19 00 000005351 C 06302010 8 487 10 SUBTOTAL 51363 10 51363 10 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 12 Esc Record updated Next Upd 05 07 2012 15 47 24 BOOKTIE2 MA A 04 002 sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul The Receipt Date Rec Dte last day of prior month may be changed to the actual bank statement date on this screen if desired To do so type over the automated date and enter the actual bank statement date for the transaction Press the Enter key Rev July 1 2015 10 5 CrossPointe User s Manual for Internal Accounts Month End Close Rev July 1 2015 10 6 10 CrossPointe User s Manual for Internal Accounts Month End Reports 11 The information provided in this chapter will demonstrate the process of running and printing month end reports OUTSTANDING CHECK REPORT The A203 panel will be used to run the Outstanding Check Report Request field Enter 001 This request is set up with the proper title and controls Each time a new report needs to be printed line 1 will need to be changed to reflect the correct dates Action A field Enter a C Fr Dates To field Enter the ending date of the month
32. 1423 40 000000005 9999 Date Number Description Note L Fnd GL Cntr Proj Func Obj Debit Credit Offset 08252010 0000001 SACC TUITION C 800 2520 9999 607034 3908 3 1268 40 08252010 0000002 SOCIAL DUES C 800 2520 9999 605010 3903 A 130 00 08252010 0000003 SCHOOL T SHIRTS C 800 2520 9999 499010 3910 A 25 00 Total 1423 40 1423 40 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd No additional records Upd 03 23 2011 10 50 03 BOOKTIE2 MA G 03 020 aj 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul CORRECTING A POSTED DEPOSIT For reversals and adjustments to posted deposits please contact School Accounting CORRECTING AN UNPOSTED DEPOSIT Deposits that are unposted can be reversed or adjusted Action field C To change or correct an unposted deposit D To delete an unposted deposit Then answer Y to Delete Y N that appears at the bottom of the screen Below is an example of a deposit that is being deleted Rev July 1 2015 3 4 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 ag File Edit View Communication Actions Window Help S Hel al BS w l 2 8 S eld Panel _ F609 Receipt Deposit Entry Action Entry Deposit Date Amount Number Bank 05312011 100 00 000000023 9999 Date Number Description Note L Fnd GL Cntr Proj Func 0bj Debit Credit 05312011 0000001 YEARBOOKS 12 50 C 800 2520 9999 325010 39
33. 19 panel request 1 report FBO59 DEPOSIT REGISTER Please refer to Chapter 3 page 3 5 Receipts Deposits Running Reports F610 Panel request 001 Report FB164 CHECK REGISTER Please refer to Chapter 7 page 7 12 Checks Running Reports Z605 panel request 1 report INO37A VOID REGISTER Please refer to Chapter 7 page 7 12 Checks Running Reports Z605 panel request 2 report INO38A JOURNAL ENTRY REPORT TRANSFERS and ADJUSTMENTS Please refer to Chapter 11 page 11 8 Month End Reports F613 panel request 001 report FB161 PUBLIC RELATIONS GENERAL LEDGER Please refer to Chapter 11 page 11 11 Month End Reports F606 panel request 3 report IN203 SCHOOL STORE GENERAL LEDGER Please refer to Chapter 11 page 11 11 Month End Reports F606 panel request 3 report IN203 ALL RENTAL PROJECT GENERAL LEDGERS Please refer to Chapter 11 page 11 11 Month End reports F606 panel request 3 report IN203 Rev July 1 2015 13 1 CrossPointe User s Manual for Internal Accounts Year End Reports 13 AFTER FISCAL YEAR END June 30 and AFTER BALANCING THE BANK STATEMENT Run and print the following reports Please refer to Chapter 11 Month End Reports and Monthly Financial Report Checklist for time frame to run the reports BALANCE SHEET F605 panel request 001 report FB158 REVENUE LEDGER F510 panel request 001 report FB172 EXPENDITURE LEDGER F510 panel request 002 report FB156 TRIAL BALANCE F605 panel request 0
34. 5 2 5 CrossPointe User s Manual for Internal Accounts Account Coding Rev July 1 2015 2 6 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 The information provided in this chapter will demonstrate the process of entering posting and correcting cash receipts and deposits querying on deposits and running cash receipt reports CrossPointe Receipt Deposit Entry Screen F609 The F609 panel will be used to enter deposits and all of the corresponding monies collected forms cash receipts To learn more about a field The F1 key will display a small window with a definition about the field in question The F6 key will take you to the next field s definition The F3 key will make the small window disappear gt A I x File Edit View Communication Actions Window Help S Hel a aa elal al ele Panel F609 Receipt Deposit Entry Action Entry Deposit Date Amount Number Bank Date Number Description Note L Fnd GL Cntr Proj Func 0bj Debit Credit Offset 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd Please type key element s Upd MA a 13 078 cj 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul ENTERING A DEPOSIT Key Data The data above the blue line A B and C These are the key fields needed in order to input change look at or delete a deposit Once you have input this data YOU MUST PRESS THE ENTER KEY lf you c
35. 80 FCA Fellowship of Christian Athletes X X 406020 FEA X X 406030 FHA X X 406040 Football Club X X 406050 FPS Future Problem Solvers X X 406060 French Club X X 406070 French Honor Society X X 407010 Game Club X X 407020 German Club X X 407030 German Honor Society X X 407040 Gifted GSP X X 407050 Golf Club X X 407051 Golf Club Boys X X 407052 Golf Club Girls X X 409010 Interact Club X X 410010 Japanese Club X X 411010 Key Club X X 412010 Latin Club X X 412020 Lego Club X X 413040 Majorettes X X 413010 Math Club X X 413020 Model Student Senate X X 413030 MU Alpha Theta X X Rev July 1 2015 A2 4 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order A2 414010 National Art Honor Society X X 414020 National Elementary Honor Society X 414030 Newspaper X X X X 414040 NHS X X 414050 NJHS X X 415010 Odyssey of the Mind X X X X 415020 Omega X X 416020 Patrols X X X X 416010 PE Club X X X 418010 Recycling Club X X 418020 Robotics Club X X X X 419010 SADD X X X 419020 Science Club X X X X 419030 Science Research Club X X X 419040 SECME Club X X X 419050 Soccer Club X X 419051 Soccer Club Boys X X 419052 Soccer Club Girls X X 419060 Softball Club X X 419070 Spanish Cl
36. 902 Session successfully started 9721X PRINT Secure Print 9721 on NeO3 Rev July 1 2015 1 1 CrossPointe User s Manual for Internal Accounts Signing On and Off 1 Enter the selection number for Crosspointe Student and Business Systems The selection number will depend on the access you have in the system Press the Enter key 20 e x a Hel 2 5 em w L eal al ele BREVARD MAIN MENU Select one of the following CIMS Crosspointe Student and Business Systems Textbook Inventory System Inservice Registration Charter School Menu T 2 3 4 5 6 Wa B 9 0 User Assistance Menu ESC Key Equivalent Signoff Selection or command F3 Exit F4 Prompt F9 Retrieve F12 Cancel 20 007 af 1902 Session successfully started _ 9721X PRINT Secure Print 9721 on Nul Rev July 1 2015 1 2 CrossPointe User s Manual for Internal Accounts Signing On and Off 1 Replace BRE with INT in the District field i Sessi C x File Edit View Communication Actions Window Help eal AA Bl ad LL Bh B S d Panel _ A001 System Sign on District Userid Password Defaults Authorities Sign on Center Sample Elementary Organization Project Teacher Id Series Options Local Options A100 Application Environment L000 Local Reporting C000 Supply Chain Management X000 State Reporting F000 Financial Information H000 Human Resource Management S0
37. BRPRPRBPREB BE Parameters for options 1 3 or command Device or File User Queue User Data QSYSPRT BOOKTIE2 QPRINT INO38A APRTO1 BOOKTIE2 QPRINT FB161 APRTO1 BOOKTIE2 QPRINT FB059 APRTO1 BOOKTIE2 QPRINT AB307 APRTO1 BOOKTIE2 QPRINT AB307 Bottom Parameters for options 1 2 3 or command Option Opt field Enter 5 to display the report on the screen Press the Enter key Rev July 1 2015 11 13 CrossPointe User s Manual for Internal Accounts Month End Reports There are three ways to print the report 1 Using the GUI printer 2 Using a network printer 3 Using a printer session 11 For assistance in using any of the print options please contact your school technician and or the Brevard Public Schools Help Desk Rev July 1 2015 11 14 CrossPointe User s Manual for Internal Accounts Year End Close 12 The information provided in this chapter will demonstrate the year end closing process PRIOR TO FISCAL YEAR END June 30 GSF General Service Fund Project Balances Please refer to Chapter 6 Invoices Direct Pay invoice F203 amp F204 panels Type X Accounting String Fund 800 Cost Center Four digit school number Project 607030 607035 Function 9800 Object Code 701 Replenish Petty Cash Please refer to Chapter 6 Invoices Petty cash reimbursements from District funds require a purchase requisition Petty cash reimbursements from Internal funds are processed as a
38. E ACCOUNT STRING STRUCTURE The structure of each account string is made up from six possible dimensions These are defined as dimensions 1 6 1 2 3 4 5 6 XXX XXXX XXXX XXXXXX XXXX XXX Dimension Description Identifier Number Dimension Number of Digits Value To Use 1 Fund The internal accounts fund 3 800 2 General The cash account accounts 4 Varies Ledger receivable account or the transfer account 3 Cost Center The facility location or office at 4 Your School s which costs are accumulated Four Digit 4 Project A special program within the fund 6 Varies defined by the student activity 5 Function If the string is for revenue or an 4 Revenue 39XX expenditure Expenditure 9800 6 Object Code The type of expenditure 3 Varies TYPES OF ACCOUNT STRINGS There are three types of account strings general ledger strings revenue strings and expenditure strings Each string includes a different number of dimensions in which some of the dimension values never change Below provides an explanation of each type of account string Revenue string This string includes the first five dimensions that are listed in the chart above and will look like 800 2520 XXXX XXXXXX 39XX e The first dimension s value never changes It will always be 800 e The second dimension s value never changes It will always be 2520 e The third dimension s value never changes It will always be your school s four digit num
39. EACH 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 12 Esc No additional records Upd 09 30 2011 08 57 44 MOSCAJ MA B 14 063 a 1902 Session successfully started Brother HL 2240 series on USBOO1 Rev July 1 2015 5 1 CrossPointe User s Manual for Internal Accounts Purchase Orders 5 A Action field C Change Inquire R Receive all items P Post items received Purchase Order field Enter the purchase order number for which goods are being received Reference Number field Use this field if you only want to display items with the specified reference number Sequence Number field Use this field if you want to limit sequence numbers displayed when using the C action code The sequence number entered and all the succeeding sequence lines will appear Press the Enter key The purchase order information will appear E Receiving Date field Enter the date the items were received by the school Received field Enter the amount of items being received for this line item The total received amount cannot exceed the originally issued quantity Correcting a Receiver If an error was made or an item has been returned enter a negative receiver amount Example 1 Viewing Receiver Information After posting a receiver pressing the F4 key on this field will show when the item was received on who entered the receiver and how many were received Press the Enter key The re
40. ECORDS In the Bank Records column enter the amounts for the transactions that are listed on the bank statement Press the Enter key At this time the Variance column will be blank for those transactions Below is an example of the A202 screen after the transactions have been entered Rev July 1 2015 10 2 CrossPointe User s Manual for Internal Accounts Month End Close 10 a x a Hel BS a L sch S eld Panel A202 Bank Activity Year P Bank From Dates To From Number To Ty Var Rec Requested Number Ty Date Computer Bank Records Variance Rec Dte 000000002 C 06302011 50 00 50 00 000000003 C 06302011 30 000 00 000000005 C 06302011 100 00 100 00 000000006 C 06302011 12 000 00 000000007 C 03202011 250 50 000000008 C 03202011 5 00 000000009 C 03202011 250 50 000000010 C 03202011 156 00 000005293 C 06302010 20 00 000005316 C 06302010 25 00 000005339 C 06302010 19 00 000005351 C 06302010 8 487 10 SUBTOTAL 51363 10 51363 10 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 12 Esc Record updated Next Upd 05 07 2012 15 47 24 BOOKTIE2 MA A 04 002 4 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul Perform the above process for all Transaction Types C Check D Deposit S Service Charge Adjustment and Transfer in order to reconcile all transactions on the bank statement PRINTING RECONCILIATION REPORTS Print Outstanding Check Report please refer to 11
41. EDING CHILDREN 3 13010538 SUPO V0000220515 FEEDING CHILDREN 4 13010538 SUPO 2278 97 Bank Signature and Safe Combination Authority Please send a completed Bank Signature and Safe Combination Authority Form to School Accounting Rev July 1 2015 12 3 CrossPointe User s Manual for Internal Accounts Year End Close 12 AFTER FISCAL YEAR END June 30 Reconciling the Bank Statement in CrossPointe Perform the below for all Transaction Types C Check D Deposit S Service Charge in order to reconcile all transactions on the bank statement Refer to Chapter 10 for instructions Selecting Records to Reconcile 10 1 Reconciling Selected Records 10 2 Correcting the Receipt Date 10 3 Correcting a Reconciled Record 10 4 Complete the Checks and Balances per the Monthly Financial Report Checklist Please refer to Chapter 13 page 13 1 Year End Reports AFTER FISCAL YEAR END June 30 and AFTER BALANCING THE BANK STATEMENT Rev July 1 2015 12 4 CrossPointe User s Manual for Internal Accounts Year End Close Rev July 1 2015 12 5 12 CrossPointe User s Manual for Internal Accounts Year End Reports 13 The information provided in this chapter will demonstrate the process of running and printing year end reports Run and print the following reports for the period JULY 1 pd 1 through JUNE 30 pd 12 PURCHASE ORDER REPORT Please refer to Chapter 5 page 5 3 Purchase Orders Running Reports F8
42. Expenditures This list is also available in Appendix A1 along with other account string data from this chapter Dimension 6 Object Code This dimension is only used in an expenditure string and is used to identify the type of expenditure The values are similar to the District but have been greatly condensed 310 312 330 500 570 598 599 600 621 622 641 642 643 644 671 691 692 693 694 700 701 702 730 799 980 Services Other Services Professional amp Technical Travel Supplies Food non fundraiser Fundraiser Items Uniform Clothing non fundraiser Capital Other Capital Audio Visual Material 1 000 and above Capital Audio Visual Material Under 1 000 Capital Furniture Fixtures and Equipment 1 000 and above Capital Furniture Fixtures and Equipment Under 1 000 Capital Computer Hardware 1 000 and above Capital Computer Hardware Under 1 000 Capital Improvement Other than Building Capital Computer Software 1 000 and above Capital Computer Software Under 1 000 Capital License Fees Software 1 000 and above Capital License Fees Software Under 1 000 District Reimbursement GSF Payments to the District Unclaimed Property Dues Fees Admission Sales Tax Payment to Vendor Transfer Out Automated Entry Only This list is also available in Appendix A1 along with other account string data from this chapter Rev July 1 201
43. Mission To Serve Every Student with Excellence as the Standard Vision Brevard Public Schools will serve our community and enhance students lives by delivering the highest quality ty education in a culture of dedication collaboration and ic Schools l oe LL PASILAN DEPI N has CrossPointe User s Manual for Internal Accounts Rev July 1 2015 CrossPointe User s Manual for Internal Accounts Table of Contents Table of Contents Page Chapter 1 Signing On and Off SIGMA ON risen sez extrenedewes saz aa a a a a aa e aeaa a aeia elal ea 1 1 SATAN AD E E AEA into E oe A 1 4 Chapter 2 Account Coding The Account String Structure cccecccsessessessesssscsecseceecsecessesssssescseaecoeceeseseesaeseeeseecees 2 1 TYPOS OF ACCOUNESUPIM SS si255 5 2c55ehecbiebscdacces abst onuavels See a e sunetsaageasee es niuntouseds 2 1 Dimensions in Detail secrecion iaaa EE aE AEE aE Eaa 2 2 Chapter 3 Receipts Deposits Entering a Deposit mise siioni iana ea eain ee aA aAa aa MEU artes eiaeia anaa 3 1 Posting a Deposit e a a a a a A a E AEE A ea PA E a a R aaa 3 3 Correcting a Posted DepOsit sisese aa D i ais 3 4 Correcting an Unposted Deposit cccecessssssssssssesseceecsecessessessesesessecoecsesesaesseseneaees 3 4 QUErYINE ON Dep sSitS renerien aaia aae a EA NE a E 3 5 Running Reports Deposit Register c ccc csecsecsessessesssssesessessesaessesseseesceseeesessesaees 3 5 Optional Reports
44. ON Action field Enter a P Once the purchase requisition posts the requisition information will become blue Rev July 1 2015 4 4 CrossPointe User s Manual for Internal Accounts Requisitions 4 Below is an example of a posted purchase requisition SE Session A 2 x File Edit View Communication Actions Window Help a el aml Bl wl h ea S ele Panel F804 Requisition Items Action Rqst 9 Rf Vndr V Q000211812 TEST INT 500 00 Date 06302011 T N S P A P T C 500 00 Ship 9999 Sample Elementary CT Usr BOOKTIE2 12345 Attn SAM TEACHER PNPNN Crtd BOOKTIE2 Seq Rf Item Description Qty Unit Unit Price Pct 1245AP COMPUTER 1 EACH 500 0000 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc No additional records Upd 08 02 2011 11 41 00 BOOKTIE2 MA A 03 020 ay 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO2 CORRECTING A POSTED PURCHASE REQUISITION Only unposted purchase requisitions can be corrected If a purchase requisition has not been rolled into a purchase order it can be unposted by placing a U in the Action field on the F804 panel and pressing the Enter key CORRECTING AN UNPOSTED PURCHASE REQUISITION Purchase requisitions that are unposted can be deleted or corrected on the F804 panel Action field C To change or correct an unposted requisition D To delete an unposted purchase requisition Th
45. OR must be posted to 619010 Repayments of the bank s NSF fees must be posted to 707010 Function 39XX for Ledger Action C Blank for Ledger Action G or 9800 for Ledger Action X Object Code for use with 9800 Function only Repayments of the bank s NSF fees must be posted to 730 M Debit field Data cannot be entered into this field Do not use this field N Credit field Monies Collected Form total O Offset field Tab through this field It will default to 1119 Press the Enter key After all Monies Collected Forms associated with one deposit are entered the total at the bottom of the screen should match the deposit amount REMINDER Three Monies Collected Forms can be entered on each page To enter additional Monies Collected Forms Press the Enter key and then the F5 key To refresh the total at the bottom of the page press the F5 key POSTING A DEPOSIT A posted deposit cannot be changed or deleted Please contact School Accounting if you have posted a deposit in error Action field Enter a P Once the deposit posts the deposit information will become blue Below is an example of a posted deposit Rev July 1 2015 3 3 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 ou EJ Fie Edit View Communication Actions Window Help S Hel elm w Ll al al Lele Panel F609 Receipt Deposit Entry Action 9 Entry Deposit Date Amount Number Bank 08252010
46. Optional Cash Receipts Journal with Detail Report i Sessi C x File Edit View Communication Actions Window Help eal AA Bl as LL BP al elel Panel F606 Print Detail Request 0 Destination Controls C F PHST I E Sequence Fr JE Nbr To Dtl Sr Vendor Select A Lin Ty SL Fr JE Date To Fnd GL Cntr Proj Func O0bj xx xx mmddccyy mmddccyy XXX XXXX XXXX XXXXXX XXXX XXX 01 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc Record updated Next Use 04 11 2012 12 37 22 BOOKTIE2 MA a 03 011 sf 1902 Session successfully started 9721 PRINT Secure Print 9721 on NeO3 PRINTING REPORTS Below is an example of the screen you are taken to after entering PRT in the Panel field as indicated above Rev July 1 2015 3 8 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 z g File Edit View Communication Actions Window Help e Hel Ble w w e eal S elel Work with ALL Spooled Files Type options press Enter 1 Send 2 Change 3 Hold 4 Delete 5 Display 6 Re lease 7 Messages 8 Attributes 9 Work with printing status Device or Total Cur Queue User Data Sts Pages Page Copy Bottom F3 Exit Fi0 View 4 Fii View 2 Fi2 Cancel F22 Printers F24 More keys MA a p 217007 cj 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul Option Opt field Enter 5 to display the report on the screen Press the Enter key There are
47. Press the Enter key Press the Enter key again The bottom of the screen will display Record Added Next Rev July 1 2015 9 2 CrossPointe User s Manual for Internal Accounts Journal Entries Transfers and Adjustments 9 Adjustments 09 through 20 22 through 26 and 28 through 30 require additional data entry as marked above Only the fields requiring data will be available for input Fill in these fields from the completed approval form Debit will decrease credit will increase Debit will increase credit will decrease NOTE FOR 11 Collection of bank or school NSF fees are posted through a deposit Chapter 3 NOTE FOR 27 Includes recording bank credit of NSF fees The system will not allow you to leave the Z612 panel unless you Post or Delete the journal entry POSTING A TRANSFER OR ADJUSTMENT JOURNAL ENTRY Place a P in the Action field to post the record Then answer Y to Post JE Y N that appears at the bottom of the screen Press the Enter key Press the F5 key to refresh the panel and add another record CORRECTING A POSTED TRANSFER OR ADJUSTMENT JOURNAL ENTRY For corrections to posted journal entry adjustments please contact School Accounting CORRECTING AN UNPOSTED TRANSFER OR ADJUSTMENT JOURNAL ENTRY For journal entry adjustments that are unposted and need to be deleted please contact School Accounting Action field C To correct an unposted adjustment D To delete a
48. X 102023 Basketball MS Boys X X 102024 Basketball MS Girls X X 102030 Bowling X X 103010 Cross Country X X 103011 Cross Country Boys X X 103012 Cross Country Girls X X 106010 Football X X 107010 Golf X X 107011 Golf Boys X X 107012 Golf Girls X X 112010 Lacrosse X X 112011 Lacrosse Varsity Boys X X 112012 Lacrosse Varsity Girls X X 112013 Lacrosse JV Boys X X 112014 Lacrosse JV Girls X X 119010 Soccer X X 119011 Soccer Boys X X 119012 Soccer Girls X X 119020 Softball X X 119030 Swimming X X 120010 Tennis X X 120011 Tennis Boys X X 120012 Tennis Girls X X 120020 Track X X X 120021 Track Boys X X X 120022 Track Girls X X X 122010 Volleyball X X 123010 Wrestling X X Rev July 1 2015 A2 1 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order A2 Music 2 Elementary Middle Jr Sr High 202010 Band X X X 202011 Band Booster X X X 202012 Band Flag Corps X X X 202013 Band Instrument Rentals X X X 202014 Band Trips X X X 202015 Band Uniform Rentals X X X 203010 Chorus X X X X 203011 Chorus Ensembles X X X X 203012 Chorus Trips X X X X 203013 Chorus Uniform Rental X X X X 204010 Guitar X X 204011 Guitar Rental X X 205010 Hand Bells X 213010 M
49. X XXXXXX Panel field Enter PRT and look for the IN157A report TRANSFER REPORT The Z605 panel will be used to run the Transfer Report Enter selection 3 then the date range to be included in the report July 1 through the end of the current month Below is an example of the Z605 panel ee je Fie Edit View Communication Actions Window Help a mme Aa em a Ll ete a Lele INTERNAL ACCT MENU 5 17 12 11 06 16 MAI A 20 024 af 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul Rev July 1 2015 11 9 CrossPointe User s Manual for Internal Accounts Month End Reports 11 DEPOSIT REGISTER Please refer to Chapter 3 Running Reports CHECK REGISTER Please refer to Chapter 7 Running Reports do not go to Step 1 Set up Check Register VOID REGISTER Please refer to Chapter 7 Running Reports JOURNAL ENTRY REPORT TRANSEFRS AND ADJUSTMENTS The F613 panel will be used to run the Journal Entry Report for Transfers and Adjustments Request field Enter 001 This request is set up with the proper title and controls Action Code A field Enter C in order to change the dates Fr JE Date To field Enter the date range to be included in the report Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Journal Entry Report for Transfers and Adjustments on the F613 panel F613 Print Journal JOURNAL ENTRY
50. XX 39XXXX Purchasing Entries 40XXXX 49XXXX Cash Receipt Entries 50XXXX SOXXXX Journal Entries panel Z612 adjustments and transfers 601XXX 699XXX A P Check Entries 701XXX 786XXX A P Voided Check Entries 8XXXXX Currently Undefined OXXXXX Currently Undefined QUERYING ON JOURNAL ENTRIES The F611 Journal Query screen can be used to query on journal entries It allows query options including posted or unposted date entry number purchase order number check number vendor number and invoice number Below is an example of the F611 screen before filling in any query options Rev July 1 2015 8 1 CrossPointe User s Manual for Internal Accounts Journal Entries 8 sg x a Hel 2 em w L 28 al ele F611 Journal Query Entry User PO Check Vendor Invoice Offset Line L Fnd GL Cntr Proj Func 0bj 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 11 View 12 Esc Please type key element s Sys 05 01 2012 13 19 05 BOOKTIE2 MA A 04 002 4 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul Below is an example of the F611 screen after requesting all posted journal entries during FY11 that were entered by User BOOKTIE2 Rev July 1 2015 8 2 CrossPointe User s Manual for Internal Accounts Journal Entries 8 Session A 24 x 80 x File Edit View Communication Actions Window Help S ee Sm wo s t l Bo eld F611 Journal Query Entry User PO Check Vendor Inv
51. ar 20 e x ESES am 5 B5 et cB S e Panel F804 Requisition Items Action A Rast 9999 Req B Rise Vndr Date Ship Buyr Attn Crtd Seq Rf Item Description Qty Unit Unit Price Pct 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc Please type key element s Upd 14 068 af 1902 Session successfully started A 9721X PRINT Secure Print 9721 on Nul Rev July 1 2015 4 1 CrossPointe User s Manual for Internal Accounts Requisitions 4 ENTERING A PURCHASE REQUISITION Key Data The data above the blue line A B and C These are the key fields needed in order to input change look at or delete a purchase requisition Once you have input this data YOU MUST PRESS THE ENTER KEY If you continue typing and press the Enter key later all of your data will disappear A C Action field A Add a requisition C Change an unposted requisition or view either a posted or unposted requisition D Delete an unposted requisition posted requisitions can t be deleted P Post an unposted requisition Requesting Center field Data cannot be entered into this field It will default to your 4 digit school number Requisition Number field Tab through this field It will default to the next requisition number If you are entering more than one requisition you MUST clear this field out in order for the next requisition number to auto fil
52. ared Transaction Date Amount Date to Enter in AS400 Amount of Service Charge Debit Project ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 29 Reversal Money Market Service Charge Date Prepared Transaction Date Amount E Date to Enter in AS400 Amount of Service Charge Debit Project ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 11 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 30 Reversal CD Service Charge Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Service Charge Debit Project ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 12 CrossPointe User s Manual for Internal Accounts Monthly Financial Report Checklist A4 Cover Sheet Monthly Financial Report Checklist School Name School Number Mth Yr To School Accounting Time Frame Highlighted requires principal s signature Panel Request Report Format No School Monthly v to Run Report N A Reports Submitted please put reports in this order 1 Bank Reconciliation Excel 15 Journal En
53. ber e The fourth dimension s value will vary based on the details below e The fifth dimension s value will always start with a 39 but the final two digits will vary based on the revenue details below Rev July 1 2015 2 1 CrossPointe User s Manual for Internal Accounts Account Coding 2 The Revenue string is most often used for the following actions e Posting Deposits e Posting Interest e Posting NSF Check Write Offs e Posting Refunds Due to Overpayments Made to the School Expenditure string This string includes all six dimensions that are listed in the chart above and will look like 800 1530 XXXX XXXXXX 9800 XXX e The first dimension s value never changes It will always be 800 e The second dimension s value never changes It will always be 1530 e The third dimension s value never changes It will always be your school s four digit number e The fourth dimension s value will vary based on the chart above and the details below e The fifth dimension s value never changes It will always be 9800 e The sixth dimension s value will vary based on the object code detail below The Expenditure string is most often used for the following actions e Paying Invoices e Posting Bank Fees e Posting Refunds Due to Overpayments Made by the School e Transferring Expenditures e Voiding Checks General Ledger string This string includes the first four dimensions that are listed in the chart above and will look like
54. c cececessesssessesesesescecoeceeceseessesseseeeeeceessesesaesaeeaes 8 1 Querying ON Journal ENtrieS usunne a EE a aT E E 8 1 Chapter 9 Journal Entries Transfers and Adjustments Entering a Transfer or Adjustment Journal Entry cccessesecsecsscsesesseesesseseescaeeaeees 9 1 Posting a Transfer or Adjustment Journal Entry cccccccecssssssessessessesseesescsseseeees 9 3 Correcting a Posted Transfer or Adjustment Journal Entry ccccecescsecseeseeseeees 9 3 Correcting an Unposted Transfer or Adjustment Journal Entry c ccseseeeees 9 3 Chapter 10 Month End Close Reconciling the Bank Statement in CrossPOINte cccececessesseeseeeeeeeeceeneceseesaeees 10 1 Selecting Records to Reconcile cesesseesecsscsscescessessessesseeseeceecseseeseecessesseseescaeeeeeeeeees 10 1 Reconciling Selected Records s csivnietis dined ratale ue in ee ett 10 2 Printing Reconciliation REPOFts c ccessessecseeseceecescessessssseseeeseecoecseceseeasesseseescoesaesees 10 3 Completing Excel Bank Reconciliation FOFM c ceseseceseceecseceseeecessessesescaeceeeeecesees 10 3 Correcting the Receipt Dates riina A E aor E ctv 10 4 Correcting a Reconciled Record s icccsisseigesccscissxdscdevieaescacatieanenaeasnncaatianiendetanlovednedecteasten 10 4 Rev July 1 2015 CrossPointe User s Manual for Internal Accounts Table of Contents Chapter 11 Month End Reports Outstanding Check Report cc
55. ccccscccscsscsssessessessceseecsecsessecsssessessessescaecaeceeseesesaesanseaees Outstanding Deposit Report snno e A E A EART Balance SHG Gis este mnnon anihin a aA RA R VA E A REVENUE LOU 8 Cit coca a o a a a A Expenditure Ledge isnin eienaar a a a a Trial Balante annee iera a aaea ea aah ia E A EaR Principals Repon e cczisenccsccssezeceesedacencedelvis sesstealevis a aara a a aa Project Balance REpOrt a sanonnan e anaa aaa a a a a a aa iias Transfer Repita a a a aa a aaa Deposit RESISTOR er aaa aae a a aaa a rA SE TAARE aa SEEE NEEN E aTe r aS Check Register cnieiosontennnionne nuien e eaa ined eae eae VOIA REBIStER naeeua E a a a e Tr a aA Feeds Journal Entry Report Transfers and Adjustments sccecceccessssesseeceeceseseeseeseeecees Purchase Order Re DOr eren ch essed eee eee General Ledger ninien ered eal tReet HEA aa AU aaa ENGUMbD FAN GE RE DOP ssese5sexcckssnicssavsavcatescesscdys Hot dosas n a Sus a ar aaa Printinge RE DOS armarna ta a a aa e lost a Tah a a a aiea e Ea E Ea Chapter 12 Year End Close Prior to Fiscal Year End June 30 GSF General Service Fund Project Balances cccsescsesssssssssessecsseeneees Replenish Petty Cash u cceecssecsscsessssescessesssssescaeceececeseessesseseseeeceesesesesessees Redeposit Petty Cash Change Fund ccccscsssssssescsecsesesscsesecoessesessesceeecseseees Clearing Negative Balances ccccccccescsssesssssesssesseceecessssessesseseseescaeeceseseenes Recor
56. ce field N Remove the Bank Records amount of 250 50 and the Receipt Date of 04302012 for check 000000007 Press the Enter key Step 2 To reconcile check 000000009 run through the above reconciliation process Selecting Records to Reconcile and Reconciling Selected Records If the correct record was reconciled but for the wrong amount Transaction Type T field C Variance field Y Correct the Bank Records amount Press the Enter key CORRECTING THE RECEIPT DATE Receipt Date Rec Dte field After a transaction amount is entered in the Bank Records column as described above the system will automatically fill in this field with the last day of the previous month However this date can only be viewed when choosing records with no variance By changing the Variance field to N the A202 panel displays the Receipt Date Rec Dte for records that have cleared through the bank Rev July 1 2015 10 4 CrossPointe User s Manual for Internal Accounts Month End Close 10 Below is an example In this example the entries were made on May 7 2012 therefore the Receipt Date Rec Dte is listed as April 30 2012 a0 x BS Ss Sw a ts eich S Sl P Panel A202 Bank Activity Year P Bank From Dates To From Number To Ty Var Rec Requested Number Ty Date Computer Bank Records Variance Rec Dte 000000002 C 06302011 50 00 50 00 000000003 C 06302011 30 000 00 000000005 C 06302011
57. ceived amount will appear in the Total column After the appropriate items have been entered in the received field enter a P in the Action field and press the Enter key to post the receipt of these items This completes the receiving process Below is an example of a purchase order that has been received on and posted in the F822 panel Rev July 1 2015 5 2 CrossPointe User s Manual for Internal Accounts Purchase Orders 5 SF Session B 24 File Edit view Communication Actions Window Help a pal elm w L eal a ele Panel Receive Items Action C ST Tek Vndr 0Q000211812 TEST INT Date 06302011 T NS P T C Ship 9999 Sample Elementary Receiving Buyr Date Rqst 9999 Sample Elementary Seq Rf Item Description Orig Recv Unit 001 1245AP COMPUTER 1 EACH 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 12 Esc No additional records Upd 09 30 2011 09 21 41 BOOKTIE2 MA B 037 010 af 1902 Session successfully started Brother HL 2240 series on USBOO1 QUERYING ON PURCHASE ORDERS The F814 F815 and F816 screens can be used to query on purchase orders F814 PO Query general query screen for purchase orders F815 PO Query Vendor query by vendor F816 PO Query Account query by accounting string RUNNING REPORTS The F819 panel will be used to print a daily weekly or monthly Purchase Order Report Daily and weekly reports are optional A monthly Purchase Order Report is required to
58. counts Checks 7 Below is an example of request card 001 Step 2 F217 in edit mode SF Sessi E Fie Edit View Communication Actions Window Help DD e am e2 eln al ele F217 Void Check Processing Request QO Destination Controls I E Date E P Dtl Y Select 1 Hlp 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc No additional records Use 03 19 2012 15 42 58 BOOKTIE2 MA A 03 011 DH 1902 Session successfully started Brother HL 2240 series on USBOO1 Step 3 Void Checks in Post Mode F217 Panel Request field Enter 001 Then press the Enter key This request is set up with the proper title and controls to void all checks entered on the F216 panel This step can be completed once a day with one or multiple checks voided on the F216 panel E P field Change to P for post mode Press the Enter key Press the F11 key to submit Step 3 From the Panel field enter PRT Locate the FB115A report This report will show an OPN in the status column while the report is running Once a RDY shows in the status column this report is ready to be viewed Option Opt field Enter 5 to display the report on the screen Press the Enter key Verify on the FB115A report that the correct checks have been voided Rev July 1 2015 7 10 CrossPointe User s Manual for Internal Accounts Checks 7 Below is an example of request card 001 Step 3 F217 in post mode
59. d Use this field only if you need to match items on an invoice F203 panel to the associated accounting string B Type field X Expenditure R Revenue indicates a refund or revenue reversal A Asset Trade used when a check needs to be cut for an investment at another bank petty cash or change funds An investment transfer within the same bank is done through the Z612 panel Chapter 9 C Accounting String field Fund 800 Cost Center Four digit school number Project see Appendix A2 refer to the original MCF for Type R use 000000 for Type A Function 9800 for expenditures 39XX for Type R refer to the original MCF blank for Type A Object Code only use for expenditures Type X see Appendix A1 D Amount field Enter the dollar amount to be charged to the accounting string E Full Partial field only use this field if a P O is linked to the invoice If an F fully liquidate is used in L above then an F fully liquidate MUST be used on each line of the invoice Ifa P partially liquidate is used in L above then an F fully liquidate or P partially liquidate may be used on each line of the invoice F Fully Liquidate fully liquidates the encumbrance on the respected line P Partially Liquidate default partially liquidates the encumbrance on the respected line F Debit field For Types X and R tab through this field It will default For Type A fill in the
60. d include the principal s signature as highlighted above Submitted by Bookkeeper s Signature Rev July 1 2015 Date A5 1
61. ded See instructions at the end of page 7 9 and please contact School Accounting Step 1 Selecting Checks F216 Panel BE Sessi x File Edit view Communication Actions Window Help S SS s em 2 ela 5 ele F216 Void Check Definition Total Vendor Fund Cash Reason 1 Hlp 3 Exit 4 Prpt 7 Bwd 8 Fwd Please type key element s Upd MA A 13 020 cy 1902 Session successfully started Brother HL 2240 series on USBOO1 A Bank field Tab through this field It will default to your school number B Check Number field Enter the check number that needs to be voided Press the Enter key The Date Total and Vendor information will fill in Rev July 1 2015 7 8 CrossPointe User s Manual for Internal Accounts Checks 7 C Fund field Tab through this field It will default to 800 D Cash Account field Tab through this field It will default to 1119 E Reason for Void field Use this field to describe why the check needs to be voided Please be as specific as possible Also notate if the check will be reissued or the invoice cancelled Press the Enter key now and the default information will fill in on fields C amp D Step 2 Void Checks in Edit Mode F217 Panel Request field Enter 001 Then press the Enter key This request is set up with the proper title and controls to void all checks entered on the F216 panel This step can be completed once a day with one or multipl
62. ding Earned Interest eiee a a E eee Writing Off NSF Checks cccccsececsscessessessesseeseeceeseesescessesssseescaeeaesoeessessesenees Reviewing Purchase Orders in System ccsccessssssesseeesseesesseeseseeeseseeeeesaeneeaes RECCIVGIS Ciento sthetervtagdeensdarstiebss E a n a esa r aa aT Reviewing Unposted Invoices in System ccscsecseesessesesseesesteesesaeseesseeeeeeees Bank Signature and Safe Combination Authority ccccceeeceeeeeseeseees After Fiscal Year End June 30 Reconciling the Bank Statement in CrossPointe cccceecsseseceseessesseseeeees Complete the Checks and Balances per the Monthly Financial Report Checklist onnesta e ae a a aaa E ETETE Taa Rev July 1 2015 CrossPointe User s Manual for Internal Accounts Table of Contents Chapter 13 Year End Reports Purchase Order Report saieoecccestacaaices fazesdites che tenssbaniccasacaeseesoia Merenedatelannelast lene andeansedeatel 13 1 DepOsit regist renerien ni a aaa e a A a AATE Aa EE atat Doia 13 1 Check REgISter 2 5 6 sesatei ssn Aistasissaceicioa tlie A ides eee 13 1 VOIA Register annd a a a a N a a Stade sess STI ase 13 1 Journal Entry Report Transfers and Adjustments ccecessssessesseecseeeseeseeesecaeeee 13 1 Public Relations General Ledger cccccescssessessessessssseecsecseseeseesesseseeseescaecaecoesessesaees 13 1 School Store General Ledgers ssecsceheceeseieasdcaxaatomisasgatdalawaatbadastolivstadotaiedolatccses
63. direct pay invoice Redeposit Petty Cash Change Fund Please refer to Chapter 3 Receipts Deposits F609 panel Ledger Action G Accounting String Fund 800 General Ledger 1112 Petty Cash 1113 Change Fund Cost Center Four digit school number Project must be 000000 Function none Object Code none Clearing Negative Balances Please refer to Chapter 9 Journal Entries Transfers and Adjustments Recording Earned Interest Please refer to Chapter 9 Journal Entries Transfers and Adjustments Writing Off NSF Checks Please refer to Chapter 9 Journal Entries Transfers and Adjustments Adjustment 20 Write off NSF Check Reviewing Purchase Orders in System Please refer to Chapter 5 Purchase Orders If the Purchase Order is no longer needed request that it is closed Rev July 1 2015 12 2 CrossPointe User s Manual for Internal Accounts Year End Close 12 Receivers Please refer to Chapter 5 Purchase Orders Receive on all P O s with items received on or before June 30 Reviewing Unposted Invoices in System Please refer to Chapter 6 Invoices If the invoice is no longer needed delete the entry Below is an example of how to look up unposted invoices on F201 P Vendor Invoice Inv Date PO TSLC Tran Nbr T Batch Vendor Invoice Inv Date PO TSLC Amount V0000218427 GATEKEEPER MARCH 04252013 SU 0 1836 86 V0000218427 OFFICIALS FEBRUARY 03012013 SU D 442 11 V0000220216 BEST BUDDIES 7 19 13008878 SUPO V0000220515 FE
64. e Date of Approval ENTRY NUMBER Principal approval required before entry Rev July 1 2015 A3 6 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 18 Correct a Check Error Correct the Project Transaction Date Date to Enter in AS400 Description Credit Original Incorrect Check Date Prepared Amount Amount of original check Project Object E Debit New Correct Check Project Object ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 19 Correct a Check Error Correct the Object Date Prepared a Transaction Date Amount Date to Enter in AS400 Amount of original check Description Credit Original Incorrect Check Project Object ____ Debit New Correct Check Project Object ____ ENTRY NUMBER Principal s Signature Principal approval required before entry Rev July 1 2015 Date of Approval CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 20 Write Off an NSF Check Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Returned Check Description Original Check Project Function
65. e checks voided on the F216 panel Date field Enter today s date as the void date E P field Change to E for edit mode Press the Enter key After verifying the date is correct press the F11 key to submit Step 2 From the Panel field enter PRT Locate the FB115A report This report will show an OPN in the status column while the report is running Once a RDY shows in the status column this report is ready to be viewed Option Opt field Enter 5 to display the report on the screen Press the Enter key Verify on the FB115A report that the correct checks are listed to be voided If correct proceed to Step 3 If there is an error go back to the F216 panel and using the F10 key delete the check that is incorrectly set up to be voided Do not press Enter This will add the check back to the void list Possible errors would be a void of a check that was issued in a prior year with a closed P O If you receive an error on the Edit please double check the P O on the F814 panel to verify that it is active for the current year If it is not active for the current year then School Accounting will need to perform the Void as a journal entry Follow steps above to delete F216 file then contact School Accounting with the following information e Copy of check stub e Copy of the P O e Reason for the void e Whether or not the check will be re issued Rev July 1 2015 7 9 CrossPointe User s Manual for Internal Ac
66. elp e el SS ww L Sch Bo ele Panel F203 Standard Items Action H PO Rf Vndr Inve Date Tran Nbr Item Batch Sep Chk Acct Full Par Entry Date Paid Desc PO Open Seq Rf Item Description Qty Unit Unit Price Pct RCV INV INV INV 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc Please type key element s Upd MA A 14 080 cy 1902 Session successfully started Brother HL 2240 series on USBOO1 ENTERING AN INVOICE Key Data The data above the blue line A B C D E and F These are the key fields needed in order to input change look at or delete an invoice Once you have input this data YOU MUST PRESS THE ENTER KEY If you continue typing and press the enter key later all of your data will disappear It is recommended that fields A F are cleared out each time a new invoice needs to be entered This will prevent errors such as linking the wrong vendors or purchase orders with invoices Rev July 1 2015 6 1 CrossPointe User s Manual for Internal Accounts Invoices 6 A Action field A Add an invoice C Change an unposted invoice or view either a posted or unposted invoice D Delete an unposted invoice posted invoices can t be deleted NEVER delete an invoice that has had a check generated even if the check was voided P Post an unposted invoice U Unpost an invoice X Cancel an invoice Invoice Number field Enter the in
67. em Press the F4 key to select from a list of units of measures T Unit Price field Use this field to indicate the cost per unit of measure U PCT field Discount and Freight Data cannot be entered into this field Do not use this field After all invoice items have been entered on the F203 panel press the Enter key then the F9 key to enter the accounting strings associated with this invoice the F204 panel SF Sessi x File Edit view Communication Actions Window Help e al BS wl h SP al ele Panel F204 Standard Accounts Action A PO Def Rf Vndr Inve Date i Tran Nbr Item Batch Sep Chk Acct Full Par Entry Date Paid Desc PO Open F 10 Rf T Fnd Cntr Proj Func Obj Amount P Debit Credit 99 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc Please type key element s Upd MA A 16 002 cf 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO4 If a PO number was entered in field C on the F203 panel fields A H will automatically fill in on the F204 panel Press the Enter key to automatically fill in the credit field G See E below if you receive an error for this field If a PO number was not entered in field C on the F203 panel fields A H will need to be completed on the F204 panel in order to generate a check Rev July 1 2015 6 4 CrossPointe User s Manual for Internal Accounts Invoices 6 A Reference Number fiel
68. en answer Y to Delete Y N that appears at the bottom of the screen U To unpost a posted requisition that hasn t been rolled into a purchase order Below is an example of a purchase requisition that is being deleted Rev July 1 2015 4 5 CrossPointe User s Manual for Internal Accounts Requisitions 4 wd S S Anl Sw wl t t 2 S ld Panel F804 Requisition Items Action Rqst Rf Vndr VO000000001 TEST VENDOR 25 00 Date 06302011 T NS UA N T C _ n qn 0 00 Ship 9999 Sample Elementary Buyrs Usr BOOKTIE2 12345 Attn TED TEACHER NNNNN Crtd BOOKTIE2 Seq Rf Item Description Qty Unit Unit Price Pct 1245 COMPUTER SOFTWARE 1 EACH 25 0000 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc Delete Y N Upd 08 02 2011 11 42 29 BOOKTIE2 MA A 24 047 cf 1902 Session successfully started 9721X PRINT Secure Print 9721 on NeO2 QUERYING ON PURCHASE REQUISITIONS The F801 F802 and F803 screens can be used to query on purchase requisitions F801 Requisition Query general query screen for purchase requisitions F802 Requisition Query Vendor query by vendor F803 Requisition Query Account query by accounting string APPROVING POSTED PURCHASE REQUISITIONS After the purchase requisition is posted it is ready to be approved Approval levels are as follows Level 1 Principal approves all purchase requisitions Level 2 Property Contro
69. ending check numbers are correct If everything is correct place the check paper in the printer and print the PDF document Please assure the printing parameters are set correctly All checks included in this process will print at one time unless you choose otherwise during your print request Make sure the correct number of checks have been placed in the printer before printing the PDF document Printing Parameters for Adobe Reader Version 9 Page Scaling None Auto Rotate and Center Box Unchecked Page Setup Orientation Portrait Printing Parameters for Adobe Reader Version 10 Size Options Actual Size Orientation Portrait F3 to exit Z607 screen and from the Panel field enter PRT Locate the FB110 report This report will show an OPN in the status column while the report is running Once a RDY shows in the status column this report is ready to be viewed Option Opt field Enter 5 to display the report on the screen Press the Enter key Rev July 1 2015 7 6 CrossPointe User s Manual for Internal Accounts Checks 7 Verify report shows Checks Posted the correct number and dollar amount of posted checks is listed and there are not any asterisks errors below the top line of information Step 3 Confirm Journal Entries Posted for Checks F611 Panel Date field In both spaces enter the day in which checks were run Entry field Enter 601000 through 699999 Press the Enter key Make sure there is
70. er Club W 499033 Other Club X 499034 Other Club Y 499035 Other Club Z gt X lt OK OK OK OK X lt OK gt X lt gt X lt OK OK OK OK OK OK OK OK gt X lt gt X lt OK OK gt lt OK gt X lt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt OK gt X lt gt X lt X lt gt lt gt X lt gt X lt gt X lt gt X lt gt lt gt X lt gt X lt gt X lt OK gt lt gt lt gt X lt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt OK gt lt gt X lt gt X lt OK X lt gt lt gt lt gt X lt gt X lt gt X lt gt lt gt lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt OK gt X lt gt X lt OK gt X lt X lt X lt gt lt gt X lt gt X lt OK gt X lt gt lt gt X lt gt X lt gt X lt gt X lt gt lt OK gt X lt X lt X lt Departments 5 Elementary Middle Jr Sr High 501010 AP Program X X 501020 Art Ceramics X X X 501021 Art Drawing X X X 501030 Automotive X X 502010 Business X X X 503010 Child Care X X 503020 Construction X X 503030 Culinary Arts X X 503040 Custodia
71. ge Fund on the Trial Balance amp Principal s Report 1113 Balance on Balance Sheet 8 Balance in Savings on the Trial Balance Prinipal s Report amp Bank Statement 1114 Balance on Balance Sheet 9 Balance in Money Market on the Trial Balance Principal s Report amp Bank Statement 1115 Balance on Balance Sheet 10 Balance in CD on the Trial Balance Principal s Report amp Bank Statement 1116 Balance on Balance Sheet 11 Balance in Accounts Receivable NSF on the Trial Balance Principal s Report amp NSF Spreadsheet 1130 Bal on Balance Sheet 12 Principal s Report Variances should all be zero 13 Principal s Report Project Totals GL Totals for the Beg Bal Calculated Cash Bal Actual Bal amp Variance columns 14 Beginning Balance on Principal s Report Beginning Balance on Balance Sheet 15 Total GL Balance on Project Balance Report Total GL Actual Cash Bal on Principal s Report 16 Total Encumbrance Balance on Project Balance Report Total Encumbered on Expenditure Ledger 17 Revenue Ledger Total Project Revenue Balance on Principal s Report Before submission please assure reports include the required signatures in accordance with the Internal Accounts Manual My signature represents the required reports are being submitted and are balanced as indicated above Submitted by Date Rev July 1 2015 A4 1 CrossPointe User s Manual for Internal Accounts Year End Financial Report Checklist A5
72. is running Once a RDY shows in the status column this report is ready to be viewed Option Opt field Enter 5 to display the report on the screen Press the Enter key The report will list all checks that are set up to be printed Verify all checks to be printed have the correct vendor name dollar amount listed and today s date Verify the correct starting check number is listed Rev July 1 2015 7 3 CrossPointe User s Manual for Internal Accounts Checks 7 If there is an error go back to the F203 screen unpost the invoice s make the proper correction s and repost the invoice s Once all corrections have been made start back at Step 1 on the Z607 panel If everything is correct print this report to file with the check documentation After the report has printed properly proceed to Step 2 Step 2 Print amp Post Checks Z607 Panel Check Step Two To process step two enter 2 into the bottom center of the screen after statement Please Enter Selection Then press the Enter key e Eda View Communkation Acti Niedow help o SH AAR BS ws uh 2 el INTERNAL ACCTS CHECK MENU Year 2011 06 30 2011 15 24 53 Select Invoices Run Check Register Create Checks Post Checks 20 029 Rev July 1 2015 7 4 CrossPointe User s Manual for Internal Accounts Checks 7 Verify the following displayed information User ID Verify your user ID is listed School ID Verify your
73. ket Account JE 08 Service Charge CD Account JE 09 Bank Supplies checks bank bags deposit slips SC X 10 Recording NSF Check RC X 11 Repayment of NSF Check see note below RC X 12 Fix Deposit Error Increase Amount in AS400 RC X X X 13 Fix Deposit Error Decrease Amount in AS400 RC X X X 14 Fix Deposit Error Correct a Project Number JE X X X x 15 Fix Deposit Error Correct a Function Number JE X X X xX 16 Fix Check Error Increase Amount in AS400 SC X X X 17 Fix Check Error Decrease Amount in AS400 SC X X X 18 Fix Check Error Correct a Project Number JE X X X X 19 Fix Check Error Correct an Object Number JE X X X X 20 Write Off NSF Check JE X X X 21 Automatic Sales Tax Pmt from Checking SC 22 Automatic Checking Pmt Other SC X X X 23 Regular Transfer JE X X x 24 Transfer to Purchase i e key club buys yrbk ad JE X X X X xX 25 Transfer to Investment within the same bank SC X X 26 Transfer from Investment RC X X 27 Reversal Checking Service Charge see note SC below 28 Reversal Savings Account Service Charge JE X 29 Reversal Money Market Account Service Charge JE X 30 Reversal CD Account Service Charge JE X C Date field Enter the transaction date If the Enter key has already been pressed this field will be blocked Choose F3 to back out and restart D Amount field Enter the transaction amount
74. l Reference field Tab through this field Press the Enter key now and all of the default information will fill in on fields A D D J Vendor field Enter the vendor number or press the F4 key to select a vendor from an alphabetical list Date field Tab through this field It will default to today s date Type field N Normal Requisition default B Blanket Requisition to be used for instances when quantities and prices are unknown or estimated Terms and Conditions field Press the F4 key to select a Terms and Conditions option or tab through it to leave it blank Ship to field Tab through this field It will default to your 4 digit school number Buyer field Press the F4 key to select a Buyer Attention field Enter the person s name that is requesting this order Press the Enter key now and all the default information will fill in on fields E J Rev July 1 2015 4 2 CrossPointe User s Manual for Internal Accounts Requisitions 4 Fields K Q make up one item being ordered Three different items can be entered on each page To enter additional items press the Enter key and then the F5 key To refresh the total at the bottom of the page press the F5 key Sales tax must be entered as a separate item when it is paid directly to the vendor K Sequence Number field Tab through this field It will default to the appropriate line number Reference Number
75. l approves purchase requisitions using 6XX object codes Level 3 Purchasing approves all purchase requisitions Rev July 1 2015 4 6 CrossPointe User s Manual for Internal Accounts Purchase Orders 5 The information provided in this chapter will demonstrate the process of printing purchase orders receiving items on purchase orders querying on purchase orders and running purchase order reports ROLLING REQUISITIONS INTO PURCHASE ORDERS After the purchase requisition has been approved by all necessary levels it is ready to be rolled into a purchase order Purchasing will roll purchase requisitions into purchase orders daily PRINTING PURCHASE ORDERS After a purchase requisition has been rolled into a purchase order it will be located in your school s folder and be available for you to print or e mail to the vendor Purchase orders will not be printed and couriered to you or mailed by the District to the vendors RECEIVING ITEMS ON A PURCHASE ORDER The F822 panel will be used to receive on items ordered Normal purchase orders require receivers Blanket purchase orders do not require receivers BE Sessi E File Edit Yiew Communication Actions Window Help a hel Al BS a L ea Lele Receive Items Seq V0000211812 TEST INT Date 06302011 T N S P T C Ship 9999 Sample Elementary Receiving Buyr Date Rqst 9999 Sample Elementary Seq Rf Item Description Orig Recv Unit 001 1245AP COMPUTER 1 a
76. l X X X X 504010 Drafting X X 505010 English X X X 506010 Foreign Language X X X Rev July 1 2015 A2 6 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order gt N 508010 Home Ec Clothing X X 508011 Home Ec Foods X X X 509010 Industrial Arts X X 509020 International Baccalaureate X X 512010 Library X X X X 513010 Math X X X 513011 Math Calculators X X 516010 Photography X X 516020 Physical Education X X X 519010 Science X X X 519011 Science Research X X X 519020 Social Studies X X X 519030 Special Education X X X 520010 Tech Prep X X X 520020 Technology X X 520030 TV Production X X X 522010 Vocational X X 523010 Wheel X X X 599010 Other Dept A X X X X 599011 Other Dept B X X X X 599012 Other Dept C X X X X 599013 Other Dept D X X X X 599014 Other Dept E X X X X 599015 Other Dept F X X X X 599016 Other Dept G X X X X 599017 Other Dept H X X X X 599018 Other Dept 1 X X X X 599019 Other Dept J X X X X Trust 6 Elementary Middle Jr Sr High 601010 Advisory Board X X X X 601020 Art and Science Fair X X X X 602010 Beautification X X X X 602020 Business Partnerships X X X X 603010 Coffee Fund X X X X 604010 Donations X X X X 605010 Empl
77. les Type options press Enter 1 Send 2 Change 3 Hold 4 Delete 5 Display 6 Release 7 Messages 8 Attributes 9 Work with printing status Device or Total Cur Opt File Queue User Data Sts Pages Page Copy Bottom F3 Exit F10 View 4 F11 View 2 Fi2 Cancel F22 Printers F24 More keys MA A 107 003 af 1902 Session successfully started 9721X PRINT Secure Print 9721 on Ne02 Option Opt field Enter 5 to display the report on the screen Press the Enter key There are three ways to print the report 1 Using the GUI printer 2 Using a network printer 3 Using a printer session For assistance in using any of the print options please contact your school technician and or the Brevard Public Schools Help Desk Rev July 1 2015 5 5 CrossPointe User s Manual for Internal Accounts Purchase Orders Rev July 1 2015 5 6 CrossPointe User s Manual for Internal Accounts Invoices 6 The information provided in this chapter will demonstrate the process of entering posting and correcting invoices and querying on invoices CrossPointe Invoice Screens F203 and F204 The F203 and F204 panels will be used to enter invoices To learn more about a field The F1 key will display a small window with a definition about the field in question The F6 key will take you to the next field s definition The F3 key will make the small window disappear SE Sessi x File Edit view Communication Actions Window H
78. n This takes you to the F805 panel REMINDER Three different items can be entered on each page To enter additional items press the Enter key and then the F5 key To refresh the total at the bottom of the page press the F5 key Below is an example of the F805 Requisition Accounts screen Rev July 1 2015 4 3 CrossPointe User s Manual for Internal Accounts Requisitions 4 BE Sessi EJ Fie Edit view Communication Actions Window Help mel aml S wW elal al ele Requisition Accounts Rf Vndr Date Ship Buyr Attn Crtd Rf Fnd Cntr Proj j Requested Debit Credit 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc Please type key element s Upd MA A 14 071 9721 PRINT Secure Print 9721 on NeO2 oJ 1902 Session successfully started A Reference Number field Use this field only if you need to match items on a requisition to the associated accounting string B Accounting String field Fund 800 Cost Center Four digit school number Project see Appendix A2 Function 9800 Object Code see Appendix A1 Sales tax must be posted to object code 799 C Requested Amount field Enter the dollar amount to be charged to the accounting string on this line D Debit field Tab through this field It will default to 1520 E Credit field Tab through this field It will default to 2720 Press the Enter key POSTING A PURCHASE REQUISITI
79. n 83 52 F 10 Rf T Fnd Cntr Proj Func Obj Amount P Debit Credit 99 aM 800 2311 40604f 9800 570 83 52 F 1530 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc No additional records Upd 11 13 2012 10 40 55 DEBL MAI E 14 021 a 11902 Session successfully started 9721X PRINT Secure Print 9721 on NeO2 Rev July 1 2015 6 9 CrossPointe User s Manual for Internal Accounts Invoices Rev July 1 2015 6 10 CrossPointe User s Manual for Internal Accounts Checks 7 The information provided in this chapter will demonstrate the process of generating checks voiding checks and running reports GENERATING CHECKS CrossPointe Check Screens Z607 The Z607 panel will be used to pull invoices and generate checks This is a 3 step process The check process is not finshed until all 3 steps have been completed Step 1 Select Invoices amp Run Check Register Z607 Panel Check Step One To process step one enter 1 into the bottom center of the screen after statement Please Enter Selection Then press the Enter key If an invoice is not ready to be paid it MUST be unposted File D DD SNE lm a tlt ela ele INTERNAL ACCTS CHECK MENU Year 2011 06 30 2011 15 24 53 Select Invoices Run Check Register Create Checks Post Checks 20 029 Rev July 1 2015 7 1 CrossPointe User s Manual for Internal Accounts Checks 7 Verify the following displayed i
80. n unposted adjustment Then answer Y to Delete Y N that appears at the bottom of the screen Rev July 1 2015 9 3 CrossPointe User s Manual for Internal Accounts Journal Entries Transfers and Adjustments Rev July 1 2015 9 4 CrossPointe User s Manual for Internal Accounts Month End Close 10 The information provided in this chapter will demonstrate the month end closing process that is necessary in order to complete the bank reconciliation form RECONCILING THE BANK STATEMENT IN CROSSPOINTE The A202 panel will be used to reconcile deposits check disbursements and bank service charges to the bank statement SELECTING RECORDS TO RECONCILE Below is an example of the A202 screen Sess 3 a Eile Edit Yiew Communication Actions Window Help e S AS Bim a tts oe a el Panel _ A202 Bank Activity Year P Bank From Dates To From Number To Ty Var Rec Requested Number Ty Date Computer Bank Records Variance Rec Dte 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd Please type key element s Upd MA A LEPALE sf 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul A Search Path P field N Transaction Number default D Transaction Date B Transaction Type Ty field C Check D Deposit S Service Charge Used for all Adjustments Transfers except for s 12 13 14 15 23 24 25 26 Rev July 1 2015 10 1 CrossPointe Use
81. nal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj Q1 Checking Interest Date Prepared Transaction Date Amount E Date to Enter in AS400 Amount of Interest Earned ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 02 Savings Interest Date Prepared Transaction Date Amount z Date to Enter in AS400 Amount of Interest Earned ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 03 Money Market Interest Date Prepared Transaction Date Amount _ Date to Enter in AS400 Amount of Interest Earned ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 04 CD Interest Date Prepared Transaction Date Amount _ Date to Enter in AS400 Amount of Interest Earned ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 1 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 05 Checking Service Charge Date Prepared bank NSF fees are posted here Transaction Date Amount Date to Enter in AS400 Amount of Service Charge ENTRY NUMBER Principal s Signature Date of Approval Principal approval
82. nformation User ID Verify your user ID is listed School ID Verify your school number and school name is listed Starting with Check Verify the check number is correct DO NOT manually correct the check number If the system does not automatically populate the correct check number please contact School Accounting To process step one enter Y into the bottom center of the screen after statement Information Above Correct Then press the Enter key to submit Step 1 BRL 48 Se a bh vid el IN250M Internal Accts Check Step 1 Year 2011 Dist INT 5 07 13 15 20 26 17 043 Rev July 1 2015 7 2 CrossPointe User s Manual for Internal Accounts Checks 7 f tat Ve menan heian B DD 48 ee a vt we eg ata INTERNAL ACCTS CHECK MENU Year 2011 SUBMITTED REVIEW CHECK REGISTER 06 30 2011 15 30 36 Select Invoices Run Check Register tep Two Create Checks Post Checks 20 028 F3 to exit Z607 screen and from the Panel field enter PRT Locate the FB105 report This report will show an OPN in the status column while the report is running Once a RDY shows in the status column this report is ready to be viewed Option Opt field Enter 5 to display the report on the screen Press the Enter key Verify on the FB105 report that the correct number of checks is listed F3 to return to the PRT queue and locate the FB106 report This report will show an OPN in the status column while the report
83. nposted by placing a U in the action field on the F203 panel CORRECTING AN UNPOSTED INVOICE Invoices that are unposted can be deleted or corrected on the F203 panel Action field C To change or correct an unposted invoice D To delete an unposted invoice posted invoices cannot be deleted Then answer Y to Delete Y N that appears at the bottom of the screen NEVER delete an invoice that has had a check generated even if the check was voided U Unpost a posted invoice posted invoices that have been paid will not unpost X Cancel an invoice Rev July 1 2015 6 6 CrossPointe User s Manual for Internal Accounts Invoices 6 Below is an example of an invoice that is being deleted SF Sessi x File Edit view Communication Actions Window Help S mi s S ea S ee Panel _ F203 Standard Items Action PO Rf Vndr V0000211812 TEST INT Inve 500 Date 06302011 S U Tran Nbr Item 500 Batch Cycle Sep Chk _ Acct 1010 Full Par P Entry Date 06302011 Paid 0 Desc PO Open ro 0108 Seq Rf Item Description Qty Unit Unit Price 001 1245AP COMPUTER 500 0000 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 9 Npg 11 View 12 Esc Delete Y N Upd 11 16 2011 10 45 54 BOOKTIE2 MA A 01 009 cf 1902 Session successfully started 9721X PRINT Secure Print 9721 on Ne04 QUERYING ON INVOICES F201 F202 and F222 screens can be used to query on invoices F201
84. oice Offset Line L Fnd GL Cntr Proj Func 0bj Debit St P Date 08122010 Entry 123588 Pg 001 Type RC Receipt Not A R Dsc SACC TUITION Rec 08122010 2904 80 0000001 Dep 08122010 3355 91 000000001 9999 C 800 2520 9999 607034 3908 0 00 800 1119 9999 607034 2904 80 P Date 08122010 Entry 123588 Pg 002 Type RC Receipt Not A R Dsc REVERSE MAINSTREAM Rec 08122010 100 00 0000002 Dep 08122010 3355 91 000000001 9999 C 3800 2520 9999 318010 3903 0 00 100 00 800 1119 9999 318010 100 00 0 00 SUBTOTAL 3004 80 3004 80 1 Hlp 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 11 View 12 Esc Page full F7 F8 to continue Sys 05 01 2012 13 25 55 BOOKTIE2 MA A 04 002 4 1902 Session successfully started 9721X PRINT Secure Print 9721 on Nul Press the Page Down key to view additional journal entries To view more details of a particular entry place the cursor on the first line of the entry and press the F11 key Rev July 1 2015 8 3 CrossPointe User s Manual for Internal Accounts Journal Entries Rev July 1 2015 8 4 CrossPointe User s Manual for Internal Accounts Journal Entries Transfers and Adjustments 9 The information provided in this chapter will demonstrate the process of entering journal entries for transfers and adjustments ENTERING A TRANSFER OR ADJUSTMENT JOURNAL ENTRY The Z612 screen has been customized for posting common journal entries for transfers and adjustments This screen will aut
85. omatically set up the journal entry s debits and credits accounting strings and other information based on the type of transfer or adjustment chosen and the data entered Below is an example of the Z612 panel pu x S Sia Hl S H ws l el al S d Z612 Internal Acct Journal Entry Action Adj Date Pg __ Dsc Rec Dep Chk Inv PO L 10 A Fnd GL Cntr Proj Func Obj i Credit Offset 99 1 Hlp 2 Nte 3 Exit 4 Prpt 5 Clear MA a 03 074 4 1902 Session successfully started 9721X PRINT Secure Print 9721 on Ne03 A Action field A Add a journal entry C Change an unposted journal entry D Delete an unposted journal entry posted journal entries cannot be deleted P Post an unposted journal entry Rev July 1 2015 9 1 CrossPointe User s Manual for Internal Accounts Journal Entries Transfers and Adjustments 9 B Adjustment field Choose from the following adjustments Either type in the number or select from the list using the F4 key DATA ENTRY REQUIRED TYPE DESC GL PROJ FUNC OBJ DR CR 01 Interest Checking Account RC 02 Interest Savings Account JE 03 Interest Money Market Account JE 04 Interest CD Account JE 05 Service Charge Checking includes NSF fees SC 06 Service Charge Savings Account JE 07 Service Charge Money Mar
86. ontinue typing and press the enter key later all of your data will disappear Rev July 1 2015 3 1 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 A C Action field A Add a record C Change an unposted deposit or view either a posted or unposted deposit D Delete an unposted deposit posted deposits can t be deleted P Post an unposted deposit Date field Enter the date of the deposit Entry field Tab through this field It will default to the next journal entry number Press the Enter key Write the Entry number C above on the bank deposit slip Please note this is not part of the MCF number D G Deposit Date field Enter the date of the deposit same as the date field above Deposit Amount field Enter the amount of the total deposit All of your monies collected forms MUST add up to this total Each monies collected form will be entered on the individual cash receipts lines listed below Deposit Number field Tab through this field It will default to the next deposit number The Monies Collected Form number will be made up of two parts one number before the dash and one number after the dash i e 1234 1 This Deposit Number field will be used as the first part of the Monies Collected Form number Deposit Bank field Tab through this field It will default to the bank number school number Fields H O make up one Monies Collected F
87. orm CrossPointe cash receipt Three Monies Collected Forms can be entered on each page To enter additional Monies Collected Forms Press the Enter key and then the F5 key To refresh the total at the bottom of the page press the F5 key H Date field The date the Monies Collected Form and cash was received by the bookkeeper or designee Number field Start this number at 1 each time a new deposit is entered The next Monies Collected Form will be entered as 2 and so on The Monies Collected Form number will be made up of two parts one number before the dash and one number after the dash i e 1234 1 This Number field will be used as the second part of the Monies Collected Form number Description field Details of the collection Rev July 1 2015 3 2 CrossPointe User s Manual for Internal Accounts Receipts Deposits 3 K Ledger Action L field C Collected G General Ledger used for redeposit of Petty Cash or Change Funds X Expenditure use for refunds from a vendor OR for repayments of the bank s NSF fees NOTE NSF fees charged in addition to the bank s fee would have a Ledger Action of C L Accounting String field Fund 800 General Ledger 2520 for Ledger Action C 1112 or 1113 for Ledger Action G and 1530 for Ledger Action X Cost Center Four digit school number Project Project number Ledger Action G entries must be posted to 000000 Sales tax to be paid to D
88. oyee Fund X X X X 607010 Grad Nite Grad Bash X X 607020 Grant Best X X X X 607021 Grant Boeing X X X X Rev July 1 2015 A2 7 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order gt N 607022 Grant Bright Ideas 607023 Grant Harris 607024 Grant Lowe s 607025 Grant Target gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt 607030 GSF Driver s Education Fees 607031 GSF Fee Summer Programs gt x lt 607032 GSF Lost amp Damaged Textbooks gt x lt 607033 GSF Paid Transportation gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt X lt 607034 GSF School Age Child Care 607035 GSF Vandalism Repayments gt lt gt lt gt X lt gt X lt gt X lt 607036 GSF Dual Enrollment 607040 Guidance gt x lt 612010 Locks Hall gt x lt 612011 Locks PE gt x lt 616010 Parking Stickers 616020 Project Graduation 616030 PTO PTO Donations 616040 Public Relations gt x lt 619010 Sales Tax gt x lt gt X lt gt X lt gt X lt gt X lt gt X lt X lt gt X l
89. pal s Report on the F605 panel Lines 004 009 continue onto the next pages of the request card Rev July 1 2015 11 6 CrossPointe User s Manual for Internal Accounts Month End Reports Panel F605 Print Summary Request Destination Controls Gr Po T IZE Sequence Prd Sr Fnd GL Cnitr Proj Select A Cntr Proj XXXKXX XKXXKXXX Select Proj XXXXXX Proj XXXXXX Select A Rev July 1 2015 CrossPointe User s Manual for Internal Accounts Month End Reports 11 Select A Lin Fnd GL Cntr Proj Pie ie Be Bt Sr Oo Fe ie L130 0011 Panel field Enter PRT and look for the IN100 report PROJECT BALANCE REPORT The F605 panel will be used to run the Project Balance Report Request field Enter 007 This request is set up with the proper title and controls Prd Period field Enter the period for which the report should be run 01 July 02 August etc Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Project Balance Report on the F605 panel Lines 003 007 continue onto the next pages of the request card F605 Print Summary PROJECT BALANCE REPORT Select Cntr Proj 9999 Select Lin Fnd Rev July 1 2015 11 8 CrossPointe User s Manual for Internal Accounts Month End Reports 11 Select A Lin Fnd GL Cntr Proj XXX XXXX XXXX XXXXXX Select A Lin Fnd GL Cntr Proj XXX XXXX XXX
90. r s Manual for Internal Accounts Month End Close 10 C Variance Var field Y Yes select records with a variance recommended These are the records which have not been reconciled yet N No do not select records with a variance Blank Select all records Press the Enter key Below is an example of the listing of checks that have a variance as requested through the A202 screen Session A 24 x BC x File Edit View Communication Actions Window Help a ee Blew as Lh eek eld Panel A202 Bank Activity Year P Bank From Dates To From Number To Ty Var Rec Requested Number T 000000002 000000003 000000005 000000006 olojolojolojolowg ololojololayol ors ololojololojol ore 000000010 000005293 000005316 000005339 000005351 Date Computer Bank Records Variance Rec Dte 06302011 50 00 50 00 06302011 30 000 00 30 000 00 06302011 100 00 100 00 06302011 12 000 00 12 000 00 03202011 250 50 250 50 03202011 5 00 5 00 03202011 250 50 250 50 03202011 156 00 156 00 06302010 20 00 20 00 06302010 25 00 25 00 06302010 19 00 19 00 06302010 8 487 10 8 487 10 C ea a ea aN a o gt Dae gr oe Ue se a eE SUBTOTAL 51363 10 00 51363 10 1 H1p 3 Exit 4 Prpt 5 Refr 7 Bwd 8 Fwd 12 Esc Page full F7 F8 to continue Upd 05 04 2012 16 45 50 BOOKTIE2 MA A 04 002 sf 1902 Session successfully started W9721X PRINT Secure Print 9721 on Nul RECONCILING SELECTED R
91. required before entry Adj 06 Savings Service Charge Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Service Charge ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 07 Money Market Service Charge Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Service Charge ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 08 CD Service Charge Date Prepared Transaction Date Amount E Date to Enter in AS400 Amount of Service Charge ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 2 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 09 Supplies from Bank Date Prepared Transaction Date Amount Ey Date to Enter in AS400 Amount of Supplies Description ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 10 Recording an NSF Check Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Returned Check Do Not Include Bank Fee Description as ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Bank NSF fees are posted with 5
92. rom this chapter Dimension 4 Project This dimension contains six digits to identify a special program within the fund that is defined by the student activity Each digit within the dimension s value represents specific information There are two times when the below concept is not used This is for project 000000 and project 999999 Project 000000 is used for transfers using cash accounts Project 999999 is used to record NSF checks Please refer to Chapter 6 Journal Entries for further detail in using project 000000 and project 999999 The first digit defines the activity groupings as listed in and in accordance with the Redbook For example Basketball would be 1 1 Athletics 2 Music 3 Classes 4 Clubs 5 Departments 6 Trust 7 General The second and third digits define the letter of the alphabet that the activity description begins with For example Basketball would be 02 01 A 07 G 13 M 19 S 25 Y 02 B 08 H 14 N 20 T 26 Z 03 C 09 1 15 0 21 U 04 D 10 J 16 P 22 V O5 E 11 K 17 Q 23 W Rev July 1 2015 2 3 CrossPointe User s Manual for Internal Accounts Account Coding 2 06 F 12 L 18 R 24 X The fourth and fifth digits are currently only 01 through 13 They define multiple activities whose description start with the same letter For example 01 could be Baseball 02 could be Basketball and 03 could be Bowling The sixth digit can be O through 9 It defines separate groupings
93. rted 9721X PRINT Secure Print 9721 on Nul PRINTING REPORTS From the Panel field enter PRT Locate the IN037A report for the Check Register and the INO38A report for the Void Register The report will show an OPN in the status column while the report is running Once a RDY shows in the status column the report is ready to be viewed Option Opt field Enter 5 to display the report on the screen Press the Enter key If the dates are correct print the report There are three ways to print the report 1 Using the GUI printer 2 Using a network printer 3 Using a printer session For assistance in using any of the print options please contact your school technician and or the Brevard Public Schools Help Desk Rev July 1 2015 7 13 CrossPointe User s Manual for Internal Accounts Checks Rev July 1 2015 7 14 CrossPointe User s Manual for Internal Accounts Journal Entries 8 The information provided in this chapter will identify the journal entry numbering system and will demonstrate the process of querying on journal entries JOURNAL ENTRY NUMBERING SYSTEM The number of a journal entry identifies the type of entry made The following list displays the journal entry numbering system and how journal entry numbers are assigned Journal Entry Number Journal Entry Type OXXXXX 24XXXX System Assigned Entries 25XXXX District Payroll Entries 26XXXX Fixed Asset Entries 27XXXX 2OXXXX District Entries 30XX
94. school number and school name is listed Starting with Check Verify the check number is correct DO NOT manually correct the check number If the system does not automatically populate the correct check number please contact School Accounting To process step two enter Y into the bottom center of the screen after statement Information Above Correct Per the Check Register Then press the Enter key to submit Step 2 IN250M Internal Accts Check Step 2 Year 2011 Dist INT 5 07 13 15 28 11 USER ID BOOKTIE2 SCHOOL ID 999 Sample Elementary STARTING WITH CHECK 000000023 Information Above Correct Per The Check Register ENTER Run Checks 17 043 Rev July 1 2015 7 5 CrossPointe User s Manual for Internal Accounts Checks 7 File Edit View Communication Act Window Help fie AR BS a tu 2 ef Ale INTERNAL ACCTS CHECK MENU Year 2011 SUBMITTED REVIEW THE CHECKS ae 06 30 2011 15 29 44 Check Step One Select Invoices Run Check Register Check Step Two Create Checks Post Checks Please Enter Selection __ F3 Exit F5 Refresh 20 028 After completing Step 2 the checks generated will be located in the Internal Account checks folder on your desktop The name of the PDF document will be the first check number generated on this check run There will be one page for each check in the PDF document Open the folder and the PDF document to verify the date and beginning and
95. t gt X lt X lt gt X lt gt X lt gt X lt gt X lt X lt gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt 619020 Science Super Saturday 619030 Social Committee 620020 Teacher of the Year 620010 Testing Fees 625010 Yearbook 699010 Other Trust A 699011 Other Trust B 699012 Other Trust C 699013 Other Trust D 699014 Other Trust E 699015 Other Trust F 699016 Other Trust G 699017 Other Trust H 699018 Other Trust 699019 Other Trust J 699020 Other Trust K 699021 Other Trust L 699022 Other Trust M 699023 Other Trust N 699024 Other Trust O 699025 Rev July 1 2015 Other Trust P A2 8 gt lt gt X lt gt X lt OK OK OK OK OK OK OK gt lt gt X lt OK OK OK gt X lt OK OK OK gt X lt gt X lt gt X lt gt X lt gt X lt gt X lt X lt gt X lt gt X lt OK OK OK X lt gt X lt gt lt gt X lt gt X lt gt X lt gt X lt OK gt lt gt X lt gt X lt X lt X lt gt X lt gt X lt gt X lt OK gt lt gt X lt OK X lt gt X lt gt lt gt X lt gt X lt gt X lt gt X lt OK gt lt gt X lt gt X lt gt
96. t 3 Function Do Not Use 3680 ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 9 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 25 Transfer to Investment Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Investment Description GL __ 1115 Money Market or 1116 CD ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Adj 26 Transfer from Investment Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of the Investment Description GL 1115 Money Market or 1116 CD ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Rev July 1 2015 A3 10 CrossPointe User s Manual for Internal Accounts Internal Accounts Adjustment Transfer Approval Forms A3 Internal Accounts Adjustment Transfer Approval Form Panel Z612 Adj 27 Reversal Checking Service Charge Date Prepared Transaction Date Amount Date to Enter in AS400 Amount of Service Charge ENTRY NUMBER Principal s Signature Date of Approval Principal approval required before entry Includes write off of NSF Fees Adj 28 Reversal Savings Service Charge Date Prep
97. three ways to print the report 1 Using the GUI printer 2 Using a network printer 3 Using a printer session For assistance in using any of the print options please contact your school technician and or the Brevard Public Schools Help Desk Rev July 1 2015 3 9 CrossPointe User s Manual for Internal Accounts Receipts Deposits Rev July 1 2015 3 10 CrossPointe User s Manual for Internal Accounts Requisitions 4 The information provided in this chapter will demonstrate the process of entering posting and correcting purchase requisitions querying on requisitions and approving requisitions NOTE The Project Balance Report will show the amount of funds available for encumbrance This report is required to be run monthly but it is suggested to be run more periodically to assure adequate funding is on hand for additional requisition purchase order requests Refer to the Month End Reports chapter for instructions on running the Project Balance Report CrossPointe Purchase Requisition Screens F804 and F805 The F804 and F805 panels will be used to enter purchase requisition items and accounting strings A purchase requisition should not be created for refunds see Chapter 6 Invoices for direction To learn more about a field The F1 key will display a small window with a definition about the field in question The F6 key will take you to the next field s definition The F3 key will make the small window disappe
98. to be included in the report Do not change the beginning date Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Outstanding Check Report on the A203 panel i Sessi C Ed File Edit View Communication Actions Window Help e aS aS Bim a w t oleh a el Panel A203 Print Bank Activity Request Destination Controls CFPHS I E Begin Brk Src Select A Lin Bank St Fr Dates To Fr Number To Ty Var xxxx x mmddccyy mmddccyy XXXXXXXXX XXXXXXXXX X X 01 1 H1p 3 Exit 4 Prpt 5 Refr 6 Nrcd 7 Bwd 8 Fwd 10 Del 11 Run 12 Esc No additional records Use 04 19 2012 10 49 55 BOOKTIE2 MA a 15 041 sf 1902 Session successfully started 9721 PRINT Secure Print 9721 on NeO3 Rev July 1 2015 11 1 CrossPointe User s Manual for Internal Accounts Month End Reports 11 OUTSTANDING DEPOSIT REPORT The A203 panel will be used to run the Outstanding Deposit Report Request field Enter 002 This request is set up with the proper title and controls Each time a new report needs to be printed line 1 will need to be changed to reflect the correct dates Action A field Enter a C Fr Dates To field Enter the ending date of the month to be included in the report Do not change the beginning date Press the Enter Key then the F11 key to submit the report Below is an example of the request to run the Outstanding Deposit Report on the A203 panel
99. try Report Transfer amp Adj A F613 001 Current Mth 2 Outstanding Check Report Thru Curr Mth 3 Outstanding Deposit Report C A203 Thru Curr Mth 4 Copy of Bank Stmnt w Check Copies 5 Balance Sheet B F605 001 Current Period s 1 5 needed to complete bank reconciliation before running remaining 6 Revenue Ledger D F510 001 July Curr Mth 7 Expenditure Ledger c F510 002 v v July Curr Mth 8 Trial Balance A F605 002 v v Current Period 9 Principal s Report J F605 006 v v Current Period 10 Project Balance Report I F605 007 v v Current Period 11 Transfer Report Z605 3 v v July Curr Mth 12 Deposit Register Al r6e10f 001 v Current Mth 13 Check Register Z605 1 v Current Mth 14 Void Register Z605 2 v Current Mth v 16 Purchase Order Report A F819 001 Current Mth 17 NSF Check Spreadsheet Excel v v when applicable Checks and Balances These six reports are needed Balanced 1 Total Assets Total Liabilities Fund Equity on Balance Sheet 2 Current Balance of 1520 amp 2720 on Trial Balance Total Encumbered on Expenditure Ldgr 3 Current Balance of 2520 on Trial Balance Total on Revenue Ledger 4 Actual Cash Balance on Principal s Report Total Assets on Balance Sheet 5 Current Balance of 1530 on Trial Balance Total Expended on Expenditure Ledger 6 Balance in Petty Cash on the Trial Balance amp Principal s Report 1112 Balance on Balance Sheet 7 Balance in Chan
100. ub X X X 419080 Spanish Honor Society X X 419090 Speech Club X X 419100 Step Team X X X 419110 Student Council SGA X X X X 419140 Surf Club X X 419120 SWAT Club X X X 419130 Swimming Club X X 420010 Technology Club X X X X 420020 Tennis Club X X 420021 Tennis Club Boys X X 420022 Tennis Club Girls X X 420030 Track Club X X X 420031 Track Club Boys X X X 420032 Track Club Girls X X X 420040 Trendsetters Club X X 420050 TV Production Club X X X 422010 Volleyball Club X X 423010 Wrestling Club X X 425010 Young Authors Club X X X X 425020 Youth Crime Watch Club X X X X Rev July 1 2015 A2 5 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order gt N 499010 Other Club A 499011 Other Club B 499012 Other Club C 499013 Other Club D 499014 Other Club E 499015 Other Club F 499016 Other Club G 499017 Other Club H 499018 Other Club 499019 Other Club J 499020 Other Club K 499021 Other Club L 499022 Other Club M 499023 Other Club N 499024 Other Club O 499025 Other Club P 499026 Other Club Q 499027 Other Club R 499028 Other Club S 499029 Other Club T 499030 Other Club U 499031 Other Club V 499032 Oth
101. used 0 Normal default indicates a normal PO is being used to pay a partial or full amount 2 Requires Approval indicates the invoice total is more than 20 of the PO total or if a new line item is added Approval should be in the form of the Principal signature on PO with notes of the new total Rev July 1 2015 6 2 CrossPointe User s Manual for Internal Accounts Invoices 6 Cycles for invoices not referencing a purchase order D Direct Pay indicates a PO is not needed Separate Check field Enter a Y in this field if the vendor requires separate checks for each invoice Leave this field blank if invoices for the same vendor can be printed on one check Full Partial field Only valid for invoices referencing a PO Leave this field blank if a PO isn t being referenced F Full indicates the invoice is for full payment of the PO P Partial indicates the invoice is for partial payment of the PO default when referencing a PO Description field Use this field if an additional description needs to be added to the entire invoice each line item will be described below Fields N U make up one line on an invoice Three different invoice lines can be entered on each page To enter additional invoice lines or refresh the page press the Enter key and then the F5 key If a PO number was entered in field C above and a B for both accounts and items was entered in field D above
102. usic General X X X X 215010 Orchestra X X X 215011 Orchestra Instrument Rentals X X X 215012 Orchestra Uniform Rentals X X X 216010 Percussion X 217010 Performances X X 219010 Strings X 219011 Strings Rental X Classes 3 Elementary Middle Jr Sr High 300010 1st Grade X 300020 2nd Grade X 300030 3rd Grade X 300040 4th Grade X 300050 5th Grade X 300060 6th Grade X 300070 7th Grade X X 300080 8th Grade X X 301010 AVID Advancement via Indiv Determination X X X 303010 Classes All Grade Levels X X X X 304010 DCT X X 305010 Ex Ed Classes X X X X 306010 Freshman Class X X 308010 HOSA Health Occupations X X Rev July 1 2015 A2 2 CrossPointe User s Manual for Internal Accounts Dimension 4 Project Alphabetical Order A2 310010 JROTC X X 310020 Junior Class X X 311010 Kindergarten X 316020 PMH Participatory Level Intel Disabled X X X X 316010 Pre Kindergarten X 318010 Reverse Mainstream X 318020 ROTC X X 319010 Senior Class X X 319020 SLD Classes X 319030 SLI Classes X 319040 Sophomore Class X X 320010 TMH Supported Level Intel Disabled X X X X 322010 VPK X 399010 Other Class A X X X X 399011 Other Class B X X X X 399012 Other Class C X X X X 399013 Other Class D X X X X 399014 Other Class
103. voice number being created PO Number field Enter the purchase order if the invoice is associated with a purchase order Leave this field blank if a purchase order isn t associated with this invoice Default field Leave this field blank as a default which would pull both accounts and items as option B below A Accounts only pulls only the accounting strings from the PO referenced B Both accounts and items pulls both the accounting strings and the items purchased from the PO referenced default when referencing a PO Vendor field If a PO number was entered in field C above then tab through this field It will default to the vendor number associated with the PO If a PO number was not entered in field C above then enter the vendor number or press the F4 key to select a vendor from an alphabetical list Reference field Use this field if you only want to display items and accounts associated with that reference number on the purchase order Press the Enter key now and all of the default information will fill in on fields A F Invoice Amount field Enter the total amount of the invoice Date field Enter the issue date of the invoice Batch field Data cannot be entered into this field It will automatically default to your school number with a zero in front Cycle field case sensitive Cycles for invoices referencing a purchase order B Blanket indicates a blanket PO is being

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